Rules

(Incorporating changes to July 2017)

(In ALL CASES “he” and “his” shall be taken to mean “she” and “her” or “they” and “their” where appropriate.)

1.         NAME:
            The Association shall be called “The New Zealand Dairy Goat Breeders Association (Incorporated).”

2.         OBJECTS:
(a)        To establish and maintain registration books in accordance with the Regulations, for the registration of stud stock.
           
(b)        To hold ribbon parades.
           
(c)        To encourage the breeding of dairy producing goats to the highest standards.

(d)        To co-operate with, and extend and amplify the efforts of other Clubs, Societies and Associations formed for the like or similar purposes.
      
(e)        To provide and contribute to prizes, awards and distinctions of merit in connection with the breeding, rearing and exhibition of registered goats.

(f)         To make known to the public the outstanding qualities of the breeds, and to do all things that may be deemed advisable and necessary to promote the interests of the members of the Association.

(g)        To exercise such disciplinary and other powers as the Association shall deem fit.

(h)        To encourage frequent meetings and social activities of members and to further members’ knowledge of the breeds as and when possible.

3.         MEMBERS:
3.1.0    Any person shall be eligible for membership of the Association. 

3.2.0    The names and addresses of members shall be kept on file and published in the annual Herd Book as the “Register of Members of the New Zealand Dairy Goat Breeders Association Inc.”  The file shall be open for inspection by members.

4.         ADMISSION:
4.1.0    New members applying shall have a copy of the Rules and Regulations and Policies and Procedures sent to them with a Membership Application form for their completion.  By signing the Membership Application form, they agree to be bound by the Rules and Regulations, Policies and Procedures of this Association.

4.2.0    Membership will only be accepted on receipt of a completed Membership Application form and payment of current membership fee.

4.3.0    No nominated agent on behalf of any member having been excluded from membership may have their application for membership approved.

4.4.0    Council reserves the right to decline an application for membership and shall give in writing the reason/s.

5.         MEMBERSHIP RENEWAL:

5.1.0   A membership renewal application form shall be sent to all current members including affiliated groups at their last known address.   By renewing their membership they agree to be bound by the current Rules and Regulations and  Policies and Procedures of the Association.

5.2.0   Membership will only be accepted on receipt of a completed membership renewal application form and payment of current membership fee.

5.3.0   A copy of the current Rules and Regulations, Policies and Procedures shall be forwarded to each current member including affiliated groups.   At all times members must be supplied with alterations to rules and regulations.

5.4.0   No excluded member nor their partner, spouse, children, family trust members, estate executives or any other nominated agent, real or implied, may apply for a membership renewal on behalf or in their place.

6.         SUBSCRIPTIONS:

The Annual Subscription to the Association shall be fixed by the Council in January each year, and shall be notified to members in the next issue of the “Dairy Goat News”.  The subscription shall be payable in advance as at 1 March each year, and the subscription renewal forms will be sent to members at their last known address.  No member shall be allowed to vote or compete for any prizes or trophies of the Association or in any way enjoy the privileges of membership until his subscription and all other outstanding amounts due by him to the Association have been paid.  Subscriptions must be paid before closing entries of shows.  A person becoming a member between January 1 and February 28 shall be granted membership until February 28 in the ensuing year.

7.1.0    TERMINATION OF MEMBERSHIP
7.1.1    RESIGNATION OF MEMBERSHIP
Any member may withdraw from the Association on sending notice of his intention in writing to the Secretary at any time before the expiration of the current Association year.  Any member leaving the Association shall not be entitled to receive back any money he may have paid to the Association during his membership or have any claim against the Association.  Any member so withdrawing from the Association shall be deemed to be a member until such time as his resignation shall have been accepted by the Council and duly acknowledged in writing by the Secretary.
           
7.1.2    FORFEITURE OF MEMBERSHIP
The Council may declare a member to have forfeited his membership and may direct his name to be removed from the Register but without releasing him from any antecedent liability to the Association if he is in arrears with his Annual Subscription for a period of three months after the same shall become due.

7.1.3    Whenever any person shall cease to be a member of the Association his name shall be removed from the Register, and he shall, from that date of his ceasing to be a member, cease to have any claim or interest in respect of the Association, and shall forthwith return to the Association any cups or trophies that, being the property of the Association, are in his possession at that time.

7.1.4    TERMINATION OF MEMBERSHIP
From the date of his ceasing to be a member, all services, i.e. processing of all registration matters, issuing of production, classification and show awards, supply of all and any stud information by either paper or electronic means and all other privileges of membership shall cease.   All information, either by paper or electronic held by him on behalf of the association, when ceasing to be a member, shall be returned to the official office of the association within 14 days.

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8.         MEMBERSHIP MISCONDUCT:
           
(a)        If a member shall fail in the observance of any of these Rules or Regulations, or if he shall have been accused of any act, practice or conduct calculated to bring discredit to the Association, or lower its status, or to be prejudicial to the interest of the Association or the breeds, then any complaint must be brought to a Council meeting.  The complaint may be given verbally or in writing.

(b)        If the majority of council deems further action to be appropriate then any complaint coming under this sub-clause shall be brought before a special meeting of the Council of the Association convened for that purpose, of which the member affected shall have twenty one days previous notice, stating the nature of the charge, sent to him by post in a prepaid person to person registered letter addressed to him at his last registered address.

(c)        If such a meeting by a resolution of at least two-thirds of the councillors present thereat shall resolve to exclude the member, he shall thereupon cease to be a member, except that he may, within twenty-one days lodge an appeal to be heard before an Extraordinary General Meeting, convened for that purpose.  The decision of the Extraordinary General Meeting shall be final.

9.1.0    MANAGEMENT:

The Association shall be managed by a National Council of up to nine with a minimum of six members, who shall be elected and hold office in the manner hereinafter provided.  Councillors must be financial members for each year they hold office.   The number of Councillors for the incoming year is to be predetermined by Council at the January Council meeting.

9.2.0    FUNCTIONS OF COUNCIL:

The Council shall exercise all the powers and perform all the duties for which the Association has been established unless required to be exercised and performed otherwise by Statute, and shall have full power to do all such things as may be incidental or conducive to the Objects of the Association.

9.2.1    BREED GROUPS
Council shall refer all matters of policy pertaining to a particular breed of dairy goat to the breed groups concerned.  The breed groups shall circulate the information to all breed group members and ensure all other breeders of that dairy goat breed are notified through the Dairy Goat News magazine.  The breed groups must give one calendar month’s notice from the date of publishing such information for response and consultation from members and other breeders.  Breed group committees will then without delay forward their decision with background information to the NZDGBA council for consultation.    

9.3.0    TERM OF OFFICE:

Members of the Council excepting those appointed to fill casual vacancies shall hold office for three years.  Members who have completed their three years in office shall stand down by retirement or by resignation prior to each Annual General Meeting.

9.3.1    Retiring Councillors shall be eligible for re-election on being duly nominated.

9.4.0    ELECTION OF COUNCIL:
            The mode of election of members of the Council shall be:

9.4.1    The Secretary shall give notice in the first issue of the Association’s Publication each year, of those Councillors retiring by rotation.  Nominations for the vacated positions will be called for.

9.4.2    Candidates for election must be financial members and must be proposed and seconded by financial members of the Association.  This excludes junior, intermediate and associate members.  The nomination form must be signed by the proposer and seconder and endorsed by the nominee and reach the Registrar not later than 60 days prior to the date of the forthcoming Annual General Meeting.  It may be accompanied by a brief resume of the candidate’s qualifications which may be sent with the voting paper at the Council’s discretion.

9.4.3    The Registrar shall, not later than 30 days prior to the forthcoming Annual General Meeting, issue voting papers to all financial members.  The voting paper is to be completed and must be received by the Registrar at least seven days before the Annual General Meeting.  The fact that any member does not receive a voting paper shall not invalidate the ballot providing that a voting paper was sent to the last known address.

9.4.4    Each member who votes shall record his vote by striking out the names for whom he does not wish to vote.

9.4.5    Any voting paper not marked as required by paragraph 9.4.4 shall be invalid.

9.4.6    The voting papers shall be opened and inspected at the Annual Conference and the number of valid votes for each candidate recorded by three scrutineers.  The three scrutineers shall be appointed by the Council during the Annual Conference and may be members entitled to vote but who are not candidates for office.  The scrutineers are to elect their own leader from the appointed scrutineers.  The scrutineers are to count all votes privately prior to the Annual General Meeting and the Chief Scrutineer is to announce the names of the candidates and the number of votes cast to the Annual General Meeting when appropriate to the meeting.
           
9.4.7    The candidate or candidates receiving the most votes shall be deemed to be duly elected.  In the case of equality of votes, the member declared elected shall be decided by lot by the Chief Scrutineer in front of the Annual General Meeting immediately following the announcement of the results.  The results of the election will be published in the next Dairy Goat News.

9.4.8    Voting papers shall not be destroyed until a period of six months has elapsed.

9.4.9    If insufficient nominations to fill the vacancies on Council are received, a notice will be circulated with the Annual Report, advising members that an election will be held at the Annual General Meeting to fill the remaining vacancies and that written and verbal nominations of financial members, proposed and seconded by financial members, will be accepted at the Annual General Meeting.

9.5.0    CASUAL VACANCIES:
Casual vacancies may be filled by an election.  A member of the Council who has been appointed to fill a casual vacancy shall retire from office when the term of office of the member he has replaced would have ordinarily expired.  The Council has the power to decide not to conduct an election but to co-opt a member to the Council.

9.6.0    VACATION OF OFFICE:
The office of a member of the Council shall be vacated if he absents himself from two consecutive meetings of the Council without special leave of absence being granted at a duly constituted meeting of the Council.  No leave of absence shall be given to a member on more than three consecutive occasions.  The office a member of Council shall also be vacated if the member dies, is declared bankrupt or is convicted of an indictable offence.

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9.7.0    EXECUTIVE:
ELECTION OF PRESIDENT  The mode of election of president shall be:
The secretary shall give notice in the first issue of the Association’s Publication each year calling for nomination for President.
Those eligible are any of the current serving councillors who have served at least one year, or those who have served at least one year and who must be standing for re-election to council.  In the event of a nominee being elected as president he will be deemed to be elected onto council.   Voting for President to be in accordance with the rules 9.4.2 to 9.4.8 inclusive

9.7.1    In the event of there being no nominations of eligible Councillors or only nominations deemed invalid, the president will be elected from the floor at the Annual General meeting.

9.7.2    Those filling casual vacancies of less than a year are not eligible for nomination for president if re-elected as a councillor unless they have served a recent year term within the preceding three years of the election.

9.7.3    The Executive members of Council shall be President, Immediate Past President, Senior Vice-President and Junior Vice-President.  The Immediate Past President shall be confirmed at each Annual General Meeting for a term of one year only following the election of the President at that meeting. Senior Vice-President and Junior Vice-President shall be nominated and elected at each Annual General Meeting of the Association, for a term of one year. To be eligible for nomination they must be a member of the newly elected Council and have been a member of the Council for at least one year immediately preceding election.
           
9.7.4    The Executive members of council shall liaise with the Council Secretary and Registrar/Treasurer as required.  They shall have the power to pass accounts for payment (with the exception of major capital expenditure), confirm new members, prefixes and tattoos, confirm correspondence, issue minor press releases and attend to urgent registration matters.  The President of the Association shall be the Chairman of the Council.

9.8.0    COUNCIL MEETINGS:
The Council shall meet at least twice yearly, and at other times as may be decided by the Executive plus the majority of all other council members.  Seven days notice shall be given of any Council meeting.  At all Council meetings five Councillors (including at least one member of the executive) shall constitute a quorum.

9.9.0    SUBCOMMITTEES:
The Council shall have the power to co-opt a member or members for a purpose specified by the Council.

10.       REGISTRAR/TREASURER:
The Council of the Association shall be empowered to appoint a Registrar and/or Treasurer, to perform all the duties of registrar/treasurer and such a person appointed will not be a Councillor and need not be a member of the Association.  The person so appointed will be presented with a Job Description and a Terms of Contract.  The Terms of Contract and annual remuneration is to be reviewed on an annual basis.  The appointed person shall be required to give a month’s notice of their intent to resign from the position or as agreed in the individual contract.  The vacancy will be advertised in the Dairy Goat News requesting expressions of interest. 

11.       EDITOR:
The Council of the Association shall be empowered to appoint an Editor of the Dairy Goat News.  The person so appointed will be presented with a Job Description and a Terms of Contract.   The Terms of Contract and annual remuneration is to be reviewed on an annual basis.   The appointed person shall be required to give a month’s notice of their intent to resign from the position.  The vacancy will be advertised in the Dairy Goat News requesting expressions of interest.

12.       PATRON AND VICE-PATRON:
The Annual General Meeting may nominate a person or persons for the position(s) of Patron and Vice-Patron, who shall be deemed to be elected upon acceptance of the positions.

13.       COUNCIL MEETINGS:
(a)        The agenda for every Council Meeting shall be prepared by the Council Secretary.

(b)        At all Council Meetings the President, or in his absence one of the Vice-Presidents, or in their absence any other duly elected Chairman shall take the chair.

(c)        Minutes of all Council Meetings must be kept in a properly constituted Minute Book, such Minutes to be courtesy read and confirmed at the following Council Meeting.
           
(d)        On all questions whether upon an election or consideration of a motion or amendment, every councillor present shall be entitled to one vote to be exercised in person, and such voting shall be by the show of hands unless a secret ballot is called for by three members.

(e)        On all questions (elective or otherwise) the President or other person occupying the chair shall have a deliberative vote, or in the case of an equality of votes, he shall have a further casting vote.

14.       GENERAL MEETINGS:   

(a)       General Meetings.  In addition to the Annual General Meeting the Association may hold Ordinary General Meetings at such convenient places or times as may be determined at any Council Meeting.  Not less than seven days notice of such meeting shall be sent to Members by circular.  A quorum for any General Meeting shall be ten members including the Secretary or Secretary’s representative and at least one other member of the Council.

(b)       At all General Meetings the President, or in his absence a Vice-President, or in their absence any other duly elected Chairman shall take the chair.

(c)        On all questions whether upon an election or consideration of a motion or amendment every financial member lawfully present shall be entitled to one vote to be exercised in person, and such voting shall be by show of hands unless a secret ballot is called for by three members.
           
(d)       On all questions (elective or otherwise) the President or other person occupying the Chair shall have a deliberative vote and in the case of an equality of votes he shall have a further casting vote.

15.       ANNUAL GENERAL MEETINGS:
(a)        The Annual General Meeting of the Association shall be held within thirteen weeks after February 28 each year at such place and time as shall be determined by the Council in consultation with the host club.  Fourteen days notice of such meeting stating the nature of the business to be dealt with thereat, also a copy of the President’s Report and Balance Sheet duly audited shall be forwarded to members by circular.  A quorum for any Annual General Meeting shall be ten members.

(b)        The agenda for every General Meeting, Annual General Meeting, Ordinary or Extraordinary shall be prepared by the Council Secretary.
           
(c)        In the case of an Annual General Meeting the agenda shall include:
(i)         A report of the proceedings of the Association during the year.
(ii)        A duly audited Balance Sheet and Income and Expenditure Account for the year.
(iii)       The Election of Officers for the ensuing year including the council; subject to the provisions of Rule 9.
(v)        Any general business

(d)        Any motion passed at a general meeting or annual general meeting in which changes to the rules, regulations, policies and procedures of the Association may or will result and/or be implied or intended, shall be presented to the Council as a recommendation.   If the recommendation as a motion is not accepted by a majority vote of the Council members, the recommendation shall go to the membership as a ballot vote.   The vote shall be accepted if fifty five percent of the valid votes cast are in agreement.   Ballot voting papers will be sent to all members eligible to vote within ten days of the council meeting.

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16.       OTHER MEETINGS:
(a)        Extraordinary General Meetings.  An Extraordinary General Meeting of the Members of the Association shall be called on requisition in writing to the Secretary signed by six members, whereupon fourteen days notice in writing shall be forwarded by post by the Secretary to all members, specifying the objects of the Meeting, to which alone discussion shall be confined.  A quorum for any Extraordinary General Meeting shall be ten members including the Secretary or Secretary’s representative and at least one other member of the Council.  On all questions whether upon election or consideration of a motion of amendment, every financial member present shall be entitled to one vote to be exercised in person, and such voting shall be by the show of hands unless a secret ballot is called for by three members.

(b)        Special Council Meetings: A special council meeting may only be called by the Executive and a majority of other council members to discuss a serious breaking of rules.
           
17.       REPORTS OF MEETINGS:
No member shall publish or cause to be published either in part or in whole, an account of the proceedings of any meetings whatsoever of the Association.  Reports of the proceedings may be furnished to the Press or otherwise when and where deemed advisable in the interests of the Association provided such matter is approved by the Council.

18.       ALTERATION OF RULES
These Rules shall not be altered (whether by amendment, rescission or addition thereto) except in accordance with the following:

Any six or more members entitled to vote may submit to the Secretary or Registrar in writing a proposed alteration to these Rules.  The Secretary or Registrar will place this motion before the Council at the next regular meeting of the Council.  All such proposals shall be circulated to members with Notice of Annual General Meeting.  At the Annual General Meeting the matter will be introduced and discussed.  Proposals may be revised or withdrawn at the termination of the discussion with the agreement of the proposer (or the designated representative).  At the end of the discussion the Chairman shall announce the provisional date for the postal vote, which shall be no later than the third week of June, allowing time for a report of the discussion to reach members either through the Dairy Goat News or by some other means.

The Secretary or Registrar shall then post a voting paper to each member eligible to vote, addressed to such member at his last recorded address, and such voting paper shall bear on its face, a date not being earlier than the date of posting.  Each member shall write “Yes” or “No” to each proposal in respect of which he desires to vote, according to whether he is for or against such proposal, and post it to the Secretary or Registrar.  Any voting paper not so completed, or which is not received by the Secretary or Registrar within 30 days of the date appearing on such voting paper as aforementioned, shall be invalid.  The Secretary or Registrar shall place such voting papers received by him before the Council, and if the Council finds not less than 55% of the valid votes cast are in favour of any such proposal, it shall declare such proposal to be carried, and it shall take effect accordingly but otherwise the proposal shall be deemed to be rejected.  The fact that any member does not receive a voting paper shall not invalidate the ballot providing that a voting paper was forwarded to the last known address of such member.  It shall be the duty of the Secretary or Registrar to convey the results of the voting to the members by publishing them in the October issue of the “Dairy Goat News”.  Every such approved alteration of the Rules shall, as soon as conveniently possible, be forwarded by the Secretary or Registrar to the Registrar of Incorporated Societies for registration, and shall not take effect until so registered.

19.       ALTERATION OF REGULATIONS
The Association’s Regulations shall not be altered (whether by amendment, rescission or addition thereto) except in accordance with the following:

Any six or more members entitled to vote may submit to the Secretary or Registrar in writing a proposed alteration of the Regulations.  The Secretary or Registrar will place this motion before the Council at the next regular meeting of the Council.  All such proposals shall be circulated to members with Notice of the Annual General Meeting.  At the Annual General Meeting the matter will be introduced and discussed.  Proposals may be revised or withdrawn at the termination of the discussion with the agreement of the proposer (or the designated representative).  At the end of the discussion the Chairman shall announce the provisional date for the postal vote, which shall be no later than the third week of June, allowing time for a report of the discussion to reach members either through the “Dairy Goat News” or by some other means

The Secretary or Registrar shall then post a voting paper to each member eligible to vote, addressed to such member at his last recorded address, and such voting paper shall bear on its face, a date not being earlier than the date of posting.  Each member shall write “Yes” or “No” to each proposal in respect of which he desires to vote, according to whether he is for or against such proposal, and post it to the Secretary or Registrar.  Any voting paper not so completed, or which is not received by the Secretary or Registrar within 30 days of the date appearing on such voting paper as aforementioned, shall be invalid.  The Secretary or Registrar shall place such voting papers received by him before the Council, and if the Council finds not less than 55% of the valid votes cast are in favour of any such proposal, it shall declare such proposal to be carried, and it shall take effect accordingly but otherwise the proposal shall be deemed to be rejected.  The fact that any member does not receive a voting paper shall not invalidate the ballot providing that a voting paper was forwarded to the last known address of such member.  It shall be the duty of the Secretary or Registrar to convey the results of the voting to the members by publishing them in the October issue of the “Dairy Goat News”.

20.       ACCOUNTS AND AUDIT:
(a)        The Treasurer shall cause true accounts to be kept of all monies received and expended by the Association for whatsoever purpose and the matters in respect of which such receipt and expenditure take place, and of the assets, credits and liabilities of the Association, and receive and bank all monies.
           
(b)        The Treasurer shall, without unreasonable delay, supply the Council with such information and produce such records concerning the accounts as the Council may desire.
           
(c)        The working or current expenses and all other outgoings of the Association shall be paid from time to time by the Treasurer from the appropriate accounts on the direction of the Council.

(d)        An Auditor will be elected at each annual general meeting.

(e)        The accounts shall be made up to the last day in February in each year and a Balance Sheet containing a summary of the property and liabilities of the Association on that day and the yearly accounts of receipts and expenditure to that day shall be made out.  Such accounts with all vouchers and receipts and all books kept by the Association and also the Balance Sheet shall be submitted to the examination of the appointed Auditor who shall report thereto the Members of the ensuing Annual General Meeting certifying in such report as to the correctness of such Balance Sheets and accounts.

(f)         The Auditor shall retire from Office at the next Annual General Meeting after his appointment but shall be eligible for re-election.

(g)        No Member of the Association shall be eligible for election as Auditor.

(h)        The operation of the Association’s Banking Account shall be decided by the Council from time to time by resolution approved and duly entered in the Minutes.

(i)         The Council on behalf of the Association may:
(i)         Enter into contracts of borrowing in furtherance of the purposes of the Association.
(ii)        Raise money for any of the objects of the Association.
(iii)       Contract for the repayment of money borrowed and give security over any of the property of the Association for such repayment.
(iv)       The control and investment of funds of the Association shall be in the hands of the Council with power to invest and reinvest funds in the name of the Association in such securities or investments as it thinks fit.

21.       NOTICES:
All Notices shall be sent to the last recorded address of the respective members in the Members Register, and shall be considered as being duly delivered when such notices are posted.
 
22.       DUTIES OF MEMBERS:
It shall be the duty of every member to promote the interests of the breeds and the Association and strive for honourable dealings in all caprine matters, and to report to the Council any instances whereby Rules and Regulations, Policies and Procedures are considered to have been breached or violated or any instance of conduct not pursuant to the interests of the Association, the membership or the caprine breeds.

23.       VOLUNTARY TERMINATION OF ASSOCIATION’S ACTIVIES:
The Association may be wound up voluntarily if the Association at a General Meeting passes a resolution requiring the Association so to be wound up and the resolution is confirmed at a subsequent General Meeting called together for that purpose and held not earlier than 30 days after the date on which the resolution so to be confirmed was passed.  Upon the dissolution or winding up of the Association in any manner the surplus assets thereof (after payment of all liabilities) shall be donated to the Society for the Prevention of Cruelty to Animals.

24.       INTERPRETATION:
If any doubt shall arise as to the construction or interpretation of any clause of any Rule or Regulation of the Association, the decision of the Council therein shall be conclusive and binding on all members of the Association providing such decision shall be reduced to writing and recorded in the Minute Book.

25.       COMMON SEAL:
Whenever the Common Seal of the Association is required to be affixed to a Deed, Document, Writing or other Instrument, the seal shall be affixed pursuant to a resolution of the Council by the Chairman and the Secretary and the persons so affixing the seal shall at the same time sign the document to which the seal is so affixed.  The Common Seal of the Association shall be that appointed by the Council and shall be kept by the Secretary who shall be responsible for the safe custody thereof.

NOTE TO THE RULES:
Due to the provision for taxation concessions of Clubs and Societies under Section 61 (34) of the Income Tax Act 1976 by the Department of Inland Revenue, the wording of Rule 23 (Voluntary Termination of Associations’ Activities), must preclude any member from participating in any surplus on winding up.