Rules of the Midland & West of England Great Dane Club

Rule 1:  Name
Rule 2:  Object
The object of the Club shall be to foster an interest in and greater understanding and knowledge of the breed for the ultimate betterment of the Breed.
Rule 3:  Members
The Club shall consist of an unlimited number of members whose names and addresses shall be held on a list kept by the Membership Secretary.  The Club must make a list of members and their addresses available for inspection if so requested by members of the Club or by the Kennel Club.  Members who wish to receive a copy may do so on payment of a fee of £5.00 (five) on application to the Membership Secretary.  The Club however holds any copyright in such list and the names and addresses contained therein may not be used for any purpose without the express written consent of the Club.
Rule 4:  Admission
The election of members shall be vested in the Committee.  Each candidate for admission shall be proposed and seconded by two members, one of whom MUST be a Committee Member.  The Proposer and Seconder as listed on the Membership Application Form shall jointly be responsible for the eligibility of the prospective member.  The correct rate of subscription must accompany each application and if payment is subsequently not honoured the membership will be revoked.  The Membership Secretary shall submit proposals for membership with the names of the Proposers and Seconders to the Committee who shall decide upon their acceptance or rejection by a simple majority vote.  No reason shall be given for such rejection but a rejected candidate may reapply for election after two years.  On admission to the Club a new member will receive a Rule Book, a copy of the Club's Ethical Guidelines and a copy of the Club's current news letter.
Rule 5:  Subscriptions
●    The financial year of the Club shall be from the 1st January to 31st December.  The annual subscription for each member shall be such amount as determined at a General Meeting and notified to the Kennel Club; it will be listed on the current Membership Application Form.  Alternatively a Life Membership is available at the discretion of the Committee at current rates.  Subscriptions are payable to the Membership Secretary on the 1st January each year.  The subscription of new members joining after the 1st October shall carry through the ensuing year.
●    The payment of the subscription shall be distinct acknowledgement of and acquiescence to the Rules and Regulations of the Club.
●    If the subscription of any Member remains unpaid at the 1st April his/her name may be removed from the List of Members and thereon ceases to be a member of the Club.
Rule 6:  Officers
●    The Officers of the Club shall consist of a President, two Vice-Presidents, an Honorary Chairman, an Honorary Secretary and an Honorary Treasurer, all to be ex-officio members of the Committee with full voting rights.  The President and Vice-Presidents to be appointed for a period of three years and thereafter to be negotiable.  The Honorary Chairman, Honorary Secretary and Honorary Treasurer to be appointed by the Committee for a period of three years and be eligible for re-election.
●    Honorary Vice Presidents.  The Committee may appoint no more than four Hon. VP's, each for a period of 3 (three) years.  All shall be members who have served the Club with distinction over many years; they will have no voting rights and will attend Committee meetings only on invitation from the Hon. Sec.
●    Patron.  The Committee may, at it's discretion, appoint a Patron for a period of 3 (three) years.
Rule 7:  Committee
●    The Committee shall consist of not more than 12 (twelve) members.  One third of the Committee Members shall retire annually in rotation but be eligible for re-election.
●    Any person who has been a member of the Club for at least two years and 1 (one) day at the time of the Annual General Meeting is eligible to serve on the Committee.  A member must signify his/her willingness to serve on the Committee in writing to the Secretary not later than 31st October.
●    In the event of a casual vacancy the position may be filled by cooption until the date of the next AGM when the remaining term of office vacated by the resigning member will be filled by election, subject to the provisions of 7(b) above.
●    A Chairperson shall be nominated and elected, if necessary by secret ballot, from members of the Committee.  The Chairperson shall have two votes, one as a committee member and a casting vote in the event of a tied ballot.  The Chairperson shall serve for a period of 3 (three) years and then retire but shall be eligible for nomination to the Chair if re-elected to the Committee.
●    No Person whilst an un-discharged bankrupt may serve on the Committee or hold any other office or appointment within a KC registered society.
●    No person whilst serving as a Committee Member or Officer (voting or non-voting) of any other Great Dane Club may serve on the Committee or as an Officer.
Rule 8:  Election of Committee - Procedure
●    If the combined number of Committee Members seeking re-election and the Ordinary Members seeking election exceeds the total number permitted a postal ballot of Members shall take place.
●    In the event that a postal ballot is required the Hon. Sec. will send to each paid up Member:
         i.    A voting paper
         ii.    An envelope in which to return the voting paper
         iii.    A separate form to be signed by the voter as follows:-
               "I have recorded my vote on the voting paper supplied which has been sealed and sent to the                 Custodian  
                Signed ..................................."
●    The envelope containing the voting paper and the separate signed form is to be sent by the voter direct to a non-member Custodian who shall retain it until the AGM, when the envelopes containing the votes will be opened and the votes counted by three scrutineers who shall have been appointed by the Committee.  Such counting shall take place immediately prior to the AGM at which the result shall be reported and the papers laid upon the table for inspection.  The nominees with the highest number of votes shall be deemed elected.  All paid up Members over the age of 18 (eighteen) years whether Family or Joint Membership are entitled to vote.
Rule 9:  Management
●    The entire management of the Club shall be entrusted to the Committee which shall be empowered to deal with matters relating to the management of the Club not provided for in these rules.  In all matters the decision of the Committee shall be final.
●    The Committee shall have power to delegate authority to sub-Committees consisting of one or more Committee Members and if necessary two or more Club Members.  The Chairperson will appoint the Chairperson for any such sub-Committee who shall be responsible for the conduct of that sub-Committee.
●    All expenses properly incurred by Members of the Committee with the consent of the Committee for or on behalf of the Club shall be defrayed out of Club funds alone and no individual shall be deemed to incur any responsibility in respect of same.
●    There shall be a meeting of the Committee at least four times a year.  Any six Members shall form a quorum.  Each Member should attend at least three quarters of the meetings held or may, at the discretion of the Committee be asked to resign.  Not less than 14 (fourteen) clear days previous notice in writing, together with an agenda shall be given or sent by the Hon. Secretary to all Members of the Committee.
●    A Banking Account shall be opened in the name of the Club into which all revenue of the Club shall be paid and from which withdrawal shall only be made on the signature of any two of three unrelated Officers, one of whom shall be the Hon. Treasurer.
●    The Annual Abstract of Accounts to be presented at the Annual General Meeting must be certified either by a qualified accountant or by two unqualified persons with accountancy experience.  The Auditors are to be appointed at each Annual General Meeting and shall audit the Club's accounts for the ensuing year before the AGM.  The Auditors may inspect all of the books and accounts of the Club giving 7 (Seven) days notice and these and all correspondence shall be laid before them.
●    The Committee shall hold shows as permitted by the Kennel Club and guarantee classes at other shows to promote the Breed, it shall also support training classes with the Club's sphere of influence.
●    The Committee shall cooperate with other Great Dane clubs in matters of mutual interest for the betterment of the Breed.
●    The Committee shall do everything possible to assist Members in broadening the understanding of breeding and management of the Breed.  It will do this through the Club's newsletter and by holding seminars and teaching events.
●    The Committee shall through judicious application of the Club's Judging List support the Kennel Club's Breed Standard.
●    The Committee shall maintain the Club's Ethical Guidelines and promote its adoption throughout the Breed.
Rule 10:  Trustees
There shall be not fewer than two and not more than three Trustees of the Club appointed by the Committee from the membership of the Club.  All the property and assets of the Club shall be vested in the Trustees to be dealt with by them as the Committee shall direct.  The Trustees shall be indemnified against risk and expense out of the Club's assets.  The Trustees shall hold office until resignation, death, retirement or removal from office by a resolution of the Committee.
Rule 11:  General Meeting
●    A General Meeting of the Members of the Club shall be held at least once a year.  Notice of the meeting shall be sent to each Member by email (for those members without email notices will be posted) at least 21 (twenty-one) days before the meeting; similar notice of the meeting shall be given in "Our Dogs".  Any 10 (ten) Members shall form a quorum.
●    An Annual Report of the Club's activities and situation shall be given.  The Annual Abstract of Accounts shall be open to the inspection of all Members.
●    No business shall be transacted at a General Meeting unless notice thereof appears on the agenda or which in the opinion of the Chairperson is urgent.
●    Any Member can submit a Motion for presentation at a General Meeting provided it is submitted to the Hon. Sec not later than 31st October.
●    An agenda shall be available at the meeting to all those attending if the Hon. Sec. has not already sent out the agenda prior to the meeting.
●    Only paid up Members shall be allowed to attend and vote and only those Members over 18 (eighteen) years and 1 (one) day old on the day of the meeting.
●    At any General Meeting any item put to the vote of the meeting shall be decided on a show of hands.  A declaration by the Chairperson of the meeting that a motion has been carried or carried unanimously or by a majority or lost or not carried by a majority and an entry to that effect in the book containing the minutes of the proceedings of General Meetings shall be conclusive evidence of the fact without proof of the number or proportion of votes recorded in favour of or against such motion.  In determining whether a motion has been carried there shall be taken into account only those Members present.  Those Members present but not voting shall be excluded from such determination.
●    Proxy votes shall not be allowed.
Rule 12. Special General Meeting
A Special General Meeting of the Members of the Club shall be called on requisition in writing to the Secretary of any 25 (twenty-five) Members of not less than 13 (thirteen) months standing, together with a fee of £20.00 (twenty) for each Member calling the Meeting, whereupon 21 (twenty-one) days notice in writing shall be given or sent by post by the Secretary to all Members of the Club specifying the object(s) of the Meeting to which alone discussion shall be confined.  In the event the Meeting approves the object(s) of those Members calling the Meeting then those Members will have their fees refunded. 
The Committee of the Club is also empowered to call a Special General Meeting when required. 
Rule 13. Reports of Meetings 
No Member shall take upon him/herself to publish or cause to be published, either in part or in whole, an account of the proceedings of either a General or a Committee Meeting.  Reports of the proceedings shall be furnished to the Press by the Secretary when so instructed by the Committee. 
Rule 14. Officers Honorary 
All Officers of the Midland and West of England Great Dane Club shall be honorary except such Officers as the Committee may from time to time decree who may, at the Committee's discretion, receive an Honorarium.  No Member of the Club shall be allowed to make the Club a means of private speculation or trade, or directly or indirectly derive a money profit there from. 
Rule 15. New Rules 
All new Rules or alterations of existing Rules or the reversal of any former act or decision shall be made at a General Meeting and shall appear on the agenda convening the Meeting.  Such amendments shall not be adopted unless they receive the sanction of at least two-thirds of the Members voting nor brought into force until the Kennel Club has been advised and given its approval of the alteration. 
Rule 16 Resignation of Membership
Any Member shall be able to withdraw from the Club on giving or sending notice of his/her intention in writing to the Secretary at least one month before the expiration of the current Club year.  Any Member so leaving the Club shall not be entitled to receive back any monies he/she may have paid to the Club during his/her membership or have any claim against the Club.  Any property of the Club held by the resigning Member must be returned with the resignation at no cost to the Club. 
Rule17 Expulsion of Members
Any Member who shall be suspended under Kennel Club Rule A 42j(4) and/or any Member whose dog(s) is/are disqualified under K.C. Rule A 42j(8) shall ipso facto cease to be a Member of the Club for the duration of the suspension and/or disqualification. 
f 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 meeting includes as an object the consideration of the conduct of the Member determine that a Special General Meeting of the Society shall be called for the purpose of passing a resolution to expel him or 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 condition as the Kennel Club may impose. 
Rule 18 Disposal of Assets
In the event of the Club for any reason ceasing to exist, trophies shall be returned to the donors.  If donors cannot be contacted, the trophies shall, if necessary to pay off debts, be realised and any balance remaining be given to the Animal Health Trust Fund.  The persons named as Officers and Committee of the Club shall be responsible for the proper winding up of the Club and for forwarding a final statement of accounts and a record of the disposal of the property of the Club to the Kennel Club within six months. Rule Rule19 Judges Lists 
The Club must produce a list of Judges each year which must be submitted to the Kennel Club as part of the Club's annual returns.  The purpose of Breed Society Judges Lists is to indicate to interested parties those persons a Breed Society would support at differing levels of judging.  Membership of the Club must not be a prerequisite for inclusion in the lists.  Judges lists will be compiled in accordance with Kennel Club directives and must indicate the date on which the list will expire.  On expiry a new list must be compiled. 
The method by which persons may be nominated for inclusion in the lists and the judging experience necessary will be indicated on the application form. 
Rule 20:  The Kennel Club
●    The Midland and West of England Great Dane Club acknowledges the Kennel Club as the final court of appeal in all cases of dispute in accordance with the Kennel Club Rules.
●    The Midland and West of England Great Dane Club shall not join any federation or society of clubs.
●    The officers of the M W E G D C acknowledge that during the month of January each year a Maintenance of Title fee will be forwarded to the Kennel Club by the Secretary 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 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.
●    The Club shall elect a representative to the Kennel Club in accordance with Kennel Club Regulations (Kennel Club Regulation April, 1920) "Nominations shall be made by the vote of members at a General Meeting of the Registered Club, to be held in the first quarter of each year and shall be recorded in writing signed by the Secretary and counter-signed by the Chairperson of the meeting and be transmitted to the Secretary of the Kennel Club".
Rule 21:  Trophies
The Committee may in its absolute discretion withhold trophies if in its reasonable opinion it is appropriate to do so.  Notwithstanding the foregoing in no circumstances will any trophy be allowed to be taken away by any exhibitor who is resident outside mainland Great Britain.
Terms of Reference for the Trustees
All the property and assets of the Club are to be in the custodianship of the trustees to be dealt with by them as the Committee shall direct.
The trustees shall hold office until resignation, death, retirement or removal from office by a resolution of the Committee. 
Custodianship is to protect the property of the members and from time to time to review the Clubs assets and to ensure they are properly dealt with and safeguarded.  Trusteeship would also imply a certain responsibility for the financial implications of the review particularly the question of overstocking and the purchase of stock that depreciates in value. 
It follows from the foregoing that the appointed trustees are required to annually:-
●    check the inventory of club trophies;
●    assure themselves that the storage and insurance arrangements for the trophies are satisfactory;
●    review the stocks held of items for sale;
●    review the overall financial situation of the club;
●    make observations to the Committee.  
Dated: June 1993.
Revised 2003 
Rule 7 (a) Rotation of Committee over three years.
Rule7 (f) Added. 
Revised 2004 
Rule 6 (a) Amended to make the Chairman an officer.
Revised 2006
Rule 21 Added. 

Breach of these provisions may result in expulsion from Club membership, and/or disciplinary action by the Kennel Club and/or reporting to the relevant authorities for legal action, as appropriate

●    KC/GJ September 2008

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