Constitution and Bylaws Chihuahua Club of Northern California, Inc
Article I Name and Object
Section I The name of the club shall be Chihuahua Club of Northern California, Incorporated
Section II The object of the club shall be :
A. To encourage the improvement of purebred chihuahuas and to do all possible to bring their natural qualities to perfection.
B. To urge members and breeders to accept the standard of the American Kennel Club as the only standard of excellence by which chihuahuas shall be judged.
C. To foster good sportsmanship and encourage adherence to the written and unwritten laws as defined.
D. To conduct sanctioned licensed shows and obedience trials under the rules of the American Kennel Club.
E. To assist novices and interested persons in breeding, handling and care of chihuahuas.
Section III The club shall not be conducted or operated for 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 IV 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.
ARTICLE 1. MEMBERSHIP
SECTION 1. ELIGIBLITY : There shall be four types of membership.
(A) Regular membership : All persons 18 years of age or older who are in good standing with the American Kennel Club and who subscribe to the purposes of this Club and its Bylaws. This type of membership enjoys all privileges of the Club including the right to vote and hold office.
(B) Associate Membership : All persons 18 years of age or older who are in good standing with the American Kennel Club and who subscribe to the purposes of this Club and its bylaws. Associate members do not hold the right to vote or hold office and shall not count in determining a quorum. Associate membership is suggested for individuals who are not able to attend meetings on a regular basis.
(C) Junior Membership : Persons under 18 years of age may apply for a junior membership if sponsored by a regular member. Junior members may not vote or hold office and will not count in determining a quorum. A junior member shall automatically convert to a regular membership upon reaching 18 years of age. Membership dues for a junior member shall be one half (1/2) of the regular membership fee.
(D) Honorary Membership : Persons proposed by the Board of Directors for such membership shall be voted upon by the general membership, these memberships carry no dues requirement or voting privileges and must be reaffirmed at each election meeting Honorary members may maintain active/voting status by payment of dues.
SECTION II. DUES :
Membership dues shall be set by the Board of Directors and shall be payable on or before the first day of July of each year. Members accepted after January 1 of any year will pay one half of a years dues. No member may vote whose dues are not paid for the current year. During the month of May the Treasurer shall notify each member by statement of dues for the ensuing year.
SECTION III. ELECTION OF MEMBERSHIP :
Each applicant for membership shall apply on a form approved by the Board of Directors which will provide that the applicant agrees to abide by the Constitution and By Laws of the Chihuahua Club of Northern California Inc. and the rules and regulations 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 in good standing. Dues payment shall accompany each application. Prospective members shall be required to attend two general meetings, the Board of Directors at its discretion may waive this requirement. All applications are to be filed with the secretary. The Secretary shall notify members either by written notice or electronic notice. Each application is to be read at the first meeting of the Club following its receipt. At the next meeting the application will be voted upon and affirmative votes of 2/3 of the members present and voting by secret ballot at that meeting shall be required to elect the applicant. Applicants for membership who have been rejected b the Club for membership may not reapply with six (6) months after rejection.
SECTION IV. TERMINATION OF MEMBERSHIP :
Memberships may be terminated by :
(A) Resignation : Any member in good standing may resign from the Club upon written notice to the the Secretary. Dues obligations are considered a debt to the Club and they become incurred on the first day of each fiscal year.
(B) Lapsing: A member will be considered as lapsed and automatically terminated if such a members dues remain unpaid thirty (30) days after the first day of the fiscal year, however the Board of Directors may grant an additional thirty (30) days of grace to such a delinquent member in meritorious cases. In no case may a person be entitled to vote at any Club meeting whose dues are unpaid on the day of that meeting.
(C) Expulsion : A membership may be terminated by expulsion as provided in ARTICLE VI of these By Laws.
ARTICLE II MEETINGS AND VOTING
SECTION I : Regular club meetings :
Regular club meetings : Regular meetings of the club shall be held within the greater Fairfield California area as called by the Board of Directors and shall hold a minimum of six (6) meetings per fiscal year, at a predetermined time and place Written or electronic notice of such meetings shall be sent by the Secretary at least ten ( 10 ) days prior to the date of the meeting. A quorum for such meetings shall be 20% of the membership " in good standing", which must include the President or Vice President. Guests shall be welcome at regular club meetings for three (3) visits after which if desired, they may submit an application for membership.
SECTION II : Special club meetings :
Special club meetings : may be called by the President or a majority of the members of the Board of Directors and shall be called by the Secretary. Upon receipt of a petition signed by five members of the Club who are "in good standing". Such special meetings shall be held in a predetermined location at such a place, date and hour as may be designated by the person or persons authorized to call such a meeting. The quorum shall be 20% of the membership "in good standing" , which must include the President or Vice President. Special meetings are limited to the purpose for which the meeting was called.
SECTION III : Board meetings :
Board meetings : Meetings of the Board of Directors shall be held a minimum of six (6) meetings per fiscal year at a predetermined time and place as designated by the Board. Either written or electronic notice of each such meeting shall be sent by the Secretary at least five (5) days prior to the date of the meeting. The quorum for such a meeting shall be a majority of the Board.
SECTION IV : Special board meetings :
Special board meetings: Meetings of the Board of Directors may be called by the President or by the Secretary upon receipt of a written request signed by at keast three (3) members of the Board of Directors. All Board meetings shall be held in a predetermined location at such a place, date and hour as may be designated by the person or persons authorized herin to call such a meeting. A quorum for such a meeting shall be a majority of the Board of Directors members present.
SECTION V Voting :
Voting : Each member in good standing whose dues are paid for the current fiscal year shall be entitled to one (1) vote at any meeting at which the member is present. Proxy voting will not be permitted at any club meeting.
SECTION VI Correspondence :
Correspondence : Unless otherwise specified in these Bylaws, club communications may be sent by alternative methods other than postal service as set by the Board of Directors, ie electronic mail. Individual members may elect to receive communications via electronic email methods by signing an authorization, and members may similarly revoke such authorization with a signed request.
ARTICLE III DIRECTORS AND OFFICERS
SECTION I Board of Directors :
Board of Directors : The Board of Directors shall be comprised of the President, Vice President, Secretary, Treasurer, Immediate Past President, if available and three other persons all of whom shall be members "in good standing" and all of whom shall be elected for two year terms at the Clubs biennial election as provided in Article IV, Section IV. General management of the clubs affairs shall be entrusted to the Board of Directors.
SECTION II Officers :
Officers : The Club officers consisting of President, Vice President, Secretary and Treasurer shall serve in their respective capacities, both with regard to the Club and its meetings and the Board of Directors and its meetings.
A. The President shall preside at all meetings of the Club and of the Board of Directors and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in the By Laws.
B. The Vice President shall have the duties and exercise the powers of the President in case of the Presidents death , incapacitation or unavailability. In the Vice Presidents incapacity or inability to serve the authority then passes on to the Board of Directors.
C. The Secretary shall have charge of correspondence, notify members of meetings, notify new members of their election to membership, notify officers and directors of their election to office, keep a roll of all the members of the Club with their addresses, keep a record of all meetings of the Club and Board of Directors and of all matters of which a record shall be ordered by the Club and carry such other duties as are prescribed by these Bylaws.
E. The Treasurer shall collect and receive all monies due or belonging to the club. He/she shall deposit the same at a bank designated by the Board of Directors in the name of the club. The books shall be art all times open to the inspection of the Board of Directors. The Treasurer shall report to the Board of Directors at every meeting the condition of the club's finances and every item of receipt or payment not before reported. At the annual meeting the Treasurer shall render an account of all monies received and expended during the previous fiscal year. Checks must be signed by the Treasurer or the President. The Treasurers books shall be audited every election year at least thirty (30) days prior to the elections meeting by a three member Committee appointed by the President. The Treasurer shall be bonded in such amount as the Board of directors shall determine.
SECTION III Vacancies :
Vacancies : Any vacancy occurring on the Board or among the officers during the year shall be filled until the next election by a member in good standing as selected by a majority of the then members of the Board at is first regular meeting following the creation or notification 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 the resulting vacancy in the office of Vice President shall be filled until the next election by a member in good standing as selected by a majority of the then members of the Board. Any officer or member of the Board of Directors that has three unexcused absences as determined by the Board of Directors within any given year from the regular meetings of the Board of Directors shall be considered to have resigned their position and their position shall be filled until the next election by a member in good standing as selected by a majority of the then members of the Board at its first regular meeting or at a Special Board Meeting, called for that purpose except that a vacancy in the office of President and the resulting vacancy in the office of Vice President shall be filled until the next election by a member in good standing as selected by a majority of the then members of the Board.
ARTICLE IV THE CLUB YEAR, ANNUAL MEETING AND ELECTIONS :
SECTION I. Club Year :
Club year : The club fiscal year shall begin on the first day of July and end on the thirtieth day of June.
SECTION II. Annual Meetings :
Annual meetings: The annual meeting shall be held in the month of October. In even years the ballots will be counted for the election of officers for the ensuing term.
SECTION III : Elections :
Elections : The nominated candidate receiving the greater number of votes for each office and Board of Directors position shall be declared elected. Each retiring officer shall turn over to his/her successor in office all properties and records relating to that office within thirty (30) days after the election.
SECTION IV : Reaffirmation :
Reaffirmation : At each election meeting the status of the honorary members will be determined by majority vote.
Nominations : No person may be a candidate in a election who has not been nominated. During the month of July in even years the Board of Directors shall select the Chairperson of the nominating committee who shall select two committee members from the general membership. The Secretary shall immediately notify the committee members of their selection. It shall be the duty of the Nominating Committee Chairperson to call a committee meeting which shall be held on or before August 1.
A. The committee shall nominate one candidate for each office and at least three candidates for the three other positions on the Board of Directors. After securing the consent of each person so nominated the committee shall immediately report their nomination to the Secretary in writing.
B. Upon receipt of the Nominating Committees report, the Secretary shall before Sept 1 notify each member in writing of the candidates so nominated.
C. Additional nominations may be made at the August meeting by any member in good standing in attendance, provided that the so nominated does not decline when his/her 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.
D. Nominations cannot be made at the annual meeting or any other manner than provided in this section.
ARTICLE V. COMMITTEES :
The Board of Directors may every election year, after the election, appoint standing committee Chairpersons to the following : Show Committee, Membership Committee, Club Historical Committee, Breed Rescue Committee, Newsletter Committee, Web Page Committee, Sunshine Committee, Legislative Liaison Committee, and Annual Awards Committee to advance the work of the club in such matters as specialty shows, obedience trials and other fields which may well be served by the committees. The Committee Chairpersons shall select committee members from the general membership. Such committees shall always be subject to final authority of the Board of Directors. Special committees shall also be appointed by the Board of Directors to aid 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 of Directors may appoint successors to those persons whose services have been terminated.
ARTICLE VI. 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 with nine (9) copies with the Secretary together with the deposit of fifty (50) dollars 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 of Directors or present them at a Board of Directors meeting and the Board of Directors shall consider whether the action alleged in the charge is proven to constitute conduct prejudicial to the best interests of the club or the breed. If the Board considers that the charges do not allege conduct which would be prejudicial to the best interests of the club or the breed, it may refuse to entertain jurisdiction. If the Board of Directors entertains jurisdiction of the charges it shall fix a date of a hearing by the Board not less than three (3) weeks nor more than six (6) weeks thereafter. The Secretary shall promptly send one copy of the charges to the accused member by certified mail with return receipt requested together with a notice of the hearing and an assurance that the defendant may personally appear in his/her own defense and bring a witness or witnesses if he/she wishes.
Board Hearings : The Board of Directors shall have complete authority to decide whether counsel may attend the hearing, but both the 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 the 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 cases the suspension shall not restrict the defendants 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 Secretary. The Secretary in turn shall notify each of the parties of the Board of Directors decision and penalty if any.
Expulsion : Any member may be suspended from the club for fraudulent or dishonorable practices either in connection with the shows, matches, sales, stud services or for any conduct prejudicial to the best interests of the club or The American Kennel Club. Such charges must be made in writing by a member in good standing and placed in the hands of the Secretary for action at the next meeting of the Board of Directors. The Secretary shall notify the member of the charge and temporary suspension by certified mail at least fifteen (15) days prior to the next regular meeting, at which time the temporary suspension shall receive a hearing. At this meeting the accused member shall have the right to appear and present witnesses, evidence and testimony on his/her behalf. The suspension shall be made permanent if so voted by a two thirds (2/3) majority of the active members present. Otherwise, the suspended member shall be reinstated.
Amendments : Amendments to the Constitution and By Laws may be proposed by the Board of Directors or by the written petition addressed to the Secretary signed by 20% of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board of Directors and must be submitted to the members with recommendations of the Board by the Secretary for vote within three (3) months of the date when the petition was received by the Secretary.
The Constitution and By Laws may be amended by a two thirds (2/3) vote of the members present and voting at a regular or special meeting called for that purpose, provided the proposed amendments have been included in the notice of the meeting and sent to each member at least two (2) weeks prior to the date of meeting.
Dissolution : The club may be dissolved at any time by the written consent of not less than two thirds (2/3) of the members. In the event of the dissolution, other than for the purposes of reorganization of the club, whether voluntary or involuntary or by the 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 member of the club, but after payment of the debts of the club its property and assets shall be given to a non profit organization for the benefit of Chihuahuas selected by the Board of Directors.
ARTICLE IX. ORDER OF BUSINESS :
At the meeting 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
Reports of Committees
Election of Officers and Board (At election meetings on even years)
Election of new members
At meetings of the Board of Directors, the order of business unless otherwise directed by a majority vote of those present, shall be as follows :
Reading of minutes of last meeting
Report of Secretary
Report of Treasurer
Reports of Committes
ARTICLE X. PARLIAMENTARY AUTHORITY
The rules contained in Roberts Rules of Order, revised shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these Constitution and By Laws.