Samoyed Club of Washington State
Constitution and By-Laws
The name of this club shall be: Samoyed Club of Washington State
The objective of the Club shall be:
To encourage quality in the breeding of purebred Samoyeds and to do all possible to bring their natural qualities to perfection.
To urge members and breeders to accept the standard of the breed as approved by The American Kennel Club as the only standard of excellence by which Samoyeds shall be judged.
To do all in its power to protect and advance the interests of the breed by encouraging sportsmanlike competition at dog shows and/or obedience trials; specialty shows and/or obedience trials under the rules of The American Kennel Club.
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.
ELIGIBILITY: There shall be one type of membership open to all persons eighteen years of age or older who are in good standing with The 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.
DUES: Membership dues shall be not more than $30.00 per year, single, $40.00 per year, family; payable on or before the 1st day of each August. No member may vote whose dues are not paid for the current year. During the month of June, the Secretary shall send to each member a statement of his dues for the ensuing year.
ELECTION TO MEMBERSHIP: Each applicant for membership shall apply on a form as approved by the Board of Directors and which shall be provided that the applicant agrees to abide by these constitution and by-laws and the rules of The American Kennel Club. The application shall state the name and address of the applicant and it shall carry the endorsement of two members. Accompanying the application, the prospective member shall submit dues payment for the current year.
All applications are to be filed with the Secretary and each application is to be read at the first meeting of the club following its receipt. At the next Club meeting the application will be voted upon and affirmative votes of 2/3 of the members present and voting at that meeting shall be required to elect the applicant.
Applicants for membership who have been rejected by the Club may not reapply within six (6) months after such rejection.
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 90 days of grace to such delinquent members in meritorious cases. In no case will a person be entitled to vote at any Club meeting whose dues are unpaid as of the date of that meeting.
By expulsion. A membership may be terminated by expulsion as provided in Article IX of these constitution and by-laws.
ARTICLE V. MEETINGS AND VOTING
CLUB MEETINGS. Meetings of the Club shall be held monthly at a time and place determined by motion from a previous meeting.
Written notice of each such meeting shall be mailed by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meetings shall be 2/3 of the average meeting attendance of the previous fiscal year.
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, or 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 Puget Sound area and at such an hour and place as may be designated by the person or persons authorized herein to call such meetings.
Written notice of such meeting shall be mailed by the Secretary at least 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 2/3 of the average meeting attendance of the previous fiscal year.
BOARD MEETINGS. Meetings of the Board of Directors shall be held in the Greater Puget Sound area prior to the general meeting. Written notice of each meeting shall be mailed by the 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.
SPECIAL BOARD MEETINGS. Special meetings of the Board shall be called by the President or by the Secretary upon receipt of a written request signed by at least three members of the Board. Such special meetings shall be held in the Greater Puget Sound area and at such an hour and place as may be designated by the person authorized herein to call such a meeting.
Written notice of such meeting shall be mailed by the Secretary at least 5 days and not more than 10 days prior to the date of the meeting, or telegraphic notice shall be filed 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 there at. A quorum for such a meeting shall be a majority of the Board.
VOTING. Each member in good standing whose dues are paid for the current year shall be entitled to one vote at any meeting of the Club at which he is present. Proxy voting will not be permitted at any Club meeting or election.
ARTICLE VI. DIRECTORS AND OFFICERS
BOARD OF DIRECTORS. The Board shall be composed of the President, Vice-President, Secretary and Treasurer and 5 directors, all of whom shall be members in good standing who are residents of the United States. They shall be elected for one-year terms at the Club's annual meeting as provided in Article VII, and shall serve until their successors are elected.
No officer, excepting Directors, shall serve more than two consecutive terms in the same office. General management of the Club's affairs shall be entrusted to the Board of Directors.
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 constitution and by-laws.
The Vice-President shall have the duties 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 and of all matters of which a record shall be ordered by the Club. He shall have charge of the correspondence, notify members of meetings, notify new members of their election to membership, notify officers and directors of their election to office, keep a roll of the members of the Club with their addresses, and carry out such other duties as are prescribed in these constitution and by-laws.
The Treasurer shall collect and receive all moneys due or belonging to the Club. He shall deposit the same in a bank satisfactory to the Board, in the name of the Club. His books shall at all times be open to inspection of the Board and he 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 he shall render an account of all moneys received and expended during the previous fiscal year. The treasurer shall be bonded in such amount, as the Board of Directors shall determine.
VACANCIES. Any vacancies occurring on the Board during the year shall be filled for the unexpired term of office by a majority vote of all the then members of the Board at its first regular meeting following the creation of such vacancy.
ARTICLE VII. THE CLUB YEAR, ANNUAL MEETING, ELECTIONS
CLUB YEAR. The Club's fiscal year shall begin on the 1st day of August and end on the 31st day of July.
The Club's official year shall begin immediately at the conclusion of the election of the annual meeting and shall continue through the election at the next annual meeting.
ANNUAL MEETING. The annual meeting shall be held in the month of August at which directors and officers for the ensuing year shall be elected by secret, written ballot from amount those nominated in accordance with Section D of this Article. 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.
ELECTIONS. The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The five nominated candidates for other positions on the Board who 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 April, the Board shall select a nominating committee consisting of three members and two alternates, not more than one of whom shall be a member of the Board. The Secretary shall immediately notify the committeemen and alternates of their selection. The Board shall name a Chairman for the Committee and it shall be his duty to call a committee meeting which shall be held on or before May 1st.
The Committee shall nominate one candidate for each office and five candidates for the five positions on the Board, and, after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing.
Upon receipt of the Nominating Committee's report, the Secretary shall on or before May 30 notify each member in writing of the candidates so nominated.
Additional nominations may be made at the July meeting by any member in attendance provided that the person 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.
Nominations cannot be made at the annual meeting or in any manner other than as provided in this Section.
ARTICLE VIII. COMMITTEES
The Board may each year appoint standing committees to advance the work of the Club in such matters as dog shows and/or 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.
Any committee appointment may be terminated by a majority vote of the full membership of the Board upon written notice to the appointee; and the Board may appoint successors to those persons whose service has been terminated.
ARTICLE IX. DISCIPLINE
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.
CHARGES. Any member may prefer charges against a member for alleged misconduct prejudicial to the best interests of the Club or the breed. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $10 which shall be forfeited if such charges are not sustained. The Secretary shall promptly notify the Board which shall meet and fix a date of a Board hearing not less than 3 weeks nor more than 6 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 own defense and bring witnesses if he wishes.
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 suspend the defendant from all privileges of the Club for not more than six months from the date of the hearing. And, if it deems that punishment insufficient, it may also recommend to the membership that the penalty be expulsion. In such case, the suspension shall not restrict the defendant's right to appear before his fellow members at the ensuing Club meeting which considers the Board's recommendation. Immediately after the Board has reached a decision, its findings shall be put in written form and filed with the Secretary. The Secretary, in turn, shall notify each of the parties of the Board's decision and penalty, if any.
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 C 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'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 Board's findings and recommendations, and shall invite the defendant, if present, to speak in his own behalf if he wishes. The meeting shall then vote by secret written ballot on the proposed expulsion. A 2/3 vote of those present and voting at the meeting shall be necessary for expulsion. If expulsion is not so voted, the Board's suspension shall stand.
ARTICLE X. AMENDMENTS
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 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.
The constitution and by-laws may be amended by a 2/3 vote of the members present and voting at any regular or special meeting called for that 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 XI. 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 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 XII. ORDER OF BUSINESS
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
Report of Committees
Election of Officers and Board
(at annual meeting)
Election of new members
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
Anything not covered in this constitution and by-laws shall be governed by Roberts Rules of Order, Revised.
Approved February 1998