CONSTITUTION AND BY-LAWS
OF THE WEIMARANER CLUB OF THE WASHINGTON, D.C. AREA
ARTICLE I: Name and Objectives
and may be referred to as the WCWDCA.
B. The Club shall not be conducted or operated for profit and no part of any profit or remainder or residue from dues, or donations to the Club shall inure to the benefit of any members or individual.
C. The Club is a member of the Weimaraner Club of America and is affiliated with the American Kennel Club.
D. The members of the Club shall adopt and may amend the Constitution and By-laws (as specified in Article IX) as necessary to carry out the objectives of the Club.
Section 2. OJBECTIVES
The objectives of the club shall be:
A. To encourage and promote the breeding of pure-bred Weimaraners and to do all possible to bring their natural qualities to perfection;
B. To urge members and breeders to accept the standard of the breed as approved by the American Kennel Club as the only standard of excellence by which Weimaraners shall be judged;
C. To protect and advance the interests of the breed by encouraging sportsman-like competition at dog shows, specialty shows, field, tracking, agility and obedience events;
D. To encourage ethical and good sportsmanlike conduct in all matters pertaining to the advancement of the breed;
E. To conduct sanctioned trials, licensed specialty shows, field events, obedience and agility trials, tracking and hunting tests under the rules of The American Kennel Club;
F. To conduct ratings, futurities and maturities under the rules of the Weimaraner Club of America;
G. To sponsor events and encourage the members and their children to participate.
ARTICLE II: Membership
Section 1. ELIGIBILITY
Membership is open to all persons eighteen years of age or older who are in good standing with The American Kennel Club and who will subscribe to the objectives of the WCWDCA.
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.
Section 2. TYPES OF MEMBERSHIP
Types of Membership are:
A. Regular Members – voting members (restricted to residents within a 100-mile radius of the Washington Monument).
1. Family (2 adults and children under 18 years of age)
2. Individual
B. Associate Members – non-voting members
Section 3. CLUB YEAR
The Club’s fiscal year and membership year shall be from July 1st through June 30th.
Section 4. DUES
Membership dues shall be payable on or before the first day of July each year. Amount shall be determined by the Board and approved by the club members. No member may vote whose dues are not paid for the current year.
Section 5. ELECTION TO MEMBERSHIP
Each applicant for membership shall complete a Club membership form that has been approved by the Board of Directors. It shall provide that the applicant agrees to abide by the Constitution and By-Laws of the WCWDCA and the rules of The American Kennel Club.
The application shall provide for the name, address, and occupation of the applicant, and carry the signed endorsement of two members of the Club. The applicant shall submit the application along with the dues for the current year and a non-refundable application fee to the Club Secretary. The initial annual dues payment from a new member elected to the Club in April, May or June shall constitute full dues payment for the rest of the current year and the entire following year.
The applicant shall be read at the first meeting after receipt by the Secretary, and read and voted upon at the next Club meeting and must receive affirmative votes from 2/3 of all members in attendance and voting to successfully elect the applicant.
Applicants for membership who have not been approved by the Club may reapply for membership after six months.
Section 6. TERMINATION OF MEMBERSHIP
Membership may terminate by:
A. Resignation – Any member may resign from the Club upon written notice to the Secretary.
B. Lapsed – A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid for 60 days after the due date (July 1st).
C. Expulsion - A membership may be terminated by expulsion as provided for in Article VII of the By-Laws.
Section 7. REINSTATEMENT OF LAPSED MEMBERS
Lapsed members will need to reapply for election to membership as outlined in Section 5 of this article.
ARTICLE III: Meetings and Voting
Section 1. CLUB MEETINGS
Meetings of the Club shall be held at a location within a 100 mile radius of the Washington Monument h same region used for designation of regular membership) on the second Thursday of the months of September, November, March, and May at such hour and place as may be designated by the Board of Directors. In addition, there will be a minimum of three (3) additional general meetings scheduled during the Club year to be held on a date, time, and location agreed upon by the Board of Directors. These additional meetings can be held in conjunction with other club-sponsored activities or events. The quorum to conduct business at the Club meetings shall be 10 voting members.
Section 2. SPECIAL CLUB MEETINGS
Special Club meetings may be called by the President or a majority vote of the Board of Directors who are present and voting at any regular or Special meeting of the Board or by 2/3 of the membership in good standing and shall be called by the Secretary upon receipt of a petition signed by them. Such Special meetings shall be held within a 100 mile radius of the Washington Monument at such a place, date, and hour as may be designated by the person or persons authorized herein to call such meetings. Written notice of special meetings shall be mailed by the Secretary at least 5 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 meeting shall be 15.
Section 3. BOARD MEETINGS
Meetings of the Board of Director’s shall be held at least four times a year at a location within a 100 mile radius of the Washington Monument in the months of March, June, September, & December. The location of these meetings will be designated by the President. Notice of such meetings shall be sent by the Secretary at least 5 days prior to the date of the meeting. The quorum for a Board of Director’s meeting shall be 5.
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 5 Members of the Board. Special meetings of the Board shall be held at a location within a 100 mile radius of the Washington Monument and at such a place, date, and hour as may be designated by the person authorized herein to call such meetings. The Secretary shall send notice of such meeting at least 5 days prior to the date of the meeting. Electronic notice shall be filed at least 3 days prior to the date of the meeting. Such notice shall state the purpose(s) of the meeting and no other business shall be transacted. A quorum for such a meeting shall be 5.
Section 5. VOTING
Each member who is in good standing for the current year shall be entitled to vote at any meeting of the Club at which he/she is present as follows:
Regular Family Member – 2 votes (if 2 adults are present)
Regular Individual Member – 1 vote
Section 6. VOTING BY PROXY
Absent regular members in good standing may vote by written proxy. Voting by proxy is limited to election of Directors and Officers with the number of votes limited to the numbers authorized in Article III, Section 5. Written proxies are to be sealed in an envelope, which has been signed by each voting member and delivered to or received by the Club Secretary prior to the election.
ARTICLE IV: Directors and Officers
Section 1. GENERAL MANAGEMENT
GENERAL MANAGEMENT of the Club’s affairs shall be entrusted to the Board of Directors.
Section 2. BOARD OF DIRECTORS
The Board shall be comprised of the President, Vice-President, Secretary, Treasurer, and either five Directors, or the immediate Past President and four Directors, all of who shall be members in good standing and all of who will serve for a one-year term. All Directors, except for the immediate Past President, shall be elected at the Club’s Annual Meeting as provided for in Article V.
Section 3. IMMEDIATE PAST PRESIDENT
The IMMEDIATE PAST PRESIDENT shall automatically serve a one-year term as a Director on the Board. In the event that a president is elected to a second consecutive term, the resulting immediate Past President’s vacancy shall be filled by an elected Director in accordance with the Provisions of Article V.
Section 4. OFFICERS
The Club officers shall be the President, Vice-President, Secretary, and Treasurer. They shall serve in their respective capacities with regard to the Club and its meetings, and to 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 entrusted to the office of the President as well as those specified by these By-Laws.
B. The Vice-President shall have the duties normally entrusted to the office of Vice President as well as those specified in these By-Laws. The Vice President shall also have the duties and will exercise the powers of the President in event of the President’s absence, incapacity, or death.
C. The Secretary shall keep a record of all meeting of both the Club and the Board, and of all matters of which a record shall be ordered by the Club. The Secretary shall have charge of Club correspondence, notify new members of their election to the Club, notify Officers and Directors of their elections of office, and keep a roll of the Club members with addresses, and perform such other duties as specified by these By-Laws.
D. The Treasurer shall collect and receive all monies due or belonging to the Club and shall deposit said monies in a bank account that is acceptable to the Board. Such account shall be in the Club’s name. The Club books shall be at all times open to inspection by the Board and the Treasurer shall report to the Board on the Club‘s financial status including all expenditures and receipts not previously reported. The Treasurer shall give reports at monthly Club meeting and at the Annual Meeting render an account of all monies received and expended during the previous fiscal year. The Treasurer will perform all duties normally entrusted to the office of the treasurer as well as those duties specified in these By-Laws. The Treasurer shall also be cooperative and assist if necessary the annual audit committee.
Section 5. VACANCIES
Any vacancies occurring on the Board or among the Officers during the year (except for the office of President) shall be filled by a majority vote of the remaining Board members at the next regular Board meeting or at a special Board meeting called for that purpose and will remain so filled until the next Annual meeting.
Section 6. PRESIDENTIAL VACANCY
A Presidential vacancy that occurs during the term of office shall be filled automatically by the Vice President and the office of Vice President will be filled as provided for in Section 5 above.
ARTICLE V: Annual Meetings and Elections
Section 1. ANNUAL MEETING
The Annual meeting shall be held at the General Club Membership Meeting held on the second Thursday in the month of May, at which Officers and Directors for the ensuing year shall be elected.
Section 2. BOARD YEAR
The Board of Directors shall assume their positions immediately at the conclusion of the elections at the Annual Meeting and shall continue through the completion of elections at the next Annual Meeting.
Section 3. NOMINATIONS
During the month of December the Board shall select a Nominating Committee consisting of three members and two alternates, not more than one of whom shall be a member of the Board. The Board/President will select a chairperson of the committee whose duty it shall be to call a committee meeting that shall be held on or before 1 February.
A. The committee shall nominate one candidate for each office and four candidates as Directors. Should a person accept the nomination to the office of the President for a second consecutive term, the Nominating Committee shall then nominate one additional candidate for Director. After securing the consent of each person so nominated, the committee shall immediately report their nominations to the secretary in writing.
B. Upon receipt of the Nominating Committee’s report, the Secretary shall notify each Regular Club Member in writing (or by way of the March Newsletter) of the nominated candidates at least 10 days before the March general membership meeting.
Section 4. NOMINATIONS FROM THE FLOOR
Additional nominations may be made at the General Club Membership Meeting held in March, by any Regular Member in good standing provided that:
A. The person making the nomination has not him/herself accepted a nomination from the nominating committee;
B. If the proposed candidate is not in attendance at this meeting, the nominator provides the Secretary a written statement from the nominated candidate signifying his/her willingness to be a candidate.
Section 5. ELECTIONS
The Officers and Directors shall be elected by secret, written ballot from those candidates nominated.
A. No person may be a candidate who has not been nominated.
B. No person may be a candidate for more than one position.
C. The four nominated candidates for the Board of Directors positions who receive the greatest number of votes shall be declared elected, except in the event of election of 5 directors as provided in Section 3A above.
D. Newly elected Board members shall take office immediately upon conclusion of the election and each retiring Board member shall turn over to his/her successor all properties and records relating to that office within 30 days.
ARTICLE VI: Committees
Section 1. STANDING COMMITTEES
The Club President shall each year appoint committee Chairmen, with the advice and consent of the Board, to advance the work of the Club in such matters as Specialty Shows, Field Trials, Obedience Trials, Hunting Tests, Trophies, Annual Awards, Membership, and other Club functions which may best be served by committee arrangement. Such committees shall always be subject to the final authority of the Board.
Section 2. JOB DESCRIPTIONS
Each Standing Committee and its Chairperson shall be guided by the Board and by the approved Job Description, which outlines the purposes and procedures of the committee.
A. The job descriptions may be reviewed and updated by the Board of Directors as needed.
B. No job description may conflict with nor supercede these By-Laws.
Section 3. AD HOC COMMITTEES
The Board may appoint special committees as needed for specific projects.
Section 4. TERMINATION OF COMMITTEE APPOINTMENTS
Any committee appointment may be terminated voluntarily or by a majority vote of the full Board upon written notice to the appointee; and the Board shall appoint successors to those persons whose services have been terminated. All appointments are for the remainder of the Club year.
ARTICLE VII: Discipline
Section 1. AMERICAN KENNEL CLUB SUSPENSION
Any member who is suspended from the privileges of the American Kennel Club shall automatically 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 and include a deposit of $25.00 which shall be forfeited if such charges are not sustained by the Board following a hearing. The secretary shall promptly send a copy of the charges to each member of the Board or present them at a Board meeting, and the Board shall first consider whether the actions alleged in the charges, if proven, might constitute conduct prejudicial to the best interests of the Club or the Breed. If not, the Board may refuse to entertain jurisdiction. If the Board entertains jurisdiction of the charges, it shall fix a date of a hearing by the Board not less than 3 weeks or more than 6 weeks thereafter. The Secretary shall promptly send one copy of the charges to the accused member by registered mail together with a notice of the hearing and assurance that the defendant may personally appear in his own defense and bring witnesses if he/she 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 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 the Board deems suspension as insufficient punishment, it may also recommend to the membership that the penalty be expulsion. In such case, the suspension shall no restrict the defendant’s right to appear before his fellow Club members at the ensuing Club meeting which considers the Board’s recommendation.
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 for expulsion. The defendant shall have the privilege of appearing in his/her own behalf though no evidence shall be taken at this meeting. The President shall read the charges and the Board’s finding and recommendations, and shall invite the defendant, if present, to speak in his/her own behalf if he/she wishes. The members of the Club shall then vote by secret written ballot on the proposed expulsion. A 2/3 majority 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.
ARTICLE VII: Parliamentary Authority
The rules contained in the Modern Edition of Robert’s Rules of Order shall govern the Club in all cases where they are not inconsistent with these By-Laws and any special rules of order the Club may adopt.
ARTICLE IX: Amendments
Section 1. AMENDMENTS
Amendments to the Constitution and By-Laws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by twenty percent of the voting membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board of Directors and must be submitted by the Secretary to the members of the Club for vote with the Board’s recommendations by the Secretary within three months of the date when the Secretary received the petition.
Section 2. VOTING
The Constitution and/or By-laws may be amended by a 2/3 vote of the members present and voting at any regular or special meeting called for that purpose provided the voting membership has been advised of the proposed amendment(s) at least ten days prior to the date of the meeting.
ARTICLE X: Dissolution
The Club may be dissolved at any time by the written consent of not less than 2/3 of the members. In the event of the dissolution of the Club, 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 organizations selected by the Board of Directors for the benefit of the Weimaraner.
ARTICLE XI: Order of Business
Section 1. CLUB MEETINGS
The order of business shall be as follows:
Roll Call; Minutes of the Last Meeting
Report of the President; Report of the Secretary
Report of the Treasurer; Report of the Committees
Election of Officers & Directors (Annual Meeting)
Election of New Members; Unfinished Business
New Business; Brags; Adjournment
In order to conduct an efficient meeting and prioritize items of business the agenda may be changed at the discretion of the Chair with a simple majority approval of those voting members in attendance.
Section 2. BOARD MEETINGS
At meetings of the Board, the order of business, unless otherwise directed by a majority vote of those present, shall be as follows:
Reading of the Minutes of the Last Meeting
Report of the Secretary; Report of the Treasurer
Reports of the Committees
Unfinished Business; New Business
Adjournment