Ramapo Kennel Club Constitution
"In OUR Dogs We Trust"
RAMAPO KENNEL CLUB
Name and Objects
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.
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.
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
The members of the Club shall adopt and may from
time to time revise such bylaws as may be required to carry out these
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.
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
membership: Open to persons who have been members for 25
years. Life members do not pay dues but are eligible to vote and
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
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
of the breeders and exhibitors in it’s immediate area. West
of the Garden State Parkway, North of Route #80 in Bergen and Passaic
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.
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.
$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
3. Method of Election to Membership.
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
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.
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.
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:
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
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.
5. Termination of Interest.
of any member in the Club ceases with the termination of membership.
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.
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.
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.
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.
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.
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.
Meetings, Notices, Quorum
1. Board of Governors.
Directors, Officers and Delegates to the American Kennel Club
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.
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.
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.
The Vice President shall have the duties and exercise the powers of the
President in case of the President’s death, absence or incapacity.
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
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.
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.
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.
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
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.
1. Club Year.
Club Year, Annual Meeting, Elections
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.
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
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.
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
(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.
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
(a) General Committee appointments shall be in effect
no longer than for the official year in which the appointments were
(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.
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
(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
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.
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.
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.
1. American Kennel Club Suspension.
Discipline and Grievances
who is suspended from the privileges of the American Kennel Club
automatically shall be suspended from the privileges of this Cub for a
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.
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.
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.
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.
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.
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.
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.
1. Order of Business.
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:
2. Board of Governors – Order of
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
At meetings of the board, the order of business, unless
otherwise directed by majority vote of those present, shall be as
Minutes of last meeting
Report of Corresponding Secretary
Report of Recording Secretary
Report of Treasurer
Reports of Committees
1. Parliamentary Procedures.
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.
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)
Availability of Records
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