PART 1 – MEMBERSHIP
1. MEMBERSHIP CATEGORIES
There shall be six categories of membership:
- a probationary membership is open to an individual who has completed the training classes provided by the club (or equivalent), but has not yet demonstrated sufficient knowledge to train a retriever to a high level.
- a regular membership is open to members of an immediate family. A full membership entitles a maximum of two adults to a single vote.
- a junior membership (non-voting) is open to a person who has not reached his/her eighteenth birthday.
- an out-of-town membership (non-voting) is open to a person who resides outside the Fraser Valley.
- a professional trainer membership
- a daily membership. Maximum of 2 dogs at $15 ea, maximum 2 days lifetime usage.
The society’s non-voting members shall not exceed the voting members.
2. MEMBERSHIP DUES
The amount of the annual membership dues in each of the five categories (all membership categories except daily membership) shall be determined by the eligible voting members of the society present at the annual general meeting.
3. APPLICATION FOR MEMBERSHIP
An application for membership in the society in 1: a – e categories shall be made in writing on a form approved by the board of directors. An applicant shall become a member upon:
- demonstration of a sound knowledge of retriever training through previous training experience, or the completion of training classes provided by the club and the demonstration of further learning and knowledge gained during a probationary membership. The probationary membership lasts one year. At the end of the year, application can be made for a regular membership.
- acceptance by a majority of the eligible voting members of the society present at any general meeting.
- payment of the current year dues.
- agreement to abide by this constitution and bylaws and the code of ethics of the society.
If a membership application is rejected the applicant will receive a written explanation within 30 days from the date of rejection.
4. MEMBERS IN GOOD STANDING
A member is in good standing when he/she:
- upholds the constitution and complies with the bylaws.
- abides by the code of ethics of the society and is courteous, cooperative and responsible in relationships with other members.
- meets the dues and volunteer obligations outlined on the membership form
5. TERMINATION OF MEMBERSHIP
A member ceases to be a member of the society:
- by delivering a resignation in writing to the secretary of the society.
- when the person’s membership dues remain unpaid 60 days after the first day
- of the society’s fiscal year.
- by failing to fulfill the volunteer requirement outlined on the membership form
- by expulsion from the society
- upon the member’s death
- A member may be expelled if their conduct:
- is determined to be unbecoming to the society
- is likely to endanger the interest or reputation of the society.
- constitutes a willful breach of the constitution, bylaws or code of ethics of the society.
- A member may be expelled by a special resolution for expulsion passed at any general meeting. A vote of support of 75% of the eligible voting members of the society present at the meeting is required.
- There must be notice of the special resolution for expulsion which shall be accompanied by a brief statement of the reason(s) for the proposed expulsion.
- The person who is the subject of the proposed resolution for expulsion shall be given the opportunity to be heard at the meeting, before the special resolution is put to a vote.
- A complaint against a member or director shall be submitted in writing to the Board for review. The Board will determine whether the complaint pertains to a club matter and whether an adhoc committee will be struck. The adhoc committee shall consist of: one executive and two members at large.
- The adhoc committee will attempt to meet with the parties involved to determine if the complaint can be resolved and/or determine whether expulsion from the club is warranted. If the adhoc committee recommends expulsion or discipline a Special General Meeting will be called.
- Any executive member who is suspended, expelled or deprived of privileges of the Canadian Kennel Club shall be suspended from their executive position in the Fraser Valley Retriever Training Club.
PART 2 – MEETINGS AND VOTING
- General meetings of the society shall be held at least 4 times in each calendar year, at such an hour and place as may be designated by the board of directors or executive committee. Members of the society shall receive 14 days notice in advance of each meeting. Board meetings shall be held on the same dates as the general meetings, but will commence one hour prior to the general meeting time.
- The directors or executive committee may for special purpose, convene a special general meeting at any time. The purpose of the special general meeting shall be documented in writing and the members of the society must be given at least 14 days notice in advance of the meeting. The agenda of a special general meeting must be circulated with the notice of the meeting. The agenda shall include the text of any special resolutions to be addressed by the meeting.
- The annual general meeting for the society shall be held within 15 months of the date of incorporation and after that an annual general meeting shall be held at least once in each calendar year and not more than 15 months after adjournment of the previous annual general meeting. Written notice shall be given to members of the society at least 14 days in advance of the meeting date.
- Alteration or amendment of the constitution, bylaws or code of ethics of the society shall be done by special resolution at any general meeting and requires a vote in support by 75% of eligible voters of the society who are present at the meeting. In addition, any alteration or amendment to the constitution, bylaws, or code of ethics of the society shall require approval by a least three of the five directors of the society.
- 20% or a minimum of seven eligible voting members of the society shall constitute a quorum at any general meeting of the society.
- A meeting shall be terminated if a quorum is not reached within 30 minutes of the scheduled start time.
- No business, other than the adjournment of the meeting shall be conducted at any general meeting if a quorum is not present. If at any time during any general meeting there ceases to be a quorum, business shall be suspended until there is a quorum present or until the meeting is adjourned.
- Eligible voting members of the society who are in good standing shall be entitled to vote at any meeting of the society at which they are present.
- Each issue put to a vote shall be decided according to a majority of votes cast, except where the members are voting on a special resolution, in which case 75% of the eligible voting members present is required to pass said resolution.
- Voting by proxy is not permitted.
- Except where otherwise provided by the society or the bylaws, all matter of procedure at any meeting of the society or the board shall be decided in accordance with Robert’s Rules of Order Newly Revised.
PART 3 – OFFICERS AND DIRECTORS
- The officers of the society shall consist of the president, vice-president, secretary and treasurer.
- The executive committee shall consist of the president, vice-president, secretary, treasurer and immediate past president. Subject to the control of the membership, the executive committee shall have the power to transact business of the society between the meetings of the society. Three members shall constitute a quorum.
- The board of directors of the society (which may include individuals who also hold positions of the executive) has as its prime objective to ensure that the original objectives of the society as a high level training club are adhered to. As such a majority of the board of directors (3 of 5 votes) is required to change the constitution, bylaws and code of ethics of the society.
- The Board of Directors shall be elected for a term of six years. The Board of Directors shall be composed of 5 members of which a minimum of three directors shall have owned dogs who have placed in all age licensed field trial stakes, a maximum of one director who has owned dogs that have a Master Hunter designation or qualified all-age field trials designation, and a maximum of one director who is chosen from the society’s membership at large.
- The officers of the society shall be nominated and elected at the annual general meeting by secret ballot.
- The directors my at any time appoint a member as a director or officer to fill a vacancy in these positions. A director so appointed holds office only until the conclusion of the next annual general meeting of the society, but is eligible for re-election at the meeting.
- Annually, the executive committee or the board of directors will recommend the society’s standing committees and nominate members to serve as chairs of the committees.
- Additional committees may be created by the board from time to time whenever it is deemed necessary or desirable. Such committees shall limit their activities to the purposes conferred by a director’s resolution. Upon completion of the task for which it is appointed, such a committee shall be dissolved by the board.
- The president shall preside at all meetings of the society and the board and shall have the powers and duties generally pertaining to this office. The president shall be a member ex-officio of all committees. The president shall report to the board and shall ensure that the original objectives of the society as a high level retriever club are maintained.
- The vice-president shall, in the absence of the president, possess all of the powers and perform all the duties of the president.
- The secretary shall:
- conduct the correspondence of the society
- issue notices of meetings of the society and the board
- keep minutes of all meetings of the society and the board
- have custody of all records and documents of the society except those required to be kept by the treasurer
- maintain the register of members.
- The treasurer shall:
- keep such financial records, including books of accounts, as are necessary to comply with the Society Act.
- have custody and control of all funds, see full and accurate records are kept thereof; make an annual report in writing showing the financial condition of the society and the results of the yearly operation of the society and ensure that any other financial reports which the society may from time to time require are prepared and presented.
- Members may by special resolution remove an officer before the expiration of the term of office and may elect a successor to complete the term of office.
- In the event that a director cannot complete his/her term, a replacement director will be elected, subject to the director composition requirements outlined in #4.
- No director or officer shall be remunerated for their service but shall be reimbursed for expenses necessarily and reasonably incurred by him/her.
PART 4 – FINANCE
- In order to carry out the purposes o the society the directors may, on behalf of and in the name of the society, raise or secure the payment or repayment of money in the manner they decide, and, in particular but without limiting that power, by the issue of debentures.
- A debenture must not be issued without the authorization of a special resolution.
- The members may, by special resolution, restrict the borrowing powers of the directors but a restriction imposed expires at the next annual general meeting.
- The fiscal year shall be from June 01 to June 01 of the next fiscal year. The membership year will be the same as the fiscal year.
- Dues shall be determined on an annual basis at the annual general meeting of the society. A majority of 75% of the eligible voting members of the society present at the meeting shall be required for approval. Dues shall be collected by the treasurer upon receipt of the application for membership.
- An audit committee shall be appointed prior to the annual general meeting. The committee shall consist of two members appointed by the board of directors. The committee members shall be neither members of the executive committee or the board of directors. It shall be the duty of this committee to review all the financial accounts of the society and to report their findings to the membership at the annual general meeting. Upon completion of their task, the committee will dissolve.
- The annual financial statement of the society shall be prepared and presented to the society at the annual general meeting.
- The books and records of the society shall be open to the members at all times for inspection providing reasonable notice is given.
- The Club will have an independent bank account in its own name. All cheques drawn from the club account will have the signatures of two (2) signing officers. The signing officers shall include any two of the club’s president, vice-president, secretary or treasurer.
PART 5 – DISSOLUTION
- The Fraser Valley Retriever Training Club, upon dissolution, will notify and provide the CKC with a written document signed by 2/3 of the club members indicating they are in favour of the decision to dissolve the club. Proxies are not permitted.
- In the event of the dissolution of the club, other than for the purposes of reorganization, whether voluntary, involuntary or by operation of law, none of the club’s property or assets shall be distributed to club members.
- The club membership will select a charitable organization to which the assets shall be donated.