Constitution and Bylaws

The Southern Oregon Kennel Club, Inc

 

CONSTITUTION

 

ARTICLE I Name and Objective

Section 1:       Name. The name of the club shall be the Southern Oregon Kennel Club, Inc.

Section 2: Objectives:

(a) To further the advancement of all breeds of purebred dogs.

(b) To do all in its power to protect and advance the interests of all breeds of purebred dogs and to encourage sportsmanlike competition at all American Kennel Club events.

(c) To conduct sanctioned matches, dog shows, obedience trials, tracking tests and other AKC sanctioned events under the rules and regulations of the American Kennel Club.

(d) To foster and maintain among ourselves a warm friendship and the highest sportsmanship.

Section 3:       The Club (SOKC, Inc) 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.

BYLAWS

ARTICLE I   Membership

Section 1:       Eligibility —There shall be four (4) types of membership: Regular, Associate, Lifetime, and Junior. Membership with the exception of Junior is  open to all persons eighteen years of age and older who are in good standing with the American Kennel Club and who subscribe to the purposes of this Club.

Regular: Enjoys all Club privileges including the right to vote and hold office.

Associate: Open to any individual eighteen (18) years and over who is unable to participate at meetings or other club functions.  Associate members are  entitled to all privileges except voting and office holding. Dues are set at a lower rate than regular members. Associate members are not computed in determining a quorum. Applications should be filed with the Secretary but need not require sponsors or approval process applicable to prospective regular applicants. After a period of time (one year) the person may apply for Regular membership as outlined in the bylaws.

Lifetime: For those individuals who have been members for a long period of time. Lifetime members pay no dues and are not eligible to vote.  Lifetime members may opt to retain voting and office-holding privileges by payment of annual dues.

Junior: Open to persons seven (7) through seventeen (17) years of age.  Junior members may automatically convert to regular membership at eighteen (18) years of age.   Junior members are non-voting members.  Junior members may not serve as an elected officer nor serve on the nominating committee, but may serve on general committees.  Junior members are not counted as part of the quorum nor do they have petition rights.  Junior members shall be eligible for annual awards offered by the club.

Section 2.   Dues. Membership dues shall not exceed $25.00 maximum or $2.50 a year minimum, payable on or before the 1st day of each year. During the month of December of each year, the Treasurer shall notify each member with a statement of dues for the ensuing year.

Section 3. Election to membership:  Each applicant for membership shall apply on a form as approved by the Officers and Board of Southern Oregon Kennel Club which shall provide that the applicant agrees to abide by this constitution and Bylaws and the rules of the American Kennel Club.  Each applicant for membership must attend one (1) meeting as a guest.  The application shall state the name, address, and phone number, plus breeds of dogs owned, and reasons for joining the Club.  The application must be endorsed by two (2) persons who have been members in good standing for at least six (6) months.  Accompanying the application the prospective member shall submit dues payment for the current year. All applications are to be filed with the Recording Secretary. Each application will be reviewed at the first two meetings of the Club following its receipt. At the next meeting the application will be voted upon by the members present. Any one member may ask for a written ballot vote.  Affirmative votes (not less than two-thirds) of the members present, and voting by written ballot is required. A committee of the Board of Directors may make recommendations on any application. Any application receiving less than the two-thirds shall be declined membership. Any candidate failing to receive a favorable vote shall be eligible to apply for membership again after a period of one (1) year.

Section 4. Reglar Membership: Members with dues paid in full, who attend meetings or submit an acceptable excuse when not in attendance, who will willingly accept responsibility whenever possible. All new members will be considered Regular Members.

Section 5.  Associate Membership:  A regular member may apply for associate membership providing his annual dues are paid in full and has reasons beyond his control which prevent him attending regular meetings, and accepting assignments of responsibility. Said member shall present his request for associate membership to the Recording Secretary in writing. An associate member may change his status to regular by notifying the Recording Secretary in writing, and with approval of the Board of Directors and the General Membership.

Section 6.  Livetime Membership: This membership shall be bestowed on a member for outstanding contributions to the club, by a written proposal and carry a 75% favorable vote of members in good standing at a regular meeting.  Lifetime members may opt to retain voting and office-holding privileges by payment of annual dues.

NEW MEMBERS: Each new member will be provided, by the Club’s Recording Secretary, with a copy of the Southern Oregin K.C. COnstitution and Bylaws and a copy of the American Kennel Club Rules Applying to Registration and DOg Shows.

Section 7. Termination of Membership:  Membership may be terminated by:

(a)       Resignation. Any member in good standing may resign from the club upon written notice to the Recording Secretary, but no member may resign when in debt to the Club. Dues become incurred on the first day of each fiscal year (January).

(b)       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 a person be entitled to vote at any Club meeting whose dues are unpaid as of the date of that meeting.

(c)        Expulsion:  A membership may be terminated by expulsion as provided in Article VI of these Bylaws.

ARTICLE II  Meetings

Section 1:        Meetings of the Club shall be held in Jackson County at such hour and place as may be designated by the Board of Directors. Written and/or e-mail notice of each meeting shall be issued by the Recording Secretary at least 5 days prior to the date of the meeting. The quorum for such meetings shall be 20% of club membership.

Section 2:   Special club Meetings may be called by the President, or by a majority vote of the members of the Board, or upon request of a petition signed by five (5) members of the Club who are in good standing. Such special meeting will be held in Jackson County at such place and time as may be designated by the person or persons authorized herein to call such a meeting. Written and/or e-mail notice of such a meeting shall be mailed by the Recording Secretary fifteen (15) days prior to the date of the meeting. No other Club business may be transacted thereat. The quorum for such a meeting shall be 20% of the members in good standing.

Section 3:   Board Meetings shall be held each month in Jackson County at such hour and place as may be designated by the Board. Written and/or e-mail notice  of each such meeting shall be mailed by the Recording Secretary 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 may be called by the President, and shall be called by the Recording Secretary upon receipt of a written request signed by at least three (3) members of the Board. Such a meeting will be held in Jackson County at such place 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 Recording Secretary at least five (5) days and not more than ten (10) 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 vote at any meeting of the Club at which he is Present.  There is no provision for Proxy voting at any Club meeting or election.

ARTICLE III Officers and Directors

Section 1:      Officers. The Club’s officers consist of the President, Vice President, Treasurer, Corresponding Secretary, Recording Secretary,  and Sergeant at Arms. Terms of office for officers other than the Board of Directors and Delegate shall be for a one year period. Term for Board members shall be one for two (2) years and two for one (1) year. The term for Delegate shall be two (2) years.

Section 2:   Board of Directors. The Board of Directors shall be comprised of the President, Vice President,  Corresponding Secretary, Recording Secretary, Treasurer, Sergeant at Arms and three (3) other persons, all of whom shall be members in good standing. The retiring President shall be the Chairman of the Board.  A majority of the Board shall constitute a quorum at a Board meeting. General management of Club affairs shall be entrusted to the Board of Directors.

Section 3:  Officers. The Club’s officers, consisting of the President, Vice President,  Corresponding Secretary, Recording Secretary, Treasurer, Sergeant at Arms 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 shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these bylaws.

(b)       The Vice President shall preside at general meetings in the absence of the President, and shall have the duties and exercise the powers of the President in case of the Presidents death, absence or incapacity.

(c)       Recording Secretary shall record attendance of Club members and visitor, record minutes of all regular and special meetings, notify members of meeting dates.

(d)         Corresponding Secretary is in charge of all official correspondence pertaining to all shows and other official business

(e)       Treasurer is in charge of receiving and paying out all monies and keeping record of same; collection of dues and keeping record of same; payment of all bills approved by the Club. AUDIT – All records and books of SOKC shall be audited by the Board (at least two (2) members) at least once a year between December 31st and the February meetings. The Treasurer will be bonded, the expense to be born by the Club.

(f)        Sergeant at Arms shall assist the President in maintaining the proper decorum at all meetings. To be in charge of all Club property pertaining to shows, to maintain a current inventory list of all show equipment.

Section 4. Elected Officials: Delegate: Each member Club exercises its voting privileges through a representative known as the “AKC Delegate”.  The Delegates form a legislative body of the AKC, making the rules and electing the individuals who serve on AKC’s Board of Directors.

The “Southern Oregon Kennel Club, Inc” AKC Delegate is elected every two years by the membership.  If the office is vacant for any reason, the Club’s Board of Directors will appoint a person to fill out the term until the next election.

Goal: The Delegate servies as the CLub’s liaison to the AKC.

Purpose: The Delegate represents the “Southern Oregon Kennel Club, Inc” at the AKC Delegates’ meeting and keeps the Club informed of AKC positions.

The Delegate Represents “Southern Oregon Kennel CLub, Inc.” at AKC’s annual meeting in March and the quarterly meetings in June, September, and december.  According to the AKC COnstitution and Bylaws, a Member Club’s voting powers can be exercised only through its Delegate.

The Delegate will duscuss any propsed amendments with the Club and Board in order to be sure the Delegate understands the basic consensus of their Club’s members before any vote.  Another key responsibility is to report the resuts of the Quartly meeting to the Club.

The Delegate serves as a channel of communication between the AKC and “Southern Oregon Kennel CLub, Inc” by keeping members informed on pending issues, AKC actions and new policies.  The Delegate will pass along positions taken by “Southern Oregon Kennel Club, Inc.” to the AKC Board and staff.

The AKC Delegate does not need to be a regular member of the CLub but is subject to the authority of the “Southern Oregon Kennel Club, Inc.” Constitution and Bylaws.

ARTICLE IV 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 (December) and shall continue through the next annual election.

Section 2:       Annual Meeting. The annual meeting shall be held in the month of December at which time Officers, Directors and Delegate shall be elected (see Article III Section 1) by written ballot from among those nominated in accordance with Section 3 or Article IV. They shall take office immediately upon the 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 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 three (3) nominated candidates for positions on the Board that receive the greatest number of votes for such positions shall be declared elected.

NOMINATIONS — No person may be a candidate in a Club election who has not been nominated. During the month of September, the Board shall select a Nominating Committee consisting of three (3) members and two (2) alternates, not more than one of whom may be a member of the Board. The Recording Secretary shall immediately notify the committee and it shall by his duty to call a committee meeting which shall be held on or before the first of October.

(a)      The Committee shall nominate one candidate for each office and Delegate (who may or may not be an officer or director of the Club) (See Section 3 Article IV), and three (3) candidates for the Board openings. After securing the consent of

(b)  each person so nominated, shall immediately report their nominations to the Recording Secretary in writing.

(c)     Upon receipt of the Nominating Committee’s report, the Recording Secretary shall, before November 1st of the current year, notify each member in writing of the candidates so nominated.

(d)       Additional nominations may be made prior to the 1st day of November of the current year in writing of the candidates so nominated.

(e)      Additional nominations may be made at the November meeting.

(f)      Nominations CANNOT be made at the annual meting or in any manner other than is provided in this Section.

(g)      Vacancy of office:  Any vacancy of an elected office shall be filled during the fiscal year by a special election at any regular meeting after written notification to all Club members.

ARTICLE V  Committees

Section 1: The Board may, each year, appoint STANDING COMMITTEES to advance the work of the Club in such matters as dog shows, obedience trials, tracking trials, trophies, membership and other fields which may be served by the 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 appointed may be terminated by a majority vote of the full membership 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 that is suspended from the privileges of the American Kennel Club automatically shall be suspended from the privileges of Southern Oregon Kennel Club, Inc. 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 Corresponding Secretary with a deposit of $25.00 which shall be forfeited if such charges are not sustained by the Board following a hearing. The Corresponding 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 of a hearing by the Board, not less than three (3) weeks or more than six (6) weeks thereafter. The Corresponding 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 own defense and bring witnesses if he wishes.

Section 3:       Board of Directors Hearing 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 of Directors may, by a majority vote of those present, suspend the defendant from all privileges of the Club for not more than six (6) months from the date of the hearing, 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 of Directors recommendation. Immediately after the Board of Directors has reached a decision, its findings shall be put in written form and filed with the Corresponding Secretary. The Corresponding Secretary, in turn, shall notify each of the parties of the Board of Directors decision and penalty, it any.

Section 4:       Expulsion of a member from the Club may be accomplished only at a meeting of the Club following a Board of Directors hearing and upon the Board of Directors 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 60 days but not earlier than 30 days after the date of the Board of Directors 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 Board of Directors finding and recommendation and shall invite the defendant, if present, to speak in his own behalf if he wishes. The members shall then vote by written ballot on the proposed expulsion. If expulsion is not so voted, the Board of Directors 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 Corresponding Secretary, signed by 20% of the membership in good standing. Amendments proposed by such shall be promptly considered by the Board of Directors and MUST be submitted to the members with recommendations of the Board of Directors by the Corresponding Secretary for a vote within three (3) months of the date when the petition was received by the Corresponding Secretary.

Section 2:       The constitution and Bylaws may be amended by a 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 (2) weeks prior to the date of the meeting.

ARTICLE VIII  Dissolution

 

Section 1:       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 other than for purposes of reorganization, whether voluntary or involuntary, or by operation of law, none of the property of the Club or any proceeds thereof nor any assets of the Club shall be distributed to any members of the Club. Its property and assets shall be given to a charitable organization for the benefit of dogs that is 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 the last meeting

Report of the President

Report of the Corresponding Secretary

Report of the Treasurer

Report of the Committees

Election of Officers and Board (annual meeting)

Election of new members

Unfinished business

New business

Adjournment

Section 2:        At meetings of the Board of Directors, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:

Reading of the minutes of the last meeting

Report of the Corresponding Secretary

Report of the Treasurer

Reports of the 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.

Adopted 10/08/07
Amended 10/06/10

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