SARATOGA (N.Y.) KENNEL CLUB, INC.
CONSTITUTION
ARTICLE –NAME AND OBJECTS
SECTION 1.
The name of the Club shall be SARATOGA
(N.Y.) KENNEL CLUB, INC.
SECTION 2.
The objects of the Club shall be:
(a)
to further the advancement of all breeds of pure-bred dogs;
(b)
to do all in its power to protect and advance the interests of all
breeds of pure-bred dogs and to encourage sportsmanlike competition at dog
shows and obedience trials;
(c)
to conduct sanctioned matches, dog 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 by-laws as be required to carry out these
objects.
BY – LAWS
ARTICLE I –
MEMBERSHIP
SECTION 1.
Eligibility.
There shall be three types of membership open to all persons 18 years or
older who are in good standing
with The American Kennel Club and who
subscribe to the purposes of this Club.
(a)
Regular membership. A regular member enjoys all privileges of the
club, including voting and holding office.
(b)
Household/Family Membership – In a family membership, all members
over the age of 18 are entitled to vote; a member under the age of 18 shall
be considered to be a junior.
(c)
Honorary membership shall consist of persons who, for outstanding
service and loyalty to pure-bred dogs, shall be nominated for this honor at
a meeting of the Board of Directors, and approved by a majority vote of the
members at a regular meeting. Honory members pay no dues and are not
eligible to vote. However, if an honorary member maintains either regular
or household membership and pays dues, they may vote.
(d)
Junior membership shall consist of persons under 18 years of age,
who are approved for membership according to Section 3 of this Article.
They are entitled to all Club privileges except the right to vote and hold
office.
SECTION 2.
Dues:
Dues are payable on or before the first day of January of each year:
During the month of November, the Treasurer or the Membership Chairperson
shall send to each member or household, a statement of his dues for the
ensuing year. If a member joins the Club in the last quarter of the fiscal
year, his dues shall be considered paid through the next year. No member
may vote whose dues are not paid for the current year.
Annual
Active Membership Dues; Family Membership: $9.00 per person of the same
household; Single Membership: $12.00 per person; Junior Membership (Under
18 years old): $5.00 per person. The Board of Directors may at its
discretion, increase dues for the following year, but no more than 10%.
The notice of increase will be mailed in the November dues statement. The
amount of dues will never be more than $25.00 per person.
SECTION 3.
Election to
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 by-laws and the rules of the American Kennel Club. Applications for
membership may only be obtained in person at a meeting by the prospective
applicant.
The application shall
state the name, address, and occupation of the applicant and it shall carry
the endorsement of two members who are in good standing. Accompanying the
application, the prospective member shall submit dues payment for the
current year.
All applications are
to be filed with the Secretary or the Membership Chairperson. All
applications shall be read at two meetings of the club and shall be
included in the newsletter the following month. The application shall not
be read unless the applicant is present at those two meetings. All
applications on file by the first of each month will be read to the
membership at the regular meeting for that month and the following month if
the perspective applicant is present. The application will be published in
the newsletter as well. Any objections to the applicant as a member must be
written and addressed to the President and the Board by the 30th
of the month that the application was published and read. In the case of an
objection, the sponsors of the new applicant and the applicant will be
notified. The applicant will then have the option to present their case. If
no objections are received, a secret ballot vote of not less than
two-thirds of the members present shall be required. Recommendations by a
committee of the Board of Directors may be made. The Membership Chairperson
will then notify applicant of acceptance prior to the following meeting.
Applicants for
membership who have been rejected by the Club may not re-apply within six
(6) months after such rejection.
SECTION 4.
Termination of
Membership. Memberships 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 and they become incurred on the first day of each fiscal
year.
(b)
by lapsing. A membership will be considered as lapsed and
automatically terminated if such member’s dues remain unpaid ninety (90)
days after the first day of the fiscal year; however, the Board may grant
an additional ninety (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 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 the by-laws.
ARTICLE II –
MEETING AND VOTING
SECTION 1.
Club Meetings.
Meetings of the club shall be held in the greater Saratoga Springs City
area monthly at such date, hour, and place as may be designated by the
Board of Directors. Written notice of each meeting shall be mailed by the
Secretary at least ten (10) days prior to the date of the meeting. The
quorum for such a meeting shall be no less than 20% of the members in good
standing. In computing a quorum, only regular and household members are
included.
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 greater Saratoga Springs area, such place,
date, and hour 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 five (5) days and not more than fifteen
(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 no less than 20% of the
members in good standing.
SECTION 3.
Board Meetings.
Meetings of the Board of Directors shall be held in the greater Saratoga
Springs area at least every other month, at such date, hour and place as
may be designated by the Board. Written notice of each such meeting shall
be mailed by the Secretary at least five (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
Secretary upon receipt of a written request signed by at least three
members of the Board. Such meetings shall be held within twenty-five (25)
miles of the City of Saratoga Springs 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 (5) days and not more than ten (10) days prior to the meeting, or
telegraphic notice shall be filed at least three (3) days and not more than
five (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 Active 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 the
member 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 President, Vice-President, Secretary,
and Treasurer and eight other persons, all of whom shall be members in good
standing, and all of whom shall be elected at the Club’s annual meeting, as
provided in Article IV, and shall be elected 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.
All of the Club’s officers, which include the President, Vice-President,
Secretary, Treasurer and American Kennel Club Delegate, shall serve in
their respective capacities both with regard to the Club and its meetings,
and the Board and its meetings. The Vice-President, Secretary, and
Treasurer shall be elected for one-year terms. The Club President shall be
elected for a two-year term. The AKC Delegate shall be elected by the
membership for a five-year term and shall represent the Club and its
membership before the American Kennel Club at 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
by-laws. The President’s term shall run for two years and be no longer
than two consecutive terms.
(b)
The Vice-President shall have the duties and exercise powers of
President in case of death, absence, or incapacitation of the President,
and shall exercise and discharge such other duties as may be required by
the Board of Directors.
(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. The secretary shall have charge of 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, and carry out such other duties
as are prescribed in these by-laws.
(d)
Treasurer shall direct that moneys due or belonging to the club be
collected and received and shall direct the sending of dues notices to
membership during the month of November. (Revised 1994) The treasurer
shall deposit all monies in a bank designated by the Board, in the name of
the Club. The club’s books shall at all times be open to inspection of the
Board and the treasurer shall report to them at every meeting the condition
of the Club’s finances and every item of receipt or payment not before
reported; and at the Annual Meeting the treasurer shall render an account
of all monies received and expended during the previous fiscal year. The
Treasurer shall be bonded in such amount, as the Board of Directors shall
determine. An annual audit of the Club books and records shall be made by
two members, and a report made to the Club.
(e)
The offices of Secretary and Treasurer may be held by the same
person, in which case the Board shall be comprised of the officers and nine
other persons.
(f)
The AKC Delegate shall represent the Club before the American Kennel
Club and may be held by a person who is also a board member.
SECTION 3.
Other Board Members.
The Club’s eight other Board members shall each be elected for two year
terms, not to expire at the same time. Each year at the Club’s Annual
Meeting four Board members shall be elected, as provided in Article IV, and
their two-year terms shall overlap, (rather than coincide with), the
two-year terms of the remaining four other Board members.
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 at its first regular meeting following the
creation of such vacancy, or at a special 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.
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 31st 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 September at which
Officers and Directors for the ensuing year, as well as the AKC Delegate if
that position is open, 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 conclusion of the election and each retiring
officer shall turn over to his successor in office all properties and
records relating to that office within thirty (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 four 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
or who has not attended at least six meetings during the calendar year and
is a member in good standing. During the month of April the Board may
select a Nominating Committee consisting of four members 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 Chairperson for the Committee, and it
shall be his duty to call a Committee Meeting, which shall be held on or
before June 15th.
(a)
The Committee shall nominate one candidate for each office, and four
candidates for the other position on the Board, and, after securing the
consent of each person so nominated, shall immediately report their
nominations to the Secretary in writing.
(b)
Upon receipt of the Nominating Committee’s report, the Secretary
shall notify each member in writing, of the nominating committee’s slate at
least two weeks prior to the July meeting.
(c)
Additional nominations may be made at the July meeting by any member
in attendance, provided that the person so nominated does not decline when
his name is proposed, and provided further that, if the proposed candidate
is not in attendance at this meeting, his proposer shall present to the
Secretary a written statement from the proposed candidate signifying his
willingness to be a candidate. No person may be a candidate for more than
one position, and the additional nominations, which are provided for
herein, may be made only from among those members who have not accepted a
nomination of the Nominating Committee.
(d)
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 President may
each year appoint standing Committees and Chairpersons 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 appointed by the Board to aid
it on particular projects.
SECTION 2.
Any Committee
appointment may be terminated by the President with approval of a majority
vote of the Board upon written notice to the appointee, 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
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. Written charges with
specifications must be filed in duplicate with the Secretary together with
a deposit of $50.00, 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. 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, not less than three weeks, or more than six weeks
thereafter. The Secretary 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
or her own defense and bring witnesses, if he or she wishes.
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 complainant and defendant, the
Board may be a majority vote of those present reprimand the defendant. The
Board could 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
either of those punishments are insufficient, it may also recommend to the
membership that the penalty be expulsion. In the case of suspension, the
suspension shall not restrict the defendant’s rights 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 meeting of 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 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 Board’s findings and
recommendations, and shall invite the defendant, if present, to speak in
his or her own behalf if he or she wishes. The meeting 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 by-laws may be proposed by the Board of Directors or by
written petition addressed to the Secretary signed by twenty percent (20%)
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 by-laws may be amended by a two-thirds vote of the members present and
voting at two consecutive regular Club meetings, provided the proposed
amendments have been included in the notice of the first meeting, and
mailed to each member at least two weeks prior to the date of the first
meeting; and that a reminder is included in the notice of the second
meeting, and mailed at least two weeks prior to the date of the second
meeting.
SECTION 3.
No amendments to
the constitution and bylaws 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 VIII – DISSOLUTION
SECTION 1.
Dissolution.
The Club may be dissolved at any time by the written consent of not less
than two-thirds of the members. 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 shall
be distributed to any member 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:
Roll Call
Minutes of Last Meeting and a
summary of Board Minutes
Report of the President
Report of the Secretary
Report of the Treasurer
Report of the Committees
Election of Officers and Board (at
Annual Meeting)
Election of New Members
Unfinished Business
New Business
Adjournment
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
Report of
Committees
Unfinished
Business
New Business
Adjournment
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 bylaws and any other special rules of order
the Club may adopt.
POLICIES
AND PROCEDURES
1)
Any Board Member absent from three consecutive Board Meetings shall
receive a letter from the Secretary requesting that they make an effort to
attend future meetings or otherwise to submit their resignation to the
Board, so that another member may fill their position.
2)
Effective Club Elections 1984, husbands and wives may not serve
together as Officers and Board Members of Saratoga Kennel Club.
3)
Secretary shall maintain a list of Club Policies and Procedures.
4)
All Committees and Chairpersons shall submit an Annual Report of
activity to the Secretary, the month before the Annual Meeting. Point Show
Chairperson shall submit a report to the Secretary within sixty (60) days
following the event.
5)
All correspondence on behalf and pertaining to Saratoga (NY) Kennel
Club shall be on Saratoga (NY) Kennel Club stationery.
6)
A copy of the Secretary’s unapproved Board Meeting minutes (from the
previous meeting) will be sent to each Board Member along with the meeting
notice.
7)
The Immediate Past President is an ex-officio member of the
Saratoga (NY) Kennel Club Board of Directors. The ex-officio member may
speak at the Board Meetings, but has no voting privileges nor can he/she
make a motion. The foregoing is not intended to prevent the immediate past
president from being elected, or appointed to fill a vacancy, in which
case, as a full-fledged member of the Board, he/she will enjoy all
privileges of such membership, including voting and making motions.
