SECRETARY’S REPORT Chinese Shar-Pei Club of America, Inc. Teleconference Board Meeting Monday, April 19, 1999
Meeting of the Board of Directors held via teleconference call at 8:00 p.m., Central Standard Time. The following members were in attendance: President Jocelyn Barker, Treasurer Kay Rosenberger and Secretary Georgette Schaefer. Eastern Directors: Romana Arnold, Ann Hickman, and Gail Garrison. Central Directors: Jo Ann Leistner, Deb Cooper, and Bryan Timby. Western Director: Darlene Wright, Shirley Rafferty, and John Cochran. President Jocelyn Barker called the meeting to order at 8:08 p.m. Central Standard Time. Jocelyn welcomed the new Board members to their first meeting. She also explained the procedures of a teleconference meeting and conventions regarding confidentiality.
Reports from Committees Futurity/Maturity The Committee would like to add a few paragraphs to the rules and regulations (1) Foreign Dogs -Member/owners would like their dogs represented at the Futurity and be included and accepted into the Futurity. As long as AKC recognizes the foreign registration; (2) Certificates are very expensive and production time-consuming. Ann suggested that we charge $10.00 per certificate if the owner would like a certificate. Discussion was held by the Board regarding the two issues.
A motion was made by Shirley Rafferty and seconded by Deb Cooper that the Futurity/ Maturity Committee make the appropriate changes regarding foreign dogs and the Futurity/ Maturity certificates with the approval of the CSPCA Board. Motion passed unanimously.
A motion was made by John Cochran and seconded by Shirley Rafferty regarding future changes to Futurity/Maturity rules, the process to be recommended by the committee and approval by the Board and to be put into the CSPCA Manual. Motion passed unanimously.
Treasurers Report There has been no closure yet from the 1998 Nationals. Jocelyn thinks this will be happening soon. 1997 Nationals has been dosed out. Regarding the Rescue Fund 501(c)(3). There has been no response from the lawyer regarding the status of this. Jocelyn said she would be in touch with him in the next few days. Kay had a question of changes of duties and request for petty cash. Everyone holding petty cash accounts reported on his or her needs to Kay.
Shirley has run out of copies of the 1992 Studbook. Should she have more printed? Jocelyn suggested to Shirley that she get a couple of price quotes per copy and see if they can give us a price break and then we could make a better decision on whether to make more copies and how many to make if we do a reprint.
Minutes The previous minutes had been approved and printed in the March/April Barker. Jocelyn asked Georgette to get tonight’s minutes out to the Board before Nationals. Then at the National Board Meeting they can be approved.
E-Mail Board Correspondence The Board requested that the Committee on By-Laws, Rules and Regulations draft an amendment to use e-mail as a form of correspondence by the Board. The committee will report back to the Board with the draft and then this amendment will be presented for approval by the general membership through a ballot.
Presidents’Meeting Robert Hall will not be attending Nationals. He was planning to conduct the meeting. A lengthy discussion was made on the importance of this meeting. Jo Ann Leistner reported that the meeting is scheduled for Tuesday. Bryan Timby offered to conduct the meeting in the place of Robert Hall. Ann Hickman said she would also attend the meeting. Discussion was made by the board regarding the location and room size etc. The host committee will be apprised of the plans. Judges seminar will be led by Committee Co-Chair Karen Kleinhans this year. There will not be a Breeders Seminar this year.
Board Meeting Dates The procedure for scheduling Board meetings thus far has been when four months have passed (quarterly), the secretary sends out a memo with dates and requests from Board members what dates they are available. Is this procedure acceptable to the Board or are there any suggestions on other ways to handle the meetings? All Board members agree that this procedure works best for them.
CSPCA Policy on Nationals Memorabilia Lengthy discussion was held on this issue. Bryan Timby offered to look into licensing of our trademarks and other issues that may arise regarding a possible policy. Board felt that a portion of the money raised in sales of licensed items should go in some way to CSPCA and its programs.
Advertising Proof of Title and Awards: Our current policy is the person that puts the ad in The Barker must provide proof if there is a question on validity. If the information is incorrect there will be a retraction published. The Board made lengthy discussion on this subject. Jocelyn suggested to the Board that she would address this issue in the President’s Letter and see how the members respond and see if the membership has suggestions on how to handle this issue.
The Barker Jocelyn addressed this issue in her President’s letter and she received a varied response: one, to keep the quality as is and the other to reduce it and lower the cost. The Board was in consensus to keep the quality of The Barker as it is now. The Board held a very lengthy discussion on how to make advertising possible for more of the CSPCA members.
Annual Ad Contract and Affiliated Clubs It has been brought to the Board’s attention that many clubs and other groups expressed interest in purchasing a contract for their members. The Board discussed this issue in great length. All ads must meet the policy guidelines/agreements. With this in mind the current agreement would not work with affiliated clubs and or groups. Ann Hickman and Deb Cooper agreed to work on a new agreement and then the CSPCA attorney can review the agreement. At that time it will be presented to the Board for approval.
Top Dog Committee Chairman Mo Tomlinson has resigned the chairmanship and has suggested to the Board that Cherokee Law replace her in this position. Shirley will contact her and see if she is interested in this position.
Judges Selection for Nationals Jocelyn said she and others felt it was time for new people to be on this committee John Cochran said that he would chair this committee. Deb Cooper suggested that we ask Alice Pool and Mo Tomlinson if they would be interested in serving on this committee with John. The Board suggested that we use all licensed judges as the list for members to choose from when electing conformation judges (except for people that have judged in the last five years). Bryan suggested that we vote for the judges three years in advance. Suggestions were made to the committee on sending out a ballot in December for 2001 and then send out a ballot 6 months later for 2002 Lengthy discussion was held on the selection process. According to the Gazette, CSPCA has the 9th largest entries at their National Specialty.
Stud Dog Challenge Trophy Discussion was made that CSPCA trophies should not have a kennel name or persons name on it. A motion was made by Ann Hickman and seconded by Shirley Rafferty that all CSPCA trophies introduced after January 1, 2000 not carry any personal or kennel names only dedications to deceased individuals or dogs are allowed. Motion passed with one abstention (John Cochran).
Therapy Dog Award The Board agreed that Jocelyn should ask Marilyn Vinson to chair this Committee.
Register of Merit (ROM) Georgette Schaefer read the letter addressed to Robert Hall that was sent to him by Donna L. Jourdan. The Board held discussion on the committee's recommendations about production of plaques. Jocelyn pointed out that we have a policy that we must get at least two bids when expenses are over $100.00. Shirley reported that we have 45 previous ROMs plus this year’s ROMs. Ann Hickman volunteered to print the certificates for Pat Evetts. Bryan Timby said that he would discuss the options with Pat and Donna. Once the Board gets all the information we would put a ballot together. ROM performance was discussed and it was suggested that maybe Jane Baumann would be willing to work on the ROM performance events.
AKC Complete Dog Book Jocelyn received a letter from ARC requesting that we send up to three names to AKC to participate in the new edition of the AKC Complete Dog Book. It was suggested that Romana Arnold, Deb Cooper, and Jocelyn Barker represent CSPCA regarding the AKC Complete Dog Book. These names will be sent to AKC.
Call For Nominations There was a complaint that the wording on Article IV, Section 4(b) regarding nominations and nominees was unclear. The Board directed the committee to draft an amendment to reword Article IV, Section 4 (b). i.e. nominations and acceptances will close March 20. AKC/CSPCA Approval of Shows
The Board discussed the rules for local clubs to apply for a local and regional dog show. Kay, Regional Specialty Show Chairman is not receiving requests from local clubs to hold specialty shows. Jocelyn suggested that Kay and Georgette write an "Inquiring Minds Want to Know" article addressing the difference between a regional specialty and a local specialty show. This would let people know the procedure of applying for a show.
National Specialty Jo Ann Leistner requested that if any Board members get calls regarding premium list to suggest to the person to contact Onofrio Dog Shows. Onofrio has a web site that allows anyone to download the premium list. Discussion was made regarding a policy manual for holding a National Specialty. This manual would be sent each year to the show-giving club. Jo Ann suggested that the board look into permanent committee and possible a permanent show site. It was suggested to Jo Ann Leistner that she request to the local clubs if any are interested in putting on a National Specialty. If not, we might suggest that a committee be formed to look into a permanent show site and a permanent committee to run the show. Lengthy discussion was made on the different facilities and possible a three-year commitment from a group of people forming the committee A permanent show date was also discussed. Discussion was made for the show chairman’s gift.
A motion was made by Jo Ann Leistner and seconded by Ann Hickman to purchase a gift for the show chairman of a reasonable value. Motion was passed unanimously. Awards to be given at Banquet will include.
· ROM - Pat Evetts
· Rescue - Orient Publications, Inc.
· Charitable Trust Auction (banquet)- Romana Arnold
· Gift to Georgia -Jocelyn Barker
· Top Dog-TBA
· Newsletter Awards - Robert Hall
A motion was made by Shirley Rafferty and seconded by Deb Cooper that the teleconference meeting be adjourned. The motion passed unanimously. (10:5 1 p.m. Central Time)
Respectfully Submitted, Georgette Schaefer, Secretary