Club Rules

REVISED RULES OF THE TIBETAN SPANIEL ASSOCIATION

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February 2017

NAME AND OBJECTS OF THE ASSOCIATION

1. The Association shall be called the Tibetan Spaniel Association and its objects shall be to encourage responsible ownership and breeding to the Kennel Club standard of Tibetan Spaniels, and to further these objects by organising shows, educational events and other appropriate activities.

THE OFFICERS AND MEMBERS OF THE ASSOCIATION

2. The Association shall consist of a Patron(s), a President, a Vice President(s), a Chairman, a Vice Chairman, Honorary Secretary, Honorary Treasurer, a committee of 10 and an unlimited number of members.

Officers and Committee shall be elected annually and are eligible for re-election.

The President, Chairman, Vice Chairman, Hon Secretary, Hon Treasurer shall be ex officio members of the Committee.

OFFICERS

3. No person can be an Officer (ie President, Chairman, Vice Chairman, Hon Secretary or Hon Treasurer) of the Tibetan Spaniel Association and at the same time hold Office in any other Kennel Club approved Tibetan Spaniel Club or Association.

MANAGING BODY

4A) COMPOSITION

The Managing Body of the Association shall consist of the President, Chairman, Vice Chairman, Hon Secretary, Hon Treasurer and the committee. Five shall form a Quorum, one of whom shall be an Officer of the Association.

4b) CONDUCT OF BUSINESS

The committee shall conduct the business of the Association at a duly convened meeting called by the Hon Secretary as and when deemed necessary but not less than 3 times a year.

Decisions shall be taken by votes of committee members. Each member shall have one vote and in the event of an equality of votes the Chairman shall have a second or casting vote.

Not less than fourteen days notice shall be given of any meeting to be held.

4c SUB COMMITTEES

The committee shall have the power to appoint Sub Committees from time to time to deal with specific subjects. Such Sub Committees to be composed of one Officer and at least one other member of the Executive Committee and such other persons as deemed necessary.

CASUAL VACANCIES

5. The committee shall have the power to fill any vacancy occurring in their number until such time as the next Annual General Meeting takes place.

MINUTES

6. A Minute Book shall be kept by the Hon Secretary, which must contain a full and complete record of all business transacted at General and Committee meetings including a record of all Guarantees offered by the Society; to maintain a list of the names and addresses of all current members of the Society; and to maintain a system of accounts showing a complete record of the Income and Expenditure of the Society and a Balance sheet. Such Minute Book, Membership List, Accounts and Balance Sheet and also any other documents belonging to the Society are to be produced to the Kennel Club at any time when required.

CANDIDATES FOR MEMBERSHIP

7. Candidates for Membership of the Association shall be nominated and seconded by two fully paid up members of the Association who shall sign the nomination form and confirm that the candidate is aware of the Code of Ethics. Membership shall be subject to ratification at the first subsequent committee meeting. If it is decided, by the Committee, that the applicant cannot be accepted as a member, the fees shall be returned with a covering letter stating that the application has been rejected. No reason for the Committee’s decision shall be given.

ANNUAL SUBSCRIPTION

8. The Annual Subscription shall be £10.00 Joint (U.K.), £9.00 Single (U.K.), £15.00 (Overseas), £1.00 Junior Members under 16 years of age, reviewed from time to time by members at the Annual General Meeting. This will then entitle a member to vote at the Annual General Meeting. Junior Membership carries no voting power.

The financial year begins on 1 January and ends on 31 December. No one shall be eligible to participate in any of the Association’s activities confined to Members, or vote or participate at any Annual General Meeting or Special General Meeting, unless his or her subscription has been paid in full. If the subscription is not paid by 1 April next following, his or her name shall be struck off the list of members. Acceptance back into membership of the Club shall be dependent upon a new application under the provision of Rule 7 above.

ELECTIONS

9. Nominations for Officers, including the President, shall be called for at the same time as Committee nominations. The names of those nominated who must be fully paid up members of the Tibetan Spaniel Association shall be placed on the Agenda.

Members of the Committee, 10 in number, shall be elected by Postal Ballot. Officers – i.e. President, Chairman, Vice Chairman, Hon Secretary and Hon Treasurer shall be elected by secret ballot at the Annual General Meeting from those nominated before the meeting.

The permission of nominees for these five offices and for committee membership shall be sought and submitted to the Hon Secretary together with the name and signature of the proposer and seconder who must, at that time, be fully paid up members of the Association. In the event that election of officers reduces the numbers of ordinary Committee Members, the next name(s) in order of votes cast shall fill the vacancy or vacancies.

ANNUAL GENERAL MEETING

10. The Annual General Meeting shall be held early in the year, but before 31st March and after 1 January, at a place and date decided by the Committee.

Members shall be notified of the Annual General Meeting date by publication in the Canine Press, (Dog World and Our Dogs). Such notice must contain all the relevant information concerning the meeting and business to be conducted and be published not less than fourteen clear days before the date of the meeting.

A copy of the annual statement of accounts will be made available, on 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.

The Annual General Meeting shall receive the Annual Balance Sheet, the results of any postal ballot, and discuss any resolutions which have been placed on the Agenda. Prior notice of such resolutions must be given to the Hon Secretary in writing at least 42 days prior to the date of the Meeting.

The Chair at the Annual General Meeting shall be taken by the Association President. In the event of the retirement of the President or his non-attendance the Chair at the meeting shall be taken by the Chairman and in the event of the retirement of the Chairman or his non-attendance the Chair at the meeting shall be taken by the Vice Chairman or a Chairman elected from the floor.

BREED SHOWS

11. The Committee shall put forward the names of four judges for each of the Breed Club Shows to be voted on by Members at the Annual General Meeting.

All judges accepting an invitation to judge at the Tibetan Spaniel Association Open shows are asked not to judge the breed at any Shows in the previous 12 months. Judges accepting an invitation to judge at the Tibetan Spaniel Association Championship show agree not to judge the breed in accordance with the time span laid down by Kennel Club rules current at the time of invitation.

ANNUAL RETURNS TO THE KENNEL CLUB

12. 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 the 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, will be forwarded to the Kennel Club.

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

ALTERATION TO THE RULES

13. Any alteration to the Rules made at the Annual General Meeting or Special General Meeting, shall not become operative until approved by the Kennel Club.

SPECIAL GENERAL MEETING

14. Special General Meetings of the Association may be called by the Committee, or by requisition in writing to the Hon Secretary, with the names and signatures of 20 members of the Association, stating the nature of the business to be transacted. 21 days notice to be given to all members of such meetings.

No business other than the matter on the Agenda can be discussed at a Special General Meeting.

LIST OF MEMBERS

15. The Association will make a list of members and their addresses available for inspection if so requested by the members of the Association or by the Kennel Club.

ACCOUNTS

16. A Banking Account(s) shall be opened in the name of the Association, into which all revenue of the Association shall be paid, and from which withdrawals shall only be made on the signature of two or more Officers. A current statement of accounts shall be read at each Committee Meeting. Pass Book(s) or Bank Statement(s) are to be made available by the Hon Treasurer if required, and sufficient notice is to be given to the Hon Treasurer to do this.

TROPHIES

17. Cups, Trophies, etc., won in the Association’s competitions shall be governed by the special rules and conditions appertaining to each. Any member who wins and takes possession of a Cup or Trophy, must give a guarantee that the same shall be returned to the custody of the Club when requested. The winner shall defray all costs of insurance in transit, postage or packing, etc.

ASSETS

18. The property of the Association shall be vested in the Committee, who shall have the power to deal with any questions not provided for in the existing rules, and to arbitrate in matters of dispute.

DISSOLUTION OF THE ASSOCIATION

19. In the event of the Association being dissolved for any reason, or otherwise ceasing to exist as a Registered Society, all Challenge Cups and Trophies shall be returned to the Donors, their Heirs or Executors, or should this prove impossible, shall be disposed of, with any other assets of the Club, in such a manner as the Committee shall think fit.

If the Association is wound up or ceases to be a registered Society under Kennel Club regulations, a final statement of audited accounts with a record of the disposal of the property of the Association shall be forwarded to the Kennel Club within six months and the persons named as Officers and Committee of the Society on the last return furnished to the Kennel Club, will be held responsible by the Kennel Club for the proper winding up of the Association.

AUDITORS

20. The Accounts will be certified annually and presented to the members at the Annual General Meeting. Certification of accounts must be carried out by one qualified Accountant or two unqualified individuals with accountancy experience. Those undertaking the certification must be independent from those who prepared the accounts.

EXPULSION OF MEMBERS

21. Any Member who shall be suspended under Kennel Club Rule A42j(4) and/or any member whose dog(s) is/are disqualified under Kennel Club Rule A42j(8) shall ipso facto cease to be a Member of the Society for the duration of the suspension and/or disqualification.

If the conduct of any Member of the Association shall, in the opinion of the Committee, be injurious to the character or interests of the breed and/or the Association, or should any member fail to comply with the principles laid down in the Code of Ethics, the Committee of this Association 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 Association be called for the purpose of passing a resolution to expel him or her. Notice of the Special General Meeting shall be sent to the accused Member, giving particulars of the complaint, and advising him or her of the place, date and time of the Meeting, in order that he or she may attend to answer the complaint.

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

The Association acknowledges its duty to report the expulsion of any member for discreditable conduct in connection with dogs, dog shows or trials, in writing to the Kennel Club within seven days and supply particulars required.

BANKRUPTCY

22. 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.

FEDERATION

23. The Association shall not form any Federation of Societies or Clubs.

COURT OF APPEAL

24. The Kennel Club shall be the final authority for interpreting the Rules and Regulations of the Association in all cases relative to Canine or Association matters.