The Society shall be called “The Chow Chow Club Incorporated”
(hereinafter referred to as the “Club”).
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’.
To seek incorporation under the provision of the Incorporated
Societies Act 1908.
To promote the breeding of all Chow Chow’s to the recognised New
Zealand Kennel Club Standard (NZKC)
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.
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
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.
To provide and contribute to prizes, awards and distinctions of
merit in connection with the breeding, rearing and exhibition of
To hold match days, ribbon parades as appropriate and promote
shows under the rules and regulations of the NZKC
To encourage meetings and social activities of members and to
further members knowledge of the breed by lectures and
demonstrations when possible.
To promote and distribute news items of interest by whatever
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.
To exercise such disciplinary, and other powers, as the Club
shall deem fit.
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.
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.
Categories of Members are:
This is for the first member of a household to join the Club.
They have full voting rights and benefits as a member. Full
This is for two adult members of a household. They both have
full rights as members, but receive only one, if one is
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.
Bestows full voting rights and membership benefits for life.
This is an Honorary Membership and can only be elected at an
Annual General Meeting.
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.
The annual subscription shall be set by the Committee in
February for the following year and ratified at the Annual
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.
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:
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
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.
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:
If the member forwards to the Committee written resignation of
If the member is absent from three consecutive meetings of the
Committee without leave of absence or an apology
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
At all Committee meetings the President, Vice President or in
theirabsence any member duly elected from the Committee may take
Minutes of all Committee Meetings must be kept in a properly
constituted Minute Book; such Minutes shall be confirmed at the
following Committee Meeting.
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.
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
15. GENERAL MEETINGS
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
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.
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
At all General Meetings the President, or in his absence, a Vice
President, or in their absence any duly elected Chairperson
shall takethe Chair.
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.
On all questions (elective or otherwise) the President or other
occupying the chair shall have a further casting vote.
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
The Order of the business for every Annual General Meeting,
Ordinary and Extraordinary Meeting shall be prepared by the
In the case of an AGM the order paper shall be:
The Minutes of the previous AGM shall be read and confirmed.
The Treasures Report and Balance Sheet shall be
received, discussed and adopted.
Election of Officers and Committee
19. SPECIAL GENERAL OR EXTRAORDINARY
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
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.
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.
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.
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.
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.
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.
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
VOLUNTARY TERMINATION OF THE CLUB’S ACTIVITIES
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.
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
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
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.