THE UPSTATE NY BOXER CLUB
Approved - May 31, 2009
NAME AND OBJECTS
SECTION 1. The name of the club shall be Upstate NY Boxer Club
SECTION 2. The objectives of the club shall be:
a. to encourage and promote quality in the breeding of purebred Boxers and to do everything 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 and the parent breed club as the only standard of excellence by which the Boxer shall be judged.
c. to support shows and obedience trials and to maintain a program of awards which will encourage sportsmanlike competition, protect and advance the interest of the breed;
d. to conduct sanctioned and licensed specialty shows and obedience trials under the rules and regulations of the American Kennel Club;
e. to initiate educational programs and promotional activities, which will stimulate and extend public interest in the Boxer;
f. for members of the Upstate NY Boxer Club to abide by those portions of the American Boxer Club by-laws and code of ethics which are applicable to members of member 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 by-laws as may be required to carry out these objectives.
SECTION 1. Eligibility. There shall be three (3) types of membership open to all persons eighteen (18) years of age and older who are in good standing with the American Kennel Club and who subscribe to the purpose of this club. They are general, associate, and lifetime memberships. We also offer a junior associate membership to children (ages 10-17) of members or children sponsored by members, Juniors will be termed Junior Associates as they will have no voting rights. While membership is to be unrestricted as to residences, the club’s primary purpose is to be representative of the breeders and exhibitors in its immediate area. A lifetime membership may be granted to anyone who has been a member for 15 consecutive years or attained the age of 70, upon approval of the majority of members in good standing. New foreign members shall be given the same privileges, excluding voting rights, as American members. Associate Members will have full rights as Regular Club Members, excluding voting rights, and need not attend mandatory Club meetings or complete Club jobs.
SECTION 2. Dues. Membership dues shall be a maximum of fifty (50) dollars per year for each member, for each family “unit”, dues shall be 1.5 times the general membership fee; associate members shall pay 50% of general membership dues. Juniors without an active member as a family member will be charged $10.00. Juniors whose families are members of the UNYBC may be included in the Family Membership fee or may pay the ten dollar membership fee if their family member is a single member. Dues are payable on or before the 1st of January of each year and no later than March 1st. Lifetime members have their membership dues waived. No member may vote whose dues are not paid for the current year. During the month of November the treasurer shall serve notice to the members a statement of his/her dues for the ensuring year.
Initiation fee for prospective members will be the cost of the first year’s dues, and will be refunded if membership is not granted, and will automatically convert to the current year’s dues upon acceptance to the Upstate NY Boxer Club. The year’s dues will be recommended by the Board of Directors and approved by the majority vote of members at a regular club meeting.
SECTION 3. Election of Membership. Each applicant for membership shall apply on a form approved by the Board of Directors and which shall provide that the applicant agrees to abide by these constitution and by-laws 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 (2) members in good standing. Accompanying the application, the prospective member shall submit the dues payment for the current year.
All applications are to be filed with the secretary and each application is to be read at the first meeting of the club following its receipt. Each applicant must attend this meeting and two (2) subsequent meetings prior to a vote on the application by the club members.
Prospective members must attend three (3) meetings and work one (1) club function before their membership is voted upon. Club requirements must be completed within one (1) year of application. Prospective members shall be eligible to attend member-only functions after they have submitted their application.
At the next club meeting the application will be voted upon and affirmative votes of majority of the members present at the meeting shall be required to elect the applicant.
Applicants for membership who have been rejected by the club may not re-apply within six (6) months after such rejection period.
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.
b. By lapsing, a membership will be considered lapsed and automatically terminated if such member’s dues remain unpaid 60 days after the first day of January of each year; however, the Board may grant up to an additional 90 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 by-laws.
MEETING AND VOTING
SECTION 1. Club Meetings. Meetings of the club shall be held at an agreed upon location in Upstate New York, a geographical range covering east of Rochester from Interstates 390 & 590, to the western border of Utica, north to Watertown and south to the Pennsylvania State line,. The meetings shall be scheduled at the previous meeting to ensure the majority of membership can attend. A minimum of nine (9) meetings per year shall be held or as designated by the board of directors. Written notice of each such meeting shall be mailed at least seven (7) days prior to the date of the meeting. The quorum of such meeting 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 in voting in any regular or special meeting of the board; and shall be called by the secretary upon receipt of a petition signed by five (5) members of the club who are in good standing. Such special meetings shall be held in the Upstate New York area at such date, place and hour as may be designated by the person or persons authorized herein to call such meetings. Written notice of such meeting shall be mailed by the secretary at least five (5) days and not more than fifteen (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 there at. The quorum for such 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 Upstate New York area at least six (6) times per year at such hour and place as may be designated by the board. Written notice of each meeting shall be mailed by the secretary at least five (5) days prior to the date of the meeting. The quorum for such 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 (3) members of the board. Such special meeting shall be held in the Upstate New York 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 by the secretary at least five (5) days and not more than ten (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. A quorum for such meeting shall be a majority of the board.
SECTION 5. Voting. Each member in good standing whose dues are paid in the current year shall be entitled to one (1) vote at any meeting of the club at which he/she is present. Proxy voting will not be permitted at any club meeting or election.
DIRECTORS AND OFFICERS
SECTION 1. Board of directors. The board shall consist of seven (7) members who shall be president (who may only vote to break a tie), vice president, secretary, treasurer, and three (3) elective members, all of whom shall be members in good standing and all of whom shall be elected of one 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, except in no one case may it spend more than $250.00 at one time, and no more than $350.00 in any fiscal year without specific authorization of the club.
SECTION 2. Officers. The officers of the club shall be: president, vice president, secretary and treasurer. They shall be elected at the annual meeting in November and their term shall be for one year, beginning at the conclusion of the November meeting.
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 by-laws.
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 off all matters of which a record shall be ordered by the club. He/she shall have charge of the correspondence, 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 by-laws.
d. The treasurer shall collect and receive all monies due and belonging to the club. He/she shall deposit the same in a bank designated by the board, in the name of the club. His/her books shall be at all times open to inspection of the board, and he/she shall report to them at every meeting the condition of the club’s finances and every item of receipt of payment not before reported, and at the November board meeting he/she shall render an account of all monies received and expended during the previous fiscal year. The treasurer may be bonded in such amount as the board of directors shall determine.
e. Members shall elect one delegate to the American Boxer Club for the purpose of attending and/or reporting upon American Boxer Club events. The person elected should be a member of the American Boxer Club.
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 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 the 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 31st 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 November at which officers and directors for the ensuing year shall be elected by majority membership vote from among those nominated in accordance with Section 4 of this Article. Each retiring officer shall turn over his/her successor in office all properties and records relating to that office at the January board meeting, to be held jointly with old and new board members. The new officers shall take office at the conclusion of the November meeting.
SECTION 3. Elections. The nominated candidates receiving the greatest number of votes for each office shall be declared elected. The 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 August, the board will select a nominating committee consisting of three (3) members and two (2) alternates, not more than one (1) of whom may be a member of the board. The secretary shall immediately notify the committee persons and alternates of their selection. The board shall name a chairperson for the committee and it shall be his\her duty to call a committee meeting which shall be held on or before September first.
EACH MEMBER OF THE CLUB
SECTION 1. The board may each year appoint standing committees to a one year term, to advance the work of the club in such matters as specialty shows, obedience trials, trophies, annual prizes, membership in 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 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 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 a member for alleged misconduct prejudicial to the best interest of the club or breed. Written charges with specifications must be filed in duplicate with the secretary together with a deposit of ten (10) dollars 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 interest of the club or the breed. If the board considers that the charges do not allege conduct which would be prejudicial to the best interest of the club or breed it may refused 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 three (3) weeks nor more than six (6) weeks thereafter. The secretary shall promptly send one (1) 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/her 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 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 (6) 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/her fellow members at the ensuing club meeting which considers the board’s recommendation. Immediately after the board has reached a decision, its findings 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 sixty (60) days, but not earlier than thirty (30) days after the date of the board’s recommendation of expulsion. The defendant shall have the privilege of appearing in his/her behalf, though no evidence shall be taken at this meeting. The president shall read the charges and the board’s findings and recommendations, and shall invite the defendant, if present, to speak on his/her behalf if he/she wishes. The members shall then vote by secret ballot on the proposed expulsion, the ballets will be open tallied. 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.
SECTION 1. Amendments to the constitution and by-laws may be proposed by the board of directors by written petition addressed to the secretary signed by 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 secretary for a vote within three (3) months of the date when the petition was received by the secretary.
SECTION 2. The constitution and by-laws 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 to each member at least two (2) weeks prior to the date of the meeting.
SECTION 1. Dissolution. 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 of the benefit of dogs selected by the board of directors.
ORDER OF BUSINESS
SECTION 1. At meetings of the club, the order of business, so far as the nature of the meeting may permit shall be as follows:
Reading of Last Meetings Minutes
Report of President
Report of Secretary
Report of Treasurer
Report of Committees
Report of Officers and Board (at annual meeting)
Election of New Members
SECTION 1. The rules contained in the current edition of Roberts 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 by-laws and any special rules of order the club may adopt.