The Club shall be called the Shih Tzu Club. Its aims and objectives are to maintain the Kennel Club Standard of Shih Tzu in the UK; to promote and protect the interests of Shih Tzu and to help, encourage and advise all Shih Tzu owners, whether they be members of the Club or not. The Club is guided in the pursuit of it's objectives by the following rules and our published Code of Ethics.
The Club shall consist of an unlimited number of members whose names and addresses shall be kept by the Hon. Secretary. The Club will make such a list available for inspection if so requested by members of the Club or by The Kennel Club.
New members must be proposed and seconded, in writing, by existing members and the nomination sent to the Hon. Secretary for consideration by the Committee. New members shall not have voting rights until twelve months after their election. Each member of a Joint Partnership shall have one vote. Junior members (up to their seventeenth birthday) do not have the right to vote. Proxy votes are not allowed at any election.
Officers and Committee
The management of the Club shall be in the hands of a Committee of not more than thirteen members, including the Officers of Chairman, Vice-Chairman, Honorary Secretary and Honorary Treasurer, all of whom shall be entitled to one vote, with the exception of the Chairman, who shall have a casting vote only in the event of a tie.
The position of Patron is reserved for a person who, in the opinion of the Committee, has given long and outstanding service to the breed. The position of Patron, if so elected by the Committee, is for as long as they wish to continue in this office. The Patron does not have voting rights on the Committee.
The position of President is reserved for a person who, in the opinion of the Committee, is worthy of this appointment and is to be elected annually at the Annual General Meeting. The President does not have voting rights on the Committee. A President of the Club may be on the Committee.
No more than one member of a family / partnership may serve as Officers or Committee members, in order to extend membership participation. No Officer or Committee member may exhibit or handle at any of the Club's Open or Championship Shows.
Election of Officers and Committee
The election of the Officers and Committee members for the ensuing year shall take place by postal ballot prior to the Annual General Meeting. All four Officers are to retire annually and one-third of the elected members of the Committee, in rotation, but all are eligible for re-election if they so desire, without re-nomination. New nominations for any of the above positions, which must be proposed and seconded by fully paid-up members of the Club (and which must have the written consent of the nominee) shall be sent to the Hon. Secretary by the given date. The Hon. Secretary shall give at least 21 days notice of such date. Voting papers shall be sent out at least 7 days before the closing date of the ballot, to be returned to an independent scrutineer and the result of the ballot shall be declared at the Annual General Meeting.
Any vacancy on the Committee occurring between Annual General Meetings may be filled by co-opting a duly qualified member, who shall hold the seat on the Committee for the unexpired portion of his / her predecessor's term but shall come up for confirmation at the next Annual General Meeting. No individual who has been a member of the Club for less than one year may be elected onto the Committee.
The Committee shall be summoned to meet as often as the Chairman and Hon. Secretary consider that there is sufficient or urgent business to transact, by means of at least fourteen days notice in writing. A quorum for holding a Committee meeting shall be at least five, one of which must be the Hon. Secretary. Any Committee member who fails to attend two consecutive meeting shall automatically cease to be a member of the Committee unless a satisfactory explanation is given to the rest of the Committee.
All the business of the Club shall be conducted at Committee meetings, including new applications for membership, which will be voted on by a show of hands or by secret ballot if considered necessary in individual cases, a simple majority being required for election.
Annual General Meetings
The Annual General Meeting shall be held in April of each year and not less than six weeks notice shall be given to members in writing, by means of the Club newsletter or, in an emergency, by advertisement in Our Dogs and Dog World.
The business of the Annual General Meeting is to receive the Chairman's, Hon. Secretary and Hon. Treasurer's reports; to approve the certified balance sheet and statement of accounts; the election of Officers and three members of the committee; to discuss any resolutions duly placed on the agenda - of which twenty one days prior notice has been given to the Hon. Secretary. All resolutions must be proposed and seconded by fully paid up members of the Club.
No business shall be transacted at the 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.
Any decision made at an Annual General Meeting or a Special General Meeting cannot be overturned for twelve full months. The Agenda of the Annual General Meeting shall be published in Our Dogs and Dog World prior to the date of the Meeting. Copies of the balance sheet will be available at the Meeting and will be published in the next convenient edition of the Club Newsletter, together with the minutes of the Annual General Meeting.
The annual subscription for membership of the Club shall be such amount as agreed by members at the Annual General Meeting and notified to the Kennel Club.
Special General Meetings
A Special General Meeting shall be summoned by the Hon. Secretary if 30 members send a signed requisition stating the subject to be discussed. The Committee of the Club is also empowered to call a Special General Meeting. No business other than that detailed on the agenda may be discussed at a Special General Meeting.
Notification of a Special General Meeting will be sent to each member, in writing, at least four weeks prior to the date of the meeting and stating the reason for the Special General Meeting.
The Officers acknowledge that during the month of January each year Maintenance of Title fees will be forwarded to the Kennel Club by the Hon. Secretary for continuance of registration. Also, that by 31st July each year other returns, as stipulated in Kennel Club Regulations for the Registration and Maintenance of Title of Society 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.
The Financial Year of the Club shall be from 1st January to 31st December and all annual subscriptions shall become payable on 1st January each year. Any member whose subscription remains unpaid by, or is not renewed by 1st February shall not be entitled to any of the privileges of membership and the Committee shall have the power to erase his or her name from the list of members unless a satisfactory explanation is given, in which case their name will be reinstated when all arrears have been paid.
A banking account shall be opened in the name of the Club into which all revenue of the Club shall be paid and from which withdrawals shall only be made on the signature of the Hon. Treasurer and one other Officer. Investment accounts may be opened as deemed necessary by the Committee.