Rules & Code of Ethics

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Rules & Code of Ethics 2017-05-09T22:37:41+00:00
1.  NAME & OBJECTS
The Society shall be called the Southern Finnish Lapphund Society and shall be registered with the Kennel Club under that name.  The objects of the Society shall be the protection and furtherance of the interest in the Finnish Lapphund in the South of England and the Society will serve Members and carry out events in the area Gloucester across to Essex via Oxon, Bucks and Herts and below to South Coast.
2.   OFFICERS & COMMITTEE
The Society shall consist of a Patron (non executive), a Chairman, a Secretary and an Honorary Treasurer, a Committee of up to 12 further Members and an unlimited number of Members.
3.   COMMITTEE
The management of the Society shall (except as otherwise provided in these Rules) be in the hands of the following Officers of the Society: the Chairman, the Secretary and the Honorary Treasurer, and a Committee consisting up to 12 other Members. 1 officer and 3 committee Members shall retire annually on rotation, but being eligible shall offer themselves for re-election.

The Committee shall meet at least once every 6 months to examine the accounts and to arrange the affairs of the Society. Seven Members of the Committee shall form a quorum. The Committee shall have the power to co-opt from among the Members of the Society to fill vacancies or for any other purpose and shall have the power to appoint Sub-Committees.

Those co-opted shall only hold office until the next General Meeting of the Society at which an election of Officers and Committee takes place.   No individual who has been a Member for less than two years may be elected to the committee.

4.  MEMBERSHIP
Any person interested in the breed of dog known as the Finnish Lapphund, whether an owner or not, shall be eligible for membership provided that his application for membership has been made in writing to the Secretary accompanied by his first subscription and has not been rejected by the Committee.  If accepted, the applicant will be notified of their admission to the membership and sent a copy of the Rules. If the application is rejected, the applicant will be so informed and the subscription refunded.  (No reason for rejection need be given.)

All notices required by these Rules to be given to Members of the Society maybe given by email to the email address provided by the Member, or by prepaid letter addressed to a Member at the last address which he has furnished to the membership Secretary.

Every Member shall be bound by and submit to these Rules and the current issue of the Code of Ethics shall for all purposes be deemed to be a part of these Rules.  A Member shall not by reason of his membership be under any financial liability except for payment of his annual subscription.

An up to date list of Members and their addresses must be maintained and, if so requested, made available for inspection by the Kennel Club and Members of the Society. A declaration of the number of Members of the Society must be made with Annual Returns.

5.  VOTING RIGHTS
Each Full Member shall be entitled to one vote at a General Meeting provided his application for membership has been received and accepted by the committee by 31st December of the year prior to the General Meeting.

A Member who joins before his 16th birthday shall be a Junior Member and shall not be entitled to vote in the election of Officers and Committee nor upon any motion at any General Meeting of the Society.  All other Members, except overseas Members, shall for the purpose of these Rules be Full Members. A Junior Member shall not become a Full Member until his 16th birthday or until he has paid a Full Member’s subscription whichever is the later but he shall be liable to pay a Full Member’s subscription on the first occasion on which his subscription falls due after his 16th birthday.

Two Members of the same family or two people owning one or more dogs in partnership may be joint Members for the purpose of Rule 6 but each Member of such joint membership shall nevertheless be a Junior Member or a Full Member as defined in this Rule. In the case of joint memberships, each individual is entitled to one vote providing they are Full Members.

Any Full Member may be elected a Life Member by a two-thirds majority of those entitled to vote and voting at an Annual General Meeting of the Society but he shall not thereby cease to be a Full Member.   A life Member shall not be a Member of a joint membership.  The Society must make a list of Members and their addresses available for inspection, if so requested by the Members of the Society or by the Kennel Club.

Voting at a General Meeting shall be by a show of hands.  (Proxy votes are not allowed.)

At all General Meetings of the Society the Chairman, or in the absence of the Chairman a Chair elected from the Committee, shall have a second or casting vote in the case of equality of votes.

6.  PROPERTY OF THE SOCIETY
The property of the Society shall be vested in the Committee and in the event of the Society ceasing to exist a Special General Meeting shall be called to decide the disposal of any assets.  The Kennel Club to be notified of all action taken.

The donor of a Challenge Cup or other trophy shall be required to sign a paper acknowledging that such Cup or trophy is an outright gift to the Society.

7.  SOCIETY ACCOUNTS
A banking account shall be held in the name of the Society into which all revenues of the Society shall be paid.  It shall be operated by the Hon. Treasurer. Cheques shall be signed or endorsed on behalf of the Society by any two Members of a panel of three signatories; being the Chairman, Secretary and Treasurer.

A PayPal Account shall be held in the name of the Society into which revenues may be paid. Payments will not be made from the PayPal account; periodically balances will be transferred into the bank account.

The accounts of the Society shall be kept by the Hon. Treasurer and shall be certified annually and presented to the Members at the Annual General Meeting. The certification shall take place as soon as practicable after the end of the financial year, and be carried out by one qualified accountant or two unqualified individuals with accountancyexperience, in accordance with Kennel Club requirements.

8.  SUBSCRIPTIONS
The annual subscription shall be such amount as agreed by Members in General Meeting and notified to the Kennel Club.  All subscriptions are payable to the Honorary Treasurer on the 1st January in each year.

No member whose subscription is unpaid is entitled to any of the privileges of membership and if the Member shall fail to pay outstanding subscriptions by 1st February his/her name shall be automatically erased from the register.  Acceptance back on the register will be dependent upon a new application.

Notwithstanding the foregoing, a first subscription received during the last 3 months of a year shall be deemed to include the subscription for the whole of the next following year.

9.  EXPULSION OF MEMBERS
Any member who shall be suspended under Kennel Club Rule A42j (4) and/or any member whose dog(s) is/are disqualified under Kennel Club Rule A42j (8) shall ipso facto cease to be a Member of the Society for the duration of the suspension and/or disqualification.

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 interests of the Society, the Committee of the Society 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 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 of 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 be forthwith 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 conditions as the Kennel Club may impose.

If the Society expels any Member for discreditable conduct in connection with dogs, dog shows, trials or competitions, the Society must report the matter in writing to the Kennel Club within seven days and supply any particulars required.

10.  ANNUAL GENERAL MEETING
The financial year of the Society shall end on 31st December in each year, to which day the Accounts of the Society shall be balanced.  The Annual General Meeting of the Society shall be held before 31st March in each year, upon a date and time to be fixed by the Committee for the following purposes:

·        To receive from the Committee a Report, Balance Sheet and Statement of Accounts for the preceding financial year and an estimate of the receipts and expenditure for the current financial year;

·        To consider and, if approved, sanction any duly made alteration of the Rules;

·        To receive the results of the postal ballot for the Officers and the Committee;

·        To deal with any special matter which the Committee desires to bring before the Members

·        To discuss any resolution duly placed on the agenda of which prior notice has been given to the Hon. at least 14 days prior to the AGM.

Notice convening the General Meeting shall be sent to the Members not less than 21 days before the meeting and shall specify the matters to be dealt with. 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.

11.  SPECIAL GENERAL MEETING
A Special General Meeting shall be summoned by the Hon. Secretary if not less than 25 Members send a signed requisition stating the subject to be discussed and requesting a Special General Meeting to do so. The Committee of the Society is also empowered to call a Special General Meeting.

Notice convening the Special General Meeting shall be sent to the Members not less than 14 days before the meeting and shall specify the matters to be dealt with. No business other than that detailed on the agenda can be discussed at a Special General Meeting

12.  AMENDMENTS TO RULES
The rules of the Society may not be altered except at a General Meeting, the notice 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.  For the purposes of this Rule the Code of Ethics shall be deemed to be a part of these Rules.

New rules or amendments introduced specifically to meet Kennel Club requirements shall be adopted immediately.

13.  ANNUAL RETURNS TO THE KENNEL CLUB
The Officers acknowledge that during the month of January each year, the 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 shall 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.

14.  KENNEL CLUB FINAL AUTHORITY
The Kennel Club is the final authority for interpreting the rules of the Society in all cases relative to canine or society matters.
15.  FEDERATIONS
The Society shall not join any federation of societies or Clubs.
16.  BREED SOCIETY 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 differing levels of judging. Membership of the Society must not be a prerequisite for inclusion in the lists. Judges Lists should be divided into five parts namely, A1, A2, A3, B and C, and must indicate the date on which the list will expire. On expiry a new list must be completed.

A1 List – Judges who have previously been approved to award CCs in a given breed and have carried out the appointment.

A2 List – Judges who, if invited to judge by a Society, would in principle be approved by the Kennel Club to award CCs in a given breed for that occasion.

A3 List – Judges who are recommended by a Society as being suitable to award CCs in the breed, but not yet approved by the Kennel Club for inclusion on an A2 List.

B List – Judges who have been approved by Breed Societies to judge at Shows without CCs or Open Shows.

C List – Any C List drawn up by a Breed Club should comprise aspiring Judges who do not fall into any of the above categories.

Individuals wishing to be included on the judging list may obtain a form from the Club secretary/download from website.  Applicants will normally be expected to have undertaken a breed specific, basic or advance training course as appropriate for the list onto which they will be included.

A Judges Sub-Committee shall be appointed annually by the Club Committee to prepare the lists.  At least 75% of the sub-committee should be CC judges experienced within the breed but need not be Members of the Club Committee.  The lists will be compiled from a secret ballot of the Sub-Committee and is not subject to ratification by the Committee or membership of the Club.

THE CODE OF ETHICS
Preamble:  This Code of Ethics is intended to serve as a standard of behaviour for all Society Members in any activities connected with the Finnish Lapphund.  Compliance with it is a condition of membership of the Southern Finnish Lapphund Society. (See Rule 4).
Club Members:

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

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, 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 to 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 if 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 standalone 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.

Records:

15.  Each Member who breeds from his/her bitch or uses his/her dog at stud shall keep accurate records of stock, bred and born, matings and pedigrees and will when requested make these available to the Breed Archives Secretary.

16.  Any information reported to the Committee which casts doubt upon any registration or pedigree shall be referred to the Kennel Club.

Breeding:

17.  Each breeder shall plan each mating with the paramount intention of maintaining The Breed Standard and shall only breed when he/she is in a position to give proper care to both bitch and offspring.

18.  Each breeder shall select sire and dam with an eye to conformation and temperament after a careful study of the Breed Standard, the relevant pedigrees and the basic principles of genetics.  Each stud dog owner shall similarly consider these matters when contracting for the use of his/her dog.

19.  Each breeder shall safeguard his/her bitches from unsuitable matings.

20.  Breeders shall breed only from stock that is free from known hereditary defects except where a DNA test exists (see clause 21/22 below).  Breed only from sound stock of good temperament.  If an animal is born with any defect or subsequently develops an inherited condition, the full details shall be made available to the Breed Archive Secretary.

21. All stock prior to mating must be DNA prcd-1 PRA tested except where the gene status can be identified by parentage, i.e. The progeny of two DNA tested clear dogs can be assumed to be clear or where one of the planned parents is known to be DNA clear.  Note:

·        Identified (or suspected carriers) must only be mated to genetically clear dogs.

·        Only genetically clear dogs should be mated to dogs of unknown status (to ensure no affecteds can be produced)

·        Affected dogs must only be mated to genetically clear dogs.

22) All stock prior to mating must be DNA tested for Pompe’s disease, except where the gene status can be identified by parentage, i.e. The progeny of two DNA tested clear dogs can be assumed to be clear or where one of the planned parents is known to be DNA clear.  Note:

·        Identified (or suspected carriers) must only be mated to genetically clear dogs.

·        Only genetically clear dogs should be mated to dogs of unknown status (to ensure no affecteds can be produced)

·        Affected dogs must only be mated to genetically clear dogs.

23) In addition all stock prior to mating must be tested for other eye diseases under the current BVA/KC Scheme or ECVO scheme and be in possession of an annual eye certificate issued no more than 12 months prior to mating. All stock for mating should be examined under the BVA/KC for the control of Hip Dysplasia.

Copies of the results should be made available to the Committee, for the Club archives.

24.  As the Finnish Lapphund is a late maturing breed, no breeder shall breed from any bitch, or allow his/her dog to be used on any bitch before she is 24 months of age except on the written advice of a veterinary surgeon.

25.  Members will, when breeding dogs, adopt as a minimum standard the principles, requirements and recommendations as embodied in the Kennel Club’s Assured Breeder Scheme.  It is strongly recommended that Members who breed should apply to join the scheme.

Sales:

26.  Breeders must be as careful as possible to ensure that their puppies go to good homes and should therefore not knowingly sell them through pet-stores, dealers or other unsuitable outlets.

27.  For his/her own protection and that of his/her buyers the Breeder shall provide written proof of sale and a contract of sale which declares the limitations on breeding/exhibition etc.

28.  The breeder shall arrange for the Kennel Club Registration and a signed Transfer form to be sent to the purchaser with the least possible delay.  The Registration should be endorsed ‘Progeny not for Registration’ – and this made clear to the purchasers prior to the sale.  This endorsement should only be lifted by the breeder once the dog has been tested as in 21/22 above.  A puppy may be sold without registration and transfer papers if that is understood and agreed to in writing by both parties.

29.  No puppy shall leave the breeder until it is at least seven weeks old. Exports must comply with DEFRA regulations. Upon releasing the puppy, the breeder shall follow these guidelines:-

a) He/she shall supply a pedigree of at least four generations, which will include; eye test results, hip scores and colours, where known.

b) He/she shall provide written instructions on the future care of the puppy including diet, exercise, training and worming and shall stress the need for early training.  He/she shall also give written information about the care given to the puppy to date, particularly on diet, worming and inoculations.

c) He/she shall provide records from the attending veterinary surgeon detailing any inoculations given, including their dates and the type of vaccines used, and the dates on which any future inoculations are due.

d) He/she shall release only those puppies which to the best of his/her knowledge are in good health.  If the purchaser so requests, the breeder shall supply a veterinary certificate of health at the purchaser’s expense.

e) He/she shall supply a written contract which includes a clause that if the purchaser is no longer able/willing to keep the dog (at any time in its life) – he/she will return the dog to the breeder for assessment/re-homing.

Member Relations:

29.  In all their activities within the Breed Members should have uppermost in their minds that the Society exists to maintain The Breed Standard.

30.  The more experienced owners and breeders shall be ready to give advice and assistance to Members who seek it and shall make their knowledge and experience available for the good of the Breed.

31.  Members shall be diligent in the handling of their dogs in public places in order to reduce to an absolute minimum the risk of danger and nuisance to humans and other animals.

32.  Members must recognise their responsibility to protect the reputation of the breed and shall not allow their dogs to roam at large unsupervised or to become a public nuisance, or to be a charge upon an Animal Rescue Society or Dogs’ Home.

33.  In all questions of ethics relating to the Breed, whether covered by this Code or not, each Member shall act solely in the best interests of the Breed and shall willingly help any Finnish Lapphund owner to uphold those interests.

34. Members will at all times abide by the Kennel Club’s Code of Conduct (see

http://www.thekennelclub.org.uk/media/29263/kccodeofconduct.pdf) which includes the use of Social Media.

A Zero Tolerance approach

No-one should be subject to intimidation or made to feel alarmed or distressed or put in fear of reprisal. Harassment is a criminal offence. To that end the Kennel Club adopts a zero tolerance towards all type of harassment activity.

Harassment may be defined as causing alarm, distress and anxiety and fear of physical violence or other threat, offensive statements, verbal abuse and threats.

Conduct may include speech, obstruction and so on. As such conduct may involve a criminal offence the police may be involved and it may be that the Kennel Club will defer any action pending the outcome of such investigation and/or prosecution.

It goes without saying that the Kennel Club expects courtesy and co-operation to be shown towards all staff and organisers at any Kennel Club licensed event.

Whilst the pressures and tensions which arise at competitive level are understood, any aggression or abuse towards those who are simply undertaking their jobs for the benefit and interest of the exhibitor/competitor and the audience and ultimately the dog itself cannot be tolerated.

Implementation:

35.  Any Member wishing to report an infraction of this Code shall do so in writing to the Secretary and shall include supporting evidence in writing.

36.  On receiving such a Report the Secretary shall submit it to the Committee.  If the Committee decides that it is of sufficient substance to warrant investigation he, the Secretary shall communicate its contents to the alleged offender inviting his/her comment, which he/she shall submit to the Committee as soon as possible.  The Committee shall use its discretion in deciding what action to take and in appropriate cases may initiate action in accordance with Rule 9.

@ March 2017