CONSTITUTION OF THE ONTARIO CAVY CLUB
CLUB OBJECTIVES
(A) To unite all persons interested in the study, breeding and showing of cavies.
(B) To promote interest in the study and breeding of cavies.
(C) To establish and recognize breeds and varieties of cavies and standards with respect thereto.
(D) To encourage, hold and sponsor showings and exhibitions and to hold conferences, meetings, discussions and demonstrations for discussion and exchange of information.
(E) To institute studies, inquiries and programs of research and to produce and provide information of interest to other members respecting cavies.
(F) To co-operate, collaborate and affiliate with and to assist other clubs and organizations having objectives in whole or in part similar to those of the club.
(G) To collect and receive moneys by way of fees, donations, gifts, legacies, devises and bequests otherwise, and to hold, invest, expend or deal with the same in furtherance of the objectives club.
BY-LAWS OF THE ONTARIO CAVY CLUB
(Revised Edition - January 1, 2006)
These By-Laws were established and approved by the membership to provide the rules and regulations by which the club will conduct its affairs. They are administered by the Board of Directors under the guidance of the By-Law Committee.
By-Law # 1 - MEMBERSHIPS AND DUES
Membership will be open to all persons interested in the club's purposes as outlined in the Constitution.·
Annual dues shall be reviewed at the Annual General Meeting.·
Any proposed changes must be approved by the eligible voters present at this meeting.·
Dues shall be payable on the date of joining and yearly thereafter on the first of January.·
Membership privileges expire if renewal dues or any monies owed to the club for other reasons are not paid within 60 days of the due date.·
The Board of Directors has the power to revoke a membership, place a member on probation or issue a warning to a member.·
Any complaint against a member must be received by the Secretary-Treasurer in writing and must be signed.·
The complaint will be discussed by the Board at an 'in camera' meeting and any action must be approved by the Board.
MEMBERSHIP TYPES
i.
Life Membership - given to members of the Ontario Cavy Club Hall of Fame (See By-Law 8 - Ontario Cavy Club Special Awards). Life members are entitled to 1 vote.ii.
Youth Membership - a non voting membership for persons under the age of 16 as at the date of joining or renewal.iii.
Adult Membership - a voting membership open to persons 16 years of age or over as at the date of joining or renewal. Adult Members are entitled to 1 vote.iv.
Family Membership - a voting membership for a family which is defined as 2 or more persons living within the same household. Family Membershipsreceive 2 votes.
v.
Associate Membership - a non-voting membership. Members receive all club publications.By-Law # 2 - OFFICERS AND DIRECTORS
The Board shall be composed of 5 Directors·
The Director positions are President, Vice-President, Secretary Treasurer, Publications Chairperson and Show Chairperson.·
Any Adult Member, or any person 16 years of age or over in a Family Membership or any Life Member 16 years of age or over is eligible to hold an Officer or Director position providing he/she has been a member of the Ontario Cavy Club Inc. for at least 2 years as at September 1st in the year that the Board elections are held.·
Any Officer or Director who misses 3 consecutive meetings (General or Board) shall have automatically resigned his/her position unless the reason(s) for absence are accepted by the Board following the third consecutively missed meeting. GENERAL DUTIES OF OFFICERS AND DIRECTORS conduct the business of the club·
acquire a sound knowledge of the objectives of the club and of club By-Laws·
ensure that the By-Laws provisions are upheldDUTIES OF THE DIRECTORS General - sign cheques to pay the bills of the club and conduct the financial affairs of the club
o
Specific -President„X
Direct and co-ordinate all club activities. Preside at General and Directors Meetings;„X
Be a member of all club Committees;„X
Fulfil responsibilities assigned to the position by the Club By-Laws.
Vice-President
Perform duties of the President in his/her absence.„X
Fulfil duties assigned by the President or by the Board
Secretary Treasurer
·
Ensure that all proceedings at General and Directors' meetings are recorded;·
Ensure that membership approved minutes are signed by the President or Vice-President.·
Receive all monies collected by the club;·
Ensure that a copy of the By-Laws is available at all General and Directors meetings.·
Submit books, vouchers and bank statements for all club accounts to the Audit Committee within 30 days after Dec 31 (the end of the Club's fiscal year).
DUTIES OF THE DIRECTORS
Publications Chairperson
Edit, arrange for printing, and distribute all club publications including show flyers; prepare, arrange for printing and distribute all forms required for the operation of the Club (eg. order forms, membership applications, show logs)
Show Chairperson
Be present at all shows,
·
If possible; confirm with judges their willingness to judge shows for which they have been selected.·
Appoint Show Secretaries for each show.·
Appoint clerks and carriers for each show;·
Ensure that trophies, rosettes, ribbons are ordered and present at each showELECTION OF OFFICERS AND DIRECTORSThe term of office shall be 2 years commencing January 1st of the year immediately following the elections and ending December 31st two years later. Election of Board members will be held in odd numbered years.
Eligible members may seek election to more than 1 position, however,
They may hold only 1 position on the Board at any one time.·
If a person is elected to more than 1 position, he/she must choose which position they wish to hold.·
The rejected position(s) will be filled by the person·
with the second highest number of votes unless they have been elected to another position in which case the person with the 3rd highest number of votes will assume office.·
If no 2nd, 3rd etc. person contested the position, or, if the 2nd, 3rd etc. person chooses not to serve, the position will be filled according to the terms of Sec. (9) of this By-Law. Eligible members assuming a Board position by acclamation may not Run for any other position. In a case where 1 person receives acclamation to more than 1 position, that person will choose which position he/she wishes to hold and the rejected position(s) will be vacant and filled according to Sec (9) of this By-Law.o
Nominations by any member (including Youth Members) for any or all Board positions will be accepted by any member of the Nominations Committee. All nominations must be received in writing no later than August 1st in the year elections are held. The Nominations Committee will contact all eligible members nominated and obtain their decision whether to stand or to reject the nominations for the position(s) to which they are nominated. The Chairperson of the Nominations Committee or his/her appointee will inform the President, Secretary Treasurer and Publications Chairperson no later than September 1st of all eligible members willing to stand, of positions filled by acclamation and of all positions where no nominations were received or where no eligible member was willing to stand. Ballots will be sent to eligible voting members. For details, see By-Law 4 - Conducting Club Business (Sec. 10). APPOINTMENT OF MEMBERS TO THE BOARDo
Appointment of members to the Board will occur under the following circumstances:o
failure of members to nominate an eligible member for a positiono
refusal of nominated member(s) to stand for a positiono
vacancies created under terms of Sec. (8c) and (8d) aboveo
death of an Officer or Directoro
voluntary resignation of a Board Membero
automatic resignation of a Board member under Sec. (4) of this By-Lawo
failure in an election to produce a winner (ie. tie vote)o
expiration of membership privileges under By-Law # 1, Sec. (5)o
revocation of membership under By-Law # 1, Sec. (4)o
If one or two positions become available on the Board, the vacancies·
will be filled by appointment by the Board and voted on by the members at the Annual General Meeting.o
If three or four positions become available on the Board, they will be filled by a special meeting of the general membership called by theBoard.o
If all five Board seats become vacant, they will be filled by a special meeting called by the Membership.o
Interim Officers/Directors·
If no eligible member(s) is found or if no eligible member(s) are approved, or if no eligible member who is approved is willing to take the position, the position will be filled by another member of the Board for the balance of the term. This person must be approved by the Board.·
The approved member will not only perform the duties of the member being replaced, but also the duties associated with his/her own position.>>The approved Board Member will be designated as Interim President, Intrim publications Chairsperson, INtrim Secretary Treasurer, ect.
·
Interim Officers/Directors are entitled to only 1 vote on the Board.By-Law # 3 - COMMITTEES OF THE ONTARIO CAVY CLUB
(1) Any number of Committees may be established by the Board.
(2) COMMITTEE CHAIRPERSONS
Any Adult Member, any Life Member 16 years of age or older, or any person in a Family Membership 16 years of age or over is eligible to be appointed a
Committee Chairperson as long as they have been a member of the Ontario Cavy Club Inc. for at least 2 years and are paid up members as at their date of
appointment. Exceptions are:
(a) Chairperson of the Show Committee will be elected
(b) Chairperson of the Audit Committee must be a member in good standing but cannot be the Secretary Treasurer.
(c) Chairperson of the Nominations Committee must be a member of the Board of Directors
(3) Nominations for Chairpersons will be made by and approved by the Board. If the Chairperson of a Committee is not a member of the Board, he/she may
attend Board meetings on Presidential invitation in a non-voting capacity. Chairpersons will have a vote at their Committee meetings.
(4) COMMITTEE MEMBERS
Any Adult Member, any Life Member 16 years of age or older or any person in a Family Membership 16 years of age or over, may be a member of any
Committee if approved by the Board.
(5) All Committees must have a minimum of 4 members including the Chairperson and the President. Every effort must be made by the Chairpersons
to have an eligible non-Director member serve on his/her Committee. Members of all Committees must be approved by the Board. Eligible members may serve on more than 1 Committee if approved by the Board.
(6) Any exceptions to the provisions of sections (4) or (5)above must be approved by the Board.
(7) STANDING COMMITTEES
(a) Standards Committee
The Chairperson of this Committee will be appointed in the 4th calendar quarter of odd numbered years. The Chairperson and his/her Committee
will hold office for 2 years commencing January 1st of the year after the appointment of the Chairperson and ending 2 years hence on December
31st. All 4 coat types recognized in the Standard of Perfection must be represented on the Committee by a member who is raising that coat type.
(b) Show Committee
The Show Committee will hold office for the same term as the Show Chairperson (ie. 2 years).
(c) Audit Committee
The Chairperson of this Committee will be appointed in the 4th calendar quarter of each year. This Committee is responsible for auditing the records,statements etc. turned over by the Secretary Treasurer. The Audit Committee is responsible to present a report of the condition of the books at the Annual General Meeting.
(d) By-Law Revision Committee
The Chairperson of this Committee will be appointed in the 4th calendar quarter of odd numbered years. The Chairperson and his/her Committee
will hold office for 2 years commencing January 1st of the year after the appointment of the Chairperson and ending 2 years hence on December
31st. This Committee will receive and make recommendations for changes, additions, and/or deletions to the Ontario Cavy Club By-Laws and Constitution. The Chairperson is responsible to ensure that the provisions outlined in By-Law # 10 are adhered to.
(e) Annual Club Convention Committee
The Chairperson for the following year’s Convention Committee will be appointed each year at the club’s annual year's convention. He/she will
be responsible for all aspects of the Annual Convention except for the selection of judges. Sub Committees (if deemed necessary by the Chairperson) can be established by the Chairperson.
(f) Nominations Committee
This Committee will be appointed in the 4th Calendar quarter in the year prior to when Board elections are scheduled. The duties of this Committee are outllined in By-law No. 2.
(g) Webpage Committee
This committee will be appointed in the fourth calendar quarter of even numbered years. The committee will consist of a chairperson, the president who is on every committee and up to 2 others. It woud be the responsibility of the webpage chairperson to ensure that the Ontario Cavy Club webpage is maintained, is current and is online. Any articles posted on the club webpage must be approved by the board. All costs for the webspace will be paid by the club. Show flyers will be supplied to the webpage chairperson by either the publications chairperson or the show chairperson. Show results will be supplied to the webpage chairperson by the sweepstakes chairperson. It is the responsibility of the webpage chairperson to ensure that these are posted online and that the membership is informed through the Yahoo group when show flyers and results are posted.
By-Law # 4 - CONDUCTING CLUB BUSINESS(1) The business of this Club will be conducted by the Board,by the membership at the general meetings or by ballot where required. All issues at General,
Directors or Committee Meetings will be decided by a simple majority.
(2) The President has a vote at all meetings (Board and General) and at all Committee Meetings.
(3) All business will be decided by a simple majority vote of the Board of Directors (if a Board meeting) or by a simple majority vote of the members (if a general meeting) in attendance at the meeting when the issue is put to a vote. A tie vote is considered a defeated motion.
(4) All issues to be decided must be motioned by and seconded by a Director (if a Board meeting) or by a member (if a general meeting). Only paid-up members with voting privileges of the Ontario Cavy Club are permitted to make, second and vote at any club meeting.
(5) If any member(s) can not attend a meeting, they may give their proxy to another member to be exercised at the meeting. This proxy must be in writing
and be presented by the recipient at the meeting before it is exercised.
(6) General meetings will be held quarterly with 1 in each calendar quarter. There must be a minimum of 3 general meetings in each calendar year. The Annual General Meeting will be held in the month of October, November or December
(7) Board meetings will be held at times agreed upon by a majority of Board members.
(8) The Board and any Committee may decide business matters by phone,mail, or electronic methods (eg. Email, fax etc.). In such instances, all Board
members must be polled and the Secretary Treasurer is responsible to record all such decisions for signature of the President or Vice-President. If any
meetings are conducted by phone, the phone bill will be paid by the Club. If a meeting is conducted electronically, an acknowledgement of receipt of
the ballot is required.
(9) QUORUMS
(a) General meetings - 6 eligible voting members
(b) Director meetings - 3 Board Members
(c) Committee meetings - 2 members plus the Chairperson
(d) Directors and Committee meetings by phone, mail, electronic methods - at least 3 members must reply
(10) COMMITTEE MEETINGS
All Committees (with exception of the Nominations Committee) must hold at least 1 meeting a year. All minutes of the meetings held must be turned over
to the Secretary Treasurer for presentation to the Board. Notice of Committee meetings must be given by the Chairperson at least 10 days prior to the
meeting date.
(11) CONDUCTING BUSINESS BY BALLOT
(a) The Publications Chairperson will send to all eligible members ballots for Board elections, proposed Standards changes, proposed By-Law
changes, and preferred judges. Ballots are to be postmarked no later than September 30th and are to be printed on coloured papers. Each
ballot is to be initialled by a Board member.
(b) Adult members receive 1 ballot, Life members 16 years of age or older receive 1 ballot and Family memberships receive 2 ballots.
(c) Memberships must be up to date as of September 1.
(d) The Board will appoint a scrutineer to receive the ballots. This person must not be contesting any issue on the ballot (eg Board position, preferred judge candidate).
(e) To be counted, ballots must be received by the scrutineer no later than October 31st.
(f) The scrutineer will tally the results and notify the President, Secretary Treasurer and Publications Chairperson of the results.
(g) The scrutineer will hold all ballots received until instructed by the Board to destroy them.
(12) ORDER OF BUSINESS - GENERAL MEETINGS
(a) Call to order
(b) Welcome to new members and visitors
(c) Minutes of meetings
(d) Report of the Secretary Treasurer
(e) Reports of other Board Members
(f) Reports of Committees
(g) Correspondence
(h) Old Business
(i) New Business
(j) Good and welfare
(k) Adjournment
By-Law # 5 - REVISIONS TO THE ONTARIO CAVY CLUB STANDARD
(1) The Ontario Cavy Club Standard of Perfection is open for revision in even numbered years. Approved revisions become effective on January 1st of the
year following approval. An exception exists when qualifying members vote on the addition of a new breed or variety to the Standard. In this case, the new
breed or variety will be added to the standard on January 1st of the year following approval.
(2) CHANGES TO THE EXISTING STANDARD OF PERFECTION
(a) Any members requesting that consideration be given to a change to the Standard must submit his/her proposal to a member of the Standards Committee. All proposals must be received in writing or by electronic methods no later than August 1st in the year that revisions are considered.
(b) The Standards Committee will confer prior to mailing of the offical ballot to eligible voters to discuss proposals received from the membership and to formulate recommendations of their own.
(c) The Chairperson of the Standards Committee or his/her appointee will inform the President, Secretary Treasurer and Publications Chairperson
prior to the mailing of the official ballot of all Committee approved recommendations for revisions to the Standard.
(d) Ballots will be sent to all eligible voting members for the proposed revisions. See By-Law 4, Sec. (11) for details.
(3) ADDITION OF NEW BREEDS AND/OR COLOUR VARIETIES
Class 1 Rare Varieties
(a) Any member wishing that consideration be given to having a breed or variety elevated from Class 2 to Class 1 must submit a proposed Standard to the Standards Committee Chairperson.
(b) The Standards Committee must meet within 60 days after receipt of the proposed standard to discuss the proposal. The member has the right to be present at this meeting in a non voting capacity. The member must submit at least 2 junior cavies, 2 intermediate cavies and 2 senior cavies of the proposed new breed (any variety/varieties) or new colour variety.
(c) If the proposed standard is accepted by the Committee, the new breed or variety will be designated as a Class 1 Rare Variety.
(d) At least five entries of the new breed or variety must then be shown at each of 3 shows of the Ontario Cavy Club during the 12 month period following acceptance.The presenter is to inform the Standards Committee chairperson and Show Chairperson of the shows they will have the entries at at least 21 days prior to the show. After this requirement is met, the Standards Committee will meet within 60 days to decide if the quality of the new breed or variety is such that acceptance be recommended to the membership.
(e) Should a new breed or variety not meet the requirement of Sec. (d) of this By-Law, due to extenuating circumstances (eg. Sickness), the member who requested that the new breed or variety be accepted into the Standard of Perfection may appeal to the Standards Committee. The appeal is to include the reason(s) why the requirement was not met. Upon receipt, the Committee must meet within 60 days to discuss the appeal. Acceptance or rejection will be decided by majority vote of the Committee. If the appeal is accepted, the Committee will either request a private showing of the breed or request that the breed be shown at 1 more show. After this request has been met, the Standards Committee will decide within 60 days if the quality of the new breed is such that acceptance will be recommended to the membership. If the appeal is denied, the new breed or variety must be shown at another 3 consecutive shows.
Class 2 Rare Varieties
(a) This is the entry level to show competition for unstandardized breeds and varieties.
(b) Additions to Class 2 Rare Varieties must be approved by the Standards Committee prior to competing.
(c) The member(s) proposing the new breed or variety must provide a working standard acceptable to the Standards Committee Chairperson or his/her delegate.
(d) New breeds and varieties must compete as a Class 2 Rare Variety for a least 2 years after acceptance.
(4) FAILURE BY THE STANDARDS COMMITTEE TO RECOMMEND ACCEPTANCE If the Standards Committee does not feel that sufficient progress has been made to recommend that a new breed or variety be accepted as standard, they
may:
(a) recommend that the new breed or variety remain as a Class 1 Rare Variety for another 2 showings after which the new breed or variety will again be reviewed by the Committee or
(b) recommend that the new breed or variety be returned to the Class 2 Rare Variety group thus requiring that the new breed or variety restart the whole procedure.
(5) RECOMMENDATION OF ACCEPTANCE
(a) If the Standards Committee votes to recommend acceptance of the new breed or variety, it will prepare the final standard and the Chairperson of the Standards Committee or his/her appointee will inform the President, Secretary Treasurer and Publications Chairperson of the Committees recommendation of acceptance no later than September 15th.
(b) The Publications Chairperson shall send to all eligible voting members ballots for acceptance/rejection of the new breed or variety no later than September 30th (see By-Law 4 Sec. (11) for details).
(6) FAILURE BY MEMBERS TO APPROVE A NEW BREED OR VARIETY
If members fail to approve a recommended new breed or variety, the issue will be returned to the Standards Committee who will:
(a) recommend that the new breed or variety remain as a Class 1 Rare Variety for another 2 showings after which the new breed or variety will again be reviewed by the Committee for acceptance, or
(b) recommend that the new breed or variety be returned to the Class 2 Rare Variety grouping thus requiring that the new breed or variety restart the whole procedure.
BY-LAW #6 - SHOW RULES AND REGULATIONS
(1) The Ontario Cavy Club will put on a minimum of 4 shows each year excluding the Annual Convention.
(2) All Ontario Cavy Club will be judged according to the latest official club Standard of Perfection.
(3) Judges for all Ontario Cavy Club shows will be selected by the Board in accordance with the provisions of By-Law # 7.
(4) Judges and their immediate family (defined as any relative living in the same household as the judge) are prohibited from entering in the breed(s) that judge is evaluating but may enter in any other breed(s). Rare Varieties, Sow & Litter and Boar & Son classes also fall under this restriction. If a cavy that is entered by a judge or by a member of his/her immediate family is involved in competition which requires the service of that judge then that judge must
disqualify him/herself, and, if necessary, a substitute judge will be appointed by the Show Chairperson or his/her delegate.
(5) Cavies obtained from a judge may not be shown under that judge for a period of 30 days from the date the animal(s) were acquired.
(6) All judging decisions will be made by the judge selected for the show (see exception covered in Sec. (4) above). When the Board selects 2 judges for a
show, they will name a senior judge who will select the wining cavies for all general specials. When the Show Committee adds a judge at a show, the judge
originally hired will the winners of general specials.At the Annual Convention, exhibitors will be given a ballot at check-in and the judge for general specials
will be chosen by ballot. The Show Chairperson will apoint a scrutineer to count the ballots.
(7) JUDGING BEST IN SHOW
The best of each breed (excluding Rare Varieties, Sow & Litter, Boar & Son) will be brought before the judge(s).
(8) JUDGING RESERVE IN SHOW
After Best In Show has been selected from the best of each breed, the reserve of the breed that won Best In Show will compete with the best of breed animal which was runner up to the Best Cavy.
(9) JUDGING BEST OF BREED AND RESERVE OF BREED
When judging best of breed, the best of each colour variety must be brought to the judges table for consideration. When judging reserve of breed, the reserve of variety of the colour which won best of breed will compete with the remaining best of varieties. Only after the best of breed and reserve of breed have been selected shall the judge choose best senior, best intermediate, best junior of breed.
(10) JUDGING BEST OF VARIETY AND RESERVE OF VARIETY
When judging best of variety the judge shall consider the 1st place animal in each age and sex class. When judging reserve of variety the judge shall consider the 1st place animal in the remaining 5 classes plus the 2nd place animal in the class which won best.
(11) YOUTH EXHIBITOR
Youth awards are open to any person under the age of 16
(12) NOVICE EXHIBITOR
All first time Ontario Cavy Club show exhibitors will be given a "Welcome to An Ontario Cavy Club Show" commemorative.
(13) Exhibitors will earmark and coop their own animals. For a cooped show, animals not in the designated cages become the responsibility of the exhibitor who will ensure that they are brought to and removed from the table. Carriers will be provided at cooped shows.
(14) Cavies may not be uncooped until all judging is finished unless permission is obtained from the Show Chairperson or his/her appointee.
(15) LONG HAIRED / CURLY COATED BREEDS
Breeders may groom their own animals. These cavies can be presented on stands that are supplied by the breeder. Stands must be uniform in size
(16" x 16" x 4") and made of plain wood covered with natural coloured burlap. (16) Exhibitors must not interfere with judge(s), clerks or carriers or harass them in any way on penalty of having their entire entry eliminated without refund of entry fee. The decision to eliminate the entry of any guilty party rests with the judge(s) or Show Chairperson.
(17) Exhibitors have the right to contest any decision of a judge which involves an elimination, disqualification or alleged violation of a show rule or regulation. The exhibitor shall lodge the protest with the Show Chairperson or his/her appointee as soon as possible after the alleged violation occurs. The Show Chairperson or his/her appointee will then discuss the protest with the judge
involved. If the judge agrees that there is merit in the protest, the classes will be rejudged. If the judge rejects the protest, his/her decision will stand and the
exhibitor will have no further recourse. All protests will be reviewed by the Board within 30 days to see if any further action is warranted. All other decisions of the judge(s) are final.
(18) The Show Chairperson and his/her appointee(s) are responsible for ensuring that these rules and regulations are followed.
BY-LAW # 7 - SELECTION OF JUDGES
(1) Judges will be established for club shows, including the Annual Convention Show, by the Board.
(2) The Board will use the list of preferred judges established by the membership as a guideline when selecting/approving judges.
(3) ESTABLISHING THE PREFERRED LIST OF JUDGES
(a) A list of candidates for judging assignments will be established by the Board by September 30th each year.
(b) To be included on the preferred judges list, a member must complete 3 clerking assignments, judge at 3 fundraiser shows and/or club Challenge shows, and be Show Secretary for at least 1 show.
(c) Preferred Judge ballots will be sent out by the Publications Chairperson no later than September 30th yearly. See By-Law #4 Sec (11) for details.
(d) Eligible members will be asked to vote for no more than 10 candidates. The member will mark a "1" by their first choice, a "2" by their second choice, a "3" by their third choice etc. The number "1" choice will receive 10 points, the number "2" choice will receive 9 points, the number "3" choice 8 points etc. If the member votes for less than 10 candidates, the points awarded to the candidates will be reduced as follows :
-if the member voted for 1, that person receives 1 point
-if the member voted for 2, the first choice receives 2 points, the second choice receives 1 point
-if the member voted for 3, the first choice receives 3 points, the second choice receives 2 points and the third choice receives 1 point -etc.
By-Law # 8 - ONTARIO CAVY CLUB SPECIAL AWARDS
(1) MEMBERSHIP AWARDS
(a) (i)Each year the following 3 membership awards will be presented:
- Member of the Year
- Youth of the Year
- Director of the Year
(ii)Bi-Yearly, in years when Board elections are held, nominations may be submitted in writing to the Secretary Treasurer by August 1st for entry of a member to the Ontario Cavy Club Hall of Fame. All nominations must be signed. There will be a maximum of 1 new Hall of Fame member every 2 years but it is not compulsory to add a new member every 2 years. The Board must approve all nominations prior to balloting. Ballots will be sent out by the Publication Chairperson no later than September 30th (see By-Law 4 Sec 11) for details. The inductee will receive a plaque and a life membership.
(b) Member of the Year is open to any adult member, and Life Member (16 years of age or older) any adult person in a family membership.However, any person who is a Board member can not be nominated for this award.This award will be presented to a member who has contributed significantly to both the Ontario Cavy Club and to the cavy fancy in general. Nominations for MEMBER OF THE YEAR will be made by the general membership at the Annual General Meeting and voted on.
(c) Youth of the Year is open to any member under the age of 16.This award will be presented to a youth who has contributed significantly to both the Ontario Cavy Club and to the cavy fancy in general.
(d) Director of the Year is open to any member who served on the Board in the year the award is given. This award will be presented to a Director who has contributed significantly to both the Ontario Cavy Club and to the cavy fancy in general. Nominations for Director of the Year will be made by the general membership at the Annual General Meeting and then voted on.
(e) Member of the Year and Director of the Year awards are voted on at the Annual General Meeting. Adult Members, will receive 1 vote and, Life Members 16 years of age receive 1 vote and Family Memberships receive 2 votes. Eligible members will vote for no more than 3 candidates. The member will mark a "1" by their first choice, a "2" by their second choice, a "3" by their third choice. The number "1" choice will receive 3 points, the number "2" choice will receive 2 points, the number "3" choice 1 points.If the member votes for less than 3 candidates, the points awarded to the candidates will be reduced as follows:
-if the member voted for 1, that person receives 1 point
-if the member voted for 2, the first choice receives 2 points, the second
choice receives 1 point
-if the member voted for 3, the first choice receives 3 points, the second
choice receives 2 points and the third choice receives 1 point
(f) Ballots are collected at the Annual General Meeting and counted by 2 members prior to the Board meeting. Results are announced to the Board members after the count is completed.
(g) Nominations for YOUTH OF THE YEAR will be made by the Board at at the November Board meeting. Nonimees will be selected on the basis of various characteristics such as sportsmanship, willingness to assist at shows, integrity, condition and cleanliness of their animals, and handling and attitude towards cavies. Selection of Youth of the Year will be made by the Board. Ballotting will be done using a point system on the same basis as the vote for Member and Director of the Year.
(h) Winners of the membership awards will be announced at the Annual Convention banquet not at the time of voting. A plaque will be presented to the Member of the Year, Director of the Year, and Youth of the Year. An award (eg. rosette, pin etc.) as determined by the Board will be presented to all youth making significant contributions to the club.
(2) ONTARIO CAVY CLUB SWEEPSTAKES CONTEST
(a) The Ontario Cavy Club sponsors a Sweepstakes to:
- create a spirit of competition
- encourage participation at shows
- encourage fanciers to improve the quality of their stock
- provide a service to all participating members
(b) Any member participating at Ontario Cavy Club shows will be automatically entered in the Sweepstakes contest. Members not wishing to participate should notify the Sweepstakes Recorder accordingly.
(c) The Sweepstakes contest will run each year from January 1st to December 31st. An exhibitor must show at a minimum of three shows to qualify for the sweepstakes and the maximum number of shows to be counted each year is to be the 6 best shows.
(d) Each year the Board of Directors will appoint a club member to act as official Sweepstakes Recorder. Compilation of points will be from the official show reports. These reports will by filed within 15 days after the show.
(e) All points accumulated by cavies in the Sweepstakes contest will be counted by the recorder for each award.
(f) Sweepstakes Point Schedule:
Best in Show25 Best Sr. of Breed 15
Reserve in Show 20 Best Int. of Breed 15
Best of Breed 25 Best Jr. of Breed 15
Reserve of Breed 20
Best of Variety 10
1st Place award 6
2nd Place award 4
3rd Place award 2
This schedule of points is valid only for shows with 50 or more paid
entries.
(g) Breed Championship Awards:
A maximum of 6 cavies per breed per exhibitor for any 1 show may be counted. The recorder will choose the animals with the highest number accumulated points in each breed in each show when compiling results for this award. Additional points allotted to Best of Breed and Reserve of Breed to be as follows:
over 30 competing, 30 points; 29-25 competing, 25 points; 24-20 competing, 20 points; 19-15 competing, 15 points; 14-10 competing, 10 points; 9-5
competing, 5 points; less than 5, 0 points. The number competing includes disqualifications and eliminations, but does not include scratches. This should
eliminate the situation where a single exhibit in a breed earns the same number of points as an exhibit defeating a large number. As an example, Best of Breed taking a class of 36 competitors would receive 1st 6 points, BOV 10, Best of Age 15, Best of Breed 25 + 30 for a total of 86 points.
(h) Rare Variety Championship Awards
A maximum of cavies entered as Rare Varieties per exhibitor for any 1 show may be counted. The recorder will choose the 6 animals with the highest number of accumulated points when compiling results for this award.
(i) Sow & Litter Championship Awards
A maximum of 3 Sow & Litter entries can be counted for each class (ie. Smooth, Rough, Long Haired, Curly Haired). Points will be awarded as follows:
Best in Show Sow & Litter 25
Reserve in Show Sow & Litter 20
Best of Each Sow & Litter Class 6
Reserve in Each Sow & Litter Class 4
3rd Place in Each Sow & Litter Class 2
(J) Boar & Son Championship Awards
A maximum of 3 Boar & Son entries can be counted for each class (ie. Smooth, Rough, Long Haired, Curly Haired). Points will be awarded as follows:
Best in Show Boar & Son 25
Reserve in Show Boar & Son 20
Best of Each Boar & Son Class 6
Reserve in Each Boar & Son Class 4
3rd Place in Each Boar & Son Class 2
(j) Sweepstakes awards will be ordered by the recorder and will be presented at the 1st general meeting of the club each year.The award for sweepstakes points shall be a certificate. Members are encouraged to contribute to the cost of the Certificates.
(k) Each edition of Cavy Commentary will contain an up-to-date report including at least the top 5 exhibitors in each breed By-Law # 9 - DISSOLUTION OF THE ONTARIO CAVY CLUB
(1) Dissolution can occur only if the Board agrees. In addition, members must approve of the dissolution. A ballot must be sent to every member giving
them at least 60 days to return the ballot to the Secretary Treasurer.
(2) If the membership does not ratify the dissolution, a new Board will be elected. This election will occur at the next General meeting. Members must be given 30 days to make nominations and 30 days notice of the meeting date will be given to members along with a list of nominees for the various positions. The new Board will take office immediately after the election.
(3) If no Boardmembers are elected, or, if the membership approves dissolution, the proceeds from the sale of all club assets and any remaining cash will be turned over to the Department at the University of Guelph that deals with cavies and cavy diseases. If at least 1 Director but less than enough for aquorum is (are) elected, the quorum regulation will be eliminated so that the club can function.
By-Law # 10 - REVISIONS TO THE CONSTITUTION AND/OR BY-LAWS
(1) Except for the provisions of section (6) of this By-Law, the Constitution and/or by-laws are only open for revision in the years when there is no Board
elections.
(2) Members are encouraged to submit recommendations for changes, additions, and/or deletions to the By-Laws Revision Committee prior to July 1st in the years that the By-Laws and Constitution are open to revision.
(3) The By-Law Committee will meet prior to or at the summer meeting of the year when revisions are allowed to discuss changes suggested by the membership and to formulate recommendations of their own.
(4) The By-Laws Revision Committee will present their approved recommendations to the Board prior to September 30th. The Board shall approve, amend, or reject the recommendations.
(5) MEMBERSHIP BALLOTING
The Publications Chairperson shall send to all eligible voting members ballots listing the recommended changes. These ballots are to be postmarked no later than September 30th (see By-Law 4 Sec.(11) for details)
(6) All membership approved revisions will become effective on January 1st following the balloting.
(7) INTERIM BY-LAW CHANGES
From time to time it may be of benefit to the Club to amend the By-Laws at a time other than in the years when there is no Board election. Only the By-Laws can be amended in this manner. The procedures are as follows:
(a) The proposed change(s) will be approved by the Bylaws Committee Chairperson and presented by him/her to the entire Board of Directors.
(b) The proposed change(s) must be approved by the Board.
(c) The membership must be notified of the proposed change(s) in writing at least 30 days prior to the general meeting at which the proposed change(s) is to be voted on.
(d) The change must be approved by eligible voting members in attendance at the meeting where the change(s) are voted on.
(e) The change(s) becomes effective immediately on approval.
B y - L a w #11 - A N N U A L C O N V E N T I O N
