Ramapo Kennel Club Constitution



"In OUR Dogs We Trust"

RAMAPO KENNEL CLUB

CONSTITUTION

AND

BY LAWS

Constitution
Article I
Name and Objects

Section 1.  

The name of the Club shall be the “RAMAPO KENNEL CLUB INC.”

Refer to Article XI Incorporation.

Section 2.    The object of the Club shall be:

To further the advancement of all breeds of purebred dogs.
To do all in its power to protect and advance the interest of all breeds of purebred dogs and to encourage sportsmanlike competition at dog shows, obedience trials and other dog events.
To conduct sanctioned matches, dog shows and obedience trails under the rules and regulations of the American Kennel Club.

Section 3.   

The Club shall not be conducted or operated for profit and no part of any profit or reminder or residue from dues or donations to the Club shall inure to the benefit of any member or individual.


Section 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.


BYLAWS
Article I
Membership

Section 1.    Eligibility and Types. 

There shall be four types of membership open to persons who are in good standing with the American Kennel Club and who subscribe to the purposes of the club.


Single membership:  Open to persons 18 years of age and older who enjoy all the privileges of the club including the right to vote and hold office.

Life membership:  Open to persons who have been members for 25 years.  Life members do not pay dues but are eligible to vote and hold office.

Junior membership:  Open to persons 10-17 years of age.  Junior members cannot vote or hold office.  Junior members may automatically convert to single membership upon reaching their 18th birthday.

Family membership:  Open to two persons 18 years of age and older residing in the same household.  They enjoy all the privileges of the club.  Each is entitled to a vote.

While membership is to be unrestricted as to residence, the Club’s primary purpose is to be
representative of the breeders and exhibitors in it’s immediate area.  West of the Garden State Parkway, North of Route #80 in Bergen and Passaic Counties.

Section 2.    Dues and Fees.

    (a)    The annual dues of a Single Member shall not exceed $50.00 per year, payable on or before  June 1st.  The combined dues for two members of an immediate family, residents of the same household, shall not exceed $80.00.  However, any additional Single Memberships from the same household shall not exceed the $50.00 individual rate.  No member may vote whose dues are not paid for the currant fiscal year, with the exception of Life Members.
    (b)    The annual dues for a Junior member shall be $7.50 payable on or before the June 1st.
    (c)    All persons admitted to a type of membership during the last half of the fiscal year (after October 31st) shall pay one-half of the annual dues, for the remainder of that fiscal year.
    (d)   At the eighteenth birthday, a Junior Member shall automatically become an active Member.  If the birthday occurs during the first half of the fiscal year an additional $10.00 shall become due and payable.
    (e)   Life Members are exempt from dues.
    (f)   On or before May 1st, the Treasurer shall send to each Member a statement of his/hers dues for the ensuing fiscal year.
    (g)   A $2.00 application fee shall accompany each preliminary application for membership in the Club.  This fee shall not be returnable if the applicant is subsequently elected to membership. Upon notification of election to membership, each new member shall be requested to remit the appropriate dues payment within thirty days of receipt of such notice.  In the event of disapproval of an applicant for membership, the application fee shall be promptly refunded.  In the event of failure of a newly elected member to respond within 60 days of such notification, the election of the applicant shall be considered void.

Section 3.    Method of 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 bylaws 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.  Such preliminary application shall be submitted to the Membership Committee accompanied by the proper application fee and letters of recommendation from two members in good standing.  Whereupon a sequential number shall be assigned to the application and shall be transmitted to the Recording Secretary by the membership Committee.  The following procedure shall then apply:


    (a)    At the first regular scheduled Club meeting following receipt of a preliminary application, the Recording Secretary or Membership Committee Chairperson shall report to the membership the application number, name, address, breed or activity of interest and names of sponsors.
    (b)    Notice to all members that application for membership is pending shall be published in the next newsletter including application number, name, address, breed or activity of interest and names of sponsors.  The notice shall state that any objections to the proposed new member must be forwarded in writing within 10 days to the Recording Secretary.
    (c)    At the next regular Board of Governors meeting following the time limit stated. The Board of Governors shall act independently on all pending applications and make decision to recommend: (1) acceptance into membership, (2) rejection of the application, (3) holding for further investigation until next regular meeting of the Board, when final decision should be made recommend election or rejection.
    (d)    All such recommendations of the Board of Governors shall be reported to the membership at the regular Club meeting  next following the Board of Governors meeting.  If holding for further investigation is recommended more than once, the Recording Secretary shall call attention to this fact, with suitable explanation.
    (e)    The membership shall act on the Board of Governors recommendations. At the next club meeting the application will be voted upon and affirmative votes of 2/3 of the members present and voting at the meeting shall be required to:  (1) elect to membership; (2) reject the application.  If 2/3 of the membership disapproves such recommendations of the Board of Governors, the application shall be considered rejected; (3) Approve the recommendation to hold application until the next regular meeting of the Board of Governors for their decision to recommend election or rejection.  If two thirds of the membership disapproves, a vote must be taken at the next regular Club meeting to accept or reject applicant for membership.
    (f)    For all such applications approved by the membership at a regular Club meeting, the Recording Secretary shall, within two weeks, transmit to the newly elected member, a formal final application in a form prescribed by the Board of Governors.  In accepting the election to membership the applicant shall agree to abide by the Constitution, By-Laws and Code of Ethics of the Ramapo Kennel Club and A.K.C.
    (g)    An applicant for membership whose preliminary application is disapproved may not reapply until six months have elapsed from the time the preliminary application was submitted by the Membership Committee to the Recording Secretary.

Section 4.    Termination of Membership. 

Membership may be terminated:

   (a)   By resignation.  Any member in good standing may resign from the club upon written notice to the Corresponding Secretary.  Such resignation shall be immediately effective, but no member may resign when in dept to the Club.  Dues obligations are considered a dept to the Club and they become incurred on the first day of the fiscal year.
    (b)   By lapsing. A membership shall be considered lapsed and automatically terminated following the regular Club meeting in September if such member’s dues remain unpaid 30 days and providing the Board has taken no action to grant additional 30 days of grace.  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 Constitution and By-Laws.


Section 5.    Termination of Interest.  

The interest of any member in the Club ceases with the termination of membership.


Section 6.    Reinstatement.

Membership lost due to unpaid dues may be regained only upon reapplication for membership as provided in ARTICLE 1, Section 2 and 3 of these Constitution and By-Laws and payment of any indebtedness to the Club.


Article II
Meetings, Notices, Quorum

Section 1.    Club Meetings.  Regular Meetings of the Club shall be held each month, as set by the Board, except during July and August, at such hour and place as may be designated by the President.  Written Notice of each such meeting shall be published in the Club newsletter at least ten days prior to the date of the meeting.  The quorum for such meetings shall be 20% of the active members in good standing, present and voting.  The club meeting is to be held West of the Garden State Parkway, North of Route 80, in Bergen or Passaic Counties.

Section 2.     Special Club Meetings.  Special Club Meetings can be called by the President, or by a majority vote by the members of the Board who are present and voting at any regular or special meeting of the Board, or shall be called by Corresponding Secretary upon receipt of a petition signed by ten members of the club who are in good standing.  Such special meeting shall be held at such an hour and place as may be designated by the person or persons authorized herein to call such meetings. Written notice of such meeting shall be mailed by the Secretary at least ten days prior to the date of the meeting at which no other Club business may be transacted.  The quorum for such a meeting shall be 20% of members, in good standing, present and voting.

Section 3.    Regular Board Meetings.  There shall be at least six regular Board of Governors Meetings annually – One to be held in each of the following months: February, March, May, July, September and November.  With the exception of the May Meeting, all meetings shall be held immediately after the close of the Annual Meeting.  Written notice shall be mailed by the Corresponding Secretary at least ten days prior to the date of the meeting.  The quorum for the Board Meeting is a majority of the Board.

Section 4.    Special Board Meetings. Special meetings of the Board may be called by the President or shall be called by the Corresponding Secretary on receipt of a written request by at least three members of the Board.  Such special meetings shall be held at such hour and place as may be designated by the person authorized herein to call meeting.  Written Notice of such meeting shall be mailed by the Corresponding Secretary at least ten days prior to the date of the meeting.  Any such notice shall state the purpose of the meeting at which no other business shall be transacted.  The quorum for Special Board Meetings is a majority of the Board.

Section 5.    Voting.  Each member in good standing whose dues are paid for the currant year shall be entitled to one vote at any meeting of the club as which he is present.  Proxy voting will not be permitted at any club meeting or election.

Article III
Directors, Officers and Delegates to the American Kennel Club
 
Section 1.    Board of Governors. 

The Board shall be comprised of the President, Vice President, Corresponding Secretary, Recording Secretary, Treasurer, six directors, the immediate Past President and the Delegate to the American Kennel Club all of whom shall be members in good standing.  The Officers shall serve for one-year terms; directors shall be elected in three classes each class serve for three-year terms and the Delegate to the American Kennel Club shall serve a three-year term. All of whom shall be elected at the club’s annual meeting and shall serve until their successors are elected.  The Immediate Past President shall serve as a voting member of the Board for one year.  General Management of the club’s affairs shall be entrusted to the Board of Directors.


Any Officer, Director or (Delegate to the American Kennel Club) who is absent from three consecutive Board meetings without just cause, as determined by the Board, will be deemed to have vacated the position.

Section 2.    Officers. 

The club’s officers, consisting of the President, Vice President, Recording Secretary, Corresponding Secretary and Treasurer, shall serve in their prospective capacities both with regard to the club and its meetings and the board and its meetings.


    (a)    The President shall preside at all the meetings of the club and of the board and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these 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.
    (c)    The Corresponding Secretary shall have charge of all correspondence, the issuance of all notices of all meetings of the Club and of the Board, and shall promptly notify all members of all matters as directed.  In his absence the President may appoint a temporary substitute.
    (d)    The Recording Secretary shall keep a record of all meetings of the Club and of the Board and of all meetings of all matters of which a record shall be ordered by the Club.  He shall notify each new member of his election to the Club.  He shall notify Officers and Governors and Delegate to the American Kennel Club of their nomination and election.  He shall keep a roll of the members of the club and carry out such other duties as are prescribed.  He shall have charge of corporate papers and the Seal of the Club.  In his absence the President may appoint a temporary substitute.
    (e)    The Treasurer shall collect and receive all moneys due or belonging to the club.  Moneys shall be deposited in a bank designed by the board, in the name of the club.  The books shall at all times be open to inspection by the board and a report shall be given at every meeting on the condition of the club’s finances and every item of receipt or payment not before reported; and at the annual meeting an accounting shall be rendered of all moneys received and expended during the previous fiscal year.  The Treasurer shall be bonded in such amount as the board of directors shall determine.
    (f)    The officer of Secretary and Treasurer may be held by the same person, in which case the board shall be comprised of (12) persons.  Past President shall serve for only the year after their presidency.  After which the position becomes vacant until the next Past President.
    (g)   AKC Delegate  The delegate to the AKC shall not be considered an officer of the club unless already serving in that capacity.  Upon election, he/she shall automatically becomes a member of the Board of Governors, unless already serving in the capacity.  He/she shall attend meetings of the Delegates to the AKC and shall advise the membership of all matters pertaining to the club and the membership.  He/she shall serve as liaison between the club and the AKC in all matters authorized by the Board and shall act upon the Board’s instructions.

Section 3.    Vacancies. 

Any vacancies occurring on the board or among the officers during the year shall be filled until the next annual election by a majority vote of all the then members of the board at it’s 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 resulting vacancy in the office of Vice President shall be filled by the board.


Article IV
Club Year, Annual Meeting, Elections

Section 1.    Club Year. 

The Club’s fiscal year shall begin the first day of June and end on the thirty-first day of May.  The Club’s official year shall begin immediately at the conclusion of the election at the Annual Meeting and shall continue through the election at the next Annual Meeting.


Section 2.     Annual Meeting. 

The Annual Meeting shall be held in the month of May, at which 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 the office within 30 days after the election.


Section 3.    Election. 

The nominated candidates receiving the greatest number of votes for each office and as Delegate to the American Kennel Club shall be declared elected.  If there are more nominees for the positions of Governors than there are vacancies, those nominees receiving the greatest number of votes for the respective classes to which they were properly nominated shall be declared elected.


    (a)     The President shall appoint as teller three active members in good standing who are not candidates for office or other positions.  Teller shall receive, verify and tabulate all ballots cast and report the results to the Recording Secretary.  All ballots cast shall be given to the Recording Secretary who shall keep them on file at least 60 days.  Results of the election are to be announced by the Recording Secretary immediately after the report is submitted by the tellers.

Section 4.    Nominations. 

No person may be a candidate in a Club election who has not been nominated.  During the month of February, the board shall select a Nominating Committee consisting of three members and two alternates, not more than one of whom may be a member of the board.  The Secretary shall immediately notify the committeemen and alternates of their selection.  The board shall name a chairman for the committee meeting and it shall be held on or before March 1st.


    (a)    The committee shall nominate one candidate for each office (and for Delegate, who may but need not be an officer or director of the club) and positions on the board and, after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing.
    (b)    Upon receipt of the Nominating Committee’s report, the Secretary shall, at least two weeks before the April meeting have published in our Newsletter the names of the candidates so nominated.
    (c)    Additional nominations may be made at the April meeting 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 the 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 tha one position (except the position of Delegate).
    (d)    Additional nominations may be made at the May meeting by any member in attendance provided that the person so nominated does not decline when his/her name is proposed and provided, further, that if the proposed candidate is not in attendance at this meeting, his/her proposer shall present to the Recording Secretary a written statement from the proposed candidate signifying his/her willingness to be a candidate.  The additional nominations which are provided for may be made only from among those members who were not nominated by the Nominating Committee or who declined such nomination.
    (e)    Nominations cannot be made at the Annual Meeting in any manner other than as provided in this ARTICLE.

Article V
Committees

Section 1.    General Committees. 

At its first or second meeting of each official year, the Board may each year appoint standing committees to advance the work of the club.  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.

    (a)    General Committee appointments shall be in effect no longer than for the official year in which the appointments were made.
    (b)    Auditing Committee shall examine the records of the Treasurer during the last month of each fiscal year and report it’d findings to the membership at the Annual Meeting.

Section 2.    Standing Committees. 

In advance of the July Board meeting, the President shall prepare a slate of appointees to the Standing Committees for approval by the Board.

    (1)      Membership Committee
    (2)      Material and Property Committee
    (3)      Historian
    (4)      Show Handling Class Committee
    (5)      Obedience Class Committee
    (6)      Hospitality Committee
    (7)      Publicity/Advertising Committee
    (8)      Program Committee
    (9)      Budget Committee
    (10)    Public Education Coordinator
    (11)    Sunshine Committee
    (12)    Pet Therapy Committee
    (13)    Awards Committee
    (14)    Photograph Committee
    (15)    Librarian

Section 3.    Committee Appointment Announcement. 

Committee appointments by the President and the Point Show Chair, after confirmation by the Board, as well as appointments by the Board, shall be announced to the membership and an up-to-date list maintained and exhibited at each regular meeting by the Recording Secretary.


Section 4.    Special Committees. 

The President may appoint at any time, with the approval of the Board, committees required by the business and activities of the Club.  No Special Committee shall be in effect longer than the time required to complete its assigned duties  (ie:  Match Show Committee together with its appropriate sub-committee), and never longer than for the official year in which the appointments were made.


Section 5.    Appointment of Point Show Committee Chair. 

The Chairpersons and Assistant Chairpersons of the Point Show Committee (Confirmation and Obedience) shall be appointed by the Board of Governors at least 12 month before the show at which they shall serve.


(a)    The Chair of the Point Show Committee shall be permitted to serve no more than two consecutive terms.

Article VI
Discipline and Grievances

Section 1.     American Kennel Club Suspension. 

Any member who is suspended from the privileges of the American Kennel Club automatically shall be suspended from the privileges of this Cub for a like period.


Section 2.     Charges. 

Any member may prefer charges against a member for alleged misconduct prejudicial to the best interest of the Club.  Written charges with specifications must be filed in duplicate with the Secretary, together with a deposit of $50.00, 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.  Then the Board shall first consider whether the actions alleged in the charges, if proven, might constitute prejudicial to the best interest of the club.  If the Board considers the charges do not allege conduct which would be prejudicial to the best interest of the club, it may refuse to entertain jurisdiction.  If the Board entertains jurisdiction of the charges, it shall fix a date of a hearing by the Board, not less than three weeks nor more than six weeks thereafter.  The Secretary shall promptly send one copy of the charges to the accused member by registered mail, together with a notice of the hearing and an assurance that the defendant may personally appear in his/her defense, and bring witnesses if he/she wishes.


Section 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 charges be sustained after hearing all evidence and testimony presented by complainant and defendant, the Board may be a majority vote of those present 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 finding shall be put in written form and filed with the Secretary.  The Secretary, in turn, shall notify each of the parties of the board’s decision and penalty, if any.


Section 4.     Grievances. 

Any member having a grievance may submit the same in writing to any member of the Board of Governors.  The Board shall invite the aggrieved member to a hearing and discuss and resolve the grievance.


Article VII
Amendments

Section 1.     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 Recording Secretary for a vote within three months of the date when the petition was received by the Recording Secretary.


Section 2.   

The constitution and bylaws may be amended by a 2/3 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.


Section 3.   

No amendment to the constitution and bylaws that is adopted by the club shall become effective until it has been approved by the Board of Directors of The American Kennel Club.


Article VIII
Dissolution

Section 1.    

The club may be dissolved at any time by the written consent of not less that 2/3 of the members.  In the event of the dissolution of the club other than for the 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 depts. Of the club its 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

Section 1.     Order of Business. 

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 Corresponding Secretary
Report of Recording Secretary
Report of Treasurer
Report of Committees
Election of Officers, Governors and Delegate to the American Kennel Club
(at Annual Meeting)
Election of new members
Unfinished business
New business
Guests
Adjournment

Section 2.    Board of Governors – Order of Business. 

At meetings of the board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:


Minutes of last meeting
Report of Corresponding Secretary
Report of Recording Secretary
Report of Treasurer
Reports of Committees
Unfinished business
New business
Adjournment

Article X
Parliamentary Authority

Section 1.    Parliamentary Procedures. 

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.


Article XI
Incorporation

Section 1.    Incorporation. 

The Club was incorporated as the Lake Land All-Breed Kennel Club in Trenton, New Jersey on April 4, 1958 (Book K 1 Page 434).  Certification of name change to The Ramapo Kennel Club was recorded on July 21, 1960 (Book S 1 Page 114)


Article XII
Availability of Records

Section 1.     Officers. 

The records of all officers shall be open at all times for inspection by any member of the Club in good standing, upon request.




Presented to the Membership:  November 4, 1964

Adopted by the Membership: February 3, 1965

Amended Through: March 6, 1968

Amended Through: April 14, 1999

Approved by the American Kennel Club: April 21, 1999




                                                Ramapo Kennel Club/SharlaitDanes 2005-2008