EUROPEAN HOLSTEIN AND RED-HOLSTEIN CONFEDERATION (EHRC)
Constitution

  

1.     Name and General Objective.

1.1    The name of the organisation shall be the European Holstein and Red Holstein Confederation (EHRC).

 

1.2.   The objective of EHRC is to improve, develop and promote the Holstein Breed, both the Black & White and the Red & White Holstein through the close co-operation of all officially recognised European Herdbooks.

 

1.3.           EHRC is an independent organisation but recognised as a “Regional Committee” by the World Holstein Friesian Federation (WHFF).

 

2.     Aims of the Organisation.

2.1    The fundamental aim of the EHRC is for all member organisations to recognise registered/identified Holstein cattle for registration at equal status in their herdbook, as long as the registration is in strict accordance with regulations governing herdbook registration, and to facilitate the exchange of relevant information between herdbook’s and other recognised cattle improvement organisations.

2.2    The objectives of EHRC are to improve and develop the Holstein breed in order to: -

  • Harmonise technical and administrative matters related to the improvement of the Holstein breed.
  • Represent the common interests of breeders in developing and promoting the Holstein breed in Europe.
  • Exchange information on important issues concerning the breed.
  • Assist emerging herdbook organisations.
  • Co-operate with animal science in general, as well as other recognised international organisations involved in animal improvement (i.e. ICAR, Interbull).
  • To act on European issues affecting the breed.
  • To promote and introduce recommendations of the World Holstein Friesian Federation.
  • To organise the European championship, Secretaries meetings and Conferences, where considered appropriate, to support the aims and objectives of EHRC.

 

3.     Membership.

3.1    Only officially recognised Holstein and Red Holstein Herdbook organisations or their national coordinating herdbook association of European countries may become members of the Confederation.

 

3.2    Application for membership must be made in writing. A copy of the statutes governing the organisation as well as a statement of the authorities for its official approval must be submitted with the letter of application.

 

3.3    When in the opinion of the EHRC Committee, the interests of the Holstein breed are served by the organisation or country the Committee will recommend to the General Assembly acceptance of their membership. If acceptance is recommended the applicant shall be treated as a member until the next General Assembly. 

 

4            Institutions / Bodies.

4.1.     The Institutions of EHRC are

    • General Assembly.
    • Committee.
    • Secretary General.

 

4.2.     General Assembly.

4.2.1     The General Assembly consists of representatives of all member herdbook organisations. The General Assembly is chaired by the Secretary General or an elected chairman from within the Committee.

 

4.2.2     The authority of the General Assembly is as follows: -

  • Election of the non permanent members of the Committee.
  • Appointment of the Secretary General.
  • Acceptance of the activity and financial reports.
  • Approval and modification of the constitution.
  • Expulsion of members.
  • Designation of the host country of the next EHRC General Assembly and if appropriate, Conference and European Championship Show.
  • Dissolution of the Confederation.

 

4.2.3     The General Assembly shall be held at least once in four years. The meeting place shall change between the member countries.

 

4.2.4     Resolutions to be passed on a majority vote, except those resolutions to alter the Constitution, to change the fees or on the exclusion of members must have a majority of two-third of all votes’.

 

4.2.5     The location of the General Assembly and the Conference shall be recommended by the EHRC Committee at the previous General Assembly.

 

4.2.6     Invitations for the General Assembly, including the agenda, must be sent out by the Secretary General at least two months in advance.

 

4.2.7     Each member represented has one basic vote as well as 1 to 5 votes based on its latest annual number of official registered Holstein cows; each member organisation shall have at least two but no more than six votes.

 

4.2.8     Each member can present a resolution if seconded by another member. A majority vote is required to pass a Resolution. Resolutions to alter the Constitution, to change the fees or to exclude members, must have a majority of two-thirds of all votes to be passed.

 

4.3    Committee.

4.3.1     The non permanent members of the Committee are elected by the General Assembly.

 

4.3.2     In total the Committee shall comprise of nine members. The four countries paying the largest average annual fee, over the past 4 years, to EHRC will be deemed permanent members of the Committee. The other five vacancies on the Committee have to be elected by secret ballot at the General Assembly and serve for a four year period or the time between General Assemblies.

 

4.3.3     The Committee, upon election and at its first meeting shall elect a chairman. The Chairman shall not have a casting vote. In the event the Committee did not appoint a General Secretary from within the elected Committee the Secretary General has no vote.

 

4.3.4     Committee members are Executive Officers or their equivalent. In the event that a committee member cannot attend a meeting a suitable substitute, selected by the non attending committee member, may attend the meeting and have full voting rights.

 

4.3.5     The Committee elects the appropriate European members for the WHFF Council. Only Committee members can become a member in the WHFF Council.  

    

     Terms of reference of the Committee are as follows: -

    • To discuss and progress matters from the General Assembly.
    • To coordinate activities and make recommendations to the General Assembly.
    • To appoint Working Groups for technical matters.
    • Acceptance of members.
    • To recommend to the General Assembly the location for the next Assembly, Conference, European Championship Show.
    • To identify new requirements.
    • To prepare and approve a budget.
    • To organise the General Assembly, Conference, Secretaries Meeting, and European Championship Show.

 

4.3.6       The Committee shall meet not less than once a year.

 

4.3.7     A quorum of 6 Committee members shall be required for a Committee meeting to conduct business.

 

4.3.8     Each Committee member has one vote. Committee decisions shall be taken by a simple majority.

 

4.3.9       Members of the Committee shall serve in an honorary capacity.

 

 

4.4    Secretary General

4.4.1     The Secretary General is appointed by the General Assembly on the recommendation of the Committee for a term of four years or the time between General Assembly’s.

 

4.4.2     Terms of reference for the Secretary General are: -

      • To officially represent the EHRC
      • To administer the EHRC office.
      • Invoice and collect fees
      • To collect, collate and disseminate information as required or as instructed by the Committee.
      • To organise EHRC and act as Secretary at Committee meetings.
      • Record and distribute the minutes of meetings
      • To organise and administer the General Assembly, Conference, Secretaries Meeting and European Championship Show in liaison with the host country.
      • To prepare and deliver reports as appropriate.
      • To ensure working groups are achieving their mandates and timelines within agreed budgets. 

5.         Fee

5.1       Each herdbook member organisation shall subscribe to the Confederation such fees as may from time to time be decided by the General Assembly. Annual fees shall be proposed by the Committee and confirmed by the General Assembly. The business year is the calendar year.

 

5.2       Member countries who fail to pay their annual subscription will not be entitled to vote at the General Assembly or take their seat on the Committee.

 

5.3       Members who fail to pay the annual fee before the end of the year are automatically excluded from EHRC communications and their membership suspended until the next General Assembly.

 

5.4       Membership shall be reinstated on payment of all outstanding fees.

 

6.         Finance.

6.1.      The EHRC shall be a non-profit organisation.

 

6.2.      The EHRC may collect fees for services.

 

6.3.      The EHRC may accept donations or payments from any source provide they are used to support the aims of the EHRC.

 

6.4.      The EHRC shall pay for the cost of administration incurred on its behalf.

 

6.5.     The Secretary General, on behalf of Committee, shall present to the General Assembly a report of the accounts, and the budget for the following two years.

7.        By-laws.

7.1      The Committee may establish By-laws and cause these to be approved by the General Assembly.

 

7.2      The purpose of any such By-laws shall be to define matters not contemplated in this Constitution.

 

8.        Resignation from Membership.

8.1      Resignation from membership of the Confederation shall only be accepted upon receipt by the Secretary General of notice in writing not less than two months prior to the end of the calendar year. Upon resignation there will be no refund of fees.

 

8.2      The General Assembly may expel member herdbook organisations by a two third majority if they seriously breach the aims, objectives and resolutions of the Confederation.

 

 

9.        Dissolution.

9.1.     The Confederation shall only be dissolved by a three-quarter majority at a General Assembly.

 

9.2.     In the event of dissolution the surplus funds remaining, after payment of outstanding debts, shall be apportioned between the member herdbook organisations in proportion to their fees in the last three years.

 

10.      Amendments to the Constitution.

10.1.    The Constitution may be amended at any meeting of the General Assembly.

 

10.2.    Proposals to amend the Constitution shall be submitted to the Committee (via the Secretary General) in writing at least six months prior to the General Assembly.

 

10.3.    Amendments to the Constitution shall require a two-thirds majority vote.

 

11.       Non Discrimination. 

11.1      EHRC is a non discriminatory organisation.

 

 

 

Approved by the General Assembly on 6th July 2011 General Assembly, Stockholm, Sweden

------------------------------------------------