Constitution and Bylaws




Section 1. Club Year. The Club’s fiscal year shall begin on the 1st day of January and end on the 31st day of December. The Club’s official year shall begin on January Ist and end on the 31st day of December of the same year. Officers, Directors, and the AKC Delegate elected during an election year shall take office on the first day of the January following that election and each retiring officer shall turn over to his successor in office all properties and records relating to that office within 30 days of the start of the official year. The election of the Officers, Directors, and the AKC Delegate listed in Article III will be held every two years.

Section 2. Voting. At the Annual Meeting or at a special meeting of the Club, voting shall be limited to Individual and Household GSMDCA Members in good standing (herein after referred to in this Article IV as Members) who are present at the meeting, except for the election of Officers, Directors, the AKC Delegate and amendments to the constitution and bylaws and the standard for the breed which all shall be decided by the Members on a written ballot cast by mail. Voting by proxy shall not be permitted. The Board of Directors may decide to submit other specific questions for decision to the Members by written ballot cast by mail.

Section 3. Elections. The election of Officers, Directors, and the AKC Delegate shall be conducted by secret ballot. To be valid, ballots must be received by the Nominating Committee or an independent professional firm designated by the Nominating Committee by November Ist of the year of election. The ballots shall be counted either at the Annual Meeting by three Members appointed by the Nominating Committee who are neither on the current Board nor on the slate of candidates, to act as inspectors of election; or the Nominating Committee may designate an independent professional firm to send, receive, and count the ballots apart from the Annual Meeting.

Section 4. Nominations and Ballots. No person may be a candidate in a Club election who has not been nominated in accordance with these bylaws. A Nominating Committee shall be chosen by the Board of Directors before April Ist. The Nominating Committee shall consist of three Members from different areas of theU.S.A.; two additional members will be chosen to be alternates, should one of the original three be unable to serve, and no more than one of the five Nominating Committee members and alternates may be on the current Board of Directors. The Nominating Committee may conduct its business by mail or e-mail or conference call.

(a) The Nominating Committee, by June 15th, shall send, with an issue of the Newsletter or by a separate mailing to the Members of the Club, a full page reminder that those Members interested in running for office must submit a Letter of Intent in the format specified, and that this Letter of Intent asking the Nominating Committee to consider them for placement on the slate of officers must be received by the Nominating Committee by July 15th. The Nominating Committee will send a written confirmation to the author of each Letter of Intent that their Letter of Intent has been received. From among the submitted letters and all eligible Members of the Club, the Nominating Committee will select one candidate for each office, one for each position on the Board of Directors, and one for the position of AKC Delegate; and shall procure the acceptance and Letter of Intent of each nominee so chosen. The Committee should consider geographical representation of the membership on the Board to the extent that it is practicable to do so while not coming into conflict with other requirements for each candidate as set forth in Article III of these bylaws. The Committee shall then mail the slate (including the full name of each candidate and the name of the State in which he/she resides) to each Member of the Club on or before August 7th, so that additional nominations may be made by the Members if they so desire, provided that these additional nominations conform to the requirements set forth in Section 4, part (b) below.

(b) After August 7th, names of additional Members may be submitted by written petition in the form of a Letter of Intent which, in order to be added to the final ballot, must be formatted to conform to the requirements of the Nominating Committee, signed by the candidate and five additional Members of the Club, addressed to the Nominating Committee, and received by September 7th. Except for the position of AKC Delegate, no person shall be a candidate for more than one position.

(c) If no valid additional nominations are received by September 7th, The Nominating Committee’s slate shall be declared elected and no balloting will be required. The results of the voting shall be announced on the Club web site by September 14th and in the last Newsletter of the year.

(d) If one or more valid additional nomination(s) are received by September 7th, the Nominating Committee (or an independent professional firm designated by the Nominating Committee) shall, on or before September 21st, mail to each member a ballot listing all of the nominees for each position in alphabetical order along with the names of the states in which they reside, the corresponding Letters of Intent, a blank envelope, and an additional return envelope addressed to the Nominating Committee (or designated professional firm) marked “Ballot” and bearing the name of the Member to whom it was sent. So that the ballots may remain secret, each voter, after marking their ballot, shall seal it in the blank envelope which in turn shall be placed in the second envelope addressed to the Nominating Committee (or designated professional firm) and be received no later than November 1st. The inspectors of election (or designated professional firm), prior to opening the outer envelopes and removing the blank envelopes, shall check the returns against the list of Members whose dues are paid for the current year, thus certifying the eligibility of the voters as well as the results of the voting; the results shall be announced at the club web site by November 10th and with the last Newsletter of the year.

(e) Nominations cannot be made at the Annual Meeting or in any manner other than as provided above.

Pages: 1 2 3 4 5 6 7