Constitution of SheepMaster Breed Association INC

1. Name of Association

The name of the Association is SheepMaster Breeders Association of Australia and New Zealand (hereinafter referred to as "the Association").

2. Objectives of the Association

The objectives of the Association are:

  • To promote and encourage the breeding, registration, and improvement of Sheep Master breeds.

  • To maintain a stud book and record the pedigrees of SheepMaster animals.

  • To uphold the standards of SheepMaster breeding in Australia.

  • To support and represent the interests of SheepMaster breeders and members.

  • To conduct activities and exercises of the powers necessary to achieve these objectives.

3. Powers of the Association

The Association has the power to:

  • Acquire, hold, deal with, and dispose of any real or personal property.

  • Open and operate bank accounts.

  • Invest money in any security in which trust monies may lawfully be invested.

  • Borrow money upon such terms and conditions as the Association thinks fit.

  • Give such security for the discharge of liabilities incurred by the Association as the Association thinks fit.

  • Appoint agents to transact any business of the Association on its behalf.

Enter into any other contract it considers necessary or desirable.

4. Membership

4.1 Eligibility:

Membership shall be open to:

  • Full members: Breeders and owners of registered SheepMaster animals.

  • Associate members: Individuals or entities interested in supporting the objectives of the Association but not actively breeding Sheep Master animals.

4.2 Application for Membership:

Membership shall be granted upon the completion of a membership application form, payment of the required fees, and approval by the Executive Committee.

4.3 Termination of Membership:

A person ceases to be a member if they:

  • Resign in writing.

  • Fail to pay the annual subscription fee within three months of the due date.

  • Are expelled by resolution of the Executive Committee for conduct detrimental to the Association.

4.4 Register of Members:

The Association shall maintain a register of members that includes each member's name, address, and the date they became a member. This register will be kept at the principal place of business of the Association and be available for inspection by members upon request.

5. Membership Fees

The annual membership fees shall be determined by the Executive Committee and payable on a date set by the Committee.

6. Executive Committee

The Association shall be governed by an Executive Committee consisting of:

  • President

  • Vice President

  • Secretary

  • Treasurer

  • One representative from the Parent Stud, who shall have the title of "Parent Stud Representative."

Notwithstanding the above, the representative from the Parent Stud shall be eligible to stand for the positions of President, Vice President, Secretary and Treasurer 

6.1 Election of Committee Members:

Committee members shall be elected at the Annual General Meeting (AGM) by the members of the Association. Each committee member shall hold office until the next AGM but may be re-elected.

6.2 Vacancies on the Committee:

In the event of a vacancy on the Executive Committee, the remaining members of the Committee may appoint a member of the Association to fill the vacancy until the next AGM.

7. Parent Stud Rights and Obligations

The Parent Stud grants the Association the right to use the SheepMaster name and trademark for official purposes, including marketing, branding, and communication.

The Parent Stud Representative on the Executive Committee shall have the same rights and responsibilities as other Committee members, including voting rights.

8. Powers of the Executive Committee

The Executive Committee shall have the power to:

  • Manage the affairs of the Association in accordance with this Constitution.

  • Set membership fees, approve membership applications, and terminate memberships if necessary.

  • Organise events, shows, and other activities that promote the Association's objectives.

  • Maintain the financial health of the Association, including budget approvals and expenditure management.

9. Rules of Accreditation for SheepMaster Sheep

9.1 Purpose

The purpose of the Rules of Accreditation is to ensure that SheepMaster sheep maintain the breed's high standards, and meet the specific traits that define the breed. Accreditation also serves as a quality assurance mechanism, guaranteeing that SheepMaster sheep are suitable for a wide range of production and management environments.

9.2 Accreditation Committee

The accreditation process will be overseen by a Committee comprising three members with expertise in sheep breeding, genetics, and animal welfare. 

The Committee will evaluate each candidate for accreditation and make recommendations to the SheepMaster Board for acceptance into the stud book.

9.3 Accreditation Criteria

To be eligible for accreditation, SheepMaster sheep must meet specific genetic criteria, specifically, to be classified as F3.  Additional physical, performance, and welfare criteria need to be considered.  Specifically,  silky clean skin, high productivity, ease of management, and sustainability.

9.4 Application and Decision Process

Breeders seeking accreditation must submit a completed application form, along with detailed records of the sheep’s lineage, health, and performance. The Accreditation Committee will review the application, conduct inspections if necessary, and submit a recommendation to the Board for final approval.

9.5 Appeals Process

Breeders may appeal accreditation decisions within 30 days, providing additional evidence or reasoning for reconsideration.

10. General Meetings

  • The Annual General Meeting (AGM) shall be held within three months of the end of the Association's financial year.

  • Special General Meetings (SGMs) may be called by the Executive Committee or at the request of at least 10% of the members.

  • The quorum for AGMs and SGMs shall be 20% of the membership.

10.1 Notice of Meetings:

Members must be given at least 21 days’ notice for AGMs and at least 14 days’ notice for SGMs. Notices shall specify the date, time, place, and agenda of the meeting.

10.2 Voting at Meetings:

  • Each full member shall have one vote at General Meetings.

  • Associate members may attend and participate in discussions but do not have voting rights.

  • Voting shall be by a show of hands unless a secret ballot is requested.

11. Financial Management

  • The financial year of the Association shall be from 1st July to 30th June.

  • The Treasurer shall ensure that proper records of accounts are maintained.

  • An independent auditor shall be appointed at the AGM to audit the financial records.

11.1 Handling of Funds:

All funds of the Association shall be deposited into the Association’s bank account. Any expenditure must be approved by the Executive Committee and supported by receipts.

11.2 Inspection of Financial Records:

Members have the right to inspect the financial records of the Association upon request.

12. Dispute Resolution

12.1 Procedure:

In the event of a dispute between members or between a member and the Association, the following steps shall be taken:

  • The parties must attempt to resolve the dispute through informal discussion.

  • If unresolved, the dispute shall be referred to the Executive Committee, which will mediate the dispute.

  • If the dispute remains unresolved, it may be referred to an independent arbitrator agreed upon by the parties, whose decision shall be final and binding.

13. Alterations to the Constitution

Any amendments to this Constitution must be proposed at a General Meeting and approved by a two-thirds majority of voting members present.

14. Common Seal

The Association may choose to use or not to use a common seal.

If the Association uses a common seal:

  • The common seal shall be kept in the custody of the Secretary.

  • The seal shall not be affixed to any document without the express authorisation of the Executive Committee, and the affixing of the seal shall be witnessed by the signatures of two Committee members.

15. Inspection of Records

Members have the right to inspect the records of the Association upon request, including the register of members, minutes of meetings, and financial records.

16. Dissolution

The Association may be dissolved by a resolution passed by a three-fourths majority of members at a General Meeting. In the event of dissolution, any assets remaining after the satisfaction of all debts and liabilities shall be distributed to another association with similar objectives.

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