Newfoundland Club of America Board of Directors Meeting

Face to Face Meeting, November 3 & 5, 2000 (as amended November 28, 2000)

President Aura Dean called the NCA Board of Directors face_to_face meeting to order at 8:30 p.m. on Friday, November 3, 2000 at the Bavarian Inn, in Frankenmuth, Michigan. The following directors were present: Beverly Eichel (BE), Sandee Lovett (SL), Roger Frey (RF), Steve McAdams (SM), Mary L. Price (MLP), Tom Broderick (TB), Clyde Dunphy (CD), Joan Gunn (JG), and Robin Seaman (RS). Roger Powell (RP) arrived at 8:45 p.m. Absent was Frank Winnert (FW). Mary W. Price (MWP), AKC delegate, was also in attendance.

Aura Dean welcomed the Board and thanked them for their hard work on behalf of the NCA. On behalf of the Board, she thanked Sandee Lovett and the Great Lakes Newfoundland Club for coordinating our transportation from the airport and arranging for our hospitality during the weekend.

Roger Powell moved and Steve McAdams seconded to approve the minutes of the September 26, 2000 teleconference as amended. The motion carried unanimously.

Report of the President

Aura Dean, President, reported that her items have been placed on the published agenda. She announced that she had received notice from Kirby Dennis, Director of Support Services for the AKC, that the AKC had approved the NCA's flier to accompany all new Newfoundland AKC registrations. Use of the flier in new registration mailings is targeted for early 2001.

Report of the 1st Vice President

Beverly Eichel, reported that her items have been placed on the published agenda.

Report of the 2nd Vice President

Sandee Lovett, Second Vice President and Committee Liaison, reported that there were two committee vacancies that we should consider at this meeting and that a Working Dog Committee pamphlet on draft dog equipment will be forthcoming. The text and the drawings are complete and the final draft will be presented to the Board for approval.

Report of the Recording Secretary

Roger Frey reported that the amended minutes of the June 20, 2000 teleconference have been submitted to Newf Tide for publication and that a copy had been distributed to the Board in the face_to_face meeting packet. The September 26, 2000 teleconference meeting minutes have been distributed and require approval. He further reported that he has received three nominations by petition for the upcoming Board election. Those nominees are Lynn Anderson, Mary Lou Cuddy, and Patrick Randall.

Pursuant to our constitutional guidelines, the six Board members not running for re_election, (RF, BE, SM, TB, SL, RP), appointed the following ballot inspectors: Lee Ann Hughes, Lonnie Specht, and Manette Jurczyk, and the following three alternates: Pat Mahoney, Wendy Calkins, and Michelle Januale.

Clyde Dunphy moved and Roger Frey seconded that the Recording Secretary secure a post office box to be used for the purpose of receiving ballots. The motion passed unanimously.

Report of the Corresponding Secretary

Steve McAdams reported that all correspondence received as of November 2, 2000 has been answered. His other items are included on the published agenda.

Report of the Treasurer

Mary L. Price reported the following cash balances as of November 2, 2000: Checking Account; $11,586.47, Savings Account; $58,964.10, CDs; $184,004.38, "Distinguished Member" Restoration Fund; $17,307.25, Uniform Trophy Fund; $6,039.97 for a total of $277,857.17.

Mary also reported the receipt of the Finance Report of the 2000 NCA National as submitted by the Newfoundland Club of New England (NCNE). In keeping with the practice of previous National Specialty host clubs, NCNE donated the costs of the VN rosettes, catalogs for Judges Education Committee Seminar participants, and the required NCA pages in the catalog, all of which the Board gratefully acknowledged.

Report of the AKC Delegate

Mary W. Price reported on the Delegates meeting held in September, at which time numerous by_law amendments dealing with governance were adopted. The number of board members will be increased by one, bringing the total to 13 and alleviating the possibility of tie votes. Additionally, board terms will be limited to two consecutive four_year terms, and board meetings will be reduced from 12 to eight meetings per year. These revisions will be effective January 1, 2001. At the December board meeting, Delegates will consider proposals dealing with Delegate eligibility and types of club memberships. Mary requested direction in casting the NCA's vote on these issues. She was directed to vote against the proposal to change the eligibility of Delegates and to vote in favor of the proposal to increase the number of types of club membership. Mary further reported that the Parent Club Committee is planning a conference dealing with rescue and canine health topics. The conference is likely to be held in the fall of 2001. She also reported that AKC's Invitational show featuring the top 20 dogs of each breed will be held in Orlando, Florida, on December 12, 2001.

Sandee Lovett moved and Joan Gunn seconded that only the voting record and no dissenting rationale be recorded in the Board's meeting minutes and that the voting record on every motion be listed by name of those voting in the affirmative, negative, abstaining, and absent. The motion carried 9 in favor: (AD, BE, SL, RF, MLP, JG, TB, RS, RP) 2 opposed: (CD, SM) and 1 absent: (FW)

Joan Gunn moved and Roger Frey seconded that the Board request the Judges Education Committee to review their policy as it pertains to reimbursement for attending Judges Education Presentations when showing their own dogs.

Tom Broderick moved and Robin Seaman seconded to call the question. The motion to call the question was carried unanimously.

The original motion was defeated 4 in favor (MLP, JG, RF, CD) 7 opposed: (AD, SL, BE, TB, RS, RP, SM) and one absent: (FW)

At 10:55 p.m. the Board recessed.

Aura Dean reconvened the meeting at 8:02 a.m. on Saturday, November 4, 2000. With the exception of Frank Winnert, all Board members and our AKC delegate were in attendance.

The Board divided into four groups to discuss: What should be some of the long_range goals of the NCA? Each group reported back with their ideas as follows:

Group 1: Roger Frey, Sandee Lovett, and Mary W. Price

1. Improve Communication (More one on one phone calls, letters, make communication more personal, pick up e_mail daily)

2. Improve conflict resolution skills

3. Involve a greater circle of our members in NCA activities (tap our talent)

4. Be more proactive to make sure our Newfs are placed in responsible homes (registration papers signed by all owners, show on limited registrations)

5. Continue to work toward improving the health of our dogs

6. Encourage good sportsmanship at all NCA/AKC functions

7. Encourage continued education of new Newf owners in all areas (subscriptions to Newf Tide and encourage regional club membership for newsletter)

Group 2: Tom Broderick, Steve McAdams, Mary L. Price

1. Work toward focusing on and achieving the objectives in the Constitution

2. Provide leadership and direction for all NCA activities

Group 3: Clyde Dunphy, Joan Gunn, Robin Seaman

1. Continue to build on health and health_related programs

2. Improve and expand breeder education programs

3. Reach out to non NCA members

4. Expand NCA Charitable Trust

5. Define benefits of being an NCA member

Group 4: Aura Dean, Beverly Eichel, Roger Powell

1. Healthier Newfs

2. Educate breeders and owners

3. Better Communication

4. Have a high proportion of litters bred by NCA members

5. Have the Board concentrate on long_range goals

6. More information on health/soundness (provide it through committees to give it to members from many perspectives)

It was the consensus of those in attendance that this was a worthwhile endeavor with very positive results.

After these group discussions, Roger Powell moved and Beverly Eichel seconded that a standing, Board_appointed Steering Committee be created to review the NCA's long_term goals and to develop objective ways to measure the NCA's progress in reaching them. The motion was carried unanimously.

At 9:03 a.m., Joan Gunn moved and Clyde Dunphy seconded to go into executive session. The motion was carried unanimously.

At 9:15 a.m., Steve McAdams moved and Roger Powell seconded to come out of executive session. The motion was carried unanimously.

As a result of executive session the Board appointed the following members to the Steering Committee: Roger Powell, chairman; Tom Broderick and Clyde Dunphy, members.

The Board discussed the schedule for the face_to_face meetings at the National Specialty. The Board will meet on Tuesday, April 3, 2001 at 7:30 a.m.. It was the consensus of the Board that an open forum for committee chairs and NCA members will take place.

The Board discussed management options and concerns for the NCA Charitable Trust. A lengthy discussion ensued. Roger Powell moved and Clyde Dunphy seconded that an ad hoc committee be appointed to develop a proposal to set up a structure for the management of the NCA Charitable Trust. Steve McAdams moved and Tom Broderick seconded to call the question. The motion to call the question was carried unanimously. The original motion was also carried unanimously.

At 9:50 a.m., Tom Broderick moved and Joan Gunn seconded to go into executive session. The motion was carried unanimously.

At 10:00 a.m., Steve McAdams moved and Roger Frey seconded that the Board come out of executive session. The motion was carried unanimously.

As a result of discussion which took place in executive session, the Board appointed the following to the ad_hoc committee to consider a plan for the structure and management of the NCA Charitable Trust: Clyde Dunphy; Chair, David Helming, Mary L. Price, and Frank Winnert.

Steve McAdams presented the nominees for the AKC's Lifetime Achievement Awards 2001.

It was the consensus of the Board that the we vote for the following nominees for the AKC's Lifetime Achievement Awards 2001: in the Conformation category, Dorothy Nickles; in the Obedience category, Nancy Pollock; and in the Performance category, A. Nelson Sills.

Corresponding Secretary Steve McAdams presented a letter from the AKC regarding an airline embargo. Steve further reported that he had received a request from Kaye Forrester from Australia for permission to use the NCA's Illustrated Guide.

Beverly Eichel moved and Steve McAdams seconded that the NCA give written permission to the Newfoundland Club of Australia to use the NCA's Illustrated Guide as a judge's education tool. The motion was carried unanimously.

Aura Dean reported that she received a request from Loredana Salina, NCA member from Switzerland, for permission to translate our Standard into German, French, and Italian. Roger Powell moved and Tom Broderick seconded that the NCA not approve translations of our Illustrated Guide or Standard. The motion was carried unanimously.

Regional Specialties

Regional Specialty Chairperson Tom Broderick reported that he had received an update from the AKC pertaining to rules governing the hosting of shows by non_member and non licensed regional clubs. As per AKC regulations regarding dog shows, only licensed or member dog clubs can hold specialty shows. Since none of our regional clubs are recognized by the AKC, the regional club's name, logo, and Board of Directors may not be printed in the premium list or catalog. Also, checks may not be made payable to the regional club. The regional club's name may, however, be listed for trophy donations. The Board instructed Beverly Eichel, Regional Club Liaison, to convey this information to the regional clubs.

Tom further reported about problems regarding the number of Awards of Merit presented at regional specialties. It was the consensus of the Board to remind all specialty chairs to make themselves familiar with that portion of the specialty guide which pertains to the procedure for presentation of these Awards of Merit and that it is the responsibility of the regional club to ensure that the correct number of these awards are presented.

At 11:05 a.m., NCA member Steve Britton joined the meeting as an observer.

Tom Broderick moved and Beverly Eichel seconded that we accept the recommendation of the Versatile Newfoundland (VN) Committee Chair Jacqueline Brellochs that co_owner or breeder requests for additional VN certificates may be made at any time during the year, however, these additional certificates will only be mailed in March. The cost of ordering an additional patch, pin, and certificate shall be increased to $12. The motion was carried unanimously.

At 11:30 a.m., Tom Broderick moved and Clyde Dunphy seconded that the Board go into executive session. The motion was carried unanimously.

At 11:53 a.m., Tom Broderick and Joan Gunn seconded that the Board come out of executive session. The motion was carried unanimously.

As a result of executive session, Lee Ann Hughes was appointed to fill the vacancy created by the resignation of Moreen Ohs on the National Specialty Uniform Trophy Committee. Further, it was the consensus of the Board that the Specialty Guide Chair of the National Specialty Committee should be or have been the show chair or co_chair of an NCA National Specialty, or the chair of an all breed show.

During executive session, the Board also approved the November 2, 2000 list of applicants for NCA membership.

At 12:10 p.m., the Board recessed.

At 12:45 p.m., the Board reconvened. With the exception of Frank Winnert, all directors and the AKC delegate were present. Great Lakes Newfoundland Club members Ron and Ann Thibault and family, Ron Pemberton, Mike Lovett, and Steve Britton were also in attendance.

Regional Club Liaison Beverly Eichel reported on an inquiry received from Shawn Phillips (Pennsylvania) regarding publication of regional club cystinuria clinics. Regional clubs are reminded to communicate the dates of these clinics to their memberships.

Distinguished Member Restoration

Ron Pemberton, Distinguished Member Restoration Project chair, updated the Board on his communication with the Tate Gallery in England relative to the completion of the restoration of the painting. It was his recommendation that since, as of yet, we have not located a museum that could provide the level of security required by the Tate Gallery that we provide the money for the restoration and inform them that we wish to continue our quest to bring this treasure to the U.S. for our members to see. It was the consensus of the Board that we try to obtain a photograph of the restored painting.

Clyde Dunphy moved and Beverly Eichel seconded that the Board approve the allocation of the donated funds for the restoration of the painting. The motion was carried unanimously.

Memorial Trophies

Ron Pemberton, ad hoc Memorial Trophy Committee chair, updated the Board on the memorial trophies. The Best of Winners and Best of Opposite Sex memorial trophies for the years 2000_2003 are in inventory. He also demonstrated the carrying cases which he and Dale Arvin had designed and made for the safe storage and transportation of the trophies. He also showed the Board the new bases which were made for these trophies. The molds for these trophies are to be delivered from the artist in Holland and he will advise the Board when they are received. He also reported on the Memorial trophy which lists the BOB winners. He plans to clean the Newfoundland head and name plates and to restore the wooden plaque portion and he presented plans for a carrying case to be built for this trophy.

Beverly Eichel moved and Roger Powell seconded that the Board approve the appropriate funds to renovate the BOB trophy to accommodate more nameplates. The motion was carried unanimously.

Beverly Eichel moved and Roger Powell seconded to appropriate the funds for the travel boxes and renovations to all perpetual memorial trophies. The motion was carried unanimously.

At 1:45 p.m., the Board recessed to go on a tour of the 2001 show site.

At 3:45 p.m., the Board reconvened.

Sandee Lovett introduced Jim Engel, the general manager of the Bavarian Inn, who expressed his excitement that we had chosen the Bavarian Inn to be the host hotel for our National Specialty and assured us that they would do all they could to make our specialty a great success.

Research Advisory

Roger Frey moved and Roger Powell seconded that we approve the recommendation of the Research Advisory Committee and recommend that the Charitable Trust fund the grant titled: The Molecular Cytogenetics of Canine Lymphosarcoma; Correlating Chromosomal Changes with Clinical Disease, Principal Investigator: Robert Dunstan DVM, MS, Dept. Veterinary Pathobiology, Texas A&M University, Co_PI: Mathew Breen, Ph.D. Genetics Section, Animal Health Trust, UK, Total requested from NCA Charitable Trust $1,400 for year one and $1,600 for year two. The motion was carried unanimously.

Rescue Prevention

The Board reviewed three recommendations submitted by the ad_hoc Rescue Prevention Committee.

Clyde Dunphy moved and Steve McAdams seconded to accept the first recommendation of the ad_hoc Rescue Prevention Committee that the NCA introduce a resolution to the AKC that would require all owners to sign all documents. The motion was carried unanimously.

It was consensus of the board that Steve McAdams, corresponding secretary, write a letter to all Board members of the AKC and its CEO, and that Mary W. Price, AKC Delegate, convey our feelings to the AKC Parent Club Committee regarding this matter.

Steve McAdams moved and Tom Broderick seconded to not accept the second recommendation of the ad hoc Rescue Prevention Committee that the NCA introduce a resolution to the AKC that would allow dogs on limited registrations to be shown and earn AKC championship points. The motion was carried, six in favor (TB, MLP, SM, BE, JG, RS) five opposed (RF, AD, RP, SL, CD) one absent (FW).

Roger Powell moved and Clyde Dunphy seconded that we accept the third recommendation of the ad_hoc Rescue Prevention Committee which would require that NCA members must attest to using non_breeding spay/neuter contracts and/or limited registrations for the puppies they place, when appropriate, to be able to appear on the NCA Breeders List. The motion was carried.

At 4:23 p.m., Clyde Dunphy moved and Steve McAdams seconded that the Board go into executive session. The motion was carried unanimously.

At 4:25 p.m., Steve McAdams moved and Robin Seaman seconded that the Board come out of executive session. The motion was carried unanimously.

As a result of executive session, the following were appointed to the ad_hoc Rescue Prevention Committee: Patrick Randall and Tracy Warncke.

Mary L. Price presented an in_depth analysis that she and Tracy Warncke prepared from the AKC Stud Book statistics regarding Newfoundlands.

Roger Frey moved and Steve McAdams seconded that we publish in Newf Tide the AKC Stud Book analysis as presented by Mary L. Price. The motion was carried unanimously.

Clyde Dunphy moved and Joan Gunn seconded that we reprint the Newfoundland pages from the AKC Stud Book, once permission to do so is obtained, in an economical manner and distribute them to the membership on an annual basis. The motion was carried unanimously.

Tom Broderick moved and Clyde Dunphy seconded that the NCA take advantage of the program offered by the AKC to produce Newfoundland statistics on an annual basis for a cost not to exceed $400 for the first year's participation and $200 for every year thereafter. The motion was carried unanimously.

Clyde Dunphy, ad hoc Database Committee chair, reported that the NCA will need to buy software to bring our database up to date. The estimated cost is $5,000 which includes the software and the cost of inputting data. Tom Broderick moved and Steve McAdams seconded that the NCA allocate the necessary funds not to exceed $5,000 to improve the database. The motion was carried unanimously.

It was the consensus of the Board that a letter of gratitude be sent to Bob Rogers and Dawn Fretts for their dedicated and untiring service to the NCA as Database Committee members.

Sandee Lovett, NCA Committee Liaison, presented a job description for the Companion Newf Committee as submitted by Barbara Frey, chair.

Sandee Lovett moved and Roger Powell seconded that we approve the job description and reaffirm that the name of the committee is Companion Newf Committee. The motion was carried unanimously.

Newf Tide Policy

Aura Dean, Newf Tide Policy Committee (NTPC) chair, presented the printer and editor bids for the contract years 2001_2003, as well as details on four NTPC recommendations.

Steve McAdams moved and Clyde Dunphy seconded to approve the recommendation of the NTPC to renew our contract with our current editor, Jan Boggio, and with our printer, the Printing Center. The motion was carried unanimously.

Beverly Eichel moved and Roger Frey seconded that the minutes reflect that the Board commends Jan Boggio and Newf Tide volunteers, Marie Acosta, Todd Bennett, Dawn Fretts, Becky Goertz, Rhoda Hartmann, Ingrid Lyden, Pam Newsom, Sue Mendleson, Maredith Reggie, Pamela Van Giessen, and Beth Sell, for their hard work and commitment to our magazine. The motion was carried unanimously.

Roger Powell moved and Clyde Dunphy seconded to accept the recommendation of the NTPC as presented regarding Working Dog articles that would require test_giving clubs to submit by the designated deadline all information on a form provided by the Newf Tide editor. The editor would compile one running story putting together all the information provided by the regional clubs. Clubs may submit pictures to be used on a space available basis, unusual or special interest items may be submitted as a separate feature item. The motion was defeated, 3 in favor (CD, AD, RP) 8 opposed (SL, TB, SM, MLP, RS, JG, BE, RF) 1 absent (FW).

Clyde Dunphy moved and Roger Powell seconded that regional clubs hosting Working Dog events would have the option of submitting a full page article as per present policy or use the form as presented by the NTPC. The motion was carried unanimously.

Clyde Dunphy moved and Joan Gunn seconded to approve the recommendation of the NTPC as amended to adopt a policy regarding the use of titles in any NCA publication. The motion was carried unanimously. (See page 62 in this issue of Newf Tide for full text of policy.)

Steve McAdams moved and Tom Broderick seconded that we approve the NTPC recommendation regarding health certifications as amended. The motion was carried unanimously. (See page 62 in this issue of Newf Tide for full text of policy.)

At 6:25 p.m., the Board recessed.

At 8:10 a.m., Sunday, November 4, the Board reconvened with all Board members (except Frank Winnert) and our AKC Delegate in attendance.

Beverly Eichel moved and Roger Frey seconded that we amend the policy regarding articles and letters to the editor submitted to Newf Tide as follows: "Any submission for publication that is critical of any person or any NCA Board or Committee policy be treated the same as a Letter to the Editor, and will be treated accordingly."

The motion was carried 10 in favor (AD, RP, SL, TB, MLP, SM, CD, RS, BE, RF) and two absent (JG, FW)

It was the consensus of the Board that the NTPC define a policy for the use of author biographies.

At 8:55 a.m., Steve McAdams moved and Sandee Lovett seconded to go into executive session. The motion was carried unanimously.

At 10:55 a.m., Roger Powell moved and Clyde Dunphy seconded to come out of executive session. The motion was carried unanimously.

As a result of executive session, the NCA Board directed the Working Dog Committee (WDC) to develop for submission to the Board a set of policies and procedures to deal with unsportsmanlike conduct which may be prejudicial to the breed by anyone attending an NCA working dog event. The Board directed the WDC to use their newsletter to remind working dog judges and WDC members that they are held to a higher standard of conduct. Further, the Board directed that a letter be sent to two individuals regarding possible unsportsmanlike conduct at a working event. The Board responded to a letter from a regional club concerning possible unsportsmanlike conduct at a working event. The Board reminded the club of the existing grievance procedure in place for Working Dog Events. In addition the Board directed the WDC to address the following issues and submit a report to the Board: (1) Review the current Grievance Procedure as it concerns the filing of a grievance against a judge. (2) Develop a set of policies and procedures to address unsportsmanlike behavior, which is prejudicial to the sport, on the part of anyone attending a working event (exhibitors, judges, and spectators alike). (3) Establish a Code of Conduct for working test judges, which parallels the guidelines for AKC judges, emphasizing that they are held to the highest standards of conduct. The Code of Conduct should be communicated to all approved judges via the Judges' Corner newsletter and furthermore that anyone representing the NCA in any official capacity, especially NCA Board members, are to be held to the highest standard

At 11:00 a.m., the Board recessed.

At 11:28 a.m., the Board reconvened.

Beverly Eichel updated the Board regarding the NCA's Archival Project.

Clyde Dunphy moved and Robin Seaman seconded that a copy of a marked catalog from all NCA events (working dog tests, regional and national specialties) be forwarded to the Historian for deposit in the Archives maintained by the AKC. The motion was carried unanimously.

Beverly Eichel moved and Tom Broderick seconded that the Board direct the historian to send appropriate material to the AKC Archives on an annual basis. The motion was carried 10 in favor (AD, TB, MLP, JG, RP, RF, BE) and 2 absent (CD, FW)

It was the consensus of the Board that Beverly Eichel respond to Geraldine Hayes, the AKC's archivist, regarding the use of the NCA archived materials as follows: Anyone may request to see the materials, access would be universal, however, nothing is to be removed from the AKC's protection without the express written permission of the Newfoundland Club of America's Board of Directors.

At 12:07 p.m., Clyde Dunphy and Steve McAdams were excused due to travel arrangements.

Beverly Eichel moved and Roger Powell seconded that a policy be created to deal with the disposition of past grievance materials and the maintenance of a list of grievances and their dispositions. The materials would be kept for seven years and a list will be maintained by the president. The motion was carried unanimously.

Beverly Eichel moved and Tom Broderick seconded that a list of applicants whose applications for membership have been denied be maintained by the Recording Secretary and that the Membership and Arbitration Committee chairs have access thereto. The motion was carried unanimously.

Tom Broderick moved and Robin Seaman seconded to untable consideration of the Newfoundland Coloring Book as presented by the General Education Committee. The motion was carried unanimously.

Tom Broderick moved and Beverly Eichel seconded that the Newfoundland Coloring Book and the Board's suggestions for the same be sent back to the General Education Committee for revision. The motion was carried unanimously.

At 12:40 p.m., Joan Gunn moved and Roger Powell seconded that the Board go into executive session. The motion was carried unanimously

At 1:27 p.m., Tom Broderick moved and Joan Gunn seconded that the Board come out of executive session. The motion was carried unanimously.

During executive session the Board appointed the Nominating Committee for 2001 as follows: Lynda Stierle (chair), JoAnn Wucherer, Linda Morley_Roser, John Adams, and Brenda Santiago. Alternates: Bob Ohle and Susan Wagner.

The next meeting of the Board will be a teleconference scheduled for Tuesday November 28, 2000 at 7:00 p.m. (CDT).

At 1:30 p.m., Tom Broderick moved and Beverly Eichel seconded to adjourn. The motion was carried unanimously.

Respectfully submitted,

Roger S. Frey, Recording Secretary