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The Otterhound Club Rules
THE OTTERHOUND CLUB RULES (Constitution)
- NAME & OBJECTS
The Club shall be called THE OTTERHOUND CLUB
Its objects shall be:
- To foster interest of the breed generally.
- To ensure the survival of the pure bred Otterhound.
- To promote the breeding of the Otterhounds according to the standard.
- To hold shows and to promote classes for Otterhounds at other shows.
- To maintain the working ability of the Otterhound.
To provide opportunities for members to exchange information and opinions concerning Otterhounds.
The Club shall consist of:
- Honorary Secretary
- Honorary Treasurer
- Committee of 8 members
- Health Co-ordinator
- Rescue Co-ordinator
- Membership Secretary
- Unlimited number of members. No restriction as to residence is to be applied.
- OFFICERS AND COMMITTEE
The management of the Club shall be in the hands of a committee consisting of:
- 8 Members
3.1 All of whom shall retire on a three year rotation and being eligible (except if disqualified by rules 10&17) may offer themselves for re-election, except the President, who is elected for life, or when the vacancy becomes available.
3.2 A committee of 8 members, of whom one third shall retire annually on a three year rotation and being eligible (except if disqualified by rules 10&17) may offer themselves for re-election.
3.3 Elections for Officers and committee members shall be by postal ballot of all members. A teller to count the postal vote shall be appointed at each Annual General Meeting for the ensuing year. Nominations for the election shall be sent to the Secretary in writing, duly proposed and seconded by fully paid up members before the date determined in the notice of the Annual General Meeting. The written consent of the nominees shall also be sent to the Secretary by the same date. Any nominee for the committee must have been a fully paid up member of the Club for three full consecutive years at the time of nomination.
3.4 All the Officers and Committee shall have full voting rights at Committee and General Meetings. The Chairman shall have a casting vote in the event of a tie.
3.5 Meetings of the Committee shall be held as often as is deemed necessary but at least one committee meeting will be held every year.
3.6 A quorum for Committee meetings shall be two officers and four committee members.
3.7 Management vacancies arising between general meetings:
The Committee shall have the power to co-opt for special purposes, such co-opted members having no vote.
Those co-opted shall only hold office until the next General Meeting of the Club at which an election of Officers and Committee takes place.
3.8 For all Officers and Committee Members to contribute to the newsletter for a minimum of once a year with what they are actively doing in their position for the Otterhound Club
- ELECTION OF MEMBERS
4.1 Candidates for membership shall be proposed by one existing paid up member, seconded by another paid up member, then elected by the committee and having the right to appeal to an Annual General Meeting if not elected.
4.2 It is a condition of all membership that members agree to be bound by the Clubs Code of Practice appendix 1, to these rules, and that all applicants for membership must be supplied with a copy of the rules (including the appendices) at the time of application.
- Management of membership list
An up to date list of Members and their addresses will be maintained and, if so requested, made available for inspection by the Kennel Club and Members of the Club. A declaration of the number of Members of the Club must be made with Annual Returns.
- VOTING RIGHTS
- Each Member shall be entitled to one vote immediately upon acceptance of membership.
- Postal ballot votes are allowed.
- Joint members have one vote each.
- Children under the age of 18 are not allowed to vote.
- Voting for Officers, Committee and Judges will be by postal ballot when more than one candidate is standing for election.
- Voting shall be by a show of hands and decided by the majority at the meeting.
- In the event of a tie the Chairman shall have the casting vote.
- CLUB PROPERTY
The 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 and the outcome of the meeting notified to the Kennel Club.
(Under kennel club rules if a Registered Society is wound up or ceases to be a Registered Society under these Regulations, 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 will be held responsible by the Kennel Club for the proper winding up of the Society.)
Written acknowledgements will be requested from the donors of cups and trophies by the Hon. Secretary. These acknowledgements will serve as confirmation of the conditions under which these donations are made. This is to distinguish outright gifts from other types of donation, and in order to enable the correct disposal of assets should the club cease to exist. These acknowledgements will be held on file in perpetuity by the Hon. Secretary.
- CLUB ACCOUNTS
All Banking Accounts shall be held in the name of the Otterhound Club.
Into which all revenues shall be paid and from which withdrawal shall only be made on the authorised signatures of two or more Officers.
The accounts shall be kept by the Treasurer and auditors shall be appointed at each Annual General Meeting who shall audit the Clubs account for the ensuing year, in time for the accounts to be published to members with the second notice of the Annual General Meeting.
NOTE: Certification of accounts will be carried out by one qualified accountant and having been approved by members at the preceding years AGM.
- The annual subscription shall be such amount as agreed at the Annual General Meeting in the preceding year and notified to the Kennel Club.
- The subscription amounts will be reviewed annually and voted on at the AGM by a simple majority vote.
- Subscriptions are due 1st No Member whose subscription is unpaid is entitled to any of the privileges of membership. If a member fails to pay outstanding subscriptions by the 31st January in the current subscription year his/her name shall be automatically erased from the register, and should re-apply for membership. Acceptance back on the register will be dependent upon a new application and having regard to rules 4, 10, 17 which refer to conditions for membership.
- The number of members shall be unlimited, the classes of membership being Single, Joint, Family and Honorary.
- Single Members; single members have full rights of membership and are eligible to vote and serve on committee (subject to the conditions set out in rule 3.3.
- Joint Members; two individuals in the same household or two individuals with a joint registered interest in a Kennel Name, or hound. Either individual, but not both, is eligible to serve on the committee (subject to the conditions set out in rule 3.3. Elections of officers and committee)
- Family Membership; to include children up to 18 years of age. This does not confer voting rights on children.
- Honorary Membership; given for services to the Club or the breed, and given for life. Proposed, seconded and elected by 50% of those recorded in attendance at the meeting.
- EXPULSION OF MEMBERS
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.
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, the Committee 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.
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 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.
If the Club expels any Member for discreditable conduct in connection with dogs, dog shows, trials or competitions, the Club must report the matter in writing to the Kennel Club within seven days and supply any particulars required.
- FINANCIAL YEAR/ANNUAL GENERAL MEETING
The financial year of the Club shall be from 1st January to 31st
- The Annual General Meeting shall be held before 30th April each year.
- ANNUAL GENERAL MEETING
12.1 The purpose of the Annual General Meeting will be to receive the report of the Committee and Balance Sheet, to elect Officers and Committee and to discuss any resolution duly placed on the agenda of which prior notice has been given to the Hon. Secretary in writing by the date determined in the notice of the Annual General Meeting. No business shall be transacted at an Annual General Meeting unless notice thereof appears on the agenda, with the exception of routine matters or those which in the opinion of Chairman of the Meeting are urgent.
- Notice of such meetings will be given to all paid up members by inclusion of the relevant information in the First notice of an Annual General Meeting, not less than 28 days before the second notice. The second notice shall be received by the members in writing not less than 14 days before an Annual General Meeting.
12a. SPECIAL GENERAL MEETING
A Special General Meeting shall be summoned by the Hon. Secretary if twenty five members send a signed requisition stating the subject to be discussed and requesting a Special General Meeting to do so. The Committee of the Club is also empowered to call a Special General Meeting.
No business other than that detailed on the agenda can be discussed at a Special General Meeting. Members shall receive not less than 14 days notice in writing of a Special General Meeting.
- AMENDMENTS TO RULES
13.1 No alteration or addition may be made to these rules unless amendment is passed at an Annual General Meeting, Special General Meeting or an Emergency General Meeting by a two thirds majority of those voting, except for the level of subscriptions which may be altered by a simple majority of those voting at any General meeting. Such alterations shall not be brought into effect until the Kennel Club has been advised and given approval of the alterations.
When a hound is returned to its breeder they must pay all costs incurred”.
13.2 New rules or amendments introduced specifically to meet Kennel Club requirements shall be adopted immediately.
- ANNUAL RETURNS TO THE KENNEL CLUB
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 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 shall be forwarded to the Kennel Club.
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.
KENNEL CLUB FINAL AUTHORITY
The Kennel Club is the final authority for interpreting the rules of the Club in all cases relative to canine or Club matters.
- The Club shall not join any Federation of Societies or Clubs.
- 17. 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.
- BREED CLUB JUDGES LISTS
Registered Breed Clubs must produce a list of Judges each year, which must be submitted to the Kennel Club as part of the Clubs Annual Returns. The purpose of Breed Clubs Judges Lists is to indicate to interested parties those persons a Breed Club would support at differing levels of judging. Membership of the Club must not be a prerequisite for inclusion in the lists. Judges Lists should be divided into five parts namely, A1, A2, A3, B and C, and must indicate the date on which the list will expire. On expiry a new list must be completed.
A1 List – Judges who have previously been approved to award CCs in a given breed and have carried out the appointment.
A2 List – Judges who, if invited to judge by a Society, would in principle be approved by the Kennel Club to award CCs in a given breed for that occasion.
A3 List – Judges who are recommended by a Society as being suitable to award CCs in the breed, but not yet approved be the Kennel Club for inclusion on an A2 List.
B List – Judge who have been approved by Breed Societies to judge at Shows without CCs or Open Shows.
C List – Any C List drawn up by a Breed Club should comprise aspiring Judges who do not fall into any of the above categories.
Such Lists should be prepared by a Judges Sub-Committee, consisting of at least 75% CC Judges for the breed, appointed by the Committee of the Club. For breeds without CCs, the Judges Sub-Committee members should be experienced Judges within the breed. Judges Sub-Committee members need not be Members of the Clubs Committee. Lists compiled are not subject to ratification by the committee or membership of the Club. It is recommended that such Lists be prepared by secret ballot of the Clubs Judges Sub-Committee, and Clubs must clearly indicate to Members the method by which persons may be nominated for inclusion in the ballot and indicate the judging experience necessary for inclusion of a person’s name in the Lists.
Up dated at the 2013 AGM and approved by the members present.