Constitution and By-Laws | St Lawrence Canine Performance Club

CONSTITUTION & BY-LAWS

OF THE

ST. LAWRENCE CANINE PERFORMANCE CLUB

Effective July 20, 2026

NAME AND OBJECTIVES

1. Name

The name of the Club shall be: St. Lawrence Canine Performance Club hereinafter referred to as “the Club.”

2. Area of Operation

The Club shall serve the area comprised of: Brockville within the municipalities of Leeds and Grenville. The boundaries will be the St. Lawrence River to the south, Willow Bank to the west, Highway 42 north to Westport, across Smith Falls to Kemptville in the east and south to Cardinal and the St. Lawrence River, and shall be a Local Club.

3. Objectives

The objectives and aims of the Club shall be to:

a) Exhibit and encourage respect and ethical sportsmanship to others at all events held under the CKC Rules and Regulations and any other sponsored activity or function of the Club.

b) Hold the following CKC approved events including but not limited to all performance events i.e. Obedience, Rally Obedience, Scent Detection, Workshops and Seminars.

Encourage, assist, and welcome all individuals with disabilities who wish to participate in dog-related activities, training, and Club events, providing reasonable accommodations to ensure equal opportunity and participation.
Actively promote and participate in training opportunities.
Encourage respect and ethical treatment of dogs in general.
Actively offer interaction with the community at large.
Promote and support responsible dog ownership.
Mentor new members in various roles within the Club to encourage Club growth and foster a sense of community within the Club.
The members of the Club shall adopt and may from time-to-time revise such By-Laws as may be required to carry out these objectives.

4. Principles

4.1 The Club shall be a Not-for-Profit club.

4.2 The Club shall take all necessary steps to investigate and comply with all Federal and Provincial Guidelines with respect to clubs and corporations.

4.3 The Club shall maintain CKC recognition by adhering to the Policy set out by CKC and acknowledge that any changes in such Policy from time-to-time will supersede contravention within this Constitution & By-Laws.

4.4 The Club employs the use of electronic signatures, electronic mail, online bank transfers and virtual meetings as required and any reference to finance, correspondence or meetings in this Constitution and By-Laws shall be deemed to include these methods unless otherwise specified.

4.5 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 benefit any member or individual.

5. Membership

5.1 The membership year shall be: January 1 to December 31.

5.2 Eligibility for Membership

a) No person who has been expelled by the CKC or convicted of cruelty to animals shall be eligible for membership.

b) All Individuals: Who utilizes service dogs or assisted devices, are warmly encouraged to apply.

c) Application for membership in the Club shall be received from individuals living in any location in Canada.

d) Each applicant for membership must agree to abide by the Club’s Constitution and By-Laws.

e) Application for membership in the Club shall be received from individuals who currently own a dog, previously owned a dog, or are simply dog enthusiasts.

f) Application for membership shall be open to all those who are interested in the welfare and responsible ownership of dogs.

5.3 Types of Membership

There shall be six (6) types of memberships: Associate, Regular, Household, Junior, Lifetime and Honorary.

a) Associate Membership: New members are automatically designated “Associate” members for a period of ONE YEAR, at the end of which time a vote will be held by the Executives before transitioning to regular membership. In the alternative, you will be provided with written notification that your membership was not approved and the reason why within thirty (30) days of the vote. Associate Members are NOT eligible to vote or hold office.

b) Regular (Individual) Membership: Individuals over 18 years of age enjoy all club privileges including the right to vote and hold office.

c) Household (Family) Membership: Two (2) adult members residing in the same household, each eligible to vote and hold office.

d) Junior Membership: Open to children under eighteen (18) years and may automatically convert to a regular membership at the age of eighteen (18) years. Junior members do NOT pay dues, but are entitled to all club privileges except for voting or holding office.

e) Lifetime Membership: May be awarded by a majority vote of the Club to individuals from among the membership who have made significant contributions to the Club. Lifetime members do NOT pay annual membership dues, but are eligible to vote and hold office.

f) Honorary Membership: May be awarded to individuals who have made a significant contribution to the Club or the canine sports and events. Honorary members are appointed by a majority vote of the membership. Honorary members do NOT pay annual membership dues, but are eligible to vote and hold office.

g) All Members who help at Club events, will receive perks (discounts) at workshops, seminars, etc.

5.4 Application for Membership

a) Membership applications are to be completed and submitted to the Club Treasurer. Applications submitted must be accompanied by the appropriate Annual Membership Dues. Payments may be made by e-transfer to slcpctreas@gmail.com

b) Membership applications shall be accessible on the St. Lawrence Canine Performance Club website: slcpc.ca

5.5 Membership Fees

a) Annual Membership Dues shall be $25.00 for Individual Membership and $30.00 for Household. Juniors under eighteen (18) years are free.

b) Membership dues will be reviewed and set annually by the Board of Directors at the Annual General Meeting (AGM).

c) Membership dues are payable January 1^st of each year. Any member who has NOT paid their membership dues sixty (60) days past January 1st will be removed from the membership list and be ineligible to vote regardless of their previous membership type.

d) Membership dues shall NOT be prorated.

e) The Club Treasurer shall collect and record the dues submitted.

f) At the beginning of December, the Treasurer shall send each member a statement of membership dues for the next year.

g) If any member is in financial distress, their membership dues may be waived by the majority vote of the Board on a case-by-case basis.

h) Any new member joining and paying dues after September 1^st shall be determined to have paid the required membership dues for the following year commencing January 1^st.

5.6 Approval of Membership

a) Membership will be denied to those who have had Canadian Kennel Club (CKC) membership privileges suspended or terminated, or have been found guilty in a court of law on any charge relating to cruelty of animals.

b) An applicant whose membership application has been denied will be provided with a reason for such denial, in writing, within thirty (30) days of the decision.

c) Applications shall be forwarded to the Board of Directors for review process, and all new members accepted into the Club shall be introduced to the General Members at the next meeting.

d) An applicant whose membership application has been denied may not reapply for twelve (12) months from the date of the denial.

5.7 Termination or Suspension of Membership

a) Any member suspended, debarred, expelled or deprived from the privileges of The CKC shall, without notice, be suspended from the privileges of this Club for a like period.

b) Upon termination or suspension of membership, all records, property and related paraphernalia of the Club shall be returned to a current Club officer immediately.

c) Resignation: Any Member in good standing may resign from the Club upon verifiable written notice to the Secretary, but no member may resign when in debt to the Club. All materials belonging to the Club must be surrendered in proper condition to the Secretary no later than ten (10) days after resignation of membership. Obligations other than membership dues are considered a debt to the Club and must be paid in full prior to the resignation.

d) Lapsing: A membership shall be considered lapsed and automatically terminated if such member’s dues remain unpaid sixty (60) days after January 1^st of each year. If any member is in financial distress, the Board may grant a period of thirty (30) days of grace to such members or waive the membership dues entirely by a majority vote of the Board on a case-by-case basis. In no case may a person be entitled to vote or hold office whose dues are unpaid.

e) Suspension: Membership may be suspended as a result of discipline. Membership dues shall NOT be refunded in such cases.

5.8 Voting Privileges

a) Regular (Individual), Household (Family), Lifetime or Honorary Members in good standing are entitled to vote.

b) The absence of a voting member from three (3) consecutive meetings, unless excused by the Board, shall result in a membership status change from voting to non-voting. The Board shall consider all written requests for excusal with confirmed delivery receipts. There shall be no reduction in membership dues in such cases.

6. Board of Directors

6.1 Officers

a) The Officers of the Club shall be the President, Vice-President, Secretary and Treasurer. The Secretary and Treasurer may be combined into one role.

b) The President and Vice-President and either the Secretary or Treasurer must be members of The Canadian Kennel Club in good standing.

c) The Club’s officers shall serve in their respective roles at both Club meetings and Board meetings.

d) A Club officer must NOT also be a Club director.

e) Club officers must be residents of Canada.

6.2 Directors

a) The Club’s directors shall serve in their respective roles at both Club meetings and Board meetings.

b) A Club director must NOT also be a Club officer.

c) Club directors must be residents of Canada.

d) The Club shall maintain two (2) or more director positions.

6.3 Board of Directors

a) The Board of Directors shall hereinafter be referred to as “the Board”, which shall be composed of the President, Vice-President, Secretary, Treasurer and Directors.

6.4 Duties and Responsibilities

a) The President shall

Preside at all Club meetings and call Special Meetings of the Board.
Ensure the Club’s Constitution and By-Laws are current and adhered to by all members of the Club.
May delegate duties to the Vice-President and/or other members of the Board as required.
Attend all Club events (workshops, seminars, fun matches, classes and events in the community.

b) The Vice-President shall

Attend all Club meetings.
Assume the duties of the President and exercise the powers of the President in case of absence, resignation, vacancy or incapacity.
Be responsible for coordinating all official Club events.

c) The Secretary shall

Attend all Club meetings and be responsible for the Club’s correspondence as directed by the President and/or Board.
Notify the membership of meetings, prepare and distribute an agenda prior to the meeting.
Keep a record of all meetings of the Club and Board;
Record all votes taken, by mail. in-person or electronically;
Notify new members of their membership status with a welcome letter and a copy of the Constitution and By-Laws;
Notify Officers and Directors of their election status;
Notify Officers and Directors of their election to office;
Keep a record of all matters ordered by the Club;
Keep and file ballots for voting at Annual General Meetings (AGM).
Have charge of correspondence; and
Issue notices regarding discipline proceedings.

d) The Treasurer Shall

Attend all Club meetings, collect and receive all monies paid to the Club, and be responsible for deposits to the designated Club bank account in the name of the Club.
Keep financial records open to inspection by the Board at all times.
A report shall be given at every meeting, regarding the finances of the Club and every item of receipt or payment not previously reported.
Report all monies received and expended in an accounting report at the AGM during the previous fiscal year.
Make up a report every March for taxation expenses.
Keep a Club membership list with their contact information, to include but not be limited to their mailing address, telephone number and email address.

e) The Directors shall

Attend all Club meetings.
Make recommendations to the Club as directed by the Club Members.

6.5 Execution of Documents:

a) The President or Vice-President, together with the Treasurer and/or the Secretary shall sign contracts or other documents requiring the signature of the Club.

b) All contracts, documents, or instruments in writing so signed shall be binding upon the Club without any further authorization or formality.

c) The signing officers may, in all cases deemed necessary or useful, affix the corporate seal of the Club.

d) Electronic signatures by the same combination of authorized signing authorities herein will be considered the same as if written signatures were provided in person.

6.6 Vacancies:

The office of a member of the Board shall automatically vacate if:

(i) an Officer or Director sends a written resignation to the Secretary;

(ii) a resolution is passed by a majority vote of voting members that they be removed from office;

(iii) they are found by a court of law to be of unsound mind; or

(iv) they pass away.

a) The Vice-President shall automatically become the acting President should the position of the President become vacant during the term.

b) Any Board vacancy, other than that of the President, occurring during the year shall be filled for the remainder of the position’s term by a majority vote of the Board.

c) An office shall automatically become vacant if the Board member is absent for more than two (2) meetings in a year, unless excused by the President.

d) Each retiring Board member shall turn over all properties and records relating to that office to their successor within thirty (30) days.

6.7 Term of Office:

a) The offices of President and Treasurer shall have a term of two (2) years to begin and end on even numbered years.

b) The offices of Vice-President and Secretary shall have a term of two (2) years to begin and end on odd numbered years.

c) Directors shall be elected by the Board for a term of two (2) years.

7. Nominations

7.1 The Nomination Committee shall be chosen by the Board of Directors a minimum of three (3) months prior to elections. The committee shall consist of three (3) voting members, all in good standing. The Vice-President will be the Nomination Committee Chair.

7.2 The Nomination Committee shall nominate from eligible members one candidate in good standing for each Board position, while considering the regional requirements of Article 6.2, and shall obtain acceptance in writing of each nominee so chosen. All nominees must have been Club members in good standing for two (2) years to be eligible for a position on the Board.

The Chair shall submit its slate of candidates to the Secretary, who shall email the list, including the full name of the candidate to each member of the Club a minimum of fourteen (14) days before the election.

The Secretary must receive additional nominations of members in good standing, together with the nominee’s written acceptance, via email, a minimum of thirty (30) days before the election. The Secretary shall forward the additional nominations to the Nomination Committee, who will confirm that the new nominations fulfill the requirements of Articles 5.3 and 6.2, if so, the additional nominations will be considered.

7.3 No person shall be a candidate in a Club election who has not been nominated in accordance with this Constitution & By-Laws.

7.4 No person shall be a candidate for more than one position.

7.5 All documentation with respect to nominations shall be retained and stored for a period of two (2) years.

7.6 Nominations cannot be made in any manner other than as provided above.

8. Voting

8.1A voting platform or method shall be defined by the Board or Nomination Committee.

8.2 Only those members with voting privileges and in good standing with the Club are eligible to vote.

8.3 Candidates with the majority of votes on the ballots returned shall be declared the winners.

8.4 If no valid additional nominations are received by the Secretary a minimum of thirty (30) days before the election, the Board shall remain the same and no ballot shall be required. An email will be sent to the Board and Members to inform them that no election will be required.

8.5 In the event of a tie, a revote shall be cast until such time as there is a declared winner. Such revote must be held in the same manner as the original vote.

8.6 If a declared winner does not accept the position and more than one other candidate was nominated for the position, there shall be a revote cast until such time there is a declared winner. If there were no other nominees for the position, then additional nominees shall be accepted from those members in attendance.

8.7 All documents pertaining to elections, including ballots, shall be retained and stored for a period of two (2) years.

9. Elections

9.1 An election shall take place at the Annual General Meeting (AGM).

a) Every member who wishes to take a specific office position must email the Secretary directly thirty (30) days prior to the AGM and must be in attendance at the AGM.

b) Any member(s) who applies for a specific position must step into another room/area while voting takes place.

c) The member with the majority of votes shall be declared the winner.

d) In the event of a tie, a revote shall be cast until such time as there is a declared winner. Such revote must be held in the same manner as the original vote.

e) The Nominating Committee shall tabulate the votes, and the results will be recorded in the Minutes by the Club Secretary.

f) The member(s) can then return to the meeting and the winner(s) will be announced.

10. Meetings

10.1 Annual General Meeting

a) The AGM shall be held in January of each year in person and/or by video conference as designated by the Board.

b) Notice of the AGM shall be emailed or posted online to all members by the Secretary four (4) weeks in advance of the date.

10.2 Special General Meetings

a) Special Meetings may be called by the President or by the majority vote of the Board who are at a Board meeting.

b) Notice of Special Meetings, once approved by the President, shall be sent by the Secretary in advance of the date. The notice of the meeting shall state the purpose of the meeting and no other business may be transacted, unless agreed upon by the President.

10.3 Board Meetings

a) Board Meetings shall be held four (4) times per year as designated by the President or by a majority of the Board.

b) Notice of other Board Meetings shall be sent by the Secretary via email a minimum of fourteen (14) days in advance of the date.

c) Items requiring a vote shall be put on the agenda of the next Board Meeting. If the President and Vice-President determine that a vote is needed before the next Board Meeting, it shall be voted on using an electronic form.

d) If a situation requires an immediate decision before a Board meeting is possible and the President is not available, an explanation must be communicated to the Secretary and President within seven (7) days.

e) Any member of the Club shall have the right to attend any regular meeting of the Board when the meeting is held in person, or to join by electronic means when reasonably possible.

f) Non-Board members cannot speak or vote unless invited to address specific agenda items.

g) Sensitive topics like disciplinary hearings, legal issues, or contract negotiations will be closed to general members.

10.4 General Membership Meetings

a) General meetings are held on a regular basis as needed to complete Club business. The Secretary will provide the dates and times to the membership.

b) All meetings shall be held in person or by video conference if necessary.

10.5 Quorum

a) The quorum for the AGM shall be 51% of the members in good standing.

b) The quorum for Special Meetings shall be 51% of the members in good standing.

c) The quorum for voting at Board Meetings shall be a majority of the Board.

d) The quorum for voting in Club elections shall be 51% of the eligible voters.

11. Finances

a) The financial year or Club year shall be January 1 to December 31.

b) Financial signing authorities for the Club account shall be the Vice- President, Treasurer and Secretary. Financial signing authorities must NOT reside in the same household.

c) No Officer, Director, or member of the Club shall receive remuneration for service.

12. Committees

12.1 At its discretion, the Board may appoint Standing Committees by a majority vote to further the interests of the Club in the areas of, but not limited to, elections, events, discipline, membership, procurement and any other project that may require the resources of a committee.

12.2 At its discretion, the Board may terminate any Standing Committee by a majority vote when it is deemed that the Standing Committee has fulfilled its original purpose.

13. Conflict Resolution

Any member who is suspended or terminated from the privileges of The CKC shall, without notice, be suspended from the privileges of this Club for a like period.

13.1 Complaints – Members/Executive

a) Any member may file a complaint against another member of the Club for alleged misconduct prejudicial to the best interests of the Club or in contravention of this Constitution and By-Laws, or the Policy, By-laws and Code of Ethics of CKC.

b) Written complaints containing details of the alleged misconduct, along with a non-refundable payment of $25.00, must be filed with the Secretary and may be in electronic form.

c) The Secretary, upon receiving such a complaint, shall forward a copy of the complaint along with a notice of hearing within thirty (30) days to the defendant, the complainant and each member of the Board or an ad hoc appointed committee of five (5) voting members in good standing.

d) The hearing date shall be set no later than ninety (90) days from the receipt of the complaint. If the hearing is held by the Board, a minimum of five (5) members of the Board must be present. In the event that the hearing is held by a committee, at least a majority of the appointed committee shall be present.

e) Should a complaint be laid against the Secretary, then the written complaint should be submitted to the President.

13.2 Hearing

(The individuals hearing the original complaint should not be the same as those hearing a potential appeal)

a) The Board or ad hoc appointed Committee shall ensure that both the complainant and the defendant are treated fairly and in accordance with the Robert’s Rules of Order.

b) Should the complaint be sustained after hearing all the evidence and testimony presented by the complainant and defendant, the Board or appointed Committee shall by a majority vote, impose an appropriate penalty.

13.3 Decision

a) Immediately after the Board or ad hoc Committee has reached its decision, its findings shall be put in written form and filed with the Secretary.

b) The Secretary, in turn, shall notify the complainant and defendant in writing of the decision, the reasons for the decision, and any penalty. This must be provided to the complainant by way of registered letter and delivered within thirty (30) days of the decision being made.

14. Expulsion

14.1 Permanent expulsion of a member requires a Special General Meeting where Section 13 – Conflict Resolution is deemed insufficient.

14.2 Expulsion requires 66% of the members present at the meeting. Email and proxy voting are NOT

14.3 The following are considered grounds for expulsion:

a) Any member found to be mistreating any animal.

b) Any member found to be stealing or falsifying documents of any kind.

c) Any member found guilty of not following the rules of an event put on by other clubs or group.

14.4 Notification of Expulsion

a) Immediately after the Board or Board Committee has reached its decision, its findings shall be put in written form and filed with the Secretary.

15. Appeal Process

(The individuals hearing the original complaint should not be the same as those hearing a potential appeal)

15.1 Any person subject to any decision arising out of a complaint filed through the Club’s internal disciplinary process may file an appeal. Appeals must be filed in writing and forwarded to the Club Secretary. The Secretary shall promptly send a copy of the appeal to each Board member and/or present them at a Board meeting.

15.2 An appeal hearing shall be scheduled within thirty (30) days of the receipt of the appeal. The complainant and defendant shall be provided with a date and time for the appeal hearing, a minimum of thirty (30) days before the appeal shall be considered.

15.3 Both the complainant and defendant have the right to attend the appeal hearing, which may be conducted in person or video conference.

15.4 This shall not be a retrial, but rather a hearing to determine whether there is just cause to overturn the decision. Arguments during the appeal process are limited to this aspect. After hearing the testimony presented by the complainant and defendant, the Board may, by a majority vote of those present, decide to sustain or overturn the expulsion. The Secretary shall inform both the complainant and defendant of any decision in writing within thirty (30) days of the hearing.

16. Amendments

16.1 Constitution and By-Laws

a) The Club shall have the power to add, modify, and/or rescind items in the Constitution and By-Laws according to the process outlined below.

b) Amendments may be proposed by the Board or by written petition addressed to the Secretary signed by 20% of the Club membership in good standing.

c) All proposals shall be accumulated and included in an agenda for the next AGM.

d) All proposals shall be emailed to each member a minimum of thirty (30) days in advance of the AGM.

e) The Secretary shall prepare ballots to be emailed to the Club general membership. Ballots must be returned to the Secretary via email by a specified date.

f) Amendments to the Constitution and By-Laws require a 66% majority vote of the ballots received from members in good standing.

17. Dissolution

17.1 Dissolution of the Club shall take place when the Board decides it is no longer feasible to continue operations. No property, assets of the Club, nor any proceeds thereof shall be distributed to any members of the Club. After all payment of debts, obligations and liabilities of the Club, its property and remaining assets shall be donated to a charitable organization for the benefit of dogs selected by the Board.

17.2 The Secretary will notify The CKC in writing immediately of the decision to dissolve and include a copy of the Minutes from the meeting where dissolution was confirmed.

18. Rules of Order

18.1 The order of business at Club Meetings, so far as the nature of the meeting permits, shall be Robert’s Rules of Order as follows:

Roll call
Approval of Agenda
Reading of Minutes of Last Meeting
Reports from Executive
Committee Reports
Election of New Members
Unfinished Business
New Business
Notice of Next Meeting
Adjournment

Approval of Constitution and By-Laws by The Canadian Kennel Club:

Date of Approval: ___________________________________________

Approval of Constitution and By-Laws by Board of Directors of the Club:

Date of Approval: ___________________________________________

President: _________________________________________________

Secretary: _________________________________________________

Vice-President: _____________________________________________

Treasurer: _________________________________________________