Policies: Article III-Directors and Officiers
SECTION 1: Board of Directors
To adopt the latest edition of Robert's Rules of Order for BPCA Board meetings. (2/11/18)
AKC Delegate
To allow the AKC Delegate to receive a $500.00 maximum travel (transportation and hotel) stipend after submitting receipts for board approval & reimbursement. (3/07/17)
AKC Delegate position is not subject to consecutive term limits. (10/18)
AKC Delegate is a voting board member. (10/18)
SECTION 3: Officers - Job Descriptions
President
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 bylaws. The President shall have the right to call meetings, and coordinate officers, committees, and Board. In addition, following the election of a new President, the former President shall attend the Board meetings as Immediate Past President and may, at the discretion of the Board, sit on the Board for a period of one (1) year in a non-voting, and advisory capacity only. In such capacity the Immediate Past President may attend any and all Board meetings with the exception of executive sessions during the initial year of his/her immediate successor’s term of office.
• Delegates and appoints club members as needed
• Works with Board and other club members with planning and organizing club events
• Attends as many committee meetings as possible
• Works with Board members regarding ongoing analysis of Club meetings and operations
• Setting goals and continuously monitoring the Club's progress toward those goals
• Problem solving
• Recruiting and retaining members
• Assist in training Club officers, Board and committee chairpersons
• Appoint and delegate chairpersons and committees to advance the work of the Club in such matters as dog shows, trials and testing. This includes trophies, annual prizes and other areas which may be well served by committees
• Continue to work with judges education, planning seminars, ringside mentoring, etc.
• Continue to work with AKC for the preservation and protection of the Berger Picard
Vice President
The Vice President shall assist the President in any duties needed, including any and all duties of the President. The Vice President shall perform any duties of the President if he/she is unable to perform them. This would include Board meetings, general meetings of the Club, meet the breed events, judges education, etc
Recording Secretary
Record either by written notes or tape/digital recordings all minutes of board, special, and membership meetings. Present these minutes via e-mail or written copies before the beginning of the next Board, special, or membership meeting for approval.
Before the annual or special meetings obtain a written up-to-date list from the Treasurer of all active and associate members, their names, addresses, e-mail address, and phone numbers. As members appear for the annual or special meetings, check their names off the list and verify their personal information. This will be the roll call recording who is in attendance.
Send to members in good standing the ballots of the Club, and where relevant any motion to the Board Members that will be voted upon by electronic means as set forth in the Constitution and Bylaws. Should the Board elect to do so, the RecordingSecretary may be the recipient of ballots cast by members.
Annual Elections: Receive any nominations from the membership for open Board positions and attach the valid nominations to the slate of candidates provided by theNominating Committee.
Amendments proposed by petition shall be promptly considered by the Board of Directors and must be submitted to the members with recommendations of the Board by the Recording Secretary for a vote no later than three (3) months of the date when the petition was received by the Corresponding Secretary.
Corresponding Secretary
The Corresponding Secretary shall have charge of the correspondence, notify members of meetings, notify new members of their election to membership, receiving and processing membership applications, notify officers and Directors of their election to office, keep a roll of the members of the Club with their addresses and phone numbers, e-mails, type of membership, and carry out such other duties as are prescribed in theseBylaws. Further, the Corresponding Secretary shall be responsible for sending to applicants, receiving and processing membership applications. The Board of Directors may assign a membership chair who would carry out the duties involved with the membership application process.
In addition to the above proscribed responsibilities, the Corresponding Secretary (CS)is the point of contact with all outside entities and is responsible for forwarding communications to the Board of Directors as well as replying to the communications as directed by the Board. Outside entities may include the AKC, media and other contacts.
The CS or Membership Chair also inputs all applications for membership into the membership tracking database and once members are approved it is the responsibility of the CS to notify the members.
The CS is responsible for most correspondence between the Board and the membership.
Written notice of the annual meeting shall be mailed by the Corresponding Secretary to each member at least thirty (30) days prior to the date of the meeting.
AKC Delegate
What are the unique powers of a Delegate?
• Approves Rules governing dog shows and field trials
• Approves amendments to the AKC Bylaws
• Nominates and elects Delegates to serve on the AKC Board of Directors & Delegate Standing Committees
• Approves new member clubs
• Votes to uphold or overrule an AKC Board decision to disapprove a Delegate candidate or to remove a seated Delegate
• Only a Delegate may serve on the AKC Board
• Votes to discipline , and even to expel, a Member Club
How do they exercise these powers?
• Attends and votes at quarterly Delegate Meetings
• Attends and/or Participates with Delegate Standing Committees
• Brings Member Club’s proposals to the Delegates and/orDelegate Standing Committees
• A Member Club, through its Delegate, may propose amendments to the AKC Bylaws or AKC Rules directly to the AKC Board
• Informs all members of their Member Club of Delegate actions
• Acts as ombudsman for Member Club members dealing with AKC
What are the qualifications for a person to become a Delegate?
Required -- Article VI of the AKC Bylaws
• Represents a Member Club
• Both Member Club and individual are in good standing with AKC
• Meets all of the occupational eligibility criteria
• May not have been found guilty of or admitted to the theft, embezzlement or misappropriation of funds or property from an AKC Club
Suggested -- for perspective and continuity
• Ten year involvement in AKC events and/or activities
• Willingness to serve for five years or more
• Willingness to invest time, effort and expenses
• Willingness to speak up and become involved
• Willingness to engage others in crucial conversations
• Access and skills to use a computer or the support of someone with the access and skills
What should a Member Club expect from their Delegate?
• Long term (5 years or more) commitment to represent and serve the Member Club
• Commitment to attend and participate at Delegate Meetings
• A timely report on the actions taken at Delegate Meetings
• Presentation of actions/issues that will come before future Delegate Meetings
• When applicable, vote as directed by the Member Club
What should your Delegate expect from the Member Club?
• Long term appointment as Delegate
• A forum to report on what transpired at Delegate meetings
• Discussion and guidance on forthcoming actions/issues
• Assistance with Delegate expenses to expand who might become Delegates and to maximize their participation
Treasurer
Responsibility:
The Treasurer shall collect and receive all moneys due or belonging to the Club and inform the Board of its fiscal state by providing monthly accountings of the Club’s assets.
Procedures:
• Moneys shall be deposited in a bank approved by the Board, in the name of the Club.
• The Club’s bank account shall have as signatories on the account the Treasurer andPresident of the Club.
• The books of accounting of the Club shall at all times be open to inspection by theBoard, by a committee designated by the Board or by a professional auditing agency designated by the Board and a report shall be given at every meeting of the condition of the Club's finances and every item of receipt or payment not before reported.
• At the annual meeting an accounting shall be rendered of all moneys received and expended during the previous fiscal year.
• The Treasurer may be bonded in such amount as the Board of Directors shall determine appropriate, but not to be less than the assets of the Club.
Duties:
• Send out the membership dues notices in November of each year
• Maintain a membership list of those members in good standing for the purpose ofClub voting, qualifying for trophy sponsorship, the qualifying and retiring of challenge trophies, the paying of dues, Club mailings, social media groups and the sponsoring of new members.
• Make sure the yearly AKC membership dues and Incorporation dues are paid
• Serve on the Finance Committee
• Sign all financial contracts for Club functions4
• Serve as the Specialty Show Treasurer
Regional Director
Each Regional Director is to act as the liaison between the BPCA Board of Directors and the BPCA membership within their designated geographic boundaries as described in the BPCA.
Constitution and Bylaws Article III Section 4.
Regional Directors responsibilities shall include:
• Facilitating, supporting, and attending BPCA sanctioned and licensed AKC sporting events and activities which shall include but are not limited to:
1. BPCA Supported Entries, Regional Specialties AND the National Specialty.
2. AKC Meet the Breeds events
3. AKC and BPCA educational events
4. BPCA social functions i.e. “Picardy Parties”
5. Conformation and Performance events
• Providing information and facilitating contact when necessary with the BPCA National Rehome Coordinator (NRC). Follow up should be done within 3 days to ensure all necessary action is being taken.
• Working with the various BPCA Committees and their associated events, clinics, seminars, publications, etc.
• Attending the once monthly Board Meetings, the annual BPCA Club meeting, theBPCA National Specialty and participate in all Board voting measures.