CONSTITUTION OF THE WESTERN CANADA SAMOYED CLUB
1.1. The name of this club shall be The Western Canada Samoyed Club, hereinafter referred to as the Club.
2.1. The Club shall work in co-operation with the Canadian Kennel Club.
2.2. The President, Vice President, Secretary and Treasurer or combined Secretary-Treasurer must be residents of Canada and Canadian Kennel Club
members in good standing.
3. Purpose of the Club
3.1. To focus on the versatility of the Samoyed, including, but not limited to, activities such as Conformation, Obedience, Rally-O, Agility, Sledding, Skijoring, Weight Pull, Pack Hiking, Herding and Carting (Drafting);
3.2. To provide public education to facilitate understanding and focus on the overall well being of the breed; and
3.3. To represent a valuable resource for all Samoyed owners and fanciers, and to provide information relating to all aspects of the breed, to the best of its ability.
4. Area of Operation
4.1 The Club shall generally operate in the Prairies (Manitoba, Saskatchewan and Alberta) and British Columbia.
5. Procedures for Election of Officers and Committees
5.1. Election of officers for the forthcoming year shall be held annually during the month of November.
5.2. The Secretary shall forward nomination slips to all members by October 1st. Nominations shall be filed with the Secretary by October 31st.
5.3. Elections shall be held by mail in the manner as laid down in the Club by-laws.
5.4. Each Regular Member and Charter Member shall have one vote. In the case of a husband and wife, a family Regular membership is offered which will permit both husband and wife to have one vote each.
6. Approval of Members and the Conditions of Payment of Membership Fees
6.1. The Membership Year begins January 1st and finishes December 31st.
6.2. Application for membership in the Club shall be made only on a form approved by the Board and supplied by the Club for that purpose.
6.3. Each applicant will supply the signature of two (2) sponsoring members who have current voting privileges in the Club; one of these sponsoring members must be a Charter Member of the Club.
6.4. Each newly approved member shall receive a package of breed and club information from the Secretary, which will include a copy of the Club Constitution and Bylaws and the official CKC Samoyed standard.
6.5. The names and particulars of applicants, including sponsors, shall appear on the Club Website for consideration by the membership and they shall have thirty (30) days from the date of posting to raise in writing any objections with the Secretary. If any objection is received, the Secretary shall immediately advise both the applicant(s) and the Board as to the nature of the objection(s). The Board shall have thirty (30) days from the time the Secretary is in receipt of the objection to consider and either uphold or dismiss the objection. A two-thirds (2/3) majority by the Board is required to uphold the objection. The applicant’s fees will be returned with a letter of explanation from the Secretary.
6.6. Termination of Regular Membership can occur when: (a) Two (2) unrelated Regular Members in good standing forward a formal, signed complaint to the BOD, which is then forwarded to the Charter Members, who will determine status of the Regular Members by majority vote within 60 days; (b) Automatic termination of membership will occur if any Member is convicted of Animal Cruelty; (c) Membership will be automatically terminated if annual dues remain unpaid sixty (60) days after the due date.
6.7. Termination of a Charter Member can occur when a formal complaint, signed by a minimum of three (3) existing Charter Members, is forwarded to the Board of Directors. A majority vote within 60 days of the existing balance of Charter Members will determine the status of the Charter Member.
6.8. Dues renewals will go out with Nomination Forms, and must be received by February 1st. Renewals must include an explanation of work done for the Club or hours spent at Club events in the last twelve (12) months.
7. Calling of Meetings
The Club shall be governed in the conduct of its meetings, in so far as is practicable, by regular Parliamentary usage. The main means of communication within the Club shall be through the Club Website.
7.1. Annual General Meetings
Annual General Meetings shall be held annually at dog shows or by real time electronic medium in such place and on such date as the Board may determine
7.2. Special General Meetings
Special General Meetings shall be held upon receipt of a written request by the Secretary for the same or by the direction of the Board. A request shall be signed by at least fifteen (15) percent of the Regular and/or Charter Members in good standing, specifying the reason(s) for such request. Such a meeting may be conducted in two (2) fashions: in person or by real time electronic medium, as determined by the Board.
7.3. Board Meetings
7.3.1. Board Meetings shall be held bi-monthly via conference call.
7.3.2. A meeting of the Board will be after notification by the Secretary, upon a formal request from the President.
7.3.3. Notice of a Board Meeting must be given to all Board members at least Twenty-one (21) days before holding of such a meeting.
7.3.4. The Club website shall be the official communication of the Club, and therefore regular General Meetings will not be held.
Agendas shall be drawn up by the President and/or Secretary.
7.5. Quorum -- In the absence of a quorum, no motions can be voted upon.
7.5.1. Quorum at any Annual General Meeting or real time electronic medium meeting shall consist of three (3) Board members and an additional fifteen (15) percent of the Regular and Charter members in good standing who have current voting privileges in the Club.
7.5.2. Quorum at Board Meetings shall consist of sixty (60) percent of Board Members.
Proxies are not permitted.
8. Duties and Responsibilities of the Executives
8.1. The affairs of the Club shall be managed by a Board consisting of the following:
Or combined Secretary-Treasurer
Chairpersons of all Standing Committees
Directors (with a minimum of 2 Regional Directors from within each of the three (3) regions – British Columbia, Alberta/Saskatchewan, and Manitoba)
8.2. Duties and Responsibilities
President – shall be the Chief Executive Officer of the Club; shall be charged with the supervision of the Club’s officers and directors in their duties; shall be an ex-officio member of all committees; and shall normally chair all Board and General Meetings. The President shall have a vote.
Vice-President – shall exercise the duties and powers of the President if the President is absent or unable to act: if for any reason the President vacates the office, the Vice-President will take the place of the President for the balance of the term.
Secretary – shall keep a record of the proceedings of all meetings and votes; shall carry out any other duties related to the position as required by the President and/or Board; shall handle correspondence relating to the affairs of the Club, including notice of meetings.
Treasurer – shall keep a correct accounting record of the Club finances; shall provide an audited Annual Financial Statement to the Annual General Meeting.
A combined Secretary-Treasurer will have the responsibility of both Secretary and Treasurer.
The Past President – shall act in a consulting role to the new executive. The Past President does not have an executive vote.
The Board – shall have the power to authorize expenditures necessary for the normal operation of the Club; to consider expenditures that are not part of normal operations and to make recommendations to Club members for such expenditures; and to deal with all matters pertaining to the Club. The Board is charged with acting responsibly toward the membership and in accordance with the Club’s Constitution. The Board shall at all times be governed by any motion carried at the Annual General Meeting or Special General Meetings.
Vacancies occurring on the Board shall be filled by the person, being eligible, who received the largest number of votes amongst those not elected for the position in question at the last election. In case two (2) or more such persons receive a like number of votes, the Board shall decide which shall be elected. In the case of no further persons being eligible, the Board shall appoint a member in good standing to serve the remainder of the term.
8.4. Terms of Office
The term of office for Board members and Regional Directors shall be two (2) years. Officers may not hold the same office for more than two consecutive terms.
Any Officer of the Club may resign at any time upon written notice to the Secretary and return of any portfolio plus all materials relating to the office.
Any Officer, who, in the opinion of the Board, fails to fulfill the duties of office may be requested to resign by a majority vote of the Board. Should the Officer not agree to resign, the Board may bring the matter to an Annual General Meeting or Special General Meeting, to be decided by majority vote.
8.6. Residence of Directors
Regional Directors must reside in the area which they represent. Regional Directors are elected by members residing in their geographic region.
9.1. The Funds of the Club shall be placed in a branch of any Canadian Chartered Bank.
9.2. All cheques drawn on the club bank account must bear the signatures of two (2) club officers, and two of the following (office): President, Vice-President, Secretary, Treasurer, or combined Secretary-Treasurer.
9.3. Dues shall be paid annually with a due date of February 1st and at a rate set by the membership at the annual general meeting.
9.4. No member of the Club shall be entitled to incur any expense on behalf of the Club unless approved by the Board or at an Annual General Meeting or Special General Meeting.
9.5. Membership must approve any expenditures above $250.00.
10. Revision of Constitution
10.1. Changes in this Constitution may be made only after the proposed alterations have been raised for discussion and debate on the Club website for two (2) Board Meetings, not less than ninety (90) days. An approving majority is a minimum of 65% of all members eligible to vote.
11. Dissolution of the Club
11.1. Should this Club remain inactive for a period of two (2) years, or should its Charter Members and Regular Members decide to dissolve the Club by a majority vote of all members eligible to vote, all assets will be converted to cash and transferred by way of cheque to the following: a recognized canine health foundation or rescue foundation.