NEWFOUNDLAND CLUB OF AMERICA, INC.

 

BOARD OF DIRECTORS

FACE-TO-FACE MEETING MINUTES

HOLIDAY VALLEY RESORT, ELLICOTTVILLE, NY

April 21-22, 2003

 

President Tom Broderick called the face-to-face meeting to order at 7:16 p.m. Eastern time on Monday, April 21, 2003. The following directors were present: Tom Broderick (TB), Mary Lou Cuddy (MLC), Aura Dean (AD), Jack Dean (JD), Clyde Dunphy (CD), Roger Frey (RF), Joan Gunn (JG), Mary L. Price (MLP), Robin Seaman (RS), Deb Wigal (DW), and Mary W. Price (MWP), AKC Delegate (ex-officio). Sandee Lovett (SL), Roger Powell (RP) and Beverly Eichel (BE) (ex-officio) were absent. Board-elect members Jan Boggio, Jacqueline Brellochs and Patti McDowell were present.Member guests were Tamzin Rosenwasser, Ron Sell, Lori Littleford, Gabrielle Cohen, and John Pearson.

 

Approval of minutes

The Board reviewed the March 4 and March 18, 2003 minutes.  The Board directed that the minutes reflect that Mary Lou Cuddy has done an outstanding job on the minutes this year.

Deb Wigal moved and Aura Dean seconded that the March 4 and March 18, 2003 minutes be approved as amended. The motion passed unanimously. (Absent – SL, RP)

Report of the Recording Secretary

Recording Secretary Mary Lou Cuddy reported that she had prepared the agendas for the April 21–22, 2003 face-to-face meeting and the April 24, 2003 Annual Membership meeting, and the minutes for the March 3 and March 18, 2003 teleconference meeting. She corresponded with an applicant whose membership application was denied.

Report of the Corresponding Secretary

Corresponding Secretary Robin Seaman reported that she had received a letter from the AKC regarding the “Meet the Breeds” exhibition to be held in conjunction with the AKC/Eukanuba National Invitational Championship show to be held in California in December 2003.  The Newfoundland Club of Southern California and the Newfoundland Club of San Diego will be contacted to determine if either or both of the clubs would be willing to host the Newfoundland booth.

Robin Seaman directed the Board’s attention to a letter from AKC and the Canine Health Foundation announcing the Canine Health Foundation’s move from New York to Raleigh, North Carolina.

A letter was received from a student at Princeton University who is researching human–animal communication. Robin Seaman will give him some names to contact in the Colonial Newfoundland Club.

It was decided that the AKC Lifetime Achievement Awards would be discussed later in the meeting.

There was a discussion of the AKC Parent Club Conference CDs. The AKC is encouraging Parent Clubs to copy these CDs and distribute them to officers and committees. It was reported that there are a few omissions of some of the sessions but that overall, the CD is excellent and will be of great help to the NCA. It was reported that it will cost between $2 and $7 to copy the CDs.

Roger Frey moved and Clyde Dunphy seconded to approve copies of the CD for all the Board members, NCA Committee Chairs and the Regional Clubs.

It was asked if the CD could be put on the NCA website. The CD would take up so much space that it would not be feasible.

The motion passed unanimously. (Absent – SL, RP)

Sandee Lovett and Mary L. Price will research the best price for copying the CDs and oversee the distribution of the copies.

Report of the Treasurer

Treasurer Mary L. Price reported the following balances:

NCA Operations

 

 

 

 

 

     Checking Account

1,782.63

 

     Savings Account

969.54

 

     CDs   

171,432.16

 

 

174,184.33

174,184.33

 

 

 

"Distinguished Member" Restoration

 

     Money Market Account

 

1,158.28

 

 

 

 

 

 

Uniform Trophy Fund

 

 

     Money Market Account

 

725.39

 

 

 

 

 

$176,068.00

 

 

 

It was asked if there was any penalty in breaking the CD in March. Mary L. Price replied that there was a $30 penalty. Another CD was reduced but she did not know if there was a penalty. She did not have the figures for that CD readily available.

There was a question concerning the Rescue Prevention Committee’s year-to-date expenses. The monthly budget sheet prepared showed an over expenditure of about $3,000. The purchasing Newfoundlands at auction mailing was authorized by the Board and the Committee is not over budget for its regular activities. Mary L. Price stated that the budget did not need to be increased for the committee as the overages are explained in the minutes.

Report of the AKC Delegate

AKC Delegate Mary W. Price reported on a proposed amendment to the AKC’s Charter and By-Laws which would enable the fourth quarter delegates meeting to be held in either December or January, rather than being restricted to December as in the current Charter and By-Laws.

The amendment is being proposed so that the delegates meeting can be scheduled in conjunction with the AKC/Eukanuba National Invitational Championship show which is to be held in January 2005. The traditional delegates meeting date has been the second Tuesday of December. Mary W. Price reported that some delegates favor changing the amendment so that any of the delegates meetings may be scheduled as needed around special events.

The NCA Board recommended that the motion be defeated or be amended to cover any quarterly meeting.

Mary W. Price reported that the breed information sheet that is to be included with every AKC Newfoundland registration certificate is close to being a reality. Some changes have been made to the sheet and Aura Dean is waiting for the final draft from the AKC. It has taken the AKC two and a half to three years to accomplish this. Mary W. Price reported that she had been told by the AKC that this will be ready to start in June.

Mary W. Price directed the Board’s attention to a letter from the AKC explaining the need to raise the recording fee. She also reported that the supplemental transfer fee has been reduced from $15 to $5 as of June 1, 2003.

Health Awards

Health Awards Chair Tamzin Rosenwasser spoke and gently reminded the Board that when a person is assigned a committee task, the Board should make certain that the person is notified of that responsibility. She stated that she will have some concrete ideas to the Board shortly. She feels the Health Awards are a way to encourage and reward breeders for helping improve the health of the Newfoundland. She sees the award’s criteria as being fluid in that as we rid the breed of certain problems, then that testing can be dropped. As new diseases or tests emerge, these can be added to the criteria. Useful information about what is right with our dogs is also needed. She believes that if we aim high, we will make progress.

“Just Cause” Committee

“Just Cause” Chair Clyde Dunphy reported on the committee’s procedure and conclusions. The report states that a Board member should inform the Recording Secretary of an absence prior to the meeting. If this is not practical, the Board member will notify the Recording Secretary as soon as possible following the meeting. The minutes will just reflect “absent” with no reason stated.

There was a question as to partial attendance at a meeting. This has not been a big problem in the past and the committee was directed to look at policy and not a specific instance. It does not happen often but sometimes a person has to leave for an emergency. The NCA Constitution and By-Laws state a Board member may be removed for two absences without “just cause.” A board member noted that the report does not define “just cause.” It provides no more information than when the committee began. The committee felt that to list every contingency was a difficult, if not impossible, task.

Joan Gunn moved and Clyde Dunphy seconded to accept the report.

The motion passed. 7 Yes (TB, MLC, CD – I think the report is self-explanatory; JG, MLP, RS, DW); 3 No (AD, JD – A standard principle of fairness required by law is that people know what conduct is prohibited prior to their doing an act. The difficulty with this report is that a person does not have a clear understanding of what constitutes “just cause” until after the fact when the Board decided after the fact whether or not the excuse is valid; RF – In an ideal world the report the “just cause” committee submitted would be more than adequate. But the club politics being what they are, a more complete definition of “just cause” is necessary.) 2 Absent (SL, RP)

The report will be placed in the Policy Manual. The report in its entirety is as follows:

From: “Just Cause” Ad Hoc Committee

Re: Committee Report to the NCA Board

Date: March 4, 2003

The “Just Cause” Ad Hoc Committee’s assignment was to look into the absence of an NCA Board member at NCA Board meetings and whether the absences should be reported as excused or not. The committee was to explore “just cause” as a reason for non-attendance. Our discussions, recommendations and conclusions are listed below.

 1. Definition: "just cause".  We first looked to define "just" which means “fair, righteous, accurate, exactly, only”; and "cause" which means “reason, purpose, something to which a later event is attributed”.

 2. Reasons: After looking at the definition we feel it would be impossible to define or list all acceptable reasons for a person to be absent from a board meeting/meetings. Family, work, travel, illness, personal, etc., could all be listed as acceptable reasons for not attending a meeting, but choosing not to participate would not be excusable. One could not decline to participate because one did not “feel like it”. Therefore, "just cause" means what it says. The Board member needs to have to have an exact and accurate reason for not attending a specific meeting. If that reason is present, the “just cause” definition has been met.

 3. Recommendations: If a Board member knows ahead of time that he or she cannot attend a specific meeting, then he or she should inform the recording secretary prior to the meeting of the reason of the reason for his absence.

When advance notice is not possible or practical then the recording secretary should be informed reasonably soon after the meeting as to the reason for the absence. A Board member should not be expected to attend a meeting that he did not know was to occur or did not receive prior notice.

 4. Absences by NCA Board members at regularly scheduled meetings are not common and each situation will have to be judged on its own merits taking into consideration the above guidelines.

 5. A Board member that does not attend a meeting should just be listed as Absent without a reason being given in the minutes.

 Respectfully submitted,

Clyde Dunphy, Roger Powell, Mary Lou Cuddy
            Committee vote – 3 Yes

Aura Dean moved and Clyde Dunphy seconded to dissolve the committee as its charge has been completed. The motion passed unanimously. Absent (SL, RP)

President Tom Broderick thanked Clyde Dunphy, Roger Powell and Mary Lou Cuddy for their work on this committee.

National Specialty Show Guide

Joan Gunn reported the National Specialty Show Guide is almost complete. She expects the Guide to be in Board members’ hands in about three weeks. It is a large document with lots of changes which will be italicized for easy identification. It was asked if the Show Guide could be sent electronically. Joan will look into this. It was noted that the Regional Specialty Show Guide is now a separate document and Robin Seaman is working on that document.

Mary W. Price stated the AKC says there may have been an incorrect interpretation of some of the rules regarding regional clubs hosting regional specialties, namely if the regional club can host the event in its own name or only the NCA. Mary W. Price and Robin Seaman will decide which of them will contact the AKC to clear up this matter.

Joan Gunn moved and Clyde Dunphy seconded that the Specialty Show Guide be clarified that a single regional specialty may take place two weeks before or after a National Specialty, but multiple regional specialties cannot take place earlier than 30 days prior to or after a National Specialty except in special circumstances such as an annual show in conjunction with an all-breed show.

There was discussion on this motion, the wording and mileage and date requirements. It was decided that Joan Gunn would work on the wording and the Board would vote on the motion in tomorrow’s meeting.

Policy Committee

Joan Gunn reported the Policy Guide was sent under separate cover. She passed out replacement pages for the pages that printed incorrectly. Changes in the Judges’ Education Committee policy, membership policy have been added and typos have been corrected.

Regional Club Liaison

Regional Club Liaison Mary Lou Cuddy reported that all regional clubs are up-to-date and active. She did not present a report on the percentage of NCA members in each club as the numbers do not change significantly in six months and a yearly reporting of the percentage would be sufficient. There is a group organizing a new regional club in Ohio that has been in contact with Mary Lou. A group in Wisconsin and the Cumberland group have not had any contact with the NCA.

Rescue Committee

Rescue Chairperson Mary L. Price reported that the Rescue Committee will be meeting Thursday after the judging.

Rescue Prevention Committee

Rescue Prevention Chair Roger Frey brought the Board’s attention to the Breeders Information/Puppy Buyers Referral document that he passed out. It was decided that the Board will review this document tomorrow after Board members have a chance to review the document.

Versatile Newfoundland

Versatile Newfoundland Chair Jacqueline Brellochs presented a proposal from Carol Giffhorn to add a VNX (Versatile Newfoundland Excellent) Award. This would be earned with the completion of a Team Draft Dog title, a Water Rescue Dog Excellent title and a Utility obedience title. There was discussion on the merits of the proposal. Such an award would be good for a person who has only one or two Newfoundlands as it would give them additional goals to work towards. Would a VNX title lessen the importance of a VN (Versatile Newfoundland)? There have been 252 VNs awarded. It was asked how many VNs are in the stud book. It seems that more VNs are being used at stud. There was a concern that additional titles could cause harm to a dog by handlers pushing for titles with a dog that was not capable of performing at such levels. Different requirements for a VNX were discussed as well as a “working championship” instead of a VNX. A suggestion was made that the handler could choose from a list of titles and would have to earn a certain number of titles from the list for the award. It was agreed that the proposal would be a good thing to consider but much thought should be given to the requirements and the title. It was the consensus of the Board not to pursue the VNX idea and Jacqueline Brellochs was asked to develop the idea of a working championship. She offered to write something for Newf Tide and ask members interested in being on a committee to develop criteria for a special working title to contact her.

Pat Randall’s Letter to the Board

Clyde Dunphy spoke to Pat Randall’s letter concerning prior notification and adopting Roberts Rules of Order. He stated that Pat is not against these two items but felt that action on these items should have been done by the membership and not the Board. The Board will consider the letter tomorrow when Pat Randall can join the discussion.

Sunshine Committee

Aura Dean proposed the idea of a Sunshine Committee to be in charge of communicating with NCA members in times of loss or on occasions which deserve congratulations. The committee will be advertised on the NCA website and in Newf Tide. The Regional Club Liaison would also scan regional club newsletters for news.

Aura Dean moved and Clyde Dunphy seconded to approve the formation of a Sunshine Committee. The motion passed unanimously. Absent (SL, RP)

Website Link Request

DogBarter.com, a commercial website, has asked permission to link to the NCA website. Current NCA website policy is not to allow linking to or from commercial sites. A discussion of the educational aspects of allowing such a link followed. In answer to a question, it was stated that the NCA website does not link with NCA members’ websites unless they are on the Breeders List. There was a discussion of removing the ban of links to the NCA website. The NCA website will soon have an expanded links section.

Jack Dean moved and Robin Seaman seconded that the policy for the NCA website be amended to permit anyone, who wishes, to link to the NCA website.

The motion passed. 9 Yes (TB, MLC, AD, CD, JD, JG, MLP, RS, DW) 1 Abstention (RF) 2 Absent (SL, RP)

Jack Dean will contact DogBarter.com.

Judges Education Committee

Kim Griffith, Betty McDonnell, Peggy Helming and Ingrid Lyden joined the meeting at 9:30 p.m.

Robin Seaman moved and Deb Wigal seconded to accept the report of the Judges Education Committee (JEC) with an amendment stating voting on breed mentors would be done by two-thirds of the JEC present at their annual meeting.

Roger Powell arrived at the meeting at 9:40 p.m.

A lengthy discussion of the critieria for the breed mentor list followed. It was questioned why six people could block approval for a breed mentor when ten members thought the person had met the qualifications. The JEC said they followed the Board’s example, using a two-thirds vote and not explaining reasons for membership application denials in the JEC’s dealings with breed mentor applicants. The JEC recommends that prospective breed mentors attend two breed seminars so they have some interaction with the JEC; owned Newfoundlands for a minimum of 12 years; bred five litters resulting in five champions as a sole breeder and attend specialties. The JEC cannot put people on the breed mentor list who disparage dogs solely on the basis of the kennel that bred the dog and do not address the dog itself. What about an objective test, such as the AKC judges test on the standard? The JEC had discussed it but they did not think the Board would approve. There is no formal application form, a breed mentor applicant need only to write a letter with their qualifications. There was a discussion of whether it is two thirds of the JEC in attendance or two thirds of the whole JEC that votes on applicants. It is two thirds present at the meeting.

The JEC should teach prospective members how to present a seminar. It was asked if the breed study group was open to NCA members. It is, on a space available basis. There is a downside to an open study group in that the judges may be intimidated from asking questions. It was stated that the hands on portion where individual dogs are discussed is not open to NCA members.

A discussion evolved over the two thirds needed for a vote. If 10 JEC members vote yes on a person and six vote no, what is an applicant to do? Is that fair? The vote is not public and a denied applicant can always ask Betty McDonnell, chairperson, and other JEC members what they could do to improve. A person can always re-apply.

Some breed mentors feel as though they are not utilized by the JEC. The people present on the JEC stated the JEC is doing its job to the best of its ability. The JEC serves at the pleasure of the Board. The Board has the right to overturn a JEC decision and that right has never been questioned. On the other hand, the Board should not be micro-managing its committees and should have confidence in their abilities.

Jack Dean moved and Roger Frey seconded that if a person is turned down by the JEC after making an application, he/she has the right to have that decision reviewed in executive session by the Board, and after receiving information from the applicant and the JEC, the Board may order that the person be placed on the breed mentors list.

There was discussion that the motion was not needed as that right of appeal has always been available to NCA members. There was a statement that some NCA members feel that some committees are sacrosanct and the members need to know that they can come to the Board and appeal a decision.

Clyde Dunphy moved and Robin Seaman seconded to call the question. The motion passed unanimously. (Absent: SL)

The Board voted on the second motion.

The motion failed. 7 No (TB – I agree with RP; MLC – I agree with RP; CD, RP – The Board already has the right to review any committee decision but we do need to make certain that the membership knows this; MLP, RS – I agreed with RP; DW – I agree with RP); 4 Yes (AD, JD – Under the present policy six members of a sixteen member committee can block a person from being a breed mentor. I feel that we need an explicit policy that provides a mechanism where someone who feels aggrieved by a decision of the JEC can appeal that decision to the Board; RF – I voted yes even though the Board can appoint anyone to the JEC and the breed mentor list and any NCA member can come to the Board to request that appointment; JG); 1 Absent (SL)

The Board voted on the main motion.

The motion passed. 8 Yes (TB, AD, CD, JG, RP, MLP, RS, DW) 2 No (JD – I feel the policy is flawed because it does not provide a mechanism for impartial review and ditto RF; RF – I voted no because the criteria is too gray and subjective so it makes participation exclusive) 1 Abstention (MLC) 1 Absent (SL)

The Board recessed at 10:47 p.m.

Board Reconvenes

President Tom Broderick reconvened the face-to-face meeting to order at 8:20 a.m Eastern time on Tuesday, April 22, 2003. The following directors were present: Tom Broderick (TB), Mary Lou Cuddy (MLC), Aura Dean (AD), Jack Dean (JD), Clyde Dunphy (CD), Roger Frey (RF), Joan Gunn (JG), Sandee Lovett (SL), Roger Powell (RP), Mary L. Price (MLP), Robin Seaman (RS), Deb Wigal (DW), and  Mary W. Price (MWP), AKC Delegate (ex-officio). Beverly Eichel (BE) (ex-officio) was absent. Board-elect members Jan Boggio, Jacqueline Brellochs and Patti McDowell were present. Member guests were Ron Sell and Lori Littleford.

Breeders Information/Puppy Referral List

Rescue Prevention Committee (RPC) Chair Roger Frey gave some background information on this report. The RPC had started on this project last June or July but the purchasing Newfoundlands at auction mailing superceded this project. The RPC has now put some ideas together. Because of the late submission, the Board will review this document and vote at the next teleconference. It was emphasized that that this is not a replacement for the Breeders List and the RPC did not address the Breeders List application as that is under the Breeders List Ad Hoc Committee. This referral list and the Breeders List should work hand in hand. More people are needed on the Breeders List.

NCA Membership Participation Report

Chairperson Roger Powell presented a final report from the Ad Hoc Committee on Increasing Membership Participation in NCA Committees. These are recommendations from the committee to the Board. Discussion brought out the following points. The regional clubs’ newsletters and the Regional Club Liaison can be utilized in a greater capacity for getting news of committee vacancies out quickly. There were objections to two points 1) concerning the limiting of Board members, recent ex-Board members, and their immediate relatives and spouses from serving on committees except in cases where critical expertise is not otherwise available and 2) limiting NCA members to serving on only one or two committees except in cases where critical expertise is not otherwise available. One Board member stated that getting volunteers is not the problem, it is where to put them. The committees have to open up more. There was an argument that may not be true as in the difficulty of getting volunteers in the regional clubs. Perhaps the limit should be the number of Board members, etc., on a committee and not on how many committees the Board member, etc., may be seated. There are 19 open committees where NCA members can join at will. Previous lists of volunteers were discussed. It was pointed out that most of those open committees are a committee of one person doing all of the work. The Working Dog Committee (WDC) eventually used most of the names listed as wanting to serve on the WDC but it took several years. Committee job descriptions should be included when advertising for volunteers. The points made in this report are long term comprehensive goals and do not need to be enacted immediately.

Clyde Dunphy moved and Aura Dean seconded to accept as policy bullets #1, #2, #3, #7 and #4 be sent to the Newf Tide Policy Committee for study and a report back to the Board.

There was more discussion as to publicizing committee job descriptions and vacancies in Newf Tide. The idea of a “Volunteer of the Year” award using nominees from regional clubs was brought forward.

The motion passed unanimously.

Clyde Dunphy moved and Aura Dean seconded to dissolve the Ad Hoc Committee on Increasing Membership Participation in NCA Committees as it has completed its mission. The motion passed unanimously.

The Board directed that the minutes reflect the Board’s appreciation to Roger Powell, Mary Lou Cuddy and Jack Dean for the completed work.

The report will be placed in the Policy Manual. The report in its entirety is as follows:

To: NCA Board
From: Ad Hoc Committee on Increasing Membership Participation in NCA Committees
Re: Final Report

We recommend the following:

1) When possible, committee members, including chairs, should give three months notice before leaving a committee, to provide time for NCA members to learn of the vacancy and to volunteer if interested.

2) For Board appointed assignments, the three months should be used to advertise the vacancy. All reasonable routes should be used for advertisement.

3) Specifically, all committee vacancies should be advertised on the NCA website.

4) The Board should reconsider the possibility of a “newsletter”–type publication to be distributed between Newf Tides, that can be produced relatively quickly and cheaply, and that could announce committee vacancies among other appropriate announcements.

The following points were agreed by Roger Powell and Jack Dean after Mary Lou Cuddy had agreed to the proceeding and after she could be contacted before meeting at the Specialty.

5) Board members, recent ex-Board members and their immediate relatives and spouses should not be appointed to committees except in cases where critical expertise is otherwise not available.

6) No NCA member should be appointed to more than one committee (or two committees, we were not committed to the one committee but were committed to the two committee limit) except in cases where critical expertise is otherwise not available.

7) Committees should be urged to use volunteers when possible. Volunteers can perform committee jobs that do not require participation in committee meetings and regular work. Such jobs, for example, might include printing certificates, mailing printed items, and so forth.

8) Additional methods of advertising committee openings are needed, though we could not think of any that appeared feasible.

Steering Committee

Chairperson Roger Powell asked the Board for a change in the committee’s job description. Currently the committee is to bring ideas to the Board at least once a year. However, there are two problems. The first is that sometimes there are no ideas. The second problem is does the Board want ideas. There are ideas from three to four years ago that have not yet been completed, i.e. Health Class, Health ROM, increasing NCA membership. He would like to see a change from “once a year” to “as appropriate”.

All committees must report once a year to the Board. It was agreed to change the wording to report to the Board yearly and to bring ideas forward as appropriate.

Roger Powell moved and Aura Dean seconded to change the job description for the Steering Committee to remove the designation of “once a year” to “as appropriate.” The motion passed unanimously.

Roger Powell asked the Board for some help. The Steering Committee is having difficulty in moving forward in the area of evaluating the performance of the Board in meeting goals. There was a wide-ranging discussion of ideas for setting priorities, assessing goals, educating the novice Newfoundland owner and novice breeder and how to replace the experts that are aging.

There was discussion of adding volunteers, either Board appointed or publicizing an invitation to join this committee.

National Specialty Show Guide

The Board returned to the motion concerning regional specialties and the National Specialty date.

Joan Gunn moved and Roger Powell seconded that multiple regional specialties (two or more) may not take place 35 days prior to or after a National Specialty.

There was discussion of the importance and prestige of a National Specialty and the importance of preserving such. The National Specialty also generated funding for committees such as the Health Challenge Committee, Rescue Committee and Uniform Trophies Committee. National Specialties on the West Coast need to be supported. Better wording of the motion was discussed.

Jack Dean moved and Roger Frey seconded to call the question. The motion passed unanimously.

The Board voted on the main motion.

The motion passed. 10 Yes (TB, MLC, CD, JD, RF, JG, SL, RP, MLP, DW); 2 No (AD, RS)

There was continued discussion on the wording of the motion and its effect on regional specialties that have a tradition and that are tied into specific dates.

Aura Dean moved and Clyde Dunphy seconded to rescind the previous vote so that it may be reconsidered. The motion passed unanimously.

Joan Gunn moved and Clyde Dunphy seconded to change the motion to 35 days prior to Best of Breed judging or 21 days after Best of Breed judging at a National Specialty. The motion passed unanimously.

Committee Assignments

The Board discussed procedure for committee assignments.  Committee assignments had been done by the outgoing Board since 1997. Before then, the new Board did assignments on Sunday morning after the National Specialty was over or more commonly after the annual meeting. Several Board members stated that the old Board was familiar with the performance of the committees over the last year and were more qualified to judge their effectiveness. It was decided that the Board would take a straw vote in executive session and the new Board would, in good faith, take that vote into consideration during their meeting Thursday after the Annual Membership meeting.

The Board recessed at 10:30 a.m and reconvened at 10:45 a.m.

Executive Session

At 10:45 a.m., Robin Seaman moved and Deb Wigal seconded to go into executive session. The motion passed unanimously.

At 12:45 p.m., Roger Powell moved and Robin Seaman seconded to come out of executive session.  The motion passed unanimously.

While in executive session, the Board approved the membership applicant list dated April 11, 2003.

The Board discussed committee appointments.

The Board voted to move the responsibilities of the Memorial Trophy Committee to the National Specialty Property Chair and to dissolve the Memorial Trophy Committee.

The Board recessed for lunch at 12:40 p.m.

The Board reconvened at 1:44 p.m.

Membership Applications

Membership Chair Bob Rogers showed the Board a prototype membership application with three privacy clauses for those members who do not wish to have their information released. There had been two complaints from members who did not wish to have their information released. The default on the application would be to release the information. There was discussion on the whether the choice should be differentiated between releasing information to regional clubs for regional events, releasing information to regional clubs for fund-raising purposes and releasing information to businesses and other organizations. It was decided that only the commercial question would be used.

Joan Gunn moved and Deb Wigal seconded to move the question about commercial use to the bottom of the page and to use a check box for the “no” answer. The motion passed unanimously.

There was a discussion of the application procedure and the information provided to the NCA Board of Directors when a member applies for preliminary approval. It was stated that irresponsible breeders/puppy millers are looking for NCA membership to use as a tool for selling their puppies. The NCA is very easy to get into compared to some clubs. The NCA needs to have more information about applicants. Some clubs are requiring more from the sponsors of an applicant; such as stating how long they have known the applicant, have they seen the applicant’s dogs and the situation in which the dogs are housed, etc.

Bob Rogers said that he is working on an article for Newf Tide on the responsibility of sponsoring an applicant. Some Board members believe that there should be no husband and wife sponsorships. The discussion then included points about educating members. There are 300 subscribers to Newf Tide, many people join NCA just to get Newf Tide. It may be that NCA should encourage subscribers so that they may become educated and then encourage NCA membership when the applicant is more aware of what the NCA is and to require the prospective member to demonstrate knowledge of the breed standard.

Other points of discussion included what to do with out-of-date membership applications that are sent in after a long period of time. It was the consensus of the Board that the application should be sent back with the new application form. The debate between whether the NCA should be more exclusive or a more open club resumed. It was decided that this issue needs more attention and discussion.

Uniform Trophies

Uniform Trophies Chair Lee Ann Hughes informed the Board that the Lenox Company has discontinued the Jefferson pattern that was being used for the uniform trophies. The Board will need to choose a new pattern. She presented four new patterns for the Board’s consideration. All four patterns are less expensive than the Jefferson pattern, all the pieces that the NCA orders are available in these patterns and these patterns should be available for quite a long time. Lee Ann left the meeting to retrieve a sample of the Jefferson pattern.

Registration Information Sheet

Aura Dean reported that she had just received a fax from the AKC with the final approval of the breed information sheet that will be included with new registrations. She passed around a copy of the final document.

Roger Frey moved and Joan Gunn seconded to approve the AKC information sheet for registrations. The motion passed unanimously.

Newf Tide Policy Committee

Chairperson Aura Dean updated the Board on the problems with the second class delivery of Newf Tide. NCA members in California have complained about the repeated late delivery of Newf Tide to their area. Newf Tide is mailed by the second class/publication rate which has very stringent requirements on weight, advertising and the number delivered to each zip code. It costs $.80-$.85 per piece to mail Newf Tide. Delivery of Newf Tide by first class mail would cost about $4.00 per piece. Second class mail will sit in some distribution centers since the priority is the first class mail. NCA members in California have contacted their legislative representatives and postal authorities. The Newf Tide Policy Committee will pass out a survey at the Annual Meeting. Among the questions on the survey is one asking if the membership would support a stipend to mail Newf Tide by first class. The Newf Tide Policy Committee did not request any action to be taken by the board at this time.

Uniform Trophies

Chairperson Lee Ann Hughes returned to the meeting with a sample of the Jefferson pattern. The Board considered the different patterns and how they blended with the Jefferson pattern.

Roger Frey moved and Sandee Lovett seconded to approve the Hamilton pattern.

The motion passed. 11 Yes (TB, MLC, AD, CD, JD, RF, JG, SL MLP, RS, DW); 1 No (RP)

Lee Ann Hughes stated that the Jefferson pattern will close out at the next National Specialty. Any extra pieces of the Jefferson pattern will be auctioned at the Fine Arts auction and the original Jefferson sample with the head studies will be auctioned off with the proceeds going to the Uniform Trophy fund. Lee Ann is to send the Board digital photographs of all the head studies for discussion at the next teleconference.

Members Henry Jurczyk and Cindi Goodwin joined the meeting at 2:17 p.m.

National Specialty Committee

National Specialty Committee Chair Henry Jurczyk and Cindi Goodwin made a presentation for the 2008 National Specialty. The Newfoundland Club of New England has applied to host the 2008 National Specialty from April 29, 2008 through May 3, 2008 at the Crowne Plaza at the Crossings in Warwick, Rhode Island. This is the same site used for the 1992 and 2000 National Specialties.

Roger Frey moved and Joan Gunn seconded to approve the Newfoundland Club of New England’s bid to host the 2008 National Specialty. The motion passed unanimously.

Henry Jurczyk stated that he was working with some clubs and he hopes to bring a bid for the 2007 National Specialty to the Board’s fall face-to-face meeting.

Member guests Barbara Frey, Susan Wagner, Bethany Karger, Bruce Karger, Chris Rakyta, Karen Dunaway, Ken Dunaway, Ivan Rakyta, Russell Milliron, Annie Milliron and Mary Lou Roberts joined the meeting at 2:30 pm.

Room Reservations at the National

The Board considered a letter written by Century 21 regarding the confusion with room reservations. The letter complained that NCA members had been rude and had used their position on the NCA Board as a means of coercing action.  It also pointed out that a few members had been exceptionally nice. Henry Jurczyk explained that Niagara Frontier Newfoundland Club had a separate insurance policy for property damage. Rooms booked outside of the NCA reservation process would not be covered by this policy, thus, those rooms booked in that manner were cancelled. Susan Wagner commented that communications with Century 21 were disjointed and not done in a timely manner. The letter by Century 21 may have some inaccuracies. Bruce Karger commented that a group of individuals went together to book rooms that were not booked in advance by the NCA and the show chair made a mistake in not booking these rooms originally.

The host club should be negotiating the best rates at all hotels where the NCA books rooms. That would enable members to not have to go outside the process to get the best price or to have rooms together.

It was requested that Henry Jurczyk share the property damage insurance information with other host clubs.

The letter signed by Niagara Frontier Newfoundland Club members Lonnie Specht, Steven Keeler, Reegan Keeler, David Lamke, Ellen Lamke and Denise Koch detailing a complaint against Roger Frey and his perceived actions regarding the room reservation problem was considered by the Board. No action will be taken on this matter. Tom Broderick will write a letter to the Niagara Frontier Club members acknowledging their input.

Working Dog Committee

The Board considered a report submitted by the Working Dog Committee (WDC) on the Water Rescue Dog Excellent test. The report was given to Board members at the National Specialty late on Monday evening and was presented for approval on Tuesday.    

Board members did not have time to look at the report. Sandee Lovett, WDC member, gave some background information. There were very few comments received from the membership by the WDC last summer when comments were solicited. The committee process was systematic and democratic. The WDC views this report as a proposal, this summer would be for the refining of the exercises and then the exercises would be submitted to the Board for final approval. The Board could approve these exercises for use in a match setting. A comment was made that the exercises were not sent to water test judges for their input. Another concern was that the exercises have not been tested repeatedly for safety.

Clyde Dunphy moved and Robin Seaman seconded to give the Working Dog Committee “conditional use” of the presented WRDX regulations to be distributed to regional clubs and a report due to the Board by September 15, 2003 before the fall face-to-face meeting. No titles to be awarded.

There was additional discussion concerning the difficulty of the Board approving something that the Board had not had sufficient time to study and how that situation placed the members and the board at a disadvantage.  One member stated that the report should have been delivered to the board far in advance and not the day before.

Clyde Dunphy moved and Roger Powell seconded to call the question. The motion passed unanimously.

The original motion concerning the “conditional use” was voted upon.

The motion failed. 11 No (TB, MLC, AD – Ditto CD and I support the hard work of the WDC but I would like to see them present it to the regional clubs so that this summer they can work on this concept and present valuable feedback to the committee which they are lacking; CD – While I support the concept and document presented to the Board on the WRDX, the last minute presentation of the document to he Board did not allow adequate review prior to discussion.  And therefore I believe more practical work in trying of individual exercises is needed by water working dog participants with feedback to WDC and the NCA by September 15, 2003; JD – I am very conflicted in this situation because on the one hand, I do not want to punish the membership by depriving them of a set of regulations they could use but, on the other hand, I can’t approve a 13 page document that I saw for the first time last night and ditto CD; RF – Ditto CD; JG, RP – Ditto CD except not to give them a deadline; MLP, RS – Ditto CD; DW); 1 Yes (SL)

Board members should send any comments to the WDC.

Member guests John Pearson, Kathy Mitchell, Dave Helming and Mary Jane Spackman joined the meeting at 4:15 p.m.

Health Challenge

Health Challenge Co-Chairpersons Jan Boggio and Mary Jane Spackman thanked the Board for its ongoing support. The Health Challenge will have a silent auction on Thursday and Friday and there have been many donations. The researcher who is collecting DNA and pedigrees for a cruciate ligament study is very excited about the turnout.

They asked that the Board consider making the Health Challenge Committee traditions into formal policy to avoid the misunderstandings and miscommunication that occurred this year. The committee expressed its disappointment at being restricted to just two days for the silent auction, the size and placement of the tent and that Health Challenge materials were not distributed as requested.

The only thing the Health Challenge Committee does is raise funds to support research into diseases and problems that afflict the Newfoundland. The Research Advisory Committee (RAC) spends the money on research projects which they solicit and approve. It was suggested that a public awareness person be assigned to the RAC to better get the word out concerning what is being done with the money. The Health Liaison or someone under him could take the responsibility.

There was a discussion of other projects that the Health Challenge Committee could undertake, such as a health test day at the National Specialty or regional specialties and educational speakers.

There was a brief discussion of cystinuria testing. Dr. Giger of the University of Pennsylvania will not release information concerning the percentages of cystinuria carriers and affecteds. The unofficial percentages are 24.8% are carriers and less than 1% are affected. The question of how many generations of breeding clear to clear before again testing needs to be addressed.

The consensus of the Board was that Dave Helming will coordinate a better relationship between the Health and Longevity Committee, the Research Advisory Committee and the Health Challenge Committee.

The Board extends its thanks to the Health Challenge Committee for all of its hard work on behalf of our breed.

General Education

General Education Committee member Mary Lou Cuddy reported on the questionnaire that the General Education Committee answered for a proposed book by Fancy Publications. The Board directed that Ann Thibault be listed as a contact and that listing of Newfoundland nicknames be dropped.

Roger Frey moved and Joan Gunn seconded to accept the report as amended. The motion passed unanimously.

At 4:51 p.m., the Board recessed for a Charitable Trust meeting.

At 5:11 p.m., the Board reconvened.

Breeders Checklist

Due to the late hour, Joan Gunn will be invited to the next teleconference to address the Breeders Checklist.

Jack Dean moved and Robin Seaman seconded to adjourn the meeting at 5:18 p.m. The motion passed unanimously.

Respectfully submitted,

Mary Lou Cuddy

Recording Secretary