The VCA Constitiution, Rules, Regulations, Codes, Policies and Procedures are the framework for the governance of the VCA. Members should note the importance of knowing which elements relate to all members and which relate to specific activities. The constitution and rules apply to all elements of the VCA and therefore apply to all members regardless of the activities a member may be involved in.
(updated August 2016)
(effective 15 August 2016)
VCA Regulations, Codes, Policies & Procedures (effective 15 July 2016)
Full set of VCA Regulations (.pdf)
Or by section: (.pdf))
Part 3 General (includes index)
Part 4 Registers and Registration
Part 5 Discipline
Part 6 Committee Elections and Standing Orders
Part 7 Conformation
Part 8 Agility
Part 9 Obedience Tracking and Endurance
Part 10 Retrieving and Field
Part 11 Herding
Part 20 Codes
20.1 Code of Practice
Minimum breeding age
20.2 Conformation Judges Code of Practice – see ANKC Judges Code of Practice and Conduct
20.3 Code of Practice for Hereditary Diseases
20.4 Code of Practice for Management and other Committee members
20.5 Code of Practice for Affiliates
20.6 Code of Conduct for Members - Social Media
20.7 Code of Conduct for DOGS Victoria members at DOGS Victoria Events
Information from the Justice Department
Following correspondence from Justice Dept (read letter). 21st September, members are advised that our Rules are to be read in conjunction with the following under the Association Incorporations Reform Act 2012 (the Act).
At the 2016 AGM a Special Resolution will be submitted to confirm the requirement of the registrar in relation to these rules.
§ Schedule 1 – Matter 15
Provision for members to have access to, and to be able to obtain copies of, minutes of general meetings, including financial statements submitted at general meetings
§ Schedule 1 – Matter 16
Rights of access (if any) by members to minutes of meetings of the committee, including any terms and conditions subject to which access may be granted
Model Rule 75 - Custody of inspection of books and records
(1) Members may on request inspect free of charge—
(a) the register of members;
(b) the minutes of general meetings;
(c) subject to subrule (2), the financial records, books, securities and any other relevant document of the Association, including minutes of Committee meetings.
(2) The Committee may refuse to permit a member to inspect records of the Association that relate to confidential, personal, employment, commercial or legal matters or where to do so may be prejudicial to the interests of the Association.
(3) The Committee must on request make copies of these rules available to members and applicants for membership free of charge.
(4) Subject to subrule (2), a member may make a copy of any of the other records of the Association referred to in this rule and the Association may charge a reasonable fee for provision of a copy of such a record.
(5) For purposes of this rule—
relevant documents means the records and other documents, however compiled, recorded or stored, that relate to the incorporation and management of the Association and includes the following—
(a) its membership records;
(b) its financial statements;
(c) its financial records;
(d) records and documents relating to transactions, dealings, business or property of the Association.
All members are bound by codes covering ethics, breeding and selling as detailed in the regulations. See Part 20 of the Regulations, above.
Each member, upon signing an application for membership or renewal of memberhip of the VCA, and being duly elected to general membership of the VCA, shall, be bound by the Constitution, Rules and Regulations, Code of Practice, policies and procedures of DOGS Victoria and the Domestic Animals Act 1994 and the Prevention of Cruelty to Animals Act 1986, The Code of Practice for the Operation of Breeding and Rearing Businesses (Revision 1), the Code of Practice for the Private Keeping of Dogs. Members of the VCA agree be also bound by the VCA's Code of Practice relating to responsible dog ownership, including the keeping, welfare, breeding, selling and disposing of dogs by members.
VCA Procedures - Incidents or complaints at fixtures
Download the VCA Procedures - Incidents or complaints at fixtures (.pdf)
Unless management committee directs otherwise a fee of $250 is payable with all complaints lodged with DOGS Victoria. Where the complaint is lodged with the VCA representative at a fixture, the complainant must forward the $250 complaint fee to the DOGS Victoria Chief Executive within five working days of the date the complaint was lodged. in all other cases the fee must be lodged with the complaint. Note: Where the complaint results in disciplinary action and the complaint is found to be justified the complaint fee will be refunded to the complainant.
VCA Procedures - Dog Incidents
VCA Penalty Guidelines (amended 24/11/16)
For a list of penalty guidelines please click here (.pdf).
Code of Practice for the private keeping of dogs
Please be advised that the Code of Practice for the Private Keeping of dogs falls under the provisions of the Prevention of Cruelty to Animals Act 1986. The Code provides the minimum standards of accommodation, management and care appropriate to the physical and behavioural requirements of dogs kept under private ownership. Please see the Law and You for more information.
DOGS Victoria Social Media Code of Conduct
Social media has become an integral part of day to day communication for individuals as well as businesses.
Social media is defined as the social interaction among people in which they create, share or exchange information and ideas in virtual communities and networks.
Social media may include but is not limited to magazines, Internet forums, weblogs, social blogs, microblogging, wikis, social networks, podcasts, photographs or pictures, video, rating and social bookmarking. Technologies include blogging, picture-sharing, vlogs, wall-posting, music-sharing, crowdsourcing and voice over IP.
Its ability to capture community sentiment and shape opinions is driven by its dynamic and immediate nature.
What constitutes ethical behaviour can be somewhat ambiguous when engaging in social forums, however DOGS Victoria believes its members should uphold the highest ethical standards displaying respect, honesty and integrity.
This Social Media Code of Conduct aims to provide guidelines on best practice behaviour when using social media.
· Abide by DOGS Victoria rules & regulations
· Be reasonable and respectful – do not post malicious, misleading or unfair content in relation to DOGS Victoria or its affiliates, DOGS Victoria staff, DOGS Victoria members or members of other ANKC affiliated bodies or indeed of members' dogs.
· Be accurate – any comment posted as fact should be able to be substantiated
· Act in manner that is consistent with good community expectations
The same values that apply in the real world also apply in the virtual world and in social media exchanges.
Despite the seemingly unregulated nature of social media, the law is applicable to online content. Postings online (and similarly in email or text messages) are subject to the law in areas such as defamation, racial discrimination, intimidation and bullying.
Breach of the Social Media Code of Conduct
DOGS Victoria continually monitors activity in relation to the organisation and its members.
Dogs Victoria takes compliance with this policy seriously. Where members believe that behaviour is in breach of our Rules, Regulations or Codes and is reported, the disciplinary process may be initiated by DOGS Victoria. Where proven, either formal warnings or other penalties may apply or if it is of a serious nature the offending member may be considered liable under the law.
Consultation or advice
This policy has been developed to provide guidance for DOGS Victoria members.
Any members who are unsure of their rights, liabilities or actions online and seek clarification should contact DOGS Victoria Management Committee or the DOGS Victoria CE.
Club Management Guide
Have you recently jointed the committee of a club? Do you need more information on club management?
Download the DOGS Victoria Club Management Guide. It contains
- clubs and their purposes
- club management
- president and chairperson - duties and responsibilities
- annual general meetings
- special general meetings
- committee meetings
Show Secretaries Guide
In preparing this guide, it is realised that each show secretary will have certain methods and duties peculiar to their own and their club’s circumstances, however, it is hoped that it will serve as a useful reminder to even the most experienced person. read more
Stewards, Ticket Writers, Show Secretaries, and Show Managers comprise the "Team" that facilitates shows for the benefit of exhibitors and judges. Download the all-in-one guide prepared by the Dog Stewards Association Inc for these important roles.
Guidelines re judges competing at obedience trials at which they are officiating
Affiliates may opt to permit contracted judges to also enter and compete at the same event, following the guidelines below:
- The schedule for the event must state 'contracted judges may compete'
- There must be no interruption to the general conduct of the trial to permit an officiating judge to be judged
- Staggered check-in / starting times may be schedules for any event
- Affiliates must give careful consideration to the logistics of offering this option prior to submitting schedules
Persons involved in a meeting of the VCA, or a meeting, hearing or the like of a VCA committee are to conduct themselves ..... click here for more information (.pdf).
Victoria Canine Association Inc. (VCA) trades under the registered business name of DOGS Victoria.