Constitution and By-Laws
- Name
1.1 The name of the Club shall be The Pomeranian Club of Canada
1.2 The Club is a nationally organized club with its area of operation being
all of Canada - Objects
The objects of the Club shall be:
a) To encourage and promote quality in the breeding of purebred Pomeranians and to do
all possible to bring their natural qualities to perfection.
b) To encourage the organization of independent local Pomeranian Specialty Clubs in
those localities where there are sufficient fanciers of the breed to meet the
requirements of The Canadian Kennel Club.
c) To urge members and breeders to accept the standard of the breed as approved by the
Canadian Kennel Club as the premier standard of excellence.
d) To do all in its power to protect and advance the interest of the breed and to
encourage sportsmanlike competition at conformation shows and obedience trials.
e) To conduct sanctioned and approved events under the rules of The Canadian Kennel
Club and to abide by the principles of The Canadian Kennel Club Code of Ethics;
f) The Club shall be operated on a non-profit basis. Any resulting surplus shall not be
used to the benefit of any member of the Club;
g) 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. - Revision of Constitution
Revision of this Constitution may be made only after the proposed alterations have been
published for comment and debate over period of at least three months and then
submitted by the Secretary for a vote by mail as stipulated in Article VII of the By-laws.
The approved document is to contain the entire Constitution as revised.
BY-LAWS OF THE POMERANIAN CLUB OF CANADA
ARTICLE 1 – Membership
Section 1: Eligibility
The following shall be eligible for membership:
a) Individual persons 18 years of age or older who subscribe to the purposes of this
Club and who are in good standing with this Club and the Canadian Kennel Club
and who have read, understand and agree to abide by the Code of Ethics of the
Club.
b) Regional specialty clubs, officially recognized by this Club composed of
individuals devoted to the same purposes as this Club and who have read,
understand and agree to abide by the Code of Ethics of the Club, and whose club
activities are restricted to a prescribed local region of Canada.
c) Individual persons under 18 years of age who subscribe to the purposes of the
Club, in good standing with this Club and the Canadian Kennel club and who have
read, understand and agree to abide by the Code of Ethics of the Club. These
individuals are to be called Junior Members, to who no voting privileges are
extended.
d) Family members, living in one household, all members in good standing with this
Club and the Canadian Kennel Club and who have read, understand and agree to
abide by the Code of Ethics of the Club. Family membership will receive one
household newsletter and is entitled to a maximum of two votes.
Section 2: Termination of Memberships
Memberships 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 a
debt to the Club; they become incurred on the first day of each fiscal year.
b) Lapsing
A membership will lapse and be automatically terminated if a member’s dues remain
unpaid for 90 days after the first day of the fiscal year; the Board of Directors, however,
upon proper application, may grant an additional 90 days of grace to such delinquent
member in a meritorious case. No member whose dues are unpaid as of the date of a
Club meeting, will be entitled to vote at such meeting. Nor will a ballot by mail be
accepted by a member whose dues are in arrears. Only one issue of the Club newsletter
containing a renewal reminder, will be sent to lapsed members.
c) Expulsion
A membership may be terminated by expulsion as provided in Article II, Section 6 of this
Constitution and By-laws.
ARTICLE II—Organization
Section 1: Board of Directors
The Board shall be comprised by the President, Past-President, Vice-President, Secretary,
Treasurer and four other Directors elected by mail ballot every two years as per Article II,
Section 3.
Board members must reside in Canada.
Section 2: Duties of Officers
The President shall preside at all meetings of the Club and the Board, shall guide and
maintain all projects and activities of the Club and shall have the duties and powers
normally appurtenant to the office of
President in addition to those specified in this Constitution and By-laws.
The Vice-President shall have the duties and exercise the powers of President in case of
the President’s death, absence of incapacity and such other duties as the President may
assign.
The Secretary shall keep minutes of all meetings and shall keep records of all votes taken
by mail and of all matters of which a record shall be ordered by the Board. He/she shall
have charge of correspondence, answering Club, breed, and membership inquiries with
information about the Club, and application for membership, and a copy of the
Constitution and By-laws and the Code of Ethics, notify members of meetings,
nominations and elections, notify officers and directors of their election of office, keep a
roll of the members of the Club with their addresses and phone numbers, and carry out
such other duties which may be assigned to him/her by the President or the Board or as
may be prescribed in this Constitution and By-laws. The President may assign. - Section 4: Committees
The President may appoint each year standing committees to advance the work of the
Club in such matters as dog shows, sanctioned matches, specialty shows, obedience trials,
judging, the breed standard, membership, trophies and prizes and other matters which
may appropriately be served by committees. Such committees shall always be subject to
final approval of the Board.
Section 5: Vacancies
Any vacancies occurring on the Board during the year shall be filled for the unexpired
term of office by a majority vote of the remaining members of the Board.
Section 6: Discipline
a) Any member of this Club who is suspended from the privileges of the Canadian
Kennel Club shall automatically be suspended from the privileges of this Club for a
like period.
b) Complaints and charges shall be handled through procedures determined at the
discretion of the Board of Directors.
ARTICLE III—Meetings
Section 1—Annual Club Meetings
The annual meeting of the Club shall be held at a place, date, and hour designated by
the President. Written notice of the annual meeting shall be mailed to each member
at least 14 days prior to such meeting, or shall be included in a newsletter mailed to
each member at least 14 days prior to such meeting. A quorum is 10% of members in
good standing.
Section 2: Special Club Meetings
Special meetings of the Club may be called:
a) by the President
b) by a majority vote of the Board of Directors
c) by the Secretary on receipt of a petition signed by 25% of the members of
the Club who are in good standing. The same notice as in Section 1 shall apply,
with the purpose of the meeting specifically included.
Section 3: Board Meetings
A meeting of the Board of Directors shall be held before the annual meeting.
Other meetings shall be held at such times and places as are designated by the
President or a majority of the Board. The same notice as in Section 1 shall apply.
Section 4: Voting
At the annual meeting or a special meeting of the Club voting shall be limited to
members of good standing who are present at the meeting except the following
matters which shall be by written ballot cast by mail or returned to the Secretary
by hand:
a) Election of officers and directors
b) Amendments to Constitution and By-laws
c) Amendments to the standard of the breed.
Section 2: Duties of Officers (cont’d)
The Treasurer shall collect and receive all monies due or belonging to the Club. He/she
shall deposit the same in a bank designated by the Board and according to this
constitution and By-laws. The Treasurer’s books shall be open at all times to inspection
by the members of the Board. A Treasurer’s Report shall be submitted to be published in
each issue of the official Club newsletter or at least quarterly to the general membership
of the Club. In April of each year, the Treasurer shall submit a notice to the membership
of dues for the ensuing Club year and shall see that each member receives an application
for membership renewal. By June 30, the Treasurer will have collected and processed
submitted applications for membership by 1) photo-copying each application, sending a
copy to the Secretary, 2) sending a membership card and receipt for dues paid to each
applicant and 3) seeing that all members new and re-new have a copy of the Club
Constitution and By-laws.
Section 3: Nominations and Ballots
a) Not later than October 15 preceding the election year the Secretary shall mail to each
member in good standing, a letter calling for nominations of eligible members of the
Club for each expiring position on the Board of Directors. The format of the letter is
to be approved by the existing Board of Directors and shall state what date all
nominations must be received by the Secretary to be valid.
b) Not later than February 1 of the above nomination year the Secretary shall mail to
each member in good standing a letter listing all those nominated and for what
position. This letter shall state that no person shall be a candidate for more than one
office or position. Also this letter shall state that all those nominated who wish to run
for office must report by mail to the Secretary by February 28 of the nominating year.
If the acceptance is not procured by the stated time then its absence will indicate the
person does not wish to run for office and as a result their name will not appear on the
ballot.
c) Nominations cannot be made in any other manner than as provided above. No person
may be a candidate in any Club election who has not been nominated as herein
provided. In the even of the death, refusal to serve, or unavailability for any reason of
the candidate elected as provided above, and if no other candidate has been
nominated for the office, the office shall be filled by the new Board of Directors as
provided in Article II, Section 5.
d) Not later than the 14th day of April the Secretary shall mail to each member in good
standing a ballot listing in alphabetical order, all nominees for each position together
with a blank envelope and return envelope addressed to the Secretary marked
“Ballot” and bearing the name of the member to whom it was sent, and who voted the
enclosed ballot. In order that the ballots may remain secret, each voter, after marking
his ballot, shall seal it in the envelope, which in turn shall be placed in the second
envelope bearing his name and addressed to the Secretary and shall mail the latter.
The ballots must be returned to the Secretary by May 30. The inspectors of the
election selected at the discretion of the Secretary shall check the outer envelopes
against the list of members in goods standing, prior to opening of them. While
removing the blank envelopes and counting the ballots, they shall certify the
eligibility of voters as well. Inspectors shall make certain that there are no duplicate
votes, and they shall take steps to assure that there are not disclosures as to who has
voted for whom. Inspectors shall sign a form letter provided by the Board certifying
that the ballots had been handled fairly and within the discipline of this by-law ruling.
Elected officers shall take office immediately following conclusion of the election.
Without exception, each retiring officer within 30 days shall turn over to his
successor all property and records relating to that office.
e)
Constitution and By-Laws
ARTICLE VII – Alteration of Amendments
Section 1: Proposal of Amendments
Amendments to this Constitution and By-laws and the standard of the breed may be
proposed by the Board, or by written petition addressed to the Secretary and signed by
25% of the membership if good standing. Within three months of the date, such
proposals shall be submitted to the members by the Secretary for a vote.
Section 2: Voting on Amendments
This Constitution and By-laws and the standard for the breed may be amended at time
provided a copy of the proposed amendment is mailed by the Secretary to each member
accompanied by a ballot, and a notice specifying a date of no less than 30 days after the
date of mailing, by which the ballots must be returned to be counted. A favourable vote
of 2/3 of the members in good standing whose ballots are returned within the time limit
shall be required to effect any such amendment.
Section 3: Approval of the Canadian Kennel Club
No amendment to this Constitution and By-laws or to the standard of the breed shall
become effective until it is approved by the Canadian Kennel Club.
ARTICLE VIII – Procedure for Specialties or Boosters
Any individual or group of individuals wishing to hold a Specialty or Booster must obtain
permission in writing from the Board of Directors. These events will be held strictly
within the guidelines set at the discretion of the Board of Directors.
ARTICLE IX- Effective Date
This Constitution and By-laws shall become effective upon its adoption by a 2/3 vote of
the members of the Club and upon its approval by the Canadian Kennel club. All persons
holding office under the present Constitution and By-laws shall continue to hold such
office until the next election of the Club after adoption of this Constitution and By-laws.
ARTICLE X – Indemnification
Section 1: Protection of Officers and their Agents
The Directors and Officers, for the time-being of the Club, and every one of their heirs,
executors and administrators, shall be indemnified and saved harmless, out of the assets
and profits of the club from and against all actions, costs, charges, losses, damages, and
expenses which they or any of them, their or any of their heirs, executors or
administrators shall, or may incur, or sustain by, or by reason of any act done, concurred
in or omitted in or about the execution of their duty or supposed duty or supposed duty
except such (if any) as they shall incur or sustain by or through their own willful neglect
or default respectively.
The Board of Directors of the Club are hereby authorized, from time to time, to cause the
Club to give indemnification to any Director, or other person who has undertaken, or is
about to undertake, any liability on behalf of the Club and any action, from time to time,
taken by the Directors under this paragraph shall not require approval or confirmation by
the members.
Section 5: Order of Business
a) At annual meetings of the Club (and, to the extent applicable, at special meetings
of the Club) the order of Business, subject to the discretion of the President shall
be as follows:
Roll Call
Minutes of the Last Meeting
Report of the Secretary
Correspondence
Report of Treasurer
Report of Committees
Report of President
Unfinished Business
New Business
Adjournment
b] At meetings of the Board of Directors, the order of business, subject to the
discretion of the President, shall be as follows:
Minutes of Last Meeting
Report of Secretary
Report of Treasurer
Reports of Committees
Report of President
Unfinished Business
New Business
Adjournment
ARTICLE IV – Finance
Section 1: The Club Year
The Club’s fiscal year shall begin on the first day of July and end on the last day of June.
Section 2: Dues
Dues shall be the amounts specified in the standing resolutions hereafter.
Section 3: Banking
The funds of the Club, except for amounts specified in the standing resolutions, as
authorized to be placed in the safekeeping of certain officers as petty cash funds, shall be
placed in a branch of a Canadian Chartered bank. Two signatures, as determined by the
Board, shall be necessary for the operation of the Club account.
Section 4: Dissolution
Should this Club remain inactive for a period of one year, or should its members decide
to dissolve the Club, all assets will be converted to cash and transferred by way of cheque
to a charitable organization for the benefit of dogs as decided by the Board.
ARTICLE V – Procedure
Section 1: Authority
All meetings of the Club and its governing bodies and all other matters of practice and
procedure not otherwise specified shall be governed by Robert’s Rules of Order.
Constitution and By-Laws
Section 1: Protection of Officers and their Agents (cont’d)
No Director or Officer for the time-being of the Club shall be liable for the acts, receipts,
neglects or defaults of any other Director or Officer or employee of for joining in any
receipt or act for conformity of for any loss, damage, or expense happening to the club
through insufficiency or deficiency of title to any property acquired by order of the Board
of Directors of the Club for or on behalf of the Club or for the insufficiency for any
security in or upon which any of the money of, or belonging to the Club shall be placed
out, or invested, or for any loss, or damage arising from the bankruptcy insolvency or
tortuous act or any person, for or corporation with who, or with which any money,
securities or effects shall be lodged, or deposited or for any loss, damage or misfortune
whatsoever which may happen in the execution of the duties of his respective office, or
trust, or in relation thereto, unless the same shall happen by, or through his own willful
act of default.
STANDING RESOLUTIONS
1 – Resolved that dues be as follows:
Single Members – $25.00
Family Members – $35.00
U.S.A. Members – $40.00
International Members – $50.00
