RCASTC Policy Draft 8-2002

ROSE CITY AMERICAN STAFFORDSHIRE TERRIER CLUB, Inc.

POLICIES (Draft 8-2002)

I. PURPOSE AND PROCEDURES:

A. A policy shall be a plan of operation for the good of the Club.

B. A policy book shall be established by the Secretary and any policies adopted by the Club shall be entered in this book.

C. New policies, amendments to policies, or deletions of policies may be brought up for discussion by any member or officer at a regular meeting and voted upon at the next regular meeting. A 2/3 majority vote by the members present who are in "good standing" shall be necessary for approval.

D. Annually a Policy Committee will be appointed consisting of the current Secretary and two additional members. Members shall be, not more than one additional Board Member and at least one previous year’s Policy Committee Member. A majority of the committee members must be in attendance for a quorum. It shall be the committee's responsibility to review and suggest changes to the policy file for presentation to the membership for review at the November/December meeting.

E. An adequate supply of policies shall be available at the time of review. Each revision shall be voted on at the regular January/February meeting.

F. After the annual review and correction, the policy changes shall be printed and issued as a supplement to the members, and distributed before the March/April meeting.

II. INVITATION TO MEMBERSHIP

A. The Board shall elect a Membership Committee Chairperson.

B. Discussion of new applicants shall occur during the committee report for “Election of new members” during the meeting of the reading of their application. All applicants and guests will be automatically excused for the remainder of the meeting.

C. The Membership Committee Chairperson will notify the applicant prior to the meeting at which their membership application will be voted on, asking them not to attend that meeting.

D. The Membership Committee Chairperson will notify, in writing, the applicant of the results of the voting on their membership application, and on the occasion of their being accepted into membership will include a copy of the RCASTC Constitution and By-laws, the RCASTC Club Policies, and an RCASTC Membership List.

E. Life Memberships shall be automatically granted to those members with twenty-five (25) consecutive years of membership in good standing with the RCASTC. The Membership Committee Chairperson shall notify the club secretary and the member in writing of life membership qualification.

III. MEMBERSHIP DUES

A. The annual dues will be $15.00 per person, $20 per couple, and a one time $10 initiation fee.

B. New members voted in and paying dues on or after the January/February meeting, will be paid members for the following calendar year.

C. Dues must be paid with in 90 days of being due in order to maintain membership.

D. Life Members will not pay dues.

E. Dues are due July 1 of each year and must be paid in order to vote at the annual June/July meeting.

IV. APPOINTMENT OF SPECIALTY SHOW CHAIRPERSON

A. The Board shall appoint a Specialty Show Chairperson at least eighteen (18) months in advance of the show.

B. The appointee for Specialty Show Committee Chairperson must have had previous experience as a show chairperson or as an Assistant Show Committee Chairperson.

V. SPECIALTY SHOW COMMITTEE CHAIRPERSON'S RESPONSIBILITIES

A. The RCASTC Secretary shall supply Specialty Show Committee Chairperson with the AKC Show Application.

B. The Show Committee Chairperson shall contact the show chairperson of the hosting club, which the RCASTC intends to hold its event in conjunction with, within thirty (30) days of being appointed, to request permission.

C. The Show Chairperson shall select a committee within sixty (60) days after appointment.

D. Within 60 days of receiving historical show expenses from the treasurer, the Show Chairperson shall submit a budget for the upcoming show to the Board. Board approval will be required for proposed expenses that exceed the historical expenses per item by 10% or $50.00, whichever is greater.

E. If the appointed Chairperson does not fulfill requirements B &C, within the specified time, the Board has the option to reconsider the appointment.

F. A Specialty Show Committee shall consist of at least four (4) members, such as, but not limited to, Assistant Show Chairperson, Trophy Chairperson and Hospitality.

G. The Sweepstakes judges selection process will be handled in the following manner:

1. A standard form shall be sent to all members to provide suggestions on Sweepstakes Judges selection to the Show Committee Chairperson within the time limit stated on the form.

2. The form will include the policy guidelines for selecting judges (see V.H. below).

3. The Show Chairperson will compile a list of judges and present the list at a general meeting for prioritization from the members.

4. The standard judges selection form will be available in the club policy book.

5. The show committee Chairperson and show committee will meet to review the judges suggested at least 12 months before the show. As time permits, and requested/suggested judges are not available, club members will continue to be notified by the show committee in order that they may be able to make additional requests/suggestions.

H. Guidelines for selecting Sweepstakes Judges:

1. Any eligible person may judge Sweepstakes for our show, but can not enter any dog they own or co-own at host giving club’s events.

2. Any club member shall be eligible to judge classes at our show.

3. Sweepstakes and Non-Regular Class Judges, and Club Members shall not receive payment for any judging at our show.

4. The club will give extra consideration to breeders, and judges licensed for 5 or fewer breeds in the Terrier Group.

5. The club will attempt to utilize opportunities and facilities in order to minimize the Judge’s expenses.

I. Guidelines for selecting Sweepstakes Judges:

1. The club will ask to have input into the hiring of breed judges for the all-breed or group shows regular classes, at which we are providing a Regional Specialty or Supported Entry, and will follow the same selection guidelines as for selecting Sweepstakes Judges in Article V. Paragraph H. of the Policy.

J. The Specialty Show Chairperson shall review the premium list information with the Board and Show Committee before it is submitted to the Superintendent, for accuracy and to ensure all Policy guidelines are followed.

K. The Show Chairperson must pre-approve all show related expenditures.

VI. CONTRACTS

A. All RCASTC standard contract forms shall be used by the show committee.

B. All approved standard contract forms will be included in the policy file.

C. Changes to the standard forms must be approved by the Board.

D. Any interim Board-approved revisions to the standard forms will be kept by the Secretary and published in the next policy update.

VII. SWEEPSTAKES ENTRY FEES

A. Sweepstakes entry fees will be set in accordance with the current going rate and any change in entry fees shall be submitted to the membership for approval.

B. The RCASTC will retain 30% of the Sweepstakes Monies to defray club expenses. The remaining 70% will be divided in each class as follows:

	1st	2nd	3rd	4th
4 or more entries	40%	30%	20%	10% of the entry fees for that class.
3 entries	50%	30%	20% of the entry fees for that class.
2 entries	60%	40% of the entry fees for that class.
1 entry	100% of the entry fees for that class.

X. RCASTC TROPHIES

A. In addition to the awards offered by the hosting club for regular classes at a designated Regional Specialty or Supported Entry with Sweeps, the RCASTC Club offering as a minimum, awards for the following:

1. BOB, BOS, BOW, WD and WB.

2. High Scoring American Staffordshire Terrier in Trial when Obedience is offered by hosting club.

3. High Scoring American Staffordshire Terrier in Agility when offered by hosting club.

B. The RCASTC Club will offer Sweepstakes awards for Best in Sweepstakes and Best Opposite Sex in Sweepstakes.

C. Responsibility for storage of all trophies will be by the current trophy chairperson.

XI SHOW EXPENDITURES

A. Any show related expense incurred by any member must be submitted to the Show Chairperson for their approval before requesting reimbursement or payment of said show expense from the club treasurer.

B. Expense must be accompanied by a receipt and/or Show Chairperson's written approval.

XII. CLUB PRE AND POST SHOW FUNCTIONS:

A. Club pre and post show functions shall be at the discretion of the show committee and the membership.

B. Any club member or member of their immediate family who will be exhibiting at the show cannot attend pre show functions.

C. Anyone can attend post show functions.

D. RCASTC will pay for all judges (including sweeps judges) to attend post show function where they are not covered by the hosting club.

XV. ELIGIBILITY FOR OFFICE

A. To be an eligible candidate for an office (President, Vice President, Secretary, Treasurer, or Historian), a candidate must have been a member of RCASTC for at least one year.

XVI. GENERAL MEETING DATES:

A. All general meetings will be held at times and locations that best accommodate the majority of the membership, which shall normally be in conjunction with shows near and between the Portland and Seattle areas.

B. Meeting notice will be sent by the Secretary at least one month prior to the meeting date.

C. Meetings will be held bi-monthly, in accordance to By-laws, Article II, Section 1.

XVIII. NEWSLETTER

A. The meeting minutes will be included in the newsletter.

B. The newsletter, including the meeting minutes and notice of next meeting, must be mailed no later than one (1) month before the next meeting.

C. The newsletter will be sent to all members.

D. Two issues of the newsletter will be sent to guests following their attendance at a general meeting.

E. The newsletter will be sent to anyone actively applying for membership.

F. Courtesy copies will be sent, by request, at the discretion of the newsletter editor to others, such as: other clubs to notify them of events, contributors to newsletter articles, authors providing copyright permission of their material, etc. In the case of doubt, the newsletter editor will seek the advice of the Board.

G. Articles submitted for publication in the newsletter will be reviewed by the editor. If the newsletter editor questions the content, it will be reviewed by the board and possibly delay the publishing of the article to the next newsletter issue however, it will not delay the publishing and mailing of the newsletter.

H. Newsletter subscriptions will be $7.50 annually to non-members.

I. The newsletter will not exceed, in weight, one (1) ounce therefore the cost of first class postage, unless subsidized by advertising.

J. Printing costs will not exceed the current competitive costs of self-copying.

XIX. FINANCIAL REPORT

A. The Treasurer, within sixty (60) days after any RCASTC event, shall submit to the Board of Directors, a written itemized Profit and Loss statement for said event. Copies of the Profit and Loss statement shall be available to the interested club members at the General Meeting following receipt by the Board of Directors.

B. The President, in addition to the Treasurer, will be an authorized signer on the Club's bank accounts.

C. The Treasurer will supply a report of the club’s account at each General Meeting and a copy of the report to the Secretary.

XX. Annual Board Meeting

A. The Annual Board Meeting shall be the regularly scheduled meeting of the Board following the Annual General Meeting.

B. The meeting shall be attended by the previous and current Board Members in order to review any unfinished business of the Board and to turn over any materials to new officers, where applicable.

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