Southern Flatcoated Retriever Club         



Club Rules & Regulations

1. Mission:

To enable the Flatcoated Retriever and their owners to enjoy their lives to the full.

2. Objectives:

2.1 To encourage responsible ownership and to offer a variety of activities to fully benefit the Flatcoated Retriever and its’ owners and to promote the animals’ health and welfare.

2.2 The activities will include good citizenship, working, training, showing and agility.

2.3 To support and encourage the development of young people as juniors members within the breed.

2.4 To run seminars to improve peoples knowledge and understanding of the Flatcoated Retriever in the context of the ‘dog world’.

2.5 To adopt and promote The Kennel Club’s code of ethics.

2.6 To promote the breeding of healthy, pure bred Flatcoated retrievers.  Hip and eye testing is essential and others tests may be added in line with the Kennel Club’s recommendations.

3. The Name of the Club:

Southern Flatcoated Retriever Club

4. Area Covered by the Club:

Kent, Surrey, East & West Sussex, Hampshire, Devon, Cornwall, Somerset, Dorset, Avon, Buckinghamshire, Berkshire, Oxfordshire, London, Hertfordshire, Essex, Bedfordshire & Middlesex.

5. Election and Rights of Members:

5.1 Candidates for Membership shall be accepted on payment of annual Subscriptions and ratification by the Committee.  They must be proposed and seconded by fully paid up Members.

5.2 Subscriptions must be paid in full, ten days prior to Annual General Meeting.

5.3 An up to date list of Members, and those of branch Members where appropriate, must be maintained and, if so requested, made available for inspection by the Kennel Club and Members of the Society.  A declaration of the number of Members of the Society must be made with the Annual Returns.

5.4 Each fully paid member shall be entitled to one vote immediately upon acceptance by the Committee.  Voting shall be a method decided by the majority at any meeting.  Each partner of a joint membership shall be entitled to one vote.  Postal votes will be permitted.  Junior membership will be available to anyone under sixteen years of age without voting rights.

5.5 The Annual Subscription shall be the amount as is recommended by the Committee and agreed by the Members in a General Meeting and then notified to The Kennel Club.

5.6 Subscriptions are renewable on 1st January, any member whose subscription renewal is unpaid by 1st April is not entitled to any privileges of membership and if the Member has not paid by 1st May his/ her name will be removed from the register.  Reinstatement to the register will be dependant upon a new application being submitted in accordance with these rules.  A reduction in annual fee will be given if the subscription is paid by standing order.

5.7 The Executive Committee may propose candidates for Honorary Life Membership but an offer shall not be made until ratified by the Annual General Meeting.

5.8 Number of votes will be made known to the nominated candidate if requested.

6. Officers and Committee:

6.1 The Club shall consist of an Honorary President, two Honorary Vice-Presidents, Chairman, Vice-Chairman, Secretary & Treasurer, Twelve Committee Members and an unlimited number of members.  

6.2 75% of the officers and committee must reside in the area covered by the Club.

6.3 The management of the Club shall be in the hands of the Officers and Committee. The Officers will retire every three years but shall be eligible for re-election.  The Officers and Committee will have voting rights with exception of the Chairman who shall only have a casting vote. The Committee will have four people elected for a period of three years, four for a period of two years and four for a period of one year.  The people elected for three years will be those with the highest votes.

6.4 Not more than one person in a family or partnership can serve on the Committee or be an Officer at the same time.

To be changed in 2012 to:


“No member of our Committee may serve on another MAIN committee of any other of the Flatcoated Retriever Society Breed Clubs, but can serve on Show/Working/Health/ or any other sub committees.”


6.5 Meetings will be held as often as deemed necessary.  A Quorum for Committee Meetings shall be six in total.

6.6 If positions become vacant between General Meetings, the Committee shall have the power to co-opt members on to the Committee.  Those co-opted shall only hold office until the next General Meeting of the Club at which election of Officers and Committee takes place.  After the Club has been running for three years no individual who has been a member of the Club for less than three years may be elected on to the Committee.

6.7       No person whilst an undischarged bankrupt may serve on the Committee of or hold any other office or appointment within a Kennel Club Registered Society.

7. Running of the Day to Day Affairs of the Club

7.1 A HSBS Bank Account will be held in the name of the Club into which all revenues will be paid.  This Account may be supported by additional accounts approved by the Officers and the Committee.  All cheques and withdrawals shall require two signatures of approved signatories (which shall include the Chairman, the Secretary and the Treasurer).

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

7.3 The Club’s Accounts and those of any other legal entity set up by the Club, shall be certified annually by an accountant, qualified for such business nominated annually by the Officers and Committee and approved by the members at each Annual General Meeting.

7.4       The Officers acknowledge that during the month of January each year, the Maintenance of Title fee will be forwarded to the Kennel Club by the Secretary for continuance of Registration and that by the 31st July each year, other returns, as stipulated in Kennel Club Regulations for the Registration and Maintenance of Title of Societies and Breed Councils and the Affiliation of Agricultural Societies and Municipal Authorities shall be forwarded to the Kennel Club.

7.5 The Officers also acknowledge their duty to inform The Kennel Club of any changes of Secretary of the Society which may occur through the course of the year.

7.6 The Officers and Committee shall annually compile in accordance with current Kennel Club requirements a Club List of Judges which it considers competent to officiate under Kennel Club rules at Championship and Open Shows.

7.7       The property of the Club shall be vested with the Committee.  In the event of the Club ceasing to exit, a final General Meeting shall be called to decide of the disposal of the Club’s assets and the outcome of the meeting notified to the Kennel Club.

8. Expulsion of Members:

8.1 Any Member who shall be suspended by The Kennel Club Rule A 42j (5) and /or any member whose dog(s)is/are disqualified under Kennel Club Rule A 42j (9), shall ipso facto cease to be a Member of the Society.

Rule: A 42j (5) - “To disqualify him from being or becoming a member of any canine club or society registered or affiliated to the Kennel Club.”

Rule: A 42j (9) – “To disqualify him from effecting registrations of any or all dogs and  or progeny of such dogs which are owned and /or registered by him (whether or not jointly owned and / or registered and /or whether or not owned and / or registered in the name of a nominee).

8.2 If the conduct of any Member shall, in the opinion of the Committee of the Society, be injurious to the character or interests of the Society, 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.

8.3 Notice of the Special General Meeting shall be sent to the accused Member, giving particulars of the complaint and advising them of 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 Society except that he/ she may, within two calendar months from the date of such Meeting, appeal to the Kennel Club upon and subject to such condition as the Kennel Club may impose.

8.4       If the Society expels any Member for discreditable conduct in connection with dogs, dog shows, trials or competitions, the Society must report the matter in writing to the Kennel Club within seven days and supply any particulars required.

Financial Year/ Annual General Meeting:

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

The Annual General Meeting shall be held before the end of April.

9. General Meetings:

9.1 Annual General Meeting: (AGM)

The purpose of this meeting shall to receive the report of the Committee and the balance sheet, to elect officers and committee and to discuss any resolution placed on the Agenda of which prior notice has been given 28 days prior to the AGM.

No business that does not appear on the agenda will be discussed at the AGM, with the exception of routine matters or those which in the opinion of the Chairman of the meeting are urgent.

Notice of the AGM shall be given to members through ‘Dog World’ and ‘Our Dog’ newspapers six weeks prior to the meeting.

The agenda will be posted 14 days prior to the meeting.

9.2 Special General Meeting:

A special general meeting shall be summoned by the Secretary if fifteen members send a signed requisition stating the subject to be discussed and requesting a Special General Meeting to do so.  No other business other than what is detailed on the Agenda can be discussed at this meeting.  The Committee of the Club is empowered to call a Special General Meeting at its’ discretion.  Notice of a Special General Meeting will be given to members twenty-one days prior to the date of the meeting.

10. Rule Amendment:

The rules of the Club may not be altered except at an Annual General Meeting where the Agenda specifies an item to discuss this area.  Any proposed amendments to the rules may not be bought into effect until The Kennel Club has been advised and approved them.

Final Court of Appeal:

A person becoming a member binds themselves to these Rules & Regulations.  In the event of a member appealing, The Kennel Club’s decision shall in all cases be final.


Club Judges List:

Criteria for Judges:

The criteria for the inclusion of judges on the list will be as set out by the Flatcoated Retriever Society.


The Proposed Club will set up its’ own judges list.


Appointment of Judges:

The appointment of individual judges to a post at licensed events will be made by ballots by the members.