SWRA Club Notices
DATES FOR YOUR DIARY:
Annual General Meeting
Wednesday 30th June 2021 at 7.00pm
Items for agenda and nominations for Officers and Committee in writing to reach the secretary not less than 2 weeks prior to AGM.
Hon Sec. Mrs Caz Turner, Hillcrest, Upcott Hill, Okehampton, Devon. EX20 1SQ
Tel: 01837 658905/07790865594
Please advise firstname.lastname@example.org as soon as possible if you would like to “attend” (NOTE: Only paid-up members can attend the AGM)
Annual General Meeting to be held ONLINE on Wednesday 30th June 2021
- Adopt Minutes of 2020 AGM
- Matters Arising
- Chairman’s Report
- Treasurer’s Report
- Secretary’s Report
- Election of Officers
- Nikki Marker – Treasurer
- Victoria Clapp – Chairman
- Election of Committee
Clare Smith – Secretary
Proproser: Nikki Marker – Seconded: Lisa Crane
- Annual Confirmation of Membership Fees
- Breed Council Update
- AOB including date of next meeting.
- Please put these in your diaries:
- SWRA 2020 AND 2021 Single Breed Championship Show
Saturday 23rd October 2021
- SWRA 2022 Single Breed Open Show with Limited Obedience
Saturday 26th March 2022
- SWRA 2022 Single Breed Championship Show
Saturday 22nd October 2022
- SWRA 2023 Single Breed Open Show with Limited Obedience
Saturday 25th March 2023
- SWRA 2023 Single Breed Championship Show
Saturday 21st October 2023
- Venue (same as Championship Show in previous years)
OTHER SHOWS WE ARE SPONSORING IN 2021 OR WHO HAVE A ROTTIE SPECIALIST JUDGE:
DOG OF THE YEAR (DOTY)
Members are invited to apply to represent the SWRA at “DOTY”, held in November. Only members BY THE END OF OUR OPEN SHOW can represent our Club and we invite ALL members who are interested to submit their points by the end of August each year. Please ask if you are interested and would like to know how to collect and submit your points.
Membership fees are due 1st January each year. Annual Membership Subscription is just £10.00 (single or joint). To make it easy for you, we are encouraging as many members as possible to set up a Standing Order with their bank for £10 to be sent automatically on the 01st January. If you are interested in doing this, please contact Nicola Marker email@example.com for an application form or On Line banking details. Alternatively, a Mandate is available under our Membership section.
Please send your renewal to Nicola Marker if you have not already done so. Membership Forms are available to download under the Membership section.
PLEASE HELP US REDUCE OUR COSTS
To reduce postage costs, the Committee would like to be able to distribute club material to Members via email. To this end we have made a database of the emails we have on file. If you have not given us your email address and would like to receive club material by this route please send details to our Membership Secretary. We will be able to advise you of closing dates for our Shows and details of other activities we are planning during the year.
The SWRA has adopted the Rottweiler Breed Council Judging Criteria and Judging lists. If you were not already on the Rottweiler Breed Council Judging lists, you will need to apply to go on the list. Please contact a member of our Committee for further details if you are interested.
Our website contains a great deal of information on the breed covering health issues, general points, show results, Club rules, Code of Ethics etc.
Advertisements can be placed on the website for the cost of £20 for one year.
OTHER STUFF YOU WOULD EXPECT YOUR CLUB TO TELL YOU:
- The Kennel Club’s Social Media Policy
- The SWRA’s Rules
- THE KENNEL CLUB’S MEDIA POLICY
The Kennel Club has issued advice to people using Facebook and other social media platforms to discuss issues concerning Kennel Club-based activities such as breeding, competing with and judging dogs.
The Kennel Club is made aware on a regular basis of conversations held on public internet forums which sometimes include disparaging comments on dogs bred, one-sided accounts of private disputes, criticism of judging from exhibitors and other judges, and in extreme cases threats made against individuals.
The Kennel Club is unable to directly intervene in the majority of such cases and has issued the following guidance which is intended to provide advice to people who have been the subject of such allegations and criticism, those who have been involved in such discussions, and also to give direction on when the Kennel Club can and cannot intervene.
To those conversing on social media
This is addressed to those who think that careless, uninhibited and ill-considered comment and criticism aimed at judges, dogs and exhibitors on Facebook and other forums is acceptable and that its impact will not offend, hurt or deeply distress, alongside damaging people’s reputations.
Freedom of expression and opinion is, of course, a right of all – but that should be in the context of normal and civil behaviour. In other words if you have something worthwhile to say, then it should be said in a spirit of constructive criticism and not in an offensive manner.
Judges should take great care in joining in such conversations since it is not acceptable for judges to criticise fellow judges’ decisions in a disparaging way. Judges should keep a distance from contentious issues and maintain an independent and private view. This is a matter of perception, public confidence and general respect for those involved in any breed at a senior level. Judges should certainly not give indications about preferences and intentions on placing for a forthcoming appointment.
Anyone judging at Kennel Club licensed events is warned that in certain circumstances the Kennel Club will refer inappropriate content to the Judges Sub-Committee for a review of status and future appointments.
To those reading social media content
Anyone who finds him or herself targeted, or the subject of such conversations, is advised to ignore such material and not to read, respond or engage in the conversation. The law is intended to offer protection from the more extreme material.
Try to put the matter into perspective; everyone’s reality is subjective and most of the material is a matter of opinion, on occasions an expression of anger, and is often not based on verified fact. Rude, spiteful and ill-informed comments say more about those writing them than about those who they seek to criticise.
In extreme cases of direct threat or harassment, then the police should be contacted.
The Crown Prosecution Service recently issued guidelines on prosecuting cases involving communications sent by social media and these can be found at www.cps.gov.uk/legal/a_to_c/communications_sent_via_social_media/.
These guidelines take the approach that there must be something more than ‘the expression of unpopular opinion about serious or trivial matters, banter or humour even if distasteful to some or painful to those subjected to it’ before intervention is possible.
The Kennel Club has to apply a similar approach and policy and is therefore unable to intervene in the majority of cases.
It remains our advice that it is better not to read, engage or respond to this sort of material. Sometimes it is better to allow those who choose to air views on these channels the freedom to do so, even if they do not do so in an adult and mature fashion. Those who wish to read such postings should treat such content, particularly if critical, with caution and not make any judgment or assume the truth or foundation on the basis of what is being written. Social media content should generally be treated as gossip and not a validated and reliable source of information.
Ultimately if you feel you have to join in, be informed and be polite; if you have to read the content, do not assume what is said is true; and if you are the subject of gossip or rumour then treat it for what it is. And remember that the most effective and practical way to deal with offending material is not to join in or respond.
A few general guidelines that all social media users should follow are included below:
You are responsible for what you post since it is a public medium.
Maintain privacy: Do not post confidential information. Do not discuss a situation involving named or pictured individuals without their permission.
Does it pass the publicity test: If the content of your message would not be acceptable for face to face conversation, over the phone or in any other medium, then it is not acceptable for a social networking site.
Think before you post: If you feel angry or passionate about a subject, it is wise to delay posting until you are calm and clear headed. There is no such thing as a ‘private’ social media site, even if you delete a post.
Be aware of liability: You are responsible for what you post on your own site and on the sites of others. Individual bloggers could be held liable for commentary deemed to be libellous, obscene or which infringes copyright.
What the Kennel Club can and cannot do
The Kennel Club’s jurisdiction lies primarily with the enforcement of its Regulations and issues arising out of registrations and incidents at licensed events. It does not have any remit or authority to censor material on the internet, or to censure those involved, and is therefore unable to intervene directly in the majority of cases.
However, there are ways to deal with the extreme versions of offending material online, including complaints for defamation or harassment or sending malicious correspondence. These are criminal or civil offences and forum moderators are usually (or should be) quick to respond and remove content that has no place being published.
Extreme cases of threat or bullying should be reported to the legal authorities and to the Kennel Club for consideration and advice.
- SWRA’S RULES 2016
1. NAME: The Association shall be called THE SOUTH WESTERN ROTTWEILER ASSOCIATION (SWRA)
2. THE OBJECTIVES of the Club shall be to support and encourage all aspects of Rottweilers by:
a) The organisation of shows and advice on training classes
b) Providing instruction in all matters appertaining to the breed
c) Maintaining the breed in accordance with the standard approved by the Kennel Club
d) Providing the opportunity for the interchange of knowledge and ideas between Rottweilers owners through meetings, newsletters and all other forms of communication
e) To encourage good fellowship and so maintain and advance the interests of the Breed
The Association shall consist of an unlimited number of members irrespective of place of residence, whose names shall be posted by the Secretary in a Register kept for such a purpose. Such Register shall be available at all reasonable times, for inspection by members of the Club or by the Kennel Club. The Society shall send a list of Members and their address and those of Branch Members where appropriate, to the KC. with their Annual Returns
4. ADMISSION / RESIGNATION
a) The election of Members shall be vested in the Committee
b) A candidate for admission shall have a Proposer and a Seconder, both of whom are members of the SWRA. The applications for membership along with the current subscription fee must be sent to the Secretary. The application, including the names of the applicant(s), Proposer and Seconder, shall be placed before the committee at its next meeting
c) A simple majority of those Committee members present at the meeting shall be sufficient for election to the membership of the Club. On admission to the Club all new members shall receive a copy of the rules
d) Membership shall be effective from the date of application, except unless the Committee at their next meeting decide against acceptance of any application, in which case all properties of the Club held by the unsuccessful applicant shall be returned to the Secretary. Appropriate fees shall be returned to unsuccessful applicants
e) The Committee shall be empowered to refuse applications for membership at their discretion. No reason shall be given for the rejection of an application but a rejected candidate may reapply for election after two years
5. THE TERMS OF MEMBERSHIP ARE AS FOLLOWS:
a) Single, Annual or Life Membership
b) Joint Annual or Life membership. “Joint” shall be taken to mean Husband & Wife or Partner, two joint owners of an exhibit or two persons living in the same household
c) A Family Membership. Husband, wife, or Partners and their immediate children up to the age of eighteen years. The children of such a membership hold no voting rights
d) Other Membership combinations shall be at the discretion of the Committee
e) All eligible Members shall be entitled to vote immediately upon acceptance of their Membership. (In the case of Joint or Family Memberships each Adult shall be entitled to vote)
f) Voting shall either be by a show of hands or written ballot. Decisions for or against a motion shall be based upon a simple majority of those eligible members present and voting
g) Proxy votes are not allowed
h) Any member who shall be suspended under Kennel Club Rule A42J (5) and/or any member whose dog(s) is/are disqualified under Kennel Club Rule A42J (9) shall cease to be a member of the Club for the duration of the suspension and/or disqualification
i) Any Member shall be able to withdraw from the Club on giving or sending notice of his/her intention in writing to the Hon. Secretary. Any Member so leaving the Club shall not be entitled to receive any money back he/she may have paid to the Club, during his/her Membership or have any claim against the Club. Any property of the Club held by the resigning Member, must be returned with that resignation at no cost to the Club
a) The annual Membership Subscription shall be such amount as determined at a General Meeting and notified to the Kennel Club
b) Subscriptions are payable to the treasurer on the 1st January each year. The subscriptions of new members joining after the 1st October shall carry through the ensuing year
c) If the subscription of any member shall remain unpaid after the 1st March his/her name shall be removed from the list of Members and thereon ceases to be a Member of the Club. Reapplication for Membership shall be at the discretion of the Committee
d) In recognition of services rendered to the South Western Rottweiler Association by any person(s), the Committee may recommend to the Annual General Meeting that such person(s) be granted Honorary Life Membership
e) The payment of the subscription shall be distinct acknowledgement of and acquiescence to the Rules of the Association
a) The management of the Association shall be vested in the hands of the Committee, which shall have power to deal with all matters relating to the management of the Association not provided for in the Rules and whose decision shall be final
b) The Committee shall consist of a Patron, President, Vice-President, Chairman, Vice-Chairman, Honorary Secretary and Honorary Treasurer, with a general committee of not more than twelve other Members, including a Show Secretary who sdhall be an ex officio member of the committee with voting rights, elected at the AGM for a 2 year term. The Honorary Secretary and the Show Secretary positions mauy or may not be held by the same person
c) Committee meetings shall be held at such time and place as deemed necessary, except that not more than four months shall elapse between meetings. At least fourteen days’ notice in writing, along with an agenda shall be given to all Committee Members. Any Officer and 4 other members to form a quorum for committee meetings and the AGM. One Committee member per committee meeting to be able to attend via skype/messenger/media, it the venue can accommdate it, and be included in the quorum. This rule does not include the AGM. The Honorary Secretary will be informed a minimum of 4 weeks in advance of the meeting, except in unforeseen circumstances at the discretion of the Chairman. The Committee member must e in actual attendance at 1 other meeting in a 12 month period
d) If a Committee Member is absent from three consecutive Committee meetings and fails to offer a satisfactory explanation, that person shall be deemed to have resigned and shall not be eligible for election to any Committee post for a further two year period following the next AGM
e) 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 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 Association, except the 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. If the Association expels any member under Rule C6E (Disciplinary Procedures) or for discreditable conduct in connection with dogs, dog shows or trials, the Association must report the matter in writing to the Kennel Club with seven days and supply particulars required
f) The Committee shall have the power to arbitrate in cases of dispute between Club members, when requested so to do by both parties and their decision in such cases, shall be final
g) The South Western Rottweiler Association shall acknowledge the Kennel Club as the Final Court of Appeal in all canine matters
h) The Officers acknowledge that during the month of January each year a Maintenance of Title fee will be forwarded to the Kennel Club by the Secretary for the 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, will be forwarded to the Kennel Club
i) The Officers also acknowledge their duty to inform the Kennel Club of any change of Secretary of the Club, which may occur during the course of the year
8. FINANCIAL MANAGEMENT
a) The financial year of the Club shall be from January 1st to December 31st
b) A banking account shall be opened in the name of the Association into which all revenue of the Association shall be deposited and from which withdrawals shall only be made on the signatures of two unrelated Officers, one of whom shall be the Treasurer. In the alternative the Treasurer may use internet banking and undertakes to follow internet banking best practice guidelines. He/she shall receive all monies and keep a record of receipts and payments.
c) The Treasurer shall present a duly audited statement of accounts at the A.G.M. copies of which shall be distributed to all Members attending the AGM and be available to all Members on request
d) A qualified Accountant or two unqualified individuals with accountancy experience as described under KC Rule C3(15), shall be appointed at the Annual General Meeting to audit the Clubs accounts for the ensuing year. With a minimum of seven days’ notice the accountant or authorised individuals may inspect all of the Clubs’ books and accounts
e) All expenses properly incurred by members of the Committee, for or on behalf of the Association, with Committee approval, shall be defrayed out of Club funds alone
f) The Assets of the Association shall be vested in the Committee. In the event of the South Western Rottweiler Association being disbanded, a General Meeting shall be called to decide the disposal of the Association’s Assets. The Association shall obtain the written acknowledgements from donors of all new Cups and Trophies, that they are given as outright gifts to the Club
g) In the event of the Club being wound up and/or ceasing to be registered under K.C. Regulations, a final statement of accounts with a record of the disposal of its assets shall be forwarded to the K.C. within six months and the persons named as Officers and Committee on the last return furnished to the K.C. shall be held responsible by the K.C. for the proper winding up of the Club
9. ELECTION OF OFFICERS & COMMITTEE
a) The Officers shall serve a two year period of office. The remainder of the general Committee shall retire after a two-year term. All retiring Officers and Committee members may seek re-election
b) In the event of an Officer leaving Office prior to the completion of his/her 2 year term, a temporary replacement shall be elected, whenever possible, from within the body of the Committee. At the next AGM, a replacement Officer shall be elected. Any person elected to fill an Office, which has been vacated in mid-term, shall in the first instance, serve only the remaining term of the vacated Office. At the AGM following the completion of the vacated term, the Office must once again be the subject of an election, at which, the incumbent may seek re-election
c) All serving Officers and Committee members shall be deemed to stand again unless they inform the Secretary to the contrary, in writing, on or before the 31st December
d) The procedure for the election of Officers and Committee shall either be by a show of hands or a written ballot at the AGM. In any ballot a simple majority shall prevail. If the number of vacancies equal or exceed the number of candidates, the decision on the need for an individual ballot shall be made by those present by a show of hands. Should an election be deemed necessary it will then be held by written ballot. The successful candidates shall be declared elected by the members present at the AGM
e) All eligible Members over the age of 18 years are entitled to vote
10. NOMINATION OF OFFICERS & COMMITTEE
a) Any person who has been a member of the club for twelve consecutive months, immediately prior to the AGM shall be eligible for nomination to the Committee
b) Any nomination must have a proposer and seconder both of whom must be current members of at least two years standing at the time of the AGM together with the signed consent of the nominee. Such nominations together with the membership renewal subscription for all three parties shall be in the hands of the Secretary not later than the thirty-first day of December preceding the Annual General Meeting
c) A member seeking election as an Officer of the Committee may also stand for election as an ordinary Committee member in the event of being unsuccessful in their original nomination. A second nomination is not required, they need only indicate their willingness to stand when sending in their original nomination
d) Serving Officers and Committee of the SWRA shall not hold any Office or Committee Post with any other Rottweiler Club or Association
e) The Officers shall be members of the SWRA with the Secretary and Treasurer having full voting rights. In the event of equality of voting the Chairman shall have the casting vote
f) With the exception the Chairman, all Officers and General Committee Members have equal voting rights. The Chair shall only have a vote in the case of tied motions
g) In the event that one person should hold more than one Office, that person shall only be entitled to one vote on any issue
h) The Committee shall have the power to co-opt additional Committee Members with full voting rights to fill casual vacancies. Previously Co-opted Committee Members may offer themselves for election at the next AGM and shall be deemed to remain as committee members up to the point where the new committee elections are held
i) In the case of insufficient nominations for any Officer post or the General Committee, prior to the AGM, nominations shall not be accepted from the floor of the Meeting
j) 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
11. ANNUAL GENERAL MEETING
a) The Annual General Meeting shall whenever possible, be held before the 31st March, at a time and place determined by the Committee
b) The Annual General Meeting shall be called to receive the Committee’ s Report, the Balance Sheet, elect Officers and Committee and to discuss any resolution duly placed on the Agenda
c) Notice of the meeting shall be by adverts placed in the canine publications “Dog World” and “Our Dogs” and on the Association’s internet site at least 28 days before the meeting. The meeting agenda will be placed on the Association’s internet site at least 28 days before the meeting and printed copies supplied upon request
d) Notice of items which members may wish to have included on the agenda and which must have a member proposer and seconder, shall be in the hands of the Secretary not later than the 31st January preceding the AGM
e) No business shall be transacted at an AGM unless notice thereof appears on the agenda, except that the Chairman may, at his / her discretion, entertain an emergency motion that he/she decides is of sufficient importance
f) Any 7 members, including one Officer, shall form a quorum
12. SPECIAL GENERAL MEETINGS
a) The Secretary shall convene a Special General Meeting (SGM) when directed to do so either by the Chair, the Committee or when requested in writing by not less than 25 current members
b) The SGM must take place within 60 days of the proposal being received by the Secretary. Any 15 members shall form a quorum
c) Notice of the meeting shall be given in writing to every member not less than 14 days prior to the meeting
d) No business other than that named in the notice shall be brought before a SGM
e) All expenses incurred in arranging a SGM shall be borne by the Club
f) Any person calling such a meeting for what the majority of those present at that meeting consider to be a trifling matter may be subject to disciplinary action under SWRA rule 6E
g) Only fully paid-up members at the time of the meeting may attend and vote at the AGM or SGM, except that the Committee may invite persons of a specialist nature to attend in an advisory capacity, without voting rights
13. GENERAL MEETINGS RECORD
a) The Club undertakes to keep a Minute Book, which shall contain a full record of all business transacted at General and Committee meetings, including a record of all guarantees offered by the Club
b) No Officer, Committee member or ordinary Member shall take it upon themselves to publish or cause to be published any detail or account, in part or in whole, of proceedings at any of the Clubs meetings. Reports shall only be made public by the Chairman or Secretary following authorisation from the Committee
14. ALTERATION OF CLUB RULES
The Rules of the Association shall not be altered except at an AGM or a SGM. Such alterations shall not be brought into effect until the Kennel Club has been advised and has given approval to the alterations. New Rules or amendments introduced specifically to meet K.C. requirements shall be adopted immediately and be included in the Society’s Constitution with effect from the Society’s AGM.
15. REFUND OF ENTRY FEE
In the event of the death of an exhibit, which has been entered for any of the Club Shows, the entry fees shall be returned on production of a veterinarian’s certificate to that effect
The Club shall not join any Federation of Societies or Clubs, which would be unacceptable to the Kennel Club