CLWYD WELSH PONY & COB ASSOCIATION CONSTITUTION
The name of the Association shall be “Clwyd Welsh Pony & Cob Association”.
a. To promote the breeding and improvement of Welsh Ponies and Cobs for the public benefit and for the benefit of
b. To advance public education in the Arts & Sciences connected with the use and management of Welsh Ponies and
c. To assist and further such charitable institutions and charitable purposes that the Committee shall, from time to
In furtherance of the above objects but not further or otherwise the Association shall have the following powers:
i. To promote all sections of the Welsh Stud Book as described in the Rules of the Welsh Pony & Cob Society.
ii. To organise shows and to award rosettes, prizes and cups in those shows as agreed from time to time by the
iii. To organise social and fund raising functions.
iv. To give guidance and advice on the breeding and showing of ponies and promote their well being.
v. To further the interests and work of the Welsh Pony & Cob Society.
vi. To raise and invest monies necessary to achieve the foregoing objects.
Membership is open to those who are interested in promoting the objects of the Committee and confirmed at
Annual General Meeting or Extra Ordinary Annual General Meeting.
i. The management of the Association shall be vested in the Committee which shall consist of not more than thirteen
members. Not less than two members shall resign by rotation annually at the Annual General Meeting but they may
offer themselves for re-election.
At each Annual General Meeting there shall be declared the name of any persons who have been elected
Committee members in accordance with the following provisions:
(a) If the number of candidates duly nominated is equal to or less than the number of vacancies to be filled, all
such candidates shall be declared elected at such Annual General Meeting.
(b) If no declaration of elected candidates can be made in accordance with sub-clause (a) of this Paragraph 4.i the
election shall be made by ballot and the result shall be announced at the annual general meeting.
A maximum of two members at any time may be resident outside the County of Clwyd.
ii. Committee members shall hold office for three years from appointment, or until they resign, whichever is the
earlier. Committee members who have served for three years may offer themselves for re-election. (This is the
amended paragraph at the AGM on 29/10/2004)
iii. Committee members so elected shall appoint annually from amongst their number, a Chairman, Vice Chairman,
Treasurer, and Secretary, all of whom must reside in the county of Clwyd.
iv. At least eight weeks prior to the date fixed for the Annual General Meeting, a notice inviting nomination for election
to the committee, of members who have assented in writing to act, shall be despatched by the Secretary to all
members. Thereafter, with the notice convening the Annual General Meeting containing names of candidates for
election. Such ballot paper shall be completed and returned to the Election Scrutineer by the date fixed by the
Committee. No member may vote for more candidates than the number of vacancies and no member may cast
more than one vote for one name. Any ballot paper which has not been correctly completed and returned to the
Scrutineer by the date fixed as aforesaid, shall be rejected.
In the event of a less number of candidates being nominated than the quota mentioned above, the Chairman will
accept nominations from the floor at the Annual General Meeting.
v. Casual vacancies -where a vacancy arises before the expiry of a term of office, Co-opted Committee members may
be appointed for the remainder of that year by the passing of a motion to that effect at a Committee meeting,
proposed and seconded by other elected members of the Committee or
vi. The vacancy may be left unfilled until the next set of regular elections.
The Annual General Meeting of the Association shall be held in each year in the month of March to transact the
ii. Minutes of previous Annual General Meeting.
iii. Matters arising.
iv. To receive the Chairman’s Report.
v. To receive and, if approved, to adopt the statement of the Association’s Accounts.
vi. To appoint the Auditors for the ensuing year.
vii. To announce the election ballot result.
viii. To introduce the Chairman for the ensuing year.
The notice convening the Annual General Meeting, together with the agenda for that meeting, shall be sent to
members, not less than 21 days before the date of the meeting. Notice of any Extraordinary General Meeting shall
be sent to members not less than 14 days before the date of that meeting, specifying the matters to be dealt with
at that meeting.
A General Meeting may be called at any time either by the Committee or by at least 10% of the membership.
The Chairman of any meeting shall have a second and casting vote.
The quorum required for meetings shall be as follows:
General Meetings - seven members
Committee Meetings - four members
In the event of a quorum not being achieved, the meeting shall be dissolved.
If the Committee, by a simple majority, decide at any time that, on the ground of expense or otherwise, it is necessary or advisable to dissolve the Association, it shall call a General Meeting. Not less than 21 days notice
(stating the terms of the resolution to be proposed thereat) shall be given. If such decision shall be confirmed by
2/3rds majority of those present and voting at such a meeting, the Committee shall have power to dispose of any
assets held by or on behalf of, the Association. Any assets remaining after the satisfaction of any proper debts and
liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the
objects of the Association as the Committee may determine and if and in so far as effect cannot be given to this
proposition, then to some other charitable purpose.
The Committee shall have the authority to open a bank account or bank accounts in the name of the Association. All cheques and documents raised by the Association shall bear a minimum of 2 signatures. The Committee, at their
discretion, may operate a petty cash account as it is felt necessary. In the event of the Association acquiring
property, such property will be held in the name of three Trustees who will be appointed for that purpose by the
Association at General Meeting.
8. ALTERATION CLAUSE
Any alteration to this Constitution shall received the assent of not less than 2/3rds of the Membership of the
Association for the time being present and voting at an Annual Meeting or an Extraordinary General Meeting.
Provided that notice of any such alteration shall have been received by the Secretary in writing not less than 21
clear days before the meeting at which the alteration is to be proposed. At least 14 days notice shall be sent by the
general secretary to each member of the Association. Provided that no alteration shall be made to Clause 2
(Objects), Clause 6 (Dissolution) or this Clause, until the approval in writing of The Charity Commissioners or other
authority having charitable jurisdiction shall have been obtained and no alteration shall be made which would have
the effect of causing the Association to cease as a charity in law.
Adopted by the Annual General Meeting – 15th October, 2014.