Constitution and By Laws
GREATER KINGSPORT KENNEL CLUB, INC.
CONSTITUTION AND BY LAWS
Revised on 4/23/18
Name and Objectives
SECTION 1. The name of the Club shall be the Greater Kingsport Kennel Club, Inc.
SECTION 2. The objects of the club shall be:
(a) to further the advancement of all breeds of pure-bred dogs and to do all possible to bring their natural qualities to perfection.
(b) to do all in its power to protect and advance the interests of
- dog shows
- obedience trials
- rally trials
- agility trials
- and to encourage sportsmanlike competition at such events; and
(c) to conduct
- sanctioned matches
- dog shows
- obedience trials
- rally trials
- agility trials
- and any other event for which the club is eligible under the Rules and Regulations of The American Kennel Club.
SECTION 3. The Club shall not be conducted or operated for profit and no part of any profits or remainder or residue from dues or donations of the Club shall be used to the benefit of any members or individual.
Awards, honorariums, or gifts for exceptional service to or for the Club shall not be considered as being for the exclusive benefit of a 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 objects. No amendments to the Constitution and By-Laws that is adopted by the Club shall become effective until it has been approved by the Board of Directors of the American Kennel Club.
SECTION 1. Eligibilty. There shall be four (4) types of membership open to all persons who are in good standing with the American Kennel Club and who subscribe to the purposes of this Club.
While membership is to be unrestricted as to residence, the Club’s primary purpose is to be representative of the breeders and exhibitors in its immediate area.
Type 1 General Membership. Entitled to all the privileges of the Club, including voting and holding office (18 years of age and older).
Type 2 Associate Membership. Entitled to all the privileges of the Club, except voting and holding office (18 years of age and older).
Type 3 Junior Membership. Junior membership shall be open to all persons between the ages of 10 and 17 who are in good standing with the American Kennel Club, and who subscribe to the purposes of this Club. Junior members have full privileges except voting, holding office, or serving on the Board of Directors. A Junior member shall advance to General Membership immediately following his/her eighteenth (18) birthday and will be entitled to General Membership privileges without additional expense for the current year.
Type 4 Honorary Membership. Honorary members do not pay dues and cannot vote or hold office. Honorary members may maintain voting status by payment of dues if 18 years of age or older.
SECTION 2. Dues. During the third (3rd) quarter of the Club’s fiscal year the Board will reviews and make a recommendation to the General Membership regarding the amount of annual dues for General Membership, Associate Membership and Junior Membership, payable for the coming fiscal year. Dues for the Associate Membership shall be less than that for General Membership, but shall be sufficient to cover printing and postal expenses. Dues will be set by two-thirds (2/3) of the membership present and eligible to vote at the Club’s regularly scheduled meeting. The Recording Secretary by written notice through mail or e-mail will advise the membership at least five (5) days in advance of the meeting at which the vote is to be taken. Dues are payable on or before July 1st of each year. No member may vote whose dues are not paid for each current fiscal year. During the month of May, the Treasurer shall send each member a statement of dues for the ensuing year by mail or email.
SECTION 3. Election to General Membership. Each applicant for membership who has attended two meetings shall apply on a form as approved by the Board of Directors and which shall provide that the applicant has read and agrees to abide by this Constitution and By-Laws and the rules of the American Kennel Club. The application shall state the name, address, and occupation of the applicant and it shall carry the endorsement of two members in good standing who have had membership for at least one year and do not reside in the same household. Accompanying the application, the prospective member shall submit dues payment for the current year.
All applications shall be filed with the Recording Secretary who shall read the applications at the next two meetings of the Club. The application will then be reviewed at the next regularly scheduled Board meeting, and presented with the Board’s recommendation to the General Membership for vote. Three fourths (3/4) of all general members present at that meeting, and eligible to vote by secret ballot shall be required to elect the applicant to the General Membership.
Applicants who have been rejected for membership by the Board or Club may re-apply after six months of such rejection.
Election to Associate Membership. Each applicant for Associate Membership shall apply on a form as approved by the Board of Directors and which shall provide that the applicant has read and agrees to abide by this Constitution and By-Laws and the rules of the American Kennel Club. The application shall state the name, address, and occupation of the applicant.
Applications shall be filed with the Recording Secretary, but need not have endorsements of sponsors, not the approval process applicable to General Membership. After a period of one year, Associate Members may apply for General Membership in accordance with the procedures outlined in Section 3, paragraph 1 of the By-Laws. Associate members shall not be tabulated in determining a quorum to conduct Club business.
Applicants who have been rejected for membership by the Board or Club may re-apply after six months of such rejection.
SECTION 4. Termination of Membership. Membership may for terminated:
(a) by resignation. Any member in good standing may resign from the Club upon written notice to the Recording 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 30 days after the first day of the fiscal year; however, the Board may grant an additional 30 days of grace. 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.
SECTION 5. Election to or Reinstatement of Membership. Previous General Members whose membership has lapsed with the Club may be reinstated to full membership subject to all of the following requirements:
(a) that the member was in good standing with the Club at the time his membership lapsed and was not being considered for expulsion of disciplinary action.
(b) that a new application, accompanied by dues and payment of any outstanding debt to the Club, be filed with the Recording Secretary.
(c) that the application be reviewed by the Board.
(d) that there be formal notification to the General Membership with the Board’s recommendation.
(e) that there be an affirmative vote by three-fourths (3/4) of the General Membership present, eligible to vote and voting.
(f) attendance records will be kept for both the Club and Board meetings by the Recording Secretary. If a member comes to a meeting after roll call, his presence shall be noted to the Recording Secretary and he shall be counted as attending the meeting.
Meetings and Voting
SECTION 1. Club Meetings. Meetings of the Club shall be held in the greater Kingsport area on the fourth (4th) Monday of each month, at such hour and place as may be designated by the Board of Directors. Written notice of each such meeting shall be mailed or e-mailed by the Recording Secretary at least ten (10) days prior to the date of the meeting. The quorum for such meetings shall be 20 percent of the members eligible to vote.
SECTION 2. Special Club Meetings. Special Club Meeting may be called by the President, or by a majority vote of the members of the Board who are present and eligible to vote at any regular or special meeting of the Board; and shall be called by the Recording Secretary upon receipt of such a petition signed by five (5) members of the Club who are in good standing. Such special meetings shall be held in the greater Kingsport area 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 meeting shall be mailed or e-mailed by the Recording Secretary no less than five (5) and not more than fifteen (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 of such a meeting shall be 20 percent of the members eligible to vote.
SECTION 3. Board Meetings. Meetings of the board of directors shall be held at least 6 times a year with 1 meeting in each quarter, within the greater Kingsport area at such hour and place as may be designated by the Board. Written notice of the meeting shall be mailed or e-mailed by the Recording 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. Board members are expected to fulfill the duties of their elected office, including attendance at Board Meetings and any called Special Meeting. In instances where this is not possible, the individual must notify the Recording Secretary in advance. Under circumstances in which the Board of Directors cannot meet as previously designated, the Board of Directors may hold board meetings via teleconference or videoconference. Roberts Rules of Order shall apply in instances of misconduct or dereliction of duties.
SECTION 4. Special Board Meetings. Special meetings of the Board may be called by the President, and shall by called by the Recording Secretary upon receipt of a written request by at least three (3) members of the Board. Such meetings shall be held at such place, date, and hour as may be designated by the person authorized herein to call such a meeting. Written notice of such meeting shall be mailed or e-mailed by the Recording Secretary at least five (5) days prior to the date of the meeting. Any such notice shall state the purpose of the meeting and no other business shall be transacted thereat. A quorum for such a meeting shall be the 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/she is present. This will apply to:
(a) Elections. Officers must be elected by a majority of those present, eligible to and eligible to vote.
(b) Constitutional Amendments.
(c) General Business Voting.
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, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, Treasurer, and five (5) other persons of whom shall be members in good standing. One of the five (5) persons shall be the retiring President of the Club who shall serve for one-year term. If there is no retiring President, one of the five (5) Board members shall be elected for a one-year term. The remaining four (4) Board members shall be elected for two (2) year overlapping terms. All officers 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 with each Board member having equal voting privileges. The quorum for Board meetings shall be a majority of the Board.
SECTION 2. Officers. The Club’s officers, consisting of the President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding 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 appurtenant to the office of President in addition to those particularly specified in these By-Laws.
(b) The First Vice President shall have the duties and exercise the powers of the President is case of the President’s death, absence, or incapacity. The First Vice-President shall also chair committees as designated by the Board.
(c) The Second Vice-President shall have the duties and exercise the powers of the President or First Vice-President in case of the First Vice-President’s death, absence, or incapacity. In the event of the President’s simultaneous death, absence or incapacity, he/she shall have the duties of the President. He/She shall also serve in the capacity of Program Chair for the Club.
(d) The Recording Secretary shall keep a record of all meetings of the Club and of the Board and of all matters of which a record shall be ordered by the Club. He/She shall keep a roll of member of the Club with addresses, edit the Club Newsletter, notify members of Board and Club meetings, notify new members of their election to membership, notify officers and directors of their election to office and carry out such other duties as are prescribed in these By-Laws.
(e) The Corresponding Secretary shall maintain files and have charge of all correspondence, maintain and compile yearly membership roll with addresses, notify General Members of their status, provide notes, cards, $50 contribution to requested beneficiary on applicable occasions to Club members and carry out such duties as are prescribed in these By-Laws.
(f) 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 of 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; give a brief report at each meeting of the Club; 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 annually.
(g) AKC Delegate will attend and vote at quarterly Delegate Meetings, attend and participate with Delegate Standing Committees, Bring Member Club’s proposals to the Delegates and or Delegate Standing Committees, purpose amendments to the American Kennel Club By-Laws or American Kennel Club Rules directly to the American Kennel Club Board, inform all members of their Member Club Delegate actions and act as ombudsman for Member Club members dealing with the American Kennel Club.
SECTION 3. Vacancies. Any vacancies occurring on the Board or among the officers during the year shall be filled until the next annual election by a majority vote of all the 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 First Vice-President and the resulting vacancy in the office of the First Vice-President shall be filled by the Second Vice-President. The resulting vacancy in the office of the Second 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 1st day of July and end on the 30th day of June.
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 June at which time Officers and Directors for the ensuing year shall be elected 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 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. The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The five (5) 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 March, the Board shall select a Nominating Committee consisting of three (3) members and two alternates, no more than one of whom may be a member of the Board. The Recording Secretary shall immediately notify by mail or E-mail committee members and alternates of their selection. The Board shall name a chairperson for the committee and it shall be his/her duty to call a committee meeting which shall be held on or before April 1st.
(a) The Committee shall nominate one candidate for each office (and for Delegate, who may but need not be an officer or director of the Club) and positions on the Board in the accordance with ARTICLE III, Section 1 of these By-Laws and, after securing the consent of each person so nominated, and shall immediately report their nominations to the Recording Secretary in writing by mail or e-mail.
(b) Upon receipt of the Nominating Committee’s report, the Recording Secretary shall notify in writing by mail or e-mail each member, two (2) weeks before the May meeting, of the candidates so nominated.
(c) Addition nominations may be made at the May 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 his proposer shall present to the Recording Secretary a written statement from the proposed candidate signifying his willingness to be a candidate. Nominations of this nature must carry a second. No person may be a candidate for more than one position (except for the position of Delegate). The final slate of persons seeking nominations shall be read at the May meeting.
(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 dog shows, obedience trials, rally trials, agility trials, trophies, annual prizes, membership, and other fields which may well be served by committees. Such committees shall always be subject to the final authority of the Board. Special committees may also be appointed by the Board to aid it on particular projects.
SECTION 2. Any committee appointed may be terminated by a majority vote of the full membership of the Board upon written notice by mail or e-mail to the appointee; and the Board may appoint successors to those persons whose services have been terminated.
SECTION 1. The American Kennel Club Suspension. Any member who is suspended from all 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 another another member for alleged misconduct prejudicial to the best interests of the Club or dogs. Written charges with specifications must be filed in duplicate with the Recording Secretary together with a deposit of $25.00 which shall be forfeited if such charges are not sustained by the Board following a hearing. The Recording Secretary shall promptly send a copy by mail or e-mail 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 or dogs. If the Board considers that the charges do not allege conduct which would be prejudicial to the best interests of the Club or dogs, 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 (3) weeks not more than six (6) weeks thereafter. The Recording Secretary shall promptly send one copy of the charges and the specifications to the accused member by registered mail together with a notice of the date of the hearing and an assurance that the defendant may personally appear in his/her 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 of 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 (6) months from the date of the hearing. If it deems that punishment insufficient, the Board may recommend that the penalty be expulsion. In such case, the determination 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 findings shall be put in written form and filed with the Recording Secretary. The Recording Secretary, in turn, shall notify each of the parties of the Board’s decision and penalty, if any.
Informal Hearing. The Board may request by registered letter that a member appear informally before the Board to discuss any action deemed detrimental to the Club on the part of the member.
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 for expulsion. The defendant shall have the privilege of appearing in his own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the Board’s findings and recommendations, and shall invite the defendant, if present, to speak in his/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 eligible to vote at the meeting shall be necessary for expulsion. If expulsion is not so voted, the Board’s suspension shall still stand.
SECTION 1. Amendments to the Constitution and By-Laws may be proposed by the Board of Directors or by written petition addressed to the Recording Secretary signed by 20 per cent 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 Recording Secretary for a vote within three (3) months of the date when the petition was received by the Recording Secretary.
SECTION 2. The Constitution and By-Laws may be amended by a two-thirds (2/3) secret vote of the members present and voting at any regular or special meeting called for this purpose, provided the proposed amendments have been included in the notice of the meeting and mailed or emailed to each member at least two (2) weeks prior to the date of the meeting.
SECTION 3. No amendment to the Constitution and By-Laws that is adopted by the Club shall become effective until it has been approved by the Board of Directors of the American Kennel Club.
SECTION 1. Dissolution. The Club may be dissolved at any time by the written consent of not less than two-thirds of the members in good standing. In the event of the dissolution of the Club, other than for purposes of reorganization, whether voluntary or involuntary or by operations 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:
Introduction of Guests
Minutes of Last Meeting
Report of the President
Report of the Recording Secretary
Report of the Corresponding Secretary
Report of the Treasurer
Report of the Committees
Election of Officers and Board (at the Annual Meeting)
Elections of New Members
SECTION 2. At the meetings of the Board, the order of business, unless otherwise directed by a majority vote of those present, shall be as follows:
Reading of the Minutes of Last Meeting
Report of Recording Secretary
Report of Corresponding Secretary
Report of Treasurer
Reports of Committees
SECTION 1. The rules contained in the current edition of “Roberts 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 By-Laws and any other special rules of order the Club may adopt.