The Governing Council of the Cat Fancy

Notice re Hall Hire Agreements

'To be responsible for and to indemnify the (hall authority) against all claims, actions, demands, costs and proceedings arising out of or incidental to the hiring of the centre and equipment .......'

Our insurers are not prepared to grant a direct indemnity to hall authorities and our policies will only provide indemnity for accidental injury, damage or loss where the insured is found legally liable.

Some hall authorities may agree to the signing of their contract with the exclusion of any clause which exceeds the club's legal liability but this must be in writing before the contract is signed. It is fully appreciated that the show venues are hard to find and, if the authority will not agree to any exclusion, the club may have no other choice than to sign the agreement as it stands but would then have a contractual liability not covered by the GCCF policies.

GCCF Insurance Cover for Cat Shows

The GCCF Show Licence fee includes in it an element on insurance cover for cat shows and the following policies and the amounts of cover apply to all shows licensed by the GCCF:

Cancellation or Abandonment Cover

It was agreed by Council on 27 October 2004 to discontinue the GCCF Show Abandonment Insurance Policy as many of the reasons causing abandonment were now excluded from the policy and yet the premium was extremely high. Therefore, it was decided that the GCCF would self insure, i.e. put aside a sum of money to be used to cover claims when a show had to be abandoned. Details of the GCCF self insurance cover and the procedures for making claims is downloadable here in a pdf document.

Public/Products/Employers Liability £3,000,000 limit any one incident

Confirmation letter current GCCF Policy details for show venue authorities is available from the GCCF Office on request.

Nature of Risk
Third Party indemnity protecting the Insured's legal liability in respect of accidental bodily injury to workers or accidental damage to property (including hired buildings but only insofar as the policy terms and conditions apply) arising from the negligent act or omission. (NB A condition precedent to liability is that all ground surfaces of the venue are checked for tripping/slipping risks prior to the Open Date of the Event). Cover for claims arising from lost cats in the custody or control of the Insured for judging. Cover also in respect of claims arising from food poisoning. Member to member liability.

Principal Exclusions

1. Bodily injury, death, disease or illness of employees of Insured.
2. Legal liability arising out of advice provided for a fee.
3. Nuclear and War risks.
4. Cloakroom locking warranty (i.e. unattended cloakrooms must be locked and the key held by an individual authorised by the insured).

Group Personal Accident

Current Benefits (index linked 10% per annum)

Death, loss of one or two limbs or eyes, permanent loss of speech or hearing:

Nature of Risk
Protection for judges, stewards and show officials who suffer from accidental bodily injury whilst taking part in training or social activity organised by the GCCF or attending cat shows licensed by the GCCF, including travel to and from shows other than by air or motorcycle.

Principle Exclusions

1. Bodily injury while the Insured engages in excluded activities.
2. Suicide
3. Bodily injury caused by war risks.
4. Travel to and from shows by air or motorcycle.

Show managers should send copies of their Hall Hire Agreements to the office for referral to the GCCF Insurance Broker who will check to see that the above policies cover all that their Hiriing Agreement requires.

Brief Notes for Show Treasurers

1. Always enter all money transactions in your cash book as quickly as possible.

2. Do not use cash received to make outgoing payments, bank it so that it is properly recorded.

3. Balance your accounts regularly, it saves a great deal of time when the show account has to be prepared for the AGM.

Before any money is likely to arrive look at last year's accounts and see which headings have been used; entry fees, catalogue sales and donations are likely to appear on the receipts side and hotel expenses, penning and postage are typical of the items shown on the payments side. Decide if the headings are as you want them, perhaps some should be split and other small amounts could be amalgamated. When you have done this, count the number of headings and go out and buy an account book with two or three more columns on each page than the headings you want. Decide if you are going to want to deal with petty cash separately. If you have to supply floats to other members of the team then this is probably best and you should give each person a small book to list their expenditure. If you are the only person to handle cash you may prefer to use the account book to enter expenditure directly.

Ideally, all cheques drawn on the show account for £100 or more should be signed by two club officials. You should also ensure that the bank mandate for the show account does not specify that the treasurer must sign in every case; the account cannot be operated if the treasurer is taken ill or resigns unexpectedly. It is preferable and safer for the account to be operated in theory at least by any one of perhaps three club officials up to £100 and any two of these three over £100 even if in practice the treasurer signs in every case.

If the money received from exhibitors is to be banked by section managers, arrange a system for them to provide you with full details. It is vital that details of receipts and banking are passed to the show treasurer frequently, preferably weekly. Advise every bank where money is to be paid in that no cheques are to be represented, this will enable you to follow up quickly and ask for the fees to be paid with postal orders or to cancel the entry.

Decide on your show account independent examiner before you start the show work and get advice on the setting up and balancing of your account book.

When the show accounts have been independently examined, they should be passed to the club treasurer for inclusion in the club balance sheet and should be submitted to the GCCF with the club returns. This should also be done for joint shows when the financial involvement of each participant club should be reflected in their general accounts.

Once the independent examiner's report has been prepared and the accounts agreed at the club's annual general meeting, it may be possible to dispose of certain of the show records in accordance with the rules, but, as the Inland Revenue require individuals and most organisations to keep financial records for up to 6 years, you should retain items such as cheque books, paying-in book counterfoils, bank statements, receipted invoices and, of course, the account books, for that length of time.

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