This page contains the standard operating procedures for the All Terrier Club of Western Washington. This material is indexed and can be accessed by clicking on the blue link to go directly to a specific area of interest. You can quickly return to the top of the page with the HOME key.

The purpose of this nonprofit organization shall be to further the advancement of all American Kennel Club (AKC) recognized breeds of pure-bred terriers, to do all in its power to protect the interests of all breeds of pure-bred terriers, to encourage sportsman-like conduct at competitive events such as dog shows, obedience trials and agility competition, and to conduct sanctioned matches, dog shows, obedience and tracking trials and other competitive events under the rules of the AKC.

The Club shall provide its members a balanced mix of educational, social and competitive events.

The Club shall strive to be a recognized source of information and education on terrier breeds in the Northwest.

The Club shall strive to have the "Premier" group show in the Northwest.

The Club shall strive to make each show a quality experience for the exhibitors and the general public.

The Club shall continue to increase its cash reserves but not at the expense of putting on quality shows.

The Club is to have a continued program of supporting community activities related to dogs.

The Club shall participate in a minimum of one major public education event annually.

The Club shall put on one major fun activity (play day) annually.

To establish a homepage on the Internet for the All Terrier Club of Western Washington which will contain information on club events and links to information on terrier breeds.

The Club shall sponsor an all breed health fair and make it available to the general public in 1999.

The Club shall strive to put on its first group show in the year 2000 with a goal of 250 entries at the break-even cost level.

The Club shall increase its active membership by 25 percent by the end of 2000.

 

 

 

The ALL TERRIER CLUB OF WESTERN WASHINGTON was formed and exists to encourage and promote the breeding of pure-bred TERRIERS and to do all possible to bring their natural qualities to perfection. It is committed to do all in its power to protect and advance the interests of the breeds and to encourage sportsmanlike competition. Therefore the following practices are CONDEMNED AS UNETHICAL, and, if proven, shall constitute misconduct that is prejudicial to the best interest of the Club or breeds.

The indiscriminate breeding of stock without due regard for the consideration of known hereditary defects; good health and physical condition of stock to be bred, and the quality of puppies produced by such breeding.

 

The wholesaling of litters through pet shops, catalog houses, or other similar commercial sources of distribution.

 

The misrepresentation or failure to disclose known hereditary defects, health and physical conditions of any stock offered to anyone else for sale or breeding purposes.

 

The avocation or participation in any form of inhumane treatment of any animal, which includes dog fighting, pitting, rolling, or other activities of such nature.

 

Any violation of the American Kennel Club rules regarding record keeping, registration, sale and transfer of dogs, or the rules and procedures regarding the exhibition of dogs.

 

 

SECTION 1. Eligibility. There shall be one type of membership open to all persons eighteen years of age and older who are in good standing with the AKC and who subscribe to the objectives of this Club.

While membership is to be unrestricted as to residence, the Club’s primary purpose is to be representative of the breeders and exhibitors and breed enthusiasts of Western Washington.

SECTION 2. Dues. Membership dues will be set by the Board of Directors and not to exceed of $15.00 per person and/or $20.00 per couple (two persons residing in the same household with one (1) vote per person) per year to be payable on or before the first day of January of each year.

No member may vote whose dues are not paid for the current year. During the month of November, the Treasurer shall send to each member a statement of dues for the ensuing year.

SECTION 3. Election to Membership. Each applicant for membership shall apply on a form as approved by the Board of Directors and which shall provide that the applicant agrees to abide by these Constitution and By-laws and the rules of the AKC. The application shall state the name, address, terrier breed and occupation of the applicant and it shall carry the endorsement of two members who are in good standing. Accompanying the application, the prospective member shall submit dues payment for the current year.

All applicants must attend one meeting before filing application with the Membership Chairperson. If this is not possible, due to distance or other extenuating circumstances, the President may make a recommendation to the Membership Chairperson and each application is to be read at the first meeting of the Club following its receipt. At the next Club meeting the application will be voted upon and affirmative votes of three-fourths (3/4) of the members present and voting at that meeting shall be required to elect the applicant.

By resignation. Any member in good standing may resign from the Club upon written notice to the Secretary; however, no member may resign when in debt to the Club. Dues obligations are considered a debt to the Club and they become incurred on the first day of each fiscal year

Applicants for membership who have been rejected by the Club may not re-apply within six months after such rejection.

SECTION 4. Termination of membership. Membership may be terminated:

a. By resignation. Any member in good standing may resign from the Club upon written notice to the Secretary; however, no member may resign when in debt to the Club. Dues obligations are considered a debt to the Club and they become incurred on the first day of each fiscal year.

b. By lapsing. A membership will be considered lapsed and automatically terminated if such member’s dues remain unpaid ninety (90) days after the first day of the fiscal year; however, the Board may grant an additional sixty (60) days of grace to such delinquent members in meritorious cases. In no case may a person be entitled to vote at any Club meeting whose dues are unpaid as of the date of that meeting.

c. By expulsion. A membership may be terminated by expulsion as provided in Article VI of these By-laws.

SECTION 1. Club Meeting. Meetings of the Club shall be held in or within the greater Seattle area. Meetings will be held monthly, at the discretion of the general membership, at such hour and place as may be designated by the membership. The secretary shall mail written notice of each meeting to all members at least fourteen (14) days prior to the date of the meeting. The quorum for such meeting shall be twenty per cent (20%) of the membership in good standing.

SECTION 2. Special Club Meeting. Special Club meetings may be called by the President, by a majority of the members of the board, or shall be called by the Secretary upon receipt of a petition signed by five members of the Club who are in good standing. Such special meeting shall be held in or within the greater Seattle area at such place, date, and hour as may be designated by the person or persons herein to call such meetings. Written notice of such a meeting shall be mailed by the Secretary at least five (5) days and not more than fifteen (15) days prior to the date of the meeting and said notice shall state the purpose of the meeting and no other club business may be transacted thereat. The quorum for such a meeting shall be twenty percent (20%) of the members in good standing.

SECTION 3. Board Meeting. Meetings of the Board of Directors shall be held in or within the greater Seattle area at such time and location as may be designated by the Board of Directors. The Secretary shall mail written notice of each Board meeting to Board members at least ten (10) days prior to the date of the meeting. The quorum for such a meeting shall be a majority of the Board.

SECTION 4. Special Board Meeting. Special meetings of the Board may be called by the President, and shall be called by the Secretary on receipt of a written request signed by at least three members of the Board. Such special meeting shall be held in or within the greater Seattle area, on a date, and hour as may be designated by the person authorized herein to call such a meeting. Written notice of such meeting shall be mailed to Board Members by the Secretary at least five (5) days prior to the date of the meeting and no other business shall be transacted thereat. A quorum for such a meeting shall be a majority of the Board.

SECTION 5. Voting. Each member in good standing shall be entitled to one vote at any meeting of the Club at which she/he is present. Proxy voting will not be permitted at any Club meeting or election.

SECTION 1. Board of Directors. The Board shall be comprised of the President, Vice-President, Secretary, Treasurer and three (3) other persons all of whom shall be members in good standing and all of whom shall be elected for a one year term at the Club’s Annual Meeting as provided in Article IV and shall serve until their successors are elected. The Immediate past President shall serve as an ex officio member for the following year. General management of the Club’s affairs shall be entrusted to the Board of Directors.

SECTION 2. Club Officers. The Club’s Officers, consisting of the President, Vice-President, Secretary, and Treasurer shall serve in their respective capacities both with regard to the Club and its meetings and the Board and its meetings.

a. The President shall preside at all meetings of the Club and of the Board, and shall have the duties and powers normally appurtenant to the office of President, in addition to those particularly specified in these By-laws.

b. The Vice President shall have the duties and exercise the power of the President in case of the President’s absence, incapacity or death.

c. The Secretary shall keep a record of all meetings of the Club, which includes minutes, and of the Board and of all matters of which the Club shall order a record. He/she shall have charge of correspondence, notify members of meetings, notify new members of their election to membership, notify officers and directors of their election to office, keep a roll of the members of the Club with their addresses and carry out such other duties as prescribed in these By-laws.

d. The Treasurer shall collect and receive and disperse all monies due or belonging to the Club. The Treasurer’s books shall at all times be open to the inspection of the Board and he/she shall report to them at every meeting the condition of the Club’s finances and every item of receipt or payment not before reported, and at the Annual Meeting he/she shall render an account of all monies received and expended during the previous fiscal year. The Treasurer shall have the Club’s books reviewed within thirty (30) days prior to the Annual Meeting.

SECTION 3. Vacancies. Any vacancies occurring on the Board during the year shall be filled until the next annual election by a majority vote of all members of the Board at its first regular meeting following the creation of such vacancy, or at a special Board Meeting called for that purpose, except that a vacancy in the office of President shall be filled automatically by the Vice President and the resulting vacancy in the office of Vice-President shall be filled by the Board.

SECTION 1. Club Year. The Club’s fiscal year shall begin on the first (1^st) day of January and end on the thirty-first (31^st) day of December. The Club’s official year shall begin immediately at the conclusion of the election at the Annual Meeting and shall continue through the election at the next Annual Meeting.

SECTION 2. Annual Meeting. The Annual Meeting shall be held during the month of December at which Officers and Directors for the ensuing year shall be elected by secret, written ballot from among those nominated in accordance with Section 4 of this Article. They shall take office immediately upon the conclusion of the election. Each retiring officer shall turn over to his/her successor in office all properties and records relating to that office within thirty (30) days after the election.

SECTION 3. Elections. Elections must be by secret ballot and the nominated candidate receiving the greatest number of votes for each office shall be declared elected. The three (3) nominated candidates for the other positions on the Board that receive the greatest number of votes for each position shall be declared elected.

SECTION 4. Nominations. No person may be a candidate in a Club election who has not been nominated. During the first two weeks of October the Board shall meet and appoint a Nominating Committee consisting of three members and two alternates, not more than one of who may be a member of the Board. The Board shall name a chairperson for the committee and it shall be his/her duty to call a committee meeting that shall be held on or before November 5^th. The Secretary shall immediately notify the committee persons and alternates of their appointment.

a. The committee shall nominate one (1) candidate for each office and three (3) candidates for the three (3) other positions on the Board, and after securing the consent of each person so nominated, shall immediately report their nominations to the Secretary in writing.

b. Upon receipt of the Nominating Committee’s report, the Secretary shall notify each member, in writing, of the committee’s slate at least two weeks prior to the November meeting.

c. A member of the Nominating Committee may be proposed for an elected officer; however, this member must resign immediately from the Nominating Committee and be replaced by an alternate. Service on the nominating committee will carry no penalty and if otherwise eligible, may be nominated for office.

d. Additional nominations may be made at the November meeting by any member in attendance provided the person so nominated does not decline when his/her name is proposed, and provided further that if the proposed candidate is not in attendance at this meeting, the proposer shall present to the Secretary a written statement from the proposed candidate signifying his/her willingness to be a candidate. No person may be a candidate for more than one position.

e. Nominations cannot be made at the Annual Meeting or in any manner other than as provided in this section.

SECTION 1. The Board may each year appoint standing committees to advance the work of the Club in such matters as dog shows, obedience trials, trophies, annual prizes, membership and other fields which may be well served by committees. Such committees shall always be subject to the final authority of the Board. Special committees may also be appointed by the Board to aid it on Particular projects.

SECTION 2. Any committee appointment may be terminated by a majority vote of the full membership of the Board upon written notice to the appointees, and the Board may appoint successors to those persons who’s services have been terminated.

SECTION 1. AKC Suspension. Any member who is suspended from the privileges of the AKC automatically shall be suspended from the privileges of this Club for a like period.

SECTION 2. Charges. Any member may prefer charges against a member for alleged misconduct prejudicial to the best interests of the Club. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of twenty-five dollars ($25.00) which shall be forfeited if such charges are not sustained by the Board following a hearing. The Secretary shall promptly send a copy of the charges to each member of the Board or present them at a Board Meeting and the Board shall first consider whether the action alleged in the charges, if proven, might constitute conduct prejudicial to the best interests of the Club. If the Board considers the charges do not allege conduct which would be prejudicial to the best interests of the Club it may refuse to entertain jurisdiction. If the Board entertains jurisdiction of the charges it shall fix a date of a hearing by the Board not less than three (3) weeks or more than six (6) weeks thereafter. The Secretary shall promptly send a copy of the charges to the accused member by registered mail together with a notice of the hearing and an assurance the defendant may personally appear in his/her own defense and bring witnesses if he/she wishes.

SECTION 3. Board Hearing. The Board shall have complete authority to decide whether counsel may attend the hearing, but both complainant and defendant shall be treated uniformly in that regard. Should the charges be sustained, after hearing all evidence and testimony presented by the complainant and defendant, the Board may be a majority vote of those present suspend the defendant from all privileges of the Club for not more than six (6) months from the date of the hearing. And, if it deems punishment insufficient, it may also recommend to the membership the penalty be expulsion. In such case, the suspension shall not restrict the defendant’s right to appear before his fellow-members at the ensuing Club meeting which considers the Board’s recommendation. Immediately after the Board has reached a decision, its findings shall be put in written form and filed with the Secretary. The Secretary, in turn, shall notify each of the parties of the Board’s decision and penalty, if any.

SECTION 4. Expulsion. Expulsion of a member from the Club may be accomplished only at a meeting of the Club following a Board hearing and upon the Board’s recommendation as provided in Section 3 of this Article. Such proceedings may occur at a regular or special meeting of the Club to be held within sixty (60) days, but not earlier than thirty (30) days after the date of the Board’s recommendation of expulsion. The defendant shall have the privilege of appearing in his/her own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the Board’s findings and recommendations, and shall invite the defendant, if present, to speak in his/her own behalf if he/she wishes. The members shall then vote by secret written ballot on the proposed expulsion. A two-thirds (2/3) vote of those present and voting at the meeting shall be necessary for expulsion. If expulsion is not so voted, the Board’s suspension shall stand.

SECTION 1. The Amendments to the Constitution and By-laws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by twenty percent (20%) of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board of Directors and must be submitted to the members with recommendations of the Board by the Secretary for vote within three (3) months of the date when the petition was received by the Secretary.

SECTION 2. The Constitution and By-laws may be amended by a two-thirds (2/3) vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and mailed to each member at least two (2) weeks prior to the date of the meeting.

SECTION 1. Dissolution. The Club may be dissolved at any time by the written consent of not less than two-thirds (2/3) of the members. In the event of the dissolution of the Club other than for purposes of reorganization whether voluntary or involuntary or by operation of law, none of the property of the Club nor any proceeds, thereof nor any assets of the Club shall be distributed to any member of the Club but after payment of debts of the Club, its property and assets shall be given to a charitable organization for the benefit of dogs selected by the Board of Directors.

SECTION 1. At meetings of the club, the order of business, so far as the character and nature of the meeting may permit, shall be as follows:

Roll Call

Minutes of last meeting

Report of President

Report of Secretary

Report of Treasurer

Report of Committees

Election of Officers and Board (at Annual Meeting)

Election of new members

Unfinished business

New business

Adjournment

SECTION 2. At meeting of the Board, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:

Roll Call

Reading of minutes of last Board meeting

Reading of minutes of last General Meeting

Report of Secretary

Report of Treasurer

Reports of committees

Unfinished business

New business

Adjournment

 

SECTION 1. The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with these By-laws and any other special rules of order the Club may adopt.

There shall be established a set of Standing Rules, changes to which shall be updated and published annually by the Secretary in December for each year.

If a simple majority agree that a Standing Rule needs changing, the proposed change will be moved at the first meeting and the members will be notified of the proposed change via the minutes (or newsletter) of that meeting.

At the second meeting, the proposed changes will be voted on. A simple majority of members present and voting is required for passage.

The Club area is defined as being Western Washington (specifically the area west of the Cascade Mountains on the east and from the Canadian Border on the north to the Washington/Oregon Border on the south). The focal area of club activities shall be in the greater Puget Sound region of Western Washington.

The club will not discriminate on the basis of race, gender, national origin, religion, sexual preference, age (except as noted in Article I, Section 1 of the by-laws) or handicap against individuals applying for membership.

The club reserves the right to deny membership to individuals who are actively involved in animal rights activities that are deemed detrimental to the protection and interests of pure-bred terriers, the American Kennel Club, or the All Terrier Club of Western Washington. Denial shall be by vote of the membership pursuant to Article I, Section 3 of the by-laws.

Prospective members must attend one meeting before filing application with the Membership Chairperson. The prospective member's application will be read at the first meeting following its receipt. At the next club meeting, the application will be voted upon and affirmative votes of three-fourths of the members present and voting at the meeting shall be required to elect the applicant. Votes negative or abstentions are considered votes against the applicant.

Prospective members must sign the Club's code of ethics prior to consideration of their membership applications. Documented failure to comply with the code of ethics shall be grounds for expulsion as specified in Article VI of the by-laws.

The term "active membership" is a prerequisite for nomination for office. This shall be interpreted to mean: Must have attended six (6) general or board meetings or events in the year preceding the nomination and election meeting.

Where the term "member in good standing" is used in the by-laws or standing rules the following meaning shall apply: A member is considered in good standing when (1) dues are paid for the current year, (2) the member is not under suspension or expulsion per Article VI of the by-laws, and (3) the member is not in debt to the club for a period in excess of six months from date of filing.

In considering new member applications, priority shall be given to applicants within our area to meet AKC guidelines for member clubs. However, this is not to be interpreted as discouraging the application of new members living outside our area. Given that there are no terrier group clubs in eastern Washington or Idaho, members from these areas will be allowed to join the ATCWW pursuant to Article 1, Section 3 of the by-laws. Individuals in these areas will automatically have the meeting participation requirement waived due to distance, providing they fulfill the other provisions of Article 1, Section 3.

In compliance with the American Disabilities Act, individuals with handicapping conditions which limit their mobility, will automatically have the requirement to attend one meeting waived providing they fulfill the other provisions of Article 1, Section 3. Every attempt, however, will be made to accommodate their physical disabilities so they may actively participate in club events. Pursuant to the American Kennel Club Memorandum regarding the "Participation in Conformation Events by Disabled Handlers "(dated March 16, 1998), the Club will make reasonable accommodation to allow disabled handlers to participate in club sponsored fun matches, sanctioned matches and shows. Given the size and nonprofit status of the Club, reasonable accommodation does not extend to the hiring of interpreters, guides, or the translation of club or show materials into Braille or audio-visual forms.

Individuals requesting special accommodations shall so notify the club secretary in writing no later than one week before regular meetings and no later than 30 days before club events (shows, health fairs, etc).

Reasonable accommodation shall be interpreted to include such things as:

Preferred parking for physically impaired exhibitors provided that have a state approved handicap-parking permit.

Assistance in the ring for blind exhibitors.

The accommodation of mobility devices (wheel chairs, carts, canes) at meetings and club events and large print programs for the visually impaired.

If so informed, all judges shall provide written instructions or allow the presence of a sign language interpreter in the ring for deaf exhibitors. The location of the interpreter in the ring shall be at the judges' discretion.

As specified in Article III of the by-laws, the board shall consist of the President, Vice-President, Secretary, Treasurer, and three (3) other persons all of whom shall be members in good standing and all of whom shall be elected for a one year term at the Club's annual meeting. Job descriptions for each club officer are delineated elsewhere in this document.

No two members in the same household and/or family may serve on the Board at the same time.

The nominating committee will make every effort to insure that a diversity of breed interests and competitive event involvement are represented among the membership of the board.

As specified under Article V of the by-laws the board may appoint standing and special committees to advance the work of the club. These appointments will be made at the first quarterly meeting of the board of directors.

The President of the Club or by written request by three members of the board may call a board meeting as specified in Article II, Section 4 of the by-laws. While it is preferable that the board meets in person, the Board may conduct the club's general business via conference calling or email provided board members are given appropriate notification.

Meetings shall be held in or within the Greater Seattle area that is defined as extending north from Olympia and south from Everett and west from North Bend to the Olympic Mountains.

A minimum of four (4) board meetings shall be held annually and a minimum of ten (10) general membership meetings shall be held annually.

Monthly meetings shall be held at the discretion of the general membership.

The Secretary and/or newsletter editor serving the secretary at least 14 days prior to the date of the meeting shall mail written notice of each meeting to all members. Mailed notices are defined as either mailed through the U.S. Postal Service or via the Internet. Emails may be used providing members who do not have email receive notification via the U.S. mail.

The Club will make every effort to reasonably accommodate individuals with physical disabilities at meeting and event sites. Individuals requesting special accommodations shall so notify the club secretary in writing no later than one week before regular meetings and no later than 30 days before club events (shows, health fairs, etc).

The Club has a no-smoking policy at club meetings

First Board Meeting of the Fiscal Year. Held immediately following the Annual Dinner Meeting or no later than the fifteenth (15) day of January of the fiscal year. Specific tasks include:

Selection of standing committee chairpersons (for a one year term).

Approval of the annual budget by the Board in preparation for consideration by the membership at the February general meeting.

Establishment of the year's calendar of events and activities.

Second Board Meeting of the Fiscal Year. Held no later than the fifteenth (15) day of April of the fiscal year. Specific tasks include:

Update of the membership roster and publication of new roster.

Review of by-laws for possible changes and modifications.

Review of the standard operating procedures.

Review of end of the year reports of standing committees.

Third Board Meeting of the Fiscal Year. Held within 15 days after the Club's Group Show or no later than July 15^th of the fiscal year. Specific tasks include:

Review of the show activities, expenses, and income.

Identification of best practices and opportunities for improvement.

Appointment of show committee for the next Group Show.

Fourth Board Meeting of the Fiscal Year. Held no later than October 15^th of the fiscal year.

Specific tasks include:

Selection of the Club's Silver Service Commendation and other special recognition awards and honorary memberships.

Have Treasurer submit budget for the coming year, to be approved by the Board at the first meeting of the fiscal year.

Appointment of a nominating committee for club officers for the coming year.

Review all committee reports.

Requests for checks shall be submitted in writing or email and in accordance with instructions as devised by the Treasurer. The submitter shall be responsible for supplying correct information and receipts for any bills exceeding $25.00. Bills shall be submitted within 45 days of the specific event.

In addition to the Treasurer, the President shall be authorized to sign checks.

Any person who is in debt to the ATCWW, at the discretion of the Treasurer, shall be refused the privilege of writing checks to the Club until such debt has been satisfied in cash.

Each committee chairperson shall be responsible for submitting the bills for her/his committee. All bills must be submitted in writing.

A general annual budget shall be prepared and presented to the members each year, no later than the February general membership meeting. The Treasurer and the Budget Committee shall present the Budget. The budget committee shall be composed of the Treasurer, President, and a third member appointed by the board. It is the responsibility of the committee to review and assess the preceding year's financial reports and prepare the following year's budget so that the necessary expenses, funds, and objectives of the Club may be properly realized. The Club Treasurer shall be the Chairperson of the Budget Committee.

The Board of Directors by majority vote may approve the expenditure of up to $100 without approval of the entire membership of the club.

In addition to the General Annual Budget, the following activities require the submission of supplemental budgets by the committee chair and approval by the Board of Directors of the Club prior to the event.

Each show and obedience trial.

Each sanctioned match.

Any events so designated by the board of directors as required an event budget.

The board may also require the submission of a budget for any special events and shall notify the committee chair of the budgetary need.

This section outlines the specific duties and responsibilities of officers and members of the board of directors of the All Terrier Club of Western Washington.

ARTICLE III, Section 2(a)

"The President shall preside at all meetings of the Club and of the Board, and shall have the duties and powers normally appurtenant to the office of the President, in addition to those particularly specified in these By-laws."

ARTICLE II, Section 2

"Special Club meetings may be called by the President…"

ARTICLE III, Section 3

"Vacancies…a vacancy in the office of President shall be filled automatically by the Vice President".

ARTICLE III, Section 1

"Board of Directors…The Immediate past President shall serve as an ex officio member for the following year."

ARTICLE VI, Section 4

"Expulsion. Expulsion of a member from the Club may be accomplished only at a meeting of the Club following a Board hearing and upon the Board’s recommendation as provided in Section 3 of this Article. Such proceedings may occur at a regular or special meeting of the Club to be held within sixty (60) days, but not earlier than thirty days (30) after the date of the Board's recommendation of expulsion. The defendant shall have the privilege of appearing in his/her own behalf, though no evidence shall be taken at this meeting. The President shall read the charges and the Board's findings and recommendations, and shall invite the defendant, if present, to speak in his/her own behalf if he/she wishes."

Convene quarterly board meetings to conduct the club's general business and call special board meetings as warranted.

Prepare and send Agenda to Board Members at least 10 days prior to any Board meetings.

Prepare and send Agenda to the Newsletter Editor to publish in the Club Newsletter by the fifth of each month prior to each monthly meeting.

Call meetings to order and preside over and serve as Chairperson of Board and General Membership meetings.

Maintain order at such meetings and to control debates or discussions.

State each question or motion that is brought before the meeting; to call for a vote upon motions, and to announce the results after votes have been taken.

Follow rules of order and pending business.

Recommend names of members to the Board for consideration as committee chairpersons or as members of committees.

Appoint special committees with the approval of the Board. This may include, but not limited to, audit, special functions, et cetera.

Sign letters and documents which are necessary to carry out the will of the Club.

Remain impartial at all times. He/she cannot vote except when the vote of the Board of Directors or of the members is a tie.

Send personal congratulatory notes to the owners of all Best of Breed, Best in Sweepstakes, and Group Placing terriers within ten (10) days after the Group show.

Serve as the trophy presenter at the Club's Group Show.

Serve as a general ambassador for the terrier breeds generally, and the ATCWW specifically.

Upon election of a new President at the annual meeting the outgoing President will turn over all records and property of the Club to the new President within thirty (30) days.

ARTICLE III, Section 2(b)

"The Vice President shall have the duties and exercise the power of the President in case of the President's absence, incapacity or death."

ARTICLE III, Section 3

"Vacancies…a vacancy in the office of President shall be filled automatically by the Vice President and the resulting vacancy in the office of Vice President shall be filled by the Board."

The Vice President is the Chairperson of the Club's Group Show and shall:

Serve as the primary contact with the designated superintendent of the Club's Group Show.

Mark the Official Catalogs of the Group Show. A marked catalog or copy is to be sent to the Editor of the Newsletter, the Webmaster, the Recording Secretary, and the Editor of Terrier Type magazine.

Inform the Treasurer of the terms and expenses agreed upon by the Judges so he/she may prepare a final statement to present to them upon payment.

Write thank you notes as needed on official club stationery.

In a timely manner, file all necessary paperwork to meet AKC recording and notification responsibilities.

Keep on file copies of acceptance letters from judges and AKC approval of show and judges. The Vice President must also maintain other vital information (e.g. insurance information, name of Veterinarian on call, clean up arrangements, emergency plan). Within ten (10) days following the Group Show, the Vice President shall provide a copy of these materials or the originals to the Recording Secretary to be maintained in the club's record book.

In his/her capacity as Show Chairperson, shall not personally exhibit at the Group Show, however his/her dogs may be exhibited and handled by spouse, significant other, friend or handler. The exception to this rule is if the Vice President notifies the Board in writing of his/her intentions to show at the Group Show. It shall be the responsibility of the Vice President to identify an alternative club member who will be responsible for interfacing with judges in advance of the show and who agrees not to show at the Group Show.

Upon election of a new Vice President at the annual meeting, the outgoing Vice President will turn over all records and property of the Club to the new Vice President within thirty (30) days.

ARTICLE III, Section 2(c)

"The Secretary shall keep a record of all meetings of the Club, which includes minutes, and of the Board and of all matters of which the Club shall order a record. He/she shall have charge of correspondence, notify members of meetings, notify new members of their election to membership, notify Officers and Directors of their election to office, keep a roll of the members of the Club with their addresses and carry out such other duties as prescribed in these By-laws."

ARTICLE II, Section 1

"Club Meeting…The secretary shall mail written notice of each meeting to all members at least fourteen (14) days prior to the date of the meeting."

ARTICLE II, Section 2

"Special Club Meeting…shall be called by the Secretary upon receipt of a petition signed by five members of the Club who are in good standing." "Written notice of such a meeting shall be mailed by the Secretary at least five (5) days and not more than fifteen (15) days prior to the date of the meeting and said notice shall state the purpose of the meeting and no other club business may be transacted thereat."

ARTICLE II, Section 3

"Board Meeting…The Secretary shall mail written notice of each Board meeting to Board members at least ten (10) days prior to the date of the meeting."

ARTICLE II, Section 4

"Special meetings of the Board…shall be called by the Secretary on receipt of a written request signed by at least three members of the Board." "Written notice of such meeting shall be mailed to Board Members by the Secretary at least five (5) days prior to the date of the meeting no other business shall be transacted thereat."

ARTICLE VI, Section 2

"Any member may prefer charges against a member for alleged misconduct prejudicial to the best interests of the Club. Written charges with specifications must be filed in duplicate with the Secretary together with a deposit of twenty-five dollars ($25.00) which shall be forfeited if such charges are not sustained by the Board following a hearing. The Secretary shall promptly send a copy of the charges to each member of the Board or present them at a Board Meeting… The Secretary shall promptly send a copy of the charges to the accused member by registered mail together with a notice of the hearing and an assurance the defendant may personally appear in his/her own defense and bring witnesses if he/she wishes."

ARTICLE VII, Section 1

"The Amendments to the Constitution and By-laws may be proposed by the Board of Directors or by written petition addressed to the Secretary signed by twenty percent (20%) of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board of Directors and must be submitted to the members with recommendations of the Board by the Secretary for vote within three (3) months of the date when the petition was received by the Secretary."

Notify the American Kennel Club of the change immediately following the election of new officers.

Answer all correspondence promptly (within one week). Copies of official letters other than membership application information should be sent to the President.

Keep the President and Board informed of pertinent letters received pertaining to the welfare of terriers generally and of the club specifically.

Maintain a record of all past and present members. This record will include the names, addresses, and date of membership.

Information concerning deceased, resigned, or lapsed members should be preserved.

Mailing labels shall be prepared for all active and honorary members.

Take and transcribe the minutes of all meetings of the Board of Directors, the general meetings, and any special proceeding.

Copies of these are to be sent (by U.S. Mail or email) to each member of the Board as soon as possible after the meeting.

Within seven days (7) following a meeting of the general membership or the Board of Directors, the Secretary shall provide the newsletter editor with a summary of the minutes of the meeting. The summary should include motions (who made the motion) and items of general interest to the membership.

Two copies of the minutes shall be placed in the Permanent Record File of the club.

Corrections to the minutes shall be made promptly.

Forward checks received within one week to the Treasurer with an explanation of each check. A record of forwarded checks shall be kept by the Secretary and provided as part of the Secretary's annual report.

Perspective members who have requested notification of the next meeting shall receive an invitation delineating the time and location of the next meeting. A copy of the club’s application package (application, Code of Ethics, and "Good Breeding Practices" publication) shall be delivered to perspective members at their first meeting. New members will receive a letter of welcome, copy of constitution and by-laws, a membership roster, a current copy of the club's newsletter, and if requested, a copy of the club's standing rules. This duty may be delegated to the Membership Chairperson.

Shall not furnish mailing labels or membership lists to any parties without Board approval.

Write to proposed judges inviting them to judge at the Group show and retain copies.

Serve as the board liaison with the Newsletter editor, Webmaster, and other committees as designated.

Propose an annual budget for the office of Secretary that shall include the costs of telephone calls, postage, duplication, and other printing costs.

Furnish each Board member with a copy of "Secretary's Report" at each board meeting. This report will be the record of all correspondence received and answered. Important phone calls should also be noted if they pertain to the ATCWW.

Upon election of a new Secretary at the annual meeting, the outgoing Secretary will turn over all records and property of the Club to the new Secretary within thirty (30) days.

ARTICLE III, Section 2(d)

"The Treasurer shall collect and receive and disperse all monies due or belonging to the Club." He/she shall deposit the same in a bank approved by the Board, in the name of the club. "The Treasurer's books shall at all times be open to the inspection of the Board and he/she shall report to them at every meeting the condition of the Club's finances and every item of receipt or payment not before reported, and at the Annual Meeting he/she shall render an account of all monies received and expended during the previous fiscal year. The Treasurer shall have the Club's books reviewed within thirty (30) days prior to the Annual Meeting."

ARTICLE I, Section 2

"Dues. Membership dues will be set by the Board of Directors and not to exceed the sum of $15.00 per person and/or $20.00 per couple (two persons residing in the same household with one (1) vote per person) per year to be payable on or before the first day of January of each year."

"No member may vote whose dues are not paid for the current year. During the month of November, the Treasurer shall send to each member a statement of dues for the ensuing year."

The Treasurer is the primary financial officer of the Club. He/she is responsible for collecting and receiving all monies due the Club. He/she maintains all bank accounts and investments of the Club and prepares all financial statements for the Club. The Treasurer shall:

Maintain accurate records ("books") that shall be open to inspection by duly authorized members at all times.

Prepare and submit a written statement of income and expenses and a balance sheet at every meeting of the Board of Directors and at the Annual Meeting.

Submit an annual financial statement at the Annual Meeting that is held in the month of December. The fiscal year of the ATCWW is January 1 through December 31.

Prepare an annual budget that will be presented at the Board of Director's first quarterly meeting. This report will estimate income and expenses for the fiscal year and make recommendations to the Board concerning such things as increases in dues, cost of receiving the newsletter, and entry fees at shows. Limitations on expenditures should also be reported since they will govern the Board's action for the fiscal year.

Consider all monies collected from the Ways and Means as part of the income and included in the financial report.

Establish and maintain a separate checking account for the Club's terrier rescue program. The rescue coordinator shall be a signer on this bank account.

In addition to the Treasurer, the Club's president shall be a signer on all bank and investment accounts. The Treasurer shall obtain the necessary signature specimen cards for submittal to the bank where accounts are maintained. These shall be presented to the President for his/her signature at the first quarterly meeting.

Deposit all checks on a monthly basis. If monies need to be refunded, the Treasurer can issue a check -- provided appropriate documentation is provided.

Disburse funds to cover expenses authorized by the Board of Directors. He/she will maintain a detailed record back-up data to support all such disbursements. The Treasurer may require that receipts and documentation for such disbursements be in a standard form. If the Treasurer has significant doubts about the disbursement of any monies, he/she will consult with the President or the full Board of Directors. Such consultation will be at the discretion of the Treasurer.

Serve as the board liaison to the Ways and Means Committee and other committees as designated.

Prepare a statement of account to be signed by the judge at time of payment upon receipt of Judge’s agreement/expenses from the Vice President or a specific judge.

Maintain accurate records of dues receipts and notify any member who remains delinquent in payment of his/her dues before he/she is dropped from the rolls.

Notify the Secretary of the delinquent members and submit a list of such delinquent members at the second quarterly meeting of the board.

Chair the audit committee and work with two members of the general membership who are on the audit committee to complete the audit on the previous year's books by no later than March 1.

Upon election of a new Treasurer at the annual meeting, the outgoing Treasurer will turn over all records, monies, and property of the Club to the new Treasurer within thirty (30) days. The new Treasurer will then assume responsibility for the conduct of the office with the beginning of the fiscal year (January 1).

All Terrier Club of Western Washington Group Show includes five (5) areas: sweepstakes, conformation, obedience, junior showmanship, and group competition.

As soon as you are appointed, secure from the AKC Field Representative or directly from AKC or off the World Wide Web (http://www.akc.org), the most current copy of Rules Applying to Dog Shows. Provide a copy to all Group Show coordinators. Read this publication carefully and thoroughly enough you can recite it in your sleep.

Insure that show committee members including all coordinators are familiar with their job duties and appropriate deadlines.

Obtain a signed contract from the designated superintendent preferably one (1) year in advance but no later than nine (9) months before the show date. Upon the signing of the contract, request that the superintendent send a schedule of deadlines and forms to complete. To complete the initial paperwork required by the American Kennel Club you will need:

A list of the officers and board of directors.

The show chairperson name, address, telephone number, and email address.

A list of committee chair people. The show committee will be the officers and board members.

List of Judges and their addresses.

Comply with the paperwork deadlines as specified by the American Kennel Club in its publication entitled "Rules Applying to Dog Shows." This information is also contained on the AKC's web site. All paperwork should be submitted at the earliest possible date for the event to receive maximum advertising exposure and resolve problems well before the show. Under AKC Rules, the following deadlines must be strictly adhered to:

Application to Hold a Show to AKC. Twenty-four (24) weeks prior to the closing date send Show/Trial Date Application to AKC (Chapter 2, Sections 4, 9). Fines may be levied for late submittal. The application is to be filed by the Corresponding Secretary no later than November 1 of the preceding year for a group show to be held in June of the new fiscal year.

Judges Panel to AKC. No later than eighteen (18) weeks prior to the closing date Judge's Panel to AKC (Chapter 4, Section 1). It is club policy that the judging panel be submitted with the original application. The AKC may levy Application Fines for late submittal.

Premium List to Exhibitors by other than first-class mail. At least five (5) weeks prior to the closing date Premium List to Exhibitors (Chapter 4, Section 2) other than first-class mail.

Premium List to Exhibitors by first class-mail. At least four (4) weeks prior to the closing date Premium List to Exhibitors (Chapter 4, Section 2) by first-class mail.

Judges Program to Exhibitors. At least one (1) week prior to the show date Judging Program to Exhibitors (Chapter 17, Section 2).

Show Records must reach AKC within seven (7) days of the Show/Trial (Chapter 17, Section 2). After each licensed or member club dog show, a catalog marked with all awards and absent dogs, certified to by the Superintendent or Show Secretary of the show, together with all judges’ books and a report of the show, must be sent to the American Kennel Club so as to reach its office within seven (7) days after the close of the show. All original entry forms must be maintained by the Superintendent or Show Secretary for a period of six (6) months after the show, and these original entry forms must be available to the American Kennel Club upon request during this six (6) month period. Penalty for non-compliance is twenty-five ($25.00) dollars and five ($5.00) dollars for each day’s delay beyond the deadline, and other such penalties as may be imposed by the Board of Directors of the American Kennel Club. All recording fees shall be paid to the American Kennel Club within seven (7) days after the close of the show.

Show Secretary's/Superintendent's Report must reach AKC within seven (7) days of the Show/Trial (Chapter 17, Section 2). After each licensed or member club dog show, send or make arrangements with the Superintendent to send a marked catalog with all awards and absent dogs identified, certified to by the Superintendent or Show Secretary of the show, together with all judges’ books and a report of the show. This must be sent to the American Kennel Club so as to reach its office within seven (7) days after the close of the show. All original entry forms must be maintained for a period of six (6) months by either the Show Secretary or Superintendent.

Recording Fee Submitted with the Secretary's/Superintendent's Report (Chapter 17, Section 2). Insure that the superintendent pays all recording fees and submits the show report to the American Kennel within seven (7) days after the close of the show.

Notify members of the Club's Show Committee in writing of deadlines. Notification minimally should be provided to:

The trophy and the advertising coordinator.

The breed specialty club coordinator.

Raffle and ways and means coordinators since preparation of tickets and information need to be included with the advertising packet.

Hospitality coordinator if the club will be providing or making available a pay in advance Group Show dinner or Group Show lunch.

The Club's Corresponding Secretary who is responsible for filing the application to hold a group show with the AKC.

As soon as you are appointed show chairperson, contact in writing the cluster chairperson, the grounds coordinator, and the secretaries of the all breed shows regarding your appointment.

As soon as you are appointed, contact the host hotel and verify that the club has designated a block of rooms for judges and exhibitors. A minimum of ten (10) rooms should be specified in the block.

In the case of regional or national terrier breed clubs which have designated the classes of the Group Show as their specialty, confer with the breed club show person and their trophy and advertising chair people as early as possible. Be sure to:

Review the original proposal and clarify financial responsibilities.

Inform them in writing of dates, deadlines, and duties.

Secure copies of their contracts with judges.

The premium list of the previous year will be used as a guideline. Changes need to be made and returned to the superintendent on the date specified. An abbreviated trophy list is included in the premium. The superintendent will in turn send the new premium list back for final corrects and proofing. Select a second person to proof read the premium in addition to you.

As soon as judges are selected, send out contracts (see samples in append).

Keep on file copies of one (1) acceptance letter from judges, AKC approval of show and judges, and other vital information such as the certificate of insurance, name of the veterinarian on call, clean up arrangements.

Recording Secretary. Notify the recording secretary of the Club and any breed clubs regarding the deadline for labels of the membership to be sent to the superintendent.

Stewards. Select experienced ring stewards and send them a letter informing them of their responsibilities and their ring and judge assignment.

Trophies. Insure that the trophy chairperson orders trophies within the agreed upon budget looking at the previous year's costs and income.

Hospitality. Insure that the hospitality committee or judge(s) hosts have contacted all members of the judges’ panel about travel arrangements at least one (1) month in advance of the show.

Sweepstakes. Remind the treasurer to get the breakdown of the sweepstakes from the superintendent so that he/she may prepare the envelopes.

Order Catalogs. Based upon the entry and past sales, order catalogues for the show from the Superintendent.

Grounds and Facilities.

Check Hotel. On arrival at the hotel, check the basic set up arrangement.

Insure that hospitality gifts are in each judge's hotel room.

Check to see that the judges have arrived and check on their accommodations.

Remind judges of judging times and location and time of pick up on the date of the show.

Respond to any questions or concerns of judges.

Insure that exhibitors staying at the host hotel have received clean up materials and the Club's tidy dog rules and regulations.

Arrive at Show Site. Arrive at the show site at least ninety (90) minutes before starting time to see that everything is in place.

Take care of "move ups and corrections" if superintendent is not on site.

Help steward if needed.

Insure rings and trophies are set up appropriately.

Insure that catalogues are on site and ready to be sold at least one (1) hour prior to the judging for the first event.

Greet judges, exhibitors, and the general public at the show.

Respond to questions and last minute panics in a calm, thoughtful manner.

Monitor the Progress of the Show. Constantly check on the show as it progresses.

Arrange for the ring stewards to escort judges to lunch.

Make sure that the judges book gets to the show secretary/superintendent who must send it to AKC along with a marked catalog within seven (7) days after the show.

Personally mark or have marked catalogues and insure that one goes to the Club historian, the AKC, judges, show superintendent, Terrier Type, Webmaster, and Newsletter editor within seven (7) days of the show.

Inform judges that the Club would appreciate receiving written critiques of their entry within twenty (20) days after the show.

Insure that the judges are introduced to the Club Treasurer and that they submit their expense reports the day of the show and are reimbursed by the end of the show by the Club Treasurer.

Check with the superintendent to insure that a wicket is available for the judging of miniature schnauzers.

In the case of misconduct, convene a bench show committee.

Banquet. If a banquet is held, check with the judges for dinner and remind them that they will be introduced and asked to make brief comments (if desired) at the dinner.

Thank all workers at the banquet.

Announce the winner of the breeds and group placements.

Thank the judges and give them their gifts.

Introduce judges and ask them for their critique.

Serve as master or mistress of ceremonies at the banquet.

Insure that the Show Secretary's/Superintendent's Report reaches AKC within seven (7) days of the Show/Trial (Chapter 17, Section 2). This report will include all corrections, move-ups, absences, a marked catalogue, appropriate fees, judging books, and show report (secure from show superintendent).

Retention of Entry Forms. Maintain or make arrangements with the Superintendent or Show Secretary to retain all original entry forms for a period of six (6) months after the show. Insure that these original entry forms are made available to the American Kennel Club upon request during this six (6) month period. Penalty for non-compliance is twenty-five ($25.00) dollars, and five ($5.00) dollars for each day’s delay beyond the deadline, and other such penalties as may be imposed by the Board of Directors of the American Kennel Club.

Thank you letters. Write thank you letters to all who helped and to each judge. Arrange to have someone write an article about the show for the Club Newsletter.

Forward Bills. Forward all remaining bills to the Treasurer within ten (10) days of receipt.

 

This section identifies the standing committees of the ATCWW and delineates the responsibilities of each committee. Committee appointments are made in December or January following the election of officers and the holding of the Club's annual meeting.

Holiday Party Subcommittee

Summer Barbecue Subcommittee

Committee is generally responsible for providing hospitality at club events and for insuring that the general well being of the membership is maintained. Specifically, the committee will:

Insure the availability of baked goods or healthy snacks and drinks at each Club meeting or function. The committee may choose to develop a rotating schedule for club members to bring treats.

Arrive early at the meetings in order to prepare the coffee, set up tables, and greet visitors.

Mail thank you notes to speakers, and welcome notes to new members, guests, and speakers.

Plan the annual party in December and the summer barbecue including the rental of facilities and the purchase of foods/supplies, as necessary.

Send sunshine notes to members who are ill or suffer a death in the family.

Use the Club colors (royal blue and silver) when possible.

Committee is generally responsible for planning club programs and special events. Specifically, the committee will:

Find and reserve facilities for regularly scheduled club functions.

Plan and arrange for meetings, speakers, and themes.

Network throughout the canine community to identify specific speakers.

Maintain all correspondence with speakers such as thank you notes, information of the location, and duration of the talk.

Secure any audio-visual equipment, duplication of materials, canines, or other materials needed by the speaker.

Convey each month's topic of discussion to the editor of the newsletter no latter than the 5^th of each month preceding the meeting.

Committee is generally responsible for all duties and information regarding membership applications and records. Specifically, the committee is responsible for:

Establish and maintain membership application forms in the form required by the Club to provide to prospective members or club members as needed.

Attend dog shows and invite participants who own or exhibit terriers to join the Club. Committee members will routinely scan dog show catalogs to identify potential members.

Follow-up with potential members identified at club activities or elsewhere to determine their degree of interest in belonging and becoming an active member of the Club.

Present applications for new members to the club as a whole as well as keep records of meeting attendance of applicants prior to approval for membership.

Insure that any prospective member understand, agree to abide by, and sign the Code of Ethics of the ATCWW before submitting an application for membership.

Maintain all records of membership for the Club.

Submit a quarterly written report to the Board of Directors which includes the names, addresses, telephone numbers, email, breeds, and activities of all individuals accepted for membership.

Coordinate and encourage (along with every other Club member) participation and involvement in the Club.

Conduct exit interviews with individuals who have allowed their membership in the Club to become lapsed. Interviews shall seek to identify the reason why the membership is being discontinued and identify opportunities for improving club operations.

Newsletter Editor

Webmaster

This committee is responsible for all public information concerning the Club and its activities. It shall be the policy of this club that no Club funds shall be used to buy either time or space in public news media whose contribution of free public time is available. The publicity committee shall be chaired by the corresponding secretary of the Club and minimally consist of the Club's newsletter editor, the recording secretary, the public education chairperson, and the webmaster. Other members may be appointed on an "as needed" basis, but must be approved by the Board. Specifically, the committee will:

Write and distribute press releases regarding major club events.

Maintain an up to date listing of all media sources in the greater Puget Sound area as well as veterinary clinics, and pet-related retail outlets.

Distribute handouts and flyers at all breed shows and events.

Arrange for program appearances on radio and television and other types of promotion.

The newsletter editor is responsible for the creation and production of a minimum of six
(6) issues per year of the Club's newsletter. Specifically, the newsletter editor will:

Compile information on club events, legislation, health, AKC, and club policies.

Write articles for inclusion in the Club's newsletter.

Solicit minutes from the recording secretary and publish a summary for the last club meeting and quarterly board meetings.

Include a brief biography of all new members in the newsletter.

Design and lay out the newsletter.

Mail out the newsletter to the membership by the 10^th of each month.

Provide the webmaster with information on meetings and club activities.

Prepare an annual budget for the newsletter.

The webmaster is generally responsible for developing and maintaining the Club's electronic web site on the World Wide Web for the dissemination of information to the public and/or All Terrier Club of Western Washington members. Specifically, the webmaster will:

Maintain an up to date directory of club member email addresses and terrier-related email chat lists.

When requested, send out notifications of meetings, requests for information and notices of events to club members and terrier-related Internet lists/sites.

Routinely scan the World Wide Web and monitor chat lists for articles and information of interest to the club members. In the event an interesting item is identified, contact the author and secure permission to either distribute the item to the general membership of the Club, provide a link to the Club's web page, or to provide the information to the newsletter editor for inclusion in the Club's newsletter.

Ensure that all information on the web site complies with the boundaries and decorum as directed by the membership.

Submit all major web page changes (content or otherwise) for Board and/or general member approval. Minor changes may be allowed without approval if so directed by the Board. Minor changes may include, but are not limited to, the "look and feel" of the electronic web site, links to other information, and approved addition/subtractions/corrections from "lists" such as breeders listing.

Direct/forward incoming questions/electronic mail in whatever format required to the person(s) designated by the board.

Conduct regular backups of the web site to recover the site as quickly as possible should a corruption take place. This may or may not include backup coverage provided by the Internet Service Provider (ISP).

Correct billing and upkeep of the Internet address of the electronic web pages and storage space for the "web presence". The Club shall be notified no less than ninety (90) days in advance of any changes to the electronic (email) address and/or storage location (World Wide Web address). The exception to the proceeding rule shall be any unforeseen circumstances with the ISP who is the actual owner of the computing system where the Club's electronic web pages reside.

Give a report to the Board a minimum of once each year to ensure that the web presence is functioning at its optimal level.

Seattle Kennel Club Booth Subcommittee

World of Dogs Subcommittee

Highland Games Subcommittee

Health Fair Subcommittee

Committee is generally responsible for cheer leading the Club and educating the general public on responsible terrier ownership. Specifically, the committee will:

Obtain and distribute information on all terrier breeds to club members or the public.

Update and enhance the club's educational booth including audio-visual presentations, layout, and materials.

Schedule volunteers and canines for community education events.

Coordinate the set-up and take down of the club's booth at various functions.

Maintain and update the Club's educational materials including photocopying of materials, laundering of tablecloths, and repairing of equipment as needed.

Establish subcommittees as needed for special educational/community events.

Committee is generally responsible for developing and implementing fund raising activities for the Club's general operating fund. Specifically, the committee will:

Generate new fund raising items.

Hold at least one major fund raising initiative each year. A major fund raising initiative may be a raffle, a silent auction, a flea market, or garage sale.

Make or purchase items for sale or raffle.

Sell items at the Ways and Means table during club events such as matches, shows and health fairs, and all other appropriate functions.

Prepare a budget and submit an itemized billing of items purchased or funds generated as requested by the Board.

Rescue Ways and Means

Long Term Foster Care Homes

Publicity

Committee finds, retrieves, cares for, and places orphan terriers in search of deserving homes. The committee shall work with Seattle Purebred Dog Rescue, area animal shelters, breed specific terrier clubs, and individuals to make optimal placements for orphan terriers. Work includes:

Serve as a liaison to Seattle Purebred Dog Rescue and breed specific rescue chairpersons.

As needed, retrieve rescue terriers.

Insure that dogs clearly identified as bred by a club member are returned to the club member.

Transport or arrange for the transportation for vet checkups.

Provide assistance in socializing and grooming terriers.

Identify and monitor short and long-term foster homes.

Maintain a list of prospective rescue adoption families.

Contact people on the list at least quarterly to determine their continued interest in adopting a pure-bred terrier.

Meet and screen new owners and introduce them to their new terrier.

Maintain and update a breeder referral directory of members and distribute it to veterinary clinics and pet food stores.

Prepare an annual report and budget for rescue programs and operations.

Coordinate at least one fund raising event per year.

Judges selection subcommittee

Facilities subcommittee

Hospitality subcommittee

Publicity subcommittee

Trophies and ribbons subcommittee

The sanctioned match committee shall be established for each AKC sanctioned match conducted by the Club. The Match committee generally will have responsibility for planning and executing all activities connected with the match. Responsibilities of this committee are to be carried out in accordance with AKC Match Regulations. Special provisions include:

The Club will strive to put on at least one sanctioned match annually to give aspiring terrier judges in the Puget Sound Area an opportunity for the hands on examination of terriers and to give prospective exhibitors the opportunity to learn about terriers.

Matches are restricted to terrier breeds or terrier breeds currently in the miscellaneous class and shall include conformation and junior showmanship.

An obedience co-chairperson is required only if the club determines to hold a sanctioned obedience match in conjunction with the confirmation match.

A club member must serve as secretary for the match.

The committee will select the judges with preference given to individuals who aspire or who are already approved to judge one or more terrier breeds. No match judge shall judge breeds for which he/she is already approved to judge by the AKC.

In advance of the match the committee will submit a budget to the board of directors of the club.

Any individual in good standing with the AKC, including professional handlers, may exhibit at a club's sanctioned match.

The committee shall be responsible for publicizing the match including the placement of flyers at all breed shows and preparation of announcements for the club newsletter.

Show Chairperson

Vice Chairperson and Chief Ring Steward

Obedience Chairperson

Trophies Coordinator

Breed Club Coordinator

Advertising and Publicity Coordinator

Hospitality (Judges, exhibitors and observers) Coordinator

Grounds and Facilities Coordinator

The Club shall establish a separate show committee for each licensed AKC group show and obedience trial conducted. The Vice President of the Club shall serve as the show chair for the year in which he/she is in office. No less than five (5) other members of the Club shall be selected by the general membership to serve on the show committee. The committee in the whole is responsible for the planning, coordinating, and executing Club specialty show(s). These individuals shall coordinate the various needs of the show with any other standing committees of the Club. Specific regulations for holding shows include:

The superintendent shall be approved by the membership.

The charge for entry fees shall be approved by the membership.

Charges for the show site shall be approved by the membership.

The slate of judges shall be approved by the membership (exception is a judge hired by a breed club who has chosen to designate the classes at the Group show as their specialty).

Notified meetings shall be held annually for the purpose of input from the members to be used by the Judges Selection Committee for consideration in the upcoming show.

All proposed slates of judges, their assignments, and cost data must be published and mailed to all members prior to presentation to the general membership at a notified meeting for their approval.

The general membership shall vote on the proposed slate of judges. It takes a simple majority vote of the members present to reject the selection of a proposed judge.

The selection of judges shall be based on the following priorities:

Inclusion of those judges recommended by the Club members at the Annual April meeting.

Inclusion of a "recommended" list from participating/supporting breed Clubs and all breed clubs that will be holding their shows following the Group Show.

The sharing of judges with other clubs for the purposes of financial savings shall be given most serious consideration.

To fulfill its commitment to judges’ education, provisional judges shall be offered $4 per dog, breakfast, lunch, and dinner on the day of show. All other expenses will be born by the provisional judge. To encourage the participation of provisional judges, the same individuals shall be used, whenever possible, as sweepstakes judges of breeds for which they are not yet approved by the AKC.

Breeder judges shall be given preference to the extent possible.

Maximum drawing capability of any specific judge for a specific assignment.

Selected judges must agree not to judge the breeds specified for the Group Show or breed specialty at any other terrier group show held west of the Mississippi for a period of six (6) months preceding the Group Show. Upon petition by the judge and a favorable vote of the Board, a waiver to this provision may be issued on a one-time exception basis.

Selected judges must agree not to judge contracted breeds specified at all breed shows within Washington, Oregon, or Idaho for a period of three (3) months preceding the Group Show. Upon petition by the judge and a favorable vote of the Board, a waiver to this provision may be issued on a one-time exception basis.

Sweepstakes judges will not exhibit prior to the sweepstakes judging assignment, but may exhibit at subsequent shows at the cluster. No exceptions to this policy are allowed under any conditions (refers to the cluster weekend).

Junior showmanship judges are allowed to exhibit at cluster shows following the Group show.

The judges committee is authorized to negotiate the sharing of expenses to a club who has already engaged a judge and who can accept additional breed assignments at the Group show. The ATCWW would offer to pay for any additional expenses of said judges caused by the ATCWW assignment, should they be hired. Any such negotiations must be completed prior to the publishing of the judges' slate, assignments and budget, and are subject to the approval of the general membership.

Should any club wish to share a judge already hired by the ATCWW, said club shall be offered the following:

The club wishing to share the ATCWW judge must agree in writing to be responsible for a proportional share of expenses for the judge in question including but not limited to airfare or mileage and be responsible for all additional expenses incurred by said judge, caused by the additional assignment.

Should two or more clubs be interested in sharing the same judge at the same time they shall be dealt with on first come, first serve basis.

Stewards will be provided with lunch and a parking pass at the Group show. Cash fees for stewards must be approved by the board of directors.

Any casual labor (e.g. clean-up, set-up) shall be budgeted.

Each committee coordinator shall be responsible for submitting the bills to the Treasurer for his/her committee during the show. All bills must be submitted in writing.

Upon sanctioning, the Club will put on at least one group show annually.

A notification meeting shall be annual at the March General Membership meeting which shall be for the purpose of input from the members to be used by the Judges' Selection Committee for consideration in their upcoming judges' slates.

Matches are restricted to terrier breeds or terrier breeds currently in the miscellaneous class.

Club members may exhibit at the group show. However, no individual or members of the individual's immediate household who has direct, personal contact with a judge (e.g. telephone contact, transportation, but not written correspondence) shall exhibit to that judge.

In advance of the match, the committee will submit a budget to the board of directors of the club.

Any individual in good standing with the AKC, including professional handlers, may exhibit at a club's show.

Responsibilities of specific members of the show committee are as follows:

The show chairman shall be responsible for overseeing the planning and execution of the show including the preparation of a budget (e.g. judges, site selection, superintendent fees, hospitality, site selection), troubleshooting, completion and submission of all forms and show records to the AKC, and shall chair and convene a bench show committee as needed. He/she shall be responsible for negotiating all contracts with facilities and/or show cluster chairpersons. In the event an elected show committee person is unable to fulfill his or her responsibilities, the show chairperson shall have the right to appoint a replacement provided the board of directors is notified.

The vice-chairperson shall fulfill the obligations of the show chairperson in the event of illness or other incapacity. The vice chairperson shall also serve as the chief ring steward and be responsible for hiring and training, if necessary, ring stewards for all rings. The vice-chairperson shall defer to breed clubs should they wish to hire their own ring steward(s).

Breed Club Coordinator shall be responsible for coordinating all activities, except judges, with breed or obedience specialty clubs holding specialties in conjunction with the All Terrier Club of Western Washington's group show. The specialty club coordinator shall be appointed immediately following the group show. It shall be the policy of the ATCWW to encourage terrier breed clubs to hold their specialty at our show, to encourage national and regional terrier breed clubs to provide supported entries and to cooperate fully with both groups. In that regard, the ATCWW offers gratis to each specialty club that wishes to consider the classes at our group show as their specialty show, the following:

Use of our grounds including complete ring set-up, canopies, tables, chairs, and garbage cans.

Opportunity to hire a judge for their breed at the group show.

Offer to share proportional expenses for judges that can be shared in accordance with Club policies.

Complimentary listing in our Premium List.

Requests for special judging times will be honored whenever possible.

Preferred parking for up to two (2) vehicles the day of the group show.

Rosettes for Best of Breed/Variety, Best of Opposite Sex, and Best of Winners.

The opportunity to have its Best of Breed winners compete for Best in Group Show honors.

The opportunity to have its Best in Sweepstakes winners compete in the Best in Group Specialty Sweepstakes.

Retention of all advertising dollars in excess of expenses generated by club members.

Opportunity to have a breed club ways and means booth at the group show.

Opportunity to have a breed representative compete for Best Bred of Exhibitor in Group Show.

Far fewer hassles than when putting on an independent show.

For those regional or national breed clubs that wish to provide a supported entry and if desired, sweepstakes at our show, we will provide:

Rosettes for Best of Breed/Variety, Best of Opposite Sex, and Best of Winners.

Opportunity to choose its own Best in Sweepstakes judge.

Opportunity to provide breed specific trophies.

The opportunity to have its Best of Breed winners compete for Best in Group Show honors.

The opportunity to have its Best in Sweepstakes winners compete in the Best in Group Specialty Sweepstakes.

Opportunity to have a breed representative compete for Best Bred of Exhibitor in Group Show.

The Trophy Coordinator generally shall be responsible for ordering and maintaining adequate supplies of trophies used for Club shows. Specifically, the Trophy Coordinator will:

Coordinate with the Specialty Club Coordinator and with individual breed clubs as required to obtain listings and awards for breed specialty club trophies at the Group Show.

Solicit donations for trophies and/or funds on behalf of the club as required for group placements and for breeds not sponsored by a specialty club.

Provide a complete listing of trophies and awards, including breed specialty club entries, if any, to the Show Chairperson and to the Superintendent for inclusion in the Premium List to meet publication deadlines.

Turn over all monies donated to the trophy fund within fifteen (15) days of receipt and provide a complete list of any unpaid pledges to the Treasurer for billing as quickly as possible after the event.

Provide an inventory of trophy assets to the Secretary and Treasurer at the end of each fiscal year.

The Advertising and Publicity Coordinator generally shall be responsible for all forms of publicity regarding the group show. Specifically, the coordinator will:

Prepare a show advertisement budget.

Solicit, organize, and transmit advertisements for the show catalog.

Coordinate with breed clubs to solicit, collect, transmit, and reimburse breed clubs for catalog advertising.

Coordinate the placement of public service announcements with the local media.

Annually update the current list of individuals who will be sent premium lists.

Hospitality Coordinator shall insure that the Club's Group Show is a pleasant experience for judges, exhibitors, and the general public. Specifically the Hospitality Coordinator will:

In advance of the Group Show prepare a list of Club contacts including a complete list of officers, telephone numbers, emergency numbers and distribute said list to judges.

Pre-ticketing of judges with general membership approval if needed or desired.

All motel/hotel reservations and meals for judges.

Itineraries that include scheduled pick-up and departure times, meal reservations and times, and any special events. Transportation for judges hired specifically by a breed club shall be the responsibility of the hosting breed club unless otherwise agreed upon.

Planning and execution of the judges breakfast.

Plan and budget the judges’ and members' lunch on site.

Select and purchase appropriate regionally focused or breed specific gifts for all Club judges. Gifts for judges hired specifically by a breed club shall be the responsibility of the hosting breed club unless otherwise agreed upon.

Transport judges to and from the host hotel on the day of the show. In advance of the arrival of judges, the Hospitality Coordinator will develop a specific schedule delineating pick-up time and location. These shall be distributed to the judge the evening before the group show at the host hotel or by U.S. mail to local judges not staying at the host hotel.

If requested, make hotel reservations for all judges at the host hotel or at a hotel near the airport.

If held, identify a location for the Club show dinner including the selection of menu items and the placement of a reservation form in the show catalog.

Responsible for any special amenities as requested by the judges.

Facilities and Grounds Coordinator. The facilities and grounds coordinator shall be responsible for identifying appropriate show sites and insuring that the show site is free of litter and debris during and after the show. Specifically, the facilities and grounds coordinator will:

(In the event that the group show is held in conjunction with an all breed cluster, coordinate all activities with the managing director/producer of the cluster.)

Print and distribute parking permits as appropriate.

Insure that the show grounds are set up according to show committee specifications.

Purchase appropriate clean supplies including wood shavings, mops, cleaning solutions, wipes, etc.

Insure that trash receptacles and pooper-scoopers are conveniently placed near the show rings.

Prepare exhibitor clean up packets and make them available on the show grounds and at the front desk of the host hotel.

Post notices on the show grounds that exhibitors are responsible for cleaning up after their own dogs. Failure to do so shall be grounds to be removed from the show grounds.

Assign specific locations for breed clubs to set up their own ways and means tables.

Set up trophy tables and insure a minimum of three (3) chairs are located at each ring.

Each trophy table shall be covered with a clean and pressed fabric tablecloth, a club runner, and candy and wipes for each judge.

Direct exhibitors and handlers as to the appropriate locations to set up their grooming equipment.

There shall be a Judges Selection Committee for each Group Show composed of three (3) members of the club. Elected members of the Judges Selection Committee serve three (3) year rotating terms. Election of the new member of the judges selection committee shall be in the month of February of each year and be made by vote of the general membership. Any member of the All Terrier Club of Western Washington who is in good standing and is willing and able to serve in one of the capacities is eligible to be nominated for this committee. The current President and Vice President of the Club shall serve as advisory members of the committee.

The committee generally will be responsible for the selection and presentation of a complete slate of judges, their assignments, and budget to the general membership for the respective Show and Obedience Trial.

Committee members are elected for rotating three (3) year terms.

Each committee member shall chair the committee in the third year of his or her term.

The chairman of the judges selection committee shall:

Call all necessary meetings of the committee and coordinate the activities thereof.

Communicate all necessary information of the various members of the Show Committee, the Vice President, and President as necessary.

Be responsible for making regular reports to the general membership on the activities of the committee.

Liaison with the cluster chairperson to see if judges on the cluster panel or group show judges can be used on the other's panel.

Be responsible for providing the Show Chairperson with a completed, approved slate of judges and assignments for the upcoming show thirty (30) weeks in advance of the planned event.

The second member of the judges selection committee will be the secretary of the show to be held one year hence:

Maintain all records, correspondence, reports, contracts, and communications (written, telephone, email, or facsimile) with the judges as applies to a particular slate assigned to him/her during the first year of tenure.

Shall be responsible for providing any pertinent information to other members of the show committee as needed for them to perform their responsibilities or as requested.

Liaison with breed clubs that wish to hold their specialty in conjunction with the Group Show.

The third member will be the chair of the judges selection committee of the show to be held two years hence. This individual will:

Deal with all matters pertaining to the slate of judges that are to be presented to the membership for the show to be held three years hence and will continue working on this slate after it has been finalized and approved.

Maintain all records, correspondence, reports, contracts, and communication with judges (written, telephone, email, or facsimile).

Prepare a proposed judging slate, individual assignments, and budget. The budget shall include all fees and expenses. The said slate is to be presented at a Notification Meeting for general membership approval.

Shall provide all necessary paperwork including assignments and contracts which contain all requirements and limitations, to the judges and shall ascertain that originals of such contracts are executed properly by the judges and are in the hand in a timely manner (before the application for the show is submitted to the AKC).

Liaison with breed clubs wishing to hold their specialty in conjunction with the Group Show to identify potential judges which can be shared.

 

All Terrier Club of Western Washington