Constitution
Article I Name
Section 1. The name of the Club shall be the American Harlequin Miniature Pinscher Club (AHMPC).
Article II Purpose
Section 1.
The purpose of the Club shall be:
a.) To encourage and promote quality in the breeding of the Harlequin Miniature Pinscher.
b.) To do all in its power to protect and advance the interest of the the Harlequin Miniature Pinscher breed.
c.) To encourage the proper breeding of the Harlequin Miniature Pinscher to any and all fanciers of the breed to meet the breeds standards.
d.) To urge members to accept the Standard of the breed as approved by the AHMPC by which the Harlequin Miniature Pinscher shall be judged.
Article III Non Profit
Section 3.
The Club shall not be conducted or operated for profit and no part of any residue from dues or donations to the AHMPC shall inure to the benefit of any member or individual.
Article IV Revisions
Section 4.
The members shall adopt By-Laws and may from time to time revise such By-Laws as may be required to carry out these objectives.
By-Laws
Article I Membership
Section 1.
Eligibility. There shall be two (2) types of membership:
a.) Individual membership. Open to all persons of eighteen years of age or older that have dogs registered with the AHMPC. This class shall be non-voting, non-office holding.
b.) Honorary membership. Open to all persons of eighteen years of age or older that have dogs registered with the AHMPC. This class shall be approved by the Board of Directors and have voting and office privileges. Membership of two (2) adult members residing in the same household is permitted. Each is entitled to one vote as long as dues are current and either or both may hold office.
Section 2.
Dues. There are no dues for Individual membership and Honorary Club membership shall be initially $50.00 and renewal of $35.00 per year afterwards. Dues are payable on date of acceptance and renewal fees due on or before the 1st day of January of each year. No club member shall vote whose dues are not paid for the current year. During the month of October, the Treasure shall send to each Honorary member a statement of dues for the ensuing year. It is highly recommended that the member send in his renewal with dues by traceable mail or by electronic transfer of funds, if available, so that receipt is documented. New membership dues paid during the months of October, November and December are considered paid for the remainder of the year through the following year.
Section 3.
Membership requirements.
a.) A Individual membership is granted with a submitted membership application and proof of a dog/puppy registered with the AHMPC.
b.) A new Honorary membership is granted with a submitted membership application, proof of a dog/puppy registered with the AHMPC and be approved by the AHMPC Board of Directors. Applicants will receive a Honorary membership packet Applicant must sign an agreement to abide by this Constitution and By- Laws, the Clubs Code of ethics and the Clubs Breeders Code of Ethics. The application shall state their full legal name, address, telephone number and email address on the agreement form. The applicant shall submit the agreement form and membership fee of $50 by mail. Fees may be submitted by personal check or money order. Applicant will be notified of acceptance or denial by selected contact method on application form. Applicant may be elected by open or secret vote by email, text, group messenger or secret ballot at any meeting of the Board of Directors. Affirmative votes of the majority of the Board shall be required to elect an applicant. An applicant which received a negative vote may resubmit their application along with a supportive explanation of membership request. AHMPC reserves the right to deny membership approval without explanation. Annual renewal of a Honorary membership is granted with a submitted member application form and membership fee of $35 (Provided member is in good standings with the AHMPC)
Section 4.
Termination of membership.
- Memberships may be terminated:
- By resignation. Any member in good standing may resign from the Club upon written notice to the Secretary of the Board.
- By lapsing. If membership dues remain unpaid after January 1 st, all membership privileges are suspended until dues are paid. A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid thirty (30) days after January 1 st. In no case may a person be entitled to vote whose dues are unpaid.
- By expulsion. A membership may be terminated by expulsion as provided in Article VI of these By-Laws. Membership of terminated by expulsion may be reconsidered with/without restrictions upon a written plea and 100% yea vote of club members.
- By conviction. A member may be terminated if convicted of dog abuse, neglect, cruelty of animals or any other charge involving unlawful activities of dog ownership by criminal or judicial process. Having animals surrendered due to neglect or horrid living conditions. Membership of terminated by conviction can not be reinstated.
- For registration or record keeping improprieties. This includes falsification of documentation or failure to submit documentation in a timely manner on request by the AHMPC. Membership of terminated may be reconsidered with/without upon a written plea and 100% yea vote of club members.
Section 5.
Reinstatement of Club Memberships. A Honorary member whose membership has been terminated by virtue of failing to pay dues by thirty (30) days after the first day of January 1 st, may apply for reinstatement within ninety (90) days following membership termination, the member shall apply on a reinstatement form as approved by the Board of Directors. In addition to the reinstatement application, the member shall submit a reinstatement fee of $25.00 and dues payment for the current year.
ARTICLE II Meetings
Section 1.
Annual Club Meeting. The Annual Meeting of the AHMPC shall be held at a place, date, and hour designated by the Board of Directors between the 1st day of September to the 31st day of December. Both Individual and Honorary members may attend. The board will request that the voting membership submit any matters that they wish to be included on the agenda at least thirty (30) days prior to the date of the meeting. Then the secretary sends the written notice by mail or email announcing the meeting to each voting member in good standing at least thirty (30) days prior to the date of the meeting. If the secretary is unavailable, another board member may send the written notice. A notice about the general nature of a matter must be given in order for that matter to be voted upon at the annual meeting. No vote can be taken on a matter for which there was no notice. The quorum for the annual meeting shall be at least 25% of the voting members in good standing and at least one board member must be in attendance. It must be confirmed that a board member will be in attendance prior to scheduling the meeting. If a quorum is not present at the annual meeting the question will go to the entire voting membership for a vote either by mail- in ballot or by electronic means.
Section 2.
Special club member meetings. Special club meetings may be called by the president or by a majority vote of the members of the board who are present at a meeting of the board or who vote by mail or electronic means. A meeting shall also be called by the secretary upon receipt of a petition signed by 50% of the voting members of the club who are in good standing. Such meeting shall be held at such place, date and hour as may be designated by the board of directors or it may be held via telephone conference call, group messenger or via video conference. Both Individual and Honorary members may attend. Written notice of such meeting shall be mailed or emailed by the Secretary at least fourteen (14) days prior to the meeting. If the secretary is unavailable, another board member may send the written notice. The notice of the meeting shall state the purpose of the meeting and no other club business may be transacted. The quorum for such a meeting shall be of at least 25% of the voting members in good standing. If a quorum is not present at the meeting the question will go to the entire voting membership for a vote either by mail-in ballot or by electronic means.
Section 3.
Board Meetings. The annual meeting of the board shall be held in January and shall be held via telephone conference call, group messenger or via video conference. Written notice of the meeting shall be mailed or emailed by the Secretary at the request of the president to each member of the board at least fourteen (14) days prior to the date of the meeting. If the secretary is unavailable, another board member may send the written notice. The quorum for a board meeting shall be a majority of the board.
Section 4.
Board Business. The board of directors may conduct its business by mail, facsimile transmission, and electronic process or by telephone conference call by the President. The results of balloting by conference call shall be attested to by the secretary. In the event that the secretary is unavailable, the President shall appoint an acting secretary for the conference call. Items voted upon by telephone conference call must be confirmed in writing within thirty (30) days.
ARTICLE III Directors and Officers
Section 1.
Board of Directors. The board shall be comprised of four (4) officer and (2) director positions, all of whom shall be voting members in good standing who are residents of the United States. Board members may hold more than one position if necessary. They shall be elected for a permanent term and shall serve until they expire or are terminated in accordance to Article I, Section 4 of these By-Laws. General management of the club’s affairs shall be entrusted to the board of directors. The Board’s actions and policies shall be consistent with the Club’s Constitution and By- Laws. The Board may, from time to time, appoint individuals who are members of the Club with special expertise and/or experience to assist the Board in an advisory capacity with Club business.
Section 2.
Officers and Directors. The club’s officers, consisting of the President, Vice President, Secretary, Treasurer, Director and Co-Director shall serve in their respective capacities both with regard to the club and its meetings and the board and its meetings.
a.) The President shall preside at all meetings of the club or of the board, and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these bylaws.
b.) The Vice President shall have the duties and exercise the powers of the president in case of the president’s death, absence or incapacity and to assist other board members.
c.) The Secretary shall:
- keep a record of all meetings of the club and of the board.
- publish the written minutes to the membership.
- keep a record and archive all votes taken by mail or electronically.
- keep a record of all matters for which a record is ordered by the club.
- have charge of club correspondence.
- notify members of meetings.
- notify new members of their acceptance for membership.
- notify officers and directors of their election to office.
- keep a roll of the members who are in good standing with their name, zip code, phone number and/or email address and provide a copy to any member in good standing once every club year.
- shall verify and report to the board and membership annually that all Tax documents have been filed by the person assigned to do so.
d.) The Treasurer shall:
- collect and receive all moneys due or belonging to the club.
- deposit moneys in a bank approved by the board, in the name of the club.
- maintain financial books that shall at all times be open to inspection by the board.
- send out renewal notices to the membership in October.
- shall pay every bill that comes due when it arrives and shall pay for all lawfully required filings and insurance premiums.
- prepare a report that shall be given at every meeting of the condition of the club’s finances and every item of receipt or payment not before reported.
- provide in writing, at the annual meeting, an accounting that shall be rendered of all moneys received and expended during the previous fiscal year that is provided to all members and the board.
- provide appointed auditors with current and complete records of transactions and account and anything else they request in order to complete an audit.
e.) The Director shall have the duties of assisting the President, Vice President, Secretary and Treasurer in their duties.
f.) The Co-Director shall have the duties of assisting the Director and exercise the Powers of the Director in case of the Directors death, absence or incapacity.
Section 3.
Vacancies. Any vacancies on the Board occurring before the ending of the fiscal year shall be filled immediately by a majority vote of all the members of the Board; 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 Vice-President shall be filled by the majority vote.
ARTICLE IV The Club Year, Voting, Elections
Section 1.
Club Year. The club’s fiscal year shall begin on the 1st day of January & end on the 31st day of December.
Section 2.
Voting. Voting shall be limited to the honorary members in good standing with the AHMPC. Voting by proxy shall not be permitted. The President shall not cast their vote until all other votes are received and counted, in case there is a tie vote. The President shall cast the tie breaking vote.
Section 3.
Elections. A election of a Board position may be conducted in December if a member of the Board expires or resigns. No person may be a candidate in a club election who has not been nominated in accordance with these bylaws. The election of Board positions may be conducted by mail or email. A Nomination Committee shall be appointed by the Board of Directors as stated in Article IV, Section 4 of these By-Laws. The person receiving the largest number of votes shall be declared elected. If any nominee, at the time of voting, is unable to serve for any reason, the vacancy shall be filled by the next person receiving the largest number of votes.
Section 4.
Nomination Committee. In a November meeting, the Board shall appoint a nominating committee consisting of three (3) club members in good standing with the AHMPC. The Board shall name a chairperson of the committee. Members of the Nominating Committee shall not be candidates in the club election. The nominating committee may conduct its business by mail or email.
a.) Nominating Committee. The Nominating Committee shall nominate at least one (1) candidate for each elected position needed from among the voting members of the club, by mail or email. Once nominations are accepted by the chosen members. The committee shall submit its slate of candidates to the Board for acceptance by majority vote. The committee shall then submit its slate of candidates to the secretary, who shall create the Ballot form to be mailed to each voting member of the If only one (1) candidate has been nominated for any position, no election is needed and nominated candidate is automatically granted the position he/she was nominated for.
c.) Nominations cannot be made in any manner other than as provided above.
Section 5.
Ballots. If more than one (1) candidate has been nominated for any position, the secretary shall mail a Ballot form to each voting member in good standing with the AHMPC. Ballot forms may be post mailed or emailed. Members are to vote for one (1) nominee for each office. Returned Ballot forms must be received by election date set by the Board. Post mailed Ballots should be returned via traceable mail for receipt verification. Late Ballots will not be counted.
ARTICLE V Committees
Section 1.
The President, with the approval of the Board, may appoint standing committees to advance the work of the Club in such matters as membership, publications, education and other fields that may well be served by a committee. Committees also may be established for special projects. Such committees shall always be subject to the final authority of the Board.
Section 2.
Any committee appointee may be ended by a majority vote of the full membership of the Board and upon written notice to the appointee. The President, with the approval of the Board, may appoint successors to those persons whose service has ended.
Section 3.
All committees that handle Club funds shall make a financial report, written or in person and submitted to the Secretary.
ARTICLE VI Discipline
Section 1.
American Harlequin Miniature Pinscher Club Suspension. Any member who is suspended from any privileges of the AHMPC automatically shall be suspended from all privileges of the 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 or the breed. Written charges with specifications must be filed with the Secretary. Disciplinary hearings may be held via telephone conference call provided there is a bylaw provision which enables the board to transact business by teleconference. The secretary shall promptly send a copy of the charges to each member of the board or present them at a board meeting, and the board shall first consider whether the actions alleged in the charges, if proven, might constitute conduct which would be prejudicial to the best interests of the club or of the breed. If the board considers that the charges do not allege conduct which would be prejudicial to the best interest of the club or the breed, it may refuse to entertain jurisdiction. If the board entertains jurisdiction of the charges, it shall fix a date of a hearing by the board or a committee of not less than three (3) members of the board, not less than three (3) weeks nor more than six (6)weeks thereafter. The secretary shall promptly send one (1) copy of the charges to the accused member by certified 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 wishes.
Section 3.
Board Hearings. The board or board committee shall have complete authority to decide whether counsel may attend a 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 or members committee may by a majority vote of those present, provide a reprimand to the defendant. A written reprimand directed exclusively to the defendant may be somewhat detailed but an official (published) reprimand should only indicate that subsequent to a board hearing “member (X) was officially reprimanded as a result of charges filed by member (Y).” Punishment may be a fine or suspension of the defendant from all privileges of the club for not more than one year from the date of the hearing, or until the next annual meeting if that will occur after six months. If it deems that punishment is 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 recommendation of the board or board committees. Immediately after the board or board committee has reached a decision, its findings shall be put in written form and filed with the secretary. The secretary, in turn, shall notify each of the parties of the decision and penalty, if any.
Section 4.
Expulsion. Expulsion of a member from the club may be accomplished only at the annual meeting of the club following a hearing and upon the recommendations of the board or board committee as proved in Section 3 of this Article. The defendant shall have the privilege of appearing in his own behalf, though no evidence shall be taken at this meeting. The president shall read the charges and the findings and recommendations, and shall invite the defendant, if present, to speak on his own behalf. The members shall then vote by secret ballot on the proposed expulsion. A majority vote of those present and voting at the annual meeting shall be necessary for expulsion. If expulsion is not so voted, the suspension shall stand and can be extended.
ARTICLE VII Amendments
Section 1.
Amendments to the Constitution and By-Laws and to the Standard for the breed may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by fifty percent (50%) of the membership in good standing on the date of mailing. Amendments proposed by such petition shall be promptly considered by the Board of Directors and must be submitted to the members with 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.
Section 2.
The Constitution and By-Laws and the Standard for the breed may be amended at any time provided a copy of the proposed amendment has been mailed by the Secretary to each member accompanied by a ballot on which he or she may indicate his or her choice for or against the action to be taken. The notice shall specify a date not less than thirty (30) days after the date of mailing by which date the ballots must be returned to the Secretary to be counted. The affirmation votes of the members in good standing whose ballots are returned within the time limit shall be counted.
Section 3.
No amendment to the Constitution and By-Laws, Code of Ethics or to the Standard for the breed that is adopted by the Club shall become effective until it has been approved by majority vote of the Board of Directors.
ARTICLE VIII Order of Business
Section 1.
At the meetings of the Club, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
- Roll Call
- Minutes of last meeting
- Report of President
- Report of Secretary
- Report of Treasurer
- Reports of Committees
- Unfinished Business
- New Business
- Adjournment
Section 2.
At the meetings of the Board, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
- Roll Call
- Minutes of last meeting
- Report of President
- Report of Secretary
- Report of Treasurer
- Reports of Committees
- Unfinished Business
- New Business
- Adjournment
ARTICLE IX Dissolution
Section 1.
The Club may be dissolved at any time by the written consent of not less than seventy five (75) percent of the voting members in good standings. In the event of the dissolution of the Club other than for purposes of reorganization, whether voluntary or involuntary or by operation of law, none of the property of the Club or any proceeds thereof nor any assets of the Club shall be distributed to any member of the Club. After payment of the debts of the Club, its property and assets shall be sold and proceeds given to a charitable organization, selected by the Board of Directors, for the benefit of dogs.