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Club Rules

 

CONSTITUTION AND RULES

As adopted at the Inaugural Meeting held at Sky Blue Connexion, Coventry
on Sunday 8th July 2001
and amended at the Annual General Meetings in 2002, 2003, 2004, 2005, 2006, 2007 and 2008

  1. NAME OF THE CLUB

The name of the club shall be The Coton de Tulear Club of the United Kingdom.

  1. OBJECTS

The objects of the club will be:

  1. To promote the interests of the breed and responsible ownership at all levels.
  2. To act as a focal point for both knowledge and education.
  3. To hold breed shows etc., along with social and educational events.
  1. MEMBERSHIP AND SUBSCRIPTIONS
  1. Membership of the club will be open to all, however new members must be proposed and seconded by fully paid up members of the club, and approved by the committee.  Membership is open to persons living outside the United Kingdom.  There will be an unlimited number of members.  New members joining after October 1st each year shall have their membership carried forward to the following year without paying further subscription.
  2. The annual subscription shall be determined annually at the AGM and notified to the Kennel Club.  Separate subscription rates shall be available for single; joint (bona fide partners in dogs, or husband and wife), and juniors.
  3. Membership of the club runs annually from 1st January – 31st December each year.  Members will be sent a Renewal Notice, posted prior to 20th December each year, and if their membership is not renewed they shall be posted a reminder during early February.  Any member failing to renew their membership by 15th March shall cease to be a member of the club, and shall not be entitled to attend the AGM, or to vote, or enjoy any privileges of membership.  If that person is an officer or committee member, their office shall cease
  4. The Club may award Life Membership to any member who has given valuable service to the Club.  This membership will be free of charge to the Life Member.  All proposals for the award will be made on the recommendation of the committee and be proposed at the Annual General Meeting.  A decision on the award will be made by a simple majority vote of those present at the AGM and eligible to vote.
  1. OFFICERS AND COMMITTEE
  1. There will be a President, Chairman, Hon Secretary, Hon Treasurer (who’s duties should include those of Membership Secretary), and a committee of up to 8.
  2. Officers shall have full voting rights, except for the Chairman who shall not vote but have a casting vote when required.
  3. The management of the club shall be in the hands of the committee. 
  4. Officers and Committee seeking re-election shall not require a proposer and seconder.
  5. New nominees for Officers or Committee must be members of the club for 1 year before being eligible for election.
  6. New nominees for Officers or Committee must be proposed and seconded by fully paid-up members of the club.  Such nominations together with the written consent of the nominee must be in the hands of the Hon Secretary at least 28 days before the AGM.
  7. New nominees for Officers or Committee are required to attend the AGM unless under exceptional circumstances, which should be communicated to the officers.
  8. Election of Officers and Committee shall take place at the AGM and decided by a majority attending the meeting.  One third of the Officers and Committee members will be eligible for re-election on a 3-yearly rotation.  “Year One” (2004) the Hon. Treasurer/Membership Secretary will be available for re-election together with one-third of the committee.  In “Year Two” (2005) the Chairman and one-third of the committee will be available for re-election, and in “Year Three” (2006) the Hon Secretary and the President, together with the remaining one-third of the committee, and so on in an ongoing 3-yearly rotation, at the AGM.  One third of the committee will be available for re-election every year and candidates will be decided on length of service since previously re-elected.  It shall not be deemed that committee members are elected for a 3-year term, but shall be available for re-election in their turn.
  1. COMMITTEE
  1. The committee shall meet at convenient times, as and when necessary, but there should be at least 2 committee meetings per year.  One meeting to be held prior to the AGM for the receiving of the annual balance sheet and one meeting to be held in November or December of each year for the primary purpose of setting the date, time and place for the next AGM.
  2. The quorum shall be 4 committee members, 2 of whom should be officers.
  3. Any committee member being absent from 3 consecutive committee meetings, without reasonable excuse given to the Hon Secretary or Chairman, shall cease to hold office.
  4. In the event of the Chairman being absent from a meeting, those present shall elect one of their number to chair that meeting.
  5. The committee shall have the power to fill any vacancy which may occur in the committee during the year, but any such new committee member must stand for election at the AGM immediately following.
  6. The committee shall have the power to co-opt any member onto the committee in addition to its number, but co-opted committee members shall have no voting rights.
  7. The Club undertake to keep a Minute Book, which must include a full record of all business transacted at General Meetings and Committee Meetings, including a record of the Guarantees offered by the club, and this Minute Book is to be produced to the Kennel Club at any time when required, together with any documents belonging to the club.  The Minute Book should be prepared by the Hon Secretary and signed by the Hon Secretary and the Chairman prior to, or at the start of the next General Meeting or Committee Meeting of the club.  The minutes of Committee Meetings are private and confidential and are only available to the committee, and consequently not available for inspection by members.
  8. All official correspondence of the club shall be made in writing under the club letterhead and communicated by letter, a copy of which shall be retained on file.
  9. The Secretary will convene meetings after discussion with other members of the committee giving as much notice as possible but at least 14 days.
  10. Any member of the committee or officer of the club shall be indemnified by the club out of club funds against any claims made against them in connection with the proper discharge of their duties.  
  1. ANNUAL GENERAL MEETING

An Annual General Meeting must be held each year between Feb 1st and May 31st,
             at a venue in a central location (defined as an area approximately bounded by
                  Stoke On Trent, Nottingham, Luton and Gloucester).
                  It’s purpose shall be:

  1. To receive the current accounts and balance sheet.
  2. To elect Officers and Committee.
  3. To receive reports/s on the workings of the previous year.
  4. To appoint an auditor.
  5. To discuss any resolution placed on the agenda, of which 28 days notice should be given in writing to the Hon Secretary.  No business shall be transacted at the AGM unless notice thereof appears on the agenda, with the exception of routine matters or those, which in the opinion of the Chairman of the meeting, are urgent.
  6. Members of the club must receive notice of AGM in writing by not later than December 20th of the preceding year or announced by public notice in the canine press (Our Dogs and Dog World) giving not less that 6 weeks notice.
  7. Voting will be decided by a majority at the meeting.
  8. Items introduced under ‘Any Other Business’ shall be at the discretion of the Chairman, who shall also have the power to refer any item to the committee.
  9. A copy of the minutes of the AGM shall be available to any paid-up member of the club, on or after 31st July each year, upon written request.
  1. SPECIAL GENERAL MEETING
  1. A Special General Meeting shall be summoned by the Hon Secretary if 15 members, who should be fully paid up members for at least 1 year, send a signed requisition stating the subject to be discussed and requesting an SGM to do so.
  2. No business other than that detailed on the agenda can be discussed at an SGM.
  3. Voting will be by secret paper ballot and limited to fully paid up members for 1 year’s standing.
  4. Any motion will require a two-thirds majority.
  5. The quorum shall be 15 paid-up members of one years standing personally present.
  6. Notice of 28 days for an SGM should be sent in writing to all members.
  7. The venue should be at a central location (as defined in AGM rules).
  1. VOTING RIGHTS
  1. Each member shall be entitled to one vote after 1 year’s membership of the club.
  2. Postal voting or proxy voting will not be allowed.
  3. Juniors under the age of 16 years will not be entitled to a vote.
  4. Voting at an AGM shall be by majority at the meeting.  The Chairman of the meeting may call for a show of hands, or a secret paper ballot at his discretion, only if a majority is not clear.
  5. Voting at an SGM shall be by secret paper ballot, with a two-thirds majority required.
  1. TROPHIES AND PROPERTY

The club resolve to have no perpetual trophies.  Any property of the club shall be vested in the committee.  In the event of the club ceasing to exist, a final General Meeting shall be called to decide the disposal of the club’s assets.  The outcome should be notified to the Kennel Club.

  1. CLUB ACCOUNTS AND FINANCIAL YEAR
  1. The financial year shall be 1st January to 31st December each year.
  2. A banking account shall be held in the name of the club at a Bank approved by the committee into which all revenue of the club shall be paid. Withdrawal shall only be made on the signature of 2 from 3 of the officers of the club, the Hon Treasurer, Hon Secretary, or the Chairman. There shall be only one signatory from any one household, family or partnership.
  3. Accounts shall be certified if possible by a qualified accountant or if this is not possible then by 2 unqualified persons with accounting experience.
  4. The post of Hon Treasurer shall incorporate that of Membership Secretary who should keep the list of members as required by Rule 12.
  5. The Treasurer should make available copies of the accounts for the members of the committee to examine in good time or the calling of a meeting for the committee if necessary to review these accounts.
  1. RULES AND REGULATIONS
  1. The rules of the club may not be altered except at an AGM or SGM, the Notice for which contains specific proposals to amend the Rules.  Any proposed alteration to the Rules may not be brought into force until the Kennel Club has been advised, and approved the alteration/s.
  2. New rules or amendments introduced specifically to meet Kennel Club requirements shall be adopted immediately, and shall be included in the club’s constitution with effect from the club’s next AGM.
  1. MEMBERSHIP LIST

The club must send a list of members and their addresses to the Kennel Club with the Annual Return.  If so requested the club must make an up-to-date list of members available for inspection by the members of the club, or by the Kennel Club. The Club will withhold addresses on any published membership lists.
                  

  1. EXPULSION OF MEMBERS
  1. Any member who shall be suspended under Kennel Club Rule A42j(5), and/or any member whose dog(s) is/are disqualified under Kennel Club Rule A42j(9) shall ipso facto cease to be a member of the club.
  2. If the conduct of any member shall, in the opinion of the committee of the club be injurious or likely to be injurious to the character or interests of the club may, at a meeting the notice convening which includes as an object the consideration of the conduct of the Member, determine that a Special General Meeting of the club 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.  If at the Meeting, a resolution to expel is passed by a 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 club, except that he/she may, within 2 calendar months from the date of such meeting, appeal to the Kennel Club upon and subject to such conditions as the Kennel Club may impose.
  4. If the club expels any member for discreditable conduct in connection with dogs, dog show, trials or competitions, the club must report the matter to the Kennel Club within 7 days, and supply any particulars required.
  1. ANNUAL RETURNS TO THE KENNEL CLUB
  1. The officers acknowledge that during the month of January each year, Maintenance of Title fee will be forwarded to the Kennel Club by the 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 Minutes of the Annual General Meeting should be available to committee members in good time prior to the Annual Return date for inspection and comment.
  3. The officers also acknowledge their duty to inform the Kennel Club of any changes of Secretary of the club which may occur during the course of the year.
  1.   KENNEL CLUB

             a)     The Kennel Club is the final authority for interpreting the Rules and Regulations of the club in all cases relative to Canine or Society matters.
            b)  The club shall not join any Federation of Societies or Clubs.
            c)   No person, whilst an undischarged bankrupt, may serve on the committee or hold any other office or appointment within a Kennel Club Registered Society.
        
16.   BREED SOCIETY JUDGES LISTS
The club will produce and maintain A, B and C Judges lists of persons considered capable of judging the breed at various levels of competition.  The committee may appoint a sub committee to assess applications to be included on the judges list but final confirmation of the judges list shall rest with the committee. Any sub committee appointed for this purpose shall include a majority of established Championship Show judges. This list shall be kept in the manner prescribed by the Kennel Club for inclusion in the Annual Returns.