Cocker Spaniel Club of Western Pennsylvania, Inc.
Constitution & By-Laws
NAME AND OBJECTS
Section 1: The name of the Club shall be: The Cocker Spaniel Club of Western Pennsylvania, Inc.
Section 2: THE OBJECTS OF THE CLUB SHALL BE:
A) To encourage and promote quality in the breeding of pure-bred American Cocker Spaniels and to do all possible to bring their natural qualities to perfection.
B) 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 the American Cocker Spaniel shall be judged.
C) To do all in its power to protect and advance the interests of the breed by encouraging sportsman like competition at dog shows, obedience and field trials, and agility trials and hunting tests.
D) To conduct sanctioned and licensed specialty shows, obedience and field trials under the rules and regulations of the American Kennel Club.
Section 3: The Club shall not be conducted or operated for the profit and no part of any profit 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 may be required to carry out these objectives.
Section 1: ELIGIBILITY: There shall be four types of membership:
A) Regular Membership: Shall be 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 the Club.
B) Family Membership: Shall be open to all persons who live within the same household and who are in good standing with the American Kennel Club and who subscribe to the purposes of the Club. Each family member, eighteen years of age and older may vote and hold office, but with a maximum of two votes per family.
C) Junior Membership: Shall be open to all persons who are seventeen years of age and younger, are in good standing with the American Kennel Club and who subscribe to the purposes of the club. Junior members shall enjoy all the privileges of this Club with the exception of voting and holding office.
D) Associate Membership: Shall be 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 the Club. Associate membership is unrestricted as to residence. Associate membership is for those individuals who shall be able to attend less than four meetings per fiscal year. Associate members shall enjoy all the privileges of the Club with the exception of voting and holding office. The Club’s primary purpose is to be representative of the breeders and exhibitors in its immediate area.
Section 2: DUES: Membership dues shall be as follows:
Individual Membership: Shall not exceed $15.00
Family Membership: Shall not exceed $20.00 (To include immediate family members residing at the same address)
Associate membership: Shall not exceed $15.00
Junior Membership: Shall not exceed $10.00 (Not applying as part of a family membership)
Per year, payable on or before the 1st day of November each year. No member may vote whose dues are not paid for the current year. During the month of September, the Treasurer shall send each member a statement of his dues for the ensuing year.
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 these Constitution and By-Laws and the rules of the American Kennel Club. The applicant shall state the name, address and occupation of the applicant and it shall carry the endorsement of two members in good standing, not of the same household. Dues are payable at the time of application. If rejected, the dues will be refunded.
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, then the name and address to be published in the Club newsletter. At the next Club meeting, the application will be voted upon and the affirmative secret votes of three-fourths 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 months after such rejection.
Section 4: TERMINATION OF MEMBERSHIP: Membership 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. Dues obligations are considered a 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 90 days after the first day of the fiscal year. However, the Board may grant and 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 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 these By-Laws.
MEETINGS AND VOTING
Section 1: CLUB MEETING: Meetings of the Club shall be held within the Greater Pittsburgh area, on the third Tuesday of each month, with the exception of December, at such 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 days prior to the date of the meeting. The quorum for such meetings shall be twenty percent of the members in good standing.
Section 2: SPECIAL CLUB MEETING: Special Club meetings may be called by the President, or by a majority vote of the members of the Board of Directors who are present and voting at any regular or special meeting of the Board, or 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 Pittsburgh area at such time, date, place 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 days and not more than fifteen days prior to the day 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 meeting shall be twenty percent of the members in good standing.
Section 3: BOARD MEETINGS: Meetings of the Board of Directors shall be held each month in the Greater Pittsburgh area on the third Tuesday of each month prior to the regular Club meeting at such 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 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 special meetings shall be held within the Greater Pittsburgh area at such date, 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 Secretary at least five days and not more than ten days prior to the day 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.
DIRECTORS AND OFFICERS
Section 1: BOARD OF DIRECTORS: The Board shall be comprised of the President, Vice-President, Secretary, Treasurer, and five other persons all of whom shall be regular members in good standing and all of whom shall be elected for one 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.
A) The President shall preside at all meetings of the Club and of the Board, and shall have the duties and powers normal appurtenant to the office of President in addition to those particularly specified in these By-Laws.
B) The Vice-President shall have the duties and exercise the powers of the President in case of the President’s death, absence or incapacity.
C) The Secretary shall keep a record of all meetings of the club and 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 By-Laws.
D) The Treasurer shall collect and receive all moneys due or belonging to the Club. He shall deposit the same in a bank designated by the board, in the name of the Club. His books shall at all times be open to inspection by the Board. He shall report to them at every meeting the condition of the Club’s finance, 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 determined by the Board of Directors.
E) The Offices of Secretary and Treasurer may be held by the same person in which case the Board will be comprised of the officers and six other persons.
Section 3: VACANCIES: Any vacancies on the Board or among the officers during the year shall be filled until the next election by a majority vote of all 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 resulting vacancy in the office of Vice-President shall be filled by the Board.
THE CLUB YEAR, ANNUAL MEETING AND ELECTIONS:
Section 1: CLUB YEAR: The Club’s fiscal year shall begin on the first day of November and end the 30th day of October.
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 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 conclusion of the election and each retiring officer shall turn over to his successor in office all properties and records relation 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 five nominated candidates for the other positions on the ballot 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 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 Chairman for the Committee and it shall be his duty to call a committee meeting which will be held on or before August first.
A) The Committee shall nominate one candidate for each office and five candidates for the five other positions on the board, and after securing the consent of each person nominated, shall immediately report their nominations to the Secretary in writing.
B) Upon receipt of the Nominating Committee’s report, the Secretary shall at least 2 weeks before the regular September meeting notify each member in writing 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 when his 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 his willingness to be a candidate. No person may be a candidate for more than one position.
D) Nominations cannot be made at the annual meeting or in any other manner other than as provided in this section.
Section 1: The Board each year may appoint standing committees to advance the work of the Club in such matters as specialty shows, obedience trials, sanctioned matches, 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 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.
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 or the breed. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $10.00 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. 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 weeks nor more than six weeks thereafter. The Secretary shall promptly send one copy 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 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 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 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.
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 proceeding 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 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 voted, the Board’s Suspension shall stand.
Section 1: Amendments to the Constitution and the By-Laws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by twenty percent of the regular 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 2/3 secret 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.
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 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 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.
ORDER OF BUSINESS:
Section 1: CLUB MEETINGS: 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:
Reading of minutes of last meeting
Report of President
Report of Secretary
Report of Treasurer
Report of Committees
Election of Officer and Board (At annual meeting)
Election of new members
Section 2: BOARD MEETINGS: 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
Report of Committees
Section 3: 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 which they are not inconsistent with these By-Laws and any special rules of order the Club may adopt.
Amended May 15, 2001