Rules and Procedures Governing Branches

1. In Rules of Irish Draught Horse Society Limited, Rule 46 states “The Council may, following a request from a group of members resident in a particular area, establish a branch of the Society in that area. The Council may delegate such powers and privileges, not being inconsistent with the provisions of these Rules, to a branch as it determines from time to time.”
2. The purpose of these rules is to set out the manner in which Branches of the Society:      
   • may be established
   • conduct their business
   • fulfil their obligations to the Society.
3. A group of twelve or more paid-up shareholders in a particular area may come together and write to the National Council seeking to form a Branch in their area. When the Council agrees to the establishment of a Branch, it will make the applicants aware of the Branch Rules.
4. The twelve or more paid-up shareholders will proceed to hold a general meeting to form a Branch Executive. This shall consist of a Chairperson, a Vice-Chairperson, a Secretary, a Treasurer and one other Officer. The Executive shall hold office until the Annual General Meeting of the Branch, at which time they shall resign. Resigning officers are eligible for re-election annually for a maximum of four years consecutively.
5. Each Branch shall hold an Annual General Meeting in each calendar year. All members of the Branch shall be notified in writing of the date, time and location of the AGM and all other Branch Meetings not less than ten working days before the meeting.
6. Each new applicant for a share on his or her admission as a Member shall be included in such Branch as the National Council shall decide. On admission as a Patron, each Patron shall be included in such Branch as the National Council shall decide. In so deciding, the National Council shall take into account the Registered Address of the new Member or Patron in relation to the geographical area covered by such Branch.
7. No Member or Patron may take part in or vote at the meetings of more than one Branch in any one year. In the event of a Member or Patron changing residence, he or she may apply to the National Council for a transfer from one Branch to another. The decision of the National Council on the matter shall be final.
8. Any dispute as to whether a Member or Patron is a member of any specific Branch shall be decided by the National Council or if the dispute takes place at a Branch meeting then by the Chairman of the Branch meeting, whose decision on the matter shall be final.
9. The National Secretary shall receive written notice of the AGM not less than ten working days before the meeting. This shall be accompanied by a copy of the Agenda and the Branch Accounts, including details of all bank accounts held by the Branch.
10.   The Executive is responsible for the proper running of the Branch, subject to directions given   and decisions taken at Branch Meetings.
11.   All current members of the National Council shall be entitled to attend all Branch Meetings and Branch Events.    
12.   All nominations for Chairperson and Secretary shall be submitted in writing to the Branch Secretary not less than five days prior to the AGM
13.   Only paid-up Members and paid-up Patrons are entitled to attend meetings, vote and hold office in the Branch. 
14.   The election of officers and all other decisions of the Branch shall be by majority vote of those present by a show of hands, unless a ballot is called for by five members    present.  
15.   After the conclusion of one AGM and before the convening of the next AGM, the Executive shall hold not less than three meetings of the Branch. The purpose of these meetings is to discuss issues relating to the Irish Draught horse, the running of the Branch and to plan events.
16.   In order to actively promote the objectives of the Society, every Branch should organise at least one event annually to educate, train, or promote an interest in breeding, maintaining, using and marketing Irish Draught horses. This event may be organised in conjunction with another branch or organisation.
17.   Branch shall each year give a written report to the National Council of its activities the previous year. This report shall include details of all Branch activities and any other relevant matters
18.   A Branch may fundraise for the advancement of the objectives of the Society and the functioning of the Branch. Such funds may not be used for any other purpose. A Branch may decide to fundraise for a social event or charitable cause. Such funds shall be used for the purpose intended.
19.   The National Council will encourage and support a Branch to function effectively. Membership should not be less than twelve to allow a Branch to function effectively.
20.   In the event that a Branch can no longer function, all monies and property held by the Branch shall revert to the National Council.