United Doberman Club Board of Directors Meeting July 14 21, 2014 Online Forum

Transcription

1 United Doberman Club Board of Directors Meeting July 14 21, 2014 Online Forum 1. Roll Call Members in Attendance (14) Beth Bishop, Lindsay Davis, Bonnie Guzman, Victoria Hall, Carol Kearns, Michelle Limoges, Erynn Lucas, Virginia Rogers, David Stroff, Marsha Sheppard, Jim Toman, Alissa Weaver, Brandi Williams, Meryl Winnie. 2. Report of President Thank you to everyone who participated in this meeting and to those of you working on the manual revisions/updates, etc. I feel like we're starting to make some progress and move forward on several projects thanks to you all. Marsha 3. Reports of Secretaries a. Recording Secretary Meeting minutes from the May 5-12 regular BOD meeting are submitted for approval. Alissa Weaver Motion by B. Bishop to approve minutes of the May 5-12, 2014 BOD Meeting. Second by B. Guzman. Yes - (10) Beth Bishop, Lindsay Davis, Bonnie Guzman, Victoria Hall, Carol Kearns, Michelle Limoges, Virginia Rogers, Jim Toman, Alissa Weaver, and Meryl Winnie. Motion passed. b. Corresponding Secretary I have no report this meeting Beth Bishop UDC Corresponding Secretary c. Membership Secretary Nothing substantial to report. We have passed the first deadline for regular membership renewals and are now in the grace period, which goes until August 31st. Membership renewals are pretty much on par with the last two years. I am attempting to contact as many people as possible, personally, if they have not renewed yet. Approximately 65% of renewals, to date, have been done on line. An increase from last year. Bonnie Guzman

2 d. Member Club Secretary I would like to thank Frank for doing an excellent job on keeping our Events Calendar posted/updated! There are several upcoming events planned hosted by Vermont Total Doberman Club, Working Dobermanns of the Carolinas and Total Doberman Association. Hopefully, there will be a couple more member club events planned for Please check the events Calendar for regular updates. Congratulations to those clubs that have hosted successful events so far this year! Thank you, Lindsay Davis Member Club Secretary e. Registry Administrator Registration of dogs has slowed somewhat. I have registered 30 dogs since January 1. I have just received registration requests for 3 dogs which will be processed this week. Virginia 4. Report of Treasurer Hi All Attached is the June 2014 Statement (Attachment 1). Meryl 5. Reports of Committees a. Administrative Manual Revision Committee Virginia has submitted copies to the board for the Registration section. She has received replies from Michelle L and Marsha S. and is in the process of reviewing and updating response from them. If any other board member would like to respond, please do so as soon as possible. She will post the final draft to board prior to end of meeting. Chapter 7 of the Administration Manual has been updated and approved. It is currently available on the UDC website. As chapters are updated and approved, they will be on the website listed individually. Once a manual is completed, then the old manual will be removed and the updated manual will replace it. There are several additional chapters that will be presented to the BOD and reviewed over the next month. Once approved these chapters will be available to the membership. Chapter Four is virtually done and will be posted within the next week or two.

3 6. Election of New Members 1. Kyle Overton P.O. Box 1042 Jeffersonville, IN Ph: Sponsor: Brandi Williams Motion by A. Weaver to approve new members (1). Second by L. Davis. Yes - (10) Beth Bishop, Lindsay Davis, Bonnie Guzman, Victoria Hall, Carol Kearns, Michelle Limoges, Virginia Rogers, Jim Toman, Alissa Weaver, and Meryl Winnie. Motion passed. 7. Unfinished Business a. Polls Motion by A. Weaver to approve recording the following polls (1 through 7). Second by B. Bishop. 1) 2014 Service Dog of the Year Award. Billy Blue (4) Alissa Weaver, Bonnie Guzman, Michelle Limoges, and Doug Matson. 8 votes for Gabe (8) Meryl Winnie, Beth Bishop, Lindsay Davis, Brandi Williams, Victoria Hall, Erynn Lucas, Virginia Rogers, and Jim Toman. 2) Approval of Working Dobermanns of the Carolinas and Working Dobermans of Kentucky proposal to host the 2015 UDC Nationals. Yes (9) Victoria Hall, Alissa Weaver, Meryl Winnie, Beth Bishop, Bonnie Guzman, Erynn Lucas, Michelle Limoges, Virginia Rogers, and Jim Toman. Abstain (1) Brandi Williams. 3) Acceptance of Anne Conroy's resignation as Mid-Central Regional Director. Yes (8) Alissa Weaver, Meryl Winnie, Beth Bishop, Bonnie Guzman, Lindsay Davis, Brandi Williams, Erynn Lucas, and Jim Toman. 4) Approval of David Stroff as Mid-Central Regional Director. Yes (9) - Alissa Weaver, Meryl Winnie, Beth Bishop, Bonnie Guzman, Lindsay Davis, Brandi Williams, Erynn Lucas, Michelle Limoges, Jim Toman. 5) Approval of revisions to the first part of Chapter 7 of the UDC Administration Manual. Yes (13) Victoria Hall, Alissa Weaver, Meryl Winnie, Beth Bishop, Bonnie Guzman, Lindsay Davis, Brandi Williams, Carol Kearns, Erynn Lucas, Michelle Limoges, Julie Stade, Virginia Rogers, and Jim Toman. 6) Approval of revisions to the first part of Chapter 7 of the UDC Administration Manual. Yes (11) Alissa Weaver, Meryl Winnie, Beth Bishop, Bonnie Guzman, Lindsay Davis, Brandi Williams, Carol Kearns, Erynn Lucas, Michelle Limoges, Julie Stade, and Jim Toman. 7) Approval of new members (Keon Achak, Pamela Frost, Kimberly Lane, Dean Main, Gerd & Birgit Zimmerman). Yes (13) Victoria Hall, Alissa Weaver, Meryl Winnie, Beth Bishop, Bonnie Guzman, Lindsay Davis, Brandi Williams, Carol Kearns, Erynn Lucas, Michelle Limoges, Julie Stade, Virginia Rogers, and Jim Toman. 8) Approval to remove the officer names from the Admin Manual and refer to the UDC website for up-to-date contact information. Yes (9) Victoria Hall, Alissa Weaver, Meryl Winnie, Beth Bishop, Bonnie Guzman, Lindsay Davis, Carol Kearns, Erynn Lucas, and Jim Toman.

4 Yes - (10) Beth Bishop, Lindsay Davis, Bonnie Guzman, Victoria Hall, Carol Kearns, Michelle Limoges, Virginia Rogers, Jim Toman, Alissa Weaver, and Meryl Winnie. Motion passed. b. Website Update We have been posting corrections, events, litter announcements and, of course, changes to the breeder's directory. Frank Delaglio does the majority of the work and I believe Marsha has appointed him as webmaster (I am on the committee to help). I am also the person adding new members to the members only section of the website, so if I have missed anyone, or if anyone has trouble, I am the person to contact. I plan on updating the Membership list approximately quarterly and Frank will post it on the website. I am waiting a bit until the member renewals are over. We still are working on getting UDC Results posted to the website (I am waiting on results from 2014 and 2012 and previously), and will post board meeting minutes once they are approved. Beth Bishop UDC Corresponding Secretary c. Update on 2015 Nationals The 25th Anniversary UDC National will be held in Lexington, KY April 14-18, This event will be co-hosted by the Working Dobermanns of the Carolinas and the Working Dobermans of Kentucky. Temperament Testing: Nazarene Mondello UDC Breed Survey: Ray Carlisle Conformation Judge for show 1: Dr. James Edwards, AKC Conformation Judge for show 2: Nancy Christensen, AKC, UDC Obedience Trials 1 and 2: Vicky Brown, AKC IPO trial: Carla Griffith, UScA/SV All events will be held at the Clark County Fairgrounds with the IPO being held on a field located in the same area as well as tracking. We are planning many other fun events throughout the week. CGC evaluations will also be offered. We have a great team of people working to make this special anniversary a national to remember so start making your plans! Thank you, Lindsay Davis National Co-Chair

5 8. New Business a. Print On Demand option for the FOCUS Linda Lindic submitted the following information for a print on demand option for the FOCUS: Robin Nuttall brought to my attention a vendor service that would allow our members to print issues of the UDC FOCUS on demand. The service is called MagCloud. The way I understand the service is that we would have a storefront containing our FOCUS publications. We upload our files to the storefront and members can go in and order whatever issues they want and they would pay MagCloud by Credit Card or PayPal. Minimum order is one issue. Here is a brief description copied from their web page and is shown in the blue font: Your Free MagCloud Storefront When you upload a publication to MagCloud, you have the option to sell it online through the MagCloud storefront. You can choose to add a markup beyond the cost of printing to monetize your publishing efforts. This markup will be added to the printing price to determine the total cost of the publication when it is for sale on the website. People can order your publication on the MagCloud website in print and digital format using a credit card or PayPal account. In addition, your MagCloud username doubles as a unique URL for your storefront at username.magcloud.com. Whenever you opt to sell a publication publicly in the MagCloud storefront, it will appear on this page, making it easy to publicize on your website and social media channels. You can also grant access to the storefront for private publications via a guest pass sent by . All public digital publications are also available for sale via our MagCoud ipad app using itunes In-App Purchase. The cost for printing and mailing an issue is reasonable, in my opinion. They charge by the page depending on page size. For example our average size issue is 27 pages with a low of 17 pages and a high of 43 pages (does not include our print editions). Using the calculator on the web site, the cost for a standard size publication with 27 pages, saddle stitch binding is $5.60. Cost for 1st class mail is $1.72. This would be a total of $7.32. There is a calculator on the site which allows you to price the edition you want to print. This service can also be used for show catalogs. If we would want to publish a special edition FOCUS for example a reprint of the Sires of Significance we can add an upcharge to the edition and earn extra money. We could use it to print required Member mailing i.e. Revised rules, etc. The vendor is HP. I would like each BOD Member to review the video and web page. Let me know if you have any questions and I will contact the vendor. Copied below is my correspondence with them and answers to a few questions I had. Here's a bunch that may be useful in getting started... First of all, welcome to MagCloud! You may want to start by watching our introductory video at and looking through our information pages at We offer a way to make your content available across a range of digital formats and in high quality print on demand, all with a single PDF upload. There are no fees for creating an account or uploading a PDF, you only pay

6 for what you order. And with print on demand, there are no minimum order requirements, so you can order anywhere from one copy to thousands of copies of your content. If you have any additional questions after watching the video and looking at the site, we recommend you check out our searchable FAQs at Here you will find immediate answers to questions on topics like paper type, cost, shipping options, and digital formats, just to name a few. When you are ready to create content for the MagCloud website, be sure to check out the PDF specifications and downloadable step-by-step instructions on our Create/PDF Design Resources page: You can also find tips and tricks on the MagCloud Blog, particularly in our design series post at ries-recap. Thanks for your interest in MagCloud! -- Mike The above should give a good idea of how the service works. There is no-charge to us to set up a storefront. Basically, we upload the FOCUS PDF files and members can choose to order whatever they want. Single or multiple issues in single or multiple quantities. Get back to me with any questions and I will contact MagCloud for the answers. Or, if would like me to pass it on to one of our member IT folks like Chris, Frank or Leslie, I can do that also. Virginia asked if this was available for all editions of FOCUS. Bonnie responded that she had numerous copies of the last three issues and would be happy to mail them to anyone who wanted one. Marsha liked the option for members to get hard copies, as did Alissa and Virginia. Beth responded to Virginia s question saying we have PDF versions of the recent issues and if someone would make PDF versions of older issues, we could use this service for the older issues. Motion by L. Davis to approve the proposed print on demand option for the UDC Focus for UDC Members. Second by B. Guzman. Yes - (10) Beth Bishop, Lindsay Davis, Bonnie Guzman, Victoria Hall, Carol Kearns, Michelle Limoges, Virginia Rogers, Jim Toman, Alissa Weaver, and Meryl Winnie. Motion passed. b. Reports from All Committee Chairs Obedience Committee Report: I am in the process of getting a new Obedience Committee together and have inquiries out to a couple of people. The Obedience Rules need to be reviewed and perhaps, updated. A lot has changed in obedience since the last update. I have received suggestions concerning the jump heights (from several people) and also suggestions for additional classes, such as the AKC has added recently. I believe that offering more classes may encourage more participation in the UDC Obedience program. I hope to have the committee members ready to present to the board for approval very soon and we will start working on the rule revisions right away. If anyone has comments or would like to serve on the committee please contact me.

7 Respectfully submitted, Beth Bishop UDC Obedience Chair Member Survey Committee: This will probably be my last report, at least for a while, until a new survey is needed. I have written and submitted an article for the August FOCUS that summarizes the results of the Member Survey that was conducted in early The article contains a summary of responses, and also a summary of some of the comments, but does NOT include individual comments (the survey was intended to be anonymous). We received a lot of good information from the survey and I am excited to share the results. This should provide good information about what the membership wants for the UDC. I will also be sharing with committee chairs a summary of comments that are relevant to their committees. Respectfully Submitted, Beth Bishop UDC Member Survey Chair c. Jeynie J's Workbook "Working Doberman Breeders" Virginia explained that it was her understanding that this project would like to receive UDC title information and also information from our registry. Virginia stated that she will not release information from the registry without board approval. However, she feels that we should release information that is/will be published in the focus to them. Marsha further explained that this would include information on every Doberman (not just UDC), trial results, published health tests and other pertinent information, all available in one location. Jeynie would not charge anyone for the results or the work she is doing. As she said to me it's a "labor of love" to get as much information as possible available on working Dobermans. Obviously a benefit to those researching pedigrees, planning a breeding, etc. Much of the work has been done and can be viewed. Marsha is currently waiting for permission to send each of you the link. Alissa asked if we can get a list of what information she is looking for? Publicly available information is one thing, but we've never intended to publish the data our members give us publicly. We've talked about putting the database on-line, but restricted for member use only. She stated that she is not sure some of our members would be happy to make all of their information public and believes this is something we need to ask the membership before we move forward. Bonnie agreed that we value our members' privacy and she is not clear on the ramifications of this. Bonnie would like to discuss this more. Marsha added that information in the data base would be pedigrees complete with titles and would show available trial result scores. While we all know scores don't tell the whole story it's nice to see how well dogs trial in various tests, if they trial away from the home field, etc. Marsha believes some people might not be in favor of this, but that it sure would be a nice record to have. Marsha is personally in favor of having such information public. Hiding information does nothing for our breed.

8 Beth responded that she agrees that we shouldn't be "hiding" anything. But she is still not clear about this proposal, and would like to discuss a bit more. She also questions if this information ours to share? Or does it belong to the owners of the dogs? Beth would like to have some member feedback on this. Marsha replied that she is going to ask Jeynie to give us a sort of online presentation, allowing you to all go to the site and see what she's done and is doing. Hopefully she can answer your questions and we can have a better idea of how this can benefit the UDC and Working Doberman breeders. d. UDC National Packet Marsh suggest that if someone would put a sort of "check list' together for inexperienced clubs, it would be very helpful. People are much more likely to volunteer to put on a National if they know what is expected and by what dates certain information and plans need to be available. Virginia asked Lindsay if she had already put a packet together. Lindsay responded the packet she had assembled was a different packet. She added that this suggestion is for a guideline specifically for hosting a national. The guidelines for hosting events, including the national, can be found in Chapter 7 of the Administration Manual. Given that an experienced club is co-hosting the 2015 National, this is something that can be further discussed and completed at a later date given the other items (manual updates) that the BOD is currently working on. Lindsay explained that Virginia was referring to a checklist for clubs regarding necessary paperwork for club and regional events. Forms for said events have been made available on the website. Lindsay does send these forms individually to a club upon request if they are having difficulty downloading from the website. e. Health Fund Proposal for 2015 UDC National Linda Lindic and Linda Kurz submitted the following proposal for use of United Doberman Club Health Funds. Overview We are proposing that we offer a $25.00 UDC Health Certificate to be given out at the 2015 UDC Nationals 25th Anniversary. The amount of $25.00 was chosen to highlight the 25th Anniversary. Each UDC Member that enters an event at the National would receive the UHC in their goodie bag or it will be personally handed to them. This UHC will allow the UDC Member to receive $25.00 off their UDC Membership Fee the following year or use toward a FOCUS advertisement. In order to receive the $25.00 discount, the member must perform one of the following health tests: Holter Echo NTProBNP VwD Troponin I PD4K Thyroid Panel Once UDC Member has performed the health test of their choice, they will return the Health Certificate to the Health Fund volunteer along with a copy of the test results. The Health Fund Volunteer will then record the redemption and send the Membership Secretary and the FOCUS coordinator a file with names of the individuals who are

9 entitled to the $25.00 credit toward their membership or FOCUS advertisement. Membership Secretary will need to apply the $25.00 credit to the Member s Zooza account. FOCUS coordinator will apply against the FOCUS advertisement fee. Certificate The UDC Health Certificate will be 8 ½ by 11. It will contain a unique certificate number. It will contain check boxes for the various tests that it can be used for and give redemption instructions. It will contain the UDC and 25th Anniversary logos. The tests listed vary in price from $-$$$ so that everyone can perform a health test that is affordable for them. The certificate will have a 14 month expiration date. Therefore, all certificates should be redeemed for following year s membership fees. Redemption Process Once the Member has completed the health test of their choice, they must send via or regular mail the test results along with the UDH Certificate to the Health Fund Volunteer. The UDC Health Certificate will contain language that for the sake of privacy, the Member may redact (black out) the results of the health test. If not redacted, the results will automatically be sent to the UDC Administrator of Records to be included on the annual dog report. Health Fund volunteer will note on an Excel file that the member is entitled to the $25.00 credit for the Membership Fee or FOCUS fee. The Health Volunteer will note on the file what test was performed and the results of the test unless redacted. At the expiration date of the program, the file will be sent to the UDC Treasurer where they will transfer the dollars from the health fund account to the UDC General Fund for Membership Fees or FOCUS revenue. File will also be sent to the Administrator of Records for recording of the test results. Financials The Health Fund currently has a balance of around $5, Assuming we draw the same number of participants that attended the 20th Anniversary Nationals in New York in 2010 which was 55 entrants, our output of Health Fund dollars is $1, which will not seriously deplete the Health Fund account and leave funds for other projects. Advantages of the Program The Member is receiving something special during the 25th Anniversary Nationals. Both the Member and the Member s dog benefit from the Health Testing. A wide variety of health tests are included allowing the member to choose a test that is affordable to them. They can use the Veterinary Clinic of their choice. The funds stay within the UDC they are merely transferred on paper from one fund to another. This program involves the Membership Secretary, Treasurer, FOCUS Coordinator, Administrator of Records, and Health Fund Volunteer. It only requires the efforts of one or two Health Fund volunteers. It is not dependent on having a vet or health clinic at the Nationals but is still providing health benefits. Bonnie liked the proposal and asked for someone to work with her to apply the discounts toward membership renewals. Linday liked the proposal and posed a couple of questions/suggestions regarding the mechanics of this proposal. 1. Clarification as to eligibility to receive the $25 health certificate. I am assuming given the information (numbers) you provided that this is not limited to the individual owner with an entry, but the dog that is owned by a UDC member. Example: An individual dog could be entered in multiple venues, but the owner (UDC member) would receive one health

10 voucher for said dog. Therefore, the owner (UDC member) with multiple dogs entered, receives a voucher for each different dog entered. 2. Will the dog's name be listed on the voucher and is that voucher only applied to a health test for that particular dog? Lindsay asked that it be based on the individual dog owned by a UDC member regardless of how many entries (various venues) this dog has (conformation, obedience, IPO, breed survey). Note: entries are those in regular venues only (conformation, obedience, IPO, breed survey). Entries in planned workshops/run throughs do not count as a regular entry. Therefore, based on the dog, then an owner could receive multiple vouchers if they have multiple dogs entered at the national. Example: One owner (UDC member) has 2 different dogs entered in a regular venue(s) then each dog would receive one voucher. Marsha liked the clarifications posed by Lindsay. Linda Kurz asked to clarify that no information could be redacted when submitting test results. If UDC subsidizes a health test then the registry should have the results. She agrees that each DOG entered is entitled to a certificate for a subsidized health test. Virginia agreed that the health testing must be submitted to the UDC. Motion by L. Davis to approve the health fund proposal submitted by Linda Lindic with the following clarifications: 1. A certificate voucher for each dog entered owned by a UDC member (conformation, obedience, breed survey, IPO). One voucher per dog regardless of the number of venues dog is entered. 2. Health test result will not be redacted. Second by J. Toman. Yes - (10) Beth Bishop, Lindsay Davis, Bonnie Guzman, Victoria Hall, Carol Kearns, Michelle Limoges, Virginia Rogers, Jim Toman, Alissa Weaver, and Meryl Winnie. Motion passed. 9. Adjournment

11 Attachment 1

12

13

14