Printable pdf Standing Rules
ROGUE VALLEY KENNEL CLUB, INC.
Section 1. Name.
The name of the club shall be the ROGUE VALLEY KENNEL CLUB, INC. (RVKC).
Section 2. Objectives.
The objectives of the club shall be:
a. to further the advancement of all breeds of purebred dogs;
b. to conduct dog shows, obedience trials, tracking tests, sanctioned matches, and performance and agility events under rules and regulations of The American Kennel Club;
c. to do all in its power to protect and advance the interests of purebred dogs by encouraging sportsmanlike competition at dog shows, obedience trials, tracking tests, sanctioned matches, performance and agility events and all club sponsored events;
d. to encourage and promote obedience training;
e. to support fair dog legislation;
f. to promote public education in the proper care of dogs;
g. to encourage owners of mixed breed dogs to participate in our club in accordance with AKC policies and Rules and Regulations
Section 3. Restrictions.
The club shall not be conducted or operated for a profit and no part of profits or remainder or residue from dues or donations to the club shall inure to the benefit of any member or individual.
Section 4. Adoption and Revision.
The members of the club shall adopt and may, from time to time, revise such bylaws as may be required to carry out these objectives.
Rogue Valley Kennel Club
Section 1. Eligibility.
Membership is open to all persons 18 years and older (except for juniors) who are in good standing with The American Kennel Club and subscribe to the purposes of this club. No person shall be allowed to join RVKC if such person has been convicted of animal abuse at any time prior to applying for 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.
Membership shall consist of five types:
1. REGULAR—Open to all persons 18 years and older. Regular members enjoy all the privileges of the club including the right to vote and hold office.
2. HOUSEHOLD—Open to only two persons 18 years and older living in the same residence. Each of these members shall be entitled to one (1) vote in club affairs.
3. ASSOCIATE—Open to any individual 18 years and older who is unable to participate at meetings or other club functions. An associate member shall have no voting privileges and shall be ineligible for any awards. Associate members shall not be counted in determining quorum and shall not have petition rights.
4. LIFETIME—Open to those individuals who have been members for a long period of time, usually fifteen plus years, and who have also made significant contributions to the sport or the club. Lifetime members pay no dues but are eligible to vote and hold office.
5. JUNIOR—Open to persons at least 8 and under 18 years of age. Junior members enjoy all the privileges of the club except the right to vote and hold office. A junior member may convert to regular membership upon reaching his/her 18th birthday.
Section 2. Dues.
Membership dues for any type of membership (except for juniors) shall not exceed $50.00 per year. Junior membership dues shall not exceed one half (1/2) of the annual dues paid by a regular member. The board of directors shall periodically evaluate dues and present any recommendations for change to the general membership. An increase in dues shall be controlled by a majority vote of the general membership.
Section 3. Dues Notification.
During the month of October, the Treasurer shall send each member a statement of the dues for the ensuing year. This may be done by a monthly newsletter, electronic mail or by first class mail. Dues are payable on or before the first day of December. Any member who has not paid his or her dues by December 31st may reapply for membership at any time after six (6) months has elapsed.
Section 4. 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 this constitution and bylaws and the rules of The American Kennel Club. The application shall state the name, address, telephone number, breeds owned by the applicant, and must be endorsed by two (2) persons who have been members in good standing for at least six (6) months. Accompanying the application, the prospective member shall submit dues for the current year. If an applicant’s membership is approved after September 30th of the calendar year, membership will be extended for the ensuing year.
All applications shall be filed with the club Secretary and each application is to be read at the first meeting following its receipt. At the next club meeting the application will be voted upon. Affirmative votes of two-thirds (2/3) of the members present and voting by secret ballot at that meeting shall be required to elect the applicants.
Applicants for membership who have been rejected by the club may not reapply within six (6) months after such rejection.
Section 5. Termination of Membership.
1. 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.
2. BY LAPSING. A membership will be considered as lapsed and automatically terminated if such member’s duesremain unpaid thirty (30) days after the first day of December.
3. BY EXPULSION. A membership may be terminated by expulsion as provided in Article VI of these bylaws.
Meeting and Voting
Section 1. Club Meetings.
Meetings of the club shall be held within the greater Grants Pass, Oregon area each month at such place, date and hour as may be designated by the board of directors. Notice of each meeting must be given at least seven (7) days prior to the meeting date. Such notice may be given by inclusion in a club newsletter, electronic mail to club members, or by first class mail, provided the method chosen affords timely notice to each member. A quorum for such meetings shall be twenty percent (20%) of the membership in good standing.
Section 2. Special Club Meetings.
Special 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 or special meeting of the board, and shall be called by the Secretary upon receipt of a petition signed by five (5) members of the club who are in good standing. Such special meeting shall be held within the greater Grants Pass, Oregon area, at such place, date and hour as may be designated by the person or persons authorized herein to call such meetings. The Secretary shall give notice of such meeting at least five (5) and no more than fifteen (15) days prior to the date of the meeting. Such notice shall state the purpose of the meeting, and no other club business may be transacted thereat. Notice of special club meetings may be given by inclusion in a club newsletter, electronic mail to club members, or by first class mail, provided the method chosen affords timely notice to each club member.The quorum for such meeting shall be twenty percent (20%) of the members in good standing.
Section 3. Board Meetings.
Meetings of the board of directors shall be held each month within the greater Grants Pass, Oregon area at such place, date and hour as may be designated by the board, except for the first annual meeting of the newly elected board of directors which will be held within two (2) weeks following the annual meeting at which they were elected. A quorum for such meeting shall be a majority of the board. Meeting cancellation or change is subject to a majority vote of the board members.
Section 4. Special Board Meetings.
Special meetings of the board may be called by the President, and shall be called by the Secretary upon receipt of a written request signed by at least three (3) members of the board. Such meeting will be held in the greater Grants Pass, Oregon area at such place, date and hour designated by the person authorized herein to call such meeting. The Secretary shall notify each board member of such special meeting at least five (5) days and not more than ten (10) days prior to the date of such meeting. Said notice may be given by electronic mail or by first class mail, or both, provided the method chosen affords timely notice to each board member.Any such notice shall state the purpose of the meeting and no other business shall be transacted at said meeting. The quorum for such meeting shall be a majority of the board.
Section 5. Voting.
Each member in good standing 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. Proxy voting will not be permitted at any club meeting or election.
Directors, Officers, and AKC Delegate
Section 1. Board of Directors.
The board of directors shall consist of the President, Vice-President, Secretary, Treasurer, and five (5) elected board members. All board members must be members in good standing and all shall be elected to a term of one (1) year at the club’s annual meeting as provided in Article IV and shall serve until their successors are elected. General management of the club’s affairs shall be entrusted to the board of directors.
Section 2. Officers.
The officers of the club, consisting of the President, Vice-President, Secretary, and Treasurer shall serve in their respective capacities with regard to the club and its meetings and the board of directors and its meetings.
a. The President shall preside at all meetings of the club and of the board of directors and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in this Constitution and Bylaws. The President shall be authorized to co-sign all checks with the Treasurer. The President shall be without a vote except in case of a tie.
b. The Vice-President shall have the duties and exercise the powers of the President in case of the President’s absence, incapacity or death.
c. The Secretary shall keep a record of all meetings of the club and of the board and all other matters of which the club shall order a record. The Secretary shall have charge of the correspondence, notify members of special meetings, oversee notifying members of regular meetings, oversee the notification of new members of their election to membership, notify officers and directors of their election to office, keep a roll of the members of the club with their addresses, shall give a copy of all minutes to the President at least ten (10) days prior to the next meeting; and carry out such other duties as are prescribed in these Bylaws.
d. The Treasurer shall collect and receive all moneys that are due or belonging to the club and shall deposit moneys in a financial institution designated by the board, in the name of the club. Expenditures of funds shall be made by the Treasurer under the authority granted by the board and/or a vote of the membership. The Treasurer shall furnish the President and Secretary each with a profit and loss statement at each meeting. The books shall at all times be open to inspection by the board and a report shall be given at every meeting on the condition of the Club’s finances and every item of receipt or payment not before reported. The Treasurer shall notify the Secretary, or Membership Chairman if one has been appointed, immediately of dues paid. It is the Treasurer’s responsibility to see that members are notified in a timely and appropriate manner when dues are due. The Treasurer shall be bonded in such amount as the board of directors shall determine. Premium for such bond is to be paid from the club’s funds.
e. The prime responsibility of all officers shall be to attend both the board meeting and the regular meetings. Any officer missing either board or regular meetings in three (3) consecutive months without just cause shall be replaced by board appointment. After missing two (2) such meetings he/she shall be notified in writing of this rule by the Secretary.
Section 3. AKC Delegate.
To be eligible to represent the club as Delegate to The American Kennel Club at its quarterly meetings, the candidate shall have been a member in good standing for a period of at least two (2) years. The Delegate shall serve as liaison between the club and The American Kennel Club and shall communicate all matters of interest and concern to the club’s board of directors as soon as practical after each meeting of The American Kennel Club. The Delegate shall be elected by the general membership for a term of two (2) years and shall serve until his or her successor has been qualified and elected, unless he or she voluntarily resigned or his or her appointment is withdrawn by a two-thirds (2/3) vote of the membership.
Section 4. 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 all the then 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 the Vice-President shall be filled by the board of directors.
Club Year and Annual Meeting
Section 1. Club Year.
The club’s fiscal year shall begin on the first day of January and end on the last 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.
The annual meeting shall be held in December, at which time officers and directors for the ensuing year, and the delegate to The American Kennel Club, shall be elected by a secret, written ballot from those nominated in accordance with Section 3 of this Article. They shall take office immediately upon conclusion of the annual meeting, and each retiring officer shall turn over to the successor in office all properties and records relating to that office within thirty (30) days after election.
Section 3. Nominations.
No person may be a candidate in a club election who has not been nominated. During the month of September the board shall appoint a nominating committee which will consist of three (3) members (not more than one of whom may be a board member) and two (2) alternates. The Secretary shall immediately notify committee and the alternates of their selection. The board shall name a chairperson for the committee and it shall be the chairperson’s duty to call a committee meeting on or before the 15th of October.
a. The committee shall nominate from among the eligible members of the club one (1) candidate for each office and five (5) candidates for the five (5) other positions on the board and after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing.
b. Upon receipt of the nominating committee’s report, and at least two (2) weeks before the November meeting, each member shall be notified, by inclusion in a club newsletter, electronic mail to club members, or by first class mail, provided the method chosen affords timely notice to each club member of the candidates so nominated.
c. Additional nominations may be made at the November meeting by any member in good standing in attendance, provided that the person so nominated does not decline when his/her name is proposed. If the proposed candidate is not in attendance at the meeting, his/her proposer shall present to the Secretary a written statement from the proposed candidate signifying his/her 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 manner other than as provided in this section.
Section 4. Elections.
The nominated candidates receiving the greatest number of votes for each office shall be declared elected. The five nominated candidates for the other positions on the board who receive the greatest number of votes shall be declared elected.
Section 1. Committees appointed.
The board may each year appoint standing committees to advance the work of the club in such matters as dog shows, agility trials, obedience trials, trophies, annual prizes, membership, and other fields which may well be served by committees. 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. Termination of Appointments.
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 services have been terminated.
Section 1. American Kennel Club Suspension.
Any member who is suspended from any of the privileges of The American Kennel Club shall be suspended automatically 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. Specific charges must be filed in duplicate with the Secretary, together with a deposit of twenty-five dollars ($25.00), which will be forfeited if such charges are not sustained by the board of directors following a hearing. The Secretary shall within three (3) days send a copy of the charges to each member of the board or present them at a board meeting. The board shall first consider whether the actions alleged in the charges, if proven, might constitute conduct prejudicial to the best interests of the club. If the board considers the charges do not allege conduct that would be prejudicial to the best interests of the club, it may refuse to entertain jurisdiction. If the board entertains jurisdiction of the charges, it shall fix a date for a hearing by the board not less than three (3) weeks or more than six (6) weeks thereafter.
The Secretary shall promptly send a copy of the charges to the accused member by registered mail with a notice of the hearing and an assurance that the defendant may personally appear in his/her defense and bring witnesses if he/she wishes.
Section 3. Board Hearing.
The board of directors 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 majority vote of those present reprimand or 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, the board 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 recommendation of the board.. Immediately after the board has reached a decision, its findings shall be put into written form and filed with the Secretary, who shall in turn notify each of the parties of the board’s decision and penalty, if any. If the charges are proven, the twenty-five dollar ($25.00) deposit will be refunded.
Section 4. Expulsion.
Expulsion of a member from the club may be accomplished only at the meeting of the club following a board hearing and upon the board’s recommendation as provided in Section 3 of this Article. Such proceedings may occur at a regular or special meeting of the club to be held within sixty (60) days but not earlier than thirty (30) days after the date of the board’s recommendation of expulsion. The defendant shall have the privilege of appearing in his/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/her own behalf if he/she wishes. A majority vote (2⁄3 vote) of those present and voting at the meeting shall be necessary for expulsion. If expulsion is not so voted, the board’s suspension shall stand.
Amendments to the Constitution and Bylaws may be proposed by the board of directors or by written petition addressed to the Secretary, signed by twenty percent (20%) of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the board of directors and must be submitted to the members with the recommendations of the board by the Secretary for a vote within three (3) months of the date when the petition was received by the Secretary.
The Constitution and Bylaws may be amended by a two-thirds (2/3) vote of the members present and voting at any regular or special meeting called for that purpose, provided the proposed amendments have been included in the notice of the meeting and mailed to each member at least two (2) weeks prior to the date of the meeting. The vote will be done by secret ballot.
No amendment to the constitution and bylaws that is adopted by the club shall become effective until the Board of Directors of The American Kennel Club has approved it.
This club may be dissolved at any time by written consent of not less than two-thirds (2/3) of the membership in good standing. In the event of dissolution of the club other than for purposes of reorganization, whether voluntary or involuntary or by operation of the law, none of the property of the club or 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 charitable organizations for the benefit of dogs. The board of directors shall select such organizations.
Order of business
Section 1. Meetings of the Club.
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:
Call to order
Roll Call (or sign-in)
Introduction of guests
Minutes of the last regular meeting
Call for receipts and bills
Election of officers and board of directors (at annual meeting)
Petitions for membership and election
Section 2. Meetings of the Board of Directors.
At meetings of the board, the order of business, unless otherwise directed by a majority vote of those present, shall be as follows:
Call to order
Minutes of the last board meeting
Reports of committees
The rules contained in the current edition of “Robert’s Rules of Order” shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any other special rules the club may adopt.
Approved July 11, 2018
Amended May 8, 2019
Standing rules are those rules that relate to the details of administration. These rules are adopted by the Rogue Valley Kennel Club (RVKC) to cover the day-to-day management of the Club. Changes to, additions to or deletions of any Standing Rule of the Club will be proposed to the Board. The Board will have 30 days to review. Notification of proposed changes will be electronically sent to membership with monthly meeting notice. A recommendation of finding will be presented to the membership at the next General Meeting with a quorum present, at which time a vote will be taken.
The Club colors are to be forest green and white.
The minutes of the Board meeting shall be posted on the RVKC website.
Club members who participate in the Canine Ambassador Program must be RVKC members in good standing and participating dogs shall have, at a minimum, a Canine Good Citizen certification.
MEMBERSHIP (Amended May 8, 2019)
Regular membership dues shall be $20.00 annually
Household membership dues shall be $25.00 annually.
Associate membership dues shall be $15.00 annually.
Junior member’s dues shall be $5.00 annually. Juniors are non-voting members and may not serve as officers or on the nomination committee, but may serve on general committees. Juniors are not counted in determining a quorum and do not have petition rights, but shall be eligible for annual awards offered by the Club.
The election of Officers and Board of Directors shall be conducted by a secret ballot mailed to all members in good standing. The secret ballots will be mailed no later than five (5) days after the November General Membership Meeting and must be received at the Club PO Box at least two days prior to the December Annual Meeting. Alternatively, the secret ballot may be brought sealed to the December Annual Meeting.
The secret ballots will include a blank secrecy envelope and a self addressed outer envelope with the Club PO Box as the designated mailing address. In order for the vote to be counted, members must put their return address, their name, or their signature on the outer envelope. Voting by proxy shall not be allowed.
The ballots will be collected (but not opened) and brought to the December Annual Meeting.
Ballots shall be counted at the December Annual Meeting by three inspectors of election who are members in good standing and neither members of the current Board nor candidates on the ballot.
No additional election voting, other than stated above, will take place at the December Annual Meeting.
If there is no contested position for Officers or the Board of Directors, then the requirement for a mailed ballot will be waived.
Whenever possible, a committee shall consist of a chairperson and at least one other member.
Standing committees, including show chair, are to be appointed within 60 days after the President has taken office
Committee chairs shall be members in good standing of the RVKC and are responsible for the selection of committee personnel as well as the prescribed functions of the committee. It shall be the chairperson’s responsibility to advise the Board if unable to complete the required duties. The committee may be terminated by the Board per the RVKC Constitution, Article V, Section 2.
Committees appointed by the President to enhance the workings of the Club may include: Audit, Awards, Social, Historian, Librarian, Public Relations, Canine Ambassador, Publicity, Equipment Maintenance, Judge’s Selection, Membership, Newsletter, Website Maintenance, Finance, Nominating and Parliamentarian. The duties of the committees are appended to the Standing Rules and are intended as guidelines.
The President with the consent of the Board selects the Show Chair.
The show chair has overall responsibility for planning, conducting and reporting to the Membership and Board the results of the show.
The Board shall not spend more than $500.00 beyond the approved budgeted amount without the approval of the General Membership except in cases of emergency. The Treasurer as required shall pay all fixed operating expenses.
The Club will maintain appropriate insurance to cover the functioning of the Club. It is the responsibility of the President and the Treasurer to see that this is paid in a timely manner.
- Reimbursement of receipts to a member will require the member to have no outstanding debt to the club.
For actual or anticipated expenses, Club member shall submit an expense voucher with accompanying documentation, such as receipt, invoice, cost estimate, contract, etc. to the Treasurer. Upon approval, Treasurer will make the payment. (added 7-2018)
The Club offers awards to all Regular, Lifetime and Junior members who are in good standing with the RVKC and who were members at the time the titles were earned. Associate members are not given Club-sponsored awards but may purchase them.
AKC Titles (Prefix and Suffix, as listed on the AKC website as “AKC Titles and Abbreviations”): An award is given for an AKC title granted to a dog owned (or co-owned) by a member.
Other Titles (e.g. Parent Club, Flyball, Barn Hunt): A club member may elect to purchase the title award and it will be presented at the Awards Dinner if proof of the title is provided at time of application.
An award will be given to a dog owned (or co-owned) by a member who completes an AKC Companion Event Championship: OTCH, POC, NOC, MACH, PACH, NAC, PNAC, CT, RNC.
An award will be given to a dog owned (or co-owned) by a member who completes an AKC Derived Title: VCD1, VCD2, VCD3, VCCH, DC, TC
An award will be given to a dog owned (or co-owned) by a member whose dog wins at an AKC-licensed event: Best in Show, Best in Show Specialty, Best in Field, High in Trial Obedience, High Combined Obedience, Owner Handled Best in Show, Best Bred-by Exhibitor, Best Junior Handler (one award per honor, per year, which will indicate all of the events where the award was won during the year)
Therapy Dogs: A certificate of recognition will be given to newly registered therapy dogs.