The Samoyed Club Incorporated
Constitution and Rules
14 February 2003
CONTENTS
1. NAME
2. OBJECTS
3. MANAGEMENT OF THE CLUB
4. MEMBERSHIP
5. ELECTION OF MEMBER
6. ELECTION OF LIFE MEMBERS
7. FINANCIAL YEAR
8. SUBSCRIPTIONS
9. CLUB PRIVILEGES
10. ANNUAL GENERAL MEETING
11. SPECIAL GENERAL MEETING
12. VOTING AT ANNUAL & SPECIAL GENERAL MEETINGS
13. COMMITTEE MEETINGS
14. QUORUMS
15. ACCOUNTS AND RECORDS
16. BANKING
17. ANNUAL REPORT AND BALANCE SHEET
18. TROPHIES
19. RESIGNATION OF MEMBERSHIP
20. MISCONDUCT
21. COMMMON SEAL
22. BY-LAWS
23. ALTERATION TO RULES
24. WINDING UP
25. POWERS OF COMMITTEE
26. OFFICERS
27. LIABILITY OF CLUB
BIBLIOGRAPHY
1. NAME
The Club shall be called “The Samoyed Club Incorporated.
2. OBJECTS
1. To hold meetings of persons interested in Samoyed Dogs.
2. To encourage their breeding and exhibition.
3. To hold lectures and to do all things to improve the general
standard of Samoyeds.
4. To observe the New Zealand Kennel Clubs standard for
Samoyeds.
5. To hold Ribbon Parades and other functions decided by
the Committee.
6. To support only recognised Clubs affiliated to the New
Zealand Kennel Club.
3. MANAGEMENT OF THE CLUB
The Management of the Club shall be vested in the President,
one Vice President, Secretary/Treasurer, or Secretary,
Treasurer, and a committee of up to ten members who shall
be elected at the Annual General Meeting and shall hold
office, subject to these rules, until the next Annual General
Meeting.
A payment of an honorarium be made to the Secretary, to be
determined by the Committee each year.
The appointment of an Honorary Auditor shall take place at
the Annual General Meeting. Payment of honorariums to be
determined by the Committee each year.
The President of the Club shall be Chairman at all meetings
connected with the clubs affairs, and in his absence the Vice
President.
Any member of the Committee shall ipso-facto vacate office if:
(1) He is absent for three consecutive meetings of the
committee without leave of the committee.
(2) By notice in writing he resigns his office.
Interim vacancies on the Committee shall be filled by the
committee.
Honorary officers consisting of one Patron and such number
of Vice Patrons as shall be decided upon from time to time,
can be appointed at the Annual General Meeting each year.
4. MEMBERSHIP
Any breeder or owner of a Samoyed or person favourable to
the objects and rules of the Club shall be eligible for
Membership.
Every member of the Club shall communicate to the
Secretary/Treasurer any change in their address and all
notices posted to the last notified address shall be valid and
deemed to have been given on the day following the date of
posting.
Members joining the Club automatically accept all rules and
by-laws of the Club.
Liability of a Member shall be limited to his Annual
subscription.
Membership to be defined as follows:
DOUBLE: Two members over the age of 17 who are living at
the same address. Such persons who are financial for the
current year shall be entitled to full Club privileges.
SINGLE: Any member over the age of 17 who is financial for
the current year shall be entitled to full Club privileges.
JUNIOR: Any member under the age of 17 who is financial for
the current year and shall have all the rights and privileges of
the Club except the right to vote.
5. ELECTION OF MEMBER
New members shall be elected by a simple majority ballot at a
committee meeting. All requests for membership to be dealt
with by the Committee and new members advised in writing of
their election.
Payment of subscription together with application for
membership does not necessarily infer the applicant will be
accepted for membership. In the event of membership being
refused the subscription fee shall be returned to the applicant.
6. ELECTION OF LIFE MEMBERS
The Annual General meeting may by resolution elect life
members of the Club. They shall be exempt from all
subscriptions and shall, subject to the rules, be entitled to all
rights and privileges of an ordinary member. Nominating of
Life Membership must first be submitted to the Committee for
approval.
7. FINANCIAL YEAR
The Financial Year commences January 1st, and ends
December 31st. of each Year.
8. SUBSCRIPTIONS
The Annual Subscriptions be set by the Committee for the
following year.
9. CLUB PRIVILEGES
Only financial members shall be eligible to compete for the
Clubs cups and trophies and only such members are entitled
to Club privileges.
Members must be financial prior to the commencement of
judging to be eligible to compete for cups/trophies at any
Show.
10. ANNUAL GENERAL MEETING
The Annual General Meeting of members of The Club shall be
held during the month of March each year, 14 days notice in
writing to be given to each financial member.
11. SPECIAL GENERAL MEETING
An extraordinary General meeting of the members of the Club
shall be called on requisition in writing to the
Secretary/Treasurer signed by six members whereupon 14
days notice in writing, shall be forwarded by post by the
Secretary/Treasurer to all members, specifying the objects of
the meeting, to which alone discussion shall be confined.
A Quorum of any extraordinary general meeting shall be 12
members.
12. VOTING AT ANNUAL & SPECIAL GENERAL MEETINGS
Only Senior members who have been financial for six months
prior to the Annual General Meeting or Special Meeting shall
be eligible to vote at that meeting.
Voting shall be by ballot.
13. COMMITTEE MEETINGS
The committee shall meet as often as it shall deem necessary
but shall meet at least four times a year. A meeting of the
committee may be summoned at any time by the President, or
the Vice-President, or five members of the committee. In the
absence of the President and the Vice-President, the
committee shall appoint a Chairman from their number. The
Chairman shall have a casting vote in addition to his
deliberative vote.
The Committee may elect from the Committee a Trophy
Steward and a Points Steward.
The Committee shall have the power to appoint subcommittees
for any special objects and delegate to such sub-Committee the powers of the Committee relating thereto.
14. QUORUMS
The Quorum of any General Meeting of the Club shall be 7
members. If within half an hour from the time appointed for
any meeting a Quorum is not present, if such be a Special
General meeting convened upon the requistion of members, it
shall be dissolved. The Quorum for a Committee Meeting shall
be 5 members present of which one shall be an Officer of the
Club.
15. ACCOUNTS AND RECORDS
A register containing the names and addresses of all
Members shall be kept up to date by the Secretary/Treasurer.
The Secretary/Treasurer shall keep proper minutes of
proceedings at all meetings and committee meetings.
The Committee shall cause true accounts to be kept by the
Secretary/Treasurer:-
(1) Of all sums of money received and expended by the Club
and matters in respect of which such receipt, and
expenditure takes place.
(2) Of all the assets, credits and liabilities of any description
affecting any of the property of the Club.
The books of the Club shall be open to inspection by members
of the Club at such reasonable times as shall be determined
by, and with the permission of the Committee.
16. BANKING
All monies received shall forthwith be paid into the bank
approved of by the Committee after being entered in the
books of the Club as being received.
Payment of monies shall be authorised by the Committee, and
any two of the President, Vice-President, Secretary/Treasurer,
or Secretary, Treasurer, shall operate on the Bank Account on
behalf of the Club. Bank withdrawals and endorsement of
cheques to be signed by any two of the above named
provided that they do not reside at the same address.
17. ANNUAL REPORT AND BALANCE SHEET
At the Annual General Meeting, the Committee shall lay
before the Club the President's Report and an audited
statement of income and expenditure, and an audited balance
sheet containing a summary of the property and liabilities of
the Club, from the time the last preceeding balance sheet was
made.
A copy of the Annual report and Balance Sheet shall be sent
to every financial member of the Club together with the notice
convening the Annual General Meeting.
18. TROPHIES
The Committee shall have the power to allocate trophies for
competition at Shows as finance permits. All trophies held by
members must be returned to the Club or Trophy Steward or
Secretary/Treasurer not later than the day of the Show for
which the trophies are offered.
Reciprocants of these trophies are responsible for the care
and insurance of any Perpetual Trophies during their time of
possession.
Such trophies at all times remain the property of The
Samoyed Club Inc. and are not to be taken beyond the
Territorial Boundary of New Zealand.
All Cups and Trophies are to be engraved professionally by
the recipient of the award.
19. RESIGNATION OF MEMBERSHIP
A Member of the Club may resign after payment of the current
Year's subscription by giving notice in writing of his intention to
the Committee. Any person ceasing to be a Member shall
forthwith return either in person or by post, to the Club or
Secretary-Treasurer or Trophy Steward, any trophy or
property belonging to the Club.
20. MISCONDUCT
Any member charged with being guilty of any conduct or
practise unbefitting to the Club or calculated to discredit the
Club, shall be summoned to appear before the Committee.
Fourteen days notice by registered post of the charge shall be
sent to the Member and he or she shall be entitled to appear
before the Committee and/or appoint a representative in their
stead and may also have an advisor at the Meeting. If after
due enquiry he or she be found guilty, he or she shall be
reprimanded or fined or disqualified or suspended or expelled
from the Club, subject to an appeal to the N.Z.K.C. Any
decision shall be deemed to be carried if a majority of not less
than 3/4 of the Committee present vote in its favour.
21. COMMMON SEAL
The Secretary-Treasurer of the Club shall have the custody of
the Common Seal of the Club, and shall affix such seal to
documents only on the direction of the Committee and in the
presence of the President of the Club.
22. BY-LAWS
The Committee shall have power to frame by-laws, regulations
and standing orders as may from time to time be deemed
necessary, provided that such by-laws, regulations and
standing orders are not inconsistent with the rules.
23. ALTERATION TO RULES
The rules of the Club may be altered, added to or rescinded at
any Annual or Special General Meeting of the Club, of which
at least seven days notice has been given to the Members by
post. The notice so given, shall contain a copy of, or state
briefly the nature of, the motion to be moved at the General
Meeting so called. All proposed alterations to the rules shall
be by way of notice of motion signed by the proposer and
seconder and delivered to the Secretary-Treasurer and shall
be dealt with at the next General Meeting of the Club or
Special General Meeting called for the purpose of altering or
amending such rules.
24. WINDING UP
If upon winding up or disolution of the Club, there remains
after satisfaction of all liabilities, any property whatsoever, the
same shall not be paid or distributed among the Club
Members but shall be given to or transfered to some other
Institution or Body having objects similar to the objects of the
Club, such institution or body to be determined by a majority of
the Members at a General Meeting held according to the rules
of the Club, at or before the dissolution and default thereof, to
such Institution or Body as a Judge of The Supreme Court of
New Zealand may direct. All trophies to be returned to donors
if wound-up.
25. POWERS OF COMMITTEE
Any matter arising which is not covered by the foregoing rules
shall be determined by the Committee.
26. OFFICERS
To be eligible to take office, i.e. President, Vice-President or
Secretary-Treasurer a member must have been financial for
six months prior to the previous Annual General Meeting, and
to become a Committee Member he/she must have been
financial for six months.
27. LIABILITY OF CLUB
The Secretary, at all shows, demonstrations, parades etc. at
which the public are admitted, will see that the following Notice
is placed in a prominent position -
"The Club accepts no responsibility and will not be liable to
any person for any loss, damage or injury whatsoever or
howsoever occasioned."
BIBLIOGRAPHY
This booklet has been composed from the following rules and
amendments lodged at the New Zealand Companies Office.
http://www.companies.govt.nz/
Constitution and Rules 17 May 1978.
Amendments 11 May 1979, 23 July 1981, 28 July 1982,
23 April 1990 and 27 January 1994.
