CONSTITUTION & BYLAWS
SECTION 1. The name of the club shall be the “Cavalier King Charles Spaniel Club of Northeastern New York”.
SECTION 2. The objectives of the club shall be:
(a) To encourage and promote quality in the breeding of purebred Cavalier King Charles Spaniels and to do all possible to bring their natural qualities to perfection while maintaining good health and soundness;
(b) To urge club members and Cavalier King Charles Spaniels owners, exhibitors and breeders to accept the standard of the breed as approved by The American Kennel Club as the only standard of excellence by which the Cavalier King Charles Spaniels shall be judged;
(c) To do all in its power to provide public education and protect and advance the interests of the breed by encouraging sportsmanlike, sincere, trusted and credible behavior in competition at dog shows, event trials and tests and all other dog-related events and communications; and
(d) To conduct sanctioned matches and dog shows and all other events for which the club is eligible under the rules and regulations of The American Kennel Club.
SECTION 3. The club shall not be conducted or operated for profit and no part of any profits of remainder of residue from dues or donations to the club shall inure to the benefit of any member or individual.
SECTION 4. The members of the club shall adopt and may from time to time revise such bylaws as may be required to carry out these objects.
May 3, 2003
SECTION 1. Eligibility. There shall be individual, household, life, and honorary membership open to all persons 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. Junior membership shall apply to individuals age 12-18, who fulfill the requirements of adult membership. While membership is to be unrestricted as to residence, the club's primary purpose is to be representative of the breeders, exhibitors and owners in its immediate area.
(Effective 8/7/2009) There shall be five types of Memberships, Regular, Associate, Honorary, Life and Junior. Applicants for membership are required to join as Associate Members. After a period of one year as an Associate Member, they may apply for Regular Membership status provided that they meet the requirements for Regular Membership. All applicants for membership, including Associate members wishing to become Regular members, must complete the application process as stated in Section 3. All applicants must be sponsored by two regular members, not from the same household or from the household of the applicant. A regular member may sponsor no more than two (2) regular member applicants and/or two (2) associate member applicants in any calendar year. Applications for Individual/Junior Membership shall be read at the first club meeting following receipt and voted on at the next club meeting following this reading.
(All active Members as of the date of ratification (8/7/2009) shall be given the option of remaining as Regular Members or Associate Members at their next annual renewal.)
A. Associate Membership. Associate Membership is open to all individuals 18 years or olderwho are in good standing with The American Kennel Club and subscribe to the purposes of this club. Associate Members may attend all meetings and functions of the Club and are eligible for all benefits of the Club, except that they shall not be permitted to vote, hold office, or be counted in a quorum. Each applicant for membership shall apply on a form approved by the board of directors and which shall provide that the applicant agrees to abide by the constitution and bylaws and the rules of The American Kennel Club as well as the ethical guidelines of the ACKCSC. The application shall state the name and address of the applicant and it shall carry the endorsement of two members in good standing. Accompanying the application, the prospective member shall submit dues for the current year. The dues for Associate Membership shall be at a rate discounted from the Regular Membership rate.
B. Regular Membership. Regular Membership is open to all persons aged 18 years or older who are residents of the United States, are in good standing with the American Kennel Club, own an AKC registered Cavalier King Charles Spaniel, display a sincere, continuing interest in bettering the breed, and who have been an Associate Member for one year or more. Regular Members shall be entitled to all rights and privileges including voting privileges of the Club.
C. Life Membership. Life Membership nominated and voted upon by the general membership. Life membership is for those individuals who have rendered outstanding service to the club and have been a club member for at least 10 years, are in good standing with The American Kennel Club and subscribe to the purpose of this club. A 2/3 of quorum vote is needed. Voting will be held at the annual meeting. Such members are exempt from paying dues and are allowed to vote and hold office
D. Honorary Membership. Honorary Membership nominated and voted upon by the board. Honorary membership is for those individuals who have performed outstanding service for the breed or club, are in good standing with The American Kennel Club and subscribe to the purpose of this club. Voting will be held at the annual board meeting. A 2/3 majority vote is needed. Such members are exempt from paying dues and are allowed to participate in all club functions. They are not allowed to vote and hold office but are to be given the option to pay full membership dues and therefore granted voting privileges.
E. Junior Membership. Junior Membership is available to persons 12 through 17 years of age. Junior Members are may participate in all club functions but may not vote nor hold office. Applicants for this membership shall apply on a form approved by the board of directors and which shall provide that the applicant agrees to abide by the constitution and bylaws and the rules of The American Kennel Club. The application shall state the name and address of the applicant and it shall carry the endorsement of one member in good standing and the signature of the at least one of the applicant’s parents. Junior members are not required to pay dues.
SECTION 2. Dues. Membership dues shall be set by the Board of Directors and shall not exceed $50.00 per year, payable on or before the 1st day of February each year to the Club’s Treasurer. No member may vote whose dues are not paid for the current year. During the month of October, the Treasurer shall send to each member a statement of dues for the ensuing year. Any new membership submitted after October 1 shall constitute membership for the next calendar year. Membership received prior to October 1 shall constitute membership for the present calendar year. Two adults residing in the same household shall constitute a Household Membership; each member shall be entitled to a separate vote and may hold office. Household Memberships may be accorded a discount in membership fees as approved by the Board of Directors.
Voting on Individual and Household Memberships. All applications are to be filed with the Secretary and each application is to be read at the first meeting of the club following its receipt. At this general meeting the applications will be voted upon and a majority vote of the members present and voting shall be required to elect the applicant. Applicants for membership who have been rejected by the club may not reapply within six months after such rejection.
SECTION 3. Termination of Membership. Members may be terminated:
(a) By resignation. Any member in good standing may resign from the club upon written notice to the Secretary; but no member may resign when in debt to the club. Obligations to the Club other than dues are considered a debt and must be paid in full prior to resignation.
(b) By lapsing. A membership will be considered lapsed and automatically terminated if such member's dues remain unpaid 90 days after the first day of the fiscal year; however, the board may grant an additional 30 days of grace to such delinquent members in meritorious cases. In no case may a person be entitled to vote at any club meeting whose dues are unpaid as of the date of that meeting.
(c) By expulsion. A membership may be terminated by expulsion as provided in Article VI of these bylaws.
Meetings and Voting
SECTION 1. Club Meetings. Meetings of the club shall be held at least every other month in The Capital Region (or within the greater Albany area) at such hour and place as may be designated by the board of directors. Written notice of each such meeting shall be mailed snail mail or email by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meetings shall be 20 percent of the membership in good standing.
SECTION 2. 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 and voting at any regular or special meeting of the board; and shall be called by the secretary upon receipt of a petition signed by five members of the club who are in good standing. Such special meetings shall be held in The Capital Region (or within the greater Albany area) at such place, date and hour as may be designated by the person or persons authorized herein to call such meetings. Written notice of such meeting shall be mailed by the Secretary at least five days and not more than 15 days prior to the date of the meeting, and said notice shall state the purpose of the meeting, and no other club business may be transacted thereat. The quorum for such a meeting shall be 20 percent of the members in good standing.
SECTION 3. Board Meetings. Meetings of the board of directors shall be held in conjunction with the Regular meetings of the Club but not less than six times per year. The quorum for such meeting shall be a simple majority of the board.
SECTION 4. Special Board Meetings. Special meetings of the Board may be called by the President, or by the Secretary upon receipt of a written request signed by at least three members of the Board. Such special meeting shall be held within the Club Territory at such place, date, and hour as may be designated by the person authorized herein to call such meeting. Written notice of such meeting shall be mailed by the Secretary at least five days and not more than ten days prior to the date of the meeting, or email notice shall be filed at least three days and not more than five days prior to the date of the meeting. Any such notice shall state the purpose of the meeting and no other business shall be transacted thereat. A quorum for such a meeting shall be a majority of the Board.
SECTION 5. Voting. Each member in good standing whose dues are paid for the current year shall be entitled to one vote at any meeting of the club at which he is present. Proxy voting will not be permitted at any club meeting or election.
Notices — all club notices must be sent either via the US Postal Service or e-mail in accordance with current AKC policy.
Directors and Officers
SECTION 1. Board of Directors. The board shall be comprised of the officers, past president (ex-officio), 3 directors, all of whom shall be members in good standing. Board Members shall serve 2-year terms. There shall be no term limits. All elections shall be held at the annual meeting as provided in Article IV and shall serve until their successors are elected. General management of the club's affairs shall be entrusted to the board of directors. Any board member that misses more than two consecutive meetings per calendar year must request permission by Board majority vote to be excused for any and up to two more additional meetings due to medical illness or personal leave of absence from their position. Any board member who misses more than two consecutive meetings without contacting or notifying in writing the President or Secretary of reason for absence, their position will be considered vacant and the Board shall fill that position for the remaining length of term.
SECTION 2. Officers. The club's officers, consisting of the President, Vice President, Secretary and Treasurer, shall serve in their respective capacities both with regard to the club and its meetings and the board and its meetings. There shall be no term limits.
[a] The President shall preside at all meetings of the club and of the board, and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these bylaws. The term of the President shall be one year.
[b] The Vice President shall have the duties and exercise the powers of the President in case of the President's death, absence or incapacity and in addition, shall be the fund development chairman to implement raising funds for the CKCSCNENY or its foundations or beneficiaries. The term of the Vice President shall be one year.
[c] The Secretary shall keep a record of all meetings of the club and of the board and of all matters of which a record shall be ordered by the club; shall have charge of the correspondence, notify members of meetings, notify new members of their election to membership, notify officers and directors of their election to office, keep a roll of the members of the club with their addresses, continue and maintain correspondence with the parent club which is the American Cavalier King Charles Spaniel Club, Inc. and carry out such other duties as are prescribed in these bylaws. The term of the Secretary shall be one year.
[d] The Treasurer shall collect and receive all moneys due or belonging to the club. Moneys shall be deposited in a bank designated by the board, in the name of the club. The books shall at all times be open to inspection by the board and a report shall be given at every meeting of the condition of the club's finances and every item of receipt or payment not before reported; and at the annual meeting, an accounting shall be rendered of all money's received and expended during the previous fiscal year. The Treasurer may be bonded in such amount, as the board of directors shall determine. The term of the Treasurer shall be one year.
(e) The Immediate Past President shall serve on the Board of Directors and shall be entitled to one vote.
SECTION 3. Vacancies. Any vacancies occurring on the board or among the offices during the year shall be filled until the next annual election by a majority vote of the members of the board at its first regular meeting following the creation of such vacancy, or at a special board meeting called for that purpose; except that a vacancy in the office of President shall be filled automatically by the Vice President and the resulting vacancy in the office of Vice President shall be filled by the board.
The Club Year, Annual Meeting, Elections
SECTION 1. Club Year. The club's fiscal year shall begin on the 1st day of January and end on the last day of December. The club's official year shall begin immediately at the conclusion of the election at the annual meeting and shall continue through the election at the next annual meeting.
SECTION 2. Annual Meeting. The annual meeting shall be held in the month of January, at which officers and directors for the ensuing year shall be elected by secret ballot from among those nominated in accordance with Section 4 of this Article. They shall take office immediately upon conclusion of the election and each retiring officer shall turn over to the successor in office all properties and records relating to that office within 30 days after the election.
SECTION 3. Elections. The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The nominated candidates for other positions on the board who receive the greatest number of votes for such positions shall be declared elected.
SECTION 4. Nominations. No person may be a candidate in a club election who has not been nominated. During the month of September, the board shall elect a Nominating Committee consisting of three member and two alternates, not more than one of whom may be a member of the board. The Secretary shall immediately notify the committeemen and alternates of their selection. The board shall name a chairman for the committee and it shall be such person's duty to call a committee meeting, which shall be held on or before October 1.
[a] The committee shall nominate one candidate for each office and position on the board and, after securing the consent of each person so nominated, shall immediately report his or her nominations to the Secretary in writing.
[b] The Nominating Committee’s slate shall be sent by the Secretary to each member at least two weeks prior to the November meeting so that there is ample time for thought and consideration by and for the candidates.
(c) Additional nominations may be made at [c] Additional nominations may be made at the November meeting by any member in attendance, provided that the person so nominated does not decline when their name is proposed, and provided further that if the proposed candidate is not in attendance at this meeting, the proposer shall present to the Secretary a written statement from the proposed candidate signifying willingness to be a candidate. No person may be a candidate for more than one position.
[d] Nominations cannot be made at the annual meeting or in any manner other than as provided in this section.
SECTION 1. The board may each year appoint standing committees to advance the work of the club in such matters as specialty shows and/or matches, obedience trials, event tests, puppy referral, public education, show trophies, annual prizes, membership, rescue 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.
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 services have been terminated.
SECTION 1. American Kennel Club Suspension. Any member who is suspended from all 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 the breed. Written charges with specifications must be filed in duplicate with the Secretary together with a fee of $50.00. After resolution of the charges, the member preferring the charges may apply to the board for reimbursement of the filing fee. The Secretary shall promptly 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. If the board considers that the charges do not allege conduct which would be prejudicial to the best interests of the club, it may refuse to entertain jurisdiction. If the board entertains jurisdiction of the charges, it shall fix a date for a hearing by the board not less than three weeks or more than six weeks thereafter. The Secretary shall promptly send one copy of the charges with specifications 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 defensive and bring witnesses of he wishes.
SECTION 3. Board Hearing. The board shall have the 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 evidence and testimony presented by complainant and defendant, the board may be a majority vote of those present, reprimand or suspend the defendant from all privileges of the club for not more than six months from the date of the hearing. 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 board's recommendation. Immediately after the board has reached a decision, its findings shall be put in written form and filed with the Secretary. The Secretary, in turn, shall notify each of the parties of the board's decision and penalty, if any.
SECTION 4 Expulsion. Expulsion of a member from the club may be accomplished only at a meeting of the club following a board hearing and upon the board's recommendation as provided in Section 3 of this Article. Such proceeding will occur at a special meeting of the club, to be held within 60 days but not earlier than 30 days after the date of expulsion. The defendant shall have the privilege of appearing in his own behalf if he wishes. The members shall then vote by secret ballot on the proposed expulsion. A 2/3 vote of those present and voting at the meeting shall be necessary for expulsion. If expulsion is not so voted, the board's suspension shall stand.
SECTION 1. Amendments to the Constitution and Bylaws may be proposed by the Board of Directors or by written petition addressed to the Secretary and signed by 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 recommendations of the Board by the Secretary for a vote within three months of the date when the petition was received by the Secretary.
SECTION 2. The Constitution and Bylaws may be amended by 2/3 vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and mailed to each member at least two weeks prior to the date of the meeting. The vote for amendments shall be by secret ballot.
SECTION 1. The club may be dissolved at any time by the written consent of not less than 2/3 of the members in good standing. In the event of the dissolution of the club, other than for purposes of reorganization whether voluntary or involuntary or by operation of 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.
Order of Business
SECTION 1. At meetings of the club, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
¨ Roll Call
¨ Minutes of last meeting
¨ Report of the President
¨ Report of the Vice President
¨ Report of the Secretary
¨ Report of the Treasurer
¨ Report of the Committees
¨ Elections of officers and board (at annual meeting)
¨ Election of new members
¨ Unfinished business
¨ New business
SECTION 2. At meetings of the board, the order of business, unless otherwise directed by a majority vote of those present, shall be as follows:
¨ Reading of minutes of last meeting
¨ Report of Secretary
¨ Report of Treasurer
¨ Reports of Committees
¨ Unfinished business
¨ New business
SECTION 1. 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 consistent with these bylaws and any other special rules or order the club may adopt.
SECTION 1. Each board member may apply to the Board to be reimbursed for their reasonable expenses, such as: printing, postage, telephone, incurred in the course of conducting club business. Receipts should be submitted for approval of the Board. Expenditures over $50 should have prior approval of the Board and/or Membership.
Approved: AKC Club Relations December 2009
Submitted: Dr. John V. Ioia,
Chairman C & BL Revision Committee