CONSTITUTION AND BY-LAWS
Revised February 2009
Approved by the CKC October 2009
- NAME: The name of the Club shall be the “Cavalier Fanciers of Southern Ontario” hereinafter referred to as the Club.
- AFFILIATION: The Club shall work in co-operation with the Canadian Kennel Club and the Cavalier King Charles Spaniel Club of Canada, hereinafter referred to as the National, and may further affiliate itself with organizations devoted to similar aims and objects as the Club. Any such affiliation to be approved by the Club in a standing resolution to be attached to the By-laws hereunder at a later date.
- THE AIMS AND OBJECTS: The aims and objects of the Club shall be the encouragement and development of the Cavalier King Charles Spaniel as a breed by:
– Educating members and the public at large in the benefits of the Cavalier King Charles Spaniel, and the responsibilities of dog ownership.
– Studying the breed standard and promoting adherence to it.
– Fostering social activities of the membership.
– To conduct sanctioned and approved events in support of the above and to abide by the principals of the C.K.C.
– The Club shall be operated on a non-profit basis. Any resulting surplus shall not be used to the benefit of any member of the Club.
- AREA OF OPERATION: The area of operation of the Club shall generally be those areas of the Province of Ontario covered by Postal Codes L, M, and N and all such surrounding areas as shall from time to time be affiliated therewith organizationally but nothing herein written shall be deemed to delimit the area in which members may seek to achieve their purposes.
ARTICLE 1 – MEMBERSHIP
Section 1: Any person with a genuine interest in the breed shall be eligible to join the Club, subject to approval of the Board.
Section 2: The membership year shall be July 1st to June 30th. Membership fees shall be due on the first day of July each year for the ensuing year. If they are not paid by October 31st the membership shall be deemed to have terminated. It shall be the duty of the Membership Director to prepare and send out a notice of annual renewal and arrange for such notice to be published. A second and final notice shall be sent to delinquent members by the end of September each year.
Section 2b: Membership fees shall be determined at the annual meeting (June of each year).
Section 2c: All members, with the exception of Social members, shall be members, or part of a household membership, of the National Club. Membership in the National must be maintained while a member of this Club.
Section 2d: New memberships commencing up to and including the month of March shall pay full year’s dues. Those joining after April 1st shall pay a full year’s dues, such dues to run until June 30th of the following year.
Section 3a: Ordinary members (individual membership, household membership) shall be those resident members who have renewed their membership for the current year. They shall have voting privileges on all matters pertaining to the Club’s business.
Section 3b: Associate members shall be those resident members in their first year of membership, and all non-resident members. Such resident members shall become ordinary members upon their first renewal of membership. Associate members shall have all the privileges of an ordinary member except a vote. Non-resident members shall be defined as those members living outside the Club’s area of operation.
Section 3c: Social members shall be those persons resident or non-resident wishing to join the Club, but who do not wish to become members of the National Club. Social membership is intended to encourage the participation of persons interested in our breed. They shall have all privileges and responsibilities of an Ordinary Member except a vote.
Section 3d: Honorary members shall be those persons so appointed by unanimous vote of the Board of Directors at any meeting. They shall have all the privileges and responsibilities of an ordinary member except a vote.
Section 3e: Life members shall be those persons so appointed by unanimous vote of the Board of Directors at any Board meeting. They shall have all the privileges and responsibilities of an ordinary member. All Presidents shall automatically become life members at the completion of their term.
Section 3f: 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 the rules of the Canadian Kennel Club.
Section 3g: Any individual rejected for membership will be provided with a written explanation.
ARTICLE 2 – ORGANIZATION
Section 1: The Officers of the Club shall be the President, Vice-president, Secretary, Treasurer, immediate Past President, Director (Activities), Director (Education), Directory (Membership), Director (Social).
Office bearers shall retire biannually but shall be eligible for reelection.
Any office bearer must resign on seeking nomination for another position, such resignation to be effective on election date.
The President, Treasurer, Director (Activities) and Director (Membership) shall be elected for two year terms commencing in even numbered years.
The Vice-President, Secretary, Director (Education) and Director (Social) shall be elected for two year terms commencing in odd number years.
Section 2a: Executive Officers and their duties:
Shall be Chair at all Club meetings
Shall be Chair of the Board of Directors
Shall be ex-officio, a non-voting member of all Club committees
Shall act as President in the event that the President is unable to fulfill his duties until the next club election
Shall be in charge of all Specialty Perpetual Awards
Shall take the minutes at all Club and Board meetings
Shall forward copies to members within one month of any meeting
Shall attend to all Club correspondence promptly, forwarding letters to the affected board members
Shall keep an account of all financial activity
Shall keep a Bank Account at a Canadian Chartered Bank or a recognized Canadian Trust Company in the Club’s name.
Shall issue cheques as may be approved by the Club.
Shall present an annual financial report to the Annual General Meeting
Shall serve as liaison from the past Board and shall act as Chair of the Nomination and Election Committee.
No Executive Officer may hold the same office for more than two consecutive terms. Nothing herein stated shall deem an Officer ineligible to seek election to another office.
Section 2bi: Attendance: All members of the Board of Directors are expected to attend at least 50% of the scheduled meetings (regular club meetings and Board of Directors meetings).
Section 2bii: Any member of the Board of Directors unable to attend at least 50% of the meeting may be requested to resign.
Section 2c: No current Executive member (President, Vice President, Secretary, Treasurer) of the National Club may be a Board member of this Club at the same time.
Section 2d: Any Member of the Executive (President, Vice President, Secretary, and Treasurer) of this club shall resign their office upon election to the National Board, excepting as a liaison officer.
Section 3: Board of Directors: shall consist of the Officers of the Club (see Article 2, section 1). The Chair of any committee may be appointed as a corresponding member to the Board by the Board of Directors.
Section 4a: The Club may establish standing committees from time to time to facilitate the work and activities of the Club. These Committees will operate over a period of time for as long as they are required. All standing committees will be appointed annually.
Section 4b: The club may also establish ad hoc committees from time to time. Ad hoc committee members will normally serve for the duration of the task. These are temporary committees which cease to function when they have completed their duties and brought in a report.
Section 4c: Any committee (standing or ad hoc) 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.
ARTICLE 3 – MEETINGS
Section 1a: Regular Meetings: The Club shall hold at least five (5) meetings per year.
Section 1b: Order of Business: 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:
Minutes of last meeting
Report of President
Report of Vice-President
Report of Secretary
Report of Treasurer
Report of Committees
Election of Officers and Board (at annual meeting)
Election of new members
Section 2: Election Meeting: Shall be the regular June meeting.
Section 3: Annual Meeting: Shall be the regular June meeting.
Section 4: Other Meetings: Any group of members may hold meetings between regular meetings. A resume of such meetings must be sent to the Vice-President and Secretary. Decisions reached at such meetings shall have no binding effect on the Club but may be presented at the next regular meeting.
Section 5: Proxy voting at any Club meeting is not permitted.
Section 6: 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
Election of new members
ARTICLE 4 – FINANCE
Section 1: Financial Year: The financial year of the Club shall commence on the first day of June and shall conclude on the thirty-first day of May next.
Section 2: Banking: The funds of the Club, except for amounts specified in the Standing Resolutions as authorized to be placed in safe-keeping of certain officers as Petty Cash imprest fund, shall be placed in a branch of any Canadian Chartered Bank or recognized Canadian Trust Company.
Section 3a: Dissolution: The Club may be dissolved at any time by providing to the Canadian Kennel Club written documentation signed by at least two-thirds of the eligible voting members of the Club who are in favour of this decision, proxies are not permitted.
Section 3b: In the event of dissolution of the Club other than for the purposes of re-organization, 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 debts of the Club all assets will be converted to cash and transferred by way of cheque to the following: University of Guelph (Veterinary Division) or as directed by persons making bequests to the Club for funds as donated.
ARTICLE 5 – LEGAL
Section 1: Signing Officers: The signing authorities of the Club shall be the President, Vice-President, Secretary and Treasurer, and any document requiring the official endorsement of the club shall be deemed to have been duly signed when it bears the recognized signatures of any two of the said Officers from differing families, normally the President and Treasurer.
ARTICLE 6 – PROCEDURE
Section 1: Authority: All meetings of the Club and its governing bodies and all other matters of practice and procedures not otherwise herein specified shall be governed by the rules and regulations of procedure followed by the Canadian Kennel Club.
Section 2: Replacement of the Members of the Board of Directors: If the Presidency is vacated during the Club Year, then the Vice-President shall act as President until the following June. Any other office vacated, or not filled at election time, shall be appointed by selection of the Board of Directors, the Board Members so appointed shall serve until the following June.
Section 3: Quorum: A quorum shall consist of ten (10) regular members within the area of operation (pg. 1, Section 4) at a general meeting or five (5) members of the Board of Directors excluding honorary members at a Board meeting.
ARTICLE 7 – ALTERATIONS OF CONSTITUTION AND BY-LAWS
Section 1a: Method: Changes in the Constitution and By-laws may be made only after the proposed alterations have been raised for debate in at least two (2) regular meetings of the Club. Copies of proposed amendments shall be distributed to all members prior to the first meeting at which they will be discussed. A mail-in vote of the ordinary Membership with two-thirds (2/3rds) approval of all replies received shall affirm any such amendments.
Section 1b: No amendment to the Constitution or By-Laws shall become effective until it has been approved by the C.K.C.
Section 2: Proxy voting on any alteration or amendments to the Constitution or By-Laws is not permitted.
ARTICLE 8 – ELECTIONS
Section 1: The Nominations and Election Committee of 3 or more shall be chosen at the February meeting and nominations will be presented at the April meeting. Further nominations from the floor may be made at this meeting. Only Ordinary members shall be eligible to run for office (subject to Article 2;2c)
Section 2: Resumes: Nominees are encouraged to submit a one page resume and the Club is prepared to coordinate the mailing to minimize the cost.
Section 3: Eligibility: Voting members shall be those fully paid up members of the Club (subject to Article 1). There shall be one vote per individual membership and two votes per household membership.
Section 4: The Vote: Voting shall be conducted by mail. Ballots shall be mailed to all eligible members by the 15th of May, and all votes received by the June meeting shall be opened and tabulated at that time.
Section 5: Tabulation: All votes will be counted by the Nominations and Election Committee at the election meeting. Ballots will be retained for ninety (90) days before being destroyed.
ARTICLE 9 – DISCIPLINE
Section 1: Any member of the Club who is suspended, debarred, deprived or expelled by the Canadian Kennel Club Discipline Committee may be suspended from the privileges of the Club for a like period of time.
Section 2a: Any person, whether a member of the Club or not, shall have the right to lay a complaint with regard to any matter relating to the by-laws, rules, regulations, procedures and/or policies of the Club, including violation of the code of ethics. A complaint must be made in writing to the Secretary of the C.F.S.O. before it will be formally considered.
Section 2b: The Board of Directors will request one of its members (e.g. Immediate Past President) to review the complaint and will permit the member in question to respond in writing to the complaint.
Section 2c: If the matter cannot be resolved satisfactorily, a formal discipline hearing will be called by the Board of Directors.
Section 3a: If a formal discipline hearing is required, the Board shall appoint a Committee consisting of a Chair and 2 other members who are not members of the Board and are full voting members.
Section 3b: The committee shall ensure that both the complainant and 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 Committee may, by 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.
Section 3c: The options available to the discipline committee are:
– Dismissal of complaint
– Issue a warning, reprimand, suspension, expulsion, debarment and termination of membership.
Section 4a: The complainant or defendant has 30 days from the date of notice of the decision to appeal the decision to the Board of Directors, which will act as the Appeal Committee, providing sufficient information of the grounds for appeal to permit the Board to deal properly with the appeal.
Section 4b: The options available to the Appeal Committee are:
– To allow the appeal in whole or in part.
– To set aside or vary the penalty imposed by the Discipline Committee.
– Dismiss an appeal in whole or in part.
Section 4c: Proxy voting is not permitted in any disciplinary or appeal hearings.
(Date in brackets shall indicate the latest revision of the Standing Resolution).
- Non-members may attend a maximum of two (2) meetings. (June 1988