Below you will find the continuous text of the internal regulations of our breed club Drentsche Patrijshonden Club Nederland, which were approved by the Kennel Club in the Netherlands in the Netherlands, as adopted in our General Members’ Meeting of Drentsche Patrijshonden Club Nederland in Woudenberg on 02 July 2014.
Article 1. Admission of members
Those wishing to introduce someone as a member of the association must state in their written proposal the name, address, postcode, place of residence and a short curriculum vitae of the proposed person.
Article 2: chairman
The chairman leads the board meetings and general members’ meetings in which he arranges the order of the matters to be discussed in the meeting. He also ensures the enforcement of the articles of association and the internal regulations. He grants the floor and has the right to order or withdraw the speaker. In the absence of the chairman and his deputy, the meeting provides for his chairman.
Article 3: secretary
The secretary carries out the correspondence of the association and keeps copies thereof. He, or a secretary to be appointed by the board, will take minutes of the proceedings at board and member meetings, which will be signed by the chairman and the secretary after approval. The secretary maintains an attendance list of members present at meetings. Each of the members present at meetings is obliged to sign it. The secretary ensures that all convocations are sent to all board and member meetings and can keep an introduction list, on which the introducer and the introducing member are then obliged to sign. Every year he compiles a report on the activities performed during the association year in the relevant calendar year. The report will be discussed in the annual general meeting of members after approval by and on behalf of the board. The secretary has the responsibility, care and management of the association archives. In the absence of the secretary, his deputy acts as such.
Article 4: treasurer
1. The treasurer is responsible to the board for the funds of the association year under his resignation. The collection of contributions and any other income is entrusted to him. In the absence of the treasurer, his duties are performed by a second treasurer or another designated board member. The treasurer requires the approval of the board to enter into commitments or to make expenses, the value of which exceeds a sum to be determined by the board. He is responsible for taking care of the accounting and proper management of the funds of the association year and reports annually on behalf of the board on the financial situation. He presents a budget for adoption at the annual meeting on behalf of the board. At the annual meeting, he reports on behalf of the board in full and accounts for the income and expenditure of the past year. The written report and advice of the financial committee and the approval of the general meeting of members are considered to discharge the treasurer of the management conducted last year. The financial committee performs an audit at its own discretion, but at least twice per calendar year, and supervises the orderly management of the accounts and administration. The membership administration falls under the responsibility of the treasurer.
2. The financial committee is authorized at all times to institute an interim investigation, either at the request of the board or on its own initiative. In any case, an interim investigation is initiated when a retiring treasurer transfers the accounts and the cash and values to his successor.
Article 5: correspondence
All documents of the association or of the board, are signed by the secretary, unless otherwise required by law. This excludes the financial correspondence, which is signed by the treasurer, as well as the own correspondence of the committees set up by the board.
Article 6: committees
1. The board is authorized to set up committees or to cooperate with other associations in committees. A member of the board may be represented on these committees. Which board members sit on committees is announced annually to the general meeting of members.
2. The board appoints the following standing committees:
a. Breeding Commission
b. Communications Committee
c. Activities Committee
d. The Financial Commission
The composition, duties and working methods of the standing committees are laid down in the corresponding regulations for the committees.
Article 7: termination of position
Board members and other officers (such as committee members) are obliged, upon termination of their duties, to submit all association documents held by them that they have received and / or drawn up for their position, simultaneously, but at the latest within a period of two weeks, at a of the remaining or successive board or committee members.
Article 8: board decision
Decisions can only be taken in board meetings if more than half of the board members are present. In urgent cases, the executive board takes all necessary decisions under the obligation to be accountable at the next meeting of the full board.
Article 9: contribution
The contribution must be paid annually before March 1 in a manner to be determined by the board. Overdue payment obligations are increased by administration costs. New members are obliged to pay a contribution for administrative costs. The amount of this amount is determined annually by the general meeting of members.
Article 10: cancellation or removal of membership
The board has the right to cancel a member after two reminders for unpaid contributions. The member can only be admitted again as a member of the association when the arrears and the costs incurred for the reminder have been paid.
Deprivation from membership, which has been decided on a written proposal of the board or of at least ten members at the general meeting of members, shall not be made before the member concerned has been given the opportunity to defend himself in a board meeting, in the presence of the proposers. The resolution to that effect requires a two-thirds majority of the votes cast; this decision also determines whether or not publication in the cynological journals will take place. Each cancellation must be reported to the Board of Directors within 8 days.
Article 11: entitlement to (former) members
Members, and those who have ceased to be members of the association, can never make any claims on its assets.
Article 12: agenda items for meetings
1. The general meeting cannot take decisions on a subject that is not clearly described in the agenda as an agenda item to be discussed.
2. Letters addressed to the general meeting will be communicated at the next general members’ meeting when the agenda item “items received documents” is discussed. They are not subject to deliberation if they are not included separately on the agenda to be dealt with or are related to another agenda item.
3. Each member may not speak more than twice at a meeting on an agenda item, unless with the permission of the chairman or the general meeting.
4. Any member entitled to vote may submit a proposal for procedure at a meeting. Such a proposal concerns the manner of handling the agenda or an item on the agenda.
5. Each voting member may submit a clearly defined proposal at the meeting regarding an item on the agenda. The proposal will only be discussed if it is supported by at least four other voting members present.
6. Any voting member may table an amendment at a meeting. An amendment introduces a clearly defined proposal to amend a proposal at issue. The amendment will only be discussed if it is supported by four other voting members present.
7. Any member entitled to vote may submit a motion at a meeting. A motion contains a clearly defined proposal to express an opinion or to make a request. The motion is subject to deliberation only if it is supported by at least four other voting members present. A motion that does not relate to a specific agenda item can be submitted to the other business.
8. If, in an adopted motion, the board is asked to do or omit to do something, including taking decisions, the board will deliberate at the next board meeting and will announce its decision as soon as possible. If the board decides not to act on the motion, it is mandatory to state the item on the agenda for the next general members’ meeting as an item to be dealt with.
9. Any voting member who wishes to have a specific subject discussed in a board meeting can discuss the subject in question at least two weeks before that board meeting, in writing and with reasons.
10. Each voting member may submit an agenda item six weeks before the general meeting of members.
Article 13: Introduced
Each member and honorary member has the opportunity to introduce a person to meetings and gatherings after approval by the chairman. He, who makes use of this possibility, can be obliged to sign with the guest on an introduction list and accepts all obligations of the guest as his own obligations. Expelled members and rejected candidates cannot be introduced.
Article 14: Club magazine “De Drenstsche Patrijshond”
“De Drentsche Patrijdhond” is the official body of Drentsche Patrijshonden Club Nederland. It is published by the Editorial and Communication Committee and is the responsibility of the board. All members have the right to receive it.
Article 15: other regulations
The general members’ meeting can establish regulations to regulate special subjects, such as the breeding policy to be pursued within the association. Special regulations can be adopted on the recommendation of the board or ten members.
Article 16: publicity
1. Members are not allowed to use the name and / or logo of the Drentsche Patrijshonden Club Nederland in the media without written permission from the board.
2. The members are not authorized to give the impression to third parties that they represent the association, unless they form part of the board or are explicitly authorized to represent the board.
Article 17: changes to internal regulations
Amendments to these regulations can only be decided at a general meeting of members or an extraordinary meeting of members with at least two thirds of the number of votes cast. Changes will only be made after approval by the Board of Directors.
Article 18: unforeseen circumstances
In all cases where the law, the articles of association, the internal regulations or any other regulations do not provide or in case of any dispute regarding the application of the provisions of these regulations, the board will decide in urgent cases, in other cases the general meeting of members.
Article 19: code of conduct
Each member must conform to the objectives of the Drentsche Patrijshonden Club Nederland and will not discredit the association nor its members, either verbally or in writing, including e-mail, forums, etc. The board is entitled to take appropriate measures.
Adopted by the General Members’ Meeting of the Drentsche Patrijshonden Club Nederland on 02 July 2014 in Woudenberg
On their behalf,
J.H. Kamperman, Chairman and M. Oudes, Secretary