Rogue Valley Kennel Club
Board of Directors Meetings Minutes
2021

RVKC Board Meeting Minutes, Wednesday, October 6, 2021
Meeting via conference telephone call.

Present: Lorain Abel, Kathy Phelps, Cherie Ball, Carolyn Strunge, Sandy Mazurek, Sharon Watson, Vanessa James

Absent: Mary Ward, Colleen Douglas

6:11 pm Meeting called to order by President Lorain Abel.

Minutes: Motion by Sharon Watson to approve the September Board minutes. Seconded by Kathy Phelps. Carried.

Treasurer’s Report:

  • A copy of the Treasurer’s Report for September had been sent to each Board member before the meeting. There were no comments or questions about the report.

  • Dues notices: The dues notices are ready to be mailed. The first notice will be mailed around October 15th. The second notice will be sent around November 10th since the USPS is now slowing mail delivery.

  • Dues to be mailed: Since the RVKC meetings will be via Zoom through December there will be no opportunity for members to hand in their dues in person and there is no drop off location. Thus, all dues payments will have to be mailed.

  • Sybil Longinotti, who just moved out of state, paid her dues for 2022 before leaving. She paid the amount for an Individual (Voting) membership. Kathy Phelps will contact Sybil to see if she meant to have an Associate (Non-voting) membership for 2022 since she lives out of state and cannot attend meetings.

Upcoming RVKC general meetings:

  • October: Meeting will be via Zoom. The slate of nominees for Officers and Board will be presented to the membership. Members will be reminded that nominations from the floor will be taken at the November meeting.

  • November RVKC meeting: Meeting will be via Zoom. Nominations from the floor will be called for.

COMMITTEES

2022 Show: Show Chair Carolyn Strunge reported planning is going well. A few more Judges need to be contracted.

OLD BUSINESS

Club financial details in meeting Minutes: Lorain Abel explained that it had been decided in the past to not record in the Minutes dollar amounts of the Treasurer’s reports since the minutes are not as private as needed for Club financial matters. The Treasurer’s reports, presented at each Board and General meeting, include details and there is ample opportunity for discussion and Members’ questions. Also, Members can always ask to see the detailed report. Motion by Sharon Watson to amend the September Board minutes to strike the dollar amounts and approve the minutes as amended. Seconded by Kathy Phelps. Carried. The September Board Minutes will be amended.

6:40pm Motion by Kathy Phelps to adjourn. Seconded by Cherie Ball. Meeting adjourned.

Respectfully Submitted,
Cherie Ball
RVKC Secretary



RVKC Board Meeting Minutes, Wednesday, September 8, 2021
Location: Fruitdale Grange.

Attendance:
Lorain Abel, Mary Ward, Kathy Phelps, Carolyn Strunge, Sharon Watson,
Colleen Douglas.

Absent:
Cherie Ball, Vanessa James, Sandy Mazurek

The meeting was called to order by Ms. Abel at 5:30 PM.

Minutes:
The minutes of the August Board meeting were reviewed. Sharon Watson moved and Colleen Douglas seconded that the minutes be accepted as submitted. The mi
nutes were approved as submitted.

Treasurers Report:
M
s. Phelps reported that a transfer to checking was double recorded in Quick Books. She was able to log the
mistake and made a log entry to cover the error. Ms Ward recommended contacting the accounting firm to fix the error in Quick Books. The
Treasurers report was reviewed, discussed and accepted as submitted. (These minutes amended to omit reference to actual amounts pursuant to the Board’s decision at the October Board meeting.)

Upcoming Meetings: There was a discussion of in-person vs Zoom meetings. It was suggested that the option of Zoom
meeting
s should be considered. Ms. Ward will contact Laura Reeves to see if she can set up the next meeting under her Zoom
number, or using her number to have Cherie
Ball facilitate the meeting. Ms Ward will explore getting the club their own zoom
number for future use.

The meeting was adjourned by Ms. Abel at 6:20 PM.

Respectfully
submitted,

Mary Ward
RVKC Vice President

RVKC Board Meeting Minutes, Wednesday, August 4, 2021
Meeting via conference telephone call.

Present: Lorain Abel, Mary Ward, Cherie Ball, Colleen Douglas, Carolyn Strunge, Sandy Mazurek, Sharon Watson.

Absent: Vanessa James, Kathy Phelps.

6:06 pm Meeting called to order by President Lorain Abel.

Minutes: Motion by Colleen Douglas to approve the July Board minutes. Seconded by Sandy Mazurek. Carried.

Treasurer’s Report: There was no Treasurer’s report. President Lorain Abel reported that she had some mugs engraved that can be made available for the club to give as gifts.

COMMITTEES

CGC Classes & Test: Everything is on track. Volunteers have been lined up to help. The Class may have to be cancelled if there is excessive smoke.

AKC Delegate: RVKC’s AKC Delegate, Paul Bodeving, has informed the Club that AKC Delegates’ meetings will transition from Zoom meetings to in-person meetings in September. Also, airfares are currently very expensive. After discussion, it was decided to let Paul decide which meeting, if any, he will attend that would most likely be beneficial to the Club. Paul is unable to attend the September meeting.

Show: A follow-up Show Committee meeting is planned. Show Chairperson, Carolyn Strunge, has collected many ideas for 2022. Judges are going to be much more expensive with travel costs so high.

Nominating Committee: A Nominating Committee needs to be formed by the September general meeting. One Board member and at least two additional Club members are required. Secretary will notify membership and email a call for volunteers.

Smoke in the area: Secretary will send an email notifying the membership and the people that have expressed interest in the CGC classes that there might be last minute changes on the day of the Club meeting and CGC class next week. The CGC class may have to be cancelled and the meeting might have to be moved indoors to the Fruitdale Grange. Colleen Douglas will confirm the room’s availability with the Grange.

September Board meeting: Because the September Board meeting is scheduled on the same day as the CGC testing, the Board meeting will be moved to the following Wednesday, ½ hour before the General meeting, indoors at the Fruitdale Grange.

Future General Meetings Venue: It was decided that the general meetings will be held indoors at the Fruitdale Grange starting in September.

Pooch Paw Raiders: Sharon Watson reported that the 4-H kids are getting ready to go to the State Fair at the end of August. The 2021 Budget included funds to help the 4-H kids go to the State Fair. Motion by Mary Ward to donate $400 to assist the kids’ trip to the Fair. Seconded by Carolyn Strunge. Carried.

6:41pm Meeting adjourned by unanimous agreement.

Respectfully Submitted,
Cherie Ball
RVKC Secretary



RVKC Board Meeting Minutes, Wednesday, July 14, 2021
Location: Tom Pearce Park.

Present: Lorain Abel, Mary Ward, Kathy Phelps, Cherie Ball, Colleen Douglas, Carolyn Strunge, Sandy Mazurek, Vanessa James.

Absent: Sharon Watson,

5:00 pm Meeting called to order by President Lorain Abel.

Minutes: The May Board minutes were approved. There was no June Board meeting.

Treasurer’s Report: Treasurer Kathy Phelps gave the Treasurer’s report; the report was filed for audit.


COMMITTEES

SHOW:

2022 Show Chairperson: President Lorain Abel appointed Carolyn Strunge Show Chairperson for 2022.

2021 Show review: There was detailed discussion about how the 2021 show went and suggestions for next year were offered. Comments and suggestions brought to the meeting in writing were given to Show Chairperson Carolyn Strunge for future reference.

A few of the suggestions:

  • Hospitality: Chairperson will be needed for 2022.

  • Judges’ Hospitality: Laura Reeves volunteered to do Judges’ Hospitality.

  • Stewards: More Stewards will be needed for 2022.

  • Venue layout: It was suggested to locate Hospitality, Photographer, and Show Supervisor in the same location. Catalog sales table should be near the Club trailer.

5:51pm Motion by Carolyn Strunge to adjourn. Seconded by Sandy Mazurek. Meeting Adjourned.

Respectfully Submitted,
Cherie Ball
RVKC Secretary

RVKC Board Meeting Minutes, Wednesday, June 2, 2021

There was no Board meeting since there was no business before the Board. Any business that occurs will be addressed at the General meeting.


Respectfully Submitted,
Cherie Ball
RVKC Secretary

RVKC Board Meeting Minutes, Wednesday, May 5, 2021
Meeting by conference telephone call.

Present: Lorain Abel, Mary Ward, Kathy Phelps, Carolyn Strunge, Sandy Mazurek, Sharon Watson, Colleen Douglas, Vanessa James


The meeting was called to order at 6:05 by Lorain Abel.


Minutes: Motion
by Sharon Watson to approve the Minutes from the April Board of Directors meeting. Seconded by Colleen Douglas. Carried.

Treasurer’s Report: Ms. Phelps reported that Evergreen Bank is changing their customer website. After that is complete, she will need to coordinate the integration with Quick Books. She manually balanced the checking account this month. The main income was from CGC class performed by Lucille Perry. Expenses were tires for the trailer and park deposit.

 

COMMITTEES

Show: There was a general update from Carolyn Strunge regarding show business. Everything is on track. Steward training will be performed soon. It was noted that if club members can perform the roles, expenses of hiring additional stewards will be minimized.

Meeting location: Colleen Douglas reported that she is checking with the Fruitdale Grange to see whether in person meetings may be held again at that location. Options will be presented as they become available. There was a general discussion of virtual vs in person meetings.

7:00 PM Motion by Kathy Phelps. Seconded by Mary Ward. Meeting adjourned.

Respectfully Submitted,

Mary Ward

RVKC Vice President

 

 

RVKC Board Meeting Minutes, Wednesday, April 7, 2021
Meeting by conference telephone call.

 

Present: Lorain Abel, Mary Ward, Kathy Phelps, Cherie Ball, Sharon Watson, Carolyn Strunge, Sandy Mazurek, Vanessa James.

Absent: Colleen Douglas

6:16 pm Meeting called to order by President Lorain Abel.

Minutes: Motion by Sharon Watson to approve the Minutes from the February Board meeting. Seconded by Sandy Mazurek. Carried.

Treasurer’s Report:

  • Each Board member received a digital copy of the Treasurer’s report prior to today’s meeting. Treasurer Kathy Phelps gave an abbreviated report. Report filed for audit.

  • The RVKC Intuit/Quickbooks subscription has been successfully changed to a $25 per month plan.

COMMITTEES

Awards: The Club Awards are all ready. There was discussion about when and how to best distribute them. It was decided that it would be more personal for the Club to present the Awards in person at a General meeting. There is optimism that with the current COVID restriction level the May General meeting may be held in person, either outdoors at a park or indoors at the Grange. It was decided to present the Awards at the meeting.

Donations: The Club received a request for a donation from the Canine Angels. The Club is restricting donations for 2021 due to the financial situation but it was decided to donate to the Canine Angels this year since they are giving a presentation at the May General meeting. Motion by Sharon Watson to donate $150 to the Canine Angels. Seconded by Mary Ward. Carried. Kathy Phelps will send Canine Angels a check with a thank you note for giving the presentation at the May meeting.

Show:

Indian Mary Park site: There has been concern about what the county COVID restriction level may be in June and the possibility that the Show might have to be cancelled. The restriction level will not be known until show time. However, the Park has informed the Show Committee that the show will not be cancelled by the Park. The event will be considered a private event since attendance will be by invitation only. The Show must be operated in compliance with all of the anti-COVID procedures required by state and local authorities. The logistics of the anti-COVID procedures were discussed. The Park deposit is refundable until 30 days prior to the event. Motion by Vanessa James to pay the refundable deposit of $500 to the Park. Seconded by Kathy Phelps. Carried.

Cancellation and MBF: Final decision about cancelling the Show must be made by April 28th when money will be owed to MBF for the Premium. There will be a Show Committee meeting several days prior to this date.

6:58pm Meeting Adjourned.

Respectfully Submitted, 

Cherie Ball

RVKC Secretary

 

RVKC Board Meeting Minutes, Wednesday, March 3, 2021
Meeting by conference telephone call.

 

Present: Lorain Abel, Mary Ward, Kathy Phelps, Cherie Ball, Sharon Watson, Carolyn Strunge, Sandy Mazurek, Vanessa James.

Absent: Colleen Douglas

6:08 pm Meeting called to order by President Lorain Abel.

Minutes: Motion by Sharon Watson to approve the Minutes from the February Board meeting. Seconded by Vanessa James and Sandy Mazurek. Carried.

Treasurer’s Report: Each Board member received a digital copy of the Treasurer’s report prior to today’s meeting. There were no questions, concerns, or discussion. Treasurer’s report filed for audit.

COMMITTEES

Awards: Rachel’s machine broke so the engraved bars will not be ready when planned. Since there will be no official Awards luncheon there is no strict time limit.

Show: Finding Conformation Stewards is on track.

NEW BUSINESS

AKC Virtual Rally: AKC has offered Virtual Novice Rally titles and has now added Advanced and Excellent Virtual Rally titles. These Virtual titles may be earned until December 31, 2021.

RVKC Intuit/Quickbooks plan: The current plan is $70 per month and provides services that the Club does not use, including multiple users. Treasurer Kathy Phelps investigated less expensive plans and there is a plan that allows for only one user at a cost of $25 per month. After discussion, it was decided that there should be a way for a person other than the Treasurer to access the account in case of an emergency. It was decided that the Club should proceed in a way that will minimize any insurance liability.

Budget: The Budget for 2021 was discussed in detail. Motion by Sharon Watson to approve the Budget as presented. Seconded by Vanessa James. Carried. It will be sent to the membership prior to the March RVKC meeting next week.

March RVKC general meeting: Instead of a Program, questions or concerns about the Budget will be discussed at the meeting without going over it line by line at the meeting.

RVKC Bylaws: Mary Ward is working on a draft of revisions to the Club Bylaws. If Bylaws do not forbid something then it is allowed. Thus, it is desirable to make Bylaws as general as possible to allow flexibility.

7:12pm Motion by Kathy Phelps to adjourn the meeting. Seconded by everyone. Meeting Adjourned.

Respectfully Submitted,
Cherie Ball
RVKC Secretary

 

RVKC Board Meeting Minutes, Wednesday, February 3, 2021
Meeting by conference telephone call.

Present: Lorain Abel, Mary Ward, Kathy Phelps, Cherie Ball, Colleen Douglas, Sharon Watson, Carolyn Strunge, Sandy Mazurek.

Absent: Vanessa James.

6:04 pm Meeting called to order by President Lorain Abel.

Minutes: Motion by Sharon Watson to approve the Minutes from the January Board meeting. Seconded by Colleen Douglas. Carried.

Treasurer’s Report: Each Board member received a digital copy of the Audit and the Treasurer’s report prior to today’s meeting. Treasurer Kathy Phelps gave a synopsis of the report. Treasurer’s report filed for audit. Budget committee will meet soon.

COMMITTEES

Awards: Awards chairperson Melanie Seepol sent a “last call” for Awards applications. There were few nominations for Member of the Year or Sportsperson of the Year.

Directory: The Directory is posted on the website for download and the few that were printed are ready for delivery.

Show:

  • The Premium was sent to MBF. It will have to be proofread when it is returned.

  • A judge has cancelled so another will have to be found.

NEW BUSINESS

Programs:

  • Nick Pisias will give a Zoom presentation on Lure Coursing at the upcoming Zoom general meeting.

  • Membership will be asked if they know anyone who can give a Zoom presentation of interest to the membership.

RVKC Bylaws: Mary Ward is working on a draft of revisions to the club Bylaws.

Future Board meetings: Until further notice, Board meetings will be conducted by telephone at 6:00pm on the first Wednesday of each month. The telephone number and entry code will remain the same.

6:31pm Motion by Mary Ward to adjourn the meeting. Seconded by Kathy Phelps. Meeting Adjourned.

Respectfully Submitted,
Cherie Ball
RVKC Secretary

 

RVKC Board Meeting MInutes, Wednesday, January 6, 2021
Meeting by conference telephone call.

 

Present: Lorain Abel, Mary Ward, Kathy Phelps, Cherie Ball, Colleen Douglas, Sharon Watson, Carolyn Strunge, Sandy Mazurek, Vanessa James.

5:06 pm Meeting called to order by President Lorain Abel.
Minutes: Motion by Sharon Watson to approve the Minutes from the November Board meeting. Seconded by Colleen Douglas. Carried.

Treasurer’s Report: Mary Ward, outgoing Treasurer, gave a synopsis of the treasury. Mary and Kathy Phelps, incoming Treasurer, did a December reconciliation together. Treasurer’s report filed for audit. After the audit is performed the Budget committee will meet mid January to prepare a budget for 2021. The Budget committee consists of Carolyn Strunge, Lucille Perry, and Jim Ball. Lorain Abel and Mary Ward will also participate. A draft of the Show budget has already been prepared. Transfer of accounts: Outgoing Treasurer Mary Ward suggested that she stay on the accounts for a period of time so she will be better able to help if necessary.

COMMITTEES

Awards: Awards chairperson Melanie Seepol will send awards applications out soon. Colleen Douglas, who is making the cutouts, needs to know what she needs to make soon since it takes time to make them.

Membership:

  • Two email notices for dues were sent to each member, followed by a letter to those who had not renewed yet, followed by phone calls to those who still had not renewed. This method of notifying the membership and collecting dues was judged somewhat slower than the previous method using only letters, but was deemed acceptable. A membership list will be prepared designating 2021 members and their level of membership.

  • It was pointed out that if, on the renewal form, an individual membership converts to a household membership, the second person would not have been voted into membership according to the bylaws.

A received Membership application: We received a membership application from a person living in Portland, Oregon. One of her sponsors, Vanessa James, explained that this person has a place on the Southern Oregon coast and that she intends come down for meetings and some other activities. She came to our Show in 2019. She makes dog show ribbons. The Board concluded that her application will be read when she attends a club meeting.

Show:

  • Preparations are coming along well.

  • All the judges have been contracted. Additional Breed judges may be needed.

  • Sharon Watson reported that the 4-H program is closed for an unknown time so they may not be available to help at the Show.

  • Deadlines are coming up for obligations to incur costs to the Club. February 10 is the deadline for when MBF would start working on the Premium which will cost $700. April is when the Premium list would be mailed. A proposal was made to plan on distributing only an electronic Premium. MBF maintains an extensive mailing list. MBF can distribute 3000 electronic copies for $240. May is the deadline to pay Indian Mary Park.

  • We cannot not predict what the COVID restrictions will be in June. The current status is that the Park is closed. One level of restrictions would limit the occupancy of the Park to 300 people at one time. It was suggested to try to consider something creative such as having part of the show at a different location or arranging to have people only be on the premises when they are showing and leave afterwards so there would be fewer people on site at one time.

RVKC Handling classes: The previous venue, the OSU Auditorium, is undergoing a total refurbishment due to asbestos. It is unknown if or when the venue will become available for the 4-H program and thus for Handling classes. It was decided that it is up to people interested in having a Club Handling Class to find a venue.

A multi Group Westminster AKC judge has moved to the area. She is offering Handling classes for a reasonable cost weekly at Home Away From Home Pet Spa.

January RVKC general meeting: The Grange is closed and it was suggested to try a Zoom meeting. It was suggested that Rheanna James has experience using Zoom and has agreed to help set up a meeting. The free version of Zoom limits the meeting time to 40 minutes. Secretary will send out notices and instructions. The meeting will include planning for the upcoming year.

CGC evaluator re-certifications: It was clarified that the evaluators pay for their own re-certifications and the Treasurer reimburses them.

RVKC’s Bylaws: RVKC’s Bylaws have not been revised for 8 – 10 years. Revision is now needed to allow for more flexibility to conduct remote, virtual meetings, and business via mail. President Lorain Abel has examples of other clubs’ Bylaws that were approved by AKC and address the need for options regarding remote meetings and voting by mail. Vice President Mary Ward will start the process of drafting revised Bylaws for the Club. Jim Ball volunteered to be a proofreader.

Contacting Lorain: Lorain reminded the Board that she reads her email at the office and she is not in the office on weekends or Wednesday afternoons. On the Wednesdays of the RVKC meetings, either email her early in the morning or, preferably, she can be reached by phone.

Future Board meetings: Due to a scheduling conflict, it was decided to change the Board meetings to 6:00pm on the first Wednesday of each month.

6:16pm Motion by Mary Ward to adjourn the meeting. Seconded by Vanessa James. Meeting Adjourned.

Respectfully Submitted,
Cherie Ball
RVKC Secretary