Jersey Dog Handlers Association
Rules of the Association
(Updated NOVEMBER 2021)
1 The Name of the Association is ‘Jersey Dog Handlers Association’ (hereinafter referred to as ‘The Association’. Association of Jersey Charities registered number 220, registered on 27th April, 1999.
2 The objects for which the Association is established are:-
- a) To provide a meeting ground for children and adults interested in dog handling and to provide a focus for information, research, and education.
- b) To provide facilities for and to encourage the training of dogs and responsible dog ownership through Kennel Club Obedience Tests, Dog Shows and other canine activities, including the Kennel Club Good Citizen Awards.
- c) To encourage friendliness and good fellowship among all dog lovers, and to this end may promote canine activities and/or Association and inter-Association matches under Kennel Club of Jersey (hereinafter referred to as the ‘KCJ’) Rules and Regulations and to sponsor such social activities as may be decided upon from time to time by the Committee.
For simplicity, the masculine pronoun is used throughout, but the provisions apply equally to male and female.
- a) Prospective members must complete an application form and submit this to the Committee. The application forma shall state the applicant’s name and address and particulars of their dog(s) and their willingness to abide by these rules, along with a cheque for their membership.
- b) Junior members under the age of seventeen years shall not be entitled to vote. Due to child protection junior members under the age of fifteen years must be accompanied by a responsible adult. The adult need not be a member of the Association.
- c) An up-to-date list of Members and their addresses, must be maintained and, if so reasonably requested, made available for inspection by the KCJ.
- d) The Association will not sell, rent or make available personal information to any other third party apart from where it is related to the objects of the Association or requested to do so under section 4(c)
5 Voting Rights:
Each member, eligible to vote shall be entitled to voting rights immediately upon acceptance of membership. Postal/proxy votes are not allowed. Voting shall be by secret ballot or show of hands as decided by the majority at the meeting. In the case of joint membership, each individual will have the right to vote.
6 Office Bearers:
Office Bearers shall be President, Secretary and Treasurer and any other position as the Committee deems necessary, all to be resident in Jersey. The offices of Secretary and Treasurer may at the discretion of the AGM be conjoined when two candidates cannot be found. The role of Chairman shall be held by the President.
7 Duties of Office Bearers:
President: Shall take the chair at all Association meetings, he shall in the event of an equality of votes have an additional casting vote.
Secretary: Shall summon all meetings and take minutes of the proceedings, he shall be responsible for the minutes and the register of meetings of the Association for presentation at the AGM. He shall also be responsible for all correspondence on behalf of the Association and for presentation of the required reports to the KCJ.
Treasurer: Shall receive all monies payable to the Association and make such payments as are required, he shall keep proper books of accounts with regard to:
- i) All sums of money received and expended by the Association and the manner in which receipt or expenditure occurs.
- ii) All sales and purchases by the Association.
iii) The assets and Liabilities of the Association
- iv) He has a duty of care to work in the best interests of the Association in all financial matters.
The management of the Association shall be in the hands of the Association and a committee consisting of not more than nine members, including Office Bearers. A quorum for a Committee Meeting shall consist of three members including at least one Office Bearer. No more than three consecutive meetings shall be held with less than four members present.
All committee members must stand down annually but shall be eligible for re-election at the general meeting. No person whilst an undischarged bankrupt may serve on committee. Any person elected to another registered canine Association shall declare this when standing for election. The office of executive committee shall be vacated if a member is absent for three consecutive meetings without acceptable reason or apology.
Meetings of the Committee shall be held as often as deemed necessary but at least three times per year. In the absence of the President the Committee shall have the right, provided that a quorum is present to elect one of the Office Bearers to act as Chairman for that meeting only.
The Committee shall have the power to co-opt members on to the Committee in the event of positions becoming vacant between General Meetings. Those co[opted shall only hold office until the next General Meeting of the Association at which an election of Officers and Committee takes place. Co-opted committee members shall not have voting rights at Committee meetings. Should the number of voting members fall below five an EGM shall be called to formally elect the Committee.
If at an AGM a working committee cannot be formed) or during a year) the committee falls below the required number, the remaining Officers shall be considered sufficient to continue minimal requirements for the operation of the club until such time that a new Committee can be elected at the AGM. This reduced Committee shall also have the power to call an EGM for the purpose of electing new committee members.
The annual subscriptions shall be such an amount as agreed by the membership in General Meeting and notified to the KCJ and are payable to via the Treasurer or Secretary when it becomes due on the first day of January each year. No member, whose subscription is unpaid is entitled to any privileges of membership and if the member shall fail to pay the annual subscription by the first day or March, he shall cease to be a member and his name shall be automatically erased from the list of members.
If a member of the Association wishes to raise a complaint it needs to be sent in writing to the Secretary within seven days of the incident. The complaint will need to be accompanied with the amount of your Annual Membership. The complaint will be acknowledged in writing and the committee will discuss this at their next meeting. If the complaint is upheld your monies will be returned to you.
11 Disciplinary Action:
Any member who is found to have been guilty of fraudulent or discreditable conduct by the Committee may be liable to a written warning and/or suspension from the Association for no more than three months. Further offences may be liable for up to a twelve-month suspension or total exclusion from the Association. Either of these further penalties must be ratified by the KCJ.
Any member of the Association suspended or expelled shall be given leave to an appeal to the Committee of the KCJ within two calendar months of the suspension or expulsion.
The KCJ may confirm or quash the suspension or expulsion.
Any suspension or expulsion of members of the Association shall ne notified to the Secretary of the KCJ.
The Committee of the KCJ is the final authority for interpreting the Rules and Regulations of the Association and their ruling is final.
12 Financial Year:
The financial year of the Association shall be from October 1st to 30th September.
Reviewers shall be elected at General Meeting.
14 General Meetings:
The Annual General Meeting must be held between 1ST November and 31st December annually. At least twenty-eight clear days’ notice shall be given to the Membership of the date, time, and place of the AGM either in writing, e-mail or by placement of a notice in the Jersey Evening Post. A quorum for a General Meeting shall consist of ten members or twenty-five per cent of the voting membership whichever is the smaller.
The purpose of the AGM shall be:
- i) To approve the minutes of the previous AGM
- ii) To approve the President’s report on the progress of the Association and the Treasurer’s report and approve the annual accounts.
iii) To elect Office Bearers, Members of the Committee and Reviewers of the Association
- iv) Resolutions and items must be in the hands of the Secretary not less than fourteen days prior to the date of the meeting. These will be circulated at the meeting or shall be made available from the Secretary on request seven days before the meeting. Only items appearing on the agenda and voted upon shall be binding on the Association. However, the committee should take guidance from any discussions resulting from any other business.
15 Extraordinary General Meeting:
An extraordinary general meeting may be called by the committee at any time, or on the written request of a minimum of ten members or twenty-five per cent, whichever is smaller, and duly signed by them, stating the business to be discussed and a meeting will be held within twenty-eight days. No business other than that specifically stated in the notice shall be considered at such a meeting.
The Rules of the Association shall form the basis of membership and may not be altered except at an Annual or Extraordinary General Meeting. Such alterations shall not be brought into force until the KCJ has been informed and approved the alterations. The Committee has the power to run, amend and update the rules of activities as it shall see fit.
17 Association Accounts:
The funds shall be held in accounts opened in the name of the Association, into which all revenue accruing to the Association shall be paid and from which withdrawals may be made only on the signature of two Committee Members, one of which must be an Office Bearer.
The Association shall not be dissolved so long as a minimum of ten members wish to continue. In the event of the Association ceasing to exist, the property of the Association shall, where possible be returned to the donors. Cash assets shall be distributed by decision of an Extraordinary General Meeting, to other Associations and Societies that it is felt reflect the Associations aims and objectives. The final statement of review accounts shall be forwarded to the KCJ within six months. The persons named as Office Bearers and Committee Members on the last return furnished to the KCJ will be held responsible by the KCJ for the proper winding up of the Association.
The Association may communicate with its Members by the handing out of personal notices, by post or email as best suits the needs of the Association.
The Association shall maintain its affiliation to the KCJ until such time as it is deemed unnecessary, by paying the annual fee and forwarding copies of reviewed accounts, reports and a list of Committee Members within two months of the AGM.