Article I: Club Name, Objectives, Nonprofit, and Revisions
Section 1. The name of the Club shall be Inland Northwest Bernese Mountain Dog Club hereafter referred to as the "Club."
Section 2. The objectives of the club shall be:
a. To provide a source of education and support for fanciers of Bernese Mountain Dogs; b. To encourage and promote quality in the breeding of purebred Bernese Mountain Dogs and to do all possible to bring their natural qualities to perfection, with an emphasis on health, longevity, and soundness in body and temperament; c. To urge members and breeders to accept the standard of the breed as approved by the American Kennel Club as the only standard of excellence by which Bernese Mountain Dogs shall be judged; d. To do all in its power to protect and advance the interests of the breed by encouraging sportsmanlike competition at all dog events; e. To conduct Draft tests under the rules of the Bernese Mountain Dog Club of America; f. To promote, and educate all dog fanciers to follow, the principles of responsible dog ownership in the home and community.
Section 3. The Club shall not be conducted or operated for profit, and no part of any profits or remainder or residue from dues or donations to the Club shall inure to the benefit of any member or individual.
Section 4. The members of the Club shall adopt and from time to time revise such bylaws as may be required to carry out these objectives.
BY-LAWS Article I: Membership
Section 1. Eligibility
a. There shall be three six types of membership:
1. Individual Voting Membership (1-year), for persons 18 years of age or older. Voting Members are eligible to vote at meetings, to serve on the Board of Directors.
2. Individual Associate Membership (1- year Non-Voting) , for persons 18 years of age or older. Associate Members are encouraged to participate in club activities and to serve on committees. They are not, however, eligible to vote at meetings, to serve on the Board of Directors.
3. Junior Membership, for all persons (age 12-17). (1-year) Voting rights do not extend to Junior Members, nor are they eligible to hold office in the Club.
4. Individual Voting Membership (5-year), for persons 18 years of age or older. Voting Members are eligible to vote at meetings, to serve on the Board of Directors.
5. Individual Associate Membership (5- year Non-Voting) , for persons 18 years of age or older. Associate Members are encouraged to participate in club activities and to serve on committees. They are not, however, eligible to vote at meetings, to serve on the Board of Directors.
6. Junior Membership, for all persons (age 12-17). (5-year) Voting rights do not extend to Junior Members, nor are they eligible to hold office in the Club.
7. Lifetime Membership Non-Voting
Section 2. Dues
a. A schedule of dues shall be established annually by the Board of Directors for the next fiscal year. The schedule of dues and shall include rates for all membership categories. In no case will initiation fees or annual dues in any category be increased by more than 25% without the approval of the Club membership as set forth in Article II, Section 5.
b. Dues notices shall be mailed by the Secretary to the membership, via email. Dues are payable on or before the 1st Day of April each year.
c. Persons applying to the Club after August 1st shall pay half of the yearly membership dues.
d. All Members must renew annually no later than May 1. A reinstatement fee of $ 10.00 will be assessed after May 1. After June 1, the Member must begin the membership process again.
Section 3. Election to Membership
a. 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 these Constitution and Bylaws, the Code of Conduct of the Bernese Mountain Dog Club of America. The application shall state the name, address, and occupation of the applicants. Applications for Voting and Associate Membership shall carry the written sponsorship of two unrelated Voting Members of the Inland Northwest Bernese Mountain Dog Club. The Membership Chair shall not be a sponsor of any applicant. Accompanying the application, the prospective member shall submit the initiation fee and dues payment for the current year.
b. All applications are to be filed online or with the Membership Chair, and the applicant's name will be published in the next edition of the newsletter. Applications for membership shall carry the endorsement of two Voting members who are in good standing. At the next regular Club meeting, the applicant will be voted on, and affirmative votes of 20% of the members present shall be required to elect the applicant. All voting shall be by conducted with only voting members present.
c. In the case where an application for membership is rejected, the Membership Chair will send a letter to the applicant informing them that they did not receive the required affirmative vote. The applicant cannot reapply for six months afterward and, if applying for Voting Membership, will be required to have two new sponsors (unrelated members of the Club). The new application will be voted on by the general membership.
d. Voting and Sustaining Members may change membership categories during the annual renewal period. An application to change from either Junior or Sustaining to Voting Membership shall require the sponsorship of two unrelated Voting Members of the Club and a vote of the general membership.
e. Junior Members who have turned 18 and have an application on file with the Inland Northwest Bernese Mountain Dog Club may become Associate Members of the Club without reapplying to the Club. Family members who have not been Junior Members may apply for an individual membership upon turning 18 years of age.
Section 4. Termination of Membership.
Memberships may be terminated:
a. By resignation. Any member in good standing may resign from the Club upon written notice to the Secretary. A member in good standing has resolved all debts incurred to the club prior to submitting his resignation. Dues are due on or before April 1st each calendar year.
b. By lapsing. A membership will be considered as lapsed and [automatically] expired if such member's dues remain unpaid After June 1. The Board may, on a case-by-case basis, grant an additional 90 days of grace to such delinquent members in meritorious cases.
c. By expulsion. A membership may be terminated by expulsion as provided in Article VI of these bylaws.
Article II. Meetings and Voting
Section 1. Club Meetings
Meetings of the Club shall be held at such place, date, and hour as designated by the Board. Meetings shall be held via zoom, quarterly. There shall be a minimum of four regular club meetings per calendar year. Written notice of each meeting shall be sent to all current members by the Secretary/President via email, with the agenda.
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 of the Board, and shall be called by the Secretary upon receipt of a petition signed by five members of the Club who are in good standing. Such special meetings shall be held at such place, date, and hour as may be designated by the person or persons authorized herein to call such meetings. Written notice of such a meeting shall be to be mailed by electronic mail or postal service by the Secretary or published in the newsletter at least 10 days prior and not more than 30 days prior to the date of the meeting, and said notice shall state the purpose of the meeting, and no other Club business may be transacted thereat. The quorum for such a meeting shall be 40% of the Regular Membership in good standing.
Section 3. Board Meetings
Meetings of the Board of Directors shall be held prior to each regular meeting at such hour and place as may be designated by the Board. Written notice of each meeting shall be mailed by electronic mail or postal service by the Secretary to all members, or published in the newsletter, at least 10 days prior to the date of the meeting. The quorum for such a meeting shall be a majority of the Board.
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 members of the Board. Such special meetings shall be held at such place, date, and hour as may be designated by the person authorized herein to call such meetings. The Secretary shall send written notice of such a meeting to all members by at least 10 days prior to the date of the meeting. Any such notice shall state the purpose of the meeting, and no other Club business may be transacted thereat. The quorum for such a meeting shall be a majority of the Board.
Section 5. Voting
Each Voting Member in good standing, whose dues are paid for the current year, shall be entitled to vote at any meeting of the Club at which he is present. Proxy voting will be allowed via Survey Monkey.
Article III: Directors and Officers
Section 1. Board of Directors
The Board shall be comprised of the President, Vice President, Secretary, Treasurer and three other members, all of whom shall be Voting Members in good standing. The election of the President and Secretary and two Board Members (A & B) shall take place in odd numbered years from the election of the Vice President and Treasurer and one Board Member (C) which shall take place in even numbered years. The Officers and Directors shall be elected during December as provided in Article IV and shall serve until their successors take office. General management of the Club's affairs shall be entrusted to the Board of Directors. The Board may authorize expenditures of no more than $200.00 without general membership approval.
Section 2. Officers
The Club's officers, consisting of the President, Vice President, Secretary, and Treasurer, shall serve in their respective capacities both with regard to the Club and its meetings and the Board and its meetings
a. The President shall preside at all meetings of the Club and of the Board and shall have the duties and powers normally appurtenant to the office of President, in addition to those particularly specified in 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.
c. The Secretary shall keep a record of all meetings of the Club and of the Board and of all matters of which the Club shall order a record. He/she shall have charge of the correspondence and carry out such other duties as are prescribed in these bylaws.
d. The Treasurer shall collect and receive all moneys due or belonging to the Club. He/she shall deposit the same in a bank designated by the Board, in the name of the Club. The books shall at all times be open to the inspection of the Board, and he/she shall report to them at every meeting the condition of the Club's finances. All items of receipt or payment shall be published in the newsletter. At the conclusion of the fiscal year, an account of all moneys received and expended during the previous fiscal year shall be published in the newsletter. The Treasurer shall be bonded in such amount, as the Board of Directors shall determine.
Section 3 Board Attendance Policy
This policy is intended to support full contribution of all board members.
a. Problems resulting from a lack of attendance. An attendance problem exists under any of the following conditions regarding a board member's attendance to board and/or general meetings:
1. The member has three notified absences in a row. Notified absences are defined as board member having made reasonable notification of absence prior to the scheduled meeting.
2. The board member has two unapproved absences in a row. Unapproved absences are defined as the member did not make reasonable notification to another board member prior to the upcoming meeting to indicate their absence.
3. The board member misses 75% of the total number of board meetings in a twelve-month period.
b. Response to a Board-Attendance Problem
1. If a board-attendance problem exists regarding a member, the President will promptly contact the member to discuss the problem and encourage a positive resolution.
2. The member’s response will promptly be shared by the President with the entire board at the next board meeting. In that meeting, the board will decide what actions to take regarding the board member’s future membership on the board.
3. If a successful resolution is not met, or if the board votes to remove the board member, removal from the board will be conducted per this policy by vote of the remaining board members.
4. The board will promptly initiate a process to begin recruiting a new board member in the event the position is vacated or the board member removed.
Section 4. Vacancies
Any vacancies occurring on the Board during the year shall be filled until the next annual election by a majority of all the remaining members of the Board at its first 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 Vice President shall be filled by the Board.
Article IV: The Club Year, Annual Meeting, and Elections
Section 1. Club Year
The Club's fiscal year shall begin on the 1st day of April and end on the 31st day of March.
The Club's official year shall begin on the 1st day of January and end on the 31st day of December.
Section 2. Voting Meeting
The annual meeting shall be held in the month of September at the Fall RoundUp Cluster, in Helena MT. At which time Officers and Directors for the ensuing year shall be nominated. Survey Monkey elections will be sent in October, results should be posted in the Newsletter and emails sent to membership. They shall take office on the 1st day of January of the following year, by which time each retiring officer shall have turned over to his/her successor in office all properties and records relating to that office.
Section 3. Elections
The candidate receiving the greatest number of votes for each position shall be declared elected. In the case where more than two people are running for one position, there shall be a second ballot, allowing members to choose between the two candidates who received the most votes on the first ballot.
Section 4. Candidates
a. During the annual meeting we will accept nominations for the available positions.
b. Survey Platform Administrator will send out the ballot to all voting members in December.
c. The survey platform administrator will send the results to the Officers/Board
Article V: Committees
Section 1. The Board may each year appoint standing committees to advance the work of the Club in such matters as dog shows, 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. 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.
Article VI: Discipline
Section 1. American Kennel Club Suspension
Any member who is suspended from the privileges of the American Kennel Club automatically shall be suspended from the privileges of this Club for a like period.
Section 2. Charges
Any member may prefer charges against a member for alleged misconduct prejudicial to the best interests of the Club. Written charges with specifications must be filed in duplicate with the Secretary, together with a deposit of $50.00, which shall be forfeited if the Board following a hearing does not sustain such charges. The Secretary shall promptly send a copy of the charges to each member of the Board or present a copy of the charges to 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. If the Board considers that the charges do not allege conduct, which 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 of a hearing by the Board not less than three weeks or more than six weeks thereafter. The Secretary shall promptly send one copy of the charges to the accused member by registered mail together with a notice of the hearing and an assurance that the defendant may personally appear in his own defense and bring witnesses if he wishes.
Section 3. Board Hearing
The Board shall have complete authority to decide whether counsel may attend the hearing, but both complainant and defendant shall be treated uniformly in that regard. Should the charges be sustained after hearing all the evidence and testimony presented by complainant and defendant, the Board may, by a majority vote of those present, reprimand or suspend the defendant from all privileges of the Club for not more than six months from the date of the hearing. And, if it deems that punishment insufficient, it may also recommend to the membership that the penalty be expulsion. In such cases, the suspension shall not restrict the defendant's right to appear before his fellow members at the ensuing Club meeting which considers the Board's recommendation. Immediately after the Board has reached a decision, it’s finding shall be put in written form and filed with the Secretary. The Secretary, in turn, shall notify each of the parties of the Board's decision and penalty, if any.
Section 4. Expulsion
Expulsion of a member from the Club may be accomplished only at a meeting of the Club following a Board hearing and upon the Board's recommendation as provided in Section 3 of this article. Such proceedings may occur at regular or special meeting of the Club to be held within 60 days but not earlier than 30 days after the date of the Board's recommendation of expulsion. The defendant shall have the privilege of appearing in his own behalf, although no evidence shall be taken at this meeting. The President shall read the charges and the Board's findings and recommendations, and shall invite the defendant, if present, to speak in his own behalf if he so wishes. The meeting shall then vote by secret written ballot on the proposed expulsion. A 2/3 vote of the members present and voting at the meeting is required to expel a member following hearing a board recommendation. If expulsion is not so voted, the Board's suspension shall stand.
Article VII: Amendments
Amendments to the Constitution and Bylaws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by 20% of the membership in good standing. Amendments proposed by such petition shall be promptly submitted to the members with recommendations of the Board by the Secretary for a vote within three months of the date when the petition was received by the Secretary. Amendments shall be voted on in a secret ballot and shall require a 20% affirmative vote.
The Constitution and Bylaws may be amended by a majority vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and mailed to each member at least three weeks prior to the date of the meeting.
Article VIII: Dissolution
The Club may be dissolved at any time by the written consent of not less than 2/3 of the members in good standing. In the event of the dissolution of the Club, other than for the purpose of reorganization, whether voluntary or involuntary or by operation of law, none of the property of the Club nor any 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 a charitable organization for the benefit of dogs, selected by the Board of Directors.
Article IX: Order of Business
Section 1. Club Meetings
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:
Roll Call Reading of Minutes of Last Meeting Report of President Report of Secretary Report of Treasurer Reports of Committees Election of Officers and Board (at annual meeting) Election of New Members Unfinished Business New Business Adjournment
Section 2. Board Meetings
At meetings of the Board, the order of business, unless otherwise directed by a majority vote of those present, shall be as follows:
Reading of Minutes of Last Meeting Report of Secretary Report of Treasurer Reports of Committees Unfinished Business New Business Adjournment
Section 3. Rules
The rules contained in the current edition of “Robert’s Rules of Order, Newly Revised”, 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 of order the club may wish to adopt.