Greatland Chapter of NAVHDA

04-01:   Chapter dues structure

Decision: Dues structure as described in the Chapter financial plan was approved by a majority vote of the Board

Individual annual membership:       $30

Family annual membership:           $45 (immediate family, no limit on number)

Charter membership:                   $200 (first year only)

Junior annual membership:            $20 (under 18 at time of payment)

Note:   

Charter members pay normal dues after the first year

Charter memberships are available until 31 May 2004

A Charter membership combined with a family membership is $215 the first year.

Charter membership includes a reduced rate on Tests and Clinics for ten years ($5 on each event). Amount of reduced rate to be set by the Board for each event.

There are no provisions for lifetime memberships or honorary memberships.

Further action: The dues structure will be shown on the membership application form, and on the Chapter Web site.

Issue closed

04-02:   Chapter membership categories … review and approve … produce a written “Rule” for Chapter records.

Decision: Chapter membership categories will include:

            Charter Members

            Individual members

            Family memberships

            Junior members

Further action: Membership structure will be shown on the membership application form, and on the Chapter Web site.

Issue closed

04-03:   New Chapter Clinic

Decision: A New Chapter Clinic will be held the weekend of May 11 & 12. Jeff Daigneau will coordinate with NAVHDA for a clinic instructor, a location for the event and publicizing the event to the membership.

Note: This clinic is being provided at no cost by NAVHDA International.

Further action: Establish a location, time, criteria for participation (if any), and select a committee to coordinate the event. No further Board action or decisions required.

Issue open, pending status reports and completion of the event.

04-04:   Handler’s Clinic

Resolution: A NAVHDA-sanctioned Handler’s Clinic will be held the weekend of 7-8 August 2004 in conjunction with NAVHDA-sanctioned Tests. The dates of the event may be expanded to a three or four day period depending upon participation, judge availability and other factors.

Further action: Jenny Horstman will chair a committee to organize and manage the clinic, determine eligibility for participation, select a site, host the judges, coordinate with NAVHDA headquarters, establish the fee for the clinic, and provide status reports and requests for support from the Board.

Issue is open. Status reports and requests for additional support will be provided to the Board as needed.

 04-05:   NAVHDA sanctioned Test in 2004

Resolution: A NAVHDA-sanctioned Natural Ability Test and a Utility Test will be held the weekend of 7-8 August 2004. A Utility Preparatory Test may be added if demand warrants.

Further action: Jenny Horstman will chair a committee to organize and manage the Tests, determine eligibility for participation, select a site, host the judges, coordinate with NAVHDA headquarters, establish the fee for the Tests, and provide status reports and requests for support from the Board.

Issue is open. Status reports and requests for additional support will be provided to the Board as needed.

04-06:   Bird buying and management … do we select a dedicated Bird Buyer? … do we invest in starter birds? … record in Board minutes

Resolution: The Board has approved the expenditure of $350 to acquire ducklings to be raised for Chapter use and for sale to other organizations once they are mature. Jeff Daigneau will coordinate purchase, shipping, receipt and delivery of the ducklings to a facility for raising them.

Payment for the ducklings will be made by Judy Deaver (Chapter Treasurer) from the Chapter checking account.

Further action: Issue remains open pending receipt of the ducklings, and follow-on Board discussion of managing the use and sale of the mature ducks. This discussion will also include a cost and pricing structure.

Issue is open.

04-07:   Publicity

Decision: NAVHDA-sanctioned tests will NOT be advertised to the public, and open public participation or observation be discouraged. Selected media observation will be encouraged.

Issue closed.

04-08:   Test participation

Decision: Non-VHD breeds, in accordance with NAVHDA International rules, will not be permitted to participate in NAVHDA-sanctioned Tests or handler Clinics. Breeds eligible for participation include the 25 breeds currently listed by NAVHDA as either one of the 12 VHD breeds or the 13 additional “Miscellaneous” breeds recognized by NAVHDA.

Dogs may be entered on more than one day of a multi-day Test, space permitting.

All Test participants (handlers or owners) must be NAVHDA International members. Test participants who are Alaska residents are required to be members of the Greatland Chapter. Out of state participants are not required to be Greatland Chapter members, but may be subject to a higher fee for test participation.

Greatland Chapter members are NOT given priority for Test slots once a Test has been announced to NAVHDA International or to the public.

Rules regarding test participation do not necessarily apply to mock tests, Chapter clinics, training days or other events. Each event will have a set of rules established regarding participation, membership requirements, etc.

Further action: The Director of Testing (Jenny Horstman) will ensure that rules regarding participation are published in Test announcements.

Issue closed.

04-09:   Youth program

Decision: The Board supports the concept of a youth program within the Chapter, but decided to table this issue until the Chapter is larger and more experienced before developing a formal Youth Program.

Note: A Junior membership category has been established (see Board Issues 04-01 and 04-02) at lower annual rates to encourage participation by youths under age 18.

Further action: None

Issue deferred.

04-10:   Chapter bank account

Decision: The checking account, currently held at 1^st National bank of Alaska, will be set up to require a single signature on checks. Judy Deaver will conduct the necessary coordination with the bank to make the change.

Note: No formal process has been established for approving expenditures in advance of obligation or payment.

Further action: Obtain Board member signatures on the bank account forms, and submit a new signature card with a requirement for one signature (since completed).

Issue closed.

04-11:   Chapter incorporation … discuss roles and responsibilities (Lee is already working this for us) … review submission documents … record in Board minutes

Resolution: No decisions were required. Lee Renfrew is executing the paperwork associated with requesting non-profit organization status from the State of Alaska, and developing the Articles of Incorporation.

Further action: Execute the required documents and submit to the State for approval.

Issue open pending approval and execution of the required paperwork.

04-12:   Charter members … what discounts do we authorize? … how long are they effective? … what other recognition and benefits do we offer? … produce a “Rule” for Chapter records

Note: The Charter membership category was developed as a means of providing the Chapter with a source of start-up funds, allowing activities to begin without incurring debt or waiting for normal member dues to accumulate over time. The concept is that Charter members would "pay early and save later" through future reduced fees.

Resolution: Charter membership will be available through May 31, 2004. Charter membership will be $200 the first year and normal rates thereafter. A family charter membership will be $215 ($200 Charter membership with the $15 family membership differential).

Charter members will be granted an unspecified reduced rate for dues and for any Test or Clinic in which they participate for a period of ten years (through May 31, 2014).

Charter members will be listed permanently on the Greatland Chapter web site.

The Board will consider giving Charter members a monogrammed hunting shirt or vest with a (yet to be designed) Chapter logo, member's name and the title “Charter Member”.

Further action: Use the Chapter web site to encourage Charter Membership applications by describing the long term advantages.

Issue closed

04-13:   Social events

Resolution: The Board encourages the planning of Chapter social events, particularly those associated with formal Tests and Clinics.

Further action: Organizing committees for Tests and Clinic are requested to consider including social activities in the planning for these events, including the assignment of separate organizing committees.

Issue open.

04-14:   NAVHDA membership requirement … encourage or require for Chapter membership, tests, etc?. … produce a “Rule” for Chapter records

Resolution: Chapter members will be required to join NAVHDA International in order to hold Chapter office or enter a dog in NAVHDA-sponsored Tests. All Chapter members will be strongly encouraged to join NAVHDA International.

Further action: None

Issue closed.

04-15:   Web site management … once set up, who manages, posts info, responds to inquiries? … record in Board minutes

Resolution: The Chapter web site has been developed, and may be accessed at http://greatlandnavhda.org . The site will be managed by Roger Hull (current Chapter President) at no cost to the Chapter. Content, material, links and structure of the site are subject to continuous review and approval by the Board.

Further action: None

Issue closed

 04-16:   Funds management

Resolution: The Board discussed but took no action with regard to establishing parameters for funds management.

Further action: Monitor Chapter funds management through Treasurer’s status reports and financial situation, making decisions as needed to ensure continued financial viability.

Issue closed.

 04-17:   Chapter newsletter … web site only? … print and mail? … who manages? … record in Board minutes

Resolution: The Board decided, as a matter of policy, to publish an electronic newsletter to be published on the Chapter Web site, and to produce at least one newsletter issue a year in print to be mailed to the membership.

Additionally, Jane Nelson, Chapter Secretary, will develop a Greatland Chapter brochure to be used for informing the readers about the Chapter and to provide a means for distributing membership application forms.

Further action: Board members will contribute content to the newsletter in their areas of experience and expertise.

Issue open pending review of the Chapter brochure and the web-based newsletter.

04-18:   Chapter training assets

Resolution: The Board decided not to acquire training assets or materials, other than to retain informal custody of items that may be contributed or otherwise come into the Chapter’s possession for use by members.

Further action: None

Issue closed.

04-19:   Board meetings … open to membership or not … how often? … should we use eMail to conduct business? … record in Board minutes

Resolution: By a majority vote of the Board, it was decided that future Board meetings will not be open to the public, and the general membership will not be invited or encouraged to attend. However, Board meetings will not be closed to members who desire to attend or to present issues to the Board.

Further action: None.

Issue closed.

04-20:   Director positions … any additional needed … review, approve and publish … record in Board minutes

Decision: The Board approved the elected positions of President, Vice President, Secretary and Treasurer. The Board also approved the appointed positions of Director or Judging, Director of Programs, Director of Testing and Director of Training. Additionally, the Board decided to establish the appointed position of Test Secretary and nominated Lee Renfrew to fill that position.

Further action: Obtain acceptance from Lee Renfrew as Test Secretary.

Issue open pending appointment of a Test Secretary

04-21:   Bylaws … review and approve as drafted or revise … produce and sign … record in Board minutes

Decision: By unanimous vote, the Board adopted the draft bylaws (short version) presented to the general membership at the inaugural meeting.

Further action: The Chapter will submit the bylaws to the State of Alaska as the basis for incorporation of the Greatland Chapter as a non-profit corporation. The bylaws will be published on the Chapter web site for member review.

Issue closed