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Bylaws
CODE OF REGULATIONS OF THE OHIO VALLEY RETRIEVER CLUB, INC. ARTICLE I NAME AND OBJECTS SECTION 1. The name of the Club shall be The Ohio Valley Retriever Club, Inc. SECTION 2. The purposes of the Club shall be:
a. to encourage and promote the breeding and training of pure-bred retrievers and to do all possible to bring their natural qualities to perfection; b. to do all in its power to protect and advance the interests of the respective breeds of retrievers, and to encourage sportsmanlike competition at field trials and hunting tests; c. to conduct sanctioned and licensed field trials and hunting tests under the rules of the American Kennel Club, as well as informal practice field trials and hunting tests. ARTICLE II MEMBERSHIP SECTION 1. Eligibility. There shall be one type of membership, open to all persons eighteen years of age and older who are in good standing with the American Kennel Club and who subscribe to the purpose of this club. Members are encouraged to attend all Club meetings open to the membership every year and participate in all Club sponsored activities every year. Club sponsored activities include but are not limited to licensed field trails and hunting tests, etc. SECTION 2. Dues. Membership dues shall be $20.00 per family per year, payable on or before the Annual Meeting inJanuary of each year. After March 1 of each year, any renewal membership dues paid shall be $30.00. Any family member 18 years of age or older, other than the husband and wife of the family, must have their own membership. The husband and wife of a family membership shall each have one(1) vote at any Club meetings. During the month of November, the Club Secretary shall send to each member a statement of his/her dues for the ensuing year.
SECTION 3. Election to Membership Each applicant for membership shall apply on a form as approved by the Board of Trustees and which shall provide that the applicant agrees to abide by this Code of Regulations and the rules of the American Kennel Club. The application shall state the applicant’s name, address and reason for requesting membership consideration. Accompanying the application, the prospective member shall submit dues payment for the current year. Applicants may be approved at any meeting of the Club or of the Board of Trustees. Favorable votes of the majority of the Board of Trustees in attendance at the next meeting of the Board shall be required to approve an applicant. Applications which have received unfavorable action at a Board meeting may be presented by one of the members at the next meeting of the Club and the Club may approve such applicant. Otherwise, no applicant who has been rejected at any meeting may again be considered at any meeting held within twelve months after the date of the last such rejection. SECTION 4. Termination of Membership Membership 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. Dues obligations are considered a debt to the Club and they become incurred on the first day of each fiscal year. b. by lapsing. A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid after the first day of the fiscal year; however, the Board may grant up to an additional 90 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 that meeting. c. by expulsion. A membership may be terminated by expulsion as provided in ARTICLE VII of the Code of Regulations. ARTICLE III MEETINGS SECTION 1. Club Meetings A meeting of the Club shall be held annually in the State of Ohio, in the month of January, at such hour and place as may be designated by the President. Written notice of the meeting shall be mailed by the Secretary at least ten (10) days prior to the date of the meeting. All members are expected to attend the meetings. However, the quorum for such meetings shall be seven (6). At the January meetings, elections shall be held as provided in ARTICLE V. Other Club meetings may be called by the President, or by a majority vote of the members of the Board who are present and voting at any regular or special meeting of the Board. Such meetings shall be held in the State of Ohio, at such hour and place as may be designated by the person or persons authorized herein to call such meetings. Notice of such meetings may be published in the monthly newsletters or by separate mailings by the Secretary or an officer of the Club. The quorum for such meetings shall be seven (6). SECTION 2. Board Meetings Meetings of the Board of Trustees shall be held in the State of Ohio, as often as the Board deems it necessary to conduct the Club’s business, but at least quarterly. The hour and place of such meetings will be designated by the President, and schedule of the meetings will be published in the monthly newsletters. Written notice of each such meeting shall be mailed by the Secretary at least ten (10) days prior to the date of the meeting. The quorum for such a meeting shall be seven (6). The January Board meeting of any given year shall involve the election of officers for the ensuing year from the Board members. The offices to be filled are provided for in ARTICLE IV, Section 2. SECTION 3. Special Board Meetings. Special meetings of the Board may be called by the President or by the Secretary or upon written request signed by at least two members of the Board. Such special meetings shall be held in the State of Ohio, and at such hour and place as may be designated by the President or Secretary respectively if the meeting is called by either of them, or as designated by the members of the Board requesting the meeting, if called as a result of their request. Written notice of such meeting shall be mailed by the Secretary or by any officer of the Club at least five (5) days and not more than ten (10) days prior to the date of the meeting. Any such notice shall state the purpose of the meeting. A quorum for such a meeting shall be seven (6). ARTICLE IV TRUSTEES AND OFFICERS SECTION 1. Board of Trustees The Board shall be comprised of eleven (11) persons and shall include the President, Vice-President, Secretary and Treasurer. All members of the Board shall be elected for one year terms at the Club’s annual meeting as provided in ARTICLE V. General management of the Club’s affairs shall be entrusted to the Board of Trustees. 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. The offices of Secretary and Treasurer may be held by one person.
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 President in addition to those particularly specified in this Code of Regulations. b. The Vice President shall have the powers and exercise the duties of the President in case of the President’s death, absence or incapacity. c. The Secretary shall keep a record of all meetings of the Club and of the Board and of all matters of which a record shall be ordered by the Club. He shall have charge of the correspondence, notify members of meetings, notify new members of their election to membership, notify officers and trustees of their election to office, keep a roll of the members of the Club with their addresses and carry out such other duties as are prescribed in these Code of Regulations. d. The Treasurer shall collect and receive all money due or belonging to the Club and receipt therefore. He shall deposit the same in a bank satisfactory to the Board, in the name of the Club. His books shall be kept current and at all times be open to inspection of the Board and shall report to them at every meeting the condition of the Club’s finances and every item or receipt or payment not before reported; and at the annual meeting he shall render an account of all moneys received and expended during the previous fiscal year. The Treasurer shall have a current bank statement available for Board inspection at every Board meeting. SECTION 3. Vacancies Any vacancies occurring on the Board of Trustees among the officers during the year shall be filled for the unexpired term of office by a majority vote of all the then members of the Board at its first regular or special meeting following the creation of such vacancy. ARTICLE V THE CLUB YEAR, ANNUAL MEETING, ELECTIONS SECTION 1. Club Year. The Club’s fiscal year shall begin on the 1st day of January and end on the 31st 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 meeting. SECTION 2. Annual Meeting At the annual meeting Trustees for the ensuing year shall be elected by secret, written ballot from among those nominated in accordance with Section 4 of this ARTICLE V. They shall take office immediately upon the conclusion of the election. SECTION 3. Elections. The nominated candidates receiving the greatest number of votes for the Board of Trustees shall be declared elected. SECTION 4. Nominations. No person may be a candidate in a Club election who has not been nominated. During the months of September and October the Board shall select a nominating committee consisting of five (5) members, not more than three (3) of whom shall be members of the Board. The Secretary shall immediately notify the committee members of their selections. The Board shall name a Chairperson for the Committee and it shall be his or her duty to call a committee meeting which shall be held within two (2) weeks after the committee is notified of its selection.
a. The Committee shall nominate at least one candidate for each of the positions on the Board. The Committee shall immediately report their nominations to the Secretary in writing. b. Any person so nominated who refuses to be a candidate shall notify the Secretary in writing within ten (10) days. Any person who accepts a nomination must be willing to serve as a committee chairperson for at least one (1) major club event and/or responsibility (e.g., field trial, spring hunt test, trophies, captain of guns, membership committee, etc.), unless he or she is elected to one of the Club offices. Shared chair responsibility for an event will only be permissible if more Board members are available than events. c. Immediately after the expiration of the period in which nominees may so decline the nomination, the Secretary shall mail to each member a notice of all such declinations which have been received by him or her. d. Additional nominations may be made before December 15 by written petition to the Secretary signed by five (5) members and endorsed by each such additional nominee, signifying his or her willingness to be a candidate. Additional nominations which are provided for herein may be made only from among those members who were not nominated by the Nominating Committee or who declined such nominations as above provided. However, no person who has declined the Committee’s nominations may be nominated by petition. e. On or before December 20, the Secretary shall notify each member in writing of all such additional nominations. f. Nominations cannot be made at the annual meeting or in any manner other than as provided in this Section 4, ARTICLE V. g. There will be an election of officers at the first Board meeting immediately following the annual meeting, to elect from the Board the persons to fill the offices of President, Vice President, Secretary and Treasurer. (One person can be elected to hold the position of Secretary and Treasurer if so desired). Nominations will be taken from the floor for each position and voted on by secret ballot. The person obtaining the greatest number of votes for each office shall be declared elected. The quorum for this meeting shall be seven (7). The newly elected officers shall take office immediately upon the conclusion of the election and each retiring officer shall turn over to his successor in office all properties and records relating to that office within ten (10) days after the election. ARTICLE VI COMMITTEES SECTION 1 The President may each year appoint standing committees to advance the work of the Club in such matters as field trials, trophies, annual prizes, membership and other fields which will be served by committees. Such Presidential appointments shall be communicated to the Board within 21 days. 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. ARTICLE VII DISCIPLINE 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 may proffer charges against a member for alleged misconduct prejudicial to the best interests of the Club. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $100.00 which shall be forfeited if such charges are not sustained. If the charges are sustained the $100.00 deposit will be refunded. 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 his own defense and bring witnesses if he or 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 the hearing all the evidence and testimony presented by complainant and defendant, the Board may, by a majority vote of those present, suspend the defendant from all privileges of the Club for not more than six (6) 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 fellow-members at the ensuing Club meeting which considers the Board’s findings. 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 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 recommendations as provided in Section 3 of this ARTICLE VII. Such proceedings 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 on his or her own behalf, with or without representation, and either the Board or the defendant shall have the privilege of introducing evidence at this meeting. The President shall read the charges and the Board’s findings and invite the defendant, if present, to speak on his or her own behalf if the defendant wishes. The members shall then vote by secret ballot on the proposed expulsion. A twothirds vote of those present at the meeting shall be necessary for expulsion. If expulsion is not so voted, the Board’s suspension shall stand. ARTICLE VIII AMENDMENTS SECTION 1. Amendments This Code of Regulations may be amended by a majority vote of the members present and voting at any regular or special meeting called for the purpose; but the proposed amendments must be embodied in the call for any such meeting and mailed to each member at least two weeks prior to the date of such meeting. ARTICLE IX DISSOLUTION SECTION 2. Dissolution The Club may be dissolved at any time by the written consent of not less than 2/3 of the members. After payment of all debts of the Club, its property and assets shall be divided equally among the members. ARTICLE X ORDER OF BUSINESS SECTION 1
Minutes of last meeting
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: SECTION 2 At meetings of the Board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:
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