English Springer Spaniel Club of Canada Constitution and By-Laws
THE ENGLISH SPRINGER SPANIEL CLUB OF CANADA CONSTITUTION (approved January 1996)
NAME The name of this club shall be “The English Springer Spaniel Club of Canada” hereinafter referred to as the “Club”.
AFFILIATION The Club shall work in cooperation with the Canadian Kennel Club and may further affiliate itself with organizations devoted to the aims and objectives of the Club, any such affiliation to be approved by the Club in a Standing Resolution to be attached to the By-Laws hereunder.
OBJECTIVES The objectives of the Club shall be the encouragement and development of the English Springer Spaniel by: a) Educating members and the public at large in the benefits of purebred English Springer Spaniels; b) Holding dog shows for competition and public interest; c) Holding obedience trials for English Springer Spaniels; d) Holding tracking tests for English Springer Spaniels; and e) Holding working tests for English Springer Spaniels.
AREA OF OPERATION The area of operation of the Club shall be the country of Canada.
REVISION OF CONSTITUTION Changes in this Constitution may be made only after the proposed alterations have been raised for debate in at least two regular meetings of the Club and have thereafter been signed, in the presence of witnesses, by a two-thirds approving majority of the entire registered membership of the Club, the signed document to contain the entire Constitution as revised.
THE ENGLISH SPRINGER SPANIEL CLUB OF CANADA BY-LAWS Approved January, 1996
Article I - Membership Sec.1 Classes A) Regular Voting Member - any person of the full age of 18 years who is a member of the Canadian Kennel Club in good standing. B) Regular Non-Voting Member - any person of the full age of 18 years who is not a member of the Canadian Kennel Club or who is applying for the first time or who is a non-resident of Canada. C) Junior Member - any person under 18 years of age who is interested in an individual membership. This membership has no voting privileges. D) Life Member - shall be: 1. a member who has been a Regular Voting Member in good standing for 20 consecutive years, or 2. an honorary position given to a person who has contributed to the advancement of the breed in the role as a breeder or as a member of the public whose work has led to advancements in the welfare of the breed. This recognition can be received posthumously. E) Founding Members shall be the original Board of Directors: to include Steve and Kelly Dainard, Wendy Bessemer, Ilsa Allen, Gail Gagnon, Gail Chapman, Bertie Nielson, Tannis Browning, Sue Wood, Pierre Dupras and Barbara Orr. These members will not receive any special rights or privileges.
Sec.2 Candidates for membership must be sponsored by 2 (two) Regular Voting Members in good standing and the application must be accompanied by the appropriate membership fee. The sponsors have to have known the applicant for at least 6 (six) months prior to signing the application form.
Sec.3 Candidates must fully comply with the Club’s Constitution and By-Laws, particularly the Code of Ethics section during their first year of membership. Failure to do so will result in refusal of Regular voting membership status or the possible termination of membership in the Club as written in Sec. 8.
Sec.4 Each candidate may be elected at any meeting of the Board of Directors or by written vote of the Regional Directors and the Officers by mail. Affirmative vote of 2/3 shall be required to elect a candidate.
Sec.5 Any person elected to membership shall be a Regular (Non-Voting) member for the first full year of membership. Upon membership renewal, such persons will obtain Regular Voting membership status as long as he/she/they have abided by the Constitution and By-Laws and are Canadian Kennel Club members in good standing.
Sec.6 Membership fees shall be due on the first of January each year for the ensuing year. If these are not paid by March 1st the membership shall be deemed terminated. It shall be the duty of the Membership Coordinator to prepare and send out a notice of annual renewal or arrange for such notice to be published in the Club’s newsletter. A second and final notice will be sent to delinquent members by the end of February each year. Any person(s) whose membership lapses shall be deemed a Regular (Non- Voting) member at such time as the membership is renewed.
New memberships commencing up to and including the month of September shall pay full year’s dues. Those joining after October 1st will pay a full year’s dues, such dues to run to December of the following year.
Sec.7 Any member who wishes to resign must give written notice to the Secretary. Any member who shall cease to belong to the Club shall not be reimbursed for any part of his membership fee for the current year.
Sec.8 The Directors shall have the power, by a vote of 2/3 of the membership to expel any member whose conduct shall have been determined by the Directors to be improper, unbecoming or likely to endanger the interest or reputation of the Club or who willfully commits a breach of the by-laws. No member shall be expelled without having first been given the opportunity to be heard by the Directors at a meeting called for that purpose.
Article II - Organization
Sec. 1 Officers: The Officers of the Club shall be the President, Vice-President, Secretary and Treasurer, each of which is elected for a two year term.
Sec.2 Regional Directors: Any province with ten or more members may elect its own director. There should be a director for British Columbia, Alberta, Prairies (Saskatchewan/Manitoba), Ontario, Quebec, and the Atlantic provinces. Each region may be further divided depending on demand for membership in that particular area.
Sec.3 The Executive of the Club shall consist of the above Officers together with the immediate Past President.
Sec.4 The Board of Directors of the Club shall consist of the Executive, the Regional Directors together with the Chairperson of all standing committees and, in the discretion of the Executive, the chairperson of ad hoc committees.
Sec.5 The Standing Committees of the Club shall be those named to deal with Dog Shows, Obedience/Tracking, Field, Membership, Newsletter, Statistics, Historian/Librarian, Education and Welfare.
Sec 6 Duties of Officers
President - is responsible for seeing that the business of the Club is transacted in proper order. Shall be Chairperson at all Club meetings, and a non-voting member of all Club committee.
Vice President - Shall act as President in the event that the President is unable to fulfill his/her duties, and shall represent the Standing Committees at the Executive meetings.
Secretary - shall send out all notices of regular and special meetings at least two weeks prior to the date of the meeting; conduct all correspondence; record and mail the minutes of the regular, special and executive meetings to all members; and have charge of and be responsible for all Club records, standing resolutions and papers. The Secretary will maintain a list of those members who are entitled to the Club’s privileges and keep record of attendance at meetings.
Treasurer - shall be responsible for the collection of annual membership dues; shall collect all new membership dues; shall send the Secretary a list of all members who are in arrears; shall collect all Club funds; shall maintain a Club bank account upon which all cheques issued must bear the signature of the Treasurer with one other signature being the President, Vice President or the Secretary; shall maintain an accurate record of all receipts and disbursements, which will be available for inspection by the Executive at all times; shall pay all bills, at the discretion of the Executive, and keep a voucher for each payment; shall give a report at each meeting or as directed; shall present a proper financial statement at each year end and shall prepare the books for audit at each year end.
Regional Director - shall be a member of the Board of Directors for their respective area. Shall organize the activities of the Club in that area and act as advisor to the Executive on affairs in that area. Will be responsible for introducing all new prospective members from their region to the Board.
Article III - Nominations and Elections
Sec. 1 Nominations: The Nominating Committee shall send to the General Membership, a letter requesting nominations by September 1st of the election year. The Committee may also make nominations. All nominations must be received by October 15th of the election year. The Nominating Committee shall consist of an Election Officer and a minimum number of committee members as required to get the Nominations and Elections completed in the time period set out in Sections 1 and 3. (Suggested number of 3)
Sec.2 Eligibility: Regular Voting Members as defined in Article I, Sec. 1, will be eligible to stand for nomination.
Sec.3 Voting shall be conducted by mail. Ballots shall be mailed to all eligible members by November 1st of the election year. Ballots must be postdated no later than December 1st of the election year.
Sec.4 All votes will go to the appointed Election Officer for collection and tabulation. Tabulation will be witnessed by a CKC member in good standing who is not a Club member, CKC Provincial Representative preferred.
Sec.5 Exceptions to Sections 1 and 3 of this article may be made by the Executive in cases of postal disruption.
Sec.6 The Election Officer shall be the Past President unless he/she is running for position in which case a resigning director not running will be appointed by the Executive.
Sec.7 All elected positions will be held for two (2) consecutive years. No person shall be a member of the executive for more than two (2) consecutive terms (excluding the Past President).
Sec.8 Only one (1) member per family or household will be allowed to stand for nomination.
Sec.9 If the Presidency is vacated during the Club year, the Vice President will take over for the remainder of the term. The Executive will appoint a suitable representative for any other office that is vacated, or not filled at election time. This individual will hold the position until the next election year.
Sec. 10 It is preferred but not necessary to have equal representation from western and eastern Canada on the executive.
Article IV – Meetings
Sec. 1 The Annual General Meeting will be held in conjunction with the National Specialty.
Sec.2 A Semi-annual meeting will be held at the discretion of the Executive.
Sec.2 A Semi-annual meeting will be held at the discretion of the Executive.
Sec.3 Special Meetings:
A) will be called by the Executive committee any time or on the application of six (6) members within fifteen (15) days of their written application. At these meetings four (4) regular voting members shall constitute a quorum.
B) Prior to the start of the meeting a Chairperson and a Secretary will be appointed. Minutes taken at the meeting will be forwarded to the Club Secretary within two (2) weeks of the meeting to be kept in the official Club records. It will be the responsibility of the Chairperson to ensure attendance is noted and any pertinent information is enclosed in the minutes.
C) At these meetings four (4) regular voting members shall constitute a quorum for Motions introduced from the floor. Any Motions passed will be brought forward to the next Executive, Board or General Meeting for discussion. The motion(s) will either be tabled pending further discussion or sent to the membership for vote.
Sec.4 Meetings of the Executive shall be held by long distance telephone calls (January, May, September). The approximate expense of these calls will be included in the annual operating budget and will be based on a meeting length of one (1) hour held when discounted long distance rates are in effect.
Sec.5 Meeting of the Board of Directors shall be held in conjunction with the Annual General Meeting.
Article V - Finance
Sec.1 The Financial Year of the Club shall commence on the 1st day of January and shall conclude on the 31st day of December.
Sec.2 Dues shall be in the amount specified by the Executive at the Annual General Meeting.
Sec.3 Banking: The funds of the Club shall be placed in a branch of any Canadian Chartered Bank and administered by the Treasurer.
Sec.4 All cheques issued by the Club shall require the signature of the Treasurer as well the signature of one other officer (President, Vice-President, Secretary).
Sec.5 Should this Club remain inactive for a period of five (5) years, or should its members decide to dissolve the Club, all assets will be converted to cash and transferred by way of certified cheque to an agreed upon charity which has been proposed to the membership and vote on with the majority ruling.
Sec.6 The Treasurer coordinates budget preparation from committee information supplied from the committee chair persons.
Sec.7 No officer or member of the Club shall receive any financial remuneration for his/her service capacity as Officer or member of the Club or as Director of the Board.
Sec.8 Any approved expenses incurred by a club member for club purposes will be reimbursed by the Club as long as the Treasurer has received a written request accompanied with a receipt (i.e. Postage).
Sec.9 All Standing Committees and Ad hoc Committees will present to the Treasurer a Budget for the current year. Only upon written request will monies over the budgeted amount be released to a committee and only after approval from the Executives.
Article VI - Code of Ethics
Sec. 1 The English Springer Spaniel Club of Canada By-Laws state that members: 1. will accept the standard approved by the Canadian Kennel Club as the only standard of excellence by which the English Springer Spaniel shall be judged and the members will do all in their power to protect and advance the interests of the breed by encouraging sportsmanlike conduct at all, and 2. licensed CKC events pertaining to the breed.
Sec.2 In order to further the advancement of the breed, the Club believes that each member has an obligation: A) to protect the interest of the breed by conducting him or herself in a manner to reflect credit on themselves and The English Springer Spaniel Club of Canada, B) to refrain from deliberately degrading any persons or their dogs by making false or misleading statements on the fancier of their stock, C) to protect the breed from excessive commercialization, D) to promote selective breeding to improve temperaments, type, conformation and workability, E) to maintain good public relations in dealing with breeders of other breeds, and prospective Springer owners and to educate the public in the features (both positive and negative) of the English Springer Spaniel, F) to promote friendly relations among Springer owners and breeders, and to provide a common meeting ground for those who love English Springer Spaniels, and G) to help educate new owners by providing guidance in raising, training, exhibiting and breeding their dogs.
Sec.3 The Club approves of and suggests the use of the following principles of breeding and selling English Springer Spaniels as guides towards furthering its various purposes: A) Regarding the Breeding of English Springer Spaniels 1. A Breeder is any person who causes or allows a dog and bitch to be mated. The Club’s purpose is advancement of the breed therefore the reason for mating a dog and bitch is to attempt to produce puppies as good as, or better then, either parent in temperament, type and conformation. In attempting to produce the theoretically ideal specimen, a reasonable supply of stock will be produced to meet the demands of the pet market. 2. In breeding and selling dogs, the breeder is dealing with living creatures rather than inanimate merchandise. Therefore, the use of attractive but dignified advertising is advised, which will maintain and improve the reputation of the breed. 3. Before mating, each proposed litter should be given careful consideration Both novice and experienced breeders should be able to obtain realistic prices dictated by the current market activity; and so help discouraging undesirable owners and quantity breeders by establishing a big initial investment. 4. Breeders will keep records as required by the Canadian Kennel Club for breeding, owning and transferring ownership of dogs. It is the responsibility of the breeder to fully register, identify and transfer the dog to the buyer, prior to its leaving the breeder’s residence. 5. Breeders should make full use of the Canadian Kennel Club Non-Breeding Agreement in the sale of ALL puppies, except those puppies which are good breed specimens that are going to owners with proper breeding facilities.
B) Stud Dogs 1. Stud dog owners should have their dog(s) hips and eyes certified normal and are encouraged to test for other relevant diseases pertaining to the English Springer Spaniel, i.e. Thyroid imbalance, factor XI. 2. A stud owner shall refuse to service an unregistered bitch; a bitch of obvious inferior caliber; and refuse service to a bitch’s owner who indicates any reason for breeding other than the production of improved stock. 3. For his/her own protection and that of the client’s, the stud owner should provide adequate facilities for visiting bitches. 4. For the protection of the stud dog, the stud owner should request a brucellosis test on a bitch. He/she should do a test on the stud dog on a regular basis also and be able to produce the results of such test on the request of the owner of the bitch. 5. The use of a stud service agreement, between any parties, is advisable. In the event of an unproductive mating, it is customary to offer a return service.
C) Brood Bitches 1. Brood bitch owners should have their bitch(es) hips and eyes certified normal and are encouraged to test for other relevant diseases pertaining to the English Springer Spaniel, i.e. Thyroid imbalance, Facto XI. 2. Assuming the bitch is of suitable quality for breeding, her owner should give primary consideration to selecting the stud dog most likely to “up-grade” his/her stock, and give secondary consideration to cost, inconvenience or distance. Novice breeders are encouraged to seek advice from books and from experienced breeders who have proven results. 3. The breeder’s responsibilities include the provision of adequate food, suitable housing and personal veterinary care for the bitch before, during and after whelping, and for her puppies; and care of the litter until suitable homes are found for them. The breeder should also accept the responsibility of the humane disposal of any puppies exhibiting extreme hereditary or congenital birth defects, rather than placing them on market at any price.
Article VII - Procedures
All meetings of the Club and of its governing bodies, and all other matters of practice and procedures not otherwise herein specified shall be governed by the Common Law Procedure of Canada, Robert’s Rules of Order, current edition.
Article VIII - Amendment of the By-Laws
Any proposal to alter these By-Laws shall be presented for debate at the Annual General Meeting of the Club. Any proposed changes shall be sent to all members for comment. The final draft will be presented for vote by ballot at the following Annual General Meeting or by mail.
THE ENGLISH SPRINGER SPANIEL CLUB OF CANADA - STANDING RESOLUTIONS
Standing Resolution #1 of October 23. 1994. Article 1. Sec 1
Dues shall be as follows:
Regular Membership (Voting/Non-Voting) $25.00
Junior Membership (individual under 18) $10.00
Family Membership (couple with/without children under 18 year) $35.00
Children over the age of 18 years or households with 2 adults (not constituting a couple) or more will be required to apply for one Regular Membership per person.
Standing Resolution #2 of October 23. 1994. Article IV. Sec. 1
The Annual General Meeting will be held in conjunction with the Annual National Specialty. The location will be announced two (2) months prior.
Standing Resolution #3 of January 1.1996. Article I. Sec. 1(d~
Honorary Life Membership - to qualify for this recognition, a member may, in writing, put forward a person together with why this person qualifies for this recognition. The membership will be sent the nomination and it will be put to a vote. The vote will be done in conjunction with the Club elections.