Constitution and By-Laws
Welsh Terrier Club of Northern Illinois
These bylaws are subject to and governed by the State of Illinois and IRS not-for-profit entity laws and articles of incorporation of the Welsh Terrier Club of Northern Illinois. In the event of a direct conflict between the provisions of these bylaws and the mandatory provisions of Illinois or IRS not-for-profit provisions, the State of Illinois and IRS not-for-profit provisions will be controlling.
Name and Objects
The name of the club shall be the Welsh Terrier Club of Northern Illinois.
The objects of the club shall be:
- To encourage and promote quality in the breeding of purebred Welsh Terriers and to do all possible to bring their natural qualities to perfection
- To urge members and breeders to accept the standard of the breed as approved by The American Kennel Club as the only standard of excellence by which the Welsh Terrier shall be judged
- To do all in its power to protect and advance the interests of the breed by encouraging sportsmanlike competition at:
- Dog shows
- Obedience trials (if applicable)
- Tracking tests (if applicable)
- Agility Trials (if applicable)
- Field trials (if applicable)
- Hunting Tests (if applicable)
- To conduct sanctioned matches at:
- Dog shows
- Obedience trials (if applicable)
- Tracking Tests (if applicable)
- Agility Trials (if applicable)
- Field Trials (if applicable)
- Hunting Tests (if applicable)
- And any other event for which the club is eligible under the Rules and Regulations of The American Kennel Club.
SECTION 3. No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, officers, directors, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions on furtherance of the purposes set forth in the Constitution or in Article I of the Bylaws.
SECTION 4. The members of the club shall adopt and may from time to time revise such bylaws as may be required to carry out these objects.
Welsh Terrier Club of Northern Illinois
SECTION 1. Eligibility. There shall be 6 types of membership open to all persons 18 years of age and older and 1 type of membership open to persons less than 18 years of age, who are in good standing with The American Kennel Club and who subscribe to the purposes of this Club.
While membership is unrestricted as to residence, the club’s primary purpose is to be representative of the breeders and exhibitors in its immediate area.
- Regular Membership — enjoys all club privileges including the right to vote and hold office.
- Household Membership — Two (2) adult members residing in the same household, each eligible to vote and hold office.
- Associate Membership —entitled to all club activities except voting and office holding (offered to individuals who live outside the club’s area; as well as to individuals who live in the club’s area but are not active).
- Junior Membership — open to minors under 18 years of age; a non-voting/non-office holding membership which may automatically convert to regular membership at age 18.
- Honorary — An individual who has made significant contributions to the Sport, Breed or the Club; honorary members pay no dues and are not eligible to vote but can maintain regular (or household) membership if they pay dues.
- Life — For those individuals who have been members for at least 25 years. Life members pay no dues but are eligible to vote and hold office.
- Outreach Membership — For those individuals new to the Sport of Dogs, at least 18 years of age, who are interested in further advancing their knowledge of dogs, The American Kennel Club, and the Sport of Dogs. This is a non-voting, non-office holding membership which entitles the member to participate in all other club activities.
SECTION 2. Dues. Membership dues shall not exceed a maximum of $100 per year, payable on or before the 1st day of January of each year. No member may vote whose dues are not paid for the Financial/Fiscal year. During the month of November, the Treasurer shall send to each member a statement of dues for the Financial/Fiscal year.
Section 3. Election to Membership. Each applicant for membership shall apply on a form as approved by the Board of Directors (“Board” or “the Board”) and which shall provide that the applicant agrees to abide by the constitution and bylaws and the rules and regulations of the American Kennel Club. Accompanying the application, the prospective member shall submit dues payment for the Financial/Fiscal year.
All applications are to be filed with the Secretary. Each membership application shall be voted upon by secret ballot at the next meeting of the Club. An affirmative vote of 2/3 (or other majority) of the members present and voting shall be required to elect the applicant.
Applicants for membership who have been rejected by the club may not reapply within six (6) months after the rejection.
Section 4. Termination of Membership.
Memberships may be terminated in accordance with the laws of the State of Illinois:
- By resignation. Upon written notice to the Secretary
- By lapsing. A membership may be considered as lapsed and automatically terminated if such member’s dues remain unpaid ninety (90) days after the first day of the Financial/Fiscal year; however, the Board may grant an addition 90 days of grace to such delinquent members in meritorious cases. In no case may a person be entitled to vote at any Club meeting whose dues are unpaid as of the date of that meeting.
- By expulsion. A membership may be terminated by expulsion as provided in Article VI of these Bylaws.
Meetings and Voting
(See Appendix of Robert’s Rules of Order, Newly Revised 12th Edition)
Section 1. Club Meetings. Meetings of the club shall be held each month or as frequently as necessary by methods in accordance with the State of Illinois (electronic, virtual, teleconference or methods as may be developed) or in person (in the Welsh Terrier Club of America AKC designated territory), as may be designated by the Board. Notice of each such meeting shall be sent via USPS, fax, electronic mail, or telephone by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meeting shall be 20 percent of the eligible voting members in good standing. Non-voting members do not count towards the determination of a quorum.
Section 2. Special Club Meetings. Special club meetings may be called by the President or by a majority vote of the members of the Board who are present and voting at any regular or special meetings of the Board; and may also be called by the Secretary upon receipt of a petition signed by five (5) members of the club who are in good standing or upon written receipt of a request by at least two (2) Directors. Such special meetings shall be held by methods in accordance with the State of Illinois (using electronic, virtual, teleconference or other methods as may be developed) as may be designated by the person or persons authorized herein to call such meetings. Written notice of such a meeting shall be sent by email by the Secretary at least five (5) days prior to the date of the meeting and said notice shall state the purpose of the meeting, and no other club business may be transacted thereat. The quorum for such a meeting shall be (20) percent of the eligible voting members in good standing. Non-voting members do not count towards the determination of a quorum.
Section 3. Board Meetings. Meetings of the Board of Directors shall be held each month or as frequently as is necessary in the Welsh Terrier Club of Northern Illinois AKC-designated territory if held in person or by methods in accordance with the State of Illinois (electronic, virtual, teleconference, or methods as may be developed) as designated by the Board. Written notice of each such meeting shall be sent by USPS or via email in accordance with laws of the State of Illinois at least five (5) days prior to the date of the meeting. The quorum for such a meeting shall be a majority of the Board. Non-voting members do not count towards the determination of a quorum.
Section 4. Special Board Meetings. Special meetings of the Board may be called by the President; and shall be called by the Secretary upon receipt of a written request signed by at least three members of the Board or at least 2 Directors. Such special meetings shall be held in the Welsh Terrier Club of Northern Illinois AKC-designated territory if held in person or by methods in accordance with the State of Illinois (electronic, virtual, teleconference, or methods as may be
developed) as designated by the person authorized herein to call such meeting. Written notice of such meeting shall be emailed by the Secretary at least five (5) days prior to the date of the meeting in accordance with the State of Illinois requirements. Any such notice shall state the purpose of the meeting and no other business shall be transacted thereat. The quorum for such a meeting shall be a majority of the Board. Non-voting members do not count towards the determination of a quorum.
Section 5. Voting. Each member in good standing whose dues are paid for the Financial/Fiscal year shall be entitled to one vote at any meeting of the club at which he is present. Proxy voting will not be permitted at any club meeting or election.
Directors and Officers
Section 1. Board of Directors. The Board shall be comprised of the officers and 3 other persons all of whom shall be members in good standing and all of whom shall be elected for two (2)-year terms at the club’s annual meeting as provided in Article IV and shall serve until their successors are elected. General management of the club’s affairs shall be entrusted to the Board.
Section 2. Officers. The club’s officers, consisting of the President, Vice President, Corporate Secretary, and Treasurer, shall serve in their respective capacities both with regard to the club and its meetings and the Board and its meetings.
- The President (Chairperson) shall preside at all meetings of the club and of the Board and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these bylaws.
- The Vice President shall have the duties and exercise the powers of the President in case of the President’s death, absence or incapacity.
- The Corporate Secretary shall keep a record of all meetings of the club and of the Board and of all matters of which a record shall be ordered by the club; have charge of correspondence, notify members of meetings, notify new members of election to membership, notify officers and directors of their election to office, keep a roll of the members of the club with their addresses, which shall be sent to any member in good standing, upon written request, once every club year, and carry out such other duties as are prescribed in these bylaws.
- The Treasurer shall collect and receive all moneys due or belonging to the club. Moneys shall be deposited in a bank designated by the Board, in the name of the club. The books shall at all times be open to inspection by the Board and a report shall be given at every meeting on the condition of the club’s finances and every item of receipt or payment not before reported; and at the annual meeting an accounting shall be rendered of all moneys received and expended during the previous fiscal year. The club shall be insured in such amount and through a type of policy as the Board shall determine which will cover the actions of the Treasurer.
- The offices of Secretary and Treasurer may be held by the same person, in which case the Board shall be comprised of eight (8) persons.
- AKC Delegate. Among other duties, the Delegate shall report to the club all actions and matters discussed at AKC’s Quarterly Delegate Meetings. The AKC Delegate is appointed by the Board and is NOT a voting member of the Board. The term shall be 2-years and number of terms unlimited.
Section 3. Vacancies. Any vacancies occurring on the Board or among the officers during the year shall be filled for the remainder of the position’s term by a majority vote of the members of the Board. However, a vacancy in the office of President shall automatically be filled by the Vice President for the remainder of the term. In the event of a vacancy of the AKC Delegate, the club must apply to the office of the AKC Executive Secretary for approval of Delegate credentials.
The Club’s Financial/Fiscal Year, Annual Meeting, Elections. Official Year
Section 1. Financial/Fiscal Year. The Financial/Fiscal year shall begin on the first day of April and end on the last day of March.
Section 2. Annual Meeting. The annual meeting shall be held in the month of April at which officers, Delegate to the American Kennel Club, and directors for the ensuing year shall be elected by secret ballot from among those nominated in accordance with Section 4 of this Article. They shall take office immediately upon the conclusion of the election and each retiring officer shall turn over to the successor in office all properties and records relating to that office within 30 days after the election.
Section 3. Nominations. The Board shall select a Nominating Committee consisting of three members and two alternates, not more than one of whom may be a member of the Board. The Secretary shall immediately notify the committeepersons and alternates of their selection. The Board shall name a chair for the committee, and it shall be such person’s duty to call committee meetings, which shall be on or before January.
- The committee shall nominate one candidate for each office (and for Delegate, who may but need not be an officer or director of the club) and positions on the Board and shall procure the acceptance of each nominee so chosen and shall immediately report their nominations to the Secretary in writing.
- Upon receipt of the Nominating Committee’s report, the Secretary shall, at least two weeks before the March meeting, notify each member in writing of the candidates so nominated.
- Additional nominations may be made in writing, provided that the person so nominated does not decline. No person may be a candidate for more than one position (except for the position of Delegate).
- Nominations cannot be made at the annual meeting or in any manner other than as provided in this Section.
- Balloting will be by mail or electronic balloting as determined by the Board. Ballots must be received by the (tellers, committees, etc) no later than April 1. Ballots received after April 1 will not be counted.
Section 4. Elections. The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The nominated candidates for other positions on the Board who receive the greatest number of votes for such positions shall be declared elected. If no valid additional nominations are received on or before March, the Nominating Committee’s slate shall be declared elected and not balloting will be required. An uncontested position should be automatically elected.
Section 5. Club’s Official Year. The club’s official year shall begin immediately at the conclusion of the election at the annual meeting and shall continue through the election at the next annual meeting.
Section 1. The Board may each year appoint standing committees to advance the work of the club. Such committees shall always be subject to the final authority of the Board.
Section 2. Any committee appointment 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 persons whose services have been terminated.
(In Accordance with Laws of the State of Illinois)
Section 1. American Kennel Club Suspension. Any member who is suspended from any of the privileges of the American Kennel Club shall be suspended from privileges of this club for a like period. American Kennel Club suspensions are published on the Secretary’s page of the AKC Gazette.
Section 2. Charges. An individual member may prefer charges against another individual member for alleged misconduct prejudicial to the best interests of the club. Written notarized charges containing specific facts signed under oath (“Charges”) must be filed in duplicate with the Secretary together with a deposit, the amount to be established by the Board which shall be forfeited if such charges are not sustained or entertained by the Board. The Secretary shall promptly send a copy of the charges to Board member or present them at a Board meeting. The Board 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 Board considers that the Charges do not allege conduct which would be prejudicial to the best interests of the club, it may refuse to entertain jurisdiction. If the Board entertains jurisdiction of the charges, it shall fix a date for a hearing by the Board or a committee appointed by the Board not less than three (3) weeks nor more than six (6) weeks thereafter. The Secretary shall promptly send one copy of the Charges to the accused member by certified mail return receipt requested, or other form of receipted or acknowledged deliver and set forth a time and place at which the accused may attend and present any defense, call witnesses or answer.
Section 3. Board Hearing. If the Board has a hearing, the Board or committee appointed by the Board may hear the charges. The Board or the Board’s appointed committee shall have complete authority to decide whether counsel may attend the hearing, but complainant and accused shall be treated uniformly in that regard. Should the Charges be sustained after hearing all of the evidence and testimony presented by complainant and accused, the Board or Board’s appointed committee may by a majority vote of those present reprimand or suspend the accused from all privileges of the club for not more than six months from the date of the hearing. And, if the Board or Board’s appointed committee deems that punishment insufficient, it may also recommend to the membership that the penalty be expulsion. Immediately after the Board or the Board’s appointed committee has reached a decision, its finding shall be put in written form and filed with the Secretary. The Secretary, in turn, shall notify each of the parties of the Board’s or the Board appointed committee’s decision and penalty, if any.
Section 4. Expulsion. The members shall vote by secret ballot on the proposed expulsion. A 2/3 vote of those present and voting at the meeting shall be necessary for expulsion. If expulsion is not so voted, the Board’s suspension shall stand.
Section 1. Amendments to the constitution and bylaws may be proposed by the Board or by written petition addressed to the Secretary signed by 20 percent of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board and must be submitted to the members with recommendations of the Board by the Secretary for a vote within three months of the date when the petition was received by the Secretary.
Section 2. The constitution and bylaws may be amended by a 2/3 secret vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and sent via USPS or email to each member at least two weeks prior to the date of the meeting. No amendment to the constitution and bylaws that is adopted by the club shall become effective until it has been approved by the Board of Directors of The American Kennel Club.
Section 1. The club may be dissolved at any time by the written consent of not less than 2/3 of the members in good standing and in accordance with the laws of the State of Illinois. In the event of the dissolution of the club other than for purposes of reorganization 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 members of the club, but after payment of the debts of the club, its property and assets shall be given to a charitable organization for the benefit of dogs selected by the Board unless otherwise prohibited the laws of the State of Illinois.
Order of Business
(in Robert’s Rules of Order Newly Revised – 12th Edition)
Section 1. The rules contained in the current edition of “Robert’s Rules of Order, Newly Revised,” shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any other special rules of order the club may adopt.
Member in good standing – An individual who is not suspended by The American Kennel Club or their Club and whose dues for the year are already paid.
Types of membership (As defined in Article 1, Section 1 – non-voting types of membership do not count toward determination of a quorum):
Regular (Individual) – Enjoys all club privileges including the right to vote and hold office.
Household – Two (2) adult members residing in the same household, each eligible to vote and hold office
Associate (or Newsletter) – Entitled to all club privileges except voting and office holding (offered to individuals who live outside the club’s area; as well as to individuals who live in the club’s area but are not active).
Junior – Open to children under 18 years of age; a non-voting/non office holding membership which may automatically convert to regular membership at age 18.
Honorary – An individual who has made significant contributions to the Sport, Breed or the Club; honorary members pay no dues are not eligible to vote but can maintain regular (or household) membership if they pay dues.
Life – For those individuals who have been members for a long period of time (usually 20+ years); Life members pay no dues but are eligible to vote and hold office.
Outreach Membership — For those individuals new to the Sport of Dogs, at least 18 years of age, who are interested in further advancing their knowledge of dogs, The American Kennel Club and the Sport of Dogs. This is a non-voting, non-office holding membership which entitles the member to participate in all other activities.
Uppermost limits for dues – In order to avoid frequent bylaw amendment, an uppermost limit (i.e. – Dues shall not exceed $100) should be included for each type of membership, in addition to when and by whom the dues are set each year.
Reprimand – A written warning to a member after charges have been filed in accordance with the Bylaws, and it is determined that the member’s conduct was not severe enough to warrant a suspension or a recommendation for expulsion.
Notices – All club notices must be sent either via the US Postal Service or email in accordance with current AKC policy or in accordance with State Law.
Delegate Duties – For AKC member clubs only, the general duties of the Delegate must be listed.
Votes on Bylaw Amendments – After amendments are voted upon, the club must provide AKC with the number of members in good standing as well as the date of the vote, and the number who voted for and against. A copy of the revised document must be submitted to AKC as soon as it is printed with the date of the vote, the percentage of membership that voted and the breakdown of the vote.
Approved WTCNI BOD 11/10/21