HPRGA Constitution

1. NAME
The Association shall be called the “Hunt, Point & Retrieve Breeds Association “, hereinafter referred to as the “Association” and its objects shall be:
a) To promote and protect in every way the sub group of gundogs, know as the breeds which hunt, point & retrieve, to meet its standards and fulfil their roles as working gundogs.
b) To support breeding stock which is sound in mind and body.
c) To promote and support the Association, its breeds and its members in all aspects of canine activities appropriate to this particular sub group.
d) To present a united voice on HPR matters to the dog world, our governing bodies and all interested parties.

2. OFFICERS, COMMITTEE & MEMBERS
The Association shall consist of:
a. A President, who shall be elected for a term of 5 years by secret ballot at an AGM of fully paid-up Members, and who shall be entitled to attend meetings in a non-voting capacity.
b. Vice-Presidents. There shall be as many Vice-Presidents as the members shall determine. All Vice-Presidents shall be elected annually at the Annual General Meeting by the members by a simple majority of those present and voting. Vice Presidents shall on acceptance of office automatically become honorary life members of the Club.
c. The Association shall have the following Executive Officers: Honorary Secretary and Honorary Treasurer, who shall be elected for a term of 5 years by secret ballot at an AGM of fully paid-up Members, unless returned unopposed.
d. An unlimited number of Members.
e. Honorary Life Members. A person may be elected an honorary life member of the Association at a General Meeting on the recommendation of the Committee. A member who has paid his subscription for 20 or more consecutive years may be proposed as an honorary life member by any member of the Club. Notice of a proposal to elect an honorary member must appear on the agenda of a general meeting. Honorary life members shall have all the rights and privileges of membership but shall not be liable to pay subscriptions.

3. COMMITTEE & MANAGEMENT OF THE ASSOCIATION
a) The management of the Association shall be in the hands of the following Officers of the Association: The President, (who does not have a vote on committee proceedings.) the Hon Secretary and the Hon Treasurer and a Committee consisting of a maximum of 12 Members, of whom 1/3 shall retire annually on a 3-year rotation. Members of Committee shall be eligible for re-election every 3 years. Any committee member missing more that 50% of the meetings within one year, without good reason, must retire from the committee and may not stand for re-election until at least a 12 month period has elapsed.
b) The Hon Secretary, the Hon. Treasurer and the elected members of the Committee shall have full voting rights at committee and general meetings.
c) The Committee shall elect from its members a Chairman and Vice Chairman to serve annually for the duration of the Committee and until their successors are appointed. The Chairman (or Vice Chairman in his absence) shall have a casting vote in addition to his Committee vote if the need arises.
d) The Committee shall elect from its members a Working/Field Trial Secretary to serve annually for the duration of the Committee and until their successors are appointed.
e) The Committee shall have the power to co-opt members on to the Committee in the event of positions becoming vacant between General Meetings or to fill any position deemed necessary. 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.
f) Meetings of the Committee shall be held as often as deemed necessary but will be at least 4 times in each year one of which will be on the same day as the AGM.
g) A quorum for Committee meetings shall be 5 elected members.
h) No individual who has been a member for less than 12 months may be elected on to the Committee.

4. ELECTION OF MEMBERS
Candidates for membership of the Association, shall complete and submit the membership application form with the correct fee to the Secretary, and shall be subsequently approved by a simple majority vote of those present and voting at the next committee meeting. The Committee must individually elect each member of a joint or family membership. The names of the elected members shall be recorded in the Minutes.

5. An up to date list of members and their addresses, and those of branch members where appropriate, must be maintained and, if so requested, made available for inspection by the Kennel Club and members of the Association. A declaration of the number of members of the Association must be made with Annual Returns.

6. VOTING RIGHTS
Each Single Subscription Member and each party of a Joint Subscription Membership shall be entitled to an individual vote, upon acceptance of membership. Other members of a family membership shall have all the privileges of membership but without a vote.

7. ASSOCIATION PROPERTY
The property of the Association shall be vested in the Committee. In the event of the Association ceasing to exist, a General Meeting shall be called to decide the disposal of these assets, the outcome of which will be notified to the Kennel Club.

8. ASSOCIATION ACCOUNTS.
a. A Banking Account shall be held in the name of the Association into which all revenue of the Association shall be paid and from which withdrawal shall only be made on the signatory of any two from the Offices of Chairman, Hon. Secretary and Hon. Treasurer.
b. The Hon. Treasurer shall keep a record of all monies received or paid by the Association.  An auditor appointed for that purpose at the Annual General Meeting shall audit the accounts, and a Statement of Accounts circulated to all Association members prior to the subsequent Annual General Meeting together with the Annual General Meeting Agenda. The Hon. Treasurer will produce an ongoing report in whatever format is required by the Committee for each Committee Meeting

9. ANNUAL SUBSCRIPTIONS
The Annual Subscriptions and Classes of Membership shall be in such an amount as agreed by Members at a General Meeting and notified to the Kennel Club.
a. The Annual Subscriptions are payable to the Honorary Treasurer on the First of January every calendar year
b. No Member whose subscription remains unpaid is entitled to any of the privileges of membership and if the member shall fail to pay outstanding subscriptions by 1st April his/her name shall be automatically erased from the register. Acceptance back on the register will be dependent upon a new application and payment of back arrears.
c. A new member paying a subscription on or after the 9th of November of each calendar year; that subscription shall count for membership until the end of the following year.

10. EXPULSION OF MEMBERS
Any member suspended under KC Rule A42 (j) 5. and/or member whose dog(s) is/are disqualified under KC Rule A42j (9) shall ipso facto cease to be a Member of the Association.
If the conduct of any Member shall, in the opinion of the Committee of the Association, be injurious or likely to be injurious to the character, or interest of the Association, the Committee of the Association 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 Association shall be called for the purpose of passing a resolution to expel him/her.
Notice of the SGM 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 that Meeting, a resolution to expel is passed by the 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 Association, except that he/she may, within two calendar months from the date of such Meeting, appeal to the Kennel Club subject to such conditions as the Kennel Club may impose

11. FINANCIAL YEAR
The financial year of the Association will run from 1st January to 31st December each calendar year

12. THE ANNUAL GENERAL MEETING
The AGM shall be held before 31st May of each calendar year for the following purposes:
a. To receive the Report of the Committee and a Statement of the Accounts.
b. To elect Officers and Committee Members as required.
c. To discuss any resolution duly proposed for the Agenda of which twenty-eight days notice has been given to the Hon. Secretary. Such resolutions must be signed by either:
i. Two fully paid up members of the Association or,
ii. The Association Honorary Secretary on behalf on the Committee.
In either case the resolution must be presented by a signatory in person.
d. To appoint the Auditors.
e. 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.
f. Nominations for positions of Officers or Committee should be in writing and received by the Hon. Secretary not later than 28 days prior to the AGM. The proposer must state that his/her nominee is willing to serve.
g. All nominations shall be proposed and seconded by fully paid-up Members. The Hon. Secretary will give not less than 42 days notice of an AGM to all members.

13. VOTING AT GENERAL MEETINGS.
Each honorary life member and ordinary member present at a general meeting shall be entitled to one vote on each motion, except for the chairman of the meeting who shall have a casting vote only. A member shall be entitled to a postal vote for Officer and Committee places only provided they apply in writing to the Secretary for a postal ballot at least 28 days prior to the Annual General Meeting.

14. SPECIAL GENERAL MEETING
A Special General Meeting shall be summoned by the Hon Secretary if 10 members send in a signed requisition stating the subject to be discussed and requesting a Special General Meeting to do so. The Hon. Secretary shall arrange and subsequently give notice to all Members of an SGM to take place not later than 30 days from the receipt of the request.
No business other than that detailed on the agenda can be discussed at a Special General Meeting.
The President shall normally Chair any General Meeting. However, should he/she decline or in his/her absence, the Meeting shall elect a Chairman from those present.

15. NOTICE OF GENERAL MEETING. Not less than forty two days notice of an Annual General Meeting or twenty eight days for a Special General Meeting shall be given to all members. Agenda of any such Meeting shall be sent to all members not less than fourteen days prior to the date of the Meeting.

16. AMENDMENTS TO RULES AND REGULATIONS
The Rules and Regulations of the Association may not be altered except at an AGM, the Notice/Agenda for which contains specific proposals to amend the rules. Any proposed alteration to the rules may not be brought into effect until the Kennel Club has been advised and approved the alteration. New rules or amendments introduced specifically to meet Kennel Club requirements shall be adopted immediately. In all instances, amendments relating to Policy or finance will require a two thirds majority of those present before being carried.

17. ANNUAL RETURNS
The Officers of the Association acknowledge that during the month of January each year, the Maintenance of Title fee will be sent by the Association Hon. Secretary to the Kennel Club for the continuance of Association registration and that by 31st July each year, other returns as stipulated in Kennel Club regulations for the Registration and Maintenance of a Registered Breed Society will be forwarded to the Kennel Club. The Officers of the Association will also inform the Kennel Club of any changes to the holder of the position of Hon. Secretary of the Association which may occur from time to time

18. KENNEL CLUB FINAL AUTHORITY.
The Kennel Club is the final authority for interpreting the rules of the Association in all cases relative to canine or Association matters.

19. The Association shall not join any Federation of Societies or Associations.

20. 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.

21. CODE OF ETHICS
All members shall endeavour to comply with the Association’s Code of Ethical Practice and strive to promote and produce stock sound in mind and body that most fits the breed standard.

May 2011.