Club Rules

As approved by the Kennel Club on 16th May 2019

This Club shall be called “The Papillon (Butterfly Dog) Club”, its objects being to promote interest in the breed and to ensure adherence to true type, as described in the approved standard, the object of the Club is to be a club for the benefit of its members, and shall not be classed as a trading business, so that all profits from any source, function and/or activity of the Club shall be maintained for the benefit of, and for future education of its members in the management, training, showing, breeding and every aspect pertaining to canine activities.

The Society (Club) shall not join any federation of societies or clubs.

The Papillon (Butterfly Dog) Club acknowledges the Kennel Club as the final authority for interpreting the Rules and Regulations of the Society in all cases relative
to Canine or Society matters.

The Club shall consist of an unlimited number of members, open to the world. The Society must make a list of members and their addresses available for inspection, if so requested by members of the Society or the Kennel Club, this list to be forwarded to The Kennel Club with the Annual Returns.

The election of members shall be vested in the Committee who shall have power to elect or reject any nominee for membership. Each candidate for admission shall be proposed and seconded by TWO fully paid up members of the Club of at least twelve months standing who shall have personal knowledge of the candidate, and who shall be responsible for his or her eligibility.

Any member may withdraw from the Club on giving or sending notice of his or her intention to the Secretary at least one month before expiration of the current Club year. Any member on leaving the Club shall not be entitled to receive back any money he or she has paid to the Club during his or her membership, or have any claim against the Club.

There shall be an annual subscription, payable on 1st January each year, of such a sum as the members shall decide from time to time by resolution at the Annual General Meeting. 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 31st March his/her name shall be automatically erased from the register. Acceptance back on the register shall be dependent upon a new application, proposed and seconded by TWO Club Members of at least twelve months standing who shall have personal knowledge of the candidate, and who shall be responsible for his or her eligibility. Until subscriptions have been paid no member shall be eligible to vote in any Club ballot, or to win any of the Club’s Trophies, or to start counting points for the Club’s Annual Points trophies, until the first show after the subscription has been paid. Voting rights shall be restricted to those Members domiciled in the United Kingdom.

The Committee shall consist of: Officers – Chairman, Hon. Secretary and Hon. Treasurer, of whom one shall retire annually in rotation but shall be eligible for re-election. A Vice-Chairman shall be appointed by the Committee from one of it’s members at the first meeting following the AGM. An Assistant Secretary may also be appointed if deemed necessary; Administrators – Cup Steward, Show Manager, Stall Holder, Newsletter Editor and Benevolent Fund Administrator, and eight ordinary Members, shall undertake the management of the Club and shall have the full power to co- opt up to two additional members if necessary. Such co-opted members shall have full voting rights at Committee Meetings. A quorum of the Committee shall be FIVE, to include Chairman or Vice-Chairman, and Secretary or Treasurer. The Committee shall have the power to appoint Sub-Committees for any specific purpose and shall lay down terms of reference. The Chairman of any Meeting to have a casting vote at that meeting. No person whilst an undischarged bankrupt may serve on the Committee of or hold office or appointment within a Kennel Club Registered Society. Members shall have been Members of the Club for at least ONE YEAR before they are eligible for election as a Committee Member.

There shall be Meetings of the Committee as often as deemed necessary. Not less than fourteen clear days’ notice in writing, along with the Agenda and copies of the Minutes of the previous Meeting shall be sent by first class post or by the most suitable means of communication, by the Secretary to all Members of the Committee. The President and Vice Presidents are invited to attend Committee Meetings in an advisory capacity.

The Annual General Meeting shall be held as early as possible in the New Year in accordance with Kennel Club Regulations, and notice of this date be published to members either by post or electronic means, in the form of a Preliminary Notice, at least eight weeks prior to The Annual General Meeting. At this meeting the results of the ballot for Committee and the ballot for Judges for the Club’s Annual Championship Show shall be given. Any member desiring to bring notice of alteration of, or addition to, existing rules, or any other business whatsoever must give notice, in writing, to the Secretary by the date published in the Preliminary Notice, this date to be no later than four weeks prior to The Annual General Meeting, otherwise such notices will not be accepted. 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, in the opinion of the Chairman of the meeting, deemed to be urgent.

A Special General Meeting shall be called at the written and signed request of TWENTY members, stating the object of the Meeting. It shall be held at the earliest possible date convenient to the Committee, after the request for the Meeting is received. The Secretary shall give members no less than fourteen clear days notice by post stating the object of the meeting. No business other than that named in the notice shall be brought before a Special Meeting. A quorum to be twenty-five members.

No alteration to these rules shall be made except at the Annual General Meeting or at a Special General Meeting, the notice for which contains specific proposals to amend rules, convened for the purpose – as per Rule 11. Any alterations to rules shall not be brought into force until the Kennel Club has been advised and given its approval to the alterations.

Any member of the Committee absent from two successive Meetings shall have his/her attention drawn to the fact and, unless a reasonable excuse be forthcoming, such member’s seat on the Committee shall be declared vacant.

The Balance Sheet and Financial Statement to be posted to all members or to be available for inspection at the Annual General Meeting.

All expenses properly incurred by any Member of the Club, with the consent of the Committee – for and on behalf of the Club – shall be defrayed out of the funds of the Club alone and no individual shall be deemed to incur any responsibility in respect of the same. The revenue of the Club shall be paid into a separate banking account, from which withdrawals shall be made on the signature of any two of the following three Officers, the Hon. Treasurer, the Chairman or the Hon. Secretary – vide Kennel Club Rules. The Committee shall have power to reimburse those Committee Members attending Committee Meetings appropriate travel expenses. The management of the Club Benevolent Fund shall be the responsibility of a member appointed at the General Meeting. The Benevolent Fund monies will be held by the Club in a separate Bank account which will be submitted in the Club’s Annual Statement of Accounts. The Club’s Accounts shall be certified annually and a copy of the annual statement of accounts shall be made available 14 days prior to the AGM on written request by individual members. Copies may be sent by email or published in the member’s area o f the Club web sit e. Additionally, the annual statement of accounts will be available for inspection by members at the Annual General Meeting. NOTE: Certification of 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 prepared the accounts. The financial year shall be from 1st January to 31st December. Expenses may be paid to those Committee Members deemed eligible. The Committee may suggest names and amounts for such expenses and the members in General Meeting shall have power to confirm or amend such recommendations.

All Members of the Committee shall retire annually (with the exception of the President and Vice-Presidents), but shall be eligible for and may offer themselves for re-election. All members of the Club shall be invited at the end of each year to send names, in writing, for nomination for any Committee position – seconded in writing, and accompanied by the written agreement of the nominee to serve if elected. All such names to be included on the individually numbered ballot papers sent to members to vote upon before the Annual General Meeting accompanied with a brief c.v. for each candidate. For each position contested, names of the candidates on the ballot paper will be presented in alphabetical order. All such nominations to be received by the Secretary by the date published in the Preliminary Notice, this date to be no later than four weeks prior to The Annual General Meeting. Ballot papers shall be signed, the slip containing the signature to be detached by the Scrutineer before the votes are counted. As the Committee shall include eight ordinary members besides the Officers and Administrators, the Club’s Officers shall be elected first, followed by the Club’s Administrators and subsequently the eight ordinary Members. Any members elected to more than one position may indicate at the Annual General Meeting whether they wish to take up each position to which they have been elected. Should they not wish to do so they may withdraw their candidature from the remaining position(s) which shall then be filled by the nominee gaining the next highest number of votes. Any Committee Member so elected shall, except in extenuating circumstances, serve from General Meeting to General Meeting. Should any vacancy occur during the term of office, the Committee shall have the power to appoint a qualified individual to fill such a vacancy until the Annual General Meeting, such appointees to have full voting rights.

The President shall be appointed triennially by the Committee, the power to extend an invitation for a Vice-Presidency within the Club to be vested in the Committee.

A list of persons who are considered by the Club and the Breed Council
to be capable of judging the breed will be compiled by the Judges Sub-Committee. It will be presented by the Secretary annually for information to the Members at the General Meeting to be effective for that year. It will consist of five parts; A1, A2, A3, B and C.

A1 List: Judges who have been already approved to award CC’s in the Breed and have carried out the appointment
A2 List: Judges who the Papillon Breed Council would support to award CC’s and who
have been assessed.
A3 List: Judges who the Papillon Breed Council would support to award CC’s but who, as
yet, have not been approved by the K.C.
B List: Judges who the Papillon Breed Council would support to judge the breed at Open
C List: For aspirant judges who have shown an interest in the Breed and have the support of the Papillon Breed Clubs.

To be eligible to receive an award or trophy the recipient must be a paid up member of the Papillon (Butterfly Dog) Club. All Annual Top Award Cups and Trophies that are on offer to the Top Winners and Breeders ‘Of the Year’ at the Club’s Annual Championship Show, are to be held entirely at the winning member’s risk and must be returned to the Cup Steward prior to, or at the Club’s Annual Championship Show, in good condition, or if posted prior to the event to the Cup Steward, at their own expense. Engraving of the Cups and Trophies with the winner’s name is allowed and is to be in line with previous engraving shown on the Cups and Trophies, at the winning member’s own expense. In the case of an Overseas Member winning any such trophy, a photographic representation will be offered as no trophies, for insurance purposes, may leave the U.K. as defined by H.M. Government. The Perpetual Cups and Trophies donated to the Club will be held by the Cup Steward for safe keeping and will be on display at the Club’s shows for which they are on offer, i.e. at the Club’s Annual Championship Show and the Club’s Open Shows. In the case of the Club becoming defunct, a General Meeting is to be called to appoint a Sub-Committee to realise and arrange for the disposal of cups, trophies and assets.

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 Society. If the conduct of any member shall, in the opinion of the Committee of the Society, 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 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 him/her of the place, date and hour of the meeting that he/she may attend and offer an explanation. If at that meeting a resolution to expel is passed by a two-thirds majority of the members present and voting, his/her name shall be forthwith erased from the members and he/she 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.

The Officers acknowledge that during the month of January each year, Maintenance of Title fee shall be forwarded to the Kennel Club by the Secretary for the continuance of Registration, and that prior to 31st July each year other returns, as stipulated in Kennel Club Regulations for the Registration and Maintenance of Title for Registered Societies, Branches of Registered Societies and Breed Councils and the Affiliation of Agricultural Societies and Municipal Authorities, 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.

The Papillon (Butterfly Dog) Club does not approve the sale of puppies, dogs or bitches to dealers, puppy farmers or wholesale kennels. Members proven to have done so will be liable to action under Rule 20. All stock should be placed with persons who, to the satisfaction of the seller, are providing caring homes. Club members should reflect on this when considering the mating of a bitch, and not produce more pups than they can suitably home.

Members of the Committee and of any Sub-Committees and Officials of the Club shall be indemnified by the Club against any legal claims made against them in connection with the proper discharge of their duties.