Trio - Constitution, ByLaws, Code of Ethics

Article 1.Name The name of the club shall be Trio Kennel & Obedience Club Ltd

Article 1. (a) Area of operation shall be 80KM radius from the Bradford Ontario Town Centre

Article 2. Objectives:
A. To promote interest in and the study of all breeds of pure-bred dogs.
B. To encourage and promote the highest standard of kennel operations, wit the object of preserving and fostering good fellowship in the surrounding communities.
C. To support and encourage efficient canine breeding and control
D. To co-operate with all Canine Organizations, in their objectives, as long as they are for the good and welfare of all Canines in general.
E. To encourage good sportsmanship like conduct at all Canine related events.
F. To promote, undertake and stage, All Beed Championship Dog Shows and All Breed Licensed Obedience Trials, as the association deem practical, and to provide Trophies,( Cash and/or Prizes) and
G. To accept donations, gifts, legacies and bequests, in order to fulfil these objects.
H. Trio Kennel & Obedience Club Ltd. shall be a non profit organization.

Article 3.Members and Membership:
Section 1. There will be five (5) types of memberships, Active, Ordinary, Associate, Junior, & Honorary Members.
Section 2. Active Members Shall be members who have met the criteria of an Ordinary member, shall enjoy all privileges of the club and may stand for any office, they may be nominated for. (Providing Article 3. Section 3 (C) does not apply to them). In the year of our Elections. which will be held every second year. ie: 2002, 2004, 2006, 2008, 2010, 2012, 2014, 2016, 2018, 2020, etc. As long as they have attended 50% of the meetings in the preceding year and are paid up members by January 1st. In the year of the election. Note: Should a member have to miss a meeting through Sickness, or Work, Then they must notify the Secretary in writing (within 30 days) after the fact, giving their reason for not attending. By doing so it will not affect their attendance record. If they do not write in, within that time, they will be marked as absent.

Ordinary Members. Shall be for all new members joining the club. They will remain as such for a period of one (1) year. At the first Meeting following the anniversary date, they must be voted in by the majority of the Active Members present at that meeting. The vote will be done (by closed ballot). If they are not voted in by a majority vote, then they will remain Ordinary Members until such times they are voted in., which can only be done at an annual meeting, held once a year. in the month of March. Once voted in, they will become Active Members Ordinary Members shall enjoy most privileges of the club, but may not make motions, vote, or be
Nominated for any office.

Associate Members. Shall be for any person, residing in Ontario or out of Province or Country, wishing to be associated with our club. But not taking any active part in its affairs. These Members, shall enjoy most privileges of the club, but may not make motions, vote, or Be nominated for any office.

Junior Members. Shall be any juniors up to the age of Eighteen Years. (18). They shall enjoy most privileges of the club, but may not make motions, vote, or be nominated for any office. But may be appointed as Junior spokes person. Once the Junior Member has reached the age of Eighteen Years (18), they will become Active Members, with full privileges of the club.

Honorary Members. Shall be awarded to a person, who in the eyes of the majority voting Active Members of the club, have
contributed of themselves and their knowledge, for the betterment of the Dog Fancy in general. They shall enjoy most privileges of the club, but may not make motions, vote, or be nominated for any office.

Section 3.
A. All Members to be persons in good standing with the Canadian Kennel Club. As of March 16th. 1998,New Members or Past Members seeking membership into Trio Kennel & Obedience Club Ltd., must submit an application. The majority of the Active Members present at that meeting must vote them in, (by closed Ballot). If membership is rejected, then any dues paid will be returned to that person, along with a written explanation. If Membership is rejected, they may not reapply for a period of three (3) years.
B. The dues of the club will be reviewed annually at the General Annual Meeting that is held in March. The amount stipulated is payable on joining and due by January 1st of each year. Any Member who has not paid their dues by January 31st. Of that year, will be removed from the Membership list If they should wish to become Members again, then Section 3 A, would apply to them. All paid up Members will receive Membership Cards, at the General Annual Meeting for that year. Termination of Membership shall occur as a result of failure to renew by the given date of January 31st. Resignation, expulsion by the club, or as a result of deprivation, suspension, debarment, expulsion or termination of the Canadian Kennel Club’s Discipline Committee.
C. Any Member of the Trio Kennel & Obedience Club Ltd., who is also a member of another All Breed Club in Canada, may not be nominated for, nor hold office on the Board of Directors, nor hold a Chairmanship position on any Committee. Due to a possible conflict of interest.
D. Should any Member of the Trio Kennel & Obedience Club Ltd., Ring Steward or Judge at any of the Trio Kennel & Obedience Club Ltd. Canadian Kennel Club approved events. They will not be paid for their services. This is part of what was approved by a majority vote of the Active Members attending the June 2001 meeting.
E. No Member while serving on the Judges Committee will be permitted to Judge at any Trio Kennel & Obedience Club Ltd. Canadian Kennel Club approved events, unless they have been approved by a Majority Vote of the Board, prior to the signing of the contract.

Article 4. The Club Year, Annual and Regular Meetings
Section 1. The Clubs Fiscal Year, shall begin on the first (1) day of January and end on the thirty-first (31) day of December

Section 2 . The Annual General Meeting of the Club shall be held between March 15th. & March 31st.of each year.

Section 3. There will be three (3) other meetings per year as well as the Annual General Meeting; they shall be June, September and December. (December’s meeting shall be the first (1) Monday of the month). Robert Rules of Order will govern all meetings.

Section 4. The order of business shall be
1. Calling the meeting to order.
2. Roll Call
3. Presidents opening remarks
4. Voting Ordinary Members to Active Members if warranted
5. Voting in New Members if warranted
6. Errors or Omissions
7. Acceptance of the Minutes of the last meeting
8. Business arising out of the minutes
9. Report of the Treasurer
10. Report of the Secretary
11. Report of the Show Committee
12. Report of the Judges Committee
13. Reports from any other Committee’s
14. Correspondence
15. New Business
16. Setting dates for next meeting, (also at the September Meeting, voting on where to have the clubs January Luncheon.)
17. Adjournment.

The exception being, in the year of the Election, after the Annual General Meeting has been called to order and the roll call has been taken. All Ballots received will be opened and the results of the Election will be made known to the Members in attendance. The Elected Officers will then take their rightful places.

Section 5. Notice of the Annual General Meeting and all other regular meetings of the Trio Kennel & Obedience Club Ltd., shall be mailed out to all members at the same time as the minutes from the previous meeting are sent out. Unless otherwise stipulated by the Executive.

Section 6. Special Meetings any Member of the Board may ask for a special meeting. If the majority of the Board feel that the Special Meeting is warranted, then it will be called. The Secretary of the Club shall then notify all Members at large, either by mail, e-mail where possible or by telephone, no later than 14 days, before the meeting is to take place. Informing all Members the reason for the Special Meeting, The location and the starting time of the meeting.

Article 5. Quorum
A quorum shall consist of two (2) Members of the Board of Directors and three (3) Active Members, present at any regular scheduled meeting. All Club business can be dealt with and finalized, as long as this quorum is in place. NOTE: the Directors of the Club are also part of the Board of Directors.

Article 6. Officers, Directors and Duties.
Section 1
A. President
B. Vice President
C. Secretary
D. Treasurer (The office of Secretary and Treasurer are separate, but may be combined if necessary)
E. Directors three (3) in number
F. Past President.

Section 2. Board of Directors.
The Board shall be comprised of the President, Past President (once one is in place), Vice- President, Secretary, Treasurer, and Directors. General management of the Club’s affairs shall be entrusted to the Board of Directors the number of Directors of the Club will be a minimum of three (3) (this includes the Past President, when there is one). The two (2) Directors other than the Past President will be elected to their office, by way of Ballot in each Election Year. The Board of Directors of the Trio Kennel & Obedience Club Ltd. must be members in good standing with the Canadian Kennel Club also residence of Canada. All Board Members must maintain fifty 50% percent attendance at all meetings, in the previous year. To stand for election. (Or have on their records letters written to showing reason for non attendance. (i.e.: sickness or work).

Section 3. Officers
A. The President shall preside at all meetings of the Club, and of the Board, will be ex officio of all committees, and have all the duties and powers normal appurtenant to the office of the President, in addition to those particularly specified in these Constitutions and By-laws.
B. The Vice-President shall have the duties and exercise the powers of the President in case of the President’s death, absence, incapable, or resignation.
C. The Secretary shall serve as a Board Member, to record minutes of the Board Meeting and to furnish a copy of the business meetings to the members. he/she must furnish the President with a copy of Board and Business meeting minutes, prior to the following meeting and carry out such other duties as are prescribed in these Constitution and By-laws
D. The Treasurer shall receive all moneys due or belonging to the Club. He/she shall deposit the same in the bank, satisfactory to the Board, in the name of the Club. He/she shall report to them at every meeting, the condition of the Club’s finances and every item of receipt or payment not before report. Giving an updated report of all transactions.
E. The Past-President shall automatically become a Director of the Club. (once there is one available) Thus bringing the maximum total of Directors to two(2).

Section 4. Vacancies
Any vacancies occurring on the Board during the year, shall be filled for the term remaining by a majority vote by the remaining Members of the Board at its first regular meeting, following the creation of such vacancy, or at a Special Meeting called for that purpose. The vote will be (by closed Ballot). However to expedite matters the President may appoint an interim Officer, until such election takes place.

Article 7. Elections and Terms of Office for Officers and Directors
Section 1
A. Elections. Elections will be held every two (2) years, i.e: 2002, 2004, 2006, 2008, 2010, 2012, 2014, 2016, 2018, 2020 etc.
B. Nominations. No person may be a candidate for election or appointed to office, which are not Members or in good standing with the Canadian Kennel Club. Who has not attended at least fifty-percent (50%) of the Club Meetings in the previous year, or has not paid their Club Dues by the due date of January 1st. or has not been nominated, or if (Article 3. Section 3 C. applies to them)
C. Nomination Forms will be sent out to all eligible voting Active Members, no later than January 5th. in the year of the election. All nomination forms, must be fully completed and signed by all parties, to be considered valid, and must be mailed back to reach the Election Committee no later than February 5th.6: 00 PM.
D. Ballots will be mailed out to all eligible voting Active Members, no later than February 10th. in the year of the election. All Ballots must be in the hands of the Election Committee, prior to the start of the Annual General Meeting. (The date and starting time of the Annual General Meeting, will be printed on the Bottom portion of the Ballot) as well as included in the December Minutes. All Ballots will be opened and counted, in the presence of all Members, in attendance at the Annual General Meeting following the Roll Call.
E. Election Results. the nominated candidates receiving the greatest number of votes, for each office, shall be declared elected..

Section 2.
A. Nominations cannot be made at the Annual General Meeting or in any other manner than provided for in Article 7. Section 1 C.
B. Ballots cannot be accepted in any other manner than provided for in Article 7, Section 1. D.
C. Proxy Votes. Proxy Votes will not be allowed

Section 3
The Officers and Directors of the Club
A. The President, Vice-President, Secretary, Treasurer and two (2) Directors shall be voted into office every two (2) years i.e. 2002, 2004, 2006, 2008, 2010, 2012, 2014, 2016, 2018, 2020, etc. No Officer other than the Secretary/Treasurer (if combined) may hold more than one (1) position in the Club.

Term of Office
A. There is no time limit on the same person/s holding anyone of the above offices, as long as they are duly nominated and elected, as provided in Article 7, section 1, C.D.

Article 8. Committees.
Section 1. Any Member that (Article 3, Section 3 C applies to) may not be nominated or appointed to hold the position of Chairman of any committee.
Section 2 .The Board may each year appoint standing Committees to advance the work of the Club in, such matters as Dog Shows, (Conformation, All Breed Licensed Obedience Trials, or any other Canadian Kennel Club recognized events). Including Sanction Matches, All Breed Correctional Obedience Matches. As well as Trophies (can be Cash or Prizes), Memberships, Awards, Education, and any other areas which may be well served by Committees. The Board may also appoint special Committees, to aid it on particular projects. All Committees shall always be subject to the final authority of the Board. The President will be Exofficio of all Committees.
Section 3. The Membership Secretary. Duties will be, to solicit new members and contact prospective members, to mail application packages to prospective members. To present at all Business Meetings, the application for memberships, plus a signed copy of the Clubs Code of Ethics. To furnish new members with a copy of an up-dated membership list and a copy of the Trio Kennel & Obedience Club Ltd. Constitution and By-laws. To keep a permanent roll of Members, including enrolment date, attendance records, Together with suspensions, resignations etc. These records shall be passed on to each successive Membership Secretary. To work hand in hand with the Club Treasurer, collecting dues, so as to keep members in good standing. The Membership Secretary shall send out notices of dues, sixty (60) days, prior to the due date of January 1st. Collect all dues, record them and forward them to the Club Treasurer.
Section 4. Ethics Grievance Committee. Consisting of three (3) members and one (1) alternate, will be appointed BI-annually, by the Board Of Directors. To investigate possible violations of the Code of Ethics, to otherwise assist the Board in Disciplinary matters as directed and to make recommendations to the Board on all matters coming before it.
Section 5. Any committee appointed may be terminated by a majority vote of the full Membership of the Board, upon written notice to the appointee, and the Board may appoint successors to those people whose services have been terminated.

Article 9 Discipline
Section 1. Canadian Kennel Club Suspension. Any member who is suspended from the privileges of the Canadian Kennel Club automatically shall be suspended from all privileges of the Trio Kennel & Obedience Club Ltd. for a like period of time. Once suspension has been lifted. (Section 3. A would then apply to them)
Section 2. Request for Inquiry. A request for inquiry to the Grievance Committee must be made in writing, accompanied with a fifty dollar ($50.00) payment. The fifty dollars ($50.00) will only be returned on the grievance being upheld by the Grievance Committee. A cancellation of a grievance causes forfeiture of the moneys involved. The Grievance Committee will follow up the inquiry and if further action is necessary, will make recommendations to the Board.
Section 3. Grievance Procedures. All grievances, to be acted on must be postmarked within fourteen (14) days of the alleged violation. On receipt of the allegations, the Grievance Committee then has ten (10) days in which to reach a decision on whether or not the actions alleged in the charges are prejudicial to the best interest of the Club. If the actions alleged are felt not to be prejudicial, the Grievance Committee may refuse to entertain jurisdiction. This decision and its recommendations will then be forwarded to the Members of the Board. The Board shall fix a date of hearing, not less than four (4) weeks and not more than twelve (12) weeks thereafter. The Secretary shall promptly send one (1) copy of the charges to the accused member by Registered Mail together with the notice of hearing and an assurance, that the defendant may personally appear in his/her own defence and bring witnesses, if they so please.
Section 4. Board Hearing. At the Board hearing both the complainant and defendant shall be treated uniformly. Should the charges be sustained, after hearing all the evidence and testimony, presented by the complainant and defendant, the Board by a majority vote of those present, may issue a warning or suspend the defendant from the privileges of the club, for not less than three (3) months and not more than twelve (12) months, from the date of the hearing. If it deems this punishment is insufficient, the Board may also recommend, to the membership, that the penalty be expulsion. In such case, the suspension shall not restrict the defendant’s right to appear before his/her fellow members, at the ensuing Club Meeting, which will consider the recommendation for expulsion. Immediately after the Board has reached a decision, its findings shall be put in written form and filed with the Club Secretary. The Secretary in turn shall notify each of the parties, of the Board’s decision, and the penalty if any.
Section 5. Expulsion. Expulsion of a member of the Club may be accomplished only at a meeting of the Club, following a Board hearing and upon the Board’s recommendation. The Majority of the Active Members in attendance must agree to the Expulsion. The vote will be (by closed ballot).
Section 6. Any member, whose behaviour and actions are a detriment to the well being of this Club, may be suspended and/or expelled.
Section 7. Any member CONVICTED in any Court of Law, of cruelty to animals. Shall be expelled from Trio Kennel & Obedience Club Ltd., and will never be permitted to join Trio Kennel & Obedience Club Ltd. again.

Article 10 Signing Officers and Club Funds
Section 1. There will be three (3) signing Officers of the Club. Vice-President, Treasurer, Secretary. However if the office of the Secretary/Treasurer is combined, then the Active Members will select one (1) of the elected Directors of the Club, in attendance at the AGM in the year of the Election. This vote will be done (by closed ballot).
Section 2. All cheques drawn on the Club account must bear the signature of two (2) Club Officers, Vice-President, Treasurer, or Secretary. However as noted above, in the event of the Office of Secretary/Treasurer are combined, then the selected Director, would be one of the signing Officers also.
Section 3. No moneys may be removed, nor bills paid from the Club’s account, unless approval to do so has been given by the Active Members, at a prior meeting. (However in the event of an emergency, a cheque may be issued, or a bill may be paid, as long as three (3) members of the Executive approve. With a report back to the Members at the next meeting.

Article 11. Amendments
Section 1. Amendments to the Constitution and By-laws and Code of Ethics, may be proposed by the Board of Directors, or by written petition, that must be signed by two thirds (2/3) of all Active Members who are eligible to vote, and addressed to the Secretary. Amendments proposed by such petition, shall be promptly considered by the Board of Directors and must be submitted, with recommendations of the Board, by the Secretary for a vote within two (2) months of the date, when the petition was received by the Secretary.
Section 2 .The Constitution and By-law’s and Code of Ethics, may be amended by a two thirds (2/3) vote of all Eligible voting Members. At any regular meeting or special meeting called for that purpose. That the proposed Amendment changes will be mailed to all Eligible voting members at least three (3) weeks prior.

Article 12 .Dissolution.The Club may be dissolved at anytime by written consent of not less than two thirds (2/3) of all Eligible voting Members. In the event of the dissolution of Trio Kennel & Obedience Club Ltd., whether voluntary or involuntary, or by the operation of law, none of the property of the Club, "nor " any proceeds thereof, "nor" any assets of the Club shall be distributed, to any Members of the Club. But after payments, of any debts, of the Club, it’s property shall be sold and the assets shall be given to a charitable organization(s) for the benefit of all canine in general, selected by the Majority vote of all Eligible voting Members of the Trio Kennel & Obedience Club Ltd.