Introduction

The following contains general descriptions of the many different roles to be played in the operation of the Affenpinscher Club of America.

This is not a procedure manual.  Neither is it part of the by-laws – though hopefully it is not in conflict with any provisions in that document!

A described role may be filled by one person or several.  Any one person may fill several roles (for example at present one person is the Webmaster, Mail List coordinator, and Newsletter Editor).

The Key Responsibilities are a guide – they are not intended to be comprehensive, nor should they be viewed as 100% required.  As these roles are filled by volunteers, it is expected they will bring their best effort and perform in good faith.  But also, they will have fresh ideas and approaches to filling the purpose of the role.

As Club members are seeking to increase their involvement, it is hoped this document may guide them in exploring the many opportunities. You can download Volunteer Roles Document.

Volunteer Positions

References and Links

Affenpinscher Club of America website home page:

https://www.affenpinscher.org/

ACA by laws (for officers and standing committees)

https://www.affenpinscher.org/index.php/the-club/bylaws

ACA hosting a specialty:

https://www.affenpinscher.org/index.php/events/hosting-a-specialty

AKC bylaw services page:

https://www.akc.org/clubs-delegates/clubs/forming-a-club/club-bylaw-services/

AKC bylaws:

https://images.akc.org/pdf/rulebooks/RCNA01.pdf

Interesting and useful site for various job descriptions – searchable for various positions:

https://careertrend.com/job-duties-of-a-club-historian-13661225.html

Homeowner association document on club governance and committees – not directly applicable and much more complicated, but some useful concepts -

https://www.cmaa.org/uploadedFiles/Clubs/Club_Governance_Model/22.%20Committee%20Roles%20and%20Responsibilities.pdf

Dogs New South Wales (Australia) on club organization and management:

https://www.dogsnsw.org.au/media/1418/dnsw_guide_club_management_-_jun_11.pdf

Bylaws Article I - Membership SECTION 1 - ELIGIBILITY There shall be five classes of membership open to persons who are in good standing with the American Kennel Club and who subscribe to the purposes of this club: Associate Membership shall be open to persons 18 years of age or older, they shall enjoy all the privileges of the club except the right to vote and hold office. Individual Membership shall be open to a US resident 18 years of age and older, they shall enjoy all the privileges of the club, including the right to vote and hold office. Household Membership shall be open to two US residents 18 years of age and older occupying the same residence. Both members holding Household Membership shall enjoy all the privileges of the club, including the right to vote and hold office. Lifetime Membership shall be accorded, upon unanimous vote of the Board of Directors, to any member who has made significant contributions to the Breed and/or Club over a period of 20 years or more, Lifetime members who are US residents shall be eligible to vote and hold office in the club. Lifetime members shall not be subject to payment of dues. Junior Membership - shall be open to any United States resident, 10 through 17 years of age. Junior members shall have all privileges of the Club except the right to vote or hold office. Junior Members can convert to single or household membership upon reaching their 18th birthday. SECTION 2 - DUES The Board of Directors may increase dues by a rate not to exceed 10% annually , with any increase subject to confirmation by a vote at the Annual Meeting of the Club. Dues shall be payable by October 1st of each year. In order to remain a member in good standing, dues shall be received by the treasurer by December 1st. Members paying dues between December 2 and December 31 shall be subject to a late fee, to be set by the Board of Directors. Members who have not paid dues by January 1 shall be dropped from membership. SECTION 3 - ELECTION TO MEMBERSHIP Each applicant for membership shall apply on the form approved by the Board of Directors which shall provide that the applicant agrees to abide by the Constitution, Code of Ethics and By-laws of the Affenpinscher Club of America, the Parent Club Approved Breed Standard and the rules of the American Kennel Club. The application shall state the name, address and occupation of the applicant(s) and a brief history of their involvement with Affenpinschers and any other AKC Registered Dogs. The application for Associate Membership does not require any endorsement. The application for Junior Membership must carry the endorsement of one member in good standing whose dues are paid for the current year. The application for Individual, or Two Person Household memberships shall carry the endorsement of two members in good standing whose dues are paid for the current year and who have been active Club members for two years prior to their endorsement. The prospective member shall submit to the Membership Chair the application with dues payment for the current year. The Membership Chair shall forward all payments to the Club Treasurer for processing and deposit. Such dues shall be returned to the applicant if the application receives a negative vote by the Board of Directors. Each application shall be accompanied by a non-refundable application fee to be determined annually by the Board of Directors. The application fee must be published, each year, prior to the beginning of the Operating Year.. Applicants may be elected at any meeting of the Board of Directors. Any application failing to receive unanimous endorsement of the Board on the first ballot of the Board shall be discussed by Board members at the subsequent Board Meeting, prior to reconsideration of the applicant. An affirmative vote of 2/3rds of the Board Members shall be required, at that meeting, to elect an applicant. An application, which has been denied membership by the Board, may be presented by one of the applicant's endorsers at the next annual meeting and the Club may elect such applicant by a favorable vote of 75% of the votes cast. This vote must be by secret ballot. Applicants for membership who have been rejected by the membership may not reapply within 12 months of such rejection. SECTION 4 - TERMINATION OF MEMBERSHIP Membership may be terminated: By Resignation: Any member in good standing may resign from the Club upon written notice to the Recording Secretary, but no member may resign when in debt to the Club. Dues obligations are considered a debt to the Club and they become incurred on the first day of each fiscal year. By being dropped from membership in accordance with Article 1, Section 2, 2, of these bylaws. By Expulsion: A membership may be terminated by expulsion as provided in Article VI of these bylaws. Article II - Meetings SECTION 1 - ANNUAL MEETING The Annual Meeting shall be held on the same date as the National Specialty Show to be held between March 15th and September 30th of each year. The date and location of the Annual Meeting and National Specialty Show must be set, by the Board of Directors, at least a year in advance. Notice of the meeting shall appear in the Club newsletter published at least one month prior to the month the meeting is to be held. The quorum for the annual meeting shall be 10% of the members in good standing including one executive officer. (Associate members do not count in determining a quorum.) SECTION 2 - SPECIAL CLUB MEETINGS Special Club meetings may be called by the President or by a majority vote of the Board who are present at a meeting of the Board or who vote by mail and shall be called by the Secretary upon receipt of a petition signed by 10% of the members of the Club who are in good standing. Such meetings shall be held at such place, date, and hour as may be designated by the Board of Directors. Written notice of such meeting shall be mailed or e-mailed by the Recording Secretary at least 14 days and not more than 30 days prior to the meeting. The notice of the meeting shall state the purpose of the meeting and no other club business may be transacted The quorum for such a meeting shall be 10% of the members in good standing including one executive officer. SECTION 3 - BOARD MEETINGS The first meeting of the newly elected board shall be held within 60 days of the beginning of the operating year, October 1st. Other meetings of the Board of Directors shall be held at such times and places as are designated by the President or by a majority vote of the entire Board. A minimum of one Board Meeting must be held each calendar quarter. The quorum for a Board Meeting shall be a majority of the Board voting in person or by videoconference or teleconference.. SECTION 4 - BUSINESS BY MAIL AND/OR TELEPHONE Meetings: The Board of Directors may hold meetings, in person or by videoconference or teleconference. Business (voting) can be conducted at meetings or through mail, fax or e-mail. In order for business to be conducted by e-mail the following must occur: Every board member must be provided with the means to participate; A procedure must be in place to verify the identity of the individuals participating, to ensure that they are eligible board members; A mechanism must be in place to insure that the board members are “listening”; All board members must agree to participate in this manner. Clubs may send members notification of club meetings; dues notices; minutes and newsletters via e-mail. Affirmative action shall require the support of the majority of the entire Board. Written minutes shall be prepared of all business conducted and be subject to confirmation within 15 days whether by mail, e mail or at a meeting of the Board. SECTION 5 - IN THE EVENT OF AN EMERGENCY In the event of an emergency, declared by local, state, or national government, or in the event of damage to the site of the meeting which renders it unusable, the President, or in the absence of the President, the Vice President, with the consent of a majority of the members of the Board of Directors, given individually, may postpone any meeting authorized in Sections 1, 2,and 3 of this article, for no longer than sixty days. Any business mandated to be conducted at a meeting by these bylaws shall be conducted after such postponement. Article III - Officers, Board of Directors & the AKC Delegate SECTION 1 - OFFICERS, TERM OF OFFICE, QUALIFICATIONS & DUTIES All officers shall, as a matter of continuing eligibility, be an Individual, Household or Lifetime Member for at least two years prior to their election or appointment and be a resident of the United States. No more than one Household Member shall hold more than one office at the same time. Specifically: The Treasurer shall be bondable. The Immediate Past President shall be the past President who most recently held that office, was not removed from that office and agrees to serve. The officers shall perform those duties prescribed by these bylaws and by the parliamentary authority adopted by the Club. In addition, the officers chall perform these specific duties: The President shall preside at all meetings of the Club and of the Board and shall have the duties and powers normally appurtenant to the office of President in addition to those particularly specified in these By-laws. The Vice-President shall have the duties and exercise the powers of the President in case of the President's death, absence, or incapacity. The Recording Secretary shall keep a record of all meetings of the Club and of the Board and of all votes taken by mail or e-mail, and of all matters of which a record shall be ordered by the Club, and carry out such duties as are prescribed in these By-laws. The Corresponding Secretary shall have charge of the correspondence, notify members of meetings, notify Officers and Directors of their election to office, publish a roll of the members of the Club with their addresses, and carry out such other duties as are prescribed in these By-laws. The Treasurer shall collect and receive all monies due to or belonging, to the Club. The Treasurer shall deposit the same in a bank approved by the Board in the name of the Club. The books shall be opened at all times to inspection by the Board and s/he shall have published in the newsletter a semiannual report of the Club's finances, including, a summary of every item of receipt or payment not before reported. An account of all monies received and expended during the fiscal year shall be reported to the Board and published in the newsletter within 30 days of the end of the fiscal year. Upon completion of all transactions for a fiscal year, the Treasurer shall have the Records and Books, of the Club, checked and verified by an independent, financial professional, chosen by the Board of Directors. The Treasurer shall be bonded in such amount as the Board of Directors shall determine at the expense of the Club. SECTION 2 - BOARD OF DIRECTORS The Board of Directors shall consist of the officers of the Club, except that Immediate Past President shall have no vote but shall retain all other rights of membership. The general management of the club’s Affairs shall be entrusted to the Board of Directors. The Officers and Directors shall be elected as provided in Article IV, and shall serve until their successors take office. General management of the Club's affairs shall be entrusted to the Board of Directors. The President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer and four Directors shall be limited to two consecutive terms in the same office. Only one member of a household membership may serve as an Officer or Director in the same term. SECTION 3 - AMERICAN KENNEL CLUB DELEGATE The Delegate to the American Kennel Club shall be elected by the membership to serve a two year term or until the Delegate’s successor is elected. The qualifications for Delegate shall be expressed in the Bylaws of the American Kennel Club. The Delegate shall attend and report on quarterly meetings of The American Kennel Club. SECTION 4 - VACANCIES Any vacancy in a position described in this article shall be filled until the next election by a majority vote of the then members of the Board of Directors except that a vacancy in the office of President shall be filled automaticallyt by the Vice President, and the resulting vacancy in the office of Vice President shall be filled by the Board. SECTION 5 – BONDING AND INSURANCE All Officers and Directors shall be indemnified from personal financial liability through the ACA purchasing of Directors and Officers Insurance. Article IV - The Club Year, Nominations, Election SECTION 1 - CLUB YEAR The Club's fiscal and operating year shall begin on the 1st day of October and end on the 30th day of September. On the 1st of October the elected Officers and Directors take office, and each retiring officer shall turn over to his or her successor in office all properties and records relating to that office. All records other than those of the previous term shall be sent to the Archivist for permanent retention. SECTION 2 - VOTING At the annual meeting or at a special meeting of the Club voting shall be limited to those members in good standing, whose dues are paid in accordance with Article I, Section 2, of these By-laws, except for the annual election of Officers, Board and Delegate, amendments to the Constitution and by-laws, and amendments to the Breed Standard, which shall be decided by ballot cast by mail or in accordance with AKC’s procedure on Electronic Balloting for AKC Parent Clubs. The Board of Directors may decide to submit other specific questions for decisions of members by ballot cast by mail or in accordance with AKC’s procedure on Electronic Balloting for AKC Parent Clubs. SECTION 3 - ELECTION Subject to the provisions of Section 4, Nominations and Ballots, the election of Officers and Delegate to The American Kennel Club shall be by secret ballot. Ballots to be valid must be received by the Recording Secretary by July 1st. Ballots shall be counted by an Independent Professional or Organization, recommended by the Recording Secretary and approved by the Board. The person receiving the largest number of votes for each position shall be declared elected. If there is a tie, at the time the election is verified, for any position described in Article III of these bylaws, that prevents a nominee from being elected, the Board of Directors shall, by ballot, elect one of the persons so tied. If any nominee, at the time of the election verification, is unable to serve for any reason, the nominee shall not be elected and the vacancy so created shall be filled by the new Board of Directors in the manner provided by Article III, Section 5. SECTION 4 - NOMINATIONS AND BALLOTS No votes shall be credited to any person in a Club election except to eligible members who have been nominated in accordance with these By-laws. A Nominating Committee shall be chosen by the Board of Directors before February 15th, the members of which shall not be the same in any consecutive year. The Committee shall consist of three members from different areas of the USA, and two alternates, all members in good standing, no more than one of whom may be a member of the current Board of Directors. The Board shall name a chairperson for the Committee. The Nominating Committee may conduct its business by mail, e-mail or telephone, in accordance with the policy approved by the Board. The Nominating Committee shall nominate, for the open positions in the upcoming term, from among the eligible members of the Club, one nominee for each office. The Committee shall procure the acceptance of each nominee so chosen. The Committee should consider the geographical representation of the membership on the Board to the extent that it is practicable to do so. The Committee shall then submit its slate of nominees to the Recording Secretary who shall send the list, including the full names of all nominees and the states in which they reside, to each member of the Club on or before April 1st, so that additional nominations may be made by the members if they so desire. Additional nominations of eligible members may be made by written petition to the Recording Secretary and received at the Recording Secretary's regular address on or before May 1st, signed by five members in good standing and accompanied by the written acceptance of each additional nominee signifying willingness to be a nominee. Except for the position of Delegate, no person shall be a nominee for more than one position and the additional nominations which are provided for herein may be made only from among those members who have not accepted a nomination from the Nominating Committee. If no valid additional nominations for office are received by the Recording Secretary on or before May 1st the Nominating Committee's slate shall be declared to be elected at the next Board of Directors Meeting and subsequently communicated to all Club Members, and no balloting will be required. The Officers shall take office on October 1st. If one or more valid nominations are received on or before May 1st, the Recording Secretary shall, on or before June 1st, mail to each member in good standing a ballot listing all of the nominees for each position in alphabetical order, with the names of the States in which they reside, together with a blank envelope and a return envelope addressed to the Recording Secretary marked "Ballot" and bearing the name of the member to whom it was sent. So that the ballots remain secret, each voter, after marking his ballot, shall seal it in the blank envelope, which in turn shall be placed in the second envelope addressed to the Recording Secretary. The ballots must be returned to the Recording Secretary by July 1st. The Independent inspector(s) of election, as specified in Section 3 Elections, shall check the returns against the list of members whose dues are paid for the current year prior to opening the outer envelopes and removing the blank envelopes and shall certify the eligibility of the voters as well as the results of the voting to the Board of Directors by August 1st. Nominations cannot be made at the annual meeting or in any manner other than is provided above. Article V - Standing Committees SECTION 1 - ESTABLISHMENT The Board of Directors shall have the sole authority to create and assign duties to standing committees to advance the work of the Club by resolution adopted by a vote of the majority of the entire membership of the Board. Such duties may be required to be approved by the Board prior to being exercised by the standing committee. SECTION 2 - APPOINTMENT The Board of Directors shall appoint the chair of each standing committee. Each chair shall appoint members of that standing committee, subject to approval of the Board of Directors. The chair, or any member of a standing committee, may be removed, with or without cause, upon written notice to the chair or member, as applicable, and the Board may appoint a successor to fill the position. Article VI - Discipline SECTION 1 - AMERICAN KENNEL CLUB SUSPENSION Any member who is suspended from any or all the privileges of The American Kennel Club automatically shall be suspended from the privileges of this Club for a like period. SECTION 2 - CHARGES Any member may prefer charges against another member for alleged misconduct prejudicial to the best interests of the Club or the Breed. Written specific charges must be filed in duplicate with the Recording Secretary together with a deposit of $200, which shall be forfeited if such charges are not sustained by the Board Committee following a hearing. The Recording Secretary shall promptly send a copy of the charges to each member of the Board or present them at a Board Meeting and the Board shall first consider whether the actions alleged in the charges, if proven, might constitute conduct prejudicial to the best interests of the Club or of the Breed, if the Board considers that the charges do not allege conduct which would be prejudicial to the best interests of the Club or of the Breed. It may refuse to entertain jurisdiction. If the Board entertains jurisdiction of the charges, it shall fix a date of a hearing by the Board Committee of not less than three members of the Board, not less than three weeks nor more than six weeks thereafter. The Recording Secretary shall promptly send one copy of the charges to the member accused of alleged misconduct by registered mail together with a notice of the hearing and an assurance that the defendant may personally appear in his/her own defense and bring witnesses if s/he so desires. SECTION 3 - BOARD HEARING The Board Committee shall have complete authority to decide whether counsel may attend the hearing, but both complainant and defendant shall be treated uniformly in that regard. Should the charges be sustained after hearing all the evidence and testimony presented by complainant and the defendant, the Board Committee may by a majority vote of those present suspend the defendant from all privileges of the Club for not more than six months from the date of the hearing or until the next Annual Meeting if that will occur after six months from the Board Committee decision. In such case, the suspension shall not restrict the defendant’s right to appear before his fellow Members at the next regularly scheduled Annual Club Meeting at which time the Membership will consider the recommendation of the Board Committee. Immediately after the Board Committee has reached a decision, its findings shall be put in written form and filed with the Recording Secretary. The Recording Secretary, in turn, shall notify each of the parties of the decision and penalty, if any. SECTION 4 - EXPULSION Expulsion of a member from the Club may be accomplished only at the annual meeting of the Club following a hearing and upon the recommendation of the Board Committee as provided in Section 3 of this Article. The defendant shall have the privilege of appearing in his/her own behalf though no evidence shall be taken at this meeting. The President shall read the charges and the finding and recommendations, and shall invite the defendant, if present, to speak in his/her own behalf. The meeting shall then vote by secret written ballot on the proposed expulsion. A 2/3rds vote of those present and voting at the annual meeting shall be necessary for expulsion. If expulsion is not so voted, the suspension shall stand. Article VII - Amendments SECTION 1 - PROPOSED AMENDMENTS Amendments to the Constitution, By-laws and the Breed Standard may be proposed by the Board of Directors or by written petition addressed to the Recording Secretary signed by twenty percent of the membership in good standing. Amendments proposed by such petition shall be promptly considered by the Board and must be submitted to the members with recommendations of the Board by the Recording Secretary for a vote within 90 days of the date when the petition was receive by the Recording Secretary. SECTION 2 - AMENDMENT PROCEDURE The constitution by-laws and the breed standard may be amended at any time, provided a copy of the proposed amendment has been mailed by the Recording Secretary to all members in good standing, accompanied by a ballot on which they may indicate their choice for or against the action to be taken. Dual envelope procedures described in Article IV, Section 4 (4) shall be followed to insure secrecy of the ballot. The notice shall specify a date not less than thirty days after the date of the mailing by which date the ballots must be returned to the Recording Secretary to be counted. The favorable vote of 2/3rds of the members in good standing who return valid ballots within the time limit shall be required to effect any such amendment. SECTION 3 - APPROVAL No amendment to the Constitution and By-Laws or to the Standard for the Breed that is adopted by the club shall become effective until it has been approved by the Board of Directors of The American Kennel Club. Article VIII - Dissolution The Club may be dissolved at any time by the written consent of not less than 2/3rds of the qualified voting members. In the event of the dissolution of the Club, other than for purposes of reorganization of the Club, whether voluntary or involuntary or by operation of law, none of the property of the Club nor any proceeds thereof nor any assets of the Club shall be distributed to any members of the Club. After payment of the debts of the Club, its property and assets shall be given to a charitable organization, for the benefit of dogs, selected by the Board of Directors.     Article IX - Procedure SECTION 1 - CLUB MEETINGS At meetings of the Club, the order of business so far as the character and nature of the meeting may permit, shall be as follows: Roll Call Report of President Report of Recording Secretary Report of the Corresponding Secretary Report of Treasurer Report of Committees Election of new members Unfinished business New business SECTION 2 - BOARD OF DIRECTORS At meetings of the Board, the order of business/unless otherwise directed by majority vote of those present, shall be as follows: Reading of minutes of Last meeting Report of Recording Secretary Report of the Corresponding Secretary Report of Treasurer Report of Committees Unfinished Business Election of new members New business Adjournment SECTION 3 - PARLIAMENTARY AUTHORITY The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with the provisions of the Constitution and Bylaws of this Club and any special rules of order that this Club may adopt.

The Affenpinscher Club of America is the national, or "parent" club devoted to promoting and protecting this breed. As stated in our Constitution, we are guided by the following principles:

• To encourage and promote quality in the breeding of the purebred affenpinscher and to do all possible to bring their natural qualities to perfection.
• To encourage the organization of independent local affenpinscher specialty clubs in those localities where there are sufficient fanciers of the breed to meet the requirements of the American Kennel Club.
• To urge members and breeders to accept the standard of the breed as approved by The American Kennel Club as the only standard of excellence by which affenpinschers shall be judged.
• To do all in its power to protect and advance the interests of the breed and to encourage sportsmanlike competition at dog shows and obedience trials.

Additionally, the club holds one annual National Specialty Show. Go to our National Specialty page for information about upcoming Nationals.

For a copy of the introductory flyer which we hand out at our National Specialty shows, you may download the Booth Flyer free of charge!

• The Complete Dog Book. American Kennel Club
• The Irrepressible Toy Dog, Darlene Arden
• All About Toy Dogs, V.L. Ricketts
• Grooming and Showing Toy Dogs, P.M. Hogg and R.J. Berndt
• The Bark Stops Here, Terry Ryan
• Quick Clicks, Mandy Book & Cheryl S. Smith
• On Talking Terms with Dogs: Calming Signals, Turid Rugaas (also a companion video)
• The Trick is in the Training, Stephanie Taunton & Cheryl S. Smith
• Clicker Traning for Dogs, Karen Pryor
• Don't Shoot The Dog!, Pryor, 1984
• Clicker Traning for Obedience, Morgan Spector
• The Rosetta Bone, Cheryl S. Smith
• Dogs, Raymond & Lorna Coppinger
• Take A Bow Wow (Video), Virginia Broitman
• Pills for Pets, Debra Eldredge, DVM
• The Angell Memorial Animal Hospital Book of Wellness and Preventive Care for Dogs, Darlene Arden
• Video: VVT501 Affenpinscher, American Kennel Club