Portal:Club policies and forms

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Welcome to the Club policies, procedures, and forms portal
Starting point for information about how the club runs and under what assumptions.

The Bay Team has policies, procedures, and forms for its internal operation (versus running a trial).

Contents

Purpose Of This Policies Page

  • The Bay Team often makes policy decisions at its meetings that do not affect the Bylaws. These decisions are captured in the meeting minutes, but over time our memory dims. This document is an attempt to capture all such policy decisions.
  • This document shall be posted to the web and distributed to all members on a regular basis (TBD) and to all new members upon joining the club.
  • Occasionally we enact a policy and later modify or rescind it. This document shall capture a history of decisions made, both to ensure traceability and to provide some background for how our experience has guided us.

General Policies

Club operation

Dues and Fees

  1. Annual dues are $20 for an individual or $30 for a household; new members accepted in July through December pay half of the annual dues.
  2. There is currently no additional membership fee at the time of joining.
  3. Household membership means multiple members at the same snail-mail address.

Lending Library

The Bay Team library, maintained by the library czar, consists of an assortment of books, videotapes, and magazines that Bay Team members can borrow.

Policy on Borrowing:

  • Loan is for a maximum of 4 weeks, renewable if no holds have been placed by other members.
  • No charge, except for postage, if necessary: $3.00 for up to two items, each way (priority mail). No mailing fee if you can pick up/return directly to Derede.

President's Annual Awards

This is one of the most fun, and possibly hardest, jobs that our tireless club president has. Every year at the club annual holiday party meeting, the president chooses the recipients and confers these awards on the most deserving members of our club and community. See also Annual Bay Team awards.

Bay Teamer Of The Year

This honors the person or persons who, amongst all of our stand-out contributors and participants who have given us our stellar reputation as a great event host and information resource. This is the person who most enables us to meet our reason for being:

  • To promote good public relations through sports participation and recreation by conducting licensed agility matches and sanctioned agility trials and tests open to all dogs, whether purebred or not;
  • To promote responsible dog ownership by providing training and competitions open to the general public, and by conducting agility demonstrations for the public, humane societies, and similar organizations;
  • To encourage and promote superior canine and human athleticism and teamwork at all levels of performance.
  • To lease, own, purchase, hold, and maintain real property and other property of any and all kinds in the State of California to accomplish these ends.

John Nunes Canineitarian Award

This person is chosen based on outstanding contributions to the local dog and agility community that improves the community's quality of life.

  • 3/1/10, this award shall be called the John Nunes Canineitarian Award.

Supporting Stars

People that would have been awarded the Bay Teamer Of The Year award if only we could so honor everyone that deserves to be honored for continuing to give our club life and vitality.

History

c.f. Annual Bay Team awards webpage.

Financial Policies

Who gets/has What Authority/Access [1/1/2010]

  • checking account statement billing address: Pat
  • credit card statement billing address: Pat
  • checking account signature authority: Pat, Karey.
  • credit card holders: Pat, Karey
  • pay pal account admin: Holly, Pat.
  • pay pal account notifications emailed to (via paypal at bayteam dot org alias): Holly, Pat, Karey, DConnet.
  • the following people have access to club online quickbooks account ("*" means hasn't activated their QB account yet):
    • acct admin: Paulette (can add new accounts, change existing).
    • read/write access: Pat, Paulette, Carolyn Allen
    • read only: board (kwheelock, bsnarr*, kkrauter, pkaufman, hnewman*, kparkinson, ngyes)
    • read only: trial chairs (tchadwick, mscannell*, kparkinson, jgreen*, pclark*, ngyes)
    • read-only: finance committee (tleclair*, pczech, emaurer, callen, pkaufman, bsnarr*)
  • webmaster (via webmaster at bayteam dot org): efinch
  • ISP czar: mbavister
  • listadmin (via listadmin at bayteam dot org): efinch, mbavister, kkrauter
  • domain name registry: www.networksolutions.com/whois-search/bayteam.org
    • bayteam.org domain name registered through Aug-2015, $134.91 for 9 yrs
    • last payment on efinch's now cancelled cc
  • website host: backstage.site5.com
    • backstage.site5.com contract renews every EVEN year, $131.28
    • last payment on BT cc that expires in 2011
  • secretary of state statement of info mailing address: club president (kwheelock)

Expense reporting procedure

Refer to the Expense reporting page.

Here is a link to our reimbursement form that is helpful if it is attached to any receipts sent to the treasurer for reimbursement.

Club Accounting Internal Controls

  • Key personal as of 1/1/2010:
    • Treasurer is Pat,
    • Reconciler is Paulette,
    • Paypal Czar is Holly,
    • Accountant is Pat's guy Ted Newton,
    • Internal informal reviewer/auditor is Barbara Snarr,
    • webmaster is efinch or karey
  • All expenses must be approved, whether made on personal accounts that are then reimbursed or made on club accounts (credit card, checking). The purchaser must get the required approval or permission before the purchase, and the treasurer informed of the approval either by the purchaser or by the approving body, at the time of purchase (if club acct) or at the time of reimbursement (if personal acct). After approval is acquired then the purchase may be made (if club acct) or reimbursement request made (if personal acct).
  • Trial scope expenses require trial chair approval.
  • Club scope trial-related expenses - purchases made for this trial that benefit other trials too - require an equipcomm proposal to the board and then board approval.
  • Club scope expenses required for club overhead or infrastructure requires board approval.
  • Treasurer receives bills and reimbursement requests, pays them (with trial chair or board approval if relevant).
  • Treasurer receives credit card expense reports from club credit card holders and checking account transaction reports done by other club check-writers.
  • Treasurer receives paypal transaction reports (including trial paypal revenue from the trial secretary, misc paypal transactions from the paypal czar, paypal fee report from the paypal czar).
  • Treasurer enters all transactions in quickbooks (checks written, credit card charges, paypal transactions).
  • Treasurer receives the bank checking account statements and forwards them on to the Reconciler. The Reconciler reconciles the statements with reports from quickbooks.
  • Accountant is hired at tax season to put together and file a federal 990 form with the IRS and a state 199 with the FTB.
  • For every judge we have had in a given year that we have W-9’s for, the Reconciler annually completes a federal 1099 for that judge and sends it to them.
  • Annual informal audit: per our by-laws (article IV section 1 item 4d, "[the treasurer's annual report] must be audited by the Board as soon as practicable."), the club's internal informal reviewer/auditor shall informally audit the treasurer's annual report and the club's books and report on whether they appear to be in good order, and will prepare a certificate per bylaws Article X section 5 item 6 "the certificate of an authorized Officer of the Corporation that such statements were prepared without audit from the Corporation’s books and records."
  • Annual reports and forms (treasurer's report, 990, 199) shall be submitted to the webmaster for publication to the membership.

Paypal account management

When the paypal account balance exceeds $500, the treasurer transfers any amount over $500 into the checking acct. The paypal balance shall be monitored at least after every trial.

Liquid Cash Reserve

A cash reserve in sufficient amount to support existing current liabilities plus potential emergencies/losses shall be maintained by the Club. The following formula should be used to calculate the minimum reserve at least annually, based upon the most recent fiscal year end financial statement:

categorysubcategorysubtotaltotal
Outstanding Certs (12/09) $6000
Credit Card (06/10) $2000
Other Liabilities (06/10) $????
Reserve for potential trial losses (2 trials x $2000) $4000
Recurring annual overhead
 annualized
. Liability & Property Insurance
Sportsman's Insurance, due in Sep 		$1500
. Directors & Officers Insurance
Sportsmans Insurance, due in Jun 		$1200
. USDAA membership club fees (due when? Pat pays) $50
. CPE membership club fees (due when? Dave Connet pays) $25
. domain name service, $134.91 for 9 years

solutions www.network solutions, due Aug 2015

$15
. website service, $131.28 for 2 years,
www.site5.com, due EVEN years in March 		$66
. quickbooks online service, $34.90 MONTHLY
auto-paid by club cc 		$419
. tax accountant, basic tax filing is $350-$450
using Pat's CPA Ted Hanson 		$450
. equip comm annual petty cash budget
(for under-$300 decisions that have automatic board approval) 		$2400
. library annual budget $200
. first aid kit annual budget (and AED?) $50
Recurring annual overhead TOTAL $6375
Cash Reserve TOTAL $18375

6/22/2010 kek: removing from the above formula $5300 budgeted for WAG cash and $2200 budgeted for WAG certificates (44 $50/ea), now that these items are line items in each trial's P&L.

Annual Budget: Workers Appreciation Gift (WAG) Raffle

Total raffle budget per trial includes both a cash allocation from the club and Bay Team $50-off-entry-only certificates and certs acquired from other clubs by exchanging Bay Team $50-off-entry-only certs with them. Total budget per event shall be:

    • $350/day for two-ring trials (including typically two $50 certs per day and $250 cash expenses)
    • $500/day for greater-than-two-ring trials (including typically three $50 certs per day and $350 cash expenses)

For the year, the total cert allotment is $2200 (44 certs) and total cash allotment is $5300, and the total overall raffle budget is $7500. These totals come from this table:

trial days rings/day certs/day cash/day budget/day =
certs/day + cash/day 		certs/trial =
days * certs/day 		cash/trial =
days * cash/day
Jan USDAA 2 2 $100 (2 certs) $250 $350 $200 (4 certs) $500
Mar CPE 2 2 $100 (2 certs) $250 $350 $200 (4 certs) $500
May USDAA 2 3 $150 (3 certs) $350 $500 $300 (6 certs) $700
Jul USDAA 3 3 $150 (3 certs) $350 $500 $450 (9 certs) $1050
Jul CPE 2 2 $100 (2 certs) $250 $350 $200 (4 certs) $500
Sep USDAA 3 4.33 $150 (3 certs) $350 $500 $450 (9 certs) $1050
Nov CPE 2 2 $100 (2 certs) $250 $350 $200 (4 certs) $500
Dec USDAA 2 2 $100 (2 certs) $250 $350 $200 (4 certs) $500
ANNUAL
TOTAL		 $2200 (44 certs) $5300

Annual Budget: First Aid Kit

First Aid Kit czar shall be allocated $50/year to replenish supplies as needed for the club first aid kit.

[Does this support the AED and AED personnel as well??]

Annual Budget: Library

Library czar shall be allocated $200/year to make purchases as requested for the club lending library.

Committee Policies

Who is on What Committee

c.f. the Bay Team committees page.


Ultimate Responsibility

The Bay Team Board of Directors is responsible for general management of the Corporation’s affairs.

Committees will be (re)established by the board annually to make recommendations to the board for various functions of the Corporation, and be delegated to by the board to carry out those functions

Finance Committee

As an advisory body, the finance committee makes recommendations to the board regarding our accounting practices and financial transactions. These recommendations may be solicited or unsolicited. The FiComm is not an accounting/financial oversight or auditing or reviewing or reconciling body and as such there is no conflict of interest for a board member to serve on it.

Equipment Committee

The equipment committee advises the board on new club equipment purchases and improvements that support our primary purpose to put on agility events, and acts as delegated by the board to implement purchases and improvements of club equipment.

Any club member may make equipment purchase/improvement suggestions by contacting the equip comm or the board directly. Suggestions made directly to the board may be delegated to the equip comm for investigation.

  • Any single purchase amount under $300 that is approved by the equipcomm may be made without going to the board for approval, with a total annual petty cash budget cap of $2400. (Once petty cash purchases exceed this cap, the equip comm must get board approval for all purchases.)
  • Any equipcomm member may make a proposal to the equipcomm for an equipment purchase, including a price quote.
  • If a majority of the equipcomm approves the proposal then it shall prepare and submit the following to the board for approval:
    • the proposal for a purchase or an improvement
    • a cost quote
    • a plan to implement it (including persons responsible, logistics, and a schedule)
    • a date by which the purchase/improvement needs to be completed
  • After board approval then the implementation plan may swing into action.

References:

Donations Committee

The club charitable donations policy shall be that the Board will approve charitable donations on an occasional and case-by-case basis, to benefit qualified charitable organizations and/or assist with acute emergencies/disasters/crises. No contribution will be made without first consulting an advisory donations committee. Such donations would only be considered after the Board has duly met the obligations set forth in our by-laws.

Any club member may bring an event/situation/disaster to the attention of the Board by contacting the donations committee or the Board directly. Suggestions made directly to the Board may be delegated to the donations committee for investigation.

The Board shall evaluate the committee recommendation, and if approved shall determine how much to donate based on how much discretionary cash we have after considering our mission and purpose statements, or required cash reserve, and our projected budget/cash flow for the year.

Charitable organization criteria:

  • Registered 501(c) corporation
  • Relevance to (a) agility community (b) dogs generally (c) animals
  • Need – send the $ where it would do the most good
  • Immediacy - who needs help now

Fun Match Committee

The objective of the fun match committee is to provide at least two fun matches per year in locations that support both north bay and south bay participants. The goals of the committee are:

  • to promote the exciting sport of canine agility
  • to provide practice and "mock trial" opportunities for novice/budding competitors *and beyond*, both in actually running the courses *and* being an active participant in the actual "mock trial" atmosphere
  • to increase Bay Team visibility (and hopefully membership!)

The Fun Match committee shall put together proposals for fun matches and club practices. Proposals that are sent to the board for approval shall have the following components:

  • Members-only appreciation event, or all-comers
  • Limit on number of entries?
  • Location
  • Entry fees if any
  • Match committee (including grounds czar, equipment czar, chief course bldr)
  • If there are expenses, then a P&L must be prepared (c.f. the standard trial P&L template)
  • Specific focus if any (Specific classes? Worker training? Rules familiarization? Mentoring? Memer appreciation?)

[8/2/2010] The Fun Match committee shall see that club organized non-sanctioned events (including members-only and all-comers events) shall establish, publicize, and enforce minimum entry prerequisites (such as minimum dog age requirements, minimum skill requirements) and shall provide sufficient staffing at events to support dogs entered with the minimum prerequisites, especially and particularly if the minimum skill requirement is "none."

Global Trial Policies

These policies are generally in effect for all trials and not up to the discretion of the trial's chair or committee.

Running a trial

The Running a trial page has bunches of references and lists and docs (see especially the bottom Useful Docs section).

Awards

For class placements, historically we have always offered:

  • 1st through 4th place ribbons.
  • Plus 5th and 6th if there are 15 or more in a single class.
  • Special Q ribbon for Super-Qs.

For Championships earned by Bay Team members, in any organization supported by the club, no matter where it was earned, what multiple of the championship it is, or what title track it was earned in, the club offers:

  • one jump bar. It can be a ceremonial one or the one last cleared by the dog in the ring, owner's choice. The ceremonial one can be purchased ready-made or made by the awards czar, awards czar's choice.
  • one personalized ribbon.
  • one pin. (in the case of CPE multiple championships, this might be the pin, or the pin and a dangle, or just a dangle)

For Championships earned by NON-members AT a Bay Team event, no matter what multiple of the championship it is, or what title track it was earned in, the club offers:

  • one jump bar. It can be a ceremonial one or the one last cleared by the dog in the ring, owner's choice. The ceremonial one can be purchased ready-made or made by the awards czar, awards czar's choice.
  • one personalized ribbon.
  • one pin. (in the case of CPE multiple championships, this might be the pin, or the pin and a dangle, or just a dangle)

For new complete titles earned at Bay Team CPE trials (by members or non-members), the club has historically offered a small ribbon.

Trial Approval Process

These are the steps to take and material to assemble, in order to get a new or existing trial approved by the board.

[TBD]

Entry Refund Policy

The motivation for this refund policy is to support and encourage the withdrawal of dogs for whom it would be better for any and all concerned if the dog or handler did not compete. If an entrant would otherwise feel pressured to compete because they don’t want to throw away their entry fees, then we wish to remove that pressure; remove the temptation to compete to the detriment of themselves or their dog or other dogs in the competition.

Prior to closing date, all fees are 100% refundable.

After the closing date and prior to the competition, at the discretion of the trial secretary AND trial chair on a case by case basis, 100% of a dog’s entry fees, LESS any portion of that committed to the sanctioning organization or the judge(s) or paypal at the time the refund is requested, may be refunded to the entrant for:

  • Bitches that come into season before they have competed in any classes
  • Injured dogs
  • Injured handler
  • Family emergencies requiring the handler to miss the event

Once a competition has begun, refunds for the above conditions will be made for ONLY the classes occurring after the request has been made, and only when specifically requested, and only if approved on a case by case basis by the trial secretary and trial chair, and LESS any portion of the total entry fees committed to the sanctioning organization or the judge(s) or paypal.

Worker Compensation

If a trial committee member is entered in the show on whose committee they are serving, and the compensation guidelines for their position call for free or discounted entries at that show, then they shall take their compensation at that trial. This compensation shall not be deferred to a later event or converted into discount certificates to be saved for later.

If they are not entered in the show... [TBD]

Other references:

Trailer Storage and Hauling Compensation

Anyone storing a bay team equipment trailer in the time before an event is entitled to a one dog’s free entry into that event (any/all days, any/all classes).

Anyone hauling a bay team equipment trailer FROM its storage location to an event is entitled to one dog’s free entry into one day of that event (or a $50 cert if not entering), plus mileage reimbursement at the rate of $1.00/mile actually hauled.

Anyone hauling a bay team equipment trailer from an event TO its storage location is entitled to one dog’s free entry into one day of that event (or a $50 cert if not entering), plus mileage reimbursement at the rate of $1.00/mile actually hauled.

[The above is charged to the trial for which the service was performed (in the case of storage, to the trial to which the trailer was subsequently hauled.]

Safe Trailer Hauling guidelines

Anyone hauling a club trailer needs to be well informed about the hauling capacity of their vehicle, such that they are rated to haul well over what one trailer weighs.

The hauling vehicle needs to have the correct seven round-pin electrical connector (we think this connector is typical of RV/trailer equipment).

The trailer hitches require a 2-5/16" ball. At least one trailer has a spare receiver stowed within that has this size ball but I wouldn't count on it.

As of XX/XX/XXXX:

  • the blue trailer weighs 7000#
  • the red trailer weigh 7000#
  • the yellow trailer weighs 7000#.

Canine Code of Conduct

[TBD]

Internet Policies

Email/Web posting policies

Details are kept up to date by the webmaster online on the dedicated Bay Team email policy page.

Questions about logging in and other matters on our webpages might be answered on our System administration page.

This is only a summary: Refer to the email policy page for actual current policy:

  • Your email should be about dog agility or directly related topics that would be of interest to most Bay Teamers, and not of a general commercial nature.
  • Remember that our bylaws state our purpose it to support only agility that is "open to all dogs, whether purebred or not."
  • This is not generally intended as a discussion list. Therefore, when replying, use "Reply-to-sender" and not "reply-to-all" in most cases.
  • when in doubt, ask webmaster@bayteam.org or info@bayteam.org.
  • The webmaster and the Board reserve the right at any time to request that a discussion or postings on a particular topic be stopped or moved to the forum or wiki.

Who gets/has What Authority/Access [1/1/2010]

  • see info about domain name and website host billing in the Financials Policy section.
  • webmaster (via the webmaster at bayteam dot org alias): efinch
  • ISP czar: mbavister
  • listadmin (via the listadmin at bayteam dot org alias): efinch, mbavister, kkrauter
  • people with FTP authorization: webmasters, trial secretaries, webpage maintainers (efinch, mbavister, kkrauter, hnewman, dconnet, tchadwick)

Email/Web membership benefits

Isn't this stuff already listed on the members benefits page? We should not duplicate text but instead shd refer to the existing page. Bay Team member benefits. Efinch 23:56, 9 April 2010 (UTC)

The Bay Team provides the following benefits to its members as a result of services offered by its service provider. Members can send info, corrections, and updates to webmaster@bayteam.org or info@bayteam.org.

  • Members who currently have e-mail will automatically have two e-mail forwarding aliases provided for them. These aliases will take the form name@bayteam.org where “name” is first initial plus last name and, for the second alias, first name plus last initial; for example Joe Smith will receive the aliases jsmith@bayteam.org, joes@bayteam.org. E-mail directed to any Bay Team alias is forwarded automatically to the member’s normal/direct e-mail address.
  • All members are automatically subscribed to the email discussion list all@bayteam.org. The purpose of this list is to make club announcements, and to be a networking resource of members looking for information or connections in the local dog agility community. Members may elect to change their reception settings for this list to DIGEST (or even ask to be removed entirely).
  • a club Wiki account, so you can edit the club wiki pages (you member info entry, Karey's Calendar, other places you see issues). The webmasters reserves the right to correct or delete any edit you make. More info about this is available at the Wiki login help page.
  • a club Forum account. The club occasionally introduces a forum discussion that those with accounts can partipipate in if they wish. More info about this is available at the forum login help page.
  • The Members page on the club website optionally lists, for each member:
    • Member’s name and photo if provided by the member
    • Names and breeds of member’s dogs who compete, have competed, or will compete in agility.
    • Dogs’ USDAA and CPE titles and, at the discretion of the Webmaster’s time, additional titles.
    • Dog’s photograph if provided by the member to the Webmaster.
  • The Bay Team member achievements page optionally lists such achievements as:
    • Placement in national or international USDAA and NADAC agility competitions.
    • Ranking in national or international agility lists, such as the USDAA Top Ten.
  • The webpage of Bay Teamers offering agility classes and other services and products optionally lists your contact information if you provide agility training, or service or a product related to dogs or agility.

Fun stuff

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