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CAVALIER KING CHARLES SPANIEL CLUB OF HAWAII: CONSTITUTION AND BY-LAWS  

CONSTITUTION

ARTICLE I   Name and Objectives  

SECTION 1.    The name of the Club shall be:  Cavalier King Charles Spaniel Club of Hawaii .  

SECTION 2.    The objectives of the Club shall be:  

(a)    To encourage and promote quality in the breeding of purebred Cavalier King Charles Spaniels and to do all possible to bring their natural qualities to perfection.  

(b)    To urge members and breeders to accept the standards of the breed as approved by The American Kennel Club as the only standard of excellence by which the Cavalier King Charles Spaniels 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 or obedience trials.  

(d)    To conduct sanctioned matches, dog shows, obedience 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 By-laws as may be required to carry out these objectives.  

BY-LAWS  

ARTICLE I   Membership  

SECTION 1.  Eligibility. There shall be two (2) types of membership open to all persons who are in good standing with The American Kennel Club and/or who subscribe to the purposes of this Club. Dues for the coming year shall be set by the Board of Directors and shall be determined no later than November 30.  

Regular (Individual)- Enjoys all Club privileges including the right to vote and hold office.  

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.

While membership is to be unrestricted as to residence, the Club's primary purpose is to be representative of the owners, breeders and exhibitors in Hawaii .  

SECTION 2.  Dues. Membership dues shall not exceed $30 per year for Regular members or $l5 for Junior members, payable on or before the first 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 as approved by the Board of Directors and which shall provide that the applicant agrees to abide by the Constitution and By-laws, Code of Ethics 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 one member 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 Club meeting, the application will be voted upon and affirmative votes of 2/3 of the members present and voting 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. 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 30 days after the first day of the fiscal year; however, the Board may grant 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.  

ARTICLE II   Meetings and Voting  

SECTION 1.  Club Meetings.  Regular Meetings of the Club shall be held at least four (4) times a year on Oahu at such place, date and hour as may be designated by the Board of Directors. Written notice of each such meeting shall be mailed or sent by email by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meetings shall be 25% 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 Club 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 of the Club shall be held on Oahu 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 sent by email by the Secretary at least 5 days and not more the 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 25% of the members in good standing.  

SECTION 3. Regular Board Meetings. There shall be a minimum of four (4) regular meetings of the Board of Directors on the island of Oahu , at such place, date and hour as designated by the Board. Written notice of such meetings shall be mailed or sent by email by the Secretary at least 10 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 Board meeting may be called by the President, or by the Secretary upon receipt of a written request signed by at least 3 members of the Board. Such special meetings shall be held on the island of Oahu at such place, date and hour as may be designated by the person authorized herein to call such meeting. Written notice of such a meeting shall be mailed or sent by email by the Secretary at least 5 days and not more than 10 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 conducted 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/she 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 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. 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 the 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 the 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 by these By-laws.  

(d)    The Treasurer shall collect and receive all moneys due or belonging to the Club. He shall deposit the same in a bank designated by the Board in the name of the Club. His books shall at all times be open to inspection of the Board and he shall report to them at every meeting the condition of the Club's finances and every item of receipt or payment not before reported. At all annual meetings, he shall render an account of all moneys received and expended during the previous fiscal year.  

(e)    Any two offices except President and Vice President may be held by the same person in which case the Board will consist of the Officers and two directors.

SECTION 3. Vacancies. Any vacancy occurring on the Board 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 the President shall be filled 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 Meetings and Elections  

SECTION 1.  The Club Year. The Club's fiscal year shall begin on the first day of January and end of 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 December at which Officers and Directors for the ensuing year shall be elected by secret written 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 his successor in the 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 candidates for other positions of the Board who receive 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 August, the Board shall select a Nominating Committee consisting of 3 members and 2 alternates and not more than one of whom may be a member of the Board. The Secretary shall immediately notify the committee 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 September 15.  

(a)    The committee shall nominate one candidate for each office and position of the Board and after securing the consent of each person so nominated, shall immediately report their Nominations to the Secretary in writing.  

(b)    Additional nominations may be made at the Club meeting prior to the annual meeting. 

(c)    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 each year appoint standing committees to advance the work of the Club in such matters as dog shows, obedience trials, trophies, annual prizes, social gatherings, membership and other fields which may well be served by committees.  Such committees shall always be subject to 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, and the Board may appoint successors to those persons whose services have been terminated.  

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. 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 $100, 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 3 weeks nor more than 6 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 the 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 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 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.  

ARTICLE VII   Amendments  

SECTION 1.    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 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 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 weeks prior to the date of the meeting.  

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 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:  

Roll Call

Minutes of last meeting

Report of President

Report of Secretary

Report of Treasurer

Reports of committees

Election of Board and Officers (at annual meeting)

Election of new members

Unfinished business

New business

Adjournment  

SECTION 2.  At meetings of the Board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:  

Establishment of Quorum

Reading of minutes of last meeting

Report of Secretary

Report of Treasurer

Reports of committees

Unfinished business

New business

Adjournment  

ARTICLE X   Parliamentary Procedure  

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 By-laws and any other special rules of order the Club may adopt.

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