West Highland White Terrier Club of Southeastern Michigan
SECTION 1: Eligibility. While membership is to be unrestricted as to residence, the Club’s primary purpose is to be representative of the breeders, exhibitors and companion owners in the immediate area.
SECTION 2: Types of Membership. Individuals, eighteen years of age and older, in good standing with the American Kennel Club and who subscribe with the purposes of this Club may join as:
- Active Members – are expected to participate in regular meetings and events. Active members are eligible to vote during Club meetings or elections, to hold elective offices and to be counted in determining a quorum.
- Associate Members – are welcome to participate in regular Club events, benefit from information services and receive the newsletter. They will be unable to vote, hold elective office and are not counted in determining a quorum.
- Household Members – Additional members of a household can become either “Active” or “Associate” members as follows:
- Household members from an Active membership can be active members with full voting privileges themselves if they attend/apply according to the rules. The only difference from any other active member is that they will pay only the “additional” $8 per year. If they do not attend and apply, they will become an “Associate” member with the same limitations as any Associate membership.
- Household members from an Associate membership can only be “Associate” members. If they wish to become Active members at a future date, they can attend meetings and apply separately; the Associate member can then become the “household” member.
See “Dues” below for further explanation.
SECTION 3: Dues.Dues shall be 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 November, the Treasurer shall send to each member a statement of his dues for the ensuing year.
- Active Membership dues shall be $20 per year per individual member and $8 per year for additional active members from the same household. Additional active members shall be accorded all rights and privileges granted to a primary member.
- Associate Membership dues shall be $20 per year per individual member and $8 per year for each additional associate member from the same household. Note: Inactive “additional members from the same household” of active members will fall into this category and continue to pay $8.
SECTION 4: Election to Membership.
- Active – Each applicant for membership shall apply on a form which shall provide that the applicant agrees to abide by these Constitution and By-Laws and the rules of the AKC. The application shall state the name, address and occupation of the applicant and it shall carry the endorsement of two active members in good standing. Accompanying the application, the perspective member shall submit a non-refundable application fee equal to one year’s dues. This fee will convert to the first year’s dues upon acceptance. All applications are to be filed with the Secretary and each application is to be read at the first meeting of its receipt. Names of applicants who have had a first reading are to be included in the notice for the next meeting. At the next club meeting attended by the applicant, the application will be voted upon by secret ballot and an affirmative vote of ¾ of the active members in good standing present are required to elect the applicant. Applicants for membership who have been rejected by the Club may not apply within six months of the rejection. No reason for denial need be given. Applications will be valid for the period covering three meetings (The meeting where the application is read and two additional meetings following) and then will be terminated. If the applicant wishes to join at a later date, a new application and dues fee will be required.
- Associate – Each applicant for membership shall apply on a form and which shall provide that the applicant agrees to abide by these Constitution and By-Laws and the rules of the AKC. The application will not require two endorsements; however the use of the Club name in any advertising must be approved in writing by the Board of Directors. All applications for Associate Membership will be voted on by secret ballot and an affirmative vote of ¾ of the active members in good standing present at the first meeting of the Club following receipt of the application by the Secretary.
SECTION 5: Termination of Membership. Memberships may be terminated:
- 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. Dues obligations are considered a debt to the Club and they become incurred on the first day of each fiscal year.
- 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-the grace period would end Feb. 1. However, the Board may grant an additional 30 day grace period to such delinquent members in meritorious cases but only if the member has formally requested such to the Board of Directors prior to Feb. 1 and upon approval of the Board. 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 by-laws.
- attendance. An active member who does not attend a minimum of one meeting during the calendar year shall have the option, in the following year, of accepting “associate” status (see above) or automatically lose his/her membership status after a 30-day grace notice of his/her attendance status. Member may reapply for membership following original application procedures.
SECTION 6: Membership Status Changes:
- An Associate member wishing to become an Active member in the club may do so by filling out a new application for Active Membership. This can be done at any time during the year. The application will require two (2) readings with the member in attendance within the specific time frame as stated in the Constitution (Section 4). A vote will be taken after the second meeting. If it is a majority vote, at that time the member will be considered Active status.
- An Active member wishing to go to an Associate membership status can do so at any time by filling out an application for Associate Membership, whereby it will be announced/read at the next club meeting. No vote need be taken.
Members and Voting
SECTION 1: Club Meetings. Meetings of the Club shall be held in the greater Brighton area on the third Monday of each odd month except January at such hour and place as may be designated by the Board of Directors.
Changes to location and date may be made with a majority vote at a meeting with the change being published prior to the next meeting.”
Notification of each such meeting shall be sent by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meeting shall be 20% of the active 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 in good standing 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 Brighton 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 mailed by the 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 in the greater Brighton area on the third Monday in the months of May and November in each year, at such hour and place as may be designated by the Board. Written notice of each such meeting shall be issued by the 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, and shall be called by the Secretary upon receipt of a written request signed by at least three members in good standing of the Board. Such special meetings shall be held in the greater Brighton area at such place, date, and hour as may be designated by the person authorized herein to call such a meeting. Written notice of such meeting shall be mailed by the secretary at least 5 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. A quorum for such a meeting shall be a majority of the Board.
SECTION 5: Voting. Each active 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.
SECTION 1: Board of Directors. The Board shall be comprised of the President, Vice-President, Secretary, Treasurer and three other persons who are 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.
- 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.
- The Vice-President shall have the duties and exercise the powers of the President in case of the President’s death, absence or incapacity.
- 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. He or she shall 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 (as provided by the Treasurer) and carry out such other duties as are prescribed in these by-laws.
- 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. His or her books shall be at all times open to inspection of the Board and he or she shall report to them at every meeting the condition of the Club’s finances and every item of receipt or payment not before reported; and 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 office of Secretary and Treasurer may be held by the same person in which case the Board shall be comprised of the officers and four other persons.
SECTION 3: Vacancies. Any vacancies occurring on the Board or among the officers during the year shall be filled until the next annual election by a majority vote of all the then members in good standing of the Board at its first regular meeting following the creation of such a 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.
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.
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 November 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 on January 1 and each retiring officers shall turn over to his or her successor in office all properties and records relating to that office by January 1.
SECTION 3: Elections. The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The three 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 May the Board shall select a Nominating Committee consisting of three members in good standing, not more than one of who may be a member of the Board. The Secretary shall immediately notify the committee persons of their selection. The Board shall name a Chairman for the Committee and it shall be his or her duty to call a Committee meeting which shall be held on or before July 1st.
- The Committee shall nominate at least one candidate for each office and at least three candidates for the other three positions on the Board, and after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing.
- Upon receipt of the Nominating Committee’s report, the Secretary shall, during the month of August, notify each member in writing of the candidates so nominated.
- Additional nominations may be made at the September Meeting by any member in attendance provided that the person so nominated accepts when his name is proposed, and provided further that if the proposed candidate is not in attendance at this meeting, his or her proposer shall present to the Secretary a written statement from the proposed candidate signifying his or her willingness to be a candidate.No person may be a candidate for more than one position, and the additional nominations which are provided for herein may be made only from among those members in good standing 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.
SECTION 1: The Board may each year appoint standing committees to advance the work of the Club in such matters as 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: 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.
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 interests of the Club or the breed. Written charge with specifications must be filed in duplicate with the Secretary together with a deposit of $10 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 or breed. 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 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 own defense and bring witnesses if he or she wishes. If the Board considers that the charges do not allege conduct which would be prejudicial to the best interests of the breed, it may refuse to entertain jurisdiction.
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 or her fellow members in good standing 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 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. 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 recommendation, and shall invite the defendant, if present, to speak in his or her own behalf if he or she wishes. The meeting 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 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 or by written petition addressed to the Secretary signed by twenty 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: The constitution and by-laws may be amended by a 2/3 secret ballot vote of the members in good standing 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 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 non-profit organization for 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 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 Officers and Board (at annual meeting) Election of new members * Unfinished business New business Adjournment
(*This should come after the election of Officers and the Board, if taken up at an annual meeting)
SECTION 2: 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 Report of Secretary Report of Treasurer Reports of Committees Unfinished business New business Adjournment
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 special rules of order the club may adopt.