ARTICLE I MEMBERSHIP
Section 1 MEMBERSHIP YEAR
The membership year shall be from January 1 to December 31.
Section 2 ELIGIBILITY
No person shall be eligible for; or continue to enjoy membership who:
(a) is under suspension or expulsion by the CKC;
(b) is or becomes actively engaged in breeding, buying or selling of dogs which are not purebred.
Section 3 CLASSES OF MEMBERSHIP
There shall be six (6) classes of membership in the Club and they are as follows:
(a) Ordinary Membership
Ordinary Members shall be entitled to one vote per Ordinary Member. Ordinary Membership shall be restricted to persons who are owners and/or fanciers of purebred, registered Golden Retrievers; who agree to abide by the GRCC Constitution, its By-Laws and its Code of Ethics; who have completed one (1) calendar year as a Provisional Member in good standing and who have been granted Ordinary Membership status by the Board of Directors, and who are 16 years of age or over. A joint-adult Ordinary Membership is available to two (2) members, age 16 years and over, who reside at the same address and meet the above criteria for Ordinary Membership. Each joint-adult Ordinary Member shall be entitled to all the privileges of Ordinary Membership.
(b) Provisional Membership
Provisional Members shall have no voting rights nor may they hold office. Provisional Membership shall be granted to persons who are 16 years of age or over at the time of applying for membership, are owners and/or fanciers of purebred, registered Golden Retrievers, and who have made application to join the Golden Retriever Club of Canada. Names of applicants will be published in the next available online newsletter following receipt of their membership application, and if any member of the GRCC has reason to believe that membership should not be granted, such members will have sixty (60) days to submit any objection in writing to the Membership Secretary, who will immediately submit the written objection to the Board of Directors. If no such objection is received within sixty (60) days, applicants will be granted Provisional Membership for a period of one (1) calendar year from the date of receipt of the 7 application for membership. Provisional Members are eligible for Club awards from the date of receipt of application for membership. Provisional Members must be willing to abide by the Constitution and By-Laws, and to honor the Code of Ethics of The Golden Retriever Club of Canada. The Provisional Member, upon completion of one (1) uninterrupted calendar year of membership, shall be reviewed by the Board of Directors for the status of Ordinary Membership. A joint-adult Provisional Membership is available to two persons, age 16 years or older, who reside at the same address and meet the above criteria for Provisional Membership
(c) Honorary Membership
Honorary Members shall have no voting rights nor may they hold office. Honorary Membership may be awarded to those persons who have made outstanding contributions to the Club, and whose names have been presented at a GRCC Annual General Meeting by the Board of Directors for a two-thirds (2/3) majority consent of the members present. Honorary Members shall be free from payment of membership fees.
(d) Life Membership
Life Membership may be awarded to persons who are or have been Ordinary Members and who have made outstanding contributions to the Club. The name of the proposed Life Member will be presented at the GRCC Annual General Meeting by the Board of Directors for a two-thirds (2/3) majority consent of the members present. All Life Members shall be free from payment of fees, subscriptions and assessments. Life members shall enjoy all the privileges of membership in the Club.
(e) Junior Membership
Junior Membership shall be granted to children between 8 and 15 years of age who are owners/and or fanciers of purebred, registered Golden Retrievers. Junior Members shall have no voting rights nor may they hold office. Junior Members must be willing to abide by the Club’s Constitution, ByLaws and to honor its Code of Ethics. If the Junior Membership does not accompany an adult membership (either single or joint-adult), the single membership rate will apply. Junior Members, upon reaching the age of sixteen (16) years, may apply for adult membership in the Club. A Junior Member who has been in good standing for at least one (1) full calendar year, may have the Provisional Membership period waived.
(f) Affiliate Club Membership
Affiliate Club Membership is restricted to Canadian Golden Retriever breed clubs. Affiliate Club Membership shall carry no voting rights.
Section 4 APPLICATION FOR MEMBERSHIP
Application for membership shall be made upon a form as prescribed by the Board of Directors and may be changed from time to time at the Board’s discretion. The application must be signed by the applicant(s). Application forms are to be forwarded to the Membership Secretary, accompanied by the membership dues. The name and address of the Membership Secretary will be published on the GRCC Website (www.grcc.net). In the case of Affiliate Club Membership application, the application must be made on the prescribed form and signed by the President, Vice-President and Secretary of that Club.
Section 5 RESTRICTION ON USE OF CLUB NAME BY MEMBERS
No member, except when authorized to do so by the Board of Directors of the Golden Retriever Club of Canada, shall use the name of the Club in any correspondence, communications or commitment of any kind with any publication, Club, person, firm or body incorporated or unincorporated, except to indicate that they are a member of the Golden Retriever Club of Canada.
Section 6 RESIGNATIONS
Any member or affiliate club, who is not indebted to the Club, may resign their membership by notice in writing to the Membership Secretary. He/she/it shall be deemed to be a member of the Club until such time as his/her/its resignation is accepted by the Board of Directors. When he/she/it shall cease to be a member of the Club, he/she/it will have no right or claim to its property, nor to have any part of his/her/its membership dues for the current year refunded.
Section 7 DISCIPLINE/EXPULSION OF MEMBERS
(a) The Board of Directors shall have the power to suspend, expel, or reprimand any member if, in the opinion of the Board, he/she/it has violated:
(i) The Club Constitution and/or By-laws
(ii) The Code of Ethics as published by the GRCC;
(iii) The By-Laws of the Canadian Kennel Club;
(b) The Board of Directors shall have the power to suspend or terminate the membership of a member who, in the opinion of the Board, has committed an act which is considered prejudicial to the objectives and aims of the Club, the Canadian Kennel Club, or the interests of its members or their dogs;
(c) Any person so suspended or expelled shall have the right to appeal the decision of the Board to the general membership via the Online Club Newsletter within two (2) months of such a decision. Notice of a Special General Meeting to hear the appeal will be published at the same time.
(d) Expulsion, when imposed, shall terminate membership for all time. Suspension, when imposed, automatically deprives the member of the privileges of the Club for the period ordered.
(e) No penalty of any kind shall be imposed until such penalty has been agreed upon by unanimous vote of the Board.
(f) Any accusations, complaints, and/or charges against a Club member must be submitted to the Board of Directors, via registered mail care of the Club secretary, for consideration by the Board of Directors only. A deposit of $25.00 must accompany such complaint or charge against any Club member. The deposit, in full, will be returned if such complaint or charge is substantiated. When such complaint or charge fails to be substantiated, the deposit is forfeited and placed into Club funds.
Section 8 MEMBER CHANGE OF ADDRESS
Each member shall communicate his/her/its mailing address, email or phone number change to the Membership Secretary who will notify the Newsletter Editor of such change. All notices mailed to the last known address in the records of the Club shall be deemed to be good service upon him/her/it at the time of posting. In the absence of a Membership Secretary, notice shall be communicated to the Secretary who will notify the Newsletter Editor of the change.
ARTICLE 2 ORGANIZATION
Section 1 NOMINATIONS
(a) An Elections Committee shall be formed consisting of Past President and two (2) Ordinary members in good standing. Any Ordinary member of the Club may nominate any other Ordinary member in good standing for election as an Officer of the Club. The exception is the nomination of Regional Director (see (b) below). The nomination form must reach the Elections Committee Chairperson at least ninety (90) days prior to the Annual General Meeting. The nomination must be on the official Club nomination form. The nomination form must be properly filled in with the signature of the nominee and the names of the proposer and seconder. The Elections Committee will present a slate of candidates via the Club newsletter at least sixty (60) days prior to the date of the election. Such forms may be sent electronically providing all signatures are present.
(b) Any Ordinary Member of the Club, within any given Regional jurisdiction, may nominate any other Ordinary member in good standing within that Regional jurisdiction for the position of Regional Director. The nomination form must reach the Elections committee chairperson at least ninety (90) days prior to the Annual General Meeting. The nomination must be properly filled in with the signature of the nominee and the names of the proposer and seconder. Such forms may be sent electronically providing all signatures are present.
Section 2 ELECTIONS
All elections shall be by ballot which shall be available to all ordinary members at least 45 days prior to the Annual Board Meeting. All ballots must be in the hands of the Elections Committee Chairperson no later than 7 days prior to the Annual Board Meeting. Any majority is enough to carry. In the event of a tie vote for any position, a secret ballot will be made by the voting members present at the AGM.
Section 3 BOARD OF DIRECTORS
(a) Number and Qualifications of Directors
The management of the Club shall be conducted by a Board of Directors consisting of President, First Vice-President, Second Vice-President, Secretary, Treasurer, Immediate Past President, and six (6) Regional Directors; one for each of the following regions: Atlantic Provinces, Quebec, Ontario, Alberta, The Prairies and Northwest Territories, British Columbia and the Yukon; each of whom will be a paid-up Ordinary Member in good standing with the Club.
(b) Term Of Office
(i) All positions, with the exception of Treasurer, shall have one two (2) year term with one-half (1/2) the Board of Directors retiring each year. In one year, the offices of President, First Vice-President, Second Vice-President and Directors responsible for Atlantic Provinces, Prairies and Northwest Territories, and Alberta shall be eligible for election. In the next year, the offices of Secretary, and the Directors for Quebec, Ontario, and British Columbia and the Yukon shall be eligible for election.
(ii) The position of Treasurer will be by appointment (refer section 4 (b) below).
(iii) There will be no maximum limit to the number of terms for which any member in good standing may run for any given position. Nor will there be any length limit to the number of years a Treasurer may remain in the appointed position; provided the Board of Directors is in agreement with his/her remaining in said position.
(iv) All officers elected according to the provisions of this Article shall assume office following the Annual General Meeting.
(c) Vacancies On The Board
The Board of Directors shall, through the authority of their office, appoint the necessary number of Directors to fill any vacancies on the Board of Directors. Appointments will be from among Ordinary Members who are paid-up and in good standing with the Club. The term of office for the appointment shall be for the time remaining to the next Annual General Meeting.
Section 4 OFFICERS
(a) The Officers of the Club shall be the President, Immediate Past President, First Vice-President, Second Vice-President, Treasurer, Secretary and the Regional Directors. All, with the exception of the Treasurer, will be elected by the Ordinary Membership in accordance with Article II, Sections 1 & 2 of these By-Laws. The position of Treasurer shall be filled by appointment by the Board (refer (b) below). Three officers of the Club must be CKC members in good standing.
(b) The position of Treasurer is to be by appointment after consideration by the Board of qualified applicants. The appointment will be reviewed on an annual basis at the time of the Annual Board of Directors meeting.
Section 5 DUTIES OF OFFICERS
(a) The Board of Directors may, by resolution, appoint any Officer or Officers to act on behalf of the Club to sign any documents or contracts necessary to carry out any directions given them by the Board.
The President shall be the Chief Executive Officer of the Club. The President shall preside at all meetings of the members and the Board of Directors. He/she will be an ex officio member of all committees.
(c) First Vice-President
In the absence of the President, or through his/her inability to exercise his/her duties, the First Vice-President will assume the normal duties of the President. He/she will perform such duties as may be required of him/her by the Board of Directors.
(d) Second Vice-President
In the absence of the President and the First Vice-President, or through their inability to exercise their duties, the Second Vice-President will assume the normal duties of President. He/she will perform such duties as may be required of him/her by the Board of Directors.
The Secretary shall attend all General, Special and Board of Directors meetings. He/she shall record minutes of the proceedings of such meetings and arrange for copies of the minutes of all meetings to be sent out to all Directors. He/she will arrange for the approved minutes of all meetings to be sent to the Newsletter Editor for publication. He/she will retain and file all copies of correspondence received and sent pertaining to the affairs of the Club; arrange for notices of all meetings of the Club to be sent out; prepare copies of the agenda for all General Meetings, Special Meetings and Board of Directors Meetings; attend to all correspondence regarding the affairs of the Club. The Secretary shall also direct all bills and accounts immediately to the Treasurer for payment. In the absence of a Membership Secretary, the Secretary will maintain an up-to-date record of names and addresses of all members within the Club and furnish a copy of same to the President on request, the Election Committee ninety (90) days prior to the Annual General Meeting, publish and distribute a copy to any Ordinary Member on request, and any other duties as specified under (h) Other Club Positions (i) Membership Secretary of this Article. The Secretary may appoint an Assistant Secretary from the membership, provided that the member is paid-up and in good standing. The duties of the Assistant Secretary will be as directed by the Secretary.
The Treasurer shall receive all funds of the Club. He/she will deposit all monies by duplicate deposit slip in a bank account with the name of THE GOLDEN RETRIEVER CLUB OF CANADA. He/she will pay all bills promptly (within seven (7) days of receipt of same), retaining invoices for same, provided that the indebtedness has been approved and sanctioned at the meeting of the Board of Directors. He/she will keep an accurate record of all income and expenditures in a ledger provided by the Club, shall give a report of the financial status of the Club at each meeting and for each issue of the Club newsletter, and shall, within two (2) months of each annual event, provide a financial statement of said event to the Club to be published in Golden Leaves. The Treasurer may appoint an assistant from the membership provided that the member is paid-up and is in good standing with the Club. The duties of the Assistant Treasurer will be as directed by the Treasurer.
(g) Regional Directors
Regional Directors will be responsible for the promotion of the GRCC and the breed known as the Golden Retriever, within their Regional jurisdiction. Regional Directors will be expected to report via Golden Leaves the happenings and concerns within their Regions. Regional Directors will be the liaison for their members and the Board of Directors. Their vote at the executive level is to be determined by the wishes of the members residing in their regional jurisdiction. Each Regional Director may appoint an assistant(s) to carry out their duties effectively. The duties of the Assistant Regional Director to be as directed by the Regional Director.
(h) Other Club Positions
(i) Membership Secretary – The Membership Secretary will be responsible for all records related to Club membership. He/she shall receive membership applications and will immediately hand over all monies related to same to the Treasurer. The Membership Secretary will be responsible for ensuring that the names of all new applicants are published in the Club newsletter; submitting all Provisional Member names for review as Ordinary Members to the Board of Directors; maintain an up-to-date and complete list of members showing names, addresses, date of joining (members who joined prior to January 1, 1977 will be shown as P-77), and voting and/or non-voting status. He/she will be required to publish and distribute a membership list to any Ordinary member on request and to each member of the Board of Directors annually, or as requested.
(ii) Other Duties – The other duties of the Club shall be performed as may from time to time be required by the Board of Directors (e.g. Newsletter Editor, Trophy Chair, Awards Chair, Ways and Means, etc.).
(iii) Committees – No more than one (1) Member of a family shall serve on any committee at the same time. No more than two (2) Directors may serve on any one committee. No one (1) Director may serve on more than two (2) committees at the same time. No one (1) Member may serve on more than two (2) committees at the same time.
Section 6 PERPETUITY
The Golden Retriever Club of Canada shall remain in being as long as the number of Ordinary Members number twelve (12) or more and are willing to function as a Club under its present title. Failing this, all material assets shall be sold to the highest bidder and all monies received, plus the balance on hand or in the bank, shall be contributed to The Ontario Veterinary College in Guelph, Ontario, Canada for them to use as they deem fit.
Section 7 CLUB PUBLICATION
For the unification of the Club and its members across the country and/or countries, no less than six (6) issues of the Club newsletter are to be published yearly and sent to members.
ARTICLE 3 MEETINGS
Section 1 MEETINGS OF THE DIRECTORS
(a) Meetings of the Board of Directors shall be held at the call of the President or any five (5) Directors. An Annual Board of Directors Meeting shall be held at such time and place as the National Specialty Show. In the event that there is not a Specialty Show held, the Annual Board of Directors Meeting will be held at such time and place as decided by the President.
(b) Those Directors wishing to have any travel expenses to the Annual Board of Directors Meeting paid by the Club, must submit a budget for approval to the members of the Board. This budget must be in the hands of the Club Secretary for distribution no later than three (3) months prior to the scheduled Annual Board of Directors Meeting.
(c) Notice of Meetings of Directors shall be delivered, emailed or mailed to each Director at least thirty (30) days prior to the date of a Directors Meeting. Meetings may be held at any time and place without formal notice if all the Directors are present or if those absent have waived notice of such meeting in writing.
(d) A resolution in writing signed by all of the Directors shall be as valid and effectual as if it was passed at a meeting of the Directors duly called and constituted.
Section 2 ANNUAL GENERAL MEETING
An Annual General Meeting shall be held each year at such time and place as may be determined by the Board of Directors, normally the same time and site as the National Specialty. At such meeting, the membership shall receive an audited report, together with a detailed statement of accounts, assets, and liabilities of the past year; elect Directors/Officers; appoint the Auditor for the following year; receive detailed annual reports from committees and Officers; approve the choice of the National Specialty host Club and site two (2) or more years hence; and transact any such other business as may be properly brought before the meeting. No visitors shall be allowed to attend the business portion of the Annual General Meeting except by special invitation sanctioned by the Board of Directors.
Section 3 SPECIAL MEETINGS
The Board may, at their discretion, call a Special Meeting of the Club at any time. The Board shall call a Special Meeting upon the request of one-quarter (1/4) of the Club’s total membership provided that the request is submitted in writing, specifying the purpose of the meeting. The written request must be signed by the members requesting such meeting and deposited with the Club Secretary. Only the business specified in such a request may be conducted at any Special Meeting.
Section 4 NOTICE OF ANNUAL GENERAL MEETING OR SPECIAL MEETING
(a) Notice of the time and place of each Annual General Meeting shall be emailed or mailed to each member of the Club at his/her last known address at least ninety (90) days prior to the meeting. Members may, by written advice, waive such notice.
(b) Notice of Special Meetings will be as deemed necessary by the Board in accordance with the circumstances.
(c) Any accidental omission to give notice or in the form of notice shall not invalidate any resolution passed or any proceeding taken at any meeting of the Club.
Section 5 QUORUM
(a) Seven (7) Directors shall constitute a quorum at any meeting of the Board of Directors.
(b) Fifteen (15) Ordinary Members in good standing present at an Annual General Meeting or Special Meeting of the Club shall constitute a quorum.
Section 6 ORDER OF BUSINESS
Rules of Order as found in Roberts Rules of Order shall govern all meetings of the Club and Board of Directors as far as they are applicable and not inconsistent with the provisions of this Constitution and By-Laws.
Section 7 VOTING
Unless otherwise herein provided, the majority of votes duly cast by the Ordinary members on the question will prevail.
ARTICLE IV FINANCE
Section 1 FINANCIAL YEAR
The fiscal year of the Club shall terminate on the 31st day of December each year.
Section 2 DUES
(a) Annual dues are payable on January 1st each year. Dues of members joining after October 31st shall be deemed to cover the following year. Dues will be payable to the GRCC by cheque, money order, or other forms of electronic payment such as electronic transfer. Annual dues are set and may be reviewed and changed by the Board of Directors as and when deemed necessary. Notice of change of annual dues must be made at the time renewal notices are published.
(b) Any member failing to pay his/her dues before February 1st of that calendar year for which they are due will be considered to be “in arrears” and will cease to be a member. Notice of membership renewal shall be posted on the GRCC website. Notice of arrears will not be given to individual members. A delinquent Ordinary Member may rejoin the Club as a Provisional Member or may be reinstated at the discretion of the Board of Directors.
Section 3 BANKING
All cheques, orders of payment of money shall be signed and/or endorsed by two (2) of three (3) officers of the Club, one of whom must be the Treasurer. Alternate signing officers will be determined by the Board of Directors at its Annual Board Meeting. No two (2) signing officers as appointed by the Board may be members of the same household.
Section 4 AUDIT
An Auditor shall be appointed for the purpose of auditing and verifying the statement of accounts for the current year, preferably from the Ordinary Membership. However, if the Board deems it advisable, an auditor from outside the Club may be appointed. The audited Treasurer’s report shall be available to the Board at their Annual Board of Directors Meeting.
Section 5 LIABILITY OF GENERAL MEMBERSHIP
The liability of a member of the Club to the creditors of the Club is limited to the amount due from him/her in respect of membership dues.
ARTICLE V CONSTITUTION & BY-LAWS RESPONSIBILITIES & CHANGES
(a) The Constitution and By-Laws of the Club and By-Laws of the Canadian Kennel Club bind each member fully as though he/she/it had subscribed his/her name and affixed his/her/their signature thereto. The Constitution shall be duplicated or printed and a copy delivered to each member when deemed necessary by the Board of Directors, and to each person at the time of application.
(b) No person shall be absolved from the effects of the Constitution and Bylaws or any allegation of not having received it, or of ignorance of its content or meaning.
(c) By-Laws can be changed by a simple majority vote of the membership at any time.
ARTICLE VI GRCC SPONSORED EVENTS
Section 1 GENERAL
(a) The Club shall encourage and support Affiliate Member Clubs and GRCC Members in hosting GRCC sponsored events including, but not limited to, specialty shows, obedience trials, tracking tests, working certificate tests, field trials, sanction matches, educational seminars and health clinics.
(b) Affiliate Member Clubs or individual members wishing to host a GRCC sponsored event, shall make application to the Board of Directors on the designated application form, in sufficient time to allow for adequate planning and, if necessary, Canadian Kennel Club approval for the event.
(c) A proposed budget and any request for an advance loan must accompany the application to host a GRCC sponsored event.
(d) All profits/losses arising from a GRCC sponsored event hosted by an Affiliate Member Club shall be shared on the basis of fifty percent (50%) for the host club and fifty percent (50%) for the GRCC
Section 2 NATIONAL SPECIALTY
(a) Events to be included: Conformation show, obedience trial, and as many as possible of working certificate/working certificate intermediate/working certificate excellent, field trial, tracking dog/tracking dog excellent tests, agility trials and hunt tests.
(b) Total time: Total time for all National Specialty events should not exceed one (1) week.
(c) Host Club Proposal: Proposal must be made by an Affiliate Club preferably two (2) years prior to the year in which said Club wishes to host the National Specialty. A proposal can be received by the Board at any time. The proposal must include details of events to be held, dates, location, indication that dates would be CKC approved, proposed budget and names of committee chairs.
(d) Selection of Host Club: Selection of the host club will be done by the Board of Directors. Included in the criteria for selection are: desirability of geographic rotation, number of events planned, thoroughness of planning and organization. The club selected must receive a majority of votes cast by the Board of Directors. Announcement of the selected host club will be made to the membership.
(e) Host Club Responsibilities: The host club will provide interim reports to the Board of Directors at least every six (6) months. It will be necessary to obtain approval from the Board of Directors for any significant deviation from the proposed budget (5%+). The club will make the necessary arrangements for the holding of the Annual Board of Directors Meeting, the Annual General Meeting, and the Annual Awards dinner. The club will return to the GRCC any advance plus fifty percent (50%) of the financial profit made on the events held at the National Specialty along with a detailed financial statement. The club will be responsible for reporting to the Newsletter Editor the results and placements of each and every event held for publication in the Club newsletter. The host club will assume responsibility for all expenses usually associated with the holding of CKC licensed events; assume responsibility for all CKC required paperwork and record-keeping as is usual with the holding of CKC licensed events.
(f) GRCC Responsibilities: On approval of the host club by the GRCC, the Club may provide a refundable advance to permit the host club to bridge early expenses. The GRCC will ship Keeper Trophies in time to be awarded at the National Specialty. The Club will assume financial responsibility for the cost of the site for the Directors’ Meeting, the Annual General Meeting and the Annual Awards dinner.
Revised and passed by the membership, June 2017.