RULES AND REGULATIONS

1.         NAME
           The club is called the Slovakian Rough Haired Pointer Club.

2.         OBJECTIVES
           The objectives of the club are to promote, protect and advance the interests of the SRHP to include:

i.          Giving support, advice and education to existing and potential Slovakian Rough Haired Pointer (SRHP) owners.
ii.         Encouraging and promote the use of the SRHP as a working dog.
iii.        Safeguarding the health and welfare of the breed.
iv.        Maintaining the breed standard as a measure of excellence by which the breed should be judged.

3.         MEMBERSHIP
a.         Anyone wishing to become a member of the club completes an application form and in so doing confirms their intention to abide by the Rules and Code of Ethics of the Club.
b.         The application form and the annual membership fee for the current year are submitted to the Membership Secretary.
c.         Applications for membership are accepted at the discretion of the Committee.
d.         Each paid up member is entitled to one vote in Club ballots.
e.         Members over 18 years of age, the standard membership fee applies payable on or before March 1st in any one year.
f.          Joint membership is available for a reduced annual subscription.
g.         Membership fees are determined annually at the AGM and published on the Club website.
h.         If membership fees are not paid by 31March, membership is withdrawn. No member whose membership fees are in arrears is allowed to attend or vote at a meeting or win any prize offered by the club and which is confined to members.
i.          Members’ details, names and addresses, telephone numbers and e-mail, are held electronically by the Club and are subject to Data Protection requirements.  The members’ list will be made available to the Kennel Club (KC) and members on request. The number of members will be declared to the KC with the annual return.
j.          The Point of Contact is the Membership Secretary.

            Voting Rights
k.         Each member, paid up and over 18, will be entitled to one vote immediately upon acceptance of membership. Each member of a partnership will be entitled to one vote.
l.          Proxy votes are not allowed.
m.        Voting will be by show of hands or secret ballot and decided by simple majority. Members are entitled to request voting by secret ballot.

            Termination of Membership 
n.         Any member who shall be disqualified under the 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. 
o.         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 interests of the Society, the Committee of the Club may, at a meeting the notice convening which includes as an object the consideration of the conduct of the 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 he/she may attend and offer an explanation.
p.         If at the meeting a resolution to expel is passed by a two-thirds majority of the Members present and voting, his/her name shall forthwith be erased from the list of Members, and he/she shall thereupon cease for all purposes to be a Member of the Club, except that he/she 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. If the Club expels any member for discreditable conduct in connection with dogs, Dog Shows, Trials or Competitions, the Society must report the matter in writing to the Kennel Club within seven days and supply any particulars required.

4.         THE COMMITTEE
a.         There is an elected Committee, comprising a minimum of 6 and a maximum of 14 members, the purpose of which is to carry out the general business of the Club and provide for the control, management and administration of its affairs, finances and property.
b.         Any member may nominate any other member for election to the Committee, provided that a nominee has been a fully paid up member of the Club for at least one year and has been proposed and seconded by fellow members of the same status. When nominating, members should understand that nominees may not serve on the committee if they are an undischarged bankrupt.
c.         Each nomination for a seat on the Committee, together with the name of the proposer and seconder, should be in writing to the secretary no less than 35(thirty-five) days before the AGM In the event of there being more Committee nominations than available seats, a ballot of the Club membership is undertaken and voting papers are sent out at least 21(twenty one) days before the date of the AGM.
d.         Committee members retire each year and positions are open for re-election by ballot of Club membership. The committee has no right to veto.  All candidates are equal whether previous committee or new candidates.
e.         The Committee may from time to time seek to appoint co-opted members to fill unexpected committee vacancies that may arise. A meeting, which must be quorate, will be convened to agree the co-option If they wish, those members co-opted to fill such vacancies will be considered as nominees for positions for re-election at the next AGM Those co-opted in this way have voting rights on Committee business.
f.          The committee may, as needed, form sub committees to deal with special tasks, and to co-opt onto such sub committees anyone that the committee thinks suitable, (Those co-opted in this way have no voting rights on business).

            Officers of the Committee
g.         The officers are the Chairperson, the Secretary and the Treasurer, who, having taken into account the strengths and skills of individuals available, are appointed by the Committee to represent them in their collective duty to conduct the affairs of the club.
h.         Anyone seeking an Officers position must have served a minimum of 1(one) year on the committee.
i.          The Committee member occupying each officer’s role may serve in that role for a maximum of 3(three) years at which time he/she must retire from that particular role, and may immediately become eligible for election to another officer role.  In exceptional circumstances, and if agreed by the incumbent committee, this may be wavered.  For example, if there is no one available to fill a particular post then the officer may remain in post until such time as a suitable substitute can be found.
j.          After the election of the Committee is itself complete at the AGM, the Committee members will hold a meeting and elect the officials for the coming year. This will include the committee members who will serve for a potential 3(three) years in a vacated officer role.

            Roles of the Officers
k.         The Chairperson takes charge of all club meetings upholds the club rules and exercises supervision of the affairs of the club.
l.          The Secretary conducts the correspondence of the Club and has responsibility for the custody of all documents belonging to the Club (with the exception of membership forms and financial documents). He/she takes correct minutes of all proceedings and keeps records of all Club activities.
m.        The Treasurer keeps the accounts of the Club (keeping a record of monies received and paid out), and, reports on the state of the finances to the Committee. He/she prepares the Annual Statement of Accounts of the Club, which is independently reviewed before presentation to the AGM attendees.

            Other defined Committee roles
n.         The Membership Secretary maintains a list of members with their names, addresses, telephone numbers and e-mails details. He /she manages new and renewal membership applications.
o.         The Working Secretary oversees and organises working events and provides support and advice on ‘working’ matters.
p.         The Health Coordinator collates information regarding health and observes trends as reported by members. If any trends are observed they will be reported to the Club. The identity of the dogs given to the Health Coordinator remains confidential and can only be shared with the owner’s permission.
q.         The President acts as an ambassador for the Club and breed. He/ she is entitled to attend Committee meetings and has a right to vote.

            The Conduct of Committee Business
r.          Meetings of the Committee are held quarterly unless the affairs of the Club demand more frequent meetings, one such meeting to be held on the day of, prior to and after, the A.G.M. The Committee may, from time to time, take advantage of electronic methods for reaching agreement on issues arising between face-to-face meetings.
s.          The Secretary in consultation with the Chairperson has the power to summon a Committee meeting at any time.
t.          The quorum for a Committee meeting will be 5 (five), to include at least 2 (two) of the Club Officers.
u.         The Secretary seeks items for discussion such that an agenda can be circulated to all Committee members 14 (fourteen) days before the due date of any meeting.
v.         Each member of the Committee (including anyone co-opted to fill a vacancy) has full voting rights. The Chairperson however will abstain from voting unless required to cast a vote in the event of a tie.
w.        Any member of the Committee missing two consecutive meetings without reasonable excuse in writing can cease to be a member of the Committee unless, in the judgment of the Committee, there are exceptional extenuating circumstances.
x.         The minutes of every meeting are recorded and circulated to the Committee within 21 (twenty-one) days after the meeting. At the subsequent meeting they are approved and confirmed by vote.
y.         The Committee has the power to deal with any questions not expressly provided for in the rules.

5.         GENERAL MEETINGS OF THE CLUB
a.         The quorum for a General Meeting of the Club is 8 (eight).
b.         Any resolutions passed at a General Meeting of the Club cannot be altered except at a subsequent General meeting.

            Annual General Meeting AGM
c.         The Annual General Meeting is held no later than the end of May in each year on a date to be arranged by the Committee.
d.         Members are given notice of the date of the A.G.M. no less than 6 (six) weeks beforehand in writing.
e.         The Secretary must receive any matters for the agenda, including any nominations for committee, in writing not later than 35 (thirty-five) days before the date of the meeting.
f.          Agendas are dispatched 14(fourteen) days before, and are available at, the meeting where the independently reviewed accounts of the Club and reports are presented and, if required (i.e. if open Committee positions are contested), any election of Committee members is complete. As well as receiving committee reports, discussion on any resolution, where proper notice has been given to the Secretary will also take place. Members may request copies of the certified accounts for the year 14 (fourteen) days prior to the AGM.
g.         No business will be transacted at the AGM unless notice thereof appears on the agenda, with the exception of routine matters and those, that in the opinion of the Chairperson of the meeting are deemed urgent.
h.         At the Committee meeting following the AGM the Committee will:
•          where relevant, allocate actions points from the AGM
•          agree implementation of any resolutions decided at the AGM
•          approve the Annual Return to the Kennel Club before it is forwarded to them (not later than 31 July each year)

            Special General meetings
i.          A Special General Meeting may be called by members of the Club. A letter detailing the issue and bearing the signatures, names and addresses of at least 25 (twenty-five) members is sent to the Secretary. The Secretary then has 28 (twenty-eight) days from receipt of the letter to give notice of the convening of a Special General Meeting of the Club membership, to be held within 56 (fifty six) days of the letter’s receipt.
j.          The Committee of the Club also is also empowered to call a Special General meeting.

6.         FINANCE
a.         Bank Accounts are held in the name of the Club into which revenue of the Club is paid and from which appropriate withdrawals are made as authorised by two signatures. of the Chairperson, Secretary or the Treasurer.
b.         One qualified accountant or two individuals with accountancy experience will carry out the certification of accounts. Those undertaking this must be independent from those who prepared the accounts.

7.         ALTERATION TO THE RULES
a.         Rules are subject to review annually and any proposed changes are put to the vote at the AGM.  Full details of proposed rule changes must be given to all members on the notice of the meeting, or at least 14 days in advance of the meeting at which they are to be considered.
b.         Changes to the Rules, which have been agreed by a majority of those members of the Club attending the A.G.M., are subject to Kennel Club approval before adoption.

8.         CLUB PROPERTY and DISSOLUTION
a.         The property of the club will be vested in the committee. In the event of the club ceasing to exist, a Special General Meeting will be called to decide the disposal of all assets and settlement of any liabilities of the Club. The Kennel Club will be notified within 6(six) months and the persons named as Officers and Committee of the Club on the last return furnished to the Kennel Club will be held responsible for the proper winding up of the Club.