Constitution | clwydwpca

CLWYD WELSH PONY & COB ASSOCIATION CONSTITUTION

1. NAME

The name of the Association shall be “Clwyd Welsh Pony & Cob Association”.

2. OBJECTS

a. To promote the breeding and improvement of Welsh Ponies and Cobs for the public benefit and for the benefit of

the breed.

b. To advance public education in the Arts & Sciences connected with the use and management of Welsh Ponies and

Cobs generally.

c. To assist and further such charitable institutions and charitable purposes that the Committee shall, from time to

time, determine.

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

Committee.

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.

3. MEMBERSHIP

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.

4. MANAGEMENT

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.

5. MEETINGS

The Annual General Meeting of the Association shall be held in each year in the month of March to transact the

following business:

i. Apologies.

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.

6. DISSOLUTION

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.

7. FINANCIAL

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.