By-Laws

CKC Bylaws 2014 – PDF

CARROLL KENNEL CLUB BYLAWS
September 23, 2014

Club Approved

BYLAWS
ARTICLE I
MEMBERSHIP
SECTION 1. Eligibility. There shall four types of membership open to persons eighteen years of
age or older and one to persons younger than eighteen who are in good standing with the
American Kennel Club and subscribe to the purposes of the club as set forth in the
constitution:
a) Regular – Individual member with all club privileges, eligible to vote and hold office.
b) Household – Two adult members with all club privileges residing in the same household,
each eligible to vote and hold office.
c) Associate – Member entitled to all Club privileges except voting and office holding,
offered to individual former regular members who are no longer active.
d) Junior – Open to persons under 18 years of age; pay no dues and are not eligible to vote
or hold office, may automatically convert to regular membership at age 18.
e) Honorary – An individual who has made significant contributions to the Sport or Club;
pays no dues but is eligible to vote and hold office.
While membership is to be unrestricted as to residence, the Club’s primary purpose is to be
representative of the breeders and exhibitors in Carroll and surrounding counties.
SECTION 2. Dues. Membership dues shall not exceed $60.00 per year for regular membership,
$100 per year for household, and $40 for associate payable before the first day of January of
each year. Amount of dues shall be recommended by the Board of Directors and approved
by the club members.
No 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 dues for the ensuing year.
SECTION 3. Membership Election. Each applicant for membership, except Honorary, shall apply
on a form approved by the Board of Directors which shall provide that the applicant agrees
to abide by the Carroll Kennel Club Constitution and By-Laws and the By-Laws and rules of
the American Kennel Club. Applicants for Individual, Household and Junior membership
must demonstrate interest and commitment by engaging in club activities as required by the
Board. The application shall include the name, mailing and e-mail addresses, breed(s),
signature of the applicant, and carry the endorsement of two members in good standing.
The application for membership, with dues payment for the current year, shall be submitted
to the Treasurer and each application is to be read at the next meeting of the Board. After
the application is read, the Board shall evaluate the application and report recommendations
at the next Club meeting following determination that requirements are met. The application
will be voted on, and affirmative votes of 2/3 of the members present and voting by secret
ballet at that meeting shall be required to elect the applicant.
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Candidates for Honorary membership may be nominated in writing by any Regular or
Household member at any Board Meeting. The Board shall receive and evaluate the
nomination. Nominations approved by a majority vote of the then members of the Board
shall be read at the next Club meeting, the nomination will be voted on, and affirmative votes
of 2/3 of the members present and voting by secret ballet at that meeting shall be required to
elect the nominee.
Applicants for membership who have been rejected by the Club may not reapply within six
(6) months of such rejection.
SECTION 4. Membership Termination. Membership may be terminated by:
a. Resignation. Any member may resign from the Club upon written notice to the
Board, but no member may resign when in debt to the Club. Obligations other than
dues are considered a debt to the Club and must be paid in full prior to resignation.
b. Lapsing. Any membership shall be considered as lapsed and automatically
terminated if such member’s dues remain unpaid 30 days after the first day of the
fiscal year. However, the Board may grant an additional 90 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 days are unpaid at the date of that meeting.
c. Expulsion. Any membership may be terminated by expulsion as provided in Article
VI of these By-laws.
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ARTICLE II
MEETINGS AND VOTING
SECTION 1. Club Meetings. Meetings of the Club shall be held monthly within Carroll County at
such time and place as may be designated by the Board of Directors. The Corresponding
Secretary shall provide each member with written or electronic notice of each such meeting
at least five days prior to the date of the meeting. The quorum for such meetings shall be
20% of the members eligible to vote and 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 Board upon receipt of a petition
signed by five members of the Club who are in good standing. Such special meetings shall
be held in Carroll County at such place, date, and hour as may be designated by the person or
persons authorized herein to call such meetings. The Corresponding Secretary shall provide
each member with written or electronic notice of such a meeting 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 thereat. The quorum for such a
meeting shall be 20% of the members eligible to vote and in good standing.
SECTION 3. Board Meetings. Meetings of the Board of Directors shall be held monthly within
Carroll County at such time and place as may be designated by the Board. Written or
electronic notice of such meeting shall be made at least 5 days prior to the date of the
meeting. The quorum for such a 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 Board upon receipt of a written request signed by at
least three (3) members of the Board. Such special meetings may be held electronically or be
held at such place, date, and hour as may be designated by the President. Written notice of
such meeting shall be mailed at least 5 days and not more than 10 days, or by electronic
notice made at least 3 days and not more than 5 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 or household member in good standing whose dues are paid for
the current year and each honorary member shall be entitled to one vote at any meeting of the
Club at which the member is present. Proxy voting will not be permitted at any Club
meeting or election.
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ARTICLE III
DIRECTORS AND OFFICERS
SECTION 1. Board of Directors. General management of the Club’s affairs shall be entrusted to the
Board of Directors. The Board shall be comprised of the officers and four other persons, all
of whom shall be members in good standing, and all of whom shall be elected for two year
terms at an annual meeting of the Club and shall serve until their successors are elected. The
Board of Directors shall constitute the executive body of the Club, and shall exercise general
supervision over the interests and affairs of the Club. The Board shall adopt and amend any
standing rules deemed necessary to fulfill the duties of the Board as defined in these bylaws
by majority vote of the full Board membership. The Board shall have charge of all
correspondence including notifying new members of their election to membership and
notifying newly elected officers and directors of their election to office. The Board shall
keep a roll of the members of the club with their addresses and be responsible for all
communication between the AKC, the Club and Club members. The Board shall also be the
final authority for the interpretation of the By-Laws in the light of any action taken or
contemplated by the Club. The Board shall approve all expenditures of the Club’s funds
before checks or drafts are signed, except for ordinary operating expenses.
SECTION 2. Officers. The Club’s officers shall consist of the President, Vice-President, Treasurer,
Corresponding Secretary, and Recording Secretary. All officers shall serve in their
respective capacities both with regard to the Club and its meetings and the Board and its
meetings.
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 President shall be elected to serve a two-year
term in even years. President is limited to two consecutive terms, but will be eligible for
election to two more terms after a two-year hiatus.
b. The Vice-President shall have the duties and exercise the powers of the President in case
of the Presidents death, absence or incapacity. The Vice-President shall be elected to serve a
two-year term in odd years. No term limit for Vice-President.
c. The Recording Secretary shall keep a record of all meetings of the Club and Board, and
shall perform duties required by these By-Laws or as usually appertain to this office. The
Recording Secretary shall be elected to serve a two-year term in even years with no term
limits.
d. The Corresponding Secretary shall have charge of all correspondence of the Club and
Board except committees, and shall perform duties required by these By-Laws or as usually
appertain to this office. The Corresponding Secretary shall be elected to serve a two-year
term in even years with no term limits.
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e. The Treasurer shall collect the dues and all other moneys due to the Club and perform
other duties required by these By-Laws or as usually appertains to this office. Moneys shall
be deposited, in the name of the club, in a bank designated by the Board. The books shall at
all times be open for inspection by the Board. A report shall be given at every meeting on
the condition of the club’s finances and every item of receipt or payment not before reported.
At the annual meeting an accounting shall be rendered of all moneys received and expended
during the previous fiscal year. All checks and drafts issued on behalf of the Club shall have
the signatures of the Treasurer plus one other designated Board member. All persons having
signature authority shall be bonded in such amounts as determined by the Board. The
Treasurer shall be elected to serve a two-year term in odd years. Treasurer is limited to two
consecutive terms, but will be eligible for election to two more terms after a two-year hiatus.
f. The Directors shall perform duties assigned by the Board’s standing rules and all duties
normally pertaining to the position. Two persons shall be elected as Directors for two-year
terms at annual meetings of the Club in even years and two persons shall be elected as
Directors for two-year terms at annual meetings of the Club in odd years.
SECTION 3. Vacancies. The Board shall appoint a member in good standing to fill any vacancy
among the Officers and Directors, except President, by a majority vote of all of the then
members at the first regular Board meeting following the creation of such vacancy, or at a
special Board meeting called for that purpose. The Vice President shall automatically fill
any vacancy in the office of president, and the resulting vacancy in the office of Vice-
President shall be filled by a majority vote of the Board. The term of office for any member
filling a vacancy, including President, shall be until the next annual meeting.
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ARTICLE IV
THE CLUB YEAR, ANNUAL MEETING, ELECTIONS
SECTION 1. Club Year. The Club’s fiscal year shall begin on the first day of January and end on
the last day of December. The Club’s official year shall begin immediately at the conclusion
of 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 Directors for the ensuing year shall be elected by secret, written ballot from
among those nominated in accordance with Section 4 of this Article. They shall take office
immediately upon the conclusion of the meeting and each retiring officer, except Treasurer,
shall turn over to the successor in office all properties and records relating to that office
within 30 days. The retiring Treasurer shall turn over all records to an Auditing Committee
appointed by the newly elected Board, which on completion of audits and acceptance of
same by the Board, shall turn the records over to the new Treasurer.
SECTION 3. Elections. The nominated candidate receiving the greatest number of votes of each
office shall be declared elected. The two nominated candidates for Directors on the Board
who receive the greatest number of votes shall be declared elected.
SECTION 4. Nominations. No person may be a candidate in a Club election who has not been
nominated. Any candidate must be an Honorary, Regular or Household member in good
standing. During the month of June, the President shall select a Nominating Committee
consisting of three members not more than one of which may be a member of the Board.
The Corresponding Secretary shall immediately notify the committee members of their
selection. The President shall name a Chair for the committee.
a. The Committee shall nominate one candidate for each expiring term of Directors
and Officers. After securing the consent of each person so nominated, the Chair shall
report the nominations to the Board in writing by the August Board Meeting
b. Upon receipt of the Nominating Committee’s report the Corresponding Secretary
shall, at least two weeks before the September meeting, notify each Club member in
writing or electronic notice of the candidates so nominated.
c. Additional nominations may be made at the September meeting by any member in
attendance provided that the person so nominated does not decline the nomination
and provided further that if the proposed candidate is not in attendance at this
meeting the nominator shall present a written statement from the proposed candidate
signifying willingness to be a candidate.
d. Nominations cannot be made at the annual meeting or in any manner other than as
provided in this Section.
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ARTICLE V
COMMITTEES
SECTION 1. The Board may each year establish standing committees to advance the work of the
Club in such matters as dog 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 created by the
Board to aid it on particular projects.
SECTION 2. The President shall annually appoint standing committee members, appoint members
of special committees, and name a chair for each committee. At least one member of each
committee shall be a member of the Board. Any committee appointment may be terminated
by a majority vote of the full membership of the Board upon written or electronic notice to
the appointee; and the Board may appoint successors to those persons whose services have
been terminated.
SECTION 3. The Board of Directors shall have the authority to disband any committee not
functioning in the best interest of the Club by a majority vote of the full membership of the
Board upon written or electronic notice to the committee. The Board shall appoint a new
committee in its place and name a chair.
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ARTICLE VI
DISCIPLINE
SECTION 1. American Kennel Club Suspension. Any member who is suspended from all the
privileges of the American Kennel Club automatically shall be suspended from the privileges
of the Club for a like period.
SECTION 2. Charges. Any member may prefer charges against another member for alleged
misconduct prejudicial to the best interests of the Club. Written charges with specifications
must be filed in duplicate with the Board together with a deposit of $50.00. If such charges
are not sustained by a Board hearing, the deposit shall be forfeited. The Board 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 might
constitute conduct prejudicial to the best interests of the Club. If the Board considers that the
charges do not allege conduct prejudicial to the best interests of the Club, it may refuse to
entertain jurisdiction and return the deposit. If the Board entertains jurisdiction, it shall fix a
date for a hearing by the Board not less than three weeks or more than six weeks thereafter.
The Board shall promptly send one copy of the charges and the specifications to the accused
member by certified, return receipt requested, 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 desired.
SECTION 3. Board Hearing. 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 the complainant and defendant; the Board may by a majority vote of the full
membership of the Board, reprimand or suspend the defendant from privileges of the Club
for not more than six months from the date of the hearing. If it deems that punishment
insufficient, the Board 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 of expulsion. Immediately after the Board has reached a decision, the
Board’s finding shall be put in written form, and filed with the Board. The Board, in turn,
shall notify each of the parties of the Board’s decision and penalty, if any, and return the
deposit if charges are sustained.
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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 proceedings may occur at a regular or special
meeting of the Club to be held within sixty days, but not earlier than thirty days after the date
of the Board’s recommendation of expulsion. The Board shall read the charges and the
Board’s findings, and invite the defendant, if present, to speak in the defendant’s own behalf
if so desired, though no evidence shall be taken at this meeting. The members shall then
vote by secret ballot on the proposed expulsion. A two-third vote of those present at the
meeting shall be necessary for the expulsion. If expulsion is not so voted, the Board’s
suspension shall stand.
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ARTICLE VII
AMENDMENTS
SECTION 1. Amendments to the Constitution and By-Laws may be proposed by the Board of
Directors or by written petition addressed to the Board signed by twenty 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 Board for a vote within six months of the date when
the petition was received.
SECTION 2. The Constitution and By-Laws may be amended by a two-thirds secret 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
provided to each member at least two weeks prior to the date of the meeting.
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ARTICLE VIII
DISSOLUTION
SECTION 1. Dissolution. The Club may be dissolved at any time by the written consent of not
less than 2/3 of the members. In the event of the dissolution of the Club for other than
purposes of reorganization whether voluntary or involuntary or by operation of law, after
payment of Club debts all assets shall be given to a non-profit organization, selected by the
Board of Directors, that promotes the objectives stated in the Club constitution. None of the
property of the Club nor any proceeds thereof nor any assets of the Club shall be distributed
to any member of the Club.
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ARTICLE IX
ORDER OF BUSINESS
SECTION 1. At a meeting 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 President
Report of Secretary
Report of Treasurer
Reports of Committees
Election of Officers and Board (at annual meeting)
Election of new members
Unfinished business
New business (program if scheduled)
Adjournment
SECTION 2. At meetings of the Board, the order of business, unless otherwise directed by majority
of 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
Adjournment
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ARTICLE X
PARLIAMENTARY AUTHORITY
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 inconsistent
with these by-laws and special rules of order the club may adopt.