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American Water Spaniel Field Association
Article I –
Name and Objects
The name of the club shall be: American Water Spaniel Field Association, Inc.
The objects of the club shall be:
a) To further the advancement of all spaniel hunting test breeds;
b) To do all in its power to protect and advance the interests of hunting tests and to encourage sportsmanlike conduct at such events;
c) To conduct hunting tests under the rules and regulations of The American Kennel Club.
d) To disseminate knowledge, conduct classes in and promote the training of purebred dogs;
e) To encourage the training of judges.
g) To urge members and breeders to accept the standard of the breed as approved by The American Kennel Club as the standard of excellence by which American Water Spaniels shall be judged;
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.
The members of the club shall adopt and may from time to time revise such bylaws as may be required to carry out these objects.
Section 1. Eligibility - There shall be five types of membership, open to all persons eighteen years of age and older and one type open to those under eighteen (18) years of age who are in good standing with The American Kennel Club and who subscribe to the purposes of this Club. The forms of membership shall be:
(a) Regular membership. Providing voting rights and all club benefits to an individual;
(b) Household membership. Providing voting rights and all club benefits to two persons residing in the same household;
(c) Lifetime membership. Providing voting rights and all club benefits to an individual for the remainder of his/her natural life. This form of membership is not transferable;
(d) Junior membership. Providing membership to one individual under the age of eighteen (18); this form does not provide voting rights.
(e) Honorary membership. This form does not provide voting rights but does offer all other club benefits. An honorary member may elect to obtain regular, household, or life membership which would give him full voting power.
Section 2. Dues - Membership dues shall be established by the Board of Directors no later than the month of September in any club year. If no change in the cost of dues is established by October 1 of any year, the cost of membership dues for the previous year will continue forward. Honorary memberships may be offered by the Board of Directors and will be free of any cost to the member. Dues are payable on or before the 1st day of March of each year. A membership shall be deemed to have lapsed if dues are not received by April 1 of each year and the person or household shall no longer be considered a member of the club. No member may vote whose dues are not paid for the current year or who is an honorary member. During the month of January, the Secretary shall send to 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 bylaws and the rules of The American Kennel Club. The application shall state the name, address and occupation of the applicant. Accompanying the application, the prospective member shall submit dues payment for the current year. Applicants may be elected by secret ballot at any meeting of the Board of Directors or by secret vote of the Directors by mail. Affirmative votes of 2/3 of the Directors present at a meeting of the Board or of 2/3 of the entire Board voting by mail, Email, FAX, or telephone conference call shall be required to elect an applicant. An application which has received a negative vote by the Board may be presented by a member in good standing at the next annual meeting of the Club and the members may elect such applicant by secret ballot and a favorable vote of two-thirds (2/3) of the members present.
Meetings and Voting
Section 1. Club Meetings - Meetings of the club shall be held at least six times each year within the Great Lakes region at such hour and place as may be designated by the board of directors. For the purpose of these bylaws, the Great Lakes region is deemed to include the states of Illinois, Indiana, Michigan, Minnesota, New York, and Ohio. Written notice of each such meeting shall be mailed, electronically or by standard post, by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meetings shall be ten percent (10%) of the members in good standing.
Section 2. 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; 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 the Great Lakes region at such place, date, 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 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 thereat. The quorum for such a meeting shall be ten percent (10%) of the members in good standing.
Section 3. Board Meetings - Meetings of the board of directors shall be held each month within the greater Great Lakes region at such hour and place as may be designated by the board. Meetings of the board may be attended in person, by teleconference, or by email. Written notice of each such meeting shall be mailed, electronically or by standard post, 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 Great Lakes region at such place, date, and hour as may be designated by the person authorized herein to call such meeting. Meetings of the board may be attended in person, by teleconference, or by email. Written notice of such meeting shall be mailed by the Secretary at least five days and not more than 10 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 thereat. The quorum for such a meeting shall be a majority of the board.
Section 5. Voting - Each member in good standing whose dues are paid for the current year shall be entitled to 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 officers and one other person, all of whom shall be members in good standing and all of whom shall be elected for two-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.
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 bylaws.
(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 of the board and of all matters of which a record shall be ordered by the club; 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 bylaws.
(d) The Treasurer shall collect and receive all moneys due or belonging to the club. Moneys shall be deposited in a bank designated by the board, in the name of the club. The books shall at all times be open to inspection by the board and a report shall be given at every meeting on the condition of the club's finances and every item of receipt or payment not before reported; and at the annual meeting an accounting shall be rendered 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.
(e) The offices of Secretary and Treasurer may not be held by the same person.
Section 3. Vacancies - Any vacancies occurring on the board or among the offices during the year shall be filled until the next biennial annual election by a majority vote of all the then 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 the resulting vacancy in the office of Vice President shall be filled by the board.
The Club Year, Annual Meeting, Elections
Section 1. Club Year - The club's fiscal year shall begin on the first day of March and end on the last day of February.
The club's official year shall begin immediately at the conclusion of the annual meeting and shall continue through the next annual meeting.
Section 2. Annual Meeting - The annual meeting shall be held in the month of March, at which officers and directors shall be elected, if applicable, by secret ballot from among those nominated in accordance with Section 4 of this Article. They shall take office immediately upon the conclusion of the election and each retiring officer shall turn over to the successor in office all properties and records relating to that office within 30 days after the election.
Section 3. Elections - The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The nominated candidates for other positions on the board 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 November, 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 such person's duty to call a committee meeting, which shall be held on or before January 1.
committee shall nominate one candidate for each office and position on the board
and, after securing the consent of each person so nominated, shall immediately
report their nominations to the Secretary in writing.
(b) Upon receipt of the Nominating Committee's report, the Secretary shall before February 1 notify each member in writing of the candidates so nominated.
(c) Additional nominations may be made at the annual meeting by any member in attendance, provided that the person so nominated does not decline when their 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 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 manner other than as provided in this Section.
Section 1. The board may each year appoint standing committees to advance the work of the club in such matters as hunt tests, 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 services have 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 $100, 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 for a hearing by the board not less than three weeks nor more than six 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/her own defense and bring witnesses if he/she 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 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/her fellow members at the ensuing club meeting which considers the board's recommendation. Immediately after the board has reached a decision, its finding 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 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/her own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the board's finding and recommendation, and shall invite the defendant, if present, to speak in his/her own behalf if he/she wishes. The members shall then vote by secret ballot on the proposed expulsion. A two-thirds 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.
Section 1. Amendments to the constitution and bylaws may be proposed by the board of directors or by written petition addressed to the Secretary signed by 20 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.
Section 2. The constitution and bylaws may be amended by a two-thirds vote of the members present and voting at any regular or special meeting called for the purpose or by votes cast by mail in accordance with procedures established by the board of directors, 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 or the date that ballots are due to be received by mail at the secretary’s mailing address.
Section 1. The club may be dissolved at any time by the written consent of not less than two-thirds 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 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.
Order of Business
Section 1. At meetings of the club, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
Minutes of last meeting
Report of President
Report of Secretary
Report of Treasurer
Reports of committees
Election of new members
officers and board (at annual meeting)
Section 2. At meetings of the board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:
minutes of last meeting
Report of Secretary
Report of Treasurer
Reports of committees
Section 1. The rules contained in the current edition of "Robert's Rules of Order, Newly Revised," shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any other special rules of order the club may adopt.