Bylaws for the Professional Pet Sitters of the Upper Valley

ARTICLE I: PURPOSE

SECTION 1: NAME OF ORGANIZATION: The name of the network will be Professional Pet Sitters of the Upper Valley.  Hereafter referred to as PPSUV.

SECTION 2: PURPOSE: All activities and work by PPSUV will be designed to benefit its membership and the professional pet sitting industry as a whole.  The purposes for which the network is organized are:

  1. To promote the business of professional pet services and to educate the public regarding the opportunities and benefits of such services.

  2. To drive focus on modern and relevant business operations, continuous improvement, expert customer service, and overall client experience, in addition to high quality pet care.

  3. To provide members the opportunity for positive exchange of experiences through discussion.

  4. To develop and encourage the practice of high standards of conduct among providers of pet services.

  5. To cooperate in and disseminate information beneficial to members and/or pet owners.

  6. To cooperate with other individuals and/or organizations in the common endeavor to advance pet services as a business and profession.

  7. To foster goodwill between members and the public they serve.

  8. To acquire, preserve and disseminate data and valuable information relative to the functions and accomplishments of successful pet services.

  9. To strengthen and promote the effectiveness of professional pet services as an occupation by any and all means consistent with the public interest; and

  10. To positively impact the welfare of the Upper Valley area shelters and animals.

ARTICLE II: MEMBERSHIP

SECTION 1: MEMBERSHIP REQUIREMENTS: Membership will be open to individual professional pet sitters who meet the following requirements:

  1. Members must be at least 18 years of age.

  2. Members must serve towns in the Upper Valley as defined in Article XI of these bylaws.

  3. Members must abide by local, state, and federal laws.

  4. Members must pay state and federal taxes if applicable to their income level.

  5. Members must have been established in their business for at least 6 months.

  6. Members must be insured and provide proof of insurance.

  1. Insurance must be maintained throughout the membership year.  As insurance renews during the current year, a copy of the renewal must be submitted to the Membership Coordinator by mail or email as a jpeg or pdf file within 2 weeks.  Failure to do so may result in removal.

  1. Members must be certified in Pet First Aid & CPR and provide proof of certification.  

  1. Pet First Aid & CPR certification must be maintained throughout the membership year.  As certification renews during the current year, a copy of the renewal must be submitted to the Membership Coordinator by mail or email as a jpeg or pdf file within 2 weeks.  Failure to do so may result in removal.

  1. Members must operate using a Service Contract with clients.

  2. Members must have a business presence online (i.e. website or social media account).

  3. Members must attend a minimum of 6 meetings a year.

  4. Members must agree to abide by and sign our Code of Conduct as defined in Article IV of these bylaws (currently part of the Membership Application).

  5. Members must pay yearly dues.

All members are encouraged to recruit new members from the community and to mentor new and potential members.

SECTION 2: MEMBERSHIP APPLICATION PROCESS: To become a member, a membership application must be completed and filed electronically with the Membership Coordinator.  The Board of Directors (hereafter referred to as the Board) will review the applications on a monthly basis, at least, and vote to accept or deny membership.  The Membership Coordinator will notify the applicant of the Board’s decision within one week of the meeting by email.  Payment of dues is required within two weeks of an approval notification.  The Membership Coordinator will keep the member’s application, proof of insurance, and proof of pet first aid & CPR certification in the member’s electronic file within the PPS.UpperValley@gmail.com Google Docs account.

PPSUV reserves the right to deny membership if requirements are not met and/or if the individual is believed to have behaved unethically or inhumanely towards animals.  

After an applicant has been approved by the Board and dues have been received, the new member will be listed on the PPSUV website and added to the private PPSUV Facebook group.

SECTION 3: LAPSED MEMBERSHIP:  Any member that has let membership lapse for more than 3 months can be reinstated by submitting a new application and full membership dues.

SECTION 4: MEMBERSHIP CANCELLATION: If, at any time, a member chooses to cancel their membership, they may do so with written notification to the Membership Coordinator.  Membership will cease immediately, and the member will be removed from the PPSUV website and the private PPSUV Facebook group.  There will be no refund of dues.

SECTION 5: MEMBER PERMANENT BUSINESS CLOSURE: If a Member should close their own business, they must notify a PPSUV Board Officer of closure in writing within 30 days.  Membership will end on the date of business closure unless another date is otherwise agreed upon.  There will be no refund of dues.

SECTION 6: MEMBER REMOVAL PROCESS: The following process will be adhered to regarding any reason for member removal, other than non-payment of member dues:

  1. Any member has the right to request removal of another member.  The request must be made in writing to the Board clearly stating the reason(s) for the request.

  2. The member facing proposed removal shall be notified via email within 2 business days of the decision of the Board to pursue proposed removal.

  3. The member has 10 days from the date of notification of proposed removal to formulate and present to the Board, by email, a written rebuttal of the proposed removal.

  4. The Board shall take into consideration the written rebuttal of the member and may remove a member with a 2/3-majority vote. This action should take place within 5 business days of receipt of the rebuttal.

  5. The member will be notified of the Board’s decision within 5 business days by email. Upon notification of a negative decision, the member shall be removed from the PPSUV website and private Facebook group.

ARTICLE III: GRIEVANCES

SECTION 1: GRIEVANCE PROCEDURE: The following process will be adhered to regarding any grievance a member may have with PPSUV unrelated to a specific member (see Article II, Section 6 for Member Removal Process).

  1. Any member has the right to file a grievance.  It must be made in writing to the Board.

  2. The Board shall review the grievance at their next scheduled meeting.  The Board will then respond in writing to the member within a week of the meeting.

ARTICLE IV: CODE OF CONDUCT

SECTION 1: CODE OF CONDUCT: Each member will agree, by signature (electronic signature acceptable), to abide by the Code of Conduct described below (currently included as part of the online Membership Application).

Members will continuously strive to meet and exceed the highest standards of the pet sitting industry.  Members will be committed to ethical behavior and humane attitudes toward all animals and people, collaboration with our local community of professionals, and welcoming and mentoring new professionals.

MEMBERS WILL:

  1. Provide reliable, compassionate, and conscientious care to all of the animals entrusted to them and place the animal’s safety and well-being as their first priority.

  2. Not disclose or otherwise jeopardize client’s confidential information so as to avoid putting clients, their pets, residence, or property at risk.

  3. Conduct their business with honesty, integrity, courtesy and professionalism so as to present the pet sitting industry positively.

  4. Comply with all Federal, State, and local laws in both business and animal care.

  5. Be respectful and supportive of other Pet Sitters, including handling disagreements with civility.

  6. Encourage responsible pet ownership and promote increased public awareness and acceptance of humane animal treatment and the pet sitting industry.

  7. Take advantage of ongoing professional development opportunities.

ARTICLE V: BOARD OF DIRECTORS

SECTION 1: STRUCTURE: The governing body of PPSUV will be the Board of Directors (hereafter referred to as the Board). The Board will have supervision, control and direction of the affairs of PPSUV, its committees and publications; will determine its policies or changes therein; will actively prosecute its objectives and supervise the disbursement of its funds.  

The Board will consist of no more than seven (7) members including four (4) Officers.  All Board positions will be elected by the members and voluntary.

SECTION 2: OFFICERS: PPSUV will operate with a formal structure of Officers: Chair, Vice Chair, Membership Coordinator, and Treasurer.  Each Officer will serve only one office concurrently.  All Officers shall serve until their successors have been duly elected and assume office.

  1. CHAIR: Responsibilities include

  1. Preparing agendas for meetings

  2. Conducting the monthly meetings

  3. Coordinating speakers for meetings

  4. Soliciting and hearing reports from special committees

  1. VICE CHAIR: Responsibilities include

  1. Assuming the position of the Chair in their absence

  2. Assisting the Chair in duties as necessary

  3. Overseeing the website

  1. MEMBERSHIP COORDINATOR: Responsibilities include

  1. Maintaining member’s electronic files which include

  1. Membership application (including signed Code of Conduct)

  2. Proof of business insurance

  3. Proof of Pet First Aid & CPR certification

  1. Providing a Membership Report at monthly meetings

  2. Maintaining a record of member attendance at meetings

  3. Maintaining dates when members need to renew insurance, pet first aid & CPR, etc.

  4. Taking minutes during monthly meetings, sending “drafts” to Board, and distributing approved minutes to members.

  1. TREASURER: Responsibilities include

  1. Overseeing PPSUV bank account

  2. Collecting and depositing membership dues and keeping a record thereof

  3. Reimbursing members as needed

  4. Paying advertising, website, tabling and all other fees

  5. Tracking income and expenses and providing monetary report at meetings

  6. Preparing annual budget

SECTION 3: QUALIFICATION OF BOARD MEMBERS: Any individual Member in good standing for 1 year or more shall be eligible for nomination.

SECTION 4: NOMINATION OF BOARD MEMBERS: Nominations shall be given in writing in March to the Chair or Vice-Chair and candidates announced at the April meeting.  All Members shall be given a reminder in writing by the Chair on the first of March.

SECTION 5: ELECTION OF BOARD MEMBERS: The Board of Directors shall be elected by the members by a majority vote and subject to the terms of office as outlined in these bylaws.

Succession to the Chair position is not automatic from that of the Vice Chair.

SECTION 6: TERM LIMITS OF BOARD MEMBERS: All Board Members, including Officers, will serve a two-year term of office.  The term of office will begin on April 1 and end on March 31 of the second year.  Those Board Members elected after April 1 will have their terms expire as if they did start at such time.  A Board Member will not serve more than two full consecutive terms without an intervening year after which the individual is again eligible for reelection.  The term limits for the Board positions are subject to modification as deemed necessary by the entire PPSUV Board.

SECTION 7: VACANCIES, RESIGNATION, AND REMOVAL OF BOARD MEMBERS:

Any vacancy occurring in the Board may be filled by a majority vote of the members at any time throughout the year.

Resignation by a Board Member may be made in writing and received by the Chair or Vice-Chair.  

Any Officer may be removed from office at any time by an affirmative vote from two-thirds of the Board and a replacement chosen by the Board to fill out the remainder of their term.  Board Members missing 3 consecutive regular meetings without good cause may be removed from the Board at any time by an affirmative vote from the majority of the Board.

SECTION 8: REGULAR MEETINGS OF BOARD MEMBERS:  The Board will meet at least quarterly at an agreed upon time and place.  Notice of each regularly scheduled Board Meeting, with an agenda, will be provided to each Board Member by email not less than 7 days before the meeting, with the exception of Emergency Meetings, by the Chair.  A majority of Board Members currently serving is required before business can be transacted or motions made and passed.

SECTION 9: EMERGENCY MEETINGS OF BOARD MEMBERS:  Upon occasion when an issue of such importance may arise that it requires immediate attention of the Board, an Emergency Meeting may be called with 24 hours notice.  Emergency Meetings may be called by any Officer or by the request of two or more Board Members that are not Officers.  The two or more Board Members that are not Officers may request an Emergency Meeting to any Officer.  

SECTION 10: SPECIAL NOTICE: Upon startup, to insure Board continuity of operation, initial tenure shall be…

ARTICLE VI: MENTORS

All members are encouraged to mentor new and potential members.  Mentors should refer to the document “Guide for Mentors”.  An Officer will match a mentor with a mentee that closely aligns with their own business and experience.  Mentors will agree to provide their leadership for 6 months although their services may not be needed for the full 6 months.  At the end of 6 months, or earlier as deemed fit, the mentor will report to the Board in writing a summary of their experience with and recommendation for the mentee.  Mentors reserve the right to dismiss themselves from a mentee and vice versa.  This dismissal will be made in writing to the Board when they will evaluate and assign a new mentor.

ARTICLE VII: MEETINGS

Meetings will be held on a monthly basis.  They may be held online (i.e. Zoom) or in person.  Members will be notified of meetings 2 weeks in advance via email by the Chair.  Attending an event that PPSUV is participating in will also count toward required attendance of 6 meetings a year.

ARTICLE VIII: FUNDING

Each member will pay dues annually on April 1st in the amount voted on and set by the Board the previous March. Dues payment must accompany applications for membership and will be prorated on a monthly basis.  Membership dues are non-refundable. Members are allowed two weeks to pay.  If, after two weeks, dues have not been paid, their membership will be revoked.  Applicants and members will be charged a $35 returned check fee in addition to the dues in the event of a returned check.

Funds raised through membership dues will be used toward the following costs:

  1. Meetings (i.e. Zoom subscription)

  1. Website

  2. Events

  3. Advertising

  4. Other budgeted expenses

ARTICLE IX: FINANCES

No PPSUV bank account exists, and all income and expenses will go through the Treasurer.  Collected dues and other income will be held by the Treasurer and all expenses against PPSUV will be paid from this collection.  A current record of source and amount will be kept for every transaction that goes through this account, and a receipt will accompany all expenditures.  The Treasurer will be responsible for all financial transactions and the spreadsheet documenting such will be available to the entire Board in the PPSUV Google Drive..

ARTICLE X: VOTING

With the exception of membership applications, each member will have the privilege of one vote, one membership.  If a Member cannot attend a meeting but would like to vote on business, proxy votes will be permitted.  Proxy votes must be sent in writing to the Chair 12 hours prior to the start of the meeting.  A simple majority of voters present, or proxy, is required for business to pass.

ARTICLE XI: REGIONAL BOUNDARIES

Members must serve at least one town within the regional boundaries of the “Upper Valley” as defined below.

SECTION 1: NH: Canaan, Charlestown, Claremont, Cornish, Croydon, Dorchester, Enfield, Grafton, Grantham, Groton, Hanover, Haverhill, Lebanon, Lyme, Orange, Orford, Piermont, Plainfield, Rumney, Warren, and Wentworth.  

SECTION 2: VT: Barnard, Bradford, Bridgewater, Chelsea, Corinth, Fairlee, Hartford, Hartland, Newbury, Norwich, Orange, Plymouth, Pomfret, Royalton, Sharon, Springfield, Strafford, Thetford, Topsham, Tunbridge, Vershire, Weathersfield, West Windsor, Windsor, and Woodstock.

ARTICLE XII: ADOPTION AND AMENDMENT OF THE BYLAWS

SECTION 1: ADOPTION:  Within 30 days of its organization, PPSUV will adopt for its government and management a code of bylaws.

SECTION 2: AMENDMENT:  These bylaws may be amended or repealed by a majority vote of the PPSUV Board.  Proposed amendments to the PPSUV Bylaws must be sent to the PPSUV Board at least 2 weeks prior to a scheduled PPSUV Board Meeting at which the amendments will be voted on.

ARTICLE XIII: DISSOLUTION

If PPSUV should ever cease to exist, all equipment and capital goods will be disposed of, liabilities paid, and remaining assets distributed to the most recently chosen nonprofit to receive such donations, within 60 days of dissolution. No individual pet sitting business or member, past or present, has any claim to any asset of PPSUV.

APPROVED BY THE INITIAL PPSUV BOARD MEMBERS ON APRIL, 5, 2023.