Rules of the Okehampton & District Canine Society

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1. NAME and OBJECTS

   1. The Society shall be called Okehampton & District Canine Society and its objects shall be to promote interest in obedient, happy dogs, and the exhibition of pedigree dogs; through providing training for all dogs, owners and handlers in Obedience and Ringcraft.

2.  OFFICERS and COMMITTEE

   1. The Society shall consist of a President, Chairman, Vice-Chairman, Honorary Secretary, Honorary Treasurer (hereinafter called the Officers) and a committee not exceeding 12 (hereinafter called the Committee) and an unlimited number of Members.

   2. There may also be voting Vice-Presidents, who may be appointed in recognition of outstanding service to the Society, at the discretion of the Committee.

   3. It is beneficial to have representatives on the Committee from both elements of the Society’s activities (Obedience training & Ringcraft). Ideally, Committee members representing each should be encouraged in order to maintain a balance of interests. However, this is not mandatory as the Officers and Committee will be expected to manage the activities and well-being of the Society as a whole.

3. MANAGEMENT

   1.  The management of the Society shall be in the hands of the Officers and Committee. The Officers elected from and by the membership will serve for a period of three years (with exception of the President) and will be eligible for re-election at the end of this term. (The Honorary Secretary and Vice-Chairman will be eligible for re-election on different years to other Officers, so as to ensure continuity). The Committee elected from and by the membership, one-third of whom shall retire annually, will also be eligible for re-election.

   2. The office of President is a position of honour and, once elected, will normally remain in office for a period of 10 years unless terminated by prior resignation or death. The President will be expected to maintain an active interest in the Society, but is not expected to attend committee meetings.

   3.  All Officers and the Committee shall have full voting rights at Committee and General Meetings; however the person chairing the meeting will have one additional casting vote.

   4.  Committee meetings shall be held at such times and place as deemed necessary, but at least every 3 months. The Secretary shall provide at least 14 days notice of such meetings.

   5. A quorum for a Committee meeting shall be six, including two Officers.

   6. The Committee shall have the power to co-opt members on to the Committee in the event of positions becoming vacant between General Meetings. Co-opted members will have voting rights at Committee Meetings. Those co-opted shall only hold office until the next General Meeting of the Society at which time they can be nominated when election of Officers and Committee takes place. 

   7. If an Officer or Committee member fails to attend three consecutive Committee meetings, he/she will be considered to have vacated his/her position. However, if the Officer or Committee member provides, in the opinion of the Committee, a valid written reason for his/her absence, he/she may remain as an Officer or Committee member.

   8. No individual who has been a member of the Society for less than one year may be elected to the Committee.

   9. The management of the Society shall be empowered to decide and construe any ambiguity or difference of opinion concerning the purpose or intention of these Rules and to deal with any matters concerning the Society not covered by these Rules.

   10. No person whilst an undischarged bankrupt may serve on the Committee of or hold any other office or appointment within a Kennel Club Registered Society.

4. ELECTION OF MEMBERS

   1. Candidates for membership will be notionally accepted upon payment of subscription, notwithstanding that membership may be revoked should acceptance of that membership be rejected by the Committee by a negative vote of two (single membership) or three (joint membership).

   2. Renewal of Membership cannot be refused other than following the procedure outlined under ‘Expulsion of Members’ clause within these Rules.

   3. There may be any number of honorary Life Members. They are nominated by the Committee, approved at the next AGM, and may sit on the Committee. They have no executive powers and may only vote as ordinary paid-up members, although relieved of payment of the annual subscription. Removal of Life Membership status can be recommended by the Committee and with the consent of the majority of membership in attendance at the next General Meeting or at a specially convened Special General Meeting.

5. SUBSCRIPTIONS

   1. The annual subscription is currently £3.00 single or £4.00 joint, with any subsequent variation, that may be agreed by Members at a General Meeting, being notified to the Kennel Club.

   2. Annual subscription is payable in advance on January 1st. New Members joining after October 1st will continue to enjoy membership until December 31st of the following year, after which time annual subscription will fall due.

   3. Members who have not paid their subscription by March 31st will be deemed to have lapsed and their name shall be erased from the Membership register. Acceptance back on the register will be dependent upon a new application and payment of arrears.

6.   VOTING RIGHTS

   1. Each member shall be entitled to one vote upon acceptance of membership. Members must be fully paid up for the current year to vote at an Annual General Meeting or Special General Meeting. Each member of a Joint Membership shall have a vote.

   2. Postal votes/proxy votes are not allowed.

   3. Voting shall be by show of hands as decided by majority at meeting. Should the number of nominations for Officers and/or Committee at AGM exceed the number of vacancies, then a secret ballot of members in attendance may be used.

   4. Elected Vice-Presidents are entitled to same voting rights as members.

 

1. SOCIETY PROPERTY

   1. The property of the Society shall be vested in the Committee. In the event of the Society ceasing to exist, a final General Meeting shall be called to decide the disposal of the Society’s assets and the outcome of the meeting notified to the Kennel Club.

   2. A final statement of accounts with a record of the disposal of the property of the Society shall be forwarded to the Kennel Club within six months and the persons named as Officers and Committee of the Society shall be held responsible by the Kennel Club for the proper winding up of the Society.

   3. The Society will use its best endeavours to obtain written acknowledgements from donors of cups and trophies that are given as outright gifts to the Society.

2.   SOCIETY FINANCE

   1. A banking account shall be held in the name of the Society at a Bank or Building Society agreed by the Officers and Committee, into which all revenue of the Society shall be paid and from which withdrawal shall only be made on the signature of two Officers, one of whom shall be the Honorary Treasurer.

   2. Accounts will be certified annually, by one qualified accountant or two unqualified individuals with accountancy experience, and presented to the Members of the Annual General Meeting.

   3. A copy of the annual statement of accounts will be made available upon request to members 14 days prior to the Annual General Meeting; additionally the annual statement of accounts will be available for inspection by members at the Annual General Meeting.

   4. The Honorary Treasurer, with support of the Committee, shall ensure renewal of Insurance, specifically covering the Society’s activities and suitable liability cover.

3. EXPULSION OF MEMBERS

   1. Any Member who shall be disqualified under Kennel Club Rule A11.j (5) and/or Kennel Club Rule A11.j (9) shall ipso facto cease to be Member of the Society.

   2. If the conduct of any Member shall, in the opinion of the Committee of the Society, be injurious to the character or interests of the Society, the Committee of the Society may, at a meeting convening which includes as an object the consideration of the conduct of the Member, determine that a Special General Meeting of the Society shall be called for the purpose of passing a resolution to expel him/her.

   3. Notice of the Special General Meeting shall be sent to the accused Member, giving particulars of the complaint and advising the place, date and hour of the Meeting that he/she may attend and offer an explanation.

   4. If at that Meeting, a resolution to expel is passed by two-thirds majority of the Members present and voting, his/her name shall forthwith be erased from the list of Members, and he/she shall thereupon cease for all purposes to be a Member of the Society except that he/she may, within two calendar months from the date of such Meeting, appeal to the Kennel Club upon and subject to such condition as the Kennel Club may impose.

   5. If the Society expels any Member for discreditable conduct in connection with dogs, dog shows, trials or competitions, the Society must report the matter in writing to the Kennel Club within seven days and supply any particulars required.

4. ANNUAL GENERAL MEETING 

   1. The Annual General Meeting (AGM) shall be held at a time and place determined by the Committee, but no later than May 31st in each year.

   2. Nature of Business to be conducted:

      1. To receive the report of the Officers and Committee and Balance Sheet.

      2. To elect Officers and Committee Members.

      3. To discuss any resolution duly placed on the Agenda, of which prior notice has been given to the Honorary Secretary.

   3. Notice of the AGM shall be published in Our Dogs, providing not less than 4 weeks clear notice.

   4. Such notice will request items for inclusion in the Agenda, which must reach the Honorary Secretary in writing not less than 14 clear days prior to the date of the AGM.

   5. Any proposals or nominations for Committee should be received by the Honorary Secretary not less than 14 clear days prior to Annual General Meeting. The Committee’s nominations for Officers shall likewise be received by the Honorary Secretary not less than 14 clear days prior to the AGM, each nomination being signed by the nominee, proposer and seconder.

   6. At the Meeting, the Agenda will be circulated. Copies of the Agenda will be available upon request from the Honorary Secretary, two weeks in advance. 

   7. No business shall be conducted at an AGM unless notice thereof appears on the Agenda.

   8. Only fully paid-up members at the time of such meeting may attend and vote.

   9. A total of 20 fully paid up members shall form a quorum.

5. SPECIAL GENERAL MEETING

   1. A Special General Meeting shall be summoned by the Honorary Secretary if 12 Members send a signed requisition stating the subject to be discussed and requesting a Special General Meeting to do so. The Committee of the Society is also empowered to call a Special General Meeting.

   2. No other business other than that detailed on the agenda can be discussed at a Special General Meeting.

   3. Notice of a Special General Meeting will be published in Our Dogs not less than 14 clear days prior to the meeting.

   4. A total of 20 fully paid up members shall form a quorum.

6. AMENDMENTS TO RULES

   1. The Rules of the Society may not be altered except at a General Meeting or Special General Meeting, the notice for which contains specific proposals to amend the Rules.

   2. Any proposal to change the rules should require a 2/3 majority of voting Members in attendance to be in favour of the changes.

   3. Any proposed alterations to the Rules may not be brought into effect until the Kennel Club has been advised and approved the alteration.

   4. New rules or amendments introduced specifically to meet Kennel Club requirements shall be adopted immediately.

7. ANNUAL RETURNS TO THE KENNEL CLUB

   1. The Officers acknowledge that during the month of January each year, the Maintenance of Title fee will be forwarded to the Kennel Club by the Honorary Secretary for continuance of Registration and that by 31st July each year, other returns, as stipulated in Kennel Club Regulations for the Registration and Maintenance of Title of Societies and Breed Councils and the Affiliation of Agricultural Societies and Municipal Authorities be forwarded to the Kennel Club.

   2. The Officers also acknowledge their duty to inform the Kennel Club of any changes of Secretary of the Society which may occur during the course of the year.

8. KENNEL CLUB FINAL AUTHORITY  

   1.  The Kennel Club is the final authority for interpreting the rules of the Society in all cases relative to canine or Society matters.

   2. The Society shall not join any Federation of Societies or Clubs.

9. LIST OF MEMBERS

   1. An up to date list of Members and their addresses, and those of branch Members where appropriate, must be maintained and, if so requested, made available for inspection by the Kennel Club and Members of the Society. A declaration of the number of Members of the Society must be made with the Annual Returns.

 

APPENDIX – Duties & Responsibilities of Society Officers

President

To be nominated by the Committee and approved by a majority of the members at the next Annual General Meeting (hereinafter known as the AGM). The President will normally remain in office for period of ten years unless removed on the recommendation of the Committee, and with the consent of a majority of the membership at the next Annual General Meeting or at a specially convened Special General Meeting (SGM). The President has voting powers on the Committee.

Chairman

The Chairperson is responsible for conducting the Society’s business at the AGM, SGM’s and any of its Committee Meetings. He/she has full voting powers but will have one additional casting vote. The Chairperson is eligible for re-election on the year when other officers are scheduled to remain in office.

Vice Chairman

The Vice Chairman will take the Chairman duties whenever the Chairman cannot undertake them, in particular chairing meetings if Chairman absent. The Vice Chairman is the Chairman elect i.e. expected to become the next Chairman of the Society. Holds office for a different three year term to provide continuity.

Honorary Secretary

Is responsible to the Kennel Club (KC) for the day-to-day running of the Society’s affairs and for ensuring the Society conforms to the KC regulations. He/she will maintain the Society’s correspondence and keep all appropriate records. He/she is also responsible, in conjunction with the Chairman, for arranging Committee Meetings, the AGM and SGMs, and for notifying the membership of agendas and minutes. The post does not carry any set financial reward but the Committee is able to recommend an honorarium to the AGM for approval. The Hon. Secretary retires on the same cycle as the Vice Chairman.

Honorary Treasurer

Has a day-to-day responsibility for managing the Society’s financial affairs. This involves maintaining accurate accounts, arranging Insurance cover, disbursing and collecting monies where appropriate, liaising with the Society’s appointed independent examiner and presenting the audited accounts to the members at the AGM. The Hon. Treasurer has a responsibility, at each AGM, to propose any changes to the annual subscription fee. Like the Hon. Secretary, the Hon. Treasurer can receive an honorarium on the recommendation of the Committee to the AGM.

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