Portland Agility Club
Policies and Procedures
- Club meeting minutes including a notice for the next meeting will be E-mailed to all members. A dues reminder will be included in the minutes when appropriate.
- Member dues are due yearly by January 31. If dues are not paid by March 15 the member will be removed from membership. If a new member joins PAC in the second half of the year (after June 30), the dues paid will be current for the following calendar year.
- General meetings will convene 6 times per year. The months to be determined by the Board of Directors at the beginning of the year.
- A prospective member must attend one meeting before being voted on by the club membership. A membership application will be valid for 60 days without payment or meeting attendance. An alternative to the requirement of meeting attendance may be arranged if the prospective member has a conflict with the meeting dates. Prospective members may work at least one class at a PAC trial in lieu of attending a meeting.
- 100% of entry fees will be refunded if a written request is received by the trial secretary on or before the trial closing date. After the trial closes, a refund will be given (minus $6.00 per run) for ill or injured dog or handler, bereavement and/or family emergency if the trial secretary is notified before the commencement of the trial. Bitches in season will be fully refunded if the Trial Secretary is notified at least 30 minutes prior to the published commencement of each day’s trial. Verification upon request. If handler’s additional entries are affected and notification is received by the trial secretary prior to the published start of the trial a credit voucher (expiring 12 months from date issued) will be issued for fees, less $6.00 per run for other entries handled by the same person. No refunds will be given if a request is received after the published start of the trial. No entry fee will be refunded if the trial cannot open or be completed because of riots, civil-disturbances, fire, acts of God, public emergency, acts of public enemy, or any other cause beyond the control of the organizing committee.
- For any returned check, PAC will charge the PAC bank fee to anyone writing an NSF check to PAC. Any entry or registration for other club activities paid by an NSF check will lose his/her place in the order of receiving/registrations.
- There will be language in PAC trial premium lists to reflect the following: “NSF” checks do not constitute a valid trial entry fee. PAC (or the trial secretary) will add a collection fee to the amount of each returned check.”
- The trial secretary and/or treasurer must deposit all entry fees by just after the closing date of the trials so that PAC knows if entries are valid before the commencement of the trial.
- A club member may be compensated for serving as a trial secretary for PAC. The rate will be up to $1.00 per run and $360 workers certificates for trial entry fees at PAC trials. The compensation may be declined.
- Key Trial worker certificates: (for a two-judge trial) – Trial Chair, Trial Secretary, (2) Chief ring steward, (6) course builders, hospitality person and (2) scorekeepers. Each will receive $120 worker certificates per day. Adjustment of number of workers will be made for a one judge trial as appropriate. Equipment Manager will be paid $20 worker certificates per day. If a member performing one of the aforementioned duties cannot run a dog at the trial they worked, they may use the certificates at another trial. Worker certificates will be issued by the PAC coupon/certificate Coordinator (appointed by the board) to the Trial Chair for distribution to the workers. The certificates may be used for one dog or multiple dogs when entering a trial or seminar. They can also be used for PAC gear, food items or seminars. They cannot be used for payment of dues. There is no expiration date on key worker certificates.
- Trial Chair will give Sweet Al’s a list of the following workers to received lunch, Sweet Al’s will give list to treasurer at the end of the trial for compensation. Included on the list will be: Trial Chair, Trial Secretary, scorekeepers, Chief ring stewards, Course builders, Equipment Manager, hospitality person, PAC Librarian, PAC Gear coordinator, Ribbon coordinator, and any VMO measuring for the club.
- Unloading and Loading worker certificates: The PAC coupon/certificate Coordinator will print up $10 worker coupons (no expiration date for these coupons) to be handed out by trial Chair. There will be a drawing for a $40 PAC coupon for anyone that helps setup on Thursday that will be handed out on Friday at the general briefing. Loading the trailer will be done by the Equipment manager and the course builders. Additional helpers will be compensated by $2.50 worker coupons at the discretion of the trial chair.
- Special Trial worker certificates for Arena Watering: For the July and September Trials we will have a special worker to water the arena on Friday and Saturday nights only. They will be received $120 worker certificates per day. The compensations can be split between multiple workers but the daily total will be $120 worker certificates.
- B-Match funds will be donated to a dog related organization (Trial Chair choice) and/or to the Junior Handlers sponsorship PAC fund. These funds can be split between multiple organizations. Treasurer will be responsible for sending out check to the organization or depositing into the Junior Handlers sponsorship PAC fund.
- Special PAC job coordinator certificates: Annually PAC coupon/certificate Coordinator will issue to the PAC Librarian, PAC Gear Coordinator and the PAC Ribbon Coordinator, Equipment Manager and Certificate Coordinator in the amount of $180. There is no expiration date on these coupons.
- PAC will maintain a banner displaying members who have earned MACH’s, PAX’s and PACH’s. A new patch will be added as a MACH (MACH2, MACH3, etc.) is earned while the dog’s handler is a member. PAC will recognize all handler and dog teams that achieve a MACH, PAX or PACH title at a PAC agility trial by placing a patch on the PAC Honor Roll banner, but non-members will be in a different color background than the member’s patches.
- In order to maintain tax exempt status (501) (c)(4), no member may receive any benefit of club net earnings or receive benefits not available to the general agility community.
- Members may submit recommendations for policy changes to the board. The policy file shall be reviewed by the board annually and recommendations for changes shall be sent to the general membership for their vote.
- PAC will not loan or rent out its agility equipment with the exception of holding a trial in conjunction with another agility club or a community-based service organization such as 4-H, which will be approved on a case-by-case basis.
- PAC worker coupons may be used to purchase PAC gear, food items at PAC trials, and entry fees but may not be used for the payment of club dues or seminars. PAC coupons are good for three years from the trial date issued. Old coupons will expire three years from issue date.
- PAC member will receive for Trailer Transportation to site – $120 PAC certificates per Trial
- (Kevin Alexander primary hauler)
- Backup hauler – Bernie Tuerler (due to Bernie not participating in agility at this time) $60 cash per Trial.
- PAC will pay annually $1200 for trailer storage of both trailers ($50 per month per trailer).
- Junior handler may request a voucher towards 50% of the entry fee from trial secretary. This request must be in written form.
- PAC member received discounted costs for seminars, approximately 10%, officers may request approximately 20% and junior handlers may request 50% of fees. (approximately states we will round up or down to the nearest dollar).
Working Attachments (contract info, dates, times, location will be updated as needed) to document:
Addendum A – Investment Policy
Addendum B – Seminar Policy
Addendum C – Trial Policy
Portland Agility Club Bylaws
Article I – Name and Objects
Section 1. The name of the club shall be Portland Agility Club
Section 2. The objectives of the club shall be:
- To promote the agility training of dogs.
- To disseminate knowledge regarding agility training and the sport of dog agility
- To encourage the education and training of agility judges
- To conduct and support agility trials under the rules and regulations of the AKC
- To promote cooperation and good sportsmanship among its members in the training and exhibition of dogs under the rules and regulations of the American Kennel Club.
Section 3. The club shall not be conducted or operated for profit and no part of any profits or remainder or residue from dues or donations to the club shall inure to the benefit of any member or individual.
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 objectives.
Article I – Membership
Section 1. Eligibility. There shall be two types of membership open to persons who are in good standing and who subscribe to the purposes of this club.
Regular Membership. Open to persons 18 years of age and older. Members are entitled to all privileges of the club, including voting and office holding.
Junior Membership. Open to persons ages ten (10) through seventeen (17) years of age. Such members may not vote or hold office. They may automatically convert to regular membership upon reaching their 18th birthday.
While membership is to be unrestricted as to residence, the club’s primary purpose is to be representative of the exhibitors in its immediate area.
Section 2. Dues. Membership dues shall not exceed $50.00 per year, payable on or before the 31st of January of each year. No member may vote whose dues are not paid for the current year. During the Month of December the Secretary shall send a notification to the membership of dues for the ensuing year.
Section3. Election to Membership. Each applicant for membership shall apply on a form approved by the board of directors which shall provide that the applicant agrees to abide by the constitution and bylaws and the rules of The American Kennel Club. The application shall state the name, address and occupation of the applicant and it shall carry the endorsement of two members in good standing. Accompanying the application, the prospective member shall submit dues payment for the current year.
All applications are to be filed with the Secretary and each application is to be read and voted on at the first meeting of the club following its receipt. Affirmative votes of 2/3 of the members present and voting by secret ballot at that meeting shall be required to elect the applicant.
Applicants for membership who have been rejected by the club may not reapply within six months after such rejection.
Section 4. Termination of Membership. Memberships may be terminated:
- By Any member in good standing may resign from the club upon written notice to the Secretary: but no member may resign when in debt to the club. Dues obligations are considered a debt to the club and they are incurred on the first day of each year.
- By lapsing. A membership will be considered as lapsed and automatically terminated if such member’s dues remain unpaid 60 days after the first day of the year; however, the board may grant an additional 30 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.
Article II – Meetings and Voting
Section 1. Club Meetings. Meetings of the club shall be held 6 times a year within the greater Portland area at such hour and place as may be designated by the board of directors. The Secretary shall notify the membership at least 10 days prior to the date of the meeting. The quorum for such meetings shall be 10 percent of the members in good standing.
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 meeting of the board; or shall be called by the Secretary upon receipt of a petition signed by five members of the club who are in good standing. Such special meetings shall be held within the greater Portland area at such place, date and hour as may be designated by the person or persons authorized herein to call such meetings. The Secretary shall notify members at least five days and not more than 15 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 10 percent of the members in good standing.
Section 3. Board Meetings. Meetings of the board of directors shall be held as deemed necessary within the greater Portland area at such hour and place as may be designated by the board. The Secretary shall notify the members at least five days prior to the date of the meeting. The quorum for such a meeting shall be a majority of the board. Board meetings shall be held a minimum of six times per year.
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. Such special meetings shall be held within the greater Portland area at such place, date and hour as may be designated by the person authorized herein to call such meetings. The Secretary shall notify members at least five days and not more than 10 days prior to the date of the meeting. 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.
Section 5. Voting. Each member in good standing whose dues are paid for the current 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.
Article III 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-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 of directors.
Section 2. Officers. The club’s officers, consisting of the President, Vice President Recording Secretary and/or Corresponding 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 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 Recording 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 and notify members of meetings and dues due.
- The Corresponding Secretary (optional) shall have charge of the correspondence, notify new members of the election to membership, notify officers and directors of the election to office, keep a roll of the members of the club with their addresses, 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 of the condition of the club’s finances and every item of receipt or payment not before reported. At the annual meeting an accounting shall be rendered of all moneys received and expended during the previous fiscal year. The Treasurer may be bonded in such amount as the board of directors shall determine.
Section 3. Vacancies. Any vacancies occurring on the board or among the offices during the year shall be filled until the next annual election by a majority vote of all the then members of the board at its first regular meeting following the creation of such vacancy, or at a special board meeting called for that purpose: except that a vacancy in the office of President shall be filled automatically by the Vice President and the resulting vacancy in the office of Vice President shall be filled by the board.
Article IV – The Club Year, Annual Meeting, Elections
Section 1. Club Year. The club’s fiscal year shall begin on the 1st day of November and end on the last day of October.
The club’s official year shall begin immediately at the conclusion of the election at the annual meeting in January and shall continue through the election at the next annual meeting.
Section 2. Annual Meeting. The annual meeting shall be held in the month of January. Officers and directors shall be elected for two-year terms during odd numbered years at the club’s annual meeting by secret ballot and from among those nominated in accordance with Section 4 of this Article. Officers shall take office no later than the month following 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. Elections. The nominated candidates must be members in good standing. 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.
Section 4 Nominations. No person may be a candidate in a club election whom has not been nominated. During the month of September 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 committeemen and alternates of the selection. The board shall name a chairman for the committee and it shall be such person’s duty to call a committee meeting which shall be held on or before September 15th.
- The committee shall nominate one candidate for each office and position on the board. After securing the consent of each person so nominated, shall immediately report their nominations to the Secretary.
- Upon receipt of the Nominating Committee’s report, the Secretary shall at least two weeks prior to the November meeting notify the membership of the candidates so nominated.
- Additional nominations may be made at the November meeting by any member in attendance, provided that the person so nominated does not decline when their name is proposed and provided further that if the proposed candidate is not in attendance at this meeting, the proposer shall present to the Secretary a written statement from the proposed candidate signifying willingness to be a candidate. No person may be a candidate for more than one position.
- Nominations cannot be made at the annual meeting or in a manner other than as provided in this Section.
Article V – Committees
Section 1. The board may each year appoint standing committees to advance the work of the club in such matters as agility, trophies, annual prizes, membership and other fields which may well be served by committees. Such committees shall always be subject to the final authority of the board. Special committees may be appointment by the board to aid it on particular projects.
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.
Article VI – Discipline
Section 1. American Kennel Club Suspension. Any member who is suspended from the privileges of the American Kennel Club automatically shall be suspended from the privileges of this club for a like period.
Section 2. Charges. Any member may prefer charges against a member for alleged misconduct prejudicial to the best interest of the club or the sport of agility. Written charges with specification must be filed in duplicate with the Secretary together a deposit of $25.00, which shall be forfeited if such charges are not sustained by the board following a hearing.
The Secretary shall promptly send a copy of the charges to each member of the board or present them at a board meeting, and 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 not less than three weeks no more than six weeks thereafter. The Secretary shall promptly send one copy of the charges to the accused member by registered mail together with notice of the hearing and an assurance that the defendant may personally appear in his own defense and bring witnesses if he wishes.
Section 3. Board Hearing. The board shall have complete authority to decide whether counsel may attend the hearing, but both complainant and defendant shall be treated uniformly in that regard. Should the charges be sustained after hearing all the evidence and testimony presented by complainant and defendant, the board may by a majority vote of those present reprimand or suspend the defendant from all privileges of the club for not more than six months from the date of the hearing. And, if it deems that punishment insufficient, it 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 fellow members at the ensuing club meeting which considers the board’s recommendation. Immediately after the board 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 decision and penalty, if any.
Section 4. Expulsion. Expulsion of a member from the club may be accomplished only at a meeting of the club following a board hearing and upon the board’s recommendation as provided in Section 3 of this Article. Such proceeding may occur at a regular or special meeting of the club to be held within 60 days but not earlier than 30 days after the date of the board’s recommendation of expulsion. The defendant shall have the privilege of appearing in his own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the board’s findings and recommendation, and shall invite the defendant, if present, to speak in his own behalf if he wishes. The members shall then 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.
Article VII – Amendment
Section 1. Amendments to the constitution and bylaws may be proposed by the board of directors 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 of directors 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 that the proposed amendments have been included in the notice of the meeting and each member shall be notified at least two weeks prior to the date of the meeting.
Article VIII – Dissolution
Section 1. The club may be dissolved at any time by the written consent of not less than 2/3 of the members. 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. However, 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 of directors.
Section 2. Upon the dissolution of the corporation, assets shall be distributed for one or more exempt purposes within the mean of 501 (c) (3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a court of the appropriate jurisdiction of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as that court shall determine, which are organized and operated exclusively for such purposes.
Article IX – Order of Business
Section 1. At meetings of the club, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
Minutes of last meeting
Report of the President
Report of the Secretary
Report of Treasurer
Reports of committees
Election of officers and board (at annual meeting)
Election of new members
Section 2. At meetings of the board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:
Reading of minutes of last meeting
Report of Secretary
Report of Treasurer
Reports of committees
Article X – Parliamentary Authority
Section 1. The rules contained in the current edition of “Roberts 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 my adopt.