Beltex Sheep Society
Shepherds View,
Barras,
Kirkby Stephen,
Cumbria CA17 4ES
 +44 (0)17683 41124
 info@beltex.co.uk
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Disclaimer
Terms & Conditions
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BELTEX SHEEP SOCIETY CLUB RULES
Approved by the Council of the Beltex Sheep
Society 11th May 2009.
1. THE CLUB
a) The name of the Club shall be ______________________________ hereafter called “ The
Club”.
b) The Club is affiliated to the Beltex Sheep Society.
c) The affairs of the club shall be managed by an Executive committee, hereafter
called “the committee.”
2. OBJECTIVES OF THE CLUB
a) To complement and support the Beltex Sheep Society, hereafter called the “Society”.
b) To promote and encourage the breed development and sales of Beltex Sheep
within the regions of the club.
c) To identify the needs of Beltex breeders, resident in __________, and to
respond to them and in addition, to provide a social and educational focal
point for the Club membership. The Society reserves the right, in future, to
redraw the geographic boundaries of area clubs as if considered expedient.
d) To encourage the development of new ideas in order to promote the merits
of the breed more widely.
e) To forward the views of Beltex Breeders, resident in __________, to the
Council of Management of the Society.
f) To encourage Agricultural Shows and Societies, industry representatives
and other organisations, in ____________ region, to provide suitable classes
for pedigree Beltex Sheep. To undertake to encourage adequate entries of good
breeder’s type sheep, for the classes so provided in co-operation with
the Society.
g) To authorise and organise, in _____________, as and in co-operation with
the Society, shows and sales of Pedigree Beltex Sheep, under the rules, regulations
and bylaws laid down by the Council of the Society. These shows and sales to
be open to all members who are both fully paid up members of the Society and
Club.
3. MEMBERSHIP
a) Membership shall be open to all persons, who are members of the Society,
on payment of the initial joining fee and the annual membership subscription.
Non members of the Society may become affiliated members who will have the
same rights as full members except they will not have the right to vote at
meetings of the society or club nor to show or sell sheep at events organised
by the society or club.
b) The Secretary shall register an applicant as a member unless he/she refers
the application to the Committee, when at their next meeting after the referral,
the application shall be considered by the Committee. In the event that the
committee wishes to refuse the prospective member, this must then be referred
to the council of the Society for approval or otherwise.
c) Each member shall receive a copy of these “Rules”, which shall
be binding on him/her and acceptance of which is a condition of membership.
If the prospective member refuses to accept these rules then he/she will not
be accepted into the club and any fees received will be returned.
d) Renewal of club membership shall be at the discretion of the Committee.
In the event that the Committee wishes to refuse the renewal of membership,
this must be referred to the Council of the Society for approval or otherwise.
4. Disciplinary Procedure
Where the Committee wishes to take disciplinary action against a member of
that regional club, the Secretary must advise the member of such proposed action
in writing, stating clearly the reasons for this action. A copy of this document
will be sent by the Committee to the Council of the Society along with a background
report. The council will then call a meeting as soon as practicable where representatives
of the committee will be asked to present the case to the Society. The member
against whom the action is being taken will then have the right of reply in
person. The case will then be considered by the Council of the Society in private
and appropriate action decided. If in the opinion of a majority of the council
the member has acted in a way which is not in the best interest of the Society
his membership of the society may be terminated. Notice of termination of membership
shall be sent to the former member as soon as is reasonably practicable after
the disciplinary hearing. The Council of the Society shall not be obliged to
inform the former member of the reason for its decision.
5. MANAGEMENT
a) The affairs of the club shall be managed by a Committee of up to twelve,
which will include the following office bearers, Chairman, Vice Chairman, Secretary,
Treasurer, Publicity Officer, who will be elected annually from the Committee.
b) The Committee shall submit a report of its work and publish a financial
statement for members at the Annual General Meeting. These financial details
should be lodged with the Society within 28 days of the AGM.
c) A meeting of the Committee may be called at any time on the authority of
the Chairman, or at the request of three (3) members of the Committee.
d) At least ten (10) clear days notice in writing, specifying the place, day
and hour of the meeting and nature of the business shall be given of any Committee
meeting.
e) A member or members may request an issue to be included on the agenda of
the next Committee meeting either at a General Meeting, or by notifying, either
the Chairman, or Secretary, at least fourteen (14) days before the date of
the next Committee meeting.
f) A member or members may request an item to be included on the agenda of
a future General Meeting, by notifying the Secretary at least fourteen (14)
days before the meeting.
g) Items to be included on the agenda of a Committee meeting or General Meeting
shall be at the sole discretion of the Chairman or at the request of at least
25% of the club members.
h) The Chairman of the Committee shall preside over all General Meetings of
the Club or in his absence the Vice Chairman will take the chair.
i) In the event of a dispute within the Club, the majority decision of the
Committee shall be final, except in the case of a resolution passed by a 75%
majority at an Extraordinary General Meeting.
j) The Club, being affiliated to the Society, must abide by all the rules,
regulations and by-laws of the Society. In the event of a dispute between the
Club and the Society, the decision of the Council of Management of the Society
shall be final.
k) Every issue of the Committee shall be decided by a majority of votes and
if votes are equal the Chairman shall have a casting vote in addition to his
own vote as a member.
l) The principal duties of the Secretary are:-
a. To summon and attend all meetings of the Club and Committee and keep the
minutes thereof.
b. To keep a register of members.
m) Safety shall have the highest of priorities when organising a club event
of whatever nature.
n) The Club shall submit to the Society, whenever requested, a current list
of members and the Society shall submit to the club, whenever requested, a
current list of members in that area.
6. APPOINTMENT OF THE COMMITTEE
a) Members of the Committee, shall be members of the Club, each of whom shall
be elected for a three year period. Where more than one party owns a registered
flock, any one or more owners of that flock may sit on the committee with separate
votes. However in the case of an AGM or EGM there will be only one vote per
flock. A member of the committee appointed at the AGM shall retire from office
at the AGM held in the third year after his appointment. The retiring committee
member shall be eligible for re-election.
b) New candidates for election to the Committee must be proposed by one member
of the club and seconded by another, along with confirmation from the candidate
of his/her willingness to serve. This nomination may be received verbally at
the Annual General Meeting if the nominee is present, however if the nominee
cannot attend, it must be received in writing by the Secretary, before the
start of the Annual General Meeting.
c) The Committee shall have powers to co-opt additional members to the Committee
if they so desire.
d) A quorum of the Committee shall be five (5) members or 40% of the committee,
whichever is the lesser.
e) The Scrutiniser, for election purposes, shall consist of two people approved
by the majority of those present at the Annual General Meeting.
f) In the event that there are more candidates than committee seats the committee
shall be elected by ballot.
g) Voting will be confined to club members who are also fully paid up members
of the Society. In any vote or election called by the club, each such member
shall have one vote. In the case of corporate membership there shall be one
vote per organisation.
h) The Chairman will hold office for a maximum of 3 years and shall not be
eligible for re-election for at least one year.
i) The Committee shall conduct the business of the Club and shall exercise
all such powers of the Club, as are not, by these rules required to be exercised
by the Club in a General meeting.
7. GENERAL MEETINGS
a) An Annual General Meeting shall be held in each calendar year, as soon as
is possible after the financial year-end, and shall be held at such time, day
and place as may be decided by the Committee.
b) The business of the Annual General Meeting shall only be to receive and
consider accounts and reports of the Committee and to elect the Committee for
the forthcoming year.
c) At least fourteen (14) clear days notice in writing, specifying the place,
day, and hour of the meeting and the nature of the business, shall be given
of any General Meeting of the Club.
d) The quorum of a General Meeting, Extraordinary General Meeting or Annual
General Meeting shall be ten (10) members or 50% of the membership, whichever
is lesser.
e) The Committee shall, whenever it deems necessary, convene an Extraordinary
General meeting or not less than 25% of the fully paid up members of the Club
may petition the Chairman and, or the Secretary to convene an Extraordinary
General Meeting.
Notice of such intention must be given in writing with the precise nature of
the business to be discussed.
Such a meeting must then be called within twenty-one (21) days of receipt of
the petition.
Only fully paid up members of both the regional club and the Beltex Sheep Society
are eligible to vote.
No business shall be transacted unless the requisite quorum is present at the
commencement of the business.
A resolution can only be passed at an Extraordinary meeting with a 75% majority
of fully paid up members present at the meeting. In addition Clause 9, “ Alteration
of Rules”, must be taken note of.
f) No issue shall be raised or a resolution proposed at any meeting or gathering
of the club which can be construed as discriminatory on the ground of gender,
political affiliation, ethnic origin or religious belief.
8. FINANCE
a) The management of the finance and property of the Club shall be vested in
the Committee.
b) A complete and up to date set of accounts and an inventory of assets shall
be kept by the treasurer.
c) A bank account shall be maintained in the name of the Club. All cheques
drawn on the Club’s account shall be signed by the Treasurer and one
other office bearer.
d) Club funds may only be used in pursuit of the objectives of the Club. (Section
2)
e) Surplus financial assets of the Club may be securely invested at the absolute
discretion of the Committee.
f) Annual accounts will be present at the Annual General Meeting and copies
will be made available for all members.
g) It is recommended that the financial year of the Club shall run from 1st
January to 31st December.
9. SUBSCRIPTION AND FEES
a) The annual subscription shall be payable to the Treasurer, on a due date
decided by the club, each year. All subscriptions shall fall due on the same
date.
b) The annual subscription will be reviewed by the committee each year.
c) If any annual subscription is not paid by 1st March the membership shall
lapse and the names(s) of the member(s) shall be removed from the register
of members. A rejoining fee and any arrears due to the Club, being paid before
that lapsed member can be reinstated.
d) No subscription refunds will be made if a member resigns prematurely from
the club.
e) The Committee may introduce any other fees or charges only after agreement
with council.
f) No member shall receive any fees or bonus, but it is in order for a member
to receive a payment to cover the cost of any personal expenditure incurred
on behalf of the Club.
10. ALTERATION OF RULES
If the club wishes to make any changes to these rules approval from the Society
must be obtained beforehand. It is the aim of the Society for all area clubs
to have the same set of rules.
11. WINDING UP OF THE CLUB
a) Dissolution of the Club will only be as a result of an Extraordinary General
Meeting called specifically for that purpose. The resolution being passed by
a 75% majority of fully paid up members present at the meeting.
b) On winding up of the Club the assets of the Club shall be passed over to
the Society.
12. CLUB SALES
a) If the Club seek to hold a Club Sale permission from the Beltex Sheep Society
must first be obtained.
b) The sale must be held under the Auspices of The Beltex Sheep Society and
abide by the rules and regulations of the Society including an inspection.
c) The Rate of commission and Entry Fees should be set by the parent Society.
Currently entry fees are £5 for females and £10 for males.
The auctioneer will collect 1% commission, equating the sale value net of the
auctioneers commission. (Usually a 20% share of the commission). This will
be spilt equally between the club and the Society.
13. Club Logos
The most prominent feature of a club logo should be the Society Logo. It is
recommended that the Society Logo should be green. All logos should be forwarded
to the Beltex Sheep Society for approval.
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