CONSTITUTION AND BYLAWS OF THE
MID NEW JERSEY PETIT BASSET GRIFFON VENDÉEN ASSOCIATION
Name and Objectives
Section 1. The name of the club shall be Mid New Jersey Petit Basset Griffon Vendéen Association.
Section 2. The objectives of the club shall be:
a) To further the advancement and preservation of the Petit Basset Griffon Vendéen.
b) To do all in its power to protect and advance the interests of Petits Bassets Griffons Vendéens and to encourage sportsmanlike competition and conduct at dog shows, field and obedience trials and performance events appropriate to this breed.
c) To conduct events such as sanctioned matches, dog shows, agility, obedience and field trials, tracking tests, and performance events under the rules and regulations of the American Kennel Club and to educate breeders, judges and the general public on the Petit Basset Griffon Vendéen and responsible dog ownership.
Section 3. The club shall not be conducted or operated for profit and no part of any profits or remainder 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.
Section 1. Eligibility. There shall be three types of membership (regular, household and junior) open to all persons who are in good standing with The American Kennel Club and who subscribe to the purposes of this Club.
a)Regular membership is open to all persons 18 years of age or older. A regular membership shall consist of a single membership having one vote. Regular membership is entitled to hold office.
b)Household membership is open to all persons 18 years of age or older. A household membership shall be two or more persons at the same residence with each member having one vote. Household membership is entitled to hold office.
c)Junior membership is open to all juniors between the ages of 8 and under 18. Junior members may automatically covert to regular membership upon reaching their 18th birthday. Junior members may not vote or hold office.
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.
Section 2. Dues The dues for a regular member shall not exceed $50.00 per year. The dues for a household membership shall not exceed $75.00 per year. The dues for junior members shall not exceed $5.00 per year. This is payable upon election to membership and on January 1st of each subsequent official club year. No member may vote whose dues are not paid for the current year. During the month of November the Treasurer shall send to each member a statement of dues for the ensuing year.
Section 3. 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 of the Mid New Jersey Petit Basset Griffon Vendéen. Association 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 (2) members in good standing, not of the same household and whom have known the applicant at least six (6) months. Accompanying the application, the prospective member shall submit dues payment for the current year.
All applications are to be filed with the Secretary and each application is to be read at the next meeting of the club following its receipt. Applicants for membership shall be required to attend two (2) club meetings and work at least one (1) event within a twelve (12) month period. After publications in the club minutes the application will be voted upon and affirmative votes of 2/3 of the members present and voting at that meeting shall be required to elect the applicant.
Applicants for membership who have been rejected by the club may reapply six months after such rejection.
Section 4. Termination of membership. Memberships may be terminated:
a) By resignation. Any member in good standing may resign from the club upon written notice to the Secretary, but no member may resign when in debt to the club. Dues obligations are considered a debt to the club and they are incurred on the first day of each fiscal year.
b) By lapsing. A membership will be considered lapsed and automatically terminated if such member's dues remain unpaid 60 days after the first day of the 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 bylaws.
Meetings and Voting
Section 1. Club Meetings. Meetings of the club shall be held no less than 4 time per year at such an hour and place as may be designated by the board of directors. Written notice of each such meeting shall be mailed by the Secretary at least 10 days prior to the date of the meeting. The quorum for such meetings shall be 20% percent of the members in good standing.
Section 2. Special club meetings. Special club meetings may be called by the president, or by a majority vote of the members of the board who are present and voting at any regular or special meeting of the board; and shall be called by the 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 place, date and hour as may be designated by the person or persons authorized herein to call such meetings. Written notice of such a meeting shall be mailed by the Secretary at least five days and not more than 15 days prior to the date of the meeting, and said notice shall state the purpose of the meeting, and no other club business may be transacted thereat. The quorum for such a meeting shall be 20% of the members in good standing
Section 3. Board Meetings. Meetings of the board of directors shall be held no less than 4 times per year at such hour and place as may be designated by the board. Written notice of such meetings shall be mailed by the Secretary at least five days prior to the date of the meeting. The quorum for such a meeting 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 Secretary upon receipt of a written request signed by at least three members of the board. Such special meetings shall be held at such place, date, and hour as may be designated by the person authorized herein to call such meetings. Written notice of such meetings shall be mailed by the Secretary at least five days and not more than 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 thereat. The quorum for such a meeting shall be a majority of the board.
Section 5. Conduct of Business. The Club/Board of Directors may conduct business and/or meetings in person, by electronic media, video conference or telephone conference call. Meetings are defined as gatherings where attendees see and/or hear each other.
Section 6. 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 club at which he is present. Proxy votes, absentee ballots or mailin votes will not be permitted at any club meeting or election.
Directors and Officers
Section 1. Board of Directors. The board shall be comprised of the officers and 6 other persons, all of whom shall be members in good standing and all of whom shall be elected for two year terms at the club's annual meeting as provided in Article IV and shall serve until their successors are elected. General management of the club's affairs shall be entrusted to the board of directors.
Section 2. Officers. The club's officers, consisting of the President, Vice President, Secretary and Treasurer, shall serve in their respective capacities both with regard to the club and its meetings and the board and its meetings.
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 the 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 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; have charge of the correspondence, notify members of meetings, notify new members of their election to membership, notify officers and directors of their election to office, keep a roll of the members of the club with their addresses, and carry out such other duties as are prescribed in these bylaws.
d) The Treasurer shall collect and receive all moneys due or belonging to the club. Moneys shall be deposited in a bank designated 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.
Section 3. Term of Office. The President, Vice President, Secretary, Treasurer and Members of the Board shall be elected to two year terms. The President, Vice President and 3 Board Members shall be elected to serve in office commencing in July of odd numbered years. The Secretary, Treasurer and 3 Board Member shall be elected to serve in office commencing in July of even numbered years.
Section 4. 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 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 and the resulting vacancy in the office of Vice President shall be filled by the board.
The Club Year, Annual Meeting, Elections
Section 1. Club Year. The club's fiscal year shall begin on the first day of January and end on the last day of December.
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 months of June or July, at which officers and directors for the ensuing 2 year term 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 of the election.
Section 3. Elections. The nominated candidate receiving the greatest number of votes for each office position shall be declared elected. The 3 nominated candidates for other positions on the board who receive the greatest number of votes for such positions shall be declared elected.
Section 4. Nominations. No person may be a candidate in a club election who has not been nominated. During the month of January the Board shall select a Nominating Committee consisting of three members and two alternates, not more than one of the Committee may be a member of the Board. The Secretary shall immediately notify the committee persons and alternates of their selection. The board shall name a Chairperson for the committee and it shall be such person's duty to call a committee meeting.
a) Any member in good standing who has attended at least 50% of membership meeting and actively participated in 50% of club held events (Shows, Trials, Hunts, etc..) within the pervious two (2) years shall be eligible for a position on the board of directors.
b) The committee shall nominate one candidate for each office and position on the board and, after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing. Said report is to be completed and sent to the Secretary no later then February 15.
c) Upon receipt of the Nominating Committee's report, the Secretary shall, at least two weeks before the March meeting, notify each member in writing of the candidates so nominated.
d) Additional nominations may be made at the March 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 this 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 than one position.
e) Nominations cannot be made at the annual meeting or in any manner other than as provided in this section.
Section 1. The board may each year appoint standing committees to advance the work of the club in such matters as dog shows, agility trials, obedience trials, field trials, tracking trials and performance events, as well as trophies, annual awards, membership, and other fields which may well be served by committees. 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.
Section 2. 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.
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 club for a like period.
Section 2 Charge. Any member may prefer charges against a member for alleged misconduct prejudicial to the best interests of the club. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of $25.00 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, and 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 that 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 for 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 own defense and bring witnesses if he 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 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 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. 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 his own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the board's finding and recommendations, and shall invite the defendant, if present, to speak in his own behalf if he wishes. The members shall then vote by secret ballot on the proposed expulsion. A 2/3 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 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% 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 Secretary for a vote within three months of the date when the petition was received by the secretary.
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 mailed to each member at least two weeks prior to the date of the meeting.
Section 1. The club may be dissolved at any time by the written consent of not less than 2/3 of the members. 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, but after payment of the debts 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.
Order of Business
Section 1. 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:
Minutes of the last meeting
Report of the President
Report of the Secretary
Report of the Treasurer
Report of the Committees
Election of officers and board (at annual meeting)
Election of new members
Section 2. At meetings of the board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:
Reading of minutes of last meeting
Report of Secretary
Report of Treasurer
Reports of committees
Section 1. 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 rule of order the club may adopt.
Original June 26, 1997
1st Revision July 17, 1997
2nd Revision August 20, 1997
3rd Revision September 17, 1997
4th Revision October 15, 1997
5th Revision – January 1999
6th Revision – January 2000 (Submitted to AKC)
7th Revision – February 2001 (Incorporate AKC Comments)
8th Revision – March 2007 (Add eligibility requirements and remove term limits of Officers & Board members)
Report of Constitution Committee
June 26, 1997
The Constitution committee met at the house of Larry Terricone on October 16, 1997 to discuss the new Constitution for the yet to be named Mid New Jersey Petit Basset Griffon Vendéen Association We have followed the AKC outline and have broken it down into sections so that each section could be considered. Since a document of this type takes lots of thought from lots of minds and experiences, we are presenting a final document subject to your changes or suggestions and ask that you review each area taking into consideration all of your own experiences (good ones too!) and assist us at arriving at a document satisfactory to all.
Daniel J. Smyth
July 17, 1997 This is the first revision of the Constitution. New Changes are bold, italics and underlined. There are several areas which need outright discussion and voting. We need to review this document as to the questioned areas.
August 20,1997 This is the second revision encompasses pages 1 to 5
September 17, 1997 Third revision includes pages 6 to 10
October 16, 1997 All revisions complete, ready for final discussion and approval of membership.
MID NEW JERSEY PETIT BASSET GRIFFON VENDÉEN ASSOCIATION
1/2007 Club benefits (such as educational trips, seminars, logo items, etc…) shall be open to all members in good standing that have been a member for at least 2 years, attended 50% of membership meetings and worked 50% of clubs events/functions (Specialties, Matches, Trials, Hunts, etc...). Mid NJ PBGV members that are committed to work for the benefit of the club shall have the opportunity to enjoy benefits from the club.