By-Laws:
ARTICLE I - Membership
Section 1. Eligibility
There shall be four (4) types of membership.
(a) Regular Membership shall be open to all persons residing in the United States who are 18 years of age and older, who are in good standing with The American Kennel Club and who subscribe to the purposes of this Club and the Code of Ethics.
(b) Life Members. The number of Life Members shall be limited. Nominations for Life Membership are made only by the Board upon the consent of the person so nominated. To be eligible for Life Membership a member must have held membership in the Club continuously for at least twenty (20) years. Life Membership is bestowed only in recognition of exceptional service to the Club and/or all breeds and requires a two-thirds (2/3) majority vote of the entire Board of Directors whose votes must be received within a specified time limit. Life Members shall enjoy all the privileges of Regular Membership except they may not hold office and shall be exempt from paying dues.
(c) Household Membership shall be open to two persons, 18 years of age and older, residing in the same household, who are residents of the United States and who subscribe to the purposes of this Club. Household members shall each have one vote and shall each be eligible to hold office.
(d) Junior Membership shall be open to persons under 18 years of age who subscribe to the purposes of this Club. Junior members cannot vote or hold office. Junior membership may be converted to regular membership upon reaching the 18th birthday.
Section 2. Dues
Regular Membership and Household Membership dues for active members residing in the United States , its territories and possessions, shall be set by the Board each year not to exceed $100.00 for single persons, or for husband and wife. Junior Membership dues shall be set by the Board each year, not to exceed $50.00 per year.
Dues are payable on or before the first day of April of each year. No member may vote whose dues are not paid for the current year; except, however, that a member's ballot for the annual Election shall be counted, if such member's dues for the currently ending year are paid in full.
During the month of January notice of dues shall be sent to each member by the Membership Chairperson.
Section 3. Election to Membership
(a) Each applicant for membership shall apply on a form as approved by the Board of Directors and which shall provide that the applicant agrees to abide by these Constitution and Bylaws, the Code of Ethics and the rules of The American Kennel Club.
(b) The application shall state the name, address and occupation of the applicant and shall carry the endorsement of two (2) members in good standing. Dues payments shall accompany the application and will be credited to the current year except for members joining on or after November 1st in any year as provided in Section 2 of this ARTICLE I.
(c) Applicants may be elected by secret ballot at any meeting of the Board of Directors or by secret vote of the Directors by mail. Affirmative votes of two-thirds (2/3) of the Directors present at a meeting of the Board, or of two-thirds (2/3) of the entire Board voting by mail, shall be required to elect an applicant. An application which fails to receive the required number of affirmative votes may be presented by one of the applicant's endorsers at the next Annual Meeting of the Club and the Club may elect such applicant by secret ballot by a favorable vote of seventy-five (75%) percent of the members present and voting.
(d) Prospective member must attend two meetings prior to applying for membership.
Section 4. Termination of Membership
(a) By resignation. Any member in good standing may resign from the Club upon written notice to the Corresponding Secretary; but no member may resign when in debt to the Club. Dues obligations are considered a debt to the Club and they become incurred on the 1st day of January of each year.
(b) By lapsing. A membership will be considered as lapsed and automatically terminated if such member's dues remain unpaid as of the first day of May of each year; however, the Board may grant an additional period of grace until the first day of July to such delinquent members in meritorious cases. In no case may a person be entitled to vote whose dues are unpaid, subject to provisions contained in SECTION 2 of this ARTICLE I and in ARTICLE VI, SECTION 2.
(c) By expulsion. A membership may be terminated by expulsion as provided in ARTICLE VIII of these Bylaws.
ARTICLE II - Meetings
Section 1. Annual Meeting The Annual Meeting of the Club shall be held in conjunction with the Specialty Show, at a date, place and hour designated by the Board of Directors. Written notice of the Annual Meeting and of Regular Meetings shall be mailed by the Membership Coordinator to each member at least, thirty (30) days prior to the date or the meeting. The quorum for the Annual Meeting shall be ten (10%) percent of the members in good standing.
Section 2. The Annual Meeting shall be held on a date within the first five (5) months of the fiscal year.
Section 3. Regular Meeting Regular meetings may be called in conjunction with the Roving Specialties hosted by Regional Clubs. The quorum for a Regular Meeting shall be ten (10%) percent of the members in good standing. If there is no quorum, motions made and seconded shall appear in the next monthly agenda for decision by the Board.
Section 4. Special Club Meetings Special Club Meetings may be called by the President or by a majority vote of the members of the Board, who are present at a meeting of the Board or who vote by mail, and must be called by the Corresponding Secretary upon receipt of a petition signed by ten (10%) of the members in good standing. Such meetings shall be held at such place, date, and hour as may be designated by the Board of Directors. Written notice of such meeting shall be mailed by the Corresponding Secretary at least fourteen (14) days and not more than thirty (30) days prior to the meeting. The notice of the meeting shall state the purpose of the meeting and no other Club business may be transacted there at. The quorum for such meetings shall be ten (10%) percent of the members in good standing.
Section 5. Board Meetings Meetings of the Board of Directors shall be held at such times and places as are designated by majority vote of the entire Board. Written notice of each such meeting shall be mailed by the Corresponding Secretary to each member of the Board at east fourteen (14) days prior to the date of the meeting. The quorum for Board shall be a majority of the Board voting in person, or by mail, or by telephone conference conducted and described in SECTION 6 of this ARTICLE.
Section 6.
(a) The Board of Directors may conduct its business by mail through the Recording Secretary.
(b) The Board of Directors may conduct its business by means of a telephone conference call, provided that a two week written notice is sent by the Secretary to each Board member, giving the date and hour of the telephone conference call, and further that the Recording Secretary, take regular written minutes of the conference call, which shall be mailed to each Board member within two weeks of the meeting. Each Board member who participated in the telephone conference call shall sign and return to the Recording Secretary a statement verifying or correcting the minutes. The quorum for a telephone conference call shall be a majority of the Board.
(c) In case of an emergency the President may waive the two week notice requirement and call a phone conference or telephone poll. When a telephone poll is called, the motion must be written down and printed in the next agenda. The motion must name who made the motion and who seconded; the names of those voting and how they voted must also be listed in the agenda. The telephone poll shall only be call if an urgent deadline is pending. All twelve Board members must be contacted and given the opportunity to vote. If, upon publication in the agenda, it is declared there was not an emergency, the motion must come up for a re-vote in the next agenda or in-person meeting of the Board.
ARTICLE III - Board of Directors
Section 1. Composition The Board of Directors shall be comprised of the President, Vice-President, Recording Secretary, Treasurer, and Membership Coordinator; all of which must remain in good standing.
They shall be elected for two (2) year terms at the Club's Annual Meeting as provided in ARTICLE VI and shall serve until their successors are elected and installed.
Section 2. Powers and Duties General management of the Club's affairs and the control of its property shall be entrusted to the Board of Directors, exercising those powers and performing those duties specified in these Bylaws and transacting the general business of the Club not otherwise provided for in these Bylaws. The President and/or the Board acting as a body shall have an unqualified right of access to the books, records and files of the Club.
Section 3. Officers
(a) The President shall be the chief executive officer of the Club, shall preside at all meetings of the membership and of the Board, shall perform all the duties and have all the powers normally appurtenant to the office of President, including those duties imposed and powers granted by these Bylaws, and shall be an ex-officio member of all committees, except the Nominating Committee, and may take part in the deliberations of such committees but shall not have a vote as a committee member. Upon completion of the term of office, the President, if not re-elected President or elected to another office in the Club, shall become an ex-officio member of the Board of Directors in an advisory capacity, but shall not vote except as a regular member of the Club.
(b) The President may hold office for two (2) consecutive terms only. After an interval he or she may again hold the Office of President. The term shall be from April 1st to March 31st of the second year.
(c) The Vice-President shall perform the duties and exercise the powers of the President in case of the President's absence, incapacity or death, and shall perform such other duties as assigned by the Board.
(d) The Recording Secretary shall record all of the proceedings of the meetings of the membership and of the Board in a book kept for that purpose, shall mail or hand out to all members of the Club a copy of the minutes of all Membership Meetings or otherwise inform the membership of the proceedings of these meetings through the medium of the Club's official publications, shall provide the Members of the Board with copies of the minutes of all Board meetings within thirty (30) days of the date such Board meeting was held, and shall act as custodian of the Club seal and Articles of Incorporation, and of all records submitted to him or her and of the books and records pertaining to this Office.
(e) The Membership Coordinator shall conduct the correspondence of the Club, shall maintain a record of the membership of the Club, and in the month of June shall prepare and mail to each member a list of all members whose dues are paid as of the 1st day of May showing each such member's complete address and phone number, shall notify newly elected applicants of their membership and furnish them with copies of the Club's Constitution and Bylaws, the breed standard and the current membership list, shall issue notices of all meetings, mail lists and ballots to all members as required by these Bylaws and receive such ballots back from the members, shall hold all dies and medallions belonging to the Club, and such books, records and correspondence which he or she is required to keep or which come into his or her possession by virtue of this Office, and perform such other duties as his or her office may require.
(f) To be eligible for nomination and election to the office of Treasurer it is mandatory that the candidate be fully aware of current standard accounting practices; must own or have full access to a computer, and must be familiar and competent with the use of suitable software. The Treasurer shall collect and receive all moneys due to or belonging to the Club and deposit same in a bank approved by the Board in an account in the name of the Club, shall at all times keep his books and records open to inspection by the Board, shall render a monthly written account to the Board of the condition of the Club's finances and every item of receipt or payment not previously reported.
The Treasurer shall hold such fiscal books and records belonging to the Club, which come into his or her possession by virtue of this office, and shall perform such other duties as this office may require. The Treasurer shall be bonded in such amount as the Board shall determine.
Section 4. Vacancies Any vacancies occurring on the Board or among the Officers during the year shall be filled until the next Annual Election by a majority vote of all the then Members of the Board, except that a vacancy in the office of President shall be filled automatically by the Vice-President.
ARTICLE IV - Delegate to The American Kennel Club
Section 1. A Delegate to the American Kennel Club shall be appointed by the Board to serve for an unlimited period of time. and when approved by The American Kennel Club, shall represent the Club at meetings of the Delegates to The American Kennel Club, voting his or her conscience unless otherwise instructed by the Board or by the membership.
A written summary of all Delegate's Meetings, together with a report of how he or she voted on all matters brought before the Delegates to be voted on, shall be rendered to the Board. A copy of this report and vote shall also be printed and a copy given to every member. The Delegate may also hold an additional office either by election or in the manner prescribed under ARTICLE III, SECTION 4. The Delegate shall assist the Board in an advisory capacity and shall have voting authority only if also a member of the Board. The Delegate may also vote as a regular member of the Club.
ARTICLE V - Fiscal and Official Year
Section 1. Fiscal Year The Club's fiscal year shall begin on the 1st day of April of each year and end on the 31st day of March of the following year.
Section 2. Official Year The Club's official year shall begin on April 1st of each year and conclude on March 31st of the following year. The elected Officers and Directors shall take office on April 1st of the year following their election and serve terms of two years each. Each succeeded Officer and Director, with the exception of the Treasurer, shall turn over to their successor in office all properties and records relating to that office within thirty (30) days after January 1. The Treasurer shall submit to the Auditing Committee for audit such fiscal records from the previous year as have not yet been audited prior to their transfer to the newly elected Treasurer.
*NOTE* At this time All of Article VI is tabled until further notice. And we shall proceed as follows: Nominations will be taken in person by secret ballots at said meeting.
ARTICLE VI - Voting, Nominations, Elections
Section 1. Voting. At the Annual Meeting, a General Meeting, or a Special Meeting of the Club, voting shall be limited to those members in good standing who are present at the meeting, except for the biennial election of the Board of Directors, amendments to these Constitution and Bylaws which shall be decided by written ballot cast by mail, voting by proxy shall not be permitted. The Board of Directors may decide to submit other specific questions for decision of the members by written ballot cast by mail.
Section 2. Nominations
(a) No person may be a candidate in the Club election who is not in good standing and who has not been nominated in accordance with these Bylaws. To be in good standing shall mean that a member's dues have been paid in full for the current year, and that no debt is owed to the club.
(b) Additional nominations of eligible members may be made by five (5) members in good standing. All nominees must be willing and able to perform such duties required. All such petitions shall be addressed to, and received by, the Corresponding Secretary on or before March 1st. No person shall be a candidate for more than one position. Those members who have accepted a nomination by their fellow members may not accept an additional nomination.
(c) If one or more valid additional nominations are received by the Membership Coordinator on or before March 1st, the Membership Coordinator shall prepare a ballot listing in alphabetical order all of the nominees for each contested office or position and on or before March 15th shall mail to each member in good standing, except those new members joining on or before January 1st of the current year, together with a blank envelope marked "ballot" and a return envelope addressed to the Membership Coordinator and bearing the name of the member to whom it was sent. So that ballots may remain secret, each voter, after marking his or her ballot, shall seal it in the blank envelope marked "Ballot" which shall be placed in the second envelope addressed to the Membership Coordinator. To be valid, a ballot must be received by the Membership Coordinator not later than March 1st.
(d) The Membership Coordinator shall check the returns against the list of members, other than those new members joining on or after January 1st of the current year, who are in good standing and whose dues were paid as of the date on which the ballots were mailed to the membership, and shall certify the eligibility of the voters.
In the event that an equal number of votes is received by two or more candidates for the same position and no other candidate for such position receives a greater number of votes, a second balloting to break the tie shall be conducted and the marked ballots returned to the Membership Coordinator who shall count the votes to break the tie and inform the nominees of their election. All members in good standing whose dues are paid for the current year shall be entitled to receive a ballot and cast a vote, subject to ARTICLE I, Section 2, ARTICLE I, Section 4(b) and ARTICLE VI, Section 2 (g) of these Bylaws.
(e) The Membership Coordinator shall promptly send a copy of the election results to each member of the Board, to each nominee, and to all members in good standings.
*NOTE* For any questions or concerns please see note above Article VI.
ARTICLE VII - Committees
Section 1. The Board may each year appoint standing committees to advance the work of the Club in such matters as its specialty shows, obedience trials, annual prizes, membership and other fields which may well be served by committees.
Such committees shall always be subject to the final authority of the Board. Special committees may also be appointed by the Board to aid it on particular projects.
(a) The Nominating Committee shall consist of 2 members in good standing and perform its duties when such means is necessary.
(b) The Audit Committee shall be the years current President, Vice President and Recording Secretary. At no time shall the Treasurer be on this committee. The Committee shall examine the records of the Treasurer and audit the Treasurer's books and reports its finding to the Board within thirty (30) days. The committee may retain a professional accountant to assist it and may adopt the report of such accountant as its report, the cost of such professional service to be paid by the Club.
(c) Toy Breed Advisory Committee shall be composed of three (3) members appointed by the Board. All inquiries concerning the breeds standard, the care, breeding, grooming and showing of Toy Breeds shall be referred to this committee.
Section 2. Any committee appointment may be terminated by a majority vote of the full membership of the Board upon written notice to the appointee; and the Board may appoint successors to those persons whose service has been terminated.
ARTICLE VIII - Discipline
Section 1. American Kennel Club suspension
Any member who is suspended from the privileges of the American Kennel Club automatically shall be suspended from the privileges of this club for a like period.
Section 2. Charges
Any member may prefer charges against a member for alleged misconduct prejudicial to the best interests of the Club or all breeds. Written charges with specifications must be filed in duplicate with the Membership Coordinator together with a deposit of Fifty ($50.00) dollars which shall be forfeited if such charges are not sustained by the Board or a Committee following a hearing. The Membership Coordinator shall, within ten days, return receipt requested, send a copy of the charges to each member of the Board or present them at a Board Meeting, and the Board shall first consider whether the actions alleged in the charges, if proven, might constitute conduct prejudicial to the best interests of the Club or all breeds. If the Board considers the charges do not allege conduct which would be prejudicial to the best interest of the Club or of all breeds it may refuse to entertain jurisdiction. If the Board entertains jurisdiction of the charges it shall fix a date of a hearing by the board or a Committee of not less than three (3) Members of the Board, not less than three (3) weeks nor more than six (6) weeks thereafter. The Membership Coordinator shall promptly send one copy of the charges to the accused member by registered mail together with a notice of the hearing and an assurance that the defendant may personally appear in his own defense and bring witnesses if he wishes.
Section 3. Board Hearing
The Board of Directors or Committee shall have completed authority to decide whether counsel may attend the hearing, but both complainant and defendant shall be treated uniformly in that regard. Should the charges be sustained after hearing all the evidence and testimony presented by complainant and defendant, the Board or Committee may, by a majority vote of those present, suspend the defendant from all privileges of the Club for not more than six (6) months from the date of the hearing or until the next Annual Meeting if that will occur after six (6) months. And, if it deems that punishment insufficient, it may also recommend to the membership that the penalty be expulsion. In such case, the suspension shall not restrict the defendant's right to appear before his fellow-members at the ensuing Club meeting which considers the recommendation of the Board or committee. Immediately after the Board or committee has reached a decision, its finding shall be put in written form and filed with the Membership Coordinator. The Membership Coordinator, in turn, shall notify each of the parties of the decision and penalty, if any.
Section 4. Expulsion
Expulsion of a member from the Club may be accomplished only at the Annual Meeting of the Club following a hearing and upon the recommendation of the Board or committee as provided in SECTION 3 of this ARTICLE VIII. The defendant shall have the privilege of appearing in his own behalf though no evidence shall be taken at this meeting. The President shall read the charges and the findings and recommendations, and shall invite the defendant, if present, to speak in his own behalf. The meeting shall then vote by secret written ballot on the proposed expulsion. A two-thirds (2/3) vote of those present and voting at the Annual Meeting shall be necessary for expulsion. If expulsion is not so voted the suspension shall stand.
ARTICLE IX - Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these Bylaws.
ARTICLE X - Amendments
Section 1. Amendments to the Constitution and Bylaws and to the standard for the breed may be proposed by the Board of Directors or by written petition addressed to the Membership Coordinator signed by at least Twenty (20%) percent of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board of Directors and must be submitted to the members with the recommendations of the Board by the Membership Coordinator for a vote within three (3) months of the date when the petition was received by the Membership Coordinator.
Section 2. The Constitution and Bylaws and standard of the breed may be amended at any time provided a copy of the proposed amendment has been mailed by the Membership Coordinator to each member accompanied by a ballot on which he may indicate his choice for or against the action to be taken. The notice shall specify a date not less than thirty (30) days after the date of mailing by which date the ballots must be returned to the Membership Coordinator to be counted. The favorable vote of two-thirds (2/3) within the time limit shall be required to effect any such amendment.
Section 3. No amendment to the Constitution and Bylaws or to the standard for all breeds that is adopted by the Club shall become effective until it has been approved by the Board of Directors of the American Kennel Club.
ARTICLE XI - Dissolution
Section 1. The Club may be dissolved at any time by the written consent of not less than two-thirds (2/3) of the members other than for the purposes of reorganization. In the event of the dissolution of the Club, other than for the purposes of reorganization, whether voluntary or involuntary or by operation of the law, none of the property of the Club nor any proceeds thereof, nor any assets of the Club, shall be distributed to any members of the Club, but after payment of the debts of the Club its property and assets shall be given to a charitable organization for the benefit of dogs selected by the Board of Directors.
ARTICLE XII - Order of Business
Section 1. At meetings of the Club, the order of business, insofar as the character and nature of the meeting may permit, shall be as follows:
Roll Call
Minutes of last meeting (If not previously published)
Report of President
Report of the Recording Secretary
Report of Membership Coordinator
Report of Treasurer
Report of the Committees
Election of New Members
Unfinished business
New business
Adjournment
Section 2. At meetings of the Board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:
Reading of Minutes of last Board Meeting
Reports of the Secretaries
Report of the Treasurer
Unfinished business
New business
Adjournment
