NAME AND OBJECTIVES OF THE CLUB.
- The Club shall be called THE WEST HIGHLAND WHITE TERRIER CLUB (OF ENGLAND) LIMITED.
1.1 It’s main objective shall be to ensure the welfare and well-being of the West Highland White Terrier by promoting the breeding and exhibiting of healthy pure bred West Highland White Terriers.
1.2 In order to achieve this, the Club shall adopt and publicise the recognised Kennel Club Standard for the breed.
1.3 In order to ensure that the correct type is maintained, a Standard of Points will be kept by the Club to indicate and promote the correct type.
1.4 The Club will encourage breeders, exhibitors and judges and other interested parties to accept and conform to this Standard and type so that a condition of excellence is maintained when awarding prizes of merit to West Highland White Terriers.
1.5 In order to protect and advance the interests of the breed, the Club shall offer support to Open shows which select judges approved by the Club.
1.6 The Club will provide appropriate training in conjunction with the Kennel Club to aspiring judges of the breed in order to maintain judging standards.
1.7 The Club will offer training in aspects of health care both generally and specifically related to the breed.
1.8 The Club will keep its members informed of veterinary progress on health conditions affecting the breed.
1.9 The Club will maintain a Code of Ethics for adoption by its members as well as encouraging members to abide by the Kennel Club Code of Ethics.
1.10 In recognition that the future of the breed is in the hands of newcomers and novices, the Club will offer advice and support where necessary and will encourage the purchase of puppies from reputable sources.
2.1 The Club shall consist of Patrons, a President, a Vice-President, an Honorary Secretary, an Honorary Treasurer, 12 Committee Members and an unlimited number of ordinary members.
None of the aforementioned Offices may be combined nor may the Patron, President or Vice-President serve on the Committee while holding office.
2.2 The Honorary Secretary, or a designated Membership Secretary from within the ranks of the Committee shall keep a list of members and their addresses and dates of joining which shall be made available for inspection if so requested by members of the Club or by the Kennel Club.
3.1 The Patrons, President and Vice-President shall have no voting rights or power.
3.2 The President and Vice President shall have the right to attend Committee meetings with the prior approval of the Chairperson of the Committee but shall have no voting rights.
3.3 The President and Vice President shall be elected every three years by postal ballot and may offer himself/herself for re-election without formal proposing or seconding.
3.4 A nominee for the post of President or Vice President must have shown a commitment to the West Highland White Terrier and to the Club through a minimum of 12 years participation in breeding, showing and judging.
3.5 Proposers and Seconders for the posts of President and Vice President must have been full members of the Club for a minimum of 5 years.
3.6 The management of the Club shall be conducted by a Committee consisting of the Honorary Secretary, the Honorary Treasurer and twelve ordinary members of the Club who have been full members of the Club for a minimum of two years at the time of their nomination and who shall have been proposed and seconded in writing by two Club members who shall themselves have been full members of the Club for not less than two years.
3.7 Only one member of a marriage; parent/ child relationship; joint owners of an affix shall be a voting Officer or Committee member of the Club.
3.8 The nominees must not have been a member of any other Championship breed club during the previous two years.
3.9 No person whilst an undischarged bankrupt may serve on the Committee or hold any other Office or appointment within the Club.
3.10 The nominees must indicate their willingness to serve in writing to the Honorary Secretary before the closing date for nominations for the annual ballot.
3.11 The Honorary Secretary, Honorary Treasurer and all Committee members shall be entitled to a vote in all Committee decisions.
3.12 The Honorary Secretary and Honorary Treasurer shall each serve for three years from the AGM of their election and may offer themselves for re-election without formal proposers or seconders but must indicate their intention to remain in post to the Committee prior to the closing date for nominations.
3.13 Four ordinary members of the Committee shall retire by rotation each year but shall be eligible for re-election without formal proposing and seconding.
3.14 Committee members wishing to offer themselves for re-election must indicate their willingness to remain as a Committee member in writing to the Honorary Secretary before the closing date for nominations for the annual ballot.
3.15 The voting papers listing the names of valid nominees shall, in the case of existing Committee members offering themselves for re-election, indicate (for information of the voters) the number of Committee meetings, Club shows and events held in the three preceding years and the number of attendances by each Committee member seeking re-election.
3.16 Annually after the AGM the new Committee shall elect by secret ballot a Chairperson and Vice Chairperson. Candidates for these posts must have indicated in writing to the Honorary Secretary their willingness to serve.
3.17 The elected Chairperson shall have both a deliberative and casting vote in all Committee decisions under her/ his charge.
3.18 In the event of the indisposition of the elected Chairperson, the Vice Chairperson shall preside. Should both be indisposed, the Committee shall elect from within its own ranks a temporary Chairperson to preside over any legally convened quorate meeting.
3.19 A quorum at any Committee meeting will be 5 ordinary members.
3.20 The Committee may in the event of a vacancy in the offices of Vice President, Honorary Secretary or Honorary Treasurer, or in its own ranks, fill the vacancy until the next A.G.M. Thereafter they will retire in rotation as would the Officer/ Committee member they have replaced.
3.21 Should a vacancy occur in the Office of President, the Vice President shall take on the role until the next AGM.
3.22 Voting papers for the election of Officers and Committee shall be sent out to the members not less than six weeks prior to the AGM. They must be returned to the Independent Accountant in the official envelope at least 14 days prior to the AGM. The Independent Accountant shall arrange for the counting of the votes and will forward the results to the President and the Honorary Secretary at least 7 days prior to the AGM in a sealed envelope which will be opened at the AGM.
3.23 Except in emergencies, Committee meetings shall be convened by the Honorary Secretary by notice delivered by electronic communication, post or telephone not later than 14 days prior to the meeting. The Honorary Secretary is empowered to transact minor business with the Committee by post or any means of direct electronic communication. In such cases all the Committee must be consulted and the majority decision taken. The reply in writing of the Chairman of the Committee must be obtained before such business may be deemed to have the sanction of the Committee. The Honorary Secretary shall report details of all business transactions undertaken in this manner, to the meeting of the Committee immediately following the date of the transaction.
3.24 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 or by Direct Debit for continuance of registration and that by 31 st July each year, other returns as stipulated in the Kennel Club Regulations for the Registration and Maintenance of Title of Societies and Breed Councils and the Affiliation of Agricultural Societies and Municipal Authorities will be forwarded to the Kennel Club. The Officers also acknowledge their duty to inform the Kennel Club of the month in which the society’s Annual General Meeting is held and to notify the Kennel Club of any subsequent amendments to that date. 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.
4. ANNUAL AND OTHER GENERAL MEETINGS.
4.1 The A.G.M. of the Club shall be held in January or February of each year. At least 14 days notice shall be given to the membership.
4.2 The A.G.M. shall receive a report from the Honorary Secretary and Honorary Treasurer and an Independent Accountant’s Report for the preceding financial year. Copies of the accounts will be made available to members on request fourteen days prior to the AGM.
4.3 At the A.G.M. each year an Independent Accountant shall be appointed for the Club accounts of the current financial year.
4.4 A copy of the statement of account for the preceding financial year adopted by the A.G.M. and a list of the Officers of the Club and their addresses shall be forwarded to the Kennel Club before 31st July each year.
4.5 The A.G.M. shall receive a report from the President of the result of the annual election for the vacancies arising on the Committee.
4.6 The Committee shall have power to call Extraordinary General Meetings at any time if it is deemed necessary in the interests of the Club.
4.7 The Honorary Secretary shall call an Extraordinary General Meeting on receipt of a requisition signed by thirty ordinary members of the Club. All signatories to the requisition must be eligible to vote in all Club business, vide Rule 5.1. The Secretary shall circulate to all members a copy of the requisition along with the notice and the Agenda of the Extraordinary General Meeting.
4.8 The membership shall be given at least 14 days notice of an Extraordinary General Meeting and the notice shall state the business to be transacted to which business alone discussion shall be confined.
5. NEW MEMBERS AND LIABILITIES OF MEMBERSHIP
5.1 Any person aged eighteen years or more wishing to become a member must be proposed and seconded by existing members of at least two years’ standing and the Committee is empowered to accept or refuse the application. If accepted the applicant shall be admitted as an ordinary member but may not nominate an eligible member for office, or be allowed to vote in any business of the Club, until he/she has been a member for two years.
5.2 A person of less than eighteen years of age wishing to join the Club must be proposed and seconded by ordinary members and the Committee is empowered to accept or refuse the application. If accepted the applicant shall be admitted as a Junior member.
5.3 A Junior member shall have no vote in elections or at General Meetings.
5.4 A Junior member may become an ordinary member subject to rule 7.4.
5.5 No one shall be deemed a member or entitled to the privileges of membership (including a vote at the A.G.M. in the case of an ordinary member) until his/her entrance fee and his/her subscription for the current year has been paid.
5.6 The financial liability of a member shall cease with payment of his/her annual subscription.
5.7 Any person elected a member of the Club and taking up his/her membership shall be deemed to have read the rules of the Club and be prepared to abide by them.
5.8 Members shall conduct themselves in a responsible and reasonable manner in any activity, or at any event associated in any way with the breed. Members shall behave in a respectful and sportsman-like manner towards judges, officials and fellow competitors at shows. Behaviour deemed unreasonable or irresponsible by the Committee will be dealt with on written application to the Committee and shall be the subject of such disciplinary action as the Committee deems appropriate.
6. TERMINATION OF MEMBERSHIP
6.1 A member wishing to withdraw from the Club shall notify the Honorary Secretary in writing.
6.2 A member who has not paid his subscription by 31st March in any year shall, unless the Committee decides otherwise, be deemed to have resigned and his/her name shall be deleted from the roll of members by the Honorary Secretary.
6.3 On resigning or being struck off the roll of members all claims upon, or entitlement to participate in, any of the effects or property of the Club shall cease; without prejudice to liability for any arrears of subscription.
6.4 EXPULSION OF MEMBERS
Any member who shall be disqualified under Kennel Club Rule A11.j.(5) and/or Kennel Club Rule A11.j.(9) shall ipso facto cease to be a member of the Club.
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, the Committee of the Club may, at a Meeting, the notice convening of which includes as an object the consideration of the conduct of a 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 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 she/he may attend and offer an explanation. If, at that Meeting a resolution to expel is passed by a two-thirds majority of the Members present and voting, her/his name shall be forthwith erased from the list of Members and he/she shall thereupon cease for all purpose to be a Member of the Club except that she/he may within two calendar months from the date of such Meeting appeal to the Kennel Club upon and subject to such conditions as the Kennel Club may impose.
6.5 If a Club expels any Member for discreditable conduct in connection with dogs, dog shows, the Club must report the matter in writing to the Kennel Club within seven days and supply any particulars required.
7. FINANCIAL YEAR AND SUBSCRIPTIONS
7.1 The financial year shall commence on 1st January and close on 31st December.
7.2 An entrance fee shall be payable by each new member on acceptance of his/her application by the Committee at a level to be decided by the Committee prior to 1st January subject to ratification at the A.G.M.
7.3 The annual subscription for an ordinary member and a junior member shall be payable at a level to be decided by the Committee prior to 1 st January, subject to ratification at the A.G.M.
7.4 A junior member whose membership is up to date may become an ordinary member without further entrance fee or sponsorship provided that in the year following that of his/her 18th birthday he/she pays the subscription of an ordinary member.
7.5 All subscriptions shall be due on 1st January and paid before 31st March.
8. POWERS AND DUTIES OF THE COMMITTEE
8.1 The Committee shall manage the property of the Club.
8.2 The Committee may appoint from the membership a member or members to manage particular items of property, e.g. trophies belonging to the Club.
8.3 The Committee may arbitrate on disputed matters formally brought to its attention by letter to the Honorary Secretary.
8.4 The capital assets of the Club shall be invested in the names of trustees appointed by the Committee who shall include the Independent Accountant and the Honorary Treasurer for the time being.
8.5 No expense shall be incurred, nor credit pledged, or funds committed as collateral, by any member of the Committee beyond the funds of the Club, or in advance of the sanction of the Committee.
8.6 All expenditure is to be sanctioned by the Committee. Any amount of £20 or more shall be paid by cheque bearing the signature of any two of the President, the Chairman, the Honorary Treasurer and Honorary Secretary.
8.7 Without prejudice to rule 5.6 the Committee may request and accept special donations from the membership for specified projects it may approve.
8.8 The Committee may guarantee classes for the breed at Open Shows where the judge officiating is approved by the Committee.
8.9 The Committee may appoint assistants to any of its officers at its discretion.
8.10 The Committee shall have power to recommend the appointment of Patrons for approval by the membership at the A.G.M.
8.11 The Committee may propose, at its discretion, for confirmation at the A.G.M., members of the Club for Honorary Life Membership, these members having in the opinion of the Committee offered outstanding service to the Club and to the wellbeing and promotion of the West Highland White Terrier.
9. ALTERATIONS TO THE RULES
9.1 The Rules of the Club may not be altered except at an A.G.M. or Special General Meeting and such alterations shall not be brought into force until the Kennel Club has been advised and has given approval to the alterations.
9.2 Notice of a motion to alter the Rules of the Club must be given in writing to the Honorary Secretary, with the names of the proposer and seconder, not later than the 31st October before the A.G.M. Proposed Rule changes will detailed on the A.G.M. Agenda and posted to each member at least fourteen days before the meeting.
9.3 Any motion to alter the Rules must be to the satisfaction of the Honorary Secretary, clearly define the alteration or addition intended.
10 PRIZES AWARDED BY THE CLUB OR OTHERS
10.1 The Committee may offer Club medals, cash or other prizes for competition by members only at such shows and under such judges as they may determine.
10.2 In the event that trophies, the property of the Club, are offered for competition to be held by the winner for a limited period only, the Committee may demand from the winner before delivery of the trophy, a money deposit and a written undertaking to return the trophy, at his/her risk, to the Honorary Secretary of the Club or his nominee by a stated date.
10.3 No dog shall be eligible for a Club prize unless it has been registered at the Kennel Club.
10.4 No dog achieving less than a third place at the show shall be eligible for any trophy or special prize donated by the Club.
10.5 The disposal of any trophy or prize donated by a private donor shall be governed by the donor’s conditions.
10.6 Without prejudice to rule 10.5 all trophies owned by the Club shall in the event of a winding up be sold for the benefit of the members. If the Club is wound up or ceases to be the officers acknowledge their responsibility to forward to the Kennel Club a final statement of accounts from the Independent Accountant with a record of the disposal of the Club’s property within six months.
11 CLUB JUDGING LISTS
11.1 The Committee of the Club shall produce and annually update eleven lists of judges;
· A1 List Breed Specialist and A1 List Non Breed Specialist - The A1 list must indicate all persons whom the Club would support and who have been previously approved by the Kennel Club to award Challenge Certificates in the breed and who have carried out the appointment.
· A2 List Breed Specialist and A2 List Non Breed Specialist - The A2 list must indicate all persons whom the Club would support who, if invited to judge by a Society, would in principle be approved by the Kennel Club to award Challenge Certificates in the breed on that occasion.
· A3 List Breed Specialist and A3 List Non Breed Specialist – The A3 list must indicate all persons who satisfy the Club’s criteria for this list whom the Club would support to award Challenge Certificates but who as yet have not been approved by the Kennel Club.
· Overseas Judges List - Elected to the A list by virtue of their qualifications in their own country and overseas experience.
· B List Breed Specialists and B List Non Breed Specialists - The B list must indicate all persons who satisfy the Club’s criteria for this list whom the Club would support to judge the breed without Challenge Certificates.
· C List which combines Breed Specialists and Non Breed Specialists - The C list must indicate all persons who satisfy the Club’s criteria for this list whom the Club recognises as aspirant judges in the breed.
· Honorary Retired A1 List - for judges who no longer wish to be offered appointments.
11.2 Members of the A3 list may write to the Committee indicating their wish for transfer to the A2 list. Should the Committee feel that the Member has been overlooked by Societies to award Challenge Certificates in the breed then the Committee may recommend to the Kennel Club that the process for election to the A2 list should be initiated.
11.3 The composition of the A3 list will be determined by the Committee on the basis of a questionnaire based upon Kennel Club criteria filled in by applicants from the Club ‘B’ list who satisfy the Club’s criteria for the A3 list.
11.4 Applicants for the Club’s ‘B’ list must satisfy the Club’s criteria for that list. Applicants for the ‘B’ list must send to the Committee by 31 st October before the A.G.M. a resume of their judging experiences up until that date accompanied by a statement indicating their willingness to be included on the ‘B’ list.
11.5 Applicants for the ‘C’ list must send to the Committee by 31 st October before the A.G.M. a resume of their judging experience up until that date accompanied by a statement indicating their willingness to be included on the ‘C’ list.
11.6 The members shall have the option (to be exercised not later than 31 st October before the A.G.M.) to nominate in writing to the Honorary Secretary the name of a West Highland White Terrier Judge:
(a) of established Championship status from the West Highland White Terrier Club of England A1 List of Judges to officiate at a future Club Championship Show. No judge can officiate at a Club Championship show on more than two occasions and there must be at least 12 years between appointments.
(b) whose name is included on the West Highland White Terrier Club of England B List of Judges to officiate at future Club Open Shows.
Ballot paper listing the nominees will be sent to the members for their election of One judge only for each relevant Show. The ballot papers shall be returned not later than fourteen days prior to the A.G.M. to the current Independent Accountant of the Club who shall arrange for the counting of the votes. The results shall be forwarded to the President of the Club seven days prior to the A.G.M. A copy of the results, together with the ballot papers, shall be forwarded to the Honorary Secretary of the Club seven days prior to the A.G.M. Should the winner of the ballot subsequently be unable to fulfil the appointment a further ballot will be held. In the event that no nominations are received to judge a Club Show, the Committee shall have the absolute discretion to make an appointment, which shall be reported to the next A.G.M. The Club shall have the option of holding further ballots and declaring results as necessary.
11.7 The Committee shall establish if the number of entries for any show is such as to require separation of dog and bitch classes for separate judging. In this event the Committee shall have the absolute discretion to determine the revised arrangements for judging the show and appoint additional judges as necessary.
12 INDEPENDENCE OF CLUB
The club shall not join any federation of societies of clubs.
13 DISSOLUTION OF THE CLUB
In the event of the Club ceasing to exist a Special General Meeting shall be called by the existing Committee to decide the disposal of the Club’s assets and the outcome of the meeting notified to the Kennel Club. A final statement of account, together with a record of the disposal of the property of the Club shall be forwarded to the Kennel Club within six months. The persons named as Officers and Committee of the Club will be responsible to the Kennel Club for the proper winding up of the Club.
14 The final authority for interpreting these rules shall be the Kennel Club.