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The Chow Chow Club Incorporated
New Zealand

The Chow Chow Club Incorporated Rules
Effective from March 09

Contents:

 

 

1.      NAME

2.      ZONE OF INFLUENCE 

3.      HEADQUARTERS OF THE CLUB

4.      OBJECTIVES

5.      MEMBERSHIPS

6.      SUBSCRIPTIONS

7.      NOTICES

8.      RESIGNATION OF MEMBERSHIP

9.      FORFEITURE OF MEMBERSHIP

10.   OFFICERS AND COMMITTEE

11.    FUNCTIONS OF THE COMMITTEE

12.    VACATION OF OFFICE

13.    MEETING OF THE COMMITTEE

14.    PROCEDURE AT COMMITTEE MEETINGS

15.   GENERAL MEETINGS

16.   PROCEDURE AT GENERAL MEETINGS

17.    BY-LAWS

18.   ORDER OF BUSINESS OF THE ANNUAL GENERAL MEETING

19.    SPECIAL GENERAL OR EXTRAORDINARY MEETINGS

20.    REPORTS OF MEETINGS

21.    ALTERATIONS OF RULES

22.   ACCOUNTS AND AUDIT

23.   TROPHIES

24.   VOLUNTARY TERMINATION OF THE CLUB’S ACTIVITIES

25.   COMMON SEAL

26.   INTERPRETATION

 

 
 

1.  NAME

The Society shall be called “The Chow Chow Club Incorporated” (hereinafter referred to as the “Club”).

 

2.  ZONE OF INFLUENCE 

The Zone of Influence will be New Zealand which means the Club can organise recognised activities anywhere within this area.

 

3.  HEADQUARTERS OF THE CLUB

The Headquarters of the Club will be the address of the person who is currently holding the office of ‘Secretary’.

 

4.   OBJECTIVES

4.1.      To seek incorporation under the provision of the Incorporated Societies Act 1908.

 

4.2.      To promote the breeding of all Chow Chow’s to the recognised New Zealand Kennel Club Standard (NZKC)

 

4.3.      To urge the adoption of such standards by Breeders, Judges, Dog Show Committees as the only recognised and unvarying standard by which Chow Chows shall be judged and which should uniformly be accepted as the sole standard of excellence in breeding and in awarding prizes of merit to Chow Chows.

 

4.4.      To make known to the public the outstanding qualities of the breed by exhibiting at shows and to do all the things that may be deemed advisable and necessary to promote the interests of the breed.

 

4.5.      To affiliate, co-operate, extend and amplify the efforts of other Clubs, Societies and Associations formed for the like of similar purposes and having similar objectives.

4.6.      To provide and contribute to prizes, awards and distinctions of merit in connection with the breeding, rearing and exhibition of Chow Chows.

 

4.7.                  To hold match days, ribbon parades as appropriate and promote shows under the rules and regulations of the NZKC

 

4.8.                  To encourage meetings and social activities of members and to further members knowledge of the breed by lectures and demonstrations when possible.

 

4.9.                  To promote and distribute news items of interest by whatever means available.

 

4.10.              To establish contact with kindred clubs throughout the world and, by what ever means deemed appropriate, inform all members of items of interest so obtained.

 

4.11.              To exercise such disciplinary, and other powers, as the Club shall deem fit.

 

5.   MEMBERSHIPS

5.1.                  Any person shall be eligible to apply for membership to the Club.  The liability of the member shall be limited to their annual subscription.  Membership application forms are available from the Secretary.

 

5.2.                  New members shall be proposed and admitted upon election by a simple majority at any Committee meeting.  The names and addresses of all members shall be entered by the Treasurer in a book known as “The register of members”.  The register shall be open to inspection by all members at any reasonable time.  It shall be the Treasurer’s duty to have this register present at all meetings.

 

5.3.                  Categories of Members are:

 

5.3.1.            Full Membership.  This is for the first member of a household to join the Club.  They have full voting rights and benefits as a member.  Full subscription applies.

 

5.3.2.            Household Membership.  This is for two adult members of a household.  They both have full rights as members, but receive only one, if one is produced, magazine.

 

5.3.3.            Junior Membership.  This is for anyone under the age of 15 years.  They will receive all benefits offered by the Club but hold no voting rights and are ineligible for election to the Committee.

 

5.3.4.            Life Membership.  Bestows full voting rights and membership benefits for life.  This is an Honorary Membership and can only be elected at an Annual General Meeting.

 

5.4.                  It shall be the duty of every member to promote the interest of the breed and the club and to strive for honourable dealings in all canine matters and to report to the officers or Committee any irregularities affecting the club.

 

6.  SUBSCRIPTIONS

The annual subscription shall be set by the Committee in February for the following year and ratified at the Annual General Meeting.

Subscriptions shall be payable by 1st March of each year.  Notice of subscriptions due will be advised to members in the month of February.  

 

No member shall be allowed to vote or compete for any prizes or trophies of the club or in any way enjoy the privileges of membership until their current subscription and all other outstanding amounts due by them have been paid.

 

7.   NOTICES

All notices shall be sent to the last recorded address of the respective member in the Members’ Register and shall be considered as being duly delivered when such notices are posted.

 

8.   RESIGNATION OF MEMBERSHIP

Any member may withdraw from the Club by sending notice of such intention in writing to the Secretary at any time before the expiration of the current Club year.  Any member leaving the club shall not be entitled to receive back monies which may have been paid to the club during the membership or have any claim against the Club.  Any member so withdrawing from the Club shall be deemed to be a member until such time as the member’s resignation shall be accepted by the Club and duly acknowledged in writing by the Secretary.  With the member’s letter of resignation, the member shall return to the Club any cups, trophies or property of the club which is in the member’s possession at that time.

 

9.   FORFEITURE OF MEMBERSHIP

The Committee may declare a member to have forfeited their membership and may direct the member to be removed from the Club’s Register but without releasing the member from any antecedent liability to the Club:

 

9.1       If they are in arrears with their annual subscription for a period of three months after the same shall become due and if after that period they shall neglect for one month after application made to them by the Secretary in writing to pay such arrears.

 

9.2        If they shall fail in the observance of any of these Rules or if the conduct of any member shall, in the opinion of the Committee, be injurious or likely to be injurious to the character or lower the status of, or be prejudicial to the best interests of the Club or breed.  Provided always that any charge or compliant coming under this sub-clause shall be brought before a Special meeting of the Committee convened for that purpose at which the member affected shall have seven days’ previous notice stating the nature of the charge sent to the member by post in a pre-paid, acknowledgement duly registered letter, addressed to the member at the last known place of business or abode, and if such Committee Meeting by a resolution passed by the votes of at least two-thirds of the Committee members present in secret ballot thereat, shall resolve to exclude the member , the member shall thereupon cease to be a member.  Except the member may, within 21 days, lodge an appeal to be heard before a Special General Meeting of the Club convened for that purpose.  The decision of the Special General Meeting shall be final.

 

9.3        Whenever any person shall cease to be a member of the Club the member’s name shall be removed from the Register and the member shall, from the date of his ceasing to be a member, cease t have any claim or interest in the respect of the club, and shall forthwith return to the Club any cups, trophies or property belonging to the club that are in the member’s possession at the time of expulsion.

 

10.   OFFICERS AND COMMITTEE

The officers of the Club shall be a President, a Vice President, a Secretary, a Treasurer or a Secretary/Treasurer and a Public Relations Officer. The officers shall be ex-officio members of the Committee.  The Committee shall consist of not less then two (2) or more than five (5) financial members.  The Officers and Committee shall be elected for the ensuring year at the Annual General Meeting by secret ballot and shall hold office until retirement or removal fro office or election of the successor to the office.  The Officers and Committee shall retire annually but be eligible for re-election.  A member must reside within the current approved Zone of Influence of the Club to be eligible for appointment as an Officer or as a Committee Member of the Club.

 

 

11.   FUNCTIONS OF THE COMMITTEE

The Committee shall be charged with the full administration for the affairs and business of the Club.  The Committee shall have power to delegate its power to Sub-Committees, consisting of three (3) or more members of the Committee.  The Committee shall have power to co-opt any additional members as deemed necessary.

 

 

12.   VACATION OF OFFICE

The Office of the member of the Committee may be declared vacant by the Committee and such member shall thereupon cease to be a member of the Committee:

 

12.1          If the member forwards to the Committee written resignation of the Office;

 

12.2          If the member is absent from three consecutive meetings of the Committee without leave of absence or an apology

 

12.3          If the member is removed from Office by resolution at a Special General Meeting of the Club

 

 

13.   MEETING OF THE COMMITTEE

Meetings of the Committee shall be held at such times as decided by the President, Vice President or Secretary. Seven days notice shall be given ofthe Committee meeting. The Committee shall have the power to call an extraordinary meeting at which to decide any matters which may arise requiring an immediate decision providing there are enough present to form a quorum. At all meetings a quorum shall consist of a chairperson, secretary and (1) Committee member.


 

 

14.   PROCEDURE AT COMMITTEE MEETINGS

14.1          At all Committee meetings the President, Vice President or in theirabsence any member duly elected from the Committee may take the chair.

 

14.2          Minutes of all Committee Meetings must be kept in a properly constituted Minute Book; such Minutes shall be confirmed at the following Committee Meeting.

 

14.3          On all questions whether upon election or consideration of a Motion or Amendment or any other matter, every financial Member lawfully present shall be entitled to one vote to be exercised in person and such voting shall be by a show of hands unless a ballot is called for by three (3) members.

 

14.4          On all questions (elective or otherwise) the President of other person occupying the Chair shall have a deliberate vote and in the case of an equality of votes, he shall have a further casting vote.

 

15.   GENERAL MEETINGS

15.1          The annual General Meeting of the club should be held between 1st March and 30th April, or as close as possible to that period, at such place and time as shall be determined by the Committee. Fourteen days (14) notice of such meeting shall be given. An agenda and copy of president’s report should be forwarded to members. Financial members unable to attend such meetings may submit proposals which will be presented at the meeting on there behalf  by an officer of the club A quorum for any annual  general meeting shall be five(5) members

 

15.2          GENERAL MEETINGS AND SPECIAL GENERAL MEETINGS.

 

In addition to the AGM the Club will hold Ordinary General Meetings or Special General Meetings at such convenient places or times as may be determined by the Committee.  Not less than seven (7) days notice of such meetings shall be sent to members by post.  A quorum for any ordinary General Meeting or Special General Meeting shall be five (5) members.

 

15.3          EXTRAORDINARY GENERAL MEETINGS.

An Extraordinary General Meeting of the members of the Club shall be called on requisition in writing t the Secretary signed by six members, whereupon fourteen (14) days’ notice in writing shall be forwarded by post by the Secretary to all members specifying the objects of the Meeting to which alone discussion shall be confined.  A quorum for an Extraordinary General Meeting shall be five (5) members.

 

 

16.   PROCEDURE AT GENERAL MEETINGS

16.1          At all General Meetings the President, or in his absence, a Vice President, or in their absence any duly elected Chairperson shall takethe Chair.

 

16.2          On all questions concerning a Motion or an Amendment every financial member shall be entitled to one vote and such voting shall be by a show of hands unless a ballot is called for by three (3) members.

 

16.3          On all questions (elective or otherwise) the President or other occupying the chair shall have a further casting vote.

 

17.   BY-LAWS

The Club shall have the power in General Meetings to make, amend or rescind Regulations or By-Laws not consistent with the Incorporates Societies Act 1908 or with these Rules.

 

 

18.   ORDER OF BUSINESS OF THE ANNUAL GENERAL MEETING

18.1          The Order of the business for every Annual General Meeting, Ordinary and Extraordinary Meeting shall be prepared by the Secretary.

18.2          In the case of an AGM the order paper shall be:

18.2.1    Apologies

18.2.2    The Minutes of the previous AGM shall be read and confirmed.

18.2.3    The Treasures Report and Balance Sheet shall be received, discussed and adopted.

18.2.4    Election of Officers and Committee

18.2.5    General Business

 

19.   SPECIAL GENERAL OR EXTRAORDINARY MEETINGS

A requisition for these meetings shall state the purpose or purposes for which it is prepared to call the meeting and no business shall be taken atthe meeting other than that specified in the notice calling the meeting.

 

 

20.   REPORTS OF MEETINGS

No member shall publish or cause to be published either in part or in whole, an account of the proceedings of any Meetings whatsoever of the Club.  Reports of the proceedings may be furnished to the Press or otherwise when and where deemed advisable in the interests of the Club, provided such matter is approved by the Committee.

 

 

21.   ALTERATIONS OF RULES

These Rules may be altered, added to, rescinded or otherwise amended by a Resolution passed by two-thirds majority of the members present ata duly convened AGM or SGM called for that purpose.  A copy of every such amendment shall forthwith be sent to every financial member.

 

 

22.   ACCOUNTS AND AUDIT

22.1          The Treasurer shall cause true accounts to be kept of all monies received and expended by the Club for whatever purpose, and the matters in respect of which such receipt and expenditure take place, and of the assets, credits and liabilities of the Club, and receive and bank all monies.  The Treasurer shall be responsible for the issuing of all receipts and only such receipts will be recognised as official.

 

22.2          The Treasure shall furnish at every Meeting a statement of receipts and expenditure, together with a statement of cash in hand and in Bank.  Such statements to be read at all Meetings and such statements to be duly entered into the Minute Book.

 

22.3          The workings or current expenses and all other outgoings of the Club shall be paid from time to time by the Treasurer from the appropriate accounts on the direction of the Committee.

 

22.4          The accounts shall be made up to the 31st day of December in each year and the Balance sheet containing a summary of the property and liabilities of the Club on that day and the yearly accounts or receipts and expenditures to that day shall be prepared.  Such accounts, with all vouchers, receipts and all books kept by the Club and the Balance Sheet, shall be submitted to the examination of the Auditor, who shall report thereon to Members at the ensuing AGM, certifying in such reports as to the correctness of such Balance Sheet and Accounts.

 

22.5          The operation of the Club’s banking accounts shall be by two Club signatories, with at least one being an Office holder of the Club in the position of: President, Secretary, Treasurer and/or Vice President.

 

 

23.   TROPHIES

23.1.        It shall be the duty of each member holding cups or trophies belonging to the Club to return the same in good order and condition to the Trophy Steward of the Club before the time of presentation.  Failure to comply with this clause renders the member/s liable to disciplinary action by the Club.

 

23.2.        The Club does not hold itself responsible for trophies or specials published under the Club’s name at any show without the Club’s written authority

 

24.   VOLUNTARY TERMINATION OF THE CLUB’S ACTIVITIES

24.1.        The Club may wind up voluntarily if the members at any General Meeting pass a resolution requiring the Club to be so wound up and this resolution is confirmed at a subsequent Special General Meeting called for that express purpose.

 

24.2.        Upon dissolution or winding up of the Club, any surplus assets, after payment of all liabilities, shall be paid to the New Zealand Kennel Club to be held in trust for any future Club which may be formed to meet objectives similar to those of the Club.

 

25.     COMMON SEAL

There shall be a Common Seal of the Club bearing the words “The Chow Chow Club Incorporated”, which shall be kept in the custody of the Secretary and shall be affixed to documents only in pursuance of a Resolution of the Committee and in the presence of one Member of the Committee who shall affix his/her signature thereto.

 

 

26.   INTERPRETATION

If any doubt shall arise as to the construction or interpretation of any part of the Rules of the Club, the decision of the Committee thereon shall be conclusive and binding on all Members of the Club.  Provided that such decision shall be written and recorded in the Minutes Book.

 

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