Bernese Mountain Dog Club of Scotland 

Club Constitution and Rules

 

1.  NAME AND OBJECTS OF THE CLUB
The Club shall be called the Bernese Mountain Dog Club of Scotland and its objects shall be to protect the interests of the breed in Scotland, to organise shows and social gatherings and to give assistance whenever possible in matters relating to the breed.

The area of operation of the Club shall be the whole of Scotland.

No member of the Bernese Mountain Dog Club of Scotland shall be involved in any way with the cross breeding of Bernese Mountain Dogs.

2.  MEMBERSHIP
Membership of the Club shall consist of an unlimited number of members with full voting rights, an unlimited number of overseas members without voting rights and an unlimited number of junior members age to 18 years without voting rights.

Definition of membership status shall be as follows:

Single membership - One adult with full voting rights.

Joint membership - Two adult members of one family, resident at the same address, with full voting rights.
Junior membership - One child up to the age of 18 tears without voting rights.

Overseas membership - Any member taking up residence outwith the United Kingdom without voting rights, who will receive all newsletters etc.

The Club will 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.

Application for membership for the Club must include an undertaking by the applicant to observe the Rules of the Club.

Application which must be on the prescribed form proposed by one fully paid-up member of the Club, and seconded by another will be considered by the Committee at it's next meeting and no application for membership shall be rejected unless by a two-thirds majority of the members of the Committee present and voting. The decision of the Committee not to admit any applicant shall be final and it shall not be bound to give reason for it's decision.

As payment of the subscription will entitle the member to enjoy every benefit and privilege of the Club, such payment shall be his/her acknowledgement of and acquiescence to the Rules of the Club.
No member shall be entitled to be present or to take part in any proceedings or vote at any General Meeting, whether on a show of hands or by ballot, or to nominate or to be nominated as a candidate for election to the Committee, or if nominated to be elected, or if elected to take office as a members of the Committee, if and while he/she:-

a) is due to the Club any subscription
b) is due to the Club any other debt which has remained due for a period of more than three months after the same became due and payable;
or
c) is bankrupt or insolvent or of unsound mind.

3.  OFFICERS AND COMMITTEE
The Officers and Committee of the Club shall consist of Honorary' Secretary, Honorary Treasurer and a Committee of 10 members, all of whom must be resident in Scotland. No members of the Club shall be eligible to stand for election as an Officer of the Club or as a Member of the Committee until he/she has been a Member of the Club for at least two consecutive years.

The Club shall have a President who shall be elected and thereafter remain in office during pleasure. Provision shall also be made for such number of Vice Presidents as the Committee may from time to time decide, who shall be elected by the Members of the Club. The duties of the President and Vice Presidents will be to promote the interests of the Club, as and when seen fit.
No persons whilst an undischarged bankrupt may serve on the Committee of or hold any other Office or appointment within a Kennel Club Registered Society.

4.  MANAGEMENT OF THE CLUB
The management of the Club shall be in the hands of the Officers and Committee who shall retire biannually but shall be eligible for re-election without nomination. The Honorary Secretary and Honorary Treasurer shall be ex-officio members of the Committee with the right to vote and shall retire biannually but shall be eligible for re-election without nomination. Committee meetings shall be held as often as deemed necessary but at least every four months.

The procedure for calling Committee Meetings shall be as follows:-

Dates of Committee meetings shall be set from one meeting to the next by agreement. Venues for meetings shall be agreed by the Committee but may not be held at the place of resident of a Committee members except with the full agreement of the whole Committee. At least seven clear days notice of the hour, date and venue of the meeting shall be sent to every member of the Committee together with a copy of the business to be transacted. In the event of an emergency arising an Extraordinary Meeting of the Committee may be called by the Secretary or Chairman and only the business requiring the calling of such a meeting may be discussed. No other items may be added to the agenda.

The quorum for a Committee meeting shall be six. The Committee shall have the power to co-opt members on to the Committee in the event of positions becoming vacant. Those co-opted shall only hold office until the next General Meeting of the Ciub at which election of Officers and Committee takes place. The Chairman and Vice Chairman shall be elected by the Committee from amongst the Committee members at the first Committee meeting held after the Annual General Meeting of the Club. In addition to the vote as a Committee Member the Chairman shall have a casting vote where there is an equality of votes.

In the event of any member at any meeting disregarding the authority of the Chairman or being guilty of obstructive or offensive conduct a motion may be moved and seconded to suspend the member for the remainder of the meeting or adjourn the meeting until a later date. If the motion to suspend the member is carried the member shall retire for the remainder of the meeting. If the motion to suspend the meeting is carried a date and time shall then be set for the recommencement of the meeting.
In the event of a Committee Meeting or General Meeting becoming angry or acrimonious and not coming to order when called to do so, the Chairman, at his discretion, may suspend the meeting for a period of 30 minutes after which time a decision must be reached whether to continue the meeting or adjourn until a future date.

The Committee shall have the power to appoint Sub-Committees The Committee shall have the power to deal with or dispose of any questions which may arise on any matter whatsoever which are not expressly provided for in these Rules. Any Committee member failing to attend three consecutive Committee Meetings without a reasonable explanation shall be deemed to have resigned from the Committee and shall be notified to this effect. The Honorary Secretary shall be require to summon and attend all meetings and keep the minutes of any such meetings in a proper minute book and to conduct the correspondence of the Club.

The Committee shall have the power to invite any person or persons, whether a member of the Club or not, to attend any meeting to assist in the business but such person or persons shall not be entitled to vote.

5.  GENERAL MEETINGS
The financial year of the Club shall be from 1st January to 31st December. The Annual General Meeting of the Club shall be held before the end of February for the following purposes.

To receive the Report of the Committee and Statement of Accounts and Balance Sheet and the result of the election of Officers and Members of Committee and to discuss any notice of motion signed by the proposer and a seconder of which prior written notice of at least 28 days has been given to the Secretary and which has been duly placed on the agenda. At least 42 days prior to the Annual General Meeting fully paid up members shall be notified of the meeting and asked to submit items for the Agenda and nominations for Officers and Members of Committee for the following year. This notification may be given by publication in the papers 'Dog World' or 'Our Dogs' if this meets the time schedule.

Nominations for any Office or the Committee must be proposed by one member and seconded by another and signed by the nominee.  These nominations must be in the hands of the Secretary at least 28 days prior to the meeting. These voting papers, on which members must record their votes, must be returned for counting by impartial scrutineers by the date shown on the voting paper. The sealed envelope on which the votes are recorded will be opened m the presence of the members at the Annual General Meeting. The candidates obtaining the largest number of votes shall be declared by the Chairman of the Officers and Committee members for the ensuing year In the event of the same number of votes being recorded for any two of more candidates for the last place on the Committee a final decision between these candidates shall be made by a ballot of the members present at the meeting.

A Special General Meeting shall be called by the Honorary Secretary or the Chairman if twenty-five members send a signed requisition stating the subject to be discussed. No business other than the matter on the agenda can be discussed at a Special General Meeting and eighteen shall be a quorum for such a General meeting.

6.  CLUB PROPERTY
The property of the Club shall be vested in the Committee. In the event of the Club ceasing to exist a General meeting shall be called to decide the disposal of the Club's assets and the outcome of the meeting shall be notified to the Kennel Club.

Donors of trophies shall be contacted where possible and their wishes as to the means of disposal of trophies complied with.

7.  CLUB ACCOUNTS AND AUDITORS
A Banking Account shall be held in the name of the Club into which all revenue of the Club shall be paid and from which withdrawals shall only be made on the signature of two Officers, one of whom must be the Treasurer. The Treasurer shall maintain the accounts and an Auditor shall be appointed at each Annual General Meeting for the purpose of auditing the Club's Accounts for the ensuing year before the Annual General Meeting. All Club expenditure must be submitted in details to the committee and authorised by a majority vote.

This authority is to be obtained whenever possible by the Treasurer before payment is made, but where this is not possible the expenditure must not exceed the sum of £50 and must receive the approval of the Committee at its next meeting. This amount may be amended at future Annual General Meetings.

8.  SUBSCRIPTIONS
The annual subscriptions shall be such an amount as agreed in General Meeting and notified to the Kennel Club. No member whose subscription is unpaid is entitled to any of the privileges of membership and if the member shall fail to pay outstanding subscriptions by the end of January his or her name shall be automatically erased from the register. Acceptance back on the register shall be dependant upon a new application for membership.

9.  AMENDMENT TO RULES
The Rules of the Club may not be altered except at a General Meeting the agenda for which contains specific proposals to amend the rules. Any proposed alterations to the Rules may not be brought into effect until the Kennel Club has been advised and approved the alteration.

10.  EXPULSION OF MEMBERS
Any Member who shall be suspended under Kennel Club Rules A42j(4) and/or any Member whose dog(s) is/are disqualified under Kennel Club Rules A42j(8) shall ipso facto cease to be a Members of the Society for the duration of the suspension and/or disqualification.

If the conduct of the member 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 included as an object the consideration of the conduct of the member, determine that a Special Genera! Meeting of the Club 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 of 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 ail purposes to be a members of the club except that he/she may, within two calendar months of the date of such meeting, appeal to the Kennel Club upon and subject to such conditions as the Kennel Club may impose.

11.  ANNUAL RETURNS
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 the 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 Club which may occur during the course of the year.

The Officers acknowledge their duty to inform the Kennel Club of the month in which the Club's Annual General Meeting is held and to notify the Kennel Club of any subsequent amendments to that date.

12.  The Kennel Club shall be the final Court of Appeal in all  matters in dispute.

13.  The Club shall not join any Federation of Societies or Clubs.

14.  INDEMNITY
The members of the Committee and any Sub-Committee thereof, the Officers of the Club and Auditor(s) shall be indemnified out of the funds of the Club against all loss, costs and charges, which may respectively incur or be put to on account of any contract, deed, act, matter or thing done, entered into, executed or permitted by them respectively on behalf of the Club;  and each of them shall be chargeable only for so much money as he may receive and they shall not be answerable for the acts, receipts, neglects or defaults of each other but each of them for his own acts, receipts, neglect or defaults only.

Neither they, nor their heirs, executors or administrators shall be liable for any loss or expenses happening to the Club through any insufficiency or deficiency of title to any property for or on behalf of the Club or for the insufficiency or deficiency of any obligation or security in or upon which any of the funds shall be invested or for any loss or damage arising from the bankruptcy, insolvency or wrongful act of any person with whom any monies, securities or effects shall be deposited or for any loss, damage or misfortune whatsoever which shall happen in the execution of the duties of his office or in relation thereto unless the same happen through his own fraud, wilful neglect, default or breach of trust.

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