ARC JOB DESCRIPTIONS

Job Description: Board of Directors

Approved by the ARC Board: 2/28/09

Duties: All Officers and Directors must adhere to Standing Rule B.1. “All Board communications should be considered confidential.”

All duties are to be carried out in accordance with the guidelines and requirements of the ARC Constitution and Bylaws and ARC Standing Rules.

The Director should familiarize him/herself with both the ARC Constitution & Bylaws and the ARC Standing Rules.

The Director must be able to give a minimum of an hour a day to checking and answering emails related to Board discussion. It is not acceptable for Board members to be off line for days at a time without checking in on what is currently transpiring via emails. The Director is to notify the Secretary or President if he/she will be away from home or off line for an extended period of time.

The key duties and responsibilities of a Director are to support the ARC President with opinions and suggestions. Written communication is essential and must continuously be exercised in a timely manner. Objectivity without biased prejudices must be exhibited when submitting recommendations for the Club.

Creativity, initiative, timeliness and motivation are all characteristic attributes required to perform in the Director’s capacity.

As a Board member of the ARC, the Director must conduct himself/herself in a tactful and diplomatic manner setting an example in public and at ringside.

The Director must be cognizant to the Club’s atmosphere and report to the Board any disturbances which may affect the Club of the Breed’s reputation.

Copies of letters originated by members of the Board of Directors relative to the running of the club will be sent to all Board members. The Secretary will retain copies of all such correspondence in the club files.

Responses to any non-routine correspondence shall be reviewed and approved by the Board prior to sending to ensure consensus on the response and that it reflects the opinion of the majority of the Board.

It is imperative that there will be “one voice” for the ARC and not 9 individual opinions. The President shall be the Board member who responds to any non-routine correspondence, as well as the Board member who disseminates any information to the general public.

The use of ARC letterhead/logo on communications outside the ARC Membership is subject to prior approval of the Board.

On letters and emails in regards to ARC business, the use of personal kennel names, web sites, dog names, etc. is inappropriate and is not allowed; conversely, on personal correspondence, ARC titles/position shall not be used.

To avoid any conflicts of interest, or perception of impropriety, any Officer or Board Member of the American Rottweiler Club, cannot accept, be seated on, or hold any other officer/board position of any other Rottweiler affiliated organization that may benefit, profit, or receive any type of financial assistance from the American Rottweiler Club.

No current Board member shall personally exhibit any dog to another current Board member who is judging at any show.

Officers and Directors will serve as liaisons to all ARC Committees. (See Board Liaisons To ARC Committees)

Expenditures: Unless otherwise provided, no committee chairman, committee member or Board member can obligate ARC funds without prior Board approval.

Any member of the Board and/or Committee who will incur more than $75 in expenses in a given month must receive prior approval of the Board. Expenses shall not include reimbursement for travel, meals and/or lodging unless specifically approved by the Board. Exempt from this ruling are those whose job descriptions/committee procedures/standing rules specify a different amount and those who are appointed to do a specific job; e.g. printing & postage costs for Top Dog Chairman; printing & postage costs of mailing annual Junior Packets; travel, meals and lodging for AKC Delegate, etc. Original receipts must be in included with all reimbursement forms sent to the Treasurer and should be sent monthly or quarterly.

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Job Description: President

Job Description: President
Approved by the ARC Board: 2/28//09

Duties: All Officers and Directors must adhere to Standing Rule B.1. “All Board communications should be considered confidential.”

All duties are to be carried out in accordance with the guidelines and requirements of the ARC Constitution and Bylaws and ARC Standing Rules.

The President should familiarize him/herself with both the ARC Constitution & Bylaws and the ARC Standing Rules.

The President must be able to give a minimum of an hour a day to checking and answering emails related to Board discussion. It is not acceptable for Board members to be off line for days at a time without checking in on what is currently transpiring via emails. The President is to notify the Secretary if he/she will be away from home or off line for an extended period of time.

The “Job Description: Board of Directors” applies to the President as well.

As defined by the American Rottweiler Club’s Constitution and By-Laws: 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 by these Bylaws.

While serving in this capacity, the President shall administer, coordinate and manage the affairs of the American Rottweiler Club. As an official of the Club, the president must always demonstrate leadership while conducting him/herself in a tactful and diplomatic manner.

As well, the President will display total dedication to the cause of improving the Rottweiler as a pure bred dog and to the American Rottweiler Club as an organization.

Creativity, initiative and motivation are all characteristic attributes required to succeed in this position. The President must continuously seek new methods of improving the organization with cost effective measures, ways to add to membership base and develop a more user friendly environment that will promote more volunteerism from club members.

It is imperative that the President exhibit objectivity, without prejudice when making decisions for the organization.

Deadlines: Periodically review the By-laws and Standing Rules for completion of items, issues and projects within established deadlines.

Communication and Correspondence: The President shall schedule telephone conference calls when time and date permit with board members; this should be done at least quarterly. The Club Secretary will record the conference minutes. Communication is the life blood of any organization with written correspondence as a vital organ to sustain its existence. It is imperative to correspond with the board on a routine basis and to reply to certain matters when the need arises.

The President will be the individual who speaks for the Board regarding information that is presented either by members or by The American Kennel Club. Any information that is to be disseminated to the general public will come from the President. It is imperative that there be one voice for the ARC and not 9 individual. Responses by the President to general emails from members will be short and concise; until the Board can meet and discuss a general response that would be posted on ARC’s website.

The President will develop a response with ARC’s Public Relations person before any written information or response is sent to any organization.

The President shall be allowed to appoint a member of the club, with Board approval, to aid him/her in the correspondence of the organization.

Club Related Problems: Through the ARC’s board and club members, the President must be cognizant to the atmosphere and attitudes within the organization. Concern and initiative must take precedence in investigating club or breed related problems.

Committees: Subject to the approval of the Board, the President may appoint standing committees to advance the work of the club in any area which may well be served by committee. Such committees shall act in an advisory capacity to the Board and shall always be subject to the final authority of the Board. Special committees may also be appointed by the Board to aid on particular projects.

Any committee appointment may be terminated by a majority vote of the full membership of the Board upon written notice to the appointee; and the President, with the approval of the Board, may appoint successors to those persons whose service has been terminated.

It is important to be kept aware of status of committees and any club related activities. Periodic reports will be called for by committees so that membership and Board are aware of club’s workings.

ARK Newletter/ARC Website: It is imperative that the president be in constant contact with the Newsletter Editor and Webmaster. The line of communication with these two vital club members is the life blood of the club.

ARC Bank Accounts: The President shall be a signor and have on-line access on ALL ARC bank accounts.

Meetings: The President shall serve as the presiding officer at all club and Board meetings.

At the Annual Meeting if a member has submitted a motion to the Secretary prior to the meeting and the member is not present to read the motion, then the President shall present the motion to see if there is a member present who wants to make the motion and have it seconded.

Expenditures: Unless otherwise provided, no committee chairman, committee member or Board member can obligate ARC funds without prior Board approval.

The President may not write any checks on ARC accounts payable to him/herself or any member of his/her immediate family, without first receiving written approval from the Treasurer and/or per a Board motion.

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Job Description: Vice President

Approved by the ARC Board: 2/28/09

Duties: All Officers and Directors must adhere to Standing Rule B.1. “All Board communications should be considered confidential.”

All duties are to be carried out in accordance with the guidelines and requirements of the ARC Constitution and Bylaws and ARC Standing Rules.

The Vice President should familiarize him/herself with both the ARC Constitution & Bylaws and the ARC Standing Rules.

The Vice President must be able to give a minimum of an hour a day to checking and answering emails related to Board discussion. It is not acceptable for Board members to be off line for days at a time without checking in on what is currently transpiring via emails. The Vice President is to notify the Secretary or President if he/she will be away from home or off line for an extended period of time.

The “Job Description: Board of Directors” applies to the Vice President as well.

As defined by the American Rottweiler Club’s Constitution and 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 and shall perform such duties as requested by the President or the Board of Directors.

National Judges Selection Ballot: If a Host Club has not been selected 3 years in advance, the ARC Board will appoint a committee of 3 members from random areas of the country. The ARC Vice President will serve as Chairperson. To achieve a list of 8 unique names to present to the membership, the process will begin with each committee member submitting 3 names to the Chairperson. The Chairperson will not submit names. If there are 9 unique names, the Chairperson will veto one name. If there are fewer than 8 unique names, the Chairperson will identify to the committee the duplicate names and request that each submit one additional name different from the duplicates. This process will continue until the list is comprised of 8 unique names. If at any time during the process, there are more than 8 unique names, the Chairperson has the obligation to veto one or more names.

An alphabetical list of the judge candidates, along with a short biography, shall be forwarded to the Secretary no later than April 1st, 3 years in advance of the Specialty.

Expenditures: Unless otherwise provided, no committee chairman, committee member or Board member can obligate ARC funds without prior Board approval.

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Job Description: Secretary

by the ARC Board: 2/28/09

Duties: All Officers and Directors must adhere to Standing Rule B.1. “All Board communications should be considered confidential.”

All duties are to be carried out in accordance with the guidelines and requirements of the ARC Constitution and Bylaws and ARC Standing Rules.

The Secretary should familiarize him/herself with both the ARC Constitution & Bylaws and the ARC Standing Rules.

The Secretary must be able to give a minimum of an hour a day to checking and answering emails related to Board discussion. It is not acceptable for Board members to be off line for days at a time without checking in on what is currently transpiring via emails. The Secretary is to notify the President if he/she will be away from home or off line for an extended period of time.

The “Job Description: Board of Directors” applies to the Secretary as well.

As defined by the American Rottweiler Club’s Constitution and By-Laws:

The Secretary shall keep a record of all votes taken by mail, and of all matters of which a record shall be ordered by the club. He shall have charge of the correspondence, notify members of meetings, notify Officers and Directors of their election to office, and carry out such other duties as prescribed in these Bylaws or as requested by the Board of Directors.

Meetings: The Secretary shall notify the membership of the date of the Annual Meeting each year. This notification shall also include a request that any member wishing to have a motion(s) presented at the meeting submit the motion(s) to the Secretary no later than 2 weeks before the date of the meeting in order that it may be added to the meeting agenda.

Minutes: The Secretary will take the minutes at the Annual Meeting, if attending the National/Annual Specialty. The Secretary is also responsible for taking and transcribing all approved Board meeting minutes, including conference call minutes. If the Secretary is unable to take minutes, a board member will be appointed to carry out the function and all rules of approval will be followed.

Once transcribed, the minutes of Board Meetings and Conference Calls shall be mailed to the Board members within 7 days after the date of the meeting for review and approval. (Bylaw Requirement)

Once the minutes are approved by the Board, the Secretary shall send a copy to the Policies & Procedures Chairperson, the ARK Editor for publication, and the ARC Webmaster for posting on the ARC website.

The Secretary shall also keep a record of all meetings attended by each Board Member. Any Board Member who is absent for 2 meetings within a 12 month period, unless excused by a majority of the Board, shall be automatically removed from office.

Motions: The Secretary alone will present and record voting of all motions. Every motion shall included the following: a) the motion; b) who made and who seconded the motion; c) starting and ending dates for discussion period; d) starting and ending dates for voting; e) place to mark “yes”, “no” “abstain” with initials/name, date voted and password. Also, a motion in regards to money will always include the account from which the funds will be taken, i.e. General Funds, ACL Fund, etc.

The Secretary will send results of each ballot to the Board members within 7 days after the indicated return date. At the same time the results* will be sent to the Policies & Procedures Chairperson prior to sending to ARK Editor or ARC Webmaster in order to facilitate changes in policies & procedures and Standing Rules.

The Secretary shall, after review of the Board, send the results from official Board ballots* to the ARK Editor quarterly, and to the ARC Webmaster monthly for the Members Only section of the website. The results will show: a) who made and who seconded the motion; b) how each member voted; and c) the outcome of the vote. (*Exception: secret ballots as allowed by the Bylaws or in Section F. of the Standing Rules.)

The Secretary shall keep a voting record of each Board Member. Any Board Member, who fails to vote on at least 75% of all Board issues submitted within a 6 month period, shall be automatically removed from the Board.

Ballots: The Secretary is responsible for all ballots to be submitted to the membership for voting, including the annual election of the Officers and Board of Directors ballot. The Secretary, with Board approval, will initiate correspondence relative to the results of any ballot. The results of all ballots, upon Board approval, will be submitted for publication to the ARK Newsletter Editor, to the ARC Webmaster for posting and to the ARC Policies & Procedures Chairperson.

Correspondence: Copies of letters originated by members of the Board of Directors relative to the running of the club will be sent to all Board members. The Secretary will retain copies of all such correspondence in the club files. The Secretary must be copied on all correspondence of all committees, to maintain accurate club records.

The Secretary shall also keep a file of all copies of contracts (Purina, insurance, etc.)

Committee Form Letters: The Secretary will maintain and update all committee form letters and send to the Committee Chairpersons for acceptance every 2 years. The term for standing committee chairman and members shall run for 2 years beginning July 1 of the year the Secretary is elected.

National Judges Selection Ballot: The Host Club will submit a list of 8 suitable judges candidates, along with a short biography, no later than April 1st, 3 years in advance of the Specialty. The Secretary shall submit a ballot to the general membership consisting of an alphabetical list of the judge candidates, the biographies and request that each member select 2 candidates. This ballot shall be sent to the membership or printed in the ARK by July 1st of each year. If possible, ballots will be available at the National Specialty Show for voting; the Secretary will be responsible for collecting ballots from the National Specialty Show. Ballots are to be returned to the Secretary no later than 90 days from the date of the mailing of the ARK containing the National judge’s ballot and biographies. The exact deadline date will be printed on the ballot. The Secretary shall tabulate the results and forward to the Board, the National Host Club and to the membership.

Specialties: The Secretary will:
a. Maintain a list of ARC Regional and National Specialties and their chairpersons
b. Maintain a list of all approved to judge Sweepstakes and/or Futurity at the ARC National and/or ARC Regional Specialties.
c. Maintain and update as required, ARC Regional Guidelines and forward copies to the Board members and approved regional chairpersons
d. Forward all AKC correspondence to the proper chairpersons as required
e. Retain a copy of all National and Regional Host Club contracts

Awards: The Secretary is responsible for compiling nominations and garnering Board members’ votes for Top ARCite*, Friend of The Rottweiler*, Bruce Billings Good Sportsmanship*, AKC Outstanding Sportsmanship, Anvil T.R.U.E, ARC Rottweiler Volunteers of the Year, Einstein Award for Outstanding Rottweiler Ambassador, ARC Good Samaritan and ARC Heroism awards. *No later than 45 days prior to the ARC National Specialty date, the Secretary shall submit the names of these award winners to Trophy Inventory Chairperson for creation of the awards to be presented at the National Specialty.

Other Duties: The Secretary, in conjunction with the president, will keep the Board on track with regards to timelines, completing annual tasks and maintaining accurate records relating to the duties of the Secretary.

The Secretary will notify the ARC Database Chairman of any member suspensions, so the member(s) can be removed from the ARK and voting database.

Expenditures: Unless otherwise provided, no committee chairman, committee member or Board member can obligate ARC funds without prior Board approval.

The ARC Secretary may choose to have a $500 advance sent each year for club expenses OR may submit expense reports and receipts monthly/quarterly to the Treasurer for reimbursement. If the advance option is chosen, expense reports and receipts will be sent to the ARC Treasurer as money is depleted.

The Secretary has the authority to appoint his/her own administrative assistant, possibly a service, to handle the routine work related to the position. The Board must be notified of the appointment and must authorize any expenditure of club funds to a secretarial service.

Every attempt should be made to have mailings paid directly to the printing vendor by the ARC Treasurer.

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Job Description: Treasurer

Approved by the ARC Board: 2/28/09

Duties: All Officers and Directors must adhere to Standing Rule B.1. “All Board communications should be considered confidential.”

All duties are to be carried out in accordance with the guidelines and requirements of the ARC Constitution and Bylaws and ARC Standing Rules.

The Treasury should familiarize him/herself with both the ARC Constitution & Bylaws and the ARC Standing Rules.

The Treasurer must be able to give a minimum of an hour a day to checking and answering emails related to Board discussion. It is not acceptable for Board members to be off line for days at a time without checking in on what is currently transpiring via emails. The Treasurer is to notify the Secretary or President if he/she will be away from home or off line for an extended period of time.

The “Job Description: Board of Directors” applies to the Treasurer as well.

As defined by the American Rottweiler Club’s Constitution and By-Laws:

The Treasurer shall collect and receive all monies belonging to club. His books shall at all times be open to inspection of the Board and he shall report to them at every meeting the condition of the club’s finances and every item of receipt or payment not before reported; and at the annual meeting he shall render an account of all monies received and expended during the previous fiscal year. The Treasurer shall prepare an annual budget for each upcoming fiscal year for approval by the Board of Directors.

The Treasurer’s books shall be reviewed annually after the close of the fiscal year by a Certified Public Accountant and a report provided to the Board of Directors. The Board of Directors may also call for a complete audit of the Treasurer’s books at any time they deem it necessary.

The Treasurer shall be bonded in such amount as the Board of Directors shall determine.

The ARC Standing Rules define the job further:

The Treasurer shall open and have control of the following accounts: General Checking Account; a high interest bearing Savings Account; and a high interest bearing CD for the Junior Scholarship/Trophy Fund.

The Treasurer, when first taking office, will decide what type of program is going to be used for recording of the financial records of the club (QuickBooks, Quicken, Excel, etc.). The Board must approve the program. The Treasurer must completely understand the “workings” of whichever program is selected, and if necessary, be willing to take a course in order to do so.

Both the Treasurer and the President shall be signors and have on-line access on all of these accounts.

The President and Treasurer shall both have equal access to write checks and pay expenditures for the club as necessary to further the legitimate needs of the club. The President may write checks when the Treasurer either 1. cannot for any reason, or 2. will not, in a timely manner as determined by the Board, for any reason, fulfill these duties.

The ARC Treasurer shall maintain all club accounts, with three exceptions: Futurity Chairman, Membership Chairman (New & Renewal) and Disaster Relief Chairman. The only checks written on the Futurity Account will be for prizes, refunds for overpayments, nominations received too late, and to the ARC Treasurer transferring funds. The only checks written on the Membership Account will be for refunds for overpayments, refunds for membership applications which were denied and to the ARC Treasurer transferring funds. The only checks written on the Disaster Account will be to pay for direct expenses related to a disaster; all donations shall be sent directly to the Treasurer for deposit. These auxiliary accounts shall be reported at least quarterly (March 31, June 30, September 30, December 31) to the Treasurer to allow for timely reporting to the membership. (SR C.5.)

Both the Treasurer and President will be signors on the Membership, Futurity and Disaster accounts, with the primary person being the Membership Chairman, Futurity Chairman and Disaster Chairman respectively. The Treasurer’s/President’s roles will be that of administrators who will ensure that the complete reporting process as outlined in C.5. is adhered to at all times. Both the Treasurer and President will have on-line access to these accounts in order to download the monthly statements.

No Debit Cards, ATM and/or Check Cards will be allowed on any ARC accounts.

It is imperative that the Treasurer maintain a current balance on the General Funds and each Designated Fund.

The Treasurer shall send the Board a monthly report, which shall include all items of income and disbursements, as well as the balances in the General Fund and each “Designated Fund”, within the first week of the following month.

The Treasurer shall prepare a Quarterly Financial Statement (Profit & Loss and Balance Sheet and accounting of the Designated Funds) and submit to the Board for approval. Once approved, this statement will be sent to the ARK Editor for publication and to the ARC Webmaster for posting on the “Members Only” section of the website.

The Treasurer shall send all financial records via a backup disk to any Board member requesting it within 48 hours of the request.

At the end of each fiscal year the Treasurer (regardless of term of office) shall submit to the Board a proposed budget for the next fiscal year.

The Treasurer’s books (regardless of term of office) shall be reviewed annually by a Certified Public Accountant and reported to the Board. In addition, a standing Finance Committee, appointed by the President and approved by the Board, shall conduct semi-annual reviews of the ARC financial books. This committee shall be comprised of 3 members in good standing that have no member of their family, themselves or spouse, currently serving as an Officer or Director of the ARC. The reviews shall be scheduled during the months of January and July, with no fixed date. The Committee will report in writing to the Board their finding, concerns and/or questions within 30 days of the start of the review. This Committee Review will not impede the day to day business of ARC nor will it delay the annual review by a Certified Public Accountant. All Officers and Directors will be required to assist in obtaining any information pertinent to the review as requested by any member of the Finance Committee during the review period.

The Treasurer shall maintain an inventory of all equipment owned by the ARC. An inventory form will be filled out for each item held by any member or stored in a facility; such form to become a part of the club’s financial records. The inventory shall include item, date of acquisition, date placed in service, purchase price, fair market value, warranty, serial and model numbers with a brief description (photo if possible), and percent of business use if applicable.

The Treasurer needs to prepare information for the annual tax returns and work with a tax accountant, approved by the Board, in preparing said return. The Treasurer must submit a copy of the final return to the Board for approval before signing.

The Treasurer should be cognizant of rules regarding a 501c3 non-profit organization.

Any outside assistance that the Treasurer may need to carry out her job must first be approved by Board.

“Day to Day” duties include:

Prepare regular bank deposits to checking/savings account.

Reconcile monthly bank statements.

Pay ARC bills, dues, expense reports as submitted, but on no less than a monthly basis. Non-routine items must be submitted to the entire Board for their approval prior to payment.

Verify that any Board motion in regards to expenditure of funds, states whether the money is to come from the General Funds or a specific “Designated Fund(s).

Expenditures: Unless otherwise provided, no committee chairman, committee member or Board member can obligate ARC funds without prior Board approval.

Any and all expenses that need to be reimbursed to the Treasurer shall be submitted to the President for written approval. Upon written approval from the President, the Treasurer may then write a check out to him/herself. This rule also applies to anyone in the Treasurer’s immediate household.

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Job Description: Legislative Chairperson

Duties: While serving in this capacity, the Legislative Chairperson shall administer, coordinate and manage the day to day business of the legislative committee. Any information regarding legislation that affects the canine community will be reviewed by the legislative chairperson and then disseminated to individuals, organizations and the ARC legislative website. Any information that states a direct response from The American Rottweiler Club Board of Directors and the membership will need to be presented to the Board for final confirmation.

Communication and Correspondence: The ARC Legislative Chairperson shall present quarterly reports to Board, ARK Editor and Webmaster so as to give the general membership an update on anti-canine legislation.

Legislative Related Problems: The ARC Legislative Chairperson must be cognizant to the atmosphere and attitudes within the legislative community and anticipate activities that the American Rottweiler Club will need to react to with either financial endorsement or email correspondence.

Maintaining www.Paws4Laws.com website: The ARC Legislative Chairperson will maintain the ARC legislative website unless the Chairperson requests that another ARC member be appointed to this position. The position will entail various duties not entirely focused on maintaining, updating and coordinating legislative information to ARC membership and general canine enthusiasts.

This position should include not only monitoring proposals from local communities to state-wide bills that encompass the *5 issues that the American Rottweiler Board has mandated, but the ability to draft or acquire talking points for inclusion on site, call officials to verify or obtain data necessary for the above duties, drafting letters representing ARC in response to legislative issues and other related duties as needed. Also, the Chairperson may wish to present information to Board regarding the need for legal intervention or securing of counsel with issues that directly focus on the American Rottweiler Club.

*Restrictions that reference any specific breed/s, Mandatory spay/neuter, Guardian vs owner terminology, Homeowner’s insurance breed discrimination and Cropping/docking restrictions

Expenditures: Expenses incurred by committee members will be considered only upon prior Board approval. Receipts or itemized statements must accompany all requests. Individuals may submit an ARC expense form to the treasurer monthly or before the close of each quarter.

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