President Comstock called the meeting to order at 8:06 p.m. (EST). Present were: Fred Comstock, Melany Anaya, Joyce Fletcher, Marby Kelly, Kathleen Brewer, Peggy Jackson, Leana Terrill, Pat Kennedy, Lloyd Amodei, Richard Nix and Ann Sunday. Ola Jean McCollough joined at10:27 (EST). Guest Richard Craven was present for the discussion on the 2008 show site.
Comstock commented that no actions will be taken on hearsay, only on facts. If there are any personnel issues the board needs to go into executive session.
2008 Show – Richard Craven joined the board meeting to discuss the options we have for the 2008 show site in Iowa. A site was secured and a contract signed by Ellen Dresselhuis however we now know that there are railroad tracks that run alongside the hotel, approx. 30 feet from the front door entrance. We need to cancel the reservation and see if we can get our $500 back. Brewer to call hotel to find out what our options are. In the meantime, Craven has looked at 3 other hotels as options and found that the Adventureland Hotel in Des Moines is a viable option. The ballroom is not in the hotel however, it is next door in the Adventureland amusement park, approx. 100 yards from the hotel. The amusement park is closed during that period and we may have access to transportation to and from the ballroom for the disabled and elderly. It was noted that the Pomeranian & Greyhound nationals were both held there. There is also an RV park next door to the hotel. The hotel is dog-friendly, has lots of lawn, and has easy access to the interstate. Brewer to obtain more information and report back to the board. Brewer to make trip to view show sites as part of her budget.
Board Reports
President – no report.
Vice President – no report
Recording Secretary – Motion by Brewer to approve the minutes of 7/10/06 as corrected, seconded by Sunday. Motion approved. Anaya reports that the 2006-2007 membership directory will be printed in October 2006. Brewer recommends getting a quote from The Printery. Anaya also reports that she is working with Nix to update the roster as 2006-2007 renewal dues continue to come in.
Corresponding Secretary – Letter from AKC regarding lifetime achievement award nominations. In the conformation category, motion by Jackson to vote for Damara Bolte’, seconded by Sunday. Motion approved. For Obedience, Motion by Sunday to vote for Wes Cartright, seconded by Brewer. Motion approved. For Performance, motion by Brewer to vote for Ken Marden, seconded by Terrill. Motion approved.
Letter from AKC that they need someone to represent our club for the purpose of answering a rescue committee survey. Jackson to handle as she is the Rescue Committee liaison.
Letter from Deana Jones with duplicate of packet she mailed to Nix and the rest of the board. Packet included club’s Financial Report for the year ended June 30, 2006.
Letter from Norm Randall regarding the breed standard. Letter to Randall from the board is forthcoming.
Letter from Richard Craven regarding permission to proceed with breed video project. Motion by Sunday to give permission to proceed with breed video project, seconded by McCollough, motion approved. Craven to provide budget & guidelines to the board.
Letter from Sue LaCalsey regarding ideas on better “official” BTCA communication. Fletcher to write return letter to explain the board is presently working with some ideas.
2 applications for membership were received. Richard Joy & Le-Ann Elgie were voted in via secret ballot.
Treasurer’s Report – Nix reports that the club’s account balance is $28,004.10, but that it did not include the Charitable Trust account monies. Regarding the Charitable Trust, Nix reports that he does not know what bank or account number the Charitable Trust is being held in, and that as a new trustee on the account, that he needs that information. Comstock to call outgoing Treasurer, Deana Jones, and ask her to send all information, and any other missing Treasurer documents to Nix. Donald Van Avery, another trustee on the Charitable Trust account, insists that the bank account must have 2 signatures. Nix reports that since the Treasurer is also a trustee, and will also be bonded, there is no need for 2 signatures. Nix has visited 3 local banks, none will accept an account with 2 signatures. Fletcher to look into legality of the Charitable Trust document and notes that the “rules” of the Charitable Trust are apparently being “made up” by the trustees as they go along. It was also noted that the Trust was drawn up in Virginia and that we must get advice from a VA tax attorney. Motion by Jackson that Fletcher be allowed to get a referral to an attorney in Virginia and get a legal opinion on the trust document. Seconded by Amodei, motion approved.
Nix reports that several members have been reinstated after paying back-dues: Van Binder, Potts, Stutz, Mohr-Rio, Cheatham (x2), McPherson (x2). Reminder will be printed in the next Coast to Coast that dues are due by Sept. 30, 2006.
Unfinished business
Breed Standard – the next step, as per AKC procedures, is that the breed standard revisions will go to AKC for review. Fletcher to mail documents to Marybeth O’Neil at AKC. Letter will be mailed to Norm Randall, updating him on where we are in the process. Comstock to write up an article, with the sequence of events for the Coast to Coast so the membership will be informed as well.
2007 Show – There was a recent conference call between the Show Chair, Kathleen Brewer, and the Cincinnati club. Brewer reports that there were many great ideas exchanged, that the members seemed very willing and excited about the possibilities of making it a wonderful show. Brewer added that the show packet is almost finished. MBF will be the superintendent.
Committee Liaisons – Affiliate Club: Melany Anaya was appointed. Anaya to write letter to Byron Elder, the Affiliate Club Chair informing him of the appointment and providing him with the budget information. Ways & Means: no volunteers, Comstock to remain as liaison until next board meeting.
Revised Job Descriptions – Motion by Brewer to approve all Committee Chairs job description, second by Sunday, motion approved.
Motion by Brewer to approve the revised Recording Secretary’s job description, seconded by Terrill, motion approved.
Motion by Brewer to approve the revised Corresponding Secretary’s job description, seconded by Sunday, motion approved.
Motion by Sunday for Marby Kelly to act as the Parliamentarian and approve the Parliamentarian job description, seconded by Brewer, motion approved.
Motion by Brewer to approve the revised Constitution and Bylaws Committee job description, seconded by Sunday, motion approved. Fletcher added that the first meeting of the new committee will be in September 2006 and that the committee will include Fletcher, Trudy Sample, Deana Jones, Maureen Blackwood and Glenna Sprague. The committee may also cover the Code of Ethics.
Motion by Brewer to approve the revised Board of Directors’ job description, seconded by Kennedy, motion approved.
Motion by Sunday to approve the revised Vice President’s job description, seconded by Terrill, motion approved.
Fletcher proposed, and the board agreed, that we should publish 2 job descriptions per issue of the Coast to Coast, with a photo of the officer/s and/or board member/s.
Communication – Anaya felt there needed to be better communication between the board and the membership and she had several ideas on how to begin to improve. One is to update the website with the new officers & board members names and email addresses so they are easily accessible to the membership. Another idea was to have a small area of the Coast to Coast dedicated to an article from the board informing the membership of anything newsworthy. It was agreed that as soon as the job descriptions were done being published that we would begin publishing that article. Lastly, Anaya added that there are many members who are not sure who to contact regarding certain questions. It was proposed that we appoint someone to act as the contact person for the club, a person that could direct the membership on whom to go to for certain concerns or questions, a “Public Officer” of sorts. One board member suggested an anonymous “Ask Ernestine” to respond to such inquiries. Members can email AskErnestine@yahoo.com and someone will email them back with information on who to contact regarding specific questions. Members can email to find out where to send dues, where to change their address or email, who to contact regarding rescue, or any question in that regard. Responses will include the board member or committee chair’s name, phone number and email address. Only official contact information will be distributed. Information about “Ask Ernestine” to be included on the website and in each issue of the Coast to Coast.
McCollough joined the meeting at this point, at 10:27 p.m. (EST).
New Business
Nominating Committee – 2007 election to include election of the following: President, Recording Secretary, AKC Delegate and 3 board member positions, currently being held by Sunday, McCollough and Brewer. Brewer motion to nominate Pat Kennedy to chair the committee, seconded by Fletcher, motion approved. Kennedy to submit slate of nominees to Anaya (Recording Secretary) by Nov. 1, 2006.
Motion by Fletcher to ask Johnny Johnson to also sit on the committee, seconded by McCollough, motion approved. Motion by Kennedy to ask Peggy Golden to sit on the committee, seconded by McCollough, motion approved.
Motion by McCollough for Venita Prater to be an alternate, seconded by Fletcher, motion approved. Motion by Sunday for Kelly Estes to be an alternate, seconded by Kennedy, motion approved.
Website - Question regarding links on BTCA website to members’ websites, was BTCA originally charging for this service? Are we currently charging? Topic tabled until next meeting.
Next meeting October 23, 2006 at 8 p.m. (EST).
Motion by Sunday to adjourn, motion approved. Meeting adjourned at 10:58 p.m. (EST).
Respectfully submitted,
Melany Anaya
