Dachshund Club of America, Inc.
Rules and Regulations
TABLE OF CONTENTS I. INTRODUCTION - by Thirza Hibner Note: Junior Showmanship shall be offered at no entry fee at all DCA annual specialty shows and regional specialties. (June 3, 1999) (A)
In 1979, on a directive from the Board of Directors I sent a questionnaire to all affiliated clubs. We wanted to know what assistance the clubs would like to have from the parent club. Could they use aid with club programs, speakers at monthly meetings, or plans for advancing the breed?
We had supposed that the clubs would be interested in a educational approach. In a few clubs this was true. Some of them instituted regional puppy matches and a few tried regional matches and fun days. It was a slow start but it was a beginning.
The problem of regionalization has always been the size of the regions. I have always felt this was what kept regionalization from forging ahead. Distances and traveling time were enemies of the program.
In 1985 the Rules and Regulations of the program were approved by the Board. About the same time several important things occurred. John H. Cook introduced the idea of rotating the national specialty from region to region. This was approved by the Board and was the salvation of the Regionalization program. No longer would one club - the host club - be entirely responsible for the myriad details connected with putting on a national specialty. While neighboring clubs had always helped the host club, now each club in a region would be responsible for serving breakfast to the membership one morning during DCA week. This has led to closer cooperation between the clubs in the region. Now the regions are anxious to host the National.
About the same time there was added interest in field trials, den trials, obedience and tracking and clubs stressing these events emerged as strong in membership, treasury strength and overall programs. This trend has continued up to the regional level. In 1991, for the third year, these will be part of the DCA weekend and will also be part of the program of several dachshund Specialty Club shows.
As DCA has forged ahead so has the Regionalization Program. The Rules approved in 1985 have been updated to conform to added activities and interests leaving the original premise intact.
At last, Regionalization has come into its own. Thirza H. Hibner April, 1991
II. AIMS AND PURPOSES OF THE REGIONALIZATION PROGRAM
The purposes of the Regionalization Committee Program shall be those of The Dachshund Club of America: promoting the breed, protecting and advancing its interests. The Regionalization Program is designed to help in specific areas.
(1) To extend DCA by involving Regional Clubs in Regional and National activities,
(2) To offer educational support to regional clubs, (3) To foster cooperation among the clubs by improving communication between them and, by bringing people together for diverse events, to promote bonds of common interest,
(4) To assist clubs in expanding programs and scope.
III. ORGANIZATION OF THE PROGRAM
There are six regions organized along geographical lines. Each region shall have an elected Regional Chairman and each specialty club shall have an elected Regional Club Delegate.
All Regional Club Delegates are members of the Council of Regional Club Delegates. The Council shall meet yearly at the time of the DCA Annual Specialty Show and Annual Meeting. The National Regional Chairman is appointed by the DCA Board of Directors and serves at its discretion.
The National Chairman presides at meetings of the Council of Regional Club Delegates. Reports from the six regions are sent to the National Chairman who in turn reports to the Board of Directors.
The National Regional Chairman and the six Regional Chairmen comprise the governing body of the Council and shall hold a yearly meeting on the weekend of the annual DCA specialty show. This meeting is held to compare and report on work in the regions and to pose problems and suggestions for action-by the Council of Delegates. If possible, the meeting should precede the meeting of the Council.
The National Regional Chairman may appoint Regional Chairmen and Delegates if there are vacancies not filled through the normal channels of election by the clubs and delegates.
The Regional Chairman must be a member of DCA, but not necessarily a member of a regional club, although this is preferred. The Chairman shall be elected by the regional club delegates at the last scheduled meeting of the year and the term of office shall be from January I to December 31.
The Regional Chairman may appoint or schedule elections of others to assist in whatever capacity is deemed necessary to assure the smooth functioning of the region. These positions may be titled Co-Chairman, Secretary, Treasurer, etc. as desired.
Regional Chairman is an important office. The success or failure of a region depends on the leadership abilities and organizational skills of this person. The Regional Chairman,
(1) Serves as an advocate for and liaison with DCA by involving each regional club in meetings and activities,
(2) Sends out meeting notices, including an agenda, three weeks before a meeting to all regional club delegates, and provides for absentee ballots in the case of the annual election of the chairman,
(3) Sends out minutes of regional meetings no more than thirty (30) days after a meeting to regional club delegates and to the National Regional Chairman,
(4) Sees that reports of regional events are sent to the National Regional Chairman and regional club delegates, and,
(5) Keeps a file of regional correspondence, minutes, reports on regional events and suggestions for the council.
The Regional Club Delegate is the voice of the regional specialty club and its link to DCA. On election by the specialty club, the delegate becomes an automatic member of the Council of Regional Club Delegates. As an important link in the regionalization chain, the Regional Club Delegate should send to the Region Chairman and National Chairman a roster of his specialty club, a list of current officers and excerpts from specialty club minutes that concern regional events.
The delegate must be a member of DCA, be interested in the overall picture of breed development and must attend regional meetings. In case the delegate cannot attend these meetings, the club should authorize a member to represent it and so advise the Region Chairman.
At meetings of the delegates own specialty club, he should be prepared to report happenings on the national scene and be ready to take the clubs suggestions and ideas to regional meetings.
The regional delegate should have a supply of DCA membership applications with him at all times and be prepared to talk on the advantages of DCA membership.
The Council of Regional Club Delegates and the Regionalization Program are not funded under DCA although certain expenses of the Committee may be authorized as payable by the DCA Treasurer.
Each region must absorb the cost of mailings and phone calls. Some regions have met this initial problem by taking up donations at regional meetings or by levying a small assessment on each club in the region. Once a region is functioning and has had a region event---field trial, puppy/fun match, symposium---it should be financially able to operate.
Monies raised by a region belong to that region. It is allowable that a Regional Treasurer be appointed or elected to take care of such funds in a separate account belonging to the region. However, since these funds are earned under DCA programs and their use implies DCA approval, some reasonable restrictions shall apply. 'There are no restrictions on the use of funds for the normal expenses of putting on regional events such as seminars, matches, shows, trials, hunting or tracking tests, etc. A region may, on vote of the delegates, send a sum to the DCA Treasurer earmarked for one of the DCA projects such as the Disc Disease Research Fund, Education, etc. Under no circumstances, however, shall a region pay directly to an outside contractor employed by DCA as it is necessary for the DCA Treasurer to know exactly how much a contractor is receiving and when.
All other uses of regional funds require further approval. The Region Chairman should write to the National Chairman giving all details of the proposed expenditure: amount, recipient, purpose, delegates in favor and opposed, explanation, etc. The National Chairman, after investigation, will pass the request to the Board liaison with recommendation. The Board liaison may then, at their discretion, approve, disallow, or present to the entire Board of Directors for disposition.
A sufficient amount should be held in each region to cover estimated expenses for future mailings, and for anticipated expenses related to future regional events.
Each Region Chairman will send a financial report to the National Chairman of the financial status of that region for the year. Reports are due by December 31st of each year. The National Chairman will then prepare a report for the DCA Treasurer by January 15th of each year.
Regional Club Delegates are elected at the time of the yearly election of club officers. However, the election of the Region Chairman should take place at the last fall regional meeting of the year. Regional Club Delegates, or their designated representatives, are the only persons eligible to vote for the Region Chairman. To assure maximum participation, votes for Chairman may be mailed by delegates unable to attend the meeting or be represented by an alternate. Absentee ballots will be counted at the meeting immediately following polling of delegates present.
At the yearly meeting of the Council of Regional Delegates only Regional Delegates are allowed to vote. However, a duly authorized representative of that delegate may be allowed to Vote in his place, providing that such notification is sent to the National Chairman or is presented to the National Chairman during roll call.
Guests are welcome at all meetings and may join in discussions but have no vote where a Council vote is called for.
Regional meetings are held so that ideas may be exchanged by the clubs, suggestions made, problems posed and plans formulated for regional events. Regional meetings should be held at all specialty shows. However, where there are two or more shows within one-hundred (100) miles and thirty (30) days of each other, the Region Chairman may schedule a meeting at only one of the events. At least one member of the DCA Board of Directors is usually present either as judge, exhibitor or spectator. They should be asked to, and in turn be prepared to report on actions of the Board and receive input from the delegates on the opinions and concerns of the specialty clubs. All regional meetings are called by the Region Chairman. Candidates for Region Chairman should be prepared to announce the next regional meeting upon election. Two meetings a year are required to qualify the region for the nominating of judges for the DCA Specialty slate. Scheduling such future meetings gives club delegates an opportunity to plan ahead for participation in the coming events and future meetings.
Notification of meetings should come from the Chairman see ( 1) and (2) under Regional Chairman] and it is the responsibility of the club delegate to advise the Chairman on whether or not he will attend and if not who will represent his club when voting on matters concerning the region.
The time of regional meetings is decided by the Chairman. Whether during the lunch break at a show, after the judging, or the night before the show, delegates must be so advised on the meeting notice sent by the Chairman.
In a large, widespread region where it is difficult to have all clubs represented at a regional meeting, it may be advisable and necessary to transact regional business by a telephone conference call. In this event, minutes shall be prepared and mailed to all delegates and the National Chairman, detailing the business undertaken and the vote taken on regional issues.
It may also happen that the Region Chairman cannot travel to all areas of the region to hold meetings. In this case the Region Chairman needs to make provision for these meetings by appointing a delegate to chair the meeting in his absence. All business conducted at these meetings is fully valid.
Guests are welcome at all regional meetings but only delegates or their authorized representatives may vote on regional business.
Permission to hold regional events such as puppy and fun matches must be obtained from the DCA Secretary or such other person as appointed by the Board.
Regional field trials, shows, obedience trials, tracking tests, and hunting (den) tests (when approved by AKC), etc., must follow the DCA/AKC permission route since points are involved. Field trial dates should be cleared with the DCA Trial Advisory Committee (TAC) Chairman before applying for permission to hold the event. represented by an alternate. Absentee ballots will be counted at the meeting immediately following polling of delegates present.
The region itself may host events. The region is responsible for any costs and all profits belong to the region. All regional events must be approved by the region's delegates or the regional chairperson and must have approval of the DCA Secretary or such other person as the Board appoints. Seed money is available from the regional treasury (the amount dependent upon the funds in the regional account, prior commitments of those funds for other even and the need to hold some aside to cover running expenses of the region). The hosting club is responsible for costs not covered by the regional treasury and all profits belong to the region. Additionally, the club is required to hold an educational program in conjunction with hosted events. These programs need not be formal presentations. Depending on the event, location, etc., an "education break" over lunch, after dinner, or after the event will satisfy this requirement.
Reports on all regional projects and events must be sent to the National Regional Chairman and to the club delegates of the region putting on the event. The report should contain the date concerned with the event---copies of flyers, communications, and a financial statement.
Symposiums have become a part of regional activities. In each region there is at least one DCA Board member willing and able to bring to that region an update on DCA projects and forthcoming plans.
Since many of the regions encompass a wide territory, events such as matches and field trials should be rotated to and scheduled for different areas of a region so that all clubs can participate in so far as possible. In addition, each club in a region may, and is encouraged to, host regional events.
Regions and clubs hosting regional events may choose the DCA affiliation level appropriate to their budget.
Ribbons used at all regional events should carry the number ( I, II, etc.) of the region presenting the event.
Xl. JUDGES SLATE FOR THE DCA SPECIALTY SHOW
By holding two regional meetings a year, a region qualifies for placing three names (one for each coat) on the judges slate for the upcoming specialty show.
Each regional club selects three judges and sends these names to the Regional Chairman. At the regional meeting prior to the DCA Annual Meeting a vote is taken by the regional club delegates on the names submitted by the individual clubs and the final slate of three names is sent to the National Chairman of the Council of Regional Club Delegates who will submit the six slates at the time of the election of judges at the Annual Meeting. The regional slates must be presented to the National Chairman by the end of the Council Meeting held before the Annual Meeting.
DCA has a policy of selecting only breeder judges for its Specialty Shows. Judges must have completed their provisional assignments and be AKC approved before their names may be submitted for the DCA slate.
Xll. AKC SLIDE SHOW ON THE DACHSHUND
The Dachshund Club of America purchased six sets of this slide show and each region has its own set. The Regional Chairman serves as custodian of the slide show and is responsible for lending it out and keeping a record of its showing and of its present whereabouts. The slides are a valuable educational tool and should be utilized by each region. Other shows are available. Several clubs tape their own specialties and copies of some of these tapes are available.
Regional newsletters carry news of regional meetings, regional events, DCA update and the future plans of a region. Copies of such newsletters should be sent to the National Regional Chairman, other Regional Chairmen and the Editor of the DCA Newsletter. | ||
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