RULES OF THE HUNGARIAN VIZSLA SOCIETY
1. Names and Objectives.
1.1. The Society shall be called the HUNGARIAN VIZSLA SOCIETY, and its objectives are to encourage high standards in breeding for working ability and conformation; to promote interest in training the Vizsla for Field Trials, as a Gundog, for Obedience, Show, and Personal Companion.
1.2. To encourage and promote the interest of Vizsla Breeders and Owners to work towards perfection of the natural qualities of the breed, for field use, and discourage their use for a singular purpose. To work actively to protect and advance the interests of the breed by encouraging sportsmanlike competition at Field Trials, Breed Shows, and competitive Obedience Events.
1.3. To require members to breed only fully registered dogs that are within the Vizsla Standard. To support research and educational work to reduce and or eliminate undesirable or detrimental congenital traits within the breed. To conduct Field Trials, Breed Shows and Training courses. Owners and or Handlers shall be encouraged to attend working gundog classes and obedience training classes.
2. Officers and Committee.
2.1. The Society shall consist of a President, three officers: Chairman, Honorary Secretary, and Honorary Treasurer, plus a Committee of not more than nine, and an unlimited number of Members. The Chairman has the right to cast a deciding vote in the event of a tie when a vote is taken at any meeting of the Society.
2.2. The role of the President shall be to lead and advise in all matters pertaining to the Society, the Management Committee having the power to invite a suitable candidate to serve as President for a period of up to five years. The President may be called upon to act as arbiter in matters of concern to the Society, should the need arise.
2.3. The President shall not be a member of the Management Committee, and shall not have voting rights.
2.4. No Member shall be considered for membership of the Committee, or as an Officer, if he/she holds such a position with any other Vizsla Breed Club or Association, or has held such a position within a period of three years of the AGM date. Committee Members shall have been a fully paid up member for a period of 2 years prior to nomination.
2.5. No person, whilst an undischarged bankrupt may serve on the Committee of the Society, or hold any other office or appointment, within a Kennel Club Registered Society.
2.6 The role of Field Trial Secretary and Show Secretary are not Officer Posts, but due to the specialised nature of the role, and the teams they lead, their tenure will be three years in office, from AGM to AGM.
3. Committee.
3.1. The Management of the Society shall be in the hands of the Officers (Chairman, Honorary Secretary and Honorary Treasurer) and a Committee not exceeding nine. This number includes the specialist roles of Field and Show Secretaries. The Officers shall also be full voting members of the Committee. The Officers shall conduct the routine business of the Society, excluding policy decisions, which shall be the prerogative of the Management Committee. The Three Officers shall each be elected for a three year term of office, but shall be eligible for re-election. The Committee, half of whom shall retire annually, shall be elected for a two year term of office, but shall be eligible for re-election..
3.2 Nominations for Officers and Committee, duly proposed and seconded, shall be in the hands of the Honorary Secretary not later than 28 days before the Annual General Meeting. Nominees for Officers positions must have been members of the Hungarian Vizsla Society for at least two years prior to the closing of nominations. Nominees for Committee positions must have been members of the HVS for at least one year prior to the closing of nominations. Each nominee must sign as to his /her willingness to serve and to attend up to 4 meetings per year at their own expense, excepting extraordinary circumstances.
3.3. Meetings of the Committee shall be held as often as necessary, a quorum is met for the transaction of business when the attendees number 6 with at least one Officer Present. At such meetings if a vote is taken and there is a tie, the Chairman shall have the casting vote.
3.4. Each Officer and any Committee Member will register with the Hon Secretary a list of business interests and Canine or Championship or Breed Clubs and Societies they are affiliated to. A Duty is imposed on any Member whilst discussing Committee Business to state whether they have a conflict of interest, or pecuniary interest in the subject under discussion. Failure to properly disclose material information may result in any contract the HVS has entered into being voided. Where the integrity issue leads to or is likely to be injurious to the Hungarian Vizsla Society, that a breach of this requirement may result in a disposal under Rule 7.2 for the individual concerned.
3.5 “Co-option.” The Management Committee can vote to invite a suitable person to be co-opted to fulfill any role within the Hungarian Vizsla Society. This co-option will be subject to a letter of engagement setting out the role, and the period of engagement with an end date (usually immediately following the next AGM). Co-opted members will be able to be fully involved in the activities of the Society but will not have a constitutional vote, with the exception of a co-optee who has the role of Chair Person. (Under which circumstances Rule 3.3 applies for a casting vote.) The letter of engagement will also deal with any matters such as expectations of honorarium, and any conditions.
3.6 Definition of Meetings. – Where there is no fixed location for all participants, and a meeting is held where ALL the Management of the Society are connected by video conferencing whatever the technology used. This will be defined as a “VIRTUAL MEETING.”
3.7. Where a Meeting takes place, and scheduled at a fixed location in order to conduct business and takes place under the auspices of Rules 3.1 to 3.5 a Member can apply to be permitted to participate as “Virtual Attendance.” That Member HAS TO BE ABLE to communicate to the other participants any information or opinions they have on a particular item of business of the meeting AND they can hear the views of others present, contemporaneously and any directions given. Irrespective of the technology used the participation of that Member will be recorded as “VIRTUAL ATTENDANCE.” This is at the discretion of the Chair Person ahead of the Meeting. It is not expected that a Member will request this exceptional facility for two Meetings in succession, and unless there are truly exceptional circumstances or hardship continued lack of attendance in person will be shown as “apologies for absence.”
3.8 Where a “Virtual Meeting” takes place, it will usually be to deal with urgent matters which are beyond routine for the Officers to deal with within their discretion. The Agenda for a VIRTUAL MEETING must be specific, to the purpose, and not extended to the full format of a normal Committee Meeting. Minutes of both types of meetings will be fully recorded and checked at the next scheduled Management Meeting.
3.9 The Management Committee may decide to confer an Honorary Life Membership to any member. The recommendation of the Management Committee to be put before the AGM for a decision. At every AGM a vote will be taken en bloc to continue with the Honorary Life Membership unless Rule 7.1 or 7.2 applies. Obituaries should be reported to the Membership.
4. Election of Members.
4.1. Candidates for Membership of the Society shall be elected by or balloted for, by the Committee at one of their Meetings. Two negatives shall exclude.
5. Subscription.
5.1. The Annual Subscription shall be reviewed and amended by the Committee as deemed necessary. All subscriptions are payable to the Hungarian Vizsla Society on the 2nd January in each year. No member whose subscription is unpaid at the current rate shall be entitled to any of the privileges of membership, and if any member shall fail to pay the current annual subscription prior to the AGM, the Committee shall have the power to erase the name from the list of members, but the member may, at the discretion of the Committee, be re-admitted to Membership.
5.2 Membership of the Society shall be an annually renewable contract and shall be obtained by providing the applicant’s name, postal address and email address to the Secretary of the Society together with the annual subscription.
6. Society Property.
6.1. The Property of the Society shall be vested in the Committee, and in the event of the Society is wound up or ceases to be a registered Society under Kennel Club Regulations a General Meeting will be called to decide upon the disposal of the Assets. Any person making a donation to the Hungarian Vizsla Society, whether it be cash, a Challenge Cup or Trophy or any other type of asset does so in the acknowledgement that the gift is made outright to the Society, and not to any named individual.
6.2. If the Hungarian Vizsla Society is wound up or ceases to be a Kennel Club Registered Society, a final statement of audited accounts with a record of the disposal of the property of the Society shall be forwarded to the Kennel Club within 6 months, and the persons named as Officers and Committee of the Society on the last return furnished to the Kennel Club, will be held responsible by the Kennel Club for the proper winding up of the Society.
7. Expulsion of Members.
7.1. Any member who shall be disqualified under Kennel Club Rule A11 .j.(5) and/or Kennel Club Rule A11 .j. (9) shall, ipso facto, cease to be a member of the Hungarian Vizsla Society.
7.2. 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 the date, place 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 Kennel Club upon and subject to such conditions as the Kennel Club may impose.
7.3. 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.
7.4. Should any member be found to be in breach of the Code of Ethics they may, after due process, be barred from entering any HVS events for a period of up to 3 years, and removal from the Judges list (should they be on that list).
8. General Business.
8.1. The financial year of the Society shall be from 1 January to 31 December. The Annual General Meeting shall be held no later than the last day of April for the following purposes: to receive the report of the Committee and Balance Sheet. To elect Officers and Committee and to discuss any resolution duly placed by two paid up members on the agenda, of which 28 days prior notice has been given to the Honorary Secretary. No business shall be transacted at an Annual General Meeting, unless notice thereof appears on the Agenda.
8.2. The election of Officers and Committee at the Annual General Meeting shall be either by vote or ballot of those present at the meeting, or by postal ballot conducted beforehand.
8.3. A Special General Meeting shall be summoned by the Honorary Secretary if 30 members send a signed requisition stating the subject to be discussed; no business other than the matter on the agenda can be discussed at a Special General Meeting. All members shall be notified of any special general meeting.
8.4. Notice of Meetings – not less than 42 days notice of an Annual General Meeting, or 28 days for a Special General Meeting shall be given to members. The Agenda of any such meeting shall be available to all members not less than 14 days prior to the date of the meeting. Such notice must contain all the relevant information concerning the meeting and business to be conducted. No business other than that named in the Notice shall be brought before a Special General Meeting. Notice of an Annual General Meeting will appear in the “Our Dogs” national canine press. A copy of the annual statement of accounts to be made available on request to members 14 days prior to the AGM.
8.5. The rules of the Society shall not be altered except at the Annual General Meeting or a Special General Meeting, notice of which includes the details of the proposals to alter the Rules. Such alterations will not be brought into force until the Kennel Club has been advised and has given its approval for the alterations. New Rules or amendments introduced specifically to meet Kennel Club requirements shall be adopted immediately and be included in the Society’s constitution, with effect from the Society’s annual Meeting. 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. Any alterations to the Rules shall not be brought into force until the Kennel Club has been advised and given its approval of the alterations.
8.6. The HVS Management Committee may authorise the formation of sub groups to deliver the aims and objectives of the Society.
8.7. All Sub Committees are empowered to deliver events and make operational decisions on behalf of the Management Committee, within budgets agreed in advance. No business that changes the policy or strategy of the Society shall be decided other than by the Management Committee. The Sub Groups MUST report back to the Management Committee.
8.8. The Officers, the Chairman, Secretary and Treasurer, may make decisions outside of the Committee Meetings on routine and operational issues that cannot prudently be deferred to a full meeting. Any decision that changes the Policy or Strategy of the Society can only be decided by the full Management Team and is outside the discretion given to routine issues. Any issue which cannot be unanimously resolved should where practicable be deferred to the next Meeting of the Management Team.
8.9. The HVS will apply a Health and Safety Risk Assessment at all events to minimise harm and risk to participants and spectators. We will work in partnership with our event providers to achieve compliance.
9. Society Accounts.
9.1. That a Banking Account be opened in the name of the Society, into which all revenue of the Society shall be paid, and from which withdrawals shall only be made on the signature of two or more Officers/Field Trial Secretary for cheques or two authorisations in respect of online payments.
9.2. The accounts shall be kept by the Honorary Treasurer. The Honorary Treasurer shall keep a record of all monies received and paid by the Society.
9.3. An Independent Examiner shall be approved at each AGM for the ensuing year. The accounts shall be certified annually and a statement of accounts shall be available for inspection seven days prior to the AGM by all Society members. NOTE Certification of the accounts must be carried out by one qualified accountant or two unqualified individuals with accountancy experience. Those undertaking the certification must be independent from those who prepare the accounts.
9.4. Any Officer of the Hungarian Vizsla Society who is nominated as a signatory to Banking Accounts, must produce a” Basic Disclosure and Barring Service Certificate” (DBS Search) of information held on police records, prior to the Management Committee’s authorisation as a Signatory. The costs of the DBS Certificate (Currently £25 fromwww.yougov.uk ) will be met by the Hungarian Vizsla Society.
9.5. The HVS will maintain an asset register, which shall be available for inspection upon written application, and will be available at the Annual General Meeting.
9.6. All transactions and payments due to the Hungarian Vizsla Society will be made payable to the Society and not to a named individual.
9.7. Any Property donated to the Society will become the absolute property of the Society and not to any named individual. The Society will hold intellectual property rights of any material completed in the name of the Society.
10. List of Members of the Society.
10.1 The Society must maintain an up to date list of members and their addresses, and those of branch members where appropriate, and if so requested, make the list 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 the annual returns.
11. Annual Returns to the Kennel Club.
11.1. The Officers acknowledge that during the month of January each year, maintenance of title fee will be forwarded to the Kennel Club by the Secretary or by Direct Debit for continuance of registration, and that by 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 the 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 change of Secretary of the Society, which may occur during the course of the year.
12. Kennel Club – The Final Court of Appeal.
12.1. The Kennel Club is the final authority for interpreting the Rules and Regulations of the Society in all cases relevant to Canine or Society matters.
13. Federations.
13.1. The Society shall not join any Federation of Societies or Clubs.
Amendments to rules made at AGM, February 2019 and approved by The Kennel Club. (May 2019)