Glooscap Kennel Club By-Laws and Constitution
1. NAME
1.1 The name of the Club shall be the Glooscap Kennel Club, hereinafter referred to as the “Club”.
2. OBJECTS
2.1 The objects of the Club shall be as follows:
(a) To enhance the betterment of all purebred dogs by interacting with various levels of government, the Canadian Kennel Club, other Kennel Clubs, and other organizations involved in the welfare of dogs, E.g. Society for the Prevention of Cruelty to Animals and veterinarians;
(b) To protect the interests of owners and breeders of purebred dogs relative to canine matters by intervening in the law-making process, in particular at the county and municipal levels and on occasion, at the provincial level, when laws affecting dogs are being considered;
(c) To create an appreciation and awareness within the public of the value of purebred dogs through public events such as visiting senior citizen’s homes and hospitals; putting on obedience and agility demonstrations at local fairs and exhibitions; promoting obedience classes for all dogs; taking part in local fundraising events; holding breed displays; and “fun” events and giving pointers on how to show your purebred dog for conformation or how to take part in an obedience trial;
(d) To raise money for the purposes of the Club in order to take part in the events noted above in 2.1(a), (b), and (c); and in order to support other dog-related groups. The money is also to be used to maintain the Club’s day to day operations;
(e) To promote the welfare of dogs in general; and
(f) To collect and provide information and documents relating to purebred dogs.
3. Area of Operation
3.1 The Club’s area of operation shall generally be the Town of Windsor, Nova Scotia and surrounding area, more or less being that area bounded by: a straight line between Avonport, Kings County and the intersection of the boundary between Hants and Lunenburg counties to the intersection of the boundaries of Hants, Lunenburg, and Halifax counties; thence along the boundary between Hants and Halifax counties to Highway No. 354; and, thence along Highway No. 354 to the shore of the Minas Basin.
3.2 The Club’s area of operation is outlined, more or less as described above, on the map which is listed as Schedule “C” and which is attached to, and forms part of, this Constitution and By-Laws.
4. RULES OF ORDER
4.1 The rules of order of the Club shall be those contained in the latest edition of “Roberts’ Rules of Order”.
BY-LAWS
1. MEMBERSHIP
1.1 Any person 17 years of age or over shall be eligible for membership, but will have no voting privileges for the first year as a member of the Club.
1.2 Any person under the age of 17 years shall be eligible for a junior membership. Such membership shall not carry voting privileges nor eligibility to hold office.
1.3 Categories of membership shall be: (a) individual, (b) family, (c) junior, and (d) honorary. A person holding an honorary membership shall not take part in the management of the Club’s affairs but shall be a person who has done outstanding service for the Club over a long period of time. Such person may be nominated for an honorary membership at the Club’s annual meeting; such a nomination must be made and seconded by voting members of the Club. A person holding a junior membership does not have voting privileges.
1.4 The membership year shall be from January first (1st) to December thirty-first (31st) of each year. Membership dues must be paid by December thirty-first (31st). Dues paid on or after October first (1st) of each year will be considered paid for the Club’s following fiscal year (which begins on January first (1st) as well. Dues are as set out in Schedule “A” which is attached to, and forms part of, these By-Laws.
1.5 A person wishing to join the Club shall complete an approved application form. The applicant shall agree, in writing, to abide by the rules of both the Canadian Kennel Club and this Club. His or her application shall be made known to the membership. The application will then be considered and voted on by the voting members. The approved application form is as set out in Schedule “B”: which is attached to, and forms part of these By-Laws.
1.6 Upon acceptance into the Club, the new member shall submit dues for the current year.
1.7 Any individual rejected for membership by the Club must be provided with a written explanation.
1.8 Termination of a membership shall be through:
(a) Resignation;
(b) Lapse of membership. A membership may be considered to have lapsed when dues remain unpaid by January first (1st) of any year, resulting in an additional $5.00 fee per member, or,
(c) Expulsion: Any member being expelled or suspended from the Canadian Kennel Club shall be expelled or suspended from the Club, as the case may be, for the same period of time. (Also see Section No. 8.1 – Discipline)
2. MEETINGS
2.1 A minimum of 4 club meetings per year shall be held at a place and time to be decided upon by the club executive and membership.
2.2 The quorum of regular meetings shall be two (2) of the Club’s executive and three (3) voting members. One of the two executive members present must be the President, Vice-President, or Past President in order to constitute a quorum.
2.3 The annual meeting of the Club shall be held in conjunction with the regular November meeting.
2.4 An executive meeting may be called by a majority vote of the Executive Committee, as necessary.
2.5 Special meetings may be called with no less than five (5) days’ notice being given by the Secretary. Any member wishing to call a special meeting may do so by first approaching the Executive Committee through the President, explaining the reason(s) for wanting to call such a meeting. Should the Executive Committee find the reason(s) justify calling a special meeting, the President will then provide the Secretary with sufficient information and instruct him / her to notify the membership of the special meeting.
2.6 An emergency meeting may be called by the President at any time.
3. VOTING
3.1 A motion must be made by a voting member and seconded by a voting member before it can be voted on at meetings.
3.2 Voting shall be by a show of hands of the voting members present at a meeting, except where indicated otherwise in these by-laws, and simple majority shall rule except where otherwise indicated in these by-laws.
3.3 Business arising between meetings can be voted on via email by polling the voting members. 50% plus 1 of responding voters determines the outcome of the vote. All motions must have a deadline of a specific date; votes must be received by deadline to count.
4. OFFICERS
4.1 The Club’s officers shall consist of President, Vice-President, Past-President, Secretary and Treasurer, all of whom shall be elected to a two(2) year term (with the exception of the Past President who shall serve until superseded). No member can serve for more than two (2) full consecutive terms in the same office unless there are no other nominations for the position. The following officers must be residents of Canada and regular members in good standing of the Canadian Kennel Club: President, Vice President, Secretary and Treasurer.
4.2 The President shall preside over all meetings of the Club. He / she shall have the powers and duties appertaining to the office of the President.
4.3 The Vice-President shall have the powers and duties of the President in the event of the President’s death, absence or incapacity.
4.4 The Past-President shall have the powers and duties of the President or Vice-President due to the death, absence or incapacity of either the President or Vice President or both of these officers. The Past-President shall act as advisor to the incoming President in taking up his/her new duties of office.
4.5 The Secretary shall keep a true record of all meetings and matters of the Club. He/she shall have charge of correspondence, notify members of special meetings and keep a roll of all members and their addresses. The secretary shall forward the renewal for the Club recognition to the Canadian Kennel Club annually.
4.6 The Treasurer shall be responsible for the collection, receipt and disbursement of the Club’s monies, due or belonging to, the Club. Books shall be kept and shall be at all times open for inspection. The Treasurer shall present a written report of all money received and paid out by the Club to both the President and Secretary at each regular meeting. An audit of the Club’s books shall be done prior to each annual meeting by any current member of the executive, excluding the Treasurer.
4.7 Any vacancies on the executive which occur shall be filled for the balance of the term by a majority vote of all voting members present at the first regular meeting following the creation of such a vacancy, with the exception of the Vice-President (or Past- President) moving into the President’s position due to the death, incapacity or resignation of the President.
4.8 Should one of the executive officers need to be pardoned from a meeting, he / she will be required to notify the remaining executive officers prior to that meeting. Continuing absence from meetings by any officer will be considered just cause to reconsider their right to hold office.
5. FINANCES
5.1 The Club shall have a separate and independent bank account in the name of the Club. Signing authorities for all the Club’s needs shall be the Treasurer and President. Each cheque drawn on the Club must bear the signature of both signing authorities.
6. CLUB YEAR, NOMINATIONS AND ELECTIONS
6.1 Club Year:
(a) The Club’s fiscal year shall begin on the first (1st) of January and conclude on the thirty-first (31st) day of December next following.
(b) The annual meeting of the Club shall be held in conjunction with the regular November meeting.
6.2 Nominations:
(a) No person shall be a candidate for an executive position unless nominated.
(b) A nominating committee shall be appointed by the executive committee at the August meeting prior to elections. This committee shall endeavours to nominate two or more candidates for each office (with the exception of the Past-President).
(c) The nominating committee shall present a proposed slate of candidates, together with their written acceptance, at the September meeting prior to elections. Nominations shall also be taken from the floor at this meeting. Such nominations must be seconded and accompanied by a verbal acceptance from the candidate.
6.3 Elections:
(a) Elections shall be hauled on alternate years at the October meeting of the Club.
(b) All elections must be conducted by secret ballot either in person at the October meeting or prior to the meeting via emails to the nominating committee chair person.
(c) A list of the nominee and positions shall be read aloud at the October meeting (a) above. Ballots will be passed out and all votes will be made where there is more than one candidate for a position. The President will then count the ballots and announce the winner(s). The President shall be responsible for destroying all ballots immediately following the elections.
(d) The newly elected officials shall be installed and take office at the annual meeting held in the month of November which falls in the election year.
(e) The name and title of each new executive member shall be reported annually to the Canadian Kennel Club when renewing the Club’s recognition with the Canadian Kennel Club. During election years, the names of the new executive will be filed with the Canadian Kennel Club within thirty (30) days of the election. Further, if an interim election is held, the name(s) of the new executive member(s) must be filed within thirty (30) days of said election. The executive shall be reimbursed by the Club for their annual Canadian Kennel Club membership dues during the time they hold office in the Club.
7. COMMITTEES
7.1 Standing Committee – Each year the Club will accept at least two volunteers to serve on each standing committee in order to advance the work of the Club. Should the need arise, the President shall appoint members to serve on such committees. The President will serve as a voting member on all standing committee.
7.2 The standing committee are: Agility, Awards, Constitution & By-Laws, Website, Grievance, Publicity / Visitation, Library / Scrapbook, and Sunshine. All standing committees are formed at the annual meeting.
7.3 Special Committee – The membership may, from time to time, and as the need arises, elect members to serve on special committee to aid the Executive with specific projects. Once the purpose of a special committee has been achieved, the committee will be dissolved.
7.4 All committee shall always be subject to the final authority of the Executive. Any member’s tenure on a committee may be terminated by a majority vote of the Executive upon written notice being sent to the member, and the Executive may appoint a successor to the person whose tenure has been terminated.
8. DISCIPLINE
8.1 Canadian Kennel Club Suspension – Any member who is suspended, debarred, expelled or deprived of privileges of the Canadian Kennel Club automatically shall be suspended from the privileges of this Club for a like period.
8.2 Step One (1): Any member or members wishing to lodge a complaint against (an)other member(s) must present the President with a written explanation of the grounds on which the complaint is based. At this point the complaint will be deemed to have been officially lodged. The complainant(s) shall pay a fee of $5.00 for the privilege of lodging the complaint. (If the compliant proves to be valid, this $5.00 will be refunded.) The President will then contact the person(s) against whom the complaint has been lodged to ask whether it is true or false. After hearing both sides, the President will again ask the person(s) lodging the complaint if they still wish to do so. If they indicate they that they do, the grievance procedure proceeds to STEP TWO (2).
8.3 Step Two (2): The President will ask the grievance committee to meet and investigate the matter further. If the situation cannot be resolved at this meeting, the President will set a date, time, and place for a hearing. Both sides will be advised to prepare witness for the purpose of argument on their own behalf. Said hearing must take place no later than two(2) weeks after the complaint has been officially lodged. The Grievance Committee hearing shall be in camera. On the day of the hearing, each side will present its case to the Grievance Committee who will then pass a ruling of guilty or not guilty, together with its recommendation for what disciplinary action, if any, should be taken.
8.4 Step Three (3): The Grievance Committee’s recommendation will be made known to all Club members who will then be asked to vote for or against it A majority vote of all voting members shall rule on acceptance or rejection of the Grievance Committee’s recommendation, with the exception being when the committee recommends expulsion, in which case said expulsion shall take place only if two-thirds of those voting are in favour. In the case of the defendant not showing for his / her hearing without a valid reason, he / she shall be considered guilty (with automatic expulsion should the Grievance Committee so recommend). Should the member(s) lodging the complaint not show for the hearing without a valid reason he / she will be liable for expulsion, should the Grievance Committee so recommend, and all charges against the defendant will be dropped. Prior to the Grievance Committee’s recommendation going to the membership for a vote, the member lodging the complaint has the option of contracting the Grievance Committee and withdrawing his / her complaint and thus forfeiting the $5.00 fee.
8.5 Step Four (4): If the complaint reaches the point of a hearing and the defendant is found guilty, the minutes of all meetings held with respect to the case will become the property of the Club. In the event a member is given a suspension, the minutes will be retained by the President for the period of the suspension and then destroyed. In the case of expulsion, the minutes will be kept indefinitely by the succeeding Presidents. Should the complaint not reach the stage of a hearing or should the defendant be found not guilty, it will be considered the President’s duty to dispose of any minutes concerning said complaint as expediently as possible and in such a fashion as to render them permanently destroyed. While a case is being dealt with, the minutes of any meeting(s) held concerning it are considered to be the property of the Club. However, they are to be regarded as confidential and shall not be open to anyone other than the President and the Grievance Committee as the need arises.
8.6 Grievance Committee: The Grievance Committee shall consist of two (2) members as accepted or appointed within the rules of standing committees, together with the President who will serve as chairperson on this committee. The Grievance Committee, being a standing committee, will be re-established every year. It will be the Chairperson’s duty to preside over grievance hearings and be responsible for all correspondence related to each case. If one of the parties on either side of the grievance can prove bias on the part of any member serving on the Grievance Committee, the party objecting shall be entitled to recommend that the member(s) be replaced. Said replacement(s) shall be an unbiased person chosen by the President.
9. AMENDMENTS
9.1 Any voting member in good standing may propose amendments to the Constitution or By-Laws at any time. Such proposals may be in the form of a written submission or may be made verbally at any regular or special meeting. When received, the submission will be read aloud at any regular or special meeting for discussion and comment.
9.2 The Constitution or By-Laws may be amended at any time provided a copy of the proposed amendment has been hand delivered, mailed or emailed by the Secretary to each voting member in good standing on the date of the mailing. The Secretary will provide an accompanying letter describing the proposed amendment and also provide instruction on the voting procedure. Voting members will reply individually by hand delivery, by mail or by email to the Secretary only. Indicating his / her choice for or against the action to be taken. A 2/3 majority vote of all voting members is required.
9.3 A copy of any changes to the current Constitution and By-Laws of the Club shall be sent to the Canadian Kennel Club annually when renewing Club recognition with the Canadian Kennel Club.
10. DISSOLUTION
10.1 The Club may be dissolved at any time provided a copy of the proposed dissolution has been mailed by the Secretary to each member in good standing on the date of mailing, accompanied by a ballot on which he / she choice for or against the dissolution. Dual envelope procedures shall be followed in handling such ballots, to ensure secrecy of the vote. Notice with such ballot shall specify a date not less than 30 days after the date of mailing by which date the ballots must be returned to the secretary to be counted. It shall be the duty of the Executive Committee to collect and count the ballots. Their findings shall be presented by the Executive Committee to the regular meeting next following the counting of the ballots. A two-third (2/3) majority vote of all eligible voting members is required for the Club to be dissolved
10.2 The Club shall provide to the Canadian Kennel Club written documentation signed by at least (2/3) of the members of the Club who are in favour of this decision. Proxies are not permitted.
10.3 In the event of the vote in favour of dissolution, any property and assets for the Club shall be liquidated and all debts paid. Any remaining funds shall be donated to a charity or charities for the benefit of dogs, such charity or charities to be decided on by the Executive Committee.
11. PROCEDURES AT MEETINGS
11.1 At all annual meetings the following procedure shall prevail:
Roll Call
Memberships
Minutes
Treasurer’s Report
Correspondence
Committee Report
Old Business
New Business
Annual Reports – Executive Committee
Annual Committee Reports
Installation of Officers (If Applies)
Selection of New Committee Members
Adjournment
11.2 At all regular (or general membership) meetings the following procedure shall prevail:
Roll Call
Memberships
Minutes
Treasurer’s Report
Correspondence
Committee Reports
Old Business
New Business
Adjournment
12. LIABILTY OF THE CLUB AND ITS MEMBERS
12.1 Liability of the Club: The Club shall not be held liable for the actions of, or the consequences of, any member of the general public who participates in any activity it organizes and / or supports or promotes.
12.2 Liability of the Members: No member of the Club, including those holding an executive position, shall be held personally liable for the consequences of any activity undertaken by the Club as a whole, whether or not he / she is participating in the said activity as a Club member.
13. CODE OF ETHICS
The Club requests that all members subscribe to the following Code of Ethics to promote and foster the highest standards among breeders, owners, and fanciers, and to encourage sportsmanship and cooperation in the improvement and advancement of our dog(s).
13.1 Members of the Club will endeavour to enhance the role of the dogs in society as an essential member of its communities where it functions as a companion.
13.2 Members of the Club recognize that dogs are social animals. As such, members agree that our dogs are part of the family and should be included in our day to day activities wherever possible. All dogs under members control are to be properly housed, fed, watered, exercised and receive proper veterinary attention when required.
13.3 Members of the Club shall not allow any dogs under their care to roam at large and when in public places, shall ensure they are leashed as required or under effectual control at all times. Will clean up after their dogs in public places or anywhere their dogs are being exhibited.
13.4 Members of the Club will encourage the spaying and neutering of all pet dogs.
13.5 Members of the Club will undertake the task of educating and providing guidance in raising, training, and exhibiting, their dogs to other members, newcomers, and the general public, no matter what their interest, be it pet owner, competitors or breeders.
13.6 Members of the Club hereby pledge to practice good sportsmanship toward fellow club members and other dog owners, and to conduct themselves in a manner that will reflect well upon the Club.
13.7 Members of the Club who decide to breed their purebred dog(s) agree that the welfare of the dog(s) and puppies is of paramount concern. Breeders agree to take responsibility for the lifetime of the resulting puppies. And that any person(s) adopting a dog(s) from them clearly understand their responsibilities for the care and welfare of the purebred dog(s) and that they have the time and facilities to fulfill their obligation to the purebred dog(s).
13.8 Members of the Club will not sell any dog to commercial dog wholesalers, retail pet dealers, or directly or indirectly allow dogs to be given as a prize or donation in a competition of any kind.
13.9 Members of the Club will not knowingly misrepresent the Club, or dog, nor falsely advertise dogs nor mislead any person regarding the healthy or quality of a dog.
13.10 Members of the Club will abide by all aspects of the Animal Welfare Act.
13.11 Members of the club will not breed non-purebred or dogs of mixed breeds.
Breach of these provisions may result in expulsion from the Club, and / or disciplinary action by the Canadian Kennel Club and / or reporting to the relevant authorities for legal action, as appropriate.
SCHEDULE A
Annual Membership Dues of the Glooscap Kennel Club (Club)
Category Dues (Before December 31st) Dues (After December 31st)
Individual………………….. $15.00 $20.00
Family……………………… $25.00 $30.00
Junior………………………. $4.50 $9.50
Honorary…………………... NIL NIL
1.1 The name of the Club shall be the Glooscap Kennel Club, hereinafter referred to as the “Club”.
2. OBJECTS
2.1 The objects of the Club shall be as follows:
(a) To enhance the betterment of all purebred dogs by interacting with various levels of government, the Canadian Kennel Club, other Kennel Clubs, and other organizations involved in the welfare of dogs, E.g. Society for the Prevention of Cruelty to Animals and veterinarians;
(b) To protect the interests of owners and breeders of purebred dogs relative to canine matters by intervening in the law-making process, in particular at the county and municipal levels and on occasion, at the provincial level, when laws affecting dogs are being considered;
(c) To create an appreciation and awareness within the public of the value of purebred dogs through public events such as visiting senior citizen’s homes and hospitals; putting on obedience and agility demonstrations at local fairs and exhibitions; promoting obedience classes for all dogs; taking part in local fundraising events; holding breed displays; and “fun” events and giving pointers on how to show your purebred dog for conformation or how to take part in an obedience trial;
(d) To raise money for the purposes of the Club in order to take part in the events noted above in 2.1(a), (b), and (c); and in order to support other dog-related groups. The money is also to be used to maintain the Club’s day to day operations;
(e) To promote the welfare of dogs in general; and
(f) To collect and provide information and documents relating to purebred dogs.
3. Area of Operation
3.1 The Club’s area of operation shall generally be the Town of Windsor, Nova Scotia and surrounding area, more or less being that area bounded by: a straight line between Avonport, Kings County and the intersection of the boundary between Hants and Lunenburg counties to the intersection of the boundaries of Hants, Lunenburg, and Halifax counties; thence along the boundary between Hants and Halifax counties to Highway No. 354; and, thence along Highway No. 354 to the shore of the Minas Basin.
3.2 The Club’s area of operation is outlined, more or less as described above, on the map which is listed as Schedule “C” and which is attached to, and forms part of, this Constitution and By-Laws.
4. RULES OF ORDER
4.1 The rules of order of the Club shall be those contained in the latest edition of “Roberts’ Rules of Order”.
BY-LAWS
1. MEMBERSHIP
1.1 Any person 17 years of age or over shall be eligible for membership, but will have no voting privileges for the first year as a member of the Club.
1.2 Any person under the age of 17 years shall be eligible for a junior membership. Such membership shall not carry voting privileges nor eligibility to hold office.
1.3 Categories of membership shall be: (a) individual, (b) family, (c) junior, and (d) honorary. A person holding an honorary membership shall not take part in the management of the Club’s affairs but shall be a person who has done outstanding service for the Club over a long period of time. Such person may be nominated for an honorary membership at the Club’s annual meeting; such a nomination must be made and seconded by voting members of the Club. A person holding a junior membership does not have voting privileges.
1.4 The membership year shall be from January first (1st) to December thirty-first (31st) of each year. Membership dues must be paid by December thirty-first (31st). Dues paid on or after October first (1st) of each year will be considered paid for the Club’s following fiscal year (which begins on January first (1st) as well. Dues are as set out in Schedule “A” which is attached to, and forms part of, these By-Laws.
1.5 A person wishing to join the Club shall complete an approved application form. The applicant shall agree, in writing, to abide by the rules of both the Canadian Kennel Club and this Club. His or her application shall be made known to the membership. The application will then be considered and voted on by the voting members. The approved application form is as set out in Schedule “B”: which is attached to, and forms part of these By-Laws.
1.6 Upon acceptance into the Club, the new member shall submit dues for the current year.
1.7 Any individual rejected for membership by the Club must be provided with a written explanation.
1.8 Termination of a membership shall be through:
(a) Resignation;
(b) Lapse of membership. A membership may be considered to have lapsed when dues remain unpaid by January first (1st) of any year, resulting in an additional $5.00 fee per member, or,
(c) Expulsion: Any member being expelled or suspended from the Canadian Kennel Club shall be expelled or suspended from the Club, as the case may be, for the same period of time. (Also see Section No. 8.1 – Discipline)
2. MEETINGS
2.1 A minimum of 4 club meetings per year shall be held at a place and time to be decided upon by the club executive and membership.
2.2 The quorum of regular meetings shall be two (2) of the Club’s executive and three (3) voting members. One of the two executive members present must be the President, Vice-President, or Past President in order to constitute a quorum.
2.3 The annual meeting of the Club shall be held in conjunction with the regular November meeting.
2.4 An executive meeting may be called by a majority vote of the Executive Committee, as necessary.
2.5 Special meetings may be called with no less than five (5) days’ notice being given by the Secretary. Any member wishing to call a special meeting may do so by first approaching the Executive Committee through the President, explaining the reason(s) for wanting to call such a meeting. Should the Executive Committee find the reason(s) justify calling a special meeting, the President will then provide the Secretary with sufficient information and instruct him / her to notify the membership of the special meeting.
2.6 An emergency meeting may be called by the President at any time.
3. VOTING
3.1 A motion must be made by a voting member and seconded by a voting member before it can be voted on at meetings.
3.2 Voting shall be by a show of hands of the voting members present at a meeting, except where indicated otherwise in these by-laws, and simple majority shall rule except where otherwise indicated in these by-laws.
3.3 Business arising between meetings can be voted on via email by polling the voting members. 50% plus 1 of responding voters determines the outcome of the vote. All motions must have a deadline of a specific date; votes must be received by deadline to count.
4. OFFICERS
4.1 The Club’s officers shall consist of President, Vice-President, Past-President, Secretary and Treasurer, all of whom shall be elected to a two(2) year term (with the exception of the Past President who shall serve until superseded). No member can serve for more than two (2) full consecutive terms in the same office unless there are no other nominations for the position. The following officers must be residents of Canada and regular members in good standing of the Canadian Kennel Club: President, Vice President, Secretary and Treasurer.
4.2 The President shall preside over all meetings of the Club. He / she shall have the powers and duties appertaining to the office of the President.
4.3 The Vice-President shall have the powers and duties of the President in the event of the President’s death, absence or incapacity.
4.4 The Past-President shall have the powers and duties of the President or Vice-President due to the death, absence or incapacity of either the President or Vice President or both of these officers. The Past-President shall act as advisor to the incoming President in taking up his/her new duties of office.
4.5 The Secretary shall keep a true record of all meetings and matters of the Club. He/she shall have charge of correspondence, notify members of special meetings and keep a roll of all members and their addresses. The secretary shall forward the renewal for the Club recognition to the Canadian Kennel Club annually.
4.6 The Treasurer shall be responsible for the collection, receipt and disbursement of the Club’s monies, due or belonging to, the Club. Books shall be kept and shall be at all times open for inspection. The Treasurer shall present a written report of all money received and paid out by the Club to both the President and Secretary at each regular meeting. An audit of the Club’s books shall be done prior to each annual meeting by any current member of the executive, excluding the Treasurer.
4.7 Any vacancies on the executive which occur shall be filled for the balance of the term by a majority vote of all voting members present at the first regular meeting following the creation of such a vacancy, with the exception of the Vice-President (or Past- President) moving into the President’s position due to the death, incapacity or resignation of the President.
4.8 Should one of the executive officers need to be pardoned from a meeting, he / she will be required to notify the remaining executive officers prior to that meeting. Continuing absence from meetings by any officer will be considered just cause to reconsider their right to hold office.
5. FINANCES
5.1 The Club shall have a separate and independent bank account in the name of the Club. Signing authorities for all the Club’s needs shall be the Treasurer and President. Each cheque drawn on the Club must bear the signature of both signing authorities.
6. CLUB YEAR, NOMINATIONS AND ELECTIONS
6.1 Club Year:
(a) The Club’s fiscal year shall begin on the first (1st) of January and conclude on the thirty-first (31st) day of December next following.
(b) The annual meeting of the Club shall be held in conjunction with the regular November meeting.
6.2 Nominations:
(a) No person shall be a candidate for an executive position unless nominated.
(b) A nominating committee shall be appointed by the executive committee at the August meeting prior to elections. This committee shall endeavours to nominate two or more candidates for each office (with the exception of the Past-President).
(c) The nominating committee shall present a proposed slate of candidates, together with their written acceptance, at the September meeting prior to elections. Nominations shall also be taken from the floor at this meeting. Such nominations must be seconded and accompanied by a verbal acceptance from the candidate.
6.3 Elections:
(a) Elections shall be hauled on alternate years at the October meeting of the Club.
(b) All elections must be conducted by secret ballot either in person at the October meeting or prior to the meeting via emails to the nominating committee chair person.
(c) A list of the nominee and positions shall be read aloud at the October meeting (a) above. Ballots will be passed out and all votes will be made where there is more than one candidate for a position. The President will then count the ballots and announce the winner(s). The President shall be responsible for destroying all ballots immediately following the elections.
(d) The newly elected officials shall be installed and take office at the annual meeting held in the month of November which falls in the election year.
(e) The name and title of each new executive member shall be reported annually to the Canadian Kennel Club when renewing the Club’s recognition with the Canadian Kennel Club. During election years, the names of the new executive will be filed with the Canadian Kennel Club within thirty (30) days of the election. Further, if an interim election is held, the name(s) of the new executive member(s) must be filed within thirty (30) days of said election. The executive shall be reimbursed by the Club for their annual Canadian Kennel Club membership dues during the time they hold office in the Club.
7. COMMITTEES
7.1 Standing Committee – Each year the Club will accept at least two volunteers to serve on each standing committee in order to advance the work of the Club. Should the need arise, the President shall appoint members to serve on such committees. The President will serve as a voting member on all standing committee.
7.2 The standing committee are: Agility, Awards, Constitution & By-Laws, Website, Grievance, Publicity / Visitation, Library / Scrapbook, and Sunshine. All standing committees are formed at the annual meeting.
7.3 Special Committee – The membership may, from time to time, and as the need arises, elect members to serve on special committee to aid the Executive with specific projects. Once the purpose of a special committee has been achieved, the committee will be dissolved.
7.4 All committee shall always be subject to the final authority of the Executive. Any member’s tenure on a committee may be terminated by a majority vote of the Executive upon written notice being sent to the member, and the Executive may appoint a successor to the person whose tenure has been terminated.
8. DISCIPLINE
8.1 Canadian Kennel Club Suspension – Any member who is suspended, debarred, expelled or deprived of privileges of the Canadian Kennel Club automatically shall be suspended from the privileges of this Club for a like period.
8.2 Step One (1): Any member or members wishing to lodge a complaint against (an)other member(s) must present the President with a written explanation of the grounds on which the complaint is based. At this point the complaint will be deemed to have been officially lodged. The complainant(s) shall pay a fee of $5.00 for the privilege of lodging the complaint. (If the compliant proves to be valid, this $5.00 will be refunded.) The President will then contact the person(s) against whom the complaint has been lodged to ask whether it is true or false. After hearing both sides, the President will again ask the person(s) lodging the complaint if they still wish to do so. If they indicate they that they do, the grievance procedure proceeds to STEP TWO (2).
8.3 Step Two (2): The President will ask the grievance committee to meet and investigate the matter further. If the situation cannot be resolved at this meeting, the President will set a date, time, and place for a hearing. Both sides will be advised to prepare witness for the purpose of argument on their own behalf. Said hearing must take place no later than two(2) weeks after the complaint has been officially lodged. The Grievance Committee hearing shall be in camera. On the day of the hearing, each side will present its case to the Grievance Committee who will then pass a ruling of guilty or not guilty, together with its recommendation for what disciplinary action, if any, should be taken.
8.4 Step Three (3): The Grievance Committee’s recommendation will be made known to all Club members who will then be asked to vote for or against it A majority vote of all voting members shall rule on acceptance or rejection of the Grievance Committee’s recommendation, with the exception being when the committee recommends expulsion, in which case said expulsion shall take place only if two-thirds of those voting are in favour. In the case of the defendant not showing for his / her hearing without a valid reason, he / she shall be considered guilty (with automatic expulsion should the Grievance Committee so recommend). Should the member(s) lodging the complaint not show for the hearing without a valid reason he / she will be liable for expulsion, should the Grievance Committee so recommend, and all charges against the defendant will be dropped. Prior to the Grievance Committee’s recommendation going to the membership for a vote, the member lodging the complaint has the option of contracting the Grievance Committee and withdrawing his / her complaint and thus forfeiting the $5.00 fee.
8.5 Step Four (4): If the complaint reaches the point of a hearing and the defendant is found guilty, the minutes of all meetings held with respect to the case will become the property of the Club. In the event a member is given a suspension, the minutes will be retained by the President for the period of the suspension and then destroyed. In the case of expulsion, the minutes will be kept indefinitely by the succeeding Presidents. Should the complaint not reach the stage of a hearing or should the defendant be found not guilty, it will be considered the President’s duty to dispose of any minutes concerning said complaint as expediently as possible and in such a fashion as to render them permanently destroyed. While a case is being dealt with, the minutes of any meeting(s) held concerning it are considered to be the property of the Club. However, they are to be regarded as confidential and shall not be open to anyone other than the President and the Grievance Committee as the need arises.
8.6 Grievance Committee: The Grievance Committee shall consist of two (2) members as accepted or appointed within the rules of standing committees, together with the President who will serve as chairperson on this committee. The Grievance Committee, being a standing committee, will be re-established every year. It will be the Chairperson’s duty to preside over grievance hearings and be responsible for all correspondence related to each case. If one of the parties on either side of the grievance can prove bias on the part of any member serving on the Grievance Committee, the party objecting shall be entitled to recommend that the member(s) be replaced. Said replacement(s) shall be an unbiased person chosen by the President.
9. AMENDMENTS
9.1 Any voting member in good standing may propose amendments to the Constitution or By-Laws at any time. Such proposals may be in the form of a written submission or may be made verbally at any regular or special meeting. When received, the submission will be read aloud at any regular or special meeting for discussion and comment.
9.2 The Constitution or By-Laws may be amended at any time provided a copy of the proposed amendment has been hand delivered, mailed or emailed by the Secretary to each voting member in good standing on the date of the mailing. The Secretary will provide an accompanying letter describing the proposed amendment and also provide instruction on the voting procedure. Voting members will reply individually by hand delivery, by mail or by email to the Secretary only. Indicating his / her choice for or against the action to be taken. A 2/3 majority vote of all voting members is required.
9.3 A copy of any changes to the current Constitution and By-Laws of the Club shall be sent to the Canadian Kennel Club annually when renewing Club recognition with the Canadian Kennel Club.
10. DISSOLUTION
10.1 The Club may be dissolved at any time provided a copy of the proposed dissolution has been mailed by the Secretary to each member in good standing on the date of mailing, accompanied by a ballot on which he / she choice for or against the dissolution. Dual envelope procedures shall be followed in handling such ballots, to ensure secrecy of the vote. Notice with such ballot shall specify a date not less than 30 days after the date of mailing by which date the ballots must be returned to the secretary to be counted. It shall be the duty of the Executive Committee to collect and count the ballots. Their findings shall be presented by the Executive Committee to the regular meeting next following the counting of the ballots. A two-third (2/3) majority vote of all eligible voting members is required for the Club to be dissolved
10.2 The Club shall provide to the Canadian Kennel Club written documentation signed by at least (2/3) of the members of the Club who are in favour of this decision. Proxies are not permitted.
10.3 In the event of the vote in favour of dissolution, any property and assets for the Club shall be liquidated and all debts paid. Any remaining funds shall be donated to a charity or charities for the benefit of dogs, such charity or charities to be decided on by the Executive Committee.
11. PROCEDURES AT MEETINGS
11.1 At all annual meetings the following procedure shall prevail:
Roll Call
Memberships
Minutes
Treasurer’s Report
Correspondence
Committee Report
Old Business
New Business
Annual Reports – Executive Committee
Annual Committee Reports
Installation of Officers (If Applies)
Selection of New Committee Members
Adjournment
11.2 At all regular (or general membership) meetings the following procedure shall prevail:
Roll Call
Memberships
Minutes
Treasurer’s Report
Correspondence
Committee Reports
Old Business
New Business
Adjournment
12. LIABILTY OF THE CLUB AND ITS MEMBERS
12.1 Liability of the Club: The Club shall not be held liable for the actions of, or the consequences of, any member of the general public who participates in any activity it organizes and / or supports or promotes.
12.2 Liability of the Members: No member of the Club, including those holding an executive position, shall be held personally liable for the consequences of any activity undertaken by the Club as a whole, whether or not he / she is participating in the said activity as a Club member.
13. CODE OF ETHICS
The Club requests that all members subscribe to the following Code of Ethics to promote and foster the highest standards among breeders, owners, and fanciers, and to encourage sportsmanship and cooperation in the improvement and advancement of our dog(s).
13.1 Members of the Club will endeavour to enhance the role of the dogs in society as an essential member of its communities where it functions as a companion.
13.2 Members of the Club recognize that dogs are social animals. As such, members agree that our dogs are part of the family and should be included in our day to day activities wherever possible. All dogs under members control are to be properly housed, fed, watered, exercised and receive proper veterinary attention when required.
13.3 Members of the Club shall not allow any dogs under their care to roam at large and when in public places, shall ensure they are leashed as required or under effectual control at all times. Will clean up after their dogs in public places or anywhere their dogs are being exhibited.
13.4 Members of the Club will encourage the spaying and neutering of all pet dogs.
13.5 Members of the Club will undertake the task of educating and providing guidance in raising, training, and exhibiting, their dogs to other members, newcomers, and the general public, no matter what their interest, be it pet owner, competitors or breeders.
13.6 Members of the Club hereby pledge to practice good sportsmanship toward fellow club members and other dog owners, and to conduct themselves in a manner that will reflect well upon the Club.
13.7 Members of the Club who decide to breed their purebred dog(s) agree that the welfare of the dog(s) and puppies is of paramount concern. Breeders agree to take responsibility for the lifetime of the resulting puppies. And that any person(s) adopting a dog(s) from them clearly understand their responsibilities for the care and welfare of the purebred dog(s) and that they have the time and facilities to fulfill their obligation to the purebred dog(s).
13.8 Members of the Club will not sell any dog to commercial dog wholesalers, retail pet dealers, or directly or indirectly allow dogs to be given as a prize or donation in a competition of any kind.
13.9 Members of the Club will not knowingly misrepresent the Club, or dog, nor falsely advertise dogs nor mislead any person regarding the healthy or quality of a dog.
13.10 Members of the Club will abide by all aspects of the Animal Welfare Act.
13.11 Members of the club will not breed non-purebred or dogs of mixed breeds.
Breach of these provisions may result in expulsion from the Club, and / or disciplinary action by the Canadian Kennel Club and / or reporting to the relevant authorities for legal action, as appropriate.
SCHEDULE A
Annual Membership Dues of the Glooscap Kennel Club (Club)
Category Dues (Before December 31st) Dues (After December 31st)
Individual………………….. $15.00 $20.00
Family……………………… $25.00 $30.00
Junior………………………. $4.50 $9.50
Honorary…………………... NIL NIL
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Site design and maintained by Christine Remme