Auckland Provincial German shepherd Dog League Inc

 

Club Rules

 

 

 

 

Revised 2014

 


 

Rules of the Auckland Provincial German Shepherd Dog League Incorporated

The Club

1)     Name

The name of the Club is the Auckland Provincial German Shepherd Dog League Incorporated (“the Club”).

 

2)     Headquarters

The Headquarters of the Club is 10 Hall Avenue, Mangere, Auckland.

 

3)     Purposes of the Club

The purposes of the Club are:

a)       To associate with the New Zealand Kennel Club (NZKC);

b)       To hold Championship Shows, Open Shows, Ribbon Parades, Obedience Tests and Agility events;

c)        To provide and contribute to prizes, awards and distinctions or merit in connection with the breeding, rearing, training and exhibition of German Shepherd Dogs;

d)       To conduct training classes for members.  These classes may include all training appropriate for German Shepherd Dogs;

e)       To encourage the breeding of German Shepherd Dogs to the recognised standards, such standards to be adopted by the Club;

f)        To support the aims and objects of the German Shepherd Dog Advisory Council;

g)       To co-operate with and support the efforts of other Clubs, Societies and Associations formed for similar purposes, subject to NZKC approval;

h)       To promote the breed and its outstanding qualities;

i)         To hold social activities for Club members;

j)         To further members’ knowledge as and where possible;

k)       Do anything necessary or helpful to the above purposes;

l)          Monetary gain is not a purpose of the Club.

 

Management of the Club

4)      Managing Committee

a)     The Club shall have a managing committee (“the Committee”), comprising the following persons:

i)       Executive Officers (“the Executive”)

(1)    The President

(2)    The Senior Vice President

(3)   The Junior Vice President

(4)    The Secretary

(5)    The Treasurer

These officers are ex-officio members of the Committee.

ii)     Committee members;

b)     Only club members who have served on the Committee for at least one year in the previous five will be eligible for nomination for Executive Office;

c)      Honorary Officers:

i)       Honorary Officers of the Club shall be the Patron and Vice Patron.  These Officers are not members of the Committee.

 

5)     The Committee

a)     There shall be a minimum of eight and a maximum of twelve committee members in addition to the Executive; 

b)     Only members of the Club may be Committee members.

 

6)      Appointment of Committee Members

The Club Members may decide by majority vote:

a)     Who shall be the President, Vice Presidents, Secretary and Treasurer;

b)     Whether any officer may hold more than one office;

c)      How long each person will be a Committee Member (“the Term”). The maximum Term will be two years.

 

7)     Eligibility for Committee Membership

Any Club Member may be nominated for Committee Membership unless they are:

a)     Under current suspension or expulsion from the NZKC (see Rule 23);

b)      Ineligible for office under the provisions of New Zealand Law.

 

8)      Cessation of Committee Membership

a)     Persons cease to be Committee Members when:

i)        They resign by giving written notice to the Committee.  Such resignation will take effect at the Committee Meeting following receipt of the resignation letter;

ii)     A member is absent from three Committee Meetings within their current term, unless an apology is sent which is accepted;

iii)   they are removed by majority vote at a General Meeting;

iv)    Their term expires;

b)      If a person ceases to be a Committee Member they must, within one month give to the Committee all Club documents (including electronic records) and property.  All passwords and signing authorities in the possession of the individual are also to be handed over to the Committee;

c)      If a person ceases to hold Executive Office and is a co-signatory for the Club bank account they must, within 14 days, complete any documentation from the Bank to enable a transfer of authority which enables use of the Club account.

 

9)     Nominations for Officers and Committee Members

a)     Nominations for Officers shall be called for at least 14 days before an Annual General Meeting. Each candidate shall be proposed and seconded in writing by Members and the completed nomination delivered to the Secretary.  Nominations shall close at the commencement of the AGM;

b)     Nominations for the Committee may be made in advance of the vote for Committee Members;

c)       All retiring Members of the Committee shall be eligible for re-election;

d)      If the position of President becomes vacant between AGMs the Senior Vice President shall fill the vacancy until the next AGM.  If the Senior Vice President no longer holds that office then the Junior Vice President shall fill the vacancy. If the position of any Officer becomes vacant between AGMs, the Committee may appoint another Committee Member to fill that vacancy until the next AGM;

e)     If the position of any Committee Member becomes vacant between AGMs the Committee may appoint another Club Member to fill that vacancy until the next AGM.

 

10)  Role of the Committee

a)     All Committee Members and Officers of the Club have a responsibility to:

i)       act in good faith and in the best interests of the Club when carrying out their roles;

ii)     Comply with relevant legislation and the Rules of the Club;

iii)   Exercise due care when making decisions;

iv)    Administer, manage and control the Club;

v)     Carry out the purposes of the Club, and use money or other assets to do that;

vi)    Manage the Club’s financial affairs including approving the Annual Financial Statements for presentation to the Members at the AGM;

vii)  Authorise the payment of regular bills by the Treasurer.  This authorisation shall be established at the first Committee meeting following the AGM;

viii)Set accounting policies in line with generally accepted accounting practice;

ix)    Delegate responsibility and co-opt Members where necessary;

x)     Ensure that all Members follow the Rules;

xi)    Resolve complaints and grievances;

xii)  Set membership fees and training fees, including subscriptions and levies;

xiii)Make bylaws (see Rule 39);

xiv) Be responsible for the safekeeping and maintenance of trophies and awards;

b)     The Committee has all the powers of the Club, unless the Committee’s power is limited by these rules, or by a majority decision of the Club;

c)      Decisions of the Committee bind the Club, unless the Committee’s power is limited by these Rules or by a majority decision of the Club.

 

11)   Role of the Officers of the Club:

a)     The President is responsible for:

i)       Ensuring that the Rules are followed;

ii)     Chairing meetings, deciding who may speak and when, in accordance with Committee conduct practices outlined in Robert’s Rules of Order;

iii)   Overseeing the operation of the Club;

iv)    Giving a report on the operation of the Club at each Annual General Meeting;

 

b)     The Secretary is responsible for:

i)       Deciding the times and dates for Meetings in consultation with the President and Committee; 

ii)     Setting the agenda for Meetings;

iii)   Sending out notices of meetings at least 7 days in advance of the meeting. Notices may be sent by email, post or text as requested by the Committee Member;

iv)    Sending out the agenda and minutes of the last meeting at least two days in advance of the next meeting;

v)     Recording the minutes of Meetings;

vi)    Keeping the Register of Members;

vii)  Liaising with members who wish to access the Register of Members and provide access to the minute book on request;

viii) Maintaining a record of all Bylaws currently in force;

ix)    Ensuring that the Club’s records, documents and books are held securely at the Club grounds;

x)     Ensuring that any Club documents removed by any Member are done so for a legitimate purpose and are signed for in a register recording the date of removal, reason for removal, name and signature of the Member and date of return;

xi)    Receiving and replying to correspondence as required and approved by the Committee;

xii)  Having custody of the common seal;

xiii)Advising the New Zealand Kennel Club of any proposed rule changes;

xiv) Advising the Registrar of Incorporated Societies of any proposed rule change;

xv)  Advising the Registrar of Incorporated Societies of any alteration to the Rules.

 

c)      The Treasurer is responsible for:

i)       Keeping proper accounting records of the Club’s financial transactions to allow the Club’s financial position to be readily ascertained;

ii)     Collecting and receiving all payments made to the Club. These payments must be banked within seven days of receipt by the Treasurer;

iii)   Paying all mandatory levies and any voluntary levies previously approved by the Committee;

iv)    Paying all regular bills as delegated by the Committee (where possible these should be paid by Direct Debit or Automatic Payment);

v)     Submitting a proposed budget for the financial year to the Committee within three months of taking office;

vi)    Providing monthly financial information (including a current bank statement) to the Committee. This information shall be included in the minutes;

vii)  Preparing annual financial statements for presentation at each Annual General Meeting.  These statements should be prepared in accordance with the Club’s accounting policies and submitted to the Committee for approval prior to being delivered to the auditor(see 10.a.viii and 34.m.iii);

viii)Providing a financial report and financial forecast for the following year at each Annual General Meeting;

ix)    Forwarding the annual financial statements for the Club to the Registrar of Incorporated Societies upon approval by the Members at an Annual General Meeting;

x)     Being a signatory for the Club bank account. The Executive shall determine which of the remaining four Executive Officers shall be co-signatories for the account.

 

12)   Conflicts of Interest

a)     Officers, Committee Members and Members have a duty to report any potential conflict of interest (financial or otherwise) to the Committee as soon as practicable after they become aware of the interest;

b)     Where a conflict of interest has been reported the Member may not take part in discussion of the matter being considered or take part in any decision regarding it. However, where a Committee Member/Officer/Member has not participated in a discussion due to a conflict of interest, they will still be counted as part of a quorum.

 

13)  Committee Meetings

a)      Committee meetings may be held at the Club Grounds, via video or telephone conference, or other formats as the Committee may decide;

b)     Committee meetings shall be held at least once a month;

c)      No Committee Meeting may be held unless more than half of the Committee Members (including Executive Officers) attend (“a quorum”);

d)     The President shall chair Committee Meetings or if the President is absent the Senior Vice President shall chair that meeting.  In the absence of both the Committee shall elect a Committee Member to chair that meeting;

e)     Decisions of the Committee shall be by majority vote;

f)      The President or person acting as Chair of the meeting has a casting vote, that is a second vote to be used in the event of a tie;

g)     Only Committee Members present at a Committee Meeting may vote at that meeting;

h)     Subject to these Rules, the Committee may regulate its own practices;

i)       The President/Chair shall adjourn the meeting if necessary;

j)       Adjourned Meetings: If within half an hour after the time appointed for a meeting a quorum is not present the meeting shall stand adjourned to a day, time and place determined by the President/Chair of the Club and if at such adjourned meeting a quorum is not present the meeting shall be dissolved without further adjournments;

k)     An Emergency Committee Meeting may be called to discuss urgent matters that need an immediate decision to be taken.  In this case the required seven days notice of meetings will be waived. The Secretary must take all reasonable steps to inform all Committee Members of the Meeting. A quorum for an Emergency Committee Meeting will be six Committee Members, including at least one Executive Officer. The business of the Meeting will be confined to the urgent matter and immediate decision to be taken.  Routine Club business will not be discussed. The President will report on the reason for any Emergency Committee Meeting and its outcome at the next Committee Meeting and the next Annual General Meeting (in the President’s Report).

 

14)  Disputes Panel

The Committee will appoint a Disputes Panel at the first Committee Meeting after the Annual General Meeting.  It will consist of a minimum of three Committee Members.

 

15)  Role of the Disputes Panel

a)     The Disputes Panel will:

i)       Consider complaints or grievances;

b)     If a member of the Disputes Panel has a potential conflict of interest then they must declare it (see Rule 12) and another Committee Member must be co-opted onto the Disputes Panel.

 

16)  Training Committee

a)     A separate Training Committee shall be elected annually. The Training Committee is not a sub-committee. It may act independently of the Main Committee but must liaise closely with it. The Training Committee shall be responsible for their own finances and their funds shall be included in the general funds but separately recorded;

b)     Annual election of the Training Committee shall take place within the month following the Annual General Meeting.  Notice of the meeting to elect the Training Committee (“The Annual Training Committee Meeting”) will be included in the Newsletter. This meeting must be held before the end of April;

c)      The Training Committee shall consist of at least seven members and a maximum of ten members to be elected at the Annual Training Committee Meeting. Any Club Member is eligible for election to the Training Committee;

d)     The Training Committee shall then appoint Officers from within their numbers.

 

17)  Role of the Training Committee

a)     The Training Committee is responsible for:

i)       Organising and administering all training activities that take place at the Club;

ii)     Organising shows or parts of shows that relate to activities being carried out at the Club.  This includes Obedience, Agility, Rally-O and any other activities; 

iii)   The Training Committee is not responsible for Show Training or the organisation of Breed Shows;

b)     Role of the Officers of the Training Committee:

i)       The Chairperson is responsible for:

(1)   Ensuring that the Rules are followed;

(2)   Convening meetings;

(3)   Chairing meetings, deciding who may speak and when, in accordance with Committee conduct practices outlined in Robert’s Rules of Order;

(4)   Giving a report on the operation of Training Activities at each Committee Meeting. The Training Committee Chairperson shall have full speaking rights at Committee Meetings.  The Chairperson shall also report on the operation of Training Activities at the Annual General Meeting. If the Training Committee Chairperson cannot attend the Main Committee meeting they will nominate a representative to attend in their place;

ii)     The Secretary is responsible for:

(1)   Sending out notices of meetings at least 7 days in advance of the meeting. Notices may be sent by email, post or text as requested by the Committee Member;

(2)   Deciding the times and dates for Meetings, and setting the agenda for Meetings;

(3)   Sending out the agenda and minutes of the last meeting at least two days in advance of the next meeting;

(4)   Recording the minutes of Meetings;

(5)   Attending to all correspondence regarding training and the organisation of related show matters;

(6)   Sending duplicates of all correspondence to the Main Committee Secretary;

iii)   The Treasurer is responsible for:

(1)   Collecting all training fees and paying them into the Club bank account;

(2)   Keeping records of all financial matters relating to the Training Committee in line with Club accounting policies;

iv)    The Chief Instructor is responsible for:

(1)   Overseeing all training activities held at the Club;

(2)   Organising instructors for classes;

(3)   Ensuring that appropriate curricula are being followed in each class;

(4)   Regularly monitoring classes;

(5)   Organising Instructor Meetings to discuss training methods and activities being carried out.

 

Club Membership

18)   Types of  Members

a)     A Member is an Ordinary Member, Family Member or a Life Member;

b)     An Ordinary Member or Family Member has the rights and responsibilities set out in these Rules;

c)      A Life Member has all the rights and responsibilities of an Ordinary Member or Family Member (including the right to vote) but does not pay the Club’s annual subscription fee.  A Life Member is deemed a club member for life unless they resign or have the privilege removed by a 2/3 majority vote at a General Meeting.

 

19)  Admission of Members

To become an Ordinary Member or Family Member a person (“The Applicant”):

a)     Must complete an application form and pay the appropriate membership fee;

b)     Must supply any other information required by the Committee that is relevant to their application;

c)      In the case of a Family Membership all family members who wish to regularly attend the Club and participate in activities, must be listed on the application form. At least one Family Member must be aged 18 or over and shall be responsible for supervision of their Family Members and dogs;

d)     The application form and the application fee shall be delivered to the Secretary. The Secretary will issue a receipt for the application fee. The application will then be submitted to the next Committee Meeting for approval;

e)     The Secretary shall check Club records including the record of terminated memberships and shall inform the Committee of any relevant information regarding the Applicant;

f)      The Committee shall have complete discretion when it decides whether or not to let the Applicant become an Ordinary Member or Family Member. The Committee shall advise the Applicant of its decision and that decision shall be final. The Secretary shall return the membership fee paid by unsuccessful applicants. An unsuccessful applicant shall be entitled to reapply for Membership in the following club year.

 

20)  Eligibility for Membership

a)     Any Applicant who has previously been a Member of the Club but whose membership was terminated under Rule 26 may reapply for membership after 12 months;

b)     Any Applicant who is currently suspended or expelled from the NZKC is ineligible for Membership;

c)      Any Applicant aged under 18 is not eligible for individual membership.

 

21)  Life Membership

a)     To become a Life Member a person:

i)       Must have been a Club Member for a continuous period of at least ten years;

ii)     Must have made an ongoing, significant contribution to the Club;

b)     Nominations for Life Membership must be made in writing to the Committee and must be received by the Secretary at least 28 days before the Annual General meeting.  The written nomination should include:

i)       The proposed Life Member’s name;

ii)     Length of Membership of the Club;

iii)   Offices held and details of Committee Membership;

iv)    Information about the ongoing contributions that the member has made to the life and work of the Club;

v)     Any further information about the nominee that it is believed demonstrates their contribution and commitment to the wider dog world;

c)      The Committee will consider nominations for Life Membership at the final Committee Meeting prior to the AGM.  The Committee must approve any nominations by two thirds majority vote before they are presented to the AGM;

d)     If approved by the Committee, the nomination letter will be read out to the Members at the AGM.  Life Membership will be granted if approved by a two thirds majority vote.

 

22)  The Register of Members

a)      The Secretary shall keep a register of Members (“The Register”) which shall contain the names, postal addresses, email addresses and telephone numbers of all Members, the dates at which they became Members and whether their membership has been terminated;

b)     If a Member’s contact details change, that Member shall give the new postal address, email address and/or telephone number to the Secretary;

c)      Each Member shall provide such other details as the Committee requires;

d)     Members shall have reasonable access to the Register of Members for stated purposes which must align with the objects of the Club.

 

23)   Cessation of Membership

a)     Any Member may resign by giving written notice to the Secretary;

b)      Membership will be automatically terminated if, during the course of the Membership year, the Member is suspended or expelled from the NZKC;

c)      A Member may have his or her Membership terminated if the Committee has passed a resolution that a Member has committed a serious breach of the Rules or has acted in a manner incompatible with the purposes of the Club. This resolution may only be passed at a Disciplinary Meeting of the Committee (See Rules 25 and 26);

d)     When a Member’s Membership ceases for whatever reason, the Member must return any Club property they hold (including any cup, trophy or award) within one month or as agreed with the Committee.

 

24)  Obligations of Members

a)     All Members (and Committee Members) shall promote the purposes of the Club and shall do nothing to bring the Club into disrepute;

b)     All Members agree to abide by the members code of conduct, and understand that they are responsible for themselves, any guests and their dogs while at the club grounds. The club does not accept responsibility financially or otherwise for liabilities unless specified by Law.

 

25)  Complaints, Grievances and Breaches of Club Rules

a)     Members’ Complaints and Grievances

i)       If a member believes that they have cause for complaint against another member or a grievance about their treatment by the Club then they may submit a complaint letter to the Committee.  Any complaint letter must include the name of the person/persons being complained about, details of the alleged conduct or grievance which is the cause of the complaint and the date or dates on which this occurred. The letter should also include detail of any evidence about the complaint. The letter must be accompanied by a $20 complaint fee. This fee will be refunded if the complaint is upheld. Complaints must be submitted within 60 days of the incident causing the complaint or of the Member becoming aware of the incident;

ii)     The Club Secretary will acknowledge receipt of all complaint letters and advise that the matter will be sent to the Disputes Panel;

iii)   The Disputes Panel will consider the complaint letter and if it considers the matter to be trivial, not to constitute misconduct or to be without basis then the Panel will inform the Member that no further action will be taken;

iv)    If the Disputes Panel believes that there may be a case to answer or that the matter requires further investigation then they will follow the process outlined below:

(1)   The Member who is the subject of the complaint will be informed in writing of the specific allegations against them and will be asked to provide their response to the allegations within 14 days of receipt of the letter. Their response, any supporting evidence and the complaint letter will be considered by the Disputes Panel;

(2)   If the complaint or grievance is upheld then the Disputes Panel will determine whether the matter is of such a serious nature that it will recommend termination of membership.  In this case the matter will be referred back to a Disciplinary Hearing of the Main Committee.  If the Disputes Panel believe the matter to be less serious it will write to the Member informing them of how they have breached the Rules and what actions they need to take in order to remedy the situation;

(3)   The Disputes Panel will inform all parties of their decision about the complaint;

 

b)     Breaches of Club Rules or Objects

i)       If, at a Committee meeting, it is agreed that a Member has committed a serious breach of the Rules or has acted in a manner incompatible with the purposes of the Club, the Committee may resolve to convene a Disciplinary Meeting.

 

26)  Disciplinary Meetings

a)     If the matter has been referred to a Disciplinary Meeting of the Committee the Club Secretary will give written notice to the Member (“the Committee’s Notice”);

b)     The Committee’s Notice must state:

i)       how the Member has breached the Rules or acted in a manner incompatible with the purposes of the Club;

ii)     that the Member must write to the Committee providing their explanation and any supporting evidence;

iii)   the date and time of the Disciplinary Meeting being held to consider the matter which the Member (and a support person) and the Complainant will be entitled to attend;

iv)    that if the Committee is not satisfied it may terminate the Membership;

v)     that if the Committee terminates the Membership, the Member may appeal to the Club;

vi)    The Committee Notice must be sent by Registered Post/Courier Post;

c)      The Disciplinary Meeting must be held within twenty one days from the Member’s receipt of the Committee’s Notice;

d)     The Committee may by majority vote resolve to terminate a Membership by giving the Member written notice (“Notice of Termination”), which takes immediate effect.  The Notice of Termination must state that if a Member wishes to appeal they must inform the Club Secretary in writing within 14 days of receipt of the Notice of Termination. The Member must be advised that they may provide a statement which the Club Secretary will give to all Members attending the Club Meeting.

 

27)  Appeal Process

a)     If an Appeal is received the Club Secretary will call a Club Meeting within 28 days. Members must receive a minimum of 14 days notice of the meeting;

b)     When the Member is heard at a Club Meeting, the Club may question the Member and the Committee Members.  The Member may also ask questions of the Committee Members and/or other Club Members. If a written statement has been provided then it will be made available to all Members attending the meeting;

c)      The Club shall then by majority vote decide whether to confirm the termination, or whether to reinstate the Member;

d)     When a Membership is terminated the Secretary shall record the decision and reason in the Membership Register;

e)     The Member has the right to submit an appeal to the NZKC regarding the outcome of any disciplinary decision.

 

Money and other Assets of the Club

28)  Use of Money and Other Assets

a)     The Club may only use Money and Other Assets if:

i)       It is for a purpose of the Club;

ii)     It is not for the sole personal or individual benefit of any Member; and

iii)   That use has been approved by either the Committee or by majority vote of the Club and the decision has been recorded in meeting Minutes;

b)     Any proposed expenditure in excess of $3000 or of potentially large, indeterminate initial cost (e.g. Expense incurred as a result of legal bills) must be approved by majority vote of the Club Membership before any contractual obligation is entered into;

c)      Any resolution regarding change in ownership of the Club Grounds (including using the grounds as surety or raising a mortgage) shall be:

i)       Approved by a two thirds majority vote of Club Members at a General Meeting;

ii)     Confirmed by a two thirds majority vote of Club Members at a further General Meeting called specifically for that purpose. This meeting must be held not more than 30 days after the date on which the resolution to be confirmed was passed.

 

29)  Payments to Members

a)     No member or person associated with a member shall take part in or influence any decision made by the Club regarding any payment, benefit or advantage made to or on behalf of the member or associated person; (See Rule 12, Conflicts of Interest)

b)     No member or their friends, family or associates may receive a private income, benefit or advantage from the Club;

c)      Members may receive payment for;

i)       Professional work or services carried out for the Club;

ii)     expenses incurred on behalf of the Club;

iii)   money lent to the Club;

d)     Any such payments made must be:

i)       reasonable;

ii)     in line with the current market rate for the work;

iii)   approved by either the Committee or a Club Meeting as stated in Rule 28.

 

30)  Annual Subscriptions, Training Fees and Levies

a)     Annual subscriptions will be reviewed by the Committee every October.  Training fees and levies will be reviewed periodically. Any changes in these charges will be notified to Members through the Club Newsletter and/or the Membership Renewal form. If no notifications are made then charges will remain the same as in the previous year;

b)     Notices of Renewal will be sent to Members by the end of the second week in December each year;

c)      Annual subscriptions will be due on the 1st January;

d)     Any person joining the Club after 31st October shall be deemed to have joined for the current and following year;

e)     Training fees will be due at the start of each class;

f)      If any Member does not pay a Subscription, fee or levy by the due date or time as set by the Committee or Club, the Secretary will give written notice that, unless the arrears are paid by two months after the due date, the Membership will be terminated.  After that date, the Member shall (without being released from the obligation of payment of any monies due to the Club) have no Membership rights and shall not be entitled to participate in any Club activity.

 

31)  Additional Powers

a)     The Club may:

i)       Employ people for the purposes of the Club;

ii)     Exercise any power a trustee might exercise;

iii)   Invest in any investment that a trustee might invest in;

iv)    Borrow money and provide security for that if authorised by a two thirds majority at any Club Meeting.

 

32)  Financial Year

The financial year of the Club is a calendar year beginning 1st January and ending 31st December.

 

33)  Assurance on the Financial Statements

a)     The Club shall appoint an Auditor at the Annual General Meeting to audit the annual financial statement of the Club.  The Auditor shall report on whether the financial statements are prepared in all material respects in accordance with the Club’s accounting policies.  The Auditor must be a suitably qualified person and preferably shall be a member of the New Zealand Institute of Chartered Accountants, and must not be a member of the Club, or an employee of the club. If the club appoints an Auditor who is unable to act for some reason, the Committee shall appoint another Auditor as a replacement;

b)     The Committee is responsible for providing the Auditor with:

i)       Access to all information of which the Committee is aware that is relevant to the preparation of the financial statements such as records, documentation and other matters;

ii)     Additional information that the auditor may request from the Committee for the purpose of the audit;

iii)   Reasonable access to persons within the Club from whom the Auditor determines it necessary to obtain evidence.

 

Conduct of Meetings

34)  Club Meetings

a)     A Club Meeting is either an Annual General Meeting or a Special General Meeting

b)     The Annual General Meeting shall be held once every year no later than three months after the end of the Club’s Financial year.  The Committee shall determine when the Club shall meet within those dates;

c)      Special General Meetings may be called by the Committee. The Committee must call a Special General Meeting if the Secretary receives a written request signed by at least six Members;

d)     The Secretary shall:

i)       Give all Members at least 14 days Written Notice of the business to be conducted at any Club Meeting;

ii)     Provide (if appropriate) a copy of the President’s Report on the Club’s operations and of the Annual Financial Statements as approved by the Committee;

iii)   Provide a list of Nominees for the Executive Officers, and information about those Nominees if it has been provided. (The Secretary must not provide Members with information exceeding one side of an A4 sheet of paper per Nominee);

iv)    Give notice of any motions and the Committee’s recommendations about those motions;

e)     If the Secretary has sent a notice to all Members in good faith, the Meeting and its business will not be invalidated simply because one or more Members do not receive the notice;

f)      All Members may attend and vote at Club Meetings;

g)      No Club Meeting may be held unless at least 15 Members attend (this will constitute a quorum);

h)     All Club Meetings shall be chaired by the President.  If the President is absent then one of the Vice Presidents shall Chair the Meeting. In the absence of both President and Vice Presidents the Club shall elect another Committee Member to Chair that meeting. Any person chairing a Club Meeting has a casting vote;

i)       On any given motion at a Club Meeting, the President/Chair shall in good faith determine whether to vote by:

i)       show of hands or

ii)     secret ballot

j)       However, if any Member demands a secret ballot before a vote by show of hands has begun, voting must be by secret ballot. If a secret ballot is held, the President/Chair will have a casting, that is a second vote, that will be used in the event of a tie;

k)     At the close of voting all voting papers will be placed in a sealed envelope by the scrutineers and retained by them for two months following the meeting;

l)       All voting for Officers and Committee Membership shall be by secret ballot;

m)   The business of an Annual General Meeting shall be:

i)       Receiving any minutes of the previous Club Meeting;

ii)     The President’s report on the business of the Club;

iii)   The Treasurer’s report on the finances of the Club, the Annual Financial Statements and a financial forecast for the following year;

iv)    The Training Committee’s report on training activities carried out at the Club;

v)     Presentation of Annual Awards;

vi)    Election of Honorary Officers (Patron and Vice Patron);

vii)  Election of Committee Members and Executive Officers;

viii)Appointment of Auditor;

ix)    The Club may elect a Representative to the German Shepherd Dog Advisory Council;

x)     Motions to be considered;

xi)    General business;

n)     The President/Chair of the meeting shall adjourn the meeting if necessary;

  • o)     Adjourned Meetings:  If within half an hour after the time appointed for a meeting a quorum is not present, the meeting, if convened upon requisition of members shall be dissolved; in any other case it shall stand adjourned to a day, time and place determined by the President/Chair, and if at such adjourned meeting a quorum is not present the meeting shall be dissolved without further adjournments.  The President/Chair may with the consent of any Club Meeting adjourn the same from time to time and from place to place but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.

 

35)  Motions at Club Meetings

a)     Any Member may request that a motion be voted on (“Member’s Motion”) at a particular Club Meeting, by giving written notice to the Secretary at least 28 days before that meeting.  The Member may also provide information in support of the motion (“Member’s Information”). The Committee may in its absolute discretion decide whether or not the Club will vote on the motion.  However, if the Member’s Motion is signed by at least 15 members:

i)       It must be voted on at the Club Meeting chosen by the Member; and

ii)     The Secretary must give the Member’s Information to all Members at least 14 days before the meeting chosen by the Member; or

iii)   If the Secretary fails to do this, the Member has the right to raise the motion at the following Club meeting;

b)     The Committee may also decide to put forward motions for the Club to vote on (“Committee Motions”) which shall be suitably notified to all members.

 

36)  Trophies and Awards

a)     Only Club Members may receive cups, trophies, awards and prizes of the Club except those present for Open Competition;

b)     Members who receive a trophy or award must return it in good condition to the Club 28 days before the show for which they are due in competition. Trophies and awards presented at the AGM must be returned 28 days before the AGM the following year.

c)      Each year at the first Committee Meeting the Committee shall appoint a Trophy Steward;

d)     The responsibilities of the Trophy Steward are:

i)       To maintain a register of trophies which shall include the name of the Member it has been awarded to each year,  the Member’s signature, the date of award and date of return of the trophy;

ii)     To send reminder notices to trophy holders informing them of the date by which their trophy or award must be returned and any procedure for returning it;

e)     If trophies or awards are returned late additional costs may be incurred in preparing them for presentation. The Committee may charge those costs to the Member who held the trophy or award;

f)      If any trophy or award is returned damaged the Member who held the trophy or award will be charged for the cost of repair.  If it is uneconomical to repair the trophy or award then the Member will be charged for the replacement cost;

g)     Any Member failing to return a trophy will be liable for the full replacement cost of the trophy.

 

Common Seal

37)  Common seal

a)     The Committee shall provide a common seal for the Club and may from time to time replace it with a new one;

b)     The Secretary shall have custody of the common seal, which shall only be used by the authority of the Committee. Every document to which the common seal is affixed shall be signed by the President and countersigned by the Secretary or a member of the Committee.

 

Altering the Rules

38)  Altering the Rules

a)     The provisions of Rule 29 shall not be removed from the Club Rules.  It shall be included and implied in any document replacing these Rules;

b)     No changes to the rules may be approved if they change the nature of the Club;

c)      The Club may alter or replace these Rules at a Club Meeting by a resolution passed by a two-thirds majority of those Members present and voting;

d)     Any proposed motion to amend or replace these Rules shall be signed by at least 15 eligible Members and given in writing to the Secretary at least 28 days before the club Meeting at which the motion is to be considered, and accompanied by a written explanation of the reasons for the proposal;

e)     At least 14 days before the General Meeting at which any Rule change is to be considered the Secretary shall give to all Members written notice of the proposed motion, the reasons for the proposal, and any recommendations the Committee has;

f)      When a Rule change is approved by a General Meeting no Rule change shall take effect until the Secretary has notified the New Zealand Kennel Club of the proposed changes and the NZKC have approved them. The changes will then be filed with the Registrar of Incorporated Societies;

g)     When a Rule change has been filed with the Incorporated Societies the Club Rules shall be updated to include the amended rule in the correct place, duly numbered, with the amendment shown in bold italics. The cover of the rules will include a statement “Including amendments to (date)”. Updated Rules shall be available on the Club Website;

h)     The Committee will establish a review sub-committee every three years to conduct a periodic review of the rules.

 

Bylaws

39)  Bylaws to govern the Club

a)     The Committee may from time to time make, alter or rescind bylaws for the general management of the Club, so long as these are not inconsistent with these rules or the provisions of law;

b)     All such bylaws shall be agreed upon by majority decision of the Committee and the decision recorded in the Minutes of the relevant meeting;

c)      Members will be notified of additional bylaws or changes to existing bylaws through the Club newsletter. A full copy of all current bylaws shall be available for inspection by any Member on request to the Secretary.

 

Winding Up

40)  Winding up

a)     The Club may be wound up voluntarily if the Club Members:

i)       Pass a resolution at a General Meeting. This resolution must be passed by a 2/3 majority;

ii)     Confirm the resolution at a second General Meeting called together for that purpose. This meeting must be held not more than 30 days after the date on which the resolution to be confirmed was passed;

b)      If the Club is wound up the Club’s debts, costs and liabilities shall be paid;

c)      The surplus Money and Other Assets shall be paid to the New Zealand Kennel Club to be held in trust for payment to any replacement Club subsequently formed with the approval of the NZKC. If no replacement club is formed within ten years then all monies held in Trust will be donated to the NZKC;

d)     No distribution may be made to any Member.

 

Definitions

41)  Definitions and Miscellaneous matters

a)      In these Rules:

i)       “Majority Vote” means a vote made by more than half of the Members who are present at a Meeting and who are entitled to vote and voting at that Meeting upon a resolution put to that Meeting;

ii)     “Money or Other Assets” means any real or personal property or any interest therein, owned or controlled to any extent by the Club;

iii)   “Club Meeting” means any Annual General Meeting, or any Special General Meeting, but not a Committee Meeting;

iv)    “Use Money or Other Assets” means to use, handle, invest, transfer, give, apply, expend, dispose of or in any other way deal with Money or Other Assets;

v)     “Written Notice” means communication by post, electronic means (including email and website posting) or advertisement in periodicals or a combination of these methods;

b)      it is assumed that:

i)       where a masculine is used, the feminine is included;

ii)     where the singular is used, plural forms of the noun are also inferred;

iii)   headings are a matter of reference and not a part of the rules;

c)      A copy of current Rules will be posted on the Club website;

d)     Matters not covered in these rules shall be decided upon by the Committee.

©2005