AGM NOTICE & AGENDA ITEMS
Please refer to the Notice below but ensure you check the Regional Centres as these have been updated and exact details will be confirmed as soon as possible.
NOTICE is hereby given that the ANNUAL GENERAL MEETING OF MEMBERS of the Canine Control Council (Queensland) Limited will be held in the DURACK CLUBHOUSE, CCC(Q) Ltd Showgrounds, King Avenue, Durack at 7:30pm on Wednesday 25 March 2015. All Members have a right to appoint a proxy under Clauses 55-59 of the CCC(Q) Ltd Constitution.
The ANNUAL GENERAL MEETING OF MEMBERS will be held simultaneously in the following regional centres using 'Skype' technology with the Chair as indicated below;
• Maryborough – TBC.
• Rockhampton – Mrs Janet Scott. Venue: Fitzroy Motor Inn, 78 Fitzroy St, Rockhampton.
• Townsville – TBC. Venue: Thomas Associates, Level 2, 31 Thuringowa Dr, Kirwan.
• Cairns – Mrs Kerry Frame. Venue: Cairns City Kennel Club, Quigley St, Cairns.
Business to be conducted:
• Receiving the report of the Board of Directors for the previous year.
• Receiving the annual financial accounts duly certified by the Auditor.
• The appointment of the Auditor for the next Financial Year.
• The declaration of the results of the election of members of the Board of Directors.
• Confirmation of CCC(Q) Ltd Income Tax and Capital Gains Tax exemption status.
• Any other item of business submitted in writing by a member to the Secretary not less than fourteen (14) days prior to the date fixed for the AGM.
In accordance with Clause 48.1(5) of the CCC(Q) Ltd Constitution, Members were asked to submit any additional items of
business to the CCC(Q) Ltd Office no later than 10 March 2015.
To assist Members in providing the most accurate and timely information, if anyone had any questions in regards to the financial accounts it was requested that those be submitted no later than 10 March 2015.
The items received were as follows;
LOCKYER VALLEY KENNEL CLUB
1. Moving of Dogs Qld Office to our Grounds at Durack
This move is not as hard as we may think. Our current Office is not user friendly to us, particularly our Senior and disabled Members. The Meeting Rooms underneath the Function Room at Durack could easily be converted in a short time frame to become our new Dogs Qld Office, with phone lines put in so there is no disruptions to the day to day running of the Office and it could all be done in a matter of a month or two.
2. Safety Officer
In this day and age this should be a requirement at every Show to implement safe practices for the protection of all members and their dogs.
3. First Aid Officer
We should have a qualified First Aid Officer at each Show and to overcome this it could perhaps be a requirement for our Show Manager's to do a First Aid Course so on the day there is someone qualified for every Show, or a Member who may wish to donate their time to help.
4. Pet Insurance
Why don't we have our own Pet Insurance? If the RSPCA and Woolworths for example can offer Pet Insurance to the general public, keeping in mind they have no actual members then why aren't we doing this. We have over 6000 members to which this could also expand into the general public to attract more people into joining. There is also a flow on effect where we could also offer this to our future puppy buyers like for example Pet Plan giving the first 6 weeks for free then the new owners pay if they wish to keep it going thus again generating more income for Dogs Qld, and it can be all underwritten by a big insurance company like for example Holland.
We need a mentoring system to help show new exhibitors the ropes and to make them feel comfortable and learn how to Show as some find it daunting and give up. Several Members have offered to help new exhibitors.
6. Formation of an In School Dog Education Program
We should be implementing a program where a group of volunteers go to Primary Schools with their dogs educating the kids on our purebred dogs and Dogs Qld as this can incorporate many things on general caring for the breed of dog etc but after the kids have seen the dogs and are so excited they go home to tell Mum and Dad about their experiences at School today and hand them the handouts on the breeds the kids were interested in and just maybe we might get some new Members out of it and then again not only lifting our profile out there in the public but get some new Members and hopefully when next Mum and Dad are looking for a dog they might ring us before going to the back yard Breeders and the cost is next to nothing as the people participating will be donating their time and experience. Upon consultation with some of Dogs Qld members on this issue many have said they would love the chance to do it. This not only gives Dogs Qld Members more avenues for puppy sales but the prospect of more exposure for the Purebred Dog World.
7. Permit Breeders to hold Joint Prefixes' with people who they are acting as Mentors to
People who have bought a dog which is jointly registered with the breeder have been told by Dogs Qld that this is not permitted even though it has been noted that 2 Miniature Schnauzer breeders held a Joint Prefix. If Breeders are given no option but to sign complete ownership to a new owner, meaning that they can act without the wisdom of the Breeder and
even on sell a dog to a third party against the Breeder’s wishes and in the end Breeders will choose not to sell dogs on the Main Register. If a partnership agreement has been completed between owners which clearly states the purpose of the dog and who pays for what why are they not allowed to hold a Prefix for that Partnership?
8. Update from Liaison Officer
Can the Members request an all region update from the Liaison Officer with how the idea of progressing the 9 dog licence for breeders at Local Council level. We have many Members in areas still awaiting updates, of how discussions are progressing. Even if the Councils are unable to come to the table imminently with a commitment to the Breeders Licences, is there a window of opportunity to address registration fees for dogs (with most falling due from 1 July again) owned by DQ members, at a discounted rate.
9. Covered Rings Update
Could you please include on AGM Agenda the costings of the covered rings to be tabled at the AGM.
MAREE KENNEL CLUB
10. Position of Dogs Queensland Library
Can the Library be moved to a more user friendly position at Durack, so that it may be accessed more easily on show days by Trainee Judges, visiting Judges and Exhibitors alike. There are many good Books contained in the Library that are available to Trainees and Coordinators as well.
DACHSHUND CLUB OF QLD
11. That the Committee Structure within Dogs Queensland be improved in the following manner:
(a) that there be two strands (types) of Committees
(i) Standing (Permanent) Committees,
(ii) Working Committees (Parties)
(b) that under the existing arrangement within Dogs Queensland the following Committees become Standing (Permanent) Committees. These Committees to operate on two year terms with membership being reviewed at the relevant AGM when Board of Director elections are held. Nominations for positions on these Committees to be called from the general membership and elections held at the AGM by those attending. Limit on numbers on each Committee to be determined by the Board of Directors.
(i) Finance Committee (New Committee)
(ii) PR & Media Committee
(iii) Conformation Judges Committee*
(iv) Durack (Grounds) Committee
(v) Retrieving & Field Trials Committee
(vi) Queensland Dog Sports Committee
(vii) Canine Health & Breeder Accreditation Scheme Committee
(viii) Amenities Committee
(ix) Library and Archives Committee
(x) Event (Show) Managers & Stewards Committee*
(xi) Junior Handlers Committee
(c) That the following become Working Committees (Parties) with the Board of Directors to establish additional Committees to facilitate specific projects as required. Nominations for membership of these Committees to be sought from the general membership. Limit on the number of members on these Committees to be decided upon by the Board of Directors.
(i) Dog of the Year Committee
(ii) Strategic Planning Implementation Committee
(iii) Other “one off” Committees that are considered short term in operation
Note: * Should consideration be given to combining these two Committees as they are very similar in the end result: i.e. training of “officials” for the various roles in the dog world.
12. Durack Infrastructure Plan
The Dachshund Club requests the Board updates members on the present status of the Infrastructure Plan for the Durack Dog Sports Ground. The reason for this request is that while the subject has been listed for discussion at the Presidents, Secretary’s and Treasurers Meeting in July it is felt that there are many individual members of Dogs Queensland who are not members of clubs who are very interested in what the present situation is and they will not have the opportunity of being able to participate in the discussion. The Club also requests that a regular update on this subject be included in the “Dog World”.
13. Greyhound Baiting
The Dachshund Club wishes to enquire as to the reasons Dogs Queensland did not publicly take a stand on the recent Greyhound troubles. Surely if DQ wishes to promote itself as the “voice” of the dog world then it stands to reason that it should have been one of the first organisations to put out a statement condemning the practice of live baiting. Greyhounds are a respected breed recognized worldwide and surely deserve our full support.
Note 1: All Financial Members are entitled to attend the AGM, vote at the AGM and submit Items of Business for the AGM. Any renewing Members from 2014 who are yet to pay their 2015 Renewal Fees may only attend the AGM but may not vote at the AGM unless their 2015 Renewal Fees are paid prior to the AGM.
Note 2: All Financial Members unable to attend have the right to appoint a proxy in accordance with Clauses 55 – 59 of the CCC(Q) Ltd Constitution; relevant proxy forms are available from the Dogs Queensland Website or click below to download the 6 of them:
Proxy Form 1
Proxy Form 2
Proxy Form 3
Proxy Form 4
Proxy Form 5
Proxy Form 6
Note 3: The 2014 Annual Report is available on the Dogs Queensland Website and if Members require a hard copy, they are to request one from the Dogs Queensland Office prior to or after that date.
Please CLICK HERE to download a brochure providing details about a FREE Seminar to be presented by Professor Claire Wade (Breeding Better Dogs) and Veterinarian Bethany Wilson (The Genetics of Hip Dysplasia) on Wednesday 7 March at the Dogs Queensland Sportsgrounds, King Ave, Durack (6:30pm for 7:00pm start).
In reference to the Seminar mentioned above, please CLICK HERE to view a document advising that this Seminar is now recognised by the AVA (Australian Veterninary Association) as an approved part of the Professional Development Program for veterinarians.
Members, Clubs and other organisations please note that the Canine Research Foundation is seeking applications for research commencing in 2016 to be funded under the Foundation's Grants program for the year 2016.
Proposed research projects should be directed towards producing benefit in some aspect of canine health and must be conducted by an Australian University. Applications will close on MAY 29, 2015.
Application forms may be obtained by e-mail from the ANKC Ltd Administrator at the following address:
ANKC Ltd Administrator
Members, please CLICK HERE to download a Proxy Form for use at the forthcoming Special General Meeting on Wednesday 21 January 2015.
Please also refer to the relevant Clauses of our Constitution, reproduced below, relating to the use of Proxy Voting at an Annual General Meeting (AGM) or Special General Meeting (SGM).
In particular, please note the following:
• Each member attending an AGM or SGM is limited to exercising a total of five (5) Proxies for other members;
• The Secretary of CCCQ Ltd can hold an unlimited number of member Proxies;
• Correctly completed and signed Proxy Forms must reach the Dogs Queensland office at least forty-eight (48) hours before the scheduled time of the meeting;
• If members are joint members, they should download two (2) separate Proxy forms, one (1) for each member and submit both Forms.
55.1 A member who is entitled to attend and cast a vote at a meeting of the Company’s members may appoint another member as the member’s proxy to attend and vote for the member at the meeting.
55.2 A proxy to attend and vote for a member has the same rights as the member:
(1) to speak at the meeting;
(2) to vote (but only to the extent allowed by the appointment); and
(3) to join in a demand for a poll.
55.3 If a proxy is only for a single meeting, it may be used at any postponement or adjournment of that meeting, unless the proxy states otherwise.
55.4 A proxy’s authority to speak and vote for a member at a meeting is suspended while the member is present at the meeting.
55.5 A proxy may be revoked at any time by notice in writing to the CCCQ Ltd.
55.6 A member is limited to exercising a total of five (5) proxies for other members at any meeting of members.
55.7 The Secretary can hold an unlimited number of proxies for members at any meeting of members.
56 Appointing a proxy
56.1 An appointment of a proxy is valid if it is signed or otherwise electronically authenticated (as referred to in Regulation 2G.2.01 of the Corporations Regulations 2001) by the member making the appointment and contains the following information:
(1) the member’s name and address and membership number;
(2) the CCCQ Ltd’s name;
(3) the proxy’s name and membership number; and
(4) the meetings at which the appointment may be used.
An appointment may be a standing one.
56.2 An un-dated appointment is taken to have been dated on the day it is given to the CCCQ Ltd.
56.3 An appointment may specify the way the proxy is to vote on a particular resolution. If it does;
(1) the proxy need not vote on a show of hands, but if the proxy does so, the proxy must vote that way; (2) if the proxy has two
(2) or more appointments that specify different ways to vote on the resolution, the proxy must not vote on a show of hands;
(3) if the proxy is the Secretary, the proxy must vote on a poll and must vote that way; and
(4) if the proxy is not the Secretary, the proxy need not vote on a poll, but if the proxy does so, the proxy must vote that way.
(5) As a member, this clause
56.3 does not affect the way that the person can cast any votes the person holds as a member.
56.4 An appointment does not have to be witnessed.
56.5 A later appointment revokes an earlier one if both appointments could not be validly exercised at the meeting.
57 Form of proxy sent out by the CCCQ Ltd
57.1 A form of proxy sent out by the CCCQ Ltd may be in a form determined by the Directors but must:
(1) enable the member to specify the manner in which the proxy must vote in respect of a particular resolution; and
(2) leave a blank space for the member to fill in the name of the member primarily appointed as proxy.
57.2 The form may provide that if the member leaves it blank as to the person primarily appointed as proxy or if the member or members named as proxy fails or fail to attend, the Secretary of the meeting is appointed proxy.
57.3 Despite clause 58.1, an instrument appointing a proxy may be in the following form or in a form that is as similar to the following form as the circumstances allow:
The CCCQ Ltd
I/We, of , being a member/
members of the Company, appoint of or, in his
or her absence, of as my/our proxy to
vote for me/us on my/our behalf at the *Annual General/*General Meeting of the
Company to be held on and at any adjournment of that meeting.
✝ This form is to be used *in favour of/*against the resolution.
* Strike out whichever is not desired.
✝ To be insert if desired
58 Receipt of proxy documents
58.1 For an appointment of a proxy for a meeting of the CCCQ Ltd’s members to be effective, the following documents must be received by the Secretary at least forty eight (48) hours before the meeting;
(1) the proxy’s appointment; and
(2) if the appointment is signed or otherwise authenticated by the appointor’s attorney, the authority under which the appointment was signed or authenticated or a certified copy of the authority.
58.2 If a meeting of the members of the CCCQ Ltd has been adjourned, an appointment and any authority received by the CCCQ Ltd at least forty eight (48) hours before the resumption of the meeting are effective for the resumed part of the meeting.
The CCCQ Ltd receives an appointment or authority when it is received at any of the following:
(1) the CCCQ Ltd’s registered office;
(2) a facsimile number at the CCCQ Ltd’s registered office; or
(3) a place, facsimile number or electronic mail address specified for the purpose in the notice of meeting; or
An appointment of a proxy is ineffective if:
(1) the CCCQ Ltd receives either or both the appointment or authority at a facsimile number or electronic address; and
(2) a requirement (if any) in the notice of meeting that;
(i) the transaction be verified in a way specified in the notice; or
(ii) the proxy produces the appointment and authority (if any) at the meeting; is not complied with.
59 Validity of proxy vote
59.1 Unless the CCCQ Ltd receives written notice of one (1) of the following matters before the start or resumption of the meeting at which the proxy votes, a vote cast by the proxy will be valid, even if;
(1) the appointing member dies;
(2) the member is mentally incapacitated;
(3) the member revokes the proxy’s appointment; or
(4) the member revokes the authority under which the proxy was appointed by a third party; before the proxy votes.
59.2 A proxy is not revoked by the member attending and taking part in the meeting unless the member actually votes at the meeting on a resolution for which the proxy is proposed to be used.
NOTICE is hereby given that a SPECIAL GENERAL MEETING OF MEMBERS of the Canine Control Council (Queensland) Limited will be held in the Function Room, Dogs Queensland Sports Grounds, King Avenue, Durack at 7:30pm on Wednesday 21st January 2015. All Members have a right to appoint a proxy under Clauses 55-59 of the CCC(Q) Ltd Constitution.
The Board of Directors hereby gives notice of two Special Resolutions (a Special Resolution is a resolution that needs to be passed by at least seventy five percent (75%) of members present at a General Meeting) to amend the CCC(Q) Ltd Constitution in accordance with Clause 70 of the Constitution reproduced below;
70 Amendments to the Constitution
70.1 Subject to the Act, this Constitution may be amended only if:
(1) a Special Resolution is passed at a General Meeting that a proposed constitutional amendment be put to members for a vote; and
(2) seventy five percent (75%) of all members who vote, vote in favour of the proposed amendment at a subsequent ballot.
The Special General Meeting has been called in line with a written request received as per Constitutional Clause 49.1 (2) and Members are given notice as per Constitutional Clause 50.1 reproduced below.
49 Special General Meetings
49.1 The Secretary must call a Special General Meeting (SGM) upon:
(1) being directed to call the meeting by the Board; or
(2) being given a written request signed by one hundred (100) members of the CCCQ Ltd.
49.2 A request for a SGM must state:
(1) why the SGM is being called; and
(2) the business to be conducted at the meeting.
A SGM must be held within two (2) months after the date the Secretary receives a request for a SGM in accordance with this clause 49.
49.4 If the Secretary is unable or unwilling to call a SGM within two (2) months, then the President must call the meeting.
50 Notice of all General Meetings
50.1 The Secretary must give at least twenty one (21) days’ notice of the General Meeting to each member of the CCCQ Ltd.
50.2 If the Secretary is unable or unwilling to give notice of the meeting, the President must give notice of the meeting.
50.3 The notice of a General Meeting must set out the place, date and time for the meeting and, if the meeting is to be held in two (2) or more places, the technology that will be used.
50.4 A notice of a General Meeting must state the business to be conducted at the meeting. If a Special Resolution is to be proposed at the meeting, the notice is to set out an intention to propose the Special Resolution and its content.
50.5 A notice of a General Meeting must contain a statement that the members have a right to appoint a proxy;
50.6 The accidental omission to give notice of any General Meeting or the non-receipt of the notice by any person entitled to receive notice of a General Meeting does not invalidate the proceedings at, or any resolution passed at the meeting.
In Clause 2.1(5) ‘Definitions and Interpretations’ it is proposed to add a clause to read:
‘Non-Operational Expenditure means expenditure not associated with the daily running of the CCCQ Ltd.’
In Clause 35 ‘Functions of the Board of Directors’ it is proposed that three sub clauses be added after 35.3(1) to read:
‘Subject to Clause 35.3(1) the authority of the Board of Directors to approve spending, without CCCQ Ltd member’s approval, is limited to an accumulative amount of $15,000 per contract for non-operational expenditure.’
‘Subject to Clause 35.3(1) any non-operational expenditure in excess of $15,000 be supported by a fully costed business plan and presented to the members of the CCCQ Ltd for consideration and approval.’
‘Subject to Clause 35.3(1) (a) and 35.3(1) (b) the accumulative spending authority of the Board of Directors may be reviewed with member’s approval at each Annual General Meeting.’
It is proposed that a sub clause be added after 46.1 to read:
46.1.1 ‘Subject to Clause 46.1 only One (1) Board member can be a member of an individual committee’.
Note 1: All Financial Members are entitled to attend the SGM and vote at the SGM. Any renewing Members from 2014 who are yet to pay their 2015 Renewal Fees may only attend the SGM but may not vote at the SGM unless their 2015 Renewal Fees are paid prior to the SGM.
Note 2: All Financial Members unable to attend have the right to appoint a proxy in accordance with Clauses 55 – 59 of the CCC(Q) Ltd Constitution; this proxy form is available from this website in a seperate News item under Latest News dated 5 January 2015.
A Working Bee has been arranged at Durack for Saturday 6 December 2014, commencing at 9:00am. To assist with the clean up of the devastation from last week's storm, we would greatly appreciate anyone who can help to come along.
Please bring any rakes, shovels or anything else that you think may be useful. Of particular interest would be anyone with trailers, utes or trucks to transport material.
Thank you in advance and we look forward to seeing as many people as possible on Saturday.
Please note that a barbeque will be provided for all those in attendance and there will be a briefing by the Durack Committee in front of the function room at 9:00am.
A few pictures of the devastation are shown below:
Please CLICK HERE to download and view the Election Notice and Nomination Form, including all relevant information regarding requirements for the forthcoming 2015 Director Elections.
Note that the Election Notice and Nomination Form are also printed in the December Dog World magazine.