The society 1.0 Name 1.1 The name of the society is Swedish Vallhund Club Incorporated (“the Society”). 1.2 The Society is constituted by resolution dated 20.11.2011 2.0 Registered Office 2.1 The Registered Office of the Society is 131 Carter Road, Oratia, Auckland. 3.0 Purposes of Society 3.1 The purposes of the Society are to: (a) To promote Swedish Vallhunds (vastgotaspets) in recognition of the breeds superior versatility and trainability, whilst aspiring to maintain the integrity of the breed as specified by the Swedish Breeds standard and as adopted by the New Zealand Club. (b) Do anything necessary or helpful to the above purpose. 3.2 Pecuniary gain is not a purpose of the Society. Management of the society 4.0 Managing Committee 4.1 The Society shall have a managing committee (“the Committee”), comprising the following persons: (a) The President (also acts as Chairperson) (b) The Secretary; (c) The Treasurer; and (d) Such other Members as the Society shall decide. 4.2 Only Members of the Society may be Committee Members. 4.3 There shall be a minimum of four Committee Members. 4.4 Preferably committee to be comprised of eight members, with a fair representation of NZKC registered breeders, pet owners and non breeders on the committee. 5.0 Appointment of Committee Members 5.1 At a Society Meeting, the Members may decide by majority vote: (a) How large the Committee will be; (b) Who shall be the President, Secretary, and Treasurer; (c) Whether any Committee Member may hold more than one position as an officer; (d) How long each person will be a Committee Member (”the Term”). (e) The “term” to be a preferred minimum period of two years. 6.0 Cessation of Committee Membership 6.1 Persons cease to be Committee Members when: (a) They resign by giving written notice to the Committee. (b) They are removed by majority vote of the Society at a Society Meeting. (c) Their Term expires. 6.2 If a person ceases to be a Committee Member, that person must within one month give to the Committee all Society documents and property. 7.0 Nomination of Committee Members 7.1 Nominations for members of the Committee shall be called for at least 28 days before an Annual General Meeting. Each candidate shall be proposed and seconded in writing by Members and the completed nomination delivered to the Secretary. Nominations shall close at 5pm on the fifth day before the Annual General Meeting. [See also rule 21.4(b)] All retiring members of the Committee shall be eligible for re-election. 7.2 If the position of any Officer becomes vacant between Annual General Meetings, the Committee may appoint another Committee Member to fill that vacancy until the next Annual General Meeting. 7.3 If the position of any Committee Member becomes vacant between Annual General Meetings, the Committee may appoint another Society Member to fill that vacancy until the next Annual General Meeting. 7.4 If any Committee Member is absent from three consecutive meetings without leave of absence the Chair/President may declare that person’s position to be vacant. 8.0 Role of the Committee 8.1 Subject to the rules of the Society (“The Rules”), the role of the Committee is to: (a) Administer, manage, and control the Society; (b) Carry out the purposes of the Society, and Use Money or Other Assets to do that; (c) Manage the Society’s financial affairs, including approving the annual financial statements for presentation to the Members at the Annual General Meetings; (d) Set accounting policies in line with generally accepted accounting practice (e) Delegate responsibility and co-opt members where necessary (f) Ensure that all Members follow the Rules; (g) Decide how a person becomes a Member, and how a person stops being a Member; (h) Decide the times and dates for Meetings, and set the agenda for Meetings; (i) Decide the procedures for dealing with complaints; (j) Set Membership fees, including subscriptions and levies; (k) Make regulations. 8.2 The Committee has all of the powers of the Society, unless the Committee’s power is limited by these Rules, or by a majority decision of the Society. 8.3 All decisions of the Committee shall be by a majority vote. In the event of an equal vote, the Chair/President shall have a casting vote, that is, a second vote. 8.4 Decisions of the Committee bind the Society, unless the Committee’s power is limited by these Rules or by a majority decision of the Society. 9.0 Roles of Committee Members 9.1 The Chair/President is responsible for: (a) Ensuring that the Rules are followed; (b) Convening Meetings and establishing whether or not a quorum (half of the Committee) is present; (c) Chairing Meetings, deciding who may speak and when; (d) Overseeing the operation of the Society; (e) Providing a report on the operations of the Society at each Annual General Meeting. 9.2 The Secretary is responsible for: (a) Recording the minutes of Meetings; (b) Keeping the Register of Members; (c) Holding the Society’s records, documents, and books except those required for the Treasurer’s function; (d) Receiving and replying to correspondence as required by the Committee; (e) Forwarding the annual financial statements for the Society to the Registrar of Incorporated Societies upon their approval by the Members at an Annual General Meeting. (f) Advising the Registrar of Incorporated Societies of any rule changes; 9.3 The Treasurer is responsible for: (a) Keeping proper accounting records of the Society’s financial transactions to allow the Society’s financial position to be readily ascertained; (b) Preparing annual financial statements for presentation at eachAnnual General Meeting. These statements should be prepared in accordance with the Societies’ accounting policies (see 8.1.d). (c) Providing a financial report at every meeting and each Annual General Meeting; (d) Providing financial information to the Committee as the Committee determines. 9.4 On behalf of the Swedish Vallhund Club the committee shall endeavour at all times to act responsibly as guardians of the breed in guiding breeders with an preference for education as a means to encourage best practice. 10.0 Committee Meetings 10.1 Committee meetings may be held via video or telephone conference, or other formats as the Committee may decide; 10.2 No Committee Meeting may be held unless more than half of the Committee Members attend; 10.3 The President shall chair Committee Meetings, or if the President is absent, the Committee shall elect a Committee Member to chair that meeting; 10.4 Decisions of the Committee shall be by majority vote; 10.5 The President or person acting as President has a casting vote, that is, a second vote; 10.6 Only Committee Members present at a Committee Meeting may vote at that Committee Meeting. 10.7 Subject to these Rules, the Committee may regulate its own practices; 10.8 The President or his nominee shall adjourn the meeting if necessary. 10.9 Adjourned Meetings: If within half an hour after the time appointed for a meeting a quorum is not present the meeting, if convened upon requisition of members, shall be dissolved; in any other case it shall stand adjourned to a day, time and place determined by the President of the Society, and if at such adjourned meeting a quorum is not present the meeting shall be dissolved without further adjournments. The President may with the consent of any Society Meeting adjourn the same from time to time and from place to place but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place. Society membership 11.0 Types of Members 11.1 Membership may comprise different classes of membership as decided by the Society. 11.2 Members have the rights and responsibilities set out in these Rules. 11.3 Any club member who breeds a Swedish Vallhund bitch must be a registered member of the NZKC and abide by the NZKC rules andregulations. 12.0 Admission of Members 12.1 To become a Member, a person (“the Applicant”) must: (a) Complete an application form, if the Rules, Bylaws or Committee requires this; and (b) Supply any other information the Committee requires. 12.2 The Committee may interview the Applicant when it considers Membership applications. 12.3 The Committee shall have complete discretion when it decides whether or not to allow the Applicant become a Member. The Committee shall advise the Applicant of its decision, and that decision shall be final. 13.0 The Register of Members 13.1 The Secretary shall keep a register of Members (“the Register”), which shall contain the names, the postal and email addresses and telephone numbers of all Members, and the dates at which they became Members. 13.2 If a Member’s contact details change, that Member shall give the new postal or email address or telephone number to the Secretary. 13.3 Each Member shall provide such other details as the Committee requires. 13.4 Members shall have reasonable access to the Register of Members. 14.0 Cessation of Membership 14.1 Any Member may resign by giving written notice to the Secretary. 14.2 Membership terminated in the following way: (a) If, for any reason whatsoever, the Committee is of the view that a Member is breaching the Rules or acting in a manner inconsistent with the purposes of the Society, the Committee may give written notice of this to the Member (“the Committee’s Notice”). The Committee’s Notice must: (i) Explain how the Member is breaching the Rules or acting in a manner inconsistent with the purposes of the Society; (ii) State what the Member must do in order to remedy the situation; or state that the Member must write to the Committee giving reasons why the Committee should not terminate the Member’s Membership. (iii) State that if, within 14 days of the Member receiving the Committee’s Notice, the Committee is not satisfied, the Committee may in its absolute discretion immediately terminate the Member’s Membership. (iv) State that if the Committee terminates the Member’s Membership, the Member may appeal to the Society. (b) 14 days after the Member received the Committee’s Notice, the Committee may in its absolute discretion by majority vote terminate the Member’s Membership by giving the Member written notice (“Termination Notice”), which takes immediate effect. The Termination Notice must state that the Member may appeal to the Society at the next Meeting by giving written notice to the Secretary (“Member’s Notice”) within 14 days of the Member’s receipt of the Termination Notice. (c) If the Member gives the Member’s Notice to the Secretary, the Member will have the right to be fairly heard at a Society Meeting held within the following 28 days. If the Member chooses, the Member may provide the Secretary with a written explanation of the events as the Member sees them (“the Member’s Explanation”), and the Member may require the Secretary to give the Member’s Explanation to every other Member within 7 days of the Secretary receiving the Member’s Explanation. If the Member is not satisfied that the other Society Members have had sufficient time to consider the Member’s Explanation, the Member may defer his or her right to be heard until the following Society Meeting. (d) When the Member is heard at a Society Meeting, the Society may question the Member and the Committee Members. (e) The Society shall then by majority vote decide whether to let the termination stand, or whether to reinstate the Member. The Society’s decision will be final. 15.0 Obligations of Members 15.1 All Members (and Committee Members) shall promote the purposes of the Society and shall do nothing to bring the Society into disrepute. Money and assets of the society 16.0 Use of Money and Other Assets 16.1 The Society may only Use Money and Other Assets if: (a) It is for a purpose of the Society; (b) It is not for the sole personal or individual benefit of any Member; and (c) That Use has been approved by either the Committee or by majority vote of the Society. 17.0 Joining Fees, Subscriptions and Levies 17.1 The Executive Committee shall decide by majority vote at the AGM Meeting: (a) What a member must pay to join the Society (“Joining Fee”); and (b) What a member must pay in … Continue reading Club rules and constitution