Constitution & By-laws of the Valley of the Sun Miniature Bull Terrier Club
(VSMBTC -- Constitution and Bylaws, Adopted May 5, 2025)
CONSTITUTION
ARTICLE I: NAME & PURPOSE
1.1. The name of the SPECIALTY club shall be VALLEY OF THE SUN MINIATURE BULL TERRIER CLUB
1.2. The PURPOSE of the club shall be:
(a) to encourage and promote quality in the breeding of purebred Miniature Bull Terriers, and to do all possible to bring their natural qualities to perfection;
(b) to urge members and breeders to accept the standard of the breed as approved by The American Kennel Club as the only standard of excellence by which Miniature Bull Terriers shall be judged;
(c) to do all in its power to protect and advance the interests of the breed by encouraging sportsmanlike competition at: • All applicable AKC sanctioned matches at dog shows • Any other event for which the club is eligible under the Rules and Regulations of The American Kennel Club, and (d) To foster community among miniature bull terrier enthusiasts through education events, organized dog walks, social gatherings and other non-AKC sanctioned events that promote the breed’s visibility and responsible ownership.
1.3. The club shall not be conducted or operated for profit and no part of any profits or remainder or residue from dues or donations to the club shall inure to the benefit of any members or individual.
1.4. The members of the club shall adopt and may from time to time revise such bylaws as may be required to carry out these objectives.
Valley of the Sun Miniature Bull Terrier Club (VSMBTC) BY-LAWS
ARTICLE I:
Membership
1.1. Eligibility There shall be three types of membership open to all persons 18 years of age or older and one type of membership open to persons ages 9-17 who are in good standing with the American Kennel Club and who subscribe to the purposes of this club. There shall be four types of membership:
• Regular
• Household
• Junior/Youth
• Associate While membership is to be unrestricted as to residence, the club's primary purpose is to be representative of the breeders and exhibitors in Arizona. (a) Regular Membership (Individual) - Enjoys all club privileges including the right to vote and hold office. (b) Household Membership - Two (2) adult members residing in the same household, each eligible to vote and hold office. (c) Junior Membership - Open to children ages 9-17; a non-voting/non-office holding membership, which may automatically convert to regular membership at age 18. (d) Associate/Newsletter Membership - Entitled to all club privileges except voting and office holding offered to individuals who live outside of the club’s area; also offered to individuals who live in the club’s area but are not active.
Membership Dues (a) Regular Membership (Individual) - $20 (b) Household Membership - $25 (c) Junior - $10 (d) Associate/Newsletter Membership - $10
1.2. Dues Membership dues shall be set by the Board of Directors, and are not to exceed $50.00 per year for Regular (Individual) memberships, $75.00 per year for Household memberships, $30.00 per year for Associate/Newsletter and Junior memberships. Dues are payable on or before the first day of January of each year. No member may vote whose dues are not paid for the current year. In any year that the board does not act on or before September 1st, the dues amount shall remain unchanged for the ensuing year. During the month of November, the Treasurer shall send to each member a statement of dues for the ensuing year. New memberships that begin after January will not be pro-rated, but will require first year dues payment in full.
1.3. Election to Membership 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 the Constitution and By-laws and the rules of The American Kennel Club. The application shall state the name, address, and occupation of the applicant and it shall carry the endorsement of two members in good standing. Accompanying the application, the prospective member shall submit dues payment for the current year. All applications are to be filed with the Secretary and each application is to be read at the first meeting of the club following its receipt. At the next club meeting the application will be voted upon and affirmative votes of 2⁄3 of the members present and voting by secret ballot at that meeting shall be required to elect the applicant. Applicants for membership who have been rejected by the club may not reapply within six months after such rejection.
1.4. Termination of Membership Memberships 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. Obligations other than dues are considered a debt to the club and must be paid in full prior to resignation. (b) by lapsing. A membership 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 an additional 30 days of grace to such delinquent members in meritorious cases. In no case may a person be entitled to vote at any club meeting whose dues are unpaid as of the date of that meeting. (c) by expulsion. A membership may be terminated by expulsion as provided in Article VI of these bylaws.
ARTICLE II
Meetings and Voting Email communications to club members and board members must be sent in accordance with Arizona State law and AKC's email notification policy.
2.1. Club Meetings Meetings of the club shall be held a minimum of 6 times a year in the greater Phoenix, Arizona area or other approved area to include the following: • defined with an extended territory consisting of those communities: East to Alpine, west to Lake Mead, South to Tucson, Southwest to Yuma, north to Page and northeast to Window Rock, at such hour and place as may be designated by the board of directors. Written notice of each such meeting shall be mailed or emailed by the Secretary at least 10 days prior to the date of the meeting. Virtual meetings (via video/audio call) are acceptable for club meetings. • the quorum for such meetings shall be 20 percent of the members in good standing.
2.2. Special Club Meetings Special club meetings may be called by the President, or by a majority vote of the members of the board who are present and voting at any regular or special meeting 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 in the greater Phoenix, Arizona approved area, 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 or emailed 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.
2.3. Board Meetings Meetings of the board of directors shall be held a minimum of 6 times a year in the greater Phoenix, Arizona approved area, or via telephone conference call, or via video conference at such hour and place as may be designated by the board. Written notice of each such meeting shall be mailed or emailed by the Secretary at least three days prior to the date of the meeting. The quorum for such a meeting shall be a majority of the board.
2.4. Special Board Meetings Special meetings of the board may be called by the President; and shall be called by the Secretary upon receipt of a written request signed by at least three members of the board. Such special meetings shall be held in the greater Phoenix, Arizona approved area, or via telephone conference call or via video conference at such place, date, and hour as may be designated by the person authorized herein to call such meeting. Written notice of such meeting shall be mailed or emailed by the Secretary at least three days and not more than 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 transacted thereat. The quorum for such a meeting shall be a majority of the board.
2.5. Voting Each member in good standing whose dues are paid for the current year shall be entitled to one vote at any meeting of the club at which he/she is present. Household memberships will be entitled to two votes, one for each adult member in good standing. Proxy voting will not be permitted at any club meeting or election.
ARTICLE III
Directors and Officers
3.1. Board of Directors The board shall be comprised of 4 officers and 2 other persons, all of whom shall be members in good standing and all of whom shall be elected for two-year terms at the club’s election results meeting as provided in Article IV and shall serve until their successors are elected. The Board shall be comprised of the President, Vice-President, Secretary, Treasurer, and two Directors to be known as Director 1 and Director 2. General management of the club’s affairs shall be entrusted to the board of directors.
3.2. Officers The club’s officers, consisting of the President, Vice President, Secretary and Treasurer, shall serve in their respective capacities both regarding the club and its meetings and the board and its meetings. (a) The President shall: • preside at all meetings of the club and of the board, • have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these bylaws. (b) The Vice President shall: • have the duties and exercise the powers of the President in case of the President’s death, absence or incapacity. • coordinate the activities of Committees elected or appointed by the board. (c) The Secretary shall: • keep a record of all meetings of the club and of the board and of all matters of which a record shall be ordered by the club; • have charge of the correspondence, • notify members of meetings, • notify new members of their election to membership, • notify officers and directors of their election to office, • keep a roll of the members of the club with their addresses, which shall be sent to any member in good standing upon written request, not more than once every club year, and • carry out such other duties as are prescribed in these bylaws. (d) The Treasurer shall: • collect and receive all moneys due or belonging to the club. Moneys shall be deposited in a bank designated by the board, in the name of the club. • maintain accurate and up-to-date financial statements. Club books shall at all times be open to inspection by the board • provide a report at every meeting on the condition of the club’s finances and every item of receipt or payment not before reported; • provide an accounting at the annual meeting of all money received and expended during the previous fiscal year. • be bonded in such amount as the board of directors shall determine. (e) Subject to the Board’s discretion, the offices of Secretary and Treasurer may be held by the same person, in which case the board shall then be comprised of 5 persons.
3.3. Vacancies Any vacancies occurring on the board or among the offices during the year shall be filled until the next annual election by a majority vote of the members of the board at its first regular meeting following the creation of such vacancy, or at a special board meeting called for that purpose; except that a vacancy in the office of President shall be filled automatically by the Vice President, and the resulting vacancy in the office of Vice President shall be filled by the board.
ARTICLE IV
The Club Year, Annual Meeting, Elections 4.1. Club Year The club’s fiscal year shall begin on the first day of January and end on the last day of December. Club elections shall be held in odd-numbered years. In club election years, the club’s official year shall begin immediately at the conclusion of the election at the election results meeting and shall continue through the election at the next October meeting. In club non-election years, the club’s official year shall begin immediately at the conclusion of the annual meeting and shall continue through the next annual meeting.
4.2. Other Meetings The annual meeting shall be held between January 15 and March 31st. Each October in odd-numbered years, officers and directors for the ensuing year shall be elected by secret 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 the successor in office all properties and records relating to that office within 30 days after the election.
4.3. Elections The nominated candidate receiving the greatest number of votes for each office shall be declared elected. The 2 nominated candidates for other positions on the board – Director 1 and Director 2, who receive the greatest number of votes for such positions shall be declared elected. In the event of a tie vote count for two or more candidates, a runoff election shall be held within 30 days using the same voting method as the original election. At the Board’s discretion, an election committee can be named to oversee the voting process.
4.4. Nominations No person may be a candidate in a club election who has not been nominated. During the month of April, the board shall select a Nominating Committee consisting of three members and one alternate, not more than one of whom may be a member of the board. The Secretary shall immediately notify the committeepersons and alternates of their selection. The board shall name a chairman for the committee and it shall be such person’s duty to call a committee meeting, which shall be held on or before June 1st. (a) The committee shall nominate one candidate for each office and positions on the board and, after securing the consent of each person nominated, shall immediately report their nominations to the Secretary in writing by August 15th. (b) Upon receipt of the Nominating Committee’s report, the Secretary shall, at least two weeks before the club’s next meeting, which must be held no later than August 10th of that year, notify each member in writing of the candidates so nominated. (c) Additional nominations may be made at the first Club meeting held following the Secretary’s notification of the Nominating Committee’s slate to the members, as outlined in (b), by any member in attendance, provided that the person so nominated does not decline when their name is proposed, and provided further that if the proposed candidate is not in attendance at this meeting, the proposer shall present to the Secretary a written statement from the proposed candidate signifying willingness to be a candidate. No person may be a candidate for more than one position. (d) Nominations cannot be made at the annual meeting or in any manner other than as provided in this Section.
ARTICLE V
Committees SECTION 1. The board may each year appoint standing committees to advance the work of the club in such matters as dog shows, trophies, fundraising, membership, and other fields which may well be served by committees. Such committees shall always be subject to the final authority of the board. Special committees may also be appointed by the board to aid it on particular projects. 5.2. 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 VI
Discipline
6.1. American Kennel Club Suspension Any member who is suspended from any of the privileges of The American Kennel Club automatically shall be suspended from the privileges of this club for a like period.
6.2. Charges An individual member may present charges against another individual member for alleged misconduct prejudicial to the best interests of the Club or the breed. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $50, which shall be forfeited if such charges are not sustained by the Board following a hearing. The Secretary shall promptly send a copy of the charges to each member of the Board or present them at a Board meeting, and 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 breed. If the Board considers that the charges do not allege conduct which would be prejudicial to the best interests of the Club or the breed, it may refuse to entertain jurisdiction of the charges. If the Board entertains jurisdiction of the charge(s), it shall fix a date for a hearing by the Board not less than 3 weeks, nor more than 6 weeks thereafter. The Secretary shall promptly send 1 copy of the charges and specifications to the accused member by registered mail together with a notice of the hearing and an assurance that the defendant may personally appear in his/her own defense and bring witnesses if he/she wishes.
6.3. Board Hearing 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 charge(s) 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 Club for not more than six months from the date of the hearing.
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 fellow members at the ensuing Club meeting which considers the Board’s recommendation. Immediately after the Board has reached a decision, its findings shall be put in written form and filed with the Secretary, who in turn shall notify each of the parties of the Board’s decision and penalty, if any.
6.4. Expulsion Expulsion of a member from the Club may be accomplished only at a meeting of the Club 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, the Board’s findings 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 2/3 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.
6.5. Disqualification Any member of the Board of Directors directly involved in disciplinary charges as either complainant or defendant shall disqualify himself or herself from participating in the case in any role other than as a witness.
ARTICLE VII
Amendments
7.1. Proposals Amendments to the constitution and bylaws may be proposed by the Board of Directors, or by written petition addressed to the Secretary signed by 20 percent
of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board of Directors and must be submitted to the members with recommendations of the Board by the Secretary for a vote within three months of the date from when petition was received by the Secretary.
7.2. Amendments The constitution and bylaws may be amended by a 2/3 secret vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and mailed to each member at least two weeks prior to the date of the meeting.
ARTICLE VIII
Dissolution
8.1. The Club may be dissolved at any time by the written consent of not less than 2/3 of the members in good standing. In the event of the dissolution of the Club other than for purposes of reorganization whether voluntary or involuntary or by operation of law, none of the property of the Club nor any proceeds thereof nor any assets of the Club shall be distributed to any members of the Club, but after payment of the debts of the Club it’s property and assets shall be given to a charitable organization for the benefit of dogs selected by the Board of Directors.
ARTICLE IX
Order of Business
9.1. At meetings of the club, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:
- Roll Call
- Minutes of last meeting
- Report of President
- Report of Secretary
- Report of Treasurer
- Reports of committees
- Election of officers and board (at bi-annual meeting)
- Election of new members
- Unfinished business
- New business
- Adjournment
9.2. At meetings of the board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows: 1. Reading of the minutes of last meeting 2. Report of Secretary 3. Report of Treasurer 4. Unfinished business 5. New business 6. Adjournment
ARTICLE X
Parliamentary Authority
10.1. 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.
Adopted May 5, 2025