| 2010 NAVHDA ANNUAL MEETING MINUTES |
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2010 January 21 – 25
The OPENING ITEMS Pres. R. Drew welcomed all to the Meeting. Sec. M. Garriott reviewed the agenda. Motion 10-01 Moved by R. West, second by M. Vetter, “that the agenda be approved as amended”. Passed
2009 Minutes M.
Motion 10-02 Moved by L. Picard, second by H. Zimmermann, “that the 2009 Annual Meeting minutes be accepted as presented and distributed”. Passed
M. Garriott reported that minutes of the November 2009 teleconference regarding the replacement of the shackled duck segment of the Invitational Test with a double marked retrieve and results of some membership surveys were distributed to all EC members in November.
Motion 10-03 Moved by R. West, second by J. Dolejsi, “that the minutes of the November 2009 teleconference be accepted as presented and distributed”. Passed
M.
Motion 09-28 Moved by J. Dolejsi, second by M. Garriott, “that Motion 09-29 Moved by M. Garriott, second by J. Dolejsi "that Robert Cochrane, Allen Glover and
Motion 09-30 Moved by R. West, second by J. Applegate, “that Diane Calandra and Kurt Merg be appointed as Judges for 2009”.
Motion 09-31 Moved by J. Applegate, second by M. Vetter, “that
Treasurer's Report—J. Dolejsi
The Life Membership fund increased in value by $25,258.53 over the preceding year, the growth reflecting an improvement in the equity markets in 2009. As of
Next was a comparison of 2009 actual expenses with the 2009 Budget. The actual value versus plan comparison was done on each major account area within the budget. Differences and possible impact on the 2010 budget were discussed and changes planned as required.
Total income for 2009 was $512,841.83 while gross income, after adjustment for cost of goods sold, was $508,517.61. Total expenses were $511,073.05. Interest income from savings was $15,369.64 for a net income for 2009 of $12,814.20. Copies of the financial reports are available for inspection at the Central Office.
Motion 10-04 Moved by J. Dolejsi, second by M. Garriott, “that the treasurer's report as submitted and reviewed by J. Dolejsi be accepted as read”. Passed
2010 Budget Review
J. Dolejsi led the EC through a detailed review of the proposed 2010 budget. Discussion of our sponsors and the status of the individual contracts and contributions was also a part of this review.
M. Garriott presented a proposal to spend $1015 to purchase a new plaque recognizing our Versatile Champions for addition to the
Motion 10-05 Moved by M. Garriott, second by R. West, “that funds be approved to purchase a new VC plaque for the Passed
R. West discussed the importance of a
Motion 10-06 Moved by R. West, second by J. Dolejsi, “that Passed
The financial aspects of the Invitational Test were briefly reviewed by the group.
Motion 10-07 Moved by M. Vetter, second by R West, “that the entry fee for the 2011 Invitational will be $350”. Passed
L. Picard reported that, due to availability on the website and lack of demand, no membership directory will be printed in 2010.
After completion of the budget review it was determined that it would not be necessary to draw funds from the Life Membership fund to support the 2010 budget.
Motion 10-08 Moved by J. Dolejsi, second by R. West, “that no funds will be drawn from the Life Membership (Johnny Shulkey) fund for 2010 expenses”. Passed
A brief discussion of the kennel registration fee followed.
Motion 10-09 Moved by J. Dolejsi, second by M. Vetter, “that the fee to maintain a registered kennel name with Passed
OLD BUSINESS
M.
Motion 10-10 Moved by J. Dolejsi, second by J. Applegate, “to implement the Passed
COMMITTEE / DIRECTOR REPORTS
Organization—R. Drew
A list of Officers, Directors, Committees, Chairpersons, Co-chairpersons, and Members for 2010 was reviewed by R. Drew.
Motion 10-11 Moved by M. Passed
R. Drew led a discussion of the need for more production from the Promotions area, noting that it was a huge job and that a committee structure similar to that used by Testing and Judging would be most effective in addressing the various Promotion needs of the organization. Areas for consideration are: sponsors, chapters, members, outdoor writers. R. Drew will work with K. Hill, M. Vetter and R. West to develop the structure and appoint managers and/or subcommittees as appropriate.
Committees, chair-persons, co-chairpersons, and members were reviewed and revised. Since additional action will be required before finalizing the assignments for 2010, no action was taken to approve the remainder of the organizational list. This will be done via email following the meeting.
Test and Judging Committee—R. West and H. Zimmermann
Double Marked Retrieve
R. West led a discussion of the test sequence for the double marked retrieve noting that the actual test was the retrieve of the long / memory bird and that the short retrieve and additional shot made during the retrieve of the short bird were distractions from the actual test. Therefore, retrieve of the birds in the correct order—short then long—will be necessary to achieve a passing score. A brief discussion of this requirement ensued.
Motion 10-12 Moved by J. Dolejsi, second by R. West, “that the double marked retrieve will be conducted requiring that the short bird be retrieved first”. Passed
Due to the lateness of the hour, it was decided to postpone the review of judging appointments until the next day. The meeting proceeded with the discussion of agenda items requiring less time.
Invitational Testing—M. Vetter
Reviewed results of the 2009 Invitational noting that the passing ratio was the highest of any Invitational to date, reflecting the quality of preparation by the handlers.
In 2010, the organization of the event will proceed without a Secretary—that function being assumed by the Central Office. The event will be held near
The test entry refund policy was reviewed and it was agreed that a 50% refund of the fee would occur for medical reasons. In the event of death of the dog or handler, a 100% refund would occur. Other than those two reasons, no refund will occur. Also, consistent with past practice, no carryover of the entry fee will occur.
Registry--J. Applegate
Reported that the Central Office had identified 16 breeders eligible for the recently approved Versatile Champion Breeders Award (Motion 09-31). The award goes back to 1988 and there may be others, but these were easily determined. All future award winners will need to apply, as is the requirement for the NA and UT Awards.
Central Office—J. Applegate
Reported that a new post-test packet has been developed for Test Secretaries. They will receive one page of instructions via email that will describe the procedure to go online to download fillable forms. Cards and envelopes will continue to be sent, but the changes will result in a cost savings to the organization.
Also reported that the office is running smoothly and no additional personnel are needed.
Publications--L. Picard
Reported that publication of the magazine is on schedule and she is looking for new writers. She is also in the process of putting together a new advertising package that will provide a promotional packet to potential advertisers. Some additional helpers are needed to complete this project. She showed the group the online classified advertising that has recently become available, noting that the ad runs for one month and is available with and without a picture. The cost for 300 characters is $25, or $35 for 300 characters and a picture.
The EC meeting was recessed at
The EC reconvened at
Same attendees as the previous day. The meeting resumed with a continuation of the Test and Judging Committee Director Reports.
Testing Program—H. Zimmermann
Reported that 2119 dogs were tested in 2009, a decrease of 86 from 2008 (NA=1392, UPT=58, UT=583, INV=86). Overall, the numbers of dogs tested in each test category were similar to the numbers tested in 2007. A total of 300 tests were conducted with two chapters receiving poor or unacceptable ratings.
Appointment of Judges for 2010—R. West
R. West led a review of those applying to be new judges, including the Committee’s recommendations for new judges and new senior judges.
Motion 10-13 Moved by R. West, second by H. Zimmermann, “that Nelson Gonzales, Robert Kilburn , T J McKenzie, Kenneth Pierce, Passed
Motion 10-14 Moved by R. West, second by H. Zimmermann, “that Lisa Pehur, Passed
Motion 10-15 Moved by R. West, second by H. Zimmermann, “that Passed
R. West reviewed the 2009 list of Judges, Senior Judges and Clinic Leaders. He reported that 5 judges were being dropped for failure to meet requirements there were two judge resignations and two clinic leaders were being dropped. The group briefly discussed the possibility for a “retired judge” category. These individuals could judge the Invitational and possibly serve as Clinic Leaders. No action was taken on this discussion item.
Motion 10-16 Moved by R. West, second by H. Zimmermann, “that other than those judges that were dropped or resigned, all 2009 judges, senior judges, and clinic leaders (see attachments) are re-appointed for 2010”. Passed
Judges Workshop—R. West
The 2010 Judges Workshop is scheduled for July 10 and 11 in
Handler Clinics—R. West
Four Handler Clinics have been scheduled to date for 2010. Ten have been budgeted.
Promotions
K. Hill was unable to be present at the meeting. Promotions activities were reviewed with input from various EC members.
As of
A new Junior Member Packet has been developed with the help of our Sponsors and M. Vetter agreed to write an article about the packet for VHD.
J. Dolejsi presented information on a new advertising package to be made available to sponsors or other businesses desirous of receiving the
Motion 10-17 Moved by J. Dolejsi, second by M. Vetter, “that using the advertising contract format presented to the EC, Promotions will implement a new advertising program”. Passed
J. Applegate noted that there will be no changes to the items in the
Following a brief discussion, the EC decided not to proceed with the creation of a ‘friends of
Motion 10-18 Moved by J. Dolejsi, second by M. Garriott, “that International dues will be waived for any member serving overseas in the Passed
A brief discussion led to a decision to request that a chapter identified as having what could be perceived as an advertising conflict of interest will be requested to create an advertising link. L. Picard will contact the chapter.
It was noted that the past year has seen an increase in the number of letters received in the Central Office regarding internal chapter conflicts and requesting EC resolution of the matter. During the ensuing discussion it was noted that the EC does not have the resources properly investigate these chapter matters and that chapter members should be encouraged to resolve the problem or to either join, or start, a new chapter if the situation cannot be resolved.
Annual Meeting—M. Garriott
Presented a formal bid from
Motion 10-19 Moved by M. Garriott, second by R. West, “that the Ottawa Valley Chapter be chosen to host the 2011 meeting in Passed
The bidding process for the 2012 meeting will begin now with interested Western chapters asked to submit a bid by
NEW BUSINESS
Officer and Director Reports
Motion 10-20 Moved by R. Drew, second by R. West, “to accept and approve the 2009 officer reports as published in Versatile Hunting Dog”. Passed
Insurance
R. Drew reported that a new underwriter had been found and that for the same premium as last year, the liability coverage would increase from 1M to 2M dollars. He is continuing to work with the Canadian chapters to obtain complete coverage. Currently 4 of the 9 chapters are good. While the situation has improved much over the past two years, there is still a significant liability concern for
Chapter Review
The list of sanctioned chapters was reviewed (see attachment). Chapters being dropped will receive a de-sanctioning letter from the Central Office.
Motion 10-21 Moved by R. Drew, second by M. Vetter, “that the chapters listed (see the attachment ‘Active Chapters as of 2/1/2010’ are all sanctioned for 2010”. Passed
Significant Motions
Motion 10-22 Moved by M. Garriott, second by M. Vetter, “that Motion 09-31 be added to the Significant Motions List”. Passed
J. Dolejsi noted that Significant Motion A1.20 only mentioned that Ralston Purina [Nestle] could use the
Motion 10-23 Moved by J. Dolejsi, second by M. Vetter, “that Significant Motion A.1.20 be amended to include all sponsors, conservation partners and others that have entered into an EC-approved written agreement with Passed
Motion 10-24 Moved by J. Dolejsi, second by M. Garriott, “that Significant Motion A.1.23 be amended to state that new chapters will pay the current annual insurance premium on a prorated basis prior to sanctioning”. Passed
J. Applegate noted that Significant Motion T.4.1 pertaining to test announcements was no longer relevant. M. Garriott will add the motion to the list of Retired Significant Motions.
Fortieth Anniversary Book
R. Drew noted that he would like a 40th anniversary book compiled and that he would find a person to do it.
Chapter videos, media statements, etc.
Following a brief discussion, M. Vetter agreed to write a reminder regarding
Mid-year Meeting
R. Drew stated that a mid-year meeting did not seem necessary at this time.
Rules and Aims Book
J. Dolejsi informed the groups of minor changes resulting from suggestions from the Registry and a change to the sentence regarding the reading of scores. His suggestion to add wording to require that all gunners be at least 18 years old and, if born after 1975, must have completed a state/provincial hunter/firearms safety course was agreed to by the group. R. West will provide J. Dolejsi with wording for the description of the double marked retrieve by
Motion 10-25 Moved by J. Dolejsi, second by L. Picard, “that the changes to the Rules and Aims book be approved as presented”. Passed The meeting was recessed for lunch at
The EC meeting reconvened at
Same attendees as before, minus Terry Petro.
2010 Elections
M. Garriott reminded the group that 2010 is an election year and distributed a handout listing the important election year dates as described in the bylaws. The group briefly discussed the number of signatures that will be necessary to support a nomination from the general membership (100). The dates will be published in each issue of the VHD beginning with the next issue. The group briefly discussed possible nominees and persons for some of the Director positions.
Need for Additional Directors
The group noted that there is a need to continually develop ways to improve communications with the membership by creating interfaces between MARS and the website.
Motion 10-26 Moved by M. Vetter, second by R. West, “that a new director position on the EC be created effective Passed
Miscellaneous
M. Garriott was directed to include the minutes of the November 2009 telecon as an attachment to the final minutes of the 2010 Annual Meeting.
There being no more new business at this time, the EC recessed at
HIGHLIGHTS OF THE EC MEETING WITH THE DELEGATES
1) L. Picard will talk with
2) Comments were received noting the lack of a general review by the judges and members prior to implementing the change to a double marked retrieve in the Invitational.
3) The EC noted that feedback, particularly negative, about judges or judging teams should be sent to the Central Office or to the Directors of Testing or Judging. The EC noted that in order to take corrective action, information needed to be shared. A chapter making a decision to not invite a judge back in the future does not prevent the same problem from happening in another chapter. A suggestion was made that a feedback form could be developed and sent to chapter officers to complete and return after the test.
4) Noting concern about lack of membership retention and the feedback obtained in a lapsed member survey, J. Applegate indicated that many drop after the first year due to lack of attention and lack of guidance from their local chapter. Three chapter delegates spoke about mentoring programs that had been implemented in their chapters to get new members off to a good start.
5) R. Drew reminded the group that chapter members who are not International members are not covered under
HALL OF DELEGATES MEETING__SATURDAY, JANUARY 23
The meeting was called to order by President R. Drew at (Officers and Directors present: R. Drew, M. Vetter, M. Garriott, J. Dolejsi, R. West, H. Zimmermann, L. Picard, and J. Applegate.)
Opening Remarks
R. Drew welcomed all to the meeting and thanked the Minnesota Chapter for hosting the meeting. He commented that communication between the chapters and the EC had not been what we wanted in the past year but that the Promotions area will be restructured to improve that situation resulting in better two-way communication. He encouraged the attendees to provide input and feedback during the meeting today. He then cited a list of the organizations accomplishments in 2009: Changes to the bylaws were overwhelmingly approved, but that only a fraction of the membership had cast ballots indicating a high level of overall satisfaction with, and confidence in the EC; A new insurance carrier had been found resulting in an increase in coverage from 1M to 2M without an increase in premium; All chapter websites for 501 (3c) compliance by Peter Wade; Job descriptions were written for each EC position; Membership only decreased by 56 during 2009, a small drop considering the economy and thanked the Officers, Directors, and Committee members for keeping the number small; The EC had stayed within the budget; Joe Raia was appointed as Manager of the Apprentice Judging Program and had done a great job; Sanctioned two new chapters; Eliminated the shackled duck and its inconsistency from the Invitational test; Developed a new Invitational test site in 48 of 87 dogs tested in the 2009 Invitational passed; R. West led an informative Judge Workshop in The VHD magazine continues to improve and L. Picard is doing a great job.
He then commented on the strong financial support
In closing, he encouraged everyone to inform the EC of problems with judges, chapters, etc. so that the problems could be addressed for the overall improvement of
Roll Call of Chapter Delegates
The delegates were polled with 22 in attendance (see attachment).
Memoriam
R. West conducted a brief memoriam, lighting a candle in remembrance of the troops that had fallen during service to their countries, for the earthquake victims in
OLD BUSINESS
Officer and Director Reports
Secretary’s Report--M. Garriott
Reported that minutes from the 2009 Annual Meeting had been distributed to the President and Secretary of each sanctioned chapter in March 2009 and that electronic copies were also sent to each chapter delegate pre-registering as a delegate for the 2010 Annual Meeting. No changes or corrections were forthcoming.
Motion 10-27 Moved by Dave Trahan, second by Passed
Treasurer's Report—J. Dolejsi
Compared 2009 actual expenses with the 2009 budget and 2009 performance with 2008. Total income for 2009 was $512,841.83 while gross income, after adjustment for cost of goods sold, was $508,517.61. Total expenses were $511,073.05. Interest income from savings was $15,369.64 for a net income for 2009 of $12,814.20. The Life Membership fund increased in value by $25,258.53 over the preceding year, the growth reflecting an improvement in the equity markets in 2009. As of
Copies of the financial reports are available for inspection at the Central Office. (
Motion 10-28 Moved by Wally Richardson, second by Dave Trahan, “that the treasurer's report be accepted as read”. Passed
Vice-president—M. Vetter
Thanked Jeff Rhodes and Pat Lamantia for their support of the 2009 Invitational particularly to the improvements made to the shackled duck area. Thanked
Noted that a Junior Member Welcome Packet has been developed and that an article describing its contents will be published in an upcoming VHD.
Secretary--M.
Thanked the Minnesota Chapter for hosting the meeting noting that his job was made very easy by the hard work of Terry Petro and his core meeting committee members—Len and Diane Kindem, Brian and
Asked chapters that have not already done so, to return lists of Chapter Activities in 2009. These reports serve to document
Announced that the 2011 meeting will be hosted by the Ottawa Valley Chapter and held in
Reminded the attendees that 2010 is an election year and that the bylaws require the EC to submit a slate of nominees for the offices of Pres, VP, Sec, and Treas to the membership by June 15. Briefly described the procedure for the membership to submit nominations, noting that 100 signatures will be required. Important dates and general election procedures will be published in VHD.
Director of Judge Development—R. West
Complimented H. Zimmermann for his work on the combined Judging and Testing Committee. Noted that 8 Handler Clinics were held last year and that 4 are scheduled so far for 2010. Recognized retired judge Wally Wahl and thanked him for his long and dedicated service to
Director of Testing--H. Zimmermann
Complimented all on the quality of the tests held in 2009 and reported that only 2 "poor or unacceptable" ratings were received. Reported that 2119 dogs were tested in 2009, a decrease of 86 from 2008 (NA=1392, UPT=58, UT=583, INV=86). Overall, the numbers of dogs tested in each test category were similar to the numbers tested in 2007. A total of 300 tests were conducted.
Noted that to help with test finances, an out of region judge is now required only for every third test weekend and that an out of region judge should be included in judging teams that include two chapter members.
Publications--L. Picard
Presented the new online classified option that is available. Noted that the chapters have great websites and that she will follow-up with John MacNeal about modifying the language of the disclaimer statement that chapters have been requested to display on their websites. Reported that plans for a possible 40th anniversary video have been tabled, but plans will be made for a 50th.
Registry—J. Applegate
Reported that the activities of the Registry were summarized in his Director report in VHD. Noted that the new registration procedures implemented two years ago are working very well and only minor tweaking has occurred since.
NEW BUSINESS
Introduction of Officers and Directors for 2010—R. Drew
Reported that all officers and directors will be the same as for 2009, noting that a power outage had prevented K. Hill from attending the meeting.
Presented a bullet point summary of the decisions made and actions taken during the EC meeting the previous two days.
Open Discussion
R. West opened this segment of the meeting with a 60 minute power point review of the double marked retrieve. The review included a summary of the comments received, and difficulties encountered, over the years with the shackled duck element of the Invitational test, an overview of the double mark test set-up, the test sequence and the underlying philosophy. He noted that the actual test was the retrieve of the long / memory bird and that the short retrieve and additional shot fired during the retrieve of the short bird were distractions from the actual test. Therefore, retrieve of the birds in the correct order—short then long—will be necessary to achieve a passing score. He noted that the plan for the 2010 Invitational is to have 2 judges that will judge this segment all four days. These judges will be invited to the two Hawkeye tests this year so that work days can be conducted at possible test sites to evaluate locations and evaluation of various test outcomes. Other judges will be rotated in each day to prepare for the 2011 Invitational. In response to questions, he noted that a single shot shotgun would be provided so adequate time to reload and prepare for the second bird would be built into the timing between throws of the long / memory bird and the short / distraction bird. Also, while no grabbing of the dog’s collar would be permitted, handlers will be allowed to heel their dog to achieve proper alignment for each retrieve. Also, some handling will be allowed to achieve the retrieves in the proper sequence.
J. Applegate and M. Vetter reported the results of four “Survey Monkey” surveys that were conducted with the membership during 2009—an orthopedic survey requested by Terry Dew, a survey to poll the general membership about adding a blood tracking test (little support for this test), an exit survey of all members testing in 2008, and a lapsed member survey of all members not renewing membership in 2009. They noted that these surveys are easy to set up and indicated that chapters could send questions and mailing lists to the Central Office and they would create and send out the survey. Also, other chapters could use the same survey questions if they desire. The results of the lapsed member survey were reviewed in detail. Key findings were: ~40% of lapsed members never attended a chapter meeting (the EC will look into ways to help chapters identify these members) or tested a dog. About 20% dropped because their expectations were not met. Another reason cited was cost. Many dropped because they did not feel welcome by the chapter they had joined. In response to this, several delegates spoke of mentoring programs created within their chapters to pair new members with experienced trainers. Another attendee spoke about the positive effects of having a new member handle an experienced dog or to shadow an experienced dog/handler team for a training session. Another pointed out the need to give new people something to do—planting birds, gunning, catching birds, etc.
There being no further business, the Hall of Delegates meeting was recessed at
Hall of Delegates Meeting reconvened Saturday evening,
Terry Petro, chairman of the Minnesota Chapter annual meeting committee recognized the members of the chapter who had worked so hard to ensure the success of the event.
R. Drew welcomed all back to the meeting and thanked the Minnesota chapter for hosting a fine meeting, thanked the EC for their hard work during the past year and during the past two days at the EC meeting, thanked and recognized all chapter officers in attendance for their hard work at the grassroots level, thanked the judges and concluded by thanking the sponsors and conservation partners for their support.
Breeders Awards--J. Applegate
Breeders Awards for NA (72), UT (3), and VC (16) were presented. Noted that the VC Breeders Award was developed in response to a motion passed by the delegates at the 2009 annual meeting and that the Central Office had found the 16 initial award winners covering the Invitational back to 1988, but that there may be others. Recognized
Recognition Awards--R. Drew
Mentioned that 96
R. Drew announced the EC meeting would reconvene at
There being no further business;
Motion 10-29 Moved by Dave Trahan, second by Passed
The EC reconvened at
Those present were: R. Drew, M. Vetter, J. Dolejsi, M. Garriott, R. West, H. Zimmermann, J. Applegate, L. Picard and Tracey Nelson.
Miscellaneous
M. Garriott noted that dates for the 2011 annual meeting needed to be finalized. The group agreed on the dates of
M. Garriott informed the group that he had spoken to Rick Kildow about the training gun raffled at the 2009 Judges Workshop and that the winner, who wished to remain anonymous, was donating the gun to
2010 Budget
Motion 10-30 Moved by J. Dolejsi, second by J. Applegate, “that the 2010 budget, as presented and amended in this meeting, be approved”. Passed
There being no further business;
Motion 10-31 Moved by R. West, second by J. Applegate, “that the 2010 Annual EC Meeting be adjourned”. Passed
Respectfully submitted,
Michael L. Secretary,
Attachments: 2010 Delegates List 2010 Judges List 2009 Breeders Awards 2010 Recognition Awards 2009 Bylaw Vote Results Minutes of the November 2009 EC Teleconference
2010 Addendum
Subsequent to the 2010 Annual Meeting, several motions were submitted for consideration and voted on electronically by the EC. The motions are presented here.
Motion 10-32 Moved by J. Dolejsi, second by R. West, “ that one additional 2009 judge be reinstated for 2010”. Passed
Motion 10-33 Moved by R. West, second by M. Passed
Motion 10-34 Moved by J. Dolejsi, second by M. Passed
Motion 10-35 Moved by M. RESULTS PENDING
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