SAGSPC BY-LAWS 

SOUTHERN ARIZONA GERMAN SHORTHAIRED POINTER CLUB, INC 

 

ARTICLE I 

Membership 

Section 1.   There shall be one (1) type of membership, family, open to all persons eighteen (18) years of age and older who are in good standing with the American Kennel Club and who subscribe to the purpose of this club. 

While membership is to be unrestricted as to residence, the Club’s purpose is to be representative of the breeders and exhibitors in its immediate area. 

Dues 

Section 2.   Family membership dues shall be $35 per year or an amount designated annually by the Board of Directors and approved by the general membership. 

Membership dues paid after June 6, 1981 shall expire one year after application for membership has been approved by the Board of Directors.  All other current membership dues shall be due January 1 of each year. 

Application for Membership 

Section 3.   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 this Constitution and By-Laws and the rules of the American Kennel Club.  Accompanying the application, the prospective member shall submit dues payment for the one year. 

All applications are to be filed with the Secretary and each application is to be read at the first (1 st) meeting of the Board of Directors following its receipt.  The Board shall review each application and notify said applicant, that his application has been accepted or rejected within thirty (30) days following its receipt. 

Applicants for membership who have been rejected by the Board of Directors may not re-apply within six (6) months after such rejections. 

Termination of Membership 

Section 4.  Membership may be terminated: 

(a)     by resignation 

(b)     By lapsing.  A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid thirty (30) days after membership expires; however, the Board may grant an additional thirty (30) 

days grace to such delinquent members in meritorious cases.  Any Officer or    Member of the Board of Directors whose membership is so terminated will have his position filled immediately.  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 provided in  Article VII of these By-Laws.     

Fiscal Year 

Section 5.   The fiscal year shall begin on the first (1 st) day of (January) of each year. 

 

ARTICLE II 

Regular Club Meetings 

Section 1.   There shall be no less than four (4) regular meetings of the Club each fiscal year, at a time and place approved by the Board of Directors.  Written notice of each such meeting shall be mailed by the Secretary, or announced in the Club’s newsletter, within one week (7) days prior to the date of the meeting.  The quorum for such meetings shall be the members present and in good standing. 

Annual Meeting 

Section2.   The (May) meeting shall be identified as the Annual Meeting and in addition to the regular business shall be the meeting at which new officers take office. 

Special Club Meetings 

Section3.   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 ten (10) voting members of the Club who are in good standing.  Written notice of such a meeting shall be mailed by the Secretary at least ten (10) days prior to the meeting and said notice shall state the purpose of the meeting no other Club business may be transacted there at.  The quorum for such a meeting shall be twenty (20) percent of the voting members in good standing. 

Regular Board Meetings 

Section 4.   There shall be no less than six (6) regular meetings of the Board of Directors each Club year.  The quorum for such a meeting shall be a majority of the Board. 

Special Board Meetings 

Section 5.   Special meetings of the Board may be called by the President, or at the request of any three (3) members of the Board of Directors to the President.  The Secretary shall notify all members of the Board at least ten (10) days prior to any 

such special meeting stating time, place and reason.  No other business shall be transacted there at.  A quorum for such meetings shall be a majority of the Board. 

Board Transactions 

Section 6.   The Board of Directors may conduct its business by mail, or by telephone poll through the Secretary, when it is deemed by the President that time does not allow and that the matter involved is not of sufficient impact to warrant the calling of a Special Meeting of the Board of Directors.  Board action is to be summarized and forwarded by the Secretary to each Board member no less than five (5) days after the transaction and such summary shall be entered in the official minutes of the Club. 

Eligibility to Vote 

Section 7.   Each (family) membership in good standing whose dues are paid for the current year shall be entitled to one (1) vote at any meeting of the Club at which he/she is present and to cast one (1) official ballot in each election.  If a (family) membership cannot agree, each shall cast the pro rata share of a vote to be determined by the number of members of a family who hold membership (18 years and older).  Each family member shall have an equal pro rata share of the one vote.  Proxy voting will not be permitted at any club or board meeting or election. 

 

ARTICLE III 

Board of Directors 

Section 1.   The Board of Directors shall be composed of the President, Vice-President, Secretary, Treasure, and five elected Directors.  All Directors shall be elected for one (1) year terms. The Board of Directors shall be elected at the Annual Meeting and serve until their successors are elected. General management of the Club’s affairs shall be entrusted to the Board of Directors. 

Officers 

Section 2.   The Club’s Officers, consisting of the President, Vice-President, Secretary, and Treasure shall serve in their respective capacities both with regard to the Club and its meetings and the Board and its meetings. 

     President 

(a)  The President shall preside at all meetings of the Club and the Board, and shall see that the provisions of the Articles of Incorporation and By-Laws, 

the rules and regulations and policies established thereunder are observed.  The 

President shall also perform all duties as are by custom and parliamentary practice required of the office.  He shall have the authority to appoint committee chairpersons. 

     Vice-President 

(b)  The Vice-President shall assist the President in the performance of the duties of that office and assume the duties of the President during his absence.  In addition, it shall be the responsibility of the Vice-President to make arrangements for the four (4) meetings of the Club each year in accordance with the provisions of Article II, Section 1, and to have such information to the Secretary at least twenty (20) days prior to the time of such meeting. 

     Secretary 

(c)  The Secretary shall prepare and maintain for permanent record written minutes of the Club and Board of Directors meetings, receive and submit to the proper authorities all communications, attend and dispose of all administrative correspondence, maintain the Club’s records, files and seal, and perform all other duties pertinent to and required of this office. 

     Treasure 

(d)  The Treasure shall collect and receive all moneys due or belonging to the Club.  The Treasure shall deposit the same in a bank designated by the Board, in the name of the Club.  The Club’s books shall at all times be open to inspection by the Board and the Treasure 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 shall render an account of all moneys received and expended during the previous Club year.  The Treasure shall be bonded and the amount shall be determined by the Board of Directors. 

Directors 

Section 3.   The Directors shall be vested with the full authority for promotion and operation of all activities given by the club, but they shall be limited to this authority to conduct activities or any other business along lines not previously adopted by the Club as to location and normal expenditures.  All drastic changes in such conduct of these activities and business shall be referred to the Board of Directors for approval. An incumbent Director shall make no commitment or agreement which exceeds his term of office or obligates the succeeding Director in any manner.  All funds derived from Club-sponsored activities shall be deposited with the Club’s Treasure.  It shall be the responsibility of the Director or Directors involved rendering an account of all moneys received and expended at the conclusion of said activity.  Any expenditures for any one (1) item in excess of $50 shall be subject to board approval. 

Vacancies 

Section 4.   Any vacancies occurring on the Board or among the officers during the Club year shall be promptly filled for the expired term of office by a majority vote of all them members of the Board; 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.  Any officer or board member absent two (2) consecutive board meetings will be considered for replacement by the board. 

 

ARTICLE IV 

Club Year 

Section 1.   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. 

Change of Board of Directors 

Section 2.   The officers and other Members of the Board of Directors for the ensuing year shall be elected at the Annual Meeting by secret written ballot from those nominated in accordance with Section 4 of this Article.  They shall  take office immediately upon conclusion of the election and each retiring Board Member shall turn over to his successor in office all properties and records relating to that office within forty (40) days after the election. 

Election 

Section 3.   The nominated candidate receiving the greatest number of votes for each Club Office shall be declared elected. 

Nominating Committee 

Section 4.   No person may be a candidate for a Club election who has been nominated under provision of this Article.  At the (January) meeting of the Club the President shall select a Nominating Committee consisting of three (3) members only, one (1) of whom shall be a member of the present Board.  The President shall name the Chairman of the Committee and it shall be the appointed Chairman’s duty to call a committee meeting on or before (February) first (1 st). 

     Candidates 

(a)      The committee shall nominate one (1) candidate for each office and one (1) 

candidate for each of the five (5) other positions on the Board, and, after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing.  Nominations must be given to the Secretary by (March) first (1st). 

     Qualification for Office 

(b)     All members in good standing for at least six (6) months, including those on the Nominating Committee are eligible for nomination as a candidate for Office or other Board positions. 

     Nominating Committee’s Report 

(c)  Upon receipt of the Nominating Committee’s report, the Secretary shall before the (March) meeting, notify each Club member in writing of the candidates so nominated. 

         Nomination by Member Body 

(d)  Additional nominations may be made by any member in good standing in  writing to the Secretary, provided, the nomination has the written consent of the person so nominated, and has been endorsed by three (3) members eligible to vote and is forwarded to the Secretary by (April) fifteen (15).  No person may be a candidate for more than one (1) position, and the additional nominations which are provided for herein may be made only from among those members who have not accepted a nomination of the Nominating Committee. 

     One (1) Slate 

(f)      In elections where no additional nominations are made by the member body in accordance with Section 4 (d) of this Article, Sections 4 (g), (h), (i), and (j) are automatically suspended for the subject election and the Secretary shall within five (5) days after the closing date for additional nominations notify the membership that no additional nominations were made.  At the annual meeting in such as election, the Secretary, shall cast, for the membership, a unanimous ballot for the slate of candidates nominated by the Nominating Committee. 

     Official Ballot 

(g)     On (April) twenty (20) the Secretary shall be directed to have the Nominating Committee’s list of nominations plus approved nominations from the Member Body printed in sufficient amounts on the Official Paper Ballots together with dual envelopes, said ballot to contain the names of all candidates in alphabetical order, according to office, and marked to indicate if the nomination was from the Member Body or the Nomination Committee.  The Secretary shall forward to each (Family) membership one (1) Official Ballot together with the necessary return envelop at least fifteen (15) days prior to the Annual Meeting. 

     Tellers 

(h)     Tellers shall be appointed by the President at the beginning of the Annual Meeting and shall be picked from members in good standing who are not candidates for office.

     Balloting 

(i)       Members shall complete and return the sealed ballots to the Secretary at least five (5) days prior to the Annual Meeting. 

     Counting 

(j)      Ballots shall remain sealed until opened for counting by the appointed Tellers during the Annual Meeting. 

 

ARTICLE V 

Auditing Committee 

Section 1.   The President shall at the (January) meeting appoint three (3) members of the Club to serve as the Auditing Committee; the duty of said committee being to prepare a complete account of the condition of the Club. 

Auditing Committee Report 

Section 2.   The Auditing Committee shall present this account in writing at the Annual Meeting of the Club. 

 

ARTICLE VI 

Additional and Special Standing Committees 

Section 1.   The Board may each year appoint additional Standing Committees to advance the work of the Club in any field which may well be served by committees.  Such committees shall always be subject to the final authority of the Board.   Special committees may be appointed by the Board to aid it on particular projects. 

Tenure of Special Standing Committees 

Section 2.   Any committee appointment made under the provisions of Section 1 of this Article 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 VII 

Suspension 

Section 1.   Americal 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.

Charges 

Section 2.   Any member may prefer charges against a member for alleged misconduct prejudicial to the best interests of the Club or the breed.  Written charges with specifications must be filed in duplicate with the Secretary together 

with a deposit of $25 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 action alleged in the charges, if proven, might constitute conduct prejudicial to the best interests of the Club or the breed.  If the Board considers that the charges do not allege conduct which would be prejudicial to the best interests of the Club or the breed, 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 three (3) weeks nor more than six (6) weeks thereafter. The Secretary shall promptly send one (1) 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 witness if he wishes. 

Board Hearings 

Section 3.  The Board shall have complete authority to decide whether counsel may attend the hearing, but both 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 complainant and defendant, the Board may by a 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 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 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. 

Discipline 

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 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 on 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 meeting shall then vote by secret ballot on the proposed 

expulsion.  A two-thirds (2/3) affirmative 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. 

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Article VIII

Order of Business 

Section 1.   At regular meetings of the Club, the order of business, so far as the character and nature of the meeting may permit, shall be as follows: 

            Call to Order (Roll Call) 

            Introduction of New Members 

            Minutes of last Club meeting 

            Minutes of last Board meeting 

            Report of President 

            Report of Secretary 

            Report of Treasurer 

            Report of Directors 

            Report of Committee Chairpersons 

            Election of Officers and Board (At Annual Meeting) 

            New Officers take Office (At Annual Meeting) 

            Unfinished Business 

            New Business 

            Adjournment 

  

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

            Call to Order (Roll Call) 

            Minutes of last Board meeting 

            Report of Secretary 

            Report of Treasure

            Report of Directors         

            Review of Application for Membership 

            Unfinished Business 

            New Business 

            Adjournment 

Absence of Officer or Board Member 

Section 3.  Any Officer or Board member not attending a Regular Club meeting or Board meeting shall notify the Secretary at least twenty-four (24) hours prior to the meeting and any report he wishes presented in his absence at said regular meeting shall be presented by the Secretary. 

 

ARTICLE IX 

Amendments 

Section 1.   Amendments to the Articles of Incorporation and By-Laws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by twenty (20) percent of the voting membership in good standing.  Amendments proposed by such petition shall be promptly considered by the Board of Directors and may be submitted to the members with recommendations of the Board by the Secretary for a vote within three (3) months of the date when the petition was received by the Secretary. 

Section 2.   The Articles of Incorporation and By-Laws may be amended by a two-thirds (2/3) affirmative 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 one (1) week prior to the date of the meeting. 

 

ARTICLE X 

Dissolution 

Section 1.   Dissolution.  The Club may be dissolved at any time by the written consent of not less than two-thirds (2/3) of the voting members.  In the event of the dissolution of the Club whether voluntary or involuntary or by operation of the 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.