BYLAWS


As revised on 1/20/2012

The name of this group is WVDogs, hereafter referenced as the Club.

Mission Statement

 WVDogs is a social organization that helps dog owners get involved in community events and club activities with their dogs.  The Club works to educate dog owners in responsible pet ownership.

Goals

 Develop opportunities and location for education, practice, and socialization for dogs and their owners and friends

 

Obtain finances for the purchase and maintenance of equipment, education programs, and general operation of the Club

 

Give through volunteerism, funding, and services to the community (ie. Therapy Dog visits, support of the Humane Society, etc…)

 

Strive to increase awareness within the community of the needs of canine owners and to offer education and assistance to develop an understanding of the benefits such improvements would bring to the area

 

Disavowal of Responsibility

 

The Club shall not, at any time and under any circumstances, be held liable for injury, damage, or loss experienced by anyone attending Club functions.  The Club shall also not be responsible for injury occurring to any animals attending Club functions.   A waiver of liability must be signed by anyone participating in classes, training opportunities or community events.  If the participant is a minor, the waiver must be signed by the parent or legal guardian of the participant.

 

 Bylaws

 

Section I.  Non-Profit Status

 

The Club shall seek to obtain 501C3 status from the Internal Revenue Service.  Once this status has been granted, the Club shall be operated under 501C3 tax exempt status.  The Club shall operate at all times as a not-for-profit organization.

 

Section II.  Ethics

 

I.  Payment to members

 

Salaries, fees, commissions, or dividends shall not be paid to any Club member, with the exception of honorariums that may be offered at the discretion of the board.

 

II. Conduct

 

All members, including Board of Directors and officers, shall be expected to maintain a certain conduct while members of the Club.  Any form of conduct that inhibits the business of the Club is strictly prohibited.  Use of profanity, violence, or threats shall absolutely not be tolerated at any meeting, Club sponsored event, or any other place where official business of the Club is being conducted.  Personal attacks, including slanderous remarks, shall also not be tolerated.  These Conduct rules also apply to electronic meeting and correspondence including, but not limited to, bulletin boards, chat rooms, and mailing lists.  Any violation of these Conduct rules will be addressed by the Board of Directors.

 

III. Discrimination

 

No member shall be discriminated against on the basis of their gender, race, nationality, current residence, disability, marital status, caring  or parental responsibilities, age, or beliefs on matters such as religion and politics.  Members shall also not be discriminated against for their private interests, as long as they do not interfere with the business of the Club.

 

IV. Sportsmanship

 

The Club will promote cooperation and good sportsmanship among its members in the training and exhibition of dogs.

 

Section III.  General Club Information

 

I. Use of Money

 

Monies accumulated shall be applied to further the purchase of equipment and supplies, the hiring of outside instructors, and the purchase of land and/or buildings to be used for the purpose of training and educational activities of dogs.  Pre-approval by the board for expenditures of $50.00 or more is required.

 

II. Training

 

We will strive to provide practice and training opportunities for members at various skill levels of obedience, agility, and therapy.

 

III. Club Volunteerism

 

We will encourage members, on a strictly volunteer basis, to hold offices, to join and work at Club activities, and to assist community members with training their dogs.

 

IV. Community Participation

 

We will strive to provide training to other community organizations, such as 4-H, Girl Scouts, and Boy Scouts, or others, that desire to have such training services provided to them on an organizational basis.

 

 Section IV.  Membership

 

I.  Membership

 

Membership is by invitation of an active member.  Each member agrees to be bound by the Bylaws of the Club.  Members are expected to assist with any Club activities and/or special events.

 

II. Types of Members

 

            (1) Charter members are founding members of the Club.  They are active members as long as their dues are current.

            (2) Active members are members who have spent at least six months actively participating in Club activities as associate members, and whose dues are current.

            (3) Associate members are members who have joined by invitation of an active member and have paid dues.  They must be associate members for at least six months, during which time they must actively participate in Club activities.

            (4) Junior members are members who have joined by invitation of an active member and have paid dues.  They are members under the age of 18 and have joined with the written consent of a parent or legal guardian.

 

III. Termination of Membership

 

Membership shall be terminated by

(1)  resignation, or

(2)  three consecutive unexcused absences, or

(3)  non-payment of dues,

(4)  or by violation of Club ethics (as determined by majority vote of quorum of active members present at meeting).

 

IV. Attendance

 

Attendance is required at all regularly-scheduled meetings.  Absence is excused by notifying an officer previous to the meeting.

           

To maintain active membership status the following conditions must be met:

            (1) attendance of at least 2/3 of all regularly-scheduled meeting during each calendar year.

            (2) participation in at least 2/3 of all scheduled outside activities during each calendar year.

 

V.  Club Dues

 

Dues shall be payable at time of application for membership, and thereafter annually on a date determined by the Board of Directors.  The rate is to be set by the Board of Directors.

 

Section  V.  Voting and Elections

 

I.  Voting

 

Any active member whose dues are paid for the current year is entitled to vote at any Club meeting at which he is present.  Proxy voting is not permitted.

 

II. Quorum

 

A quorum must be present to hold a vote.  A quorum is two-thirds of the active members.

 

III. Elections

 

Elections shall be held at the annual meeting in November (day to be determined).  Election nominations shall be submitted no later than 30 days before the annual meeting.  Members shall be notified of the ballot via e-mail or post mail two weeks prior to the annual meeting.  Candidates may also be nominated from the floor.  The nominated candidate receiving the greatest number of votes is elected.

 

 

IV. Terms

 

Terms for the Board of Directors and officers will be for one year.  Board of Directors and officers shall take their positions immediately after the elections.  All Board members shall relay any open contacts/business the new Board via e-mail, letter, or in person within two weeks after election.  Outgoing officers shall inform incoming officers of Club affairs and change over any account names no later than two weeks after the elections.

 

V. Terminations

 

The Board of Directors and officers fall under the same termination policy as general members.  Board of Directors and officers may be removed from their position by a 2/3 majority of a quorum of active members present.  Notice of termination vote shall be sent to the member at least 7 days prior to the meeting.

 

VI. Vacancies

 

Vacancies occurring for any Board of Director or officer position, with the exception of president, shall be filled through election by nominations from the floor at the first meeting after said vacancy occurs.  Members shall be notified via e-mail prior to any meeting that will have one or more positions open.  Should the office of President become open, it shall be filled by the person in the Vice President position, thus leaving the position of Vice President open for an election to occur at the next meeting.  Term of positions to fill vacancies will run until the next annual election.

 

 

Section VI. Order of Business

 

I.  Order of business will be:

 

Roll Call

Minutes of Last Meeting

Board Meeting Report, if any

President’s Report

Treasurer’s Report

Committee Reports

Unfinished Business

New Business

Adjournment

 

II. Rules

 

Robert’s Rules of Order shall be supported at all Club meetings.

 

Section VII.  Committees

 

I.  Purpose of Committees

 

The President and/or Board of Directors may appoint standing committees to advance the work of the Club in such matters as membership, education, etc...  Special committees may also be established for special projects.

 

II. Duration

 

All appointments shall correspond to the Club year unless terminated by the President.

 

III. Current Standing Committees

 

Activities

Therapy Dogs

Education and Classes

Equipment

 

IV. Annual Audit Committee

 

Annual audit must be completed before installation of new officers.  Audit committee will consist of at least three active members, none of whom hold the office of Treasurer.

 

Section VIII.   Meetings

 

I.  General Meetings

 

General meetings shall be held each month, as consistently as possible.  Preference shall be for the meetings to coincide with other Club activities.  Location ideas shall be fostered when deciding on future meetings.  General meeting dates and locations shall be set at least during the prior meeting with preference for the next three meeting dates to be set quarterly.

 

II. Board of Directors Meeting

 

The Board of Directors meeting shall be held every other month, if meeting in person, or monthly, if being held via electronic means.  These meetings shall be held as consistently as possible with preference that the meetings are set on a standard day either monthly or bi-monthly.  Board meeting notice shall be given via e-mail at least 7 days in advance.  The committee chairmen shall attend the Board of Directors meetings and give committee reports.  Committee reports are to be given at the beginning of any Board meeting and committee chairs are permitted to be dismissed from the remainder of the meeting once their report has been provided and pertinent questions answered.

  

III. Annual Meeting

 

The annual meeting shall be held each year in November (day to be determined).

 

Section IX.   Board of Directors and Officers

 

I. Responsibilities

            (1) Board of Directors:  Shall consist of the officers of the Club and four elected members of the Club.  Board members shall be required to attend all Board and general meetings as detailed in the attendance section.  The Board of Directors shall provide a leadership role for the Club.  They shall monitor the progress of all approved events.  The Board shall be sure that the Club is being represented in an appropriate manner at all events.  Board members shall actively bring new event opportunities to the Board for review.  It shall be the responsibility of the Board of Directors to review all events in which the Club has been requested to participate.  They shall select events by a majority vote of the Board of  Directors.  Events shall be evaluated by benefit to the Club and community, number of members willing to volunteer assistance for the event, and profit/cost benefit to the club.  Board members are encouraged to take an active role in the committee process.

            (2) President:  Shall preside over all meetings and have the duties and powers of the Office of the President.  The President shall have general supervision over affairs of the Club.

            (3) Vice President:  Shall exercise the duties and powers of the President, if the President is incapacitated.

            (4) Secretary – Corresponding Secretary/Recording Secretary:  Shall keep a record of all meetings and correspondences of the Club and post the meeting minutes and relevant correspondence to the Club website and/or web group in a timely manner, shall send meeting notices and keep records of member’s attendance at meetings, and shall  keep records of Club members and their contact information.

            (5) Treasurer:  Shall collect or receive all monies due to the Club and keep accurate records of all receipts and disbursements made by the Club.  The Club monies shall be deposited in a bank in the name of the Club.  The books shall be open to the Club members at any time.  At each meeting, the Treasurer shall give a report of the Club’s financial condition.  All checks drawn from the Club account are to be signed by the Treasurer and the President.  No money shall be withdrawn from the account without a majority vote of the members present at the meeting.

 

            (6) Director of Training:  At the time the Club plans to schedule three or more classes to take place concurrently, a Director of Training shall be elected at the next general meeting.

 

Section X.  Equipment

 

The Club shall keep records of all equipment purchased, donated to the Club, or received through corporate programs.   An Equipment Information Sheet shall be created and kept current on each piece of equipment.  The chairman of the equipment committee shall maintain these records.  These tracking records shall be available for audit at every meeting.  All equipment shall be identified with a unique identification number.  This ID number shall be in the form of WVDogs - ### - ##, where the three digit # is the item number and the two digit # is the number of pieces (ex: a 7 piece set of weave poles would be numbers WVDogs – 001 – 07).

 

Section XI.  Dissolution of Club

 

I. Vote to Dissolve

 

The Club may be dissolved at any time with the written consent of not less than 2/3 of the active membership.

 

II. Disbursement of Assets

 

After payment of all debts and liabilities of the Club, its property and assets shall be converted to cash at fair market value.  All remaining cash shall then be donated to a not-for-profit organization(s) operated exclusively for the promotion of animal welfare.  Such organization shall be determined by a 2/3 majority of the active membership.  If a quorum is not available to vote on this decision, the organization(s) shall be chosen by a majority vote of the Board of Directors.