RULES OF THE SOUTH WESTERN ROTTWEILER ASSOCIATION

 

RULE 1.         

NAME.           

The Association shall be called THE SOUTH WESTERN ROTTWEILER ASSOCIATION (SWRA)

 

RULE 2.         

THE OBJECTS OF THE CLUB SHALL BE: -

To support and encourage all aspects of Rottweilers by:

a) The organisation of shows and advice on training classes.

b) Providing instruction in all matters appertaining to the breed.

c) Maintaining the breed in accordance with the standard approved by the Kennel Club.

d) Providing the opportunity for the interchange of knowledge and ideas between Rottweilers owners through meetings, newsletters and all other forms of communication.

e) To encourage good fellowship and so maintain and advance the interests of the Breed.

 

RULE 3.         

MEMBERS.

The Association shall consist of an unlimited number of members irrespective of place of residence, whose names shall be posted by the Secretary in a Register kept for such a purpose. Such Register shall be available at all reasonable times, for inspection by members of the Club or by the Kennel Club. The Society shall send a list of Members and their address and those of Branch Members where appropriate, to the KC. with their Annual Returns.

 

RULE 4.         

ADMISSION / RESIGNATION.

a) The election of Members shall be vested in the Committee.

 

b) A candidate for admission shall have a Proposer and a Seconder, both of whom are members of the SWRA. The applications for membership along with the current subscription fee must be sent to the Secretary. The application, including the names of the applicant(s), Proposer and Seconder, shall be placed before the committee at it's next meeting.

 

c) A simple majority of those Committee members present at the meeting shall be sufficient for election to the membership of the Club. On admission to the Club all new members shall receive a copy of the rules.

 

d) Membership shall be effective from the date of application, except unless the Committee at their next meeting decide against acceptance of any application, in which case all properties of the Club held by the unsuccessful applicant shall be returned to the Secretary. Appropriate fees shall be returned to unsuccessful applicants.

 

e) The Committee shall be empowered to refuse applications for membership at their discretion. No reason shall be given for the rejection of an application but a rejected candidate may reapply for election after two years.

 

f) THE TERMS OF MEMBERSHIP ARE AS FOLLOWS: -

1. Single, Annual or Life Membership.

 

2. Joint Annual or Life membership. "Joint" shall be taken to mean Husband & Wife or Partner, two joint owners of an exhibit or two persons living in the same household

 

3. A Family Membership. Husband, wife, or Partners and their immediate children up to the age of eighteen years. The children of such a membership hold no voting rights

 

 

4. Other Membership combinations shall be at the discretion of the Committee.

 

RULE 4.

ADMISSION / RESIGNATION continued:

 

g) All eligible Members shall be entitled to vote immediately upon acceptance of their Membership. (In the case of Joint or Family Memberships each Adult shall be entitled to vote).

 

h) Voting shall either be by a show of hands or written ballot. Decisions for or against a motion shall be based upon a simple majority of those eligible members present and voting.

 

i) Proxy votes are not allowed.                                               

 

j) 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 for the duration of the suspension and/or disqualification.

 

k) Any Member shall be able to withdraw from the Club on giving or sending notice of his / her intention in writing to the Hon. Secretary. Any Member so leaving the Club shall not be entitled to receive any money back he / she may have paid to the Club, during his / her Membership or have any claim against the Club. Any property of the Club held by the resigning Member, must be returned with that resignation at no cost to the Club.

 

RULE 5.         

SUBSCRIPTIONS.               

a) The annual Membership Subscription shall be such amount as determined at a General Meeting and notified to the Kennel Club.

 

b) Subscriptions are payable to the treasurer on the 1st. January each year.

The subscriptions of new members joining after the 1st. October shall carry through the ensuing year.

 

c) If the subscription of any member shall remain unpaid after the 1st March his / her name shall be removed from the list of Members and thereon ceases to be a Member of the Club. Reapplication for Membership shall be at the discretion of the Committee

 

d) In recognition of services rendered to the South Western Rottweiler Association by any person(s), the Committee may recommend to the Annual General Meeting that such person(s) be granted Honorary Life Membership.

 

e) The payment of the subscription shall be distinct acknowledgement of and acquiescence to the Rules of the Association.

 

RULE 6.

MANAGEMENT.       

a) The management of the Association shall be vested in the hands of the Committee, which shall have power to deal with all matters relating to the management of the Association not provided for in the Rules and whose decision shall be final.

 

b) The Committee shall consist of a Patron, President, Vice‑President, Chairman, Vice‑Chairman, Honorary Secretary and Honorary Treasurer, with a general committee of not more than twelve other Members.

 

c) Committee meetings shall be held at such time and place as deemed necessary, except that not more than four months shall elapse between meetings. At least fourteen days notice in writing, along with an agenda shall be given to all Committee Members. Any Officer and 4 other members to form a quorum for committee meetings and the AGM.

 

d) If a Committee Member is absent from three consecutive Committee meetings and fails to offer a satisfactory explanation, that person shall be deemed to have resigned and shall not be eligible for election to any Committee post for a further two year period following the next AGM

 

RULE 6.

MANAGEMENT continued:

 

e) If the conduct of any member shall, in the opinion of the committee of the Association, be injurious or likely to be injurious to the character or interest of the Association, the committee of the 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 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 Association, except the 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 Association expels any member under Rule C6E (Disciplinary Procedures) or for discreditable conduct in connection with dogs, dog shows or trials, the Association must report the matter in writing to the Kennel Club with seven days and supply particulars required.

 

f) The Committee shall have the power to arbitrate in cases of dispute between Club members, when requested so to do by both parties and their decision in such cases, shall be final.

 

g) The South Western Rottweiler Association shall acknowledge the Kennel Club as the Final Court of Appeal in all canine matters.

 

h) The Officers acknowledge that during the month of January each year a 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.

 

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

 

RULE 7.         

FINANCIAL MANAGEMENT.

a) The financial year of the Club shall be from January 1st. to December 31st.

 

b) A banking account shall be opened in the name of the Association into which all revenue of the Association shall be deposited and from which withdrawals shall only be made on the signatures of two unrelated Officers, one of whom shall be the Treasurer.  He/She shall receive all monies and keep a record of receipts and payments.

 

c) The Treasurer shall present a duly audited statement of accounts at the A.G. M. Copies of which shall be distributed to all Members attending the AGM and be available to all Members on request.

 

d) A qualified Accountant as described under KC Rule C15, shall be appointed at the Annual General Meeting to audit the Clubs accounts for the ensuing year. With a minimum of seven days notice the accountant may inspect all of the Clubs books and accounts.

 

e) All expenses properly incurred by members of the Committee, for or on behalf of the Association, with Committee approval, shall be defrayed out of Club funds alone.

 

f) The Assets of the Association shall be vested in the Committee. In the event of the South Western Rottweiler Association being disbanded, a General Meeting shall be called to decide the disposal of the Association's Assets. The Association shall obtain the written acknowledgments from donors of all new Cups and Trophies, that they are given as outright gifts to the Club.

 

g) In the event of the Club being wound up and/or ceasing to be registered under K.C. Regulations, a final statement of accounts with a record of the disposal of its assets shall be forwarded to the K.C. within six months and the persons named as Officers and Committee on the last return furnished to the K.C. shall be held responsible by the K.C. for the proper winding up of the Club.

h)  SWRA Welfare Fund

     The SWRA will make available a sum of money on an annual basis to support local breed related welfare activities.  This money is available to cover vaccinations, care, food, petrol money etc as and when required for those dogs which are deemed in need of care.  The sum allocated will be reconsidered annually at the AGM in response to a committee proposal based on the current state of the Association’s finances.  For the forthcoming year the sum suggested is £500.00.

 

RULE 8.

ELECTION OF OFFICERS & COMMITTEE.

a) The Officers shall serve a two year period of office. The remainder of the general Committee shall retire after a two-year term. All retiring Officers and Committee members may seek re-election.

 

b) In the event of an Officer leaving Office prior to the completion of his-her 2 year term, a temporary replacement shall be elected, when ever possible, from within the body of the Committee. At the next AGM, a replacement Officer shall be elected. Any person elected to fill an Office, which has been vacated in mid term, shall in the first instance, serve only the remaining term of the vacated Office. At the AGM following the completion of the vacated term, the Office must once again be the subject of an election, at which, the incumbent may seek re-election.

 

c) All serving Officers and Committee members shall be deemed to stand again unless they inform the Secretary to the contrary, in writing, on or before the 31st. December.

 

d) The procedure for the election of Officers and Committee shall either be by a show of hands or a written ballot at the AGM.  In any ballot a simple majority shall prevail.  If the number of vacancies equal or exceed the number of candidates, the decision on the need for an individual ballot shall be made by those present by a show of hands.  Should an election be deemed necessary it will then be held by written ballot.  The successful candidates shall be declared elected by the members present at the AGM.

           

e) All eligible Members over the age of 18 years are entitled to vote.

 

 

 

RULE 9.

NOMINATION OF OFFICERS & COMMITTEE

a) Any person who has been a member of the club for twelve (12) consecutive months, immediately prior to the AGM shall be eligible for nomination to the Committee.

 

b) Any nomination must have a proposer and seconder both of whom must be current members of at least two years standing at the time of the AGM together with the signed consent of the nominee. Such nominations together with the membership renewal subscription for all three parties shall be in the hands of the Secretary not later than the thirty-first day of December preceding the Annual General Meeting.

 

 

c) A member seeking election as an Officer of the Committee may also stand for election as an ordinary Committee member in the event of being unsuccessful in their original nomination. A second nomination is not required, they need only indicate their willingness to stand when sending in their original nomination.

 

d) Serving Officers and Committee of the SWRA shall not hold any Office or Committee Post with any other Rottweiler Club or Association.

 

e) The Officers shall be ex-officio members of all Sub-Committees with the Secretary and Treasurer having full voting rights. In the event of equality of voting the Chairman shall have the casting vote.

 

f) With the exception the Chairman, all Officers and General Committee Members have equal voting rights. The Chair shall only have a vote in the case of tied motions.

g) In the event that one person should hold more than one Office, that person shall only be entiled to one vote on any issue.

 

h) The Committee shall have the power to co-opt additional Committee Members with full voting rights to fill casual vacancies. Previously Co-opted Committee Members may offer themselves for election at the next AGM and shall be deemed to remain as committee members up to the point where the new committee elections are held.

 

i) In the case of insufficient nominations for any Officer post or the General Committee, prior to the AGM, nominations shall not be accepted from the floor of the Meeting.

 

j) 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.

 

RULE 10.       

ANNUAL GENERAL MEETING.      

a) The Annual General Meeting shall when ever possible, be held before the 31st. March, at a time and place determined by the Committee.

 

b) The Annual General Meeting shall be called to receive the Committee' s Report, the Balance Sheet,  elect Officers and Committee and to discuss any resolution duly placed on the Agenda

 

c) Notice of the meeting shall be by adverts placed in the canine publications “Dog World” and “Our Dogs” and on the Association’s internet site 28 days before the meeting.    The meeting agenda will be placed on the Association’s internet site 28 days before the meeting and printed copies supplied upon request.

 

d) Notice of items which members may wish to have included on the agenda and which must have a member proposer and seconder, shall be in the hands of the Secretary not later than the thirty first day of January preceding the AGM

 

e) No business shall be transacted at an Annual General Meeting unless notice thereof appears on the agenda, except that the Chairman may, at his / her discretion, entertain an emergency motion that he / she decides is of sufficient importance.

 

f) Any seven - (7) members including one (1) Officer shall form a quorum.

 

RULE 11.       

SPECIAL GENERAL MEETINGS.

a) The Secretary shall convene a Special General Meeting when directed to do so either by the Chair, the Committee or when requested in writing by not less than twenty-five current members, so to do.

 

b) The S.G.M. must take place within sixty days of the proposal being received by the Secretary. Any fifteen members shall form a quorum.

 

c) Notice of the meeting shall be given in writing to every member not less than fourteen days prior to the meeting.

 

d) No business other than that named in the notice shall be brought before a Special General Meeting.

 

e) All expenses incurred in arranging a S.G.M. shall be borne by the Club (Not individual members expense).

 

f) Any person calling such a meeting for what the majority of those present at that meeting consider to be a trifling matter may be subject to disciplinary action under SWRA rule 6e.

 

g) Only fully paid-up members at the time of the meeting may attend and vote at the Annual General or Special General meeting, except that the Committee may invite persons of a specialist nature to attend in an advisory capacity, without voting rights.

 

RULE 12.       

GENERAL MEETINGS RECORD.

a) The Club undertakes to keep a Minute Book, which shall contain a full record of all business transacted at General and Committee meetings, including a record of all guarantees offered by the Club.

 

b) No Officer, Committee member or ordinary Member shall take it upon themselves to publish or cause to be published any detail or account, in part or in whole, of proceedings at any of the Clubs meetings. Reports shall only be made public by the Chairman or Secretary following authorisation from the Committee.

 

RULE 13.       

ALTERATION OF CLUB RULES.

The Rules of the Association shall not be altered except at an Annual General Meeting or Special General Meeting, Such alterations shall not be brought into effect until the Kennel Club has been advised and has given approval to the alterations. New Rules or amendments introduced specifically to meet K. C. requirements shall be adopted immediately and be included in the Society’s Constitution with effect from the Society’s Annual General Meeting. The Rules of the Association shall be binding on all Members.

 

 

RULE 14.       

REFUND OF ENTRY FEE.

In the event of the death of an exhibit, which has been entered for any of the Club Shows, the entry fees shall be returned on production of a veterinarian’s certificate to that effect.

 

RULE 15.       

FEDERATIONS.

The Club shall not join any Federation of Societies or Clubs, which would be unacceptable to the Kennel Club.

 

 

 

                                                                                                         Amended AGM 22 March 2009