Constitution and Bylaws
MID-ATLANTIC LEONBERGER CLUB OF VIRGINIA
As amended by the membership on October 27, 2019
ARTICLE I: NAME AND OBJECTS
Section 1. The name of the club shall be Mid-Atlantic Leonberger Club of Virginia
Section 2. The objects of the club shall be:
(a) to encourage and promote quality in the breeding of purebred Leonbergers 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 Leonbergers shall be judged;
(c) to do all in its power to protect and advance the interests of the breed by encouraging sportsmanlike competition at dog shows, obedience trials, and agility trials.
(d) to conduct sanctioned matches, dog shows, obedience trials, agility trials, and any other event for which the club is eligible 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 five (5) types of membership open to persons 18 years of age and older and one (1) type of membership open to people ages 9-17 who are in good standing with The American Kennel Club and who subscribe to the purposes of this Club.
(1) Regular (individual) Membership: Enjoys all club privileges including the right to vote and hold office. Regular Membership dues shall not exceed $25.00 per year,
(2) Household Membership: Two adult members residing in the same household, each eligible to vote and hold office. Household Membership dues shall not exceed $25.00 per year,
(3) Associate Membership: Entitled to all club privileges except voting and the right to hold office. Associate Membership dues shall not exceed $25.00 per year,
(4) Associate Household Membership: Two adult members residing in the same household, each enjoying all club privileges except voting and the right to hold office. Associate Household Membership dues shall not exceed $25.00 per year,
(5) Honorary Membership: An individual who has made significant contributions to the Sport, Breed or the Club; honorary members do not enjoy voting or office holding privileges.
(6) Junior Membership: 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.
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. Dues shall be set by a 2/3 vote of the members present and voting at the club’s annual meeting. Membership dues shall not exceed $25.00 per year, payable on or before the 1st day of January of each year. No member may vote whose dues are not paid for the current year. During the month of December, 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 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 2 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 read at the first meeting of the club following its receipt. 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.
Applicants for membership who have been rejected by the club may not reapply within six months after such rejection.
Section 4. Member in Good Standing. A member in good standing is any individual who is not suspended by The American Kennel Club or the Mid-Atlantic Leonberger Club of Virginia and whose dues for the year are already paid.
Section 5. 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 lapsed and automatically terminated if such member's dues remain unpaid 60 days after the first day of the fiscal year; however, the board may grant an additional 60 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.
ARTICLE II: MEETINGS AND VOTING
Section 1: Club Meetings. Meetings of the club must be held at least six (6) times per year within the greater Fredericksburg, VA area (including an extended territory from Richmond to greater Washington, DC) at such hour and place as may be designated by the board of directors. Written notice of each such meeting shall be mailed by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meetings shall be 20 percent 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; and 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 in the greater Fredericksburg, VA area (including an extended territory from Richmond to greater Washington, DC) 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 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 20% of the members in good standing.
Section 3. Board Meetings. Meetings of the board of directors shall be held at least six (6) times per year within the greater Fredericksburg, VA area (including an extended territory from Richmond to greater Washington, DC) or via telephone conference call or via video conference at such hour and place as may be designated by the board. Written notice of each such meeting shall be 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 in the greater Fredericksburg, VA area (including an extended territory from Richmond to greater Washington, DC) 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 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 one vote at any meeting of the club at which he 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 officers and one (1) other person, all of whom shall be members in good standing and all of whom shall be elected for one-year terms at the club’s annual meeting as provided in Article IV and shall serve until their successors are elected. The AKC Delegate shall be elected for a three-year term and serve as a non-voting member of the board. 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 addresses, which shall be sent to any member in good standing, upon written request, not more than once every club year, 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 every item of receipt or payment not before reported; and 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 AKC Delegate shall be the representative of the club to the AKC. The AKC Delegate shall keep the board of directors and general membership informed of matters of club importance. Among other duties, the Delegate shall report to the club all relevant actions and matters discussed at the AKC’s Quarterly Meetings. Before serving a three-year term, the AKC Delegate shall be elected directly by vote of the membership in conjunction with an annual election of board members.
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 the Vice-President shall be filled by the board.
ARTICLE IV: THE CLUB YEAR, ANNUAL MEETING, ELECTIONS
Section 1. The Club Year. The club's fiscal year shall begin on the 1st day of January and end on the 31st 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 October, at which officers, and directors, and the Delegate to the American Kennel Club 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 nominated candidate for another position on the board who receives the greatest number of votes for such position 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 May, 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 August 1st.
(a) The committee shall nominate one candidate for each office and for the Delegate to the American Kennel Club who may, but not need be, an officer or director of the club along with 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 September meeting, notify each member in writing of the candidates so nominated.
(c) Additional nominations may be made at the September 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 except for the position of Delegate.
(d) Nominations cannot be made at the annual meeting or in any manner other than as provided in this Section.
ARTICLE V: COMMITTEES
Section 1. Standing Committees. 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.
Section 2. Termination. 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 service has been terminated.
ARTICLE VI: DISCIPLINE
Section 1. American Kennel Club Suspension. Any member who is suspended from any of 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 interests of the club. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $50.00 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 and specifications 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 breed. If the board considers that the charges do not allege conduct which would be prejudicial to the best interests of the club or of the breed it may refuse to entertain jurisdiction. If the board entertains jurisdiction of the charges it shall fix a date of the hearing by the board not less than 3 weeks nor more than 6 weeks thereafter. The Secretary shall promptly send one copy of the charges to the accused member by certified 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 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 recommendation of the board. 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 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 findings and recommendations, 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.
ARTICLE VII: AMENDMENTS
Section 1. Initiation. Amendments to the Constitution and bylaws may be proposed by a majority of the board of directors or by written petition addressed to the Secretary 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.
Section 2. Legislation. 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 to each member at least two weeks prior to the date of the meeting.
Section 3. No amendment to the constitution bylaws that is adopted by the club shall become effective until it has been approved by the Board of Directors of the American Kennel Club.
ARTICLE VIII: DISSOLUTION
Section 1. 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.
ARTICLE IX: ORDER OF BUSINESS
Section 1. Club Meetings. 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
Section 2. Board Meetings. At the 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
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 of order the club may adopt.