Society Byelaws-April 2023

Selected Bye-Laws Volume IX – April 2023

Council may review and amend bye-laws from time to time. If you have any queries please contact the Society Office.

Please take note of changes in the following sections: –
DNA testing of stock sires and flushing ewes – Since August 2022 this is now voluntary not compulsory.

Registration Bye-Laws

Only fully paid up members can birth notify and register lambs, which belong to them. Lambs may be birth notified and registered via the online flock available from www.beltex.co.uk, using the official forms available from the Society Office or downloaded from the Beltex website, or by using an Excel spreadsheet – template available from the Society Office.

Birth Notification and registration rules and fees are as follows:

STEP 1 – Birth Notification for 2024-born lambs

Deadline: 31 May in year of birth

Submit registration form by 31 May (or in the month of birth for later-born lambs) along with the birth notification fee.
Birth notify all your lambs.
You will be sent a list of the lambs you have birth notified.
For birth notifications received in the office after the 31 May deadline (unless a late fee), the fee will automatically be doubled.

Please note: All lambs to be entered at Society sales must be birth notified and fully registered before sale entries are submitted, with the exception of spring ewe and lamb sales where lambs need only be birth notified prior to sale and fully registered, at cost to the vendor, if sold.

STEP 2 – Full Pedigree Registration for 2023-born Birth Notified lambs

Deadline: 31 March 2024

A copy of your list of birth notified lambs and a reminder to fully register your lambs will be sent to you in November/December (Flock Survey).
Decide which lambs should be fully registered, ie, all lambs to be retained for breeding or for sale.
Tick those lambs on your Flock Survey and send back to the office with the Registration fee or via the Online Registry or Grassroots App.
Pedigree certificates will be issued on payment of fees. Please let the Society know if you wish to receive paper pedigree certificates, otherwise they will not be printed.

STEP 3 – Fees

Birth Notification (received in Office up to 31 May 2024)

Submitted on paper – £2.84+VAT (£3.40)
Submitted online via Grassroots Online Registry, Grassroot app or Excel spreadsheet – £2.00 + VAT (£2.40)

LATE Birth Notification (received in Office after 31 May 2024)

Submitted on paper – £5.68 + VAT (£6.80)
Submitted online via Grassroots Online Registry, Grassroot app or Excel spreadsheet – £4.00 + VAT (£4.80)

Full Registration (received in Office up to 31 March 2024)

Ram Lambs – £10.00 + VAT (£12.00)
Ewe Lambs – £10.00 + VAT (£12.00)
ET Lambs – £15.00 + VAT (£18.00)

All 2023 lambs fully registered after 31 March 2024 – £20.00 + VAT (£24.00)

Import Fees

Standard import fee (within two months of import) – £50.00 + VAT (£60.00)
Late import fee (after two months of import) – £100.00 + VAT (£120.00)
Sale levy (if sold within 18 months of import) – £100.00 + VAT (£120.00)

Late Full Registration fees for lambs which have NOT been Birth Notified

2022 registrations up to 31 March 2023 – £16.67 + VAT (£20.00)
2022 ET registrations up to 31 March – £20.84 + VAT (£25.00)
2022 registrations after 31 March 2023 – £50.00 + VAT (£60.00)
Registration of animals older than 12mths – £50.00 + VAT (£60.00)

Lambs which are Embryo Transfers must be birth notified on the usual forms available from the Society/online and must have the letters ET affixed to their name.

The Society urges its members to keep their records up to date – particularly those sheep that have been sold, culled or died – via the annual Flock Survey (sent to members with the Winter Beltex Bulletin in November/December), the Grassroots Online Registry or the Grassroots app.

Transfer of Sheep

All sheep bought at a Society or Club sale will automatically be transferred to the purchaser’s name, from purchasers list provided by the Auction market.
Transfer of animals sold/purchased privately or at non-Society/Club sales must be transferred by the owner, NOT the purchaser.
Ways to transfer:

Signing and dating the pedigree certificate in the transfer section and mailing to the Society office
Via the Grassroots Online Registry or GR-App – only the owner can this
Owner notifying the Office via email

Tagging

Lambs must be double-tagged. Each tag must carry the UK flock number and the ETAS-issued individual ID number on one side, and the Beltex Sheep Society individual ID on the reverse, consisting of the breeder’s three-letter flock code, year letter and individual number – ie XYZ.H001. These tags can be ordered direct from Caisley Tags or Allflex using the official Society order form and will carry the Society logo.

Tag Colour for 2024 – Blue (NI double yellow) Tag Colour for 2025 – Orange

Lamb Tails

Ewe lamb tails should be legally docked, ensuring sufficient length to cover the vulva. Ram lamb tails should be left entire.

Lamb Names

Lambs, male and female, should be named. The first part is the breeder’s flock prefix and the second part is the lamb’s individual name, which starts with the consecutive letter each year.

2024 is K 2025 is L

Registration of Imported Sheep

Sheep that are to be imported must have been born in Belgium and full registered within the Belgian Flock Book.
The original pedigree and copy of the Intra Trade certificate must be submitted for registration to the Society Office together with a clear list of sheep to be registered within two months of importation.
Import registration fee is £50 + VAT (£60).
If relevant information is not submitted within the two-month timescale of importation, a late import registration fee of £100 + VAT (£120) will be applied.
Sheep must remain in the importer’s flock for a minimum of 18 months and all pedigree certificates will be held by the Society Office.
If a sheep is sold before the 18-month period is up, a levy of £100 + VAT (£120) will be applied.
If the importer sells privately or at a non-Society/Club sale, the importer is responsible for the import registration fee of £150 + VAT (£180) if the purchaser wants to use in a pedigree flock.
If the sheep are in lamb, the Society must be supplied with the original pedigree of the sire used, which must be registered and recognised by the Belgian Flock Book and the Beltex Sheep Society. The Beltex Sheep Society reserves the right to DNA sample the sire and dam at the importer’s expense and verify the pedigree of the offspring by use of the DNA sample.
An importer must be a fully paid up member of the Beltex Sheep Society to register imported sheep. All decisions regarding the eligibility of imported sheep for registration in the Beltex Flock Book are at the discretion of Council and no appeals will be entered into.

General Sale Bye-Laws

All UK-bred sheep entered at Society/Club sales must be fully registered and all fees paid prior to the sale, with the exception of spring ewe and lamb sales where lambs need only be birth notified prior to sale and fully registered, at cost to the vendor, if sold.
All tags must comply with UK legislation and Society rules on identification.
Substitutes must be declared to the Society within the specified time stated on the sale entry form and catalogue, and must be marked with a red dot on the loin.
Scrapie genotyping is voluntary, but is included in the standard DNA sample for sires used and ewes flushed. All sheep catalogued with scrapie genotype must have valid certificates.
The upset (minimum) price is 300gns at the Premier Sale. At all other Society/Club sales, the upset price shall be decided between the Society/Club and the auctioneer.
Runs are limited to 10, extra runs are placed at the end of the sale (see Carlisle Premier Special Sale Bye-Laws for exceptions).
All sheep entered for Society/Club sales must be inspected by a panel of inspectors appointed by the Society. Some sales will also have a Veterinary Officer aiding with the inspection.
The inclusion of any animal in the show and/or sale following any inspection is no warranty that the particular animal meets any criteria or criterion in respects of any standards, or will do so in the future.
Entry forms must be submitted with all relevant paper work.
Any sheep which has not passed Society/Club inspection should be removed from the vendor’s pen as soon as possible, and must not be offered for sale, or advertised or promoted, in the ring.
No animal to be sold outside of the ring before entering the sale ring.
All animals must be sold in catalogue order.
Any sheep to be sold at Society sales must be registered in the flock from which it is to be sold by 31 May in the year of sale.
All sheep forward must be back-stamped with the lot number, with the exception of those at spring ewe and lamb sales. Failure to do so will result in rejection from sale.
Any rams with semen taken or retained before sale, or females which have been flushed and embryos recovered before sale, must be declared on the entry forms and catalogue and announced at the time of sale. Failure to do so will result in the purchaser having the right to return the sheep. Costs may be incurred by the vendor.
Recipients carrying pedigree embryos will be allowed to be sold at the in-lamb female sales after fully registered sheep.
All sheep entered at in-lamb sales will be scanned at time of inspection. If any ewe or gimmer is found not to be in lamb these will be rejected from the sale. If any empty ewe lamb is found to be in lamb these will be rejected from the sale.
Substitutes allowance per vendor at any sale is three shearling rams, and two per other section. These must be notified to the Society by the time specified on the entry form/catalogue. No substitutes will be allowed on the day. Any un-notified substitutes must be removed from the vendor’s pen as soon as possible and must not be offered for sale through the ring.

Note re Point 15: Council advise the following: Tick the box on the entry forms and make sure information is given out at time of sale. The vendor must discuss fully with the purchaser any details of retained semen/embryos, specifically whether for own use or if intending to sell. This should be agreed between vendor and purchaser, preferably in writing and signed by both parties.

Carlisle Premier Sale – Special Bye-Laws

Entries restricted to

Shearling Rams – Maximum of 10 per run per flock, with any second runs at end of sale.
Ram Lambs – Maximum of six per flock. No second runs.
Shearling Ewes – Maximum run of eight per flock. No second runs.

Ballot

Ram Lambs & Shearling Ewes – The first five and last five vendors from the previous year’s sale will be placed exactly halfway through the ballot the following year.
Shearling Rams – The first five and last five vendors from each ring from the previous year’s sale to be placed exactly halfway through the ballot the following year.
Aged Rams – Ballot as normal.

Vendors balloted in the last 10 runs of shearling rams, excluding any second runs, have the opportunity of withdrawing their total run and entry fees refunded. If the vendor opts to withdraw, they forfeit the privilege ballot the following year.

Inspections

Tags which do not comply with UK legislation and Society requirements will result in the sheep being rejected at inspection. From 2008, all registered lambs must carry tags with the Society logo. Check that tags are correct at time of entry so that replacement tags can be ordered before the sale.
All sheep forward must be back-stamped with the lot number, with the exception of those at spring ewe and lamb sales. Failure to do so will result in rejection from sale.
Sheep which have failed inspection must be removed immediately from the market premises. Vendors are advised to check their animals thoroughly prior to departure from home.
Any animal rejected for testicle abnormality (including size) or incorrect mouth is not allowed to be entered or substituted at later Society/Club sales, with the exception of lambs which may be entered at sales the following year as shearlings.
Inspection will include the following points – tags, teeth, testicles, udder, muscularity and any other points deemed necessary by Council as they see fit.

Inspection Standards

a. Teeth to be inspected and assessed at the discretion of the inspector/veterinary officer. Teeth must meet the pad, not be overshot or undershot, and no tampering with teeth is permitted.
b. All sheep should be mobile and rams capable of natural service.
c. Testicles should be of even size, free of abnormalities and move freely. Minimum testicle size – 27cm for ram lambs and 30 cm for shearling rams and aged rams. Testicles will be measured at the vet/inspector’s discretion.
d. Udders should be correct and free of any hardness or abnormalities.

The vet and inspector’s decision will be final at each sale.

Shows at Sales

a. Each vendor is allowed two entries in each pre-sale show class, bar the Carlisle Premier Sale where only one entry per class is allowed.
b. All exhibitors should be dressed in a white coat in the show ring.
c. Exhibitors are permitted to prepare their sheep to the best of their ability.
d. It is the responsibility of the exhibitor to ensure that each exhibit is available for judging at the correct time.
e. All prize winners must be offered for sale at auction by the exhibitor at the sale following the show, otherwise awards may be withheld, and prize monies forfeited.
f. The decision of the judge is final.

Sales held under the auspices of the Beltex Sheep Society

All sheep sold at any Society/Club sale must be registered with the Beltex Sheep Society. Cross-bred sheep must not be listed in any Society catalogue unless they are carrying pedigree embryos.
Please notify the Society Office if you are planning any of the below sales.

Dispersal Sale – All classes of female stock must be sold at a dispersal sale. The prefix and flock letters shall be frozen for three years from the date of the sale. Each vendor to be balloted after the collective sale. No inspection required.

Production Sale – Sale of shearling ewes and ewe lambs, no aged ewes. Production sales only to be held once every three years. Each vendor to be balloted after the collective sale. Inspection required.

Reduction Sale – Partial sale of aged ewes, shearling ewes and ewe lambs. Reduction sales only to be held once every three years. Each vendor to be balloted after the collective sale. Inspection required.

Dispersal, production and reduction sales to be held at the end of the collective sale and no sheep to be shown in the pre-sale show.

Joint Sale – There shall be no limit to the number of vendors at a joint sale.

Private Sales held under the auspices of the Beltex Sheep Society

The vendor must inform the Council of the Beltex Sheep Society, in writing, of their intention to hold a sale under the auspices of the Society, stating the proposed date and venue of the sale which shall be subject to approval by the Council.
The sale shall comply with the Beltex Sheep Society rules and conditions.
Private sales shall be exempt from any entry fees.

Sale Conditions

The sale terms and conditions of the LAAS / IAAS shall apply to Beltex Society and club sales with the exception of the duration of the stock ram warranty.

Rams purchased at Society and club sales must prove to be capable of, and effective at, getting at least 1 female in lamb by 15th December in the year of purchase.

Claims must be notified to the auctioneers by 31st December and must be supported by vets’ reports and any other proof of infertility or incapability. No claim after that date will be accepted.

The auctioneers shall be mediators in disputes between buyer and seller.

General Bye-Laws

The Council of Management – A maximum of 12 members elected by the membership to serve a three-year term. A Council member shall be subject to retirement by rotation at the third AGM after the AGM at which they were appointed. A Council member be serve a maximum of two consecutive terms and then must step down for one year. A Council member may be co-opted for one year if special circumstances allow.

Society Chairman – The Chairman is elected by Council for a two-year term.

Society President – The President is elected for a two-year term.

Annual General Meeting – The Society shall hold a General Meeting in every calendar year as its AGM at such time and place as may be determined by Council and shall specify the meeting as such in the notices calling it, provided that every AGM shall be held not more than 15 months after the holding of the last preceding AGM.

DNA Testing

The Society reserves the right to DNA test any birth notified or registered Beltex sheep to verify parentage or offspring.

From the 10^thAugust 2022, the council changed DNA testing of stock sires and flushing ewes from compulsory to voluntary.

DNA Testing of Stock Sires

The Society, from 1 January 2019, required all lambs being birth notified/registered to have the sire DNA tested (live rams only).
Lambs could only be birth notified/registered with the Beltex Sheep Society from a DNA tested live ram.
Registrations from deceased sires were allowed for a limited time – therefore DNA testing retained semen from a deceased ram is optional.
The owner of the deceased ram to notify Society if not testing retained semen for the records.
DNA sample to be sent to the Office prior to the ram being used or by 30 November in the year of use.
A late fee of £10 per ram shall be added to sample charge if sample received in Office later than 1 January in year of lamb’s birth.

DNA Testing of Flush Females

The Society, from 30 June 2021, required all ewes for flushing to be DNA tested prior to flushing.
A flushing certificate should be supplied to the Society Office upon completion of flushing.
Embryo lambs can only be birth notified/registered with the Beltex Sheep Society from a DNA tested female and when the flush certificate has been supplied.
For any winter flushes, DNA samples should be sent to the Office as soon as possible and certificates of both flush and implantation should be sent to the Office at time of implantation.
DNA samples and flush certificates to be sent to the Office by 30 November in the year of flush.
A late fee of £10 per female shall be added to sample charge if sample received in Office later than 1 January in year of lamb’s birth.
DNA testing only applies to embryo lambs born in 2022 onwards, but where possible breeders should forward certificates of both flush and implantation to the Office if using frozen embryos.

DNA Sampling Process

A completed DNA nasal swab kit request must be returned to the Society Office.
DNA nasal swab can be ordered via the Grassroots Online Registry.
A Nasal swab kit, labelled for each animal with instructions, will be mailed for return to the Office once the DNA sample has been collected.
Samples will be sent in batches to Neogen for processing.
Once data is returned from Neogon and inputted into Grassroots it will appear on the Grassroots Online Registry that the animal has been tested – no information will be shown.
Access to the DNA result of each animal is available from the Society Office.
Parentage verification can be recorded on the Grassroots system.

Cost of DNA test is £27.00 + VAT (£32.40) per animal, which includes the cost of the nasal swab.

The Society has chosen the Ovine 50K chip which will collect the following information:

Scrapie genotype
Myostatin gene (double-muscle gene)
Parentage profile for future reference
Approximately 100 other markers for future use

If DNA samples collected and checked do not match, the member will be given every chance to correct any mistakes but will have to bear all the costs involved themselves. If parentage cannot be matched, then the lamb will be de-registered.

A sheep must display the myostatin gene from both parents in order to be fully registered. If an animal tested does not display the myostatin gene from both parents, the Society reserves the right to de-register the sheep and/or parents in question.

Animal Parentage Verification

Please contact the office direct for details on how to proceed.