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The VERA SMC would like to advise that the AGM Agenda for 2020 and the Minutes from the AGM held in 2019 has now been sent to members with email details available.  All other members will be posted the paperwork via mail on Monday.  If you do not receive the documents within a few working days of posting please contact the VERA Secretary (Ellen Prestage).  Attached is the following documents:

Quilty 2020 News by Amanda Rayner

 

The Tom Quilty Gold Cup committee comprises 25 WAERA members that are experienced at their respective portfolios and are dedicated to making the event a success. Many of the members have experience at previously hosting this National event.

Formal meetings of the committee commenced in November 2018 and continue monthly to plan the event.

Several of the members live in Collie or close proximity to the town allowing local knowledge of the countryside and townsfolk to be extremely beneficial in the organisation.

As we head into the wind down for the year, with two more rides to go, the SMC is starting to get prepared for the AGM and Presentations. We are currently investigating a couple of venues at which to hold an afternoon AGM followed by a sit down meal and presentations.

Our Pointscore Officer, Caroline Noble, has asked that all current trophy holders return the trophies to Carl Adamson as soon as possible to allow the engraving of the trophies to be completed before the AGM/Presentations. The trophies must be with Carl by 1st December.

If anyone wishes to apply for the VERA Horse Lifetime Distance awards please complete the form available on the VERA website and send to Caroline either by email This email address is being protected from spambots. You need JavaScript enabled to view it. to 25 Thompson Road, Tynong North, 3813. These must be received no later than 1st December as the sashes have to be ordered. Late submission of the form may result in disappointment if the time frame is too short.

Please also note that the 2019 Tom Quilty results are included in the End of Year calculations as per previous motion passed. Details of the current results are available on the AERASpace website.

The VERA SMC would like to provide some advice on Proxy Voting at the AGM for the information of members.

Proxy voting is permitted at an AGM and Proxy Voting Forms will be sent with the AGM Agenda. Proxy votes must be received by the Secretary, if sent electronically or by mail, no less than 24 hours before the start time of the agenda. Any Proxy votes received via these mediums after the minimum 24 hours will be declared invalid.

Proxy votes can be handed to the Chair of the meeting prior to the start of the meeting. Voting by proxy is not permitted for the election of Committee members. A member can only hold 5 proxy votes. All proxy votes will be scrutinised to ensure that the person providing the proxy is a member and that the person holding the proxy is also a member.

If you have any questions in regard to this aspect of the AGM please ask.

The SMC would like to remind members about the rules and policy for having dogs at rides. Under Section 1 Clause 26.5 of the AERA Rulebook it states: Dogs must be secured in a structure or on a leash at all times when on the ride base.

From 1st January 2020 the rule will be modified to read: Dogs must be secured in a structure or on a leash that is attached to a solid structure or a human handler when at an endurance event.

Attached is the VERA Dog Policy. The SMC is keen for everyone to read and understand these rules/policy to ensure adherence is achieved.

 

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The VERA SMC would like to provide the following information on the upcoming AGM.

The date for the AGM is 18th January 2020. A venue is yet to be determined and the format will be finalised at the next meeting (30th November). It is most likely to be an afternoon AGM, dinner and presentations.

Members who wish to be considered for nomination for a position as a Committee member on the VERA State Management Committee should complete the attached Form 1 Nomination for VERA State Management Committee. This form needs to be returned to the VERA Secretary (Ellen Prestage) by 16th December 2019. Please note that the Form must be completed correctly to be considered a valid nomination. Ellen's contact details are on the VERA website.

If members have any business they would like to have included on the AGM agenda, including any motions or special resolutions, please complete the attached Form 2 AGM General Business Notification and return this to the VERA Secretary by 16th December 2019. Please note that the Form must be completed correctly to be considered a valid nomination.

The AGM Agenda and any other relevant papers will be put together and sent via email and post (where an email address is not available) prior to Christmas to meet the specified timelines contained within the Constitution.

If you have any questions regarding any of the AGM processes please ask.

 

AGM Business and nomination form

The following letter has been received from AERA regarding an error in the AERA rule book. Please note the change within your rule book for future reference.

 

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