THE FEDERATION FOR CANINE REGISTRATION OF TRINIDAD AND TOBAGO CONSTITUTION AND BYLAWS CONSTITUTION
The name of the corporation shall be
“THE FEDERATION FOR CANINE REGISTRATION OF TRINIDAD AND TOBAGO”, hereinafter referred to as the “FCRTT” and shall be domiciled in the country of Trinidad and Tobago
The objectives of the FCRTT shall be:
(a) To further the advancement of All dogs;
(b) To do all in its power to protect and advance the interests of all breeds of purebred dogs and to encourage sportsmanlike competition at dog shows and obedience trials;
(c) To conduct sanctioned matches, dog shows and obedience trials under the rules of the FCI.
The FCRTT shall not be conducted or operated for profit and no part of any profits or remainder of residue from dues or donations to the club shall insure to the benefit of any member or individual.
The members of the FCRTT shall adopt and from time to time revise such By-Laws as may be required to carry out these objectives.
The FCRTT meetings and other official functions of the FCRTT as appropriate shall be conducted in accordance with the following in their stated order of precedence: The Constitution, the By-Laws. Shall be utilized as the guide for parliamentary procedures.
All licensed events sponsored by the Association will be run in accordance with the rules, policies, and procedures of the FCRTT.
Eligibility: There shall be four types of membership open to all persons who are in good standing with the FCRTT and who subscribe to the purposes of the FCRTT. FCRTT membership is to be unrestricted as to residence. The FCRTT’s primary purpose is to be representative to breeders in the surrounding area and other locations.
Regular Membership. Open to members 18 years of age or older. Regular members are entitled to one vote and are eligible to hold office in the club.
Family Membership. Family Membership is open to all individuals within an immediate family. Immediate Family shall be defined as: Husband, Wife, Children, Step-Children, or Grand Children residing within the same household.
Junior Membership. Junior Membership is open to any individual between 10 and seventeen years of age. Junior members shall not be entitled to vote nor be eligible to hold office, but shall be eligible for annual trophies or awards offered by or through the club.
Honorary Membership. Honorary Membership, without voting privileges, is to be awarded to individuals, not necessarily members of the club, who have performed some meritorious service for the club, its members, or for purebred dogs.
Lifetime Membership. Any member or applicant who elects to pay a onetime lifetime membership fee of $ 1000.00 shall be entitled to a lifetime membership with no increase in dues. If such member is terminated, expelled or resigns from FCRTT for any reason, as per page 3 Section 4 Article a, b, c or d, there will be no refund of dues. If FCRTT dissolves for any reason, any Lifetime Member would be entitled to a pro- rated rebate of $10 per year of their remaining Lifetime Membership. Lifetime members shall be entitled to one vote and are eligible to hold office in the club.
(a) Individual Membership dues shall be $400.00 per individual per year, unless otherwise increased or decreased by majority membership vote in the future. Dues are payable on or before the first day of March of each year. No member may vote whose dues are not paid for the current year. During the months of November and December the Treasurer shall send to each member a statement of his dues for the ensuing year unless notified in the newsletter. Dues paid by applicants voted to membership at the last three meetings of the fiscal year shall apply to the next ensuing fiscal year; however, immediately upon payment of such dues such new members shall be entitled to vote on all matters before the FCRTT and to all other privileges of membership.
SECTION 3. Membership:
(a) Each applicant for membership shall apply on a form as approved by the Board of Directors and which shall provide that the applicant agrees to abide by this Constitution and Bylaws and the rules of the FCRTT. The applicant shall state the name, address, breeds interest in serving on committees and it shall carry the endorsement of two members. Accompanying the application, the prospective member shall submit payment for the current year.
(b) All applications shall first be presented to the Secretary along with all dues, indicated with name, address and otherwise stated on the form. A copy shall be made for the office of Treasurer. The Secretary shall read each application at the first meeting of the Club following its receipt. At the next FCRTT meeting the application will be voted upon by secret ballot, and affirmative votes of ¾ of the members present and voting at that meeting shall be required to elect the applicant. A copy of the Constitution and By Laws shall be posted on the official internet website (http://www.fcrtt.org). Those members that do not have internet access shall be presented with a copy upon acceptance.
(c) Applicants to membership who have been rejected by the club may not reapply within six (6) months after such rejection.
(d)Applicant may be present at the first reading but shall not be present when voting occurs.
(e)Members present having negative comments concerning applicant may present them to members at the second reading. When notified of a no vote, applicant may have an opportunity to speak in his/her defence.
Termination of membership. Members may be terminated:
(a) By Resignation. 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 in debt to the FCRTT and they become incurred on the first day of each fiscal year.
(b) By Lapsing. A member will be considered as lapsed and automatically terminated if such member’s dues remain unpaid 30 days after the first day of the fiscal year; however, the Board may grant up to an additional 60 days of grace to such delinquent members in meritorious cases. In no case may a person be entitled to vote at any FCRTT meeting whose dues are unpaid as of the date of that meeting.
(c) By Expulsion. A member may be terminated by expulsion as provided in Article VI of these By Laws.
(d) Reinstatement. Any member that has been terminated by resignation or lapsing, to be reinstated, must reapply as set forth in Section 3.
MEETINGS AND VOTING
Meetings shall be held at the FCRTT Headquarters at #14 Rushworth Street, San Fernando on a Saturday of each month, at such hour and place as may be designated by the Board, or a designated location as may be convenient in a geographical area of the membership. Written notice of each meeting shall be
mailed by the Secretary, published in the preceding month’s newsletter at least 15 days prior to the date of the meeting or notice placed on www.fcrtt.org website. The quorum for such meetings shall be 20% of the members in good standing.
Special FCRTT Meetings:
Special FCRTT Meetings may be called by the President, or by a majority vote of the members of the Board who are present at any regular or special meeting of the Board, or by the Secretary upon receipt of a petition signed by five (5) members of the Club who are in good standing. (Not members residing in the same household) Such special meetings shall be held in the area or as designated by the Board, place, date, and hour as may be designated by the person or persons herein authorized to call such meetings. Written notice of such meeting shall be mailed by the Secretary fifteen (15) days prior to the date of the meeting, and said notices shall state the purposes of the meeting and no other Club business may be transacted thereat. The quorum for such meeting will be 40% of the governing body in good standing.
Meetings of the Board of Directors shall be held at a designated location as may be convenient in a geographical area of the membership in the months March, June, September and December in each year, at such day, hour, and place as may be designated by the Board. Written notice of such meetings shall be mailed by the Secretary at least 15 days prior to the date of the meeting or will be published in the newsletter. The quorum for such meeting shall be the majority of the Board at that meeting.
Special Board Meetings:
Special meetings of the Board may be requested by the President or shall be called by the Secretary, upon written request signed by at least three (3) members of the Board. Such special meetings shall be held in a designated location as may be convenient in a geographical area of the membership at such a place, date, and hour as may be designated by the person herein authorized to call such meeting. Written notice of such meeting shall be mailed by the Secretary to each Board member at least 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 conducted thereat. A quorum for such meeting shall be the majority of the Board at that meeting.
Each member in good standing whose dues are paid for the current year shall be entitled to one (1) vote at any meeting of the FCRTT at which they are present.
DIRECTORS AND OFFICERS
Board of Directors:
The Board shall be comprised of the President, Vice- President, Secretary, Treasurer legal advisor and three (3) other persons all of whom will be members in good standing and all of whom will be elected to two (2) year terms at the FCRTT’s annual meeting as provided in Article IV and shall serve until their successors are elected. General management of the FCRTT’s affairs shall be entrusted to the Board of Directors.
The FCRTT’s officers, consisting of the President, Vice-President, Secretary, Treasurer and legal advisor shall serve in their respective capacities both with regard to the FCRTT and its meetings, and the Board meetings.
(a) The President: The President shall preside at all meetings of the FCRTT (regular or special) 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 By Laws. He/she shall be a member, ex-officio, of all committees.
(b) The Vice- President: The Vice-President shall have the duties and exercise the powers of the President in case of the President’s death, absence, or incapacity.
(c) The Secretary: The Secretary shall keep records in the form of minutes of all meetings of the FCRTT and the Board and of all matters for which a record shall be ordered by the FCRTT. He/she shall take a roll call at the meetings and maintain a record of all members present or absent, read the minutes of the previous meeting, keep a current record of the members of the FCRTT, with their addresses, telephone numbers and breeds currently owned, and take custody of all documents of the FCRTT when requested, call the meeting to order in the absence of the President and Vice-President, and preside until the election of Chairman protem and perform such other duties as may be prescribed by this Constitution and By Laws of the FCRTT. He/she shall have charge of all correspondence for the FCRTT. He/she shall read important correspondence at the meeting, maintain a current list of all Officers, members of the Board of Directors, Committee Chairman and general membership. He/she shall automatically be on all Committees and exercise a vote when necessary. He/she shall reside at all meetings, regular, special Board or committee meetings and exercise his or her vote when needed.
(d) Treasurer: The Treasurer shall collect and receive all monies due or belonging to the FCRTT. He/she shall deposit same in a bank designated by the Board in the name of the FCRTT. His/her books shall at all times be open to inspection of the Board and he/she shall report to them at every meeting the condition of the FCRTT’s finances and every item of receipt or payment not before reported; and at the annual meeting shall render an account of all monies received and expended during the previous fiscal year. The Treasurer shall be bonded in such amount as the Board of Directors shall determine, and the FCRTT shall bear that expense.
(e) Bills/Receipts for Club expenses must be submitted to the Treasurer within 45 days of purchase or there will be no reimbursement.
Vacancies: A vacancy occurring on the Board or among the Officers during the year shall be filled until the next annual election by a majority vote of all the members of the Board at its first regular meeting following the created vacancy, or at a special Board meeting called for that purpose, except that a vacancy in the office of the President shall be filled automatically by the Vice-President and the resulting vacancy in the office of the Vice-President shall be filled by the Board, or, in an emergency may be appointed by the President until an election is held. Any Officer or Board member absenting themselves from 3 consecutive meetings, or board meetings, shall be replaced, unless the FCRTT is notified in writing with legitimate excuse. i.e., Judging, work, illness, shows, etc.
THE CLUB YEAR, ANNUAL MEETING, ELECTIONS
The FCRTT year:
The FCRTT’s fiscal year shall begin on the first (1st) day of January and end on the thirty-first (31st) day of December. The Club’s official year shall begin on the first (1st) day of January and end on the thirty-first (31st) day of December that year.
The annual meeting shall be held in the month of January, commencing in 2010. Officers and Directors for the ensuing two (2) years shall be elected by secret, written official Ballot from among those nominated in accordance with Section 4 of this Article. They shall take office immediately upon the conclusion of the election, and each retiring Officer shall turn over to his successor in office all properties and records relating to that office after the election.
The election of Officers and Directors shall be conducted by secret written ballot, except that if no nominations are received by the Secretary as provided in this Article, no ballot will be necessary. In this case, the persons selected by the Nominating Committee will be declared elected by the Secretary.
Nominations: No person can be a candidate in the elections who has not been nominated. Nominations cannot be made at the annual meeting or in any manner other than as provided in this section. 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 received the greatest number of votes for such positions shall be declared elected.
SECTION 4.1. During the month of September, the Board shall appoint a Nominating Committee consisting of three members and two alternates, all members in good standing, not more than one of whom may be a member of the Board. The Secretary shall immediately notify the committeemen and alternates of their selection. The Board shall name a Committee Chairman and it shall be his/her duty to call a committee meeting which shall be held on or before October 1st.
Tally Committee: At the same time it selects a Nominating Committee, or immediately before submitting a proposed amendment to the Constitution or By Laws to the Secretary, the Board of Directors shall select three Association members, living within reasonable driving distance of one another, to serve as the Tally Committee, in the event that it becomes necessary to hold an election or vote on a proposed amendment to the Constitution and Bylaws, and count 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 Association Secretary.
Candidates: The committee shall nominate one candidate for each office and delegate who may, but need not be, an Officer or Director of the FCRTT, and the candidates for the positions on the Board, and after securing the consent of each person so nominated at the October meeting the committee shall read their selections to the members. In order to be nominated, a person must have been a member of the club for one (1) year and be a member in good standing.
Additional nominations: Additional nominations may be made from the floor at the November meeting by any member in attendance provided that the person so named does not decline when his name is proposed, and provided further that if the proposed candidate is not in attendance at this meeting, his/her proposers shall present to the Secretary a written statement from the proposed candidate signifying his willingness to be a candidate. No person may be a candidate for more than one (1) position, and the additional nominations which are provided for herein may be made only among those members who have not accepted a nomination from the Nominating Committee.
(a) If no valid additional nominations are made at the November meeting, the Nominating Committee’s slate of candidates shall be declared elected at the time of the annual meeting and no balloting will be required.
(b) If one or more valid nominations are received by the Secretary at the November meeting, the Secretary shall mail to each member in good standing a ballot listing in alphabetical order all of the nominees for each position, together with an envelope addressed to the Chairperson of the Tally.
Counting the Ballots: Ballots must be returned by TT POST to the Chairperson of the Tally Committee not later than five (5) days in advance of the annual meeting date. Ballots received after the advance of five days will be discarded, unopened and uncounted. The Chairperson shall set a meeting time for the Tally Committee as soon as practicable after the five day advance ballot deadline, at which meeting the committee shall count the ballots. The Chairperson shall report the election results to the Association Secretary not later than 1 day after the meeting. All ballots and envelopes in which they were received shall be given to the Secretary who shall keep them for two years as part of the Club’s official records.
Election Results: Election Results will be announced by the Secretary at the annual meeting of the club.
Change of Officers and Board Members: The newly elected Officers and Board Members shall take office at the conclusion of the annual meeting at which they were elected. Each retiring Officer and Board Member shall turn over to his/her successor in office all properties and records relating to that office immediately after the election.
SECTION 1. The President may each year nominate and submit to the membership, standing and special committees to advance the work of the FCRTT in such matters as dog shows, obedience trials, trophies, annual prizes, membership and other fields as may be well served by committees. Such committees shall always be subject to the final authority of the Board or membership. Special committees may also be appointed by the Board to aid it on particular projects.
SECTION 2. Any committee appointment may be terminated by a majority vote of the membership, or, upon written notice to the appointee, the President may appoint successor(s) to those persons whose services have been terminated.
Suspension: Any member who is suspended from the privileges of the FCI, United Kennel Club, American Kennel Club or other dog registry shall be suspended from the privileges of the FCRTT for a like period of time.
Charges: Any member may prefer charges against a member for alleged misconduct prejudicial to the best interest of the FCRTT. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $10.00 which shall be forfeited if such charges are not sustained by the Board following a hearing. Charges shall be filed with the Secretary within 6 weeks of any incident. The Secretary shall promptly send a copy of the charges to each member of the Board or present them at the Board meeting, and the Board shall first consider whether the action(s) alleged in the charges, if proven, might constitute conduct prejudicial to the best interest of the FCRTT. If the Board considers that the charges do not allege conduct which would be prejudicial to the best interest of the FCRTT it may refuse to entertain jurisdiction. If the board entertains jurisdiction of the charges, it shall fix a date of a hearing by the Board not less than three (3) weeks nor more than six (6) weeks thereafter. The Secretary shall promptly send a copy of the charges to the accused member by registered mail together with a notice of the hearing and an assurance that the defendant may personally appear on his/her behalf and bring witnesses if he/she wishes. The accused shall have seventy-two (72) hours to respond to the charges after receiving the certified or registered letter. In the case of the Board and/or Board members having charges preferred against any or all Board members, the membership shall sit in judgment of the charges and act as trial jury.
Board hearing: The Board or membership jury shall have complete control 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 the complainant and defendant, the Board or membership jury, by majority vote of those present, may suspend the defendant from all privileges of the FCRTT for not more than six (6) months from the hearing date. 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/her fellow members at the ensuing FCRTT meeting which considers the Board’s recommendation. Immediately after the Board/jury has reached a decision, its findings shall be put in written form and filed with the Secretary. The Secretary shall, in turn, notify each of the parties of the Board’s/jury’s decision and penalty, if any.
Expulsion: Expulsion of a member of the FCRTT may be accomplished only at a meeting of the FCRTT following a Board or jury hearing and upon the Board’s or jury’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 60 days but not earlier than 30 days after the date of the Board’s/jury’s recommendation of expulsion. The defendant shall have the privilege of appearing on his own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the Board’s/jury’s findings and recommendations, and shall invite the defendant, if present, to speak on his/her own behalf if he wishes. The meeting shall then vote by secret written ballot on the proposed expulsion. A two thirds (2/3) vote of those present and voting shall be necessary for expulsion. If expulsion is not so voted, the Board’s suspension shall stand.
SECTION 1. Amendments to the Constitution and By Laws may be proposed by the President,
Board of Directors or by written petition addressed to the Secretary or a committee appointed by the President to study and make changes recommended thus. Amendments proposed by such petition shall be promptly considered and submitted to the members. After being read at a regular meeting or sent to each member either by the Secretary or in a newsletter, and stating the date for voting on proposed Constitution and By Laws changes within three (3) months of the date the petition was received by the Secretary, a vote shall take place.
SECTION 2. Amendments to the Constitution and By Laws may be enacted by two-thirds (2/3)
vote of the members present and voting at any regular or special meeting called for that purpose, provided the proposed amendments have been included in the notice of the meeting and mailed to each member at least two (2) weeks prior to the date of that meeting.
SECTION 3. FCI. Approval. No amendment to the Constitution and Bylaws that is adopted by the Association shall become effective until it has been submitted to the FCI
SECTION 1. Dissolution: The FCRTT may be dissolved at any time by the written consent of not less than two-thirds (2/3) of the members. In the event of dissolution other than for purposes of reorganization, whether voluntary or involuntary or by operations of law, none of the property of the FCRTT or any proceeds thereof nor any assets of the FCRTT shall be distributed to any members of the FCRTT. Articles or equipment that are loaned to or loan donated to the FCRTT by members or individuals may be returned to those members or individuals who have that right reserved.
SECTION 2. Materials/built equipment: Materials purchased by the FCRTT to build or construct show equipment (i.e. ring gates, signs, decorations, obedience equipment, etc.) shall be offered to the member donating their time and use of tools to build or erect such equipment to have first option to purchase said equipment from the FCRTT at the FCRTT’s purchase price of materials.
ORDER OF BUSINESS
At meetings of the FCRTT, the order of business, so far as the character and nature
Of the meeting may permit, shall be as follows:
- Roll Call Minutes of the Last Meeting Report of the Secretary
- Report of the Treasurer
- Report of the President
- Election of Officers and Board (At Annual Meeting)
- Applicants read
- Second Reading
- Election of New Members
- Unfinished Business
- New Business
We hereby certify that the foregoing Constitution and Bylaws, consisting of  pages, including this page, constituted the original Constitution and By Laws of the FCRTT, of Trinidad and Tobago duly adopted by its Board of Directors at a meeting properly noticed and held, and at which a quorum was present on the 1st day of February 2010.
We hereby certify that the foregoing Constitution and By Laws, consisting of [10 ] pages, including this page, constitute the By Laws of the FCRTT, of 125 De Montagnac Drive Palmiste San Fernando, duly adopted by its Membership at a meeting properly noticed and held, and at which a quorum was present on the1st day of February 2010.
We hereby certify that the foregoing Constitution and By Laws, consisting of [10 ] pages,
including this page, constitute the By Laws of the FCRTT125 De Montagnac Drive Palmiste San Fernando, duly adopted by its Membership at a meeting properly noticed and held, and at which a quorum was
Present on the the1st day of February 2010