Organisational Regulations of Retriever Club CZ

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Organizační řád nový 29.3.2025 PŘIJATOStáhnout

Article 1 – General Provisions

1. The Organisational Regulations of Retriever Club CZ (hereinafter referred to as the “Club”) govern the operation of the Club’s organisational units and governing bodies.

Article 2 – Breeding

1. The owner of a breeding dog used for breeding who requests breeding-related services from the Club must be a member of the Club and must have paid the membership fee for the relevant calendar year.
2. Exception: If a non-member owning one or more retrievers applies for breeding approval or requests permission to breed such dog(s):
   • The applicant must submit a written request to the Club Committee. Based on this request, the Committee shall consider an application for the provision of breeding services to a non-member. The agreement shall include the applicable fees in accordance with the current price list and any additional conditions, which must be mutually agreed well in advance. If the non-member has demonstrably breached breeding regulations, the Club is under no obligation to provide breeding services.
   • The Breed Advisor shall carry out:
     a) inspection of the breeding dog (a written inspection report is required);
     b) litter inspection (a written inspection report is required).
     • In both cases, all costs associated with the inspection, including travel expenses, shall be borne by the non-member in accordance with the Club’s regulations.
     • Breeding approval, mating approval, litter registration applications, pedigree issuance and other breeding-related services shall be processed only after payment of the applicable fee.

Article 3 – Club Committee

1. The Club Committee is the elected governing body of the Club. It manages the Club’s activities throughout its term of office.
2. The Committee may deliberate and adopt binding resolutions if at least four Committee members are present. Meetings may be held in person, electronically or by videoconference, provided that the date, time and agenda have been determined in advance and minutes are taken.
   Ad hoc decisions may be made by telephone or electronically (by email or other means), provided that a written record of such decision is prepared and attached to the minutes of the next Committee meeting.
   Every Committee decision shall be recorded in the Register of Minutes and Resolutions.
   The Committee shall decide by a simple majority of the members present. In the event of a tie, the President shall have the casting vote.
3. The Committee shall operate in a systematic manner and shall primarily carry out tasks arising from resolutions adopted by the General Meeting and from the Committee’s agenda of tasks, which shall be maintained by a designated Committee member.
   • convene General Meetings;
   • maintain the register of Club members and issue membership cards;
   • nominate Club members for awards and honorary membership;
   • deal with complaints and enquiries concerning the activities of the Club or the conduct of its members;
   • consider amendments to cynological regulations and assess their impact on the Club’s activities;
   • propose amendments to the Club’s regulations, Constitution and other governing documents;
   • develop breeding strategies for retriever breeds;
   • coordinate and supervise the activities of the Club’s councils (Breeding Council and Working Council);
     
   • establish advisory bodies to support the activities of the Club;
   • evaluate breeding results;
   • prepare proposals for organisational, breeding and working regulations;
   • appoint and dismiss Breed Advisors for individual breeds upon the recommendation of the Chief Breed Advisor;
   • consider requests from Club members or the Chief Breed Advisor for exemptions from the Club’s regulations (including breeding approval, mating, artificial insemination and other exceptional breeding situations);
     
     
   • propose breeding requirements and decide on exemptions from the Breeding Regulations;
   • cooperate with organisations maintaining the lists of conformation and working judges;
   • prepare the annual plan of shows, working tests and other Club events and regularly review their implementation;
   • nominate Club members for appointment as conformation judges;
   • nominate working judges for Club events; and
   • issue binding internal regulations of the Club where such regulations do not require approval by the General Meeting.

4. Committee meetings may result in tasks being assigned to individual Committee members. Such tasks shall be recorded in the Register of Tasks, including the date of assignment, the task description and the date of completion.
5. Committee Members
   • All committee members must demonstrate high moral standards and integrity, in particular diligence, impartiality, objectivity and organisational skills. They must comply with Act No. 110/2019 Coll., on the Processing of Personal Data, as amended, follow the resolutions adopted by the committee and maintain confidentiality regarding committee proceedings. Each committee member acts with due loyalty to the club and performs their duties with professional care.
   • President
     • leads the club in accordance with its mission of improving the breeding of purebred retrievers while taking into account current FCI and CMKU policies and trends and proposes the club’s strategic direction
     • represents the club and acts on its behalf in dealings with third parties; signs on behalf of the club by adding their signature to their name and position
     • deals with urgent club matters together with the committee members between committee meetings
     • jointly with the Vice-President, has signing authority over the club’s current bank account
     • convenes and chairs Committee meetings;
     • assigns operational tasks to Committee Members and oversees their timely completion
   • Vice-President
     • deputises for the President during their absence
     • oversees the publication of the Club Newsletter
     • maintains the Club Archives
     • supervises the Club’s financial management in accordance with the applicable regulations, Committee resolutions and accounting procedures
     • authorises payments on behalf of the Club based on documentation prepared by the external accounting company or the Secretariat
     • jointly with the President, has signing authority over the Club’s current bank account
   • Chief Breed Advisor
     • Professional qualification for this position requires many years of practical experience in retriever breeding, thorough knowledge of the relevant issues and current professional literature to ensure breeding is managed at a high professional level. A thorough knowledge of the Breeding Regulations, Show Regulations, breed standards and current retriever breed development trends is essential.
       
     • contributes through their activities to fulfilling the Club’s primary mission of improving retriever breeding
     • maintains the records of approved breeding dogs and bitches of the Club based on information provided by the breed advisors
     • proposes the breeding concept and the fundamental principles governing breeding
     • submits proposals for breeding conditions or amendments to breeding conditions for individual retriever breeds to the Committee following discussion within the breeding council
     • convenes meetings of the breeding council and directs its activities
     • monitors litter registrations in the ČMKU Stud Book, the use of stud dogs and other breeding data
     • supervises and oversees the activities of breed advisors
     • recommends breed advisors to the Committee for approval
     • proposes and issues breeding forms as required
     • maintains records of international matings
     • monitor litter registrations with the Czech-Moravian Cynological Union Stud Book and the use of approved breeding dogs;
     • receives requests for exemptions from the breeding conditions or the breeding regulations, discusses them with the breeding council and submits them to the Committee together with a recommendation for approval
       
     • communicates with the health assessment specialists approved by the Club and obtains ongoing information on the health status of the breeds under the Club’s responsibility
     • in cooperation with the breeding council, contributes to the education of breeders and retriever owners in the fields of health, breeding and breeding ethics
     • prepares analyses of the use of individual stud dogs, breed health status and other breeding data, evaluates the status of each breed based on these analyses and submits recommendations for measures to the Committee; submits a written report to the Committee and the Club membership at least once a year
     • prepares data for the database of approved breeding dogs and bitches
     • participates in the organisation of Club Shows and other breeding-related events
     • Combination of the positions of Chief Breeding Advisor and Breed Advisor
       • a) short-term combination – temporary substitution between breed advisors is permitted; if one breed advisor resigns, another breed advisor may temporarily perform the duties until a new breed advisor is appointed as soon as possible
       • b) long-term combination – the positions of Chief Breeding Advisor and Breed Advisor may not be held concurrently
   • Chief Training Advisor
     • promotes the hunting abilities of retriever breeds with the aim of preserving and developing their natural working characteristics through breed assessments, hunting tests, Club Competitions and Working Tests (WT)
       
     • prepares and submits the schedule of breed assessments, hunting tests, Club Competitions and Working Tests (WT) for the following calendar year to the Committee within the required deadline
       
     • recommends members of the training council to the Committee for approval and chairs the training council
     • organises breed assessments, hunting tests, Club Competitions and Working Tests (WT) together with the training council
     • together with the members of the training council, plans and organises dog training, weekend training events for both hunting and non-hunting retrievers, as well as training camps and summer camps for retriever owners
       
     • participates in the preparation of the relevant competition regulations and their implementation
     • evaluates the best working retrievers owned by Club members and updates competition results on the Club website
     • informs Club members about the dates of Club Competitions
     • supports Club members in dog training through professional articles published in the Club Newsletter
   • Membership Registrar
     • is appointed by the Committee to maintain the membership register
       
     • prepares membership lists for the Committee
     • publishes information on new members, members’ anniversaries and similar information in the Club Newsletter
     • is responsible for ensuring the Club’s compliance with Czech Act No. 110/2019 Coll., on the Processing of Personal Data, as amended, and other related generally binding legal regulations
     • ensures the Club’s compliance with Czech Act No. 110/2019 Coll., on the Processing of Personal Data, as amended, and related regulations, including the GDPR

Article 5 – Secretariat

• manages and oversees the publication of the Club Newsletter
• handles the Club’s correspondence and signs it within the authority delegated by the Committee
• maintains records of correspondence and ensures its timely processing
• prepares the minutes of Committee Meetings and distributes them to the designated Club Officers
  
• maintains and archives the minutes and resolutions of Committee Meetings and General Meetings in the Register of Minutes and Resolutions
• verifies submitted score sheets and prepares the summary of the Top Retriever Club Competition results for publication on the Club website
• maintains the Task Register, including the date of assignment, task description and completion, and updates it after each Committee Meeting
• ensures the proper implementation of the President’s instructions in their entirety
• manages the Club’s financial administration in accordance with the applicable regulations and accounting procedures
  
• is responsible for coordinating the work and obligations of the external accounting company
• authorises payments only with the approval of the President or a person authorised by the President
  
• regularly reports all income and expenditure to the Committee
  
• cooperates in the preparation and submission of the tax return to the Czech tax authority within the statutory deadlines and ensures timely payment of tax liabilities
• prepares the financial plan for the following year before the end of each calendar year and submits it to the Committee
  
• arranges the annual inventory of the Club’s assets and reports the results to the Committee together with the Chair of the Supervisory Committee
• ensures the proper storage of all financial records
• manages the Club website, social media channels and other media
• ensures the administration and operation of the Club’s IT infrastructure

Article 6 – Breeding Council

1. The breeding council consists of the breed advisors.
   • Breed Advisor
     • A breed advisor may only be nominated from among Club members who possess the necessary professional qualifications for the position, both practical and theoretical. Extensive breeding experience and a thorough knowledge of the breed’s conformation, health issues and other important quality aspects are essential.
     • A breed advisor must be a Club member whose breeding activities are registered with RK CZ no later than six months after being nominated by the Chief Breeding Advisor.
     • performs their duties in accordance with the Breeding Regulations, the Articles of Association, the breeding conditions of the Club and the resolutions of the Club
     • complies with Czech Act No. 110/2019 Coll., on the Processing of Personal Data, as amended, and the GDPR
     • is a member of the breeding council
     • approves dogs and bitches for breeding that fulfil the breeding conditions established by the Club and maintains records of approved breeding dogs and bitches for the breed; regularly forwards these records to the Chief Breeding Advisor
       
     • updates the databases on the Club website
     • provides professional advice to owners of dogs and bitches and, upon request, recommends suitable stud dogs in accordance with the applicable breeding conditions
     • issues the necessary breeding documentation to owners of breeding bitches
     • in justified cases and with the approval of the Chief Breeding Advisor, inspects breeding dogs and bitches, litters, their health status and breeding conditions; submits written reports on such inspections to the Chief Breeding Advisor
     • regularly attends shows, competitions and other canine events to maintain an overview of the breed’s overall quality
     • cooperates with the Chief Breeding Advisor and participates in meetings of the breeding council and General Meetings
       
     • submits supporting documents and proposals concerning breeding matters
     • prepares an annual report on their activities, including a list of newly approved breeding dogs and bitches and completed matings, and submits it to the Chief Breeding Advisor at least once a year
     • performs the position on a voluntary basis; all breed advisors are entitled to reimbursement of expenses incurred in the performance of their duties
     • may be temporarily substituted by the Chief Breeding Advisor if unavailable
     • may not hold the positions of Chief Breeding Advisor and Breed Advisor concurrently on a long-term basis
2. members of the breeding council are appointed and dismissed by the Committee upon the recommendation of the Chief Breeding Advisor
3. the breeding council meets as required, but at least once a year; the Committee is informed of its conclusions

Article 7 – Training Council

1. The Training Council may be appointed by the Chief Training Advisor.
   
2. Training Council
   • provides the Chief Training Advisor with suggestions and recommendations, whether its own or obtained from others, aimed at improving the standard and quality of hunting tests, competitions and the overall working standard of retrievers
   • upon request and where possible, assists the Chief Training Advisor in carrying out specific tasks related to the organisation of hunting tests, competitions and other training-related activities, such as seminars and publications
   • reviews and comments on methodologies, forms and other documents issued by the Chief Training Advisor
   • shares with the Chief Training Advisor its knowledge and practical experience that may contribute to the performance of their duties
   • participates in discussions and meetings, preferably online, on topics proposed by the Chief Training Advisor and provides suggestions regarding the organisation of such meetings

Article 8 – General Meeting

1. Attendance at the General Meeting is recorded by means of an attendance list. A Club member arriving late may be added to the attendance list, with the time of arrival recorded. If a Club member leaves the General Meeting before its conclusion, they must notify the Membership Registrar and record the time of departure on the attendance list.
2. The agenda of the General Meeting is prepared by the Committee.
3. The General Meeting is chaired by the President or a person authorised by the President. The Committee appoints vote scrutineers to count votes and verify voting results. At least three Club members present at the General Meeting, who agree to perform this role, must be appointed.
   
4. The President appoints another Club member to record the proceedings of the General Meeting, on the basis of which the statutory body of the Club prepares the official minutes in accordance with the Articles of Association. The Committee also appoints a verifier of the minutes. The consent of the appointed Club member is required before either role may be performed.

Article 9 – Information for Club Members

The Committee is obliged to keep Club members informed about its activities through the Club Newsletter, other publications, the Club website and General Meetings.

The Committee is authorised to amend these Organisational Regulations in accordance with the Articles of Association and these Organisational Regulations. Any such amendment must be published in the members’ section of the Club website and communicated to the Club members.

Approved by the General Meeting on 29 March 2025

Accuracy confirmed by: Jana Jakubů, President ………………………………

Minutes verified by: Eva Dragolovová ………………………………