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BdFCC
Consititution |
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These
By-laws are to generally provide for the conduct of the business and
affairs of the Bouvier des Flandres Club of Canada, Inc. (hereinafter
referred to as the BdFCC).
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Article 1 – Power |
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In
the case of any dispute or matter concerning membership or BdFCC business,
the By-laws and the official records of the BdFCC shall be final and
conclusive evidence of the commencement or termination date of membership
and the right to use or benefit from the BdFCC’s services and
privileges.
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Article 2 – Interpretation
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As
used in this By-Law the following expressions shall have the following
meanings:
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A)
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“Annual
meeting” means the Annual meeting of the members of the BdFCC; |
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B)
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“Board”
means the Board of Directors of the BdFCC; |
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C)
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“Club”
means the BdFCC; |
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D)
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“Club
Meeting” shall mean the annual meeting of the members or a General
meeting of the Club, as the case may be; |
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E)
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“Director”
means any person holding an elected position (i.e., President,
Vice-President, Secretary, Treasurer or Regional Director) of the
Club; |
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F)
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“Member”
means any person who is a member in good standing with the BdFCC and
conforms to the code of ethics and objectives. |
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G)
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To
publish literature in the interest and education of the Bouvier des
Flandres;
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In
this By-Law, and in all other policies of the BdFCC hereafter passed:
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A)
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words
importing the singular gender shall include the plural gender and
vice versa, unless the context otherwise requires; |
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B)
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words
importing the masculine gender shall include the feminine gender and
vice versa, unless the context otherwise requires; |
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C)
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persons
shall include firms, corporations and unincorporated associations. |
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Article 3 –
Membership
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Section 1 – Classification |
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Regular
members are any persons eighteen (18) years of age, who are in good
standing with the CKC or follows the rules and regulations of such
governing registry body and who subscribes to purposes, objectives
and code of ethics of the BdFCC. |
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A
member shall be provided with information and receive all privileges
provided by the BdFCC and, when in good standing, shall be entitled
to receive notice of, attend and vote at BdFCC meetings, and hold
office if elected. |
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Section 2 – Dues |
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Dues
for the fiscal year shall be set by the Board of Directors.
Regular member’s dues for the current year are $25.00 for
single, $35.00 for family, consisting of two adults.
Dues shall be payable on or before the first day of January.
No member whose dues are not paid for the current year may
vote in any BdFCC matter. If
a new member applies after the first day of September, the
membership dues will apply for the following year. |
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Section 3 – Application |
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Completed
application forms for membership shall be submitted on the
application form so provided by the BdFCC.
Accompanying the application must be the dues payable for the
current year. With the
application form he/she agrees to abide by the BdFCC’s
Constitution, By-Laws and Code of Ethics and the rules of the CKC. Membership is personal and may not be transferred. |
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Section 4 – Selection |
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The
name(s) of the applicant(s) shall be published in the BdFCC
Newsletter as soon as possible after the receipt of his/her
application. The
applicant(s) will receive a letter granting him/her all privileges
of the BdFCC, except the right to vote.
Thirty (30) days following the publication of the Newsletter
in which the name of the applicant(s) is listed, the applicant will
then be granted the right to vote, provided no written objection has
been filed. If an
objection has been filed, a hold will be placed on such a person’s
application pending expeditious investigation and a report will be
submitted within forty-five (45) days to the Board of Directors by
the Membership Chairperson, for appropriate action by the Board. |
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Section 5 – Notification |
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A
letter will be sent to the applicant from the Secretary indicating
acceptance or rejection of his/her application.
In case of rejection, all monies submitted with the
application will be returned in full. |
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Section 6 – Membeers
in Good Standing |
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Members
in good standing are those that:
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A)
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are
not suspended by the BdFCC or the CKC |
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B)
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have
paid all current dues |
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Section 7 – Termination
of Membership |
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Membership
may be terminated by: |
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A)
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resignation
- any member in good standing may resign from the BdFCC upon written
notice to the Secretary; but no member may resign while in debt to
the BdFCC. Dues
obligations are considered a debt to the Club and they become
incurred on the first day of each fiscal year. |
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B)
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lapsing
– a membership will be considered as lapsed and automatically
terminated if a member’s dues remain unpaid on the thirty first
(31) day of March (90 days) after the first day of the fiscal year;
however if the Secretary receives the unpaid dues plus a penalty of
half (1/2) the dues not later than August 31st, the
member will be reinstated immediately.
The Board may grant an additional 60 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. |
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C) |
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expulsion
– a membership may be terminated by expulsion as provided in
Article 9 of these By-Laws. |
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Section 8 – Expenses,
Income and Property |
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The
income and property of the BdFCC from whatever source derived shall
be applied solely towards the promotion and furtherance of the
objectives of the BdFCC and no part thereof may be available
directly or indirectly as profit or gain to any member of the BdFCC
past, present or future, or to any 0persons claiming through any
member. |
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Article 4 - Meetings
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Section 1 – Annual
General Meeting |
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The
annual general meeting for the BdFCC shall be held at a place, date
and hour designated by the Board of Directors.
It will be held in conjunction with the BdFCC’s specialty
show, if possible. The
Secretary shall mail written notice of the annual meeting to each
member at least thirty (30) days prior to the date of the meeting.
At the annual general meeting there is to be a complete
report of the affairs of the BdFCC and detailed statement of
receipts and expenditures of the preceding year, as well as the
asset and liabilities of the BdFCC as that the members may be fully
informed on the financial of the BdFCC. |
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Section
2 – Special
Meetings
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Special
meetings of the BdFCC may be called by the President, or by the
majority vote of the Board of Directors, or by the Secretary upon
receipt of a petition signed by 10% of the members of the Club who
are in good standing. Such
meetings shall be held at such place, date and hour as may be
designated by the Board of Directors.
Written notice of such meetings shall be mailed by the
Secretary 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. |
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Section 3 – Notices |
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Whenever
any notice is required to be given to a member, director or officer,
such notice, unless otherwise provide by this By-Law, may be given
orally, telephoned, delivered personally, electronically
communicated or inserted in any publication circulated to such
member. If such notice
is mailed, the same will be given if deposited in a post office or
public letter box in a postage paid envelope addressed to the member
at such person’s last address as recorded in the books of the
Club. The accidental
omission to give notice to any member, of the non-receipt of notice,
or any error in a notice not affecting the substance thereof, shall
not invalidate action taken at a meeting held pursuant to such
notice or otherwise founded thereon. |
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Section 4 – Quorum |
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Ten
percent (10%) of members entitled to vote at any meeting, (excluding
Board Meetings) shall constitute a quorum. |
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Section 5 – Board
meeting |
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The
first meeting of the Board shall be held immediately following the
election. Meetings of
the Board shall be held at such dates, times and places are
designated by the
board, or may be called by the President, or any three members
thereof. The Secretary
shall mail written notice of each meeting to each member of the
Board at least fourteen (14) days prior to the date of the meeting.
Quorum for the Board meeting shall be a majority of the Board
voting in person, by mail, fax, electronic mail or telephone. |
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Section 6 – Robert's
Rules of Order |
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Robert’s
Rules of Order, current edition, shall govern meetings of the BdFCC
and Board, in all cases to which they are applicable and in which
they are not inconsistent with these By-laws and any other special
rules of order the Club may adopt. |
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Section 7 – Voting
Rights |
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Each
member is allowed one vote at any meeting or election provided that: |
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A)
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he/she
is a member in good standing, and
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B)
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must
be present at the meeting; no proxy voting will be allowed. |
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exception is the annual election of Officers (Delegate) and
Directors and amendments to the Club’s Constitution and By-Laws
(and the standard to the breed) which shall be decided by written
ballot cast by mail. No
proxy voting shall be allowed.
The Board of Directors may decide to submit other specific
questions for decision of the members by written ballot cast by mail
or in a manner determined by the Board. |
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Section 8 – Order
of Business |
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Each
meeting will be conducted as follows: |
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1)
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Roll
call |
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2) |
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Reading
of the last minutes of the General Meeting |
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3) |
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Reading
of the last minutes of the Board of Directors Meeting |
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4) |
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President’s
report |
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5) |
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Correspondence/Secretary
report |
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6) |
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Treasurer’s
report
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7) |
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Report
of the Committee Heads |
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8) |
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General
Business (Unfinished & New) |
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9) |
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Elections
(if necessary) |
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10)
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Adjournment |
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Section 9 – Voting |
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At
all meetings of the BdFCC and the Board, unless otherwise herein
provided, a majority vote shall prevail.
The chairperson of any general meeting shall not vote except
in the case of a tie in which case he/she shall have the casting
vote. |
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Section 10 – Minutes |
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As
soon as possible following each meeting of the BdFCC or the Board,
there shall be published the decisions reached by the members or
board. The minutes will
be sent to all members within a reasonable amount of time. |
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Article 5 – Board
of Directors |
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Section 1 – Appointment |
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The
Board may appoint standing or special committees, as it may be
deemed desirable, to advance the work of the BdFCC.
Such committees shall always be subject to the final
authority of the Board and chairperson shall be appointed annually.
Special committees may be also appointed by the Board to aid
it on particular projects. Such
committees may include: |
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Section 4 – Vacancies |
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Any
vacancy occurring on the Board or among the officers shall be filled
for the unexpired term by a majority vote of the remaining Board
members’ except for the vacancy of President which shall
automatically be filled by the Vice-President and the resulting
vacancy in the office of the Vice-President shall be filled by a
majority vote of the Board. Any
officer who is suspended, deprived, debarred, expelled or terminated
from the privileges of membership of the BdFCC or the CKC is
required to resign the office held forthwith and, failing such
resignation, the Board may vote the office vacant by majority vote. |
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Section 5 – Duties |
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The
individual Officers and Directors of the BdFCC shall have such
further duties and powers as may be delegated to them by the Board
providing the said duties and powers are not contrary to the
provision of the Constitution and By-Laws of the BdFCC.
The general duties include: |
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President |
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The
President shall preside as Chairperson at all meetings of the BdFCC
and the Board. He/she
shall ensure that all meetings run smoothly and are conducted in a
mannerly fashion. He/she
has the power to call special meetings of the Board.
No member may call a meeting of the BdFCC without the consent
of the President or his/her designate.
The President shall be a member of all committees designated
by the Board. Subject
to the direction of the Board, the President shall manage the
operations of the Club, sign such documents as may require his/her
signature in accordance with the By-Laws of the BdFCC or otherwise
perform such other duties as may be assigned by the Board, and
regularly report to the Board on all phases of management and
operations of the club. |
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Vice-President |
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The
Vice-President shall have the duties and exercise the powers of the
President in the event of the President’s absence, incapacity or
death. He/she shall
perform such duties as may be assigned to him by the President or
the Board. |
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Secretary |
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He/she
shall keep a record of all meetings, a record of attendance at every
meeting of the SVCA and the Board of Directors.
Also a record of all votes taken by mail and of all matters
of which a record shall be ordered by the Club; notify members of
meetings, notify new members of their election to membership, and
notify officers and Directors of their election office.
He/she shall be in charge of all correspondence of the BdFCC,
keep a complete membership list, with addresses, and any other
duties assigned by the Board and these By-Laws.
No petty cash will be kept but will submit receipts for
expense to the Treasurer for reimbursement.
He/she shall be custodian of the seal of the BdFCC. |
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Treasurer |
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The
Treasurer shall collect and receive all monies due or belonging to
the BdFCC and shall deposit the same in the bank account designated
by the Board in the name of the BdFCC.
He/she shall pay out of the funds on hand all debts of the
BdFCC by means of cheques counter-signed by the President.
He/she shall keep a monthly tally sheet and report to the
BdFCC at all meetings all receipts and expenditures for that month.
These shall be in legal binding and shall be open at all
times to the inspection of the Board.
He/she shall prepare a year-end financial statement for the
annual meeting and shall surrender the books for audit every year.
The Treasurer shall be bonded in such amount, as the Board of
Directors shall determine. |
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Directors |
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Regional
directors from the five (5) regions including British Columbia, the
Prairie Provinces (Alberta, Saskatchewan and Manitoba), Ontario,
Quebec and the Atlantic Provinces.
Each person must live in the area in which they represent.
The Board of Directors will decide upon the number of
directors from each area prior to the election.
The number decided is in relation to the percentage of
members from each zone in proportion to the BdFCC’s national
membership. No more
than three (3) directors from each zone.
If nomination and election do not fill a regional director
position, the Board will appoint person(s) for that position. The Directors will oversea the proceedings of the BdFCC and
that the entire club is functioning in a productive manner.
Should
any Director take up residence in any province other than the
province or aggregation of provinces he/she was elected to
represent, the Board may declare vacant the office held by such
director and may appoint a member entitled to vote to fill the
vacancy. |
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Section 6 – Regional
Club Liaisons |
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One
person shall be appointed from each regional Bouvier des Flandres
Club (British Columbia, Alberta, Ontario and Quebec) to keep both
clubs updated on activities of each club. |
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Section 7 – Violations
of Duty |
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The
Board shall have full power to remove any Board appointment for
violation of duty by a majority vote of the Board upon written
notice to the appointee. The
Board may then appoint successors to such vacancies. |
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Section 8 – Conducting
Business |
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The
Board of Directors may conduct its business by mail, fax, e-mail or
telephone conference calls through the Secretary.
Items voted upon by telephone conference call must be
confirmed in writing within seven (7) days. |
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Section 9 – Official
Year |
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The
Club’s official year shall begin at the first
(1st) of January and end on the thirty-first (31st)
of December. Each retiring officer shall turn over to his successor
in office all properties and records relating to that office within
thirty (30) days after the election. |
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Section 10 – Certification
of Documents |
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Contracts,
documents or any instruments in writing requiring the signature of
the BdFCC shall be signed by two of the executive members including
the President, Vice-President, Secretary or Treasurer.
The Board shall have the power, from time to time to appoint
an officer or officers of the BdFCC either to sign contracts,
documents and instruments in writing generally or to sign specific
contracts, documents and instruments in writing.
The seal of the BdFCC when required must be affixed to
contracts, documents and instruments in writing as aforesaid or by
any officer or officers appointed by resolution of the board of the
BdFCC. |
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Section 11 – Fidelity |
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The
Board may require any director, officer or associate of the Club to
give bond for the faithful discharge of his duties, in such form and
with such surety or sureties as the Board may from time to time
prescribe and unless otherwise provided, the person holding the
office of Treasurer shall furnish a surety bond or equivalent
acceptable to the Board all the at the expense of the Club. |
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Article
6 – Procedures
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The
names and offices held by each member must be reported annually to the CKC
when renewing together with a copy of any changes to the current
constitution and/or bylaws of the BdFCC.
Also the BdFCC is to report any educational projects that have been
undertaken in the previous year.
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Article
7 – Committees
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Section 1 – Annual
General Meeting |
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A)
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Specialty
Planning
will be directly in charge of and responsible for all phases of the
BdFCC’s specialty show. He/she
may appoint committee person(s) as chairperson (conformation &
obedience), publicity, properties, trophy, hospitality, etc. |
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Newsletter
shall be responsible for collection information and advertising,
publishing and distribution to all BdFCC members.
The newsletter will endeavor to cover activities within the
club, member’s news, interesting articles pertaining to dogs
(Bouviers in general) and any other items he/she deems worthy.
A newsletter is to be mailed to all members at least four (4)
times a year |
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Education
is responsible to inform the public and interested person on
information on the breed and reputable breeders. |
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Judges
Education
is responsible to inform judges and upcoming judges about the breed.
Projects may include studies about the breed and an
illustrated standard. He/she
will also be responsible for answering questions in regard to the
standard. |
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Breedlines
Columnist
is responsible to submit Bouvier columns and to see that the
regional clubs will also submit columns. |
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Membership
Chairperson
shall be responsible for upkeep and distribution of application
forms. He/she shall
bring completed applications to the attention of the Board and
general membership for approval.
He/she shall keep a complete membership list and update
whenever necessary. He/she will send out membership cards and
renewal notifications. |
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Rescue
Co-ordinator
is responsible for reviewing policies and forms, soliciting members
in various areas to assist with rescue and provide foster homes.
He/she is responsible for sending information to interested persons
about adopting a rescue Bouvier, sending out and receiving
applications for adoption, interviewing and screening prospective
homes, making sure proper contracts and releases are properly filled
out and filed. He/she
will also arrange advertisements for placements and any other items
that may need to be done to carry out the office of rescue
co-ordinator. He/she is responsible for reporting to the Board of
Executives all information on rescue operations and interest.
Included in the reporting is an annual report of the year’s
activities for presentation at the Annual General Meeting. |
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Web
Site Manager
is responsible for setting up and the upkeep of the BdFCC’s
official website. Some
items that it may contain are the membership application and breed
information. |
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Fund
Raising Committee
is needed to come up with ideas about raising money for the club.
Raffle and auctions can be co-ordinated with the National
Specialty. |
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J)
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Events
and Activities
is responsible to encourage members and to help co-ordinate events
such as grooming seminars, fun days, matches, handling clinics,
tracking tests and clinics, herding tests and clinics, temperament
testing, agility, sledding, carting, drafting, flyball, health
clinics (heart, thyroid, von Willebrands), health seminars, Canine
Good Citizen Test, etc. Also
to get members and regional directors to hold boosters for the
Bouvier at shows. |
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Awards
are
responsible to establish membership benefits and to oversee any
award programs established by the BdFCC.
He/She will collect information, print and distribute “Club
Champion” certificates to qualifying dogs. |
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Section 2 – Termination |
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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 terminate. |
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Article
8 – Elections |
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Section
1 – Candidates |
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Any
regular member in good standing may eligible for nomination for any
office, subject to the provisions contained in these By-laws.
No person may be a candidate in a club election who has not
been nominated in accordance with these By-laws, or in any manner
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