Irish Wolfhound Society Rules and Regulations
Revised at the Annual General Meeting 2014
Code of Conduct
Kennel Club Code of Ethics
The Irish Wolfhound Society aims to ensure that only quality Irish Wolfhounds are bred from and exhibited at shows, in particular the exchanging of information on any problems of a hereditary nature, giving novices and new exhibitors help and advice in the rearing, preparation and handling of Hounds in the show ring, also training judges, arranging Matches and Shows.
1. MANAGEMENT OF THE SOCIETY
a) The affairs of the Society shall be managed by a committee, which shall consist of the President, Vice-President(s), Honorary Secretary and Treasurer (all of whom shall be ex-officio members of the committee) together with a Chairman and seven other members of the Society.
b) Members of the committee shall retire annually, but shall be eligible for re-election.
c) Four committee members shall form a quorum for meetings.
d) Any member of the committee absent from three consecutive committee meeting’s shall have his/her attention drawn to the fact and unless a reasonable explanation is forthcoming which is acceptable to the committee, the members seat on the committee shall be declared vacant. Any vacancy occurring during the year amongst officers or committee shall be filled by the committee. Those co-opted shall only hold office until the next Annual General Meeting of the Society at which an election of officers and committee takes place.
e) No two members of the same family or household may serve as officers of the
Irish Wolfhound Society.
f) No person whilst an un-discharged bankrupt may serve on the committee of or hold any office or appointment within a Kennel Club Registered Society.
2. VICE PRESIDENTS
Vice Presidents who need not necessarily be members of the Irish Wolfhound Society to be elected at the Annual General Meeting for life.
3. ELECTION OF COMMITTEE
a) Nominations for committee must be notified in writing to the honorary Secretary by fully paid up members of the Society, duly proposed and seconded during the month of January each year, and must be accompanied by a letter of consent by the nominee, who must have been a full member of the Society for two (2) years.
b) Members retiring from the committee under rule one (1) item two (2) shall be deemed to have been nominated for re-election.
c) Voting for Chairman, and committee members will take place by post; unless no new nominations are received, in which case the existing committee members and Chairman shall be deemed to be re-elected, if willing to stand.
d) Voting papers will be sent by the Secretary to all full members whose subscriptions are fully paid up one month before the Annual General Meeting and shall be returned to the Secretary at least 72 hours before the Annual General Meeting.
e) Members may vote for as many candidates as they wish up to seven candidates, but no more than one vote per candidate.
f) All voting papers having been counted and scrutinised by three (3) tellers to be appointed at the Annual General Meeting, the result of the ballot shall be announced at the Annual General Meeting, all successful candidates will take office immediately.
g) The Chairman shall be elected in the same manner as for members of the committee.
h) After being duly proposed and seconded, the President will be elected by a show of hands at the Annual General meeting.
i) The Honorary Secretary of the Society committee shall be appointed by members of the committee each year at their first meeting after the Annual General meeting.
j) The Honorary Treasurer shall be elected by paid up full members of the Society at the Annual General Meeting, for a term of one (1) year and will then retire, but shall be eligible for re-election.
k) During the month of December each year, the Secretary will send to all full members a reminder that nominations for committee members must reach the Secretary by the end of the following January, also a reminder will be given in Dog World, Our Dogs and on the Irish Wolfhound Society website .
4. SOCIETY ACCOUNTS (KC Mandatory Rule Change, Rule 5(j))
The Treasurer shall receive all monies, keep a proper record of receipts and payments and submit a properly certified Income and Expenditure Account and Balance Sheet to the members at the Annual General Meeting of the Society.
Ther accounts shall be certified annually, by one qualified accountant or two individuals with accountancy experience who shall certify the accounts for the ensuing year before the next Annual General Meeting. Those undertaking the certification must be independent from those who prepare the accounts. A copy of the Annual Statement of Accounts will be made available at the Annual General Meeting and to members 14 days prior to the Annual General Meeting on application to the Treasurer. He/She shall keep a banking account in the name of the irish Wolfhound Society, two or more officers in accordance with the authority given by the committee shall sign cheques.
5. GENERAL MEETINGS
5A. An Annual General Meeting of the Society shall be held during the first six (6) months of the year presided over by the Chairman. In the absence of the Chairman a substitute shall be elected by those present, it shall transact the following Business.
a) Approve the minutes of the previous Annual general Meeting and of any subsequent Special General Meeting.
b) Receive the Chairman’s report to the Society
c) Approve the audited statement of accounts for the previous year.
d) Appoint the Auditors.
e) Elect the officers.
f) Elect the committee
g) Discuss any item of which written notice has been given to the Hon Secretary at least one (1) month before the date of the meeting.
h) In the event of a tied vote for any position, officers, committee or Judge, a paper ballot will be conducted among those present and eligible to vote at the Annual General Meeting.
i) Any other Business at the discretion of the Chairman.
5B. A Special General Meeting shall be summoned by the Hon Secretary at the request of the committee or within four (4) weeks on the receipt of a request signed by twenty five (25) full members stating the subject to be discussed. No other business other than that named shall be brought before the meeting.
Notice of the Annual or Special General Meeting shall be given by the Hon Secretary to all members eligible to vote not less than four weeks before the date of the meeting. Such notice will be given by post, Email or on the website to be downloaded and contain all the relevant business to be conducted. Failure of individual members to receive such notice shall not invalidate the meeting.
Each candidate applying for full membership must be proposed and seconded by a full member. Reasons for non approval of full membership need not be given, the committee decision being absolute and final. No member shall be entitled to propose or second a new full member until he/she has been a full member for at least twelve (12) months. Any member changing his/her address shall notify the change to the Hon Secretary in writing, who shall register the same. All notices posted to the last registered address shall be held to have been duly given.
Anyone wishing to become a member of the Society may apply to become an Associate Member for the first three (3) years, they may attend the Annual General meeting but they will have no voting rights. Application for Associate membership must be made in writing to the Hon Secretary and put before the committee for approval. Reasons for non approval of membership need not be given, the committee decision being absolute and final.
Anyone residing outside the United Kingdom and in Eire shall not be eligible for full membership.
The annual subscription shall be:
Joint members Full or Associate £18.00
Single members Full or Associate £12.00
Overseas members Associate £15.00
All subscriptions become payable on the 1st January each year, the Hon Secretary shall on the 1st March in each year give written notice to any member who has not paid his/her subscription due on the 1st January, if the subscription is not paid by the 1st April the members name shall be removed from the list of members. Any full member whose subscription remains unpaid shall forfeit the right to vote at any meeting.
8. LIST OF MEMBERS
The Society must make a list of members and their addresses available for inspection if so requested by the members of the Society or by The Kennel Club.
9. EXPULSION OF MEMBERS
Any member who shall be suspended under kennel Club Rule A42j(8) shall ipso facto cease to be a member of the Society for the duration of the suspension and/or disqualification. If the conduct of a member shall, in the opinion of the committee 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 of the Society 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/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 eligible to vote, his/her name shall forthwith be erased from the list of members and he/she shall cease for all purposes to be a member of the Society except that he/she may within two calendar months from the date of the meeting appeal to The Kennel Club upon such conditions as The Kennel Club may impose. Kennel Club rule C 3.54 (37)
10. WINDING UP
In the event of the Society being wound up or otherwise ceasing to exist, all cups, trophies, special prizes etc not won outright, shall be offered to the Donors, their Personal Representatives, Heirs or Assigns. The cash assets and/or investments and any property of the Society shall be disposed of as determined at a Special General Meeting of the Society called for that purpose.
11. ALTERATION TO SOCIETY RULES
These rules may not be altered except at an Annual General Meeting notice of which must appear in the agenda for the meeting together with the number of the rule which is to be considered for alteration. No change may be brought into effect until approved by The Kennel Club.
12. ANNUAL RETURNS TO THE KENNEL CLUB
The officers acknowledge that during the month of January each year, maintenance of the Title fee will be forwarded to The Kennel Club by the Hon Secretary for the continuance of Registration and that by the 31st July each year, other returns, as stipulated in the Kennel Club Regulations for Registration and Maintenance.
In any case not covered by these rules, the decision of the committee shall be accepted. The Chairman shall have the casting vote. The Society recognises The Kennel Club PLC as the final authority for interpreting the Rules and Regulations of the Society in all cases relative to the canine or society matters. The Society shall not join any Federation of Societies or Clubs.