Rules

1. NAME & OBJECTS

The Society shall be called Westmorland Canine Association Its objects shall be:

• To foster interest in all breeds of dog.
• To facilitate the exchange of news and views on all canine matters.
• To hold shows and matches.

2. OFFICERS & COMMITTEE

The Society shall consist of:

• President
• Chairman
• Vice-Chairman
• Honorary Secretary
• Honorary Treasurer
• Committee of up to 8 members
• Unlimited number of members. No restriction as to residence is to be applied.

3. COMMITTEE

The management of the Society shall be in the hands of the following officers of the Society:

• President
• Chairman
• Vice-Chairman
• Hon. Secretary
• Hon. Treasurer
• 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 five years.
• And a committee of eight members all of whom are elected for a three year term at the end of which they may offer themselves for re-election (except if disqualified by rules 10 & 17).
• Current committee members with twelve month's continuous service on the committee may stand for election as an officer of the club when vacancies arise, except the office of President. If no committee member is qualified to stand for election as an officer under this rule, or no committee member who qualifies is willing to stand for election, then the remaining officers must ensure that the club management continues to be carried out satisfactorily until the next AGM.
• The President is elected at the AGM when a vacancy arises. Candidates for President are nominated by the committee and voted on by the members in general meeting.
• Where two members are elected onto the committee who have previously paid the reduced rate of membership as joint members together, they must on appointment to the committee each pay a single rate membership.

All the Officers and Committee, except the Chairman, shall have full voting rights at Committee and General Meetings. The Chairman shall have a casting vote in the event of a tie.

Meetings of the Committee shall be held as often as deemed necessary but at least one committee meeting will be held every four months.

A quorum for Committee meetings shall be two officers and 3 committee members.

Management vacancies arising between general meetings:

• The Committee shall have the power to co-opt members on to the Committee in the event of positions becoming vacant between General Meetings.
• Where an officer vacancy remains unfilled after the AGM, and no existing committee member is willing to be co-opted, the committee may co-opt a suitably qualified, willing, candidate. Where there is more than one candidate and they are equally qualified for the post, preference will be given to club members.
• Those co-opted shall only hold office until the next General Meeting of the Society at which an election of Officers and Committee takes place.
• Co-opted committee members shall have full voting rights at Committee meetings.
• No individual who has been a member for less than two consecutive years may be elected on to the Committee.

4. ELECTION OF MEMBERS

Candidates for membership shall be accepted on payment of subscription, subject to approval of the committee. Membership for the current year must be paid by the 31st January.

5. 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 Society. A declaration of the number of Members of the Society must be made with Annual Returns.

6. VOTING RIGHTS

• Each Member shall be entitled to one vote after six months membership.
• Postal votes/proxy votes are not allowed.
• Joint members have one vote each.
• Junior members will be accepted from the age of six to sixteen years, but will not have voting rights.
• Voting shall be by secret ballot or show of hands as appropriate and decided by a majority at the meeting.
• Voting for officers will be by secret ballot when more than one candidate is standing for election.
• In the event of a tie the Chairman shall have the casting vote.

7. CLUB PROPERTY

The property of the Society shall be vested in the Committee. In the event of the Society ceasing to exist, a final General Meeting shall be called to decide the disposal of the Society'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.

8. CLUB ACCOUNTS

(a) A Banking Account shall be held in the name of the Society at : Barclays Bank plc.

Into which all revenue of the Society shall be paid and from which withdrawal shall only be made on any two of the signatures below:

• Hon. Treasurer
• Hon. Secretary
• Chairman
• Vice Chairman

The accounts will be certified annually and presented to the Members at the Annual General Meeting.

NOTE: Certification of accounts will be carried out by one qualified accountant or two unqualified individuals with accountancy experience, and being approved by members at the preceding years AGM.

Those undertaking the certification must be independent from those who prepare the accounts.

9. SUBSCRIPTIONS

• The annual subscription shall be such amount as agreed by Members 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 all present.
• Subscriptions are due 1st January. No Member whose subscription is unpaid is entitled to any of the privileges of membership. If a member fails to pay outstanding subscriptions by 31st January in the current subscription year (e.g. by 31/01/2011 for the year 2011) 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.
• New members joining in December will be included on the register until the end of the following December. This will not apply to renewals by lapsed members who will be treated as paying for the current calendar year.
• Joint membership is available to two individuals in the same household or two individuals with a joint registered interest in a kennel name.

10. 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 Society.

If the conduct of any Member shall, in the opinion of the Committee of the Society, be injurious or likely to be injurious to the character or interests of the Society, the Committee of the Society 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 Society 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 Society 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 Society expels any Member for discreditable conduct in connection with dogs, dog shows, trials or competitions, the Society must report the matter in writing to the Kennel Club within seven days and supply any particulars required.

11. FINANCIAL YEAR/ANNUAL GENERAL MEETING

• The financial year of the Society shall be from 1st January to 31st December.
• The Annual General Meeting shall be held before the end of March following the year end.

12. ANNUAL GENERAL MEETING

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 (14 days) has been given to the Hon. Secretary. 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 the 1st January in each year) by inclusion of the relevant information in the

• Limit Show Schedule (The Limit Show is held annually in March)

Not less than four weeks notice of the meeting will be given.

Signatures of proposers, seconders, candidates and any other related information, including items for the agenda are required by the Secretary 14 days before the date of the annual general meeting. The agenda will be circulated at the meeting.

12a. SPECIAL GENERAL MEETING

A Special General Meeting shall be summoned by the Hon. Secretary if fifteen members send a signed requisition stating the subject to be discussed and requesting a Special General Meeting to do so. The Committee of the Society 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.

Notice of such meetings will be given to members in the canine press.

14 days notice will be given in writing to all paid up members of an SGM, which shall be held at such time and place as the committee shall decide. A SGM shall be held within 28 days of receipt of the special requisition.

The agenda will be posted to all fully paid up members

13. AMENDMENTS TO RULES

The rules of the Society may not be altered except at a General Meeting, the notice for which contains specific proposals to amend the rules.

Any proposed alteration to the rules may not be brought into effect until the Kennel Club has been advised and approved the alteration.

New rules or amendments introduced specifically to meet Kennel Club requirements shall be adopted immediately.

14. 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 Society which may occur during the course of the year.

15. KENNEL CLUB FINAL AUTHORITY

The Kennel Club is the final authority for interpreting the rules of the Society in all cases relative to canine or society matters.

The Society shall not join any Federation of Societies or Clubs.

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.