RULES OF THE CLUB
1. Name and Objects of the Club
i) The name of the club shall be the Shar-Pei Club of Great Britain.
ii) The objects of the club shall be to promote the breeding and showing of Chinese Shar-Pei according to the breed standard laid down by the Kennel Club.
2. Members of the Club
i) The club shall consist of an unlimited number of members whose names and addresses shall be kept on a register by the secretary. The register shall be open to inspection by members or The Kennel Club at all times. Founder membership closed on 23rd April 1983.
ii) There shall be two types of membership: 1. Full membership, 2. Associate membership.
1 Full Membership.
Any reputable person favourable to the objects of the club and its code of ethics shall be eligible for full membership providing they have been associate members for three years and are over the age of sixteen. A full member is entitled to all voting rights and privileges offered by the club and may hold office.
2 Associate Membership.
Any person favourable to the objects of the club and its code of ethics shall be eligible for associate membership. An associate member will enjoy all the rights and privileges of members, including invitation to all club events and eligibility to compete for all club awards, but is not eligible to vote or hold office.
A candidate for associate membership shall send his or her application, together with the appropriate subscription, to the membership secretary, who shall bring same before the committee. The admission of associate members shall be in the hands of the committee.
After two years (24 months) membership, associate members may be considered for full membership. Admission to full membership shall be in the hands of the committee. Once admitted to full membership this will take immediate effect.
NB: Unless otherwise stated, hereinafter “member” refers to both full members and associate members.
iii) Members are expected to abide by the club code of ethics as appended to these rules and regulations, (Appendix 1), and accept that, if believed to be in breach of these, will be subject to disciplinary action under Club Rule 6ii) and may be expelled from the club.
i) The annual subscription for the following year to be suggested by the committee to the annual general meeting (AGM) and to be payable on election and thereafter on the 31 January each year.
ii) The subscription for anyone joining after the 1 October shall be valid for the following year. No-one shall be deemed a member of the club or entitled to privileges of membership until the annual subscription be paid.
iii) Any member may withdraw from the club by giving notice to the secretary in writing before the 31 December in any year, but such a member shall be liable for his or her subscription for the current year in which he or she gives notice, and for other monies due to the club.
4. Joint Ownership
In the case of a husband and wife or joint partnership of dogs, a joint subscription shall be available.
5. Overdue Subscriptions
The committee shall have the power to erase a members name from the list of members if the subscription has not been paid within one month, (28 days) of being due; however, if within three months, the arrears are paid said member shall be re- admitted to membership, but without voting rights for 28 days.
6. Member Suspended
i) Any member who shall be disqualified under Kennel Club Rule A11.j.(5) and/or Kennel Club Rule A11.j.(9) shall, ipso facto, cease to be a member of the club.
ii) If the conduct of any member shall, in the opinion of the committee, be injurious or likely to be injurious to the character or interests of the club, which may include a breach of the code of ethics or rules and regulations, the committee may at a meeting, the notice convening which included as an object the consideration of the conduct of such a member, determine that a ‘special general meeting’ (SGM) of the club shall be called for the purpose of passing a resolution to expel him or her.
iii) Notice of the SGM shall be sent to the accused member, giving particulars of the complaint and advising him or her of the place, date and hour of the meeting, so that he or she may attend or offer an explanation.
iv) If, at the special general meeting, a resolution to expel is passed by two-thirds majority of the members present and voting, his or her name shall forthwith be erased from the list of members, and he or she shall whereupon cease for all purpose to be a member of the club, except that he or she may, within two calendar months from the date of such a meeting, appeal to the Kennel Club upon and subject to such conditions as the Kennel Club may impose.
7. Member Expelled
i) No person who shall have been expelled from the club shall be entitled to recover any portion of his or her subscription or have any claim against the club, its officers or committee.
ii) If a member is expelled under the terms of rule 6(i) or 6(ii), the Kennel Club shall be informed in writing within seven days and supply any particulars required.
8. Officers of the Club
i) The officers of the club shall consist of a president, two vice-presidents, chairman, vice-chairman, secretary and treasurer. All officers and committee, apart from the president and vice-presidents, shall serve a three-year term following their election at the AGM, standing down, but being eligible for re- election at the end of their term. The president and vice-presidents shall be elected for life, standing down voluntarily, or being de-selected through the process of a general meeting.
ii) Should the president fail to complete his/her term of office, one of the vice-presidents shall be nominated by the committee for elevation to the post of president. In the event of the vice-president being so elevated, the post of second vice-president shall remain vacant until the next general meeting, when an election to fill this post shall take place.
9. Management of the Club
i) The club shall be managed by a committee of 12, including the chairman, secretary and treasurer; the chairman, secretary and treasurer with full voting powers. The president and vice-presidents shall have full voting powers at meetings. The president shall have a casting vote at the AGM only, or, in his/her absence, the longest standing vice-president. The chairman shall be chairman of the club. In the event of the chairman and vice-chairman both being absent, the members of the committee shall elect a chairman for that meeting from those present.
ii) Five members of the committee (one officer and four members) shall form a quorum. In the case of equality of votes, the chairman shall have a second or casting vote. The committee shall have the power to fill a casual vacancy occurring in its membership from the unsuccessful candidate with the highest number of votes at the last AGM where possible.
iii) Only full members shall be eligible for election to the committee, or to nominate another full member. However, any member may be co-opted onto the committee in a specialist capacity, but without voting rights.
iv) No committee member may be elected to executive office until they have served 12 months as a committee member.
v) No committee member may serve on the committee of another Shar-Pei Club and should declare their interest if nominated.
vi) Up to two members of one family, or domiciled at the same address may serve on the committee together but only one of the two may hold office at any time.
vii) No person whilst an undischarged bankrupt may serve on the Committee of or hold any other office or appointments within a Kennel Club registered society.
viii) 14 days notice shall be given of committee meetings, but the chairman may authorise meetings to be called on shorter notice at his discretion.
ix) There shall be a meeting of the committee as often as deemed necessary and in any case not less than three times a year.
x) Any committee member who misses two consecutive meetings and fails to send adequate apologies or whose reasons for non- attendance are, in the opinion of the committee, not substantive shall lose his or her committee place.
xi) Judging list. The club's list will be reviewed and amended at each committee meeting and CVs accepted throughout the year for review at the next available committee meeting.
NOTE: If all the above criteria are met, this does not mean automatic inclusion in the judging list.
xiii) The club shall not join any federation of societies or clubs.
The Club will maintain an up to date list of members and their addresses, and those of branch members where appropriate, and, if so requested, make the list 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 the annual returns.
11. Social media use
No member shall use social media to make derogatory comments – direct or implied – about another member, the club, or officials of the club. Such conduct may be incompatible with continued membership and may lead to the expulsion of that member.
12. Property of the Club
The property of the club shall be controlled by the committee who shall have the power to make all necessary by-laws dealing with any matter not provided for in these rules.
13. The Books of the Club
i) A report of all business transacted at all meetings shall be entered in a minute book kept for that purpose by the secretary. The secretary and treasurer shall keep proper records of accounts showing their receipts and expenditure.
ii) All monies received shall be paid into the bank account, which shall be in the name of the club and operated by the treasurer, and countersigned by either of the following: chairman or secretary.
iii) The secretary and treasurer shall be reimbursed all sundry expenses.
14. General Meetings
i) The AGM of the club shall be held once in every year, prior to the 31 March, at a time and place to be decided upon by the committee for the following purposes: to receive the committee's report, and the balance sheet duly audited; to elect committee and to transact any other business that may be put forward. At least 28 days notice of the AGM shall be given in writing to each member. Five members (one officer and four members) shall form a quorum.
ii) All notices for the agenda of the annual general meeting must reach the secretary 14 days before the date of such a meeting. The chairman when present and in his or her absence the vice-chairman, shall be the chairman of the meeting, and in the case of an equality of votes, shall have a second casting vote.
iii) Committee members retiring shall, if they wish to stand for re-election, notify the secretary in writing accordingly at least 14 days prior to the AGM. New nominations proposed and seconded by fully paid up members, in writing, with the full agreement to stand of the person nominated, must reach the secretary 14 days prior to the meeting. Elections shall be by secret ballot of those members present and eligible to vote at the AGM. Election will be dependent on receiving a majority vote. New nominees must be present at the meeting.
iv) No business shall be transacted at an AGM unless notice appears on the agenda.
The accounts will be certified annually and presented to the members at the AGM, showing the financial position in any accounts held by the club. The statement of accounts will be available on request to members 14 days prior to the AGM.
Note: Certification of accounts must be carried out by one qualified accountant or two unqualified individuals with accountancy experience. Those undertaking certification must be independent from those who prepared the accounts.
16. Special General Meeting
A SGM shall be summoned by the secretary if 15 members send in an signed requisition stating the subject to be discussed. No business other than the matter on the agenda can be discussed at a SGM. Items for the agenda must be in the hands of the secretary 21 days before the meeting.
17. Challenge Cups
i) All cups shall be controlled by the committee, who will elect a cup steward, and make all the rules they think fit.
ii) Any member who has won a challenge cup or trophy, and wishes to take possession of it, must give a guarantee that the same will be returned to the custody of the club prior to the next show at which the cup or trophy is advertised for competition. Notification to the secretary of the intention of returning the cup prior to the date of the show should be acceptable.
iii) The cups and trustees are confined to members. These people must be members prior to the show.
iv) All cups and trophies, once donated, shall become the property of the club.
18. Disposal of Assets
If, for any reason, the club ceases to exist as a club registered at the Kennel Club, all cups and trophies shall be returned to their donors, the heirs or executors and a final statement of audited accounts with a record of the disposal of assets will be forwarded to the Kennel Club within six months, the persons responsible for the proper winding up of the club shall be the officers and committee named in the last annual returns to the Kennel Club.
19. Maintenance of Title
The officers acknowledge that during the month of January each year maintenance of title fee will be forwarded to the Kennel Club by the secretary for the continuous of registration and that by 31 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 society's and municipal authorities, will be forwarded to the Kennel Club.
The officers also acknowledge their duty to inform the Kennel Club of any change in secretary of the society which may occur during the course of the year.
20. Basis Clause
These Rules shall form an agreement between the association and the members, and membership of the association shall only be granted subject to these rules.
21. Alteration of Rules
These rules shall not be altered or added to except at the Annual General Meeting, or a Special General Meeting called for the purpose, the notice for which contains specific proposals to amend the rules. A two thirds majority vote of those present and voting is required to approve any alteration.
22. Court of Appeal
The Kennel Club shall be the final authority for interpreting the rules of the society in all cases relative to canine or society matters.