North Texas Chow Chow Club
Rules and Procedures Manual
Prepared by: Rules & Procedures Committee
PART I
SECTION I: REQUIREMENT FOR RULES AND PROCEDURES MANUAL
A Rules and Procedures Manual has been established setting forth in an orderly, concise written form all Rules and Procedures which the North Texas Chow Chow Club members approve.
The Board of Directors is responsible for the management of Club affairs. This manual is designed to provide written Rules and Procedures as determined by the Board to establish and implement the objectives of the membership as interpreted by the Board of Directors, and to manage the operation of the Club as directed by the By-Laws. The manual is to include operative rules and procedures as passed by the Club, plus continuing authorizations and other details which should be reviewed periodically.
The appointed Rules and Procedures Chairman shall, each year at the Annual
Meeting of the Board of Directors, present the Manual in its entirety for approval or amendment by the new Board. The purpose of the annual review is to:
Initial study, development and recommendations for new and revised rules and procedures may be made by the Board members, committees, or Club members. Additions, deletions, or changes are made by submitting them in writing to the Board of Directors and referencing specific parts and sections of the manual. They become effective when passed by a majority vote of the Club members.
SECTION II: STANDING RULES AND OPERATING PROCEDURES
The Board of Directors of the North Texas Chow Chow Club recognizes that its actions are of two types. Adoption of Permanent Rules and Procedures, and permanent authorizations; or specific authorizations and directions. Rules of Operating Procedures and Permanent Authorizations are the result of actions of the Board of Directors which are meant to have continuing effect on the conduct of the Club, the Board of Directors, its members, officers, committees, and Club members. Rules and Procedures when passed are binding on members, officers, and committees until amended or repealed. Rules and Procedures may be adopted, amended, repealed or suspended only by a majority vote of the Club members present at any proper meeting. Specific authorizations are actions of a majority of the club members enabling or directing actions not covered by Rules or Procedures and not intended to have effect in similar future situations. Specific authorizations in conflict with Rules or Procedures may be made only by majority consent of the Club members voting the suspension of the Rule or Procedure. All specific action motions become effective immediately on passage. All Rules and Procedures become effective upon approval by the Board of Directors. All Board actions shall be considered Specific Authorizations unless they are indicated at the time of passage as a Rule or Procedure. Great care must be exercised when new Rules and Procedures are established to be sure there are no conflicts with other existing Rules and Procedures.
SECTION III: DUTIES OF THE OFFICERS
PRESIDENT
a. Specialty Show Committee
b. Rules & Procedures Committee
c. Ways and Means Committee
d. Sunshine Committee
e. Welfare Committee
f. Other Special Committees as the need arises.
VICE PRESIDENT
RECORDING SECRETARY
a. Keep minutes of regular club meetings and board meetings.
b. Notify members of the Club’s monthly meeting date, time, and place.
c. Read applications for new membership at the next meeting following receipt of the application.
d. Notify new members of their acceptance/rejection to membership. Send copy of By-Laws and R&P Manual upon acceptance.
e. Notify officers and directors of their election to office.
f. Keep record of attendance of membership.
g. Maintain record book(s) in which the By-Laws, Special Rules of Order, Standing rules, and minutes are entered, with any amendments to these documents properly recorded, and to have the current record books on hand at every meeting.
h. Keep a role of members of the Club with their current addresses, phone numbers and Birth Dates (Month, Day).
a. Supply each Board Member with a complete copy of each new or modified Rules or Procedure.
b. Shall supply new board with complete up to date manual.
c. Shall supply each appointed committee member with current copies of the Rules and Procedures which pertain to their committee.
CORRESPONDING SECRETARY
a. From individuals.
b. To and From the Parent Club:
1) Sending correspondence to Parent club asking or permission to have Special Show each year.
2) Sending new list of membership each year after the election to the Parent Club Recording/Corresponding Secretaries.
c. To and From the American Kennel Club:
1) Sending proper paperwork or AKC to obtain permission to have Regional Specialty show. Papers must be filed 6 months before the show date.
2) Sending new list of membership each year after the election to the American Kennel Club.
d. To and From Local All Breed Clubs:
1) Send new membership list to each club after the election of the officers each year.
2) Check with All Breed Clubs to see who’s on their Judges’ slate for the next two years. Forward this information to that year’s Show Chairperson.
e. The Corresponding Secretary shall assist the Show Chairperson by sending letters to Sweepstakes and Regular Class Judges asking for availability and cost of their services for the Special Show.
f. The Corresponding Secretary shall forward letters of confirmation to judges selected by the Club and request a letter of confirmation in return.
g. The Corresponding Secretary shall forward letters of appreciation to the remaining judges, notifying them of the Club’s decision.
h. The Corresponding Secretary shall send quarterly articles to be published in “Chow Life” regional club news, and shall solicit input/articles from Club members.
TREASURER
BOARD OF DIRECTORS
PART II
SECTION I: MEMBERSHIP
All membership in the North Texas Chow Chow Club is governed by the Clubs By-Laws. The Recording Secretary is responsible for all membership allocation correspondence including mailings to the Board of Directors.
SECTION II: MEETINGS
Meetings are governed by the Club By-Laws.
SECTION III: VOTING
Voting privileges are governed by the Club By-Laws.
PART III
SECTION I: RULES & PROCEDURES MANUAL FOR SPECIALTY SHOWS
DUTIES OF THE PRESIDENT
SHOW CHAIRPERSON DUTIES
a. Trophies
b. Grounds
c. Publicity
d. Hospitality
e. Education
f. Show Secretary
a. Show Location, Time, and Date
b. Judge Selection Approval
c. Sweepstakes Judge Approval
d. Show Secretary Papers
e. $25.00 Check for AKC Fee
a. Checking premium mistakes and to make sure everything is included.
b. If outside Show Secretary make sure fees reasonable.
a. Maximum $25.00 limit.
b. Regular and Sweepstakes Judge.
a. Have each Committee Chairperson furnish a Proposed Budget by August 1st preceding the Show.
b. Have each Committee Chairperson furnish their final report to you by June 1st after the Show’s completion and your report submitted by the 1st of July to the Club. (Next Year’s committee can use this to help them make a proposed budget by the August 1st deadline) (This can be adjusted for non-periodic shows).
a. Regular Class Judge (1 night)
b. Sweepstakes Judge (2 nights)
SHOW CO-CHAIRPERSON DUTIES
a. Present names to club for possible Specialty Judge selection.
b. Use the names and recommend Chow Judge for the all breed shows.
SHOW COMMITTEE DUTIES
The Show Committee is selected by the Show Chairperson and approved by the Board of Directors. All members of the Show Committee must be members of the
North Texas Chow Chow Club in good standing.
NOTE: The Show Chairperson oversees all areas and is ready to help out in any area to make a successful Specialty. Must have alternatives in mind, anticipate problems and be ready for surprises.
COMMITTEE DUTIES
Each of the committees shall consist of the appointed and approved committee chairperson and as many committee members as the chairperson feels necessary to accomplish the tasks of that committee. The Show Chairperson shall approve all committee members selection by the committee chairperson.
Each committee shall be responsible for preparing and presenting to the Show Chairperson a complete financial forecast/report of anticipated expenditures and revenues at least six (6) months prior to the show date. The Show Chairperson shall either approve or amend and approve each projected budget.
Each committee chairperson shall present a periodic written progress report to the Show Chairperson. The Show Chairperson shall decide the frequency of reporting. This report shall include a financial expense and revenue evaluation.
Upon completion of the Specialty Show and associated activities each committee shall provide the Show Chairperson with a final financial report, copy of all receipts and shall forward all original receipts to the Club’s Treasurer. A report of any problems or suggestions for the following years Show Committee shall be included. These reports shall be written and presented to the Show Chairperson no later than one (1) months after the show date.
The recommended committees are:
A) THE GROUNDS COMMITTEE
a. Show Site preparation and maintenance.
1) Ring set up.
b. Equipment acquisition and preparation.
1) Make sure equipment is clean and ready for set up.
2) Plastic covering for entrance and grooming areas.
c. Pre-show and post-show clean up. (Don’t forget the Pooper-Scooper).
d. Establishment of all required grounds permits or insurance.
B) THE TROPHY COMMITTEE
a. Trophy donation solicitation.
b. Maintaining complete records of all donations.
c. Selection of Trophies.
d. Set-up of Trophy Table at Show.
e. Obtain challenge trophies from donors or prior year winners.
f. Management of Trophy Production status.
g. Preparation of trophy and donor list for the premium list and catalog.
h. Sending Thank You’s to all Trophy Donors.
i. Remaining trophies shall be donated to the Auction.
Classes are divided by age and sex in the following class divisions:
Puppy Dogs, 6-9 mos. Puppy Bitches, 6-9 mos.
Puppy Dogs, 9-12 mos. Puppy Bitches, 9-12 mos.
Junior Dogs, 12-18 mos. Junior Bitches, 12-18 mos.
Best in Sweepstakes
Best of Opposite in Sweepstakes
You will have 6 first place trophies and 1 Best in Sweepstakes and 1 Best of Opposite in Sweepstakes.
Sweepstakes prizes for each class 2nd thru 4th place would require 18 more trophies.
The North Texas Chow Chow Club Specialty Show should include all Regular classes:
Puppy Dogs, 6-9 mos. Puppy Bitches, 6-9 mos.
Puppy Dogs, 9-12 mos. Puppy Bitches, 9-12 mos.
Junior Dogs, 12-18 mos. Junior Bitches, 12-18 mos.
Novice Dogs Novice Bitches
Bred By Exhibitor Dogs Bred By Exhibitor Bitches
American Bred Dogs American Bred Bitches
Open Dogs (Black) Open Bitches (Black)
Open Dogs (Red) Open Bitches (Red)
Open Dogs (AOAC) Open Bitches (AOAC)
Winners Bitch
Winners Dog
Best of Winners
Best of Opposite Sex
Best of Breed
Plus the following Non-Regular Classes:
Veteran Dog (7 yrs. or older) Veteran Bitch (7 yrs. or older)
Stud Dog (2 or more Get) Brood Bitch (2 or more Get)
Junior Handler
Novice Junior Novice Senior
Open Junior Open Senior
Brace
C) THE PUBLICITY/ADVERTISING COMMITTEE
a. Preparation of all advertisements in time to meet publication deadlines (Chow Life, Chow Chow Reporter).
b. Preparation and mailing of all Specialty information; including reservation forms, schedules, etc.
c. Catalog advertising sales.
1) Last Year’s Chairperson should pass their information down to new Publicity Chairperson.
2) Try several printers to get the best price. (Always check with the printer used last year if it was satisfactory).
3) Ask Club members and outside Chowist to advertise in the catalog.
4) Send letters to commercial companies to advertise (A little effort will pay off).
e. Catalog sales at the Specialty Show.
f. Obtain complete mailing lists for premium lists, and all additional literature such as flyers, etc.
D) THE HOSPITALITY COMMITTEE
a. The Annual Banquet.
1) Plan your banquet food, price to charge, check for clean up and bar charges (per hour or flat rate), and any hidden charges.
2) Table set ups (8-10 person rounds or etc.)
3) Table for auction items.
4) Head table or podium for judges’ comments, auctioneer, etc.
5) Order Judges’ dinners.
b. Hotel and RV Accommodations
c. All meals to be coordinated with the show activities.
1) Plan meal for exhibitors between sweepstakes and regular classes.
d. Coordination of all hospitality donations.
e. Solicitation of Hospitality donations.
f. Auction and Fund raising activities (Raffles, etc.)
1) Write up description and design form for the banquet dinner and one for auction item donations.
SELECTION OF JUDGE
CLASSES OFFERED AT SPECIALTY
Optional Classes shall be at the discretion of the Show Chairperson and the Show Committee Members.
SWEEPSTAKES RULES AND CONDITIONS
The North Texas Chow Chow Club will sponsor a Sweepstakes to be held in conjunction with its Annual Specialty Show.
Puppy Dog, 6-9 mos. Puppy Bitch, 6-9 mos.
Puppy Dog, 9-12 mos. Puppy Bitch, 9-12 mos.
Junior Dog, 12-18 mos. Junior Bitch, 12-18 mos.
a) Two nights’ lodging.
b) Specialty Awards Dinner for judge plus one guest.
c) A gift not to exceed $25.00.
DIVISION OF ENTRY MONEY AS PRIZES
The North Texas Chow Chow Club will retain 35% for expenses.
Remaining Sweepstakes Fees will be divided as follows:
First Prize 30% Third Prize 10%
Second Prize 20% Fourth Prize 5%
In the event there are not four places awarded in a class, the places which are filled will be calculated in the same manner and the remainder of the money will be returned to the club treasury. Any prize money allocated in the above manner and not claimed due to absenteeism shall be returned to the treasury.
BEST IN SWEEPSTAKES & BEST OPPOSITE SEX IN SWEEPSTAKES
Ribbons or Rosettes to be offered by the North Texas Chow Chow Club.
Trophy to be offered by the North Texas Chow Chow Club or an individual donor.
FIRST, SECOND, THIRD AND FOURTH IN EACH CLASS
Ribbons or rosettes to be offered by the North Texas Chow Chow Club.
Trophy to be offered by the North Texas Chow Chow Club, or an individual donor.
Ribbon/Rosette prizes shall conform to prizes for Non-Regular Classes.
GENERAL RULES