Note: This document is for your convenience only. It is not the official publication. In the case of any discrepancy, the document in the care of the club secretary takes precedence.
Article 1: Membership
There shall be six (6) categories of membership:
- Regular member:
- Any person interested in the Cardigan Welsh Corgi who is sixteen (16) years of age or over. Regular members enjoy all of the privileges of the Club, including voting and nomination privileges.
- Family membership:
- A family membership shall be available for two or more named adults, or adult(s) and children under sixteen (16), residing in the same household. (Common law or same sex households are included within this definition.) A family membership will be provided one copy of the Club newsletter. Any adult household member is eligible to stand for office, subject to other constitutional limitations but only one vote per family membership will be permitted.
- Junior member:
- Persons having the same interests and who are under sixteen (16) years of age. Junior members receive the Club newsletter and may work on committees; they may not vote, hold office, nominate candidates to office, or chair a committee. Upon reaching sixteen (16) years of age they may convert to regular membership.
- Associate member:
- Associate members shall be for those persons who do not wish to be a regular voting member. Associate members shall have no voting privileges.
- Puppy memberships:
- Puppy memberships are intended to encourage responsible Cardigan ownership and involvement in the Club among those people who are new to the breed. Club members who breed puppies are encouraged to purchase puppy memberships for non-members who acquire puppies (or older dogs) from them. A puppy membership shall last one year only and shall not have any voting privileges.
- Honourary membership:
- An honourary member shall be a person whose name has been sponsored by a member in good standing in the Club, in recognition of service rendered to the interests and advancement of the Cardigan Welsh Corgi. Such applications shall be considered by the Executive and approved by a majority of the members voting. An honourary member shall be notified in writing by the Club Secretary of their new status. He/she shall signify his/her acceptance in writing, and shall be entitled to participate in Club activities with the right to vote but shall not hold office, and shall pay no membership dues. An honourary member may switch to regular membership upon payment of the annual dues.
Section 2: Application for Membership
- All applicants for membership must receive a copy of the Club Constitution and Code of Ethics. A written application for membership, signed individually by each adult applicant as agreement to adhere to the Constitution and Code of Ethics, shall be submitted to the Club Secretary together with the current year’s dues.
- An applicant for full membership must be sponsored by two (2) Regular Members in good standing.
- Membership in the Canadian Cardigan Corgi Club may be refused if the applicant is under suspension by the Canadian Kennel Club or any other dog-related Club (all-breed, breed or performance) in any country; or has been convicted of cruelty to animals. If an application for membership is not approved, the fees will be promptly returned to the applicant. Any individual rejected for membership by the Club must be provided with a written explanation.
- Once an application for membership has been accepted the Secretary shall record the status of membership. A welcoming package shall be forwarded containing a copy of the Constitution and Bylaws along with any other information that the Board of Directors may wish to have included.
Section 3: Club Year and Fees
- The Club’s financial and operating year shall be April 1st to March 31st.
- Annual membership fees are due on April 1st of each year. If membership dues are not paid within thirty (30) – days (i.e. by April 30th for that year) such membership shall be considered as lapsed and terminated. In no case may a person be permitted to vote at any Club meeting, or by mailed ballot, whose membership fees are unpaid as of the date of the meeting or ballot. A membership terminated by reason of unpaid fees will necessitate the person re-applying for membership.
- Yearly fees shall be established for all categories of membership other than for honourary memberships. These fees may be changed from time to time by majority vote of the Executive.
- Membership fees shall be payable to the Canadian Cardigan Corgi Club, and submitted to the Membership Chair.
Section 4: Termination of Membership
Memberships may be terminated:
- By resignation: Any member may resign upon written notice to the Secretary; however, no member may resign while in debt to the Club.
- By lapsing: A membership shall be considered lapsed and automatically terminated if the annual fees remain unpaid by April 30th of each year.
- By expulsion: A membership may be terminated by expulsion as provided in Article 5.
Article 2: Meetings
Section 1: Annual Meeting
The annual meeting shall be held at a place, date and time designated by the Executive Committee, and will usually be held in conjunction with the annual Specialty show. Notice of such meeting shall be deemed sufficient if carried in the Club’s official news publication and received by members a minimum of thirty (30) days prior to the date of the meeting. A quorum for the annual meeting shall consist of a minimum of two (2) elected Officers, plus a minimum of seven (7) regular members.
Section 2: Executive Committee Meetings
The President or any two (2) other elected Officers shall call Executive Committee meetings. A quorum for an Executive Committee meeting shall consist of a minimum of four (4) members of the Executive Committee. The Executive Committee may also conduct its business in person, by mail, or by electronic means (including FAX, computer or telephone conference call). In the case of telephone conference, the signature of each participating member of the Executive Committee at the end of the minutes will authorize any action taken during a telephone meeting and for this purpose the draft minutes must be provided to the Executive Committee members taking part within fourteen (14) days after the call.
Section 3: General Meetings
General meetings, other than the Annual Meeting, may be called at the discretion of the President and a minimum of fifteen (15)-calendar days notice shall be provided to the membership.
Section 4: Special Meetings
Any five (5) members in good standing may call a Special Meeting upon written petition to the Secretary. Notice of the meeting and a written Agenda must be made available to all members a minimum of thirty (30)-days in advance of the date set for the meeting, and the Special Meeting will deal only with items on the published Agenda.
Article 3: Officers and Directors
Section 1: Executive Committee
- General management of the Club’s affairs shall be entrusted to the Executive Committee. The Executive Committee shall consist of four elected Officers, the immediate Past-President, and the elected Directors. The elected Officers shall consist of the President, Vice-President, Treasurer and Secretary. They shall be elected for two-year terms, as provided in Article 4, and shall serve until March 31st of the Club’s fiscal year in which an election is held. Each retiring Officer shall turn over to his/her successor all properties and records pertaining to his/her office, in good order, within thirty (30)-days of being elected.
- In accordance with Canadian Kennel Club regulations, to hold office a member must be a resident of Canada and a member in good standing of the Canadian Kennel Club. Only Regular Members of the Canadian Cardigan Corgi Club may hold office.
Section 2: Directors
The Directors shall be elected for a two (2)-year term, or until such time, as they are unable to carry out their duties and resign. One Director s hall be elected for at least four (4) of the six (6) regions (i.e. British Columbia, Prairie, Ontario, Quebec, Atlantic and Yukon/Northwest Territories), which are recognized by the Canadian Kennel Club. A Chair of Official Publications and a Membership Chair shall be appointed and will act only in an ex-officio capacity to the Board.
In accordance with Canadian Kennel Club regulations, no more than three (3) Directors may be from any given region. All Directors must reside in the region that they represent and are elected by those members residing in that respective region.
Section 3: Duties and Responsibilities
- The duties of the President is to manage the affairs of the Club; to preside at all meetings of the Club and of the Executive Committee; to serve as an ex officio member of all committees except the Nominating Committee; to write a regular column for the Club newsletter; and to represent the interests of the Club to the Canadian Kennel Club and other bodies when necessary. He/she may vote on amendments to the constitution, on the election of Officers, and on the expulsion of a member. On all other matters he/she may vote only in the event of a tie when he/she shall cast the deciding vote.
- The duties of the Vice-President are to assist the President in managing the affairs of the Club and to act in the absence of the President.
- The duties of the Treasurer are to receive all monies due or belonging to the Club and to deposit same in a bank to the name and credit of the Club; to pay out money as authorized by the Club, with cheques to be signed by the Treasurer and one other elected Officer; to keep an accurate record of all receipts and disbursements; and to provide a report of the Club’s finances to the Executive Committee on a quarterly basis. An annual financial statement shall be presented at each annual meeting, at which time it shall be approved and subsequently printed in the Club newsletter. The Club’s books shall at all times be open to the inspection of the Executive Committee or their appointee.
- The duties of the Secretary shall be to attend meetings and to keep accurate minutes of the proceedings; to keep an accurate roll of Club members and their addresses; to take charge of the correspondence of the Club and to write at the direction of the Executive Committee all replies sent in the Club’s name; to send breed information and breeder referrals to those who request such information; to complete the annual requirements for renewal of the Club’s official recognition by the Canadian Kennel Club; and to carry out other such duties as may be directed by the Executive Committee.
- The duties of the Past-President shall be to assist and advise the Executive Committee on matters relating to the affairs of the Club. The Past-President shall serve on the Executive Committee with no voting privileges for a one-year term only.
- The duties of the regional Directors shall be to represent their respective regions as a liaison between the region and the Executive Committee; to relay any complaints, information and/or news on relevant regional activities to the Executive Committee for their action and approval; and to provide an annual report on regional activities, due April 1st, for inclusion in the Club newsletter. Directors are expected to contribute area news to every newsletter, and to arrange one event on behalf of the Club each year. Such events can include booster shows, eye clinics, fun days, or any other event approved by the Executive Committee.
- The duties of the Director of official publications shall be to edit and distribute the Club newsletter and other publications as approved by the Executive Committee. The Director of official publications may appoint assistants as required.
- The duties of the membership chair are to accept membership applications; forward funds to the Treasurer; keep an accurate and current list of members; inform the Secretary and newsletter editor of new members; send letters of welcome and membership cards to new members; and to promote membership in the Club.
- A member of the Executive Committee can be removed from his/her position for failure to carry out his/her duties as listed in the relevant job description; on conviction of cruelty to animals; or on suspension of membership in the Canadian Kennel Club. If a member of the Executive Committee fails to participate in three consecutive meetings of the Committee without valid reason, he/she shall be considered to have abandoned his/her position, and the Executive shall appoint a replacement to serve the remainder of his/her term.
- Any member of the Club who is given the responsibility of operating a cash fund in the interests of the Club, or who incurs legitimate expenses in carrying out activities of the Club as authorized by the Executive Committee, shall submit an itemized account accompanied by receipts. These shall be submitted to the Treasurer when the fund is to be reimbursed or closed, for approval by the Executive Committee.
Section 4: Committees and Order of Business
- The Executive Committee may appoint committees or individuals to carry out specific activities or projects on behalf of the Club, subject always to the final authority of the Executive Committee. Any committee appointment may be terminated by a majority vote of the full Executive Committee upon written notice to the appointee, and the Executive Committee may appoint a successor to the person whose service has been terminated. Any Club property assigned to a committee appointee for use on behalf of the legitimate interest of the Club must be returned to the Club promptly and in good order upon termination of the appointment.
- 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
- 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
- Election of new members
- New business
Article 4: Voting Procedures and Elections
- At the annual meeting, or at a general or special meeting, voting shall be limited to those regular members in good standing who are present, and decisions shall be passed by a majority vote providing a quorum is present. The election of Officers, amendments to the constitution and bylaws and amendments to the official standard of the Cardigan Welsh Corgi shall be decided by regular members in good standing through written ballot cast by mail. Other issues as determined by the Executive Committee may also be submitted to the membership for decision by mailed ballot.. The result of all voting by the membership shall be published in the Club newsletter. In no case will voting by proxy be permitted in carrying out the Club’s business.
- Elections for Club Officers will be held every two (2) years, with elections to be held in odd-numbered years, and the Officers-elect will assume their responsibilities on April 1 and serve until March 31 of the second year.
- The Executive shall choose Nominating Committee by November 1st of the Club operating year in which an election is to be held. The committee shall consist of three (3) members in good standing. Members of the Nominating Committee are not eligible to stand for election. The Nominating Committee may conduct its business by mail, telephone or other electronic means.
- The Nominating Committee will solicit written nominations from the membership, to include the acceptance of the Nominee, for each of the elected offices, being for President, Vice-president, Treasurer, Secretary and regional Directors, having due consideration for Canadian Kennel Club policies relating to regional representation as the Canadian Kennel Club may from time to time enact. Nominations shall close on December 15th.
- No person may stand as a candidate for more than one position, and only one person per household may be nominated as a candidate for President, Vice-President, Secretary or Treasurer.
- If there is only one Nominee for a position, that candidate shall be deemed to be elected.
- Whenever there are two or more candidates for a position, a ballot of the membership by mail shall take place. The Secretary shall mail to each regular member in good standing by January 30th a ballot listing all of the candidates for each position in alphabetical order, together with a blank envelope and a second envelope addressed to the Secretary marked “ballot” and bearing the name of the member to whom it was addressed. So that the ballots may remain secret, each member upon marking the ballot shall seal it in the blank envelope, which in turn shall be placed in the second envelope addressed to the Secretary. To be valid the Secretary on or before March 1 must receive all ballots. The ballots shall be counted by a scrutiniser appointed by the Nominating Committee and who is not a candidate for office, in the presence of the Secretary. Prior to the opening of the outer envelopes and the removal of the blank envelopes the Secretary shall check the returns against a list of the regular members whose fees are paid for the current year, and shall certify the eligibility of the voters. The scrutineer shall keep the ballots and envelopes for a period of ninety (90)-days following the election.
- The person receiving the largest number of valid votes for each position shall be declared elected. In the event of a tie, the names of those candidates shall be placed in a hat and the scrutiniser shall draw one name, which shall be declared to be the winner. The Secretary will notify all candidates of the results, in writing, by March 30th. The results, including the number of votes cast for each candidate, will also be published in the next Club newsletter.
- Should any elected Officer be unable to complete his/her term in office, the resulting vacancy shall be filled for the remainder of the term until the next election by a majority vote of the remaining Officers; except the office of the President, which shall be filled automatically by the Vice-President.
Article 5: Discipline
- Any member who is suspended, debarred, expelled, or whose membership has been terminated by The Canadian Kennel Club’s Discipline Committee, shall be suspended from the privileges of this Club for a like period.
- Any member in good standing may bring charges against any other member for alleged misconduct prejudicial to the best interests of the breed or the Club. Written charges with specifications must be filed with the Secretary. The Secretary shall promptly send a copy of the charges to each member of the Executive Committee, and the Executive Committee shall first consider whether the actions alleged, if proven, might constitute action prejudicial to the best interests of the breed or the Club. If the Executive Committee determines that the charges do not allege action prejudicial to the best interests of the breed or the Club, it may refuse to entertain jurisdiction. If the Executive Committee entertains jurisdiction of the charges, it shall fix a date for a hearing by a committee of 3 members of the Executive Committee of whom at least one (1) shall be an elected Officer other than the President, not less than three (3) weeks and not more than six (6) weeks thereafter. The hearing may be conducted by telephone conference call if circumstances warrant. The Secretary shall promptly send a copy of the charges to the accused member by registered mail, or deliver them by hand, together with a notice of the date, time and place of the hearing and an assurance that the accused member may personally appear in his/her own behalf and bring witnesses if he/she wishes. Written notice of the hearing will also be sent to the complainant, requesting his/her attendance.
- Immediately upon conclusion of the hearing, the disciplinary committee shall provide a report with its recommendations to the Secretary, who will promptly submit it to the full Executive for a vote. Should the charges against the accused member be sustained, the Executive by a majority vote may set a penalty ranging from a letter of reprimand, to a temporary suspension of the privileges of the Club, to a recommendation to the membership that the accused member be expelled from the Club. The Secretary shall promptly inform each of the parties involved of the decision and penalty, if any.
- Should the accused member wish to appeal the decision of the disciplinary committee, or the penalty imposed, he/she may notify the Secretary for a review. The President and two other members of the Executive Committee who did not take part in the original hearing shall conduct the review.
- Expulsion of a member from the Club may be accomplished only at an annual meeting following a hearing and upon the recommendation of the Executive Committee as provided in section (c) above; or at a special meeting called for that purpose, in both cases providing a quorum is present. The defendant may appear in his/her own behalf although no evidence will be taken at the meeting. The President will read the charges, the findings and the recommendations and invite the member, if present, to speak on his/her own behalf. The members shall then vote by secret ballot on the proposed expulsion. A two-thirds (2/3) vote of the voting members present shall be necessary for expulsion.
- Notice of official disciplinary action by the Club shall be published in the Club newsletter. The Canadian Kennel Club shall also be advised of the expulsion and the grounds for such action.
Article 6: Amendments
- Only regular members in good standing shall have the privilege of submitting and voting on amendments to the Club constitution, Code of Ethics, bylaws or Official Breed Standard.
- Amendments may be proposed by the Executive Committee, or by written petition addressed to the Secretary signed by twenty percent (20%) of the regular members in good standing and setting forth the exact wording of the proposed amendment. The Executive Committee shall deal with such petitions promptly. The Secretary will forward a copy of the proposed amendment, together with the recommendation of the Executive Committee, to the regular membership in the form of a ballot within sixty (60)-days of receipt. Ballots must be marked, sealed and returned to the Secretary within sixty (60)-days of the date of mailing as recorded by the Secretary. The double-envelope system described in Article 4 Section (f) above shall be followed. Amendments to the Breed Standard will require a two-thirds (2/3) majority of votes cast by eligible voting members to affect an amendment. For these Constitutions and By-laws a two-thirds (2/3) majority vote of all eligible voting members will be required. Proxy votes are not permitted.
- No amendment to the Constitution or Bylaws or the Official Breed Standard adopted by the Club shall come into effect until the Board of Directors of the Canadian Kennel Club has approved it.
Article 7: Dissolution
- The Club may be dissolved at anytime, by providing to The Canadian Kennel Club written documentation of two-thirds (2/3) of the members in good standing in favour of the decision; proxies are not permitted.
- In the event of dissolution, other than for the purposes of reorganization, whether voluntary or involuntary or by operation of the law, none of the property of the Club nor any assets of the Club shall be retained by or distributed to any member of the Club. After payment of the Club’s debts, its property and assets shall be given to a charitable organization for the benefit and welfare of dogs, as selected by the Executive Committee.