United White
Shepherd Club
CONSTITUTION
The
United White Shepherd Club is officially associated with the
United
Kennel Club, Inc.
Printable version of bylaws
Name: The name of the
club shall be United White Shepherd Club.
It may be shortened to UWSC. It may also be
referred to as "The Club."
Purpose: The United White
Shepherd Club was formed to do everything possible to protect, promote
and advance the best interests and welfare of purebred White Shepherds
and to continue to bring their natural qualities to perfection through
quality and careful breeding practices. The Club also seeks to promote
worldwide recognition and acceptance of the White Shepherd as a
separate and distinct breed of working and herding dog. To this end, it
embraces the following objectives:
1. To urge all
members to sign and abide by the Club Code of Ethics;
2. To encourage
members and breeders to accept the standard of the breed as established
and approved by the United Kennel Club as the standard by which the
White Shepherd shall be bred and judged;
3. To do
everything possible to protect the breed and to prevent or stop the
sale of puppies through pet stores;
4. To conduct
U.K.C. licensed events.
5. To encourage
and promote participation by members in all forms of competition open
to the White Shepherd;
6. To encourage
sportsmanlike behavior from its members at all times;
7. To encourage
and promote the widespread formation of independent local specialty
clubs in all areas of the country;
8. To strive to
educate its members through the Club Newsletter and to educate the
general public about the White Shepherd breed wherever possible.
BYLAWS
ARTICLE I -- MEMBERSHIP
The
Club encourages membership by all persons having a sincere desire to
advance and promote the welfare of the White Shepherd and to see its
ultimate recognition by all nations of the world as a distinct breed of
purebred dog. Applicants must be sponsored by a member of the Club who
is in good standing and is not of the same household. All new members
will have their names published in the Club Newsletter and will
automatically become approved pending a thirty (30) day waiting period
following the publication of said Newsletter unless a written objection
is filed with the Club Secretary by a current Club member.
Section
1. Conditions
of Membership. Conditions of membership in the Club
are as follows:
(a)
Members need not own a White Shepherd.
(b)
Every member is required to be and remain in good standing with the
United Kennel Club as a condition of membership. Members are also
required to be in good standing with United White Shepherd Club. A
MEMBER WHOSE DUES ARE IN ARREARS IS NOT CONSIDERED IN GOOD STANDING.
(c)
A prospective new member's approval is pending a thirty (30) day period
after his name is published in the Club Newsletter. If, in that 30 day
period, a current member objects in writing to the approval of a
prospective member, and if just cause is found, that prospective
member's application will be canceled and his membership dues will be
returned.
Section
2. Classes
of Membership. There will be three classes of
membership.
(a)
Individual Member. Any person 18 years of age and
over who subscribes to the Club conditions of membership and the
Constitution of the Club. An individual member is entitled to 1 vote.
(b)
Family Membership. Two adults residing together at
the same address. Children are included in family memberships until
they reach the age of 18 years at which point they must apply as
individual members if they wish to continue membership in the Club.
Family members are entitled to 2 votes per household.
(c)
Honorary Member. This class of membership is very
seldom used. It is to be reserved for those few people who have made
extraordinary contributions to the White Shepherd breed. Any Club
member who is in good standing may present the name of a prospective
honorary member to the President who shall present the candidate for a
vote at the next available meeting of the Club. An honorary member
shall be chosen by a two-thirds majority ballot vote of the entire Club
membership. Honorary membership may be so designated either for
lifetime (indefinite) or for a certain period of time. Such a member
may also be designated posthumously. A living honorary member is
entitled to receive the Club Newsletter but shall not be entitled to
vote except in the case that an existing Club member is designated as
an honorary member. In this case, the member so designated shall not
lose his voting privileges.
Section
3. Application
For Membership. A prospective member must apply on
an official membership application form provided by the Club.
(Prospective members need only write to the Club's Membership Chair to
receive an application.) The prospective member must fill out the form
in total, sign (in ink) the application form and submit the entire
application together with a check in the full amount for yearly dues
and signature from one unrelated member, (not of the same household)
who are themselves, in good standing. The application shall be sent to
the Club's Membership Chair. (The signature of the Membership Chair may
constitute the one required signature.) The Chair shall sign the
original application, and make 2 copies thereof. One copy shall be sent
to the Newsletter editor who shall print the name of the new prospect
in the next available Newsletter. One copy shall be sent to the
Treasurer along with the check for the new prospect's dues. The
original application form shall be kept on file by the Membership
Chair. A new member's application may not be considered approved until
the new member's name has been published in the Club Newsletter and
until a period of thirty (30) days passes after publication of the
issue in which the new member's name is printed. If any current member
protests the application in writing and if just cause is found, the new
member's application for membership will automatically be canceled and
his dues check will be returned to him. If no current member objects
within 30 days of the publishing of the new member's name in the
Newsletter, the new member will automatically be approved.
(a)
Written Objections To A Prospective Member. In the
event that a written objection to a prospective member is received, the
Board of Directors shall, no later than sixty (60) days following
receipt of such objection -- by written mail vote -- pass judgment on
the applicant. Affirmative votes of two-thirds of the Board members
voting shall be required to accept such applicant for membership. An
application which has failed acceptance by the Board will be
automatically canceled and the applicant's dues check shall be returned
to him as above. In the event that the applicant still desires
membership in the Club after being failed acceptance by the Board, a
new application may be presented by one of the applicant's endorsers at
the next available meeting of the Club and the Club may elect such
applicant by favorable vote of seventy-five percent (75%) of the
members present at the meeting.
Section
4. Rights
and Privileges of Club Membership.
A member in good standing has the following basic rights and privileges:
1.
To be sent notices
2. To attend meetings
3. To present motions
4. To speak on debatable questions
5. To vote
6. To nominate
7. To be a candidate for office
8. To inspect official records of the organization
9. To insist on the enforcement of the rules of the
organization and of parliamentary law
10. To resign from an office or from the
organization itself
11. To be treated with fairness and equality by
other members of the organization
12. To have a fair hearing before expulsion or
other penalties are applied
13. To receive or have the right to inspect an
up-to-date copy of the constitution, bylaws, charter, rules, and
minutes of the organization
14. To participate in Club functions, especially
dog shows put on by the Club and/or any local specialty club chartered
by the United White Shepherd Club; to register dogs and litters with
the Club's official registry; and to put Championship titles on dogs
through competition at Club-sanctioned specialties.
15. To receive the Club Newsletter and to have the
right to submit articles, letters to the editor and other personal
opinions without prejudice or censorship, so long as any comments so
made are not intentionally defamatory toward another fellow member or
that member's dogs.
16. To exercise any other rights or privileges
given to members by the law, by the bylaws, or by the rules of the
organization.
Section
5. Termination
of Membership. A membership may be terminated in
the following ways:
(a)
Resignation. A member in good standing may
voluntarily terminate his membership in the Club at any time by
submitting his resignation in writing to the Club's Membership Chair.
The Membership Chair shall submit a copy of the resignation to the
Club's Secretary and shall keep the original for his files.
(b)
In Arrears. A member who has failed to pay his dues
in a timely manner, (as per Article II), shall be considered lapsed and
will be immediately terminated. Such a member is not considered to be
in good standing with the Club.
(c)
Expulsion. As provided in Article X.
A
member who has either resigned or been terminated by lapsing may
reapply for membership as a new member, by following the procedures
outlined in Article I, Sections 1 through 3. A member who has been
expelled may not reapply for membership.
ARTICLE II -- CLUB DUES
The
Club's membership dues shall be determined by a two-thirds affirmative
vote of the Club's Board of Directors. Dues are payable on or before
January 1st of the new year. A membership renewal notice shall be
printed in the Fall Club Newsletter(s) and members may pay their dues
for the coming year during the months of September, October, November,
and December if they wish. Also, because the annual Club meeting and
National Specialty shall occur during the months of September, October
or November, members may pay their dues for the coming year at the
National Specialty, even if such Specialty shall occur in the month of
September. Membership shall be considered lapsed and terminated on
January 30th. All Club dues are to be sent directly to the Club's
Treasurer. It shall be the responsibility of the Treasurer to send a
complete membership list to the Membership Chair and the Newsletter
Editor on January 31st of the new year. A new member who has joined the
Club during the months of September, October, November or December
shall be considered automatically paid up for the next year. Any member
whose dues have not been received by the Treasurer on or before the
30th day of January will be in arrears and will be terminated. If such
a member wishes to continue his membership in the Club, he must then
reapply to the Club as a new member by following the procedures
outlined in Article I, Sections 1 through 3.
ARTICLE III -- OFFICERS AND BOARD OF DIRECTORS
The
officers of United White Shepherd Club shall be a President, a
Vice-President, a Secretary, and a Treasurer. The Board of Directors
shall consist of the Club officers. All Club officers MUST
at the time of their elections to office and throughout their entire
terms, BE AND REMAIN IN GOOD STANDING
with United White Shepherd Club as well as with the United Kennel Club.
The officers shall perform the duties described in the parliamentary
authority and in these Bylaws. No person shall hold office if he is not
a member (in good standing) and no member shall hold more than one
office at a time. At the end of his term(s) of office, each officer
shall immediately turn over to his successor, all records, moneys, or
other items whatsoever belonging to the Club. If no successor is
immediately named, said records, moneys or items are to be sent to the
Club Secretary. No officer or regular member may seek to profit from
transferring items belonging to the Club at any time.
Section
1. Club
officers.
(a)
President. The President, also known simply as "The
Chair," shall be the chief officer and shall open and preside over all
meetings of the Club. The President shall take the chair and call all
members to order at the appointed time of the meeting(s). He shall
ascertain that a quorum is present at the beginning of and throughout
all meetings, though he need not announce such. He shall announce the
business before the assembly in the correct order; state and put all
questions to vote, make sure that all motions are in order; assign the
floor to members by announcing their names before the assembly, (that
is, by "recognizing" them); enforce all rules and regulations of the
assembly including the rules of debate; maintain order and decorum,
respond to parliamentary inquiries, points of order, and any other
motions that require action by the chair; maintain his impartiality;
and declare the assembly recessed or adjourned. The President shall
have at hand the Bylaws, the parliamentary authority, the rules of
order, standing rules and any other documents necessary to facilitate
the transaction of Club business. The President shall, when necessary,
authenticate by his signature any documents relevant to the assembly.
He shall represent the assembly, declaring its will and obeying its
command in all matters and regards. The President does not normally
participate in debate and, if he wishes to do so, shall relinquish the
chair to the Vice-President. The President has the right to vote in
Club matters, as does every other member and officer. However, he does
not usually exercise the vote unless it is by secret ballot or when one
more vote will alter the outcome. The President shall appoint an
auditing committee at least once annually, to examine the Treasurer's
books and vouchers for veracity.
(b)
Vice-President. The Vice-President shall assume all
responsibilities of the President in the event of the death,
incapacitation, resignation, expulsion or absence of the President. In
these instances, he cannot decline -- he becomes
the President. If the President must relinquish the chair for personal
reasons or because he wishes to participate in debate, the
Vice-President takes the chair until the President can return. When the
Vice-President is presiding in place of the President, he is addressed
as President and is assigned all the powers, duties and
responsibilities of the President. If the President is going to be
absent from a meeting, the Vice-President takes the chair and the
President cannot designate otherwise. The Vice-President may have
further authority as granted by these Bylaws and by the Board. He may
also be a member of and/or preside over all committees.
(c)
Secretary. The duties of the Secretary are many and
varied. He records and keeps the meeting minutes and carries out all
official Club correspondence. At meetings, the Secretary sits next to
the President and takes the roll of the members. In the absence of both
the President and the Vice-President, the Secretary presides over
meetings or calls the roll and then conducts an election of a chairman pro
tem to preside. The Secretary is required to keep current,
accurate copies of all organizational documents, (including the Bylaws,
rules of order and standing rules); file reports noting date of
presentation and disposition; issue written notices of meetings and
certain motions, including motions to amend the Bylaws; prepare a
written agenda for the presiding officer, provide and sign copies
(originals are kept by the President) of organizational documents; and
make the meeting minutes and all organizational documents available for
the inspection of the membership during meetings and at other such
reasonable times. The Secretary keeps and provides the President with
lists of all committees and their chairs. In the absence of the
Secretary, a secretary pro tem should be elected
from the available members. The Secretary is responsible for reading
the minutes at the start of all meetings. When the minutes are
approved, he signs the minutes, marking them as approved. If there are
any changes or corrections, the Secretary makes the necessary
adjustments, signs them, and marks them as approved with corrections.
The minutes must be published in the Club Newsletter and should be
signed by both the Secretary and the President. The Secretary shall
mail the proxies and all necessary ballots to the membership at the
appointed time before the annual meeting and election. He shall check
in, verify and count all proxies at the annual meeting. At the close of
this meeting, he shall take possession of all ballots and proxies and
file them in the official Club records.
(d)
Treasurer. The Treasurer is much like a banker --
holding and keeping track of Club funds deposited with him and paying
them out on the orders of the organization signed by the Secretary. He
keeps a bank account for both savings and checking in the name of the
Club and promptly pays all bills on behalf of the Club. The Treasurer
should give periodic (at least quarterly) written reports on the
financial state of the Club. These should be published in the Club
Newsletter. Reports usually consist of the beginning balance for a
given period, the sources and amounts of income during the period, the
purposes or payees and amounts of the disbursements during the period,
and the balance on hand. At the annual meeting, the Treasurer may
assist the Secretary in counting and verifying proxies. His books must
be open to inspection by the membership and by the Board at all times
during meetings and at other such times as deemed reasonable. The
Treasurer gives a report on the state of the Club's finances at every
general meeting or Board meeting. The Treasurer should be careful to
get a receipt whenever he makes a payment. He should insist on at least
a once yearly audit of the books and receipts. All receipts should be
kept in order to facilitate audits. Once the auditor or auditing
committee has examined the receipts, records and bank statements and
has approved them as complete and correct, the Treasurer is relieved
from the responsibility of the past.
Section
2. Board
of Directors. The Board shall consist of the
elected Club officers. The Board is empowered by the membership to act
for the organization. It shall, at all times, attempt to further the
objects and purposes of the Constitution and of the membership. The
Board shall further have the power to appoint such committees as is
deemed necessary or desirable in order to maintain efficiency in
carrying out Club matters. The Club President shall have no vote in
Board proceedings or matters unless it is to break a tie vote amongst
the other members of the Board. The Board of Directors must meet at
least once yearly, at the annual Club meeting, for the purposes of
carrying out the business of the Club. The Board must submit a detailed
written report of its proceedings to the Club Newsletter to be
published for the perusal of the membership.
The
Board has the power to act in the best interest of the membership and
of the Club. It may, by two-thirds affirmative vote of the entire
Board, decide on matters of importance within the Club or put to rest
any unfinished business remaining ninety (90) days after the annual
Club meeting. In this capacity, the Board may conduct its business by
conference call, E-mail, fax or by U.S. Postal Service, through the
Secretary. Any and all business conducted outside the constraints of
the annual business meeting MUST be well-documented and submitted to
the Newsletter for publication. Although the Board has the authority to
make decisions on behalf of the Club, it must always be remembered that
the members of the Club have the final say in any and all matters. Any
decision made by the Board may be overturned by a two-thirds
affirmative vote of the entire voting membership -- this vote to be
taken by secret ballot at the next annual meeting. If the annual
meeting is just passed and if the matter is too pressing to wait until
the next annual meeting, a vote may be taken by means of a mail-in
ballot placed in the Newsletter as described in Article VI, Section 3.,
of these Bylaws.
The
Board shall be entrusted with the general management of the Club's
affairs.
Section
3. Election
of Officers and Terms of Office. The Club officers
shall be elected by secret ballot vote at the annual meeting of the
Club. The following Club officers shall be elected in the even-numbered
years and shall serve a term of two years: President and Treasurer. The
following Club officers shall be elected in the odd-numbered years and
shall serve a term of two years: Secretary and Vice-President. There
shall be no limit on the number of consecutive terms a given officer
may serve. The Regional Vice-Presidents shall be elected by a ballot
placed in the April issue of the Club Newsletter. In all cases, elected
officials continue to serve until their successors are duly elected and
installed. Upon election of his successor, each retiring officer shall
turn over all Club property, moneys, records and related documents
pertaining to the office to the newly elected officer either
immediately or within thirty (30) days after the election. Failure to
do so may result in disciplinary action or even dismissal from the Club.
(a)
Nominating Committee. Not less than six (6) months
before an election, the President shall appoint a Nominations Committee
Chairman. This Chairman shall, in turn, appoint a committee which shall
consist of no fewer than three (3) members in good standing. Only one
member of the Nominating Committee may be a member of the Board of
Directors. The Nominating Committee shall procure at least one
candidate for each available office to be filled. The Committee shall
first contact each incumbent officer to ascertain whether that officer
would like to run for reelection to his current position or for
election to another office. If the incumbent expresses a willingness to
run for reelection (or for election to another office), he shall submit
a written notification of such consent to the Nominating Committee. If
the incumbent does not wish to run, he need only verbally decline. In
this case, the Nominating Committee shall be responsible for securing
at least one qualified nominee for the available
position(s). Each candidate shall be contacted and advised that he has
been nominated to run for office. The candidate must be fully apprised
of the duties of such office and of his responsibilities should he
decide to run for and hold (if elected) the office. All candidates are
required to submit a written notice to the Nominating Committee of
their intention to run for office, and to hold such office should they
be elected. Nominations close sixty (60) days before the annual meeting
at which the election will occur.
When
the Nominating Committee acquires the written consent of all
candidates, the Chairman shall compile a complete slate of candidates
and the offices for which they are running. He shall submit the
complete slate to the Newsletter Editor for publishing in the next
available Newsletter. Candidates may, at their own discretion, submit
"job qualifications" to the Newsletter in order to allow the membership
to become acquainted with them and with their individual abilities,
skills and desire to do a good job. The complete slate must be
published in the Newsletter NO LATER THAN thirty (30) days before the
election.
(b)
Who May Nominate. Any member who is in good standing
at least ninety (90) days before an election may submit a nomination or
nominations for any available office. A member who desires to serve the
Club and who feels confident that he is up to the task may, himself,
contact the Nominating Committee before the close of nominations and
indicate his willingness to run for (and hold) office. Such a member
must be in good standing at least ninety (90) days before the election.
He must also submit written notification of his intention to run for
and hold office in the manner described above.
(c)
Single Slates And Open Nominations. A single slate
-- that is, only one fully qualified nominee for each office, is
allowed by these Bylaws. Open nominations are also acceptable; even
desirable. The Nominating Committee may, at their discretion, place an
open call for nominations or for candidates in the March, April and May
Club Newsletters to assist them in their task of finding qualified
candidates for office.
(d)
Election Committee. Before the beginning of the
annual meeting at which elections will occur, the President shall
appoint tellers who shall be responsible for tabulating all the
ballots, both absentee and in person, for the election. The tellers or
election committee shall consist of not less than three (3) members. At
the appointed time, the tellers shall count the ballots and shall then
announce the final tally to the Chair. Toward the close of the meeting,
the Chair shall announce the election results to the members present,
announcing the individual candidates and the final number of votes
accrued by each one. It is the responsibility of the Chair to then
declare the winners duly elected. It shall be the final duty of the
election committee to prepare a brief report for publication in the
Club Newsletter immediately following the annual meeting at which the
election took place. This report must account for all ballots cast,
both legal and illegal, for each candidate and office. The report must
also give the number of votes necessary to elect along with the actual
number received by each candidate. A copy of this report, along with
all ballots and other election material is given to the Secretary for
entry into the Club's official records.
(e)
Absentee Ballots. Every member whose type of
membership awards voting privileges and who is in good standing at
least ninety (90) days before an election is entitled to vote for Club
officers at the annual meeting. It shall be the responsibility of the
Secretary to mail absentee ballots, together with any proxy forms to be
used in conducting other Club business, to each eligible member of the
Club. An eligible member is one who is entitled to vote and who is in
good standing at least ninety (90) days before the elections. He shall
mail such ballots not less than thirty (30) days nor more than sixty
(60) days before the annual meeting at which the elections and other
business will occur. Absentee ballots shall contain the names of all
candidates and the offices for which they are running. Each absentee
ballot must be placed into a plain white envelope which is then placed
into another envelope that has the member's name printed or typed
clearly on it in the lower left-hand corner of the front of the
envelope. All ballots must be returned to the Secretary within a
specified time. When the ballots are received by the Secretary, he
shall check each ballot in by comparing the name(s) on the outer
envelope against a list of all eligible voters. The Secretary shall
then deliver the list of names of all eligible members who have
submitted ballots together with all the sealed blank inner envelopes
containing the ballots to the tellers or election committee for
tabulation. No member shall be allowed to vote twice and secrecy must
be preserved at all times.
(f)
Vote Necessary To Elect. Election of Club
officers is strictly by majority secret ballot vote and the candidate
receiving the majority of the legal votes cast for a given office is
elected. In the event of a tie vote or where no candidate receives a
majority vote, the requirement for a majority vote may NOT be waived.
In such a case, the assembly may adopt motions to enable it to complete
the election in a timely manner, as stated in the parliamentary
authority. If subsequent voting is necessary in order to complete the
election, it shall be by secret ballot poll of the members present at
the annual meeting.
ARTICLE IV -- COMMITTEES
The
membership or the Board of Directors may appoint standing
or ad hoc committees as necessary in order to
facilitate business or advance the work of the Club. All powers, rights
and duties of all committees or other Board appointed positions must be
delegated to them by the creating or appointing authority. No
committee, including the Board itself has any
powers other than those delegated to them by these Bylaws or by
majority vote of the membership. Any duty that has been assigned to a
committee or other appointed position may be withdrawn at any time
and/or assigned to another committee or position. Any special committee
may be dissolved by the authority that created it. No committee may
represent the Club to any outside person or organization except when
clearly authorized to do so by these Bylaws or by a vote of the
membership.
All
committees are responsible to and under the direction and control of
the authority that created them. Standing committees are responsible to
and under the direction and control of the voting membership or the
Board of Directors when the Board is acting for the membership. Special
committees may be appointed by the President, the Board or the
membership and are responsible to and under the direction and control
of the body that created them.
A
committee has the option of appointing a subcommittee of its members to
which it may delegate powers or special duties. Such subcommittees are
under the control and direction of the committee that created them.
They report only to the appointing committee and may be dissolved by
that body at any time.
The
following positions and standing committees shall be appointed by the
Board of Directors under the direction of the voting membership:
Public
Education Coordinator. The Public Education
Coordinator (PEC) shall have his name and address published in any ads
placed by this organization. He may be the first contact between the
Club and any potential new members. He maintains and distributes
educational material to any interested parties and is available to
answer questions about the organization and the breed. He refers all
potential new members to the Membership Chair. The PEC will also be
responsible for keeping the membership apprised of any anti-dog or
other similar legislation that may affect the White Shepherd. He is the
Club's official delegate to the UKC. The Public Education Coordinator
is an ex officio member of the Breed Education
Council and the Judges' Education Council.
Breed
Education Council. The Breed Education
Council operates in conjunction with the PEC and is responsible for
developing and maintaining educational and instructional materials
about the breed, especially the breed information packet distributed by
the PEC and the Membership Chair. Such materials are to be used with
and distributed to the general public, as well as to United White
Shepherd Club members and/or unaffiliated breeders of the White
Shepherd. The Breed Education Council functions as much for the Club's
membership as it does for the public. It supplies articles of interest
to the Newsletter and may set up programs or schedule speakers at
meetings. It is responsible for developing and keeping current the
"welcome packet" sent to all new members by the Membership Chair. It
may set up information booths on the breed at pet fairs as desired. It
may also sponsor seminars about the breed or on matters of general
interest to the membership.
Judges'
Education Council. The Judges' Education
Council is responsible for distributing educational materials developed
by the Breed Education Council to UKC, CKC, AKC, FCI or other judges
wishing to be eligible to judge the White Shepherd breed. It shall
maintain the breed Standard and the illustrated standard as well as any
other materials and provide them to judges as necessary. It may sponsor
seminars on the breed and the breed Standard and/or judges' workshops
as necessary.
Membership
Chair. The Membership Chair
maintains the Club's membership and mailing lists and keeps track of
all changes in members' names, addresses, phone numbers and membership
class. He publishes a list of any and all such changes in each
Newsletter. The Membership Chair also keeps United White Shepherd
Club's official membership application form and distributes same to
potential new members, performing his duties as described in these
Bylaws. In addition to these duties, he distributes the Club's official
new member "welcome packet" to all new Club members.
Health
and Genetics Chair. The Health and Genetics
Chair is responsible for cataloging and tracking all known illnesses
and genetically inheritable diseases that affect the White Shepherd
breed. He shall keep the membership abreast of all recent developments
in the diagnosis and treatment of these diseases, as well as other
subjects pertaining to the general health of the breed. He shall give a
report at least once annually, via the Newsletter. He is also
responsible for tracking and recording all certificates and/or official
clearances of disease from organizations such as (but not limited to)
OFA or PennHIP, OVC. and CERF. He shall submit a list of all dogs'
names and clearance numbers to the Newsletter at regular intervals.
Rescue
Chair. The Rescue Chair
coordinate and network together all rescue efforts on behalf of the
White Shepherd breed in the United States of America.
Newsletter
Editor. Publishes the Club's
official monthly Newsletter.
Historian.
The Historian shall keep an accurate history of the Club from its
inception. He shall be responsible for documenting and publishing
important breed developments to the membership through the Newsletter
as they occur or at least once annually.
ARTICLE V-- MEETINGS
A
meeting, as defined by the parliamentary authority,
is "an official assembly of the members of an organization or board for
any length of time during which the members do not separate except for
a recess. It covers the period from the time the group convenes until
the time it adjourns." A "convention usually refers
to a series of adjourned or recessed meetings that follow in close
succession. It is regarded as a single meeting with intervening recess
periods." Thus, there shall be one annual convention held during the
month of September, October or November (in conjunction with the
National Specialty) for the purpose of conducting Club business. The
day, date, place and time shall be determined by the Board of Directors
acting in concert with the officers and show committee of the host
specialty club. Notice of same shall be printed in the Club Newsletter.
No meeting may begin before the time stated in such notice unless all
members are present and consent to begin the meeting. The annual
convention is considered a regular meeting of the
Club.
(a)
Written Agenda For The Annual Meeting. Because
voting by proxy is allowed, a written agenda listing all motions,
issues and amendments or other changes to these Bylaws MUST be printed
in the Club Newsletter. Since a proxy is assigned to another member who
is able to attend the meeting and who may, therefore, discuss all
motions; motions listed in the agenda may be reworded after discussion
in order to clarify or enhance their meaning or purpose. However, no
motion may be changed, reworded or amended so as to dramatically alter
its original meaning, intent or purpose. The Secretary should compile
the agenda and should make two (2) copies thereof. The Secretary should
keep the original copy for the official Club records. He should then
send one copy to the President and the other copy to the Newsletter
editor to be printed in the Club Newsletter. It is the Secretary's
responsibility to see that the agenda is sent to the editor in time to
make the issue deadline, as the agenda is to be published in the
Newsletter no later than thirty (30) days before
the annual meeting is to take place. This is to ensure that all members
who are eligible to vote but who are unable to attend will be fully
apprised of their options on each question, should they wish to vote by
proxy.
(b)
Consent Agenda. In order to facilitate and/or
shorten business meetings, a consent agenda may be
adopted. A consent agenda is a portion of the printed agenda listing
any routine matters or other items of business that are expected to be
noncontroversial and on which there are likely to be no questions. When
voting on items on the consent agenda, the Secretary casts one ballot
for the membership. Before the vote is taken, all members present are
given a chance to study the items on this agenda and ask any questions
that they may have. Any member has the right to oppose any questionable
item of business on this agenda and, in this case, such item would be
transferred to the regular agenda for further debate and separate vote.
(c)
Special Meetings. A special meeting may be called in
order to transact specific Club business or to settle some pressing
matter. A special meeting may be called by the President, by a majority
vote of a quorum of members of the Board that are present and voting at
a regular or special meeting of the Board, or upon receipt by the
President of a petition signed by thirty percent (30%) of the members
of the Club who are in good standing and who are eligible to vote. If a
special meeting is to be called, the Secretary must send written notice
of same to all eligible members of the Board and/or the Club, depending
on whether the meeting so called is to be a special meeting of the
Board or a special general meeting of the Club. The notice so given
must state the items of business to be considered and voted on. It must
be specific and if action, such as a vote is to be taken at the
meeting, the notice must state this. No other business may be
transacted or considered but that which was stated in the meeting
notice. Minutes are not read at special meetings, but the minutes taken
at special meetings are read and approved at the next regular meeting
of the Club. A copy of the call for the special meeting must be
inserted in the minutes of the special meeting.
(d)
Failure To Call A Meeting. If the officer(s) or
director(s) who is responsible for calling a regular meeting of the
Club or the Board fails to perform his duty and does not call it, a
group of members or even a single member may demand that the officer(s)
call the meeting. If such demand is made and the officer(s) still does
not call the meeting, a group of members or even a single member may
call the meeting and may designate the time and place for the meeting.
When a quorum is confirmed, the meeting may proceed as usual.
Section
1. Quorum.
"A quorum is the number or proportion of the
members of an organization that must be present at a meeting in order
to transact business legally." No meeting may proceed unless there is a
quorum present. A quorum constitutes the number of members in good
standing who are present, either in person or by proxy, and NOT the
number of members who are voting. The Chair is counted in computing a
quorum. It is the responsibility of the Chair to determine if a quorum
exists before the meeting begins. If at some point during the meeting
it becomes apparent that a quorum is no longer present, the Chair must
declare the meeting adjourned.
For
the transaction of regular Club business, thirty percent (30%) of the
members present both in person or by proxy shall constitute a quorum.
For Board or committee meetings, a majority of the members of the Board
or committee shall constitute a quorum. Proxies are not allowed
in committee or Board meetings. Members must be present and a quorum
must exist or no business may be legally transacted.
Section
2. Order
of Business for Club Meetings. A set, regular order
of business is usually followed but a reasonable amount of flexibility
is allowed by these Bylaws. The usual order of business for regular
Club meetings shall be as follows:
1.
Call to order
2.
Role call
3.
Reading, correction, and approval of the minutes of previous meeting(s)
4.
Reports of officers
5.
Report of the Executive Committee
6.
Reports of the Board and standing committees
7.
Reports of special committees
8.
Reading of Club correspondence
9.
Business arising out of correspondence
10.
Unfinished business
11.
New business
12.
Election of officers
13.
Announcement of elected officers
14.
Any special announcements by officers or members
15.
Adjournment
16.
Any special, planned program or social event or discussions of interest
to Club members
The
order of business for a special meeting shall consist only of the call
to order, consideration of the items of business stated in the meeting
notice and voting on these items, as necessary, and adjournment.
(a)
Reading Of The Minutes. The Chair shall direct the
Secretary to read the minutes of the previous meeting. After the
minutes have been read, the Chair should ask if there are any
corrections to the minutes. If there are none, the Chair declares the
minutes approved as read. If there are any corrections and if there is
a difference of opinion on them, the Chair conducts a vote on the
corrections before the minutes are approved. The reading of the minutes
may be postponed to a later time during the meeting or to a subsequent
meeting during the annual convention by general consent of the members
present at the meeting. After adjournment, the meeting minutes must be
published in the next available Club Newsletter.
Section
3. Debate.
The right to participate in discussions on any matter or item of
business is one of the fundamental rights of membership. Debate is
regulated by parliamentary law in order to assure that every member has
an equal opportunity to be heard. A motion is a proposal that is
submitted to the assembly for its consideration and disposition.
Motions are divided into the following classifications:
Fully
debatable -- those motions that may require an unlimited amount of
discussion before a vote is taken.
Not
debatable -- those motions that must be voted on immediately, such as
the motion to close debate.
Debatable
with restrictions -- motions in this category restrict debate to a
brief time only and to specific points.
Fully
debatable motions are: main motions, the motion to rescind, to appeal,
and to amend (unless this is applied to a non-debatable motion or
forbidden by these Bylaws). There are five motions that are debatable
with restrictions: the motions to recess, to postpone definitely, to
refer to a committee, to limit debate and to reconsider. All other
motions are non-debatable. As soon as a debatable motion is presented,
each member who wishes to speak on it may do so after he has obtained
the floor. The rules of debate must be observed at all times and no one
person or group should be allowed to monopolize the discussion. Debate
should be impersonal and all discussion should be directed to the Chair
rather than to other members. Discussion should be restricted to the
motion at hand. When all members who may wish to speak have done so or
when it appears that no further discussion is required, the Chair
should ask whether there is anyone else who wishes to speak. If not,
then the Chair should put the question to vote. Debate is formally and
completely closed by the announcement of the vote.
Section
4. Informal
Consideration. It is allowable to have an informal
discussion before the proposal of a motion. This is
useful in cases where the assembly wishes to investigate a problem more
carefully before actually making a motion to vote or to take some other
action. The normal rules of debate usually do not apply to an informal
discussion, thus allowing members to come to a more clear course of
action. There is more freedom in the length of speeches and in the
number of members who may actively have the floor. If no motion is
pending, a motion to discuss a certain topic informally may be
presented. If a motion is already being considered, the motion to
consider the pending motion informally is an incidental motion. If it
carries, the pending motion is considered informally while discussion
occurs. When the assembly is ready to vote on the original motion, this
vote automatically terminates the informal discussion and the original
motion is considered and voted on under the normal rules of debate.
Informal discussion can also be terminated by a motion to end the
informal discussion.
ARTICLE VI -- VOTING
The
right to a voice in determining the will of the organization is the
most fundamental right of membership. No member in good standing whose
type of membership awards voting privileges may be deprived of this
right by accepting any office or other position. Just as it is the
right of every eligible member to vote, it is also the fundamental
right of every member NOT to vote if he so wishes. No member can be
forced to exercise this right. A member who proposes a motion has the
same right as any other member to speak for or against it, or to vote
for or against it. In Club meetings, a vote by voice, by a show of
hands or by rising to be counted (a division of the assembly)
are the usual methods used for voting on most questions. Any member who
believes the count to be inaccurate may interrupt the proceedings by
rising and calling for a recount to verify the vote. Such request must
be made immediately after the Chair announces the results of the vote.
When voting by any method, the Chair must call for and announce the
affirmative vote first. The negative vote must always be called for and
announced, even if the affirmative vote is unanimous.
Section
1. Methods
Of Voting. A voice vote, whereby the vote is
decided by the volume of the voices responding to the question, may be
used in meetings. Such a vote can be confusing unless most of the
assembled members are in agreement either for or against the motion. A
vote by the showing of hands is a more accurate way to judge the wishes
of the members. A show of hands or a rising vote may be used to verify
an indecisive vote. In cases where the vote is still too close to call
or where there are many members crowded into a small space or where the
Chair and the Secretary are seated at a distance from the members, the
roll call vote can be conducted. Here, the Chair directs the Secretary
to read the roll. The names are read in alphabetical order. As each
member's name is called out, that member responds aloud in the
affirmative, (Yes, Yea, or Aye); in the negative, (No or Nay); or
"Abstain," (or "Here") if he does not wish to vote on the question. He
may also choose to remain silent. Such silence is taken as an
abstention. The Secretary repeats each member's vote in order to be
sure that it is recorded correctly. The original roll call is inserted
in the meeting minutes. The roll call vote is very useful when members
are voting as representatives of other members, as when members hold
the proxies of other members.
(a)
Voting By Secret Ballot. A ballot vote is the only
method by which members can vote without indicating their choices to
the rest of the members present. A secret ballot vote is the only way
that candidates can be elected to office and the only acceptable method
by which these Bylaws can be changed. Before the vote is taken, the
Chair gives explicit instructions to the members and should make sure
that all members wishing to vote have a ballot. A ballot vote may take
several forms from very simple to the complex system used for absentee
voting. In all cases however, secrecy is implicit in a ballot vote. For
a simple ballot vote, each member may be given a preprinted ballot or
even a slip of paper upon which he writes either yes or no on the
stated question. If he holds proxies, he is entitled to vote once for
each proxy held. A box or other container should be provided and each
voter should go to the box to deposit his ballot,
rather than have someone come around to collect them. In elections or
in the case of very controversial questions, each candidate may be
invited to observe the tellers (from a reasonable distance), as they
count the ballots. If candidates choose to observe the tellers at work,
they must remain quiet and may not interfere with the tellers in any
way.
The
usual procedure for the election of club officers or for any but the
most minor revisions to the Bylaws is to proceed with a formal ballot
vote, as described in Article III, Section 3. (e)., "Absentee Ballots."
It shall be the responsibility of the Secretary to mail the ballots,
together with clear instructions for their disposition, to each
eligible member of the Club. An eligible member is one who is entitled
to vote and who is in good standing at least ninety (90) days before
the elections. He shall mail such ballots not less than thirty (30)
days nor more than sixty (60) days before the annual meeting at which
the elections and other business will occur. The ballots shall contain
the names of all candidates and the offices for which they are running,
or the clearly worded, complete question that is to be voted on. Each
ballot packet must contain the ballot itself, together with a plain
white envelope and a larger, pre-addressed mailing envelope. The marked
ballot must be sealed into the plain white envelope which, itself, is
then placed into the pre-addressed mailing envelope. This outer
envelope must have the member's name printed or typed clearly on it in
the lower left-hand corner of the front of the envelope. All ballots
must be returned to the Secretary within a specified time. In the case
of family members or where several individual members are living
together at the same address, each member must be
sent his own ballot packet. When the ballots are received by the
Secretary, he shall check each ballot in by comparing the name on the
outer envelope against a list of all eligible voters. The Secretary
shall then deliver the list of names of all eligible members who have
submitted ballots together with all the sealed
blank inner envelopes containing the ballots to the tellers or election
committee for tabulation. No member shall be allowed to vote twice and
secrecy must be preserved at all times.
(b)
Voting By General Consent. Also called "unanimous
consent", this form of voting facilitates business and saves
time in deciding routine or noncontroversial questions. For example, if
a motion is made to dispense with the reading of a printed report, the
Chair shall say, "It is moved and seconded that we dispense with the
reading of the "x" report. Is there any objection?"
If no member speaks up, the Chair says, "The motion is carried."
However, if any member objects, a vote must be taken on the motion.
Even if the Chair announces that the motion has passed by general
consent, if any member immediately objects, the question has not been
carried. It must be stated and voted on.
(c)
Voting By Proxy. Every eligible member in good
standing has the right to a voice in the organization, whether or not
he is able to attend the regular meetings. Therefore, voting by proxy
is allowed by these Bylaws. The term "proxy" refers to both the actual
statement authorizing a certain member to cast a vote on behalf of the
member who signs it, and to the actual member who casts the vote. The
proxy holder is entitled to cast one vote for each proxy held. The
procedure for distribution of the proxies to members is described in
Article V, (a)., Written Agenda For The Annual Meeting.
Members of the Board of Directors or committee members may NOT vote by
proxy at their meetings. They must vote in person.
(d)
Changing A Vote. When a vote is taken by voice, by
show of hands, by rising, or by roll call, members are entitled to
change their votes up until the result is announced. When a vote is
taken by roll call, a member may change his vote after the result is
announced only if he can prove that an error has occurred in recording
it. When a vote is taken by ballot, a member may not legally change it
after it is placed in the ballot box.
(e)
Straw Votes. The practice of taking an informal
vote, or straw vote in meetings for the purpose of
determining whether or not a motion will carry is not in order.
According to the rules of parliamentary law and the parliamentary
authority: "No body, board, or committee can, during its meeting,
properly take a vote that is not binding. If an assembly wishes to vote
to recess to determine the probable vote of the members, it may do so;
but under the law all votes taken during a meeting are binding."
Section
2. Votes
Required For Valid Actions. For successful adoption
of any question or motion at any regular meeting of the Club, a vote
shall be taken by voice, by a show of hands, by rising, by roll call,
or by written secret ballot. A majority vote of the members present,
both in person and by proxy, shall be required to elect all motions or
questions except those
concerning amendments to these Bylaws. A two-thirds affirmative secret
ballot vote of all eligible members is required in order to adopt
changes to these Bylaws, as stated in Article IX. Only members in good
standing whose membership privileges include the vote shall be allowed
to cast a vote either in person or by ballot or proxy. Any member
present at any regular meeting may demand a recount of a vote
immediately after the announcement of the results of said vote. If a
recount is necessary, it shall be by division of the assembly,
by roll call or, if necessary, by a secret ballot poll of the members
present and assembled at the meeting. In any and all cases except where
changes to these Bylaws are involved, a majority vote is necessary to
elect. A tie vote on a motion or question shall fail since it has not
received a majority vote. The only tie vote that constitutes a deadlock
that must be resolved is a
situation where two or more candidates for office or two or more
propositions are being voted on at the same time and two or more of
them receive the same number of votes. Then no candidate has been
elected or no proposal has passed. In such a case, repeated voting must
occur until the tie is resolved. In the event of such a tie vote, the
requirement for a majority vote may NOT be waived, and voting continues
as described in Article III, Section 3 of these Bylaws.
(a)
Vote Of The President. No officer relinquishes any
of the basic rights of membership by accepting an office or other
position except that the presiding officer cannot propose motions or
nominate candidates. The Chair usually does not vote on Club matters in
order to preserve his impartiality and objectivity. No member can be required
to vote. In the case of a tie vote, the Chair can cast a vote with
either side to break the tie, provided he has not already voted. Or he
may choose not to vote, thereby allowing a tie to stand and therefore,
failing the motion. When the vote is by ballot, the Chair votes the
same as any other member except that he may never vote a second time in
order to break a tie.
(b)
Computation Of A Two-thirds Vote. An easy way to
compute a two-thirds vote is to double the negative vote. The resulting
number is the affirmative vote required for successful adoption.
(c)
Separate Questions Voted On At The Same Time. When
more than one question or candidate for office is being voted on at the
same time, as on a written ballot, the majority of the legal votes cast
for each particular question or candidate is required to elect.
(d)
When A Member May Not Vote. Under certain
conditions, a given member has no right to vote. As a general principle
under common parliamentary law, any member having a direct personal or
financial interest in a certain matter should not vote on it. There are
some exceptions to this rule. For example, if a proposal is put forth
to award a contract to a certain member of the organization, that
member may not legally vote on it. However, a member may vote on a
question involving the whole of the organization when other members are
equally affected by the vote, even if the member in question stands to
gain a direct personal interest.
Section
3. Procedure
Required For Members To Call A Question To Vote By Mail.
As described in Article III, Section 2., the members of this
organization have the power to overturn a decision made by the Board.
Such business should occur at the next annual meeting of the Club. If
the matter is so urgent as to require action outside of the annual
meeting, as described in Article III, Section 2., the question may be
put to a formal vote by mail-in ballot. In such a case, any member in
good standing may submit a written petition to call for a vote, such
petition to be signed by thirty percent (30%) of the voting members in
good standing. Such petition is to be submitted to the Secretary who
shall then write up the necessary true form copy of the question and
submit same to the Newsletter editor who shall publish the question and
a ballot in the next available Newsletter. Ballots must be returned to
the Secretary by the required date. If the question pertains to these
Bylaws in any way, a two-thirds affirmative vote is required for
adoption, as stated in Article VIII. In the case of matters involving
these Bylaws, the ballot may be placed in the Newsletter, but must be
handled in the same fashion as any other secret ballot vote. Specific
and complete instructions concerning the proper disposition of the
ballot must be provided together with the ballot to the members, as
described in Article VI, Section 1. (a), Voting By Secret
Ballot. Members should be advised to seal their ballots into
a plain white envelope and to place no name or other marking on this
envelope. These plain envelopes holding the ballots are then place into
another mailing envelope upon which the member has clearly written or
typed his name in the lower left-hand corner of the front of the
envelope. When counting the ballots, the Secretary must insure that
secrecy is preserved at all times. This is achieved by opening all
outer envelopes, checking off the names of the voters, and leaving the
actual opening of the inner envelopes and counting ballots until after
the designated time limit. In the event that such two-thirds
affirmative vote is not received for any reason (i.e., lack of
response), the vote must fail. In all other matters or questions, a
majority vote is required for adoption. The Secretary shall verify and
count all returned ballots, as described above, and must publish all
results through the Newsletter. A copy of the question and the results
shall be submitted to the President. The Secretary shall file a copy of
the question together with all returned ballots and other necessary
documents and enter the results in the official records of the Club,
making any required necessary corrections to the Bylaws or other
involved documents.
ARTICLE VII -- PARLIAMENTARY AUTHORITY
The
current edition of The Standard Code of Parliamentary
Procedure governs this Club in all parliamentary situations
that are not provided for by the law or by its Constitution and Code of
Ethics, its Bylaws or adopted rules and policies.
ARTICLE VIII -- AMENDMENTS TO THE BYLAWS
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% of the
membership in good standing. Amendments proposed by such a petition
shall be promptly considered by the Board of Directors and must be
submitted to the members with the recommendations of the Board by the
Secretary for a vote within three months of the date when the petition
was received by the Secretary.
ARTICLE IX -- DISSOLUTION OF THE CLUB
This
non-profit organization may be dissolved at any time by the written
consent of not less than two-thirds (2/3) of the voting membership, or
by operation of the law. In the event that the Club is dissolved,
whether voluntary or involuntary, any moneys remaining in the Club's
treasury shall be used to pay any outstanding debts incurred by the
Club. All remaining funds are to be donated to a veterinary teaching
hospital or school or some other charity established for the benefit of
animals, to be determined by the Board. No tangible property, equipment
nor other assets may be transferred to any private individual or Club
member. Such property must be transferred to another dog club or sold
and the funds disbursed to a charitable organization chosen by the
Board, as described above. No officer or regular Club member may seek
to profit from selling or transferring items belonging to the Club at
any time.
ARTICLE X -- DISCIPLINE
This
Club operates under the auspices of the United Kennel Club and all
members must abide by the rules and regulations of the United Kennel
Club.
Section
1. United Kennel Club Suspension.
Any member who is suspended from the privileges of the United 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 or breed. Written charges with specifications
must be filed in duplicate with the Secretary together with a deposit
of $50 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 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 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 the hearing all the
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 months from the
date of the hearing. And, if it deems punishment of suspension is
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, it's 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 proceeding may occur at a
regular or special meeting of the Club, to be held within 60 days but
not earlier than 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 he wishes. The members shall 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. A member who has been expelled may
not reapply for membership.
CERTIFICATION
We
hereby certify that the original foregoing Constitution and Bylaws
consisting of twelve (12) pages, including this page, constitute the
Bylaws of the United White Shepherd Club, adopted by it's Board of
Directors on March 15, 1999.
Denise
Menke - President
Dale Malony- Vice President
Diana
L. Updike - Secretary
Jen Proud- Treasurer
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