Policies and Procedures Handbook:
Establishment of SSDCA, Inc Affiliate Chapters
I. Purpose: To provide
effective opportunities for local participation in carrying out the
mission of the Shiloh Shepherd™ Dog Club of America, Inc. (SSDCA).
II. Authority: SSDCA Constitution and Bylaws.
III. Definitions: None.
IV. Policy: SSDCA members in good standing who
reside in the same geographic area may, with the issue of the SSDCA,
Inc.’s authorization, form a chapter of the SSDCA. Only properly
authorized entities shall be considered to have an official
affiliate relationship with the SSDCA.
V. Procedures: The following procedures shall
apply to the application, formation and conduct of business of an
SSDCA, Inc. chapter:
A. Application and Formation
1. Initial Application: The initial application
shall be submitted on the form shown in Attachment #1 to this
policy and shall include the following information:
a. The proposed geographic region from
which the chapter’s membership will be drawn;
b. The proposed name of the chapter, which must include one of
the following two phrases:
The phrase "an
authorized chapter of the SSDCA." Example: "The Heartland Shiloh
Shepherd™ Dog Club, an authorized chapter of the SSDCA;" or
· The letters "SSDCA."
Example: "The SSDCA Heartland Dog Club."
c. Identification of the SSDCA member in good
standing who will be the responsible party for communicating
with the SSDCA Board regarding the initial application;
d. The signatures and printed names of those
supporting the formation of a chapter; and
e. Identification of interim officers.
2. Board Action: Upon receipt of an application
for a chapter formation, the Board shall review the application
and take one of the following three actions:
a. Deny the application;
b. Request additional information before
acting on the application; or
c. Grant Provisional Approval (see Section
V.A.3. below) for the group to proceed. If the Board grants a
Provisional Approval, the Board shall take the following
1) Assign one of its members to be the
principal contact for the group seeking to establish a SSDCA
chapter. This Board Member shall be responsible for
assisting and overseeing the group in its activities toward
obtaining the Board’s final approval to operate a SSDCA
2) Appoint three of the SSDCA members in
good standing whose names appeared on the initial
application as temporary officers whose responsibilities
shall be as described in Section V.A.3. below. The temporary
officers may be the persons identified as interim officers
on the groups Application.
3. Provisional Approval of an Application: If
the Board grants Provisional Approval for the formation of an
SSDCA chapter, the following information/documents shall be
submitted to the Board within 90 business days of the date of
grant of Provisional Approval. Failure to submit this
information to the Board within the 90 business-day period shall
render the application and Provisional Approval inactive. The
group, if it continues to desire to organize the chapter, shall
submit a new application.
a. Proposed Name and Bylaws: The structure
and content of this document shall, at a minimum, reflect the
sample provided in Attachment #2 to this policy. The Name and
Bylaws shall not contain anything that is at variance with the
expressed purposes of the SSDCA, Inc. or with its Bylaws.
b. Nomination and Election Schedule: The
proposed schedule for nominating and electing officers pending
the SSDCA Board’s final approval for the formation of the
4. Final Approval for Formation: Upon receipt
of the required information, the Board shall act to grant final
approval for formation of the chapter, to solicit additional
information before acting or to deny the chapter’s formation.
5. Formation: Upon notification of approval for
formation of the chapter, the necessary steps shall be taken to
make the chapter a legal entity. Examples of these steps
include: opening of a chapter bank account; collection of dues;
election and installation of officers; etc. A new club often
encounters difficulties when it attempts to open a bank account.
The difficulties arise for two reasons: banks will not open an
account for an organization that is not legally organized and,
if no dues have yet been received, a bank account can not be
opened without a deposit. This difficulty may be resolved in one
of three ways: have dues payments made out to an individual who
then endorses the funds over to the chapter’s account at the
applicable time, have a member make the minimum deposit
necessary to open the account and then be reimbursed in that
amount from that account from member dues; or have the SSDCA
issue a check in the minimum amount to the chapter and be
reimbursed from the dues.
B. Activities of a chapter: Each chapter of the
SSDCA, Inc. is authorized to undertake such activities as are
consistent with the purposes of the SSDCA, Inc. and are not
prohibited by the Board or by a general rule applicable to all
C. Authority and jurisdiction of the SSDCA, Inc.
Board: The SSDCA, Inc. Board retains the following jurisdictions
over SSDCA, Inc. Affiliate Chapters:
1. To suspend or annul a chapter if, in the
judgment of the Board, such action is in the best interest of
the SSDCA, Inc.;
2. To grant a chapter’s application to amend
its Name or Bylaws. No changes shall be made to a chapter’s Name
and/or Bylaws in the absence of written approval by the SSDCA,
Inc.’s Board. Chapters wishing to amend the Name and/or Bylaws
shall so notify the Board in writing and include the reasons for
3. To determine the geographic area encompassed
in a chapter’s membership and to determine or change the
location of a chapter’s headquarters; and
4. To take disciplinary action against a
chapter as discussed below.
1. Charges: Any SSDCA, Inc. member in good
standing may prefer charges against any SSDCA, Inc. chapter for
violating SSDCA, Inc. regulations or for conduct which is
prejudicial to the interests of the SSDCA, Inc. The allegations
must be submitted in writing and must be sworn to before a
Notary Public. The charges shall be forwarded to the SSDCA, Inc.
Secretary with a deposit of seventy-five dollars ($75.00) for
each charge. The deposit shall be forfeited for each charge that
is not sustained. The SSDCA, Inc. President may file charges on
behalf of the SSDCA, Inc. without the required filing fee.
If any charges against a chapter fail to be
heard within the time frame specified in this document, all
money deposited with the SSDCA, Inc. by those filing the charges
will be refunded.
2. The Secretary shall send copies of said
charges by certified mail to each member of the SSDCA, Inc.
Board within fifteen (15) days after receipt. The Board shall
act upon said charges within sixty (60) days after receipt of
same and the answer thereto.
3. The Secretary shall also send one (1) copy
of the charges to the accused chapter in care of the contact
person of record for the chapter. The charges shall be sent by
certified mail not more than fifteen (15) days after receipt.
4. The chapter may answer charges in writing to
the Secretary within thirty (30) days of receipt, and may also
provide testimony from witnesses. The Secretary shall forward
copies of any answer and/or any testimony to all members of the
SSDCA, Inc. Board by certified mail within fifteen (15) days of
receiving same. If no answer is received, the Secretary shall so
inform the Board after thirty (30) days. The Board must act
within sixty (60) days of receiving the answer to the charges or
the notification that no answer was forthcoming.
5. The Secretary shall forward copies of the
reply from the accused chapter and testimony from defense
witnesses by certified mail within fifteen (15) days of receipt
to each member of the Board.
6. To be heard, charges must be filed within
one (1) year of the date of the alleged misconduct or rule
violation. The Board shall, by majority vote, sustain or not
sustain the charge(s). The Board shall make a determination
about the relevancy of the charges and if the charges will be
considered by the Board. If not relevant, the accuser shall be
notified by the Secretary within fifteen (15) days of the
7. The Board shall recommend, if the charges
are sustained, appropriate disciplinary action, which may
a. A reprimand;
b. A monetary fine in an amount commensurate
with the seriousness of the offense;
c. Placement of the chapter on probation
under the supervision of some person appointed by the SSDCA,
d. Suspension of the chapter for a specified
period of time, during which the chapter may hold no SSDCA, Inc.
sanctioned activities; and/or
3. Cancellation of the chapter’s
authorization to operation as an SSDCA, Inc. affiliate.
VI. Attachments: Attachments #1 and #2 are
included as substantive parts of this policy.
This policy is applicable to
all persons desiring to establish an organizational affiliate with
the SSDCA, Inc. and to all members of the SSDCA, Inc. Any SSDCA,
Inc. member who initiates or supports a group whose activities give
the appearance of being affiliated with or having a relationship to
the SSDCA, Inc. and/or its mission and/or objectives but has not
been authorized by the SSDCA, Inc.’s Board under the terms of this
document shall be subject to suspension or expulsion from the SSDCA,
Inc. Further, any SSDCA, Inc. member who initiates or supports a
group whose activities are contrary to the SSDCA, Inc.’s mission
and/or objectives or whose activities are divisive or cause unrest
among the SSDCA, Inc. membership shall be subject to suspension or
expulsion from the SSDCA, Inc.
(Signature, President, SSDCA, Inc.)
To Policy and Procedures Re: Establishment of SSDCA
APPLICATION TO FORM AN AUTHORIZED SSDCA, INC. CHAPTER
To: The SSDCA, Inc. Board
We the undersigned, who are Members in good standing
of the Shiloh Shepherd™ Dog Club of America, Inc., do hereby submit a
request to SSDCA, Inc. to form a regional chapter of the SSDCA, Inc.
Proposed Geographic Region:
Proposed Chapter Name:
Interim Officers (names and titles):
This application should be submitted to:
P. O. Box 309
Silver Springs, NY 14550
To Policy and Procedures Re: Establishment of
SSDCA Affiliate Chapters
SAMPLE NAME, PURPOSE AND BYLAWS
(enter chapter affiliate name)
Name and purpose and by-laws
As approved by membership vote effective ______
as authorized by the Shiloh Shepherd™ Dog Club of
America, Inc. (SSDCA) effective ______
Name and Purpose
Section 1-The name of the Chapter shall be the
___________________________________. (The name shall include the
following phrase: "an authorized Chapter Affiliate of the SSDCA, Inc.)
Section 2- The mission of the Chapter is to serve
as a regional representative of the SSDCA, Inc. for the purpose of
bringing together Shiloh Shepherd™ owners and fanciers from the
Chapter’s region, which is defined as
Section 3 - The objectives of the Chapter shall
a) To represent, promote and support, at the
regional level, the objectives and activities of the Shiloh
Shepherd™ Dog Club of America, Inc. (SSDCA) and its Constitution
and By-laws of which in pertinent part shall be included by
reference in this document;
b) To organize at least one Specialty Show a
year for the Chapter area;
c) To encourage all members to participate in
Chapter Specialty Shows; and
d) To promote the Shiloh Shepherd™ breed
through various activities, i. e., public outings, media
coverage, sponsorship of obedience trials, agility trials,
seminars, as well as fun activities for the community, etc.
Section 4-The Chapter shall not be conducted or
operated for profit and no part of any profits, or remainder or
residue from dues, or donations to the Chapter shall go to the
benefit of any member or individual.
Section 5-The members of this Chapter shall
adopt, and may from time to time revise, such by-laws as may be required
to carry out these objectives.
Section 6-By-laws and revisions to same shall
be approved by the SSDCA in advance of the implementation of said
by-laws and/or revisions to them.
Article I Membership
Section 1-Eligibility. The
Chapter’s membership shall be open to all persons that are members of
the SSDCA, Inc and who subscribe to the purposes of the Chapter and who
are interested in learning more about the breed and in helping to
promote its popularity and who live within the Chapter’s regional
boundaries. Dual chapter memberships shall be limited to the following:
a) Persons who reside in adjoining chapter
regions and who also are members of their own regional chapter.
b) Persons who are active in their own chapter
but desire to hold a dual chapter membership to assist another
chapter in its development.
Chapters may opt to have levels of membership such as
Junior, Individual and Family, or may opt to have only one class of
membership. No application for membership can be accepted without the
proper SSDCA, Inc. membership number.
Section 2 -
Dues shall be determined by a majority vote of the membership present at
a regularly constituted meeting so long as the membership is notified of
the proposed change at least 30 days prior to the meeting. A quorum
shall be present to vote.
Section 3 – Assessments. Special assessments recommended by the
Executive Committee may be levied by a majority vote of the membership
present at a regularly constituted meeting so long as the membership is
notified of the proposed assessment at least 10 days prior to the
meeting. A quorum shall be present to vote.
Section 4 -
Election to membership: Each applicant for
membership shall apply on a form as approved by the Executive Committee
and which shall provide that the applicant agrees to abide by the rules
of the Chapter. The applicant shall state his/her SSDCA membership
number, name, address, occupation, etc., and complete the remaining
questions on the questionnaire; furthermore the applicant must also sign
the application form, and agree to abide by the bylaws of the Chapter
and the Constitution of the SSDCA. Accompanying the application, the
prospective member must also submit dues as per schedule in Article I
Section 2. All applications are to be filed with the Chapter Secretary,
and are subject to approval by the Board.
Section 5 -
Termination of membership.
Memberships may be terminated as follows:
a) By resignation. Any member in good
standing may resign from the Chapter upon providing written
b) By lapsing. A membership will be
considered as lapsed and automatically terminated if such
member’s dues remain unpaid for 90 days after the due date. The
Executive Committee may grant an additional 90 days of grace to
delinquent members in meritorious cases. In no case may a person
be entitled to vote at any Chapter meeting whose dues are unpaid
as of the date of that meeting.
c) By expulsion. A membership may be
terminated by expulsion for the following reasons:
1) International Shiloh Shepherd™
Registry, Inc. and/or Shiloh Shepherd™ Dog Club of America, Inc.
suspension. Any member who is suspended from the privileges
of the International Shiloh Shepherd™ Registry, Inc. and/or
Shiloh Shepherd™ Dog Club of America, Inc. automatically shall
be suspended from the privileges of this Chapter for a like
2) Initiating or participating in
non-Chapter and/or non-SSDCA authorized activities. Any
member who initiates or participates in Chapter and/or SSDCA
business and/or activities without first obtaining appropriate
authorization from the Chapter and/or the SSDCA shall be subject
to suspension and/or expulsion from the Chapter.
3) Other Misconduct. Any member who
engages in misconduct which is against the best interests of the
Chapter, the SSDCA, the ISSR or the breed or that is divisive or
brings discredit on the Chapter, the SSDCA, the ISSR or the
breed is subject to suspension and/or expulsion from the
4) Disposition. Any member of the
Chapter may be suspended or expelled by a majority vote of a
quorum of the Executive Committee for failure to abide by the
SSDCA, Inc.’s Constitution or the Chapter’s By-laws.
Article II Chapter Year, Meetings, Elections, and
Section 1 - Chapter Year. The Chapter’s fiscal
year shall begin on the first day of September and end on the
thirty-first day of August. The Chapter’s official year shall begin
immediately at the conclusion of the annual meeting and shall continue
through the election at the next annual meeting.
Section 2 - Meetings. All Chapter meetings and
Special Chapter meetings shall only be open to members in good standing
with the Chapter. Locations and dates of Chapter meetings shall be
determined by majority vote of the membership. The Chapter shall hold at
least four meetings each year. The membership shall be notified of the
agenda, place, date and time at least 30 days prior to the meeting.
On-line meetings shall be allowed provided all members have the required
access to participate in the meetings.
No one under the influence of alcohol and/or illegal
substances will be allowed to attend any Chapter function. Anyone
attempting to attend said function in said condition will be asked to
leave. Failure to leave when requested will subject the member to
suspension and/or expulsion from the Chapter. Furthermore, anyone using
vulgar or profane language more than three times in the duration of one
Chapter function will be asked to leave. Failure to leave when requested
will subject the member to a suspension from all Chapter functions for a
minimum time of three (3) months effective immediately. Chapter members
are also responsible for guests brought to Chapter functions and shall
be subject to the same penalties for a guest’s violation of this
condition for attendance at Chapter functions.
Section 3 – Special Meetings.
a) Special meetings may be called by the
Chapter’s President provided notice stating the agenda, location,
date and time is provided to the membership in a timely manner.
b) The membership, as defined by a majority of
voting members at a general meeting, may petition the President for
any particular action. The petition has the effect of requiring the
President to call a special meeting for purpose of addressing the
Section 4 - 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 Chapter at which he/she is present. Proxy voting
shall not be permitted at any Chapter meeting or election. Members
living outside of a 100 miles radius from the meeting location, and
unable to attend may send their votes in by ballot no less than seven
days prior to elections.
Section 5 – Executive Committee Meetings. The
Executive Committee shall meet at least ____________ or as the need
arises. Notification of such meetings shall be sent by the
Secretary/Treasurer at least two weeks in advance of the meeting and
shall state the agenda, location, date and time of the meeting. All
measures and/or actions shall be decided by a majority vote.
Section 6 - Nominations. No person may be a
candidate in a Chapter election who has not been nominated. During the
month of ___________, the Executive Committee may select a Nominating
Committee to prepare a slate of nominees for Executive Officers. The
slate shall be made available to all voting members by _________________
of the election year.
Section 7 - Elections. The nominated candidates
for the other positions on the Board who receive the greatest number of
votes for such positions shall be declared elected.
Article III Executive Committee
Section 1 – Membership. The Executive Committee
shall consist of not less than three persons holding no more than two
positions: one primary position and one secondary position each.
Section 2 – Authority. The Executive Committee
shall have the right, power and authority to control all business
affairs of the Chapter, subject to the majority vote of the Chapter’s
In the event that the chapter members unanimously
agree to collect and/or donate money for a specifically announced
purpose above and beyond the basic day-to-day operating expenses,
the affiliated chapter must consult with the SSDCA Board of Directors
for approval. The affiliated chapter may, under no circumstances,
collect money to donate to another non-profit organization.
Section 3 – Duties. The duties of the Executive
Committee shall be to establish the agenda for Chapter meetings;
arbitrate conflicts of interest among Chapter members; resolve and/or
carry out any disciplinary actions; and designate a Nominating Committee
to draw up a slate of nominees for election to executive offices of the
Article IV Executive Officers
Section 1 –
Elected Officers. The
elected officers of the Chapter shall be the President, Vice-President
and Secretary/Treasurer. The term of office shall be
____________________. Elected officers must be members in good standing
in the Chapter and the SSDCA, Inc.
Section 2 –
a) The President shall preside at all meetings
of the Chapter and shall serve as Chairperson of the Executive
Committee. The President shall appoint such committees as are
necessary and shall not vote on Chapter matters except in the
case of a tie vote. The President shall also provide guidance
and assistance to all other Executive Committee members. The
President shall serve as the principal liaison with the SSDCA,
Inc. and shall submit to the SSDCA, Inc. Treasurer a complete
financial report at the end of each fiscal year, and a quarterly
report to the SSDCA, Inc. Board of the Chapter’s activities
during the previous quarter and plans for the upcoming quarter.
b) The Vice-President shall carry out the
duties of the President in the President’s absence. The
Vice-President shall serve as Vice Chairman of the Executive
Committee as well as be responsible for all inquiries for breed
information and work directly with the SSDCA, Inc. Membership
Coordinator and the SSDCA, Inc. Show Director and report all
progress and concerns to the Chapter President.
c) The Secretary/Treasurer shall record the
minutes of Chapter and Executive Committee meetings; maintain
all chapter records as may be required; handle all incoming and
outgoing correspondence except for work assigned to others,
wherein copies of all incoming and outgoing correspondence
handled by others shall be given to the Secretary/Treasurer for
inclusion in the Chapter’s official files. The
Secretary/Treasurer shall maintain accurate records of all
monies collected and disbursed by the Chapter with said
financial records being maintained in a standard, simple
accounting format; shall submit an annual report to the
membership and the. President; and shall serve as a member of
the Executive Committee.
d) Officers may include a Membership
Chairperson and a Show Director as deemed necessary by the
Executive Committee. Alternatively, the previously listed
officers may elect to assume the duties of these two other
officer positions. If the other officers are persons other than
the President, Vice President or Secretary/Treasurer, they also
shall be members of the Executive Committee.
Section 3-Vacancies. In the event any elected
officer or any other member of the Executive Committee is unable to
fulfill his/her duties and does not tender a resignation, the Executive
Committee shall determine the necessity for a replacement.
Any member of the Executive Committee may resign at
any time by giving written notice to the President. The resignation
shall be effective the date of such notice or a date specified therein.
Nominations for replacement shall be accepted from
the general membership and a special election shall be held. The
membership shall be notified of the vacancy before the next general
Article V Amendments
Section 1 -
Amendments to this document may be proposed by the Executive Committee,
or by written petition addressed to the Secretary and signed by 25% of
the membership in good standing. Amendments proposed by such petition
shall be promptly considered by the Executive Committee and must then be
submitted to the membership for a vote within three months of the date
when the petition was received by the Secretary.
Section 2 -
The constitution and by-laws may be amended by a 2/3 vote of all members
at any regular or special meeting called for the purpose, provided the
proposed amendment has been included in the notice of the meeting and
mailed to each member at least two weeks prior to the date of the
Section 3 - All amendments shall be approved in
writing by the SSDCA before implementation. Further, the SSDCA has the
right to veto any amendment to the constitution and/or by-laws.
Article VI Show Attire and Conduct, Tracts, and
Section 1 -
Show attire and conduct shall comply with the
rules and regulations of the SSDCA.
Article VII Chapter Creation, Activities and
Only the SSDCA may authorize the creation or
dissolution of a chapter. All Chapter activities must be approved in
advance by the SSDCA. The Chapter President shall provide the SSDCA
Board with a quarterly report of the Chapter’s activities.