Gold Country Irish Red and White Setter Society
SECTION 1. Eligibility.
There shall be 5 types of membership open to persons 18 years of age and older and a Junior membership for persons under 18 years old. Prospective members must be in good standing with The American Kennel Club and subscribe to the purposes of this Club. While membership is to be unrestricted as to residence, the club’s primary purpose is to be representative of the breeders and exhibitors in its immediate area.
Individual — Enjoys all club privileges including the right to vote and hold office.
Household — Two (2) adult members residing in the same household, each eligible to vote and hold office.
Associate or Newsletter —Entitled to all club privileges except voting and election to the board (offered to individuals who live outside of the club’s area; also offered to individuals who live in the club’s area but are not active).
Junior --- Open to children under 18 years of age; a non-voting/non-office holding membership which may automatically convert to regular membership at age 18.
Honorary — An individual who has made significant contributions to the Sport, Breed or the Club; honorary members pay no dues and are not eligible to vote, but can maintain regular (or household) membership if they pay dues.
Life — For those individuals who have been members for a long period of time (usually 20+ years). Life members pay no dues but are eligible to vote and hold office.
SECTION 2. Dues.
Membership dues shall not exceed $40 Individual, $50 Household, $25 Junior, $15 Associate/Newsletter per year payable on or before the 1st day of January of each year. No member, whose dues are not paid for the current year, may vote. During the month of November the Treasurer shall send to each member a statement of dues for the ensuing year.
SECTION 3. Election to Membership.
Each applicant for membership shall apply on a form as approved by the board of directors and which shall provide that the applicant agrees to abide by the constitution and bylaws and the rules of The American Kennel Club. The application shall state the name, address, and occupation of the applicant and it shall carry the endorsement of two members in good standing. Accompanying the application, the prospective member shall submit dues payment for the current year. All applications are to be filed with the
Secretary and each application is to be presented to the membership, by mail or e-mail, at least one week before the next meeting. At the next club meeting the application will be voted
upon and affirmative votes of 2/3 of the members
present and voting by secret ballot at that meeting
shall be required to elect the applicant.If a meeting is scheduled in less than a week, the application will be presented at that meeting and voted upon at the next following meeting.Applicants for membership who have beenrejected by the club may not reapply within sixmonths after such rejection.
SECTION 4. Termination of Membership.
Memberships may be terminated:
(a) by resignation. Any member in good standing may resign from the club upon written notice to the Secretary, but no member may resign when in debt to the club. Obligations other than dues are considered a debt to the club and must be paid in full prior to resignation.
(b) by lapsing. A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid for 60 days after the first day of the fiscal year; however, the board may grant an additional 30 days of grace to such delinquent members in meritorious cases. In no case may a person be entitled to vote at any club meeting whose dues are unpaid as of the date of that meeting.
(c) by expulsion. A membership may be terminated by expulsion as provided in Article VI of these bylaws.
Meetings and Voting
SECTION 1. Club Meetings.
Meetings of the club shall be held each month within the greater Northern California area, at such hour and place as may be designated by the board of directors. Written notice of each such meeting shall be mailed or e-mailed by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meetings shall be a majority of the members in good standing.
SECTION 2. Special Club Meetings.
Special club meetings may be called by the President, or by a majority vote of the members of the board who are present and voting at any regular or special meeting of the board. A special club meeting shall be called by the Secretary upon receipt of a petition signed by five members of the club who are in good standing. Such special meetings shall be held within the greater Northern California area at such place, date and hour as may be designated by the person or persons authorized herein to call such meetings. Written notice of such a meeting shall be mailed or e-mailed by the Secretary at least five days and not more than 15 days prior to the date of the meeting, and said notice shall state the purpose of the meeting, and no other club business may be transacted thereat. The quorum for such a meeting shall be a majority of the members in good standing.
SECTION 3. Board Meetings.
Meetings of the board of directors shall be held each month within the greater Northern California area at such hour and place as may be designated by the board.
Meetings - Members of the board may participate in a meeting through use of conference telephone, electronics video screen communication or electronic transmission by and to the corporation/club. Participation in a meeting through use of conference telephone or electronic video screen communication pursuant to this subdivision constitute presence in person at that meeting as long as all members participating in the meeting are able to hear one another. Participation in a meeting through use of electronic transmission by and to the corporation/club, other than conference telephone and electronic video screen communication, pursuant to this subdivision constitutes presence in person at that meeting if both of the following apply:
A). Each member participating in the meeting can communicate with all of the other members concurrently.
B). Each member is provided the means of participating in all matters before the board, including, without limitation the capacity to propose, or to interpose an objection to, a specific action to be taken by the corporation/club.
Business (Voting) - Can be conducted at a meeting or through mail, fax, or e-mail. In order for business to be conducted by e-mail the following precautions must be in place (and included in the by-laws).
1). Every board member must be provided means to participate.
2). A procedure must be in place to verify the identity of the individuals participating to ensure that are the eligible board members.
3). All board members must agree to participate in this manner.
4). Each member participating in the meeting can communicate with all of the other members concurrently.
5). Each member is provided the means of participating in all matters before the board, including, without limitation, the capacity to propose, or to interpose an objection to a specific action to be taken by the corporation.
Written notice of each such meeting shall be mailed or e-mailed by the Secretary at least five days prior to the date of the meeting. The quorum for such a meeting shall be a majority of the board.
SECTION 4. Special Board Meetings.
Special meetings of the board may be called by the President; and shall be called by the Secretary upon receipt of a written request signed by at least three members of the board. Such special meetings shall be held within the greater Northern California area at such place, date, and hour as may be designated by the person authorized herein to call such meeting. Written notice of such meeting shall be mailed or e-mailed by the Secretary at least five days and not more than 10 days prior to the date of the meeting. Any such notice shall state the purpose of the meeting and no other business shall
be transacted thereat. The quorum for such a meeting shall be a majority of the board.
SECTION 5. Voting.
Each member in good standing whose dues are paid for the current year shall be entitled to vote at any meeting of the club at which he/she is present. Only board members may vote at board meetings.
Proxy voting will not be permitted at any club meeting or election.
Directors and Officers
SECTION 1. Board of Directors.
The board shall be comprised of the officers and 3 other persons, all of whom shall be members in good standing. They shall be elected for a one year term at the club’s annual meeting as provided in Article IV and shall serve until their successors are elected. General management of the club’s affairs shall be entrusted to the board of directors.
SECTION 2. Officers.
The club’s officers, consisting of the President, Vice President, Secretary and Treasurer, shall serve in their respective capacities both with regard to the club and its meetings and the board and its meetings.
(a) The President shall preside at all meetings of the club and of the board, and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these bylaws.
(b) The Vice President shall have the duties and exercise the powers of the President in case of the President’s death, absence or incapacity.
(c) The Secretary shall keep a record of all meetings of the club and of the board and of all matters of which a record shall be ordered by the club; have charge of the correspondence, notify members of meetings, notify new members of their election to membership, notify officers and directors of their election to office, keep a roll of the members of the club with their addresses, and carry out such other duties as are prescribed in these bylaws.
(d) The Treasurer shall collect and receive all moneys due or belonging to the club. Moneys shall be deposited in a bank designated by the board, in the name of the club. The books shall at all times be open to inspection by the board and a report shall be given at every meeting on the condition of the club’s finances and on every item of receipt or payment not before reported. At the annual meeting an accounting shall be rendered of all moneys received and expended during the previous fiscal year. The Treasurer shall be bonded in such amount as the board of directors shall determine.
(e) The offices of Secretary and Treasurer may be held by the same person, in which case the board shall be comprised of 7 persons.
(f) AKC Delegate (for clubs elected member clubs of the AKC).
SECTION 3. Vacancies.
Any vacancies occurring on the board or among the offices during the year shall be filled until the next annual election by a majority vote of the members of the board at its first regular meeting following the creation of such vacancy, or at a special board meeting called for that purpose; except that a vacancy in the office of President shall be filled automatically by the Vice President and the resulting vacancy in the office of Vice President shall be filled by the board.
The Club Year, Annual Meeting, Elections
SECTION 1. Club Year.
The club’s fiscal year shall begin on the first day of January and end on the last day of December. The club’s official year shall begin immediately at the conclusion of the election at the annual meeting and shall continue through the election at the next annual meeting.
SECTION 2. Annual Meeting.
The annual meeting shall be held in the month of September, at which officers and directors for the ensuing year
shall be elected by secret ballot from among those nominated in accordance with Section 4 of this Article. They shall take office immediately upon the conclusion of the election and each retiring officer shall turn over to the successor in office all properties and records relating to that office within 30 days after the election.
SECTION 3. Elections.
The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The 3
nominated candidates for other positions on the board who receive the greatest number of votes for such positions shall be declared elected.
SECTION 4. Nominations.
No person may be a candidate in a club election who has not been nominated. During the month of June, the
board shall select a Nominating Committee consisting of three members and two alternates, not more than one of whom may be a member of the board. The Secretary shall immediately notify the committeemen and alternates of their selection. The board shall name a chairman for the committee and it shall be such person’s duty to call a committee meeting, which shall be held on or before July 15th.
(a) The committee shall nominate one candidate for each office and positions on the board and, after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing.
(b) Upon receipt of the Nominating Committee’s report, the Secretary shall, at least two weeks before the August meeting, notify each member, in writing or e-mail, of the candidates so nominated.
(c) Additional nominations may be made at the August meeting by any member in attendance, provided that the person so nominated does not decline when their name is proposed, and provided further that if the proposed candidate is not in attendance at this meeting, the proposer shall present to the Secretary a written statement from the proposed candidate signifying willingness to be a candidate. No person may be a candidate for more than one position.
(d) Nominations cannot be made at the annual meeting or in any manner other than as provided in this Section.
The board may each year appoint standing committees to advance the work of the club in such matters as dog shows, obedience trials, trophies, annual prizes, membership, and other fields which may well be served by committees. Such committees shall always be subject to the final authority of the board. Special committees may also be appointed by the board to aid it on particular projects.
Any committee appointment may be terminated by a majority vote of the full membership of the board upon written notice to the appointee; and the board may appoint successors to those persons whose services have been terminated.
SECTION 1. American Kennel Club Suspension.
Any member who is suspended from all the privileges of The American Kennel Club automatically shall be suspended from the privileges of this club for a like period.
SECTION 2. Charges.
An individual member may prefer charges against another individual member for alleged misconduct prejudicial to the best interests of the club. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $25, 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 which would be prejudicial to the best interests of the club, it may refuse to entertain jurisdiction. If the board entertains jurisdiction of the charges, it shall fix 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 and the specifications to the accused member by registered mail together with a notice of the hearing and an assurance that the defendant may personally appear in his own defense and bring witnesses if he wishes.
SECTION 3. Board Hearing.
The board shall have complete authority to decide whether counsel may attend the hearing, but both complainant
and defendant shall be treated uniformly in that regard. Should the charges be sustained after hearing all the evidence and testimony presented by complainant and defendant, the board may by a majority vote of those present reprimand or suspend the defendant from all privileges of the club for not more than six months from the date of the
hearing. And, if it deems that punishment insufficient, it may also recommend to the membership that the penalty be expulsion. In such case, the suspension shall not restrict the defendant’s right to appear before his fellow members at the ensuing club meeting which considers the board’s recommendation. Immediately after the board has reached a decision, its finding shall be put in written form and filed with the Secretary. The Secretary, in turn, shall notify each of the parties of the board’s decision and penalty, if any.
SECTION 4. Expulsion.
Expulsion of a member from the club may be accomplished only at a meeting of the club following a board hearing and upon the board’s recommendation as provided in Section 3 of this Article. Such proceedings may occur at a regular or special meeting of the club to be held within 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 then vote by secret ballot on the proposed expulsion. A 2/3 vote of those present and voting at the meeting shall
be necessary for expulsion. If expulsion is not so voted, the board’s suspension shall stand.
Amendments to the constitution and bylaws may be proposed by the board of directors or by written petition addressed to the Secretary and signed by 20 percent of the membership in good standing. Amendments proposed by
such petition shall be promptly considered by the board of directors and must be submitted to the members with recommendations of the board by the Secretary for a vote within three months of the date when the petition was received by the Secretary.
The constitution and bylaws may be amended by a 2/3 secret vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and mailed or e-mailed to each member at least two weeks prior to the date of the meeting.
The standing rules may be amended by a 1/2 secret vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and mailed or e-mailed to each member at least two weeks prior to the date of the meeting.
The club may be dissolved at any time by the written consent of not less than 2/3 of the members in good standing. In the event of the dissolution of the club other than for purposes of reorganization, whether voluntary or involuntary
or by operation of law, none of the property of the club nor any proceeds thereof nor any assets of the club shall be distributed to any members of the club, but after payment of the debts of the club its property and assets shall be given to a charitable organization for the benefit of dogs selected by the board of directors.
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 Secretary
Report of Treasurer
Reports of committees
Election of officers and board (at annual meeting)
Election of new members
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
Reports of committees
The rules contained in the current edition of “Robert’s Rules of Order, Newly Revised,” shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any other special rules of order the club may adopt.
(revised by membership July 2011)