Moore County Kennel Club Constitution (as amended February 2017)
ARTICLE I – Name and Objects
Section 1. The name of the Club shall be the Moore County Kennel Club of North Carolina
Section 2. The objects of the Club shall be:
- To further the advancement of all breeds of purebred dogs
- To do all in its power to protect and advance the interests of all breeds of pure-bred dogs and to encourage sportsmanlike competition at club sponsored events
- To conduct any events approved by the American Kennel Club under the rules and regulations of the American Kennel Club.
Section 3. The Club shall not be conducted or operated for profit and no part of any profits or remainder or residue from dues or donations to the Club shall inure to the benefit of any member or individual.
Section 4. The members of the Club shall adopt, and may from time to time, revise such bylaws as may be required to carry out these objects.
ARTICLE I – Membership
Section 1. Eligibility. There shall be one type of membership open to all persons eighteen years of age and older who are in good standing with the American Kennel Club and who subscribe to the purposes of this club. At the discretion of the Board of Directors, an honorary membership may be bestowed for meritorious service. Honorary membership is a non-voting, non-office holding membership which is not required to pay dues. 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. Dues. Membership dues not to exceed $50.00 per year per person. The actual amount will be recommended periodically by the Board of Directors and approved by the membership. Dues will be payable by January 31st of each year. Dues not paid by February 28th are considered delinquent and the membership lapsed. Lapsed membership may be restored by submission of a written request to the Board of Directors with full payment of dues attached. No member may vote whose dues are not paid for the current year. The Corresponding Secretary will ensure that a dues notice is posted in the December edition of the club newsletter.
Section 3. Election to Membership. Each applicant for membership shall apply on a form approved by the Board of Directors which shall provide that the applicant agrees to abide by this Constitution and these Bylaws, the Code of Ethics of this Club, 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. Accompanying the application, the prospective member shall submit dues payment for the current year. Each application for membership must first be approved by a majority vote of the Board of Directors. If approved by the Board, all applications are to be filed with the membership Chairman and each application is to be read at the first meeting of the club following its approval by the Board. At the next club meeting, the application will be voted upon by the membership and an affirmative vote of 3/4 of the members present and voting at that meeting shall be required to elect the applicant. Applications shall be voted on by secret ballot. Applicants for membership who have been rejected by the Club may not reapply within 6 months after such rejection.
Section 3a. Past/Lapsed Members wishing to Re-Join Club Approved 5/26/2021
- Prospective Member supplies a new application and dues. 2. Application must be submitted to Board for approval. 3. If the Board approves, the applicant can be re-introduced at the next general meeting they are present. 4. The general Membership will vote on acceptance, skipping the requirement for the second meeting.
Section 4. Termination of Membership. Membership may be terminated:
- By resignation. Any member in good standing may resign from the Club upon written or electronic notice to the Membership Chairman, but no member may resign when in debt to the Club. Dues obligations are considered a debt to the club. Obligations other than dues are considered a debt to the club and must be paid in full prior to resignation.
- By lapsing. A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid by February 28th; 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.
- By expulsion. A membership may be terminated by expulsion as provided in Article VI of these bylaws.
ARTICLE II – Meetings and Voting
Section 1. Club Meetings. Meetings of the Club shall be held in the greater Moore County area at such time, date, and place as may be designated by the Board of Directors. Written notice of each meeting shall be included in the monthly newsletter electronically mailed or mailed by 1st class postage. The quorum for such meetings shall be 20% 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; or be called by the Corresponding Secretary upon receipt of a petition signed by five members of the Club who are in good standing. Such special meetings shall be held in the greater Moore County 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 e-mailed or mailed by the Corresponding 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 a meeting shall be 20% of the members in good standing.
Section 3. Board Meetings. Meetings of the Board of Directors shall be held in the greater Moore County area as needed, at such hour and place as may be designated by the Board. Written or electronic notice of each such meeting shall be given to each Board Member by the Corresponding Secretary at least 5 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 or by the Corresponding Secretary upon receipt of a written request signed by at least three members of the Board. Such special meetings shall be held electronically or in the Greater Moore County area at such place, date and hour as may be designated by the person authorized herein to call such a meeting. Notice of such meeting shall be given by the Corresponding Secretary at least 5 days prior 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 club business shall be transacted thereat. A 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 one vote at any meeting of the Club at which that person is present. Proxy voting will not be permitted at any club meeting or election.
ARTICLE III – Directors and Officers
Section 1. Board of Directors. The Board shall be comprised of the President, Vice-President, Corresponding Secretary, Recording Secretary, Treasurer, and four other persons (Directors), all of whom shall be members in good standing. The Officers and Directors will be elected for two year terms 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, Corresponding Secretary, Recording Secretary, and Treasurer shall serve in their respective capacities both with regard to the Club and its meetings and the Board and its meetings.
- 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.
- The Vice-President shall have the duties and exercises the powers of the President, in case of the President’s death, absence or incapacity. The Vice President shall be the Program Chairperson.
- The Recording 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. The Recording Secretary shall carry out other duties as are prescribed in these bylaws.
- The Corresponding Secretary shall have charge of the correspondence, notify members of meetings, and be in charge of the compilation and distribution of the monthly newsletter. The Corresponding Secretary shall carry out other duties as are prescribed in these bylaws.
- The Treasurer shall collect and receive all money due to or belonging to the club. The Treasurer shall deposit the same in a bank designated by the Board in the name of the club and make all disbursements, as approved by the Board. The Treasurer’s books shall at all times be open to inspection of the Board and the Treasurer shall report to the Board at every meeting the condition of the club’s finances and every item of receipt or payment not before reported. At the annual meeting, the Treasurer shall render an account of all monies received and expended during the previous fiscal year. The treasurer’s books shall be turned over, at intervals specified by the Board, to an auditing committee of 3 members appointed by the Board.
- The President or Vice President shall be designated as alternate disburser of the club’s monies to act only in case of the incapacity of the Treasurer to perform his or her duties. In the case of the resignation or death of the Treasurer, the President or Vice President will perform the Treasurer’s duties until the vacancy has been filled by the Board of Directors.
- The offices of Treasurer and one of the Secretaries may be held by the same person in which case the Board will be comprised of the Officers and five other persons.
Section 3. Vacancies. Any vacancies occurring on the Board or among the offices during the terms shall be filled until the next election by a majority vote of all the then 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.
Section 4. Removal of Officers. Such officers, or any of them, and committees or members thereof, may at any time, for violation of duty, be removed by a 2/3 vote of the Board of Directors and the ensuing vacancies be filled by said Board.
ARTICLE IV – The Club Year, Annual Meeting, Elections
Section 1. Club Year. The Club’s fiscal year shall begin on the 1st day of January and end on the 31st day of December. In election years, the club’s official year will begin immediately at the conclusion of the election held during the January Annual Meeting.
Section 2. Annual Meeting. The Annual Meeting shall be held in the month of January and in election years, officers and directors for the ensuing two years shall be elected by a secret written ballot from among those nominated in accordance with Section 4 of this Article. In situations where there is no opposition to the nominating committee’s proposed slate, a single vote cast by the President will suffice. The new officers and Board members shall take office immediately upon the conclusion of the election and each retiring officer shall turn over to his successor in office all properties and records relating to that office within 10 days after that election.
Section 3. Eligibility. No member shall be eligible for an elective office unless such member has been in good standing for a period of at least six months and has attended at least 1/3 of the regular club meetings during the fiscal year.
Section 4. Elections. The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The four nominated candidates for the other positions on the Board who receive the greatest number of votes for such positions shall be declared elected.
Section 5. Nominations. No person may be a candidate in a Club election who has not been nominated. During the month of September in nomination years, the Board shall select a nominating committee consisting of three members and two alternates, not more than one of which may be a Board member. The Corresponding Secretary shall immediately notify the committee members and alternates of their selection. The Board shall appoint a chairperson for the nominating committee and it shall be his or her duty to call a nominating committee meeting which shall be held on or before October 1st. Shortly upon receipt of the nominations on the nomination deadline of October 1st, the Corresponding Secretary shall send each member in good standing a notice listing all the candidates for each position so nominated
- The committee shall nominate one candidate for each office and one candidate for each of the four other positions on the Board. After securing the consent of each person so nominated, the committee shall immediately report their nominations to the Board in writing.
- Upon the receipt of the nominating committee’s report, the Corresponding Secretary shall, before the next club meeting, notify each club member in writing of the candidates so nominated. This requirement may be satisfied by publication in the monthly newsletter.
- Additional nominations may be made at the November meeting by any member in attendance provided that the person so nominated does not decline when his or her name is proposed. If the proposed candidate is not in attendance at this meeting, the proposer shall present the Board with a written statement from the proposed candidate signifying his or her willingness to be a candidate. No person shall be a candidate for more than one office and the additional nominations which are provided for herein may be made only from among those members who have not accepted a nomination of the nominating committee.
- Nominations cannot be made at the Annual Meeting or in any manner other than as provided in this Section.
ARTICLE V – Committees
Section 1. The Board may appoint committees to advance the work of the club in such matters as club sponsored dog events, trophies, 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.
Section 2. Any committee appointment may be terminated by a majority vote of the full membership of the Board upon written notice to the appointee(s); and the Board may appoint successors to those persons whose services have been terminated.
Section 3. At the club’s first or second meeting after the annual conformation show, the President shall nominate, subject to the approval of the Board, a conformation show committee consisting of a chairman and other members as may be needed which will be in direct charge of, and responsible for, all the phases of the club’s All Breed conformation dog show, subject however, to the final authority of the Board of Directors.
ARTICLE VI – Discipline
Section 1. American Kennel Club Suspension. Any member who is suspended from the privileges of The American 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 another member for alleged misconduct prejudicial to the best interests of the club. Written charges with specifications must be filed in duplicate with the Corresponding Secretary together with a deposit of $10.00 which shall be forfeited if such charges are not sustained by the Board following a hearing. The Corresponding 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 of a hearing by the Board not less than 3 weeks nor more than 6 weeks thereafter. The Corresponding 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 or her own defense and bring witnesses if he or 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 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, for consideration of the Board’s recommendation. Immediately after the Board has reached its decision, its findings shall be put in written form by the Corresponding Secretary and filed. The Secretary 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 or her own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the Board’s findings and recommendations, and invite the defendant, if present, to speak on his or her own behalf. The members shall then vote by secret written ballot on the proposed expulsion. A 2/3 (two-thirds) vote of those present and voting at this meeting shall be necessary for expulsion. If expulsion is not so voted, the Board’s suspension shall stand.
ARTICLE VII – Amendments
Section 1. Amendments to the Constitution and Bylaws may be proposed by the Board of Directors or by written petition addressed to the Corresponding Secretary signed by twenty percent (20%) 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 Corresponding Secretary for a vote by secret ballot within three months of the date when the petition was received by the Corresponding Secretary.
Section 2. The Constitution and Bylaws may be amended by a 2/3 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 to each member at least two weeks prior to the date of the meeting.
Section 3. When and if the Moore County Kennel Club of North Carolina shall become a member club of the American Kennel Club, these Bylaws shall automatically be amended to contain the statements and format approved by the American Kennel Club.
ARTICLE VIII – Dissolution
Section 1. Dissolution. The club may be dissolved at any time by the written consent of not less than 2/3 of the entire membership. 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 member 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.
ARTICLE IX – Order of Business
Section 1. At meetings of the club, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
Call to order
Roll Call (Sign in sheet may be used instead)
Minutes of last meeting
Report of President
Report of Corresponding Secretary
Report of Treasurer
Reports of Committees
(Election of Officers and Board at annual meeting in election years)
Report of Membership Chairman
Election of new members
Section 2. At meetings of the Board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:
Call to order
Reading of minutes of last meeting
Report of President
Report of Treasurer
Reports of Secretaries
Report of Committees
ARTICLE X – Parliamentary Authority
Section 1. 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 the club may adopt.