Constitution

THE PONY BREEDERS OF SHETLAND CONSTITUTION

TITLE

To be known as ‘The Pony Breeders of Shetland Association’ – (hereinafter referred to as ‘The Association’)

AIMS

  • To encourage the improvement of Shetland Ponies on these Islands and to promote them within the Islands and Worldwide.
  • To look after the interests of the pony breeders on the Islands.
  • To provide a means of communication between this Association and the Shetland Pony Stud-Book Society.
  • To work in full co-operation and consultation with the Unst Association and any other Island Association to further the aforementioned objectives.
  • To raise funds to further these objectives.

MEMBERSHIP

Full Membership: will have full voting rights and will receive information from the committee and will have access to reduced rates at PBSA events.

Associate Membership (cannot be based in Shetland): no voting rights but will receive information from the committee and will pay full price at PBSA events.

Junior Membership: Less than 16 years – no voting rights

Family Membership: children up to 16 years with a maximum of 2 adults.

Membership Fees to be reviewed at AGM for the following year

Committee reserves power to refuse membership of Association.

Annual Membership due from 1 January.

Honorary Life Members are members of the Association Not the Committee, as of the date of the adoption of this Constitution.

COMMITTEE

The Committee is to consist of:

Current SPSBS Council members, Chairperson, Vice-Chairperson, Secretary and Treasurer to be appointed at the AGM for a period of 2 years. Any office bearer stepping down within that period can be replaced by the committee from within the membership.

Retiring SPSBS Council members for 2 years.

Retiring PBSA Chairperson for 2 years.

Any existing Committee Life Member.

The committee will aim to have representatives from each designated area in Shetland: 1 from North, 1 from South and 2 from West, Central, Unst and Other Isles respectively.

The committee reserves the right to co-opt any person for as long as deemed necessary.

Committee to be reviewed biennially at the AGM

Office bearers must be 18 or over.

The Association will not condone personal attacks by an Association Member on another Member or person acting on behalf of the Association.

Voting – a simple majority of Association members present, by a show of hands. One person, one vote.

Where there is an equality of votes, the Chairperson has the casting vote.

COMMITTEE MEETINGS

The Committee shall meet as often as necessary to discharge business. Minimum of 4 meetings per annum.

Quorum: 2 Office Bearers and 5 Committee members

The Secretary will keep a proper record of all proceedings, which will be forward at the meetings.

SUBCOMMITTEES

Sub committees may be formed, as necessary, to undertake specific tasks on behalf of the Association. In particular:

A subcommittee shall be formed to run the The Shetland Pony Evaluation Scheme and will consist of their Chairperson, their Secretary, the Area organiser and 2 others.

The sub-committee reserves the right to co-opt any person for as long as deemed necessary.

A subcommittee shall be formed to run the Viking Show or any shows on behalf of the Association.

All sub-committee membership to be reviewed biennially by the main PBSA committee

Each sub-committee shall have a representative who will report to the main PBSA committee at their meetings.

ANNUAL GENERAL MEETINGS & EXTRAORDINARY GENERAL MEETINGS

The business of the Annual General Meeting will be:

Date

Apologies

Adoption of Previous Minutes

Chairperson’s Report

Treasurer’s report and receive, and if approved, adopt the statement of Association accounts

Review memberships and fees

Deal with any special matters arising

Present plans for the coming year

Review Chairperson, Vice-Chairperson, Secretary and Treasurer appointments biennially.

Any candidates standing must be nominated and seconded by PBSA members.

An Extraordinary General Meeting may be called by the Committee or by a requisition stating the object of the meeting and signed by not less than 10 members of the Association.

Notice of General Meetings to be not less than 14 days.

The Annual General Meetings and Extraordinary General Meetings must have a Quorum of at least 11 members.

Voting – a simple majority of Association members present, by a show of hands. One person, one vote.

Where there is an equality of votes the Chairperson has the casting vote.

FUNDS

The Association is to be a non-profit organisation and any money is to be used by the Committee to the benefit of the Association.

The Committee is to operate the Association bank account. Cheques to be signed by a minimum of 2 signatories.

Any expenditure over £100 must be authorised by a majority of Committee members.

DISSOLUTION

Dissolution to be by a resolution passed by a simple majority of Association members in attendance and voting at an AGM or an EGM.

After dissolution and all debts and liabilities are accounted for, any money or assets remaining are to be donated or distributed solely for charitable purposes.

ALTERATIONS TO CONSTITUTION

The Constitution may be altered by a resolution passed by a simple majority of Association members in attendance and voting at a General Meeting.

Resolutions for the alteration of the Constitution must be received in writing by the Committee at least 28 days before the meeting at which the resolution is to be brought forward.

Notice of any such meeting given by the Committee to the members shall include notice of alteration(s) proposed.

POLICIES

Complaints & Disciplinary Policies and Procedures

Code of Conduct

Social Media Policy