LIZARD BUTTE KENNEL CLUB Standing Rules. Revised and approved by membership October 1995

Transcription

1 LIZARD BUTTE KENNEL CLUB Standing Rules Revised and approved by membership October ADDITIONAL DUTIES OF THE PRESIDENT In addition to those duties prescribed in the By-Laws, the President shall: a) Prepare a list of candidates for Chairman of Committees to present to the Board for appointment at the February board meeting. Except that the Show Chairman will appoint the show committee positions. b) Present nominees for Show Chairman and Match Chairman for the following year, to be appointed by the Board at the October November board meeting. Such appointments to be approved by the membership at the November October meeting. The Show Chairman to be appointed for a two year term and the Match Chairman for one year. 2. ADDITIONAL DUTIES OF THE VICE-PRESIDENT In addition to those duties prescribed in the By-Laws the Vice President shall: a) Serve as Publicity Chairman for the same year as the office of Vice- President. He/She shall provide publicity in all forms of mass media for all Club activities. Including regular meetings. b) Coordinate efforts to improve public relations with media, the general public, and other Specialty or All-Breed clubs. c) The costs of any publicity or advertisements must be approved in advance by the Board of Directors b) 3. ADDITIONAL DUTIES OF THE SECRETARY In addition to those duties prescribed in the By-Laws the Secretary shall: a) Maintain an updated copy of the constitution and By-Laws and the Standing Rules and shall see that each Club member receives an updated copy and the membership roster in February. b) The Secretary shall take roll at each meeting by either calling the roll or passing a roll call list to each person in attendance. Call the Roll at the beginning of each monthly meeting.

2 b) The secretary shall send cards and/or flowers as directed by the President or the Board upon appropriate occasions to members and/or their family. 4. ADDITIONAL DUTIES OF THE TREASURER In addition to those duties prescribed in the By-Laws the Treasurer shall: a. Release money from the checking or savings accounts only after the proper expense report slip and documentation (letter, receipts, tickets, statements, etc.) are received. The documentation should be stapled to the Expense Report. The Expense Report must be fully completed and signed by the person requesting the money. The Treasurer should then complete the Expense Report by writing the check number in the appropriate space. b. Request proper documentation (copy of bill, name of party phoned and reason) before reimbursing long distance phone calls. No reimbursement for any Free minutes used for calls. c. Deposit all funds received from major income sources: Shows, Matches, Clinics, Auctions and any fund-raising events, within five (5) two (2) working days following the event. d. Use a standard deposit book. with duplicates of deposit slips. e. Properly identify deposits made to the checking and savings accounts with a brief explanation. f. Maintain a yearly monthly accounts payable file of all statements, invoices, and request for payment vouchers from Club members. All such statements, invoices and vouchers shall be cross referenced to the check book with check number and date of payment. g. Not allow cash income from shows, matches, clinics, etc., to be used to pay expenses for that event, on the day of that event. Checks shall be written for expenses, and accurate deposits made so that all expenses and income can be accounted for. h. Be charged with the responsibility of enforcing the record keeping of monies for the Club. Other officers should be aware of the standards for payouts and income to help enforce the system. 5. ANNUAL DUES

3 a) Annual dues shall be ten dollars ($10.00) each member or fifteen dollars ($15.00) per couple, payable on or before January 31 st. b) Dues for new members approved after the first day of September shall be applicable for the following fiscal year. 6. STANDING COMMITTEES THE FOLLOWING STANDING COMMITTEES AND THE CHAIRMAN OF EACH COMMITTEE SHALL BE APPOINTED BY THE BOARD AT THE FEBRUARY MEETING. a) Meeting Hospitality Shall send cards and or flowers upon appropriate occasions, and sshall also provide refreshments for the regular club meetings as needed. b) Trophy Shall be responsible for soliciting sponsors for awards to be donated at the spring and fall shows. It is the responsibility of the trophy chairman to offer to return all un-awarded trophies to the donors. He / She shall account to the Club in December, for all unawarded trophies. All trophies listed in the premium notice must be paid for in full before the proof is returned to the Show Superintendent. c) Public Education Shall provide educational programs of interest to the membership at a majority at least (3) three of the regular meetings, throughout the year, He / She shall also provide schedule educational opportunities to the community in the form of seminars, clinics, training classes etc. d) Publicity The Vice-President shall provide publicity in all forms of mass media for all Club activities, including the regular meetings. He / She shall also coordinate efforts to improve public relations with the media, the general public and other Specialty or All-Breed Clubs. e)d) Historian A Club Historian shall be appointed by the Board to keep all Club records. Specific records to be retained shall be determined by the Board. Such records may be made available to the membership upon request to the Board by a majority of the member present and voting at a regular meeting. The historian shall provide any record other than financial to any member requesting it. The financial records will be provided to anyone at the request of the Board.,

4 f)e)auditing Committee A committee of three persons, one of whom shall be the Chairman, will review and audit the Treasurers books annually between the December January and February meetings, prior to the new Treasurer taking office. A report of this audit will be given to the Board at its January February meeting. The books will then be turned over to the new Treasurer as soon as the audit is satisfactorily completed. g)f)outstanding Member Committee this committee will be appointed by the President at the February meeting; to consist of one active Board member, one member with three or more years of active membership and one member with one year or less of active membership. Nominations from Club members must be submitted, in writing, prior to the November meeting. h)g) Ballot Counters The President will appoint two (2) members to count ballots when a Three people will be appointed to collect and count ballots when there is voting by written ballot is necessary. Ballot counters will be selected from those members in attendance. In the event a ballot counter is nominated for office, a substitute counter will be named to count election ballots. STANDING COMMITTEES continued i)h) Christmas Dinner BBQ & Holiday Party The Chairman shall select the location and menu for the annual dinner. He / Sshe are also responsible for the plaques, awards, door prizes and decorations. The club will pay for each member Each Club member and their guest will be responsible for paying for their meal. no later than one week before at the event. j)i) Match Chairman Shall be appointed by the Board at its October meeting. The term of office will be one year. He / She shall submit to the Board a list of candidates to serve as Assistant Match Chairman, and shall then appoint the following committees: Chief Ring Steward, Hospitality Chairman, Grounds and Equipment Chairman, and Obedience Chairman. He / sshe shall get and maintain/update the Match Chairman s Notebook from the previous Chairman to aid in the preparation of the future Mmatches. The Match Chairman shall meet with the Board before final selection of date, place and judges. A financial report of actual receipts and disbursements for the Match is to be submitted to the Board Club no later than thirty (30) days at the next regular club meeting. following the date of the Match. 7. SHOW CHAIRMAN a) Shall be appointed by the Board at its October meeting and approved by the membership at the regular October meeting. The term of office is for two (2) years.

5 a) b)a) Shall submit to the Board candidates for committees: Trophy Chairman, Chief Ring Steward, Hospitality Chairman, Grounds Chairman, Parking Chairman, and Obedience Chairman. c)b) Shall select an also submit to the Board, candidates to serve as Assistant Show Chairman. The Assistant Show Chairman will be appointed by the Board from the list of candidates, and shall be prepared to take over the Show Chairman s duties in the event the Show Chairman is incapacitated or must be absent. The Assistant shall be considered a primary candidate by the Board for the position of Show Chairman when the current Chairman s term of office is ended. d)c) Shall be bonded in the same such amount as the President and Treasurer as required in Section G of Paragraph 10. Board of Directors shall determine. Additional duties of the Show Chairman continued... e)d) In addition to the duties listed above tthe Show Chairman shall perform his/her duties as outlined in the AKC Show Trial Manual.: 1. Inform each committee chairman preferably in writing of the responsibilities and duties of his / her committee. 2. Be responsible for implementing and coordinating all activities relating to the Show. 3. Hire all Judges. 4. Provide the Show Superintendent with premium list information, catalog information, judging schedule requests and any other information as outlined in the contract. 5. Provide AKC with application for approval of judges. 6. Coordinate with Specialty Clubs for any specialty shows to be held in conjunction with the Club s All-Breed Show.

6 7. Contact the Veterinary Association for veterinarians to be on call the day of the Show. 8. Arrange for Show photographers. 9. Maintain inventory of, check custody of and check on insurance coverage of all Club owned show equipment and property Keep and turn over to the succeeding Show Chairman a complete set of up to date records. including financial records and a written list of duties and responsibilities of each Show Committee. 1. Prepare a financial report of actual receipts and disbursements for each show to be submitted to the Board no later than thirty (30) days following the date of the Show. 8. SHOW COMMITTEE a) Shall consist of all positions committees listed in the AKC Show Trial Manual above as well as any additional committees necessary to insure the smooth operation of each show. b) No person in an official Show or Trial capacity may have contact with any judge under whom he may exhibit at the LBKC Sshow or trial. c) No member of the Show Committee or member of LBKC shall be paid for services rendered to the Club at a show except for acting as a Ring Steward at a show or trial to be paid for out of pocket expenses. 9. RESPONSIBILITIES OF ALL STANDING SHOW AND AD HOC COMMITTEE CHAIRMEN In addition to duties specified above all Committee Chairmen will be responsible for the following: a) Shall keep the Board and membership informed of all activities and shall consult the membership to determine their wishes in planning stages of all activities. b) Shall submit in writing to the Secretary and official report made to the Board or membership so the report may be attached to the minutes of that meeting. c) Shall keep a detailed written up to date record of all activities, expenditures and income to be given to the succeeding Chairman. d) Shall prepare and submit to the membership a detailed financial accounting at the conclusion of any major project, not to exceed six (6) weeks.

7 e)c) Shall obtain the approval of the Board before exceeding the reasonable recommended amount to be spent by that Committee for that year. f)d)shall select all committee members attempting to include new members to the Club. When possible each committee should consist of at least three members. g)e) Shall keep a record of all active committee members for the year to be submitted to the Secretary in October for recognition at the annual awards dinner in December. h)f)shall in the event committee members are unable to fulfill their responsibilities assist the Board or Show Chairman (if applicable) in finding a replacement. i)g) Shall make no statement of policy or position in the name of the Club to members of the new media, government representatives, the legislature or the general public without firs ascertaining that the Executive Board or membership approves that policy or position. 10. GENERAL OPERATING RULES a) The club shall reimburse or provide monies for club expenses incurred or to be incurred by Show Chairman, Match Chairman or others to be approved by the Board. b)a) Written ballots will be required for amendments to the Constitution and By-Laws., election of officers and election of new members. All other voting unless otherwise specified will take place by a show of hands or by voice vote. The outcome of a voice vote will be determined by the President or presiding officer. c)b) Contributions: Upon recommendation by the Board and approval by the membership finds may be designated for donation. (i.e. Lake View Par, Morris Animal Foundation, ADOA, Guide Dogs for the Blind etc.) d)c) The Show Chairman Cluster Committee will solicit bids as required by the Cluster Agrrement. from three or more superintendents every other year. Bids will be presented to the membership for selection.

8 e)d) Any person whose checks are returned for insufficient funds two or more times will be placed on a cash only basis for a minimum of one year. f)e)credit will not be extended to any person for any Club sponsored event. g)f)the President, Treasurer, and Show Chairman are the only persons authorized to sign checks and make checking or savings account deposits or withdrawals in the name of the Club. They shall be bonded to a total value of $40, or to the amount in the treasury whichever is greater. (amended June 10, 1999) h)g) Two (2) signatures are required for any club check written for over $1, in the name of the Club. 11. CHANGES IN THE STANDING RULES Each section of articles in thesethe Standing Rules may shall be reviewed by the incoming Board of Directors annually and changes presented to the membership. Changes to the Standing Rules will require altered, added to, amended, deleted, etc., at any regular meeting by a simple majority vote of those present and voting.