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

President

Purpose:

Provide overall leadership and direction of the Affenpinscher Club of America

Key Responsibilities

  • General responsibility for overall operations – by default is a member of all committees.
  • Ensure Club operates in accordance with ACA and AKC bylaws, rules, and regulations.
  • Leads Board of Directors, conducts Board and Club meetings, provides vision and direction.
  • Monitors officers, board members and committees in their activities, meeting their responsibilities, and achieving established goals.

Time commitment

10-40 hours/month

Skills, abilities, interests useful to this role

Leadership. Organization.  Communication/people skills.  Mediation.  Problem solving. Goal setting.  Follow up/follow thru.  Knowledge of Affenpinscher breed and Standard, ACA & AKC bylaws, rules, and regulations.  Familiarity with Robert’s Rules of Order.

Vice President

Purpose:

Assist President, other Club officers, board members, and committees in completing their duties.

Key Responsibilities

  • Actively engage in operations of the Club and with other club officers, board members, and committees.
  • Lead board meetings in absence of President.

Time commitment

10-40 hours/month.

Skills, abilities, interests useful to this role

Leadership. Organization.  Communication/people skills.  Mediation.  Problem solving. Goal setting.  Follow up/follow thru.  Knowledge of Affenpinscher breed and Standard, ACA & AKC bylaws, rules, and regulations.  Familiarity with Robert’s Rules of Order.

Treasurer

Purpose:

Serve as custodian of Club’s funds and related records, delivers financial information to Board to support decision making, and provides reporting in accordance with Federal, State, ACA and AKC laws, bylaws, rules, and regulations.                     

Key Responsibilities

  • Collecting and making timely deposit of member dues, breeder list fees, application fees, fund raising proceeds, and other sources of funds received.
  • Issue payments in a timely manner for expense reimbursements, insurance, National Specialty expenses, and other Club expenses as directed or authorized.
  • Maintain records and evidence of all transactions and their reconciliation, including bank statements, PayPal, Square, cash, and any other.
  • Prepare annual budget proposal with input from officers, board, and committee chairs.  As scheduled by President and Board, present proposed budget for approval.
  • Provide reporting to Board, Newsletter, IRS in accordance with bylaws, and Federal/State requirements, deadlines, and in alignment with ACA’s fiscal year (10/1 – 9/30). 
  • Support audit/independent review of Club financial books and records.

Time commitment

5 hours/month.

Skills, abilities, interests useful to this role

Basic accounting.  Organization.  Attention to detail. Familiarity with financial reports and software.  Meets qualifications to be bonded.

Corresponding Secretary

Purpose:

Receive, route, deliver, and otherwise respond to all communication on behalf of the Club.

Key Responsibilities

  • Receive and maintain records of email and paper correspondence including notices/requests form the AKC.
  • Print and mail ACA newsletter to ACA members as requested.
  • Provide response to Annual AKC request for information regarding officers and members.
  • Prepare certificates for qualification for Crufts for use at National Specialty.
  • Provide periodic reporting to Board of volume, nature of communication and items of particular interest.

Time commitment

10-20 hours/month.

Skills, abilities, interests useful to this role

Organization. Follow up/follow thru. Written communication.

Recording Secretary

Serves as curator of Club’s records including minutes of meetings, Board votes, elections results, and other records critical to the Club.

Key Responsibilities

  • Distribute ballots to and receive from Club members for the purpose of election of Officers and Board members per procedures defined in Club bylaws. 
  • Distribute notice and agenda for bi-monthly Board meeting and Club Annual meeting.
  • Record minutes of all Club and Board of Directors meetings including votes taken.  Distribute minutes to Board of Directors and Newsletter Editor.
  • Maintain copies of minutes and other records.

Time commitment

2-10 hours/month

Skills, abilities, interests useful to this role

Organization.  Attention to detail. Written communication. Self-directed to prompt action to adhere to deadlines.

All Officers and Board Members

Purpose:

Serve to promote the best of interests of the Affenpinscher breed and the Club.

Key Responsibilities

  • Review and maintain familiarity with ACA and relevant AKC bylaws, rules, and regulations.
  • Maintain familiarity with Affenpinscher Breed standard.
  • Board members at large (non-officers) actively assist in operations, lead/serve on committees, fulfill role(s) of functional chairs.
  • Officers/chairs should actively prepare their successors with explanation of applicable record keeping and other procedures, regular meetings and routines, review of applicable sections of bylaws, and then offer to provide ongoing appropriate advice and support.

Time commitment

4-40 hours/month.

Skills, abilities, interests useful to this role

Passion for the Affenpinscher breed.  Familiarity with the Breed Standard.  Willingness to serve.

See other role descriptions for specifics.

AKC Delegate

Purpose:

Represent the Affenpinscher Club of America at quarterly AKC meetings.

Key Responsibilities

Monitor items that will be on agenda at upcoming quarterly AKC meetings and solicit guidance from Board members as applicable to the Affenpinscher breed or the Club.

Attend quarterly AKC meetings. Vote, nominate, and/or propose items on behalf of the Club.

May participate in delegate standing committees.

Report to Board following each quarterly meeting with information on the proceedings, votes, and matters of interest.

Act as ombudsman for club members dealing with AKC.

Time commitment

10-20 hours quarterly (not including travel). 

Skills, abilities, interests useful to this role

Knowledge of AKC bylaws, Club bylaws, Affenpinscher breed.  Communication skills. Willingness to serve long term (5+ years though re-elected every two).

AKC Internet Coordinator

Purpose:

Assist AKC in monitoring, correcting, and updating AKC website for posted information regarding the Affenpinscher breed and the Affenpinscher Club of America.

Key Responsibilities

  • Regularly monitor / review the AKC website for Affenpinscher related information.
  • Respond to AKC with any referred question or request for assistance related to AKC website information.
  • Coordinate with AKC, ACA Board and members in providing any information needs, corrections, and/or images for the AKC website.

Time commitment

Varies 1-10+ hours/month --- basic review/monitoring vs effort to obtain new/revised materials and work with AKC on publication to their website.

Note: this position is similar to Social Media but is distinct given different requirements of the AKC.

Skills, abilities, interests useful to this role

Knowledge of breed standard, club background/organization. Communication and follow through/follow up skills.

Breed Versatility Chair

Purpose:

Encourage and promote the versatility of the Affenpinscher breed to participate and compete in a variety of activities.

Key Responsibilities

  • Broaden awareness of Affenpinschers engaged in activities such as:
    • Conformation
    • Obedience
    • Agility
    • Rally
    • Fast Cat
    • Lure Coursing
    • Scent Work
    • Barn Hunt
    • Trick Dog
    • And others!
  • Contribute articles and posts to Club Newsletter and social media highlighting the versatility of the breed and recognizing achievements in the different activities.
  • Coordinate with Membership and Mail List Chairs to identify and connect club members with like interests in specific activities.
  • Prepare and present recognition at the National Specialty Annual Banquet of Club member’s Affenpinschers that have achieved “top” performance status in the prior year.
  • Develop additional creative ideas to recognize and promote the versatility of the breed.

 Time commitment

2-10 hours per month.

 Skills, abilities, interests useful to this role

Passion for the breed.  Creative promotion/recognition ideas. Communication skills.

Breeder Referral Chair

Purpose:

Maintain Breeder Referral List and respond to inquiries about acquiring an Affenpinscher.

Key Responsibilities

  • Respond to inquiries by providing breed information, referring to breeder list with guidance as to region and/or known availability of dogs.
  • Maintain and update the Club’s Breeder Referral List
    • Receive and process new applications.
    • Remind current list members of annual renewals.
  • Survey list members periodically to maintain awareness of current or upcoming availability of litters or older dogs.
  • Provide bi-monthly report to Board.

Time commitment

1-5 hours/month depending upon number of inquiries.

Skills, abilities, interests useful to this role

Organization and follow up. Communication/people skills. Knowledge of breed. 

Health & Welfare

Purpose:

Promote awareness, information, and best practices for the health and welfare of the Affenpinscher breed.

Key Responsibilities

  • Regularly review published research for items related to health and well-being of Affenpinschers and/or Toy breeds:
    • AKC Canine Health Foundation
    • Morris Animal Foundation
    • Various university veterinary research reports/publications
  • Communicate to ACA Board and members items of interest regarding overall breed health and welfare issues.
  • Research and write articles for club bimonthly newsletter.
  • Promote overall health and welfare of the breed and be an advocate for testing breeding stock and sharing of information.

Time commitment

Estimate 2-8 hours / month in review of materials and writing article for newsletter.

Skills, abilities, interests useful to this role

Passion for the overall health, quality, and well-being of the breed.  Interest in veterinary health, genetics, and testing.  Good written communication skills with ability to present complex technical/medical information in simple understandable terms.

Historian

Purpose:

Maintain the documented record of activity of the Affenpinscher Club of America.

Key Responsibilities

  • Record key events during each year.
  • Take or collect photographs or images of event.
  • Prepare Annual “Scrapbook” (digital format) which includes:
    • Record of officers and elections
    • Record of key events, specifically including but not limited to National Specialty, including entries, notable attendees, and results.
    • Record of any key achievements or awards by particular members or their dogs (e.g., winning Westminster)
    • Copies of bi-monthly club newsletter produced during the year.
  • Research, retain copies, and catalogue publications/articles about the Affenpinscher breed, the club or its members.  Coordinate with Webmaster for digital archive and Club member access of the Scrapbook and related materials.
  • Report to Board as requested with at minimum annual presentation of “Scrapbook” (which may occur at annual meeting for the prior calendar year).
  • Note:  Records of events are not expected to include every show during the year where Affenpinschers were shown, nor to be an official record (as that resides with AKC), but rather selected events of “historical interest” and deemed important to the overall history of the breed in America.

Time commitment

2-20 hours / month depending upon level of activity and events.  20 hours at the high end for preparation of the Annual “Scrapbook” vs. 2 hours for receiving/cataloging items in any given month.

Skills, abilities, interests useful to this role

Organization.  Attention to detail.  Communication skills.

Judges Education

Purpose:

Educate aspiring and current Affenpinscher Judges to enhance their understanding of the Breed Standard and its consistent application in Conformation judging.

Key Responsibilities

  • Know the Affenpinscher Breed Standard.
  • Prepare and maintain presentation and other educational materials.
  • Schedule and coordinate education activities:
    • Seminars
    • Hands On judging practicum
    • Ringside Mentoring
    • Provide documentation of attendance and fulfilled judges’ requirements to AKC
  • Develop and utilize club members to serve as Mentors to assist with education activities with approval of Judge Education chair and Board.
  • Prepare and provide required verification/certification documentation to participants and AKC.
  • Assist AKC in preparing and maintaining On-line judge education materials.
  • Report education activities to bi-monthly Board meeting.
Time commitment

Varies from a few hours monthly to close to all day seminar/hands on/ringside events at selected dog shows.

Skills, abilities, interests useful to this role

Strong knowledge and experience with the breed.  Clear understanding of the Breed Standard and its application.  Organization and scheduling.  Group presentation and communication skills.  Ability to communicate critical assessments of dogs in a positive and unbiased manner.

Legislative Liaison

Purpose:

Provide communication between the AKC and the Club regarding pending and passed State and Local legislation that may impact the Affenpinscher breed or the Club members.

Key Responsibilities

  • Alert AKC to pending legislative issues in our communities or states affecting the Affenpinscher breed.
  • Subscribe to and monitor AKC Legislative Alerts on a regular basis.
  • Identify items impacting Affenpinschers or small/toy breeds, breeding, care, or activities.
  • Provide update to membership via email in coordination with Mail List Coordinator.
  • Notify President/Board of any urgent or critical items.
  • Where appropriate provide article for Club Newsletter

Time commitment

1-4 hours per week depending upon volume of relevant new Alerts.

Skills, abilities, interests useful to this role

Written communication, interest in legislative affairs.

Mail List Coordinator

Purpose:

Maintain ACA membership roster and email directory to support communications of newsletters, election information, and other broad notifications.

Key Responsibilities

  • Add, edit, delete member information in a master file directory.
  • Edit and format member mailing and email addresses as necessary to support their delivery.
  • Assist and support mass email or mailing activities.
  • Publish roster of membership to general membership on an annual basis.

Time commitment

Varies .5-2 hours/month with 4-6 hours in March to set up new list (changes and integration of technology may automate this in the future).

Skills, abilities, interests useful to this role

General office software or MS-Access for maintaining master file directory.  Familiarity with MailChimp or other email list management tools.

Meet the Breed Chair

Purpose:

Coordinate Club resources to educate the public about Affenpinschers at Meet the Breed (“MTB”) events.

Key Responsibilities

  • Develop educational materials (banners, brochures, booth displays, etc.)
  • Schedule and recruit volunteers for events
  • Identify and coordinate with AKC and local Kennel Club hosting MTB events.
  • Coordinate shipping of materials, set up, and break down.
  • Coach volunteers on key talking points, appropriate answers to questions, and restrictions.
  • Monitor and report results of event.

Time commitment

1 hour bi-monthly to report to Board and provide article to newsletter.

MTB event related time commitment varies – 10-20 hours preparation for major event, actual events may be a single day with designated time slot or may be a full day or multi-day show.

Skills, abilities, interests useful to this role

People and dog friendly communication skills. Organization and scheduling. Recruiting and managing volunteers. Knowledge of the standard and the breed.

National Specialty Chair/Committee

Purpose:

Select, schedule, propose, and manage all required logistics for a specific annual National Specialty.

Committee

  • Three Club members form the National Specialty Committee:
    • The Chair of the committee is the Chair for the current upcoming National Specialty.
    • The Chair of the prior National Specialty who will serve as counsel/mentor.
    • The Chair of the next future National Specialty who will assist with completion of tasks and as an “apprentice” to the current Specialty Committee.
  • The Committee is expected to recruit additional club members to assist with various tasks and activities and to coordinate with other chairs (e.g. Judges Education, Breed Versatility, etc.).

Key Responsibilities

  • Recruit, encourage, and assist a club member in selecting and proposing a future National Specialty including coordination with a Host Kennel Club.
  • Hold committee meetings periodically but with increasing frequency as date of Specialty approaches to monitor and follow up to ensure all required tasks, agreements (including Superintendent, Host Hotel, etc.), and filing of documents with AKC are completed timely.
  • Ensure event logistics are defined, scheduled, contracted as appropriate, and confirmed such as but not limited to:
    • Judges, superintendent, host club
    • Host hotel, lodging, and RV parking
    • Space for Grooming, Merchandise, Seminars, Annual Meeting, Hospitality
    • Trophies, awards, merchandise, memorabilia
    • Banquet location, menu, facilities, audio visual, auction tables
  • Report overall progress, status, and any issues to Board on at least a bi-monthly basis.

Note:  the above list is not all inclusive – for further information see ACA Website “So you want to host a Specialty” and forthcoming ACA National Specialty Manual.

Time commitment

5-20 hours per month depending upon proximity to Specialty and the extent of delegation to additional recruited volunteers and experience of all involved parties.

Skills, abilities, interests useful to this role

Organization. Scheduling. Follow up/Follow thru. Project Management. Attention to detail. Ability to establish and meet deadlines. Communication/people skills.

Newsletter Editor

Purpose:

Overall production of the bi-monthly ACA newsletter

Key Responsibilities

  • Request content submission / remind members of deadlines.
  • Design, format, and layout content.
  • Design any advertisements as needed.
  • Refer draft to club President (or designee) for proofing.
  • Prepare final for publication.
  • Collaborate with Mail List Coordinator for email distribution to membership.
  • Ensure invoices are created and sent in coordination with Treasurer for any advertisements.

Time commitment

Varies 10-20 hours every other month.

Skills, abilities, interests useful to this role

Skill with image editing software, document publishing software.  Experience with pdf editing a plus.

Social Media Coordinator

Purpose:

Communicate and monitor social media to promote quality information regarding the breed, the club’s activities, and to protect the club’s reputation.

Key Responsibilities

  • Serve as club’s designated owner of Facebook, Twitter, Instagram and other identified appropriate platform accounts.
  • May establish public and private group pages, folders, albums, etc.
  • Develop and publish rules defining appropriate and inappropriate posts.
  • Monitor posts to provide factual responses, answer or refer questions, counsel/delete abusive or “against the rules” posts.
  • Report activity to ACA board and newsletter regarding traffic and other patterns of interest.

Time commitment

Estimate 8-10 hours/month (1-2 hours/week).

Skills, abilities, interests useful to this role

Familiarity with social media platforms, their use, and function of administrator. Written communication skills.

Sunshine Committee

Purpose:

Communicate awareness, celebration, and/or compassion among the club members in response to significant events such as milestone achievements, awards, illness or loss – thus strengthening the culture of the club to be more open and supportive of one another.

Key Responsibilities

  • Be attentive to information, gather details, write/refer for communication.
  • Review or receive notification of event results to identify achievements for celebratory response.
  • Receive notification of instances suitable for compassionate response.
  • Develop additional volunteers to assist with identification and with communication.
  • Refer significant items to President/Board for additional awareness/communication.
  • Report bi-monthly to Board on activity.  Provide article to bi-monthly newsletter as appropriate.

Time commitment

1-2 hours/week or less.

Skills, abilities, interests useful to this role

Caring and compassion to take pleasure in “spreading sunshine” in lives of the members and in providing comfort to those experiencing grief.

Ways & Means

Purpose:  

Raise funds as needed to meet the ACA’s budgetary goals and to enable the ACA to fulfill its mission to protect and advance the interests of the breed.

Key Responsibilities

  • Determine budgetary fundraising needs as provided by the President, Treasurer, and Board.
  • Ensure regular fundraising activities are planned, organized, and executed effectively.
  • Provide general oversight, coordination, and assistance for delegated activities such as:
    • Sale of brand/logo items at events (and potentially via “online store”)
    • Annual banquet auction
    • Other means as identified and approved by Board.
  • Report monthly to Board on activities and results.

Time commitment

Varies month to month; significant time commitment leading up to and at National Specialty event and banquet (ensuring sufficient volunteers to assist, maintaining oversight etc.).

Skills, abilities, interests useful to this role

Leadership, coordination, delegation.  Good follow up and follow through organization skills.  Scheduling.  Basic understanding of income/expense and budgeting.  Creative ideas for developing new sources of revenue (items, events, activities, advertising).

Webmaster

Purpose:

Design, build, maintain and update ACA website to provide information about the breed, the club, and activities to members and the general public.

Key Responsibilities

  • Ensure website service and software are operating correctly.  Coordinate selection of use of website hosting service.  Ensure website is functional with current common web browsers (e.g., MS-Edge, Google, etc.).
  • Design (or redesign) ACA website for ease of use, clarity of information, and other desired functionality and aesthetic presentation.  Create/revise, test, and deploy web pages. 
  • Update information, notices, newsletter links. 
  • May enhance website function and services as deemed appropriate by Board (e.g., integration with other webservices, additional links, pages, or online store).
  • Monitor and examine traffic through the ACA website.  Provide periodic reporting to Board.

Time commitment

Varies from a few (1-2 hours) to many (8+ hours) per month depending upon the nature of updates and activities.

Skills, abilities, interests useful to this role

Knowledge and familiarity with website tools, building pages and sites, and their deployment within the webservice provider’s environment.  Skill with image editing tools.  Experience with CMS platforms such as Joomla or drupal are required. Html, MS-SQL, php programming, and other development software not required but a plus.


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