PROPOSED CONSTITUTION FROM 1 JANUARY 2009

NAME

The name of the Association shall be "The Lancashire Welsh Pony & Cob Association".

1. To support the Welsh Pony and Cob Society, it’s premium and incentives schemes, to improve and conserve the Welsh Breeds.  To promote the Welsh Breeds by means of shows, lectures and awards of merit.
2. To endeavour to support legislation to improve the treatment and handling of horses and ponies while in transit for import or export, at or in transit to shows, sales and slaughterhouses at home or abroad.
3. To endeavour to improve the standards of safety applicable to horses, ponies and riders, particularly in the use of highways and byeways and the opening up of tracks and bridlepaths.
4. The Committee reserves the right to make, alter or delete such byelaws, rules and regulations as may be necessary to ensure the carrying out of the objectives of the Association.

1. Membership is open to those who are interested in Welsh Ponies and Cobs and runs from the 1 January to the 31 December.
2. The annual subscription shall be recommended from time to time by the Committee and confirmed at the Annual General Meeting.
3. Family membership is for TWO people living at the same address and TWO of their children under 16 years of age. Family Membership is entitled to ONE vote.
4. Any person applying to become a member shall do so in writing to the Secretary. The Committee’s decision as to election shall be final. A decision to refuse membership shall be notified in writing, together with the reason(s).
5. Any member who does not renew their subscription by the 1 January will receive a schedule for the first show of the season only.  Any members whose subscription is not fully paid the the first show of the season of that year shall cease to be a member.  A £3.00 increase will be applied to all memberships paid on or after the 1 March.
6. The Committee has the power to expel, suspend or reprimand any member for any infringement of the rules of the Association or the Welsh Pony & Cob Society.

1. The policy and management of the affairs of the Association shall be vested in the Committee.
2. The Committee shall consist of not more than NINE elected members of which at least one third shall be elected annually.
3. Committee members shall hold office for THREE years or until they resign, whichever is the earlier. Not less than one third of the Committee members shall resign by rotation at each Association year end, but they may offer themselves for re-election.
4. The Committee may co-opt up to FOUR persons as necessary that will be given or declined voting rights at the time of co-option.
5. Committee members so elected shall appoint annually from amongst their number, a Chairperson, Vice-Chairperson, a Treasurer, a Secretary and an Assistant Secretary if required.
6. At least eight weeks prior to the date fixed for the Annual General Meeting, a notice inviting nominations for election to the Committee shall be despatched by the Secretary to members. Thereafter, with the notice convening the Annual General Meeting the Secretary shall if necessary send to members a ballot paper containing names of candidates for election. Such ballot paper shall be completed and returned to the Secretary by a date fixed by the Committee. No member shall vote for more candidates than the number of vacancies and no member shall cast more than one vote for one name. Any ballot paper that has not been correctly signed with the membership number included for verification and returned to the Secretary by the date fixed shall be rejected.
7. The Committee may delegate any of its business to sub-committees, as it thinks fit. The sub-committee shall conform to the rules imposed upon it by the Committee and no decision shall be effective unless approved by the Committee.
8. The Committee shall meet as often as deemed necessary by the majority of members, or when called by the Chairperson or Secretary, but at least six times every year.
9. The acting Chairperson of the Committee or sub-committee shall have a casting vote.
10. The Committee may recommend changes to the Constitution, any such changes being approved by the Membership at the Annual General Meeting.

The Annual General Meeting of the Association shall be held during the month of January in each year to transact the following business.

1. Apologies
2. Minutes of previous Annual General Meeting
3. Matters Arising.
4. To receive the Chairperson’s report
5. To receive the Treasurer’s report.
6. To receive the Secretary’s report.
7. To elect Committee Members
8. Any Other Business
9. Close

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.

Items for discussion under Any Other Business must be sent to the Secretary in writing not less than TEN days before the date of the Annual General Meeting.

Voting at the Annual General Meeting shall be decided by a majority show of membership cards. Family Membership shall be entitled to one vote. The Chairperson shall have a casting vote.

An Extraordinary General Meeting may be called by 10% of the membership or by 75% of elected Committee members.

The Chairperson and Secretary may call an Extra Committee meeting. The agenda, accompanied by Notices of Motion, must be sent to each Committee member in writing at least fourteen days prior to meeting.

The quorum required at meetings shall be as follows: -

Annual General Meeting SEVEN Members          Committee Meetings FIVE Members

In the event of a quorum not being achieved, the meeting shall be dissolved.

The Committee may make, vary or annul any rules or regulations for the conduct of business provided that no rules so made shall be inconsistent with or involve the alteration or annulment or amendment of or addition to the Aims and Objectives of the Association.

The Association accounts shall be kept by the Treasurer and submitted at the Annual General Meeting for approval. If necessary, accounts may be audited at the request of the members present at the Annual General Meeting.

PRESIDENT

The Committee may from time to time invite a person to be President of the Association, for such period and on such terms as the Committee may in their discretion prescribe.

In the professed execution of the powers of the Committee, no member of such Committee shall be liable for any loss to the Association arising by reason of any improper investment made in good faith or for the negligence or fraud of any agent employed by the Committee.

In the event of the Association being disbanded, which must be decided at an Annual General Meeting or an Extraordinary Meeting, any assets shall be transferred to: -

The Welsh Pony & Cob Society, 6 Chalybeate Street, Aberystwyth, Ceredigion, SY23 1HS.