Rules 2014

The society shall be known as the Northern Basenji Society, and its objects are to encourage and watch the breed's interests, to organise and support shows under the Kennel Club's Rules and Regulations, and to encourage new Members.

The Society shall consist of a President, Honorary Secretary, Honorary Treasurer and a Committee of ten, all of whom shall reside permanently North of an imaginary line drawn across the map from Bristol through Birmingham to the Wash, and an unlimited number of members/associate members who may reside anywhere. Persons may join as Associate members without voting rights or access to reduced show entry fees. Persons under 16 years of age are not eligible for full membership but are eligible for Junior Membership between the ages of 6 to 16 years. Joint membership (two persons residing at the same address) is accepted.

The management of the Society shall be in the hands of the Officers of the Society and a Committee of ten members. Committee members are elected for a term of three years and then retire but shall be automatically eligible for re-election. A candidate for the Committee must have been a member of the Society for at least 24 consecutive calendar months and must be proposed and seconded by members of not less than 24 calendar months standing. Nominations must be called for each year, and voting shall be by postal ballot of the members; a simple majority of votes cast to elect returnable 14 days before the Annual General Meeting. A vote need only occur if there are more nominations than vacancies, the votes to be counted by an independent body. Three absences from Committee meetings between consecutive AGMs shall constitute resignation, at the discretion of the Committee. The President, Secretary and Treasurer shall be Ex-Officio Members of the Committee, with full voting rights. Meetings shall be held as often as are deemed necessary. Five persons, inclusive of Ex-Officio members, shall form a quorum for the transaction of business.

The Committee shall have powers to co-opt Members onto the Committee, in the event of positions becoming vacant between Annual General Meetings, or for them to work with the Committee for any specific purpose. Those co-opted shall only hold office until the next General Meeting of the Society; at which an election of Officers and Committee takes place, or until such earlier times as the Committee determines. Co-opted members need not live above the imaginary line, they shall be entitled to attend and vote at Committee Meetings.

The President, Secretary and Treasurer shall be elected for a Term of three years, retiring automatically at the end of their term in Office, but shall be eligible for re-election. Nominations shall be called for and an election shall, like that of the Committee be by postal ballot of the members, returnable 14 days before the AGM, a simple majority of votes cast to elect. If no candidate receives a majority of votes cast, then the Committee shall appoint an Acting Officer, and hold a new postal ballot within three months of the AGM. If the Office of Secretary or Treasurer or President falls vacant, through resignation or otherwise, the Committee shall appoint an Acting Secretary / Treasurer / President to serve until the next AGM.

The Chairman shall be elected at the first meeting of the new Committee. In the absence of the Chairman at a Committee meeting, the Committee shall elect one of their number to Chair that one meeting. The Chairman may be replaced at a Special Committee Meeting where the election of a new Chairman is an item on the Agenda circulated to Committee Members in advance of the meeting.

The Committee may recommend for approval at the AGM, such persons as they think eligible for Honorary Vice-Presidency for services to the Society.

The Committee may recommend for approval at the AGM, such persons as they think eligible for Honorary Life Membership for services to the Society.

The President shall be allowed to attend Committee Meetings and be entitled to a vote, he/she shall not be allowed to take the Chair by right but only upon a majority vote of those members present.

No person whilst an un-discharged bankrupt may serve on the Committee of or hold any other office or appointment within a Kennel Club Registered Society.

Candidates for membership of the Society shall be proposed and seconded by members of not less than 24 calendar months standing. The election to be decided by Secret Ballot of the Committee two 'no' votes to exclude. Members need not be Basenji owners.

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. The list may be kept on a computer anyone objecting to his/her name being kept in this manner must do so in writing to the Secretary

Each member shall be entitled to one vote after 3 months membership. Joint members shall have one vote each, Junior members shall have no voting rights. Associate Members and members permanently resident overseas have no voting rights. Postal votes may be held on any matter the committee deems appropriate, the votes of such a ballot to be counted by an independent body except in ballots approved by General Meetings and as herein described for the election of Officers and Committee. Proxy votes are not allowed. Voting shall be as decided by the majority at such a General Meeting.

The property of the Society shall be vested in the Committee. In the event of the Society ceasing to exist, a General Meeting shall be called to decide the disposal of the Society's assets and the outcome of the meeting notified to the Kennel Club. All cups and trophies to be given outright to the Society. If the registered Society is wound up or ceases to be a registered Society, under these regulations, a final statement of accounts, with a record of the disposal of the property of the Society, shall be forwarded to the Kennel Club within six months, and the persons named as Officers and Committee of the Society, will be held responsible, by the Kennel Club for the proper winding up of the Society.

A Banking Account(s) shall be opened in the name of the Society, into which all revenue shall be paid and from which withdrawals shall only be made on the, signatures of the Treasurer and either the Secretary or Chairman. (Two signatures required). Bank book(s) and statements should be inspected at each Committee meeting. The accounts will be certified annually and presented to the members, at the Annual General Meeting. NOTE: Certification of the 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. A copy of the annual statement of accounts for the last financial year, which must be certified in accordance with the rules of the society, will be made available on request to members 14 days prior to the AGM. Additionally, a copy of the annual statement of accounts will be available to members at the AGM and thereafter a copy will be available to members on request.

The Annual Subscription shall be such amount as agreed by the members 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 before the Annual General Meeting his/her name shall be automatically erased from the register. Acceptance back on the register will be dependent upon a new application and payment of back arrears. In the case of new members. If they are accepted after 1st October their first year's membership shall last until 31st December of the following year.

Any member who shall be suspended under Kennel Club Rule A42j(4) and/or any member whose dog/s) is/are disqualified 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 any member shall 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 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.

The financial year of the Society shall be from January 1st to 31st December. The Annual General Meeting shall be held on or before 30th April and, whenever possible, in conjunction with an Open Show.

At the Annual General Meeting the following business will be transacted:- the receiving of the report from the Committee and Balance Sheet and to discuss any resolution duly placed on the Agenda, of which prior notice has been given to the Honorary Secretary. No business shall be transacted at an Annual General Meeting unless notice thereof appears on the Agenda, with the exception of routine matters or those, which in the opinion of the Chairman of the meeting are urgent. Notice of a General Meeting shall be posted, at least 49 days prior to the date of said meeting, detailing the date, time, venue, list of vacancies for Committee and Officers and calling for any Resolutions for inclusion on the Agenda, (both the proposer and seconder of the resolutions must be Members of the Society of not less than 6 months eligibility, at the date of signing the proposal.) Nominations for Officers and Committee must be made in accordance with rules 3 and 4, and be signed by the nominee indicating their willingness to serve if elected.
Resolutions and nominations must be received by the Secretary 28 days prior to the meeting. The Agenda will be sent to all members 17 days prior to the General Meeting.

A Special General Meeting shall be summoned by the Honorary Secretary if twelve members send a signed requisition stating the Resolution to be voted on and requesting a Special General Meeting to do so. The Committee of the Society is also empowered to call a Special General Meeting. No Business other than that detailed on the Agenda, can be discussed at a Special General Meeting. Members shall receive at least 21 days notice of the date of a General Meeting.

The Rule of the Society may not be altered except at a General Meeting, the Agenda for which contains specific proposals to amend the Rules. Any proposed alteration to the Rules may not be brought into effect until the Kennel club has been advised and approved the alteration.

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 Society which may occur during the course of the year.

The Kennel Club shall be the final court of appeal in all matters of dispute.

16 The Society shall not join any Federation of Societies or Clubs.

The Society will maintain Judging Lists as per Kennel Club Regulations. As recommended by the Kennel Club the list will be prepared by Secret Ballot of the Committee. Criteria for consideration for election on the Societies Judging List will be advertised and any member may recommend a person for inclusion.

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