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AMERICAN CAVALIER KING CHARLES SPANIEL CLUB, INC.
ANNUAL MEETING
" The Annual Club Meeting shall be for Club members only.
" All items for discussion at the Annual Meeting must be submitted to the Corresponding Secretary, in writing, at least one week before the Annual Meeting so that they may be put on the Agenda. Items not on the Meeting Agenda will not be discussed. (5/04)
" Members wishing to make a motion at the Annual Meeting must submit the motion, in writing, to the Corresponding Secretary at least one week prior to the Annual Meeting. Motions not submitted in writing will not be entertained. (5/04)
AWARDS
" When a dog has multiple owners, the ROM (Register of Merit) LOM (Legion of Merit) or the APA (Advanced Performance Award) plaques, will be awarded to the first listed owner. Other owners may purchase additional plaques. They must be ACKCSC members. (8/01) (Revised 2/07)
" It is the responsibility of each dog or bitch owner to keep track of their dog's record and to submit them to the person who is in charge of the awards. Instructions and downloadable forms are on the ACKCSC web site. (5/08)
BREEDER REFERRAL
" Any individual wishing to be added to the ACKCSC Breeder Referral List on the ACKCSC web site must have been an ACKCSC member in good standing for at least two consecutive years. (9/07)
" All members listed on the ACKCSC Breeder Referral List must use their own, personal, contact information. i.e. telephone number, email address, website address, etc. Anyone found to be using contact information other than their own will be immediately removed from the Breeder Referral list with no refund of money. Once removed, they will not be allowed to be listed again for a period of two years.
" Any person on the ACKCSC Breeder Referral list who is notified by ACKCS Rescue that a dog they have sold or placed has been turned over to ACKCS Rescue, and refuses, without cause, to either take the dog back or pay all costs incurred by the rescue organization until the dog is placed, will be immediately removed from the Breeder Referral list with no refund of money. Once removed, they will not be allowed to be listed again for a period of two years.
THE BOARD
" There shall be a Board meeting held in conjunction with the national Specialty Show and prior to the Annual Meeting. (3/03) (Revised 2/07)
" When voting on-line, the time limit for discussion and response shall be one week from the first post. The first post entry will carry "URGENT" in the subject line. The Board will ratify these votes at the following Board meeting. (1/04)
THE CLUB (GENERAL)
" The Club magazine, The Royal Dispatch, shall be submitted electronically to the Board for review and approval prior to printing and distribution. Board members shall have any changes or corrections electronically submitted back to the Editor within 24 hours.
" The AKC Delegate will be reimbursed by the Club for economy airfare and two nights hotel for the purpose of attending Delegates meetings.
" ACKCSC will reimburse regional clubs hosting the Breed Booth at the AKC/Eukanuba Classic up to $500.00. (11/04)
MEMBERSHIP
" Members, who join the Club and pay their dues after October 31, shall be considered paid through the following year. (2003)
" Incomplete membership applications will be returned to the applicant, along with their check for dues. (8/04)
" The Membership Committee will not contact an applicant directly. If they have any questions about an application they will contact the sponsors. (11/03)
" Should an applicant be denied membership, the ACKCSC is under no obligation to make known the reasons.
" After November 30, 2004, membership applications submitted on old forms will be returned to the applicant. (10/04)(5/08)
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MEMBERSHIP COMMITTEE PROCEDURES
Effective May 1, 2008
Revised 2/09
" Applicants will download membership applications from the web site www.ackcsc.org that shall include the addendum which explains the application process, the official application, two sponsor forms and a copy of the Ethical Guidelines. The applicant is responsible to ensure the completeness of all forms including signatures, dates and initials. The applicant will send the entire completed packet, with check, to the membership chairman.
Applicants should get their forms signed by their sponsors and in to the membership committee in a timely fashion. Applications with sponsor signatures dated over three months prior to the submission of the application will be returned to the applicant.
The membership committee chairman will date stamp, record and review for completeness, each packet of forms as they come in. If the packet is incomplete it will be mailed back to the applicant with an explanation. One copy of each complete application will be emailed, faxed or mailed to each member of the committee.
The membership committee as a group will discuss all applications and research any questions that arise by contacting the sponsors or others they deem appropriate, including but not limited to; other club members, sponsors, specialty clubs, all breed clubs and the AKC. THE APPLICANT WILL NOT BE CONTACTED.
Prior to the deadline for each Royal Dispatch issue, the names of all new applicants and their sponsors will be sent to the editor to be published for comments. The same list will be sent to the Secretary to be distributed via the internet to the members for whom we have email addresses. Deadlines for submission of information to the Royal Dispatch are; November 15, February 15, May 15, and August 15. Members have 30 days from the mailing of the Royal Dispatch to respond with positive or negative comments. All comments, letters and information gained will be treated as confidential and will not be discussed with anyone outside the scope of the committee and the Board of Directors. Co-ownership problems and disputes will not be considered, nor will anonymous letters or information. No one will have any communication with the applicant regarding comments made or Board discussions.
Thirty days after publication in the Royal Dispatch, the membership committee will convene to discuss information they have obtained from their research and any written comments they have received. All members of the committee will receive copies of any written comments. The committee will vote to either "recommend" or "not recommend" for membership, each candidate to the ACKCSC board of directors
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The Membership Committee Chair shall have no vote and offer no input either positively or negatively regarding any of the candidates. His/her sole function is to ensure all the applications are researched in a timely manner and the recommendations of the Membership Committee are accurately conveyed to the ACKCSC Board.
The results of the vote and recommendation of the committee will then be conveyed to the ACKCSC Board by the Membership Committee Chairman who will send every board member copies of all applications, letters and comments.
Once the group of applicants is discussed with the ACKCSC board, the corresponding secretary will prepare a secret ballot to be sent to each board member. In a mail-in vote, ALL members of the board must vote and return their ballots. Each applicant must be approved by a 2/3 majority of the entire board.
The corresponding secretary will send a letter to those applicants who are approved notifying them of the date of their membership (or status change in the case of an associate member going to regular membership). This correspondence will include a copy of the ACKCSC Constitution and Bylaws, Ethical Guidelines, and a current Membership Directory.
Applicants who have not been approved will be sent a letter by the corresponding secretary informing them that their application for membership was not approved. The ACKCSC board, or Membership Committee is under no obligation to make known the reason for a candidate not being voted in.
The Membership Committee Chair will make sure that the accepted applicants and the change of status applicants and their information are published in the next issue of the Royal Dispatch following their date of approval.
MISCELLANEOUS
This process may take up to six (6) months to complete, depending on when all of the completed information is received. The ACKCSC, inc. will process all applications in a timely fashion but is under no obligation to meet a specific deadline.
Regular members may sponsor two Associate Members and two Regular Membership upgrades in a calendar year. If a Regular member who has already reached their limit for sponsorship sponsors an applicant, the sponsor will be notified and the application returned to the applicant. For purposes of tracking sponsorship, the date the sponsor signed the sponsorship form for their candidate will be the date used for tracking.
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NATIONAL SPECIALTY SHOW
" Conformation and Sweepstakes Judges for the ACKCSC Cavalier National shall NOT judge Cavaliers at any show in North America for six (6) months prior to the National assignment. The judge's contract shall be null and void if this condition is not met. This policy shall be strictly enforced. (Revised 3/05)
" Conformation judges who are judging the National Specialty shall NOT judge any Cavalier Specialty Show in North America for any Cavalier specialty club for a period of one year prior to and two (2) months following the ACKCSC National assignment.
" Conformation Judges for the ACKCSC Cavalier National shall not judge Cavaliers at any show in North America (all breed or toy group shows) for six (6) months prior to the National assignment.
" The ACKCSC President, National Specialty Show Chairman, or members of their households, will not enter or exhibit dogs at the ACKCSC National Specialty Show. 10/04
" No judge will judge the National Specialty Show more than once in a five-year period.
" JUDGES SELECTION - the Judge Selection Committee will mail Ballots to all regular voting members, or professional firm designated by the Board, in the fall of each year.
JUDGES SELECTION COMMITTEE
1. The Judges Selection Committee will be comprised of no less than three (3) and no more than five (5) regular ACKCSC members.
2. There shall be no more than one ACKCSC officer/Director on the committee.
3. No member of the committee may be a provisional or approved judge. If any member
of the committee becomes a provisional or approved judge while serving on the committee, the ACKCSC Board will immediately replace that person.
4. Immediately upon the selection of the committee, and the acceptance of each committee member by the Board, the committee shall meet via telephone conference call and select their chairperson.
5. The committee will be reviewed each year when the ACKCSC Board convenes for
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their meeting at the ACKCSC national. At that time, committee members may be added or replaced as needed.
FUNCTION OF THE COMMITTEE:
1. It is the duty of this committee to meet and compile a list of names of judges who could judge the ACKCSC Specialty and Sweepstakes show.
2. The committee chair shall, in the month of May of each year, submit to the Royal Dispatch an announcement requesting judge name input from the membership. These names may be considered, along with the names the committee has compiled.
3. In July of each year the committee may wish to further solicit input from the membership via email. The committee chair may request that the corresponding secretary send out this request via the secretary's membership email list.
4. The committee will compile a list of judges as follows:
10 conformation judges
5 sweepstakes judges
Judges who have judged the national within the five (5) years preceding the year for which the committee is selecting names are ineligible to be on the list.
NOTE: Persons nominated to judge sweepstakes MAY NOT be provisional or approved judges of Cavaliers at the time of nomination. Every effort should be made to select people that are trying to attain their judges' license.
5. The chairperson of the committee will submit the proposed list of names (10 conformation and five sweepstakes) to the ACKCSC Board for their approval prior to the September Board meeting. The board may make comments or suggestions to the committee.
6. After board approval in September, the committee chair, or person designated by the committee shall create a ballot with instructions, to be sent to all regular ACKCSC members for their vote.
7. The ballot shall require that the members vote for three judges, indicating first, second and third preference.
8. Ballots that are not marked in accordance with the instructions shall be invalid.
9. Ballots shall be mailed to the regular membership no later than November 1st of each year with a return deadline of no later than 30 days from the date the ballots are mailed.
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10. Ballots shall be mailed to each regular member in good standing listing in alphabetical order, 10 nominees for conformation judge and five nominees for sweepstakes judge, together with a blank envelope and a return envelope addressed to the
designated committee member marked "ballot" and bearing the name of the member to
whom it was sent. So that the ballots may remain secret, each voter, after marking their ballot, shall seal it in the blank envelope which in turn shall be placed in the second envelope addressed to the designated committee member.
11. When the deadline for returning the ballots has passed, the designated committee person and two other ACKCSC regular members in good standing will meet to count the ballots. Prior to this meeting, the designated committee person will remove the blank envelopes containing the ballot from the outer mailing envelope - but shall NOT open the blank envelopes. Once all the blank envelopes are removed, they will be shuffled so that there is no way of identifying the sender.
12. When the people who are counting the ballots are assembled, the blank envelopes may be opened and the ballots removed for tally. The ballots are counted, totaling points for each judge as follows:
3 points for each first choice received by a judge.
2 points for each second choice received.
1 point for each 3rd choice received.
When the points for each judge are added up, the judge with the most points will be the first choice; the judge with the next highest count will be second choice and so on. In the case of a tie, the judge who has received the most "first choice" points wins the tie. If that does not resolve the tie the board will make the decision and resolve it.
13. Once the counting of the ballots is completed, the designated committee person (if it is not the committee chair) will report the results immediately to the committee chair who will, in turn, report the results immediately to the ACKCSC board.
14. The person receiving the most points will be invited to judge the intersex classes and their choice of either the dog or the bitch classes. If that person declines the invitation, the person with the next highest number of points will be invited, and so on, until the
invitation is accepted. After the first judge has accepted the invitation, the person receiving the next highest number of points will be invited to judge the classes for the sex not selected by the first judge. If that person declines, the same procedure will be followed until the invitation has been accepted.
15. The committee chairperson shall first contact the winning judges by telephone or email to see if they are available. Once it is determined that the judges are available two copies of a form letter approved by the ACKCSC Board, shall be sent to each judge confirming their acceptance of the assignment. All judges must sign and date a copy of this letter and return it to the committee chair.
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The committee chair will then send a copy of each signed and dated letter to the show chair for the year in which we are voting, and to the corresponding secretary.
16. The show committee for each year, in cooperation with the Performance committee shall select the obedience, rally, and any performance judges for the National Specialty. If the conformation judge, or the performance judges are not eligible to judge Junior Showmanship, the show committee shall also select a judge for that class. (Revised 4/08)
REGIONAL SPECIALTY SHOWS
" SUPPORTED ENTRY GUIDELINES - The American Cavalier King Charles Spaniel Club, Inc. has had many requests from specialty clubs to support entries. Requests have been received from clubs who are just forming as well as clubs who are more advanced in their formation. Following are the ACKCSC, Inc. policies and guidelines for supporting entries.
The ACKCSC, Inc. will entertain requests to support entries from regional specialty clubs who have reached A-match status with the AKC. The following guidelines are to be followed.
1. A letter requesting an ACKCSC, Inc. supported entry must be sent to the ACKCSC, Inc. corresponding secretary at least 90 days before the show at which the entry will be supported.
2. The premium list and catalog shall have wording, which says; "The American Cavalier King Charles Spaniel Club, Inc. supports the entry of their breed at this show."
3. ACKCSC, Inc. will pay for rosettes for all the major placements, i.e. Best of Breed, Best of Winners, Best Opposite Sex, Winners Dog and Winners Bitch. These awards are to be listed in the premium list of the all breed club as follows" "The American Cavalier King Charles Spaniel Club, Inc. offers rosettes for the following placements:" and then list the placements.
The Regional Club will offer trophies of their own choosing.
4. In all cases of supported entries the ACKCSC, Inc. believes that it is very important for the clubs to make these special occasions.
5. Take this opportunity to educate the public by having a breed information table.
6. Have a luncheon, tailgate party, dinner, or some similar social event, which will involve all participants.
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Clubs who have not reached A-match status may support the entries at any stag of their development, even though they are not yet a recognized club. In order to do this you have to contact the all breed club you choose at lest six months in advance and have their cooperation. Most all -breed clubs welcome supported entries.
" ACKCSC SUPPORT OF REGIONAL SPECIALTY SHOWS: Upon notification to ACKCSC by the regional club, and prior to their premium list coming out, ACKCSC will support each regional specialty show by taking out a one-page ad in the regional club's catalog and offering rosettes for Best of Breed, Best of Winners, Best Opposite Sex, Winners Dog and Winners Bitch, Best Jr. Showman and Highest Scoring Cavalier in Obedience Trial (must get a qualifying score).
The rosettes sponsored by the ACKCSC MUST be listed in the regional club premium list and the catalog in the following manner:
Best of Breed - Rosette offered by the American Cavalier King Charles Spaniel Club, Inc.
Best of Winners - Rosette offered by the American Cavalier King Charles Spaniel Club, Inc.
Best Opposite Sex to Best of Breed - Rosette offered by the American Cavalier King Charles Spaniel Club, Inc.
Winners Dog - Rosette offered by the American Cavalier King Charles Spaniel Club, Inc.
Winners Bitch - Rosette offered by the American Cavalier King Charles Spaniel Club, Inc.
Best Junior Showman - Rosette offered by the American Cavalier King Charles Spaniel Club, Inc.
Highest Scoring Cavalier in Trial - Rosette offered by the American Cavalier King Charles Spaniel Club, Inc. (must have a qualifying score)
(Revised 2/07)
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