ARTICLE l NAME AND OBJECTIVES
Section 1 The name of the club shall be:
OREGON TRAIL CAVALIER KING CHARLES SPANIEL CLUB
Section 2 The Objectives of the club shall be:
To encourage and promote quality in the breeding of pure-bred Cavalier King Charles Spaniels and to do all possible to bring their natural qualities to perfection.
To urge members and breeders to accept the standard of the Cavalier King Charles Spaniel as approved by the American Kennel Club as the only standards of excellence by which Cavalier King Charles Spaniels shall be judged.
To do all in its power to protect and advance the interests of the Cavalier King Charles Spaniels and to encourage sportsmanlike competition at dog shows and obedience trials.
To conduct sanctioned matches and licensed specialty shows and obedience trials 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 or remainder or 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 objectives.
Section 1 Eligibility – There shall be four (4) types of membership open to all persons eighteen years of age and older who are in good standing the with American Kennel Club and who subscribe to the purposes of this Club. While membership is to be unrestricted as to residence, the Club's primary purpose is to be representative of the breeders and exhibitors in its immediate area.
Regular Membership – open to persons aged 18 years and older who reside in the State of Oregon and who own or whose immediate household member owns a Cavalier King Charles Spaniel that is registered with the American Kennel Club. Regular members shall be entitled to all rights and privileges including voting privileges of the Club.
Associate Membership – open to individuals 18 years of age or older who are interested in Cavalier King Charles Spaniels but do not satisfy the requirements for Regular Membership. Associate Members shall be entitled to all privileges of the Club except that they shall not be permitted to vote, hold office or be counted in a quorum.
Family Membership – shall be open to 2 adults residing in the same household, each eligible to vote and hold office. The first annual membership fee shall be determined by the Board, and additional annual memberships in the same household shall be one-half (1/2) of the cost of the first membership.
Honorary Membership – may be extended to any deserving member or non-member nominated by the Board of Directors and approved by the majority of the general membership. Honorary Members pay no dues and are not eligible to vote or hold office.
Lifetime Membership – may be extended to longtime members (20 years in good standing). Lifetime members are eligible to vote and hold office, but are not required to pay dues.
Section 2 Dues – Membership dues shall be determined by the Board of Directors before the 1st day of January of each year. No Regular member may vote whose dues are not paid for the current year. During the month of November, the Treasurer shall send to each member a statement of his or her dues for the ensuing year.
Section 3 Election to the Membership – 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 this Constitution and these by-laws and the rules of the American Kennel Club. The application shall state the name and address of the applicant. The prospective member shall submit dues payment for the current year, along with the application, to the Club Secretary.
Regular Membership – The Applicant must carry the endorsement of two Regular Members in good standing that have known the applicant for twelve (12) months. Each sponsor must visit the home of the applicant one (1) time. The applicant must attend two general membership meetings prior to when the application is read for the third time and voted upon (Applicants distance of residence may warrant exception). It is not required that the readings take place at the same two meetings that the applicant attends. At the meeting when the prospective member's application is read for the third time, the applicant will be voted upon and affirmative votes of 2/3 of the membership present and voting by secret ballot at that meeting shall be required to accept the applicant. It is the responsibility of the Club Secretary to notify the applicant of the voting results. Applicants who have been rejected by the Club may not re-apply within six (6) months after such rejection. They can, however, re-apply to join as an Associate Member.
Associate Membership – Applicants may apply to join as an associate member without meeting the requirements of sponsors or attendance. At the meeting when the prospective member's application is read, the applicant will be voted upon and affirmative votes of 2/3 of the membership present and voting by secret ballot at that meeting shall be required to accept the applicant as an Associate Member. An Associate Member must apply for Regular Membership, and meet the requirements of such, including another vote, if they choose to change their membership status.
Section 4 Termination of Membership – Membership may be terminated:
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. Dues obligations are considered a debt to the Club and they become incurred on the first day of each fiscal year.
By Lapsing – A membership will be considered as 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 any person be entitled to vote at any Club meeting if that member's dues remain unpaid as of the date of the vote or meeting.
By Expulsion – A membership may be terminated by expulsion as provided in Article VI of these by-laws.
ARTICLE II MEETINGS AND VOTING
Section 1 Club Meetings – Meetings of the Club shall be held each month in the greater Salem/Portland area, as designated by the Board of Directors, at such hour and place as may be designated by the Board of Directors. Meeting notice shall be in writing and mailed by the Secretary at least 10 days prior to the date of the meeting. Postcards may be used. The quorum for such meetings shall be 20% of the Regular Members 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 Regular members of the Club who are in good standing. Such special meetings shall be held at such place, date and hour, within the greater Salem/Portland area, as may be designated by the person or persons authorized herein to call such meetings. Written notice of such a meeting shall be mailed by the Secretary at least 5 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 there at. The quorum for such a meeting shall be 20% of the Regular members in good standing.
Section 3 Board Meetings – Meetings of the Board of Directors shall be held each month at such hour and place within the greater Salem/Portland area, as may be designated by the Board. Written notice of each such meeting shall be mailed by the Secretary at least 5 days prior to the date of the meeting. The quorum for a Board meeting shall be a majority of the Board.
Section 4 Special Board Meetings – Special meetings of the Board may be called by the President; and shall be called by the Secretary upon receipt of a written request signed by at least three members of the Board. Such special meetings shall be held at such place, date and hour, within the greater Salem/Portland area, as may be designated by the person authorized herein to call such meeting. The Secretary shall mail written notice of such meeting at least 5 days and not more than 10 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 Regular 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.
ARTICLE III DIRECTORS AND OFFICERS
Section 1 Board of Directors – The Board shall be comprised of the officers and three (3) other persons all of who shall be Regular Members in good standing and all of whom shall be elected for two year terms at the Club's 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.
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.
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 by-laws.
The Vice-President shall have the duties of the President and exercise the powers of the President in case of the President's death, absence or incapacity.
The Secretary shall keep a record of all meetings of the Club and of the Board of Directors and all votes and of all matters of which the Club shall order a record. The Secretary shall notify Officers and Directors of their election to office; keep a roll of the members of the Club with their addresses, and carry out such other duties as are prescribed by these bylaws.
The Corresponding Secretary shall have charge of all correspondence, and carry out such other duties as are prescribed by these bylaws.
The Treasurer shall collect and receive all monies due or belonging to the Club. Monies 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 monies received and expended during the previous fiscal year. The Treasurer may be bonded in such amount, as the Board of Directors shall determine.
The Board shall be comprised of 5 Officers of the Club and 2 Directors. The offices of Secretary and Treasurer MAY be held by the same person in which case the Board shall be comprised of 4 Officers of the Club and 2 Directors.
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 all the then 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 the Vice-President shall be filled by the Board.
ARTICLE IV 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 October at which Officers, and the 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 the conclusion of the election and each retiring officer shall turn over to the successor in that 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 July the Board shall select a Nominating Committee consisting of three members and two alternates, not more than one of who may be a member of the Board.
The Board shall name a Committee Chairman and it shall be such person's duty to call a committee meeting, which shall be held on or before August 15th.
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.
The Secretary shall, at least two weeks before the September meeting, notify each member in writing of the candidates so nominated.
Additional nominations may be made at the September 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.
Nominations cannot be made at the annual meeting or in any manner other than as provided in this Section.
ARTICLE V COMMITTEES
Section 1 The Board may each year appoint standing committees to advance the work of the Club in such matters as specialty shows, obedience trials, trophies, 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 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 appointees and the Board may appoint successors to those persons whose services have been terminated.
ARTICLE VI DISCIPLINE
Section 1 American Kennel Club Suspension – Any member who is suspended from the privileges of The American Kennel Club shall be automatically suspended from the privileges of the Club for a like period.
Section 2 Charges – Any member may prefer charges against a member for alleged misconduct prejudicial to the Club or the Breed. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $100 which shall be forfeited if such charges are not sustained by the Board following a hearing. 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 interest of the Club it may refuses 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 3 weeks or more than 6 weeks thereafter. The Secretary shall promptly send one copy of the charges to the accused member by certif
Section 3 Board Hearings – The Board shall have complete 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 may, by 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 cases, 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. Immediately after the Board has reached a decision, its finds 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 recommendation of the Board as provided in Section 3 of this Article. Such proceeding may occur at a regular or special meeting of the Club to be held within 60 days but not earlier than 30 days after the date of the Board's recommendation of expulsion. 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 on his or her own behalf. The members shall then vote by secret written ballot on the proposed expulsion. A two-thirds 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.
ARTICLE VII AMENDMENTS
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 Regular members with recommendations of the Board by the Secretary for a vote within 3 months of the date when the petition was received by the Secretary.
Section 2 The Constitution and Bylaws may be amended by a secret ballot, comprised of a 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.
ARTICLE VIII DISSOLUTION
The Club may be dissolved at any time by the written consent of not less than 2/3 of the Regular 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.
ARTICLE IX 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;
Minutes of last meeting
Report of President
Report of Secretary
Report of Treasurer
Reports of Committees
Election of Officers and Board (at Annual Meetings)
Election of New Members
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 meeting
Report of Secretary
Report of Treasurer
Reports of Committees
ARTICLE X 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 by-laws and any other special rules of order the Club may adopt.
ATRICLE XI STANDING RULES
Section 1 The Board of Directors shall compile and, as needed, update or add to, a number of Standing Rules of the Club to be approved by the membership dedicated to the execution of the Constitution and by-laws as set forth in the document.
These Standing Rules shall be revised and/or adopted annually at the October general meeting by a majority vote providing a quorum is present, to be in effect for the following year and with prior notice given to the membership. Proxy voting will not be permitted.
These Standing Rules can be amended at any regular Club meeting by a 2/3 vote providing a quorum is present or if the majority gives previous notice.
The yearly membership dues of the Club shall be:
Regular Member: $10.00 (1 vote)
Associate Member: $10.00 (no vote)
Family Members: $10.00 first member, $5.00 each additional members (1 vote per Regular Member)
Honorary Lifetime Member: No fee (1 vote)
Endorsement of an applicant to membership from Regular members must be in writing and must be submitted at the time the application is filed with the Secretary.
Members must have known the applicant for at least (1) year prior to endorsement of membership.
Dues collected with less than 2 months remaining in the fiscal year shall be applied to the following year
Members will be kept informed by mail of new applications for membership after the first reading. Oppositions or concerns should be presented in writing by the second reading and before the time of the vote.
Those individuals who do not meet the requirements for regular membership may join as an associate member.
A membership will be considered terminated if such member's dues are unpaid for the fiscal year. Persons that have allowed their memberships to lapse will need to resubmit an application with the club.
The Judges selection committee will be comprised of a Chairman and one other member
In January of each year the Judges Selection committee will put a notice in the minutes asking for suggestions for judges for the following years show.
Club members will send in their judge suggestions by February 28 of each year and the committee will compile a list of all names suggested.
The Committee will then send this list in the form of a ballot to each regular member for his or her votes. This list will be sent no later than March 15 each year. Ballots must be returned to the Committee no later than April 30, to be counted.
The Committee will count the ballots and the judge with the highest number of votes will be contacted to judge our specialty for the year we are voting on. If that judge is not available, the next highest vote getter will be contacted.
Judges from a foreign country will be selected provided the Club has the finances to support the costs. In the year we are selecting a foreign judge only the names from other countries will be accepted.
The returned ballots shall be stored for a period of six (6) months.
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