Policy

TERRIER ASSOCIATION OF OREGON POLICIES

JANUARY 2018

  1. PURPOSE AND PROCEDURES
  2. The policies shall be a plan of operation for the good of the club.
  3. Policies shall be maintained by the secretary in electronic form and be made available to club members.  
  4. The president and the secretary shall maintain an updated ‘hard copy’ of the policies and present a ‘hard copy’ to the newly elected President and Secretary by or on the first board meeting.
  5. MEMBERSHIP
  6. The Vice President shall be the Membership Chairperson.
  7. Prospective members must attend two general meetings to be eligible to submit an application for membership.
  8. The Membership Chair shall provide each prospective member with a Member Packet which shall include the Bylaws and Policies, and membership application.
  9. The applicant shall be voted on during his/her third general meeting. The applicant shall agree by signature to abide by the TAO Bylaws and Policies prior to the vote.
  10. The Membership Chairperson shall notify the prospective member of the outcome of the general membership vote, and provide the secretary with a copy of the new member application.
  11. The secretary and webmaster shall add the new member information to the membership roster and website respectively.
  12. Life Memberships shall be automatically granted to those members with twenty-five consecutive years of membership in good standing with the TAO.
  13. The Treasurer shall notify the Membership Chairperson of paid members (as of March 1 each year.) The membership chair will identify any members who have reached 25 years and qualify for the Lifetime membership and prepare to honor them at the next Christmas party with a certificate and or a gift.
  14. The membership chairperson shall notify the Board, and the member of the lifetime membership qualification in writing. The secretary shall notify the membership.
  15. The annual dues shall be $10.00. New members voted in and paying dues on or after the October meeting, will be paid members for the following year.
  16. The membership chairperson shall present each new member with a Terrier Association of Oregon membership pin.
  • TERRIER ASSOCIATION OF OREGON SHOWS
  • Show Chairperson
    • The Board shall appoint a Show Chairperson at least 12 months in advance of the show.
    • The appointee for Show Chairperson shall have had previous experience as a Show Chairperson or Assistant Show Chairperson.
    • Show Chairperson shall establish and maintain good communication with the Cluster Show Chairperson.
    • The Show Chairperson shall contact the Specialty Clubs affiliated with the Terrier Association of Oregon Show.
    • The Show Chairperson shall select a committee as appropriate to meet the show and Premium List deadlines.
    • The Show Chairperson shall endeavor to produce a profit.
  • Judges Selection
    • The Show Chairperson shall send a request for suggestions of judges to all members and Specialty Clubs.
    • The Show Chairperson shall compile the list of Judges and present the list at a General Meeting or via email for prioritization from the members. The list shall include the list of Judges from the Cluster Shows.
    • Specialty Clubs having Specialties or Supported entries at TAO Shows shall be given preference in their requests.
    • Club members may judge at TAO shows and shall be contracted as with any other judge.
    • TAO shall give extra consideration to Terrier provisional judges and Terrier Breeder judges.
  • Contracts
    • All TAO standard contracts shall be used by the Show Chairperson and Committee (see attached example template).
    • Changes to the standard contract must be given prior approval by the Board before the contract can be used.
  • Entry Fees
    • The Board shall determine the entry fees for TAO Shows.
    •  Puppy, Bred-By-Exhibitor, and Veterans classes (if offered) shall be at a reduced rate.
    •  Junior Showmanship fees shall be kept as low as possible.
  • General Show Policies
    • The President and the Show Chairperson and his/her immediate family living in the same household, shall not personally handle any dog at the TAO Shows.
  • Ring Stewards
    • TAO members shall not be paid to steward.
    • The ring stewards shall receive lunch and parking pass.
    • Club members who commit to ring stewarding all day shall be given preference over nonmembers.
    • A meal shall be provided for the Show Chairperson, Chief Ring Steward, Judges, and Sweeps Judges, and others at the discretion of the Chair.
  • LICENSED SPECIALTY SHOWS AT THE TAO SHOW
    • Where the TAO pays for the judge, the specialty clubs shall be reimbursed a minimum of $3.00 per dog entered in regular classes.
  1. TAO shall payout 100% of all Sweepstakes entry fees.
  2. Where the specialty club wants to supply the judge or requests an available judge that falls outside of the TAO’s financial criteria, a reimbursement agreement will be determined, in addition to the above offerings, between the two clubs, and must be approved by the Show Chair.
  3. TAO shall provide rosettes for, but not limited to, BOB, BOS, BOW, WD, WB, SELECT, BBE and Highest Scoring Obedience and Highest Scoring Rally and Highest Combined Score for Specialty clubs holding a Specialty Show.
  4. Any additional rosettes or awards will be paid for by the Specialty clubs at the discretion of the Show Chair.
  5. SUPPORTED ENTRIES AT THE TAO SHOW
  1. There shall be no reimbursement for any regular class entry fees.
  2. TAO shall payout 100% of all Sweepstakes entry fees.
  3. TAO shall provide rosettes for, but not limited to, BOB, BOS, BOW, BBE, WD, WB, SELECT, for the supporting club.
  4. Any additional rosettes shall be supplied by the supporting club.
  5. TAO TROPHIES
    1. The Club offering as a minimum, is as follows:
      1. BOB, BOH, BBE in all breeds – rosette.
      1. First through Fourth Group Placements – trophy and rosette.
      1. All group trophies shall be TAO specific unless trophy is cash.
      1. High Scoring in Trial Obedience, Rally A, Rally B, Rally Excellent – trophy
      1. High Combined Score trophy.
      1. Best Junior Handler – Trophy, and rosette.
        Best Junior Handler – $100 Gift Card. Runner Up $50 Gift Card.
      1. Qualifying ribbons shall be awarded for Obedience and Rally.
      1. BBE Group First Award $500 award.
  1. Responsibility for storage of all trophies shall be the trophy chairperson.
  2. Group Placement awards/trophies and their cost shall be presented to the Board for approval.
  3. SHOW EXPENDITURES
    1. No show expenses shall be reimbursed, unless prior approval is given for the expense, by the Show Chairperson or the Board of Directors.
  1. Expenses submitted to the TAO Treasurer must be accompanied by a receipt.
  2. CLUB POST SHOW FUNCTIONS
    1. Club post show functions shall be at the discretion of the Show Chairperson.
    2. TAO shall pay for show chairperson and all judges (including sweeps judges) to attend the post show function.
  3. ELIGIBILITY FOR OFFICE
    1. To be an eligible candidate for an office (President, Vice President, Secretary, Treasurer,) a candidate shall be a member of TAO for at least one year.
  4. GENERAL MEETING DATES
    1. General meetings shall be held on the fourth Tuesday of the month.
  5. PLAQUES
  1. Any club member earning a title on a terrier is entitled to one plaque; any titles completed shall receive nameplates that can be hung from the original plaque.
  2. The Board shall appoint a member to be in charge of plaques and nameplates not later than September for that year.
  3. The plaques and nameplates shall be awarded for the calendar year, November 1 through October 31, and shall be awarded at the annual Christmas event.
  4. A Plaque and Nameplate form shall be submitted for each title by members entitled to receive the awards.
  5. GUIDELINES FOR WEBSITE
  1. The Club Website shall include, but not be limited to, Constitution and By-laws, Board Members, and General Membership list (with breed and e-mail address only), General Meeting dates and Events.
  2. The Board shall be responsible for the content of the Website.
  3. FINANCIAL REPORT
  1. The Treasurer and Show Chair, within sixty days after any TAO event, shall submit to the Board, a written, itemized, Profit and Loss statement for said event to be presented when available to the membership at the next General Meeting.
  2. The President, in addition to the Treasurer, shall be an authorized signer on the Club’s bank accounts.
  3. The TAO Treasurer shall submit the Oregon Corporation/Limited Liability Company paperwork to the Secretary of State, prior to the annual August deadline every year. This shall include changes in officers on the Oregon Secretary of State Change Report Form.
  4. The Oregon Corporation/Limited Liability Company Registrar shall be the TAO treasurer.
  5. An audit committee appointed by the TAO board will review the books at every change of treasurer in addition to the annual review outlined in the Bylaws.
  6. ANNUAL BOARD MEETING
  1. The Annual Board Meeting shall be the regularly scheduled meeting of the TAO Board following the Annual General Meeting.
  2. The Annual Board Meeting shall be attended by the previous and current Board Members in order to review any unfinished business of the Board and to turn over any materials to new officers, where applicable.
  3. SECRETARIAL DUTIES
  4. Shall include but not be limited to managing a recording secretary assistant, notifying the AKC and TAO accountant of the Board of Director changes, writing and disseminating approved meeting minutes within one week, maintaining and disseminating updated membership roster, receiving and disseminating club correspondence, and other duties as outlined in the Bylaws.
  5. COMMUNITY OUTREACH
  6. TAO will support the National Animal Interest Alliance (NAIA) annually with $250.