Potomac Hound Club constitution new

PHC Constitution

Potomac Hound Club

 

 

The Potomac Hound Club

(01/17/02)

 

Constitution:

Article 1

 

Section 1.

The name of the Club shall be The Potomac Hound Club.

Section 2.

The objects of the Club shall be:

(a)   To further the advancement of all Hound Breeds.

(b)   To do all in its power to protect and advance the interests of all breeds of pure-bred dogs and to encourage sportsmanlike competition at dog shows, obedience trails and tracking tests.

(c)   Events shall be conducted 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 the 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

By-laws as may be required to carry out these objects.

Potomac Hound Club

(licensed by the American Kennel Club)

 

Potomac Hound Club

By-laws   

(REVISED 09/18/07)

 

Article I:   Membership

Section 1: Eligibility

There shall be one type of membership open to all persons eighteen years of age and older who are in good standing with the American Kennel Club and who subscribe to the purposes of this club.  While membership shall be unrestricted as to residence, the club’s primary purpose is to be representative of the breeders and exhibitors in the greater Potomac area.

Section 2: Dues

Membership dues shall be set from time to time by the Potomac Hound Club Board of Directors (hereafter referred to as the Board), but shall not exceed $35.00 per individual and/or $50.00 per household payable on or before February 1.   Dues shall not be considered late until after thirty (30) days shall have passed.   A sixty (60) day extension may be applied for and granted by the Board.   No member may vote whose dues are not paid for the current year.   During the month of December, the treasurer shall send to each member a statement of dues for the ensuing year.

Section 3: Election to Membership

Each applicant for membership shall apply on a form approved by the Board which shall provide that the applicant agrees to abide by the 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.  Accompanying the application, the prospective member shall submit dues payment for the current year.   All applications are to be filed with the Secretary, and each application is to be published in the Potomac Hound Club Newsletter.   Any input regarding the application must be put in writing to the Board within thirty (30 days).   The Board then will vote upon the applicant at the next Board meeting, and a two-thirds (2/3) majority in the affirmative shall be required for election to membership.  Applicants who have been rejected by the Board may re-apply after six (6) months.

Section 4: Termination of Membership

Membership may be terminated by any of the following:

 

Article II:  Meetings and Voting

Section 1: Club Meetings

Meetings of the club shall be held once in each quarter in the greater Potomac area at an hour and place designated by the Board.  Written notice of each meeting shall be mailed by the Secretary at least ten (10) days prior to the date of the meeting. (Hereafter, “mail” or “mailing” shall refer to written notice in the form of electronic notification through e-mail or typewritten notification through the U.S. Postal Service to those members not having access to electronic services.)  The quorum for such meetings shall be twenty (20) percent 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 Board members who are present and voting at any regular or special Board meeting, and shall be called by the Secretary upon receipt of a petition signed by five club members in good standing.  Such special meetings shall be held in the greater Potomac area at such place, date, and hour as may be designated by the person or persons authorized to call such meetings.  Written notice of such a meeting shall be mailed by the Secretary at least five (5) days and not more than fifteen (15) days prior to the meeting date.   Said notice shall state the purpose of the meeting, and no other business may be transacted at such meeting.  The quorum for such a meeting shall be twenty (20) percent of the members in good standing.

Section 3: Board Meetings

Meetings of the Board of Directors shall be held as frequently as needed within the greater Potomac area at an hour and place designated by the Board.  Written notice of each meeting shall be mailed by the Secretary at least five (5) days prior to the meeting date.  The quorum for such a meeting shall be a majority of the Board.

Section 4: Special Board Meetings

Special Board meetings may be called by the President and shall be called by the Secretary upon receipt of a written request signed by at least three (3) Board members.  Such special meetings shall be held in the greater Potomac area at a place, date and hour designated by the person or persons authorized to call such a meeting.  Written notice of such a meeting shall be mailed by the Secretary at least five (5) days and not more than ten (10) days prior to the meeting date.  Any such notice shall state the purpose of the meeting, and no other business shall be transacted at such meeting.  A 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 club meeting at which he or she is present.  Proxy voting will not be permitted at any club meeting or election.

Article III: Directors and Officers

Section 1: Board of Directors

The Board shall be comprised of the Officers and five (5) other persons, all of whom shall be members in good standing and all of whom shall be elected for terms of one (1) year at the club’s annual meeting as provided in Article IV and shall serve until their successors have been elected.   General management of the club’s affairs shall be entrusted to the Board of Directors.  Board members are required to attend at least fifty (50) percent of the Board meetings to remain on the Board.

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.

(d) The Treasurer shall collect and receive all monies due or belonging to the club.  Monies shall be deposited in a bank designated by the Board in the club’s name.  The books shall at all times be open to be inspection by the Board, and a report shall be made at every meeting of the condition of the club’s finances, and of every item of receipt or payment not previously reported.   At the annual meeting, an accounting shall be rendered of all monies received and expended during the previous year.  The Treasurer shall be bonded in such amount, as the Board shall determine.

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 remaining Board members 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 the President shall be filled automatically by the Vice President.  The Board shall fill the resulting vacancy in the office of the Vice President.

Article IV: The Club Year, Annual Meeting, and Elections

Section 1: Club Year

The club’s fiscal year shall begin on the first day of January and end on December 31.  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 January, 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 thirty (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 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 October, 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 persons and alternates of their selection.  The Board shall name a chairman for the committee, and it shall be that person’s duty to call a committee meeting on or before November 15.

 

Article V: Committees

Section 1: Appointment

The Board may appoint standing committees to advance the work of the club in such matters as dog shows, trophies, annual prizes, membership, and other fields which may be well 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: Terminations

Any committee appointment may be terminated by a majority vote of the full Board membership upon written notice to the appointee.  The Board may appoint successors to those persons whose services have been terminated.

 

Article VI: Discipline

Section 1: American Kennel Club Suspension

Any member who is suspended from 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.  Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $50.00, 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 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 that 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 the 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 registered mail, together with a notice of the hearing and an assurance that the defendant may personally appear in his or her own defense and may bring witnesses if desired.

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 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 (6) months from the date of the hearing.  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 or her fellow members at the ensuing club meeting that considers the Board’s recommendation.  Immediately after the Board has reached a decision, its finding shall be put in writing 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 sixty (60) days but not earlier than thirty (30) days after the date of the Board’s recommendation of 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 finding and recommendation, and shall invite the defendant, if present, to speak in his own behalf if the defendant so desires.  The members shall then vote by secret ballot on the proposed expulsion.  A two-thirds (2/3) vote of those present and voting at the meeting shall be necessary for expulsion.  If expulsion is not voted, the Board’s suspension shall stand.

 

Article VII: Amendments

Section 1: Proposed Amendments

Amendments to the Constitution and By-laws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by twenty (20) percent of the membership in good standing.  Amendments proposed by such petition shall be promptly considered by the Board and must be submitted to the members with recommendations of the Board by the Secretary for a vote within three (3) months of the date when the petition was received by the Secretary.

Section 2: Voting on Amendments

The Constitution and By-laws may be amended by a vote 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 (2) weeks prior to the date of the meeting.

 

Article VIII:   Dissolution

Section 1

The club may be dissolved at any time by written consent of not less than two-thirds (2/3) 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 by 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, as selected by the Board.

 

Article IX: Order of Business

Section 1: Club Meetings

At meetings of the club, so far as the character and nature of the meeting may permit, the order of business shall be as follows:

Section 2: Board Meetings

At meetings of the Board, unless otherwise directed by the majority vote of those present, the order of business shall be as follows:

 

Article X: Governing Rules

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 By-laws and any other special rules of order the club may adopt.