CONSTITUTION - TIKI CAVALIER KING CHARLES SPANIEL CLUB INC
1. NAME
The Club shall be called the TIKI CAVALIER KING CHARLES SPANIEL CLUB (Inc)
2. OBJECT
The object of the Club shall be to promote the general interests of the Cavalier King Charles Spaniel
a) By encouraging Breeders and Owners to maintain a high standard
b) By organizing Shows and Ribbon Parades
c) By organizing such other activities as may from time to time be found desirable or necessary
d) By encouraging Breeders and Owners to participate in Shows not organised by the Club but
run under the auspices of the New Zealand Kennel Club.
3. MANAGEMENT
a) The management of the Club shall be in the hands of a President, Executive Vice President
and a Secretary/Treasurer (this office may be held by a Secretary and a Treasurer) hereafter called the "Officers", together with a Committee of eight (8).
b) The officers and other members of the Committee, all of whom must be financial members, shall be elected at the Annual General Meeting and shall retire annually, but are eligible for re-election.
c) If an officer of the club resigns during the year, the committee may replace him/her from among their number. Otherwise a Special General Meeting shall be held for the purpose.
d) The committee shall meet not less than four (4) times a year, after seven (7) days notice to all members. No business shall be transacted at any committee meeting without a quorum of five (5) being present.
e) All committee meetings are to be open except when the nature of the business requires
the confidentiality of 'in committee'. To move to 'in committee', there must be a separate motion to do so.
f) The Committee shall have the power to appoint a Trophy Steward, Trophy Custodian, Show Secretaries, Newsletter Editor etc as they deem necessary, and to fix the duties, remuneration (if any) and other conditions of engagement and discharge of such officials or any of them. Such appointees do not need to be members of the Committee.
g) The Committee may co-opt other financial members to fill vacancies on the Committee which have arisen by the resignation, incapacitation or death of any of the Committee members. The Committee may also co-opt other financial members to make up the full number of members not achieved at the Annual General Meeting, if so empowered by the AGM. A co-opted member shall have the same rights and duties as a Committee member elected in the usual manner.
h) The chair at meetings shall be taken by the President, or if he/she is absent by the Vice President, in his/her absence by a member to be elected by the Committee.
i) Any emergency decisions involving Club business may be made by the President, Secretary, Treasurer and the Executive Vice President, after consideration of the views of as many of the Committee as can be conveniently contacted.
j) Members may have access to the minutes and the financial records of the Club.
k) "Headquarters of the Club" - the address of the Headquarters of the Club shall be the address of the person for the time being holding the office of Secretary of the Club.
l) "Zone of Influence" - the zone of influence of the Tiki Cavalier King Charles Spaniel Club (Inc) shall be that portion of the North Island of New Zealand north of the thirty-ninth (39th) parallel of latitude, excluding the area allotted to the East Coast Cavalier King Charles Spaniel Club.
m) "Eligibility for election to Executive Committee" - a person must reside within the current approved zone of influence of the Club to be eligible for election to the Executive Committee of the Club.
4. MEMBERSHIP
a) Membership shall be open to any individual person who wishes to be a member wherever they live.
b) A financial member is defined as a member who has paid the subscription for the current financial year.
c) A family membership is defined as the combined membership of an adult, their spouse or partner, and any children in the same household. A Family membership is entitled to only two (2) votes.
5. ELECTION OF MEMBERS
Candidates for membership of the Club shall be proposed by a financial member, seconded by another, and elected by the majority of the Committee. All candidates for membership shall make application on a form provided by the Secretary, such a form to include the following:
In consideration of my application for membership of the TIKI CAVALIER KING CHARLES SPANIEL CLUB (Inc) being accepted, I undertake to apply the highest ethical standards in all matters pertaining to the owning, breeding and sale of Cavalier King Charles Spaniels, and to
adhere to the Club's CODE OF ETHICS, and the Code of Ethics of the NEW ZEALAND KENNEL CLUB (Inc)
6. HONORARY LIFE MEMBERS
a) On the recommendation of the Committee of the Tiki Cavalier King Charles Spaniel Club (Inc) a person may be elected a Life Member of the Club by a "two thirds majority" at an Annual General Meeting of the Club as a mark of esteem, and in recognition of noteworthy service, active involvement in the Club and devotion to the breed over a very significant period of time.
b) No subscription fees shall be payable by a Life Member, but a Life Member shall be entitled to vote at General Meetings, and be eligible to hold any office of the Club.
c) A Life Member is subject to the same requirement as any other member to comply with the Code of Ethics of the Club, and may have membership withdrawn for failure to comply in the same manner as prescribed for members.
7. SUBSCRIPTIONS
a) All members except Life Members are required to pay an annual subscription.
b) The subscription shall be due on the first day of the financial year, 1st January, and must be paid within two (2) months of the due date to maintain membership status. An extension to this period may be allowed by the Committee upon application by the member.
c) The annual subscription, which will cover both single and family membership, shall be deter- mined at the Annual General Meeting, on the recommendation of the Committee. Any
proposed change to the current annual subscription must be notified to the members in the
published Agenda for the Annual Meeting.
d) Any member joining the Club after the 1st October shall have current membership status for the remainder of that financial year and the following full financial year.
e) "Breeder's Referral Subscription" The annual subscription for a new member introduced and paid for by a Breeder who has sold or given a puppy or older Cavalier to that member, shall be 50% of the current annual subscription for that financial year. A referral accepted
after 1st October shall have the currrent membership status for the remainder of that financial year and the following full financial year.
f) "Family Membership" The annual subscription for a family is the same as for a single member. Only one (1) Newsletter will be supplied per family.
g) No member whose subscription is unpaid shall be entitled to any of the privileges of membership, or to vote at any meeting. If any member's subscription shall be twelve (12) months in arrears, the Committee may erase his/her name from the list of members, but may, at their discretion, re-admit such person to membership. A member may resign from the Club at any time, the resignation shall be in writing to the Secretary. No refund of subscription shall be payable.
8. EXPULSION OF MEMBERS
a) Any member who shall be suspended by the New Zealand Kennel Club (Inc) shall ipso facto cease to be a member of the Club.
b) If the conduct of any member shall in the opinion of the Committee be injurious, or likely to be injurious, to the character and interest of the Club, the Committee may, at a meeting, pass a resolution to suspend him/her pending a Special General Meeting, to which the member in question has been invited and given the right to be heard. If at that meeting a resolution to expel is passed by a two thirds majority of the members present and voting, his/her name shall be forthwith erased from the list of members, and he/she shall thereupon cease for all purposes to be a member of the Tiki Cavalier King Charles Spaniel Club (Inc).
c) Any member who is expelled from the membership of the New Zealand Kennel Club is automatically expelled from membership of the Tiki Cavalier King Charles Spaniel Club. As, when and if the member's expulsion from membership of the New Zealand Kennel Club is rescinded, their expulsion from membership of the Club is also automatically rescinded.
9. ANNUAL GENERAL MEETING
a) The Annual General Meeting of the members of the Club shall be held within two (2) months of the end of the financial year, which shall be 31st December, provided that the Committee may, if they think fit, postpone the date for holding such a meeting for a period not exceeding one (1) month.
b) An Annual Report of the Club's progress which shall include a tabulated statement of the meetings of the Committee, with the members' attendances, shall be forwarded to each member at his/her last known address, with the Agenda of the meeting, at least seven (7) days before the day appointed for the AGM.
c) This will include, if possible, a duly audited Balance Sheet showing the receipts and expenditure for the past financial year, and the assets and liabilities of the Club. If it has not been possible to have the Annual Statement of Accounts audited by the time of distribution,
a copy of the unaudited accounts must be distributed, and the audited accounts, together with any alterations, available for the Annual General Meeting.
d) The order of business shall be:
Apologies
Adoption of Minutes of previous Annual General Meeting
Presentation of Annual Report
Presentation of Annual Accounts and Balance Sheet
Election of Patrons, Auditor, Officers and Committee
Presentation of Trophies
General Business (subject to the approval of the Chairman)
e) Nominations for election of officers and committee to be taken from the floor. Should there be more nominations than vacancies, a secret ballot will be held. Members present may vote for less than the number required to fill the vacancies, but a voting paper shall be invalid if it shows more than the number required to fill the vacancies. Only financial members for the current year, as defined in Rule 7b) shall be eligible to vote.
f) Unless decided otherwise by the Meeting, all voting papers shall be retained by the Secretary for a period of one (1) month after the meeting, in case they are required for any purpose, including but not restricted to, a recount.
10. SPECIAL GENERAL MEETINGS
A Special General Meeting of the members of the Club shall be convened by the Secretary on a requisition signed by six (6) financial members of the Club, or by resolution of the Committee. Such meeting shall be held within twenty-eight (28) days after receipt of such requisition, and seven (7) days notice shall be given to all members setting out the purpose for which such meeting is called. No business other than that of which due notice has been given shall be transacted at the meeting.
11. PROCEDURE AT GENERAL MEETINGS
a) If, within half an hour from the appointed time for any General Meeting, a quorum is not present, the meeting, if convened upon the requisition of members, shall be abandoned.
b) In any other case, the meeting shall thereupon stand adjourned until the corresponding day and hour of the following week, provided the same does not fall on any Public Holiday, in which case the meeting shall stand adjourned for another week. If there should then not be a quorum present, those who may be present shall have full power to deal with the business for which the meeting was called. All such meetings, when duly constituted, shall have the power to adjourn their proceeding, from time to time, for any period they may appoint.
c) At all General Meetings, and when questions of order, procedure or interpretation of the rules shall arise, the ruling of the Chairman shall be accepted as final. At all meetings voting may be by ballot, show of hands, or on the voices as the Chairman directs, and the Chairman shall have a casting vote, but not an ordinary vote. At any General Meeting fifteen (15) financial members shall form a quorum.
12. ACCOUNTS & FINANCE
a) A Bank Account shall be maintained in the name of the Club into which all revenue of the Club shall be paid, and from which withdrawals shall be made only on the signatures of two (2) of the following: Secretary, Treasurer, President and one other appointed by the Committee. In the case of the position of Secretary & Treasurer being held by one person, then two (2) other signatories shall be appointed by the Committee. Signatures of two (2)
members of one (1) family or household on one document are not acceptable. Proper accounts shall be kept by the Treasurer, who shall prepare an Annual Statement of Accounts, to be audited by the Auditors and approved by the Committee for presentation at the Annual General Meeting. A separate account may be operated by the Editor of the Newsletter, his/her signature, and that of the Secretary, Treasurer or the President being necessary on papers relevant to the Newsletter.
b) The Club shall have the power to borrow money for the purposes of the Club, such borrowing to be specifically authorized in each case by a General Meeting of members.
c) The Committee shall, from time to time, invest and/or reinvest the whole or any part of the funds of the Club which shall not be required for the immediate business of the Club.
d) The Club may decide to pay honoraria as appropriate to persons, including the Auditor, who are not members of the Club, and perform services for the Club. The quantum of such honoraria shall be set by the Committee and shall be ratified by members at the Annual General Meeting.
e) All disbursements must be approved by the Committee.
f) The Club is a non-profit making organization, and no surplus, salaries or wages are to be paid to any members or Executives.
13. CLUB PROPERTY
The property of the Club shall be vested in the Committee, and in the event of the Club winding up, under the relevant section of the Incorporated Societies Act 1908 and subsequent amendments to that Act, any remaining assets shall be disposed of to the New Zealand Kennel Club to be held in trust for any future Club formed in the area with the aims and objects similar to the TIKI CAVALIER KING CHARLES SPANIEL CLUB.
14. FEDERATIONS
The Club shall not join any Federation or Societies or Clubs.
15. AMENDMENTS TO THE CONSTITUTION
a) The Constitution may be amended only by way of resolution at a meeting of members, said resolution being a significant matter, requires a two-thirds majority to pass.
b) Any constitutional amendments require the approval of the New Zealand Kennel Club prior to implementation.
c) The Incorporated Societies office must be informed of any amendments.
16. CUPS & TROPHIES
a) All Cups and Trophies remain, at all times, the property of the TIKI CAVALIER KING CHARLES SPANIEL CLUB (Inc), and are awarded to the winners of the specific categories for which they are designated, to be held for eleven (11) months.
b) These Cups and Trophies are to be returned to the Trophy Custodian upon request by the person holding that position with the Club, no later than two (2) weeks prior to the Show or event when such Cups and Trophies are to be passed to the subsequent awardee.
c) No Cups or Trophies belonging to the Tiki Cavalier King Charles Spaniel Club are to be taken out of New Zealand.
d) The Keswick Piper, the English Cavalier King Charles Spaniel Club Cup, and the Moerangi Cup for Puppy in Show, are to be insured and periodically re-valued for insurance purposes.
3) At the discretion of the Committee, Trophies and Cups can be retired, for reasons such as lack of space for engraving, wear and tear that cannot be repaired. Such Trophies and Cups are to remain the property of the Club, and shall be held by the Trophy Custodian, or a person nominated by the Committee. At the discretion of the Committee, retired Cups and Trophies may be donated to suitable organizations such as the Museum run by the New Zealand Kennel Club.