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Article I – Name and Objects
Section 1. The name of the club shall be Cavalier King Charles Spaniel Club of Northern Florida
Section 2. The objects of the club shall be:
(a) to encourage and promote quality in the breeding of purebred Cavalier King Charles Spaniels and to do all possible to bring their natural qualities to perfection;
(b) to urge members and breeders to accept the standard of the breed as approved by The American Kennel Club as the only standard of excellence by which Cavalier King Charles Spaniels shall be judged;
(c) To do all in its power to protect and advance the interests of the breed by encouraging sportsmanlike competition at dog shows, and all AKC events for which the club is eligible.
(d) to conduct sanctioned matches, dog shows, and educational activities under the rules and regulations of The American Kennel Club, and all AKC events for which the club is eligible.
(e) To Rescue endangered Cavalier King Charles Spaniels;
(f) To promote the health and well being of the breed.
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 to the club shall inure to the benefit of any member or individual.
Section 4. 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
Article II – Membership
Section 1. Eligibility. There shall be 5 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:
1) Individual memberships will be open to all persons 18 years and older who wish a voting membership;
2) Household memberships will be open to all persons 18 years and older who wish a voting membership; however, each household will have but one vote;
3) Junior membership will be open to persons under 18 years of age who are eligible to fully participate except may not a) vote and b) hold office.
4) Honorary membership shall be open to persons who have performed outstanding service to the Club or the Breed and shall be conferred by a vote of the membership. Honorary members will pay no dues, nor will they be eligible to vote or hold office, however an honorary member who chooses to pay annual dues will be eligible to vote and to hold office. 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.
(5) Corporate membership will be open to businesses, who may have two members one who may vote and hold office.
Section 2. Dues. Membership for individual dues shall not exceed $30.00 per year; dues for household membership shall not exceed $50.00 per year, dues for junior membership shall not exceed $10.00 per year, dues for corporate shall not exceed $75 per year payable on or before the 1st day of January of each year. No member may vote whose dues are not paid for the current year. During the month of November the Treasurer shall send to each member statement of 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 the constitution and bylaws 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. Accompanying the application, the prospective member shall
submit dues payment for the current year. Dues of a new Member accepted after October 1 in any year shall be applied to the following year also. All applications are to be filed with the Secretary and each application is to be read at the first meeting of the club following its receipt. At the next club 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 by the club may not reapply within six months after such rejection.
Section 4. Termination of Membership. Memberships may be terminated;
(a) By resignation. Any member in good standing may resign from the club upon written notice to the Secretary, but no member may resign when in debt to the club. Obligations other than dues are considered a debt to the club and must be paid in full prior to resignation
(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 90 days of grace to such delinquent members in meritorious cases. 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 VII of these bylaws.
Article III – Meetings and Voting
Section 1. Club Meetings. Club meetings will be held 6 times per year. Written notice of each such meeting shall be mailed by the Secretary at least 10 days prior to the date of the meeting. The Quorum for such meetings shall be 20 percent of the members from the greater Gainesville/ NorthFlorida area 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 at area dog shows or within the greater Gainesville/North Florida 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 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 20 percent of the members in good standing.
Section 3. Board Meetings. Meetings of the board of directors shall be held 6 times annually, two of which may be telephonic at least two of which shall be at area dog shows and two which may be in the Greater Gainesville/ North Florida area. The Board shall meet at such hour and place as may be designated annually by the board. Written notice of each such meeting shall be mailed 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 at area dog shows or within the greater Gainesville/North Florida area such place, date, and hour as may be designated by the person authorized herein to call such meeting. Written notice of such meeting shall be mailed or emailed 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. Alternative Notification of Club or Board Meetings. The Secretary may call a club or board meeting via email pursuant to the time requirements found in Sections1-4 of this Article. Each member shall authorize and agree to this method of notification which may be revoked by said member. In such instance the club must document through phone records that a reasonable attempt has been made to reach the member by telephonic communication followed by written US mail. Such authorization or attempt to reach the member by phone or mail shall release the Cavalier King Charles Spaniel Club of Northern Florida from any liability should the email, phone or US mail notification be received late or not received by the member or board member due to circumstance beyond the clubs control.
Section 6. Telephonic Board Meetings. Meetings of the Board may be held telephonically provided the board agrees annually. Notice must be given pursuant to sections 1-5 of this Article to all board members. Business (voting) may be conducted provided:
Each board member is given a toll free number, the time and agenda.
A roll call of board members and all others on the call are verified by the Secretary. A quorum must be present.
The meeting and all votes are conducted pursuant to Article XI. Minutes and board votes by name shall be recorded by the Secretary and made available to the membership.
Section 7. Voting. Each eligible 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.
Article IV – Directors and Officers
Section 1. Board of Directors. The board shall be comprised of the officers and 3 other persons, all of whom shall be members in good standing and all of whom shall be elected for one-year terms at the club’s annual meeting as provided in Article V and shall serve until their successors are elected but for no more than 4 years. 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.
(a) The 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.
Section 3. Vacancies.
(a) Any vacancies occurring on the board or among the offices during the year shall be filled until the next 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.
(b) The Board of Directors may declare a vacancy in any office for failure to attend meetings without proper excuse, or for failure to perform the respective duties of the office.
Article V – The Club Year, Annual Meeting, Elections
Section 1, Club Year. The club’s fiscal year shall begin on the first day of January and end on the last day on December 31st of each year. 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 February, at which officers and directors for the ensuing year shall take office immediately upon the conclusion of the Meeting 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 three (3) 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 September, 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 committee members 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 November 15.
(a) The committee shall nominate one candidate for each office and for each open 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, at least two weeks before the January meeting, notify each member in writing of the candidates so nominated.
(c) Additional nominations may be made at the January 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) Officers and Directors shall be elected by secret ballot at the February meeting from among those nominated in accordance with the forgoing provisions of this Section.
Article VI – Committees
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, 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.
Article VII – Discipline
Section 1. American Kennel Club Suspension. Any member who is suspended from the privileges of The American Kennel Club automatically shall be suspended from all 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 members within. Written charges with specifications must be filed in duplicate with the 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 Secretary shall promptly send a copy of the charges to each member of the board 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 the member(s) within. If the board considers that the charges do not allege conduct which would be prejudicial to the best interests of the club or the member(s) within b, 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 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 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 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 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 30-60 days. after the date of the board’s recommendation. 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 finding and recommendation, and shall invite the defendant, if present, to speak in his own behalf if he wishes. The members shall then vote by secret ballot on the proposed expulsion. A 2/3 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.
Article VIII – Amendments
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 secret vote of an affirmative 2/3 of the members present and voting at any regular or special meeting called for the purpose, 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.
Article IX • Dissolution
Section 1. The club may be dissolved at any time by the written consent of not less than 2/3 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 operation of law, none of the property of the club nor any proceeds thereof 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.
Article X – 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:
Roll Call
Minutes of last meeting
Report of President
Report of Secretary
Report of Treasurer
Reports of committees
Election of officers and board (at annual meeting)
Election of new members
Unfinished business
New business
Adjournment
Section 2. At meetings of the board, the order of business, unless otherwise directed by majority vote those present,
shall be as follows:
Reading of minutes of last meeting
Report of Secretary
Report of Treasurer
Reports of committees
Unfinished business
New business
Adjournment
Article XI- Parliamentary Authority
Section 1. The rules contained in the current edition of “Robert’s Rules of Order, Newly revised,” shall govern the club in all cases
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