The Utonagan Society Constitution for 2007
Name and Objectives/Aims of the Society
- The society shall be known as The Utonagan Society.
- The objectives/aims of the society are to promote the health and welfare of the breed by careful and selective breeding, with general promotion via Society organised shows and owners conduct.
The Utonagan Society membership will ensure that everyone is given the opportunity to participate fully and equally, regardless of race, gender, age, sexuality, disability or religion.
- Membership is open to all Utonagan owners and lovers of the breed.
- Membership of 2 or more Utonagan Society/Utonagan clubs, with similar Aims and Objectives, is not permitted, as this will hinder each society/club reaching their goal.
Officers and Committee
- The society shall consist of 3 officers: Chairperson, Treasurer and Secretary.
- There should be no more than fourteen Committee Members.
- Committee meetings should be held at least quarterly and the quorum for any committee meeting is at least 3 Committee Members present.
- No registered bankrupt can apply for a position on the committee.
- No-one under investigation, or who has been investigated, by any animal welfare group, or who has breached any of the Breeders Code of Ethics or Constitution may apply for a position on the committee.
- The committee shall manage the affairs of the society.
- All committee positions are up for re-election each year, officers can re-apply for their positions.
- The committee are empowered to deal with any question not provided for by the Rules.
- In the event of any Committee Member resigning their position the committee shall have the power to co-opt members onto the committee and must notify the Membership of any changes within the Committee. Those co-opted shall be deemed non-voting Committee Members on a temporary basis, i.e. until the next AGM at which an election of all officers and Committee Members will take place.
- The committee are also empowered to appoint a sub-committee, breed advisor etc.
Duties and responsibilities of each Officer
- Will take responsibility for managing the committee and the affairs of the society.
- Will oversee and liaise all decisions and work carried out by the committee.
- Will, in conjunction with the secretary, prepare the annual report.
- Will liaise with the secretary on the agenda for each meeting and approve the minutes before they are circulated.
- Will be completely familiar with the constitution and breeders code of ethics and will abide by every aspect of each of these.
- Will liaise with the Treasurer to ensure that funds are properly spent and in the best interest of the society.
- Will help prepare any statutory documents that may be required.
- If they are unable to attend any meeting they will send a written report to the secretary and will fully brief the secretary on the agenda.
- Will attend all society meetings.
- Will arrange a suitable venue for all Committee meetings and inform all Committee members of these arrangements.
(Venues to be arranged in various locations to suit all Committee members).
- Will write agendas and minutes from all Society Committee meetings and duplicate and distribute the minutes to all Society members.
- Will arrange a suitable venue and give due notice in writing to the membership of the venue and date of all society AGM/SGM's and ensure all members have the opportunity to attend and vote on all matters.
- Will write minutes and maintain records of all meetings in an effective manner and produce any which may have been requested for committee meetings etc.
- Will assist the Chairperson to prepare the Annual report for AGMs.
- Will be the first point of contact for the Society and will disseminate information as appropriate.
- Will process all Society correspondence; register all dogs, members, change of Ownerships etc. and liaise with the database manager to ensure the database is Amended accordingly.
- Will ensure that Society funds are used according to Society rules and always in the best interest of the Members/breed.
- Will manage Society funds, ensure that finances are available as a first priority to meet essential expenditure, i.e. venues etc.
- Will keep accurate records of all collections, usage and disposal of society funds to a standard acceptable to an independent auditor. (All genuine receipts therefore must be accounted for. No receipt - no payment).
- Will ensure that society accounts are subjected to an annual audit and report from a suitable qualified advisor.
- Will reconcile bank statements and investigate any discrepancies, reporting to the chairperson any discrepancies.
- Will assess the society’s financial health and make this known to the members at the AGM.
- Will cash up at the end of meetings and events, ensuring records are updated and cash and cheques are prepared for banking.
- Will deposit any cash and cheques by the 1st of each month into the society’s bank account.
- Will liaise with the secretary when organising venues and pay with society cheques direct to the venue, ensuring that receipts are written out to The Utonagan Society.
A banking account shall be held in the name of the society at a bank or building society approved by the committee. All of the society's revenue will be held in this account.
Expulsions of Members
Any Member found to be in breach of the Society's Constitution or Breeders Code of Ethics will have their membership suspended immediately, pending investigation by the Committee. Once concluded the Member concerned and the Membership in its entirety will be informed of any disciplinary action, i.e. revocation of membership and Society Breeder's rights. Any Member found to be bringing the Society into disrepute will be invited to attend a Special General Meeting and given 28 days notice and full written explanation of the subject matter, whereby they will be given the opportunity to explain their actions to the Membership and Committee so that all present may assess and vote on any resolution regarding their expulsion.
Revocation of Committee Membership
All Committee Members are obliged to comply with all aspects of the Constitution and BCE, as are our general Members. Committee Members are liable to disciplinary action if found to be in breach of these. A Committee Member may be suspended/dismissed from the Committee if they fail to attend 3 meetings without sending apologies or good reason, or if the Committee decide by vote of at least 2 thirds that the Member has committed gross misconduct. A SGM must be held whereby the Member will be entitled to speak and or be represented by another Member of their choice.
Elections of Members
The election of members is at the Committee’s discretion.
Annual membership fee is £10 per household, payable on the last day of February each year. Junior Membership is £5, as they do not have voting rights.
- Litter registration is £4 per puppy.
- Registration of a single dog is £4.
- Change of ownership is £3.
- Pedigrees are £3 per pup for a 3 generation and £4 per pup for a four generation, £5 for a five generation etc.
Would all Breeders/Owners please note that once a dog or puppy has been registered, and TUS paperwork has been produced or provided, they're registered for life and cannot be removed from the database under any circumstances? All fees paid are non refundable.
If any Member fails to renew their membership by the last day of February each year, the secretary will issue a reminder. A further two weeks will be allowed for renewal receipt. If no response is received, access to all forums and member areas will be revoked and this will result in removal from the member register and no further Society correspondence will be issued. If renewal form and fee are received, the Secretary will issue a TUS Membership Card and will also enclose proposal forms for the Member to complete proposing either themselves or a fellow Member for a Committee position. If a venue has been booked at this point the Secretary should notify the Membership of the venue and the intended date and time of the AGM.
The Utonagan Society Annual General Meeting
- The Utonagan Society Annual General Meeting will be held in July of each year and there may be no less than 25% of the current Membership present for it to continue. Notice of time, date and venue will be sent to all paid up members with their membership card in March each year. At this point all Members will be asked to apply or nominate other Members for Officers positions and propose topics for discussion.
- All nominations, proposals for discussion must be returned to the secretary by 31st March each year.
- The Agenda and details of who has applied for which position will be notified to all Members in early June giving them the opportunity to vote via post. Postal votes will need to be submitted before 30th June each year.
- Only those topics included on the agenda may be discussed and voted upon at the AGM. Once the agenda has been concluded other topics may be discussed.
- Members who are able to attend will be invited to vote on the day of the AGM by show of hands. Those in attendance may be asked to volunteer for a Committee position depending on the amount of proposals received via post.
- Any other meetings that may be required i.e. Special General Meetings can only be called by the committee in relation to expulsion of a Member, or by no less than 12 members on a signed petition stating subject to be discussed in full and requesting a SGM. No business other than the topic put forward may be discussed.
- Full notice of any SGM will be notified to all members giving 28 days notice of the date, time and venue and the topic for discussion.
- Nominee's proposers and seconders must all be fully paid up members of at least 12 months standing.
- Members can only vote on committee placings and other matters after a full 12 months membership. They can only apply for a Committee position once they have completed a full 12 months membership.
- Meetings will be held quarterly at a convenient and accessible venue for all Committee Members.
- If the quorum is not reached another meeting will be called for the same day and time 7 days later where the quorum will be those present.
- Committee Meetings will be open to the general Membership to attend, speak and submit agenda items with the agreement of The Chair, or these can be submitted by post/email 7 days before the Committee Meeting.
Special General Meeting
- A Special General Meeting may be called by the Committee or by request from at least 2 thirds of the membership.
- The Quorum arrangements will be the same as the AGM, see paragraph 13.
- The Secretary must take all reasonable steps to publicise the SGM and ensure a notice is sent to all households within the Membership at least 7 days before the meeting.
Voting at meetings
- Each member shall be entitled to one vote at an AGM, and Special General Meetings.
- Members of the Committee shall be entitled to one vote each at Committee Meetings.
- The Chair will have one ordinary vote and, in the event of a tie, an additional casting vote.
- Voting will be by show of hands or as agreed by majority decision.
- Proxy votes are not allowed.
Minutes of Meeting
- All decisions made at meetings will be recorded in the minutes.
- Minutes will be available for inspection by members.
- At meetings a list of those present and those sending apologies will be recorded.
All Society related complaints should be addressed to the Compliments and Complaints Officer at
. No complaint will be taken over the telephone.
This constitution has been agreed by the majority present at the AGM 2007 and may not be altered unless requested at the next AGM by the membership.