TITLE: The name of the club shall be The Rare Poultry Society (hereinafter referred to as ‘the society), and the office of the society shall be at such place as may from time to time be decided by the committee.
OBJECTS OF THE SOCIETY: To promote Rare Poultry breeds and the interests of their breeders/owners: and to promote exchange of information regarding these breeds. ‘Rare Poultry breeds’ are those without their own PCGB recognised breed society. Excluded from the society are non-standard versions of already-standardised breeds with their own breed clubs, and game breeds with no tradition of exhibition.
ADMINISTRATION: The administration of the club shall be vested in a committee acting on behalf of the membership. All members of the committee must be members of the club. The committee shall consist of up to 12 members plus officers: President, Vice President, Chairman, Vice Chairman, Secretary and Treasurer. Members shall elect officers and committee members annually at the AGM. All officers except the chairman shall be entitled to vote at any meeting of the club. The chairman shall have the casting vote in case of equality or tie.
MEMBERSHIP: The club shall consist of members paying an annual subscription, the amount of which shall be decided at an AGM or such other general meeting convened for that purpose. No one shall be entitled to vote or to any of the rights and privileges of membership until the secretary or treasurer has received the appropriate subscription. One subscription = one vote, i.e. a family membership does not entitle all members of the family to vote, the family has only one vote unless each person has an individual membership... The committee shall reserve the right to refuse membership. For security reasons a membership list shall not be issued or made public, and members’ details shall not be divulged to anyone without their authority.
FINANCIAL YEAR: The financial year of the club shall end on the last day of September in every year or such other date as the committee shall decide.
COMMITTEE MEETINGS: A quorum for all general meetings shall consist of not less than 6 members which must include at least one officer, and the requirement that all committee members and officers have been notified with 10 working days notice of the meeting via email, post or phone.
ANNUAL GENERAL MEETING: The AGM shall be held every year, not less than 6 weeks nor more than 6 months after the end of the financial year, and not more than 15 months apart. Resolutions to be proposed at the AGM must be sent in writing to the secretary at least one calendar month before the meeting. The business to be transacted at the AGM shall include the presentation of an annual report and statement of accounts, plus the election of officers and committee members.
FORMATION OF NEW BREED CLUBS: A group of breeders wishing to form a separate breed club for an RPS listed breed should announce its intentions at an AGM. The new club would then have a year in which to organise its affairs and gain acceptance by the Poultry Club of Great Britain. If, during that time, the new club shows evidence that it can stand alone, it would be proposed that it be recognised by the RPS at the following AGM. Any relevant trophies and funds would become the property of the new club but would be returned to the RPS should the breed club ever close.
EXTRAORDINARY GENERAL MEETINGS: May be called at the direction of the committee or on application in writing signed by at least six members, stating the business they wish to conduct. All members and officers shall be notified of an EGM and of the business to be transacted at least 30 days prior to the meeting. The place of any meeting to be decided by the committee.
CLUB TROPHIES: All trophies remain the property of the society and shall be awarded only to fully paid up members of the society. They shall be held until due to be next awarded, at which time they should be returned to the secretary. Every trophy winner shall sign that they are fully responsible for that trophy and its return at the due time.
ALTERATION TO CONSTITUTION OR RULES: Any resolution to amend or vary this constitution must receive the assent of at least three quarters of those present and voting at a General Meeting of the society, due and valid notice of the meeting and the resolution having been given. This new Proposed Constitution was agreed at the AGM Meeting at the National Poultry show November 2011