SOUTH EASTERN WELSH SPRINGER SPANIEL CLUB
RULES AND REGULATIONS NOV 99 (Amended January 2019)
1. The name of the Club shall be the South Eastern Welsh Springer Spaniel Club, its objects being
(a) to encourage the breeding and type of the Welsh Springer Spaniel as laid down in the Breed Standard
(b) to encourage the training and working of the breed
(c) to run Shows and Field Trials and Working Tests
(d) to be for the benefit of its members and not to be classed as a trading business so that all profits from whatever source, function and/or activity of the Club shall be maintained for the benefit of and for the further education of its members in the training, management, breeding and every aspect pertaining to Welsh Springer Spaniels
(e) the Club shall actively encourage and foster amicable liaison with all other Welsh Springer Spaniel Clubs.
The Kennel Club shall be the final authority for interpreting the Rules of the Club and in all cases relating to Canine or Club matters.
2. The Club shall consist of an unlimited number of members. Applications for membership shall be made on
membership forms (obtainable from the Secretary) duly proposed and seconded by two fully paid up members of the Club, which shall be submitted by the Secretary to the Executive Committee at any of its meetings and no applicant will be deemed to be a member until approved by them.
Honorary Life Membership: Any person to be considered for this position to be nominated by the Executive Committee. To be awarded to long standing members who have given loyal and outstanding service to the Club. This award shall be made only following the majority of members present at the Annual General Meeting voting in favour, and shall give the right to attend all meetings of the Club.
The Club must make a list of members and their addresses available for inspection if so requested by the members of the Club or by the Kennel Club.
Any member may withdraw from the Club at any time on giving notice to the Secretary, provided that such member shall be liable for his/her subscription for the current year in which notice is given and he/she shall have no further claim upon any property or funds belonging to the Club.
3. The annual subscription for each UK member shall be laid down annually at the Annual General Meeting by
the majority of members present voting in favour. Persons from overseas wishing to join the South Eastern Welsh Springer Spaniel Club shall become Associate Members at a reduced annual subscription also to be laid down at the Annual General Meeting, with no voting powers, but receiving relevant literature. All new members will be required to pay a joining fee of £1.00.
A member who is 6 months in arrears shall, “ipso facto”, cease to be a member of the Club, but may be reinstated at any time by the Executive Committee on furnishing what they may consider a satisfactory explanation and pay all arrears of subscription. Any new or renewed membership which commences after 1st July shall have no voting rights at the Annual General Meeting of that year.
4. The affairs of the Club, shall be conducted by an Executive Committee consisting of not more than 12
Members, not including the Patron, President, Chairman, Vice-Chairman, Secretary, Treasurer (the last two of which can be held by one person), and the Assistant Secretary. The above named Offices shall be “ex officio” members of all committees and will retire annually, but shall be eligible for re-election at the AGM. Six members of the Executive Committee who have served longest, shall retire each year, but be eligible for re-election at the AGM.
Any member of the Club may propose any member as a candidate for the Office of President, or of Chairman, or of Secretary, or of Treasurer, or of Assistant Secretary, or for the Executive Committee, provided that the name of the candidate together with the name of the proposer and seconder be notified in writing to reach the Secretary twenty eight days before the AGM.
In the event of a vacancy on the Executive Committee occurring between elections the vacancy shall be filled by a co-opted member selected by the Executive Committee for the remainder of that year.
Any Executive Committee Member who is absent for two consecutive meetings without satisfactory explanation may be asked to resign and his/her place filled as set out above. No officer or committee member of another Welsh Springer Spaniel Club in Great Britain is eligible to serve as an Officer of this Club.
Vice-President : Any person to be considered for this position to be nominated by the Executive Committee. To be offered to subscribing members of the Club, following a majority vote in favour by members at the Annual General Meeting, to those, who have given loyal and outstanding service to the Club, and who wish to retain an active interest, without holding a formal appointment. They may attend and speak at Executive Meetings, but shall have no voting rights. The position of Vice-President shall last as long as subscriptions are paid or the recipient wishes to stand down.
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.
5. A Bank Account shall be held in the name of the Club, “The South Eastern Welsh Springer Spaniel Club”,
into which all revenue of the Club shall be paid and from which withdrawals shall be made on the signature of two or more Officers of the Club, one of which should be the Treasurer. The financial year of the Club shall run from 1st January each year to 31st December.
These accounts will be certified annually, and presented to the members at the Annual General Meeting. NOTE: Certification of accounts must be carried out by one qualified accountant or two individuals with accountancy experience. Those undertaking the certification must be independent from those who prepared the accounts. On request a certified copy can be made available to a member 14 days prior to the Annual General Meeting.
6. Meetings of The South Eastern Welsh Springer Spaniel Club Executive Committee shall be held at least four
times a year, one of which such meetings shall be on the day of the AGM and previous to it, and the quorum for such meetings to be five. The Secretary in conjunction with the Chairman, shall have power to summon an Executive Committee meeting or sub-committee meeting.
At every meeting whether general or otherwise, the minutes of the previous meeting shall be read and confirmed. At least 14 days notice of every meeting shall be given by the Secretary, together with an agenda of business to be discussed.
The Chairman shall preside at every possible meeting. In the absence of the Chairman and Vice-Chairman, the members shall elect a Chairman to preside.
The Chairman shall have a casting vote in the event of a tie taking place and his/her ruling on any point shall be binding on every meeting.
The Annual General Meeting shall be held on the fourth Sunday in March or a date to be fixed by the Executive Committee as close as possible to the date; preliminary notice of which shall be sent out by the Secretary at least seven weeks beforehand, and any matter for the agenda must be sent to the Secretary by four weeks beforehand, so that agendas can be sent to all members prior to the AGM. The Officers also acknowledge their duty to inform the Kennel Club of the month in which the Society’s AGM is held and to notify the Kennel Club of any subsequent amendments to that date. An Annual Report shall be drawn up by the Chairman, in collaboration with the Secretary, and presented to the AGM.
No resolution, other than the adoption of the Report and the Accounts, shall be moved at the AGM unless a notice signed by the members who propose to move it, stating its terms, has been delivered or posted to the Secretary at least twenty-eight days beforehand. This notice shall also apply to any proposition to be moved at an Executive Committee Meeting. The Secretary shall be bound to call an Extraordinary General Meeting at any time should he/she be required to do so in writing by not less than 25 members.
Any resolution passed at either an AGM or at an EGM can only be altered or rescinded at a subsequent General Meeting. The quorum for these General Meetings shall be twenty-five members. The Rules of the Club may not be altered except at such a General Meeting and such alterations shall not be brought into force until the Kennel Club has been advised and has given its approval to the alterations.
7. The entire property of the Club shall be vested in the Executive Committee jointly and in the event of the Club
being wound up shall, after all the Club’s liabilities have been dealt with, be disposed of as they shall think fit. The Executive Committee shall have the power to call a General Meeting of the Club at any time on not less than 14 days notice in writing by the Secretary to every Member of the Club; to arbitrate on any matters of dispute; to elect members as aforesaid; to vote prizes or subscriptions to any Show or Field Trial; to appoint sub-committees and where they consider it necessary, secretaries to such sub-committees; to compile Club Lists of Judges who it considers competent to officiate at Championship and Open Shows; to propose recommendation to the AGM and to carry on the general business of the Club.
The Executive Committee shall also have the power to deal with all expenses incurred on behalf of the Club and to deal with any questions which may arise and are not provided for in the Rules.
The Club is empowered to provide financial and other assistance in the short term to Club Members who find themselves through accident or illness unable to provide for their Welsh Springer Spaniel(s). The assistance is to be entirely for the benefit of the animal; such disbursements to be at the discretion of the Executive Officers of the Club.
The Secretary shall call an Extraordinary Committee Meeting any time if required to do so by separate written notice from not less than five of its Members.
Every Member of the Executive Committee shall receive not less than 14 days notice in writing of such a meeting.
8. 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.
If the conduct of any Members shall, in the opinion of the Committee of the Club, be injurious or likely to be injurious to the character or interests of the Club, the Committee of the Club 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 him/her of the place, date and hour of the Meeting that he may attend and offer an explanation. If at that meeting a resolution to expel is passed by a two thirds majority of the members present and voting, his/her name shall be forthwith erased from the List of Members, and he shall thereupon cease for all purposes to be a Member of the Club, 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.
PRIZES, CUPS, ETC.
9. No prizes, cups etc., shall be granted to any Show or Field Trial which is not held under rules, or licence, of
the Kennel Club or the International Gundog League.
All challenge or other cups and trophies are the property of the Club and are to be covered by insurance. In the event of the Club being wound up they shall be dealt with as the conditions of any gift may provide or as set out in Rule 6.
Any winner of a Club Trophy shall, before taking delivery of the same, sign a receipt card provided by the Cup Steward or Field Trial Secretary. These officials, ten days before the event at which the trophy is next offered send a reminder to the holder, asking that the trophy shall be returned by the date specified.
10. 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 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 be forwarded to the Kennel Club.
The Officers also acknowledge their duty to inform the Kennel Club of any changes of Secretary of the Club which may occur during the course of the year.
11. The Club’s choice of representative to the Kennel Club Liaison Council of Breed Representatives (one for
each breed only) and the Club’s representative to the Kennel Club Field Trial Council (to which every Club affiliated to the International Gundog League may send a representative) shall be nominated by the Executive Committee, at the proper time before each three year period of these Councils.
12. The Club will not join any Federation of Societies or Clubs.