“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.”
(a) Refer to Article XI Incorporation.
Section 2. The object of the Club shall be:
[a] To further the advancement of all breeds of purebred dogs.[b] To do all in its power to protect and advance the interests of dog shows, obedience
trials, tracking tests, agility trials and to encourage sportsmanlike competition at such events.[c) To conduct sanctioned matches, dog shows, obedience trials, tracking tests, agility trials, and any other event for which the club is eligible 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.
Regular (Individual) membership: Enjoys all club privileges including the right to vote and hold office.
Household: Two (2) adult members residing in the same household, each eligible to vote and hold office.
Life membership: For those individuals 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 minors under 18 years of age; a non-voting/non office holding membership, which may automatically convert to regular membership upon reaching their 18th birthday.
[a] While membership is to be unrestricted as to residence, the club’s primary purpose is to be representative of the breeders and exhibitors in its immediate area, West of the Garden State Parkway, North of Route I 80 in Bergen and Passaic Counties.
Section 2. Dues and Fees.
[a] Membership dues shall not exceed $50.00 per year. Dues for household shall not exceed $80.00 per year. However, any additional single memberships from the same household shall not exceed the $50.00 individual rate. Dues for junior membership shall not exceed $20.00 per year[b] On or before May 1, the Treasurer shall send to each member a statement of dues for the ensuing financial/fiscal year[c] Upon notification of election to membership, each new member shall be requested to remit the appropriate dues payment within sixty days of receipt of such notice. In the event of failure of a newly elected member to respond within sixty days of such notification, the election of the applicant shall be considered void.[d] All persons admitted to membership during the last half of the financial/fiscal year [after November 30] shall pay one-half of the annual dues for the remainder of that fiscal year.[e] No member may vote whose dues are not paid for the current financial/fiscal year, with the exception of life members.
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 and regulations of The American Kennel Club. The application shall state the name, address, telephone and email address of the applicant and it shall include letters of recommendation from two members in good standing Applications shall be submitted to the Membership Committee accompanied by letters of recommendation from two members in good standing. All applications shall be filed with the Recording Secretary by the Membership Committee. The following procedure shall then apply:
[a] At the first regular scheduled club meeting following receipt of an application, the Recording Secretary or Membership Committee chairperson shall report to the membership the name, address, breed or activity of interest, and names of sponsors.
[b] Notice to all members that an application for membership is pending and shall be published in the next club newsletter including, 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 20 days to the Recording Secretary.
[c] At the next regular Board of Directors meeting following the time limit stated, the Board of Directors shall act independently on all pending applications and make a 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 a decision should be made to recommend election or rejection.
[d] All such recommendations of the Board of Directors shall be reported to the membership at the next regular club meeting following the board of directors meeting. If holding for further investigations is recommended, the Recording Secretary shall call attention to this fact.
[e] The membership shall act on the Board of Directors recommendations. At the next general membership meeting the application will be voted upon by secret ballot and affirmative votes of 2/3 of the members present and voting at that meeting shall be required to: [1] elect to membership; [2] reject the application.
[f] For all applications approved by the membership at a regular club meeting, the Recording Secretary shall, within two weeks, inform the applicant of election to membership via written notice and electronic mail. In accepting the election to membership the applicant shall agree to abide by the Constitution & By-Laws and the Code of Ethics of the Ramapo Kennel Club and The American Kennel Club.
[g] Applicants for membership who have been rejected by the club can reapply within six months after the date of rejection.
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.
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 debt to the club. Obligations other than dues are considered a debt to the club and must be paid in full prior to resignation.
(b) By lapsing. A membership shall be considered lapsed and automatically terminated if such member’s dues remain unpaid 30 days after the first day of the financial/fiscal year; however, the Board may grant an additional 30 days of grace to such delinquent members in meritorious cases.In no case may a person be entitled to vote at any club meeting whose dues are unpaid as of the date of that meeting.
(c) By expulsion. A membership may be terminated by expulsion as provided in ARTICLE VI of these Constitution and By-Laws.
Section 6. Reinstatement.
Membership lost due to unpaid dues may be regained only upon reapplication for membership as provided in ARTICLE I Sections 2 and 3 of these Constitution and By-Laws and payment of any indebtedness to the Club.
Article II
Meetings, Notices, Quorum
The following shall apply to any meeting and/or voting unless otherwise noted: The Club may conduct its business in accordance with State Law, in person, via virtual, electronic or teleconference/video conference or other methods that may be developed. Any electronic meetings shall allow the members to simultaneously hear/speak and, if possible, see the other members in attendance.
Section 1. Club Meetings.
Regular meetings of the club shall be held once each month as set by the Board of Directors, except during July and August, at such date, hour and place as may be designated by the Board of Directors. Written or electronic notice of each meeting shall be sent by the Corresponding Secretary and published in the club newsletter at least 10 days prior to the date of the meeting. The quorum for such meetings shall be 20 % of the eligible voting members in good standing. The club meeting is to be held West of the Garden State Parkway, North of Route I 80 in Bergen or Passaic Counties. Non-voting members do not count toward the determination of a quorum.
Section 2. Special Club Meetings.
Special club meetings may 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, and may also be called by the Corresponding Secretary upon receipt of a petition signed by five members of the club who are in good standing. Such special meetings shall be held at such date, hour and place as may be designated by the person or persons authorized to call such meetings. Notice of such meeting shall be sent by the Corresponding Secretary at least five days and not more than 15 days prior to the date of the meeting. Written or electronic communications are all acceptable forms of notification. Said notice shall state the purpose of the meeting and no other club business may be transacted. The quorum for such meetings shall be 20% of eligible voting members in good standing. Non-voting members do not count toward the determination of a quorum.
Section 3. Regular Board Meetings.
There shall be at least six regular Board of Directors meetings annually — One to be held in each of the following months: February, March, May, July, September and November. With the exception of the annual meeting in May, all meetings shall be held at a date, hour and place to be agreed upon by the members of the board. The May board meeting shall be held immediately after the close of the annual meeting. Notice shall be sent by the Corresponding Secretary at least ten days prior to the date of the meeting. Written or electronic communications are all acceptable forms of notification. The quorum for Board meetings shall be a majority of the Board.
Section 4. Special Board Meetings.
Special meetings of the Board may be called by the President and shall be called by the Corresponding Secretary on receipt of a written request signed by at least 3 members of the Board. Such special meetings shall be held at such date, hour, and place as may be designated by the person authorized to call such meeting. Notice of such meeting shall be sent by the Corresponding Secretary at least 10 days prior to the date of the meeting. Any such notice shall state the purpose of the meeting and no other business shall be transacted. Written or electronic communications are all acceptable forms of notification. The quorum for special Board meetings shall be a majority of the Board.
Section 5. Voting.
Each member in good standing whose dues are paid for the financial/fiscal year shall be entitled to one vote at any meeting of the club at which the member is present. Proxy voting will not be permitted at any club meeting or election.
Article III
Directors, Officers & Delegates to the American Kennel Club
Section 1. Board of Directors.
The Board shall be comprised of the officers, four (4) directors, the immediate Past President and the Delegate to the American Kennel Club all of whom shall be members in good standing and all of whom shall be elected for two (2) year terms; directors shall be elected in two classes. Each class shall serve for two 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 respective capacities both with regard to the club and its meetings and the Board and its meetings. The President, Corresponding Secretary, Treasurer, and 2 Board members shall be elected in alternating years with Vice President, Recording Secretary and 2 Board members.
(a) The President shall preside at all 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 notices of all meetings of the club and of the Board and shall promptly notify members of all matters as directed. In the absence of the Corresponding Secretary at a meeting, 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 matters of which a record shall be ordered by the club. The Recording Secretary shall: (a) notify each new member of election to the club, (b) shall notify officers and directors and Delegate to the American Kennel Club of their nomination and election, (c) shall keep a roll of the members of the club and carry out such other duties as are prescribed, (d) shall have charge of corporate papers and the Seal of the Club. In the absence of the Recording Secretary at a meeting, the President may appoint a temporary substitute.
(e) The Treasurer shall collect and receive all monies due or belonging to the club. Monies shall be deposited in a bank approved by the Board in the name of the club. The books shall at all times be open to inspection by the board and a written 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 a written accounting shall be rendered of all moneys received and expended during the previous financial/fiscal year. The Treasurer shall be bonded in such amount as the Board of Directors shall determine.
(f) The offices of Secretary and Treasurer may be held by the same person.
(g) AKC Delegate The delegate to the AKC may also serve as an officer of the club. Upon election, the delegate shall automatically become a member of the Board of Directors unless already serving in the capacity. The delegate shall attend meetings of the Delegates to the AKC and shall advise the membership of all matters pertaining to the club and the membership, and 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 the members of the Board at its first regular meeting following the creation of such vacancy, or at a special Board meeting called for that purpose; except that a vacancy in the office of President shall be filled automatically by the Vice President for the remainder of the term.
Article IV
The Club’s Financial/Fiscal Year, Annual Meeting, Elections, Official Year
Section 1. Club Year.
The club’s financial/fiscal year shall begin on 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 election at the annual meeting in May 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 that office within 30 days after the election. The annual meeting shall be a closed meeting for members only.
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 one alternate. Not more than one of whom may be a member of the Board. The Recording Secretary shall immediately notify the committee persons and alternates of their selection. The Board shall name a chairman for the committee and it shall meet on or before March 1st.
(a) The committee shall nominate one candidate for each office and positions on the Board and for Delegate and, after securing the consent of each person so chosen, shall immediately report their nominations to the Recording Secretary in writing via written or electronic mail.
(b) Upon receipt of the Nominating Committee’s report, the Recording Secretary shall at least two weeks before the April meeting notify the membership via written or electronic communications and have published in the club 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. If the proposed candidate is not in attendance at the meeting, the proposer shall present to the Recording Secretary a written statement from the proposed candidate signifying 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. No person may be a candidate for more than one position.
(d) Nominations cannot be made at the annual meeting in May or in any manner other than as provided in this Section.
Section 3. Election.
The nominated candidate 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 director 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. If no valid additional nominations are received on or before the April meeting the Nominating Committee’s slate shall be declared elected and no balloting will be required.
(a) The President shall appoint as teller three active members in good standing who are not candidates for office or other positions. Tellers 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 for 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.
Article V
Committees
Section 1. Standing Committees.
At its first or second meeting of each official year, the Board may 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) Standing 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 April of each year and report its findings to the membership at the annual meeting.
Section 2. Standing Committees.
May include but are not limited to:
Audit
Awards
Breeder Referral
Canine Health Liaison
Classes
Obedience
Show Handling
Community Service
Ed Programs/ Seminars
Electronic Media
Growl /Newsletter
Health Clinic
Hospitality
Legislative Liaison
Membership
NJFDC Delegate
Parliamentarian
Pet Therapy
Point Show
Policy & Procedure
Property
Roster
Special Dinners
Sunshine
Section 3. Committee Appointment Announcement.
After approval by the Board, committee appointments by the President, Point Show Chairman and 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. 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 Directors at least 24 months before the show at which they shall serve.
Section 5. Termination of Appointments.
Any committee appointment may be terminated by a majority vote of the full membership of the Board upon written notice to the appointee; and the Board may appoint successors to those persons whose services have been terminated.
Article VI
Discipline and Grievances
Section 1. American Kennel Club Suspension.
Any member who is suspended from any of privileges of the American Kennel Club automatically shall be suspended from all the privileges of this club for a like period.
Section 2. Charges.
An individual member may prefer charges against another individual member for alleged misconduct prejudicial to the best interests of the club. Written charges with specifications must be filed in duplicate with the Recording Secretary together with a deposit of $50.00 which shall be forfeited if such charges are not sustained by the Board following a hearing. Electronic submission of charges is not acceptable.
The Recording Secretary shall promptly send a copy of the charges to each member of the Board and present them at a Board meeting. The Board shall first consider whether the actions alleged in the charges, if proven, might constitute conduct prejudicial to the best interests of the club. If the Board considers the charges do not allege conduct which would be prejudicial to the best interests 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 Recording 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 their own defense, and bring witnesses if they wish. Electronic submission of charges is not acceptable.
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 the evidence and testimony presented by complainant and defendant, the Board may by a majority vote of those present, reprimand or suspend the defendant from all privileges of the club for not more than six months from the date of the hearing. And, if it deems that punishment insufficient, it may also recommend to the membership that the penalty be expulsion. In such case, the suspension shall not restrict the defendant’s right to appear before their 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 Recording Secretary who shall in turn notify each of the parties of the Board’s decision and penalty, if any. Electronic submission of the Board’s findings is not acceptable.
Section 4. Expulsion.
Expulsion of a member from the club may be accomplished only at a meeting of the club following a board hearing and upon the board’s recommendation as provided in Section 3 of this ARTICLE. Such proceedings may occur at a regular or special meeting of the club to be held within 60 days but not earlier than 30 days after the date of the board’s recommendation of expulsion. The defendant shall have the privilege of appearing in their own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the Board’s finding and recommendation, and shall invite the defendant, if present, to speak. The members shall then vote by secret ballot on the proposed expulsion. A two thirds vote of those present and voting at the meeting shall be necessary for expulsion. If expulsion is not so voted, the Board’s suspension shall stand.
Section 5. Grievances.
Any member having a grievance may submit the same in writing to any member of the Board of Directors, The Board shall invite the aggrieved member to a hearing and discuss and resolve the grievance. Electronic submission of grievance is not acceptable.
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 Recording Secretary signed by 20 percent of the membership in good standing. Such petition may not be electronic. 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. Written or electronic communication are all acceptable forms of notification.
Section 2.
The constitution and bylaws may be amended by a 2/3 secret vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and sent to each member at least two weeks prior to the date of the meeting. Written or electronic communication are all acceptable forms of notification.
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 than 2/3of the members in good standing. Such consent may not be electronic. In the event of the dissolution of the club other than for purposes of reorganization whether voluntary or involuntary or by operation of law, none of the property of the club nor any proceeds thereof nor any assets of the club shall be distributed to any members of the club. After payment of the debts of the club, its property and assets shall be given to a charitable organization selected by the Board of Directors for the benefit of dogs.
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)
State Law Compliance Statement: These Bylaw are subject to and governed by the State of New Jersey Not-For-Profit Corporation Laws and the Articles of Incorporation of the Ramapo Kennel Club. In the event of a direct conflict between the provisions of these bylaws and the mandatory provisions of the New Jersey State Not-For-Profit Corporation Laws, the New Jersey State Not-For-Profit Corporation Act will be controlling.
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 written request to the Recording Secretary.
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
Approved by membership March 14, 2012
Approved by membership Sept. 12, 2012
Approved by American Kennel Club February 2013
Approved by membership May 11, 2022
Approved by American Kennel Club July 11-12, 2022
