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Constitution

 

Constitution & Rules
Of
Durham County
Canine Association

 

1.   Name

         The name shall be “Durham County Canine Association”
          Referred to here after as the “Association”.

2.   Aims & Objectives

a) To promote the responsible welfare, ownership and breeding of sound, typical and healthy dogs of good temperament.

b) To hold and promote the holding of dog shows, under Kennel Club Rules and Regulations.

 

3.   Officers and Committee

a) The Association shall consist of President, Vice President, Chairman, Vice-Chairman, Honorary Secretary, Honorary Treasurer, Committee and an unlimited number of Members.

b) The President, Vice President and Committee shall be elected at the Annual General Meeting of the Association. All positions shall be filled on a rotational basis.

The management of the Association shall be in the hands of the following Officers of the Association, President, Vice President, Chairman, Vice-Chairman, who shall be in office for up to four (4) years,               
Hon. Secretary, Hon. Treasurer, who shall be in office for up to five (5)years, and up to twelve (12) other members, who shall be in office for up to three (3) years, and all will be eligible to stand for      re-election

c) No one (1) person shall hold more than one (1) Official position.

d) Only those members with membership of at least twelve (12) months or more shall be allowed to hold any office.

e) The Committee shall be responsible for such matters of policy and finance as are appropriate to the Association, subject to the ultimate oversight of the Members

f) The Committee shall have the power to co-opt members to fulfil any committee vacancy when they arise, and any additional members, that in their opinion are able to offer a specialist capacity.

g) Those Co-opted shall only hold office until the next General Meeting of the Association at which an election Committee take place. Co-opted committee members shall not have voting rights at Committee meetings.

h) Nominations for election to the Committee shall be in writing countersigned by the person nominated not less than fourteen (14) days before the Annual General Meeting. (Both of whom must be fully paid up Members.)

i) Meetings of the Committee shall be held as often as deemed necessary but a minimum of three (3) per year.

j) A quorum for Committee Meetings shall be 1 Officer and 5 Committee Members for the transaction of business.

k) Committee members who do not attend three (3) consecutive meetings/events without a satisfactory explanation to the Secretary who in turn will take it to the Committee shall be deemed to have relinquished his/her Committee membership.

l) An up to date list of Members and their address, 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 Association. A declaration of number of Members of the Association must be made with Annual Returns.

m) In matters of decision, the Chairman shall have a casting vote.

 

4.   Club Property

a) Any cups or Trophies presented are given as outright gifts to the Association.

b) Any property shall be vested in the Committee. In the event of the Association, ceasing to exist a final General Meeting shall be called to decide the disposition of any assets and the outcome notified to the K.C.

c) If the 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 (6) months and the persons named as Officers and Committee of the Society on the last return finished to the Kennel Club, will be held responsible by the Kennel Club for the proper winding up of the Society.

d) Only fully paid up members will be eligible for trophies.

 

 

5.   Finance

a) A Banking account shall be held in the name of Durham County Canine Association, into which all revenues shall be paid. Withdrawals will only be made on the signature of two (2) out of three (3) elected signatories.

b) No two signatories shall reside/belong to  the same household, partnership or family

c) The Financial Year shall be 1st February to the 31st January.

d) The Treasurer shall receive all monies, keep a proper record of receipts and payments and submit a properly audited Income and Expenditure Account Balance sheet to the A.G.M.

e) Only fully filled out cheque/s  are to be co-signed.

f) One qualified Accountant or 2 unqualified individuals with accountancy experience shall carry out certification of Accounts. Auditors shall be elected at  the Annual General Meeting by ballot

 

6.   Membership

a) Membership is due on the 1st February every year.

b) Membership is open all regardless of age, disabilities or religious beliefs

c) Membership to be not for personal gain.

d) Annual subscription shall be £1.00 per single member, £1.50 per joint membership (maximum of two (2) persons and junior membership (up to 16years of age) £0.50. To be reviewed annually.

e) Each member shall be entitled to one vote immediately after twenty-eight (28) days after acceptance of membership. In the case of joint membership, each member shall be entitled to one vote immediately twenty-eight (28) days after acceptance of membership. Junior membership will not be entitled to a vote.

f) No member whose subscription is unpaid shall be entitled to any of the privileges of membership and if any member fails to pay the annual subscription by the first (1st) day March of the subscribing year, the Committee shall have the power to erase his/her/their name(s) from the list of members. If the Committee subsequently receive a satisfactory explanation, the member may, at the discretion of the Committee and on payment of arrears, be re-admitted to the membership of the Association.

 

7.   Expulsion of Members

Any member who is shall be suspended under K.C. Rule A42j (5) and/or any member whose dog/s is/are disqualified under K.C. Rule A42j (9) shall ipso facto cease to be a member

If the conduct of any member shall, in the opinion of the Committee of the club be injurious to the character or interest 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 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 attended and offer an explanation. If at the meeting, a resolution to expel is passed by two-thirds majority of the members present and voting, his/her name shall be erased from the list of Members and he/she shall therefore cease for all purposes to be a Member except that he/she may, within 2 calendar months from the date of such meeting, appeal to the K.C. upon and such condition as the K.C. may impose. The Kennel Club shall be the final court of appeal in all matters of dispute.

Any member expelled for discreditable conduct in connection with dogs, Dog Shows, Trails or competitions, the Club must report the matter to the Kennel Club within seven (7) days and supply any particulars required.

 

8. Annual General Meeting

 

a) The Annual General Meeting shall be held within fifteen months of the    previous one. At which time the Association shall make a report of its      activities and receive the balance sheet, and to discuss any resolution duly placed on the agenda. No other business will be discussed at the  Annual General Meeting unless duly placed on the agenda unless at the chairman's discretion.

b) The Annual General Meeting shall elect Officers and Committee either by vote or by ballot of those members present at the meeting.

c) The Annual General Meeting shall vote on any recommendations / motions and any amendments to the constitution provided they have been duly noted.

d) The secretary shall notify in writing or electronically all members with details of the Annual General Meeting. The Agenda and Balance sheet will be circulated at the meeting.

e) All items for inclusion on the Agenda will be required in writing to be with the Secretary twenty-one (21) days prior to the meeting. Proposals must be from a fully paid up Member and seconded (2nd) by a fully paid up Member.

f) A fully paid up member is deemed to have paid membership a minimum of twenty-eight (28) days prior to the Annual General Meeting.

g) A minimum of twenty-eight (28) days notice of meetings will be given.

 

9.   Special General Meeting

a) A Special General Meeting shall be summoned by the Secretary if twelve (12) or more fully paid members send in a signed requisition stating the subject to be discussed and requesting a special general meeting to do so.

b) The secretary shall arrange such a meeting to take place within twenty-one (21) days.

c)No business other than that detailed on the Agenda shall be discussed at a Special General Meeting.

d)In all cases, the secretary will give notice in writing or electronically to all members of the special general meeting in advance.

 

10. Changes of Constitution

a) The constitution may only be altered at the Annual General Meeting or a Special General Meeting. Only if the majority of those present are in acceptance.

b) All proposed changes to the constitution must be submitted in writing to the secretary twenty-one (21) days before the Annual General Meeting / Special General Meeting.

c) Rules of the Society may not be altered by that Society except at an Annual General Meeting or Special General Meeting of which includes details of the proposal to alter the Rules. Such alterations shall not be brought into force until the Kennel Club has been advised and has given its approval of the alterations. New Rules or   amendments introduced specifically to meet Kennel Club requirements shall be adopted immediately and be included in the Society’s Constitution with effect from the Society’s annual general meeting. No business shall be transacted at an Annual General Meeting unless notice thereof appears on the agenda, with exception of routine matters or those, which in the opinion of the Chairman of the meeting are urgent.

 

11. Annual Returns to the Kennel Club

         The Officers acknowledges:
 a)   That during the month of January each year, maintenance of title fee will be forwarded to the K.C. by the Secretary for continuance of registration

b)  And that by July 31st each year other Returns as stipulated in K.C. Regulations for the registration and maintenance of title of Society and Breed Councils and the affiliation of Agricultural Societies and Municipal Authorities be forwarded to the K.C.

c)   Their duty to inform the K.C. of any changes of Secretary which may occur during the course of the year.

 

12.  Complaints

  a) All complaints will be dealt with in the strictest of confidence wherever possible and following current Kennel Club Guidelines.

 b)   Complaints must be in writing or electronically and given/sent to the Secretary. Who will then take the appropriate action i.e. call a meeting.

 

13.   Recognition

a) The Association recognises the Kennel Club as the final authority for the interpretation of the Rules and Regulations of the Section and in all matters relative to canine matters.

b)The Association undertakes not join any Federation of Societies or clubs.

 

14.  Dissolution of the Club

    a) A Special General Meeting called for that purpose might only dissolve the Association.

    b) A proposal to dissolve the club shall only take effect if agreed by two thirds of the members.

    c) The secretary shall notify all members in writing or electronically of such a meeting.

    d) All funds and property relating to the club shall be disposed, after satisfaction of all its debts, to a named charity as agreed at the Special General Meeting.

    e) If the 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 (6) months and the persons named as Officers and Committee of the Society on the last return finished to the Kennel Club, will be held responsible by the Kennel Club for the proper winding up of the Society.

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