INTERNATIONAL LONGHAIRED WHIPPET CLUB BYLAWS
Name and Objectives
SECTION 1. Name of Club
The name of the Club shall be the International Longhaired Whippet Club
SECTION 2. Object of the Club
The objects of the Club shall be:
a. to further the advancement of the Longhaired Whippet;
b. to bring together everyone interested in the breeding, showing, racing, coursing and promoting the breed of Longhaired Whippet;
c. to do all in its power to protect and advance the interests of this breed of purebred dog, and to encourage sportsmanlike conduct at competition events;
d. to authorize and conduct sanctioned matches, dog shows, and performance events;
e. to assist, educate, and help owners and prospective owners in maintaining, caring for, training, showing, and breeding Longhaired Whippets.
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 objectives.
SECTION 1. Eligibility
There shall be 4 types of membership open to all persons who subscribe to the purposes of this club.
Single membership Open to persons 18 years of age and older who enjoy all the privileges of the club including voting and holding office.
Household membership Open to 2 persons 18 years of age and older residing at the same address and who enjoy all the privileges of the club including voting and holding office. Each of the 2 is entitled to a separate vote. The household membership also includes all children under the age of 18.
Junior membership Open to all persons 10-17 years of age; cannot vote or hold office and may automatically convert to regular membership upon reaching their 18th birthday by filling out a Single membership application and paying their dues.
Honorary Membership Open to such persons as shall be elected by a ¾ majority of the ILWC Board. This membership will be for life. There will be no dues. The first honorary member approved by the Board shall be Michelle Henninger.
Membership is to be unrestricted as to residence.
In December any member can elect to change their membership status i.e. from Single to Family or Family to Single by notifying the Secretary of the Club and paying the appropriate dues.
SECTION 2. Dues
Membership dues shall be determined by the Board of Directors, 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. For any single or household becoming members after July1st, their membership dues will be ½ of the annual dues. During the month of November, the Treasurer shall send either by regular mail or e-mail to each member a statement of dues for the ensuing year if said notice is not contained in the November newsletter. Dues may be changed by a majority vote of the membership present and voting.
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 Bylaws of the International Longhaired Whippet Club. The application shall state the name and address of the applicant, and the application 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 the Secretary shall send either by regular mail or e-mail to each member a copy of the application. The membership will have one month to contact the ILWC Board regarding the applicant. The application will be voted upon at the next meeting of the ILWC Board after the 30 day notification period. The affirmative votes of 3/4 of the Board 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 6 months after such rejection. Except that any applicant rejected for membership by the Board may be presented by the applicant endorser at the next meeting of the Club or at a Special Meeting called for that purpose, and the Club may elect such applicant by favorable vote of ¾ of the members present.
SECTION 4. Privileges of Membership
Only members who are in good standing shall have the right to vote on any question before the Club, to hold office, or to serve on the Board of Directors. All types of membership in good standing shall have the right to exercise any of the other rights and privileges of membership otherwise specifically provided in these Bylaws. The term "member" as used hereinafter shall mean member in good standing.
SECTION 5. Termination of Membership
Membership may be terminated:
1. by resignation. Any member in good standing may resign from the Club upon written notice to the Corresponding Secretary, but no member may resign when in debt to the Club. Dues obligations are considered a debt to the club and they become incurred on the first day of each calendar year.
2. by lapsing. A member will be considered as lapsed and automatically terminated if such member's dues remain unpaid 30 days after the first day of the calendar year. 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.
3. by expulsion. A membership my be terminated by expulsion as provided in Article VII of these Bylaws.
Any person ceasing to be a member for any cause whatsoever and having at the time temporary possession of any Club property shall immediately on such cessation return to the Club such properties and shall be given a receipt for the same.
Meetings and Voting
SECTION 1. Annual Meeting
The Annual Meeting of the Club shall be held at a place, date and hour as shall be designated by the Board of Directors. Written notice of such meetings shall be mailed and/or e-mailed by the Corresponding Secretary at least 10 days prior to the date of the meeting if said notice is not contained in the newsletter. The quorum for such meetings shall be 10% 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 person or by Web or by teleconference at a meeting of the Board or who vote by mail and/or e-mail, or the Secretary upon receipt of a petition signed by 10 members of the Club who are in good standing. Such meetings shall be held at such hour and place ( be it a physical location, a web location or a teleconference) as may be designated by the Board of Directors. Written notice of such meeting shall be mailed and/or e-mailed by the Secretary at least 14 days and not more than 30 days prior to the meeting. The notice of meeting shall state the purpose of the meeting and no other Club business may be transacted. The quorum for such a meeting shall be 20% of the members in good standing.
SECTION 3. Board Meetings
The first meeting of the Board shall be held immediately following the annual meeting and election. Other meetings of the Board of Directors shall be held at such times and places (be it a physical location, a web location or a teleconference) as are designated by the President or a majority vote of the entire Board. Written notice of each such meeting shall be mailed and/or e-mailed by the Secretary to each member of the Board at least 10 days prior to the date of the meeting. The quorum for a Board meeting shall be a majority of the Board voting in person or by mail.
SECTION 4. The Board of Directors may conduct its business by mail, e-mail, web conference, Fax or teleconference. Items voted upon by teleconference call must be confirmed in writing within 7 days by the Secretary of the Club.
Directors and Officers
SECTION 1. Board of Directors
The Board of Directors shall be comprised of nine (9) members, all of whom shall be members in good standing who are residents of the United States. Two of these Directors shall be elected every other year for 6 year terms beginning in the year 2016, at the Club's annual meeting as provided in Article V, and shall serve until their successors are elected. One Board position will be held by Michelle Henninger for as long as she wishes to hold that position. General management of the Club's affairs shall be entrusted to the Board of Directors. They shall elect the Club's Officers.
SECTION 2. Officers
The Club's officers, consisting of the President, Vice-President, Recording Secretary, Corresponding 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 officers shall be elected from among their number by the elected Board of Directors at the Board’s discretion as to date of election and length of term. These officers shall serve until their successors are elected; 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. Each retiring officer shall turn over to his or her successor in office all properties and records relating to that office within thirty (30) days following their resignation.
a. The President shall preside at all meetings of the Club and of the Board, and shall have the duties and powers normally associated with 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 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. He or she shall have charge of all files and papers of the Club and of its seal. He or she shall have at all times an up-to-date list of the members of the Club and their addresses and shall keep a record of all Club-sponsored matches and shows. The Recording Secretary shall keep a record of all new membership applications and shall read them to the Board and publish them to the membership upon receipt. He or she shall perform such duties as are prescribed elsewhere in these Bylaws.
d. The Corresponding Secretary shall conduct Club correspondence, notify new members of their membership, notify members of the meetings of the Club and the names of prospective members, and notify members of the Board of Directors of the meetings of the Board if said notices are not contained in the newsletter. He or she shall prepare an up-to-date list of members of the Club and their addresses and shall have it in the hands of the membership during the month of March. He or she shall perform such duties as are prescribed in these Bylaws or as may be assigned by the Board of Directors.
e. The Treasurer shall collect and receive all monies due or belonging to the Club. He or she shall deposit the same in a bank designated by the Board, in the name of the Club. TheTreasurer's books shall be open at all times to the inspection of the Board and membership. At every meeting he or she shall report to them the condition of the Club's finances as well as every item, receipt or payment not reported before. At the annual meeting he or she shall render an account of all monies received and expended during the previous fiscal year
The Treasurer shall be bonded in such amount as the Board of Directors shall determine. The premium of such bond shall be paid by the Club.
SECTION 3. Vacancies
Any vacancies 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.
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 thirty-first day of December.
The Club's official year shall begin immediately at the conclusion of the election of Board members at the Annual Meeting be it a physical location, a web location or a telephone conference call and shall continue through the election at the next Annual Meeting.
SECTION 2. Annual Meeting
The Annual Meeting shall be held in December at which the designated Directors for the ensuing year shall be elected by secret, written ballot from among those nominated in accordance with Sections 3 & 4 of this Article. They shall take office immediately upon the conclusion of the election.
SECTION 3. Elections
a. Voting. At the Annual Meeting, or at a Special Meeting of the Club, voting shall be limited to those members in good standing who are present at the meeting, be it a physical location, a web location or a telephone conference call. With the exception that voting shall be conducted by secret written ballots cast by mail for the following: 1) Election of Directors and 2) Amendments to the Constitution and By-laws and to the Standard of the breed.
b. Ballots. All ballots are sent to the Corresponding Secretary. Voting by proxy shall not be permitted. To be valid, ballots must be received by the Corresponding Secretary before the opening of the Annual Meeting. The Corresponding Secretary shall count the ballots at the meeting, and the persons receiving the largest number of votes shall be declared elected. If any nominee, at the time of the meeting, is unable to serve for any reason, the nominee with the next highest vote shall be declared elected
SECTION 4. Nominations
Every candidate in a Club election must be nominated. During the month of August, in election years, the Board of Directors 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 Corresponding Secretary shall immediately notify the committeemen and alternates of their selection. The Board shall name a Chairman for the committee and it shall be that person's duty to call a committee meeting which shall be held on or before October 1st.
a. The Committee shall nominate one candidate for each of the available positions on the Board, and after securing the consent of each person so nominated, shall immediately report their nominations to the Corresponding Secretary in writing.
b. Additional nominations of eligible members may be made by written petition addressed to the Corresponding Secretary, and received at his or her regular address, postmarked on or before November 15th. The petition must be signed by five members, and accompanied by the written acceptance of each additional nominee signifying his or her willingness to be a candidate.
c. On or before November 30th, the Corresponding Secretary shall mail to each member in good standing a ballot listing all of the nominees for each position in alphabetical order, together with a blank envelope and a return envelope addressed to the Corresponding Secretary marked "Ballot" and bearing the name of the member to whom it was sent. So that the ballots may remain secret, each voter after marking his or her ballot, shall seal it in the blank envelope which in turn shall be placed in the second envelope addressed to the Corresponding Secretary. The Corresponding Secretary shall check the return against the list of members in good standing prior to opening the outer envelopes and removing the blank envelopes, and shall verify the eligibility of the voters as well as the results of the voting which shall be announced at the Annual Meeting.
d. Nominations cannot be made at the Annual Meeting or in any manner other than as provided in this section.
SECTION 1. Appointment
The Board will each year appoint standing committees to advance the work of the Club in such matters as dog shows, obedience trials, trophies, annual prizes, memberships, 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. Termination
Any committee appointed may be terminated by the 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. Upon termination, the committee shall turn over to the Secretary all properties or records relating to that committee within thirty (30) days. In case of a committee member termination, such properties shall be turned over to the committee within thirty (30) days.
SECTION 1. Charges
Any member may bring charges against a member for alleged misconduct prejudicial to the best interests of the Club or the sport. Written charges with specifications must be filed in duplicate with the Recording 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 Recording 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 sport. 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 three (3) weeks nor more than six (6) weeks thereafter. The Recording 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 or her own defense and bring witnesses if he or she wishes.
SECTION 2. Rights While Under Charges
Any member who is currently under charges is entitled to all rights and privileges of membership until suspended by the Board if the charges are sustained.
SECTION 3. Board Hearing
The Board shall have complete authority to decide whether counsel may attend the hearing, but both the complainant and the 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 majority vote of those present, 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 rights to appear before his or 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 Recording Secretary. The Recording Secretary, in turn, shall send to each of the parties, the Board’s findings 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 4 of this Article. Such proceedings 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 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 shall invite the defendant, if present, to speak in his or her own behalf if he or she wishes. The members shall then vote by secret written ballot on the proposed expulsion. A 2/3 vote of those present and voting at the meeting shall be necessary for expulsion. If the expulsion is not so voted, the Board's suspension will stand.
The Bylaws and/or the Standard of the Breed may be amended by the following procedure:
a. Amendments to the Bylaws and the Standard of the Breed may be proposed either by the Board of Directors or by written petition from the general membership addressed to the Corresponding Secretary and signed by twenty percent (20%) of the membership in good standing. The Board of Directors shall promptly consider any proposed amendments and make its official recommendations.
b. The Corresponding Secretary must submit all proposed amendments, along with the Board's recommendations, to the general membership within 3 months of receiving the initial petition. The Corresponding Secretary shall mail to all members a notice containing a ballot and a copy of the proposed amendments so that each member may vote for or against the action to be taken. The notice shall specify a date at least 30 days after the date of mailing on which the ballots must be returned to the Corresponding Secretary to be counted.
c. The amendment shall pass if it receives the favorable vote of 2/3 of the members in good standing who return ballots by the due date.
SECTION 1. Dissolution
The Club may be dissolved at any time by the written consent of not less that 2/3 of the members. In the event of dissolution of the Club other than for purposes of reorganization whether voluntary or involuntary, or by operation of the law, none of the property of the Club or 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.
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:
Roll Call (attendance record circulated)
Reading of the minutes of last meeting of both the Club and Board
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. Meetings of the Board of Directors
At 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 of both the Club and Board
Report of Secretary
Report of Treasurer
Reports of Committees
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 consistent with these Bylaws and any other special rules of order the Club may adopt.