Northeast Beagle Gundog Federation Constitution & Bylaws
Developed July 1989, Revised September 1991, March 2001, June 2001 and February 2006, Revised June 2012, Revised June 2013, Revised June 2015, Revised February 2016, Revised September 1,2016, Revised June 2, 2017, Revised September 1, 2017, Revised August 24,2020. Amended and restated agreement January 1, 2024.
Article 1 Names and Objects
Section 1 (A)The name of this organization shall be the Northeast Beagle Gundog Federation
Section 2 (A)The objects of this organization shall be:
Section 3 (A)The organization shall not be conducted or operated for profit and no part of any profits or remainder or residue from dues or donations to the organization shall inure to the benefit of any member or individual.
Section 4 (A)The authorized delegates of the Federation shall adopt and may from time to time revise such bylaws as may be required to conduct these objects. Changes to the bylaws may be made by a majority vote of the Board members and club delegates eligible to vote on first ballot, and a two-thirds majority vote of the same on a second ballot held no sooner than 30 days from the close of voting on the first ballot.
Article II Membership
(A)This Federation is comprised of MEMBER CLUBS, specifically organizations dedicated to the same or similar principles outlined in Article 1, Section 2 of these Bylaws.
(A)Membership dues shall be set by the Board of Directors and announced annually. Dues shall be payable on or before the first day of January each year. No member club delegate may vote whose dues are not paid for the current years. During the month of December, the Treasurer shall send to each member club a statement of dues for the ensuing year.
Section 3 Election to Membership
(A)Each club applying for membership shall apply on a form as approved by the board of directors and which shall provide that the applicant club agrees to abide by the constitution and bylaws and the rules of the Federation. The application shall state the name and address of the club and include a list of club officers and members. The Federation president and Federation Field Trial Secretary shall endorse the application. Dues for the current year shall be paid upon election to membership.
(B) All applications for membership are to be filed with the Recording Secretary of the Federation. The Board will review the application and if accepted, the President will send the application notice to member clubs for approval. Member clubs will have 30 days to vote on the application. Affirmative votes of 2/3 of the Board of Directors and eligible voting delegates shall be required to elect the applicant club. Membership will become active upon receipt of annual dues. Applications for membership that have been rejected by the Federation may not reapply until the next Annual Meeting.
(A)This Federation primarily serves member clubs in the Northeast and Mid-Atlantic Region of the United States. Member clubs are expected to be located within or near these regions, such that member clubs may support each other and the Federation. Member clubs will be divided into three geographical regions, North, Central and South, in order to better support each other.
(A)Individuals belonging to any member club are considered individual members of the Federation. Individual members must be in good standing with the American Kennel Club to participate in Federation events or business.
Section 6 Termination of Membership
(A)Memberships may be terminated by:
ARTICLE III Meetings and Voting
(A)The Federation shall meet annually for the transaction of business. This meeting shall be held at a location within the Federation (regionally New England, New York, or Pennsylvania) or may be conducted via video conference.
(A)Board of Directors Meetings may occur face-to-face or virtually and may be called at the pleasure of the Federation President. The general operations of the Federation may be managed by the Board of Directors and such business may be conducted by the Board of Directors between annual meetings. The Recording Secretary shall keep minutes of Board of Directors Meetings and will report such business to the delegates within 30 days of the meeting.
Section 3 Special Federation Meetings
(A)Special Federation meetings may be called by the President, or by a majority vote of the members of the board of directors who are present and voting at any regular or special meetings of the board; and 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 virtually or at such place, date, and hour as may be designated by the person or persons authorized herein to call such meetings. Written notice of such a meeting shall be mailed in hard copy or electronic mail by the Secretary 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 20 percent of the members in good standing. Northeast Beagle Gundog Federation
Section 4 Voting
(A)Each member club in good standing, whose dues are paid for the current year, shall be entitled to one vote at any meeting of the Federation at which he is present. The Federation Recording Secretary shall certify the eligibility of voting delegates prior to the annual meeting. Each Federation Officer and member of the Board of Directors is accorded a vote on ballot issues, except the Federation President who shall only vote in case of a tie. Votes on announced ballot issues may be submitted by mail or electronic mail ahead of a meeting. Voting on ballot issues may be completed outside of a scheduled meeting either virtually or electronically. In all cases the Recording Secretary shall certify that only eligible delegates have cast a vote.
Section 5 Quorum
(A)A quorum for the annual meeting shall consist of three officers of the Federation and no less than 30% of eligible clubs. To conduct business, a quorum consisting of four officers including the president (or general vice president in his stead) must convene.
ARTICLE IV Officers and Directors
Section 1 The Board of Directors
(A)The board shall be comprised of the elected or appointed officers and regional directors.
(B) A director from each of the three regions, North, Central and South, will be elected annually by the clubs in the specific region.
Section 2 Officers
(A)The club’s officers, consisting of the President, General Vice President, Vice President of Marketing and Communications, Vice President for Government Relations, Recording Secretary, Field Trial Secretary, and Treasurer, shall serve in their capacities both regarding the Federation and its meetings and the Board and its meetings.
(B) Replacement of Officers: The Board of Directors may at any time, and by a 2/3 majority vote, remove any officer determined to have become ineligible to hold office for such reasons as dereliction of duty, suspension or expulsion from the AKC, a member club, or for any other reason that may cause harm to the office or the Federation. In such case the Board of Directors may appoint a replacement as eligible person to fill the vacancy for the period of the unexpired term.
(C) Vacancies: Whenever an officer becomes vacant by death, resignation, or dereliction of duty, the Board of Directors shall appoint an eligible person to fill the vacancy for the remainder of the term. If an office remains vacant due to lack of nominations, the Board of Directors may appoint an eligible person to fill the vacancy. The office will be open for election at the next annual meeting.
(D)Term of Office: For all officers, the term of office begins at midnight on the day of the Annual meeting and ends at midnight on the day of the following Annual meeting. The Federation officers are elected for two-year terms. The President, Vice President of Government Relations, and Recording Secretary are elected on even numbered years. The General Vice President, Vice President of Communications and Treasurer are elected on odd numbered years. The Region Directors is elected yearly.
ARTICLE V The Federation Year, Annual Meeting, Elections
Section 1 The Federation Year
(A)The Federation’s field trial and fiscal years shall begin on the first day of January and end on the last day of December.
Section 2 Elections
(A)The candidate receiving the greatest number of votes for each office is declared elected.
(B) Persons seeking an office shall notify the President 60 days before the annual meeting. Nominations for offices are closed 60 days before the annual meeting. The full list of Candidates is published on the agenda for the annual meeting.
ARTICLE VI Committees
(A)The President may form committees to conduct Federation business. Any committee formed by the president, must be approved by the Board of Directors, by a ¾ majority vote. The Federation president can select Committee chairs and members with approval from the Board of Directors. For conducting business, a majority of the committee members will constitute a quorum.
(A)Such committees shall always be subject to the final authority of the board. Special committees may also be appointed by the board to aid its projects.
(A)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 VII DISCIPLINE
Section 1 American Kennel Club Suspension
(A)Any member who is suspended from all the privileges of The American Kennel Club automatically shall be suspended from the privileges of this Federation for a like period. Any member disciplined by the AKC shall not be eligible to hold an office or judge a Federation event for 5 years after the discipline ends.
(A)Any member club may submit an individual's name to be barred from participating in Federation members' events. The submission must include the individual's name, the reason they wish to have them barred, and all documentation supporting this action. The Board of Directors of the Federation, by a ¾ vote, will determine if the individual will be suspended. Suspension may be appealed to the voting delegates of the federation at the next annual meeting. Appellants must notify the President of their intent to appeal no less than 10 days before the annual meeting. In the event that club delegates reverse the Board’s decision, the reversal shall become effective immediately.
(A)The Board of Directors may suspend and/or recommend expulsion of a club, or person from participation in Federation members events or proceedings based on dereliction of duty, failure to follow the Federation’s Constitution and By-Laws, unsportsmanlike conduct, abuse or mistreatment of animals, or actions that are detrimental to the sport of Beagling. Such suspension must be upheld by a ¾ vote of the Board of Directors. Suspensions may be appealed to the voting delegates of the Federation at the next annual meeting but shall be in effect from the date of Board notification through the date of the next annual meeting. Appellants must notify the President of their intent to appeal no less than 10 days prior to the annual meeting. If club delegates reverse the Board’s decision, the reversal becomes effective immediately. Any notice of suspension must be communicated the club by certified mail.
(A)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 Federation from the date of the hearing until the next Annual Meeting. 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 the delegates at the ensuing Federation 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 5 Expulsion
(A)Expulsion of a member club or individual member may be accomplished only at a meeting of the Federation following a board hearing and upon the board’s recommendation as provided in Section 3 of this Article. Such proceedings 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/her own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the board’s finding and recommendation, and shall invite the defendant, if present, to speak in his/her own behalf if he/she wishes. The members shall then vote by secret ballot on the proposed expulsion. A two-thirds 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 6 Scope of Jurisdiction
(A)The Federation asserts the right to suspend or expel any member club or individual member of a member club from participating in Federation events provided the procedures outlined in this Article are followed. Further, the Federation asserts the right to suspend or expel any individual, regardless of affiliation, from participating in Federation events, including events held by member clubs under sanction of the Federation. In addition, any club that knowingly disregards the Federation suspension or expulsion may be suspended or expelled from the Federation under the procedures outlined in this Article.
ARTICLE VIII AMENDMENTS
(A)Amendments to the constitution and bylaws may be proposed by the board of directors or by written petition addressed to the Secretary. Amendments may further be proposed from the floor at the Annual Meeting.
(A)The Constitution and Bylaws may be amended by an initial majority vote, and a subsequent two-thirds majority vote of the delegates and Board of Directors. Amendments from the floor are expected to be presented at the Annual Meeting. However, the Board of Directors may propose amendments as needed to the delegates. The first vote shall be taken when the amendment is proposed. A second, confirming vote must occur no sooner than 30 days after the first vote is completed. Voting may occur on the floor of the annual meeting or may occur electronically/virtually as announced by the Recording Secretary and/or President.
ARTICLE IX DISSOLUTION
(A)The Federation may be dissolved by a ¾ majority vote of the eligible voting member clubs, or a unanimous vote of the Board of Directors.
(B) Upon dissolution, all remaining assets of the Federation shall be evenly divided among the member clubs.
(C) Privileges of the Federation with the American Kennel Club, such as nominating BAC delegation and judges and representation to the AKC SPO National shall not revert to one member club, without prejudice, but shall be awarded by the American Kennel Club or the AKC SPO National Committee as appropriate.
ARTICLE IX Order of Business
The order of business for the annual meeting shall be as follows:
ARTICLE X Parliamentary Authority
(A)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.
Article XI Championship Trials
(A)The Federation will Sponsor Championship Trials in the following formats: All-age SPO, Field Champion Only, Derby SPO and Two-Couple Format.
(B) No Federation member club shall hold any type of trial event on the corresponding dates of a Championship Trial, unless both parties agree.
(C) Championship Trials will be run in four (4) classes. Two-couple Pack trial will be run as one class.
(D)Each Member club will submit a list of five judges they would like to see represent their region as a judge at a Championship trial. These judges must have judged 10 SPO Licensed trials to be eligible to judge a Championship trial. Clubs may submit names of judges that do not meet this requirement but will only be used if the list of eligible judges has been exhausted. Clubs should have confirmation the nominee is able to attend a Championship event. From this list, the Vice President will tally the names and create a list by most nominated to least by region. Each region will be awarded a set number of judges based on the number of clubs in that region. ex. A 4 class event that esquires eight judges would have three judges from the South region, three judges from the Central Region and two from the North Region. We will attempt to rotate which region judges what classes in consecutive years. If the list from a region is exhausted, judges that have already been assigned a class will be asked to fill another class.
(E) The expense of hiring judges shall be the responsibility of the Federation.
(F) Measurement at Championships; Procedure 3 Measuring, of the AKC’s “Beagle Field Trials Rules” will be followed.
(G)Host Club: The host club for the Championship Trial shall be selected from self-nominated clubs at the annual meeting by majority vote. If no club self-nominates, the Board of Directors shall coordinate the Championship Trial location. The host club shall furnish marshals for each class, all materials needed to run the trial. The host club will be paid a $2.00 per capita on each hound run at the trial, or $1000, whichever is greater. The host club is also entitled to all monies collected in the kitchen and/or from club-sponsored raffles. The host club will be reimbursed for meals for the judges and marshals.
Section 1 Judges Seminars
(A)Occasionally clubs express a desire to hold an AKC Judges Seminar. AKC has determined that clubs must acquire permission from the Federation prior to scheduling a seminar. The Federation shall inquire of the membership which clubs intend to hold a Judges Seminar in the proceeding calendar year, then coordinate a schedule and issue a letter of permission. The Federation may limit the number and location of judge’s seminars but shall in all instances promote the availability and frequency of such certification to the greatest practicable extent.
Northeast Beagle Gundog Federation