THE OBJECTS AND RULES OF THE SCOTTISH DOBERMANN CLUB

The Parent Club shall be called The Scottish Dobermann Club hereinafter referred to as the Club.

1.OBJECT

To foster and promote the interests of the Breed generally, always bearing in mind that the Dobermann is a Working Dog.

To encourage X-raying and examination of the Dobermann for Hip Displasia; the DNA testing for Von Willebrands Disease [vWD]; the eye examination for PHPV & Annual the blood test, echo cardiogram & 24 hour holter monitoring for Dilated Cardiomyopathy [DCM] and any other hereditary diseases. The club would encourage that dogs with satisfactory results be included in future breeding plans. Also create opportunities for the training for, and including off, Breed and Obedience Shows and Working disciplines.

2a. CONDITIONS OF MEMBERSHIP

General Code of Ethics.

Registered owners of all Kennel Club Registered dogs accept the jurisdiction of the Kennel Club and undertake to abide by this general code of ethics.

1. Owners will properly house, feed, water and exercise all dogs under their care and arrange for appropriate veterinary attention if and when required.
2. Owners will not allow any of their dogs to roam at large or to cause a nuisance to neighbours or to those carrying out official duties.
3. Owners will ensure that their dogs will wear properly tagged collars and shall be kept fully leashed or under effective control when away from home.
4. Owners will clean up after their dogs in public places or anywhere their dogs are being exhibited.
5. Owners will agree without reservation that any Veterinary Surgeon performing an operation on any of their dogs, which alters the natural conformation of the animal may report such operation to the Kennel Club.
6. Owners agree not to breed from a bitch in any way, which is deleterious to the bitch or the breed. It is the Scottish Dobermann Club’s recommendation that no Bitch will be bred from more often than once per 12 calendar month period, or mated before 2 years of age. She should be free from known communicable disease and hereditary medical defects. No bitch will produce more than 4 litters, nor will she be mated on or after her seventh birthday.
7. Owners agree only to sell dogs where there is a reasonable expectation of a happy and healthy life and will help with the rehoming of a dog if the initial circumstances change.
8. Owners will supply written details of all dietary requirements and give guidance concerning responsible ownership when placing dogs in a new home.
9. Owners will not sell any dog to commercial dog wholesalers, retail pet dealers or directly or indirectly allow dogs to be given as a prize or donation in a competition of any kind.
10. Owners will not knowingly misrepresent the characteristics of the breed nor falsely advertise dogs or mislead any person regarding the quality of the dog.
11. Owners will ensure that all relevant Kennel Club documents are provided to the new owner when selling or transferring a dog, including a copy of this code.

3. MEMBERS

The club shall consist of an unlimited number of Members, who shall be persons interested in the promotion of the Breeding, Showing and Training of Dobermanns, whose names shall be entered in a register and be kept by the Membership Secretary.

4. APPLICATION FOR MEMBERSHIP

Applicants for membership must apply in writing to the Secretary or the Membership Secretary of the Club. Each application will be considered by the Committee, who reserve the right to refuse Membership. There shall be provision for Joint, Single, Junior and Senior Citizen Memberships. (Junior Membership shall cease to be so on their seventeenth birthday).

4a. LIST OF MEMBERS

The Club must maintain an up-to-date list of Members and their addresses, and those of branch Members where appropriate, and, if so requested, make the list available for inspection by the Kennel Club and members of the Club. A declaration of the number of Members of the Club must be made with Annual Returns.

5. WITHDRAWAL FROM MEMBERSHIP

It shall be competent for any Member to withdraw from the Club by giving notice, in writing, to the Secretary, but any Member leaving the Club shall remain liable for all subscriptions and debts due and not already paid, including that due for the then current year, and shall not be entitled to receive back any money paid to or on account of the Club, during Membership or have any claim against the Club, except under Rule 18 (Club Accounts).

6. SUBSCRIPTIONS

The annual subscription becomes due on 1st January in each year, and if not paid by 31st January shall be deemed in arrears. Junior Members are not entitled to vote. Membership fees shall be as agreed at each Annual General Meeting. Honorary Life Membership can be granted by the Club. Any member may recommend as Honorary Life Members any Members they feel merit such distinction and whose appointment they consider to be beneficial to the interests of the Club. The Honorary Life Members shall be exempt from paying any annual subscriptions and shall take no part in the Management of the Club. Members may submit recommendations in writing (with the written approval of the nominee) to the Secretary. All recommendations to be placed on the Agenda of the Annual General Meeting.

7. MEMBERS IN ARREARS

No Member shall be allowed to vote, compete for club prizes or trophies confined to Members, or in any way whatsoever enjoy any privileges of Membership whilst their current subscription and any other debt due to the Club remains unpaid for which application has been made by the Club. Any Member whose subscription remains unpaid by the 28th day of February of the current year will cease to be a Member. Such a person must then apply for Membership as per Rule 4. No Ballot Papers will be issued to Members whose subscription are in arrears seven days prior to the date of issue of Ballot Papers.

8. MANAGEMENT

The affairs of the Club shall be managed by the Officers, consisting of Chairman, Vice Chairman, Secretary and Treasurer, and a Committee consisting of 11 Members. If a Branch does not have any Member elected to the Committee, then the Club Committee will invite one Member duly elected by the Branch as per Rule 33 to serve on the Club Committee for that year.

The Secretary and Treasurer shall receive an honorarium, the amount to be agreed at the Annual General Meeting. The Show Secretary shall receive an ex gratia payment to be agreed at the Annual General Meeting. No Member shall be allowed to make the Club a means of private speculation or trade, or to receive financial benefit through it.
The Chairman to have no vote other than a casting vote.
No more than one Office Bearer position of the Club to be held by husband and wife (married couple) or a bona-fide couple/partnership.

8a. MANDATORY REQUIREMENT OF KENNEL CLUB

No person whilst an undischarged bankrupt may serve on the Committee of the Club or hold any other office or appointment within a Kennel Club Registered Society.

9. QUORUM

At a Committee Meeting the quorum shall consist of at least 8 Members actually elected and serving on the Committee, inclusive of Office Bearers. When more than 3 vacancies exist on committee a quorum shall consist of at least 7 members. At an Annual General Meeting or Special General Meeting, 15 members actually present shall form a quorum.

10. ATTENDANCE AT COMMITTEE MEETINGS

In the event of any Officer or Member of the Committee being unable to attend Committee Meetings they should notify the Secretary or any other Officer or Committee Member prior to the Meeting. Unless illness or some other acceptable explanation is given to the Committee in writing, any Officer or Member of Committee who fails to attend two consecutive Committee Meetings will be removed from Committee and the Committee may co-opt at their discretion, first consideration being given to the unsuccessful candidate receiving the highest number of votes at the Annual General Meeting.

10a. CO-OPTION

The Committee shall have the power to co-opt another Member in the event that vacancies arise.

10b. OFFICER BEARERS STANDING FOR RE-ELECTION

That all Office Bearers inform the Committee of their intentions with regard to standing for re-election. This should be made known at the Committee Meeting prior to the Annual General Meeting Notification being sent to Members.

11. VOTING

At all Committee Meetings each Officer and Member (except the Chairman) shall have one vote on each motion. In the event of a tie, the Chairman shall have the casting vote. At an Annual General Meeting, Special General Meeting, the same procedure shall apply. Voting at all Meetings shall be by a simple majority except under Rule 14 (Powers of the Committee) and 22 (Expulsion), 22a, 22b. No Member may participate in any Club vote, at any Club Meeting, until they have completed a full six months unbroken paid-up full membership.

12. ELECTION OF THE COMMITTEE

Serving Officers and Committee Members shall be eligible for re-election to the Committee annually and will signify, in writing, their willingness to be re-elected. Additional nominations may also be made each year, but only fully paid-up Members may be elected to serve on the Committee. All new nominations must be proposed and seconded, in writing, to the Secretary and the nominee must signify willingness to serve on the Committee, if elected, by counter-signing the proposal. At the time of application, the nominee, proposer and seconder must be fully paid up Members of the Club with the minimum of 1 years-unbroken service. All such applications must be received by the Secretary, by ‘Special Delivery’ or ‘Signed For’ post, at least 35 days prior to the advertised date of the Annual General Meeting. If the nominations for Office Bearers or Committee exceed the number of places available, election will take place by Postal Ballot.

13. POSTAL BALLOT

The following shall be the Rules covering the Postal Ballot:

a)Issuing – The Issuing Officer shall be the Club’s Secretary. Ballot papers to be issued to each eligible Member 21 days before the date of the Annual General Meeting. Postal Ballot Candidates should have the opportunity to include a brief C.V. to be included and sent out with the postal ballot papers.

b)Returns – All Ballot Papers to be returned and in the hands of the Returning Officer who will be a non-member elected by the Committee, GPO Post-marked at least 10 days before the Annual General Meeting. Voting papers must be returned in the envelope provided.

c)Ballot Papers
(1) The Ballot Papers shall provide for the names and addresses of nominees and, in the case of sitting Members seeking re-election, must show the total attendance at the previous years Committee Meetings, to which the Member had been called.
(2) All Ballot Papers and envelopes to bear a serial number which will correspond with the Member’s receipt number for that year. The Member to indicate the number of votes cast in the box provided.
(3) Every ballot paper completed in ink and signed by the Member to whom it is issued.

d)Rejections – A Voting paper shall be rejected and will not be counted which:
(1) is not returned to the Returning Officer on or before the day specified in the voting paper; or
(2) is not returned by pre-paid letter post in the official marked envelope referred to in paragraph 13(b) hereof and the said envelope being securely sealed;
or
(3) has recorded on it more votes than the number to which the Member is entitled;
or
(4) is unsigned or bears the signature of a Member not qualified to vote.

e)Counting – The counting of all Ballot Papers will be carried out by the Returning Officer who will deliver to the Club Secretary at the Annual General Meeting a sealed envelope containing the results of the Postal Ballot. A detailed account of all votes cast to be submitted to the Club Secretary in a sealed envelope. The envelope shall not be opened until the relevant item on the Agenda of the Annual General Meeting is reached.

14. POWERS OF THE COMMITTEE

The Management of the Club shall be wholly vested in the Officers and Committee. It may appoint persons to fill any vacancy occurring on the Committee subject to Rule 10 and 10a and such persons shall continue in office until the next Annual General Meeting. The Committee does not have the power to suspend a Member. Any complaint against a Member of the Club being lodged in writing with the Secretary must be accompanied by the sum of £25, which is returnable if the complaint is upheld. The Secretary will inform the accused person, in writing, by ‘Special Delivery’ or ‘Signed For’ post, of the alleged complaint and advise him of the place, date and hour of the Committee Meeting at which the complaint will be discussed. The accused will be given at least two weeks notice of this Meeting to enable him to give an explanation in person or by letter. If, in the opinion of the Committee, the complaint is upheld the Committee shall have the power to reprimand the said member, withhold Club privileges or, if warranted, the Committee may call a Special General Meeting of the Club to discuss the matter.. The findings of these complaints will be published in the Dog Press or Newsletter.

15. MEETINGS

Meetings of the Committee shall be held as often as is deemed necessary by the Chairman or Secretary or a majority of the Committee.

The Secretary must give at least 7 days notice in writing to all Committee Members with the date, time and place and agenda for the Meeting. All items for inclusion to be submitted to the Secretary at least 14 days prior to the Meeting.

Emergency General Meetings may be called at shorter notice. There shall be General and Special General Meetings as often as the Committee deems necessary. A Special General Meeting must be summoned by the Secretary if ten Members send in a written and signed application for such a Meeting, stating the subject to be discussed.

This Meeting to be convened within six weeks of receipt of application. Members shall be notified by the Secretary, in writing, of the date, place and time, 14 days in advance of the Meeting and, in the case of a Special General Meeting to consider expulsion, the Secretary shall take additional action, as under Rule 22a (expulsion).

15a. SPECIAL GENERAL MEETING

No business, other than that named in the Notice shall be brought before a Special General Meeting. Any Notice under these Rules shall be sufficiently served to any Member if posted to his last known address.

16. ANNUAL GENERAL MEETING

The financial year of the Club shall be from the 1st January to the 31st December in each year. An Annual General Meeting shall be held annually, not later than the 31st March:

 

(a)                   To receive the Report of the Chairman, Secretary and Treasurer.

(b)                   To receive the Accounts of the Club as detailed in Rule 19.

(c)                   To hear the result of the Postal Ballot.

(d)                   To discuss any item appearing on the Agenda.

(e)                   To appoint an Auditor who shall be a qualified Chartered Accountant or two unqualified individuals with accountancy experience.

(f)                   To approve the Club’s Judging Lists.

(g)                   To discuss any other competent business, the competency to be decided by the Chairman.

 

No business shall be transacted at an Annual General Meeting unless notice thereof appears on the Agenda. At least 6 weeks notice shall be given of the date, time and venue of the Annual General Meeting. All items for the Agenda and nominations for Office Bearers and Committee must be received by the Secretary, in writing, by ‘Special Delivery’ or ‘Signed For’ post, at least 35 days before the Meeting. The Agenda for the Annual General Meeting shall be sent out to all Members, 14 days prior to the Meeting.

17. MINUTES OF MEETINGS

All meetings. The Minutes of the proceedings of all Meetings shall be kept by the Secretary and the Minutes of the last preceding Meeting shall be circulated as required before the next similar Meeting and, after any amendments, be confirmed by a vote. All Minutes to be marked “Private and Confidential”.

18. CLUB ACCOUNTS

A Banking Account shall be opened in the name of the Scottish Dobermann Club into which all revenue of the Club shall be paid.
Withdrawals shall only be made on the signature of the Treasurer and Secretary or Chairman, providing the two signatories are not husband and wife or Bona Fide Partners. All expenses incurred by the Secretary or other member of the Committee, or any Member on behalf of the Club with the authority from the Committee, shall be defrayed out of the funds of the Club.

19. BALANCE SHEET AND AUDIT

A financial statement showing separate, detailed income and expenditure to be presented in respect of the following:

(a) General Revenue Account

(b) Revenue Account for each respective show

(c) Training Club Accounts

(d) Branch Accounts

An Annual Balance Sheet, showing the financial position of the Club, and certified by the Auditors elected at the previous years Annual General Meeting, shall be forwarded to all Members. The certified accounts will be made available on request to members fourteen days prior to the AGM.

 Note: Certification of accounts must be carried out by one qualified Accountant or two unqualified individuals with accountancy experience, unconnected to the committee.

20. CUPS, TROPHIES AND SPECIAL AWARDS

A Cup Steward shall be appointed by the Committee, from amongst its Members, who shall be responsible for calling in the Cups prior to Shows and keeping records and signatures of the recipients to whom they are awarded. The Committee shall decide upon the value and the nature of the prizes to be offered at the various Shows.
All future Cups and Trophies donated to the Club shall be deemed to be the sole property of the Club and it is only under these conditions that they are accepted. Such Cups and Trophies shall be awarded in accordance with the wishes of the donor, and may not be re-allocated without their express permission. In the event of the donor not being traceable, the Committee may, after a six-month period, make any such changes it considers to be in the best interests of the Club.
“Cups and Trophies shall be confined to Members of the Club, unless specifically stated by the donor”.

21. JUDGING LISTS

Election to the clubs judge’s lists shall be done in accordance with the criteria accepted by the Kennel Club.
Judges for Club Shows shall be by a Proposer and Seconder at The Club AGM with the names going forward to a show of hands vote. The person with a simple majority vote is then asked to officiate. In the event of no judge being available or eligible, the Committee is then permitted to appoint a judge.

21a. CHAMPIONSHIP SHOW JUDGES

That any Judge selected by the AGM to judge a Scottish Dobermann Club Championship Show will agree not to judge the same sex of the breed, at Championship Show level in the UK, for a period of three years prior to the date of the Show.

22. EXPULSION

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.

22a. EXPULSION

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 Club, 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. 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.

22b. EXPULSION

If the Club expels any member for discreditable conduct in connection with dogs, Dog Shows, Trials or Competitions, the Club must report the matter in writing to the Kennel Club within seven days and supply any particulars required.

23. WINDING UP

In the event of the Club ceasing to exist for any reason, the donors of the Cups and Trophies shall be consulted, where possible, and each Cup or Trophy shall be disposed of in accordance with the wishes of the donor.

23a. WINDING UP

If the club is wound up or ceases to be a Registered Society under Kennel Club Regulations, a final statement of audited accounts with a record of the disposal of the property of the Club shall be forwarded to the Kennel Club within 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 by the Kennel Club for the proper winding up of the Club.

24. ALTERATION OF RULES

The Rules of the Club may not be altered except at an Annual General Meeting or a Special General Meeting, notice of which include details of the proposal to alter the Rules, such alteration shall not be brought in to force until the Kennel Club has been advised and has given its approval to the alteration.
New Rules or amendments introduced specifically to meet Kennel Club requirements shall be adopted immediately and be included in the Clubs Constitution with effect from the Clubs Annual Meeting. No business shall be transacted at an Annual General Meeting unless notice thereof appears on the agenda, with the exception of routine matters or those which in the opinion of the Chairman of the meeting are urgent.

25. KENNEL CLUB AUTHORITY

The Kennel Club is the final authority for interpreting the Rules and Regulations of the Club, and in all cases relative to Canine or Club matters.

26. FEDERATION OF CLUB

The Club shall not join any Federation of Societies or Clubs, other than the Dobermann Breed Council.

27. TRAINING CLUB

The Training Club be open to Members and Non-Members alike.

28. BRANCHES

(a) Branches must have their own rules, similar to those of the Parent Club, the only differences in wording being those appropriate to the particular way the respective entities operate.

(b) Amendments to the Rules of Branches should be discussed and agreed at local level in a General Meeting, and then presented to the Parent Club for approval. As with amendments to the Rules of all Kennel Club. Registered Societies, amendments may not be brought into effect until Kennel Club approval has been sought and granted.

(c) A Rule stating the annual subscription for Members, and the annual subscription payable by the Branch to the Parent Club. Membership of a Branch must include membership of the Parent Club.

(d) Members of Branches should elect their own “local” Officers and Committee Members from amongst their number.

(e) If certain of the Branch’s Officers and/or Committee members are entitled to sit on or attend the Parent Club Committee meetings, this should be made clear in the Rules of both the Parent Club and those of the Branch(es). Voting provisions should also be clearly specified.

(f) Where a Branch has its own bank account (or other monies), an annual statement of account should be prepared and included with the main Club accounts. The Branch’s statement should be approved by the Branch Members at their own Annual General Meeting, prior to being forwarded to the main Club.

29. AIMS OF BRANCHES

To encourage the various Canine Societies in their area in having Breed Classes and Breed Judges from the Club’s Judging lists. In accordance with Kennel Club Rules, Branches are not permitted to hold Dog Shows. They should arrange and manage regular classes for the training of the Breed, both for Show and Obedience competitions. Social activities for their Members may be arranged if permission has first been obtained from the Club. All activities of the Club should have the full support of the Branches and their Members.

30. BRANCH ACCOUNTS

The Branch Accounts must be submitted to the Club Auditors by the 14th January annually for audit. These will be presented with all other Club accounts at the Club’s Annual General Meeting for acceptance by the Membership.

31. BRANCH CORRESPONDENCE

All correspondence to the Club must be addressed to the Secretary. The Branch shall not correspond directly with the Scottish Kennel Club or the Kennel Club.

32. MANAGEMENT OF THE BRANCH

The Branch shall be managed by a Chairman, Vice Chairman, Secretary, Treasurer and 6 Committee Members who will be elected by the Club as stated in Rule 12 (Election of the Committee) and Rule 13 (Postal Ballot). Subject to Rule 8 (Management) the Branch shall appoint one of it’s Members to attend the Club’s Committee Meetings where they will be responsible for informing the Club of the Branch activities and liaise between Club and Branch.

33. BRANCH QUORUM

At all Branch Committee Meetings, 6 shall form a quorum.

34. MINUTES OF BRANCH MEETINGS

Within 7 days of a Branch Meeting copies of the Minutes will be sent to both the Chairman and Secretary of the Club.

35. CALLING OF BRANCH MEETINGS

In addition to Rule 15 (Meetings) and Rule 16 (Annual General Meetings), copies of the notice convening and copies of the Agenda will be sent to both the Chairman and the Secretary of the Club, who are entitled to attend all Branch Meetings. If they are unable to attend they will send representatives who can vote on their behalf.

36. BRANCH RALLIES, MATCHES ETC

Must be first confirmed by the Club Committee, who if agreeable, will make the necessary application to the Kennel Club, at the Branch’s expense.

37. CESSATION OF A BRANCH

In the event of a Branch ceasing to exist, for any reason, any debts incurred shall be discharged by the Branch and any remaining assets shall be handed over to the Club Treasurer along with a final financial statement of the Branch’s affairs within one month of the decision to close the Branch, subject to Rule 23 (Winding Up).

38. ANNUAL RETURNS TO THE KENNEL CLUB

The officers acknowledge that during the month of January each year, Maintenance of Title fee will be forwarded to the Kennel Club whether by the Secretary or by Direct Debit for continuance of Registration and that by 31 July each year other returns, as stipulated in the Kennel Club Regulations for the Registration and Maintenance of Title of Societies and Breed Council and 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 any change of Secretary of the Society which may occur during the course of the year.