Durack Grounds Committee

Conformation Judges and Event Managers Committee

Grounds Committee Charter

General

1. At the end of each calendar year, the Committee shall review the previous 12 months’ activities and prepare a Capital Works Summary (WIP) living document, including any proposals for the work plan for the following year to the Board. The Committee shall review the objectives that it is hoping to achieve in the year ahead and shall provide a written report for the Board on these goals, within the scope relevant to the Grounds.

2. The Committee is responsible to the Board of the CCC(Q) Ltd and reports directly to the Board;

3. All members of the Committee are appointed by the Board of the CCC(Q) Ltd for a two year term. Such term shall commence from the date of the AGM of CCC(Q) Ltd Members in March each year;

4. The President and Secretary of the CCC(Q) Ltd are ex-officio members of the Committee;

5. The Board has the power to appoint or remove at its discretion any member of the Committee;

6. The Board requires each member of the Committee to sign a Confidentiality Agreement;

7. The Board has the authority to intervene in the affairs of the Committee if it considers such action is necessary;

8. The Committee may co-opt members for the purpose of providing advice, as a subject matter expert or to assist with specific tasks or projects. A co-opted member does not have voting rights and is not considered a member of the Committee;

9. The Committee shall collaborate, consult and liaise with other Dogs Queensland Committees as required to ensure the fulfilment of its objectives and of the CCC(Q) Ltd‘s objects;

10. Accurate minutes of all Committee meetings are to be kept and forwarded to the Secretary of the CCC(Q) Ltd for distribution to members of Board;

11. Committees, other than those which have dedicated bank accounts which have been approved by the Board of the CCC(Q) Ltd, are not able to authorise any expenditure. Approval for such expenditure can only be made by the Board of the CCC(Q) Ltd;

12. In relation to bank accounts:

a. A dedicated bank account can only be held in a Committee’s name if the Committee has received prior Board approval to have a bank account in its name;

b. At least one current member of the Board is a signatory to the bank account as well as the Secretary of the CCC(Q) Ltd. Two signatures are required, one of which must be the Secretary or Director;

c. Committees which have a dedicated bank account, can only use that account within the limitations that have been laid down by the Board;

13. It shall be the responsibility of the Chairperson of the Committee to keep the Board fully informed of any matters pertaining to the operation of the Committee. In that respect:

a. The Chairperson shall report to the Board at its regular meetings in writing on any matters considered as being necessary to warrant the attention of the Board.

14. Committees are established at the discretion of the Board to meet a requirement in the fulfilment of the Objects of the CCC(Q) Ltd. If the Board considers that a Committee is no longer serving a useful purpose in meeting those Objects, the Board shall have the right to disband that Committee forthwith.

15. The quorum for a Committee meeting is equivalent to half the number of members appointed to the Committee plus one.
16. If there is no quorum within 30 minutes of the commencement time of the meeting, the meeting lapses.
17. Decisions are made by consensus of members present. Should a consensus not be reached, the Chairperson may call for a vote from members present, and if the vote from members is equal, the Chairperson has the deciding vote.

Responsibilities

1. The Committee is responsible for the following:

• A review of the Grounds on what is required to keep them within suitable conditions for use by all members, both periodically and as required.
• Preparation of  cost effective measures around all scopes in relation to the grounds.
• Sourcing options, quotes and any other further data relevant to prove necessary requirements and recommendations to the Board.
• Consider matters referred by the Board and provide reports and recommendations.