DR. WILLIAM R. NEWMAN AKC DELEGATE MASTIFF CLUB OF AMERICA

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DR. WILLIAM R. NEWMANAKC DELEGATEMASTIFF CLUB
OF AMERICA
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ARTICLE OF INCORPORATION

• Most Parent Clubs are incorporated so they
  may function as such and not act as individuals
  with the personal liability that is resultant
  without the corporate shield.
• With that however comes the requirement of
  reporting to and following the mandates of the
  particular state in which the club is
  incorporated.
• 1. The articles of incorporation must be
  maintained and rules, regulations and
  requirements fulfilled to maintain that status.
  Since each state varies. you must be familiar
  with the regulations and follow them.
• 2. It would be best if they were kept in the
  hands of an officer and passed on with the
  necessary instructions.
• 3. These have nothing to do with a tax free
  status (or not-for-profit ) ruling, which is done
  separately.

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BY LAWS AND CONSTITUTION

• This is perhaps the most frequent cause of
  dissension amongst individuals in Parent Club,
  and that is because they are not followed as they
  should be. A well-scripted and devised set of by
  laws should stand the test of time and need to be
  modified occasionally when circumstances dictate.
• For this purpose, a by-law committee is
  essential as an ongoing group, not necessarily
  acting frequently but prudently when necessary.
  The staff of AKC has great expertise in these
  matters and is there to assist whenever changes
  are contemplated. It is best to approach them
  with the proposed changes and get a conditional
  approval before proceeding with the balloting
  process. In my experience, the by-laws
  themselves are not the problem, but the failure
  to follow them, especially as they involve
  meetings, elections and membership.

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TREASURY

• SHOW ME THE MONEY, JERRY was a line from
  a movie about professional athletes, but it is an
  area where more problems exist because there is
  not enough attention to detail.
• The treasurer is often just another member
  elected because they are willing to do a very
  important responsible position that no one else
  wants, therefore, it is very important for the
  club to have in place certain rules and methods
  of operation that must be followed to the letter.
  With the organization the size of the Mastiff
  Club, our current treasurer is a CPA and suggests
  that is what a large organization needs to be run
  correctly, especially since your federal, state
  and foundation reports to file. Some of the
  obvious and not so obvious hints from Heloise
  (actually her name is Cindy) are as follows
• 
  continued

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TREASURY

• 1. Bond The treasurer
• 2. All bills paid weekly, unless there is
  urgency.
• 3. All checks 500.00 or over require the
  accompanying signature of the Pres. Or V/Pres.
• 4. Bank statements balanced monthly and copies
  sent to the Pres. and Chairman of the Audit
  Committee for review
• 5. Audit Committee can review whatever,
  whenever, and consists of a board member,
  financial person and one other. Preferably with
  an accounting background.
• 6. Outside audit when the treasurer changes or a
  least 3 to 5 years.
• 7. Quarterly reports are published for the
  membership and the annual report is given at the
  annual meeting.
• 8. Cash activity is provided to the Audit
  Committee on a monthly basis for review.
• Most important is to know when to file a tax
  return and to whom.

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MEMBERSHIP TYPES AND QUALIFICATIONS FOR OFFICE

• This subject can vary although the Club
  Relations of AKC likes to keep things uniform and
  uncomplicated. (Check with Mike) But there can
  be various categories of membership which must be
  spelled clearly in the by-laws which have been
  approved by the membership in written in ballot
  and the AKC.
• We currently have four categories of
  membership, having added the juniors recently.
• 1. Juniors 10 to 18 if a member for 3
  consecutive years.
• 2. Associate people requesting membership who
  must be endorsed, wait one year and accepted to
  full status is there are no negative reports.
• 3. Active have been associate for one year and
  can participate, but not hold for three years.
• 
  continued

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MEMBERSHIP TYPES AND QUALIFICATIONS FOR OFFICE

• 4. Life for those who have been active members
  for 30 consecutive years. They do not pay dues,
  but can hold office.
• Note No one can hold office who has not
  been an associate for one year and active for
  three years. This gives you the opportunity of
  evaluating people before putting them in
  important, if not essential, positions in the
  organization. Yes you may have great people you
  cannot use, but you work around that and it is a
  hurdle easier then getting rid of a bad performer.

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CODE OF ETHICS, DISCIPLINE AND GRIEVANCE

• A Code of Ethics is always a hard item to
  enforce, and no matter of wording or regulation
  can dictate morality, honesty or good practices.
  But that does not mean that we should not try,
  not only to enforce but to lead by example. So
  we make every applicant for membership
  acknowledge that they have read and will comply
  with the organization. I personally do not
  subscribe to the logic of taking all comers and
  then overseeing their actions and performance.
  Again, I believe it is better to have people
  strive and work to belong i.e. make membership a
  desires statue, rather than take all comers and
  police their behavior.
• A Discipline, Grievance or Ethics Committee
  is necessary and must be a well-oiled and
  functioning group. Its makeup, function, and
  duties should be clearly spelled out in the
  by-laws and followed to the letter.
• 
  Continued

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CODE OF ETHICS, DISCIPLINE AND GRIEVANCE

• I hope this has given you food for thought,
  and although many are doing everything correctly,
  we can always pick up pointers and share
  information by networking with others. That to
  me is a prime reason for these conferences, and
  that is meeting new friends and networking.

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