Constitution and Rules
Drawn up 1971
Amended 1975,1977,1981,1987,1989,1990,1991,1995,1997,2000,2003, 2008,2010,2012,2013
Article 1 The name of the Organisation shall be the Oriental Cat Association, hereafter referred to as the Association.
Article 2 The objects of the Association shall be:-
Section 1a To protect and develop the Siamese type Shorthairs designated Oriental Shorthairs.
Section 1b To classify the Oriental Shorthairs into breed divisions, and to draw up breed standards of points and registration policies for submission to the Governing Council of the Cat Fancy, via the BAC or appropriate joint body. To consider the appointment of Probationer judges, and to monitor the judges’ progress via the BAC or appropriate joint body. To monitor the progress of stewards on the BAC scheme
Section 1c To give prizes and honours in connection with Oriental Shorthairs.
Section 1d To promote the welfare of cats and the interests of the Association’s members, with regard to the breeding and care of cats and the holding of cat shows.
Article 3 Membership
Section 1a The Association shall consist of members, honorary members and life members. Members, honorary members and life members shall be persons interested in the stated aims of the Association. Members and life members will have a vote and may hold office.
Section 2a The subscription rate shall be determined annually by the Executive Committee and be ratified by the members at the Annual General Meeting. Joint membership shall be available to any of the following: joint prefix holders; two people resident at one address; two people engaged jointly in the ownership of Oriental Shorthairs. Family membership shall be available as an addition to membership to cater for named children up to the age of 16; such children shall not have voting rights. Subscriptions unpaid by 30th April shall result in the membership lapsing. Late or lapsed subscriptions will be accepted at the discretion of the Executive Committee.
Section 2b A prospective member may apply for membership by submitting a form of application signed either by their own vet or by an Association member willing to act as a sponsor. Sponsors must have a personal knowledge of the applicant and approve the standards of cat care and management practised by the applicant. Prospective life members shall have been fully paid members for seven consecutive years, after which members may apply for life membership by payment of seven years current subscription.
Section 2c Annual subscriptions shall be due and payable on the 1st January each year,
Section 2d The Association’s fiscal year is from 1st January to 31st December. Members joining after 1st September will be offered membership up to 31st December of the following year.
Section 3a Members are required to provide a high standard of general environment, housing, care and diet for all cats kept and to take professional veterinary advice when health problems occur. Membership will be offered at the discretion of the Executive Committee. Members expelled by the Association will have the right of appeal to the membership.
Section 3b Members are required to have knowledge of, and abide by, the Constitution and Rules of the Association.
Section 3c Members are required to comply with the Constitution and Rules of the Governing Council of the Cat Fancy.
Section 3d Honorary members shall be persons who, in the opinion of the Executive Committee, may be or have been of service to the Association.
Section 3e Applicants for membership and life membership shall be approved by the Executive Committee and exclusions must be determined by a majority vote
Article 4 Management of the Association
Section 1a General and Executive Committee meetings/virtual meetings of the Association shall take place whenever called by the Chairperson. Votes will be recorded and results announced by the Secretary.
Section 1b Decisions will be made by a simple majority of the members present and voting. The Chairperson will have a casting vote in addition to a personal vote.
Section 2a The Executive Committee shall administer the policies and business affairs of the Association and shall organise and authorise the collection and payment of all monies.
Section 2b Vacancies occurring among the Officers, Delegates or on the Executive Committee shall be filled for the unexpired term by a two-thirds majority of the Officers and Committee members voting.
Section 2c The quorum for the AGM shall be 2 more than the membership of the Executive Committee. Confirmation may be by a majority vote in a postal or email ballot.
Section 2c (1) The quorum for Executive Committee meetings/virtual meetings shall be greater than 50% of the Executive Committee including 2 Officers. Executive Committee meetings/virtual meetings may commence without a quorum provided that decisions taken be subsequently confirmed by a quorate Committee.
Section 2d Members or Officers attending Executive Committee meetings/virtual meetings more than 30 minutes after the scheduled time for the meeting/virtual meeting shall be recorded as having attended part of the meeting/virtual meeting only.
Section 2e Should any Officer or Executive Committee member be absent for three consecutive committee meetings/virtual meetings, or be partially absent from six committee meetings/virtual meetings, he or she shall be deemed to have resigned. This may be waived in extenuating circumstances. The Executive Committee shall be empowered to fill such vacancies under Article 4 Section 2b
Section 2f The Chairperson shall take the chair at every meeting/virtual meeting of the Association at which he or she is present. In the absence of both Chairperson and Vice-Chairperson a Chairperson of the meeting shall be elected by the meeting/virtual meeting.
Section 3a The Executive Committee shall meet not less than five times each year of which three may be a virtual meeting. An Annual General Meeting shall be held each year and other general meetings/virtual meetings may be held as required.
On the signature of 30 members a Special General Meeting may be called. Four weeks notice must be given by the Secretary to all Association members, stating the business to be discussed. At such a meeting no business other than the business on the agenda may be transacted. All associated costs will be borne by the Association.
Section 3b The Executive Committee may appoint sub-committees as and when required. All sub-committees shall be ad hoc committees.
Section 3c The Treasurer shall submit accounts and balance sheets to the Executive Committee which have been examined and signed by a suitable independent person and shall supply the Secretary with two copies for the annual GCCF returns. The accounts shall include a membership statement linked to the subscription income, and shall be set out in the manner required by the GCCF.
Section 3d The Secretary and Treasurer shall submit reports to the Annual General Meeting. These reports may be circulated with the agendas. The Cup Secretary shall submit details of trophy winners to the Secretary; these details may also be circulated with the agendas.
Section 3e At joint meetings of ordinary memberships decisions made shall not be binding upon the Association unless ratified by a two thirds majority of paid up members in a postal or email ballot. At joint meetings of committees decisions shall not be binding upon the Association unless confirmed by the Executive Committee. Decisions made by bodies to which the Association has elected representatives or delegates shall not be binding on the Association.
Article 5 Officers and Committee
Section 1a The Officers shall be Chairperson; Vice-Chairperson; Secretary and Treasurer. Executive Committee members may be appointed to specific roles as required e.g. Membership Secretary, Cup Secretary, Show Support Secretary, Welfare Officer.
Section 1b The term of office for the Chairperson; Vice-Chairperson; Secretary and Treasurer shall be for three years commencing on the 1st June following election. The Chairperson; Secretary and Treasurer will each retire in successive years, by rotation, and will be eligible for re-election.
Section 1c There shall be 10 members of the Executive Committee including the Officers. The Executive Committee shall be empowered to co-opt additional members should the need arise, who shall have no voting rights until ratified by the next Annual General Meeting.
Section 1d A maximum of three Committee members will retire each year, by rotation, and will be eligible for re-election.
Section 1e Where nominations exceed the number of vacancies to be filled the Executive Committee members shall be elected by postal or email ballot. The term of office shall be for three years commencing on the 1st June following election.
Section 1f There may be an Assistant Secretary and other officials who may be appointed by the Executive Committee members. The term of office for such officials to be determined by the Executive Committee, and no person shall be appointed as more than one official.
Section 1g A President and Vice-president(s) shall be proposed by the Committee, at their discretion, and announced at the Annual General Meeting. They will normally serve for a period of three years.
Section 1h There shall be the maximum permissible number of delegates to the Governing Council of the Cat Fancy. Such delegates and representatives must be officers or Executive Committee members and shall be elected annually at the Annual General Meeting or by postal or email ballot. There shall be the maximum permissible number of representatives to the Breed Advisory Committee. Such representatives to be nominated by the Executive Committee members as necessary.
Section 2 The President and Vice-president(s) shall act as honorary consultants to the Association and shall be members or honorary members.
Section 3 The Secretary shall keep all Association general records including a book of meetings/virtual meeting minutes, and shall also deal with correspondence pertaining to Association affairs.
Section 4 The Treasurer shall receive and disburse all Monies and properties of the Association and operate a banking account, in the name of the Association, except in the case of monies and properties of the Association’s annual show, when are administered by a designated Show Treasurer. Signatories must conform to the bank mandate held on the Association’s behalf. The Treasurer, and where appropriate, the Show Treasurer shall present balance sheets to each Annual General Meeting which have been examined and signed by a suitable independent person, appointed by members at the AGM
Section 5 The Executive Committee Members responsible for Cups and Show Support shall support shows as agreed by the Executive Committee, and shall provide a list of trophy winners for the Annual General Meeting. The Cup Secretary shall record the whereabouts of all Association trophies for which they are responsible. Trophies once donated shall become the property of the Association.
Article 6 AGM – Voting and Election
Section 1a All nominations and Agenda items must be received in writing by the Secretary no later than 1st February (postmark)
Section 1b Where nominations exceed the number of positions to be filled the election of Executive Committee members, and the independent person examining the Association’s accounts will take place by postal or email ballot annually. The closing date for the receipt of completed postal or email ballot papers shall be two weeks before the Annual General Meeting and ballot papers must be circulated four weeks before the Annual General Meeting.
Section 1c Only fully paid up members shall vote.
Section 2a The Executive Committee Members shall be nominated and elected from the fully paid up membership and must signify in writing their willingness to stand prior to the circulation of the AGM papers.
Section 2b. Officers will be elected annually by and from the Executive Committee at the next Executive Committee meeting/virtual meeting after the AGM
Section 3 Election voting shall be by postal or email ballot. Joint members must complete separate ballot papers. The name and address of the member must be completed on the ballot paper, either postal or email. All ballots received by the deadline date and identifiable as the ballot of a member eligible to vote shall be counted.
Section 4 When constitutional changes are proposed, details shall be sent to all paid up members when the postal or email ballot forms are circulated and a two thirds majority of members voting shall be required for changes to be made. At the request of a Special General Meeting a postal or email ballot for constitutional changes will be held.
Section 5 Votes shall be returned to, and counted by, an Election Teller who shall not be a member of the Association and who shall report the results to the Secretary in writing.
Section 6 Items requiring approval at the AGM will be decided by a simple majority of the members present and voting. The Chairperson will have a casting vote in addition to a personal vote.
Article 7 Winding up
Winding up of the Association shall be decided by a postal or email ballot for which a two-thirds majority is required.
At the winding up of the Association any existing funds to be donated to Oriental Cat Welfare Trust.
Article 8 The Governing Council of the Cat Fancy
The Association is a member of GCCF and agrees to abide by their Rules and Bye-Laws.
Except as otherwise specifically provided herein the normal rules of order shall govern the conduct of the Association and all its meetings/virtual meetings.