Constitution
The constitution of the club is written to align with the Royal Kennel Club’s rules for canine, breed and training societies. Many parts will not be relevant until the breed and club are recognised by the Royal Kennel Club.
Part I NAME OF THE CLUB
1.1 The name of the club shall be the Kai Ken Club of Great Britain, or referred to by the acronym ‘KKCOGB’.
Part II AIMS & OBJECTIVES OF THE CLUB
The aims and the objectives of the club shall be:
2.1 To promote, protect and preserve the Kai Ken within the UK.
2.2 To provide a platform for learning and encourage education about the Kai Ken.
2.3 To advocate for the recognition of the Kai Ken under The Royal Kennel Club.
2.4 To respect and retain the standard of the Kai Ken Aigokai.
2.5 To aid in the rescue and rehome of any Kai Ken in need.
2.6 To aid in the research of any genetic health issues in the Kai Ken.
2.7 To promote responsible ownership, exhibition and breeding of the Kai Ken.
Part III OFFICERS & COMMITTEE
3.1 The committee will consist of: Chairperson, Vice-Chairperson, Secretary, Treasurer and Memberships officer.
3.2 The committee will be formed of the club’s members.
3.3 The committee will represent the will of the club and not of the individual.
3.4 A minimum of three committee members will actively serve at one time, with no maximum restriction at this time.
3.5 Committee members may hold more than one role if there are no suitable applicants for the role at the time of voting.
3.6 With the exception of the founding committee, the committee will be elected into their roles by vote by members of the club.
3.7 The roles of Chairperson, Vice-Chairperson, Secretary, Treasurer and Memberships officer will be held for a period of four years, after which members will be elected/re-elected into the role.
3.8 Other committee members will serve for a period of two years, after which members may be elected/re-elected into the role.
3.9 Committee meetings will be held as often as necessary, but no less than once every 6 months. Committee meetings may be held online or in person.
3.10 Any committee member may submit their resignation by means of a formal letter to the chairperson.
3.11 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 society at which an election of officers and committee takes place. Co-opted committee members shall have voting rights at committee meetings.
3.12 No person whilst an undischarged bankrupt may serve on the committee of or hold any other office or appointment within a Royal Kennel Club registered society.
Part IV MEMBERSHIPS
4.1 Membership to the club will remain free until such a time it is relevant to offer paid membership.
4.2 The committee shall approve membership applications.
4.3 Joint or family memberships will be accepted for two or more members living in the same household.
4.4 Junior memberships will be accepted as a non-voting membership until the age of 16.
4.5 Overseas memberships will be accepted as a non-voting membership.
4.6 The committee must hold an up-to-date register of members, including name, address and date of membership registration.
4.7 Membership can be terminated at any point by
4.9 If so requested, the list of names made available for inspection by The Royal Kennel Club and members of the society.
4.10 A declaration of the number of members of the society must be made with annual returns.
Part V VOTING
5.1 Each member shall be entitled to one vote immediately upon acceptance of membership.
5.2 Members of the committee, including Chairperson, Chairperson, Vice-Chairperson, Secretary, Treasurer and Memberships officer as ex-officio members of the committee will have full voting rights.
5.3 Voting shall be decided by majority at a meeting.
5.4 Should a voting member be unable to attend the meeting, they will be permitted to make a postal vote prior to the meeting for the specific agenda they wish to vote upon. The vote must be in the possession of the Chairperson or Secretary at the start of the meeting to be counted. Should there be any amendments to the agenda, the vote will be considered void.
5.5 For joint or family memberships, each individual is entitled to a vote.
5.6 Any member over the age of 16 will have full voting rights.
Part VI MEMBER EXPULSION
6.1 Any member whose conduct may be considered infringement of the club’s ethos or considered detrimental to the club may face expulsion from the club.
6.2 Any member who shall be disqualified under Royal Kennel Club Rule A11.j.(5) and/or Royal Kennel Club Rule A11.j.(9) shall ipso facto cease to be a member of the society.
6.3 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.
6.4 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 society except that he/she may, within two calendar months from the date of such meeting, appeal to the Royal Kennel Club upon and subject to such condition as the Royal Kennel Club may impose.
6.5 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 Royal Kennel Club within seven days and supply any particulars required.
6.6 Committee members are subject to the same rules of expulsion as regular members of the club.
Part VII CLUB PROPERTY
7.1 The property of the society shall be vested in the committee.
7.2 All awards and prizes such as trophies and rosettes must be declared as an outright gift to the club.
7.3 In the event of the society ceasing to exist, a final general meeting shall be called to decide the disposal of the society’s assets and the outcome of the meeting notified to the Royal Kennel Club. A final statement of accounts with a record of the disposal of the property of the society shall be forwarded to the Royal Kennel Club within six months and the persons named as officers and committee of the society will be held responsible by the Royal Kennel Club for the proper winding up of the society.
Part VIII CLUB ACCOUNTS
8.1 The financial year of the club will run from January 1st to December 31st.
8.2 The accounts of the club will be kept and maintained by the treasurer.
8.3 A banking account shall be held in the name of the society into which all revenue of the society shall be paid and from which withdrawal shall only be made on the signatures of two of the three following officers: Treasurer, Secretary or Chairman.
8.4 The accounts will be certified annually by one qualified accountant or two unqualified individuals with accountancy experience, who are independent of the committee. This certification is presented to the members at the Annual General Meeting. The certified accounts must be made available to members 14 days prior to the AGM.
Part IX SUBSCRIPTIONS
9.1 Until such a time it is relevant to offer paid membership, there will be no subscription fee.
9.2 Should such a time come, The annual subscription shall be such an amount as agreed by members in a general meeting and notified to the Royal Kennel Club.
9.3 Should such a time come, the subscription of membership will run from January 1st to December 31st each year.
9.4 Should such a time come, 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 March 31st their name shall be automatically erased from the register. Acceptance back on the register will be dependent upon a new application.
9.5 Should such a time come, once members have been accepted for membership, and provided they continue to pay their membership subscriptions by the deadline, they cannot be refused renewal of membership. With the exception of default on subscriptions, the only way to remove a member from the club’s register is by following the procedure defined in part VI of this constitution.
Part X ANNUAL GENERAL MEETING
10.1 The Annual General Meeting shall be held before April 30th in any one year.
10.2 The purpose of the Annual General Meeting is as follows:
10.4 Club members will be notified through email, by post and by the use of the club’s social media.
10.5 A notice period of 28 days will be given to members of the club stating the place, date and time of the Annual General Meeting.
10.6 Nominations for officers or the committee and any item for inclusion on the agenda must be submitted at least 14 days prior to the Annual General Meeting.
10.7 The agenda will be circulated 7 days prior to the Annual General Meeting, by post and email.
10.8 A quorum of six members including the committee members will make up the Annual General Meeting.
10.9 No business other than that detailed on the agenda can be discussed at the Annual General Meeting.
Part XI SPECIAL GENERAL MEETING
11.1 The committee of the society is also empowered to call a Special General Meeting. No business other than that detailed on the agenda can be discussed at a Special General Meeting.
11.2 A Special General Meeting shall be held at the discretion of the secretary, or may be summoned by the secretary if ten members send a signed requisition stating the subject to be discussed and voted upon and requesting a Special General Meeting to do so.
11.3 Club members will be notified through email, by post and by the use of the club’s social media.
11.4 A notice period of 14 days will be given to members of the club stating the place, date and time of the Special General Meeting.
11.5 A quorum shall be formed of those members who signed the requisition, including one committee member to make up the Special General Meeting.
11.6 Voting shall be necessary for any item to be passed at the Special General Meeting.
PART XII JUDGES LIST
12.1 A list of judges each year, shall be submitted to the Royal Kennel Club as part of the society’s annual returns.
12.2 The club supports a differing level of judging, which is defined by A1, A2, A3, B and C:
12.4 The Judges list will expire on December 31st each year.
Part XIII AMENDMENTS TO THE RULES
13.1 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 Royal Kennel Club has been advised and approved the alteration.
13.2 New rules or amendments introduced specifically to meet Royal Kennel Club requirements shall be adopted immediately.
Part XIV ANNUAL RETURNS TO THE ROYAL KENNEL CLUB
14.1 The officers acknowledge that during the month of January each year, the maintenance of title fee will be forwarded to the Royal Kennel Club by the secretary for continuance of registration and that by 31st July each year, other returns, as stipulated in Royal Kennel Club Regulations for the registration and maintenance of title of societies / breed councils and the affiliation of agricultural societies and municipal authorities shall be forwarded to the Royal Kennel Club.
14.2 The officers also acknowledge their duty to inform the Royal Kennel Club of any change of secretary of the society which may occur during the course of the year.
Part XVI Membership of Registered Bodies
15.1 The Society shall not join any federation of societies or clubs.
Part XV ROYAL KENNEL CLUB FINAL AUTHORITY
16.1 The Royal Kennel Club is the final authority for interpreting the rules of the society in all cases relative to canine or society matters.
1.1 The name of the club shall be the Kai Ken Club of Great Britain, or referred to by the acronym ‘KKCOGB’.
Part II AIMS & OBJECTIVES OF THE CLUB
The aims and the objectives of the club shall be:
2.1 To promote, protect and preserve the Kai Ken within the UK.
2.2 To provide a platform for learning and encourage education about the Kai Ken.
2.3 To advocate for the recognition of the Kai Ken under The Royal Kennel Club.
2.4 To respect and retain the standard of the Kai Ken Aigokai.
2.5 To aid in the rescue and rehome of any Kai Ken in need.
2.6 To aid in the research of any genetic health issues in the Kai Ken.
2.7 To promote responsible ownership, exhibition and breeding of the Kai Ken.
Part III OFFICERS & COMMITTEE
3.1 The committee will consist of: Chairperson, Vice-Chairperson, Secretary, Treasurer and Memberships officer.
3.2 The committee will be formed of the club’s members.
3.3 The committee will represent the will of the club and not of the individual.
3.4 A minimum of three committee members will actively serve at one time, with no maximum restriction at this time.
3.5 Committee members may hold more than one role if there are no suitable applicants for the role at the time of voting.
3.6 With the exception of the founding committee, the committee will be elected into their roles by vote by members of the club.
3.7 The roles of Chairperson, Vice-Chairperson, Secretary, Treasurer and Memberships officer will be held for a period of four years, after which members will be elected/re-elected into the role.
3.8 Other committee members will serve for a period of two years, after which members may be elected/re-elected into the role.
3.9 Committee meetings will be held as often as necessary, but no less than once every 6 months. Committee meetings may be held online or in person.
3.10 Any committee member may submit their resignation by means of a formal letter to the chairperson.
3.11 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 society at which an election of officers and committee takes place. Co-opted committee members shall have voting rights at committee meetings.
3.12 No person whilst an undischarged bankrupt may serve on the committee of or hold any other office or appointment within a Royal Kennel Club registered society.
Part IV MEMBERSHIPS
4.1 Membership to the club will remain free until such a time it is relevant to offer paid membership.
4.2 The committee shall approve membership applications.
4.3 Joint or family memberships will be accepted for two or more members living in the same household.
4.4 Junior memberships will be accepted as a non-voting membership until the age of 16.
4.5 Overseas memberships will be accepted as a non-voting membership.
4.6 The committee must hold an up-to-date register of members, including name, address and date of membership registration.
4.7 Membership can be terminated at any point by
- Tendering resignation to the Chairperson
- Lapsing of membership - Should a member not confirm their wish to remain in the club within 60 days of membership expiration, the membership will be considered lapsed and will be terminated.
- Expulsion (See Part 6)
4.9 If so requested, the list of names made available for inspection by The Royal Kennel Club and members of the society.
4.10 A declaration of the number of members of the society must be made with annual returns.
Part V VOTING
5.1 Each member shall be entitled to one vote immediately upon acceptance of membership.
5.2 Members of the committee, including Chairperson, Chairperson, Vice-Chairperson, Secretary, Treasurer and Memberships officer as ex-officio members of the committee will have full voting rights.
5.3 Voting shall be decided by majority at a meeting.
5.4 Should a voting member be unable to attend the meeting, they will be permitted to make a postal vote prior to the meeting for the specific agenda they wish to vote upon. The vote must be in the possession of the Chairperson or Secretary at the start of the meeting to be counted. Should there be any amendments to the agenda, the vote will be considered void.
5.5 For joint or family memberships, each individual is entitled to a vote.
5.6 Any member over the age of 16 will have full voting rights.
Part VI MEMBER EXPULSION
6.1 Any member whose conduct may be considered infringement of the club’s ethos or considered detrimental to the club may face expulsion from the club.
6.2 Any member who shall be disqualified under Royal Kennel Club Rule A11.j.(5) and/or Royal Kennel Club Rule A11.j.(9) shall ipso facto cease to be a member of the society.
6.3 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.
6.4 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 society except that he/she may, within two calendar months from the date of such meeting, appeal to the Royal Kennel Club upon and subject to such condition as the Royal Kennel Club may impose.
6.5 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 Royal Kennel Club within seven days and supply any particulars required.
6.6 Committee members are subject to the same rules of expulsion as regular members of the club.
Part VII CLUB PROPERTY
7.1 The property of the society shall be vested in the committee.
7.2 All awards and prizes such as trophies and rosettes must be declared as an outright gift to the club.
7.3 In the event of the society ceasing to exist, a final general meeting shall be called to decide the disposal of the society’s assets and the outcome of the meeting notified to the Royal Kennel Club. A final statement of accounts with a record of the disposal of the property of the society shall be forwarded to the Royal Kennel Club within six months and the persons named as officers and committee of the society will be held responsible by the Royal Kennel Club for the proper winding up of the society.
Part VIII CLUB ACCOUNTS
8.1 The financial year of the club will run from January 1st to December 31st.
8.2 The accounts of the club will be kept and maintained by the treasurer.
8.3 A banking account shall be held in the name of the society into which all revenue of the society shall be paid and from which withdrawal shall only be made on the signatures of two of the three following officers: Treasurer, Secretary or Chairman.
8.4 The accounts will be certified annually by one qualified accountant or two unqualified individuals with accountancy experience, who are independent of the committee. This certification is presented to the members at the Annual General Meeting. The certified accounts must be made available to members 14 days prior to the AGM.
Part IX SUBSCRIPTIONS
9.1 Until such a time it is relevant to offer paid membership, there will be no subscription fee.
9.2 Should such a time come, The annual subscription shall be such an amount as agreed by members in a general meeting and notified to the Royal Kennel Club.
9.3 Should such a time come, the subscription of membership will run from January 1st to December 31st each year.
9.4 Should such a time come, 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 March 31st their name shall be automatically erased from the register. Acceptance back on the register will be dependent upon a new application.
9.5 Should such a time come, once members have been accepted for membership, and provided they continue to pay their membership subscriptions by the deadline, they cannot be refused renewal of membership. With the exception of default on subscriptions, the only way to remove a member from the club’s register is by following the procedure defined in part VI of this constitution.
Part X ANNUAL GENERAL MEETING
10.1 The Annual General Meeting shall be held before April 30th in any one year.
10.2 The purpose of the Annual General Meeting is as follows:
- To receive the report of the committee and
- To receive the balance sheet of the annual accounts
- To elect officers and committee
- To elect a qualified accountant who is not a member of the club to certify accounts.
- To discuss any resolution duly placed on the agenda of which prior notice has been given to the secretary.
10.4 Club members will be notified through email, by post and by the use of the club’s social media.
10.5 A notice period of 28 days will be given to members of the club stating the place, date and time of the Annual General Meeting.
10.6 Nominations for officers or the committee and any item for inclusion on the agenda must be submitted at least 14 days prior to the Annual General Meeting.
10.7 The agenda will be circulated 7 days prior to the Annual General Meeting, by post and email.
10.8 A quorum of six members including the committee members will make up the Annual General Meeting.
10.9 No business other than that detailed on the agenda can be discussed at the Annual General Meeting.
Part XI SPECIAL GENERAL MEETING
11.1 The committee of the society is also empowered to call a Special General Meeting. No business other than that detailed on the agenda can be discussed at a Special General Meeting.
11.2 A Special General Meeting shall be held at the discretion of the secretary, or may be summoned by the secretary if ten members send a signed requisition stating the subject to be discussed and voted upon and requesting a Special General Meeting to do so.
11.3 Club members will be notified through email, by post and by the use of the club’s social media.
11.4 A notice period of 14 days will be given to members of the club stating the place, date and time of the Special General Meeting.
11.5 A quorum shall be formed of those members who signed the requisition, including one committee member to make up the Special General Meeting.
11.6 Voting shall be necessary for any item to be passed at the Special General Meeting.
PART XII JUDGES LIST
12.1 A list of judges each year, shall be submitted to the Royal Kennel Club as part of the society’s annual returns.
12.2 The club supports a differing level of judging, which is defined by A1, A2, A3, B and C:
- 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 Royal 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 Royal 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 society should comprise aspiring judges who do not fall into any of the above categories
12.4 The Judges list will expire on December 31st each year.
Part XIII AMENDMENTS TO THE RULES
13.1 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 Royal Kennel Club has been advised and approved the alteration.
13.2 New rules or amendments introduced specifically to meet Royal Kennel Club requirements shall be adopted immediately.
Part XIV ANNUAL RETURNS TO THE ROYAL KENNEL CLUB
14.1 The officers acknowledge that during the month of January each year, the maintenance of title fee will be forwarded to the Royal Kennel Club by the secretary for continuance of registration and that by 31st July each year, other returns, as stipulated in Royal Kennel Club Regulations for the registration and maintenance of title of societies / breed councils and the affiliation of agricultural societies and municipal authorities shall be forwarded to the Royal Kennel Club.
14.2 The officers also acknowledge their duty to inform the Royal Kennel Club of any change of secretary of the society which may occur during the course of the year.
Part XVI Membership of Registered Bodies
15.1 The Society shall not join any federation of societies or clubs.
Part XV ROYAL KENNEL CLUB FINAL AUTHORITY
16.1 The Royal Kennel Club is the final authority for interpreting the rules of the society in all cases relative to canine or society matters.