Constitution of the Gundog Club of Pakistan

  1. NAME AND OBJECTIVES

1.1 The Club shall be called “THE GUNDOG CLUB OF PAKISTAN” and will use “GDCP” as its initials.

1.2 Club’s objectives shall be the promotion of Dog Shows, Field Trials, Lectures, Seminars, Cup Matches and Demonstrations etc, for all Breeds of Gundogs. Club will also endeavor to carry out acts or projects to encourage and improve social relationships of all Gundog Breeds and breeders.

  1. AFFILIATION

2.1 Affiliations of GDCP will be approved through a memorandum by majority vote of managing committee members.

2.2 The club will be independent towards seeking of affiliations with any international body working for Gundog Breeds. Any national or international affiliation can be approved by the majority vote of managing committee by a memorandum.

2.3 Club management will continuously strive to obtain affiliations and memberships with other reputed and authentic canine bodies of the world which can positively affect the club and its activities.

  1. MEMBERSHIP

3.1 To ensure that only serious Gundog owners (FCI Group 7 & 8) become members and take interest in the activities of the Club, only those owners, who in the last 20 years have owned at least one Gundog which is also registered with The Kennel Club of Pakistan (KCP) on their own name, will be eligible to become members.

3.2 It is not necessary to be a member of KCP to become member of GDCP. But anyone who is a member of any club which is not an affiliate of KCP cannot become member of GDCP.

3.3 Membership of any member will automatically be terminated without any notice if he/she becomes a member of any club which is not an affiliate of KCP.

3.4 Membership of any member will be terminated automatically if he/she will show/exhibit his/her dogs in any show not sanctioned by KCP or GDCP.

3.5 A Patron in Chief Management will also be chosen for the club. Names will be put forward by all members of the club for final selection by majority vote during annual general meeting of the club. Inclusion of selection of Patron in Chief in the agenda points of annual general meeting will be announced by the club secretary well in time.

3.6 No person, whilst an undercharged bankrupt, may serve on the Committee or hold any other office or appointment with GDCP.

  1. ELECTION & MANAGEMENT

4.1 To encourage new comers and induct fresh talent, as well as eliminate any chances of conflict of interests, the Office Holder of any KCP affiliated Breed Club or KCP, will not be eligible to hold any office in GDCP. However, they will be able to become Members, become members of various Committees and become member of board of director.

4.2 Executive Committee members will be selected using following rules: –

4.2.1 President of the club will nominate members of the executive committee using his executive rights. All nominations will then be approved by all present members by a majority vote (more than 50% present members in favour).

4.2.2 Term of these executive members will be 3 years. After termination of every term the president will nominate executive committee members (which can include those who have just finished their term), which will need endorsement of majority of present members for approval.

4.2.3 If any executive committee member is not endorsed by present members then another member will be nominated by the president who will again seek endorsement of present members.

4.2.4 An executive committee member will always be nominated by the president and endorsed by the present members by majority vote.

4.2.5 Any Officer or Committee Member who misses three meetings within one year without apology will be deemed to have resigned from the Committee and will not be eligible for re-election to the Committee at the next point of re-election.

4.3 President will be re-elected or elected using following rules:-

4.3.1 Term of president will be 5 years. After serving a minimum term of 5 years a president will become Past President. The Past Presidents will be ex officio Members of the Committee with full voting rights of executive committee.

4.3.2 After termination of the term a president will be re-elected by the executive committee with majority vote (minimum 75% in favour).

4.3.3 If a president fails to be re-elected then all executive committee members will be legible to be elected as next president by majority vote. Vote to self and vote from past presidents will not be allowed. Winning 75% of total votes will be necessary to become President.

4.3.4 In case none of the executive committee members gets required number of votes, Past Presidents will be given a right to vote. With votes of past presidents any executive committee member with maximum votes will be the next President.

4.3.5 Acceptance of postal votes will be the discretion of SITTING President alone.

4.4 Elected president is at liberty to make up the deficiency of executive committee members by nominating required number of members who will then be endorsed by majority vote.

4.5 Elected president can choose his team from executive committee members and nominate chair persons of various sub committees from executive committee members or all members.

4.5.1 Executive committee will appoint a Treasure who is well versed with modern accounting procedures. Treasure may or may not be member of the Board of Directors.

4.5.2 Executive committee will elect a Judges Selection Committee to select International/Local judges for Club’s shows. All members of this committee will be encouraged to give names of international judges to be invited and Committee will take the final decision. This will be the only Committee of the Club which will be elected by the Executive Committee.

4.5.3 For all other sub-committees their chair persons will be nominated by the President and chair persons will choose their team members. Until a show committee is elected President will exercise his executive powers to finalize and invite judges for the club shows and cup matches.

4.5.4 Executive committee may at any time appoint a Sub-Committee of any number of Club Members for the purposes of discussing a specific item. The Sub-Committee must report back to the executive committee, whose decision it is to accept or otherwise, the recommendations of that Sub-Committee.

  1. SUBSCRIPTIONS AND VOTING RIGHTS

5.1 The annual subscription shall be an amount decided from time to time at an Annual General Meeting or Special General Meeting. Presently following are the rates of subscriptions: –

5.1.1 Joining Fee (Single)                        –          PKR 3000

5.1.2 Annual Subscription (Single)       –          PKR 2000

5.2 At time of becoming a member one must pay joining fee and annual subscription both. Thereafter only annual subscription will have to be paid by members.

5.3 No matter on what date of the year a membership has been approved, annual subscription will expire on 31st December of that year.

5.4 Candidates for Membership of the Club shall be accepted upon request and upon payment of the appropriate membership fee to the Treasurer. Each member shall be entitled to one vote immediately upon acceptance of membership.

5.5 No Member whose subscription is unpaid shall be entitled to any of the privileges of Membership.

5.6 Payment of subscriptions to be suspended 14 days prior to the Annual General Meeting and until after its conclusion.

5.7 Managing Committee can increase or decrease the rates of subscriptions by a majority vote.

  1. CLUB ACCOUNTS

6.1 The Treasurer shall keep full and proper accounts and shall prepare annually a statement of accounts which shall be audited by an approved Auditor(s) appointed annually by the Committee for this purpose. Copies of the audited accounts will be available to Members on request 14 days prior to the Annual General Meeting and will additionally be distributed at the Annual General Meeting.

6.2 The financial year of the Club shall be from 1st January to 31st December.

6.3 Banking accounts shall be opened as necessary in the name of the Club, signatories to be two President and Secretary. If by stroke of luck both signatories belong to same household, Signatories must be changed. To ensure, that only serious person who are willing to take part in the activities of the Club remain members, the membership of those Member who do not clear their membership dues within one month of expiry of yearly fee will be terminated. Those Members, who have not paid their due fee, will not be eligible to vote or attend any meeting.

  1. EXPULSION OF MEMBERS

7.1 Any Member who joins any club other than The Kennel Club of Pakistan (KCP) and its affiliated breed clubs, shall ipso fact cease to be a Member of The Gun Dog Club of Pakistan.

7.2 If the conduct of any member shall, in the opinion of the Committee of the Club, be injurious or likely to be injurious to the character or interests of the Club, the Committee of the Society may, at a Meeting the notice convening which includes as an object the consideration of the conduct 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.

7.3 Notice of the Special General Meeting shall be sent to the accused Member, giving particulars of the complaint and advising the place, date and hour of the Meeting that he/she may attend and offer an explanation. If at the Meeting, a resolution to expel is passed by a two-thirds majority of the Members present and voting, his/her name shall forthwith be erased from the list of Members, and he/she shall thereupon cease for all purposes to be a Member of the Club. He/she may, within two calendar months from the date of such Meeting; appeal to the President of GDCP.

  1. CLUB MEETINGS

8.1 A Special General Meeting will be called by the Secretary if 20 Members send a signed requisition stating the subject to be discussed, or at the discretion of the Committee. No business other than that detailed on the Agenda can be discussed at a Special General Meeting. Notice of a Special General Meeting must be by published on Club’s Website.

8.2 The Annual General Meeting shall be held by 31st March each year for the following purposes: –

8.2.1 To receive the report of the Officers and the Balance Sheet.

8.2.2 To elect Officers and Committee, and discuss any resolutions duly placed on the Agenda of which prior notice has been given to the Secretary.

8.2.3 All proposals for items for inclusion on the Agenda must be made in writing, properly proposed and seconded by fully paid up Members, and must be handed to the Secretary at least 14 days before the Annual General Meeting.

8.3 The Agenda for the Annual General Meeting will be circulated at the Meeting.

8.4 The Rules of the Club may not be altered except at an Annual General Meeting or Special General Meeting, the notice for which includes details of the proposals to alter the Rules.

8.5 New Rules or amendments introduced specifically to meet Kennel Club of Pakistan’s requirements shall be adopted immediately and be included in the Club’s Constitution.

  1. MISCELLANEOUS RULES

9.1 The Club must make a list of Members and their addresses available for inspection if so required by the Members of the Club.

9.2 The Officers acknowledge that renewal fees for registration of Domain, Hosting and SSL Certificate of Club’s Website will be paid in time whenever due. Any affiliation fee due will also be paid in time. The list of Members names and address must be sent to all members along with the Annual Returns.

9.3 The Committees have the power to co-opt new Member(s) / Officers(s) should the need arise at any time until the next Annual General Meeting of the Club when fresh elections take place.

9.4 A true and accurate record of all Meetings shall be kept by the Secretary. These shall be available to Members upon reasonable request, acceptable to the Committee.

9.5 President of GDCP shall be the final court of appeal in all matters of dispute.

9.6 The Club shall always endeavor to join Canine Organizations, Canine Federations and Kennels Clubs of International reputation and authenticity.

9.7 The audited accounts, together with all relevant documentation shall be kept by the Club/Treasurer for a minimum of seven years.

  1. Approval & Amendments of the Constitution

10.1 This constitution will be approved by Executive Committee of GDCP. The constitution will only come into effect after approval.

10.2 Any amendment required in this constitution will only be approved if two third majority of the voting members present in Annual General Meeting of the club vote in favour of the amendment.

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