1. Name of Club - Poodle Club of Canada.
1.1 a Area of Operation-Canada
1.2 The rules contained in the current
edition of the Roberts Rules of Order shall govern The Poodle Club of Canada in
all cases to which they are applicable and in which they are not inconsistent
with the Constitution.
2.
Objects (aims)
2.1 The Objects (aims) of the club are:
A) to create and promote interest in the
poodle by encouraging quality in the breeding of the purebred poodle and to do
all possible to encourage their standard of perfection;
B) to encourage the exhibition of Poodles
at regular bench and specialty shows and in obedience trials;
C) to encourage the introduction of poodles
into as many fields as possible
D) to urge members and breeders to accept
the standard of the breed as approved by The Canadian Kennel Club as the
premier standard of excellence;
E) to encourage the organization of
independent local Poodle Specialty Clubs in those localities where there are
sufficient fanciers of the Poodle to meet the requirements of the Canadian
Kennel Club;
F) to do all in its power to protect and
advance the interest of the breed and encourage sportsman like competition at
conformation show and all other performance events in which the Poodle can
participate;
G) to conduct sanctioned and approved
events under the rules of the Canadian Kennel Club and to abide by the Canadian
Kennel Club code of ethics;
H) The Poodle Club shall be operated on a
nonprofit basis. Any surplus shall not be used to the benefit of any member of
the club;
I) the members of the Poodle Club shall
adopt and may from time to time revise these by-laws as may be required to
carry out these objects (aims).
3. MEMBERSHIP
3.1 Membership year
Membership
in the Poodle Club shall be based on the calendar year.
3.2 Eligibility
The
Poodle Club shall consist of members, the number of whom shall be unlimited. A
list of the names and addresses of such members shall be kept by the Secretary
and shall be open for inspection. Members must be in good standing with the
Canadian Kennel Club.
3.3 Types of Membership
There
shall be three types of membership, they are as follows:
A)
Regular member
B)
Family membership
C)
Junior member (nonvoting)
3.4 Fees
The
annual subscription is due and payable on January 1st. The yearly fee for single
(regular) and family membership will be set by the executive and all members
will be informed in the minutes of the October meeting of the fees for the
following year. Any member, whose dues are not paid by January, cannot speak or
vote at any meeting until their dues are paid, Dues not paid by February 28th
indicates automatic cancellation of membership. Nonvoting junior membership to
the age of 16 years shall be one-quarter the regular membership fee.
3.5 Application for Membership
Applications
for membership shall be made to the Secretary, in writing .The candidate for
membership shall be proposed by two members of the club in good standing.
Election shall be vested in the membership.
3.6 Approval of Membership
The
applications shall be presented at the meeting following application. The names
and addresses of the applicants shall be recorded in the minutes for comments
of the full membership. All comments must be signed. At the following meeting a
vote will be taken by secret ballot by the members present. Any member not
present may vote in advance of the meeting by mail, fax or e-mail.
Communications must have the voters name attached. No phone votes accepted. A
75% majority vote is necessary for acceptance. Applicants attending the meeting
will be asked to vacate the room while the application and vote are being
processed.
3.7 Rejection of Membership
Any
applicant who is rejected must be provided with a reason in writing for the
rejection.
3.8 Termination of Membership
A) Memberships maybe terminated as follows:
1) Resignation - any member in good
standing, may resign from the club by providing written notice to the secretary
2) Lapsing - a membership will be
considered lapsed and automatically terminated if such member’s dues remain
unpaid 60 days after the first day of the fiscal year
3) Expulsion - a membership may be
terminated as provided in section 10 of these bylaws
3.9 Voting Privileges
Unpaid
membership dues shall constitute denial of voting privileges.
4. GENERAL MEETINGS
4.1 The Annual General meeting of the Poodle
Club of Canada will be held in the month of September of each year. Notice of
the meeting will be sent by post to each member of the club at least seven (7)
days prior to the meeting
Quorum:
shall
consist of at least two officers of the club plus at least three other members
in good standing in the club.
4.2 SPECIAL GENERAL CLUB METING
Any
special meeting will be called in the same manner as the annual meeting.
4.3 BOARD MEETINGS
Will
be called in the same manner as a special meeting.
5. BOARD OF DIRECTORS
5.1 The Board:
The
Board of Directors of the Poodle Club shall consist of the president, two
vice-presidents, recording secretary, corresponding secretary, and treasurer
who are residents of Canada. In addition there must be a minimum of four (4)
directors of at least six (6) regions across Canada .No more than three
directors can live in one region. Directors must reside in the area that they
represent.
5.2 Officers:
Officers
of the club shall be the President, Vice-President, Second Vice-President,
Recording Secretary, Corresponding Secretary, Treasurer and a minimum of four
directors. All must be residents of Canada and in good standing in The Canadian
Kennel Club.
A) The President shall chair all Board and
General Meetings of the Poodle Club and shall have such duties as specified in
these by-law
B) The Vice-president shall assume the
duties and exercise the responsibilities of the President or in such case as
the President is unable to carry out the duties as President
C) The Recording secretary shall keep a
record of all meetings of the Poodle Club and record the minutes at these
meetings. Provide minutes to all the members.
D) The Corresponding Secretary shall
receive and send all correspondence and notify new members of their election to
membership, notify members of the meetings, notify Officers and Directors of
the Club of their election to office, keep a roll of all current members
complete with addresses and phone numbers and carry out other such duties as
prescribed by the Poodle club
E)
Committees
1)
Amendment Committee (3 appointed members)
To
carry out amendments to the Constitution
2)
Special Committees
The
members of any meeting of the Club may appoint from the Membership, special
committees, and in all cases, shall name the presiding officer.
The
duties of each such committee shall be as may be delegated to it by the
members, at any meeting of the Club, but the actions of any such special
committee shall be subject to the approval of the members at any meeting of the
Club.
The
members of any meeting of the Club may remove from or appoint members to any
special committee.
The
members of any meeting of the Club may terminate any special committee, upon
determination that the purpose for which the committee was formed has been
fulfilled.
3)
Executive Committee:
To
consist of the Clubs Executive.
The
Executive Committee shall be given the power, without the membership’s
approval, to deal with emergency matters only.
The
Executive Committee shall be accountable to the membership for its decisions.
5.3 Vacancies
Should
a vacancy occur on the Board, the board may appoint a member of the club to
fill the vacancy. Should a vacancy occur in the office of President, such an
office would be filled automatically by the Vice-president. The resulting
vacancy in the office Vice-president shall be filled by the 2nd Vice-president.
The resulting vacancy by the 2nd Vice-president shall be filled by a majority
vote of the Board.
5.4 Terms of Office
The
term of the office for all Officers and Directors of the Club shall be for two
(2) years.
These
shall retire biannually but remain eligible for re-election and re-appointment.
Officers
of the Club must be members in good standing for more than one year at the date
of nomination except for the office of President. The time limitation for this
position shall be two years at the date of nomination.
All
Officers and Directors of the Club must be members in good standing of The
Canadian Kennel Club.
6.
Nominations and Elections:
6
.1 Nominations, Elections and
balloting shall be vested in the membership of good standing on April 30th.
6.2 Nominations for officials for the ensuing
year shall be made at the May meeting of the membership, after which the
Secretary will write the nominees and give them two (2) weeks to either accept
or decline.
6.3 Postal ballots will be sent to the
membership and shall be returned sealed, prior to the Annual General meeting
being called to order. Elections must be conducted by secret ballot and proxy
voting is not allowed.
6.4 At the Annual meeting all the sealed ballots
will be opened and counted by two members selected by the membership.
7.
The Annual General Meeting
7.1 Meetings of the Club may be held the
second Tuesday of each month or on an alternate date agreed on by the members.
No regular meeting of the Club will be held during July and August unless a
special meeting is deemed necessary. Notice for any Special meeting and the
Annual General Meeting shall be sent by post to each member of the Club at
least seven (7) days prior to the date of the meeting.
7.2 A Quorum shall consist of at least two
(2) officers of the Club plus three (3) other members.
8.
Amendments
8.1
The Constitution may be amended by at least a two-thirds (2/3) affirmative vote
of all eligible voting members by ballot.
All amendments so passed shall
become effective immediately.
8.2 Notice of all proposed amendments shall
be in writing and must be mailed or delivered to the Secretary on or before May
1st.
8.3 The Secretary shall forward to the Chair
of the Amendments Committee all proposed amendments properly submitted.
8.4 The Amendments Committee shall submit the
ballot, including the voting of the amendments committee, to the Secretary for
inclusion in the mailing of the ballots for the election of Officers.
8.5 The ballots will indicate sufficient
information to enable members to complete the ballot and return to the
Secretary.
8.6 All members of the Club in good standing
shall not be denied any of the Club’s privileges.
9
Financial Statements
9.1 The Finical year of the Club shall be
open on the 1st day of January and close on the 31st of December.
9.2 The finical books of the Club shall be
audited annually by a certified public accountant or auditor, and the statement
submitted at the February meeting.
9.3 An Annual statement of accounts, duly
audited shall be mailed to all members of the Club.
10
Discipline
10.1 Any member of the Club who is suspended,
debarred, deprived, expelled or whose membership has been terminated by the
CKC’s Discipline committee shall be suspended from the privileges of the Club
for a like period.
10.2 If the conduct of any member shall, in the
opinion of the membership, be injurious or likely to be injurious to the
character or interest of the Club, the membership may at a meeting, determine
if a Special General Meeting of the club shall be called for the purpose of
considering what action is necessary. Notice of these meeting shall be sent to
the accused member, giving the particulars of the complaint and advising the
member of the time, place and hour of the meeting so that the accused member
may offer an explanation. If at the Special General Meeting, a resolution to
expel the member is passed by a two-thirds majority of members present and
voting by secret, written ballot, the member shall cease for all purposes to be
a member of the Club. The Member may within two calendar months appeal upon and
subject to such conditions as the Club may impose.
11
Duties of Officers
11.1 The President shall preside at all meetings
of the Club but shall have no vote, except where an equal tie of votes is
deadlocked. In the President’s absence, the First Vice-President shall take the
chair.
11.2 The secretary shall keep a complete record
of all meetings of the Club and shall have charge of all correspondence
relating to the Club. On election of a member, the Secretary shall send him
written notice of his election and also furnish him with a copy of the
Constitution. The Secretary shall notify in writing Officers of their Election.
The files and records of the Secretary shall be open to inspection at all
times.
11.3 The Treasurer shall collect and receive all
revenues of the Club and deposit same in the club bank account as approved by
the Board, in the name of the Poodle Club. The books of the club shall be open
to inspection by the Board at any time and a financial report shall be provided
at every meeting of the Board and at every Annual General Meeting of the Club.
The finical records of the Poodle club are the property of the Club. The treasurer
shall pay all orders authorized by an affirmative vote of the members as
recorded in the minutes. Checks are to be signed for payment by two of the
three following officers: the President, the recording secretary and the
treasurer. The Treasurer and secretary to be the preferred signing officers.
The Treasurer shall be authorized to transfer funds from the current account to
the savings account and vice versa as necessary. Any funds in excess of $100.00
advanced to any member of the Club for any purpose must be deposited in a
chartered bank in the name of the Club, having a signature in trust, the person
to whom the funds were advanced. A receipt shall be given acknowledging the
funds and stating the purpose to which the money will be used. The person receiving
the funds shall accept responsibility for a year end accounting of receipts and
disbursements or such as required by the Treasurer. A copy of the statement of
each separate account shall be provided to the Treasurer on request.
12
Order of Business
12.1 Call the meeting to order
12.2 Reading of the minutes
12.3 Order of the Day
12.4 Applications for membership
12.5 Treasurer’s report
12.6 Reports of Standing Committees
12.7 Reports of Special Committees
12.8 Communications and accounts
12.9 Unfinished business
12.10 New business
12.11 Good and Welfare
12.12 Under this heading are included remarks and
debates to promote the interest of the Club and breeds in general
12.13 Braggart’s corner
12.14 Adjournment
13. Dissolution
The Club may be dissolved at anytime
by providing to the CKC, written documentation signed by at least 2/3 of the
members who are in favor of this decision. Proxy votes are not permitted. In
the event of 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. After payments of the debts of the
Club, it’s property and assets shall be given to a charitable organization for
the benefit of dogs as selected by the Club Executive.
Date
March 16, 2008
This
version of the Constitution of The Poodle Club of Canada supersedes all
previous versions.