CONSTITUTION, BY-LAWS, COE

As an AKC member club, we have a Constitution and By-Laws which govern our organization.

CONSTITUTION:

ARTICLE I

Name and Objectives

Section 1 – The name of the Club shall be The Genesee Valley Kennel Club, Inc.

Section 2 – The purpose of the Club shall be:

  1. To further the advancement of all breeds of pure-bred dogs.
  2. To do all in its power to protect and advance the interests of all breeds of pure-bred dogs and to encourage sportsmanlike competition at dog shows, obedience trails, and other performance events for which the club is eligible.
  3. To conduct sanctioned matches, dog shows, obedience trials, and other performance events for which the Club is eligible under the Rules and Regulations of the American kennel Club.
  4. To provide education programs and information.

Section 3 – The Club shall not be conducted or operated for profit and no part of any profits or remainder of residue from dues or donations 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 purposes.

BY-LAWS:

ARTICLE I

Membership

Section 1 – Eligibility – There shall be two types of membership.  Regular membership is open to all persons eighteen years of age and older who are in good standing with The American Kennel Club and who subscribe to the purposes of this Club.  While membership is to be unrestricted as to residence, the Club’s primary purpose is to be representative of the breeders and exhibitors in its immediate area.

            Junior membership shall be open to all persons between 10 and 18 years of age who are in good standing with the American Kennel Club, and who subscribe to the purposes of this Club.  Junior membership is provided in order to encourage in such young people an interest in breeding, showing and caring for dogs and to instruct them in the operation of pure-bred dog clubs.  Junior members shall be entitled to all rights and privileges of membership except the right to vote and hold elective office.

Section 2 – 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 these Constitution and Bylaws 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 two members in good standing.  Accompanying the application, the prospective member shall submit a processing fee, in an amount to be determined annually by the Board that shall not exceed $10.00.

            All Applications are to be filed with the Corresponding Secretary and each application is to be read at the next two general membership meetings of the club at which the applicant is present following its receipt.  At the third Club meeting the application will be voted upon by secrete ballot and affirmative votes of three-fourths (3/4) of the members in good standing present and voting at that meeting shall be required to elect the applicant.  The newly elected member shall then submit dues payment.

            Applicants for membership who have been rejected by the Club may not reapply within six months after such rejection.  The processing fee will be forfeited by the applicant.

            Junior members must be sponsored by one parent or legal guardian who is a member of this Club and by one other non-family Club member.  At eighteen years of age the junior member may become a regular member by submitting the regular membership application.

Section 3 – Dues – Membership dues shall not exceed $50.00 per year, payable on or before the first day of January of each year.  The dues amount will remain the same as the previous year unless the membership votes to change the amount and the membership is notified.  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 dues for the ensuring year.

Section 4 – Termination of Membership – Memberships 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 fiscal year.
  2. By lapsing – A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid thirty (30) days after the first day of the fiscal year, however, the Board may grant an additional ninety (90) days grace to such delinquent members in meritorious cases.  In not 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 may be terminated by expulsion as provided for in Article of these Bylaws.

ARTICLE II

Meetings and Voting

Section 1 – Club Meeting – Meetings of the Club shall be held on the second Monday of each month unless otherwise ordered by the Board, in the County of Monroe, except August when there will be no meeting, at such hour and place as may be designated by the Board.  Written notice of each meeting shall be mailed by First Class mail in the Newsletter, or by separate mailing by the Corresponding Secretary at least ten (10) days prior to the date of the meeting.  The quorum for such meetings shall be twenty percent (20%) of the members in good standing.

Section 2 – Special Club Meeting – 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 Corresponding Secretary upon receipt of a petition signed by five (5) members of the Club in good standing.  Such special meetings shall be held in the County of Monroe at such hour, place and date as may be designated by the person or persons authorized herein to call such meetings.  Written notice of such meeting shall be mailed by the Corresponding Secretary at least five (5) days and not more than fifteen days prior to the date of the meeting, and such 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 twenty five percent (25%) of the members in good standing.

Section 3 – Board Meeting – Meetings of the Board of Directors shall be held on the third Tuesday of each month unless otherwise ordered by the Board, in the County of Monroe, except the months of December and August when there will be no meeting, at such hour and place as may be designated by the Board.  Written notice of each meeting shall be mailed by First Class mail in the Newsletter or by separate mailing by the Corresponding Secretary at least five (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 Corresponding Secretary upon receipt of a written request signed by at least three (3) members of the Board.  Such special meetings shall be held in the County of Monroe at such place, date and hour as may be designated by the person or persons authorized herein to call such meeting.  Written notice of such meeting shall be mailed by the Corresponding Secretary at least three (3) days and not more than ten (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.

ARTICLE III

Directors and Officers

Section 1 – Board of Directors – The Board of Directors (or Board) shall be comprised of the President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, Treasurer, AKC Delegate and six (6) other persons all of whom shall be members in good standing.  The President, First Vice-President, Second Vice-President, Corresponding Secretary, Recording Secretary, and Treasurer shall be elected for one year terms, the AKC Delegate and the Board Members shall be elected for three year terms at the Club’s annual meetings as provided for in Article IV or 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, First Vice-President, Second 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.

  1. The President shall preside at all meetings of the Club and the Board, and shall have the duties that normally appertain to the office of President in addition to those particularly specified in these Bylaws.
  2. The First Vice-President shall have the powers and exercise the duties of the President in case of the President’s death, absence or incapacity.
  3. The Second Vice-President shall have the powers and exercise the duties of the President in case of the President’s and/or the First Vice-President’s death, absence or incapacity.  He or she shall have the powers and exercise the duties of the First Vice-President in case of the First Vice-President’s death absence or incapacity.
  4. The Recording Secretary shall keep a complete record of all the meetings of the Club and of the Board, and of all other records ordered by the Club.  These records shall be available to Club members at all times.  He or she shall furnish the President with a copy of the minutes of all meetings within a reasonable time after such meetings take place.  He or she shall keep a roll of members of the Club together with their addresses.  He or she shall prepare an annual report to be given at the Annual Meeting.
  5. The Corresponding Secretary shall have charge of the correspondence of the Club.  He or she shall write all letters and communications as ordered by the Club and shall keep the President informed on all important matters.  On the election of a member, her or she shall send him or her a written notice of election and furnish him or her a copy of the Constitution and Bylaws of the Club.  He or she shall notify Officers and members of their election or appointment and shall issue notices to members of all meetings.
  6. The Treasurer shall collect and receive all moneys due or belong to the Club.  He or she shall deposit the same in a bank designated by the Board, in the name of the Club.  All books shall at all times be open to inspection of the Board and he or she shall submit a written report at every Board meeting the condition of the Club’s finances and every written item of receipt or payment not before reported; and at the Annual Meeting he or she shall render an account of all moneys received and expended during the previous fiscal year.  The Treasurer shall be bonded in such amount as the Board of Directors shall determine.

Section 3 – Vacancies – In the event a vacancy shall occur in any office during the year, it shall be filled for the unexpired term of office by a majority vote of the then members of the Board at the first regular meeting following the creation of such vacancy or at a special meeting called for that purpose; except that a vacancy in the office President shall be automatically filled by the First Vice-President and a vacancy in the office of First Vice-President shall be automatically filled by the Second Vice-President and a vacancy in the office of Second Vice-President shall be filled by the Board from the general membership.  Any vacancy which occurs on the Board of Directors during the year shall be filled for the unexpired term of the Director by a majority vote of all the then members of the Club at either a regular or special general meeting called for said purpose upon notice to the members, notifying them that said vacancy will be acted upon at the meeting.

ARTICLE IV

The Club Year, Annual Meeting, and 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 be the same as the fiscal year.

Section 2 – Annual Meeting – The annual meeting shall be held in the month of December at which Officers, Delegate to the American Kennel Club, and the two Directors for the ensuing term year shall be elected by secret written ballot from among those nominated in accordance with Section 4 of this Article.  They shall take office January 1st and each retiring Officer shall turn over to his or her successor in office all properties and records relating to that office by January 15th.

Section 3 – Elections – The nominated candidate receiving the greatest number of votes for each office shall be declared elected.  The nominated candidates for Board positions who receive the greatest number of votes for such positions shall be declared elected.

Section 4 – Nominations – No person may be a candidate in the Club election who has not been nominated. During the month of September, the Board shall select a Nominating Committee consisting of three (3) members and two (2) alternates, not more than one of whom may be a member of the Board.  The Corresponding Secretary shall immediately notify the Committee members and alternates of their selection.  The Board shall name a Chairman of the Committee and it shall be his or her duty to call a committee meeting which shall be held on or before October 15th.

  1. The Committee shall nominate one candidate for each office, the candidates for the open positions on the Board and every third year the A.K.C. Delegate and, after securing the consent of each person so nominated, shall immediately report their nominations to the Corresponding Secretary in writing.
  2. Upon receipt of the Nominating Committee’s report, the Corresponding Secretary shall at least two weeks before the November meeting notify each member in writing of the candidates so nominated.
  3. Additional nominations may be made at the November meeting by any member in good standing in attendance provided that the person so nominated does not decline when his name is proposed, and provided further that if the proposed candidate is not in attendance at this meeting, his proposer shall present to the Corresponding Secretary a written statement from the proposed candidate signifying his or her willingness to be a candidate.  The Corresponding Secretary shall mail notice of all nominations within three (3) days of the November meeting.

No person may be a candidate for more than one position.  Nominations cannot be made at the annual meeting or in any manner other than is provided in this Section.

ARTICLE V

Committees

Section 1 – With the exception of the Nominating Committee, which is provided for in Article IV Section 4, the Board shall appoint, on or before February 1st of each year, standing committees to advance the work of the Club in such matters as dog shows, obedience trials, and other performance events for which the Club is eligible, trophies, annual prizes, membership and other fields which may be well served by committees.  Such committees shall always be subject to the final authority of the Board.  The President shall be an ex officio member of all committees.  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 followed by written notice of the appointee(s); 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 privileges of The American Kennel Club shall automatically be suspended from the 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.  Written charges with specifications must be filed in duplicate with the Corresponding Secretary together with a deposit of thirty-five dollars ($35.00) which shall be forfeited if such charges are not sustained by the Board following a hearing.  The Corresponding Secretary shall promptly send a copy of the charges to each member of the Board or present them at the next Board meeting, or special Board meeting called for that purpose, 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 after a preliminary investigation the Board determines that the charges do not allege conduct which would be prejudicial to the best interests of the Club, or are spuriously made it may refuse to hold a hearing and thereby dismiss the charges entertain jurisdiction.  If the Board proceeds to a hearing 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 Corresponding Secretary shall promptly send one copy of the charges to the accused member by certified mail, return receipt requested together with a notice of the hearing and an assurance that the defendant may personally appear in his or her own defense and bring witnesses if he or she desires.

Section 3 – Board Hearing – The Board shall have the complete authority to decide whether counsel may attend the hearing, but both the 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, defendant, and witnesses as applicable, the Board may by majority vote of those present reprimand and/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 punishment be expulsion.  In such a case, the suspension shall not restrict the defendant’s right to appear before his fellow members at the ensuring 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 Corresponding Secretary, in turn shall notify each of the parties of the Boards’ 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 recommendations provided for 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 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 invite the defendant (if present) to speak on his or her own behalf, if he or she so wishes.  The members in good standing shall then vote by secret written ballot on the proposed expulsion.  A two-thirds (2/3) vote of those members in good standing 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 Bylaws may be proposed by the Board of Directors or by written petition addressed to the Corresponding Secretary signed by twenty percent (20%) of the members in good standing.  Amendments proposed by such petition shall be promptly considered by the Board and must be submitted to the membership with recommendations of the Board by the Corresponding Secretary for a vote by secrete ballot within three months of the date when the petition was received by the Corresponding Secretary.

Section 2 – The Constitution and Bylaws may be amended by a two-thirds (2/3) vote of the members in good standing present and voting at any regular or special meeting called for that purpose, provided the proposed amendments have been mailed to each member at last two (2) weeks prior to the date of the meeting.

Section 3 –No amendment to the Constitution and Bylaws that is adopted by the Club shall become effective until it has been approved by the Board of Directors of The American Kennel Club.

ARTICLE VIII

Dissolution

Section 1 – Dissolution – The Cub may be dissolved at any time by the written consent of not less than two-thirds (2/3) of the entire membership.  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 payments of the debts of the Club, its property and assets shall be given, for the benefit of dogs, to a charitable organization 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 and introduction of guests

            Minutes of the last meeting

            Report of the President

            Report of the Recording Secretary

            Report of the Corresponding Secretary

Report of the Treasurer

Reports of the Committees

Election of Officers and Directors (Annual Meeting)

            Election of new members

            Unfinished business

            New business

            Presentment of expenses to be paid

            Brags and sobs

            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:

            Minutes of the last meeting

            Report of the Recording Secretary

            Report of the Corresponding Secretary         

            Report of the Treasurer

            Reports of Committees with pending business not previously reported            Unfinished business

            New business

            Adjournment

ARTICLE X

Parliamentary Authority

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 Bylaws and any other Special Rules of Order, or Standing Rules the Club may adopt.

CODE OF ETHICS

General Members:

  1. Each member in the Genesee Valley Kennel Club Breeders Guide has an obligation to protect the interest of his breed by conducting himself in a manner designed to reflect credit on himself, on the Genesee Valley Kennel Club and on the sport of raising AKC purebred dogs.
  2. Each member who contemplates breeding a litter, or who allows the use of his stud dog to the same end shall direct his efforts towards producing dogs of exceptional quality, temperament and condition.
  3. No member shall malign his competition by making false or misleading statements regarding his competitor’s dogs, breeding practice or person.
  4. No member shall breed solely for money or income.
  5. No member shall engage in false or misleading advertising or misrepresentation of his breed.  All breeding stock shall be AKC registered.
  6. It is considered unethical for any member to sell dogs to any pet shop, or any wholesale dealer in dogs, or to knowingly sell to any member who sells to pet shops or in any way aid or abet the sale of any dog through a pet shop or lottery.
  7. A reputable member will maintain the best possible standards of health and care of his kennels.
  8. A responsible member makes oneself available to buyers to educate, encourage and help with ongoing needs.
  9. A responsible member makes oneself available to buyers to educate, encourage and help with ongoing needs.
  10. A responsible member maintains contact with buyers over the life of the dog to ensure its placement, well-being and health.

Member Breeders:

  1. Is familiar with his breed standard and breeds only those specimens which conform to it.
  2. Is familiar with AKC rules concerning record keeping, registration and sale and transfer of dogs and abides by these rules.
  3. Uses for breeding only dogs which are of sound temperament, healthy and free from serious congenital defects, such as dysplasia, cataracts, blood diseases, etc.
  4. Does not breed solely for money or income and breeds only when he has the time to find suitable permanent homes so as not to contribute to pet over-population. 
  5. Shall not breed bitches prior to physical maturity nor as a general rule any more often than two out of three heats.
  6. Agrees to take back the dog or otherwise place it when the owner can no longer keep it, for whatever reason.
  7. Works to provide education, support, foster care and/or volunteer time for purebred rescue.
    Carefully interviews and apprises the buyer of the growth potential and breed peculiarities to insure that placement of the dog is mutually satisfactory.
  8. Places all puppies fully protected (age appropriate) with shots, wormed, dewclaws removed, tails docked, ears cropped, etc. as necessary to the specific breed, unless otherwise agreed upon.
  9. Shall cover all sales by a written contract listing conditions of sale, description of quality of dog, health, and full description including a three-generation pedigree.
  10. Requests that a newly purchased dog be examined by buyer’s veterinarian (at buyer’s expense) within 48 hours of sale.  If the dog is to be returned to seller, a written health record with reasons for return must be furnished by examining veterinarian within 48 hour period.
  11. Provides AKC registration papers with each dog unless reasons for not providing papers (such as spay/neuter) are clearly stated in sales contract.

Member Stud Owner:

  1.  
    Shall make every effort to apprise owner of the bitch of the responsibilities involved in raising and proper care and placement of puppies resulting from this breeding.
  2. Shall not offer at stud a dog showing a serious inherited defect which is characteristic in the breed, structure, or temperament.  Likewise, owners of stud dogs shall not accept for breeding a bitch, the reproduction of which is likely to be detrimental to the breed.
  3. Shall not breed to a bitch that is not physically mature nor, as a general rule, has been bred more often than two out of three heats.