THE AKITA ASSOCIATION

 

CONSTITUTION AND RULES

 

 

1.                    NAME: The Club shall be called The Akita Association.  The Branches shall be called….. Branch - The Akita Association (eg South West Branch).

 

2.                    OBJECTS:  To promote and foster the interest of the Akita, also to promote the care and welfare of the breed, and to encourage the education of owners and breeders.

 

3.             HONORARY LIFE MEMBERSHIP.  A person may be elected an honorary life member of the Association on the recommendation of the committee.  Notice of a proposal to elect an honorary member must appear on the agenda of an Annual General Meeting.  Honorary life members shall have all the rights and privileges of membership but shall not be liable to pay subscriptions. 

 

4.        MEMBERS:  The Club shall consist of an unlimited number of members and honorary life members whose names and addresses shall be entered in a register kept by the Secretary.  The Association must make a list of members and their addresses available for inspection, if so requested, by members of the Association or by the Kennel Club.

All members of Branches shall be Associate Members of The Akita Association.  They will have no voting rights and may not attend the Annual General Meeting or any Special General Meetings of The Akita Association.  They will have the benefit of receiving any publications and reduced show entry fees.

Candidates for membership should complete an application form and must be proposed and seconded by fully paid up members (except at the inaugural meeting), and shall be voted on by the Committee.  Applicants are required to receive two thirds majority of those present and voting.  There will be no voting rights for the first twelve months of Membership and only at the age of 18 years will full voting rights apply.

 

5.        THE COMMITTEE:  Shall consist of a maximum of twelve members, to include Chairman, Vice Chairman, Secretary, Assistant Secretary and Treasurer.  Committee members should promote and be seen to uphold/support the Code of Ethics.  The positions of Vice Chairman and Assistant Secretary would be selected by the elected committee from the committee.  No individual member or persons from a family, partnership or syndicate serve as an officer or committee member on any Association Branch or other Akita Breed Club or Branch at the same time.

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

See rule 7 for status of Presidency.

Branch Committee arrangements shall be subject to determination by the branch, as Model Rule 24.

 

6.        MANAGEMENT:  Shall be in the hands of the committee

 

7.        ELECTION OF THE PRESIDENT, CHAIRMAN, SECRETARY, TREASURER AND OTHER COMMITTEE MEMBERS:  To be by secret ballot of those fully paid up members present at the Annual General Meeting, and elected by simple majority.  Refer also to Model Rule 24 in respect of Branches.

Officers or Committee Members seeking re-election to their previous position and new nominations who are unopposed will automatically be elected unless a member or members with voting rights has a concern about the suitability of a specific member or members seeking re-election / election.  Such concern can only be considered if:

a)        The member or members have provided verifiable evidence in writing to the Secretary no later than seven days prior to the date of the Annual General Meeting at which nominations for Officer and Committee are to be considered.

b)        All parties are in attendance at the Annual General Meeting where the matter will be placed before the membership by the Secretary.

Should a majority of those members present with voting rights deem it necessary a secret ballot will be taken on the person or persons concerned.

Clarification of voting  The Ballot papers used must include a casting vote:  For, Against, Absetention.  Each eligible voting member will be issued with a ballot paper upon which they shall declare their vote.  The ballot papers will be collected and counted to determine a simple majority – this is a majority of the members present and voting.  The Secretary shall declare the result of all ballots in the meeting and record them in the minutes.

A President shall be elected to office for a term of three consecutive years. 

A suitable candidate shall be nominated by committee and ratified by fully paid up members with voting rights in attendance at the Annual General Meeting at which the nomination is to be considered unless a member or members with voting rights has a concern about the suitability of a specific member or members seeking re-election / election.  Such concern can only be considered if:

c)        The member or members have provided verifiable evidence in writing to the Secretary no later than seven days prior to the date of the Annual General Meeting at which nominations for Officer and Committee are to be considered.

d)        All parties are in attendance at the Annual General Meeting where the matter will be placed before the membership by the Secretary.

Should a majority of those members present with voting rights deem it necessary a secret ballot will be taken on the person or persons concerned.

Clarification of voting  The Ballot papers used must include a casting vote:  For, Against, Absetention.  Each eligible voting member will be issued with a ballot paper upon which they shall declare their vote.  The ballot papers will be collected and counted to determine a simple majority – this is a majority of the members present and voting.  The Secretary shall declare the result of all ballots in the meeting and record them in the minutes.

 

The President may attend committee meetings where he / she shall be non-managerial and non-voting.  The President may be invited to chair any meeting at the discretion of the committee.  The President shall be considered a member of the club for the duration of their term in office.

 

8.        METHOD OF ELECTION:  The Chairman, Secretary, Treasurer and other committee members shall be proposed by one fully paid up member and seconded by one other fully paid up member (except at the inaugural meeting).  Nominations shall be received by the Secretary four weeks before the date of the Annual General Meeting.

The Officers and Committee shall retire annually.

Any retiring Officer or committee members wishing to stand for re-election must indicate their willingness in writing to the Secretary at least four weeks before the date of the Annual General Meeting.

Any member wishing to stand for election must have been a member for at least one year immediately prior to the date of the Annual General Meeting (except at the inaugural meeting).  Refer also to Model Rule 24 in respect of Branches.

Members shall have been members of the Association for at least one year before they are eligible for election as a committee member and they must have served at least one year as a committee member (during the preceding year) before being eligible for election as an Officer.  In exceptional circumstances a committee member may be co-opted as an officer if no person is eligible.

 

9.        COMMITTEE VOTING:  All members of the Committee have full voting rights.  The Chairman shall also have a casting vote.

 

10.     POWER OF THE COMMITTEE:  The committee shall have power to deal with any questions relating to the management of the Club not provided for in these rules.  The committee shall also have the power to co-opt members onto the committee at any time during the year up to a maximum of fifteen committee members.

 

11.     COMMITTEE MEETINGS:  There shall be meetings of the committee at least three times a year.

A quorum will be the majority of the Serving Officers and Committee

Each member must attend at least three quarters of the meetings held with acceptable explanation of absences or retire.

Not less than fourteen clear days previous notice in writing, together with an agenda, shall be given by the Secretary to all members of the committee.

 

12.     THE ANNUAL GENERAL MEETING:  Shall be held before the 31st March each year.   Notice of the Annual General Meeting shall be notified to fully paid up members by post at least 6 weeks before the date of the Annual General Meeting.  Items for inclusion in the Annual General Meeting Agenda must be received by the Secretary four weeks before the date of the Annual General Meeting.  An Agenda for the meeting and a balance sheet, will be sent to all members at least two weeks before the date of the Annual General Meetings.

 

13.     EXPULSION OF MEMBERS:  Any member who shall be disqualified under Kennel Club Rule A42j(5) and/or rule A42.j.(9) shall ipso facto cease to be a member of the Society.  If the Canine Section expels any member for discreditable conduct in connection with dogs, Dogs Shows, Trials or Competitions, the organisation will report the matter in writing to the Kennel Club within seven days and supply and particulars required.  No person disqualified under Kennel Club Rules shall be a member of the Canine Section of any affiliated organisation and should any person under disqualification be allowed to remain a member, the officers and committee may be dealt with under Rule 42 of the Kennel Club

If the conduct of any member shall, in the opinion of the Committee of the Society be injurious or likely to be injurious to the character or interest of the Society, the committee may, at a Meeting the notice conveying which includes as an object the consideration of the conduct of the Member, determine that a Special General Meeting of the Society 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 him/her of the place, date and hour of the Meeting that he/she may attend and offer an explanation.  It 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 Society, 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 condition as the Kennel Club may impose.

 

14.     SPECIAL GENERAL MEETINGS:  The Secretary shall convene a Special General Meeting within four weeks of receipt of an application, if twenty five or more members submit a signed application for such a meeting accompanied by a sum of fifty pounds, stating the business to be dealt with, other than which no matters may be discussed.

All members shall be given at least fourteen days notice of a Special General Meeting giving the time and place.  In dealing with a case of expulsion the Secretary shall take any additional action by Rule 21.

 

 

15.     MINUTES OF MEETING:  The minutes of all meetings shall be prepared by the Secretary.

They shall be circulated as part of the agenda for the next meeting, before the next similar meeting at which they shall be confirmed by vote and signed by the Chairman.  Club records so confirmed shall be available for inspection by any member entitled to vote, after reasonable notice has been given to the Secretary in writing.

 

 

16.     SUBSCRIPTIONS:  Will cover the period 1st January to 31st December

 

The annual subscription shall be:  Single £10.00 Joint £12.00

 

No member whose subscriptions or other debts to the Club remain unpaid shall enjoy any privilege of membership, and if any member fails to make such payments by the first of March of the current year his/her name shall be erased from the list of members.  If the committee subsequently received a satisfactory explanation, the members may at the discretion of the committee, and on payment of arrears, be re-admitted to membership.

Each Branch shall collect the annual subscriptions for Branch Members which shall be equal to those of The Akita Association.  A subscription of 25% per Branch Subscription shall be paid by the Branch to The Akita Association to cover Associate Membership of its members.

 

17.     CLUB ACCOUNTS:  A banking/building society account shall be opened in the name of The Akita Association and maintained by the Treasurer, into which all monies due shall be paid, and from which all expense shall be defrayed upon the signature of the Treasurer and either the Chairman or Secretary.  Similarly, each Branch shall open a banking/building society account.

All expenses property incurred by the Secretary or Treasurer, with consent of the committee for and on behalf of the Club shall be defrayed out of the funds of the Club alone, and no individual member shall be deemed to incur any responsibility in respect of the same.

The financial year shall be from 1st January to 31st December.

Each Branch shall submit an annual Balance Sheet to The Akita Association in January of each year.

A professional and independent accountant shall be appointed by the Committee to scrutinize and prepare the accounts.

 

18.     CUPS, TROPHIES AND SPECIAL AWARDS:  A cup steward shall be appointed by the committee from among its members who shall be responsible for keeping records of awards and signatures of recipients.

All cups and trophies donated to the Club shall be deemed the sole property of the Club and it is only under this condition that they shall be accepted.  Each shall be awarded in accordance with the wishes of the donor and may not be re-allocated without their written approval.

In the event of a donor proving untraceable, the committee may after a lapse of six months make any change deemed to be in the interest of the Club.

Cups, trophies and special awards unless specifically stated otherwise, shall be available only to fully paid up members, if the winner is a non-member, no award shall be made.

 

19.     JUDGES LISTS:  Registered Breed Societies must produce a list of judges each year which must be submitted to the Kennel Club as part of the Society's Annual Returns.  The purpose of Breed Society Judges Lists is to indicate to interested parties those persons a Breed Society would support at different levels of judging.  Membership of the Society must not be a prerequisite for inclusion in the lists.  Judges lists should be divided into four parts, namely, A1, A3, B and C and must indicate the date on which the list will expire.  On expiry a new list must be compiled.  The Akita Association expects all judges on their judging lists to comply with the Kennel Club Regulation F(1)22.d which states:  All judges at Championship and Open Breed Shows must produce a written critique for the first two placings in each class, and will dispatch these to at least one of the weekly UK Canine Journals.  Any non published critiques will be reported to the Kennel Club and should the critique not be forthcoming the Associations’ Judges Sub Committee will make a decision as to whether the individual is included on future judges’ lists.  Judges for The Akita Association club shows will only be selected if they meet the current Association's judging criteria.   

 

20.     WINDING UP:  In the event of the Club ceasing to exist, for any reason, the donors of 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.  A meeting of the committee shall be called to decide upon the disposal of any remaining assets after all outstanding liabilities have been discharged.  The Kennel Club shall be notified as soon as a decision is made to wind up the Club, and within six months of such date they shall be supplied with a final statement of account and a record showing disposal of all club property.

In the event of a Branch ceasing to exist, these winding up provisions shall apply in respect of the Branch.

 

21.     NEW RULES AND REGULATIONS:  The rules of the Club cannot be altered except at an Annual General Meeting or Special General Meeting, notice of which includes details of the proposal to alter the rules, and where voting is at least a majority to two thirds attending, and such alterations shall not be brought into force until the Kennel Club has been advised and has given approval of the alterations.  Similarly, the Branch rules in respect of committee arrangements can only be altered subject to this rule.

 

22.     TITLE FEE;  The Officers acknowledge that during the month of January each year Maintenance of Title fee will be forwarded to the Kennel Club by the Secretary for continuance of Registration and that by 31st July each year, other returns, as stipulated in Kennel Club Regulations for the Registration and Maintenance of Title of Societies and Breed Councils and the Affiliation of Agricultural Societies and Municipal Authorities be forwarded to the Kennel Club.

The Officers also acknowledge their duty to inform the Kennel Club of any changes of Secretary of the Society which may occur during the course of the year.

Similarly, each Branch shall pay the Maintenance of Title fee in respect of the Branch of The Akita Association.

 

23.     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.

 

24.     FEDERATION OF CLUBS:  This Club shall not join any federation of Societies or clubs.

 

25.     BRANCH COMMITTEE: MODEL RULES (subject to Branch determination)

 

Pursuant to Rule 4 of the Constitution and Rules of The Akita Association, the following model variations shall apply to specific Rules in respect of Branches:

4.        THE COMMITTEE:  Shall consist of a maximum of five members, to include Chairman, Secretary and Treasurer.  No more than one person from a family, partnership, or syndicate shall be eligible to serve at any one time.

6.        ELECTION OF THE CHAIRMAN, SECRETARY AND OTHER COMMITTEE MEMBERS:  To be by secret ballot of those fully paid up members present at the Annual General Meeting, and elected by simple majority.

7.        METHOD OF ELECTION:  The Chairman, Secretary and other committee members shall be proposed by one fully paid up members, and seconded by one other fully paid up member (except at the first General Meeting).  The nominee shall also be a fully paid up member (except at the first General Meeting).  Nominations shall be received by the Secretary six weeks before the date of the Annual General Meeting.

The Chairman shall retire at the first Annual General Meeting and at two yearly intervals thereafter.  The Secretary shall retire at the second Annual General Meeting and at two yearly intervals thereafter.  The remaining Committee Members shall retire annually.

Any retiring Officer or committee member wishing to stand for re-election must indicate their willingness to the Secretary at least six weeks before the date of the Annual General Meeting.

Any member wishing to stand for election must have been a member of The Akita Association or one of its Branches for at least one year immediately prior to the date of the Annual General Meeting (except at the first General Meeting).

The Treasurer shall be en elected committee member chosen by the committee

 

AKITA ASSOCIATION  GENERAL CODE OF ETHICS

 

All members of the Akita Association undertake to abide by its general Code of Ethics.

Club Members:

1.                    Will properly house, feed, water and exercise all dogs under their care and arrange for appropriate veterinary attention if and when necessary.

2.                    Will agree without reservation that any veterinary surgeon performing an operation on any of their dogs which alters the natural conformation of the animal, or who carries out a caesarean section on a bitch, may report such operation to the Kennel Club.

3.                    Will agree that no healthy puppy will be culled.  Puppies which may not conform to the Breed Standard should be placed in suitable homes.

4.                    Will abide by all aspects of the Animal Welfare Act

5.                    Will not create demand for, nor supply, puppies that have been docked illegally.

6.                    Will agree not be breed from a dog or bitch which could be in any way harmful to the dog or to the breed.

7.                    Will not allow any of their dogs to roam at large or to cause a nuisance to neighbours or those carrying out official duties.

8.                    Will ensure that their dogs wear properly tagged collars and will be kept leashed or under effective control when away from home.

9.                    Will clean up after their dogs in public places or anywhere their dogs are being exhibited.

10.                 Will only sell dogs where there is a reasonable expectation of a happy and healthy life and will help with the re-homing of a dog it the initial circumstances change.

11.                 Will supply written details of all dietary requirements and give guidance concerning responsible ownership when placing dogs in a new home.

12.                 Will ensure that all relevant Kennel Club documents are provided to the new owner when selling or transferring a dog, and will agree, in writing, to forward any relevant documents at the earliest opportunity, if not immediately available.

13.                 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.  Will not sell by sale or auction Kennel Club registration certificates as stand alone items (not accompanying a dog).

14.                 Will not knowingly misrepresent the characteristics of the breed nor falsely advertise dogs nor mislead any person regarding the health or quality of a dog.

 

FURTHER GUIDELINES TO MEMBERS OF THE AKITA ASSOCIATION

 

15.                 All breeding Akitas male or female shall be carefully screened through the KC/BVA hip scoring scheme and / or any equivalent scheme offered by the country of origin in the case of import stock before they are used either at stud or bred from.  All breeding Akitas male or female shall be screened through the KC/BVA eye testing scheme and / or any equivalent scheme offered by the country of origin in the case of import stock and hold a current clear eye certificate before breeding also any future relevant KC/BVA schemes that may be introduced will apply.

16.                 Breeding shall be carefully planned to reduce hereditary defects.

 

17.                 No bitch shall be whelped prior to 2 years of age neither shall she be bred within 12 calendar months from a date of her previous litter unless the committee has been informed in writing prior to the mating.  No stud dog or owner shall allow their dog to be used at stud where a bitch would whelp before 2 years of age  Nor shall the bitch be bred within twelve calendar months from its previous letter unless the committee has been informed in writing prior to the mating.  No bitch shall whelp after the age of 8 years.

18.                 All stud services and breeding agreements shall be honoured, written agreements to be preferred.

19.                 Puppies shall be at least 7 to 8 weeks of age when passed to new owners and be in good health.  Each puppy shall be accompanied by a diet sheet, pedigree and veterinary details.  Puppies with obvious hereditary problems should be passed to the new owners without a registration.

20.                 Only Kennel Club registered stock shall be used for breeding and all litters shall be Kennel Club registered or recorded.

21.                 Will encourage permanent identification, tarroo, micro chipping and or DNA testing.

 

Breach of these provisions may result in expulsion from club membership, and / or disciplinary action by the Kennel Club and / or reporting to the relevant authorities for legal action, as appropriate.

 

To be reviewed annually

Amended rules  28 June 2011.  Kennel Club approved.

 

 

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