RCNM - By-Laws

Click Here to Download Membership Application and Code of Ethics Form

: Published: 15 August 2017; Created: 15 August 2017

CONSTITUTION and BY-LAWS

The Rottweiler Club of New Mexico

A Code of Ethics Club

CONSTITUTION

ARTICLE I. NAMES AND OBJECTIVES

SECTION 1. The name of the club shall be The Rottweiler Club of New Mexico.

SECTION 2. The objectives of the club shall be:

(a) To educate Rottweiler owners on responsible ownership, proper care, obedience training, and ethical breeding practices according to The Rottweiler Club of New Mexico Code of Ethics.

(b) To urge members and breeders to accept the standard of the breed as approved by The American Kennel Club as the only standard of excellence by which Rottweilers shall be judged;

(c) To do all in its power to protect and advance the interests of the breed and to encourage sportsman-like competition at all dog events;

(d) To conduct sanctioned matches and licensed events for which the club is eligible under the rules and regulations 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 of residue from dues and 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 By-Laws as may be required to carry out these objects.

BY-LAWS

Article I. Membership

SECTION 1. Eligibility. There shall be three types of membership. 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.

(a) Family Membership. Consisting of more than one member of a given family residing in the same household, 18 years or older, who at the time of joining own a Rottweiler, are in good standing with the American Kennel Club, who subscribe to the purposes of this club and who are able to attend the RCNM meetings. Family membership is entitled to a maximum of two votes.

(b) Individual Membership. Is open to all persons 18 years or older, who at the time of joining own a Rottweiler, are in good standing with the American Kennel Club, who subscribe to the purposes of this club and who are able to attend the RCNM meetings. Individual membership is entitled to one vote.

(c) Associate Membership. Is open to any person who at the time of membership approval, does not own a Rottweiler, or may not be able to participate in The RCNM activities. Associate members are entitled to all privileges except voting and office holding. Associate members are not computed in determining a quorum. Associate member applications are filed with the Secretary, but need not require sponsors or approval process applicable to Individual and Family memberships.

If an Associate Member(s) wants to convert to Individual or Family membership, they will then be subject to the same sponsorship and approval process applicable to Individual and Family memberships.

SECTION 2. Dues. Membership dues shall be payable on or before the 1st day of February of each year. Membership dues shall be determined by the Board of Directors with the approval of the membership; such approval to be in the form of a majority vote of the members attending a regular or special Club meeting or participating in a mail ballot. Associate membership dues shall be lower than Single membership dues, and will be based on printing and postal expenses. On December 1st the Treasurer shall send to each member a statement of their dues for the ensuing year. No member may vote whose dues are not paid for the current year.

SECTION 3. 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 the Constitution, By-Laws, Code of Ethics, and the rules of the American Kennel Club. Applicant shall require sponsorship by one Individual or Family Member in good standing. Accompanying the application, the prospective member shall submit dues/payment for the current year.

Applications of potential new members shall be submitted in writing to the Secretary. The Secretary shall notify the general membership of names of applicants within one week of receipt. Applications shall be read by the Secretary at the next two General Membership meetings attended by the applicant. Members will vote on acceptance of applications following the second application reading. Not less than two thirds of the members present and voting, by secret ballot, are required for applications to be approved. Applicants will be notified of the status of their application by the Secretary within 10 days of the date of the meeting at which their application was voted upon.

Both family members applying for Family Membership, who are applying for voting rights (must be 18 years of age or older), must attend two General Membership meetings before the membership can vote upon acceptance of their application. If only one family member is able to attend two General Membership meetings, that individual will be voted upon as an applicant for Individual Membership. Once the other family member has attended two General Membership meetings and is voted upon and accepted into membership, the Individual Membership will be converted to a Family Membership.

SECTION 4. Termination of Membership. Memberships may be terminated:

(a) by 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. Obligations other than dues are considered a debt to the club and must be paid in full prior to resignation.

(b) by lapsing. A membership will be considered as lapsed and automatically terminated if such member's dues remain unpaid by March 1st of each year. The Board of Directors has the right to grant an additional 30 days of 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 meeting.

ARTICLE II: MEETINGS, VOTING, and NOTIFICATION.

SECTION 1. Annual Meeting. The annual meeting of the club shall be held in the month of January, in the greater Albuquerque area at a place, date and hour designated by the Board of Directors. The Secretary shall notify the general membership of the Annual Meeting at least 30 days prior to the date of the meeting. The quorum for the annual meeting shall be 20 percent of the members in good standing.

SECTION 2. Club Meetings. Meetings of the club shall be held at least six times per year, in the greater Albuquerque area at such hour and place as may be designated by the Board of Directors. The Secretary shall notify the general membership of the Club Meetings at least 10 days prior to the date of the meetings. The quorum for such meetings shall be 20 percent of the members in good standing.

SECTION 3. Special Club Meeting. Special club meetings may be called by the President or by a majority vote of the members of the Board of Directors who are present at a meeting of the Board or upon receipt of a petition signed by 20 percent of the members of the club who are in good standing. Such a meeting shall be held in the greater Albuquerque area at such a place, date and hour as may be designated by the Board of Directors. The Secretary shall notify the general membership of the Special Club Meeting at least 14 days and not more than 30 days prior to the meeting. The notice of the meeting shall state the purpose of the meeting and no other club business may be transacted. The quorum for such a meeting shall be 20 percent of the members in good standing.

SECTION 4. Board Meetings. The first meeting of the Board shall be held within 15 days of the annual meeting and election, in the greater Albuquerque area, or via teleconference or video conference. Other meetings of the Board of Directors shall be held in the greater Albuquerque area at such times and places as designated by the President, or by a majority vote of the entire Board, or via teleconference or video conference. Board meetings shall be held at least six times each year. The Secretary shall notify the Board members of the Board Meeting at least five days prior to the date of the Board Meeting. The quorum for a Board meeting shall be the majority of the Board.

SECTION 5. Special Board Meetings. Special meetings of the Board may be called by the President. The Secretary shall call a Special meeting of the Board upon receipt of a written request for one to be held, signed by at least three Board members.

Such special meetings shall be held in the greater Albuquerque area, or via teleconference or video conference, at such time and place as may be designated by the person authorized herein to call such meeting. The Secretary shall notify the Board Members of the Special Board Meeting at least five days and not more than 10 days prior to the date of the Special Board Meeting. Any such notice shall state the purpose of the meeting and no other business shall be transacted thereat. The quorum for such a meeting shall be a majority of the Board.

SECTION 6. Voting. Each member in good standing, who has been a member for a minimum of 60 days and whose dues are paid for the current year, shall be entitled to one vote at any meeting of the club at which he is present. Family membership entitles two voting members per family. Proxy voting will not be permitted at any club meeting or election.

SECTION 7. Notifications. The Club may send members notifications (including meeting notices, dues notices, minutes, names of membership applicants, and newsletters) and Board members notification of Board meetings via email, provided that:

The member or Board member has signed an authorization agreeing to this method of communication. Such authorization, which is revocable, releases the club from any liability should the notification be received late or not received by the member or Board member due to circumstances beyond the club’s control. Members who decline email notification will be mailed notifications by US Postal mail. Postal notifications must be mailed by the timeline specified per each type of notification.

ARTICLE III. DIRECTORS AND OFFICERS.

SECTION 1.Board of Directors. The Board shall be comprised of the President, Vice-¬President, Secretary, Treasurer, and three other club members to serve as Directors, all of whom shall be members in good standing. The Officers and Directors shall be elected at the Annual Meeting as provided in Article IV, and shall hold office for a term of 1 year or until their successors have been 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, Vice-President, 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)President. 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 President in addition to those particularly specified by these By-Laws.

(b)Vice-President. The Vice-President shall have the duties and exercise the powers of the President in case of the President's death, absence, or incapacity and shall perform such duties as requested by the President or the Board of Directors.

(c)Secretary. The Secretary shall keep a record of all votes taken by mail, and of matters of which a record shall be ordered by the Club. The Secretary shall have charge of the correspondence, notify members of meetings, notify Officers and Directors of their election to office, keep a roll of the members of the Club with their addresses, and carry out such other duties as prescribed in these By-Laws or as requested by the Board of Directors.

(d)Treasurer. The Treasurer shall collect and receive all monies belonging to the Club. The books shall at all times be open to inspection by the Board. The Treasurer shall report to the Board the condition of the Club's finances at every meeting, as well as every item of receipt or payment not before reported; and at the annual meeting he or she shall render an account of all monies received and expended during the previous fiscal year

(e)Immediate Past President. The President from the previous year may, if not elected to an office in the current year, serve as a non-voting member of the Board for one year to provide continuity of Club business. The Immediate Past President may be called upon to advise the Board on past practices, Club history, or to share contacts developed with other dog-related organizations, the media, etc.

SECTION 3. Vacancies. Any vacancies occurring on the Board or among the offices during the year shall be filled until the next annual election by a majority vote of 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. An absence of an officer or director from two Board Meetings, unless excused by a majority of the Board, shall result in automatic removal from the Board. No Board member shall be removed without just cause.

ARTICLE IV. CLUB YEAR, NOMNATIONS, ELECTIONS.

SECTION 1. Club Year. The Club's fiscal year shall begin on the first day of January and shall end on the thirty-first day of December. The Club's official year shall begin immediately at the conclusion of the Annual Meeting and shall continue through the next Annual Meeting. The elected Officers and Directors shall take office immediately upon the conclusion of the annual meeting and each retiring Officer shall turn over to he or she successor in office all properties and records relating to that office at the conclusion of the Annual-Meeting.

SECTION 2. Annual Election. The election of Officers and Directors shall be conducted by ballot. Ballots shall be counted at the meeting by a sufficient number of inspectors (tellers) to assure a prompt and efficient election. Inspectors shall be members in good standing who are neither members of the current Board nor candidates for election. The candidates receiving the largest number of votes for each position shall be declared elected. If any nominee, at the time of the meeting is unable to serve for any reason, such nominee shall not be elected and the vacancy so created shall be filled by the new Board of Directors in the manner provided by Article III, Section 3.

SECTION 3. Nominations. No person may be a candidate in a club election who has not been nominated or volunteered in accordance with these By-Laws, and who has not been a member for at least 90 days. During the month of October, the Board shall select a Nominating Committee consisting of three members and two alternates, not more than one of whom may be a member of the Board. The Secretary shall immediately notify the committee-members and alternates of their selection. The Board shall name a chairperson for the committee and it shall be such person's duty to call a committee meeting, which shall be held on or before November 1st.

a) The committee shall nominate one candidate for each office and position on the Board and, after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing, or by email.
b) Upon receipt of the Nominating Committee's report, the Secretary shall, at least two weeks prior to the December club meeting, notify each member of the candidates so nominated.
c) Additional nominations may be made at the December club meeting by any 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 in attendance at this meeting, the proposer shall present to the 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.
d) Nominations cannot be made at the annual meeting or in any other manner than as provided in this section.

ARTICLE V: COMMITTEES

SECTION 1. Standing Committees. Subject to the approval of the Board, the President may appoint standing committees to advance the work of the Club in such matters as dog shows, obedience trials, trophies, annual prizes, membership and other fields which may well be served by committee. 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. Committee Service Termination. Any committee appointment 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 service has been terminated.

ARTICLE VI. DISCIPLINE.

SECTION 1. American Kennel Club Suspension. Any member who is suspended from the privileges of the American Kennel Club shall automatically be suspended from the privileges of this 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 or the breed. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $50.00 which shall be forfeited if such charges are not sustained by the Board or committee 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 actions alleged in the charges, if proven, might constitute conduct which would be prejudicial to the best interests of the club or of 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 of the breed, it may refuse to entertain jurisdiction. If the Board entertains jurisdiction of the charges, it shall set a hearing date not less than three (3) weeks, nor more than six (6) weeks, after the Board decides to entertain jurisdiction. The 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 him or her own defense and bring witnesses if they wish.

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 a 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 their 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 Secretary. The Secretary, in turn, shall notify each of the parties by registered mail of the Board's 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 60 days but not earlier than 30 days after the date of the Board's recommendation of expulsion. The defendant shall have the privilege of appearing in his or her own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the Board's finding and recommendation, and shall invite the defendant, if present, to speak in his or her own behalf if he or she wish. The members shall then vote by secret ballot on the proposed expulsion. A 2/3 vote of those present and voting at the meeting, who were members with voting privileges at the time the charges were filed, shall be necessary for expulsion. If expulsion is not so voted, the Board's suspension shall stand.

ARTICLE VII PARLIAMENTARY AUTHORITY.

SECTION 1. Governing Rules. The rules contained in the current edition of ROBERT'S RULE 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 By-Laws, and any special rules of the Club.

ARTICLE VIII. AMENDMENTS.

SECTION 1. Proposal. Amendments to the Constitution and By-Laws may be proposed by the Board of Directors, or by written petition addressed to the Secretary, signed by 20 percent of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board of Directors. The Secretary must notify the general membership of the proposed amendments, with recommendations of the Board, for a vote within three (3) months of the date the petition was received by the Secretary.

SECTION 2. Voting of Proposal. The Constitution and Bylaws may be amended by a 2/3 secret ballot 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 meeting notification sent to each member at least two weeks prior to the date of the meeting.

ARTICLE IX. DISSOLUTION.

SECTION 1. Process. The Club may be dissolved at any time by the written consent of not less than three-quarters (3/4) of the members in good standing. In the event of the dissolution of the club, other than for the purposes of re-organization, 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 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.

ARTICLE X ORDER OF BUSINESS

SECTION 1. General Meetings. 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

Minutes of the Last Meeting

President's Report

Secretary’s Report

Treasurer’s Report

Committee Reports

ELECTION OF OFFICERS AND BOARD (At Annual Meeting)

Reading of Membership Applications

Election of New Members

Unfinished Business

New Business

Adjournment

SECTION 2. Board Meetings. At meeting of the Board, the order of business unless otherwise directed by a majority vote of those present shall be as follows: