Dog Obedience Training Club Of Rochester New York, Inc. (DOTCORNY) Members Handbook

Transcription

1 Dog Obedience Training Club Of Rochester New York, Inc. (DOTCORNY) Members Handbook Revision Date 8/27/09 (LSB) Includes Standing Rules and Bylaws through 2008

2 INTRODUCTION It is the sincere interest of people such as yourself who have made the Dog Obedience Training Club of Rochester, New York, Inc. (DOTCORNY), a great AKC Licensed Club. It is only through the effort of the Membership that the Club will be able to maintain the leadership and continue to make the Club one of the best. Some of the opportunities your Membership gives you are: A voice (vote) in all matters and policies that rule the Club. An opportunity to assist and later instruct in Club training classes. An opportunity to attend, free of charge, dog related programs given at monthly meetings. An opportunity to meet, socialize and discuss dog related experiences and problems with people of the same interests. An opportunity to further your knowledge in dog training and other dog related activities such as arranging matches and trials with all their associated responsibilities. An opportunity to give demonstrations, with your dog, to various groups, organizations, long term care facilities, etc An opportunity to volunteer to judge matches (after being qualified). An opportunity to participate in Club mini-matches to fine tune the dog for trials and matches. An opportunity to meet people active in dog activities such as Agility, Obedience and Rally trials, field trials, tracking tests, therapy, search and rescue, Schutzhund activities, dog showing (conformation), water rescue, etc An opportunity to end up with a well behaved, trained dog and a knowledgeable handler. 8/27/2009 Page 1 of 50

3 TABLE OF CONTENTS INTRODUCTION... 1 CHAPTER 1- BRIEF HISTORY OF DOG OBEDIENCE TRAINING CLUB OF ROCHESTER, NEW YORK, INC CHAPTER 2 - CONSTITUTION... 6 NAME... 6 OBJECTIVES... 6 OPERATION... 6 MISSION STATEMENT... 6 CODE OF CONDUCT... 7 CHAPTER 3 - BY- LAWS MEMBERSHIP Eligibility Active Member Privileges and Rights Requirements: Inactive or New Member Rights Life Member Privileges and Rights Election to Membership Method One Attending Club Meetings Method Two Working Club Activities Dues Termination of Membership Resignation Lapse of Membership Expulsion MEETINGS AND VOTING Regular Club Meetings Special Club Meetings Annual Meeting Voting ELECTED POSITIONS Board of Directors Members Eligibility Term Length Meetings Elected Officers (8) Eligibility The Elected Officers President Vice-President Treasurer Recording Secretary Corresponding Secretary Training Program Administrator (TPA) Obedience Training Director (OTD) Agility Training Director (ATD) Elected Coordinators (6) Eligibility The Elected Coordinators Building Manager Database Manager Marketing/Public Relations/Education Coordinator /27/2009 Page 2 of 50

4 Club Phone Coordinator Score Sheet Editor Hospitality Coordinator Not Fulfilling Responsibilities Vacancies CLUB FISCAL YEAR, ANNUAL MEETING, ELECTIONS & NOMINATIONS Club Fiscal Year Annual Meeting Elections Nominations COMMITTEES Committees Permanent Committees OTC, ATC and JTC Permanent Committees Obedience Training Committee (OTC) & Agility Training Committee (ATC) Joint Training Committee (JTC) DISCIPLINE American Kennel Club Discipline Charges Club Hearing Expulsion AMENDMENTS DISSOLUTION ORDER OF BUSINESS GOVERNING RULES CHAPTER 4 - STANDING RULES AGILITY and OBEDIENCE COMBINED AGILITY TRAINING OBEDIENCE TRAINING AKC AWARDS DONATIONS, CONTRIBUTIONS & ADVERTISEMENTS FINANCIAL and LEGAL GENERAL HISTORY IMMUNIZATION POLICY LEASES PROPERTY-TRAINING EQUIPMENT, BOOKS, MATTING, ETC SCORE SHEET TRIALS AND MATCHES CHAPTER 5 - DOTCORNY LIBRARY GENERAL BOOK IDENTIFICATION DOTCORNY LIBRARY BOOK CHECK-OUT PROCEDURE DOTCORNY LIBRARY BOOK RETURN PROCEDURE: DOTCORNY LIBRARY MATERIALS BOOKS VIDEOS CHAPTER 6 - INTER-CLUB MATCH RULES AND REGULATIONS /27/2009 Page 3 of 50

5 CHAPTER 1- BRIEF HISTORY OF DOG OBEDIENCE TRAINING CLUB OF ROCHESTER, NEW YORK, INC. This Club was formed in January 1971 by six people; Fred and Milli Henry, Tom and Carol Cole, Joe and Carol Vigliotti. This group was interested in promoting dog obedience training in the Monroe County area. They felt that a Club dedicated strictly to Dog Obedience and for Dog Obedience training, was needed to accomplish the aims of the group. The Club s Match and Trial History: June 1971, the Club, consisting of eight members, held its first non-akc sanctioned match and has been holding matches yearly. March 1975, the Club received AKC approval to hold OB sanctioned obedience matches. April 1978, the Club received AKC approval to hold OA sanctioned obedience matches. July 1979, the Club received AKC permission to hold our first Licensed Obedience Trial. August 1998, the Club received AKC approval to hold an AKC Class A Agility Match. October 1999, the Club received AKC permission to hold our first AKC Licensed Agility Trial. January 1, 2005, the Club welcomed in the titling of AKC Rally Obedience by being one of only four clubs across the county to hold a midnight AKC Licensed Rally trial. August 2005, the Club held an AKC sanctioned A Tracking Match at the Honeoye Creek Wildlife Management Area. September 2006, the Club held its first AKC Licensed Tracking Test. September 2006, the Club held an AKC sanctioned A Variable Surface Tracking (VST) Match at Monroe Community College. The Club was originally named Rochester Dog Obedience Training Club (RDOTC), but at the time the Club filed for incorporation, it was discovered that another Club with exactly the same name existed in Rochester, Minnesota. The Club s name was changed to Dog Obedience Training Club of Rochester, N.Y., Inc. (DOTCORNY) The Club Membership has grown steadily and there are over 100 Members. In February 2002, the Club moved into its first 24/7 training facility located at the Monroe County Fairgrounds. This gave the Club a place to teach dog training classes, hold Club meetings, host AKC Obedience trials, Rally trials and Show-N-Go s, as well as a place to socialize with other Members of the Club. Since the beginning of the Club, classes have been given for the public and for Members, instructed mainly by Club Members. Classes are held year round. There are many opportunities for Members to participate in all phases of dog training and Club activities. The Members support other dog clubs by stewarding, judging, and giving 8/27/2009 Page 4 of 50

6 exhibitions. Members help 4-H leaders and members of the 4-H Dog Program. Members present dog exhibitions to nursing homes, youth groups, and others. The Members enjoy mixing dog training with social activities. An Annual Banquet is held, where besides socializing, each Member who has attained a title during the year with their dog, is recognized for their accomplishment. The Club is a Member of the Interclub Match, a group of New York State Obedience Clubs, which holds an Obedience Club competition every September at one of the participating Club s sites. Two Members are chosen for each level of obedience, Novice, Open and Utility, to represent the Club at this Match. A trophy is awarded to the winning Club. The Club purchases books and videos on a wide variety of dog subjects, which are maintained as a lending library for Club Members to use. A monthly newsletter, The Score Sheet is published and mailed to all Members. It includes Club news, Members news, a calendar of upcoming activities and articles of interest to the Membership. Club Meetings are held on the second Thursday of every month to discuss Club business. Occasionally programs of interest are presented. To fully benefit from the Club Membership, plan to attend the Club meetings and participate in other activities on a regular basis. The more one participates in the variety of activities, the better acquainted one becomes with Club Members and the more one will enjoy the sport of dog training. 8/27/2009 Page 5 of 50

7 CHAPTER 2 - CONSTITUTION NAME The name of the organization shall be Dog Obedience Training Club of Rochester, N.Y., Inc. abbreviated as (DOTCORNY), hereinafter referred to as Club. OBJECTIVES To teach the owner to train his/her dog in order to promote better manners in the home and in the community. To bring out the potential of Members and prospective Members. To conduct AKC Licensed trials and tests. To open dog training classes to all dogs, whether or not they are purebred. To give exhibitions of trained dogs. To do all in its power to protect and advance the interest in all dogs. To encourage sportsmanlike competition at dog events. To teach by example and share a spirit of friendliness, mutual respect, and good sportsmanship among the Members. OPERATION The Club shall not be conducted or operated for profit and no part of any profits or remainder of residue from dues or donations to the Club shall be used to the benefit of any Member or individual. MISSION STATEMENT The Dog Obedience Training Club of Rochester, New York (DOTCORNY) encourages and promotes responsible dog ownership through education and sportsmanlike competitions. 8/27/2009 Page 6 of 50

8 CODE OF CONDUCT Each member must: conduct him or herself in a manner that reflects commitment and an obligation to high standards. maintain the integrity of DOTCORNY and fellow members. encourage and support public awareness of responsible pet ownership and the advantages of training companion dogs. consider paramount the welfare and safety of each dog while training or in competition. treat all fellow members; teachers, judges, stewards, and guests with respect. display honesty and good sportsmanship in all dealings with each other; each other s dogs and our own dogs. All conduct must reflect our concern for our club; our dogs, each other, and the community. Behavior unbecoming a member shall be dealt with in accordance to Sections 6.3 and /27/2009 Page 7 of 50

9 CHAPTER 3 - BY- LAWS 1.0 MEMBERSHIP 1.1 Eligibility There shall be three (3) types of Membership open to all persons eighteen years of age or older who are in good standing with the American Kennel Club and having common interest in fulfilling the objectives of the Club s Constitution. There shall be no limitation of Members or Membership, numerical or otherwise. 1.2 Active Member Privileges and Rights Has the privilege of participating in dog training classes at the reduced rates as designated in the Standing Rules. Has the privilege of making motions and voting at Regular, Annual, or Special meetings. Has the privilege of being nominated and serving if elected, as an Elected Officer or Elected Coordinator of the Club. Has the privilege of serving as a Committee Chair. Has the privilege of receiving from the Club, one plaque and bars paid for by the Club for titles as designated in the Standing Rules. Has the right to attend Regular, Annual, and Special meetings. Has the right to serve as a Committee Member. Has the right to receive the monthly newsletter, The Score Sheet. Has the right to receive annually an updated Members Directory. Has the right to sponsor and to participate in mini-matches. Has the right to receive mailings regarding Club sponsored events. Has the right to participate in all Club sponsored events, except in the case of disruptive behavior Requirements: Active Members In order to maintain Active Status an Active Member must complete a minimum of four (4) units the previous year, from the categories listed below. Inactive Members or New Members In order to obtain Active Status an Inactive or New Member must complete, during the current year, four (4) units to become an Active Member and an additional 2 more units to maintain Active Status for the following year, from the categories listed below. 8/27/2009 Page 8 of 50

10 The categories have weighted values and can be mixed and matched to add up to four units. Category Four = 4 units Elected Officer. Elected Coordinator. Board of Directors Member. Trial Chair. Trial Secretary. Class Registrar. Category Three = 3 units Committee Chair. Trial Co-Chair. Trial Chief Steward. Seminar Organizer and Chair. Show-N-Go Judge (full event). Training Class Instructor (Eight week) Club task requiring a minimum of eight (8) hours. Category Two = 2 units Committee Member. Trial Ring Steward or Trial Worker (half event). Show-N-Go Judge (half event). Show-N-Go Worker (full event). Training Class Instructor (Four week) Training Class Assistant (Eight week) Club task requiring a minimum of four (4) hours. Category One 1 unit Show-N-Go Worker (half event). CGC Test Assistant. Club Meeting Refreshment Provider (one Member per Meeting). Training Class Assistant (Four week). Training Building- Clean for four (4) hours. Training Building - Work at a building work party. Attend four (4) Club Meetings. Trial Raffle Basket. Club task requiring a minimum of two (2) hours. 8/27/2009 Page 9 of 50

11 1.3 Inactive or New Member Became a Member the current year or a Member who has not fulfilled By-Law Requirements during the previous year, will be considered an Inactive Member. An Inactive Member may, at any time, become an Active Member by fulfilling By-Law Requirements Rights Inactive Members have the following rights: Has the right to attend Regular, Annual, and Special meetings. Has the right to serve as a Committee Member. Has the right to receive the monthly newsletter, The Score Sheet. Has the right to receive annually an updated Members Directory. Has the right to sponsor and to participate in mini-matches. Has the right to receive mailings regarding Club sponsored events. Has the right to participate in all Club sponsored events, except in the case of disruptive behavior. 1.4 Life Member A Member may be nominated and voted to become a Life Member, only at the Annual Meeting, for fulfilling the following requirements: Was an Active Member of the Club for 20 or more consecutive years, per the Membership list. Nominated for recognition of dedicated and outstanding services to the Club. The dedicated and outstanding services of the nominee are to be stated at the time of the nomination Privileges and Rights A Life Member will not be required to pay dues. A Life Member is granted all the privileges and rights of an Active Member. Note: Life Members will receive a notice in November and if no response to this notice a second notice in January, verifying his/her personal information, as published in the Member s Directory, and if they wish to continue Life Membership. Failure to respond to either notice will result in termination of Life Membership. 1.5 Election to Membership There are two methods available for applicants to apply for Club Membership. Method one requires the applicant to attend Club meetings and method two requires the applicant to work Club activities. Applicant can choose either method but can not combine the methods. 8/27/2009 Page 10 of 50

12 Approval for Membership requires an affirmative vote of three-fourths or more of the Active Members present at a Club Meeting and will be by a show of hands. After the Applicant has been approved for Membership, the current dues must be paid to the Vice-President. Upon payment of the dues, the Applicant becomes an Inactive Member. Dues for Applicants voted into Membership at the January to June Meetings are thirty dollars ($30.00) for the first person and twenty dollars ($20.00) for the second person in the same household. Sales tax included. Dues for Applicants voted into Membership at the July to December Meetings are twenty dollars ($20.00) for the first person and fifteen dollars ($15.00) for the second person in the same household. Sales tax included Method One Attending Club Meetings Applicants for Membership must submit, in person, at a Club Meeting, a completed application with a ten dollar ($10.00) non-refundable initiation fee, to the Vice- President or his/her representative. The application will not be accepted without the initiation fee The Applicant s name is given to the Recording Secretary, by the Vice-President, to be published in the Score Sheet for possible Membership input. The Applicant must attend two (2) additional Club Meetings. These are referred to as the First and Second Readings The First Reading - The Applicant stands to be recognized by the Membership and the application is read to the Members present. The Applicant s intent to become a member is again published in the Score Sheet The Second Reading - Must take place within six (6) months, which includes the month when the application was submitted to the Vice-President. The Applicant stands to be recognized by the Membership and the Applicant s application is read to the Members present. After the application is read, the Vice-President reads any Membership input regarding the Applicant. The Applicant may present counter points. At the appropriate point in the Order of Business, the Applicant is excused from the room. The application for Membership is then submitted to the Club for discussion, if necessary, and put to a vote Method Two Working Club Activities Applicants for Membership must submit a completed application with a ten dollar ($10.00) non-refundable initiation fee, to the Vice-President or his /her representative. The application will not be accepted without the initiation fee. 8/27/2009 Page 11 of 50

13 The Applicant s name is given to the Recording Secretary, by the Vice-President, to be published in the Score Sheet for possible Membership input The Applicant has ten (10) months, which includes the month when the application was submitted to the Vice-President to complete the required Club activities The Applicant is required to complete a minimum of six (6) units from the categories listed under By-Law Requirements. Only two (2) of the units may be from Category One. Upon completion of each unit the applicant must submit in writing to the Vice-President a report of the Club activity. The report must include the following: Date of the activity. Description of the activity. Two (2) Active Club Members signatures verifying that the applicant completed the activity. Upon completion of the required activities the Vice-President will at the appropriate point in the Order of Business, submit to the Club for discussion, if necessary, the application and any Membership input regarding the Applicant and put to a vote. 1.6 Dues Active Member s and Inactive Member s Annual dues plus sales tax are thirty dollars ($30.00) for the first person and twenty dollars ($20.00) for the second person in the same household Notices of dues due for the following year will be sent in November The Annual dues are due by January 1st with a grace period thru the end of January 31st An Active Member may not vote at the Annual Meeting if his/her dues, for the current year, are not paid in full by the start of the Annual (January) Meeting Membership is terminated for Members whose dues have not been paid by the end of the grace period. 1.7 Termination of Membership Resignation Any Member in good standing may resign from the Club upon written notice to the Vice- President. The notice is then sent to the Recording Secretary to be published in the Score 8/27/2009 Page 12 of 50

14 Sheet. No Member may resign in debt to the Club. Dues obligations are considered a debt to the Club Lapse of Membership An Active/Inactive Membership will be considered as lapsed and automatically terminated if such Member s dues remain unpaid by the end of January 31st. A Life Membership will be considered lapsed and automatically terminated if the Life Member s renewal application has not been received by the end of January 31st Expulsion A Membership may be terminated by expulsion as provided in By-Law 6.4 Expulsion. 2.0 MEETINGS AND VOTING 2.1 Regular Club Meetings Regular Club Meetings of the Club shall be held within twenty-five miles of the City of Rochester, New York, on the second Thursday of each month, at such hour and place as may be designated by the Club or the officers. Written notice of each such meeting shall be mailed by the Recording Secretary at least ten days prior to the date of the meeting. The quorum for such meetings shall be 20% of the Active Members. Such meetings will be open to non-members. If a meeting must be cancelled due to weather or other events beyond our control, the regular meeting will be held on a new date chosen by the majority of the officers. 2.2 Special Club Meetings Special Club Meetings may be called by the President, or by majority vote of the Active Members who are present at any Regular or Special Club Meeting, or shall be called by the Recording Secretary upon receipt of a petition signed by a minimum of ten Active Members of the Club. Such Special Meetings shall be held within twenty-five miles of the City of Rochester, New York, at such place, date, and hour as may be designated by the person or persons authorized herein to call such meetings. Written notices of such a meeting shall be mailed by the Recording Secretary at least 10 days and not more than 15 days prior to the date of the meeting and said notice shall state the purpose of the meeting. 2.3 Annual Meeting (see 4.2.) 2.4 Voting Each Active Member 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 8/27/2009 Page 13 of 50

15 permitted at any Club meeting or election. Absentee ballots will be permitted only at the Annual Meeting. 3.0 ELECTED POSITIONS 3.1 Board of Directors The general management of the Club s affairs shall be entrusted to the Board of Directors. The Board may act on all matters affecting the Club which do not require prior Membership approval as dictated by the Club Constitution and Bylaws or Standing Rules. The Board shall be comprised of the Club s eight (8) elected officers (President, Vice-President, Treasurer, Recording Secretary, Corresponding Secretary, Training Program Administrator, Obedience Training Director, and Agility Training Director), the immediate Past President, plus three (3) Members who shall be elected to the Board by the Membership Members Eligibility Eligibility to hold a Board of Director position in this Club shall be limited to Active Members who have been Members of the Club for at least one (1) full year immediately prior to the election Term Length Members shall serve for a term of one (1) year Meetings The Board shall meet in January following the election and every three (3) months thereafter and whenever deemed necessary. A quorum of the Board shall consist of a majority of its members A Club Member must send any addenda for the Board of Directors to consider to the Recording Secretary in writing at least one week prior to a regularly scheduled Board meeting. The member will be notified that the request was received. 3.2 Elected Officers (8) Eligibility Eligibility to hold office in this Club shall be limited to Active Members who have been Members of the Club for at least one (1) full year immediately prior to the election. 8/27/2009 Page 14 of 50

16 3.2.2 The Elected Officers Elected Officers of the Club shall consist of a President, Vice-President, Treasurer, Recording Secretary, Corresponding Secretary, Training Program Administrator, Obedience Training Director, and Agility Training Director, each of whom shall: Serve for a period of one (1) year. Attend a minimum of six (6) Regular Club Meetings per year. Receive, at the beginning of his/her term, twelve (12) non-transferable vouchers each good for either an eight (8) week class or eight (8) independent sessions. Failure to complete a full term will require returning vouchers, to the President, at the prorated basis of, every one (1) month not in term, equaling one (1) voucher President It shall be the duty of the President to: Preside at Regular or Special Club Meetings. Be an ex-officio voting Member of all committees and shall attend at his/her discretion. Distribute the vouchers for the newly Elected Officers and Elected Coordinators. Have the power to sign checks in the absence of the Treasurer. Appoint a Nominating Committee Chair by September 1st. Temporarily assume the duties of any Elected position, other than the OTD or ATD, in the event of an emergency. Sign a Membership approved lease. Write and sign any Letter of Intent or other indication of the Club s interest in a building or facility. Such a letter is only to be written if unanimous agreement of all Elected Officers is obtained in advance. The letter must clearly state the final signing of any lease agreement is contingent upon Membership approval. Be able to seek legal counsel on Club matters and be authorized to spend up to a total of five hundred dollars ($500) per calendar year. A full accounting is to be made to the Membership. Be bonded. Perform other such duties as ordinarily pertain to that office Vice-President It shall be the duty of the Vice-President to: In the absence of the President, preside at Regular or Special Club Meetings and shall, at the direction of the President, attend committee meetings as an ex-officio voting Member. Be responsible for new Member applications as defined by By-Law 1.5 Election to Membership. Be responsible for new Membership orientation of the library and training facility and any other items deemed necessary. 8/27/2009 Page 15 of 50

17 Distribute to new Members a copy of the Members Handbook, Members Directory and directions on to how to sign up for DOTCORNY s Yahoo list. Be responsible to maintain an active Member s list and to send periodically throughout the year copies of the updated list to the Obedience Training Director, Agility Training Director and Class Registrars. Be responsible for maintaining the Member s Directory and distributing annually by March 1st an updated copy to all Members. Send a notice by November 15th to current Life Members to verify the Member s Directory information and ask if they wish to continue his/her Life Membership status. If no reply is received by January 1st, a second notice is to be sent by January 15th. If no reply is received by the end of January 31st, Life Membership status will be terminated. By November 15th, send a notice of dues due for the following year, to each Member, excluding Life Members. Send a second dues notice by January 15th, to any Member who has not paid his/her dues. If no dues are received by the end of January 31st, Membership status is terminated. Be bonded. Perform other such duties as ordinarily pertain to that office Treasurer It shall be the duty of the Treasurer to: Have custody of all Club funds. Present an accounting of Club funds at each Regular Club Meeting. Present an account and report at the July Meeting for the preceding six months. Present an account and report at the Annual Meeting for the preceding year. Present, in February, a proposed Annual Budget for the present year for the Members discussion. Voting on proposed Annual Budget to take place at the next Regular Club Meeting. Cull receipts at his/her discretion per IRS Statute of Limitations. Be authorized to move assets from checking to savings to certificate of deposit accounts as necessary for both the smooth operation of the Club and the earning of interest. Pay all Club expenses such as, but not limited to, insurance bills, taxes, including federal, state franchise tax, and state sales taxes, phone bills, lease rentals, training building utilities. Bring to the Membership for vote any major rate changes. Minor changes do not require Members vote. Have the power to sign a Membership approved lease in the absence of the President. Be able to seek accounting services on Club matters and be authorized to spend up to a total of five hundred dollars ($500) per calendar year. A full accounting is to be made to the Membership. Receive bounced check(s) information from the Club s banking institution and to contact those parties involved to request a timely payment, including a bounced check 8/27/2009 Page 16 of 50

18 fee. S (he) will contact the Database Manager with the pertinent information so an electronic record may be kept on bounced checks. Make arrangements for transfer of utility billing to the Club, if a lease signed for the Club specifies that utilities are to be paid by the Club. Be bonded. Perform other such duties as usually pertain to that office Recording Secretary It shall be the duty of the Recording Secretary to: Record the minutes of all Board of Director, Regular or Special Club Meetings, the attendance of Members at the Meetings, and to send to the Members notices of Meetings and any other special notices needed. Forward a copy of the minutes to the President. Keep an accurate record of the Standing Rules and forward a copy to the President. Publish in the Score Sheet, as part of her/his Annual Report, a list of the previous year s new, deleted, and/or superseded Standing Rules. Receive two (2) copies of the Score Sheet. One (1) copy to be placed in a binder, in chronological order, and be kept in the Club s library. Notify each Member, in writing, of the nominated slate, by November 15th. Send a written ballot, by postal mail, two (2) weeks prior to the Annual Meeting, only if there is more than one (1) candidate per Elected position; otherwise cast one (1) ballot for each Elected position. Perform other such duties as usually pertain to that office Corresponding Secretary It shall be the duty of the Corresponding Secretary to: Arrange to receive and answer all correspondence. Be responsible for maintaining the DOTCORNY Yahoo list. Forward to the DOTCORNY Yahoo list correspondence information that is of a time sensitive nature such as, but not limited to, seminar/match notices or trial premiums. Forward trial information to the appropriate trial chair. Be responsible to update the class schedules and special Club events on the Club s website. Perform other such duties as usually pertain to that office Training Program Administrator (TPA) It shall be the duty of the Training Program Administrator to: Review class schedules for potential scheduling conflicts. Be responsible for compiling training forms and any duplicating needed by the Obedience and Agility Training Programs. 8/27/2009 Page 17 of 50

19 Be the point of contact for non-club requests for renting the training building and shall present any requests at the next Regular Club Meeting for a vote. If the request is of a time sensitive nature s (he) will confer with the other Elected Officers for a majority vote. Be responsible for coordinating the building usage and for posting an up to date three (3) month event calendar. Be the Chair of the Joint Training Committee (JTC). Be a neutral mediator for the JTC and as such can not be a Member of either the Obedience Training Committee (OTC) or the Agility Training Committee (ATC) but may attend the committee meetings. Perform other such duties as usually pertain to that office Obedience Training Director (OTD) It shall be the duty of the Obedience Training Director (OTD) to: Chair the Obedience Training Committee (OTC). Appoint Members to serve on the OTC within one (1) month of taking office and as necessary. Said Members names shall be published in the next edition of the Score Sheet. Be a Member of the Joint Training Committee (JTC). Have full and complete charge of the Obedience training program and be responsible for choosing and training instructors and assistants, the methods of obedience training, and the preparation of handlers for dog obedience trials. Present to the Membership for approval all Obedience training program fees and expenses above and beyond normal operating costs as defined in the Membership approved Annual Budget. Authorize at his/her discretion, refunds for obedience training classes, to be paid by the Treasurer without Membership vote. Encourage class enrollments, for promotional and marketing purposes, by providing, at his/her discretion, five dollar ($5) discount coupons, to non-members. Submit to the Treasurer, for reimbursement at the IRS rate, an accounting of the mileage with dates, for a round trip from home to training site. The dollar limit shall be as specified by the Membership approved Annual Budget. Have the authority to first give a warning to any person, Member or non-member, whose behavior or dog s behavior, the OTD deems inappropriate. If corrective action is not taken or cannot be taken, as in the case of an overly aggressive dog or disruptive person, the OTD has the authority to deny participation in the Obedience training program and/or deny access to the Training facility to that person and/or dog. The OTD will notify the ATD and the Database Manager about the incident and action taken. If the handler feels the charge should be reconsidered, s (he) shall submit, in writing, to any Member of the JTC a request for mediation. Only if the matter is not resolved satisfactorily is the matter submitted to the Membership for a Membership vote. 8/27/2009 Page 18 of 50

20 Appoint, for a specific period of time, one (1) OTC Member to represent the OTD when the OTD is absent. The appointed OTC Member, under the advice and direction given by the OTD, assumes all responsibilities of the OTD Perform other such duties as usually pertain to that office Agility Training Director (ATD) It shall be the duty of the Agility Training Director (ATD) to: Chair the Agility Training Committee (ATC). Appoint Members to serve on the ATC within one (1) month of taking office and as necessary. Said Members names shall be published in the next edition of the Score Sheet. Be a Member of the Joint Training Committee (JTC). Have full and complete charge of the Agility training program, and be responsible for the choosing and training of instructors and assistants, the method of agility training and the preparation of handlers and dogs for agility trials. Present to the Membership for approval all Agility training program fees and expenses above and beyond normal operating costs as defined in the Membership approved Annual Budget. Authorize at his/her discretion, refunds for agility training classes, to be paid by the Treasurer without Membership vote. Encourage class enrollments, for promotional and marketing purposes, by providing, at his/her discretion, five dollar ($5) discount coupons, to non-members. Submit to the Treasurer, for reimbursement at the IRS rate, an accounting of the mileage with dates, for a round trip from home to training site. The dollar limit shall be as specified by the Membership approved Annual Budget. Have the authority to evaluate dogs and limit use of the Agility equipment to those demonstrating a level of control appropriate for Agility. Have the authority to first give a warning to any person, Member or non-member, whose behavior or dog s behavior, the ATD deems inappropriate. If corrective action is not taken or cannot be taken, as in the case of an overly aggressive dog or disruptive person, the ATD has the authority to deny participation in the Agility Training Program and/or deny access to the Training facility to that person and/or dog. The ATD will notify the OTD and the Database Manager about the incident and action taken. If the handler feels the charge should be reconsidered, s (he) shall submit, in writing, to any Member of the JTC a request for mediation. Only if the matter is not resolved satisfactorily is the matter submitted to the Membership for a Membership vote. Appoint, for a specific period of time, one (1) ATC Member to represent the ATD when the ATD is absent. The appointed ATC Member, under the advice and direction given by the ATD, assumes all responsibilities of the ATD. Perform other such duties as usually pertain to that office. 8/27/2009 Page 19 of 50

21 3.3 Elected Coordinators (6) Eligibility Eligibility to hold an Elected Coordinator position in this Club shall be limited to Active Members who have been Members of the Club for at least one (1) full year immediately prior to the election The Elected Coordinators The Elected Coordinators of the Club shall consist of a Building Manager, Database Manager, Marketing/Public Relations/Education Coordinator, Club Phone Coordinator, Score Sheet Editor and Hospitality Coordinator, each of whom shall: Serve for a period of one (1) year. Receive, at the beginning of his/her term, four (4) non-transferable vouchers each good for either an eight (8) week class or eight (8) independent sessions. Failure to complete a full term will require returning vouchers, to the President, at the prorated basis of, every three (3) months not in term, equaling one (1) voucher Building Manager It shall be the duty of the Building Manager to: Purchase the building cleaning supplies, cleaning equipment and schedule all building cleaning sessions. Make small building repairs not covered by the leaseholder. Interface with any leaseholder on non-financial landlord-related issues as necessary. Under the direction of the Joint Training Committee, be in charge of the placement of the training equipment and coordinate any building work parties as needed. Give one (1) non-transferable voucher, good for either an eight (8) week obedience class or a four (4) week agility class [two (2) vouchers may be combined to cover an eight (8) week agility class] or eight (8) independent training sessions for every four (4) hours of building cleaning a Club Member completes. Maintain and annually renew the Club s emergency phone Database Manager It shall be the duty of the Database Manager to Keep current and maintain all training class records for a minimum of seven years, as required for IRS and NYS audits. These records shall include names and addresses of all the handlers in training classes, vaccination records of enrolled dogs and Club Member s dogs, and any other records deemed necessary or helpful to the operation of the Training Program. Present at the end of the year an Annual Report giving a full summary of classes taught, number of enrolled dogs in each class, number of newly enrolled dogs, and a comparison to the previous year s numbers. 8/27/2009 Page 20 of 50

22 Send periodically through out the year copies of the updated database to each Class Registrar, Club Phone Coordinator, OTD and ATD. Be the Chair of the Class Registrars. Give one (1) non-transferable voucher, good for either an eight (8) week class (obedience or agility) or eight (8) independent training sessions for each eight (8) week class session a Class Registrar completes. The Class Registrars shall be responsible to: Receive class registrations and enter class registration information onto an electronic database. Notify both the appropriate Training Director and the Club Phone Coordinator when a class fills. Once a class fills s (he) will notify, by telephone, any subsequent registrants that the class is filled and return the registration and class payment to said registrant. Prior to the start of a new session of classes, post a list of class attendees at the training building and send to both the appropriate Training Director and Club Phone Coordinator the number of attendees for each class. By first night of a new class session give a list of class attendees to the appropriate Training Director and to each class instructor. Update the class list to include any walk in registrations and resubmit new updated class lists to the appropriate Training Director and class instructors. Re-post at the training building updated class lists and turn in all Vet records to be filed at the training building. After classes have started, send a finalized class list and class funds to the Treasurer. Send a finalized copy of the updated electronic class list to the Database Manager. Be bonded Marketing/Public Relations/Education Coordinator It shall be the duty of the Marketing/Public Relations/Education Coordinator to: Initiate and develop programs to educate the public and encourage public participation in, but not limited to, Club, training classes, trials and special events. Organize at a minimum one (1) public educational event and one (1) educational program for a Regular Club Meeting, per year Club Phone Coordinator It shall be the duty of the Club Phone Coordinator to: Be in charge of the Club telephone and the mailing of requested registration forms and class schedules. Under the direction of the OTD and ATD, make limited decisions concerning registration of dogs and handlers for Obedience and Agility training classes. 8/27/2009 Page 21 of 50

23 Score Sheet Editor It shall be the duty of the Score Sheet Editor to: Arrange for publication the Officers, Coordinators and committee reports as recorded by the Recording Secretary, and any other information, into the Club s monthly Score Sheet. Mail to each Member a copy of the Score Sheet. Mailing will be by electronic means unless a Member requests a copy by postal mail Hospitality Coordinator It shall be the duty of the Hospitality Coordinator to: Purchase and organize the Club s training building hospitality items. Be in charge of setting up hospitality items for Club sponsored Show-N-Go s, matches or special events. Coordinate volunteers for hospitality for the Regular Club Meetings. Note: Hospitality for Club sponsored trials will be handled by someone assigned by the Trial Chair and will not be the responsibility of the Hospitality Coordinator. 3.4 Not Fulfilling Responsibilities Any Member that perceives that an Elected Officer or Elected Coordinator is not fulfilling his/her responsibilities, as defined by the By-Laws 3.0 Elected Positions, shall submit in writing his/her concerns to a Board Member. The charged individual shall have his/her performance reviewed by the Board of Directors. A meeting shall be held with the Board of Directors and the Elected Member under review to determine the cause of not fulfilling his/her responsibilities. If it is determined appropriate to issue a written warning, one of the following shall occur at the option of the Member under review: 1) Information gained in this meeting shall be used fairly to develop a plan to improve the situation. 2) The Member may choose to resign her/his position. An election shall take place as outlined in By-Law 3.5 Vacancies. 3) If the charged Member fails to comply with either option, a registered letter shall be sent stating a vote of no confidence and termination of her/his term. The Board of Directors shall assign a temporary replacement and an election shall take place as outlined in By-Law 3.5 Vacancies. 3.5 Vacancies Should a vacancy occur in any elected position, such vacancy shall be filled by a majority vote of the Club, after nominations from the floor, at the next Regular Club Meeting. Notice of such election shall be sent to all Members one week prior to the holding of such Meeting and election, except that a vacancy in the office of the President shall be filled automatically by the Vice-President. The tenure of office of the person elected to fill such a vacancy shall be for the unexpired term only. 8/27/2009 Page 22 of 50

24 4.0 CLUB FISCAL YEAR, ANNUAL MEETING, ELECTIONS & NOMINATIONS 4.1 Club Fiscal Year The Club s Fiscal Year shall begin on the first day of January and end on the thirtyfirst day of December. The Club s official year shall begin at the conclusion of the Annual Meeting and continue through the conclusion of the next Annual Meeting. 4.2 Annual Meeting The Annual Meeting shall be held on the second Thursday of January of each year, at which Officers, Coordinators and Board Members for the ensuing year shall be elected by secret, written ballot from among those nominated. They shall take the elected position immediately upon the conclusion of the Annual Meeting, and each retiring Officer, Coordinator and Board Member shall turn over to his/her successor, all properties and records relating to that position, within thirty days after the election. 4.3 Elections The nominated candidate for each Officer and Coordinator and Board Member receiving the greatest number of votes for that position shall be declared elected. 4.4 Nominations The appointed Nominating Committee Chair shall select a Nominating Committee consisting of at least three (3) Members but no more than five (5) Members, and not more than one (1) of whom shall be an Board Member The Committee shall nominate candidate(s) for each Officer, Coordinator and Board Member and after securing the consent of each Member so nominated, shall immediately report, in writing, the Nominating Committee s nominations to the Recording Secretary by November 1st No Member may be nominated for more than one (1) Elected position Additional nominations may be made only at the December Meeting. Proposed candidates must accept or decline the nomination, either in person, or a written statement which is to be read at the Meeting and submitted to the Recording Secretary Ballots will be mailed to all Members, at least two (2) weeks prior to the Annual Meeting, only if there is more than one candidate per elected position. If not, the Recording Secretary will cast one ballot for the slate. 8/27/2009 Page 23 of 50

25 5.0 COMMITTEES 5.1 Committees The President at the beginning of each year, or when necessary, at a Regular or Special Club Meeting, shall appoint any Committee Chair necessary, except for the Obedience Training Committee, Agility Training Committee and Joint Training Committee Each Committee shall consist of an appointed Chair and not less than two (2) Members, exclusive of the President, who shall be an ex-officio voting Member of all Committees. The maximum number of Committee Members shall be determined by the Committee Chair Each Committee shall transact only such business as is delegated to it and shall not take final action until approved by the Members at a Regular or Special Club Meeting except when special authority has been given for a Committee to act by a prior majority Membership vote. 5.2 Permanent Committees OTC, ATC and JTC Permanent Committees shall transact only such business as is delegated to them Obedience Training Committee (OTC) & Agility Training Committee (ATC) The OTD and the ATD shall appoint Members to serve on their respective Obedience and Agility Training Committees within one month of taking office and as necessary. Said Members names shall be published in the next edition of the Score Sheet. The committee Members shall assist the appropriate Training Director with duties such as, but not limited to, planning class schedules, arranging for instructors, evaluating equipment and developing new classes Joint Training Committee (JTC) The JTC consists of the TPA, OTD, and the ATD. Any Member of the JTC may request a meeting. The JTC is responsible to handle all issues that effect both training programs, the writing and maintaining of the training programs Standard Operating Procedure (SOP) manual and making decisions on the layout of equipment in the training building. The JTC is responsible for the administration, payment method and regulations for renting the training building for independent training sessions. 8/27/2009 Page 24 of 50

26 6.0 DISCIPLINE 6.1 American Kennel Club Discipline 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. 6.2 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 Recording Secretary together with a deposit of twentyfive dollars ($25.00), which shall be forfeited if such charges are not sustained by the Club following a hearing. The Recording Secretary shall promptly send a copy of the charges to each Member of the Club or present them at a Club Meeting and the Club 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 Club considers that the charges are not conduct which would be prejudicial to the best interests of the Club, it may refuse to entertain jurisdiction. If the Club entertains jurisdiction of the charges, it shall fix a date of a hearing by the Club not less than three (3) weeks nor more than six (6) weeks thereafter. The Recording Secretary shall promptly send one copy of the charge 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. 6.3 Club Hearing The Club shall have complete authority to decide whether the 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 Club may, by a written majority vote of those present, suspend the defendant from all privileges of the Club for not more than six (6) months from the date of the hearing. If the Member is an Elected Officer or Elected Coordinator, s (he) may be removed from the elected position. If the Club deems that punishment insufficient, it may also recommend that the penalty be expulsion. Immediately after the Club has reached a decision, its findings shall be put in written form and filed with the Recording Secretary. The Recording Secretary, in turn shall notify each of the parties of the Club s decision and penalty, if any. 6.4 Expulsion Expulsion of a Member from the Club may be accomplished only at a Special Meeting of the Club following a hearing and upon the Club s recommendation as provided in paragraph 6.2. Such proceedings may occur within sixty (60) but not earlier than thirty (30) days after the date of the Club s recommendation of expulsion. 8/27/2009 Page 25 of 50