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Meetings

   When and Where

When	Third Monday of the Month February Meeting is Cancelled Our next meeting is on: March 15, 2010
Where	St. Joseph’s Episcopal Church 11202 West Jewell Avenue Lakewood, CO 80232

   Upcoming Program

Estate Planning and Your Pets

   Upcoming Meeting Agenda

Membership Meeting (View meeting agenda expected in 2009)
	Discuss 2010 Obedience Judge
	2011 Local Specialty Judge Nominations (All-Breed Judge)
	Motion Tabled and will be voted on at the April meeting: Change January 2011 meeting to our 2011 Agility Location, and conduct the meeting on Sunday, immediately following the conclusion of the trial.
	Board meeting will follow the regular meeting.

   Previous Meeting Minutes

01/18/10 - Membership Meeting Present: Lori Elvera, Martha Lageschulte, Jamie Powell, Chris Stewart, Sue Wangerin, Tom Lisec, Thalia Peletis, Mary Lloyd, Rachel Paulson and Michael Prewitt. Guest: Margaret & Alex Hoover, Kelly Oliver -Meeting was called to order at 07:35 PM by Lori Elvera. -Review of the 11/16/09 membership meeting minutes for corrections. Minutes were approved as written. December minutes were not recorded, but meeting held and the Hoover’s application read during that meeting. -President’s Report, Lori Elvera: Thank all the outgoing officers and board, and thank to the new officers and board. - Vice President’s Report, Michele Sottile Membership: Tonight we are voting on the Hoover’s membership. Background on the Hoover’s: They purchased a puppy from Lori Elvera 6 years ago and have recently moved to Colorado after getting married. They worked the trial. Mary Lloyd motioned "I motion to approve Alex and Margaret’s membership into DSA". Motion seconded. They were unanimously approved for membership. Lori will remind Michele to send the Hoover’s a new membership packet. -Secretary’s Report, Thalia Peletis: No Report. -Corresponding Secretary’s Report, Michael Prewitt: I will prepare the SCA Local Color by the end of the month for the SCA Bulletin. Lori received some correspondence from AKC that she passed around including if we want to appoint an AKC liaison for dog legislations issues. Lori will complete the paperwork and include our Legislation Committee chairperson as our liaison. -Treasurer’s Report, Tom Lisec: 2010 Agility trial net profit: $3903.71 Grocery certificate fundraiser net profit: $3505.00 2009 End of Year bank balances (see Treasurer's Report): Jane Reller Memorial Fund: $2,659 donations received at the end of 2009. 2009 Final Audit report shown in SOG. The information will be sent to Ed Sledzik to file our Federal 990 Tax Year Return. -Committee Reports Agility – Michele Sottile Martha - Agility Yahoo group listed multiple compliments on our trial: "I want to thank the Sammie club and Dave Nauer [trial judge] for a truly fun set of agility trials. Dave's courses lived up to his reputation for wonderful flow. And the Sammie club, well, they don't hold back on anything. They have so many club members pitching in that it was hard to find a place to work. And they all had these delightful smiles on their faces any time I talked to any of them." "The Sammie Club trial is always fun and the club members REALLY get in and work. They seem to be everywhere. Dave Nauer put up great courses as always. Thank you." "Thanks to the Sammie Club for another wonderful, well organized trial. Always one of my favorite trials. I love seeing all the members of that club show up and help make it a success." Don Hansen the videographer stated "DSA has set the bar that all other agility clubs need to held up to". Awards – Mary Lloyd No report. Breeder Referral – Katherine Metter Thalia for Kathi – Please let Kathi know if you are planning or have a litter, or an any older dogs that you need to place. Cheer - Terry Walb No report. Designated Specialty ‘10 – Mary Lloyd Mary asked who has the tablecloth linens for the trophy table. Lori E. has them. Historian/Librarian – Tom Lisec New additions to the library will be placed in the upcoming Sam-O-Gram. Hospitality – Volunteers for Hospitality subcommittees: Agility – Lori Elvera (Note, this budget is part of the agility trial, and not under the Hospitality committee budget). Specialty Match – Alex & Margaret Hoover Local Specialty – Rachel Paulson Holiday Party – Linda Kitzman. December club Club meeting Date pending the Eukanuba shows. Local Specialty(2010) – Jamie Powell Jamie asked "What is the budget for the Local Specialty?" Jamie asked if we needed to hire a Jr. Showmanship judge as we have done in the past. The answer was no, since our breed judge Jeanne Nonhof will handle Jr. Showmanship judging. Obedience Judge is still needed to be hired. Martha suggested to ask Evergreen KC for the name of their obedience judge. Martha will also contact Pat Maynard and find out how much she charges for 5 or less entries. Lori reminded Jamie to reiterate to the liaison the ring location and grooming area. Also, ask if the show photographer could be located somewhere else in the facility. Last year’s location caused a significant amount of congestion near the entrance to our ring, and non-DSA members/exhibitors were helping themselves to our hospitality table’s offering while waiting to take their pictures. The show application is pending due to selection of the obedience. The application is due in March. Volunteers for Specialty Subcommittee: Mary Lloyd - Trophy Chair Rachel Paulson – Hospitality. Lori suggested that our Agility Caterer has catered up in Greely and he can be up there legally. Rachel will investigate. Lori Elvera - Rosettes Local Specialty(2011) – Volunteer Needed No report. Program – Mary Lloyd/Chris Stewart Mary announced that in the latest SCA At Your Service, there are new guidelines for herding. The rules indicate we need to videotape the session if not an accredited trial. Mary asks the members to read the AYS to confirm that regulation. Mary will follow-up with Diana McQuarrie for a Pet Therapy program. In March, we are schedule to have an Estate Planning for our Pets program organized by Jamie Powell! Mary asked if people might be interested in a beginning agility clinic. She will research the possibility. Public Education – Michele Sottile We will take part at the Plum Creek Kennel Club’s Meet the Breeds event at the February shows. Our time slot is 1PM for 1 hour. If you are interested in volunteering to assist with this event, please contact Michele. Sam-O-Gram/Web Site – Thalia Peletis In the January issue the 2009 Annual DSA Awards report, 2009 Rescue Report, and 2009 Final Audit Report were included. Thank you to all the people that send me interesting articles to include in the newsletter. It really saves me time to put the newsletter together. Sammy Rescue – Andi Mast Please see the newsletter for the 2009 Annual Rescue Report. We had 14 placements. We did have to euthanize one senior dog, since it was determined after we took her into our program, that she had cancer that had already metastasized. We have one dog, Beau a 6 yr-old male, still available for adoption that came into our program on Nov 2009. Specialty Match – Volunteer Needed. No report. -Unfinished Business: None -New Business: DSA Recognition Ad into the SCA Bulletin Ad. For years 2002-2009, the club submitted a SCA Bulletin ad that appeared in the Spring issue, which included member’s dogs that they have bred or owned, which have earned AKC or SCA titles in the year prior or placed/won at the National Specialty in the year prior to recognize this achievement. Thalia has put together this ad for 7 years and asked for a break. She stated it is a very time consuming effort. The discussion amongst the members present felt that the members who had accomplishments with their dogs typically place their own individual ads ad and given the time effort and expense (~$200), it was time to retire the ad. Motion: "The club will not submit an dd for 2009 titlists and SCA 2009 placements in the SCA Bulletin". Motion second. Motion approved. Club banner. Lori researched the cost for a new club banner. Camera ready artwork, color banner, 4’ x 6’ – 1st bid $136 and 2nd bid was $180 + $30 setup fee. Lori is waiting back to here from the first bidder if there is an additional setup fee. Pet insurance seminar. Members expressed interest in a Pet Insurance program. Tom had found out the only way to get information is online. There are no insurance representatives. Tom said he would provide information to post in the Sam-O-Gram. January Meeting Location and Time. Question posed "What about holding the January meeting at the agility trial after the close of the trial?" The poll of the members present: yes! Motion presented and tabled for vote at the April meeting" "Change the January 2011 meeting location and time to follow the January 2011 agility trial.". Library update. Tom reported that Julie Morris donated 2 Jon Katz books. The author lives in upstate NY who writes about this interactions with his animals. They are fascinating reads. Lori will also look into another training book. Lori had forwarded a book suggestion to Tom about Puppy Intensive Care. Tom will look into it purchasing it for the club. Just let Tom know if you are interested in any of the materials contained in our library: www.denversamoyed.org/Library.htm Mary asked to request a later show time when submitting entries for PCKC / CKC shows. $25 Grocery Card door prize won by Michael Prewitt. -Barks and Growls: Mary will submit information for Mary Jo from Eu Martha Lageschulte: At SCLA specialty, Karma received Best Opposite Sex and at the following Sunday show she also got Best Opposite Sex. At the DSA Agility trial she earned her AX title and Earned her MAJ title. Michael congratulated the group for a job well done at the Agility Trial. -Meeting was adjourned at 09:00 PM.   01/18/10 – Board Meeting Minutes Present: Lori Elvera, Tom Lisce, Martha Lageschulte, Sue Wangerin, Chris Stewart, Thalia Peletis, Mary Lloyd, Michael Prewitt -Meeting called to order by 7:20 PM. -President’s Report, Lori Elvera: No Report - Vice President’s Report, Michele Sottile No Report -Secretary’s Report, Thalia Peletis: No Report. -Corresponding Secretary’s Report, Michael Prewitt: No Report. - Treasurer’s Report, Tom Lisec: Donna Dannen’s membership. Tom says that Donna reported she paid her dues in cash at the 2008 holiday party, but he does not recall. In addition, he also has her dues check for 2010, so he asked the board for guidance. Martha motioned "Since Donna Dannen’s 2009 dues payment was in cash, we have to assume she paid, and we will accept her dues check for 2010 with no interruption in her membership status". 2nd by Chris. Motion approved. . Tom stated in the past year, we had several activities that exceeded the amount designated or budgeted. Board’s response, let’s conduct a separate Board meeting to review our financial activity, minimum 5 year comparison report. Date proposed: January 30th, 2PM at Sue Wangerin’s neighborhood clubhouse. . -Unfinished business. None. -New Business None. -Meeting Adjourned 7:30 PM   01/30/10 – Board Meeting Minutes Present: Lori Elvera, Michele Sottile, Tom Lisec, Martha Lageschulte, Sue Wangerin, Chris Stewart, Thalia Peletis, Mary Lloyd, Michael Prewitt Meeting called to order by 6:40 PM. -President’s Report, Lori Elvera: No report - Vice President’s Report, Michele Sottile No Report -Secretary’s Report, Thalia Peletis: No Report. -Corresponding Secretary’s Report, Michael Prewitt: No Report. - Treasurer’s Report, Tom Lisec: No Report -Unfinished business. Club Banner. Lori reported that she has had no response after two weeks regarding the additional setup fee charge from the company that gave her the 2nd bid for the club banner. She will move forward with the first company. Lori motioned: "Permission to move forward with the purchase of a new club banner". Motion seconded and approved. Thalia stated that rescue also needs a new banner to reflect our current DSR logo. Martha agreed to help the rescue committee design a banner this year that incorporates the current logo. -New Business Per our existing Committee Guidelines, the January Board meeting agenda includes reviewing and analyzing the past year’s financial activity. Modification to Committee Guidelines. Before the analysis began, Tom suggested that we add to our existing Committee Guidelines (reprinted below as originally approved by the membership in 1994), a statement on how a Chairperson can acquire more information to help them prepare their budget for the upcoming year. In brackets [ ] below is the additional text that motioned and approved by tonight’s Board. ----------------------------------------------------------------------------------------------------------------------- Committee Guidelines Budget Financial and activity reports are due to be turned in by the December meeting. These reports should give a detailed budget of the year of the profits/losses and expenses incurred. Also an activity report of what was accomplished, the strengths and weaknesses, and what should be continued or deleted in the future should be included. These reports are to be delivered (in person or mailed) to the President by the December meeting. These reports are to be compiled and copies are to be given to the new Board members at the January Board meeting to be discussed and analyzed. Any non-committee generated profits are to be included in the Ways and Means report. Members responsible for generating this income are responsible for getting a written report to the Ways and Means chairperson in a timely fashion. All monies are to go directly to the Treasurer. For example, stewarding, training classes, grocery coupons, clinics, etc. Refer to the by-laws for spending guidelines. Estimated budgets are due to the President by the April meeting from the new chair people These budget reports are to be given by the President to the Board at the May Board meeting. [ New chair people are encouraged to consult with past chairs, and/or any Board member, for guidance on their committee, including help with preparing their estimated budget. The budget should include the committee’s anticipated income and expenses for the ensuing year by taking into consideration the goals the committee wishes to accomplish. Past year’s committee financial reports may be viewed on the club web site or by requesting them from the club’s Treasurer ]. Communication All events organized by a committee are to be announced to the general membership, so all members can take part. Any form of media to be used (flyers, banners, etc.) must list the Denver Samoyed Association as the sponsoring club. Any topics evoking general membership interest to be taking place at committee meetings (voting, judge selections, public relations, etc.) is to be published in the meeting reminder section of the Sam-O-Gram. The Sam-O-Gram Editor must have the information by the first of the month. If phone calls need to be made to the general membership, complete information must be shared amongst all members. It is suggested that a written agenda to be followed and given to all members called. Violators of these guidelines are answerable to the Board. Guidelines may be amended by suggestions by the general membership through the Board. ------------------------------------------------------     Board Review of Prior Year’s Financial Activity. Prior to tonight’s meeting, a spreadsheet was prepared by Thalia and Tom containing a multi-year comparison by Budget Year, starting with 2004 through 2010 Year to Date. This report contains the same information as published in the Sam-O-Gram’s January issue, Year End Final Audit Report à Budget Year section, but it shows multiple years instead of just one year. The intent was so that the Board could see patterns in spending by a committee across multiple years. In addition, the report shows the net gain or loss for the year. The feedback from the Board was that the above report was a very useful tool to use for this annual review. It was decided that in addition to the year-end audit report, that this report be appended with the year-end results. Also, this report will be published to the club’s web site in the Members Only à Treasurer’s Report section. In general, DSA is in excellent financial condition. The multi-year report showed an average net profit of $2471 over the years 2004 through 2009. In addition, DSA continues to demonstrate an inordinate ability to raise funds through hard work and commitment to the agility trial, as well as their support of the grocery certificate fundraiser. The Board and the Committees consistently demonstrate conscientious choices when handling club financial assets. However, the concern was raised that the amount of money currently in our General Fund coffers is more than needed to support our activities. Therefore, the challenge now is for DSA to learn how to spend the surplus money wisely. To give some perspective, Thalia mentioned that in 2004 with just $4500 (including grocery certificates) in the General Fund we were able to conduct an Agility Trial, Local Specialty, Designated Specialty, and Specialty Match; publish a newsletter and web site; sponsor year-end awards for our members; and make a nominal donation to SCARF and the SCA National Trophy fund. At 2009 year-end, we had four times that amount in our General Fund and the only additional items we have added is more hospitality-related, club-funded events for our members, and some increases to our donations. So, based on this historical data, our current financial portfolio, and our continuing ability to raise money, the Board voted and approved the following: Modify the Committee Spending Limits. (See section below called Modification to Committee Spending Limits). When a committee has an expenditure that exceeds their spending limit, the Board may opt to conduct a vote of the expenditure via phone/email communication, if waiting for the regular Board meeting is not timely enough. This will ensure the Board’s involvement, but instill the flexibility needed to react to a committee’s needs in a timely manner. For committees that are composed of subcommittees, all expenditures must first be reviewed and approved by the Committee Chairperson, before the bill is paid by the Treasurer. Examples of committees that contain subcommittees (Local Specialty subcommittees: Trophy, Ribbons, etc, Agility Trial subcommittees: Food & Beverages, Ribbons, etc). If, at the annual Board financial review meeting it is determined a profit was made the previous year, the Board will decide how that surplus is used. Options include 1) donate a part to a charitable cause, 2) commit a portion to reward and reinvest in its membership (e.g. via a fun activity, DSA jacket, etc), 3) all the above, or 4) none of the above. In addition, this year-end decision on the surplus amount does not preclude other donations, or activities to enhance the benefits of club membership from occurring throughout the course of the year. It is simply an agenda item for the Board’s Annual Meeting to keep the amount of monies we have in reserves in balance with what is actually needed to support the club’s activities. In response to point # 4 above, although in 2009 we had a small net loss of $683, our average profit from 2004 through 2009 was $2,471, so Thalia motioned "DSA makes a $1000 donation to SCARF." Discussion followed the motion. The Board wanted to learn a little more about SCARF. Lori explained that the research studies are specific genetic research projects for the Samoyed breed and suggested they view the SCARF web site for more details: www.samoyedhealthfoundation.org. Mary commented that the club seems too restrictive with its money. Thalia stated that instituting a year-end review of profits generated is a good initial step toward balancing our reserves against charitable donations and reinvestments efforts for our club members. Examples of charitable donations include SCARF, Morris Animal Foundation, or crisis-related donations for animal shelters that are aiding animals after natural disasters, etc. Examples of reinvestment efforts for our club members include a club-funded holiday party, movie night, DSA-logo jackets, etc. The motion was seconded and approved.   Modification to Committee Spending Limits. On July 14, 2003 the Board passed the following motion for spending limit guidelines on individual expenditures: "Given our current club’s assets, our ability to raise funds fairly readily, and inflation, the following motion was approved by the Board to modify the committee spending limit guidelines as follows: The maximum spending limit allowed without Board approval is: Local Specialty and Rescue committees – increase limit to $1000 Ways & Means committee – Grocery Certificate purchases only – increase limit to $3000. All other committees remain at $200 limit. As long as the expense does not cause the overall: General fund bank balance plus grocery certificate balance to fall below $750. Rescue fund bank balance to fall below $5000. If the club’s asset’s decrease drastically and/or our ability to raise funds is reduced, then the spending limits will be reviewed by the Board and adjusted accordingly."   At the time this motion was made we had roughly $4500 in the General Fund assets. At 2009 year-end, we had approximately four times that amount, ~$18,000 in the General Fund, and our fundraisers continue to be supported by the membership and are successful. Therefore the Board has modified the individual expenditure spending limit to account for the changes in grocery certificate purchases (now buying $5000 at a time to obtain the maximum discount), agility and local trial expenditures for judges and secretary fees, rescue purchases for fundraiser inventory and general inflation that affected other committees. On 11/16/09, the Board motioned and approved the following motion: "The [General Fund] Treasury including unsold Grocery Certificates should not fall below $10,000 without Board approval. To combine the intent of these motions and update the limits for today’s conditions, the Board motioned and approved the following motion which supersedes the previous motions. "Given our current club’s assets, our ability to raise funds fairly readily, and inflation, the following motion was approved by the Board to modify the committee spending limit guidelines as follows: The maximum spending limit allowed without Board approval is: Local Specialty and Rescue committees – increase limit to $2500 Ways & Means committee – Grocery Certificate purchases only – increase limit to $5000. All other committees remain at $500 limit. As long as the expense does not cause the overall: General fund bank balance plus grocery certificate balance to fall below $10,000. Rescue fund bank balance to fall below $5000. If the club’s asset’s decrease drastically and/or our ability to raise funds is reduced, then the spending limits will be reviewed by the Board and adjusted accordingly."   Separate Annual Board Meeting for Finance Reviews The general consensus was that holding a separate Board meeting (i.e. not held after the regular membership meeting) to review the prior year’s financial activity is beneficial. It allows more time for analysis of the new Multi-Year Budget Comparison Report. It is recommended that future Boards also hold separate finance meetings which are open to all members desiring to participate.   -Meeting Adjourned 9:00 PM

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