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Constitution
1. NAME
1.1 The name of the Club shall be The Tibetan Terrier Club of
Canada
1.2 The area of operation shall be All of Canada
2. OBJECTS
2.1 The objects of the Club shall be:
a) To provide a medium for Tibetan Terrier owners and breeders
to join together with equal representation regardless of location
for the betterment of the breed in Canada.
b) To encourage and promote quality in the breeding of Tibetan
Terriers and to do all possible to bring their natural qualities
to perfection.
c) To preserve the standard of the breed as approved by The Canadian
Kennel Club.
d) To conduct sanctioned and approved events under the rules
of The Canadian Kennel Club and to abide by the principles of
The Canadian Kennel Club Code of Ethics.
3. MEMBERSHIP
3.1 Membership Year
Membership in the club shall be based on the calendar year.
3.2 Eligibility
Membership shall be open to all persons eighteen years of age
and older who are in good standing with The Canadian Kennel Club
and who subscribe to the purposes of this club.
3.3 Types Of Membership
There shall be 4 types of membership as follows:
a) Regular Single Membership
A regular single member is any resident of Canada who plans to
own, owns, or has owned a Tibetan Terrier. He/she shall have
the right to vote and the right to hold office in the club, provided
he/she has been a member of the club for at least 6 months prior
to the date of such a vote.
b) Regular Family Membership
A regular family membership consists of two people living in
the same household. All the terms of a regular single membership
apply but only one of each of the club's publications will be
mailed to the family membership.
c) Non Resident Membership
A non-resident is a non-resident of Canada who may neither vote
nor hold office in the club.
d) Honorary Membership
Any person, having made a significant contribution to the breed
may be elected by a two-thirds majority vote. An Honorary member
shall have all the rights and privileges of an active member,
but shall not be required to pay any dues.
3.4 Dues
Membership dues shall be payable by January 1st of each year.
During the month of November the Secretary shall notify each
member that the dues for the ensuing year are payable. If dues
are not paid by the end of March, membership shall be terminated.
The Board of Directors shall determine from time to time the
annual fee to be paid for each category of membership. Proposed
changes shall be voted upon at the Annual General Meeting.
3.5 Application For Membership
Each applicant for membership shall apply on a form as approved
by the Board of Directors properly completed and carrying the
endorsement of two members. Accompanying the application, the
prospective member shall submit dues payable for the current
year.
3.6 Approval Of Membership
Applicants will be elected by the Board. Affirmative votes of
2/3 of the Board shall be required to elect an applicant.
3.7 Rejection Of Membership
Any applicant who has been rejected must be provided in writing
with a reason for such rejection.
3.8 Termination Of Membership
Membership may be terminated as follows:
1) Resignation: Any member in good standing may resign from the
Club upon providing written notice to the Secretary.
2) Lapsing.: A membership will be considered as lapsed and automatically
terminated if such member's dues remain unpaid 90 days after
the first day of the fiscal year.
3) Expulsion:. A membership may be terminated by expulsion as
provided in Section 11.4 of these by-laws.
3.9 Voting Privileges
An individual must be a member for six (6) months prior to being
granted voting privileges.
4. GENERAL MEETINGS
4.1 The Annual General
meeting of the Club shall be held in conjunction with the Club's
Annual National Specialty or Booster at a place, date, and hour
designated by the Board of Directors. Written notice of the annual
meeting shall be mailed by the Secretary to each member at least
60 days prior to the date of the meeting. The quorum for the
annual meeting shall be 10% of the total current membership,
all of whom must be in good standing with the club.
4.2 Special General Club Meetings
a) The Board may call a special general meeting of the Club at
any time by providing such notice to
the membership.
b) The Board is obligated to call a special general meeting,
upon the Secretary receiving formal
request. Such request must be signed by at least 10% of the members
in good standing.
c) Such meeting shall be held at such place, date and hour as
may be designated by the Board of
Directors. Written notice of such meeting shall be mailed by
the Secretary at least 30 days and not
more than 45 days prior to the meeting. The notice of the meeting
shall state the purpose of the
meeting and no other club business may be transacted.
The quorum for such a meeting shall be 10% of the members in
good standing.
4.3 Board Meetings
Meetings of the Board of Directors shall be held at such times
and places as are agreed to by a majority vote of the Board.
The Secretary shall mail written notice of such meetings to each
member of the Board at least 30 days prior to the date of the
meeting.
a) The quorum for a Board meeting shall be a majority of the
Board voting in person or by mail.
b) The Board of Directors may conduct its business by mail or
electronic means.
5. BOARD OF DIRECTORS
5.1 The Board of
Directors shall be comprised of the Officers (President, Vice
President, Secretary and Treasurer) who are residents of Canada
plus a minimum of four (4) Directors representing a minimum of
four (4) of the six (6) regions across Canada. All of whom must
be members in good standing with the Club and The Canadian Kennel
Club. Directors must be elected by members residing within the
region they represent. They shall be elected for one term as
provided and shall serve until their successors are elected.
General management of the Club's affairs shall be entrusted to
the Board of Directors.
5.2 Officers
The officers of the club shall be the President, Vice President,
Secretary and Treasurer. All must be residents of Canada and
members in good standing of The Canadian Kennel Club.
a) The President shall chair all meetings of the Club and shall
enforce provisions of the constitution and exercise general supervision
of the affairs of the Club.
b) The Vice President shall assume the duties and exercise the
responsibilities of the President upon the direction of the President
or in such case, as the President is unable to carry out the
duties and responsibilities of the President.
c) The Secretary shall keep a record of meetings of the Club
and of all votes taken in the order of business. The Secretary
shall receive and send correspondence on behalf of the club to
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 current members of the Club complete
with addresses and telephone numbers.
d) The Treasurer shall collect and receive all revenues of the
Club and shall deposit same in a club bank account as approved
by the Board, in the name of the 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 annual general meeting of the
Club. The financial records of the club shall be the property
of the Club.
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 vacancy shall be filled automatically
by the Vice-President and the resulting vacancy in the office
of Vice-President shall be filled by a majority vote of the Board.
5.4 Terms Of Office
The term of office shall be 2 years. The elected Officers and
Directors shall take office on January 1st of the year following
the election. Each of the former Board members shall turn over
to his successor in office, all properties and records relating
to that office by January 1st of the new term.
6. CLUB YEAR
The Club's fiscal year shall begin on the 1st day of January
and end on the 31st day of December.
7. FINANCES
The club shall have a separate and independent bank account in
the name of the club and all cheques drawn from the club account
must have the signature of a minimum of two officers and naming
the office.
8. VOTING
At the Annual General meeting or at a Special General meeting
of the Club voting shall be limited to those members in good
standing who are present at the meeting, except for the bi-annual
election of Officers and Directors and amendments to the constitution
and by laws which shall be decided by written ballot.
Voting by proxy shall not be permitted.
9. ELECTIONS
9.1 Ballots
The Election of Officers and Directors shall be conducted by
written ballot using the dual envelope method.. Ballots to be
valid must be received by the Secretary by November 15th in an
election year. Ballots shall be counted by two scrutineers. The
person receiving the largest number of votes for each position
shall be declared elected.
a) Officers - The officers of the club shall be elected by the
members of the club.
b) Directors - The Directors of the club shall reside in the
region, which they are representing and shall be elected by the
members residing in that region.
9.2 Nominations
a) No person may be a candidate in a club election who has not
been nominated in accordance with these by laws. A Nominating
Committee shall be chosen by the Board of Directors during the
month of August. The Committee shall consist of three members
from different areas of Canada, no more than one of whom may
be a member of the current Board of Directors. The Board shall
name a Chairman for the Committee.
b) The Nominating Committee shall nominate one candidate for
each office and shall procure the acceptance of each nominee.
The Committee shall then submit its slate of candidates to the
Secretary who shall mail the list to each member of the Club
on or before September 15th.
c) Additional nominations may be made by written petition addressed
to the Secretary and received by October 1st, signed by two members
and accompanied by the written acceptance of each such additional
nominee signifying his/her willingness to be a candidate.
d) If no valid additional nominations are received on or before
October 1st, the Nominating Committee's slate shall be declared
elected and no balloting will be required.
e) If additional nominations are received by the Secretary on
or before October 1st, the Secretary shall immediately mail to
each member a ballot listing all of the nominees for each position
in alphabetical order, with the names of the province or region
in which they reside, together with a blank envelope and a return
envelope addressed to the Secretary marked "Ballot"
and bearing the name of the member to whom it was sent. Each
voter, after marking his ballot, shall seal it in the blank envelope
which in turn shall be placed in the second envelope addressed
to the Secretary. Ballots must be received by the Secretary on
or before November 15th to be valid. Two scrutineers shall check
the returns against the list of members whose dues are paid for
the current year and shall certify the eligibility of the voters
as well as the results of the voting which shall be announced
at the Annual General Meeting or by written notification to all
members.
10. COMMITTEES
10.1 Standing Committees
The Board may each year appoint standing committees to advance
the work of the Club.
10.2 Committee Appointments:
Any committee appointment may be terminated by a majority vote
of the Board upon written notice being sent to the appointee,
and the Board may appoint a successor to the person whose services
have been terminated.
11. DISCIPLINE
11.1 Canadian Kennel
Club Suspension
Any member who is suspended, debarred, expelled or deprived of
privileges from the privileges of The Canadian Kennel Club automatically
shall be suspended from the privileges of this Club for a like
period.
11.2 Complaints
a) Any member may lay a complaint against a member for alleged
misconduct prejudicial to the best interests of the Club or the
breed. Written complaints containing details of the alleged misconduct
must be filed in duplicate with the Secretary together with a
deposit of $100 which shall be forfeited if the defendant is
found guilty at a hearing of the Board or of a committee duly
appointed for this purpose.
b) The Secretary upon receiving such a complaint, within 30 days
shall forward a copy of the complaint, along with a notice of
hearing to the defendant, the complainant and each member of
the Board.
c) The hearing date shall be set no later than 90 days from date
of receipt of the complaint. If the hearing is held by the Board,
a minimum of four (4) members of the Board must be present. In
the event that the hearing is held by a committee, at least a
majority of the appointed committee shall be present. Should
a complaint be laid against the Secretary, then the President
shall act in accordance with these by laws.
11.3 Hearing
The Board or appointed Committee shall ensure that both the complainant
and the defendant are treated fairly and in accordance with the
Rules of natural justice. Should the complaint be sustained after
hearing all the evidence and testimony presented by the complainant
and defendant, the Board or Committee may by a majority vote
of those present, impose an appropriate penalty. The Secretary
shall then notify each of the parties of the decision within
30 days of the decision.
11.4 Expulsion
a) Expulsion of a member from the Club shall be accomplished
at an Annual General Meeting of the Club following a proper hearing
and upon the recommendation of the Board or Committee being provided
as stated in Section 3 of this Article. The President shall read
the complaint and report the findings and recommendations of
the Board or appointed committee, and shall invite the defendant,
if present, to speak on his own behalf. The meeting shall then
vote by secret written ballot on the proposed expulsion. A 2/3
vote of those present shall be necessary for expulsion.
b) At the discretion of the Board, expulsion may also take place
by mail in vote consisting of a 2/3 majority of all eligible
voting members in favour of expulsion. Proxy voting is not permitted.
12. AMENDMENTS
12.1 Proposal for
Amendments
Amendments to the constitution, the by laws may be amended at
any time provided a copy of the proposed amendment has been mailed
by the secretary to each member in good standing on the date
of mailing, accompanied by a ballot on which he may indicate
his choice for or against the action to be taken. Dual Envelope
procedure shall be followed in handling such ballots, to assure
secrecy of the vote. Notice with such ballot shall specify a
date not less than 30 days after the date of mailing by which
date the ballots must be returned to the Secretary to be counted.
A two thirds (2/3) majority vote of all eligible voting members
is required to affect the amendment. Voting must be by mail-in
ballot.
12.2 Canadian Kennel Club Approval
No amendment to the constitution, by laws, shall become effective
until it has been approved by The Canadian Kennel Club.
13. DISSOLUTION
The Club may be dissolved at any time by providing to the CKC,
written documentation signed by at least 2/3 of the members of
that club who are in favour of this decision; proxies are not
permitted.
In the event of the dissolution of the Club, other than for the
purpose 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 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.
14. ORDER OF BUSINESS
14.1 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
14.2 At meetings
of the Board, the order of business, unless otherwise directed
by majority vote of those present, shall be as follows
Reading of minutes of last meeting
Report of Secretary
Report of Treasurer
Reports of Committees
Unfinished business
Election of new members
New business
Adjournment
Approved by CKC
March 2007
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