Dutch Shepherd Dog Club of America Constitution and By-Laws
ARTICLE I — Name of Club and Location
Section 1. This Organization shall be known as the Dutch Shepherd Dog Club of America (DSDCA), a nonprofit, nondiscriminatory provisional licensed UKC dog events club. Its membership shall be made up of Dutch Shepherd enthusiasts in the United States of America and around the world, or any person duly elected to membership.
Section 2. The principal office of the Dutch Shepherd Dog Club of America in the State of Michigan shall be located at 4305 South Lowell Road, Saint Johns, Michigan 48879 according to the Articles of Organization filed with the Michigan Department of Licensing and Regulatory Affairs.
Section 3. The club may have other offices, either within or outside the State of Michigan, as the Board of Directors may designate or as the business of the Club may require from time to time. The Board of Directors may hereafter designate an additional business office address from time to time which shall be located in the area where the President shall reside and also an alternate place of business office address if needed for the purpose of banking incidental to the business of the DSDCA which shall typically be located in the area where the Treasurer resides.
ARTICLE II — Mission Statement
Section 1. The purpose of the DSDCA shall be to promote responsibility and good sportsmanship in the breeding, training, and exhibition of Dutch Shepherd dogs in the United States and surrounding areas. To urge members and breeders to accept the most current standard of the breed for the Dutch Shepherd, as established and approved by the United Kennel Club, at all UKC sponsored and licensed events.
ARTICLE III - Club’s Purpose and Goals.
Section 1. To serve as the United Kennel Club National Breed Association for the Dutch Shepherd.
Section 2. To educate members and to urge breeders to adhere to the standard of the breed as approved by The United Kennel Club as the standard of excellence.
Section 3. To confer honor upon worthy Dutch Shepherd dogs and their owners/trainers, and to aid members of the Club to attain UKC conformation and performance degrees through cooperative training and mutual support.
Section 4. To promote fair play and good sportsmanship over individual gain, and to join the competitive spirit within the fun environment of United Kennel Club events.
Section 5. To provide a forum for fellowship and friendship among owners and fanciers of the Dutch Shepherd breed in the United States and around the world.
Section 6. When hosting licensed UKC events, the DSDCA will run the events in accordance with the rules, policies and procedures of the United Kennel Club. (This includes, but is not limited to, Breed Standards and the rules for all Conformation and Performance events.)
Section 7. To promote and encourage the breeding, training, and showing of UKC registered Dutch Shepherds by communicating with DSDCA members through club member newsletters, health and breed seminars, internet websites, social media pages, etc.
Section 8. To strive and maintain the Dutch Shepherd breed as a breed separate and distinct from others of similar origin due to the breed's unique physical conformation, body type, working qualities and other unique characteristics.
Section 9. To promote general health and genetic awareness within the breed by supporting health-related studies related to the Dutch Shepherd. Gather and disseminate information and data from relevant scientific research in canine genetics and psychology pertinent maintenance, development, training, breeding and enhancement of the Dutch Shepherd breed.
Section 10. To promote the physical health of the breed through recommended breeding criteria which take into consideration evaluations for canine Hip and Elbow dysplasia certified by the Orthopedic Foundation for Animals (commonly known as "OFA") and genetic testing for Dutch Shepherd IM: Inflammatory Myopathy (Myositis), the results of which are also listed on the OFA website.
Section 11. The DSDCA shall be affiliated with the United Kennel Club. There shall be no other affiliation with any other registering office, club, association, or groups, except by written consent of the United Kennel Club. This article of this Constitution shall not be subject to change at present or in the future.
Section 12. The DSDCA will not hold any other registry's events on the same day/location as that of any UKC event without the prior approval of UKC.
Section 13. The DSDCA will dismiss from our membership without hesitation those who violate these by-laws and the principles of good sportsmanship, including fair and honest conduct.
Section 14. DSDCA reserves the right to refuse any entry in our competitions, as well as membership in this Club to any individual, at the discretion of the Board of Directors, and members. However, no person will be refused entry or membership on a basis of race, color, creed, religion, gender, age, or national origin.
ARTICLE III – Profits
Section 1. The Dutch Shepherd Dog Club of America shall not be conducted or operated for profit and no part of any profits or remainder or residue from dues, fees, sales or donations to the DSDCA shall benefit any club member or other individual.
ARTICLE IV – Membership
Section 1. Membership Dues. Membership into the Dutch Shepherd Club of America is currently offered at NO COST, but the board may vote sometime in the future to require a membership fee for each type of membership that shall not exceed $25 per year.
Section 2. Breeder/Exhibitor Member. Breeder/Exhibitor Members shall have access to Dutch Shepherd Club of America website, receive the membership newsletter and receive regular updates from the Board. Are entitled to vote in the election of Officers and Board members and on all other matters brought before the membership, including any suggested changes to the Dutch Shepherd breed standard. The Breeder/Exhibitor Membership shall be open to all members of the public over the age of 18, who has breed a minimum of 3 litters of Dutch Shepherds in their lifetime, or has handled, exhibited or judged the Dutch Shepherd with a combined total of at least 3 years. Individuals seeking this membership must submit a written resume’ with their application outlining their qualifications to the DSDCA Board of Directors, which shall vote to accept or deny said application.
Section 3. Junior Membership. Junior Membership shall have access to Dutch Shepherd Club of America website, receive the membership newsletter and receive regular updates from the Board. The Junior Membership shall be open to all members of the public under the age of 18, who are interested in supporting the Dutch Shepherd and learning more about the breed. The Junior Membership is a non-voting member and is ineligible to hold any office or BOD position. The Junior Member should support and aspire to learn more about the Dutch Shepherd through exhibiting the breed in UKC Conformation events, Junior Showmanship, and performance events.
Section 4. Application for Membership.
Each application shall be submitted on a DSDCA Approved application form, available online atwww.DSDCA.org website. The form must include an affirmation that the applicant will abide by the Constitution, Bylaws, and Code of Ethics of the National and the rules and regulations of the United Kennel Club.
All membership applications must include the name, address, telephone number and email address. Additional information should be included with all general and breeder/exhibitor membership applications:
• Number of UKC registered Dutch Shepherds owned.
• Provide all UKC registered name(s), UKC registration numbers and UKC titles earned in conformation and performance events for each dog.
• Name of all co-owners and contact information if applicable (co-owns dog(s) with applicant).
Prospective members shall submit this form (with any fees due) to the National Membership Secretary. The application form for each application shall be reviewed at the next general meeting for any input and voted upon during the following scheduled board meeting. Following this, the National Membership Secretary shall notify the applicant of the Board’s decision.
Section 6. Membership Revocation/Denied: Membership may be terminated for the reasons outlined in this section.
• Resignation. Any member may resign from the National with written notice to the National Membership Secretary.
• Revocation. The Board of Directors may deny or revoke any membership for cause when deemed necessary.
• Suspension. Any member of the National who is suspended or barred from the privileges of membership in the United Kennel Club, is automatically suspended or barred from the privileges of membership in the National for the duration of the suspension.
• Expulsion. Any membership may be terminated by expulsion as provided in Article X, Section 4.
• Fighting Dogs. Any member known to: promote, support, raise dogs for fighting; knowingly sell, give, or trade dogs that will be used for fighting; condone or be associated with the facing off, game testing, rolling or pitting of dogs will have their membership automatically revoked. The member shall also be reported to United Kennel Club for disciplinary action.
ARTICLE V - Conditions of Continuing Membership
Section 1. DSCCA members will be notified of any general membership meetings via newsletters or email and should attempt to attend as many meetings as possible.
Section 2. DSCCA members are encouraged, but not required, to attend and participate in as many club events and shows as possible. It is preferable that members attend at least one event per year. However, any attendance clause shall be waived due to illness, disability, conflict with employment, excessive distance, or bona-fide previous commitments.
ARTICLE VI – Meetings
Section 1. Annual Meeting. The annual meeting will be conducted in the month of December at a Board agreed upon date and time by telephone conference call. The Officers and Board of Directors are expected to attend the annual membership and board meeting. The Secretary will inform all eligible club members of the meeting via email, which will include an agenda along with instructions for date, time, telephone number and authorization code to join the call. The quorum for any business to be decided at the annual membership meeting shall be 3% of the total members in good standing.
Section 2. Regular Board Meetings. Regular meetings of the Board may be held, from time to time, as required but no less than once every three months with one meeting to be held thirty (30) days prior to the annual general membership meeting. Any Board meeting may be held by telephone conference call, by email or computer Chat Mode. A regular meeting of the Board may be held at any time when called by two (2) or more Board members, provided that at least five (5) days prior notice is given, or notice is waived by all the Board members.
Section 3. Special Board Meetings. Special meetings of the Board may be called by the President at any time provided that five (5) days prior notice is given, or notice is waived by all the Board members. Quorum for such a meeting shall consist of the President, or the Vice President in the absence of the President, and no less than two (2) other Board members, though the entire Board may preside as such meetings. Voting by the Board during special meetings will be allowed by the simple majority (President, or in the President's absence, the Vice President, and no less than two (2) other Board members) who are present, physically or on a telephone conference call, and eligible to vote.
Section 4. Voting by the Board where a greater majority is required by other provisions of these bylaws must be followed as noted below. Electronic poll shall be allowed.
Section 5. The Board may, by special ballot, propose any issue which, in its discretion, it believes appropriate for a polling of the members or where otherwise required by these By-laws. In such an event, the Board shall direct the Secretary to prepare and present ballots to the eligible club members in the manner otherwise described in these By-laws at least five (5) days of prior to the date of the Board resolution requiring such a vote.
Section 6. Voting will be conducted either by return ballot via email or by voice in a telephone conference call meeting, whichever the board decides upon.
Section 7. All voting made by telephone, skype and/or any other audio device shall be recorded into the Club Secretary’s meeting notes, and must include the name of the members, and their selected vote.
Section 8. The Secretary must retain these notes for a period of 1 year.
Article VII Voting
Section 1. Each National member in good standing and whose membership so entitles them, shall be entitled to vote. Proxy voting shall not be permitted (no one shall be allowed to vote on behalf of another member). However, voting by electronic poll and conference call shall be allowed. All voting made by telephone, skype and/or any other audio device shall be recorded into the Club Secretary’s meeting notes, and must include the name of the member, and their selected vote. The Secretary must retain these notes for a period of 1 year.
ARTICLE VIII - Officers and Board of Directors. This article shall be used to govern the Officers/Board of Directors of the Club.
Section 1. Board of Directors. The Board of Directors shall be composed of the four (4) Officers of this and three (3) Board of Directors, all of whom shall be members in good standing and elected at large by the membership.
Section 2. Term of Office. The officers of the National shall serve for a term of two years. The office of President and Secretary shall be elected on even years, and the office of Vice President and the Board of Directors shall be elected on odd years. Should the Secretary/Treasurer position be split, the Treasurer position will be elected also on odd years. All officers shall be limited to two consecutive terms of office or four consecutive years, even if they hold a different position on the board. No person may hold more than one officer per term, except for the Secretary/Treasurer*. Once any board officer completes two terms, or fails to win re-election, he/she must wait one year before being eligible to run for office again.
Section 3. Duties of the President. The President shall preside at all meetings of the National and of the Board of Directors and shall have the duties and powers normally belonging to the office of the President. In addition, the President shall:
• Oversee the meetings are conducted in good order and discipline.
• Oversee all standing committees.
• Appoint a Club Historian, Publicity Officer, and Parliamentarian.
• Assign Directors to act as liaisons with any affiliate clubs.
• Carry out any other duties specified in these bylaws.
• In the case of a tie vote, will break the tie.
Section 4. Duties of the Vice President. The Vice President shall assist the President in the discharge of his/her duties and will preside in his/her absence. The Vice President shall also fulfill the duties and exercise the powers of the President in the event of the President’s temporary absence. In case of the President’s death or incapacity, the Vice President will assume the role of Interim President until a special election can be held. While acting as Interim President, the Vice President shall also fulfill the duties and exercise the powers of the President. The Vice President shall oversee the following committees:
• History.
• Affiliate Clubs.
• Budget.
• Disciplinary.
Section 5. Duties of the Secretary. This position may be split and include a Corresponding Secretary who will be the person designated to receive official communication from UKC, including event applications. The Corresponding Secretary will or will not be part of the Board of Directors and shall assist the club secretary as directed by the Board of Directors. The Secretary shall keep a written record of all meetings of the National Membership and of the Board and of all matters of which a written record shall be ordered by the National. The Secretary shall also keep an audio recording of all National membership meetings and any other meetings at the President’s request. The Secretary shall have charge of the correspondence, including but not limited to:
• Notifying members of meetings and events.
• Keep an accurate record of all meetings and events.
• Maintain advertising on websites and social media.
• Keep an updated roll of the club members with their addresses, phone numbers, e-mail and UKC registration numbers and names of all Dutch Shepherds owned.
• Accept membership applications and notify club members of their acceptance to membership.
• Preparing and presentation of ballots (mail, email, or other electronic manner).
• In the death, absence or incapacity of the President and Vice-President, carrying out the duties and exercising the powers of the President.
Section 6. Duties of the Treasurer. The duties of the Treasurer shall be carried out as follows. When and if the Board decides to require membership fees, the Treasurer will be responsible for keeping accurate accounting records and be responsible for the proper collection and distribution of all funds and accounts, under the direction of the Board. Shall preside in the absence of the other elected officers.
• Checks written on the account(s) of this Club will be signed by the President or Treasurer and expenses will be reported by the Treasure at intervals as directed by the BOD. All receipts of any expenses that are to be reimbursed shall be turned over and retained by the Treasurer.
• Will keep financial records accurate and up to date, with open inspection by the Board.
• Will produce a written report of the financial condition of the National Club, including every item of receipt or payment not previously reported to be delivered to the members at the National Membership meeting.
• The books and accounts of the Treasurer shall be audited annually, prior to the election of officers, by a committee appointed by the President.
• Effecting that the President and Treasurer be bonded in an amount set by the Board, the cost for which shall be paid by the National.
ARTICLE IX - Elections
Section 1. Annual Elections. The President shall appoint a nominating Committee of no less than two members of the National Club, by no later than August 1st, with the announcement of the newly elected officers announced at the annual National Meeting. The election of the Officers and Directors of the National Board shall be conducted by secret written ballot, either on paper or via an electronic polling service. The members of the nominating committee cannot currently be serving or pursuing a term on the Board of Directors. The only offices up for election for any specific election year shall be those outlined in Article VIII, Section 2.
Section 2. Nominating Committee. The Nominating Committee shall nominate from among the eligible club members, one candidate for each office and for each other position on the Board of Directors and shall procure acceptance of each nominee. The Committee should consider geographical representation of the membership when selecting nominees to the extent that it is practicable to do so. No person shall be nominated for more than one position.
Applications to run for any open position on the board must be received by the nomination committee by no later than September 1st, and must include the candidate’s name, home State and resume with accompanying endorsements.
• Additional nominations of eligible members may be made by written petition signed by ten percent of the club members in good standing eligible to vote, addressed to the Secretary and received at the Secretary's regular address on or before October 1st, accompanied by a written acceptance of the nomination from each additional nominee. No person shall be nominated for more than one position.
• The nominating committee will submit all of the applicants for election to the National Secretary who will send ballots for voting along with the candidates resume’ to the general membership by no later than October 15th.
• If one or more valid nominations are received by the Secretary on or before October 15th, the Secretary shall prepare a ballot in the form of a Slate of Nominees for Office. This Slate will be sent to each individual club member via electronic mail by November 20th on a voting form approved by the Board and no other form shall be accepted and no write in votes will be counted. All Nominees will be listed in alphabetical order, by last name, for each Office. This form must include a brief background of each nominee for each Office. Only one form will be sent to each member in good standing. The list of members in good standing will be taken from the current list of members in the Secretary's records.
• If no valid additional nominations are received by the Secretary on or before October 15th, the Nominating Committee's slate of candidates shall be declared elected at the time of the annual meeting and no balloting will be required.
• If ballots are to be counted and tallied, the ballots will be due back to the Tally Committee Chairperson by no later than December 1st. and newly elected officers shall be tallied and announced at the national annual meeting held in December.
Section 3. Tally Committee. The Tally Committee shall be appointed by the board only in the event of a paper ballot and shall consist of three members of the National in good standing who are not also pursuing election. Members for the Tally Committee must live within a reasonable driving distance of each other for the purpose of tallying the mail-in ballots. The Board shall name one member of this committee as Chairperson, who shall receive all mail-in ballots and who shall report the results of the election to the National Secretary.
Section 4. Electronic Balloting. If the Board chooses to conduct electronic balloting, the ballots shall be counted by the chosen electronic balloting service, and the results shall be recorded and announced by the Secretary of the National Board, to the membership.
Section 5. Any votes coming in after October 15th will not be counted. The results will be reported to the present Board and then the elected candidates will be announced at the time of the annual meeting. The new Board will take Office on January 1st. All ballots will remain under the custody of the National Secretary for one year after the election and then may be destroyed. In the case of a tie, a runoff election will be conducted for the two members receiving the greatest number of votes for that office. The runoff election will be conducted in the same electronic manner except that the run-off Ballots must be sent out as soon as possible and the results must be returned before December 15th and certified within five (5) days.
Section 6. No person may be a candidate for office who has not been nominated in accordance with these By-laws.
Section 7. Nomination for elected Office shall be accepted from any member in good standing and any member in good standing may be nominated.
Section 8. Additional nominations of eligible members may be made by written petition signed by ten percent of the club members in good standing eligible to vote, addressed to the Secretary and received at the Secretary's regular address on or before November 15th, accompanied by a written acceptance of the nomination from each additional nominee. No person shall be nominated for more than one position.
Section 9. The voting forms must be returned to the Secretary by electronic mail no later than December 5th. Any votes coming in after this date will not be counted. The results will be reported to the present Board.
ARTICLE X - Discipline
Section 1. Suspension: Any member who is suspended from the privileges of the United Kennel Club or any other recognized registration body or kennel club will be automatically suspended from the privileges of the DSDCA for a like period. Depending upon the circumstances, this member may be suspended indefinitely at the recommendation of the Board of Director's and by majority vote of its members in good standing.
Section 2. Process of bringing Charges: Any person may bring charges against a member for alleged misconduct prejudicial to the best interests of the club or the breed. Written charges with specifications and all evidence to be presented must be filed in duplicate with the Secretary together with a deposit of $75 US dollars, which shall be forfeited if such charges are not sustained by the Board following a hearing, which may be conducted electronically. New evidence will only be permitted at such a hearing if one is conducted.
• The Secretary shall promptly send a copy of the charges to each member of the Board and present them at the next 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 or the breed.
• If the Board considers that the charges do not allege prejudicial conduct, the Board 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, nor more than six weeks thereafter.
• The Secretary shall promptly send one copy of the charges to the accused member by registered mail together with a notice of the hearing and an assurance that the respondent may personally appear in his/her own defense and bring witnesses if he/she wishes. The complainant shall also receive notice of the hearing and may bring witnesses if he/she chooses.
Section 3. Process of Board Hearing: The Board shall have complete authority to decide whether counsel may attend the hearing, but both complainant and respondent shall be treated uniformly in that regard.
• Should the charges be sustained after hearing all the evidence and testimony presented by complainant and respondent, the Board may by a majority vote of those present suspend the respondent from all privileges of the club for not more than one year from the date of the hearing.
• If the Board deems the punishment insufficient, it may also recommend to the membership that the penalty be expulsion. In such a case, the suspension shall not restrict the respondent'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. Process of Expulsion: Expulsion of a member from the club may be accomplished following a Board hearing and upon the Board's recommendation as provided in Section 3 of this Article. The respondent shall have the privilege of appearing in his or her own behalf though no evidence shall be taken at this meeting.
• The President shall read the charges, and the findings and recommendations, and shall invite the respondent, if present, to speak on his/her own behalf.
• Those members present at the meeting shall then vote by secret written ballot on the proposed expulsion. c. A 2/3 vote of those present and voting at the meeting shall be necessary for expulsion.
• If expulsion is not so voted, the suspension shall stand.
ARTICLE XI – Amendments
Section 1. The Dutch Shepherd Club of America Board of Directors may from time to time revise such bylaws as may be required to carry out the objectives outlined in the DSDCA Constitution and By-Laws.
Section 2. Notice of any proposed changes must be sent in writing to all members in good standing and approved by a majority vote of all members in good standing at a club meeting set no sooner than 30 days of notice by the Board of Directors.
Section 3. Once approved by DSDCA members, UKC must be notified in writing and all changes to these by-laws must be approved by UKC before being implemented.
Section 4. A copy of the most currently approved DSDCA Constitution and Bylaws must be submitted with all the requested changes inserted into the sections using red font, where the C&B are to be amended. The sections that are to be deleted must still be visible but must be struck out.
ARTICLE XII – Dissolution
Section 1. Required Quorum. The club may be dissolved at any time with the written consent of not less than 2/3 of the members in good standing.
Section 2. Club Assets. In the event of the dissolution of the club, whether voluntary or involuntary or by operation of law, other than for purposes of reorganization, none of the property of the National club nor any proceeds thereof nor any assets of the National club shall be distributed to any members of the National 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.
ARTICLE XIII - General Regulations
Section 1. Members must conduct themselves in an honest and sportsman like manner at all Club functions, meetings and events.
Section 2. Absolutely no alcoholic beverages, firearms, or illegal drugs will be allowed on the grounds or in the buildings while participating in any licensed IJKC events.
Section 3. All United Kennel Club policies will be strictly adhered to during all UKC events.
Section 4. Every applicant must agree to abide by these by-laws before being accepted into membership.
Article XIV - Certification
We hereby certify that the foregoing Constitution and Bylaws, consisting of 10 pages, constitute the By-Laws of the Dutch Shepherd Dog Club of America, duly adopted by majority vote of the Board of Directors.
Pending approval by the United Kennel Club
Date Submitted to UKC: February 27, 2024