Rogue Valley Kennel Club
Board of Directors Meetings Minutes
2021

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