Constitution and Rules

Constitution and Rules (Amended following AGM February 2014)
Hon Patron: Miss E.M.C. Holmes

The Club shall be called the FLATCOATED RETRIEVER CLUB OF SCOTLAND. (Hereinafter referred to as the 'CLUB'). 
The objects of the Club shall be to encourage the well being of Flatcoated Retrievers, to encourage responsible ownership and to encourage the working, training and showing of the breed. 
The Club shall consist of at least one Patron, Chairman, Vice Chairman, Secretary and Treasurer. The position of Secretary and Treasurer may be separate or co-joined. Twelve Committee Members and unlimited number of members.

No person whilst an undischarged bankrupt may serve on the committee of or hold any other office or appointment within a Kennel Club Registered Society
The management of the Club shall be in the hands of the Officers and Committee. Committee members may serve for a period of three years before retiring. The Office bearers will retire every three years. All subsequent terms of office will be for a period of three years. The Officers and Committee shall have full voting rights excepting the Chairman who shall only have a casting vote. Meetings of the Committee shall be held as often as deemed necessary. A Quorum for Committee Meetings shall be six in total. The Committee shall have the power to co-opt members on to the Committee in the event of positions becoming vacant between General Meetings. Those co-opted shall only hold office until the next General Meeting of the Club at which election of Officers and Committee takes place. No individual who has been a member of the Club for less than three years may be elected on to the Committee.
Candidates for Membership shall be accepted on payment of Subscriptions and ratification by the Committee. Subscriptions must be paid in full ten days prior to Annual General Meeting. 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.
Each fully paid member shall be entitled to one vote immediately upon acceptance of Membership by Committee. Voting shall be by a method decided by the majority at any meeting. Each partner of a joint membership shall be entitled to one vote. Junior membership will be available to anyone under sixteen year of age without voting rights.
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 advised to The Kennel Club. (If a registered Club is wound up or ceases to be a registered club under these regulations, a final statement of accounts with a record of disposal of the property of the Club shall be forwarded to the Kennel Club within six months and the persons named as officers and committee of the Club will be held responsible by the Kennel Club for the proper winding up of the Club). Note: Clubs are advised to obtain written acknowledgments from donors of Cups and Trophies that they are given as outright gifts to the Club.
A Banking account and building society account shall be held in the name of the Club, into which all revenue of the Club shall be paid and from which all withdrawals shall only be made on the Signatures of two of the following Officers, Chairman, Vice Chairman, Secretary/ Treasurer or 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 account for the ensuing year.
The Annual subscriptions shall be such amount as agreed by members in General Meeting and notified to The Kennel Club. No member whose subscription is unpaid is entitled to any privileges of membership and if a member shall fail to pay outstanding subscriptions by 31st March each year, 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.
Any member who shall be suspended by The Kennel Club Rule A 42j(4) and/or any member whose(s) is/are disqualified under Kennel Club Rule A 42j(8) shall ipso facto cease to be a Member of the Club for the duration of the suspension and/or disqualification.

If the conduct of any member shall, in the opinion of the Committee of the Club be injurious or likely to be injurious to the character or interest of the Club 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 Club shall be called for the purpose of passing a resolution to expel him/her.

Notice of a 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 so that he/she may attend and offer an explanation. If at that meeting a resolution to expel is passed by 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 Club, except that he may within two calendar months from the date of such a meeting appeal to The Kennel Club upon and subject to such conditions as The Kennel Club may impose.
The financial year of the Club shall be from 1st January to 31st December each year, The Annual General Meeting shall be held before 30th April each year.
Annual General Meeting: The purpose of the Annual General Meeting shall be to receive the report of the Committee and the balance sheet, to elect officers and committee and to discuss any resolution duly placed on the Agenda of which prior notice has been given to the Secretary 28 days prior to the AGM.

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 the Annual General Meeting shall be given to the members through ‘Dog World’ and ‘Our Dog' newspapers six weeks prior to the AGM.

The Agenda will be posted fourteen days prior to the date of the meeting.

Special General Meeting: A special general meeting shall be summoned by the Secretary if fifteen members send a signed requisition stating the subject to be discussed and requesting a special general meeting to do so, no business other than that detailed on the Agenda can be discussed at a Special General Meeting. The Committee of the Club is empowered to call a Special General Meeting at its discretion. Notice of a Special General Meeting will be given to members’ twenty-one days prior to the date of the meeting.
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.
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 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 Titles 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 Club which may occur during the course of the year. The Secretary shall, by the 31st July each year, forward to the Kennel Club the following:

A list of Current Officers and Committee and their addresses, a copy of the audited statement of accounts approved at the last Annual General Meeting of the Club and any copy of current constitution and Rules incorporating all approved amendments.

The Secretary shall keep a Minute Book which must contain a full record of the business transacted at all meetings. The Minute Book, Cash Book and Balance Sheets and all other documents belonging to the Club shall be available for inspection by The Kennel Club. A copy of the Audited Statement of Accounts will be available for inspection by the members at the Annual General Meeting or on a written request sent to the Secretary following the Annual General Meeting.
A person becoming a member binds himself/herself to these Rules and Regulations. In the event of a member appealing, The Kennel Club's decision shall, in all cases, be final.

The Club shall not join any Federation of Societies of Clubs
Criteria for Judges: The criteria for the inclusion of judges on The Flatcoated Retriever Club of Scotland’s judges lists shall be as agreed by the Annual General Meeting of 10/02/2007
Judges Committee: The inclusion of judges on the judges lists shall be undertaken by a judges sub-committee of the committee of the club. 75% of the judges sub-committee must normally be approved by the Kennel Club to award challenge certificates in the breed. Members of the sub-committee must be current members of the club.

Judges Lists: The judges sub-committee will update the list of judges twice yearly and present the complete list annually for approval to the committee prior to forwarding the list to the Kennel Club for the first of January each year.

Appointment of Judges: The appointment of individual judges to a post at licensed events of the club will be made by secret ballot of the committee, except for the appointment of Championship Show Judges that will be made by ballot of members and presented to the AGM each year.
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