Annual General Meeting Minutes – AYDA 01/05/2018

Australian Yard Dog Association Inc.
Annual General Meeting – 01/05/2018
Dinninup, Western Australia
Minutes of Meeting

 

A. Welcome

Meeting opened by the President, Rex Hocking, at 7.36pm Western Australian time.

Members were welcomed by President.

B. Delegates Present

Rex Hocking (President), Kay Hocking (Secretary), Hayden Harries (Vice President & WA committee), Peter Darmody (Advisory Committee member) (by teleconference), Darryn Hannah (Advisory Committee member) (by teleconference), Jean Green (Treasurer) (by teleconference),  Sharon Barry (Assistant secretary), Andrew Gorton ( WA committee) Derek Binsted(QLD) (by teleconference), Taryn Binsted (QLD) (by teleconference), Kevin Howell (NSWYDA), Nick Foster (NSWYDA), Joe Spicer (VYUFDA), Travis Scott (VYUFDA), Beverley Kellock (SAYDA), David Kellock (SAYDA) (proxy for Lyndon Cooper), Adrian Carpenter (TYDA), Tim Hall (TYDA).

C. Observers

Vincent Gedye (VYUFDA), Karyn Buller (WA committee), Marianne Rogers (WA committee)

D. Apologies

No apologies

E. Confirmation of minutes 2017 AGM

Moved Kevin Howell that the minutes were a true & correct record.
2nd Travis Scott
All members in favour – CARRIED 

F. Business arising from minutes

  1. Action 1. Secretary & delegates notified State Secretaries that the new President, Advisory Members & delegates from each State have been elected for a two year term to ensure continuity.
  2. Action 2. Website. Deferred to general business
  3. Notification of changes to delegates to complete the two year term:

Nigel Armstrong (WA delegate) replaced by Andrew Gorton

Rob Macklin (SAYDA) replaced by Beverly Kellock

Lee Mickan (SAYDA) (proxy for Lyndon Cooper) replaced by Lyndon Cooper.

G. President’s Report

Report Attached.
Moved Rex Hocking that the report be received.
2nd Hayden Harries            CARRIED

H. Secretary’s Report

              Report Attached.
Moved Kay Hocking that the report be received.
2nd Travis Scott                  CARRIED

I. Treasurer’s Report

Report Attached.
Moved Jean Green that the report be received.
2nd Andrew Gorton            CARRIED

J. Accounts for payment

Hayden Harries enquired re payment for replica trophy presented to winner of the Australian Yard Dog Championship. Jean Green (Treasurer) explained that in the past the host state had paid for the trophy.

K. Correspondence

               Correspondence tabled

L. Business arising from correspondence

Nil 

M. Notices of Motion

  1. Moved Victorian Yard Utility Field Dog Association: that Clause 7 (1) of the Australian Yard Dog Association Inc constitution be changed to read:

Notices of motion to alter the constitution must be given in writing by a member of the association or a committee member to the Secretary not later that forty-five days prior to the date of the General meeting and be included in the agenda for the meeting.

2nd Western Australia        CARRIED

 

  1. Moved Western Australia: that the Australian Yard Dog Association Code of Conduct be amended to read:

AUSTRALIAN YARD DOG ASSOCIATION INC CODE OF CONDUCT

Offences

This Code of Conduct applies to all competitors, officials and paid or unpaid workers at an Australian Yard Dog Championship or any event/ activity organised or sanctioned by the AYDA.

Actions or behaviour which are considered “prejudicial to the interests of the AYDA” will be dealt with by the AYDA Judicial Committee.

The following is an outline of inappropriate behaviour. This is not an exhaustive list and where relevant includes social media:
~Challenging a decision of a judge;
~Challenging a decision of the Convenor;
~ Verbal and/or physical abuse of a person;
~ Abuse of an animal by inflicting pain or willfully causing distress;
~ Failure to properly care for dogs [water, shade, exercise, transport accommodation];
~ Unsportsmanlike conduct;
~ Use of foul or discriminatory language;
~ Discriminatory conduct – racial, sexual etc
~ Conducting oneself in a manner which could reasonably be interpreted as being under the influence of alcohol or drugs whilst competing or attending an official function;
~ Wearing inappropriate clothing or footwear whilst competing or attending an official function;
~ Presenting a dog for competition which:
a] is in its 2nd trimester of pregnancy; or
b] has whelped within 6 weeks or less; or
c] is carrying an injury; or

 is in such an unhealthy condition as to bring discredit to the sport.

If any competitor is unclear as to what may or may not constitute unacceptable behaviour, they should consult a Committee member.

Procedure

An alleged breach of the Code of Conduct will be considered by the Judicial Committee if it has been made in writing.

The Judicial Committee will be appointed by the President and will comprise an Advisory Committee member and 2 other Committee members, none of whom shall reside in the same State as the alleged offender.
A hearing must be conducted as soon as practicable upon receipt of the allegation. The person charged with the offence must be given the opportunity to defend the charge and in doing so, may present witnesses. Provided reasonable notice of the hearing has been given, failure to appear will not result in a stay of proceedings.

The Judicial Committee may impose penalties of suspension and expulsion, which have immediate and nationwide effect. Failure of an AYDA member to enforce a penalty imposed by the AYDA Judicial Committee will result in the member being asked to show cause why it should remain a member of AYDA.

Appeals

An appeal against a decision of the Judicial Committee must be lodged with the AYDA Secretary within 24 hours of the decision being made, with a fee of $250.

2.

An appeal will be heard by 3 members of the AYDA Committee appointed by the President, none of whom shall have had any involvement in prior proceedings or have an interest in the matter, other than the overall interests of the AYDA.

If the AYDA Championship has concluded the appeal will be heard via teleconference otherwise it will be convened as soon as practicable at the event.

NSWYDA moved the following amendment:

That sections a), b), c) be deleted & d) be changed to read: is in such condition as to bring discredit to the sport

2nd TYDA

Amended motion

CARRIED

  1. Moved VYUFDA that the Australian Yard Dog Association rules be changed to read

2nd Western Australia

  1. That Rule Part I – 1 (a) 2 of the Australian Yard Dog Association Competition Rules be changed to read:
  • In the Australian Yard Dog Association Championship trial the trial course is to be set to allow all sheep to stand comfortably with the dog in the race.
  • A lesser number of sheep may be worked in the open qualifying trial & supporting classes.               

CARRIED

  1. That Rule Part II 2(a) (v) of the Australian Yard Dog Association Competition Rules be changed to read:
  • The field of the Championship to be 25 & shall be comprised of the current Australian Yard Dog Association Champion, eligible State representatives & the top placings from an open qualifying trial conducted by the organising committee. All those dogs in 25th position with the same score will be included.

CARRIED

  1. That Rule Part II 2(a) (vi) of the Australian Yard Dog Association Competition Rules be changed to read:
  • All open dogs should have an equal opportunity to enter the open qualifying trial held prior to the Australian Championship.
  • There will be no balloting in the open qualifying round of the Australian Yard Dog Association Championship.

If balloting is required at the trial event, it shall be used in the supporting events. Eg Encourage, maiden, novice or improver classes.

CARRIED

  1. That Rule Part II 2(a) (vii) of the Australian Yard Dog Association Competition Rules be changed to read :
  • All dogs that are classified as open dogs in their home State to have an equal opportunity to work in the open qualifying trial prior to the Australian Championship.

CARRIED

  1. That Rule Part II 2(b) of the Australian Yard Dog Association Competition Rules be changed to read:
  • The open qualifying trial at the AYDA Championship will be run under Australian Yard Dog Association rules.
  • All supporting classes being held at the Australian Yard Dog Championship will be run under Australian Yard Dog Association rules.
  • If a host state runs novice and improver classes, dogs classed as such in their home state shall be allowed to win twice in each relevant class.
  • Dogs classified as improver dogs in their home states can enter the open qualifying trial.

CARRIED

  1. That Rule Part IV 4(b) of the Australian Yard Dog Association Competition Rules be changed to read:
  • Handlers with multiple dog entries to be spread evenly throughout the draw & handlers with a single dog entry to be drawn near the middle of the draw.

CARRIED

  1. That Rule Part V 5(a) of the Australian Yard Dog Association Competition Rules be changed to read:
  • All competitions shall be run over such a course as the organising committee determines. Judges are to restrict their involvement with course design to safety and welfare issues.

CARRIED

  1. That Rule Part V 5(g) of the Australian Yard Dog Association Competition Rules be changed to read:
  • That two Australian Yard Dog Association Advisory committee members and the trial conveners inspect the trial course at least one day prior to the open qualifying & championship trials, for the purpose of eliminating any design faults and to ensure animal welfare standards are met.
  • Prior to the formal inspection other Australian Yard Dog Association committee members may check the course and pass on any concerns to the two Australian Yard Dog Association Advisory Committee members.

CARRIED

  1. That Rule Part VI 6(a) of the Australian Yard Dog Association Competition Rules be changed to read:
  • A minimum time of twelve minutes must be set to complete the course in the open qualifying & championship trials.
  • Fewer than twelve minutes may be set to complete the course in the supporting classes.
  • The course must be constructed to allow the majority of competitors to reasonably complete the course in the set time.

CARRIED

  1. That Rule Part VII 7A of the Australian Yard Dog Association Competition Rules be changed to read:
  • All bitches entered in all classes of the competition must be available for inspection before, during or after the competition.

CARRIED

  1. That Rule Part VII 7B of the Australian Yard Dog Association Competition Rules be changed to read:
  • Any handler who works a bitch in oestrus shall be disqualified from any further participation at that event.

CARRIED

  1. That Rule Part VIII 8A of the Australian Yard Dog Association Competition Rules be changed to read:
  • Canes are not permitted to be used in a trial.

CARRIED

  1. That Rule Part IX 9(a) of the Australian Yard Dog Association Competition Rules be changed to read:
  • A dog may be permitted to work in a muzzle but will incur a 5 point penalty. No penalty will apply in encourage, maiden or novice classes.

CARRIED

  1. That Rule Part XI 11A of the Australian Yard Dog Association Competition Rules be changed to read:
  • In encourage, maiden & novice classes, the judge will be in command of the competition from the time the handler enters the course. The handler may take up the casting position prior to releasing the dog off the leash.
  • In the improver, open qualifying & championship classes, the judge will be in command of the competition from the time the handler, enters the course with his dog released.

CARRIED

  1. That Rule Part XI 11D (i) of the Australian Yard Dog Association Competition Rules be changed to read:
  • In the drafting phase of any trial the handler can use his/her body to avoid jamming the sheep’s head. Also where the nominated sheep is past the gate of exit, but within reach of the handler, the handler may turn the sheep back with loss of points.

CARRIED

  1. That Rule Part XI 11D (ii) of the Australian Yard Dog Association Competition Rules be deleted.

CARRIED

  1. That Rule Part XI 11F of the Australian Yard Dog Association Competition Rules be changed to read:
  • Dogs biting excessively and working the sheep in an unduly rough manner may be disqualified at the judge’s discretion.

CARRIED

  1. That Rule Part XI 11H of the Australian Yard Dog Association Competition Rules be deleted.

CARRIED

  1. That new Rule Part XI 11L be included in the Australian Yard Dog Association Competition Rules to read:
  • Other than in an encourage class, once the handler has released their dog & commenced the trial, any handler who handles their dog during the trial prior to the course being completed will be disqualified, except for safety & welfare situations & the replacement of muzzles.
  • Dislodged muzzles can be replaced without loss of points. The clock will not be stopped.
  • If a dog is injured the trial may be terminated at the judge’s discretion.

CARRIED

  1. That Rule Part XII 12D of the Australian Yard Dog Association Competition Rules be changed to read:
  • Sufficient sheep should be obtained to provide fresh sheep for each dog. When sufficient sheep are not available to provide fresh sheep for each competitor then all competitors must have a mixture of used & fresh sheep. (eg 25% to 30% of used sheep)

CARRIED

  1. That new Rule Part XIV 14C be included in the Australian Yard Dog Association Competition Rules to read:
  • The Disputes Committee will be selected by the Australian Yard Dog Association Committee and include the President of the host state, one member of the organising committee and one member from each of the other states attending the competition.
  • Not all members of the Disputes Committee will be required to be involved to consider the dispute. Representatives from the state[s] of the people involved in the dispute must excuse themselves.

CARRIED

  1. That Rule Part XV 15A of the Australian Yard Dog Association Competition Rules be changed to read:
  • The judge will deduct allocated points for each section of the course not completed & include them with those points previously deducted during the trial.

CARRIED

  1. That new Rule Part XV 15C be included in the Australian Yard Dog Association Competition Rules to read:
  • Each competitor’s score is to be broadcast and publicly displayed as soon as it has been verified by the official timekeepers.

CARRIED

  1. That Rule 16A of the Australian Yard Dog Association Competition Rules be changed to read:
  • There must be two judges from two different states to judge the Australian Yard Dog Association Championship unless, special dispensation has been granted from the Australian Yard Dog Association Committee.

CARRIED

  1. Moved VYUFDA

2nd TYDA

That a $2.00 capitation fee per member from the New South Wales Yard Dog Association, the Victorian Yard Utility & Farm Dog Association, South Australian Yard Dog Association and the Tasmanian Yard Dog Association be levied to assist with the Australian Yard Dog Association Inc finances.

CARRIED

 

N. General Business.

  1. Long term sponsorship for AYDA was still in the process of being discussed with potential sponsors.
  2. The suggestion to purchase an Honours for the AYDA to acknowledge & recognize past champions & people who have made exceptional contributions to the Association was not supported.
  3. A formal letterhead & a logo for the Australian Yard Dog Association Inc was discussed. It was resolved that this should be worked on.

Action 1: Include in agenda for discussion at next committee meeting

  1. Reciprocal membership & national liability insurance discussion.

Action 2: All States are to formally notify the VYUFDA whether their members are covered by insurance when they travel interstate for trials.

  1. Sharon Barry reported on the Australian Yard Dog Association Facebook page & how it is proving popular with those interested in trialling.
  2. Joe Spicer & Nick Foster reported on the quotes received for the setup of an Australian Yard Dog Association website. After discussion it was resolved that each state be requested to include an AYDA page with updated AYDA information on their State websites.

Action 3: Secretary to write to all State Associations enquiring whether they are willing to include an up to date AYDA page on their websites.

  1. No decision has been made on the venue for 2019 AYDA championship to be conducted in New South Wales.

Action 4: NSWYDA to notify secretary as early as possible the venue for the 2019 AYDA championship.

  1. Affiliation fees

Moved Peter Darmody

2nd SAYDA

That the 2018-2019 affiliation fees remain the same as 2017-2018

CARRIED

Moved Joe Spicer

2nd Darryn Hannah

That remuneration of $250 be paid to the President & $500 be paid to the Secretary. To cover out of pocket expenses for the 2017-2018 year.

CARRIED

Action 5: Treasurer to organise.

  1. Review of AYDA Inc constitution.

Resolved that one committee member review the constitution & include recommendations to be discussed at future committee meetings.

Action 6: Darryn Hannah to review constitution & provide recommendations to future meetings for discussion.

O. Elections

Hayden Harries appointed as Protem Chairman for the elections.

P. Advisory committee member

Rex Hocking elected for a three year term as an advisory member.

Q. Secretary

Sharon Barry elected as secretary.

R. Treasurer

Jean Green elected as Treasurer.

S. Other Business

  1. 2018 AYDA Championship disputes committee

VYFUDA                                           Travis Scott

SAYDA                                              David Kellock

TYDA                                                 Adrian Carpenter

NSWYDA                                          Nick Foster

WA                                                     Andrew Gorton

Organising committee President      Hayden Harries

 

  1. Letter from Shane Beauglehall was circulated for possible discussion at committee meeting.

 

T. The President moved a vote of thanks on behalf of the AYDA committee to Western Australian for hosting the 2018 AYDA championship in Dinninup & wished everyone good wishes for a successful & enjoyable competition.

Retiring secretary Kay Hocking & Treasurer Jean added their thanks & good wishes.

Kay Hocking was thanked for her contribution as Secretary for the 2017-2018 year during what was regarded as one of the busiest years in the Associations history.

Jean Green

 

Meeting Closed 10.15pm Western Australian time.

 

 

Signed ________________________________________ President.