Constitution & Bylaws
Cavalier King Charles Spaniel Club
of Greater Atlanta, Inc.Constitution and Bylaws of the
Approved by AKC June 13, 2001
Amended January 8, 2002
Amended November 15, 2009
Section 1. The name of the Club shall be Cavalier King Charles Spaniel Club of Greater Atlanta, Inc.
Section 2. The purposes and objectives of the Club shall be:
a) to encourage and promote quality in the breeding of purebred Cavalier King Charles Spaniels and to do all possible to bring their natural qualities to perfection;
b) to urge members and breeders to accept the standard to the breed as approved by the American Kennel Club as the only standard of excellence by which the Cavalier breed shall be judged;
c) to do all in its power to protect and advance the interests of the breed by encouraging sportsmanlike competition at dog shows and obedience trials;
d) to conduct sanctioned and licensed specialty shows and obedience trials under the rules of the American Kennel Club.
Section 3. The Club shall not be conducted or operated for profit and no part of any profits or remainder or residue from dues or donations to the Club 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 and may be required to carry out these objects.
There shall be 4 types of membership open to all persons who are in good
standing with the American Kennel Club and who subscribe to the purposes of
Regular - Opened to those 18 years or older that meets the requirements in
Section 3a and has held an Associate membership for no less than 12 months.
Enjoy all club privileges including the right to vote and hold office.
Associate – Open to those 18 years or older but does not satisfy the
requirements for Regular Membership. Individual is entitled to all privileges of the
club except they shall not be allowed to vote, hold office, be counted in the
quorum, or advertise on the Breeder Referral listings for a period of 24 months
after being accepted as an Associate member. After a period of 12 months, the
person may apply for Regular membership as outlined in Section 3a. Individuals
may remain an Associate member indefinitely, should they so desire.
Junior – Open to all persons 10 to 17 years of age; cannot vote, hold office, or
be counted in the quorum. May apply for Regular (if requirements in Section 3a
have been met) or Associate membership upon reaching their 18th birthday.
Honorary – Shall be designated by the Board to those persons showing
outstanding commitment to the breed or club. A current Regular member of the
club when given the Honorary status shall maintain all privileges of the club. An
Associate member given the Honorary status will not have voting, office holding
privileges, and are not counted in a quorum. Honorary members are exempt
from paying dues. Any member in good standing with the club may submit a
name to the Board for consideration of Honorary Member.
While membership is to be unrestricted as to residence for Associate
membership, the Club’s primary purpose is to be representative of the breeders
and exhibitors in its immediate area. Regular membership is restricted to
residents of the State of Georgia.
Dues are payable on or before the first 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 dues for the
ensuing year. Dues for Regular or Associate memberships shall not exceed $50
per year per person. Honorary membership is exempt from paying dues. Junior
membership shall not exceed $20 per year per person. Dues for a second member
in the same household (Regular or Associate) shall be one half the current dues.
The Board of Directors shall determine membership dues before
the first day of October for dues payable the following year. Any new
membership application submitted after October 1st shall constitute membership
for the next calendar year. Membership applications received prior to October 1st
shall constitute membership for the present calendar year.
form as approved by the Board of Directors and which shall provide that the
applicant agrees to abide by these Constitution and Bylaws and Code of Ethics
and the rules of the American Kennel Club. The application shall state the name,
address and occupation of the applicant. Applicants for Regular membership
status shall carry the endorsement of two Regular members in good standing,
not from the same household or the household of the applicant. Applicants for
Associate or Junior membership shall carry the endorsement of one Regular
member in good standing, not from the household of the applicant. All
applications are to be filed with the Recording Secretary; accompanying the
application, the prospective member shall submit dues payment for the current
year. Each application is to be read at the first meeting of the club following
receipt. At the next meeting, the application will have its second reading and be
voted upon (provided that, for Regular Member status all pre-requisites have
been met); an affirmative vote of 2/3 of the voting members in good standing
present and voting by secret ballot shall be required to elect the applicant.
(a) For Regular Membership: Applicants must first apply for and
maintain Associate Member status for a period of 12 months prior
to applying for Regular Membership status. The applicant must
attend four (4) club events, two (2) of which must be Regular club
meetings, the other two (2) may be any function of the club (ex.: fun
match, specialty show, meetings, etc.); within the previous 12
months prior to the application being read for the second time and
voted on. It is also a pre-requisite that the applicant participated on
at least one Committee of the Club within a 12-month period prior
to having their application brought to a vote. Must be a resident of
the State of Georgia.
(b) For Associate & Junior Membership: Applicants may apply to
join as an Associate or Junior member without meeting the
requirements of attendance. An Associate Member may apply for
Regular Membership status, after a period of 12 months and
meeting the Regular Membership requirements, if they choose to
change their membership status.
(c) For Honorary Membership: Shall be designated by a ¾ vote of
the Board to those persons showing outstanding commitment to the
breed or club.
(d) Applicants for membership who have been rejected by the Club
shall have their dues payment refunded and may not reapply within
six months after such rejection.
Section 4. Termination of Membership
Membership may be terminated by:
a) 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
b) Lapsing. A membership will be considered lapsed and
automatically terminated if such member's dues remain unpaid 60
days after the first day of the fiscal year, however the Board may
grant an additional 60 days grace to such delinquent members in
meritorious cases. In no case may a person be entitled to vote at
any Club meeting whose dues are unpaid as of the date of that
c) By Expulsion. A membership may be terminated by expulsion as
provided in Article VI of these bylaws.
Section 1. Club Meetings.
Section 4. Special Board Meetings. Special meetings of the Board may be called by the President; and shall be called by the Correspondence Secretary upon receipt of a written request signed by at least three (3) members of the Board. Such special meetings shall be held within the Metropolitan Atlanta area or via teleconference call or video conference call 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 meeting shall be mailed by the Correspondence Secretary at least 5 days and not more than 10 days prior to the date of the meeting. 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 a majority of the Board.
Section 5. Voting. Each voting 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 6. Notifications & Communications. Written notice and other club
communications may be by email, US Postal mail, or published in the club’s
Directors and Officers
Section 1. Board of Directors. The Board shall be comprised of the five
officers and two other persons all of whom shall be 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
Section 2 Officers. The Club's officers, consisting of the President, Vice
President, Recording Secretary, Correspondence Secretary and Treasurer shall
serve in their respective capacities both with regard to the Club and its meetings
and the Board and its meetings.
a) 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 the President in addition to those particularly
specified in these bylaws.
b) The Vice President shall have the duties and exercise the powers
of the President in case of the President's death, absence or
c) The Recording Secretary shall keep a record of all meetings of
the club and of the Board and all votes taken, and all matters of
which a record shall be ordered by the club. The Recording
Secretary shall forward a copy of the minutes of each meeting to
the President at least fifteen days (15) after each meeting. The
Recording Secretary shall publish minutes from each Regular
meeting to the membership by email or printed in the club’s
newsletter prior to the next scheduled Regular meeting. The
Recording Secretary shall immediately submit a list of newly
accepted members to the Corresponding Secretary and Treasurer.
The Recording Secretary shall fill in for the Correspondence
Secretary in his/her absence. He/She shall work with the
Correspondence Secretary and carry out such other duties as are
stated in these by-laws.
d) The Correspondence Secretary shall have charge of the
correspondence, notify members of meetings, and notify new
members of their election to the membership, notify officers of their
election to office, and keep records of membership. The
Correspondence Secretary shall maintain all communication with
the American Cavalier King Charles Spaniel Club, Inc. and the
AKC. The Correspondence Secretary shall fill in for the Recording
Secretary in his/her absence. The Correspondence Secretary shall
carry out such other duties as stated in these by-laws.
e) The Treasurer shall collect and receive all moneys due or
belonging to the Club. Money shall be deposited in an account
designated by the Board, in the name of the Club within a timely
manner, not to exceed 30 days. The books shall at all times be
open to inspection of the Board and a report shall be given at every
meeting on the condition of the Club's finances and every item of
receipt or payment not before reported. At the annual meeting, an
accounting shall be rendered of all moneys received and expended
during the previous fiscal year. The Treasurer shall be bonded in
such amount as the Board shall determine. The Treasurer will also
keep records of the membership with the assistance of the
Recording Secretary, and shall give a report as to the status of the
membership at each meeting.
d) At any time that this club has one Secretary, all duties described above
under Recording and Correspondence Secretary shall fall to the
Secretary and a third Director shall be added.
Any vacancies occurring on the Board or among the offices during the year shall
be filled until the next annual election by majority vote of all the members of the
Board at its first regular meeting following the creation of such 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.
Section 1. Club Year. The Club's fiscal year shall begin on the 1st day of
January and end on the last 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
Section 2. Annual Meeting. The annual meeting shall be held in the month
of May at which Officers and Directors for the ensuing year shall be elected by
secret ballot from among those nominated in accordance with Section 4 of this
article. If there is only one (1) nominee for each of the Officers and Board
positions then election by secret ballot may be dispensed and the Recording
Secretary will cast one vote to elect those nominated. They shall take office
immediately upon the conclusion of the election and each retiring officer shall
turn over to the successor in office all properties and records relating to that
office within 30 days after the election.
Section 3. Elections. The nominated candidate receiving the greatest
number of votes for each office shall be declared elected. The two ( 2) nominated
candidates for the other positions on the Board that receive the greatest number
of votes for such positions shall be declared elected.
Section 4. Nominations. No person may be candidate in the Club
elections who has not been nominated and is not a voting member in good
standing. During the month of February, the Board shall select a Nominating
Committee consisting of three (3) members and two (2) alternates, not more than
one of who may be a member of the Board. The Correspondence Secretary shall
immediately notify the committee members and alternates of their selection. The
Board shall name a Chairman for the committee and it shall be such person's
duty to call a committee meeting, which shall be held on or before March 15.
a) The committee shall nominate one (1) candidate for each office and
positions on the Board, and after securing the consent of each
person so nominated, shall immediately report their nominations to
the Correspondence Secretary in writing.
b) Upon receipt of the Nominating Committee’s report, the
Correspondence Secretary shall, at least two weeks before the
April meeting, notify each member in writing of the candidates so
c) Additional nominations may be made at the April meeting by any voting
member in attendance provided that the person so nominated does not
decline when their name is proposed and provided further that if the
proposed candidate is not present at the meeting, the proposer shall
present to the Correspondence Secretary a written statement from the
proposed candidate signifying willingness to be a candidate. 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 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 specialty 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 appointments 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 these 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 many prefer charges against a member
for alleged misconduct prejudicial to the best interests of the Club or breed.
Written charges with specifications must be filed in duplicate with the
Correspondence Secretary together with a deposit or $100.00, which shall be
forfeited if such charges are not sustained by the Board following a hearing. The
Correspondence 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. If the Board
considers that the charges do no allege conduct which would be prejudicial to the
best interest of the Club, it may refuse to entertain jurisdiction. 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 or more than six (6) weeks thereafter. The
Correspondence 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/her own defense and
bring witnesses if he/she wishes.
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 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/her fellow members at the ensuing Club meeting which
considers the Board's recommendation. Immediately after the Board has reached
a decision, its finding shall be put in written form and filed with the
Correspondence Secretary. The Correspondence 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 recommendation as provided in Section 3 of this Article.
Such proceeding 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/her own behalf, though no evidence shall be taken at this
meeting. The President shall read the charges and the Board's finding and
recommendations, and shall invite the defendant, if present, to speak on his/her
own behalf is he/she wishes. The members shall then vote by secret ballot on
the proposed expulsion. A two-thirds 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 bylaws may be proposed by
the Board of Directors or by written petition addressed to the Correspondence
Secretary signed by 20% of the voting 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 recommendation
of the Board by the Correspondence Secretary for a vote within three months of
the date when the petition was received by the Correspondence Secretary.
Section 2. The constitution and bylaws may be amended by a two-thirds,
secret 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 two (2) weeks
prior to the date of the meeting.
Section 1. The Club may be dissolved at any time by the written consent of
not less than two-third of the voting members. 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 member
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.
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:
Minutes of last meeting
Report of the President
Report of the Secretary
Report of the Treasurer
Report of the Committees
Election of Officers and Board (at annual meeting)
Election of new members
SECTION 2. At meetings of the Board, the order of Business, unless otherwise
directed by majority vote of those present, shall be as follows:
Report of the Secretary
Report of the Treasurer
Report of the Committees
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 their bylaws and any other
special rules of order the Club may adopt.