1. The Association shall be called:
THE GERMAN SHORTHAIRED POINTER ASSOCIATION
( hereinafter called the Association.)
2. Objects
a) To encourage the breeding of German Shorthaired Pointers to meet the breed standard and fulfil their roles as hunting, pointing and retrieving gundogs.
b) To co-operate with other Clubs and Bodies having similar aims throughout the world.
c) The Association shall not join any Federation of Societies or Clubs.
3. Membership.
The Association shall consist of an unlimited number of members. Members under the age of 16 years shall not have voting rights.
4. Officers.
a) The Officers should comprise: Patron. President. Honorary Secretary. Honorary Treasurer. All these Officers shall be ex-officio members of the Committee.
b) An unlimited number of Honorary Vice-Presidents may be elected who shall be ex-officio members of the Committee, without voting powers.
5. Committee.
a) The affairs of the Association shall be administered by a Committee which shall consist of the officers and twelve members of the Association, who shall be elected as defined in Rule 6.
b) To avoid conflicts of interest, members their spouses and or partners who are involved with other HPR breed club committees cannot be elected to serve as a officer or committee member of The German Shorthaired Pointer Association.
c) The entire management of the Association shall be entrusted to the Committee.
The Committee shall have the power to arbitrate in the case of dispute between members when asked by both parties to do so.
d) The Committee shall have the power to deal with any questions relating to the management of the Association not specifically mentioned in these rules.
e) Three members of the Committee shall retire annually by rotation, but shall be eligible for re-election providing they continue to fulfil the requirements of the Association Rules.
f) On the same day, as soon as practical after the Annual General Meeting, the elected committee shall hold a meeting at which it shall elect from its members a Chairman, Vice-Chairman, Membership Secretary, Show Secretary and Field Trial Secretary to serve for the term of that Committee.
g) The Committee shall meet at least four times during the year. Committee Members who fail to attend 3 consecutive meetings will not be eligible to continue to serve as a Member of the Committee, or seek re-election at the following Annual General Meeting, unless a written valid reason is sent to the Honorary Secretary and upheld by the remaining members of the Committee. The Honorary Secretary will inform in writing to the member the Committee’s decision. A copy of the minutes of each meeting shall be sent by the Honorary Secretary to each Committee Member within 28 days of the meeting.
h) Six elected Members shall form a Quorum.
i) The Committee may appoint members of the Association to fill any Honorary post they deem necessary. Any such post shall be confirmed by the Membership of the Association at the following Annual General Meeting before being deemed to be a continuing office. The Committee may invite any fully paid-up member to fulfil a specific task.
j) No person whilst an undischarged bankrupt may serve on the Committee or hold any office or appointment within a Kennel Club Registered Society.
k) All Officers and Members of the Committee must abide by the rules of the Association and maintain strict confidence relating to matters discussed at committee meetings. Any breach of confidentiality, actions or words bring the GSPA into disrepute may lead to a vote of No Confidence by the Committee, with the offending member being expelled from the said committee.
6. Election of Committee and Officers
a) Any Member of the Association shall be eligible for election to the Committee or as an Officer, provided that he or she has been a fully paid up member for at least three full consecutive years on March 1st in the year of the election. All new nominees to the committee shall have been a fully paid up member for at least three full consecutive years on March 1st. in the year of election,(proposers and seconders shall be fully paid up members for twelve months) nominations shall be in the hands of the Honorary Secretary by 30th. April each year. Nominations for committee including those offering themselves for re-election shall complete and submit the standard Association Curriclum Vitae Form to the Honorary Secretary for perusal by members of the Association at the A.G.M. Committee members who retire by rotation, and offer themselves up for re-election to the committee do not require a proposer and seconder.
b) All nominations for election shall be dealt with at the Annual General meeting.
i) New nominees offering themselves for The Committee together with their respective proposer and seconder shall be present at the Annual General Meeting.
ii) New nominees must receive a majority of votes cast (by secret ballot) of those present before being eligible for election to the Committee.
iii) There shall be an election by secret ballot, for the nominees having received a majority votes cast, together with the three retiring committee members who offer themselves for re-election the voters being those members so entitled and present at the Annual General Meeting. Those persons with the highest votes cast will fulfil the vacant places on the committee for the ensuing year.
iv) In the event that there are no new nominees proposed, then the three members retiring by rotation will automatically be re-elected to serve on the committee for the ensuing year.
v) The office of President shall be decided by the nominations receiving the highest number of votes. Vice-Presidents shall be elected by a majority vote in favour.
vi) Two Members present at the meeting excluding officers, committee members and nominees shall be appointed to undertake the distribution and collection of the voting papers act as tellers in counting the votes and handing the results to the Secretary.
c) The Honorary Secretary and the Honorary Treasurer shall be elected annually by a majority vote of those present and eligible to vote at an Annual or Special General Meeting.
d) The President shall be invited to hold office for a period of three years. All nominations for President shall be in the hands of the Honorary Secretary by the 30th. April every third year. Any nomination of eligible members for President shall be proposed by one fully paid up member and seconded by another, the nominee shall have been a fully paid up member for three consecutive years.
e) Patron
The Committee shall recommend the appointment of a particular individual to the position of Patron of the Association for the approval of members at the A.G.M. The appointment will be for life, unless reversed by the Committee through actions or words bringing the G.S.P.A. into disrepute.
7. Election of Members.
a) Any person wishing to become a member of the Association shall make application to the Honorary Membership Secretary on the official form. This form shall include a undertaking to abide by the rules of the Association.
b) The applicant shall not be considered a member until the application has been considered and voted upon by the Committee. A majority in favour will elect the applicant. In the event of the applicant being unsuccessful they will be advised by letter from the Honorary Membership Secretary that their application failed, no reasons will be given as to the failure. No further correspondence will be entered into. The Committee’s decision being final.
c) The names of newly elected members shall be minuted and the applicant informed accordingly by the Honorary Membership Secretary. A copy of the Association Rules shall be made available to any bona-fide applicant for membership upon request.
d) Any former member wishing to rejoin the Association shall apply as if a new applicant for membership.
e) A person shall only be deemed to be a fully paid-up member if and when the correct subscription has been paid for the current financial year.
f) Life Members may be elected at the Annual General Meeting names having been proposed by any one fully paid-up member and seconded by another fully paid-up member. Any such names must be in the hands of the Honorary Secretary by the 30th. April.
g) An Honorary Life Member shall have all the benefits of an ordinary member without paying a subscription.
h) The Association will make a list of members and their addresses available for inspection if so requested by members of the Association or The Kennel Club.
8. General Meeting:
a) A General Meeting shall be convened by the Honorary Secretary on a suitable Sunday in June each year. This shall be known as The Annual General Meeting and shall be for the following purposes:-
To receive the report of the Committee and the Statement of Accounts.
To elect the Officers and the Committee.
To discuss and vote upon any proposals duly placed on the agenda of which prior notice has been given to the Honorary Secretary at the latest by the 30th. April.
To appoint Auditors.
b) No business shall be discussed or transacted at the 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.
c) At every General Meeting of the Association, The President or in his absence, the Chairman of the Committee, or in his absence the Vice Chairman of the Committee, or in his absence a Chairman elected by and from the members present shall preside.
d) A Special General Meeting may be summoned by the Honorary Secretary if twelve fully paid-up members send a signed requisition stating the subject to be discussed and the resolution to be proposed. The date of the meeting so convened shall be within two calender months of the requisition being received.
e) A Special General Meeting may be called at the discretion of the Committee to put any matter to the membership deemed necessary by the Committee.
f) In the case of there being an equal number of votes on any motion, the Chairman shall have the casting vote.
g) All resolutions at a General Meeting shall be passed by a majority vote, exception for matters specifically referred to in these rules. Resolutions for the alteration of the rules, introduction of new rules or reversal of any former act or decision shall require a two-thirds majority vote of those present and voting. Any such resolution if passed shall be brought to the notice of all members as soon as practical after the meeting. Such alterations to the rules shall not be brought into force until the Kennel Club has been advised and has given approval to the alterations.
h) Only fully paid-up members shall be entitled to attend The Annual General Meeting.
i) Members shall receive notice and an agenda of any General Meeting at least 21 days prior to the date of the meeting.
j) The rules of the Association may not be altered except at The Annual General Meeting or a Special Meeting, notice of which includes details of the proposal to alter rules.
9. Minutes
a) Minutes of all meetings shall be kept by the Honorary Secretary which shall be recorded in a minute book
b) Minutes of all General Meetings shall be sent to all members of the Association by the Honorary Secretary as soon as practicable thereafter.
10. Notices
a) All notices shall be sent to the last known address of the respective member and shall be considered delivered the day after such notices are posted.
b) The names and address of members shall be recorded by the Honorary Secretary in a book known as “The Register of Members of The German Shorthaired Pointer Association” which shall be open to inspection by members at all reasonable times.
11. Finances.
a) The Financial Year of the Association shall be from the 1st March to the last day of the following February.
b) The annual subscription for a single membership, joint membership (for two people of the same household) and family membership (for two persons + children under 16 years of age) shall be such amount as agreed by members in a General Meeting and notified to the Kennel Club, which shall be due on the 1st of March for the following year. Members living outside the U.K. shall be considered to be overseas members. The subscription for overseas members shall be as for joint members.
c) Any member elected on or after the 1st. November shall pay only half the subscription for that year.
d) There shall be a bank account operated in the name of The German Shorthaired Pointer Association and cheques for withdrawal for monies shall only be signed by any two of the following:
Chairman of the Committee, Honorary Treasurer, Honorary Secretary. and one other nominated committee member. All revenues of the Association shall be paid into this account.
e) The accounts shall be kept by the Honorary Treasurer and two Auditors shall be appointed at each Annual general Meeting who shall audit the Associations accounts for the ensuing year before The Annual General Meeting.
f) A statement of accounts will be available at the Annual General Meeting or will be sent to any member upon request.
g) The Officers acknowledge that during the month of January, Maintenance of Titles will be forwarded to the Kennel Club by the Honorary Secretary for continuance of registration and that by the 31st July each year. Other returns as stipulated in the Kennel Club regulations for the Registration and Maintenance of Title of Societies and Breed Councils and Affiliation of Agricultural Societies and Municipal Authorities, will 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.
12. Association Property.
The property of The Association shall be vested in the Committee, in the event of the Association ceasing to exist a special general Meeting shall be called to decide the disposal of all assets and settlement of any liabilities of the Association.
13. Termination of Membership.
a) Any member failing to pay their annual subscription by the 31st. March (i.e. within one calendar month of being due) shall there upon cease to be a member of the Association.
b) Any person ceasing to be a member of the Association shall forthwith forfeit any and all subsequent rights or claims upon the Association nor shall there be any entitlement to a refund of any part of the subscription paid.
c) Any member who shall be suspended under Kennel Club Rule A42 J (5) and /or any member whose dog(s) is/are disqualified under Kennel Club Rule A42 J(9) shall ipso facto cease to be a member of the Association.
d) If the Association expels any member for discreditable conduct in connection with dogs, dog shows or trials, the Association must report the matter in writing to the Kennel Club within 7 days and supply particulars.
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 may at a meeting, the notice convening which includes as an object the consideration of 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 a 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 explanation. If at the Meeting a resolution to expel is passed by a two thirds majority of members present and voting his/her name shall forthwith be erased from the list of members and he/she shall there upon cease to be a member of the Association for all purposes except that he/he may within two calendar months of the date of such a Meeting appeal to the Kennel Club upon and subject to such conditions as the Kennel Club impose.
14. Disputes and Final Authority
The German Shorthaired Pointer Association acknowledges the Kennel Club as the final court of appeal in all cases of dispute and as the final authority for interpretation of these Rules.