Constitution

CONSTITUTION OF
THE WEIMARANER ASSOCIATION OF CANADA
1.
a. The name and designation of the CLUB shall be the “WEIMARANER ASSOCIATION OF CANADA”

b. The club’s official news publication shall be published periodically under the name “THE GREY GHOST”

2. OBJECTS
a. To assist and encourage owners in training of the Weimaraner, generally to give advice on their dogs whether it be in conformation, obedience, field training or other performance activities.

b. To acquaint the Weimaraner owner with their dog’s natural pointing, tracking and retrieving ability.

c. To improve the quality of the Weimaraner, both physically and mentally.

d. To encourage congeniality, co-operation and mutual interest in all aspects of the Weimaraner among all members.

e. To uphold the by-laws of the Canadian Kennel Club.

3. MEMBERSHIP
All applicants for membership must have access to a copy of the Constitution and the Code of Ethics. The application for membership must be signed individually by each adult applicant agreeing to adhere to the Constitution and the Code of Ethics.

a. Regular Member
A Regular Member shall be a member who enjoys full voting privileges of the club.

b. Associate Member
An Associate Member shall be a new member for their first 2 years (24 months), during which time they will enjoy all privileges of the club except:
i. Associate Members will not be voting members; and
ii. Associate Members are not eligible to hold office as an Elected Officer..
iii. Associate Members will not be considered eligible for entry into the Club’s Breeders List.

iv. Associate Members 18 years of age or older will become Regular Members with full privileges at the end of the 24 month probationary period providing no objections are received in writing by the Board of Directors.

c. Life Time Member
A Life Time Member is awarded to a long term member of good standing in recognition of significant contributions made to the Club and the breed.
i. Nominations for Life Time Membership must be submitted to the Board in writing by a member in good standing. The nomination must outline the contributions made by this member and shall be considered by the Board of Directors and if approved, the letter of nomination will be submitted to the general membership for an open vote. Said vote may be by mail or electronic ballot. A simple majority of the vote received will constitute approval.
ii. Such Member shall be notified in writing by the Secretary and shall be entitled to participate in all the Club’s activities, have full voting privileges, but shall pay no fees.
d. Membership Application
i. Any person interested in the Weimaraner may apply for membership. All applicants shall have access to a copy of the Constitution and the Code of Ethics along with the membership application form. The application for membership must be signed individually be each adult applicant, agreeing to adhere to the constitution and the code of ethics.
ii. All Applicants must be sponsored by a regular member in good standing of the club. Applicants lacking a sponsor shall be provided with the name(s) of the closest Regular Members who may, at the member’s discretion, act as a sponsor for the applicant.
iii. The completed application(s) and fees shall be presented to the Membership Coordinator who shall provide the appropriate information for publication for comments in the next regular publication of the club Newsletter. Members in good standing shall submit any comments or objections to the Membership Coordinator within 45 days of the mailing date of the Newsletter, at which time application and any comments received from the club membership shall be presented to the Board of Directors. If approved by a majority vote of the Board of Directors, the applicant shall be deemed duly elected as a new member.
e. Resignation of membership from the Club may be effected by notice in writing to the Secretary at any time.

4. FEES
a. Annual fees for each membership class, single, family (2 named adults and/or children under the age of 18 years residing at the same address)shall be recommended by the Board of Directors and approved by the general membership. Such approval may be obtained at the Annual General Meeting, or by mailed or electronic ballot. A simple majority of the vote received will constitute approval.

b. Membership fees shall be payable to the Membership Coordinator upon application to the Club and annually to the Membership Coordinator. The fees shall be returned to an unaccepted applicant.

c. Annual membership fees are due and payable on the 1st day of January in each year.

d. During the month of November, the Membership Coordinator shall send each member a statement of his dues for the ensuing year. If membership dues are not paid within 90 days after the first day of the fiscal year, namely January 1st, such membership will be considered as lapsed and terminated. In no case may a person be entitled to vote at any Club meeting or by ballot whose dues are unpaid as of the date of the meeting or ballot. Such terminated membership will necessitate the person re-applying for membership as if he/she had never been a member.

5. BOARD OF DIRECTORS and CO-ORDINATORS
a. Board of Directors
i. The Board of Directors shall consist of a minimum of three Elected Officers, the Past President and the elected Regional Directors. They shall be elected for a term of four (4) years, at which time new elections shall be held. There shall be no limit to the number of terms a member can hold a seat on the Board of Directors.

ii. All members of the Board of Directors must be in good standing and must be residents of Canada. They shall be elected as provided for in Article 5. (e), and shall serve until their successors are elected. General management of the Club’s affairs shall be entrusted to the Board of Directors.

iii. The Past President shall be the immediate Past President. If the immediate Past President is unable to serve, the Board of Directors may invite another Past Elected Officer to fill the vacancy.

b. Elected Officers
i. The elected officers shall consist of a President, Vice-President, a Secretary and a Treasurer. The offices of Secretary and Treasurer may be combined and held by the same officer. All elected officers shall be residents of Canada and regular members in good standing of both the Club and the Canadian Kennel Club. The elected officers shall serve in the respective capacities both with regard to the Club and its meetings.

ii. The President shall preside at all meetings of the Club and the Board, and shall have the duties and powers normally appurtenant to the Office of President in addition to those particularly specified in these by-laws. The President may vote on amendments to the constitution, on the expulsion of a member, on the election of officers. On all other matters, the President shall vote only in case of a tie when that would be the deciding vote.

iii. The Vice-President shall assist in supervising the affairs of the Club. The Vice-President shall have the duties and exercise the powers of President in case of the President’s death or incapability.

iv. The Secretary shall attend meetings, and keep accurate minutes of the proceedings. The Secretary shall have charge of the correspondence, notify members of meetings, notify Officers and Regional Directors of their election to office, to write at the direction of the Board of Directors all letters sent in the Club’s name. It shall be at the discretion of the Secretary to appoint assistants as required.

v. The Treasurer shall collect and receive all moneys due or belonging to the Club. The Treasurer shall deposit the same in a bank approved by the Board, in the name of the Club and pay out money as authorized by the Club. Cheques are to be signed by the Treasurer and any one of the other Elected Officers. The Treasurer’s books shall at all times be open to inspection of the Board. The Treasurer shall report to the Board on a quarterly basis the condition of the Club’s finances. A financial report shall be presented tot he Board of Directors at its next ensuing meeting following the year end, at which time it shall be approved and printed in the Club’s newsletter. The books shall at all times be open to the inspection of the Board of Directors or their appointee. The Treasurer shall ensure that signing authority for the Club’s funds are changed prior to the change of appointment of any Officer of the Club who has signing authority.

c. Regional Directors
i. The Regional Director has the responsibility to be the Club’s focal point for all matters in his/her area. Their primary function is the coordination between individuals in their region and other members of the Board. This appointment also acts as an inter-region and local conduit for ideas, issues, and information. Each Regional Director will submit a written report of regional activities for publication in the each edition of the Club’s newsletter.

ii. A minimum of four (4) Directors will be elected, representing a minimum of four (4) of the six (6) regions across Canada (Atlantic Provinces, Quebec, Ontario, Prairie Provinces, British Columbia and the Yukon and Northwest Territories). All elected Directors shall be residents of Canada and regular members in good standing of both the Club and the Canadian Kennel Club. No more than three (3) Directors may be elected from one region. Directors must reside in the region they represent and be elected by members residing the same region.

d. Coordinators
i. Coordinators may be appointed by the Board to coordinate the following subject areas as required:
• Rescue
• Conformation
• Obedience
• Field (pointing, tracking, retrieving)
• Athletic (agility, flyball, scent hurdle and other)
• Membership
• Official News Publication (Editor)
• Social
• Public Relations
• Chairmen of any special current committees

ii. The Coordinator, where appropriate, is the single point of contact with the CKC or AKC or other clubs on their subject area. They are responsible to the Board of Directors, who can make contact with local and regional clubs and/ or individuals to acquire a national view on any issue or to assist in the passage of information.

e. Nominations and Elections
The procedure for Regular Elections (selecting of the Nominating Committee, submissions of Nominations, and balloting) shall be so arranged as to allow the mailing of ballots to the club membership by the 15th day of October, and completion of the voting process by the 15th day of December. The newly elected Board of Directors typically shall assume their duties on the 1st day of January.

i. Regular members in good standing shall have the privilege of voting by secret ballot mailed by the Secretary, and only such members shall be eligible for nomination and election.

ii. A Nominating Committee shall be chosen by the Board of Directors. The Committee shall consist of three members, all members in good standing. The Nominating committee may conduct its business by mail or electronic means.

iii. The Nominating Committee shall nominate from among the eligible members of the Club one candidate for each Office and a minimum of four (4) Regional Directors. The Committee shall procure the acceptance of each nominee so chosen. The Committee shall then submit its slate of candidates to the Secretary who shall mail the list to each member of the Club within 30 days of receiving the slate of candidates from the Committee. The closing date for additional nominations from the membership shall be clearly indicated on the list of nominations and shall be not less than 60 days from the time of mailing. The slate of candidates is to be dated by the Secretary at the time of mailing.

iv. Additional nominations of eligible members may be made in writing, addressed to and received by the Secretary before the advertised closing date. This nomination is to be signed by two members in good standing and accompanied by the written acceptance of each additional nominee signifying his/her willingness to be a candidate. No person shall be a candidate for more than one position.

v. If no valid additional nominations are received, the Nominating Committee’s slate shall be declared elected and no balloting will be required.

vi. If one or more valid additional nominations are received by the Secretary they shall be mailed to each member in good standing (for Directors, this will be members in their Region only) on a ballot listing all of the nominees for each position in alphabetical order, along with clear notification of the closing date for the return of the ballot. The closing date shall not be less than 45 days after the mailing date of the ballots. The secretary shall also include with the ballot a blank envelope and return envelope addressed to the independent body appointed by the Committee to receive and count the ballots. To be valid, ballots must be received by the independent body at the address given on the return envelope on or before the stated ballot closing date. Ballots shall be counted by the appointed body, who shall check the returns against the list of member whose dues are paid for the current year prior to the opening of the outer envelopes and removing the blank envelopes, and shall certify the eligibility of the voters. The ballots and envelopes shall be kept by the independent body for a period of 90 days following the election.

vii. The person receiving the largest number of votes for each position shall be declared elected. If any nominee, upon being elected, is unable to serve for any reason, such nominee shall not be elected and the vacancy so created shall be filled by the Board of Directors in the manner so provided by Article 5 (f).

f. Vacancies.
Any vacancies occurring on the Board of Directors or among the Officers during the term of office shall be filled until the next election by a majority vote of all members of the Board.

6. MEETINGS
a. Board of Directors Meetings
The business of the Board of Directors may be conducted by Board of Directors Meeting or by the polling of individual Board of Directors members as provided herein.
i. Board of Directors Meetings shall be called by the President or by any two other elected Officers.

ii. The quorum for a Board shall consist of 50% of the Board voting.

iii. Board of Directors meetings may be held by telephone conference call or by electronic means. The Secretary will record the signature of each participating member of the Board of Directors at the end of the minutes and will authorize any action taken by the Board of Directors during these conference call meetings.

iv. Polls of the Board of Directors will be conducted by the club Secretary or a representative appointed by the Elected Officers. The poll may be conducted by telephone, by mail or electronic means. A quorum of at least fifty percent (50%) of the Board voting will be required for a poll to be valid. A written record of each poll and the resulting vote shall be kept by the Secretary and a copy sent to each member of the Board of Directors.

b. General Meetings
i. Meeting of the General Membership shall be at such times as the Board of Directors deems advisable.

ii. Notice of each meeting of the General Membership shall be mailed to all members with the agenda at 60 days prior to the date of said meeting.

iii. Notice of such meeting shall be deemed sufficient if carried in the Club’s official news publication.

iv. A quorum for each General Meeting shall consist of at least twenty percent (20%) of the regular membership including no fewer than two elected officer, and membership representation from at least two national regions.

c. Procedure at Meetings
The order of business for Club (Board and General) meetings shall be as follows:
• Call to Order
• Roll call of members
• Introduction of new members and Guests
• Minute of last meeting
• Announcements and progress reports:
i. Treasurer
ii. Directors
iii. Coordinators
• Unfinished business
• New Business, including any correspondence received, filed or written by the Secretary.
• Discussion
• Location of next meeting and adjournment
The order of business may be varied, items of business may be deleted by the meeting Chairperson.

7. DISCIPLINE

a. General
Any member or adult family member who is suspended from the privileges of The Canadian Kennel Club shall be automatically suspended from the privileges of this Club for a same period.

b. Handling of Complaints
i. All members should respect the privacy of the individual(s) involved in a disciplinary action.

ii. Each term of office, a Regular Member (other than a member of the Board) will be appointed to chair a Disciplinary Investigation Committee.

iii. Written complaint(s) shall be forwarded to the Secretary. The Elected Officers and Past-President will assess the complaint to ascertain whether the WAC Constitution/By-laws and/or Code of Ethics may have been contravened.

iv. Complaints that do not involve a breech of the WAC Constitution/By-laws and/or Code of Ethics will be acknowledged to the complainant and may be dismissed, in writing.

v. All other complaints will be forwarded, in writing, to the Disciplinary Investigation Committee chairperson, with a copy to individual(s) against whom the complaint has been lodged to allow the individual(s) to respond. Upon receipt of the written complaint from the Officers, the Disciplinary Investigation Committee chairperson will select two (2) members of the Board to form the Disciplinary Investigation Committee.

vi. The duties of the Disciplinary Investigation Committee will be to investigate the facts surrounding the complaint and report findings and recommendations to the Officers.

vii. Following further deliberation by the Officers and Disciplinary Investigation Committee chairperson, a final decision for possible disciplinary action will be decided by a majority vote (Officers and Disciplinary Investigation Committee Chairperson). A unanimous vote is required for expulsion or suspension of any officer or member who has been proven to have failed to observe the Constitution By-laws and/or Code of Ethics.

viii. All decision and findings shall be put in writing and filed with the Secretary. The Secretary in turn, shall notify each of the parties of the decision and penalty, if any.

ix. In the event of disciplinary action, a vote from each of the Officers is mandatory

x. In the event a complaint is laid against a member of the Board or the Disciplinary Investigation Committee chairperson, that individual cannot be involved in the investigative proceedings and decisions.

xi. Immediately after the Board of Directors has reached a decision, its findings shall be put in written form and filed with the Secretary. The Secretary in turn, shall notify each of the parties of the decision and penalty, if any.

c. Notice of Disciplinary Action
In the event that disciplinary action is taken against a member, a notice to that effect will be printed in the Club’s newsletter, stating the particular sanctions taken, but not the charges and findings.

8. FISCAL YEAR
The fiscal year of the Club shall end on the 31st day of December in each year.

9. AMENDMENTS
a. Amendments to the Constitution, By Laws and Breed Standard may be proposed by the Board or by petition from active members in good standing. All Amendments shall be in writing, duly seconded and shall set forth the exact wording of the proposed amendment. Amendments petitioned by the membership must be signed by five members in good standing.

b. The proposed amendments and the names of the advocate and seconder will be published in one (1) newsletter. The Secretary shall mail (may be electronic) a final copy of the proposed amendment(s), along with final notice (in the form of a ballot) to all voting members within 30 days of the published notice.

c. Ballots should be marked, sealed and returned to the independent body appointed by the Board of Directors within a 60 day period of the mailing of the ballots, as dated by the Secretary. The sealed ballots will be counted by the appointed independent body. A two-thirds majority vote, of eligible members, shall be required to pass any amendment (A two-thirds majority vote, of eligible votes received, shall be required in the case of Breed Standard amendments). Amendments so passed shall become effective upon CKC approval.

d. Voting by Proxy is not permitted.

e. Whenever in the opinion of the two-thirds of those voting members duly assembled at any ordinary meeting of the Club, that early amendment of any part of the constitution is considered desirable, a special referendum (polling the entire paid up membership by mail) shall be held.

10. DISSOLUTION
a. The Club may be dissolved at any time by the written consent of not less than two-thirds of the Club’s voting members.

b. In the event of dissolution of the Club whether voluntary or involuntary, or by operation of law, none of the property of the Club nor any proceeds thereof nor any assets of the Club shall be distributed to any member of the Club, but after payment of the debts of the Club its property and assets shall be given to a charitable organization or charitable organizations selected by majority vote of the membership at a meeting held pursuant to Article 6 (b) of this Constitution.

THE ORIGINAL CONSTITUTION WAS AMENDED THE 30TH DAY OF MAY, 1980 BY A MAJORITY VOTE OF THE MEMBERS.
FURTHER AMENDMENTS TO THE CONSTITUTION WERE PASSED THE 22ND DAY OF MARCH 1996 BY A MAJORITY VOTE OF THE MEMBERS.