President Ola Jeanne McCollough called the meeting to order at 8:03 p.m. (EST). Present were Ola Jeanne McCollough, Joyce Fletcher, Lynda Bradley, Richard Nix, Dane LaJoye, Marby Kelly (AKC Delegate), Maureen Blackwood, Peggy Jackson, Linda Jett, Sharon Stoll, and Carolyn Gastley. Absent was Dick Wiest.

Board Reports

President – No report.

Vice President – Fletcher introduced Brooke Berth, who joined the first part of the meeting to report on the status and begin discussions regarding the Coast to Coast newsletter. Berth presented the probable change in the C2C mailing status. To be mailed 1st class, 500 pieces are needed to be sent. Since membership is down in the 400s, Standard delivery will have to be used whose minimum amount is only 200 items. Nix commented that 40+ members have recently been dropped. However with the holiday season, there could be a delay in the membership receiving the C2C without using 1st class.
Fletcher offered that if Berth can send her the C2C on Monday, December 14, 2009, she can proof and return to Berth in one day. Berth thought that this would be possible as she needs one weekend to complete the latest issue.
Berth relayed it cost $250 to ship the C2C Standard class and $900 if sent 1st class. Berth also offered that most publications are sent Standard class and even though turnover could be a bit longer due to the time of year, there ultimately would not be an extended delay.
LaJoye suggested the 2010 show packet, which was included in the C2C, be posted on the website while membership is waiting for the C2C if there is a mailing delay.
Berth suggested to the Board, reducing the number of copies sent annually from 4 to 3 – one newsletter before the National, one after, and one in-between. She also presented pushing the deadlines back. Fletcher felt it is important to the membership to distribute 4 times a year and reminded the group the C2C is a newsletter more than a magazine. The Board agreed with Fletcher that sending the newsletter to the membership 4 times a year is a priority.
Berth reported the C2C is time consuming, taking 200-300 hours to complete. The Board feels Berth should have assistance in completing the next issue. Fletcher advocated this help and feels –along with the Board - Berth is doing an outstanding job with the club newsletter. Berth’s concern was any volunteer might not have or know how to use the particular software she has to complete the C2C. Fletcher stated that the necessary software can be purchased for those individuals who would like to assist.
McCollough suggested and a discussion followed regarding assistance to Berth. A committee was formed consisting of LaJoye, Jackson, Fletcher and Berth who could generate ideas and suggestions.
Jackson made a motion to have Brook Berth attend Board meetings where the C2C will be discussed, seconded by Blackwood. Motion approved unanimously.
Berth left the conference at 8:25 p.m. (EST) 

Recording Secretary – Motion by Fletcher to approve the meeting minutes of September 2, 2009 as corrected, seconded by Jett. Motion approved unanimously. Motion made by Fletcher to approve the meeting minutes from October 20, 2009, seconded by Jett. Motion approved unanimously. Bradley reported Sharon Stoll has e-mailed her the Nominating slate by the December 15, 2009 due date and Bradley will mail to the membership by January 1, 2010.  

Corresponding Secretary –LaJoye received a letter from the Canine Health Foundation thanking the BTCA for it’s donation of $5500, supporting and making a significant contribution / impact on current health issues. LaJoye will discuss the National later in the meeting during his Show Committee report. 

Treasurer’s Report – Nix reported the current balance to be $67,971.78 with the breakdown as follows: Boston of the Year = $490.79, Futurity challenge = $6480.00, General funds = $35,918.37, Health fund = $14,284.39, Perpetual trophy = $5706.98 and Rescue = $5091.25.

AKC Delegate Report - Kelly reported at the September 2009 AKC meeting, the Board Realignment discussion was postponed until March 2010. Kelly referred to a previous request made by the Board to ask for a Delegate roll call, and commented it has never been done while she has been active since 1986. Kelly has noticed a more positive outlook towards accepting the realignment than before, since most of objections are coming from those in the Non-Sporting group. Fletcher maintained Kelly can still propose a roll call of the Delegates and Kelly assured she would comply with the Board’s request.
The main reason the breed realignment is not favored by many, is money. Having more group competitions will increase costs (ribbons, equipment) and length of show times. Kelly also commented how many small clubs would have to hire a judge who can review multiple breeds, rather than an individual who specializes in a single breed.
Based on feedback she has received from all -breed clubs, Fletcher believes most judges are opposed to the realignment.
Kelly reported she will not be attending the December 14, 2009 Delegate meeting, as the focus is more social, but is planning to attend the more strategic March 2010 meeting.

Unfinished Business

2010 National Update– AKC has approved the BTCA National to be held in Atlanta May 2010.  LaJoye reported the show packet is completed and is currently working on the Premium list. He hopes to have it to MB-F by Christmas or sooner. LaJoye is also working on the trophies which are to be etched glass and Waterford crystal from a separate vendor for BOB, BOS, and BOW. Donations are beginning to be submitted, as he currently has 4 donations and will forward checks to Nix. LaJoye reports that the host club is doing well, committees are formed, and everything is in order. Pat McCann will be the chief ring steward.
Jackson is handling the catalog advertisements, and has spoken to her contact at MB-F. She is also working on compiling an e-mail list of those who have submitted an advertisement in the last 5 years. Jackson’s plan is to send a reminder e-mail 10 days before the advertising deadline. A full page ad receives a reserved seat assigned on a first come-first serve basis. Rates are as follows: full page black and white ads are $65; half page is $45; quarter page $25; and with 2 or more ads, an individual will receive $5 discount per ad.  All checks are to be sent to Jackson made out to the BTCA, and she will mail them to Nix with a notation the monies are for catalog advertising.
Jackson would like the ads to have a $20 penalty if e-mailed or postmarked after the March 21, 2010 deadline, ensuring more timely submissions. No ads will be accepted after March 24, 2010. Jackson is working with Berth so ads will be sent to BTCA_ads@yahoo.com, as listed in the C2C, rather than her personal e-mail.
To clarify, a free catalog is included with a $40+ donation but not with the purchase of a full page ad.
Gastley reported Obedience and Rally trials have been approved by AKC, and she has both performance judges’ contracts in hand. The Obedience / Rally judging assignment is with Marleen Burford and her fee is $100, which will cover her gas and expenses. The Agility application has been sent to Nix with a disaster plan, yet currently the AKC still lists the show as “pending”. Gastley to contact AKC to follow up. The agility judge is Chris Danielly and she and will charge $1 per run plus IRS approved mileage of .55 cents/mile. There were 37 runs last year and the entry for 2010 is estimated to be larger. Gastley warned that due to increased numbers, Agility could run long and there is a possibility Obedience might not be able to start at the scheduled 1:00 pm.  LaJoye assured Gastley that if the obedience / rally judge is flexible Obedience can begin later than the original proposed time. Gastley also stated that she will have a better idea of the numbers and therefore timing, once entries close before the show.

Fletcher left the meeting at 8:50 pm (EST)

Boston Terrier of the Year - Jackson opened a discuss on the mailing of the Boston Terrier of the Year ribbon, which is typically against the rules.  Jackson was unsure of the approval flow since as liaison, Ken Roux as the chair, or members of the committee were not aware. The premium list states no award will be mailed, as referenced to Conformation. LaJoye was under the impression the rule in the premium list didn’t apply to the Top Boston competition and approved the mailing of the ribbon placed in a shadow box.  In retrospect if this issue arises again, the committee will be consulted for a decision on mailing an award to alleviate any confusion.

Moving forward, the newest changes to the rules and amendments according to Jackson and the committee are as follows – and are supported to the Board:  1) NO prizes or ribbons will be mailed to anyone that does not claim theirs or make arrangements to have their awards picked up 2) anyone that judges this event is uneligible to judge again until 3 years have past since last judging assignment 3) prize money was incorrectly stated in the guidelines – it should be 70% to the owner and 30% to the breeder.

The Futurity is closed for 2010 and the results so far are: 98 litters have been nominated with 72 puppy nominations and 69 stud dogs. Individual puppy nominations will still be coming in for 2010 but litter nominations after November 18 will be for 2011. Futurity judge selections are currently being worked on and Dane will be sent the results by December 15, 2010.

Sportsmanship Award– Jackson reported as the liaison, there will be a Sportsmanship Committee meeting and a ballot published in the C2C available for those to nominate and include the rationale / reason for the individual to be recognized. Melany Anaya is acting chair and the past winner is on the committee, who will also present the award to the next recipient.

New Business

Performance Fund Raiser – Gastley reported she is reviewing T-shirts to be offered for sale with different designs incorporating the National’s theme. She is also working on possibly holding a raffle to raise enough money to cover expenses.

Rescue Chair Replacement – Jackson strongly felt the current rescue chair, Kim Pennington, needs a committee for assistance. With Pennington as the chair, maybe 4 individuals in various parts of the country she thought. Blackwood suggested using the C2C as a vehicle to inform the membership regarding the dire need of a rescue network. Jackson to compose related information and will send to Berth for publishing. Further discussion was tabled at this time.

Membership Chair Replacement – McCollough has received calls from new members who have not received Welcome Packets or the C2C. McCollough proposed replacing the Membership Chairman with an individual who can complete the duties of this role. Discussion of how the Corresponding Secretary and Membership Chair’s role were mixed and/or interchangeable at one time. Jackson offered that Allison Allison received several boxes at the 2009 National from Sharon Stoll as she began as chair July 2008, and compiled all information to a single box. The data in the box was original applications from 1993 to 2007. McCollough maintains phone calls have not been returned to her from Allison, materials have not been sent to membership, and duties as Membership Chair have not been completed for over a year. Jackson felt Allison did not have a mentor to assist her as the Chair, yet the Board felt she was informed of her duties.
Nix asked McCollough if a member would like to take over this role, and she offered Charlotte Comstock. LaJoye made a motion to replace Allison Allison as the Membership Chair with Charlotte Comstock. Nix seconded. Motion carried unanimously. McCollough to call Comstock and inform her of this decision, while Jackson will contact Allison.
Discussion on the need for outlined roles and responsibilities that are expected of each Board position, officer, or committee chairs.  As an example, whether the Corresponding Secretary or Membership chair should send out Welcome Letters to new members. Because of this confusion on job responsibilities, LaJoye made a motion for each committee chair to develop a job description of their duties within the next couple of months. These descriptions can be forwarded onto the next individual taking over a committee position. Motion failed as it was not supported due to a lack of a second.

Breeder of the Year - Fletcher asked about possibly offering a “Breeder of the Year” award in addition to the award given to the breeder of the dog who wins the Specialty. Carl Gomes has mentioned this previously to LaJoye via telephone. A committee would need to be formed to decide who would be a recipient, and Board approved criteria developed. This proposal is late to be carried out for the Atlanta National, but possibly for the 2011 show. Kelly offered that the BTCA currently has 2 large projects – Futurity and Boston of the Year – and her feeling is attention should be giving to these existing programs. Board members agreed. McCollough thought to table this discussion to a future meeting after the National in May.

Location of 2011 National Specialty – LaJoye provided the Board a brief overview of the 3 host clubs interested in hosting the National 2011. The Golden Gate Boston Terrier Club is proposing the location of Reno, Nevada at the Grand Sierra Resort. Each member of the Board was mailed a packet on the hotel. Room charges will be $49, the hotel offers no charge for the use of the 20,000 sq ft ballroom, and no set up charges. The Western Washington club would hold the show in either Seattle at the Doubletree Seattle Airport Hotel or in Tacoma at the Convention Center, which has an attached hotel. Room rates are $99 and the charge for the use of the 7,000 sq ft ballroom is $500. Lastly, Milwaukee offered to host again with room rates of $99 and in the same location held as 2 years before. The next judge in line for 2011 will be John Connelly.  LaJoye would like to send correspondence immediately to him to check availability of the given dates.
At the Grand Sierra in Reno, LaJoye suggested every event could be held inside the ballroom. Gastley wanted to emphasize however the importance of flooring for Agility, and would prefer to not have the event on carpet unless extensive rubber matting can take place. The facility should have grounds on site where Agility can be held if the matting isn’t an option.
The priority of granting the National will be with the club who hasn’t hosted this event. Both clubs have hosted: Western Washington co-hosted in Portland and the Golden Gate Club hosted in 1986. Based on information presented, LaJoye made a motion for the Golden Gate BTC to host the 2011 National at the Grand Sierra Resort in Reno, Nevada. Stoll seconded and motion carried unanimously.

Nominating Slate for 2010 - Stoll read the Nominating slate and has sent a copy to Bradley. Committee members were Susan Krouse, Donna Nardi, Jason Luciano, and Tim Snyder. Kelly headed the discussion on the latest process of nominating committee selection, referencing the BTCA Constitution and Bylaws. Her concern was the lack of Board discussion and approval- possibly raising concern within the membership. McCollough maintained she appointed Stoll as the Chairman and then she in turn selected the committee, yet Kelly felt there was no direct Board input and her unease is how this action might be viewed by club membership.
LaJoye made a motion to clarify how McCollough requested the topic of “Nominating Committee” be placed on the agenda for the next regular Board meeting and it was not included. This was not a deliberate oversight, but a simple failure to include a topic on an agenda. With less scheduled meetings, how the slate selection was handled this year was an alternate way to handle business i.e. the timeline situation and individuals needing to be selected and notified. Nix seconded, motion carried unanimously.

New Member Applications / Membership – LaJoye sent ballots to the Board with member applications for voting, but has 6 additional applications he has mailed which are in need of a second round of voting.  New members will be announced at the next meeting.
Jackson questioned LaJoye about a couple from New Jersey named Bell, who completed an application and have yet to receive any further information. She states the application was submitted at the National and yet their check has not cleared. LaJoye will review his records to investigate this claim and check if the application is in his possession.
McCollough left the conference at 9:55 p.m. (EST)

Two Affiliate Clubs have not paid dues, namely the Houston and Pennsylvania clubs. Nix reported that the Western Pennsylvania club has paid dues but Houston has not. LaJoye will contact the Houston club and request they submit their Constitution, Bylaws and Membership Roster along with a check to Nix. If submitted timely, the club can be granted reinstatement at the next meeting. LaJoye made a motion to reinstate the Western Pennsylvania club based on their current status of dues payment. Seconded by Jackson. Motion passed unanimously.

The next Board meeting will take place January 26, 2010.

A motion was made by LaJoye to adjourn, seconded by Gastley. Meeting adjourned at 10:05 p.m. (EST).

Respectfully submitted,
Lynda Bradley
BTCA Recording Secretary