Constitution and Rules
1 Name and Objectives. The Club shall be called “The Midlands and Northern Rhodesian Ridgeback Club” (and hereto referred to as the “Society”) and its objectives shall be to help novice exhibitors and those who show an interest in the breed. To appoint a panel of Judges and guarantee classes at shows, as considered desirable by the Committee. Further to these objectives the Society is for the benefit of its members and will not be classed as a trading business, so that all investment income and profits from any source, from functions and from activities of the Society shall be maintained for the benefit of and further education of its members in the management, training, showing and breeding and in every aspect pertaining to Canines. The Society will abide by the Kennel Club Regulations.
2 The Committee Shall consist of the following 7 elected Officers of the Society, Chair, Secretary, Treasurer, President, Vice Presidents, Vice Chair and a Committee consisting of up to 8 members. The Committee should not consist of more than 15 members in total. All Committee posts will be elected on a three yearly basis and the current holder of the post will be eligible to stand for re-election. This will be done at the Annual General Meeting of the Society (AGM), by balloting the members present by secret ballot. Hon. Life Presidents will be entitled to attend and vote at committee meetings. Nominations for election to the Committee must reach the Secretary at least 21 clear days before the AGM and they should be signed by the proposed person to signify willingness to serve if elected, together with the signatures of the Proposer and Seconder who should be members of at least three years standing. Only in the event of there being insufficient nominees to fill the vacancies may propositions be taken from the floor of the meeting. Postal votes or proxy votes will not be accepted
3 Management. The Management of the Society shall be in the hands of a Committee. The elected Committee members must be fully paid up members of the Society by the date of the AGM, for at least one full year before becoming eligible for election. All Committee vacancies will be filled at the Annual General Meeting excepting that the Committee shall have power to fill any vacancies by co-opting up to 3 Members to serve for the unexpired part of the year. In the event of an elected member of the committee being absent from three consecutive meetings without apology the committee shall have the power to declare the seat vacant. To avoid any conflict of interest, serving committee members of this Society’s Committee may not serve on any other Rhodesian Ridgeback Club Committee, nor may they stand for election for another RR Club Committee within a period of 12 clear months. Meetings of the Committee shall be held as often as is deemed necessary and five Members shall form a quorum for the transaction of business
4 Presidents and Vice Presidents. The Presidency and Vice-Presidencies shall be conferred as Honours on persons who in the opinion of the Committee have rendered outstanding service to the Society. Vice-Presidents will not normally attend Committee Meetings and will not have voting powers unless they are elected Members thereof
5 Membership Candidates Membership of the Society shall be proposed by one Member, seconded by another and elected by the Committee majority at one of their meetings. Two negatives shall exclude. Membership elections shall be by ballot if so requested by any Committee Member. Each member shall be entitled to one vote after one full years membership from 1 Jan to 31 December Joint membership, one vote each member of the partnership. Upon application to the Society the applicant shall be notified accordingly by the Secretary in writing and will be supplied with a copy of the Constitution and Rules and Code of Ethics. New members names to be published in following Newsletter. The minimum single age for membership shall be 18 years. Family membership is available to families consisting of no more than four members from the same household of which one must be an adult The minimum age carrying voting rights is 18 years. An up to date list of members and their addresses, 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 society. Life Membership can be conferred on a fully paid up Member at the discretion of the committee and ratified at the AGM. A declaration of the numbers of members of the Society must be made with Annual returns. The records of member’s details will be kept in one safe location. These records will only be available to those who have a justified Society reason for their use. No one else will have access to the records (in accordance with the Data Protection Act).
6 Society Property. The Property of the Society shall be vested in the Committee. In the event of the Society ceasing to exist, a Special General Meeting shall be called to decide the disposal of the Society’s assets and the outcome of the meeting be notified to the Kennel Club. Trophies presented become the property of the Society for maintenance and safekeeping. For annual AGM General Ch show Trophies, only fully paid up Members resident in the U.K, whose membership dates from at least 1st November of the preceding year will be presented a trophy to keep for the year. For Club Show Trophies Exhibitors resident in the U.K. may join on the day to receive trophies. Any person who receives a Society Trophy shall be responsible for its safety and will return it when requested, clean and in the same condition as when presented. Some of the trophies have significant value, if a trophy is lost or damaged the Society has the right to claim a replacement charge from the Member who had the loss or damage. Trophies not returned at the requested time will preclude the Member from receiving future M and N R R Club Trophies. Any Member of this Society who is proved to be in breach of the Society’s Code of Ethics shall not be eligible to receive Society trophies, including “The Cecily Hick Memorial Trophy” aka, “The Owlsmoor Trophy” and the Rosie Bates Memorial Trophy aka “The Gunthwaite Trophy” jointly presented by the “Midlands and Northern Rhodesian Ridgeback Club “ and “The Rhodesian Ridgeback Club of Great Britain”
7 Club Accounts. The main Club Banking Account shall be held in the name of the “Midlands and Northern Rhodesian Ridgeback Club” at such bank as the Committee may by resolution from time to time direct and into which all revenue of the Society shall be paid. Withdrawals shall only be made on the signatures of any two of the following Officers being the Treasurer, the Secretary and Vice Chair. The Merchandising Bank account shall be held in the name of the “Midlands and Northern Rhodesian Ridgeback Club” at such bank as the Committee may by resolution from time to time direct and into which all the merchandising revenue of the Society shall be paid. Withdrawals from this account shall only be made on the signatures of any two Officers being the Treasurer and the Chairman and Vice Presidents. The accounts shall be kept by the Treasurer, certified annually and presented to the members at the AGM. Certification of accounts will be carried out by one qualified accountant or two unqualified individuals with accountancy experience. Those undertaking the certification must be independent from those who prepared the accounts.
8 Subscriptions. The Annual Subscription for Membership shall be determined by the membership at the AGM and payable to the Secretary on 1 January each year. No Member will be entitled to vote at the AGM if their subscription is not paid by 1 February (Postmark). 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 1 February the Committee shall have the power to erase his\her name from the list of Members. If the Committee shall subsequently receive a satisfactory explanation, the Member may, at the discretion of the Committee and on payment of arrears, be re-admitted to Membership.
9 Expulsion of Members. Any Member who shall be disqualified under The Kennel Club Rule A11.j.(5) and/or Kennel Club Rule A11.j.(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 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 conditions 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.
10 Financial Year. The Financial Year of the Society shall be from 1 January to 31 December.
11 The Annual General Meeting. Shall be held on the last Sunday in February to conduct the following business.
To receive the report of the Committee and Balance Sheet, a copy of the annual statement of accounts to be made available on request to members 14 days prior to the AGM. Additionally, the annual statement of accounts will be available for inspection by members at the AGM. To elect Committee members and to discuss any resolution duly placed on the Agenda of which prior notice has been given to the Secretary. No business shall be transacted at an AGM unless notice thereof appears on the Agenda, with exception of routine matters or those, which in the opinion of the Chair of the Meeting are urgent.Members will receive notice of such meetings in writing by letter or electronically Members shall receive 42 days notice in writing by letter or electronically of the AGM. No member save with the consent of the Chairman of the meeting may bring any matter before the meeting unless they have given notice of motion in writing to the Secretary in respect of such matter not less than 35 days prior to the meeting. The agenda of business shall be dispatched to members by letter or electronically 14 days prior to the meeting, although points for discussion may be received up to 48 hours prior to the meeting.
Quorum at General Meetings, the meeting may proceed to business if 18 members are present within half an hour after the time fixed for the meeting. If there be no quorum present within one hour of the appointed time the meeting shall be cancelled and reconvened at a time and place to be notified within the next 28 days. Voting at General Meetings. Each member present shall be entitled to one vote on each motion, except the Chair of the meeting who shall have a casting vote only. Only fully paid up members of the Society can attend the AGM or Special General Meeting unless by invitation of the Committee through the Chair.
12 Special General Meeting. Shall be summoned by the Secretary if ten members send a signed requisition stating the subject to be discussed and requesting a Special Meeting to do so. No business other than that detailed on the Agenda can be discussed at a Special General Meeting. The Committee is empowered to call a Special General Meeting at its’ direction. Members shall receive twenty-one days notice of such a meeting in writing by letter or electronically including the reason for the meeting.
13 Amendments to rules. The Rules of the Society may not be altered except at a General Meeting notice of which includes details of the proposal 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 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 Maintenance of Title fee will be forwarded to the Kennel Club by Direct Debit, 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. The Officers also acknowledge their
duty to inform the Kennel Club of any change of Secretary of the Society which may occur during the course of the year.
15 Kennel Club. The Kennel Club is the final authority for interpreting the Rules and Regulations of the Society in all cases relative to Canine or Society matters.
16 The Midlands and Northern Rhodesian Ridgeback Club shall not join any Federation of Societies or Clubs.
17 No person whilst an un-discharged bankrupt may serve on the Committee of or hold any other office or appointment within a Kennel Club Registered Society.
18 A list of Judges Shall be produced each year and submitted to the Kennel Club as part of the Annual Returns. the purpose of which is to indicate to interested parties those persons the Society would support at differing levels of judging. Membership of the Society is not a prerequisite for inclusion in the lists. The Judges List is divided into parts namely, A1, A2, A3, B & C and indicates the expiry date. The Criteria will be in accordance with Kennel Club rules and directives. The list shall be prepared by secret ballot of the Committee.