Constitution
1. NAME
The name of the Association shall be “Tudor Rose Welsh Pony and Cob Association".
2. The offices of the Association shall be: The home address of the Elected General Secretary.
3. OBJECTS
(a) To further the object of the Welsh Pony and Cob Society (hereinafter referred to as the “Parent body”) and to work in close co-operation there with and to recruit members thereto.
(b) To operate and support or extend schemes of the Parent body to award premiums to breeders and to offer other incentives calculated to improve the Welsh breeds and to offer other incentives calculated to improve the Welsh breeds and promote research into matters relating to the conservation and preservation of the Welsh breeds and the publication of the results thereof.
(c) To publicize by means of lectures, films, articles and advertisements the Welsh Pony and Cob breeds.
(d) To promote shows, show classes and sales of the Welsh breeds and to give or augment prizes and awards of merit at shows approved by the Committee.
(e) To provide or assist in the provision of facilities for recreation through the use of ponies for those people in need of such facilities by reason of their youth, age, infirmity, disablement or social or economic circumstances. In furtherance of the above objectives the Association shall have the following ancillary objectives :-
(f) To endeavor to obtain and support legislation:-
(i) to control and improve the condition of export and import of horses and ponies.
(ii) to improve the treatment and handling of horses and ponies while at or in transit for fairs, sale yards and in slaughterhouses or abattoirs whether at home or abroad.
(iii) to endeavor to improve the standards of safety applicable to horses, ponies and riders, particularly in connection with the use of highways and bye ways and the opening up of tracks, rights of way and bridle paths.
(g) To make, alter or delete such bye-laws, rules and regulations as may be necessary for the carrying out of the Objects of the Association as in the opinion of the Committee may be deemed necessary from time to time.
(h) To purchase, lease, exchange or otherwise acquire or rent out any real or personal property and to alter, maintain and repair the same and to sell, let or otherwise dispose of any real or personal property as may be necessary or convenient for the work of the Association.
(i) To insure by means of indemnity or other polices against risks and claims which the Association might suffer or be held liable for and generally to act as agents for the insurance of horses, ponies and other stock and the persons attending them.
(j) To do or undertake any other thing of a lawful nature as further the objects of the Association or any of them including, alteration, deletion or enforcement of such general rules and regulations as may be necessary for the carrying out of the Objects of the Association as in the opinion of the Committee may be deemed necessary from time to time.
4. MEMBERSHIP
(a) The number of members of the Association may at any one time be limited at the discretion of the Committee.
(b) There shall be the following classes of membership:
(i) Senior Membership (hereinafter referred to as ‘Full Showing Membership’).
(ii) Junior Membership being persons under the age of 18 at the beginning of the Association financial year.
(iii) Family Membership, to include all immediate family members residing at the same address with an upper limit of four ‘Senior Members’.
(iv) None Showing Members.
iv) Such other class or classes of members on such terms as the Committee may at any time to time decide.
Junior members may not vote at meetings of the Association and Family membership is entitled to one vote only at meetings of the Association.
(c) Any person applying for membership shall do so by fully completing the Association Membership Form, and submitting it to the Elected Membership Secretary.
(d) Any member in any class whose subscription is more than three months overdue shall cease to be a member and shall be unable to vote on any matter or have any voice in the affairs of the Association unless or until reinstated by direction of the Committee.
(e) Any person applying for membership, of the Association, who is discovered at a later date to have an unspent conviction for cruelty to animals, will have their membership suspended pending further investigation by the Committee.
(f) The Association fully supports the ‘Zero Tolerance’ directive of the WPCS regarding Bullying and the use of Social Media to that end! All members of the Association shall be expected to adhere to WPCS Rule 25 (reference: WPCS Judging and Showing Handbook: ) in its entirety, as a condition of Membership. Failure to do so may result in suspension of Membership Privileges!
(g) The committee have the power to expel any member or suspend or reprimand him or her in case he or she shall fail to observe any lawful rule made by the Committee or whose conduct in any respect shall be in the opinion of the Committee be derogatory to the character or prejudicial to the interests of the Association or the Parent body. The procedure to be adopted by the Committee in dealing with any such case shall be laid down as Article 11 of the Articles of the Association of the Parent Body as newly constituted.
5. SUBSCRIPTION
The following subscriptions shall be due and paid annually on the 1st January on the commencement of each financial year of the Association unless and until varied by the committee:
(a) Senior Membership £11 (b) Junior Membership £6
(c) Family Membership £16 (d) None Showing Membership £6
6. MANAGEMENT
(a) The policy and management of the affairs of the Association shall be vested in the Committee, which many exercise all such powers of the Association as are not by this Constitution required to be exercised by a General Meeting of the Association.
(b) Until otherwise determined by the Association in a General Meeting:
(c) The Executive Officers of the Association shall be the Chair Person of the Committee, The Vice Chair Person, The Secretary and the Treasurer.
(d) The Committee shall consist of not more than nine members of which shall be elected by ballot at the Annual General Meeting for a period of three years. Members so elected shall elect from amongst their number, a Chair Person and a Vice Chair Person. In addition they shall appoint for a period of one year three other members of the Association irrespective of the aforesaid areas they come from to fill the offices of Secretary and Treasurer and other such offices as may be deemed necessary.
In the event of a less number of candidates being nominated than the quota mentioned above or in the event of any member so elected failing to act or in the event of any casual vacancy occurring, the Committee shall have the power to appoint any other Member, and any Member so appointed shall hold office until the next ensuing Annual General Meeting.
(e) In addition to the nine Members of the Committee elected as aforesaid, the Committee may co-op as many persons as they deem necessary, whether or not being members of the Parent Body or the Association with or without the right to vote to serve at the pleasure of the Committee.
(f) The Committee may delegate any of its business to sub-committees in such a manner and with such powers as it thinks fit and such sub-committees shall conform to the rules and conditions imposed upon it by the Committee and no decision or action of such sub-committee shall be effective unless first reported to and ratified by the Committee.
(g) Committee Meetings. The Committee shall meet as often as may be deemed necessary but not less than four times in any one financial year of the Association, or when called by the Chairperson and Secretary. The quorum of members at a Committee meeting shall be three unless other-wise determined in pursuance of a written memorandum to that effect. All committee meetings shall be open to all members of the Association, members of the Association will not be able to vote on any business conducted by the Committee, but are able to submit points to be raised in ‘any other business’, any members attending a Committee meeting are welcome to speak during ‘any other business’.
(h) The Chair Person at any meetings of the Committee or Annual General Meeting shall have the casting vote. The Chair Person has no other voting rights.
7. GENERAL MEETINGS
Notice of the Annual AGM shall be given and held as early in the New Year as is possible, no later than March of each Year Every Annual General Meeting shall be held not more than fifteen months after the holding of the last preceding Annual General Meeting. Any General Meeting (other than the Annual General Meeting) shall be called an Extraordinary General Meeting.
The Committee may whenever it deems fit convene an Extraordinary General Meeting and shall on the requisition of at least ten per cent, of the Association proceed duly to convene an Extraordinary General Meeting of the Association within two months of the date of the deposit of such requisition. The requisition must state the objects of the Meeting and must be signed by the requisitioners and deposited with the Secretary of the Association and may consist of documents in like form each signed by one or more requisitioners . If the Committee does not within two months of the date of deposit of the requisition proceed duly to convene a Meeting, the requisitioners may themselves convene a meeting but any meeting so held shall not be held after the expiration of four months of said date. A meeting convened under this provision by the requisitioners shall be convened in the same manner as nearly as possible as that in which meetings are to be convened by the Committee.
8. PROCEEDINGS AT GENERAL MEETINGS
No business shall be transacted at any General Meeting of the Association unless a quorum is present when the Meeting proceeds to business. The quorum of Members at such a meeting until otherwise determined by the Committee shall be ten. The start of the Meeting may be delayed by half an hour from the appointed time and if no quorum is present the Meeting shall be dissolved. A further date shall be chosen for the Meeting to take place, but General Meeting must take place within two months of the posted dated.
9. VOTING AT GENERAL MEETING
At any General Meeting of the Association a resolution put to the vote (except a resolution as to alteration to the Association’s rules where a three-quarters ‘ majority of Members present in person and voting is required) shall be decided by a majority show of hands, unless a poll is demanded by the Chair Person of the Meeting or at least three Members are present in person. Unless a poll be so demanded a declaration of the Chair person shall be conclusive as to the result of the show of hands. Only Members personally present shall have a vote and every such Member shall have one vote on every question or matter duly brought before the Meeting. In the case of equality of votes, whether on a show of hands or on a poll, the Chair Person of the Meeting shall be entitled to a casting vote.
10. NOTICES
Twenty one (21) days notice in writing at least of every Annual General Meeting and every Extraordinary General Meeting of the Association (exclusive in every case both of the day on which it is served and of the day for which it is given) specifying the place, the day and the hour of the Meeting, and the general nature of the business to be transacted shall be given to all classes of members of the Association.
The accidental omission to give notice of a Meeting to or the non-receipt of such notice by a member of the Association shall not invalidate any resolution passed or proceeding has at any Meeting.
All notices shall be served upon a member either personally or through the post in a prepaid letter addressed to such member at his address as appearing in the list of members or at his/her last known address.
11. SECRETARY
The Committee shall have the power to appoint and to dismiss the Secretary as it may from time to time determine.
12. FINANCE
(a) All moneys and other property of the Association shall be vested in the Committee, who shall cause one or more banking accounts to be opened in the name of the Association and shall deposit in such account all monies received by the Association from any source whatsoever. A statement of said accounts will be available to any member of the Association on receipt of written request.
(b) All payments out of the funds of the Association shall be effected by cheque, with the Treasurer as prime signatory but countersigned by a further signatory, one of two, both whom has been nominated by the Committee from amongst themselves. All appropriate banking/credit checks and disclaimers having been an obligatory prerequisite.
13. ACCOUNTS
Proper books of accounts shall be kept by the Secretary or the Treasurer as the case may be and shall be audited not less than once in every three years by a qualified auditor appointed by the Committee and a duly audited balance sheet and statement of affairs of the Association as at 31st December (or such other date as the Committee shall decide) of each financial year shall be submitted to the Annual General Meeting, and a statement showing the financial position shall be laid before every Annual General Meeting for consideration by the Members at such Meetings. The financial year of the Association shall be 1st January to 31st December in any given year!
14. ALTERATIONS TO RULES, REGULATIONS AND BYLAWS
The Committee may from time to time make, vary or annul any rules, regulations and bylaws for the conduct of business, the conduct of General and Extraordinary General Meetings of the Association, the appointment, the constitution and conduct of committees for the conduct of other matters affecting the affairs of the Association or the rights and duties of members. Provided that no rules so made, shall be inconsistent with or involve an alteration or amendment of or addition to the Objects of the Association.
15. IMDEMNITY
In the professed execution of the powers of the Committee no member of such Committee shall be liable for any loss to the Association arising by reason of any improper investment made in good faith or for the negligence or fraud of any agent employed by the Committee, although the employment of such agent was not strictly necessary or expedient or by reason of any mistake or omission made in good faith by any member of such Committee or by reason of any other matter or thing except wilful and individual fraud or wrong doing on the part of the member of the Committee who is sought to be made liable.
16. DISSOLUTION
The Association shall be dissolved if:
(a) The Committee shall by resolution decide that such dissolution is for any reason necessary and advisable and,
(b) the said decision of the Committee is subsequently confirmed by Resolution in that behalf passed at a General Meeting of the Association.
17. WINDING UP
If upon the winding up or dissolution of the Association there remains after satisfaction of all liabilities any property whatsoever, the same shall not be paid or distributed among the members of the Association but shall be transferred to some other charity or institution having objects similar to the Objects of the Association and which shall prohibit the distribution of income or profit among its member, such charity or institution to be determined by the members of the Association at or before the time of dissolution and in so far as effect cannot be given to such provision then to some charitable object.
In all matters affecting the affairs of the Association not expressly dealt with in this Constitution, the procedure laid down in the Articles of the Association of the Parent Body and any variation thereof shall apply except in so far as any conflict may occur in which case the rules of the Association shall prevail.
The name of the Association shall be “Tudor Rose Welsh Pony and Cob Association".
2. The offices of the Association shall be: The home address of the Elected General Secretary.
3. OBJECTS
(a) To further the object of the Welsh Pony and Cob Society (hereinafter referred to as the “Parent body”) and to work in close co-operation there with and to recruit members thereto.
(b) To operate and support or extend schemes of the Parent body to award premiums to breeders and to offer other incentives calculated to improve the Welsh breeds and to offer other incentives calculated to improve the Welsh breeds and promote research into matters relating to the conservation and preservation of the Welsh breeds and the publication of the results thereof.
(c) To publicize by means of lectures, films, articles and advertisements the Welsh Pony and Cob breeds.
(d) To promote shows, show classes and sales of the Welsh breeds and to give or augment prizes and awards of merit at shows approved by the Committee.
(e) To provide or assist in the provision of facilities for recreation through the use of ponies for those people in need of such facilities by reason of their youth, age, infirmity, disablement or social or economic circumstances. In furtherance of the above objectives the Association shall have the following ancillary objectives :-
(f) To endeavor to obtain and support legislation:-
(i) to control and improve the condition of export and import of horses and ponies.
(ii) to improve the treatment and handling of horses and ponies while at or in transit for fairs, sale yards and in slaughterhouses or abattoirs whether at home or abroad.
(iii) to endeavor to improve the standards of safety applicable to horses, ponies and riders, particularly in connection with the use of highways and bye ways and the opening up of tracks, rights of way and bridle paths.
(g) To make, alter or delete such bye-laws, rules and regulations as may be necessary for the carrying out of the Objects of the Association as in the opinion of the Committee may be deemed necessary from time to time.
(h) To purchase, lease, exchange or otherwise acquire or rent out any real or personal property and to alter, maintain and repair the same and to sell, let or otherwise dispose of any real or personal property as may be necessary or convenient for the work of the Association.
(i) To insure by means of indemnity or other polices against risks and claims which the Association might suffer or be held liable for and generally to act as agents for the insurance of horses, ponies and other stock and the persons attending them.
(j) To do or undertake any other thing of a lawful nature as further the objects of the Association or any of them including, alteration, deletion or enforcement of such general rules and regulations as may be necessary for the carrying out of the Objects of the Association as in the opinion of the Committee may be deemed necessary from time to time.
4. MEMBERSHIP
(a) The number of members of the Association may at any one time be limited at the discretion of the Committee.
(b) There shall be the following classes of membership:
(i) Senior Membership (hereinafter referred to as ‘Full Showing Membership’).
(ii) Junior Membership being persons under the age of 18 at the beginning of the Association financial year.
(iii) Family Membership, to include all immediate family members residing at the same address with an upper limit of four ‘Senior Members’.
(iv) None Showing Members.
iv) Such other class or classes of members on such terms as the Committee may at any time to time decide.
Junior members may not vote at meetings of the Association and Family membership is entitled to one vote only at meetings of the Association.
(c) Any person applying for membership shall do so by fully completing the Association Membership Form, and submitting it to the Elected Membership Secretary.
(d) Any member in any class whose subscription is more than three months overdue shall cease to be a member and shall be unable to vote on any matter or have any voice in the affairs of the Association unless or until reinstated by direction of the Committee.
(e) Any person applying for membership, of the Association, who is discovered at a later date to have an unspent conviction for cruelty to animals, will have their membership suspended pending further investigation by the Committee.
(f) The Association fully supports the ‘Zero Tolerance’ directive of the WPCS regarding Bullying and the use of Social Media to that end! All members of the Association shall be expected to adhere to WPCS Rule 25 (reference: WPCS Judging and Showing Handbook: ) in its entirety, as a condition of Membership. Failure to do so may result in suspension of Membership Privileges!
(g) The committee have the power to expel any member or suspend or reprimand him or her in case he or she shall fail to observe any lawful rule made by the Committee or whose conduct in any respect shall be in the opinion of the Committee be derogatory to the character or prejudicial to the interests of the Association or the Parent body. The procedure to be adopted by the Committee in dealing with any such case shall be laid down as Article 11 of the Articles of the Association of the Parent Body as newly constituted.
5. SUBSCRIPTION
The following subscriptions shall be due and paid annually on the 1st January on the commencement of each financial year of the Association unless and until varied by the committee:
(a) Senior Membership £11 (b) Junior Membership £6
(c) Family Membership £16 (d) None Showing Membership £6
6. MANAGEMENT
(a) The policy and management of the affairs of the Association shall be vested in the Committee, which many exercise all such powers of the Association as are not by this Constitution required to be exercised by a General Meeting of the Association.
(b) Until otherwise determined by the Association in a General Meeting:
(c) The Executive Officers of the Association shall be the Chair Person of the Committee, The Vice Chair Person, The Secretary and the Treasurer.
(d) The Committee shall consist of not more than nine members of which shall be elected by ballot at the Annual General Meeting for a period of three years. Members so elected shall elect from amongst their number, a Chair Person and a Vice Chair Person. In addition they shall appoint for a period of one year three other members of the Association irrespective of the aforesaid areas they come from to fill the offices of Secretary and Treasurer and other such offices as may be deemed necessary.
In the event of a less number of candidates being nominated than the quota mentioned above or in the event of any member so elected failing to act or in the event of any casual vacancy occurring, the Committee shall have the power to appoint any other Member, and any Member so appointed shall hold office until the next ensuing Annual General Meeting.
(e) In addition to the nine Members of the Committee elected as aforesaid, the Committee may co-op as many persons as they deem necessary, whether or not being members of the Parent Body or the Association with or without the right to vote to serve at the pleasure of the Committee.
(f) The Committee may delegate any of its business to sub-committees in such a manner and with such powers as it thinks fit and such sub-committees shall conform to the rules and conditions imposed upon it by the Committee and no decision or action of such sub-committee shall be effective unless first reported to and ratified by the Committee.
(g) Committee Meetings. The Committee shall meet as often as may be deemed necessary but not less than four times in any one financial year of the Association, or when called by the Chairperson and Secretary. The quorum of members at a Committee meeting shall be three unless other-wise determined in pursuance of a written memorandum to that effect. All committee meetings shall be open to all members of the Association, members of the Association will not be able to vote on any business conducted by the Committee, but are able to submit points to be raised in ‘any other business’, any members attending a Committee meeting are welcome to speak during ‘any other business’.
(h) The Chair Person at any meetings of the Committee or Annual General Meeting shall have the casting vote. The Chair Person has no other voting rights.
7. GENERAL MEETINGS
Notice of the Annual AGM shall be given and held as early in the New Year as is possible, no later than March of each Year Every Annual General Meeting shall be held not more than fifteen months after the holding of the last preceding Annual General Meeting. Any General Meeting (other than the Annual General Meeting) shall be called an Extraordinary General Meeting.
The Committee may whenever it deems fit convene an Extraordinary General Meeting and shall on the requisition of at least ten per cent, of the Association proceed duly to convene an Extraordinary General Meeting of the Association within two months of the date of the deposit of such requisition. The requisition must state the objects of the Meeting and must be signed by the requisitioners and deposited with the Secretary of the Association and may consist of documents in like form each signed by one or more requisitioners . If the Committee does not within two months of the date of deposit of the requisition proceed duly to convene a Meeting, the requisitioners may themselves convene a meeting but any meeting so held shall not be held after the expiration of four months of said date. A meeting convened under this provision by the requisitioners shall be convened in the same manner as nearly as possible as that in which meetings are to be convened by the Committee.
8. PROCEEDINGS AT GENERAL MEETINGS
No business shall be transacted at any General Meeting of the Association unless a quorum is present when the Meeting proceeds to business. The quorum of Members at such a meeting until otherwise determined by the Committee shall be ten. The start of the Meeting may be delayed by half an hour from the appointed time and if no quorum is present the Meeting shall be dissolved. A further date shall be chosen for the Meeting to take place, but General Meeting must take place within two months of the posted dated.
9. VOTING AT GENERAL MEETING
At any General Meeting of the Association a resolution put to the vote (except a resolution as to alteration to the Association’s rules where a three-quarters ‘ majority of Members present in person and voting is required) shall be decided by a majority show of hands, unless a poll is demanded by the Chair Person of the Meeting or at least three Members are present in person. Unless a poll be so demanded a declaration of the Chair person shall be conclusive as to the result of the show of hands. Only Members personally present shall have a vote and every such Member shall have one vote on every question or matter duly brought before the Meeting. In the case of equality of votes, whether on a show of hands or on a poll, the Chair Person of the Meeting shall be entitled to a casting vote.
10. NOTICES
Twenty one (21) days notice in writing at least of every Annual General Meeting and every Extraordinary General Meeting of the Association (exclusive in every case both of the day on which it is served and of the day for which it is given) specifying the place, the day and the hour of the Meeting, and the general nature of the business to be transacted shall be given to all classes of members of the Association.
The accidental omission to give notice of a Meeting to or the non-receipt of such notice by a member of the Association shall not invalidate any resolution passed or proceeding has at any Meeting.
All notices shall be served upon a member either personally or through the post in a prepaid letter addressed to such member at his address as appearing in the list of members or at his/her last known address.
11. SECRETARY
The Committee shall have the power to appoint and to dismiss the Secretary as it may from time to time determine.
12. FINANCE
(a) All moneys and other property of the Association shall be vested in the Committee, who shall cause one or more banking accounts to be opened in the name of the Association and shall deposit in such account all monies received by the Association from any source whatsoever. A statement of said accounts will be available to any member of the Association on receipt of written request.
(b) All payments out of the funds of the Association shall be effected by cheque, with the Treasurer as prime signatory but countersigned by a further signatory, one of two, both whom has been nominated by the Committee from amongst themselves. All appropriate banking/credit checks and disclaimers having been an obligatory prerequisite.
13. ACCOUNTS
Proper books of accounts shall be kept by the Secretary or the Treasurer as the case may be and shall be audited not less than once in every three years by a qualified auditor appointed by the Committee and a duly audited balance sheet and statement of affairs of the Association as at 31st December (or such other date as the Committee shall decide) of each financial year shall be submitted to the Annual General Meeting, and a statement showing the financial position shall be laid before every Annual General Meeting for consideration by the Members at such Meetings. The financial year of the Association shall be 1st January to 31st December in any given year!
14. ALTERATIONS TO RULES, REGULATIONS AND BYLAWS
The Committee may from time to time make, vary or annul any rules, regulations and bylaws for the conduct of business, the conduct of General and Extraordinary General Meetings of the Association, the appointment, the constitution and conduct of committees for the conduct of other matters affecting the affairs of the Association or the rights and duties of members. Provided that no rules so made, shall be inconsistent with or involve an alteration or amendment of or addition to the Objects of the Association.
15. IMDEMNITY
In the professed execution of the powers of the Committee no member of such Committee shall be liable for any loss to the Association arising by reason of any improper investment made in good faith or for the negligence or fraud of any agent employed by the Committee, although the employment of such agent was not strictly necessary or expedient or by reason of any mistake or omission made in good faith by any member of such Committee or by reason of any other matter or thing except wilful and individual fraud or wrong doing on the part of the member of the Committee who is sought to be made liable.
16. DISSOLUTION
The Association shall be dissolved if:
(a) The Committee shall by resolution decide that such dissolution is for any reason necessary and advisable and,
(b) the said decision of the Committee is subsequently confirmed by Resolution in that behalf passed at a General Meeting of the Association.
17. WINDING UP
If upon the winding up or dissolution of the Association there remains after satisfaction of all liabilities any property whatsoever, the same shall not be paid or distributed among the members of the Association but shall be transferred to some other charity or institution having objects similar to the Objects of the Association and which shall prohibit the distribution of income or profit among its member, such charity or institution to be determined by the members of the Association at or before the time of dissolution and in so far as effect cannot be given to such provision then to some charitable object.
In all matters affecting the affairs of the Association not expressly dealt with in this Constitution, the procedure laid down in the Articles of the Association of the Parent Body and any variation thereof shall apply except in so far as any conflict may occur in which case the rules of the Association shall prevail.