Terms Of Reference

Dogs SA Advisory Committees

 PURPOSE

Dogs SA Advisory Committees exist to provide advice to Dogs SA Council to assist Council in
the management, promotion, and growth of their respective disciplines. It is essential that
Advisory Committees work closely with Council and the relevant Affiliated Clubs to encourage
participation and assist in the advancement of those disciplines.

For a copy of the Terms of Reference Click Here to Download

SUMMARY OF ADVISORY COMMITTEES AND THEIR RESPECTIVE DOG SPORTS

To provide clarity the following table lists the Dogs SA Advisory Committees, their respective
sport(s) and their related Dogs Australia Committee.

Dogs SA Advisory Committees	Dog Sports	ANKC Committees
Obedience	Obedience Trials	Obedience & Tracking
	Rally Obedience Trials
	Endurance Tests
Agility	Agility Trials	Agility
	Agility Jumping Trials
	Agility Games
Retrieving & Field Trials (RAFT)	Retrieving Ability Tests for Gundogs	Retrieving & Field Trial
	Retrieving Trials for Gundogs
	Field Trials for All Pointing Breeds of Gundogs
	Field Trials for Pointers and Setters
	Field Trials for Utility Gundogs
	Ability Tests for Utility Gundogs
Tracking	Tracking Trials	Obedience & Tracking
	Track & Search Dog Trials
Dances with Dogs	Dances with Dogs Competitions	Dances with Dogs
	Trick Dog Tests
Herding [1]	Herding Trials	Herding
Earthdog	Earthdog Tests	Earthdog
Scent Work	Scent Work trials	Scent Work
Lure Coursing	Lure Coursing & Sprintdog	Lure Coursing
Canine Grooming	Canine Grooming Competitions	Canine Grooming

 

FUNCTIONS AND RESPONSIBILITIES: GENERAL

The Terms of Reference set out the objectives, membership, roles and responsibilities,
reporting, administrative arrangements, and review process for all Advisory Committees;
expanding on the functions and responsibilities as described under the Dogs SA Rules.

Each Advisory Committee reports to the Dogs SA Council, and acts as liaison for its respective
canine activity community.

The role of an Advisory Committee is to:
• Provide advice and recommendations about all matters related to its sport to Council to
   assist with Council’s decision making.
• Recommend to Council the nomination of the Advisory Committee member to be the
   sport’s representative on the relevant Dogs Australia Committee.
• Act as the point of contact for any rule clarification from the relevant Dogs
   Australia Committee when necessary.
• Provide advice and guidance to affiliated clubs and relevant stakeholders to achieve the most
   efficient and effective support for the relevant sporting community.
• Provide strategic oversight of the relevant sporting activities including emerging issues and
   removing obstacles for effective sporting operations.
• Provide support and encouragement to Affiliated Clubs to assist their ongoing viability and
   that their training methodologies and practices are consistent with contemporary
   standards.
• Work with the Dogs SA office and Affiliates and non-affiliate Clubs to ensure that there are
   as few event calendar clashes as possible.
• Promote and facilitate the exchange of good sport practice, evaluation, research,
   and information.
• Co-ordinate SA’s contribution to any national rule reviews to guide and shape the sport in
   the long-term in accordance with both Dogs Australia “Procedure for Reviewing Existing Rules and
   Documents” and Dogs SA’s “Procedures for Dogs Australia Delegates”.
• Conduct State and/or National Trials/Tests/Competitions/Games/Events, excluding those sports
   that are non-competitive (i.e., do not score competitors but only have a pass/fail scoring
   systems).
• Liaise with and follow-up matters arising from the relevant Judges’ meetings and Judges’
   Training.
• Conduct Judges’ Training for the relevant sport by:
• Organising a mentorship program, partnering aspirants with experienced judges.
• Holding theoretical and practical examinations, organising locations, equipment, and judges,
   and supporting judges towards a Judges’ license in the various
   divisions/classes/etc. of the relevant sport.
• Facilitating opportunities for judges already holding a license to further improve their
   knowledge and skills, including through provision of extension seminars, workshops, mentorship, or
   remedial support.
• Conduct an Advisory Committee Special General Meeting (SGM) as described in Dogs SA Rules.
• Submit an Annual Report to Council in accordance with SACA Rules Part XIII 2(c).
• Liaise with Dogs SA on the financial management of the Advisory Committee’s
   funds, including the submission of an annual draft budget each September.
• Provide guidance to affiliated clubs about compliance with anti-discrimination laws and
   promoting participation including juniors, rural/remote people and people with disabilities
• Members of Advisory Committees must always act in accordance with the Dogs SA Rules and
   Governance Charter.

FUNCTIONS AND RESPONSIBILITIES: SPECIFIC DOG SPORTS

The Agility and Obedience Advisory Committees shall:
• Oversee the measuring of dogs new to these disciplines as per the height card protocols.

The Agility Advisory Committee shall:
• Ensure that all Affiliates have access to timing devices for their trials as per the
   application process.

The Earthdog Advisory Committee shall:
• Enable clubs to have access to tunnel liners for their tests.
• Assist with the maintenance of the Earthdog Enclosure at David Roche Park.
• Maintain records of qualifications and titles awarded, to award Earthdog of the Year at the
   SGM.

MEMBERSHIP

 The membership and voting process of an Advisory Committee is described in Dogs SA Rules.

• A minimum of Four and not more than Seven Committee members elected annually at the Special
   Meeting of Members
• The Chair of the Committee will be elected by those members elected to the Committee at the
   Special General Meeting of Members as soon as practicable after that meeting
• If insufficient written nominations to fill the Committee are received, nominations may be
   taken from the floor at the SGM to fill vacant positions
• If the number of nominations taken from the floor during the SGM result in more than the
   required number of positions to be filled, a silent ballot must be taken by those financial members
   present at the SGM as to which nominees are to fill the vacant positions
• If there are still insufficient nominations to fill the Committee, the Committee may fill any
   vacancies
• For Agility and Obedience Advisory Committees: No more than 2 positions can be
   appointed from the one (primary) Affiliate club and must be declared on nomination form
 • Where there is a regional affiliate, one Committee position should be held open
   for country/regional representatives
• Council may provide exemption from specific requirements of Advisory Committee
   numbers and roles where appropriate
• Where Council considers it necessary it may appoint a person of its choosing to the role of
   Chair of an Advisory Committee
• Any nominations for casual vacancies will be in writing and addressed to the
   Advisory Committee Secretary

LIAISON COUNCILLOR

A Liaison Councillor may be appointed to assist an Advisory Committee either at the request
of that Committee or at the discretion of the Council.

A Liaison Councillor will not be a formal member of that Committee and will have no voting
rights.

MEMBER ROLES

Advisory Committees may appoint members to specific roles as they see fit to conduct the
business required of them.

MEETINGS

An Advisory Committee shall meet when necessary or as requested by Council.
Meetings may be held in person, or via electronic means as the situation requires. Members unable
to attend a meeting in person, may use electronic options and will be counted as
‘present’ at the meeting.

An Advisory Committee shall conduct a Special General Meeting (SGM) annually during the month of
November at which a report will be presented reviewing the work of the Committee for the year.
Where applicable, any Annual Awards will be presented at the SGM.
At least fourteen days’ notice of the Advisory Committee SGM shall be published in at least one
edition of the Dogs SA Journal. The agenda for the SGM is to be published at least
fourteen days prior to the meeting.

SUB COMMITTEES

To support the work of an Advisory Committee, the Advisory Committee may establish
standing or ad-hoc sub-committees. The Advisory Committee may co-opt extra assistance for specific
tasks, but the presence of persons co-opted at sub-committee or Advisory Committee meetings shall
not constitute membership of the Advisory Committee. The Advisory Committee shall
receive reports from its sub-committees and be responsible for monitoring and evaluating each
sub-committee’s activities against their functions and responsibilities.

AGENDAS AND SUBMISSIONS

The relevant Office Bearer (potentially the Secretary) will circulate a formal agenda in advance
of each meeting, together with meeting papers. Late papers or urgent matters require
approval of the Chair.

Other papers are due at least four business days before the meeting at which the matter is listed.
The author of the paper is responsible for the relevant Office Bearer receiving papers on time and
in the agreed format.

The relevant Office Bearer has responsibility for quality control of papers (ensuring
papers achieve their purpose). Papers must succinctly state what the paper is about,
and action required (decision, discussion, noting).

Actions resulting from the meeting will be allocated to specific individuals, with a target date
identified for completion. The relevant Office Bearer will conduct action monitoring.

MINUTES AND ACTIONS

The Advisory Committee is required to submit full details of proceedings at their meetings,
including actions and recommendations to the Council.

The Advisory Committee is required to submit full details of income and expenditure in respect
of any events (trials, seminars etc) within 30 days of that event, to the Council.

CONFLICT OF INTEREST

If a member of an Advisory Committee believes that a conflict of interest exists, or would be
perceived to exist, in respect of any matter placed before the Advisory Committee, the
conflicted member should declare their interest and not take any part in the discussions or
decisions in respect of that matter.

If a member of an Advisory Committee believes that another member of that committee may have a
conflict of interest in relation to any matter before the committee, they may raise the
issue with the Chair of the Advisory Committee.

REVIEW

Each Advisory Committee will review these terms of reference and functional performance of
the Advisory Committee annually to ensure it remains consistent with the
Advisory Committee’s authority, purpose, function, and responsibilities. Any recommended changes
should be forwarded to the Executive Office for consideration by Council.
.
FUNCTIONS AND RESPONSIBILITIES: NEW OR MINOR SPORTS

With well-established sports, the running of events is carried out by affiliated clubs and so also
is the training and promotions for the sport.

For an ANKC sport that is not yet holding events in this State, Dogs SA may
authorise the establishment of a Working Party, provided it was demonstrated that there
was sufficient potential for the sport to proceed. This Working Party would:
     • Undertake the promotion of the sport with the SA Dog Sport community
     • Hold information sessions
     • Hold training sessions
     • Identify potential Foundation Judges
     • Hold mock trials.

After 1 to 2 years there should be a review of the Working party’s progress by Dogs SA and if there
is sufficient participation by the SA Dog Sport community then Dogs SA may support the
establishment of an Advisory Committee.

Once an Advisory Committee is established, in addition to the normal
functions and responsibilities outlined in this document it would also need to expedite a
Foundation Judges program. Additionally, there will usually be a need for the Advisory Committee
to undertake the roles usually undertaken by affiliated clubs, i.e.:
     • Undertake promotion of the sport, including demonstrations
     • Provide training sessions
     • Organise workshops, often with interstate experts in the sport
     • Hold mock trials
     • Hold scheduled trials for ANKC qualifications & titles

After 2 to 3 years, it is expected that either existing affiliated clubs and/or a newly established
club would enable the Advisory Committee to cease its involvement in the activities normally
undertaken by affiliated clubs. However, the Advisory Committee may continue to undertake
promotion, training, and the holding of trials if necessary.