Policy and Procedure Manual - Portuguese Water Dogs › ... › club_documents › pwdca-ppm.pdf · Updated thru 04/07/2020 - PPM - 7 PWDCA, INC. POLICY AND PROCEDURE MANUAL I. MISSION,

Updated thru 04/07/2020 - PPM - 1

PWDCA, INC

Policy and Procedure Manual

(Board approved thru 04/07/2020)


Table of Contents

PWDCA, INC ............................................................................................................................................... 1

I. MISSION, BYLAWS, AND ARTICLES OF INCORPORATION ...................................................................... 7

A. Mission Statement 7

B. Certificate of Incorporation and Bylaws 7

C. IRS/Logo/Trademark 7

II. GOVERNANCE AND ADMINISTRATION ................................................................................................. 8

A. Annual Meeting/Annual Report 8

B. Annual Meeting Rules 9

C. PWDCA Officers 9

1. PRESIDENT .............................................................................................................................................................. 9

2. VICE PRESIDENT.................................................................................................................................................... 10

3. RECORDING SECRETARY....................................................................................................................................... 10

4. CORRESPONDING SECRETARY ............................................................................................................................. 11

5. TREASURER ........................................................................................................................................................... 11

6. BOOKKEEPER ........................................................................................................................................................ 12

D. PWDCA Board of Directors and Duties/Responsibilities 13

1. BOARD OF DIRECTORS ......................................................................................................................................... 13

2. DELEGATION OF DUTIES....................................................................................................................................... 15

3. AD HOC AND SPECIAL COMMITTEES ................................................................................................................... 15

4. BOARD MEETINGS ................................................................................................................................................ 15

5. IN-PERSON BOARD MEETING STANDING RULES ................................................................................................. 16

6. TELEPHONE BOARD MEETING RULES .................................................................................................................. 17

7. EXECUTIVE SESSION POLICY ................................................................................................................................. 17

8. TRAVEL EXPENSE POLICY ..................................................................................................................................... 18

9. CLUB BALLOT COUNTING PROCEDURES .............................................................................................................. 18

10. CALENDAR OF DEADLINES ................................................................................................................................. 18

11. ROBERT’S RULES OF ORDER ............................................................................................................................... 19

III. THE COURIER ....................................................................................................................................... 19

A. The Breed Publication 19

B. Courier Liaison Panel 20

C. Guidelines and Policies 22


D. Advertising Policy 23

E. Volunteer Profile Program 23

IV. MISCELLANEOUS POLICIES ................................................................................................................. 23

A. Alcoholic Beverages at Club Events 23

B. Donation Policy 23

C. Restricted Health Equity Fund 24

D. Geneticist Collaboration History for Health/Research Programs 24

E. Funded Research Overhead Expense 24

F. Information Sharing 24

G. Kennel Registry 24

H. Membership Directory Statement of PWDCA Ownership 24

I. Insurance 25

J. Intellectual Property 25

K. Internet Services 26

L. Mailing of Time-Sensitive Material 27

M. PWDCA Rescue Inc. 27

N. Use of Third-Party Payment Processors 28

V. MEMBERSHIP POLICIES ........................................................................................................................ 29

A. Code of Ethics 29

B. Membership Committee 29

C. Membership Renewal Policy 30

VI. PWDCA COMMITTEE/VOLUNTEER POLICY ........................................................................................ 31

A. Filing of Health and Litter Data 31

B. Committee Formation/List of Members 32

C. Board Review/Appointment 32

D. Committee Chair Responsibilities 32

E. Annual Report/Goals/Budget 33

F. Volunteer Recruitment 33

G. Volunteer Procedure and Form 34

H. Committee Appointment Considerations 34

I. New Committees 34

J. Resignation 34

K. Removal from Committee 34


L. Internet Use/Online Survey Tool 35

M. Medical Reference Requirements 35

N. Procedure for Mailing PWDCA Records 35

VII. BREED-RELATED COMMITTEES AND PROJECTS ................................................................................ 35

A. AKC Breed Standard 35

B. Judges’ Education Committee (JEC) 36

C. Grooming Guide 37

VIII. HEALTH COMMITTEES AND PROJECTS ............................................................................................. 38

A. Allergy, Hair loss, and Dermatology Committee 38

B. Cancer Committee 38

C. Canine Health Info Center (CHIC) 39

D. Endocrine Committee 40

E. Epilepsy and Seizures Committee 40

F. Eye Committee 40

G. Gastrointestinal/IBD and Megaesophagus Committee 41

H. GM1 Committee 42

I. Health Information Committee 43

J. Health Research Grants Committee 43

K. Health Testing Policy for PWDCA Breeders’ Program Participation 44

L. Heart Committee 45

M. Neonatal and Pediatrics Committee 45

N. Orthopedic Committee 46

IX. GENERAL COMMITTEES AND PROJECTS............................................................................................. 47

A. Archivist/Historian 47

B. AKC Liaison for Pedigree Issues 47

C. Breeder Referral Services Committee 47

D. Breeder Referral List Committee 48

E. Breeder Development Committee 48

F. Deyanne F. Miller Scholarship Fund Committee 49

G. Grievances/Discipline 50

H. Health and Litter Log (HLL) Committee 50

I. Junior Affiliate Committee 52

J. Legislative Committee 53


K. Nominating Committee (Ad Hoc) 53

L. Performance Events Committees 54

1. AGILITY COMMITTEE ............................................................................................................................................ 54

2. OBEDIENCE, TRACKING AND RALLY COMMITTEE ............................................................................................... 55

3. WATER TRIAL COMMITTEE .................................................................................................................................. 55

M. Outstanding Breeder Achievement Award Committee/Program (OBAA) 56

M. Policy and Procedures Manual Committee 57

N. Remembrance Fund/Memorial Plaque/Memorial Album Committee 58

O. Stud Book Committee 60

P. Technology and Internet Committee (TIC) 60

Q. Volunteer Pool Committee 61

R. Finance Committee 62

X. RANKINGS AND AWARDS POLICIES ..................................................................................................... 63

A. Awards Committee 63

B. Obedience Ranking Process 64

C. Register of Merit (ROM) Program 64

D. Multiple Achievement Certificate Program (MAC) 65

E. Service Dog Awards 65

G. Owner-Handler/Junior-Handler Award Program 66

F. Producer of Merit (POM) Award 66

XI. REGIONAL CLUBS/SUPPORTED ENTRIES ............................................................................................ 67

A. Regional Club/Specialty/Supported Entry Committee 67

B. Regional Club Sanctioning Guidelines 68

C. Supported Entries 70

XII. NATIONAL SPECIALTY ........................................................................................................................ 71

A. Specialty Event Advisory Team (SEAT) 71

B. Limited Liability Company (LLC) and Internet Storefront 72

C. National Specialty Judge Selection Committee and Process 72

D. National Specialty Catalog 74

E. National Specialty Courier Ad Policy 74

F. National Specialty Seed Money 75

G. National Specialty Futurity/Maturity Program 75

H. National Specialty Superdog Guidelines 75


I. National Specialty Agility HIT 76

J. National Specialty Reserve Winners 76

K. National Specialty Perpetual Trophy Coordinator 76

L. National Specialty Top-20 Committee 77

M. AKC DNA National Specialty Clinic Program 77

N. Crufts Qualifying Show 77

XIII. AMERICAN KENNEL CLUB ................................................................................................................. 77

A. AKC Delegate 78

B. AKC Outstanding Sportsmanship Award 78

C. AKC Flyer 80

D. AKC Canine Health Foundation (CHF) 80

E. AKC Club Management Tool 80

F. AKC Gazette Breed Column Committee 81

G. AKC Public Relations 81

H. AKC Electronic Stud Book 81

I. AKC New Titles Reports 82

XIV. EXHIBITS ............................................................................................................................................ 82


PWD CA, INC . P OL ICY A ND PRO CEDU RE MA NUA L

I. MISSION, BYLAWS, AND ARTICLES OF INCORPORATION

A. Mission Statement Deyanne Miller and a group of people with a common interest, the Portuguese Water Dog, formed the Portuguese Water Dog Club of America in 1972. Their objective then, and ours now, is to perpetuate the breed and its standard. Their goal was, as is our goal now, to encourage and promote quality in the breeding of purebred Portuguese Water Dogs by developing and maintaining their conformation, disposition as companions, and to do all possible to bring their natural qualities to perfection. History: (8/13/72) First club meeting--club's mission stated. (4/21/98) Mission statement expanded to include Constitution language. (3/13/03) Rewritten.

B. Certificate of Incorporation and Bylaws See Exhibit A for a copy of the current Certificate of Incorporation and Bylaws. History: (2/11/73) First Bylaws approved. (11/11/92) Revised Bylaws passed. (9/26/98) Motion passed to obtain CT attorney to review Bylaws proposal(s). (6/25/99) Revised Bylaws passed. (10/28/08) Revised Bylaws passed; AKC letter of approval dated 9/22/08. (9/17/14) Updated Bylaws approved by AKC.

C. IRS/Logo/Trademark The current IRS tax status is as a non-profit corporation under Section 501(c)(4). Logo: The PWDCA logo includes two dogs in profile on rocks. The PWDCA has received a registered service mark for the PWDCA logo. The logo was donated by a PWDCA member for club use only and it cannot be used on other than official PWDCA material or its website. Permission has been granted to the PWDCA Rescue Inc. to use the logo on its official forms and paperwork, however. Additionally, a trademark of two dogs “not on a rock” is also legally protected under copyright laws. The logo is also part of the PWDCA’s intellectual property. (Refer to the Intellectual Property section of this Manual for further information.) The U.S. Patent and Trademark Office (PTO) has accepted the PWDCA, Inc.’s Statement of Use and specimens filed for the Two Dogs design mark, and the PTO proceeded to register the mark and issue a Certificate of Registration effective August 19, 2008. Logo history summarization: A contest was held and artwork of three finalist contestants was placed in The Courier and voted upon by the membership. At a 1981 NY meeting at the World Trade Center, in conjunction with PWDs being accepted into AKC’s miscellaneous class, the winning logo was introduced for the first time.


History: (unk) Artist Elisa Ferracane creates artwork for logo. (9/20/05) Logo history provided in minutes. (10/24/05) Kansas Bank Note Co. offered a Tina Evans drawing, royalty free, for its check product in exchange for agreeing to NOT use club logo. (11/10/05) $1000 approved to register logo at copyright office. (11/14/05) Application made to IRS for 501(c)(4) tax status, Non-Profit Corporation. (07/10/06) IRS letter of 6/29/06 approving Sec. 501(c)(4) tax status, effective 05/22/06. (6/24/07) Logo must include two dogs in profile on rocks. (12/18/07) Received registered service mark for logo. (2/16/08) Logo may not be used on members’ websites; for club use only. (8/19/08) U.S. Patent and Trademark Office accepted PWDCA’s statement of use and specimens for the two dogs design mark. Amend Cert. of Inc. per CT law to identify membership classes. (9/18/08) Membership notified at annual meeting that PWDCA trademark of two dogs on a rock and two dogs “not on a rock” are both now legally protected under copyright laws. (07/31/09) Permission to use logo granted to PWDCA Rescue Inc.

II. GOVERNANCE AND ADMINISTRATION

A. Annual Meeting/Annual Report

The Annual Meeting of the PWDCA shall be held in the month of August, September, or October, in conjunction with the PWDCA National Specialty, at a place, date, and hour designated by the Board of Directors or at another time during this period if no National Specialty is held. Written notice of the place, date, and hour of the Annual Meeting shall be mailed by the Recording Secretary to each Voting Member no fewer than thirty nor more than 60 days before the meeting date. The quorum for the Annual Meeting shall be at least 10 percent of the Voting Members in good standing and will be counted once the meeting is called to order. Each Voting Member of a household must sign in individually. A spouse or partner may not sign in for their spouse/partner and receive a voting card for same. Only one voting card may be given to each Voting Member. Committees’ Annual Reports will be distributed via the Members Only section of the Club’s website no later than two weeks prior to the annual meeting. Health committee Annual Reports should contain, but are not limited to, the following information:

1. Intro paragraph – Summarize committee activity over the past year 2. Updates on new testing 3. Statistics for disease prevalence-number of cases tracked (new since last report and cumulative),

percentages for each result category, sex and age on onset information as available, etc. 4. Educational efforts over past year. 5. Research projects underway for committee health issue 6. Summary

Suggested format for non-health committee annual reports:

1. Intro paragraph – Summarize committee activity over the past year. 2. Educational efforts 3. Projects update

4. Summary

Certificates of commendation/appreciation for individuals who have made significant contributions to the breed/club during the preceding year(s) may be given at the Annual Meeting. The Board shall decide which individuals shall be recognized and what type of award will be given. Annual meetings will include at least five minutes of “wait time” after the request for any new business occurs before the meeting is allowed to adjourn. Per Robert’s Rules, the Board approves the Annual Meeting Minutes and the minutes need not be sent to the membership for approval.


History: (11/10/93) Annual Meetings will include at least five (5) minutes of “wait time” after the request for any new business before the meeting is allowed to adjourn. (7/18/95) Certificate of Commendation/Appreciation Program approved. (11/16/99) A copy of the STANDING RULES for the Annual Meeting be included with the meeting announcement, and the President should make a note of them at the beginning of the Annual Meeting for the benefit of the membership. (4/1/01) Those desiring an Annual Reports packet but not attending the Annual Meeting shall contact the Recording Secretary for information on providing a postage-paid, self-addressed envelope for mailing of the packet. (9/6/06) SEAT committee to provide report to membership about its purpose and tools for host committees. A parliamentarian is to be hired to conduct meeting and expulsion proceedings. (07/13/10) Committee annual reporting template adopted.(8-6-12) Annual Report distributed digitally via club website. (10/3/12) Annual Report distributed via website no later than two weeks prior to annual meeting.

B. Annual Meeting Rules

Rules must be adopted by a two-thirds vote of a quorum membership.

1. All members must register at the door, and the Voting Members will receive a voting card. 2. Any Voting Member who wishes to speak must go to the microphone, identify themselves, and address

and be recognized by the Chair before speaking. 3. Any member in good standing attending is allowed to speak and make motions. Only Voting Members

may vote. 4. Debate on any subject shall be limited to two times per speaker, and up to two minutes per speaker.

Debate will alternate between pro and con speakers. If no one wishes to speak against a motion, there will be no debate other than the maker of the motion.

5. All motions of five words or more must be submitted in writing to the Chair. 6. There will be a five-minute wait period after new business is called before the meeting may be

adjourned. 7. No smoking is allowed in the meeting room.

History: (8/25/93) Annual meeting standing rules using parliamentarian. 2/3rd vote of quorum must approve standing rules. (7/13/15) Any member is allowed to speak, make motions, etc.

C. PWDCA Officers Refer to the Bylaws for duties.

1. PRESIDENT

The President presides at all meetings of the Club and Board; possesses all duties and responsibilities normally appurtenant to the office of President; shall call special meetings when warranted; and shall designate the time and place of Board meetings. The public-relations contact to AKC will be the President. Also, all articles written for the AKC Gazette shall be provided to the President for approval prior to their submission for publication. If the PWD Foundation contacts Club health committees for information, copies of all communications must be copied to the President. Any committee chair requesting Board resolution to resolve an issue must submit a written report of the issue to the President at least 14 days prior to the next regularly scheduled meeting so that the Board may become familiar with the situation prior to discussing it during the meeting. Any checks over $5,000 shall be co-signed by the Treasurer and President. Invoices over $1000, however, still need President and Treasurer pre-approval prior to payment. If the person maintaining the Memorial Plaque and Album is unable to attend a National Specialty, the Plaque and Album will be forwarded to the President who will be responsible to have them available for viewing at the National Specialty. When the National Specialty is over, the President will return the Plaque and Album to the person maintaining them.


The President shall review and approve the biographies of National Specialty candidate judges prior to the biographies being published. Please refer to the Bylaws for more information regarding the President's duties.

President’s Award: The President’s Award is meant to provide a special “thank you” to PWDCA members who

have so well served the Club during the year that some public acknowledgment is in order. This award is presented at the prerogative of the President. The President solely determines the number of awards to give in any year and may elect not to give any awards. In order to preserve a record of these recipients for posterity, these awards will be presented at the Annual Meeting and therefore recorded in the minutes. A list of past recipients may be obtained from the Awards Committee. History: (4/27/99) Health committees shall furnish complete list of all dogs they have in filed to the President on 1/1 and 7/1 of each year. The President shall give data to their successor. The President shall sign a confidentiality assurance statement. (8/3/99) Development of award approved. (7/11/00) President will prepare Board meeting agendas. (9/23/02) PWDCA President will be public relations contact to AKC. (1/1/04) President shall review club bills over $300 that had no prior approval. (6/7/04) President to send letter of financial responsibility to breeder of dog in rescue. (1/5/10) Checks over $5000 need Treasurer and President as co-signer. Invoices over $1000 need President and Treasurer preapproval. (8/15/11) The letter of financial responsibility to a PWDCA member breeder of a dog in rescue will be sent by the President of PWDCA Rescue, Inc. via certified USPS mail return receipt requested, first class USPS mail and email with a carbon copy to the PWDCA President.(8-27-12) President’s Awards must be awarded at Annual Meeting and recorded in minutes.

2. VICE PRESIDENT The Vice President shall have the duties and responsibilities of the President in case of the President's death, absence, or incapacity. Please refer to the Bylaws for more information pertaining the Vice President's duties. The Vice President shall coordinate with the committee chairs and coordinate their timely reports to the Board. In addition, the Vice President shall notify committee chairs of any actions taken by the Board affecting their committees prior to the publishing of the Board minutes. In addition, the Vice President is the contact person for any changes to the Club website. History: (6/26/86) Fire Book(s) containing matters brought before the Board are to be kept at VP’s home. (3/7/98) Documents need not be filed in triplicate (copy of which was to go in the fire book). (1/9/06) VP contacts committee chairs to obtain reports. (6/6/05) Water Trial support application receipt transferred to recording secretary. (5/22/07) Area Rep report receipts deleted. (01/25/11) VP to notify committee chairs of actions by Board affecting committees prior to publishing of minutes.

3. RECORDING SECRETARY The PWDCA Recording Secretary shall keep a record of all meetings and official business of the Club and Board including, but not necessarily being limited to: being responsible for all communications among members of the Board; be responsible for all communications from the Board to the membership; notify members of meetings; prepare and provide an agenda to Board members at least seven days prior to Board meetings; prepare meeting minutes and forward them to the Board for approval. The Recording Secretary shall also keep a record of the following communications: Board e-mail votes, minutes, and communications to and from the Board to the Delegate, membership, non-members, and outside entities. The Recording Secretary may also keep other records as may be designated by the Board in the future. Recordings, notes, etc., from PWDCA meetings are only for the use of the Recording Secretary for preparation of meeting minutes. After the minutes are approved by the Board, the Recording Secretary, or their designee, will send the meeting minutes to the Website Content Manager for posting on the Club’s website. Thereafter, any tapes, notes, etc., from such PWDCA meetings shall then be destroyed. Executive session portions of meetings are not taped. The Annual Report and Nominating Committee projects may be assigned by the Recording Secretary to a designee in accordance with the terms outlined in the Bylaws. Refer to the Bylaws, as well as Robert's Rules, for more information regarding the Recording Secretary's duties, correct preparation and presentation of minutes, etc. History: (3/23/86) Fireproof box shall be purchased to store club records at home of Recording Secretary. It shall be noted in the minutes when the box is moved from one residence to another. (6/26/86) All documents brought before the Board shall be sent to the Recording Secretary in triplicate (copies for Working Book, Fire Book,


and Recording Secretary.) (6/12/88) Executive session meetings shall have their own minutes and shall only be available to Board members by request of a specific incident. (2/9/94) Move Information Update responsibility from Recording Secretary to Corresponding Secretary. Annual Meeting is Recording Secretary’s job. (2/9/95) Two Board signatures shall be on PWDCA bank accounts: Treasurer and Recording Secretary. (12/18/96) Retain meeting tapes for one year and destroy thereafter. (3/7/98) Agenda items need not be sent in triplicate. After Recording Secretary's tenure is up, official meeting tapes are to be sent to the archives to be stored for at least seven years. Recording Secretary need not be a signatory to the club's bank accounts. Delete reference to fireproof box. (4/21/98) Database policy adopted. (8/03/99) Revision to conform with newly accepted Bylaws revision this date. (2/20/01) Write-in candidates must furnish a bio to the Rec’ing Sec’y at same time they grant permission to place name on ballot. (1/1/04) Director to take over Annual Report and Nominating Committee mailings. President will prepare Board meeting agendas. (6/6/05) Applications for water trial support to go to Rec’ing Sec’y instead of VP. (10/3/05) Policy regarding no longer publishing email addresses in the minutes reported to Board 8/29/05. (1/9/07) Rec’ing Sec’y keep records of communications and other records designated by the Board. (5/22/07) Retain meeting tapes until minutes approved and posted to website, then destroy them. (8/14/07) Moved section requiring Recording secretary to submit minutes to the Courier to this section. (02/09/10) JSC to mail judge list to members by 01/20 of each year. (04/08/10) Meeting tapes and notes are for use by Rec’ing Sec’y only. 05/25/10 Executive Sessions are not taped. (07/13/10) Database submission requirement to Rec. Sec. deleted. (2/24/18) Board minutes and Treasurer’s annual report no longer to be published in The Courier.

4. CORRESPONDING SECRETARY The Corresponding Secretary has charge of all correspondence from and to the public; has charge of all correspondence to the membership which does not originate from an official action of the Board; and shall provide and forward to the Recording Secretary all matters which require being recorded in the permanent Club records. The Corresponding Secretary will be a liaison to the AKC. The Stud Book Chair shall receive the electronic copy of the AKC Stud Book Register. This complimentary electronic copy may be shared with Club members for private use only. A Club member requesting a copy must first fill out a Stud Book receipt form that is filed with the AKC. A copy of the form is attached as Exhibit B. Refer to the Bylaws for more information regarding the Corresponding Secretary's duties. History: (2/9/94) Move Information Update responsibility from Recording Secretary to Corresponding Secretary. (3/23/94) Moved and passed that until a standing

legislative committee is established, the Corresponding Secretary shall be listed as the liaison with the AKC to receive the "Legislative Observer" from the AKC for distribution through the Information Update or to regional clubs and Area Representatives until such time that a legislative committee is formed and active. (11/10/98) Motions passed that Treasurer may pay bills up to $100; bills submitted over $100 which are not included in the budget to be reviewed by Corresponding Secretary and need not be submitted to the Board for approval unless questioned by the Treasurer or Corresponding Secretary. (7/11/00) Dollar amount of bills needing review of Corresponding Secretary increased to $200. (1/10/03) Info Update dissolved. (6/7/04) Effective September 2004, AKC no longer printing monthly AKC Stud Book Register but will provide complimentary electronic copy to breed clubs. The Corresponding Secretary will receive the electronic copy. (5/22/07) Deleted requirement to maintain list of breeders, dogs available, and inquiries. Deleted review of bills. Deleted reference to publication of e-mail addresses in minutes. (01/30/2020): Removed Stud Dog responsibility from correspond secretary & add “stud book Coordinator shall receive the electric copy of AKC stud book…”

5. TREASURER The Treasurer (or their designee) shall mail dues statements and collect and receive all monies due or belonging to the Club. The Treasurer shall deposit monies in appropriate financial institutions approved under the laws of the State of Connecticut; maintain books to be open to inspection of the Board; report to the Board at every meeting the condition of the Club's finances, including every item of receipt or payment not before reported, and bank reconciliation; render an account of all monies received and expended during the previous fiscal year at the Annual Meeting; be bonded for at least $250,000; obtain liability insurance for the Board. As part of the dues process, (1) during the month of November the Treasurer (or designee) will send a dues notice to the membership for the upcoming year's dues; (2) if the dues are not paid by the due date (January 1), a reminder notice will be sent allowing a grace period ending as of March 1 to renew membership. The Treasurer shall report monthly on the balance in, income to, expenses paid from, and interest posted to each restricted (designated) fund of the PWDCA including, but not limited to, the Deyanne Miller Memorial Fund and health funds. The Treasurer shall fulfill the responsibility to report monthly all items of income and expense by publishing on the PWDCA website the General Ledger report that is included in the monthly financial reports the Board receives from the bookkeeper. Prior to publication, any specific references to club members shall be expunged. Within one month of the end of each of the first three calendar quarters, and within two months of the end of the calendar year, the Treasurer shall provide to the membership a detailed report on the state of the Club’s finances to at a minimum include: 1) a year-to-date profit and loss statement, with comparison to the prior year 2) a Balance


Sheet report showing the end-of-quarter bank account positions and the state of all restricted funds 3) a narrative highlighting any past or future significant financial concerns. The Treasurer (or agent/Bookkeeper) shall pay all bills submitted for reimbursement and deemed correct up to the amount of $5,000. Bills submitted in excess of $5,000 and not previously approved in the budget are to also be approved by the President. If either the Treasurer or President has questions regarding the submitted bill(s), the bill(s) so questioned will be referred to the entire Board for consideration. Also, the Treasurer shall annually designate a sum into the budget to underwrite travel advancements and expenses for Club representatives. Any checks over $5,000 shall be co-signed by the Treasurer and President. Expenses of $500 or less do not need a motion/vote by the Board. A Board member shall be a signatory to the Club's bank accounts along with the Treasurer. The Treasurer shall be a co-signer on the National Specialty’s host club treasury account, and copies of the bank statements shall be provided monthly to the Treasurer by the host club treasurer. Any individual receiving funds on behalf of the PWDCA shall be required to remit said funds within 15 days to the Treasurer unless they have received prior permission from the Treasurer to handle said funds under different and non-conforming terms. The PWDCA will purchase and maintain $2,000,000 indemnity/liability insurance for all Board officers. It is the Treasurer’s responsibility (using Club monies) to obtain such insurance. Credit and debit cards are accepted by the PWDCA for payment of fees as approved by the Board. The Treasurer is responsible for ensuring that all payments for approved grants are processed accordingly. The PWDCA has a storage unit rental to house all financial records. The records will be relocated convenient to the current Treasurer’s location. Please refer to the Bylaws and Robert’s Rules for further descriptions of the Treasurer's duties. History: (3/13/87) The Treasurer will publish a monthly litter update, which will be sent to subscribers. (8/5/93) President advised that CT State Dept. Of Corp. states PWDCA non-profit corp. (501c) and qualifies for federal tax exemption; no need to pay CT taxes. Letter of determination from IRS needed. (11/10/93) Moved and passed that the Treasurer pursues professional advice on tax filing and tax status. (2/16/94) Moved and passed to empower the Treasurer to explore the feasibility of creating a "non-profit" foundation that would be a PWDCA subsidiary and through which the Club could raise monies for charitable activities. (2/9/95) Two Board signatures shall be on PWDCA bank accounts (Treasurer and Recording Secretary). (2/28/96) Treasurer will immediately be bonded in the amount of $100,000. The Bond shall be forwarded to the Recording Secretary to be maintained in the Club's official records. (6/21/97) Approval of dues notice mailings. (9/24/97) Treasurer report quarterly on income and expenses of restricted/designated funds of the PWDCA. (3/7/98) Treasurer no longer publishes monthly litter update. Any approved Board Member may be a signatory to the club's bank accounts with the Treasurer. (9/26/98) PWDCA to purchase and pay for liability insurance for Board. (11/10/98) Motions passed that Treasurer may pay bills up to $100; bills submitted over $100 which are not included in the budget to be reviewed by Corresponding Secretary and need not be submitted to the Board for approval unless questioned by the Treasurer or Corresponding Secretary. Motion passed that Treasurer provide a monthly report (by 15th) of all income and expenses including bank reconciliation and updated data file. Motion passed that Treasurer responsible for obtaining Board liability insurance. (4/11/00) Motion passed that PWDCA funds be remitted to Treasurer within 15 days of receipt. (4/27/99) Setup of credit card system in progress. (4/11/00) Policy for individuals to remit funds received on behalf of PWDCA to Treasurer within 15 days, unless they have received prior permission from the Treasurer to handle funds under different terms. (7/11/00) Dollar amount of bills needing review of President increased to $200; later (2002) increased to $300. (12/27/01) Treasurer shall designate advance travel costs in budget. (1/18/03) Changes by Treasurer to update to current policies. (2003) Bond increased to $250,000. (5/30/06) Corrected typographical error in 7/11/00 entry from “Corresponding Secretary” to “President.” (5/22/07) Changed fund reporting requirement to monthly. (8/19/08) Treasurer to be co-signer on Nat’l Specialty treasury account and to receive copies of bank statements monthly. (1/20/09) Need for encrypted website to safely accept online payments considered and need to purchase software discussed for accepting membership dues, Courier ads, and other program fees. (10/27/09) Treasurer responsible for ensuring all approved grants get processed. (01/05/10) Checks over $5000 must be co-signed by the Treasurer and President. Invoices over $1000 must be preapproved for payment by the Treasurer and President. (09/21/10) Expenses of $100 or less do not need a motion. (12/19/14) PWDCA shall rent a storage unit to house financial records near current Treasurer. (10/14/18) Added requirements for quarter reporting to the membership and monthly posting of the General Ledger. (01/30/2020) Changed “Expenses of $100 or less do not need a motion/vote by the Board” to “expenses of 500 or less do not need a motion/vote by the Board.” .

6. BOOKKEEPER

This position is responsible for assisting the Treasurer in tracking all cash flows, billing, and lines of credit that affect the PWDCA, Inc. and its affiliates. The Bookkeeper will manage the financial records under the supervision of the


Treasurer and maintain close communication with the Treasurer in order to uphold the duties as outlined under the Treasurer's position in this manual and the Bylaws. As a result of this close association with the Treasurer, the Bookkeeper position requires bonding in accordance with Club insurance policies. Any checks over $5,000 shall be co-signed by the Treasurer and President. Invoices over $1,000, however, still need President and Treasurer pre-approval prior to payment. Club accounting based on cash method. The Bookkeeper shall be an independent contractor of the PWDCA, Inc. This position is approved by a majority vote of the Board, renewable upon mutual agreement of both parties and the majority of the Board. The Bookkeeper contract is “at will” and can be modified with a 30-day notice from one party to the other. History: (1/9/07) Position established. (6/26/07) Contract is 2-year term, expires 6/30/09. (2/16/08) Contract rewritten, replacing 2007 contract. (06/12/09) Contract renewed for two years. (01/05/10) Checks over $5000, instead of $1000, only need President and Treasurer to co-sign. Invoices over $1000, however, need President and Treasurer approval prior to payment. (11/11/10) Bookkeeper contract extended until 6/30/13. (July 2012) Legal review was obtained of the club contract to approve and or provide language to protect the club from potential liability. (2/23/13) Bookkeeper contract reviewed by legal counsel and renewed for an additional two-year term. Accounting method change from cash to accrual. (3/12/16) Clarification that Club accounting basis is cash; 2/23/13 revision never implemented.

D. PWDCA Board of Directors and Duties/Responsibilities

1. BOARD OF DIRECTORS

Also refer to the Bylaws, besides the below sections. The Board shall be comprised of the President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and five other persons, all of whom shall be members in good standing and who are residents of the United States. Please refer to the Bylaws for more information regarding the Board and its duties. Upon indicating a willingness to serve on the Board, volunteering Board members must agree, in writing, to uphold all current PWDCA policies and breeding recommendations for the length of their term, or enumerate those policies and recommendations to which they are opposed and offer an explanation for their opposition. Any business conducted outside of actual Board meetings (i.e., phone polling or mail polling of the Board) must be sent to the Recording Secretary (or designee) and be reported in full in the minutes, including exactly which Directors were given the opportunity to vote and what the votes cast were, and that any business involving committees resulting in any changes also be reported. Meeting minutes shall be posted to the PWDCA website. Letters sent/addressed to the Recording Secretary (or any other officer) by Club members may be accepted as official business for the Club records and agenda(s) if sent by either e-mail, facsimile, U.S. mails, overnight servers (e.g., Federal Express, UPS, etc.), or by personal delivery. Any correspondence to a Board member from a club member regarding club business must be forwarded to the Board within three business days of receipt. All Board members' reports shall be submitted, in writing, for inclusion in agenda packages. The PWDCA Internet list is a tool for discussion of Club business among PWDCA members subscribed to the list. However, because all PWDCA members do not have access to the list, the procedures in place within the Club's Bylaws for bringing business officially before the Board for discussion and action is the only policy that shall be followed by the Board, and no Board member is under any obligation to respond to Internet list queries from members regarding business that should come officially before the Board.


Notwithstanding the formal process to bring business before the Board, the Board may, on occasion, "informally" query members on the list for input and suggestions for projects that the Board may be working on. Any and all individual contracts entered into by the club, whether new or renewing shall be reviewed by club's legal counsel who shall not only be a qualified attorney but shall have experience and expertise in legal matters as they pertain to non-profits and is licensed in the state of Connecticut The review shall be for any potential liability issues contained therein and advice on corrective wording if needed. Exception to this shall be contracts related to the PWDCA National Specialty. Review of any contracts related to the PWDCA National Specialty is optional and required only if the Board deems review of any such contract necessary. All Board members must adhere to the Club's policy of reporting all existing health information on dogs owned or co-owned by them to the PWD Health and Litter Database (HLL) as well as listing all litters bred or co-bred by them in the HLL.

Board members shall crosscheck with each other before submitting any articles for printing in The Courier for approval of the article. The Board will receive a copy of each water trial judging applicant approved by the Water Committee as well as be kept informed of anyone who submits an application but is not recommended for approval by the Water Committee. Board members shall sign confidentiality statements regarding disclosure of information. Confidentiality statements will be posted on the Club’s website and included on the Volunteer Form. The Confidentiality Agreement is attached to this Manual as Exhibit C. Each current and past Board and committee member shall create a list of all Club materials in their possession that are considered additional to their routine Club possessions and shall file such list with the Archivist. PWDCA Board nomination mailings shall include: (to be sent with the PWDCA Nominating Committee’s recommended slate of Directors) To Voting Members, (1) a cover letter explaining the nomination procedure per the PWDCA Bylaws, and (2) a listing of the PWDCA Nominating Committee’s recommended slate with space for five write-in candidates and a marked space for each Voting Member’s signature, there shall be space for two household members to each have a separate place for write-ins on the form, and (3) biographies of 200 words or less for each nominated candidate. To Associate Members, (1) a cover letter explaining the nomination procedure per the PWDCA Bylaws, and (2) biographies of 200 words or less for each nominated candidate. (Associate members cannot vote.) If there is a ballot vote, the following will be sent: To Voting Members, (1) a cover letter explaining the nomination procedure per the PWDCA Bylaws, and (2) a ballot with each candidate listed alphabetically, and (3) biographies of 200 words or less for each nominated candidate. To Associate Members, (1) a cover letter explaining the nomination procedure per PWDCA Bylaws, and (2) biographies of 200 words or less for each nominated candidate. All approved supporting documents for the nomination/election mailings and process are provided in Exhibit D of this Manual.

All non-routine matters that come before the PWDCA Board (investigation of complaints, charges, etc.) require the Board to act in a concerted manner, meaning that the Board must, as a unit, direct one of its members to do

something before a member can investigate on its own. In the case of an emergency, such direction can come from the President. If there is a question of what is “non-routine,” the question will be brought to the Board for adjudication. Additionally, no one Board member can discuss such matters that come before the Board with anyone other than other Board members without prior approval of the Board or the President. Non-routine expenditures by the PWDCA of $500 or less do not need a motion and vote by the Board. History: (1/18/87) Board members shall notify committee chairmen to which they are liaisons that the chairmen are responsible for keeping fire books of all correspondence and research. (8/5/89) Noted in minutes that two Board members were automatically terminated “in accordance with the PWDCA Board policy...have forfeited their positions by missing 3 consecutive meetings. The Board proceeded to fill the vacancies as prescribed by the Bylaws.” (10/25/91) All Board members must adhere to the requirements for inclusion on the Puppy Availability List. A Board Report, prepared by the Recording Secretary, is to be included in The Courier with a summary of all business conducted. (8/20/92) Board openings will be advertised among the membership rather than the Board appointing replacements. (4/13/93) Board members accepting a Board position agree with the understanding that they must pay for their expenses (e.g., about three in-person meetings per year as well as about six telephone conference meetings per year) (6/4/93) Travel and lodging expenses will be shared equally by all Board Members. (8/25/93) Specific Board officer duty list in agenda--nothing in minutes. (11/10/93) Board members may ask for assistance with some of the


functions that report directly to them and appoint members to carry out or assist with the various projects associated with their office. Any business conducted outside an actual Board meeting. (i.e., Phone polling or mail polling of the Board shall be sent to the Recording Secretary or designee and be reported in full in the minutes, including exactly which Directors were given the opportunity to vote and what the votes cast were, and that any business involving committees resulting in any changes shall also be reported.) (2/9/94) The Board shall receive copies of all correspondence involving legal matters of the PWDCA, as well as all letters/correspondence sent to any Board member in an official capacity. (2/16/94) Nominees for the Board of Directors, upon indicating their willingness to be a candidate, agree in writing to uphold all current policies of the PWDCA for the length of their term, or enumerate those policies to which they are opposed and offer an explanation for their disagreement. Substitute "PWDCA breeding recommendations" for "PWDCA breeding policies." (5/25/94) Board members may not chair standing committees, and those currently doing so shall be replaced. (9/20/94) Board members may serve as committee chairs. (6/13/95) Board members shall proofread The Courier. (1996) Motion passed that all Board and committee members shall sign a Confidentiality Agreement. (10/14/96) Board members shall cross-check with each other any items submitted for printing in The Courier. (11/16/96) Rescind the prior motion that all Board and committee members sign a Confidentiality Agreement. (12/18/96) The Recording Secretary shall retain all PWDCA meeting tapes for one year, after which time the tapes must be destroyed. (5/22/97) Up to $200 reimbursement shall be paid to Board members per in-person meeting. (8/5/97) Approved to accept e-mail as official correspondence to the Board. (12/15/97) All Board members' reports shall be submitted in writing for inclusion in agenda packages. PWDCA Board members are not to be appointed liaisons to committees on which they serve. (3/7/98) Board members are no longer responsible for proofreading The Courier prior to printing. (9/26/98) Board-committee liaisons terminated and committee chairs to furnish reports upon request. (5/23/00) All Board members must report annually to the Health Registry Chair irrespective of whether or not there are any changes to the health status of their dogs. (12/29/00) Clarification of handling non-routine matters. (9/18/01) Board nomination submission policy approved. (1/27/03) PWDCA minutes to be posted to website. (01/01/04) Director may handle Annual Reports and Nominating Committee projects. 10/5/04) Volunteer policy wording approved by Board by electronic vote 9/16/04. (10/14/05) Effective 12/31/04, PWD Health and Litter Registry changed to PWD Health and Litter Database; pre-2005 references to “Registry” in History footnotes have remained unchanged. (5/22/07) Removed residency requirement on HLD reporting to include all dogs whether residing in household or not for 5 years preceding statement. Board may obtain assistance if approved by a vote of the Board, and shall be reviewed and voted upon annually. (8/14/07) Requirement that Board members sign confidentiality agreements added. (8/27/07) Appointments to committees based upon other commitment factors, experience, background, knowledge, and geographic consideration. (09/21/10) Expenditures of $100 or less do not need a motion. (7/7/13) Engagement letter accepted to allow C. Joel van Over to continue handling PWDCA trademark work. (9/09/13) Rule requiring correspondence from member to board member regarding club business be forwarded to full board within 3 business days of receipt. (3/24/20) Removed “pertain to dogs club and general dog matter” for the attorney and replaced with to non-profits and is licensed in the state of Connecticut

2. DELEGATION OF DUTIES

PWDCA Directors and Officers may be assisted in their roles and duties by PWDCA members and qualified non-members as approved by majority vote of the Board upon motion by said Officer. Approval of such assistants shall be voted upon annually following election of Officers. History: (5/22/07) Clarification of delegation established.

3. AD HOC AND SPECIAL COMMITTEES The Board may appoint ad hoc or special committees to aid in any PWDCA-related activity (e.g., nominating committee, publications, budget or other administrative work), and they are created according to the guidelines (if any) in the Club’s Bylaws. An ad hoc committee may be terminated only by a majority vote of the full Board. History: (2/9/94) Ad Hoc and Special Committee development approved. (8/3/99) Revision to conform with newly accepted Bylaws revision.

4. BOARD MEETINGS Club members may listen in on teleconference Board meetings if they notify the Recording Secretary of their desire to do so at least two weeks prior to a regularly scheduled meeting. To encourage member call-in to Board meetings, in 2017 the Board decided to waive the previous member charge to cover conference call fees. Copies of meeting recordings, notes, etc., are for the use of the Recording Secretary only. Meeting recordings, notes, etc., shall be destroyed after the minutes are approved by the Board. Executive Session portions of meetings are not taped. Club members who submit motions or questions to the Board prior to the agenda deadline (two weeks before a scheduled meeting) will have their motions/questions added to the agendas of regularly scheduled Board meetings. Letters sent/addressed to the Recording Secretary (or any other officer) by Club members may be accepted as official business for the Club records and agenda(s) if sent by either e-mail, facsimile, U.S. mails, overnight servers (e.g., Federal Express, UPS, etc.), or by personal delivery. Meeting minutes shall be circulated to all Board members within 1 week of the board meeting including the annual meeting. The board then has 1 week to review and approve the minutes. After board approval of the minutes,


the minutes shall become effective upon circulation by the Recording Secretary within 2 days after the Board’s approval. After approval, meeting minutes will be posted to the PWDCA website with an email to the members about the posting. Committee chairs may present oral reports at Board meetings. Refer to the Committee for rules and guidelines pertaining to chairs presenting oral reports. All committee reports sent to the Board will be posted on the PWDCA website after the reports are discussed at Board meetings. Committee reports will be briefly summarized in Board meeting minutes and the minutes will include reference to the website where the complete reports can be viewed. If a committee needs to share information of a sensitive or confidential nature with the Board, the committee should provide that information to the Board in separate correspondence from the committee report. PWDCA volunteers may be reimbursed for expenses incurred by them on a case-by-case basis. Refer to the “Travel Expense Policy” in this Manual for a further explanation of possible reimbursable expenses. History: (6/12/88) Separate minutes for executive session meetings shall be maintained and shall only be made available upon request by a Board member in regards to a specific incident. (5/19/90) Members may purchase copies of minutes at $1/page. (4/13/93) Board members accepting a Board position agree with the understanding that they must pay for their expenses (e.g., about three in-person meetings per year as well as about six telephone conference meetings per year). (6/4/93) All travel and lodging expenses shared equally by all Board members. (3/23/94) Members may purchase copies of minutes at $1/page. (9/12/95) Members may listen in at Board meetings if they pay their own costs and notify the President at least two weeks prior to the meeting. Members may add motions and/or questions to the agenda if such are submitted prior to the close of the agenda. (11/15/95) On a rotational basis, a representative from the Regional Club Committee may have someone listen in at Board meetings. (1/24/96) Non-sanctioned clubs may have a listener at Board meetings, at the regional club's expense. (2/28/96) Board members may have a copy of Board meeting tapes. Motion passed that Board members may discuss events at Board meetings prior to minutes being approved. [Minutes are indicative that PWDCA is paying for Board conference calls.] (5/22/97) Up to $200 reimbursement shall be paid to Board members per in-person meeting. (8/5/97)

Committee chair oral reporting format approved. (3/7/98) Club members may purchase meeting tapes (excluding executive session) at their expense. Recording Secretary shall forward official meeting tapes to archives for holding for seven years after his/her tenure is up. Copies of Board meeting minutes are provided to the membership at no charge. (3/16/99) 72-hour fax/e-mail vote time approved. (8/03/99) Revision to conform with newly accepted Bylaws revision this date. (11/16/99) Volunteer reimbursement of expenses made on an ad hoc basis. Expenses over $100 must be pre-approved by Board. (4/11/00) Recording Secretary to send approved minutes to Courier Editor. (4/1/01) No expense overall policy; decided on individual basis. (1/10/03) Info Update dissolved. (4/01/2007) Posting of committee reports to website, separation of confidential materials for executive session from committee report. 5/22/07) Corrected time meeting tapes must be retained. (8/14/07) Sanctioned Regional Club appointees to Regional Club Committee and listeners at Board meetings deleted since the right of individual members to listen is already stated. (8/14/07) Deleted language regarding discussion of events prior to start of meeting. (04/08/10) Recorded meeting tapes for use by Rec’ing Sec’y only and shall be destroyed after minutes are approved. (05/25/10) Executive Session not to be taped. (04/17/17) Waive call-in fees. (2/21/18) No longer print Boatrd minutes in The Courier. (02/03/2020) Add more detail time frame for approving and publishing minutes.

5. IN-PERSON BOARD MEETING STANDING RULES

The below rules must be presented as a motion and seconded before each respective meeting. They must also be posted on the meeting room door prior to the meeting. In-person Board meetings differ from Annual Meetings of the Club in that members are not allowed to bring motions and/or new business before the Board unless such motions and/or new business were forwarded to the Recording Secretary at least two weeks prior to the meeting and are slated on the agenda. From time to time, the Board may ask for opinions or comments from attending members on issues before the Board. In that event, the following rules shall apply:

• Member comment shall be limited to two minutes per member.

• Each member shall be allowed to speak no more than two times on each issue unless a majority of the Board present approves further comment. Debate on any issue will alternate between pro and con speakers. At any time, the President, or a majority of the Board present, may call for an end of a member’s comments as well as ask that no member comment be solicited.

• If any member or visitor attending the meeting is asked to leave the meeting by the President, then that member/visitor shall do so immediately. It shall be at the discretion of the President if the member/visitor asked to leave is allowed to return to the meeting.

• If comment from the membership is not called for by the Board, and a member wishes to make a comment, the member may raise his/her hand. However, it shall be at the discretion of the President if he/she wishes to call on the member.

• The Board may elect to close its meeting to the members at any time (thus, enter “executive session”), and an estimate of time may be given to the attending Club members by the President as to when (and if) the meeting will reconvene in “regular session.”


• There shall be no smoking in the meeting room. Except as provided for above, any member/visitor may come and go from the meeting as they desire, in a quiet and courteous manner, so as not to disturb other members/visitors attending the meeting. The PWDCA will reimburse Board members for travel expenses. Please refer to the “Travel Expense Policy” in this Manual for further information about the Club’s current reimbursement policy. History: (11/19/01) When requested, PWDCA will underwrite a portion of expenses associated with attending Board-approved events. It shall be considered an >advance’ and shall not exceed $500 for a single event or more than $1500/representative/year. However, no more than $3000 allotted from the 2002 PWDCA

budge. After 2002, Treasurer shall designate amount from annual budget to underwrite similar expenses. (1/9/07) A second in-person Board meeting shall be held in the spring, with the date and location determined on an annual basis. (2/20/07) Board member reimbursement policy changed.

6. TELEPHONE BOARD MEETING RULES The agenda will be as prescribed by the PWDCA Bylaws. The agenda, as prepared in advanced by the Recording Secretary (or its designee), will be strictly adhered to. All reports and motions must be submitted, in advance, to the Recording Secretary (or its designee) and placed into the agenda. The Recording Secretary will mail or e-mail all pertinent materials to the members of the Board at least seven days in advance of the scheduled meeting. Any report delivered to the Recording Secretary and distributed to the Board prior to the phone meeting will stand on its own and is presumed to have been read and approved by the Board, unless a member of the Board makes comment or objection. Commentary is limited as debate. Should a member of the Board object to a finding in a report, s/he is allowed to voice objection and move that the report not be accepted with specific reasons given. A simple majority vote of the Board will send the report back to committee. Only those motions of an urgent basis and not submitted in advance of the meeting as prescribed may be considered during a phone Board meeting. The President shall have the final decision on whether a motion is of an urgent nature. Each call-in member who wishes to address the Board may do so on any topic(s) they choose for up to two minutes just prior to going into Executive Session. The caller will be invited by the Recording Secretary or another Board member to come off mute and address the Board. Each speaker will be informed when the two minutes are up. The speaker will then promptly finish and go back on mute. Normal rules of meeting etiquette and decorum apply. (11/10/93) Standing rules for telephone Board meetings adopted. (10/16/17) Member comments permitted at call-in Board meetings. (3/25/19) Speaking priority given to those not having spoken in past meetings and removal of” “Member speakers will later be contacted by the Recording Secretary to indicate whether or not they wish their comments to be published in the Board meeting minutes” Motion to delete “Member speakers will later be contacted by the Recording Secretary to indicate whether or not they wish their comments to be published in the Board meeting minutes.” (02/03/2020) Removed “Speaking priority given to those not having spoken in past meetings.”

7. EXECUTIVE SESSION POLICY Please refer to Robert's Rules for regulations pertaining to executive sessions (e.g., public reporting requirements for executive session votes, etc.). Executive Session discussion is confidential and shall not be reported in the regular Board meeting minutes. Any actions decided during Executive Session. Any specific actions resulting from discussions during Executive Session (e.g., committee changes, disciplinary actions, approval of new Associate or Voting members) shall be taken outside of Executive Session and duly reported in the regular Board minutes. History: (6/12/88) Separate minutes for executive session meetings shall be maintained and shall only be made available upon request by a Board member in regard to a specific incident. (3/7/98) Members may not purchase copies of executive session meeting tapes. (12/29/00) Clarification of handling non-routine matters.


(8/14/07) Removed information on executive session that duplicates information in the section on executive session. (4/1/07) Committee reports to be posted on PWDCA website with summary only in minutes. Confidential information to Board should be separate committee document. (8/14/2007) Added review of executive session minutes by President and keeping such minutes by Recording Secretary. (10/16/17) Addition of guidance on Executive Session reporting in Board minutes.

8. TRAVEL EXPENSE POLICY Reimbursable Expenses: The PWDCA shall reimburse Board members for the following incurred travel expenses for attending one in-person Board meeting per year once receipts are supplied to the PWDCA Treasurer: economy airfare, airport parking costs, reimbursable mileage (calculated in accordance with the current IRS reimbursement schedule) and the cost of a single occupancy standard room. The PWDCA shall fund the cost of meeting room for in-person Board meetings and pre-approved expenses for materials needed to conduct the meeting (which may include, but is not limited to, renting projectors or sound equipment, access fees for online connectivity, copying documents, providing refreshments, etc.). Non-Reimbursable Expenses: However, the PWDCA will not reimburse expenses incurred in conjunction with the in-person meeting held at the National Specialty. No allowance is provided by the Club for any meals or beverages. Tipping is at the discretion of the attendee and is non-reimbursable by the PWDCA. Financial Assistance: In order to encourage participation by any PWDCA member independent of their financial capability, when requested the PWDCA will review and may, on a case by case basis, underwrite a portion of the expenses to be incurred by a designated PWDCA representative associated with attendance at Board-approved events. JEC/CHF/AKC: Committee/Club members attending the CHF Conference, AKC Parent Club Conference, AKC Delegate meetings, or presenting at Judges’ Education Seminars, may be reimbursed in accordance with the policy adopted above for travel expenses for such expenses not reimbursed by other persons or organizations. Club members seeking such reimbursement for said conferences/meetings shall present to the PWDCA a written report on the proceedings of the conference or meeting they attended along with their invoices for which they seek reimbursement. For these meetings, room rental costs for a standard room are for one person/room. Upgraded rooms, mini-bar convenience items, long distance telephone calls, etc., shall not be paid for by the PWDCA, however. History: (4/1/07) In-person meeting reimbursement limited to one meeting per year, but excludes the Annual Meeting. (10/28/08) Expenses standardized for the Board, committee members, AKC Delegate, and any other member traveling at request of PWDCA. (3/14/15) Single rooms for each Board member at in-person meetings approved.

9. CLUB BALLOT COUNTING PROCEDURES All club ballots will be counted by an independent counting firm. A ballot’s return address should be to the Recording Secretary, or a designee appointed by the Board. Please refer to the Bylaws for a further explanation of ballot counting procedures. History: (11/21/06) Votes to go to tabulating firm. (07/30/09) Three Voting Members not actively involved in conformation may count member votes for national specialty judge selection.(12/10/12) Ballots to go to an independent tabulating firm in order to maintain consistency in procedure and remove any potential question of impropriety.

10. CALENDAR OF DEADLINES For a list of current PWDCA deadlines, please refer to the attached Exhibit E. The PPM Committee shall be responsible for updating the Calendar of Deadlines and providing an updated Calendar to the Board as well as having it posted on the Club’s website in the Resources section of the Members Only area (requires login).


11. ROBERT’S RULES OF ORDER Robert’s Rules Revised, shall govern the proceedings of the PWDCA except in such cases as are covered by the Bylaws and/or special rules adopted by the PWDCA.

III. THE COURIER

A. The Breed Publication

The Courier is the PWDCA's breed publication. A disclaimer shall be listed in each publication stating that published articles are the opinion of the author(s) and are not PWDCA opinions. The Editor reserves the right to refuse and/or edit material, verify health data, and publish documented health data in ads in order to bring the ad into compliance with the PWDCA ad policy. Reproduction of photos and editorial is forbidden without permission from the Editor. Only titles from nationally recognized organizations and the PWDCA may be used in Courier ads. For The Courier issue featuring the national specialty, the winner of Best of Breed shall be awarded the front cover, and the Superdog winner shall be awarded the back cover. The PWDCA, Inc. shall absorb the costs for the covers. A subscription to the AKC records report for new titles by breed will be paid for by the PWDCA annually and provided to the Awards Committee, which will be responsible for compiling a breakdown of the various titles and submitting them to the Editor in a timely manner for printing in the Courier. The same policy may be applied to performance titles such as obedience, tracking, and agility. The title of “Editor Emeritus” was awarded to Kitty Braun in 1999 and is to be maintained as a permanent listing on the mast head of The Courier to recognize and honor her for her many years of service and outstanding contribution to The Courier. Board members shall cross-check with each other any item being submitted on behalf of the Board for printing in The Courier. The Courier is a privilege of PWDCA membership; it is not sold as a subscription. Back issues are available for sale only to PWDCA members. However, The Courier may be provided to researchers at no cost upon approval by the Board. It is also provided to the AKC Archives. However, the Board, at its discretion, may provide one or more complimentary issues of the Courier to persons for the purpose of recognizing worthy individuals’ accomplishments. When a Portuguese Water Dog has been adopted through PWDCA Rescue by a non-PWDCA member, they will be sent an application for Associate membership to the Club along with one issue of the Courier. A health index of past Courier articles shall be made available on the PWDCA website. History: (2/13/89) The Courier shall carry a “help wanted” ad from the Board, which will include all committees and projects needing volunteers. (4/8/89) Asterisks shall be dropped from kennel name listings. On back cover, editor’s name to be smaller than club’s name. (4/29/89) Motion approved that only members in good standing will be listed in The Courier ads (i.e., co-owners are required to be members in order to advertise). Agreed that front cover will not be sold. Editor to print all committee heads in masthead. (8/5/89) Coordinate cover with development of themes for magazine. “Behavior & Temperament” to be new column. (11/18/89) Motion passed to define and execute a bid process for the editorship of The Courier for a 2-year period. (12/14/89) Editor job description changes approved (not attached to minutes). (1989) The Courier job description and proposal located in 4/27/93 agenda--nothing in minutes. (2/13/90) Only AKC titles in ads until Awards Committee recommendations are Board approved. (11/27/90) The Courier shall not be sent to judges unless paid for by a member(s). (3/16/91) Best in Show judges shall no longer receive The Courier. (5/9/91) New Best in Show judges shall receive one issue of The Courier. (9/20/91) Omit acceptance of "eyes clear" as a status. (10/25/91) Full disclosure is necessary and "not tested" will not be accepted on any dogs advertised. All certification shall follow the first listing of the dog's name. ERGs must include the date and age at testing. A Board report from the Recording Secretary will be included in The Courier with a summary of all Board business conducted. Mailing of magazine to judges will be discontinued, except that complimentary copies will continue to be sent to Drs. Aguirre, Corley, and Miller, plus the PWD Clubs of Portugal and Great Britain. (Any judge requesting a copy will be sent a copy plus subscription information with a statement that the PWDCA is using available funds for important health concerns and cannot subsidize individual mailings.) Any member wishing to send The Courier to a judge may prepay costs listed


in the publication. (5/22/92) The Courier policy history included in minutes. Approval for a Club News Coordinator who will collect articles for the magazine. (9/10/92) Editor's recommendations for reformatting the masthead were accepted. (6/4/93) Editor guidelines provided by Kathryn Braund in agenda--not in minutes. (11/10/93) "PRA Relative Risk Analysis %" advertising will be disallowed. (11/17/93) Editor will publish six issues yearly, not sell the cover, and continue the photo contest for the cover. Magazine content will include: President's Message, Editor's Message, Committee Reports, Regional Reports, Breed Ring update, new OFA and GM-1 numbers, Kitty Braund's column, advertising guidelines, and Question of the Issues Forum. Health criteria will be required on all ads. Ad rates will be increased effective 1/94 with a 10% discount for truly camera-ready ads. Formal contracts shall be drawn up for frequency rated advertising (continue 10% discount for six consecutive ads; 5% discount for advertisers contracting for 3-5 ads will be initiated). (2/9/94) The Courier shall be sent to judges on a rotating basis. (2/16/94) Judges will receive a copy of the magazine on a rotating basis if the cost is reasonable. Wording of the PWDCA ad in Dog World magazine will mention The Courier. (4/23/94) Disclaimer language shall be included in each copy of The Courier. No UKC (United Kennel Club) titles may be included in The Courier ads. (3/3/95) A Book of Policy and Guidelines concerning The Courier will be compiled and, once passed, followed by the Editor of that publication. (6/13/95) Board members shall proofread The Courier. (2/28/96) Advertiser courtesy copies discontinued. Health advertising requirements approved. (7/31/96) UKC reports are allowed in The Courier. (10/14/96) Approval of listing of recognized clubs in The Courier. Board members shall cross-check with each other any items submitted for printing in The Courier. (2/17/97) Approved utilization of stamp for incomplete health stat ads. (3/15/97) Moved and passed to give Editor a $200/issue raise. Subscription rates raised from $40/year to $50/year beginning with May 1997. (4/14/97) The Courier contract approved. Passed to raffle off five covers per year (excludes cover reserved for National Specialty winner). (12/15/97) Motion passed to omit printing OFA numbers. (12/22/97) The Courier deadlines adjusted. (3/7/98) Nationally recognized organizations and PWDCA titles may be used in The Courier ads. Judges and adoptees of rescue dogs shall not receive gratis The Couriers. The Courier covers shall not contain any show photos except for the national specialty issue/winner. Raffle tickets shall be $25/ticket. (9/26/98) Motion passed to raise The Courier advertising rates effective with 11/15/98 issue closing. (11/10/98) The Courier ads must list PRA status of dogs in all advertising. (12/15/98) One picture of a therapy dog at work may be included in The Courier. OptiGen "A" rated dogs shall be listed in The Courier. (1/26/99) Membership dues not to be separated from Courier subscription. “Editor Emeritus” title established and awarded to Kitty Braund to be maintained as a permanent listing on mast head of Courier. (6/15/99) Raffle for The Courier cover discontinued. (7/6/99) New Editor and Contract approved. (10/99) The Courier deadlines and issue features revised. (11/16/99) Revised The Courier advertising policy approved. OptiGen “A” rated dogs shall be published in the Information Update and posted to the PWDCA-L, rather than listed in The Courier. (4/11/00) Utilization of a stamp for incomplete health stat ads was cancelled. (11/14/00) Advertising policy regarding use of semen of deceased dogs approved. (2/20/01) The Courier Editor will subscribe to the AKC monthly report of new titles by breed B and will arrange for the Show Statistics Coordinator to

receive the appropriate information for their reporting. (6/28/01) GM1 carriers approved for breeding related advertising, as long as the dog being advertised has been individually blood tested for GM1. (8/8/03) New Courier Contract submitted 7/17/03 and approved 8/8/03. (11/17/03) Change in Courier policy regarding breeding ads on “C” and “C1” rated dogs. (1/26/04) If false ads published, notices will be published and advertiser suspended for one year. (3/8/04) Health Statements section amended. Submission of Ads section deleted. Truth in Advertising section added. The Courier Editor Contract submitted 7/17/03 and approved as of 8/8/03. (6/19/06) “PWDCA Agreement with the Courier Editor” removed from Policy and Procedures Manual and these historical footnotes moved to “The Courier: The Breed Publication” section. (5/16/07) Courier provided to Dr. Lore Haug as part of her consult work for one year. (5/22/07) AKC Archives added as Courier subscriber. (8/14/07) PWDCA will obtain toll-free number for future ads. (12/18/07) Past health articles published in Courier on website. (5/26/09) Board may provide one or more complimentary issues of Courier to in recognition of worthy individuals’ accomplishments. (07/13/10) Courier Editor contract extended one year with one-year extension possible. (8/15/11) When a Portuguese Water Dog has been adopted through PWDCA Rescue by a non-PWDCA member, they will be sent an application for Associate membership to the Club along with one issue of the Courier..(July 2012) Legal review was obtained of the club contract to approve and or provide language to protect the club from potential liability. (10/20/14) Courier front cover to national BOB winner; back cover to Superdog; PWDCA to pay for both covers. (7/13/15) Removed reference to listing PWDCA “recognized” clubs in The Courier

B. Courier Liaison Panel

This Panel is being formed based on the advice of legal counsel to the PWDCA. As advised by PWDCA legal counsel, its existence is and will continue to be defined in the contract with The Courier Editor. Mission and Scope: The goal of this Panel (Standing Committee) is to provide PWDCA review and awareness of any potential for liability which may arise through the content in this Club-owned publication. To maintain efficient working relationships and an uninterrupted production schedule, appointments to this panel shall be intended to be long-term in duration. The mission of this panel is to assist The Courier Editor, as needed, in:

• adhering to the Truth in Advertising policy

• verifying that each ad complies with health screening test reporting as defined by Club policy

• facilitating review of articles for potentially controversial or inaccurate content (medical, legal, and training basis) as requested

• responding to member questions regarding non-acceptance of an ad

• bringing any potential liability concerns to the attention of the Board

Size and Composition: The Courier Liaison Panel will consist of no more than three members: two permanent and one on an as-needed basis. The first panel member – the Liaison – will be the primary contact with the Editor and will receive communications from and insure prompt replies to the Editor. The Courier Editor will provide the Liaison with a list of anticipated article topics and authors for each issue. Some articles may not develop as planned, and there may be last minute substitutions. The Courier Editor will keep the Liaison appraised of significant changes that may need attention. The Liaison will share this information with the other panel member(s) and the PWDCA President.


The Liaison will promptly review any advertising material the Editor believes violates The Courier’s health testing reporting policy. If the ad is found non-compliant, the Liaison will promptly advise the Editor, who will work with the advertiser for correction and/or verification of needed test information. If the ad cannot be brought into compliance, the Editor will notify the advisor that the ad is non-compliant with the health testing reporting policy and cannot be run. The second panel member will promptly review articles that the Editor believes may require technical review by an “expert consultant” (veterinarian, attorney, etc.) in order to assure accuracy and will alert the Liaison and Editor to potentially controversial material contained therein. To properly perform this function, this panel member will solicit and maintain a list of professionals, i.e., expert consultants, who are willing to provide prompt review and opinion on any article which the Editor and panel believes may require technical review. The third panel position will be held open as a temporary training position, to be filled at such time one of the two above defined panel members expresses the desire to step down. At that time the third position will be filled with the retiring member’s intended replacement. The retiring member will remain on the panel during a training period and mentor the appointed replacement until such time the replacement is ready to work independently. At that time, the retiring member shall step down. The entire panel will assist the Editor in soliciting articles and advertising. Before the completed issue is sent to the printer, the Editor will email the Liaison and the PWDCA President a reader’s proof of The Courier (in PDF format). If, after 48 hours, there is no response from either, the Editor will assume the issue has been approved for production. Requirements for members of the panel: Individuals appointed to the panel should be detail-oriented, efficient, and responsive, have adequate experience in the world of purebred dogs generally and in the PWDCA specifically, and have adequate computer access and knowledge to perform the required duties. They must be willing and able to interpret and enforce compliance to advertising rules equally without bias and must enforce those advertising rules uniformly. They must be able to work well with the Board, fellow Club members and the Editor. Panel members can have no actual or perceived conflict of interest with the Editor. Panel Members must understand and accept that the scope of their job is to facilitate and assist the Editor – not to edit or design The Courier. Panel reporting to the Board: The Panel will provide the list of expert consultants it maintains to the PWDCA President and to The Courier Editor. Any revisions to the list will be sent to the President and to The Courier Editor. As early as possible in the production cycle, the Liaison shall provide the PWDCA President a list of any ads not in compliance with health reporting criteria or not adhering to accepted truth in advertising guidelines, which the Editor has not been able to resolve with the advertiser. At the same time, if any articles are reviewed by an expert consultant, the President will be advised by the Editor of the opinion given by that consultant and informed what action, if any, was taken as a result, i.e., re-wording by the author or a strong and visible disclaimer printed at the beginning of the article. Funding: Funding needs of the Courier Liaison Panel are expected to be minimal, with the largest foreseen potential being in telephone costs. Limitation: Kathryn Monroe, former Editor of The Courier, has withdrawn all permissions to re-publish any article written by her and published in The Courier. History: (9/26/98) Motion to approve committee passed. (12/15/98) One picture per issue of therapy dogs in action is allowed. (6/15/99) Name of committee changed from "The Courier Review" to "The Courier Advisory". Responsibility to act as advisor and review The Courier articles prior to publication added. (01/26/10) Name changed to “Courier Advisor.” Only one advisor appointed. (12/3/12) Courier Liaison Panel created per Courier Editor contract extending thru 12/31/14. (12/9/12) Courier Advisor eliminated per Courier Editor contract extending through 12/31/14. (1/1/2015) Editor’s contract is approved for 1/1/2015 to 1/1/2017.


C. Guidelines and Policies

The magazine may include, in addition to other appropriate topics as space permits, a President’s Message, Editor’s Message, committee reports, regional reports, breed ring update, advertising guidelines, advertising policy, honorees’ and list of individuals and dogs and those who donated in their memory (Remembrance Fund). In

addition, a 1/4-page ad with contact information for members who find a dog in possible need of rescue will run in

each issue of the Courier. The Courier should invite specific correspondents to cover events for The Courier (e.g., assigned to cover the judging at Westminster, other PWDCA or other dog-related events of national interest, etc.). Every PWDCA Regional Sanctioned Club should have a liaison with the Courier to make sure that PWD events are covered in that liaison’s area. The editor of The Courier shall have the responsibility to determine the appropriateness of any material submitted for publication. No advertising of dogs and/or kennels will be accepted from non-members. Commercial advertising as permitted under IRS tax codes will be accepted from members only. However, all advertising, regardless of category, shall adhere to the advertising guidelines set by the PWDCA and listed in The Courier. All ads must be submitted with payment in full. The Editor may retain photos until unpaid ads are paid in full; thereafter, they will be returned. The Courier Editor shall report to the Board after each issue of The Courier all revenues and expenses. AKC Top-Ten statistics for performance venues such as breed, obedience, and agility are published in The Courier. AKC registration statistic reports may be included on an annual basis in The Courier. The Top Ten BOS winners will be acknowledged in The Courier rather than at National Specialty awards banquets. For members that have elected to receive The Courier via Bulk rate mail, by default, the USPS does not forward bulk rate publications, and The Courier will be discarded by the USPS. However, if ‘Premium Forwarding’ service is selected with the USPS, for a fee, the USPS will forward bulk rate publications. For members that have seasonal or multiple addresses during the year, it is suggested to change from Bulk to First Class mail of The Courier. Members wishing to change The Courier delivery service, shall go to the PWDCA website. Additionally, a member has the option to order single copies of The Courier for a fee, directly from The Courier Editor, subject to availability. The Courier must submit a report monthly to the PWDCA board. History: (1/18/87; 1/21/88; 10/29/88; 1/21/89) Editorial policy defined. (2/13/89) The Courier shall carry a “help wanted” ad from the Board, which will include all committees and projects needing volunteers. (8/12/90) Remembrance Fund developed. (5/22/92) The Courier policy in place. (5/22/96) Add language for pre-event advertising space. (12/15/97) Motion passed to omit printing OFA numbers. (3/7/98) Discontinue placing help wanted ad in The Courier. Discontinue requirement that editor forward articles relating to committees to committee chairperson for review. Discontinue Board column summarizing minutes. Disallow accepting all advertising from members—restrictions apply. Discontinue separate The Courier bank account. (7/15/98) Ads must be paid in full at time of placement. Editor may retain photos until unpaid ads are paid in full. (12/15/98) One picture of a therapy dog at work may be included in The Courier. OptiGen “A” rated dogs shall be published in The Courier. (1/26/99) “Editor Emeritus” title created to recognize Kathryn Braund, whose name shall be affixed as a permanent listing on the masthead of The Courier. (3/16/99) New The Courier job description for editor approved. The Courier editor position qualifications questionnaire approved. (7/6/99) New contract and budget approved, with new ad pricing and advertising structure. (11/16/99) OptiGen “A” rated dogs shall be published in the Information Update and posted to the PWDCA-L. Courier committee will report to Board after each Courier issue with results of their audit of published ads. (4/11/00) Deleted reference to stamp being affixed to incomplete health data ads since such ads now unacceptable. (5/23/00) PWDCA Board meeting minutes, Treasurer’s report, PRA quarterly report of Optigen A rated PWDs, and any other info placed in Info Updates now be published in Courier. (1/31/05) Board approves eliminating the Top 10 Breeders and Top 10 Sires/Dams rankings in order to reinforce responsible breeding practices. (5/1/06) Ad wording of “Health information provided in Health and Litter Database” approved for non-breeding ads; all non-breeding ad dogs required to be in H&L Database; motion amended on 7/10/06 clarifying that the “health information provided in HLD” be an option for ad copy. The advertised dog is not required to be a participant in the HLD. (5/1/06) Ad wording of “Health information provided in Health and Litter Database” approved for non-breeding ads; all non-breeding ad dogs required to be in H&L Database; motion amended on 7/10/06 clarifying that the “health information provided in HLD” be an option for ad copy (6/18/06) Notice of Nat’l Specialty to be recorded in Courier approved. (7/10/06) PWDCA shall pay ad in Courier about national specialty schedule and events. (2/16/08) Courier editor contract to provide monthly payment instead of bi-monthly. (4/15/08) Top-10 BOS winners acknowledged in Courier rather than nat’l specialty awards banquets. (8/19/08) AKC registration statistic reports shall be added to the Courier. (12/08/09) 1/4 page ad to run in each Courier with contact info if a possible rescue dog is found. .(July 2012) Legal review was obtained of the club contract to approve and or provide language to protect the club from potential liability. (2-24-13) Clarification of forwarding option for Bulk Mail subscriptions to The Courier. (3/8-9/14) Rewrite to clarify free Courier ads for sanctioned clubs. (7/25/18) Removed free Courier ads for Supported Entries and Regional Specialties as voted at March 2018 Board meeting; also removed publishing Board minutes and Treasurer reports in The Courier. (08/05/2019) Add “The Courier must submit a report monthly to the PWDCA board”.


D. Advertising Policy

See The Courier’s current advertising policy is available on the Club’s website at http://www.pwdca.org/advertising-policy. History: The Courier Advertising Policy revision approved as of 11/16/99. (9/30/05) Brought current to include section on PWDCA Health and Litter Database as submitted to Board 8/30/04. (10/14/05) Effective 12/31/04 PWD Health and Litter Registry changed to PWD Health and Litter Database; pre-2005 references to “Registry” in History footnotes have remained unchanged. (3/27/06) Breeding ad policy amended to specify current CERF number for any dog under 120 months of age; approved by e-vote 1/31/06. (6/20/06) 60-day deadline for claims of false advertisement in The Courier removed from “Truth in Advertising” section as approved by e-vote on March 16, 2006; The Courier Advisory Committee revised “Truth in Advertising” policy unanimously approved as reported 5/1/06. (5/31/06) Historical ad policies corrected to adhere to actual as written on the dates and time frame involved. (5/1/06) Ad wording of “Health information provided in Health and Litter Database” approved for non-breeding ads; all non-breeding ad dogs required to be in H&L Database; motion amended on 7/10/06 clarifying that the “health information provided in HLD” be an option for ad copy. The advertised dog is not required to be a participant in the HLD. (9/9/06) Non-breeding ad requirements clarified to include the health information provided in the Heath and Litter Database as an option for ad copy, though the dog is not required to be a participant in the HLD, approved at the July 10, 2006, BOD meeting as noted in the minutes. (10/4/2007) JDCM rating language added. Recommendation for testing at least one of a breeding pair added. (8/19/08) Ad policy changed. (9/16/08) Courier to publish definition/clarification of an improperly coated PWD with photos. (11/13/07) Ads must make references to actually breeding a dog to be considered a breeding ad. Heart Committee ratings/recommendations approved for ads. (12/08) New ad policy effective 1/1/09..(12/13/12) OFA ECR (Orthopedic Foundation for Animals Eye Certification Registry) accepted as yearly eye certification. (2/10/13) Approved new wording for Courier Ad Policy regarding ECR exams. (12/16/13) Approved new wording for Courier Ad Policy regarding Optigen GM-1 testing and clarification of CERF/ECR for dogs 120 months and older. (5/11/15) Advertising policy updated. (1/18/16) Advertising policy updated to reflect revised verification of health test results.

E. Volunteer Profile Program In a continuing effort to acknowledge valuable contributions of PWDCA volunteers, their accomplishments may be recognized in The Courier. Profiles of volunteers may be published as space permits in conjunction with a similar program called “Getting To Know You,” which is an ongoing Courier feature. History: (1/15/08) Program developed.

IV. MISCELLANEOUS POLICIES

A. Alcoholic Beverages at Club Events

Any alcoholic beverages served at club functions will be paid for by the consumer and not with Club funds. (10/21/13) Motion passed by the board regarding club funding of alcoholic beverages at club events.

B. Donation Policy

Funds that are accepted by the PWDCA as donations can only be used for the purpose for which they were donated. In the event that purpose shall no longer exist, then any accumulated funds shall be returned to the donor (if known). If unknown, any remaining funds would then be distributed, per direction of the Board, either in a manner similar to the disposition of assets under PWDCA Bylaw’s article covering dissolution, to another PWDCA fund-raising effort, or to a PWDCA project accepting donations. A Restricted Health Equity Fund has been established.


Since health and other “special purpose” issues are cyclical and cannot be measured or managed on a fiscal-year basis like the regular club budget, funds raised from any source (i.e., specialties, members, fund-raisers, etc.) for those purposes shall be added to the segregated funds of the PWDCA and only used when an appropriate grant is approved by the Board. If such funds exceed $250,000, the Board, at its discretion, shall either reduce this balance by making an appropriate grant for the benefit of PWDs, or may elect to raise this threshold, at its discretion. History: (2/3/98) General donation policy approved. (7/11/00) Approval to allow donations to accrue to the amount of $250,000. (3/14/15) “General Health Fund” name updated to current “Restricted Health Equity Fund” name.

C. Restricted Health Equity Fund Monies donated for non-specific health purposes will be maintained in this fund, which shall be later distributed towards health issues as determined by the Board. History: (8/12/90) Reference made to this fund in language of Remembrance Fund data in minutes. (3/7/98) Fund purpose approved. (7/8/08) PWDCA to sponsor half of total cost of $30 for each participant in AKC DNA clinic.

D. Geneticist Collaboration History for Health/Research Programs A history of the PWDCA’s collaboration with various health and research programs, from 1998 to present, can be reviewed on Exhibit F attached to this Manual.

E. Funded Research Overhead Expense

The PWDCA from time to time sponsors various health-related research projects either from restricted

health funds or other funds as the {WDCA Board may designate. The maximum overhead rate that is

permissible for such research is 8%.

F. Information Sharing

The PWDCA will not share or sell members’ personal information with any other entities, including providing the parent Club’s mailing list to Regional Clubs, unless approved by the Board of Directors. However, a list of the Club’s members’ names only must be provided to the AKC on an annual basis (no other contact information is required by the AKC at this time). History: (4/19/04) Confirmed by the Board.

G. Kennel Registry The PWDCA maintains a listing of Club members’ kennel names, and the names are printed in the Membership Directory. History: (4/29/89) Approved to maintain a club registry for breeders’ kennel names.

H. Membership Directory Statement of PWDCA Ownership The following statement shall be printed in all Membership Directories: “The information contained within is copyright of the Portuguese Water Dog Club of America, Inc. Under no circumstances may it be sold or submitted to any outside sources unless first approved by the Board of Directors of the PWDCA, Inc. As the private property of the


PWDCA, Inc., it is distributed to the membership for their use only in connection with the benefit of the Portuguese Water Dog.” History: (4/21/05) Statement for all Membership Directories approved.

I. Insurance Bonding: The Treasurer, Bookkeeper, and, with the approval of the Board of Directors, the Membership Chair will be bonded in the minimum amount of $250,000 (or such higher amount as the Board shall approve). The bond will be forwarded to the Recording Secretary to be maintained in the official Club records. The PWDCA will purchase and maintain $2,000,000 indemnity/liability insurance for all Board officers. It is the Treasurer's responsibility (using Club monies) to obtain such insurance. Club Boat Insurance Recommendation: The PWDCA liability policy excludes coverage on PWDCA-owned boats. Boats that are not owned by the PWDCA are covered under the PWDCA’s Commercial General Liability insurance. However, the owner of the boat used could be held responsible in the event of an occurrence and it is recommended that the owner carry his/her own private liability insurance coverage. For further information, refer to the Regional Club Sanctioning Guidelines. History: (2/28/96) Treasurer shall be bonded for $100,000. (9/26/98) PWDCA shall pay for Board indemnity/liability insurance. (11/10/98) Treasurer responsible for obtaining insurance. (10/3/99) Liability insurance shall be increased to $2 million. (7/11/00) As of 1/1/01, sanctioned clubs to furnish PWDCA with copies of insurance policies. Effective 7/11/00, all sanctioned clubs must maintain and provide copies to PWDCA of personal liability insurance at time they apply for event approval. (1/28/02) Regional club insurance policies must have a blanket certificate listing PWDCA as a named insured. (6/6/03) Club Boat Insurance Recommendation added. (2003) Bond increased to $250,000. (10/6/03) AKC adopted resolution to add mandatory arbitration clause to entry forms. Clubs can opt out. PWDCA notified its insurance company of new AKC policy, eff. 1/1/04. (10/24/05) Revised Club Boat Insurance. (11/21/06) LLC to bond LLC Treasurer and host club to bond Specialty Treasurer, annually. (2/20/07) Bookkeeper added to bonding. (4/17/08) See Regional Club section for further insurance. (1/20/09) $606 liability policy from Equisure, Inc. for a loss sustained crime protection policy approved.

J. Intellectual Property To promote its identity and activities, the PWDCA has obtained, or may in the future obtain, copyrights including exclusive rights to various works of expression (including writings, graphic/fine arts, audio/video recordings, photography, and software) and trademarks for distinctive words, logos, and symbols. Currently, the PWDCA has exclusive rights to use of the following items that have been trademarked by the Club:

1. The PWDCA Logo, which shows two Portuguese Water Dogs in breed standard trims, in profile, on a shoreline. The PWDCA also owns the copyright on the Logo, having received the Assignment of Copyright from the artist;

2. The Derivative PWDCA Logo, which shows the same Portuguese Water Dogs without the shoreline; 3. The name, “The Courier,” which is the name of the Club’s magazine.

The PWDCA believes it is important to enforce its rights to its intellectual property and will pursue aggressively any acts of infringement. Use of such property without the expressed written consent of the Board is prohibited. Any Club member alleged to have infringed PWDCA intellectual property may be subject to the PWDCA’s disciplinary procedures.

Any use of the PWDCA logo must include the logo in its entirety, including the two dogs in profile on the rocks and background. The breed standard is copyrighted in the AKC’s name. History: (10/24/05) Intellectual Property Statement approved by PWDCA. (6/24/07) Clarification that use of the logo must include rocks and background. (11/11/13) Contact to be made to discuss possible copyright infringement of the PWDCA Illustrated Breed Standard artwork by the CPC. (11/18/13 Following a phone


conversation with the PWDCA President, CPC President, and IBS Chair, the board accepted an agreement stating no actions were taken regarding the copyrights of either’s work and no further action is needed from either PWDCA or CPC. Full verbiage of this agreement is documented in the minutes of 11/11/13.

K. Internet Services

E-mail: Letters sent/addressed to the Recording Secretary (or any other officer) by Club members may be accepted as official business for the Club records and agenda(s) if sent by e-mail. Internet list: The PWDCA Internet list is a tool for discussion of Club business among PWDCA members subscribed to the list. However, because all PWDCA members do not have access to the list, the procedures in place within the Club's Bylaws for bringing business officially before the Board for discussion and action is the only policy that shall be followed by the Board, and no Board member is under any obligation to respond to Internet list queries from members regarding business that should come officially before the Board. Notwithstanding the formal process to bring business before the Board, the Board may, on occasion, "informally" query members on the list for input and suggestions for projects that the Board may be working on. PWDCA members who join the PWDCA Internet list must list their personal name(s) so that all other list members may know who a member of the list is as well as who is posting messages to the list. The caption “(No Name Available)” for a list subscriber shall not be acceptable. Discussion on the list shall provide an open forum for civil and courteous debates of topics, not of persons. Debate and disagreement based on the merits of the comments are welcome. Inflammatory or derogatory personal comments, insulting language or name-calling, and comments regarding the ‘supposed’ motives of another list

member are not allowed. The list owner and/or its designees may use both, or either, a public or private warning to any member of the list who violates these guidelines. List members may initiate a complaint under these guidelines to the list owner and/or its designees by requesting a review of the message. Discussion on the PWDCA list will not be used as an excuse to abuse anyone, whether that abuse is done in public or not. Off-list messages sent to other list members in response to list discussions may likewise subject the sender to disciplinary action. If the recipient feels that a private post regarding a list thread would violate the guidelines if it were posted to the list, and if the recipient feels it is worth reporting, s/he can report it to the list management by forwarding the message in its entirety with subject line and originating information and a request for review. If the list management feels that the post violates list policies, they may invoke one of the formal warning/suspension steps:

• In the first offense, the list management shall send a letter/e-mail message to the violator with a warning that if s/he posts a second personal attacking message s/he will lose list-publishing privileges for 45 days, with a copy of the warning to the designated list liaison PWDCA Board member.

• If the violator posts a second attacking message publicly or privately, then the list management shall notify the violator that list access has been restricted and s/he cannot post to the PWDCA list for 45 days although s/he may receive list mail, with a copy of the restriction notice sent to the designated list liaison PWDCA Board member.

• If the violator posts a third attacking message publicly or privately, then the list owner shall send the complaint to the PWDCA Board with a recommendation for permanent expulsion from the list.

The Board may approve this expulsion from the PWDCA-L by majority vote of the Board. The designated list liaison Board member shall turn over the log of complaints to his or her successor upon completion of his/her term of service on the Board. PWDCA Website: The PWDCA.org website serves as the source of information for prospective and existing club members, and the general public. Each of these audience groups visits the website to obtain general or support information, education, or access member-only related information.

http://pwdca.org/


The PWDCA’s organization goals are an important factor in what content appears on the site—and how that content is organized. A puppy information area will be added to the website upon completion of information gathering. All committee reports sent to the Board will be posted on the website after the reports are discussed at Board meetings. Also, an index of health, diet, feeding and temperament articles earlier published in The Courier may be found on the website. Whenever there is a discrepancy between information shown on the PWDCA website versus the PWDCA Policy and Procedures Manual, the Policy and Procedures Manual shall be considered the authoritative source. The PWDCA Bylaws take precedence over the P&P Manual, however. Board members agree that individual Board members may participate in e-list discussions as individuals and that sharing personal opinions in ongoing discussions where the Board has not taken a position is appropriate. Such Board members shall so state that they are not participating on behalf of the Board and that the opinions are solely those of the individual posting to the e-lists. History: (9/20/94) Club participation in 3 on-line services began (Prodigy, CompuServe, and America Online). (1/24/96) PWDCA list formed on Internet for 6-month trial period. Board meeting minutes will be posted on the Internet after they are approved, mailed, and received by Board members and committee chairs. The PWDCA will create a Home Page on the Internet (which must have final approval of the Board). (10/14/96) Internet list is for discussion purposes only. Items for Board consideration must be properly submitted. (6/21/97) Board adopts position of not responding to discussion to Internet chat unless business comes officially before the Board for comment. (8/5/97) Mail sent through the Internet may be accepted by the Recording Secretary as an official letter the same as if it had come through the U.S. mail. (3/7/98) Policy passed regarding personal attacks on PWDCA list. (4/21/98) More than three personal attacks may result in permanent list restriction. (7/15/98) List members must list personal names. If personal names are not used within 30 days of notification, member will be dropped from the list. (2/20/01) “Area Reps are available for questions regarding temperament, health, training and grooming of the PWD” added to site. (6/28/01) >Generic’ PWD photo

page added to site. (1/28/02) PWDCA obtained domain names of .net, .biz, and .info. (1/27/03) PWDCA minutes posted on website. (9/18/05) P&P Manual takes precedence over data posted on website. (10/14/05) Link from home page to PWD Health and Litter Database available to membership as of August 2005. (1/9/06) Board person to respond to Board-related issues on PWD-L and PWDCA-L sites. (4/20/06) Website redesigned (see 5/1/06 minutes for policy changes). (8/18/06) Approved to hire Lakecrew Web Design to redesign and maintain website per its 8/2/06 proposal. (12/30/06) Definition of prohibited conduct specified, off-list prohibited conduct specified, list administration to be handled by list owner on 1st and 2nd offenses. (1/9/07) Board point person rules developed. (4/1/07) Committee reports posted on website. (6/26/07) No commercial links policy added. (12/18/07) An index of health, diet, feeding and temperament Courier articles is added to website. (1/15/08) Hemangiosarcoma sample submission letter added to site. All health forms to be made available from one link on the site in addition to having them in each committee section. (2/16/08) New member packet added to website. (4/15/08) Breeder Development educational area approved. First project to be “Placing Puppies: Identifying Improper Coats.” Site articles to have Board approval and be rotated. New member section added to website. (5/27/08) Volunteers solicited for PWDCA-L management assistant. (6/21/08) Board Liaison to PWDCA Website position created to assist webmaster as needed (7/8/08) Designated pages to have copyrighted protection removed. (8/19/08) Health article index approved for posting on site and in Courier. $900 allocated for designing new puppy website, with $600 maintenance allocated for one year. (9/16/08) Approved publishing on site definition/clarification of an improperly coated PWD with photos. (10/28/08) Bid from Belinda Harvey accepted to add specific puppy section for perspective new families section. (01/25/11) Corresponding sec’y is contact person for changes to club website. (02/21/11) Rescue reps’ club name/name/email to be placed on website. (8-27-12) Website privacy policy approved as reviewed by legal counsel and will go into effect with the launch of the revised website in Fall 2012. (12-9-13) Updated privacy policy approved as reviewed by legal counsel and will go into effect immediately.

L. Mailing of Time-Sensitive Material PWDCA policy regarding time-sensitive mailed items shall be as follows: Time-sensitive items will be postmarked by a certain date versus received by a certain date unless a “received-by date” is specified in the PWDCA Bylaws. History: (6/6/05) Policy established.

M. PWDCA Rescue Inc.

In May 2009, rescue and relocation was reorganized and developed into its own corporation now known as “PWDCA Rescue Inc.,” whose nature of activities to be conducted and the purpose to be promoted or carried out by the Corporation is to rescue and re-home Portuguese Water Dogs that have been abandoned or neglected; to conduct various events in connection with rescuing and re-homing Portuguese Water Dogs; to engage in activities that are not inconsistent with Section 501(c)(3) and Section 170(c)(2) of the Internal Revenue Code of 1986, as amended, or the corresponding provision of such other revenue laws of the United States as shall be enforced from time to time; and to engage in any lawful act or activity permitted or authorized under the Connecticut Revised Non-stock Corporation Act except for any express limitations contained therein. The PWDCA, Inc. has approved the use


of its logo (two dogs on a rock) for Rescue Inc.’s official forms and paperwork. The PWDCA, Inc. has also approved use of excerpts from the PWDCA Meet the Breed Pamphlet for Rescue Inc.’s pamphlet. Inquiries about rescue and relocation policies should be directed to the PWDCA Rescue Inc. Board. A list of duties and responsibilities required of the PWDCA Board members who serve on the PWDCA Rescue Inc. Board may be obtained from the PWDCA Rescue Inc. Secretary. When a Portuguese Water Dog has been adopted through PWDCA Rescue by a non-PWDCA member, they will be sent an application for Associate membership to the Club along with one issue of The Courier. Regardless of the reorganization, the PWDCA, Inc. continues its support of PWDCA Rescue Inc. by encouraging the membership to assist with the rescue and placement of dogs in their geographic locality; continues requiring PWDCA Sanctioned Regional Clubs to assign a Rescue Representative(s) to coordinate with PWDCA Rescue Inc. as a requirement of sanctioning; the Regional Club Committee Chair shall notify PWDCA Rescue Inc. whenever changes to the Regional Club Rescue contact list is amended. When a Regional Club assigns a new Rescue Representative, that new Representative cannot assume the responsibilities of a Rescue Representative until a signed Rescue Confidentiality Agreement has been submitted to the PWDCA Rescue Secretary. In the event PWDCA Rescue does not receive full voluntary compensation for the rescue and relocation costs associated with a PWD rescue from a PWDCA member breeder or co-breeder, one of the PWDCA, Inc. Board representatives to Rescue will first contact the alleged offending breeder member to ascertain if there are extenuating circumstances. The PWDCA Board may fine the member breeder for up to the amount owed to the PWDCA, Rescue and will follow PWDCA’s policy in having a membership lapse in the event of monies owed to the Club at the time the membership dues are required. Any such monies collected by the PWDCA, Inc. shall be donated to the PWDCA Rescue. In the event the Board ascertains there were extenuating circumstances, it may take whatever action it deems appropriate, including none. A list of rescue regional representatives (club name/representative’s name/email) shall be listed on the Club’s website at http://www.pwdca.org/regional-clubs. History: (5/9/91) Rescue and Relocation procedure approved. (2/28/92) Moved and passed that Regional Rescue Coordinators be appointed (consistent with present specialty regions) to report to the Board Liaison. The PWDCA will donate $100 to Project Breed, a national breed publication for each area club rescue. Project Breed also lists the rescue contact for each breed in its publication, which will now include the PWD. (5/22/92) Rescue Policy history included with minutes. (2/7/95) Forms, procedures, and requests for acknowledgment to adopters were approved. Non-PWDCA members who take rescue dogs from within the Club will receive a one-year subscription to The Courier from date of contact. (3/7/98) Discontinue giving year subscription of The Courier to persons adopting rescue dogs. (7/15/98) Motion passed that breeders must assume responsibility of reimbursing club for costs incurred by it in caring for and placing dog(s) and that the President may send a letter to the breeder(s) to that end. (12/27/01) PWDCA sanctioned regional clubs will each have a rescue contact who will report to the National Rescue Coordinator. In cases where there is no sanctioned regional club, the National Rescue Coordinator will arrange for a rescue contact. (1/28/02) Name of club member who will act as liaison with Rescue to be provided. (11/4/02) Rescue annual expenses taken from Rescue segregated funds. (11/17/03) All PWDCA funds used to rescue/relocate a PWD with a known breeder must be paid in full prior to membership renewal. Board to review hardship cases. (12/29/03) PWDCA Rescue Policy for Breeders revised. (6/7/04) Revisions to Rescue Policy for Breeders approved. (8/30/04) Rescue Advisory Ad Hoc Committee and Mission Statement approved by Board. (4/18/05) Board approved CKC request to model their rescue program after PWDCA one. Sellers of research animals requiring R&R help will be asked for a donation to rescue. (6/20/06) Removed redundant sentence regarding volunteer reimbursement in situations where the breeder pays $1500 to PWDCA Rescue in “PWDCA Rescue Procedures” section and retained it in “PWDCA Rescue Policy for Breeders” section. (9/6/06) $100 contribution to each shelter assisting with PWD rescue approved. (4/15/08) Provision made for accepting dog into rescue prior to notification of breeder. (9/16/08) Cross-bred PWDs from research facilities accepted into rescue if 75% or more PWD. (1/28/09) Rescue advisory committee created. (4/14/09) $3500 allotted for rescue insurance coverage. (4/24/09) Creation of separate corporation for rescue approved. (5/5/09) New rescue corporation documents approved. (07/09/09) Three PWDCA Board members and three Voting Members approved for initial Rescue Board. Voting Members serve 2-year terms; PWDCA Board members serve 1-year terms. (07/29/09) PWDCA restates its continued support of rescue and its past policy of fining breeders who refuse to take responsibility for their dogs that enter rescue. (07/31/09) PWDCA grants use of its logo to Rescue Inc. for its official forms and paperwork. (08/07/09) PWDCA segregated rescue funds shall be transferred to Rescue Inc. (11/22/09) PWDCA will fund Rescue Inc. by $15k now, $15k 05/10, $15k 05/11 or balance of segregated fund. Major expenses (ins./filing fees/legal fees, etc.) will be paid by PWDCA out of funds until 3/11 or funds exhausted, whichever is earlier. (12/08/09) 1/4 page ad to run in each Courier with contact info if a possible rescue dog is found. (08/09/10) Chair to notify Rescue whenever changes to rescue contact list is amended. (02/21/11) Rescue reps’ c lub name/name/email to be placed on website. (05/23/2011 Informational pamphlet for Rescue approved. (8/15/11) When a Portuguese Water Dog has been adopted through PWDCA Rescue by a non-PWDCA member, they will be sent an application for Associate membership to the Club along with one issue of the Courier. (8/15/11) The letter of financial responsibility to a PWDCA member breeder of a dog in rescue will be sent by the President of PWDCA Rescue, Inc. via certified USPS mail return receipt requested, first class USPS mail and email with a carbon copy to the PWDCA President. (12/14/15) Update to reflect Board approval of Rescue Board minutes before publication. (3/18/2018) Removed requirement to approve Rescue Board minutes and publish on the PWDCA website. Policy to fine member breeders that do not compensate PWDCA Rescue for services rendered clarified. (5/29/18) New Regional Club Rescue Rep must first file Confidentiality Agreement with Rescue Secretary.

N. Use of Third-Party Payment Processors

http://www.pwdca.org/regional-clubs


Requirements to Use a Third-Party Payments Processor interface (e.g., PayPal, Square, et. al.) (TPPP):

• The TPPP interface must have a Manager, who agrees to these terms and conditions.

• There needs to be an alternate contact who is familiar with the interface and how to do the accounting and transfers, who is authorized to respond to questions and actions in the event the Manager is not available timely, and who also agrees to these terms and conditions.

• The account must be opened in the name of the PWDCA Treasurer at the time and use as the login ID an email address with an @pwdca.org ending (unless not possible, in which case the login email address must be approved by the PWDCA Treasurer).

• The officially designated Owner of the TPPP account will be the PWDCA Treasurer.

• Both the PWDCA Treasurer and our Bookkeeper will be given access to the account. The Treasurer will know the primary login credentials. If there is an option for view-only login, that will be adequate for the bookkeeper.

• There will be agreement in advance to what transactions will be supported via the TPPP and the chart of accounts identifier for those transactions.

• Monthly (no later than the 10th day of the following month): o Any funds remaining in the account from the prior month will be transferred to the linked bank

account. o The amount of funds that came into the TPPP the previous month will be calculated.

• A report will be prepared that identifies the amounts to be credited/charged (in the case of refunds or payments) to each of the agreed chart of accounts entities and the net TPPP fees that will balance with the funds deposited and paid from the TPPP that month. This report will be at a minimum sent to the Treasurer and the Bookkeeper.

(10/14/18) Created.

V. MEMBERSHIP POLICIES

A. Code of Ethics The purpose of a Code of Ethics is to identify an ideal standard of behavior deemed ethical and desirable. The Code of Ethics is a separate document voted on by the membership and not a section within the Bylaws. The PWDCA’s current Code of Ethics is attached as Exhibit G. History: (6/27/89) Motion passed to accept the following mission statement: “The Ethical Guidelines Committee of the PWDCA, Inc. is formed for the purpose of identifying an ideal standard of behavior deemed >ethical’ and desirable. The end result will be written guidelines endorsed by the PWDCA.” (3/1998) Committee

version's code adopted via club member vote. (4/11/00) Code of Ethics shall be posted on the PWDCA Web Page. (10/14/05) Effective 12/31/04 PWD Health and

Litter Registry changed to PWD Health and Litter Database; pre-2005 references to “Registry” in History footnotes have remained unchanged. (7/18/05) Ethics Committee created to increase awareness/compliance with Code. (5/22/07) Ad Hoc Ethical Guidelines Committee was dissolved; moved to Dissolved Committees list. (3/11&12/11) COE defined as a separate document voted on by the members. (8-15-11) Ballot results for new Code of Ethical Conduct approved.

B. Membership Committee Responsibilities Volunteers on the Membership Committee manage the membership records of the club, which include but are not limited to maintaining the online membership database, prepare the membership printed directory, notification letters to new Associate members, manage the PWDCA pin and decal program, and prepare mailing lists for approved club mailings.


Specific Duties

• Receives and processes membership applications and renewals.

• Manages the online membership database that includes but is not limited to name/address hygiene for standardization as well as accuracy of mailing lists.

• Receives change of address notifications from members and/or return address notifications by the US Postal service and makes the needed updates to the online database.

• Manages the purchase program of PWDCA pin and decal by existing members.

• Sends via US Mail notification letters to new Associate members that include PWDCA pin and decals.

• Prepares mailing lists for approved club mailings.

• Provides new Associate, Foreign and Junior member applications list to Recording Secretary.

• Provide monthly reports to the PWDCA Board.

Qualifications

• Desired qualifications include good oral and written communication skills, strong organization skills, ability to work independently, but also as a team member.

• Proficiency with Microsoft Excel that includes pivot tables and formulas.

• Experience with Microsoft Word, Publisher, and Outlook.

• Experience with databases preferred, but not a requirement. Approximate Hours per Month Assuming at least two volunteers on the Membership Committee, the hours are:

• During the months of April through October, estimated hours per month are 5-10 per volunteer.

• During the months of November through March (membership renewal period), estimated hours per month are 10-15. Hours during the membership renewal period will be reduced when more members renew their membership online.

History: (4/19/04) Welcome and Work Club dissolved and replaced with the Welcome Committee. (8/30/04) Welcome Committee Dissolved; functions folded in to Membership Committee; Member Relations position created. (10/04/10) Mailing lists distributed by club members without Board approval may face suspension. (6/17/13) Committee description updated to reflect procedures related to changeover to online database with MemberClicks. (08/05/2019) Added “Provide monthly reports to the PWDCA Board.

C. Membership Renewal Policy

Per the Bylaws, during the month of November, the Treasurer, or someone designated and under the supervision of the Treasurer, shall send to each PWDCA member a statement of his/her dues for the ensuing official year. Dues shall be payable on or before January 1 of each year. Any members whose dues are not paid by January 31 shall be considered delinquent and shall be deprived of all privileges, including the Voting Member’s right to vote, until such time as said dues shall be paid. Any PWDCA member whose dues are unpaid as of March 1 shall automatically be terminated as a Club member and must reapply for PWDCA membership as an Associate Member. New Associate Members shall receive a Club decal. Once an Associate Member becomes approved as a Voting Member, such member will receive a PWDCA membership pin. Additional pins may be purchased with the net proceeds to benefit the Deyanne Miller Scholarship Fund. After being an Associate Member for a period of two years, an individual shall be eligible to apply for the status of Voting Membership. The two required sponsors must provide comments and sign the membership application prior to submission for Board approval. If a membership application is not processed within six months, the application shall be returned with an explanation letter to the applicant as to why the application was not processed. All approved Associate Members will not receive a printed membership roster with their membership approval notice; they will receive the roster upon the next printing/mailing to the general membership. However, they can


request a printed membership roster and it will be sent to them. All different-named couples residing in the same household shall be cross-referenced in the membership roster. In addition, a listing of members' kennel names shall be printed in the roster. The PWDCA does not sell or give its mailing list to other persons or organizations, including Regional Clubs. E-mail addresses of new members shall not be published in the PWDCA minutes. Regional Club officers may request new member information from the PWDCA Membership Chair for recruiting purposes. As members are approved by the Board, their names and contact information is added to the website membership database. Membership Application forms will state that, due to processing time, it can take up to eight weeks for new members to begin receiving Club mailings and/or The Courier. Membership Application and Membership Renewal forms will provide space for members to pay either by check or by credit card. Dues for new members are prorated. “Member Not In Good Standing” is defined as someone who (1) has been convicted of animal abuse or neglect charges in any jurisdiction; (2) is not in good standing with the AKC; (3) has been expelled from membership of a PWDCA sanctioned regional club; (4) has received a final reprimand for misleading advertising; (5) has had a grievance filed against them that was upheld by the PWDCA; (6) has an outstanding bill to the PWDCA or The Courier for 90 days or more; or (7) has been expelled from the PWDCA. The Membership Chair shall maintain a list of members not in good standing and shall present an updated list to the Board upon request. History: (3/13/87) A handbook will be published. (4/29/89) Approved to maintain a club registry for breeder’s kennel names. (5/22/92) Membership policy history included with minutes. (12/5/92) A disclaimer will be added to the application form stating, "I am currently in good standing with the AKC (not suspended from AKC privileges)." (6/4/93) The Membership Chair may automatically approve spouses of existing members who return a signed application form. This automatic approval is at the discretion of the Membership Chair. (4/23/94) Check and a letter shall be sent to applicant if not processed within six months. (1/24/96) Approve development of a membership renewal form similar to the Alaskan Malamute Club of America to be used beginning with the 1996-7 renewals. (2/28/96) Membership roster provided to approved members. (5/22/96) Add contact people to membership roster regarding health matters and autopsy information. (7/31/96) Cross-reference different last-named couples in roster. (6/21/97) Approval of dues notice mailing process. (10/23/97) Dues increased to maximum allowed under Bylaws. (3/7/98) Board must approve spouses, not membership chair. Lapsed members reapplying for membership need not obtain two sponsors to their application forms. Membership binders available for purchase beginning 9/98. (9/26/98) Two required sponsors must sign applications prior to submittal for approval. (8/03/99) Revision to conform with newly accepted Bylaws revision this date. (11/16/99) Corresponding Secretary will be provided with current membership directory listing on a monthly basis, and the secretary may purchase the necessary computer program to accommodate this. (1/28/02) Email addresses added to minutes on new members. (1/10/03) Info Update dissolved. (1/15/03) Changes incorporated per review of Chairman Steve Beder. (1/27/03) Added estimate of time for processing to application. (8/25/03) PWDCA does not selling membership info to organizations added to application. (4/19/04) PWDCA will not share mailing list with Regional Clubs. (4/18/05) >05 membership book content approved.(4/21/05) Ownership statement added to ‘05 membership book. (8/29/05) E-mail addresses of new members no longer

published in minutes. (10/12/05) Revised membership renewal form approved. (11/7/05) Two additions on Associate to Full Membership application approved (health/litter info). (5/1/06) Associate members can serve on committees but not as the chair. (7/10/06) Membership sponsors are required to add comments/signature. (4/1/07) Pin/decal given to all existing/new members. (6/26/07) Purchase of pins/decals approved. Sales of pins to benefit Miller Fund. (2/16/08) New member packet added to website. New member letter and Directory mailed to members. (4/15/08) Canceled order of 400 directories and to provide section on website for new member info. (3/5/09) “members not in good standing” definition approved. (05/25/10) New Associate to Voting Membership application form approved. (6/18/11) Clarification of additional household membership application process per bylaws. (8/27/12) Membership dues increased by $5.00 for all dues paying categories of membership effective with the 2013 dues to cover increased operating expenses. (10/2/12) Restriction against Associate members being committee chairs removed. (1/19/15) Publishing Associate applicants in minutes meets the required publishing requirement in the Bylaws. (9/14/15) Foreign Members’ dues raised for 2016 to $110 due to mailing cost increases.

VI. PWDCA COMMITTEE/VOLUNTEER POLICY

A. Filing of Health and Litter Data All current or updated health data on dogs owned or co-owned by board members must be filed in the HLL. Additionally, all data on litters bred or co-bred by any board member must be on file with the HLL The Confidentiality Agreement is attached as Exhibit C. History: (4/11/00) National Specialty chairs that require Board approval shall be considered as committee members regarding Health Registry requirements. (5/23/00) All committee members must report annually to the Health Registry Chair irrespective of whether or not there are any changes to the health status of their dogs. (6/7/04) Procedures submitted to Board. (10/14/05) Effective 12/31/04 PWD Health and Litter Registry changed to PWD Health and Litter Database; pre-2005 references to

“Registry” in History footnotes have remained unchanged; Support Team Leader assumes former Coordinator’s role. (8/14/07) Confidentiality agreements approved which allows info sharing with PWDCA approved researchers. (3/15/20): Removed committee requirement for HLL & add board member required.


B. Committee Formation/List of Members Committees are formed to assist the Board in furthering the work of the PWDCA. Please review the Bylaws for additional information about committees. List of Committees/Chairs/Members: A list of the current committees, chairs, and members is available on the Club’s website at http://www.pwdca.org/committees. Chair: The Board appoints the Chair of all committees. Standing Committees: There shall be Standing Committees to advance the breed in health-related areas. The Board may at any time appoint Standing Committees to deal with breed conformation and performance events such as dog shows, agility, obedience/rally trials, water trials, and other areas which may well be served by a committee. Ad Hoc and Special Committees: Special committees may also be appointed by the Board to aid in any PWDCA-related activity such as publications, budget, or other administrative work that benefits PWDCA-related projects or business. Reports/Authority: Each committee shall make reports to the membership on an annual basis, with interim reports to the Board when requested. Committees shall always be subject to the final authority of the Board. Club Materials: Each current and past Board and committee member shall create a list of all Club materials in their possession that are considered additional to their routine Club possessions and shall file such list with the Archivist.

C. Board Review/Appointment Unless otherwise noted in this Manual, the Board shall review the viability of each committee at least every three years (or more frequently at its option), reassess the effectiveness of each committee's members and chair and, at the Board's option, elect to disband the committee or reappoint/appoint a chair and (some or all) members for each committee.

D. Committee Chair Responsibilities Chairs: All Committee Chairs must be PWDCA Members in good standing. Besides those responsibilities listed elsewhere in this document, committee chairs are responsible for: Reporting to PWDCA Board: Any committee, upon request by the Board, shall submit reports to the Board. Committee reports will be included in the Board minutes with the exception of the Annual Report that includes the individual committee reports. If a committee needs to share information of a sensitive or confidential nature with the Board, the committee should provide that information to the Board in a separate correspondence from the committee report. Following is a suggested outline of the content of a committee’s report to the Board:

I. Committee Objectives and Plans a. Mission (purpose) b. Key activities (including Committee meetings) over the past year

i. Activities that helped accomplish the mission ii. Activities that were not successful (and why?)

c. Planned activities over the coming 1-2 years (with target dates) d. Key measure(s) of success


II. Committee Staffing a. Current Committee members and roles b. Need for additional Committee members (and roles) c. Transition plan to new leadership and membership

III. Committee Financials a. Summarized income and expenditures over the past two years b. Planned income and expenditures over the next two years c. Financial issues and recommendations

IV. Key Issues and Recommendations a. Two or three top current issues with solution recommendations b. Anticipated future major effectiveness issues with solution recommendations

Some additional guidance regarding the report follows:

• Should be about 2-4 pages long (roughly)

• Should be submitted to the Recording Secretary at least 10 days before the meeting

• Should form the basis for a discussion, but every point need not be covered. Enough time must be left to be sure that the Key Issues and Recommendations are covered adequately.

Policy Adherence: Ensuring that both they and their committee members adhere to the policies. Share Information: Distributing in their entirety all written opinions and ideas submitted by committee members on issues requiring decisions/actions to all other members of the committee. Annual Review: Committee chairs shall provide timely or, at a minimum, annual updates to the PWDCA’s website content so that the most current information is readily available to the Club and public. History: (08/24/10) Delete reference to fire books. Policy approved to update, at least annually, website descriptions of committees by committee chairs.(9-3-12) Committee Chairs no longer are required to be Voting Members. (12/14/16) Added committee report detailed guidelines.

E. Annual Report/Goals/Budget Committee chairs shall submit an annual report to the Recording Secretary at least two weeks prior to a scheduled PWDCA Annual Meeting (which is generally held in conjunction with the National Specialty). Each annual report shall contain a summary of the year's activities, upcoming goals, and projected funding needs for the upcoming year.

F. Volunteer Recruitment In order to recruit volunteers, notice will be given to the membership of any new committees to be formed or of any vacancies on existing committees. The Board will appoint committee members based on recommendations from the committee chair (if one exists) depending on the nature of the committee and the work to be accomplished. Committee openings may will be published on the PWDCA website. Postings on the PWDCA website will remain open for at least two weeks from date of initial posting. In addition to requesting new volunteers, the Board or Committee Chair seeking to fill positions will ask the Volunteer Pool Committee for copies of any applications for openings on said committee. All volunteer applications will be presented to the Board. History: (3/18/18) Reduced wait time to two weeks and clarified that member appointments are based on committee chair recommendations.


G. Volunteer Procedure and Form

Any PWDCA member desiring to volunteer for a committee(s) shall complete the online COMMITTEE VOLUNTEER FORM that is available on the website at http://www.pwdca.org/volunteer-positions (requires login). Volunteers for a committee with no openings will have their forms kept on record by the Volunteer Chair so that they may be considered for a position on that committee when an opening becomes available. The Volunteer Form will, at a minimum, state: 'By my signature below, I hereby confirm that I agree to abide by the PWDCA Confidentiality Agreement

History: (10/5/04) Revised Volunteer Form approved by Board by electronic vote 9/16/04. (6/20/06) Policy amended to allow Associate Members to serve on

committees, but not to Chair a committee, by unanimous approval at 5/1/06 BOD Meeting. (8/14/2007) Reference to Committee Reporting Form deleted. Reference to Board members informing committee chairpersons “who report to them” to keep fire books deleted as it was a left over reference to Board liaisons. (4/01/07) Committee reports will be posted to the PWDCA website. (3/11&12/11) Volunteer form revised as to committees and confidentiality agreement does not terminate. (2011) Volunteer Coordinator maintains completed volunteer forms.

H. Committee Appointment Considerations

Appointments to committees shall be based upon factors such as other PWDCA committee commitments, experience, background, knowledge, and geographic considerations.

I. New Committees

A motion to create a new committee must be approved by a two-thirds majority vote of the full Board. The motion must include:

• Name of committee.

• Mission and scope.

• Size and composition of committee.

• Method of selecting committee members and positions.

• Any special funds that must be allocated to the committee.

• Any special authority to act that is granted to the committee.

• First quarterly reporting date, subsequent report schedule, and/or special directives.

• Term (for special/ad hoc committees).

J. Resignation

Anyone wishing to resign from a committee must send written notice to the current PWDCA Recording Secretary and Committee chair. Resignations may be submitted via e-mail.

K. Removal from Committee If the Board (1) elects to disband the committee, (2) elects to downsize the committee, or (3) discovers that the committee is not fulfilling its duties, then upon a motion approved by a majority vote of the full Board, a committee chair and/or committee member may be terminated, whereupon the Recording Secretary (or designee) shall notify such committee member(s) in writing about their removal from a committee(s).

http://www.pwdca.org/volunteer-positions


A Committee Chair does not have the authority to remove a member from a committee, but the Chair may recommend to the Board that a member be removed, and the Board makes the final determination if such member shall be removed from the committee upon a motion approved by a majority vote of the full Board. History: (2/20/01) Any individual not in reporting compliance by last day of February to remove themselves from service. (3/24/20) removed (4) discovers that a committee member is not in compliance with the HLL filing requirements

L. Internet Use/Online Survey Tool All committee members responding to questions posted on any Internet list or sent to a committee member(s) privately shall respond in a non-derogatory, factual manner. Any committee member(s) who is unable to answer a question shall refer the question to the Board for further action. The PWDCA holds an annual professional subscription to an online survey tool. Any committee has the option to utilize this tool as part of the Club’s subscription. The tool offers a robust variety of question types and methods of delivering surveys. You may choose to open the survey up to a web link or e-mail it to a core group. Delivery method would be determined by the focus of your survey and the target audience.

M. Medical Reference Requirements Any health committee chair or member may provide medical information on treatments and/or procedures to owners and/or breeders requesting such information about a disease. This information must be given by reference from journal articles through a medical or veterinary library, or from the Internet. Those references do not require the approval/permission of the author, as this is public information and may be shared without permission. Specific medical information provided that is not of a public nature, as noted above, and comes from private sources, must have the written permission of the veterinarian/researcher/author, prior to the sharing of such information. History: (08/24/10) Requirement language approved.

N. Procedure for Mailing PWDCA Records

To assist in lessening the chance of PWDCA records being misplaced in transit during committee changeovers, Board changeovers, or whenever important records are exchanged, it shall be required that this type of record be

hand-delivered to the proper person or sent (USPS, UPS, Federal Express, etc.) in such a way that there is a receipt and method for tracking the material. Any member who would like a set of reports distributed at the Annual Meeting may request a copy of same by forwarding to the Recording Secretary a self-addressed, stamped envelope along with a written request inasmuch as the reports are supplied to members at the Annual Meeting at no expense to the receiving member. The annual reports will be made available on the Club’s website. History: (4/1/01) Annual reports mailed by member supplied envelopes with postage. (9/18/01) Records mailing procedure approved.

VII. BREED-RELATED COMMITTEES AND PROJECTS

A. AKC Breed Standard


The AKC approved the first PWDCA translation of the Breed Standard in May 1983. It was reformatted and updated at the request of the AKC in 1990. This Breed Standard was approved by the AKC on January 15, 1991, to be effective February 27, 1991. A spelling correction was permitted by the AKC in 2008, changing the incorrect "snipy" to the correct "snipey" as it relates to the muzzle. A petition signed by 20 percent of the Voting Membership must be filed with the Recording Secretary before the PWDCA Board may consider and present to the membership for a vote any changes to the Breed Standard. The Breed Standard is copyrighted in the name of the AKC. It is attached as Exhibit H. History: (11/18/89) Motion approved to accept revised standard with a change of wording in the coat type preference sentence. (5/22/92) The acceptable color designations are the basic ones already noted (black, brown, black and white, brown and white, white, white and black, white and brown, white markings), with the addition of brown or black markings. (2/22/00) Clarification for vote of full membership added. (1/15/08) Words “snipy” or “snippy” corrected in standard to “snipey.” (4/1/13) Permission granted to Molly Speckhardt to insert the AKC Standard in her book on grooming the PWD, crediting the PWDCA in the publication.

B. Judges’ Education Committee (JEC) Committee members should be judges or current PWDCA members who meet the major qualifications required of AKC judges and have knowledge of the judging approval process, as well as are experienced breeders and exhibitors of PWDs. The committee shall consist of one chair and five to six members who should be geographically scattered throughout the country. The committee is responsible for developing and maintaining an educational packet to be distributed to judges; coordinating with the Breed Standard Committee an illustrated Breed Standard; developing an approved course outline and related handouts for, and coordination of, PWDCA-sponsored breed seminars; maintaining records related to attendance of breed seminars; communicating with JEC regional reps concerning new or aspiring judges in their area; maintaining correspondence with national/regional judge study groups; hosting judge education programs at National Specialties; and providing a means for judges to verify their participation in PWDCA educational activities with the AKC. There will be approximately seven seminars per year--one at the National Specialty, and one for each geographical region of the country. Seminar presentations are by either Power Point (LCD) or projector color slides, and each attendee receives a copy of the presentation. The JEC may utilize any materials approved by two-thirds of the Voting Membership of the PWDCA. The Breed Standard, the official Grooming Guide, and the Illustrated Breed Standard are examples of Club materials which have, or will have, this authorization. With respect to additional materials, and for the purpose of conformation judges’ education, the JEC may utilize other “non-authoritative” materials with the approval of the PWDCA Board, providing that these materials are marked “The attached information represents the opinion of the author and has not been approved by the membership of the PWDCA, Inc.’” Club members who wish to be judge mentors must meet the following minimum qualifications: 12 years active experience in the breed; be a PWDCA and AKC member in good standing for 12 consecutive years; attended at least two PWDCA National Specialties in the last five years; bred at least three litters which produced a minimum of five AKC champions; have knowledge of the background, history and function of the PWD; attended a minimum of two PWDCA judges’ education seminars and participated in at least one; demonstrated experience in judging the breed (or in futurity or sweepstakes at either a Regional or National Specialty); and if no judging experience can be shown, then ring stewarding experience at a minimum of five all-breed shows may be acceptable; can make time available to devote to potential judges who may request meetings or other interactions; have attended a minimum of one PWDCA sanctioned water trial and observed all levels of competition; and sign the Breed Mentor’s Agreement. Any PWDCA member who is an AKC licensed breeder-judge of PWDs may also serve as a mentor.


If mentoring is held ringside, a ‘mentor box’ shall be set up at the opposite side of the ring from where the judge is examining dogs. No individual shall be allowed to mentor in front of a judge before whom he/she will be presenting a dog to be judged. Any PWDCA member presenting/coordinating a PWD seminar must notify the JEC chair of the activity (whether such activity is PWDCA approved or not) to ensure consistency of handouts and record maintenance. Funding needs for the committee include printing and postage costs, binder covers, etc., which costs may be moderate to expensive depending on the amount of information packets created and mailed out as well as the number of seminars held. Please refer to the “Travel Expense Policy” section of this Manual for current travel expense assistance in place. If no JEC member is able to present a requested seminar, the JEC may select an appropriate presenter(s) from the PWDCA mentor list and these seminars will be designated PWDCA approved. In June 2014, the PWDCA Board agreed to participate in the so-called AKC Judge Fast Track program in which an AKC Parent Club can recommend up to three members per year who meet certain criteria for accelerated approval to judge (see http://images.akc.org/pdf/judges/Parent_Club_Recommendation.pdf). A member who applies for this program will first submit their qualifications to the Chair of the Judges Education Committee for evaluation using the PWDCA requirements below, which will be sent to the Board for determination as to whether they will recommend the candidate to the AKC for approval. The applicant needs to show their commitment to the breed as well as the club. The following the criteria against which an applicant should be judged for Board recommendation to the AKC:

• Be a PWDCA breed Mentor, this would require them to attend one of the Judge's Education Seminars

and attend a water trial and commitment to the club and breed.

• Four full days of stewarding with the PWD being one of the breeds that is judged in their ring.

• Three PWD judging assignments at a specialty club Match, supported entry or specialty Sweepstakes, or

futurity at a PWDCA national.

and including all AKC testing requirements. History: (4/29/89) Reference guide “Judging the PWD” approved. (8/5/89) Judges’ list divided into sixths so a judge may receive one copy of The Courier per year. New judges shall receive the latest issue. (12/5/92) Committee proposal submitted for review. (8/25/94) Changes to documents interpreting the breed standard require a two-thirds passing vote of the full active club membership voting. (11/16/94) Approval of revised Sanctioned Judges' Education Seminar Guidelines. The booklets will be used at seminars and will be mailed to judges who inquire about the PWD. (4/14/97) Committee guidelines approved. (3/7/98) The Courier no longer sent to judges gratis. (7/15/98) At PWDCA approved activities, only JEC members may mentor/instruct judges' programs. Non-committee members may mentor/instruct with prior Board approval. Mentors cannot enter the conformation ring or compete in conformation judging at an event that they are approved to be a mentor. (11/10/98) Motion passed changing mentoring qualifications. Motion passed that regardless if PWDCA approved or not, any club member presenting/coordinating a PWD seminar must notify the JEC chair. (4/27/99) Motion passed to approve Robert Cole, with guidance from the Judges' Education Committee, to prepare a "You Be The Judge" article for the Education Packet; the article to be approved by the Board prior to any presentation or publication. (6/15/99) Mentors may not mentor in front of a judge before they will present a dog to be judged. (9/14/99) Mentors shall be allowed to show before and/or after their mentoring assignments, with the provision that the Mentor Box be set up on the opposite side of the ring from where the judge is examining dogs. (8/26/02) Article “Understanding The Portuguese Water Dog: A Historical Perspective” removed. (9/24/02) Utilization of materials. (4/21/03) Approximately 7 seminars and 3 sets of slide materials approved per year. (10/5/04) Article “Helpful Hints Judging the Portuguese Water Dog in BIS” approved for Dogs in Review magazine, with note that drawings are for coat, not balance, purposes. (8/14/07) Laminated card showing both coats/clips approved for adding to presentation packets. (9/18/07) $1500 annual travel budget established. (10/27/09) Breed Mentor requirements rewrite approved. (10/04/10) Regional Clubs to host Judge Ed. program every 3-5 years. (8/26/13) Approved mentor may approved seminars with JEC approval. (10/16/17 AKC Fast Track recommendation criteria. (5/15/18) Remove re-sanctioning requirement to hold Judge’s Education every 3-5 years.

C. Grooming Guide

The PWD Grooming Guide is available on the PWDCA website at http://www.pwdca.org/grooming. The Grooming Guide Committee is also part of the Illustrated Breed Standard Committee when it is active. History: (9/26/98) Grooming Guide approved for membership vote. (1/15/99) Vote passed by membership. (3/11/02) PWD Grooming Guide made available on website. (3/28/09) Grooming Guide made available to Swedish PWDC for publishing in its magazine with credit given to PWDCA.

http://images.akc.org/pdf/judges/Parent_Club_Recommendation.pdf)


VIII. HEALTH COMMITTEES AND PROJECTS

A. Allergy, Hair loss, and Dermatology Committee TYPE OF COMMITTEE: Standing

PURPOSE:

• To track the various types of hair loss in PWDs (e.g., endocrine, genetic, genetic/endocrine, or other); • To provide a resource to owners of PWDs with allergy symptoms by assisting these owners with the types of

questions to ask of and the information they should provide to their veterinarian to assist the veterinarian in determining the causative allergen(s) and, if possible, a course of treatment for management of the allergy;

• To recommend possible PWDCA policies to manage the problem of PWDs with severe allergies and • To recommend possible PWDCA policies to manage the problem of genetic dermatologic disorders within the

breed; and to seek out potential veterinary research that could result in appropriate management to eliminate dogs affected with such problems from the breed

DUTIES/SCOPE: The committee maintains information on the varying types and degrees of allergies and incidents of types of hair loss in PWDs. Owners who have identified their dog as having a problem may contact the committee and record the type of hair loss, skin problem or allergy symptom reported (e.g., allergy type, patterned hair loss, sebaceous adenitis, or other). The committee also compiles lists of informational articles on advances in diagnosis and treatment of allergies. MEMBERS: Chairperson with one to four additional members. MEETINGS: Meetings as needed by phone and/or online meetings. TIME COMMITMENT: Sporadic, depending on owner requests for assistance. BUDGET: N/A RECORD RETENTION: Per club requirement ADDITIONAL INFORMATION: History:(12/12/92) Moved and passed to proceed with “groomed hairloss” research study. (9/19/95) Allergy Committee established. (5/22/96) $3000 allotted for hairloss study. (12/15/97) Allergy Committee disbanded and joined with Hairloss Committee to become Allergy, Hairloss, and Dermatology Committee. (3/7/98) Terminate $3000 allotment for hairloss study. (11/13/01) Lack of activity reported by committee and Coordinator made sole member until further need. (1/13/03) Changes to committee’s mission by Ginni Santoli, Chairman. (2/20/07) Membership expanded up to 5 members. (1/29/07) Request for participation in Georgie Project improper coat study.(7/8/08) Participation in Follicular Dysplasia study approved for ten affected PWDs. (9/16/08) Board approved to publish in Courier and on website definition/clarification of an improperly coated PWD, with photos. (4/14/09) $5000 approved for Georgie Project improper coat study. (1/18/2020) Update Committee Description.

B. Cancer Committee TYPE OF COMMITTEE: Standing PURPOSE: Assist members with dogs diagnosed with cancer DUTIES/SCOPE:


• The major function of the committee is support to individual owners (average 1-2/month). The committee

members do not provide veterinary information unless it is available in a peer-reviewed veterinary journal.

A list of certified veterinary oncologists (both academic and private practice) by geographic area is

available if a member requests that information (based on the American College of Veterinary Internal

Medicine (ACVIM) searchable database of Medical Oncologists).

• Maintain a list of ongoing clinical oncologic trials in academic veterinary centers based on current web

searches (VetCancerTrials.org). Research trials have the advantage of offering novel experimental

treatments. Many of these trials offer standard chemotherapy as well. The treatment is usually

underwritten by a research grant that reduces the cost of therapy. Most owners still prefer local treatment

rather than having to travel to a distant center, but a few with dogs with aggressive tumors have opted for

treatment in a chemotherapy trial.

• Members of the committee also monitor veterinary medical meetings, webinars, and scientific journals for

the latest information regarding canine cancer.

• The committee also provides information to the general membership on new concepts concerning cancer

in dogs. The committee has identified owner cancer screening examinations of the owner’s dog and

general cancer prevention as topics that would benefit all PWDCA members.

• Committee members work with The Courier editor on articles on Cancer Prevention and Awareness.

• Review grant proposals for cancer research projects

MEMBERS: One to four. MEETINGS: No regularly scheduled meetings, discussion as needed TIME COMMITMENT: Cyclical, hours per week or month, etc. BUDGET: None RECORD RETENTION: Initial contact is usually made by a phone call because of the urgency of the diagnosis. HISTORY (FROM PPM): (2/28/96) Donations shall be sent directly to the chair for forwarding for research purposes. (3/7/98) Terminate sending donations to committee chair; donations are to be sent to the club for handling. (1/8/03) Changes to committee’s mission. (3/31/07) Size increased up to four members. (1/15/08) Sample downloadable submission letter added to website. (4/12/13) Outdated questionnaire removed at the request of the committee. (02/02/2020): Update PPM description

.

C. Canine Health Info Center (CHIC) The Canine Health Information Center (CHIC) is a growing multi-breed health database affiliated with the OFA. The PWDCA's participation in this database supports efforts to identify and control inherited diseases. Benefits to the PWDCA include, but are not limited to, (1) exemplifying the PWDCA’s continued emphasis on health-related concerns and a dedication to education and research; (2) it serves as a resource for new breeders and new owners to view recommended health tests and to verify tested animals; (3) it can be a resource to the PWDCA as new tests and new labs emerge, as the OFA can assist in verification processes for new tests available at labs. This will allow the PWDCA to consider accepting test results from more than one lab, which can facilitate healthy competition while ensuring scientific validity. PWDs have a CHIC page on the website (http://www.caninehealthinfo.org/brdreqs.html?breed=PW) that lists tests required to obtain a CHIC number. These tests are based on required health testing listed in the PWDCA Breeder

http://www.caninehealthinfo.org/brdreqs.html?breed


Referral Agreement. Currently to obtain a CHIC number, a PWD is required to obtain: (1) a hip evaluation via OFA radiographs, (2) CERF or ECR examinations updated yearly until 120 months of age, (3) gangliosidosis (GM-1) testing at NYU or Optigen, and (4) OptiGen testing for prcd-PRA. In addition, optional available health testing for PWD breeders and owners is listed as a resource. Any additional optional health testing may be incorporated into the CHIC database. If the data is not automatically downloaded to OFA, as is the case for JDCM test results, there is a one-time fee per dog ($25) to list these optional tests. In addition, pictures of dogs can be posted for a one-time fee. History: (10/4/07) PWDCA to participate in CHIC database. (11/13/07) OFA, CERF to 120 months, OptiGen, and GM1 approved as CHIC’s database required testing. (12/13/12) OFA ECR (Orthopedic Foundation for Animals Eye Certification Registry) accepted as yearly eye certification. (7/22/2013) Optigen genetic testing for GM-1 accepted.

D. Endocrine Committee The Endocrine Committee is aimed at gathering information and documenting endocrine system related diseases and conditions in PWDs including, but not limited to, Addison’s Disease, Cushing’s Disease, and Hypo- and Hyperthyroidism. Another function is to gather information to identify autoimmune diseases in the PWD and provide support to researchers to help determine the extent to which Autoimmune Polyglandular Syndrome II exists in the breed and the diseases included in the syndrome. The committee size is 3-5 members, including a Chair that is appointed by the Board; funding needs are minimal. The method of selecting committee members takes into consideration apparent skills and/or knowledge of the issue(s) and breed. Some medical/veterinary background is beneficial. Special permission(s) to interact with other health committees or research projects may be requested from time to time. History: (4/11/11) Committee formed and Addison’s Disease, Autoimmune Diseases, and Thyroid Committees merged to form the Endocrine Committee. (7/11/11) Committee description updated.

E. Epilepsy and Seizures Committee The purpose of this committee is: 1) To increase awareness of canine epilepsy, its definition, forms and symptoms among owners of PWDs. 2) To provide support and information to owners of PWDs that experience seizures or that exhibit symptoms of possible or confirmed epilepsy. 3) To record and document information received on the existence of canine epilepsy and seizures among PWDs. This data will remain confidential unless the owner or breeder of the PWD has authorized release of the information. There are four members on this committee. History: (2/22/00) Formation of committee and Mission Statement approved. (5/23/00) Board authorized involvement in both U. of Utah and U. of Missouri epilepsy studies. Specifics of what is requested from member participants notice to be placed in Courier. (12/18/07) Epilepsy Committee formed.

F. Eye Committee TYPE OF COMMITTEE: Standing PURPOSE: Provide an education resource to member owners/breeders regarding eye conditions affecting the Portuguese Water Dog. Maintain a working relationship with genetic researchers and testing facilities to facilities research needs of the breed. Stay abreast of emerging eye issues that may affect the Portuguese Water Dogs. DUTIES/SCOPE:


• A confidential resource for owner/breeder who has a need for information related to their dog’s eye condition.

• Maintain working relationship with genetic researchers and testing facilities in order to facilitate research needs as new eye conditions arise.

• Disseminate information to Club members on a regular basis.

• Establish protocol for dealing with affected dogs and their owners.

• Write proposals for researchers to be submitted to the board for approval. MEMBERS: Chair/Co-Chair and up to six members. MEETINGS: Meetings conducted on an as needed basis. Typical committee communications conducted via emails to committee members. TIME COMMITMENT: Varies based on projects in development and breeder/owner questions received by chair. Reports received with Optigen/Mars genetic testing results on a quarterly basis requiring one hour for dissemination of summary statistics to the Club e-list. Estimated time commitment is 1-2 hours per month depending on the specific committee members’ responsibilities. BUDGET: No regular expenses/income. Occasional need for board approval to reimburse dog owner for needed testing to facilitate information regarding a potential new eye health issue in the case an owner is unable to provide financial means to conduct testing. RECORD RETENTION: All records reside on Orthopedic Foundation for Animals website or PWDCA Health and Litter Log. History: (4/29/89) Link between high blood platelet count and eye problems reported. (11/18/89) Motion passed to delete specific eye diseases from the committee’s overview to keep it general; change the recommendation to examine older dogs. (Report not attached to minutes.) (1991) PRA Relocation and Placement program approved. (9/21/93) Moved and passed to authorize committee to contact owners and breeders to encourage eye examinations. The committee may submit to the Board any case, which requires funding for owners who cannot afford the examinations. (9/20/94) The PWDCA will recognize deductively determined PRA status of certain older PWD’s as a valid means of identifying at least the carrier status when breeding has been between a pure Algarbiorum PWD and a pure or mixed Alvalade PWD, to include Farmion Defeza and Zingara de Alvalade. The PWDCA will annually provide for the membership a CERF list (for a nominal cost) which will include all PWD’s that have ever had a CERF exam. (4/27/95) PRA test mating program in agenda--not in minutes. (5/22/96) Eye Committee goals and duties part of agenda. (11/10/98) Motion passed regarding eye policy breeding recommendations and advertising requirements. (12/15/98) OptiGen "A" rated list of dogs shall be published in The Courier. (1/26/99) Motion passed to withdraw and redraft policy passed at 11/10/98 Board meeting. (3/16/99) New eye committee policy approved. Donated funds shall go to the Baker Institute for Aguirre's research. (11/16/99) Publish A-rated dog in Info Updates and on PWDCA-L, to include only dogs with an Optigen Certificate however. (1/9/01) Board member to be appointed to discuss Optigen pricing. (10/2/01) Progency of OptiGen A-A breedings, with DNA parentage testing, get separate classification and rated individual need not be tested. Progeny from rated dogs do need testing, however. (3/14/05) Board approved $4000 for Dr. Aguirre’s PRCD research at U. Of Penn to identify the prcd-PRA gene. (7/18/05) PWDCA recommends breeding dogs be OptiGen tested. Eff. 9/1/05, Optigen Open Registry begins. (4/1/07) Committee recommends CERFing puppies. Recommendation added to puppy packet, on website, and in Breeder Referral Agreement. (12/30/13) Board approved $15,000 for Dr. Aguirre’s non-prcd PRA research at U of Penn.

G. Gastrointestinal/IBD and Megaesophagus Committee TYPE OF COMMITTEE: Standing PURPOSE: To assist owners and veterinarians with information regarding Inflammatory Bowel Disease (IBD), Protein-Losing Enteropathy (PLE), Hemorrhagic Gastroenteritis (HGE), Colitis, and Megaesophagus. Data collected on PWDs diagnosed or suspected with these disorders is maintained in a confidential database for the PWDCA as a resource to assist owners and the organization as to trends in treatment and prognosis of PWDs diagnosed with gastrointestinal disorders. DUTIES/SCOPE:

• Articles pertaining to these disorders are printed periodically in The Courier.

• These disorders are explained under the Health section of the PWDCA website.

• Also included on the Club’s website is a questionnaire form for submission of information by owners of

PWDs with these kinds of disorders.


MEMBERS: One to three. MEETINGS: Via phone or email TIME COMMITMENT: Cyclical, several hours per month BUDGET: printing and postage costs for any materials needed, teleconference costs, and any other costs that could arise should any of these disorders require additional committee work. RECORD RETENTION: Emails saved

HISTORY (FROM PPM):: (11/16/96) Committee established. (12/15/98) Committee reduced from four persons to one person (chair only). (7/5/01) Questionnaire added to PWDCA website. (8/5/01) Georgie Project IBD Study added. (10/2/01) Megaesophagus committee approved. (12/27/01) Protein-losing Enteropathy added to committee. (8/26/02) Disorders explained under Health section of PWDCA website. (9/23/02) Megaesophagus added. (1/10/03) Changes made to accommodate the purposes of the committee by Pat Qvigstad, Chairman. (3/14/05) Board approved $4000 for IBD research study at U. of PA. (02/12/20) Committee description updated.

H. GM1 Committee TYPE OF COMMITTEE: Standing PURPOSE: Is responsible for educating PWD owners and breeders on Storage Disease. The activities to accomplish this include: keeping all information current on the PWDCA website (coordinating with the Web Content Manager); and providing information on PWD test ratings. DUTIES/SCOPE: Will act as liaison between the Optigen testing laboratory and the PWDCA. MEMBERS: One-Committee Chair MEETINGS: N/A

TIME COMMENT: Less than half hour quarterly BUDGET: $0. RECORD RETENTION: Digital file. History: (6/27/89) Terminology or storage status standardized for The Courier ads, and only acceptable terms are “normal (or N99, N95), indeterminate, or carrier (C99, C95).” (8/5/89) Terminology must coincide with terms used by Dr. Bell and GM1 Committee.” AClear” is not an acceptable rating, and “clear” cannot be used in The Courier ads. (11/18/89) Motion passed to approve updated GM1 information sheet. (5/22/92) Board accepted Chair's recommendation to disband GM1 Committee. (10/16/92) GM1 Committee disbanded. (4/27/95) Advice sought from National Health Coordinator and past GM1 Chair relative to assessing re-establishment of GM1 Committee. (9/19/95) GM1 Committee re-established. (1/24/96) Add following language to Storage Test form: "The PWDCA Directory of Dogs is the official club studbook that keeps track of Portuguese Water Dogs for pedigree information. Please check here if you do not want this dog's name, sex, color, AKC #, sire, dam, breeder and owner's name provided to the Directory of Dogs." (2/28/96) Wording on release of GM1 Certificate will be changed to adhere to AKC policies. New wording will state that the PWDCA Directory of Dogs is the Parent Club's Record Book of PWD Litters and Dogs for pedigree information. (6/21/97) GM1-AP rating program approved. (9/21/97) Committee shall obtain two opinions regarding implementation of AP program. GM1 data to be shared with Dr. Lark. (10/97) Dr. Bell resigned from the program. (9/14/99) GM1 Gene Testing at NYU replaces previous assay testing. PWDCA Appointment Coordinator will continue for only 6 months, at which time NYU will manage all appointments, testing, and notification of owners. (1/11/00) Approved issuing certificates to dogs that were tested by NYU during changeover to DNA testing. Certificates will carry a note that it is a gene test result. (8/22/00) Membership change from five members to only a coordinator. (7/18/05) PWDCA recommends all breeding dogs be GM1 tested.(5/7/13/13) approved to have GM-1 test done by Optigen due to a restructuring of the NYU laboratory resulting in their decision to no longer perform the test. (7/15/13) Approved authorization for Optigen to release GM1 results to OFA and PWDCA GM1 Committee chair.(7/22/2013) Optigen genetic testing for GM-1 accepted. (12/29/19): GM1 Committee description updated.


I. Health Information Committee

The Health Information Chair will perform three primary functions: First, to compile a resource on canine medical conditions noted in the Health Survey for which the PWDCA does not have a standing committee (e.g., liver and kidney disease). Possible resources will include, but not be limited to, information on symptoms, treatments, and research efforts; and Secondly, to work with existing health committee chairs and the Web Content Manager to ensure information on the PWDCA website is up-to-date and to coordinate requests for questionnaires and surveys to encourage a uniform, useful, and user-friendly format. A major portion of the job will focus on tracking and establishing reasonable routines for health committee reports and requires a minimum of two statistical reports, one for the Annual Meeting and one for the in-person Board meeting. Third, to recommend to the Board analytical studies of the breed (e.g., breed genetic diversity) that would provide input to other research on the breed. Skills in coordination and knowledge of medical terms are a plus. If necessary, the Health Information Committee may propose to the Board establishment of a standing committee with up to three members to carry out these functions. History: (4/27/99) All health committees must furnish list of dogs in files to President on 1/1/ and 7/1 of each year. (2/20/07) “Understanding Our Dogs” program approved for 07-08, and to provide funding for Dr. Slater’s analysis of the Health Survey data. (4/01/07) Position established. (7/13/07) Committee description approved. (2/16/08) Job description clarified. (5/27/08) $150 to purchase US and foreign-born PWD reports from AKC approved. (07/13/10) Position made a standing position.(06/17/13) Approved Ad Hoc Health Survey Development Committee with an approved working budget of up to $2,000. (9/12/17) Added recommending breed analytical studies.

J. Health Research Grants Committee TYPE OF COMMITTEE: Standing PURPOSE: The purpose of this position is to oversee the management of all funds allocated to health

research. DUTIES/SCOPE:

• Receipt of all requests from research for support funds for health grants, and forwarding such request to the appropriate PWDCA health committees. • Assist committees with decisions concerning grant requests. This might involve seeking advice from professionals in a designated specialty when appropriate. • Work with the PWDCA Treasurer and Bookkeeper to assure timely funding of approved grants. • Report to the PWDCA Board of Directors and general membership, with a summary of all grants currently being funded. • The Grants Committee would be the designated attendee for the CHF Health Conference Activities and Responsibilities

MEMBERS: One to serve as Chair. MEETINGS: (No formal meetings though consultation with other parties will be necessary) TIME COMMITMENT: Cyclical, 1-2 hours a month. BUDGET: None RECORD RETENTION: Any documents created should be stored electronically.


ADDITIONAL INFORMATION: None HISTORY (FROM PPM): (07/25/10) Position approved. (01/27/20): Update PPM description

K. Health Testing Policy for PWDCA Breeders’ Program Participation

For participation in these Portuguese Water Dog Club of America breeder programs, Outstanding Breeder Achievement Award (OBAA), Breeder Referral Program/Puppy List, Producer of Merit (POM), and Futurity, members shall perform the following health screenings prior to matings of dogs owned or co-owned by them, including but not necessarily limited to: Orthopedic Foundation for Animals (OFA) hip certification, a current Canine Eye Registration Foundation (CERF) certification - up to the age of 120 months, Progressive Retinal Atrophy (PRA), and GM1 Storage Disease, all of these test results shall be recorded in the Health & Litter Log before participation in a program can be approved. Juvenile Dilated Cardiomyopathy (JDCM) testing of both parents is optional, as long as one parent is tested normal 1:1 and recorded in the HLL. Until such time as AKC requires recorded DNA profiles on all breeding stock, the PWDCA recommends but does not require the testing and recording of DNA profiles on all breeding stock and follows the current AKC DNA requirements. It is necessary that a passing status of both parents be received for OFA and CERF or ECR, and that either the sire or dam received a “normal” (non-carrier/non-affected) status for PRA, JDCM and GM1 Storage Disease. For use of frozen semen of a deceased dog, health certifications must have been in accordance with the PWDCA health policy in effect at the time of the dog’s death. Members may obtain the most current PWDCA breeding guidelines and appropriate testing labs from the Club’s website at http://www.pwdca.org/breeder-development. A copy of the current PWDCA Breeder’s Agreement can be reviewed on the Club’s website at http://www.pwdca.org/breeder-referral-program.

Certification of the above test results shall be submitted to the PWDCA Health & Litter Log for recording (with verification of submission) before participation in a program can be approved. The PWDCA also encourages breeders to perform DNA profiles on their breeding stock and follow the current American Kennel Club DNA requirements. All DNA profiles performed shall be recorded in the Health & Litter Log. Canine Health Information Center (CHIC)’s Policy on DNA Clear By Parentage: As a greater number of DNA-based disease tests become available, a policy regarding the clearing of offspring out of DNA-tested parents has become necessary. For direct mutant gene tests only, the OFA will issue clearances to untested offspring, if the sire and dam have both been DNA tested normal or “clear,” if the sire and dam’s DNA disease test results have been OFA registered, and if all three (sire/dam/offspring) have been DNA identity profiled and parentage verified. The DNA profile paperwork must be submitted along with a completed OFA DNA-based disease test application. The resulting OFA certification will have a suffix of “CBP” (clear by parentage), indicating that the dog itself was not tested and that the clearance was based on the sire’s and dam’s test results, and known science at the time. Because of the possibility of new mutations or as of yet undiscovered gene mutations, only first generation offspring will be cleared. For linkage- or marker-based tests where a margin of error including both false positives and negatives exists, the OFA will not issue any clearances to untested dogs. DNA-based disease screening is an evolving area. This policy is subject to change by action of the OFA Board of Directors as technology and science advance. For more information: http://www.offa.org/dnacbp.html

History: (03/09/10) Breeding requirements combined for consistence in PWDCA programs, eff. 1/1/11. (09/15/10) Language revisions adopted on 8/4/10 reversed. 3/9/10 policy still in effect. (09/15/10) All prior motions/changes to policy adopted on 3/9/10 reversed. (10/27/10) Amended policy adopted. (12/28/10) DNA recording requirement to begin 4/1/11. (02/08/11) DNA requirement suspended until AKC requires it. (05/23/11 Amendments made to accept CHIC CBP certificates for PRA, GM-1, and JDCM; requirement for breeding pair changed to one normal tested GM-1 parent. Effective date 10-1-11. (7/11/11) Effective date changed to 1-1-12 to simplify implementation. (03/11/12) Producer of Merit (POM) program aligned with this policy..(7/22/2013) Optigen genetic testing for GM-1 accepted.

http://www.offa.org/dnacbp.html


L. Heart Committee The mission of this committee is to be responsible for maintaining data, tracking problems, and coordinating research in all areas of heart-related diseases affecting PWDs. This committee will provide assistance to owners dealing with dogs affected with heart disease and will be responsible for educating the membership about heart disease in PWDs. Breeding ads in The Courier must use the following ratings: JDCM: 1-1 or JDCM: 1-2, as the PWDCA recommends that one of each breeding pair, either the sire or the dam, be tested as 1-1 Probable Normal to avoid producing any cardio-affected puppies. The committee's recommended size is three to five members. Funding needs are unknown and will be solicited as needed from the Board by the committee. History: (4/21/03) Cardiac committee dissolved. (5/22/03) Heart committee created. (6/7/04) Committee submitted materials for the website. Open registry for JDCM reintroduced. Research studies underway. (8/30/04) PWDCA will pay for spay/neutering for pups used in U. of PA study. (1/31/05) Board approved PA pup handling procedures. (11/13/07) Board approved ratings for Courier breeding ads.

M. Neonatal and Pediatrics Committee The goal of this committee is to obtain further information regarding pediatric and neonatal diseases in Portuguese Water Dogs. The committee will focus on acting as a resource to inform breeders/owners, establishing relationships with veterinary researchers, assisting breeders/owners with data collection, and facilitating future research collaborations in an effort to identify, control, and eventually eliminate (where possible) diseases affecting neonatal and pediatric Portuguese Water Dogs. Committee goals:

• To increase awareness of neonatal and pediatric illnesses of Portuguese Water Dogs.

• To increase awareness and encourage the use of diagnostic tools under the instruction of the owner/breeder’s primary care veterinarian to help identify the cause of neonatal and pediatric illness in Portuguese water dogs.

• To encourage the open sharing of information regarding neonatal and pediatric diseases in Portuguese Water Dogs as well as participation in DNA banks to assist with future research projects.

• To provide support and information to breeders and owners of Portuguese Water Dogs affected with neonatal and pediatric diseases, especially those diseases that do not have an established PWDCA health committee to which to refer these breeders/owners.

• To act as liaison and facilitator on behalf of the PWDCA with ongoing and future research studies regarding neonatal and pediatric illness.

• To record, document, and establish incidence of disease from information received on the existence of canine neonatal and pediatric illness among Portuguese Water Dogs.

• To assist researchers in determining whether there is a genetic predisposition for specific neonatal and pediatric diseases in Portuguese water dogs and work in collaboration with breeders, owners, the PWDCA, other breed clubs, other funding organizations, veterinarians, and veterinary researchers to facilitate further research in these areas.

Committee composition and duties: A minimum of one member and a maximum of five members. Ideally, members should:

• Have significant experience raising neonatal and pediatric puppies.

• Be able to read and comprehend medical journals and textbooks in regards to disease information.

• Have good communication skills to work with the general public as well as veterinarians, veterinary researchers, and funding institutions.


Geographical diversity of committee members is encouraged, but not required. Members of the committee are required to sign a PWDCA confidentiality agreement and any and all information submitted to them will remain in strict confidentiality unless authorized by the owner/breeder in writing that the information submitted can be publically shared. Breeders and owners of PWDs that are affected with neonatal or pediatric illnesses are encouraged to report these findings to the committee, complete a neonatal and pediatric health questionnaire, and file that data in the PWDCA Health and Litter Log. Members may be asked to answer questions that arise from phone calls and e-mails from PWD owners and breeders regarding neonatal and pediatric diseases. These communications are designed to help breeders and owners obtain further information regarding specific diseases for which there is not an already established PWDCA health committee. In this way, members may assist breeders and owners with contact information of veterinarians, veterinary researchers, and published veterinary medical information where appropriate. The PWDCA does not and cannot give out veterinary medical advice, as that is reserved for the veterinary professionals involved in these cases. As such, any and all general information regarding diseases will be accompanied by documented veterinary medical references with any and all specific medical questions being redirected to the veterinarian involved with the case who has a valid veterinary-client-patient relationship (primary care veterinarian). One goal of this committee is to collect data on the types and incidence of neonatal and pediatric diseases in PWDs. One method for collection of this data is by utilizing survey tools as well as encouraging reporting of neonatal and pediatric disease to the committee. Results of data collected will be included in the committee’s annual report, however, no specific animal information or owner information will be included in that report in order to maintain confidentiality. In addition, where possible, breeders and owners are encouraged to participate in DNA banks where DNA samples along with pedigree and health information is stored for use in future research projects. Funding At this point in time, no dedicated financial participation by the PWDCA is required, although occasional funding for supporting health tents, survey tools, and other forms of data collection may be requested of the PWDCA by this committee.

History: (11/07/11) Committee approved. (2/24/13) Approved up to $800 from General Health Fund for operating expenses.

N. Orthopedic Committee The mission of this committee is to disseminate information and participate in research relating to orthopedic conditions affecting the PWD; promote OFA hip and elbow x-rays or other modalities as tools to decrease hip and elbow Dysplasia; encourage compliance in screening and reporting the orthopedic health status of all PWD’s, and to identify, support and report on assessment techniques and research efforts that may help members to improve the orthopedic health and soundness of the breed. In addition, this committee will provide information and support as requested by individual PWD owners with orthopedic questions or concerns. A minimum recommended size for this committee is three people (one chair and two members). No special funding needs are required by this committee.


History: (12/5/92) Do study of older dogs regarding any x-ray changes from two-year-old X-rays. (12/15/97) List of OFA dogs shall not be listed in The Courier. OFA list of dogs shall be included in Health Registry. (4/21/98) Individuals may purchase a list of OFA'd dogs from the committee for printing and postage costs. (7/11/00) Club to support Lark osteoarthritis study. (10/14/05) Effective 12/31/04 PWD Health and Litter Registry changed to PWD Health and Litter Database; pre-2005

references to “Registry” in History footnotes have remained unchanged.

IX. GENERAL COMMITTEES AND PROJECTS

A. Archivist/Historian

The Archivist/Historian is responsible for accumulating and storing data related to the history of the Portuguese Water Dog breed, as well as the PWDCA. This includes The Courier issues, videos and catalogs of PWD National Specialties and any other PWD gatherings, newspaper and magazine articles about the PWD and/or PWDCA, annuals, publications, minutes, books, photos of famous sires and dams, and any other information which pertains to same. This historical information shall be cataloged in a manner that allows easy access to requested data. Historical items may be brought to National Specialties and given to the Archivist/Historian for donation to the PWDCA. All past specialty tapes originally on video tapes have been converted to DVDs. Also, the AKC offers parent Clubs archiving and preservation services, and their services should be researched for additional PWD historical information. The AKC Archives has been added to the list of Courier subscribers. Each current and past Board and committee member shall create a list of all Club materials in their possession that are considered additional to their routine Club possessions, and shall file such list with the Archivist/Historian. History: (4/20/87) PWDCA shall subscribe to regional PWD Club publications. Copies of the publications shall be kept in the archives. (2/13/89) Sonja Santos gave a sealed packet from Portugal to President Meisel, which packet contained the history of the PWD from Bensaude to the present, with the directive that the information was to go into the archives. (10/27/89) Motion approved to renew the Club subscription to the Navigator, with the magazine to go to the Club archivist instead of the Recording Secretary. (3/16/91) Copies of video library tapes filed with historian. (5/25/94) Each current and past Board and committee member shall create a list of all Club materials in their possession and shall file such list with the historian. (11/15/95) Video library moved to historian/archivist. (3/7/98) Regional Clubs shall add PWDCA Recording Secretary to their mailing lists to receive Club newsletters, which shall thereafter be filed in the archives. Meeting tapes are to be held in the archives for at least seven years after Recording Secretary’s tenure concludes. (3/16/99) Archives added as a Club member for The Courier subscription. (4/27/99) Archives page added to website. (1/9/01) Regional PWD Club newsletters will be sent directly to the Archivist/Historian, rather than going through the Recording Secretary. (1/26/04) $2040.35 allocated to convert specialty tapes onto DVDs. (4/1/07) Club to consider utilizing AKC’s preservation services. (5/22/07) Club to fund transfer of certain PWDCA items to AKC archives. AKC Archives added to Courier subscribers. (8/14/07). Correction to text to reflect prior action that newsletters will be sent to archivist. PWDCA purchase ‘04 and 05' specialty DVDs for archives. (7/8/08) PWDCA archives at AKC accessible.

B. AKC Liaison for Pedigree Issues The liaison shall interface with the AKC should an issue with a PWD pedigree accuracy arise. The liaison reports to, and is directed by, the Board. (12/16/13) Position approved.

C. Breeder Referral Services Committee The Breeder Referral Services Chair is responsible for receiving information requests from the public about PWDs. The committee members works with the HLL Committee to assure that all information required to be reported under the terms of the Breeder Referral/Puppy List Agreement are in compliance for all participants’ dogs. The Chair shall provide information on the Club’s website, which shall include a copy of the Breeders Agreement membership list as well as a copy of the Available Puppies/Dog List, plus any additional information approved by the PWDCA Board (e.g., regional club information, training and grooming information, AKC standard, etc.). The Chair may respond to questions from inquirers about characteristics of the breed, but may not offer advice to anyone inquiring about which members participating in the Breeder Referral/Puppy List Agreement should be contacted.


D. Breeder Referral List Committee This committee shall consist of the Breeder Referral List Chair and two additional members to assist with the management of the Breeder Referral List. The current Breeder Referral Program/Puppy List Agreement is available on the Club’s website at http://www.pwdca.org/breeder-referral-program. History for both BRP and Coordinator: (1/13/87) The Treasurer will publish a monthly litter update, which will be sent to subscribers. (2/13/89) Must have proof of OFA and GM1 status to be on list. (4/29/89) New policy approved per minutes--missing from agenda. Older dogs shall be listed separately. Motion passed that the requirements for receiving the inquiry list are the same as for requesting a listing on the breeders’ list. (9/10/91) The membership will be asked to vote on the issues of full disclosure. A cover statement will be placed at the top of the List. (10/25/91) All members listing on the Puppy Availability List shall be sent a copy of the list in order to be aware of all other litters available when receiving inquiries. All litters listed will include both sire and dam with all their health certifications (OFA, CERF, and GM1). Full disclosure is absolutely necessary, and "not tested" will not suffice for inclusion on the List even in the case of dogs less than 24 months old. The chair of the Health Registry will maintain all health certifications for the Puppy Availability List and The Courier advertising. (2/28/92) Persons inquiring will be given the option of indicating whether they want to have their names available on the List for unsolicited phone calls from breeders. (5/22/92) Breeder's List policy history included with minutes. (8/20/92) The List will contain a statement advising potential buyers that all puppies should have a GM1 status certificate. (6/4/93) Moved and passed that effective 10/1/93, the list of inquiries for information no longer shall be sent to breeders. People requesting information and/or a Breeders' List will first be sent an information packet only. Upon a follow-up inquiry by an individual, an Availability List and any additional requested material shall be sent to the inquirer. Thirty days after the second inquiry, a survey will be sent to the inquirer requesting their experience with the information and List that had previously been sent to them. (10/10/93) To reaffirm or change starting date for policy that breeders who have not received the list of inquirers for the Puppy Availability List. (2/9/94) Moved and passed to approve a new introduction and disclaimer to immediately replace the one being used on the Puppy Availability List (current disclaimer noted above). (4/27/95) Members are to be included on the Breeders' List at the November Board meeting. [(2/4/96) Procedure noted in minutes--not included in minutes however.] The individual responsible for the Directory of Dogs will be provided with a breeders' list so that s/he can follow up with breeders who have had litters (which are 4-6 months old) for information on the litters to be included in the Directory. (11/15/95) Sanctioned area Clubs shall have a contact name included in the breed inquiry packets. (2/4/96) The procedure presented at the 11/15/95 Board meeting concerning the Breeders' List (pages 26-30 of the agenda) and as published in the December 1995 Information Update was approved and instituted. Letters will be sent out to breeders to solicit members to the Breeders' List. (1/30/97) Passed that the Coordinator sends the Puppy Availability List to inquirers at the time of their initial breed information inquiry rather than as a second mailing. Update of program approved. (4/27/99) Committee formed to update Breed Referral Packet as well as to complete info pamphlet for quick reference. (11/16/99) Breeder referral package approved. (1/11/00) Passed that new litters be listed on the puppy availability list no more than one month prior to expected whelping date and continue to be listed no more than three months after actual whelping date. (2/15/03) Updates in the PWDCA website have made it possible to have the breeder, puppy and contact lists available on line. (6/7/04) Approved addition to Breeder’s Agreement: “All of my puppies/dogs will be microchipped or tattooed and enrolled in a lost pet recovery service prior to their sale or placement.” (12/19/04) Breeder Agreement recommendations approved. (5/5/05) Sanctions against misleading advertising approved. (10/14/05) Effective 12/31/04 PWD Health and Litter Registry changed to PWD Health and Litter Database; pre-2005 references to “Registry” in History footnotes have remained unchanged. (6/26/07) Current CERF for dogs up to 120 months of age required. (7/23/07) Ad hoc BRP committee appointed to rewrite program. (8/19/08) Revised program approved. (10/28/08) CERFs must be current through 120 months of age to participate. (12/08) Coordinator description rewrite approved. (1/20/09) Inquirers to contact “Breeder Referral Coordinator” and info not to include personal names, for AKC fliers. (3/1/09) BRP renewal date extended by one month, ie. 4/1 - 3/31. (3/24/09) BRP approved. (3/27/09) Program effective 4/1/09. (06/17/09) Committee approved as standing committee. (02/25/10) JDCM results of sires/dams of participating litters shall be listed on the Puppy/Dog List. (01/25/11) Separate Breeder Referral Committee dissolved. (01/29/11) Breeder Referral List Committee creation approved. (3/26/11) Interim Breeders Agreement for 4/1/11 through 3/31/12 approved. 11/07/11) Renewal date changed to January 1 each year to synch with other breeders programs - Futurity and the OBAA awards year. (12/13/12) OFA ECR (Orthopedic Foundation for Animals Eye Certification Registry) accepted as yearly eye certification. (5/7/13) Litter listing form shall include two check boxes to note approval of co-breeder to list the litter if the litter is co-bred. Failure to provide written consent will result in removal of the litter listing. (5/11/15) Participants have up to six months to get a new dog’s information into the HLD or else be removed from the BRP for non-compliance.

E. Breeder Development Committee Mission and Scope: The mission of this committee is to benefit the future of the PWD by providing informational resources and educational support to all PWDCA members interested in breeding PWDs. Committee goals are: (1) To promote knowledge of and breeding to the AKC approved breed standard; (2) to promote quality and integrity in all aspects and issues regarding breeding, care, rearing, placement and continuing breeder responsibility to the purebred PWD; and (3) to promote open communication in regard to continuing development and support for more informed, responsible, committed and ethical breeding practices. Committee Scope: (1) Offer informational resources regarding breeding PWDs for PWDCA members; to always foster an open, non-judgmental, and unbiased dialogue among breeders, the committee and the Board that encourages member growth, participation and information dissemination to those members interested in breeding; (2) develop and provide programs for breeder development and education to assist members in understanding breeder responsibilities, ethics, and issues; (3) promote educational development and more informed breeding choices by supporting study of the AKC approved PWD standard, pedigrees, health, and temperament issues; (4) respect the breeder/owner relationship; (5) direct issues better served by veterinary guidance to veterinary counsel; (6) encourage participation in PWDCA health testing recommendations and participation in the HLL; (7) provide, coordinate and host an annual breeder educational conference at the National Specialty; (8) when possible, record, maintain and coordinate a library of all annual educational conferences on DVD (topics will benefit both the novice


and experienced breeder); (9) designate committee member(s) to obtain continuing education from outside conferences or breeding seminars with Board approval (attendees’ responsibilities will be to provide a summarized report of seminars to the Board, the Breeder Development Committee, and to the membership); (10) continually update and maintain educational information for the membership with the inclusion of Courier articles (Board pre-approved articles shall be placed on the website and rotated on the site quarterly and then, eventually, placed in the archives), a page on the PWDCA website, the current Breeder Referral/Puppy List Agreement program document, and provide additional informational resource materials as needed to benefit novice and experienced breeders alike. Size and Composition: This committee will have six members and one chair. Responsibilities for each committee member will be conference organizers, information resource development, educational material research, and educational columnist. Committee Members Selection Process: Breeder Development Committee applicants should have at least ten years of PWDCA membership and no less than five years of breeding experience, who have personally bred at least four AKC champions, have owned and managed a stud dog, and have whelped at least four litters. Obtaining performance or working titles will also be an asset. Special Funding Allocations: Funding needs include: Budget allocations for the annual Breeders’ Educational Conference to include printed handouts, microphone and overhead equipment rental, videographer, small remembrance gifts or pins, and mailing and/or shipping costs. Also, budget allocations for seminar fees and travel expenses, approved by the Board on an individual basis, to allow a designated committee member to attend outside breeding-related seminars (i.e., AKC Breeder Seminars, etc.) resulting in the committee’s continuing education that will benefit the committee mission and the membership. Refer to the “Travel Expense Policy” outlined in this Manual for further information about reimbursable costs. Educational Plan Outline: Develop an educational strategy for the membership by offering breeder-related educational presentations at the Annual Breeders’ Educational Conference in conjunction with the National Specialty. Development of other educational resource documents, articles or pamphlets may include: (1) Ethical considerations and making the decision to breed or not; (2) study of the written standard; (3) understanding the importance of developing a breeding plan; (4) understanding phenotypes and genotypes; (5) analyzing pedigrees; (6) the value of health testing and mentoring prior to breeding; (7) care and responsible management of stud dogs and dams; (8) puppy rearing, puppy evaluations and placements; (9) whelping equipment; (10) the lifetime responsibilities of a breeder throughout puppies’ lives; (11) recovering from breeding failures; (12) basic contracts as well as other breeder-related issues; (13) provide and maintain a list on the Breeder Development page on the PWDCA website for breeder related helpful books, AKC website links, and DVDs of available reading and video materials. Breeder Guideline Document: The Club’s Breeder Guideline document was updated to include current health issue information and is available on the Club’s website at http://www.pwdca.org/breeder-referral-program. History: (6/28/01) Breeder education document approved and added to website. (6/20/06) Formation of Breeder Development Ad Hoc Committee approved. (4/1/07) Breeder Development event at Nat’l Specialty required. (5/22/07) Mission statement and scope approved. (4/15/08) PWDCA to pay for >08 Nat’l Specialty seminar.

(09/28/10) Breeder Guideline document update approved. (11/9/15) Committee review occurred.

F. Deyanne F. Miller Scholarship Fund Committee

This fund was established in 1988 from the generous donation by Herbert H. Miller, Jr. in memory of Deyanne F. Miller. The objective of the committee is to provide scholarship money to qualified members in good standing of the PWDCA. To qualify for an application, applicant, or in the event the applicant is under 18, at least one of the applicant’s parents or legal guardian, must be a member of the PWDCA. If the applicant is 18 years old but has not


yet graduated from high school they are eligible to apply under their parent or guardian’s PWDCA membership, and must meet the qualifications as stipulated. The guidelines for the fund are: (1) no set minimum amount; (2) maximum of $1000 per award; (3) applications must be received by May 15 of each year, and awards, if any, will be made to approved applicant(s) at the corresponding year's National Specialty; (4) incomplete applications will not be considered; (5) application may be made yearly; and (6) there is no fee to apply. Those eligible to apply for scholarship monies must meet the following requirements: (1) applicants (or applicants’ parent/guardian) must be a PWDCA member; (2) applicant must provide proof of college/university enrollment to the scholarship sponsors prior to receiving the scholarship award, and must be enrolled as a full-time student at a 2- or 4-year college or university or is pursuing an advanced degree (there is no specific required course of study, although precedence will be given to qualified applicants studying Vet Med); (3) applicant must provide proof of having earned a minimum of 3.0 out of 4.0 overall GPA or better (high school seniors must provide their GPA through fall semester of senior year); (4) applicant must submit a 500-word essay, which must address the following questions: (a) state reasons why you feel that you are a good candidate for this award (i.e., future goals, breed knowledge, etc.), (b) what attracted you to this breed, (c) what benefits have you obtained from owning a PWD; (5) applicant must submit a letter of recommendation from a PWDCA member (other than family member or relative); (6) applicant must provide a cover sheet with the essay listing the applicant’s name, address, phone number and e-mail address (if any); and (7) essay must be typed, double spaced, 12-point font with one-inch margins. Essays will be evaluated on content. Award recipients will be announced each year at the Club’s Annual Meeting. This committee shall develop a program for utilizing monies donated in memory of Deyanne F. Miller. Net revenue from the sale of PWDCA membership pins shall be allocated towards scholarship funds. When the Deyanne Miller Scholarship Fund balance falls below $10,000, the committee will alert the PWDCA Board and propose options to reinstate growth to the fund. History: (10/27/89) Motion approved to appoint Carolyn Meisel and Bob Arends to work with Don Grauer and Herbert Miller, Jr. to define the purpose of the

fund and to set up a framework for the administration and disbursal of the monies in the fund. Motion approved to instruct the aforementioned delegates to propose that this year’s donation from the fund be given to Dr. Padgett’s project. (11/18/89) Motion approved to put the fund in a 91-day savings certificate in order to earn more interest. (7/15/98) Trustees directed to prepare and submit proposal regarding donating fund monies to Board by 9/1/98. (9/26/98) Development of Miller Scholarship Fund Committee approved. (8/3/99) Miller Scholarship Fund B formed 9/26/98 -- combined with this committee. (11/16/99) 2 page ad placed in

Courier to sell prints, ad paid by Club. (4/1/01) Goal of fund to support Jr. Handler to attend Westminster. (12/28/04) Formal award program established, beginning in 2005. (5/22/07) $1000 PWDCA annual funding added. (6/26/07) Net revenue from sale of membership pins to be allocated to fund by Club. (10/28/08) Board approved painting commissioned with prints sold at ‘09 national with net proceeds, if any, to benefit fund. (06/12/09) Sweatshirts and t-shirts with ‘09 design

approved to sell to benefit fund. (09/09/10) “Applicant” age/qualification explanation expanded. (7/11/77) Award recipient announcement defined to be Club Annual Meeting. (7/14/19) Motion approved net revenue from the sale of PWDCA membership pins shall be allocated towards scholarship funds. When the Deyanne Miller Scholarship Fund balance falls below $10,000, the committee will alert the PWDCA Board and propose options to reinstate growth to the fund.. Deleted “The PWDCA shall fund the Deyanne Miller Scholarship Fund in the amount of $1000 annually. Additionally”

G. Grievances/Discipline Refer to the Club’s Bylaws for policies pertaining to filing grievances. History: (4/1/01) Grievance Procedure approved. (9/18/01) Formation and Standing Rules for Grievance Committee approved. (11/15/04) Discrepancy between grievance procedure and Bylaws corrected. (10/14/05) Effective 12/31/04 PWD Health and Litter Registry changed to PWD Health and Litter Database; pre-2005

references to “Registry” in History footnotes have remained unchanged.

H. Health and Litter Log (HLL) Committee


The HLL represents a compilation of every record received from PWD owners and breeders regarding health and litter information on their dogs from the program’s inception of data gathering. The committee consists of five to seven members who will work to provide smooth transitions from old databases into new ones, as well as expanding search and information areas for members to more easily seek information about dogs, health, etc. The history of the database stems from years of data collection by a concerned group of members. Initially, there was the Directory of Dogs, which expanded into the Health and Litter Registry. The “Registry” was published several times beginning about 1990. In 1998, the last “paper” edition of this registry was published. In May 2003, during the construction of the database, an interim Directory was published called the “PWD Health and Litter Registry: First All Inclusive Edition through February 2003.” This collation of data has been moved into the online database. The HLL is now accessible through the PWDCA website to pre-approved users. See Exhibit I for a copy of the agreement. The primary goal of the HLL is to facilitate obtaining information regarding PWDs. Potential interested parties include not only current PWD owners who have dogs to list, but also those wanting information regarding the lineage and disclosure practices of breeders for future PWD purchases. It includes PWD owners whose dogs have no recent changes in their health status, such as owners of an older dog who are starting to search for a new puppy. The HLL allows breeders to submit litters whelped and owners to report general dog information and health status of their PWDs. There are five major areas of health testing activity: OFA, GM1, OptiGen, CERF, and JDCM. The database is supported by quarterly downloads of information from the respective Open Registries. However, the crux of health reporting lies in the need to obtain important information regarding other health conditions that can be reported by individuals via the database. This will give PWDCA committees and participants access to information in order to make informed decisions for the betterment and perpetuation of the breed. Stud dog owners are not obligated to see that litters sired by their dog are entered into the HLL. If participants submit information referring to results from PWDCA-designated health testing facilities or registries prior to receipt of the information in a direct feed from the open registry to the HLL, they must also submit a copy of the specific documentation defined for each test. Entries into the comment section of the HLL cannot reference a PWDCA-designated health testing facility or registry without supporting documentation consisting of a copy of the specific documentation defined for each test. Information that has been entered by a person authorized to submit information on the dog in question may not be changed without prior notice by e-mail and USPS to the submitter. Any questions regarding potential changes should be brought to the attention of the HLL Committee. If a question is received by the HLL Committee, additional supporting documentation may be requested of the participant/submitter. This documentation may include, but is not limited to, official certificates from testing facilities, veterinary medical records or a signed statement from a veterinarian, and registration certificates. If this information cannot be supplied, the HLL Committee has the authority to remove the information until supporting documentation can be supplied. If the HLL Committee and the HLL participant cannot agree on the content to be contained in the HLL, the matter shall be referred to the Board for resolution. Any mistake that is identified should be brought to the attention of the Database Support Team through appropriate channels (available on the database under “Contact Us”). All efforts to correct identified errors will be made but can only be requested by the person directly affected by it - the breeder or owner of the dog. All known current health data and changes in health data on dogs owned and co-owned by Board/Committee members must be filed in the HLL. Failure by a Board/Committee member to disclose this information may result in such member's removal from their position. Upon Board request, the HLL Committee will provide detailed information to verify Board and Committee member adherence to these requirements. History: (9/18/87) Members requesting a deletion of information from the Directory shall be granted that request.(4/8/89) OFA list forwarded for inclusion in Registry. (11/18/89) Board agreed to eliminate the detailed color marking descriptions and include Portuguese titles and registration numbers in the Directory. (5/19/90) Program's mission statement and objectives approved. (10/25/91) Agreed that the Chair of the Voluntary Health Registry will maintain all health certifications for the Puppy Availability List and The Courier advertising. (11/16/94) Registry reporting form and report suggestions approved, as well as request that it be mailed in each Information Update passed. Registry Chair will verify all health credentials for The Courier advertising. (4/27/95) The PWDCA will draw up a letter/brochure and request that the AKC send it, together with the PWD Health Registry Form, to individuals registering a PWD. The individual responsible for the Directory of Dogs will be provided with a breeders' list so that s/he can follow up with breeders who have had litters (which are 4-6 months old) for information on the litters to be included


in the Directory. (11/15/95) Kitty Braund (in her new PWD book) will be allowed to list the PWD Directory of Dogs and Health Registry. The Directory and Registry (addresses of owners to be omitted) may be purchased by non-PWDCA members who have seen it mentioned in Mrs. Braund's book. (8/28/96) Word “Voluntary” removed from Health Registry title/name. (10/14/96 and 6/21/97) All Board, Committee, and Area Reps must participate in the Health Registry and Directory of Dogs. (3/15/97) Costs for the Directory will be (prior to 6/15/97) $20 for a hard copy and $10 for a disk copy; after 6/15/97, the price will be $25 for a hard copy and $10 for a disk copy. (6/21/97) Sale of the Health Registry is limited. (3/7/98) Directory may be purchased by anyone. (7/15/98) Motion passed that litters in AKC database may be added using only sire/dam's name and date of birth. (9/26/98) Health Registry and Directory of Dogs shall be combined into one master document. (11/10/98) Motion passed that Health Registry may only be purchased by PWD owners who participate in Registry by listing their dogs in same, regardless if participants are PWDCA members or not. (1/26/99) Name of combined Directory of Dogs and Health Registry shall be "The Portuguese Water Dog Health and Litter Registry. (10/3/99) Complimentary copies of The Portuguese Water Dog Health and Litter Registry shall be sent annually to the following: PWDCA President, PWDCA Historian, The Courier Editor (3 copies), PWDCA Awards Chair, PWDCA Breeder Referral Coordinator, and all PWDCA health committee chairs. (4/11/00) New Millennium Edition of registry approved. (5/23/00) All officers/directors and committee members/chairs must report annually to Health Registry chair. (6/28/01) Approved to form ad hoc committee to formulate plan for continuing this committee (feasibility of automating/simplifying collection/verification/recordation of health data. (8/26/02) On-line litter registry made available. (3/10/03) Complimentary copies of the HR & LR removed. (4/21/03) H&LR to be sold in CD form for $40. (419/04) Approved to use a combination of scanning documents and filing them on CD to save paper. (6/7/04) Procedure for verifying Board/committee compliance approved. (8/30/04) Revised wording for volunteers approved by Board. H&LD to be moved to commercial ISP before launch. ISP to be approved by Board. Costs paid by PWDCA. (12/28/04) Procedure for correction of pedigree in Health and Litter Registry reported to Board. (1/31/05) Access and participation policy approved. (9/18/05) H&LD support team responsible for total management of H&LD. (10/4/05) Effective 12/31/04 PWD H&LR changed to PWD H&LD; pre-2005 references to

“Registry” in History footnotes have remained unchanged. (4/22/06) Four new H&LD jobs approved: Application Programmer, Web Designer, Technical Writer, Database Consultant. (7/10/06) Goal and procedure for verifying Board/Committee compliance changed and approved, and database open to anyone. (9/6/06) Approved to delay implementation of totally open access to HLD. Mirror copy of HLD to be setup with weekly backup. (11/16/06) IT Ad Hoc Committee committee approved. Board advised HLD team t go into maintenance mode on existing database tool. (11/29/06) Board instructed database team to just maintain incoming submissions. Database team responded with a request for the Board to reconsider its position. (12/16/06) Committee of four approved. (2/20/07) Committee broad report reviewed by Board. (4/1/07) Approved to explore hiring consultant. (4/14/07) Committee dissolved. (6/26/07) Board approved Galunas to design an integrated database. (9/18/07) “Participant” defined. (11/13/07) JDCM format/verification requirements for HLD approved. Stud dog owners not obligated to put litter info in HLD. (11/26/07) Change to submission of information policy approved. Board to resolve disputes. (1/15/08) Affirmed need for new database as old database cannot be backed up. (2/16/08) $25,000 estimate to upgrade database received. Current database paid to 12/31/08. (3/29/09) Survey poll of membership about HLD approved. (4/14/09) Ad hoc HLD Transition Team appointed by Board. (10/27/09) IT Committee redissolved and HLD Trans Team dissolved; now all HLD Committee, a standing committee. (2/9/15) Add language to volunteer form that comply with filing data in HLD for past five years. (4/16/17) Change text from HLD to HLL.

I. Junior Affiliate Committee

Mission:

• To encourage the participation of Junior members (18 years of age or younger) in the breed.

• To recognize such participation in all venues and offer future opportunities (e.g., participation in Courier articles).

• To help Junior members establish mentoring relationships with PWDCA members with the goal of expanding their knowledge of our breed, as well as encourage camaraderie among Junior members and PWDCA members.

Scope:

• Coordinate with the PWDCA Membership Committee to identify Junior members and establish a Junior members section in the printed membership directory.

• Establish a mentorship program for Junior members to build their foundation knowledge of the breed.

• Highlight this knowledge and achievement with regular Courier articles.

• Sponsor events that encourage camaraderie with other Junior members as well as PWDCA members. Size and Composition of Committee:

• Goal of at least five members with an interest in developing mentoring relationships with Junior members and helping to facilitate PWDCA members to do the same.

• A wide geographic distribution of members is desirable to help facilitate regional participation

• High-speed internet connection and availability to review articles, attend national specialties, and respond to e-mail, phone, and mailings regularly.

Method of Committee Selection:

• Committee volunteers submit a form to Board via recording secretary

• Include a resume of skills and knowledge they can bring to the committee As the PWDCA grows, so does the participation of our Juniors members in the club. These young people are the future of our breed and the goal of this committee is to help them in their search for knowledge and welcome them


in their participation in the PWDCA. This committee will encourage mentoring relationships between PWDCA members and Juniors members so that the great traditions of the breed will be preserved for many generations to come. History: (4/1/01) Miller Fund’s common goal is to support a junior handler to attend Westminster. (5/25/03) Children of members in good standing owning dogs can qualify for ROM awards. (05/1/06) Junior Membership Committee approved. (4/27/09) References to Junior “Membership” changed to Junior “Affiliate” inasmuch as there is no junior membership tier in the Bylaws.

J. Legislative Committee

The committee's mission is to maintain a current database of all state and federal legislators, to stay abreast of all canine-related legislation that affects breeders or owners nationwide, to be able to mount any letter writing, faxing, etc., campaign to educate legislators (if necessary), and to advise the Board on any political action needed. The size of the committee should be 3-5 persons located geographically throughout the country, plus a committee chair. Funding for the committee is on an as-needed basis. The committee should send out AKC legislative alerts rather than establish a phone tree to accomplish this task. Currently, the PWDCA is on record as being opposed to: (1) all legislative actions supporting mandatory spay/neuter ordinances; (2) all legislative actions supporting breed-specific ordinances; and (3) all legislative actions supporting breeding restrictions. The committee will set up a network of members to monitor proposed legislation in their state, and to alert the committee in order to coordinate within our membership and with other breed Clubs, as needed, action to take depending on the proposed legislation. The PWDCA is a member of the American Dog Owner’s Association, which works with legislation, promotes responsible breeding, etc. History: (3/23/94) Corresponding Secretary shall be listed as the liaison with the AKC to receive the "Legislative Observer" from the AKC for distribution through the Information Update or to regional Clubs and Area Representatives. (4/14/97) Approved committee mission. (9/21/97) Join American Dog Owner’s Association. (12/15/98) Area Representatives are responsible for the dissemination of legislative material affecting their area and shall also act as a liaison to the Legislative Committee. (4/1/07) Committee to work with AKC on sending out legislative alerts instead of establishing a phone tree. (10/4/07) Committee to track legislation instead of Area Reps. (8/19/08) PWDCA on record with opposition to three legislation areas.

K. Nominating Committee (Ad Hoc) The Nominating Committee shall use the same questionnaire and form for all Board applicants. The standardized questionnaire and form, with minimum questions, to include all procedure and supporting documents to be used in the nomination process is attached to this Manual as Exhibit D. The Nominating Committee shall be made up of five persons appointed by the Board and shall consist of one Board Member and four Voting Members who have demonstrated their commitment to the Club and have substantial experience with Club activities. Geographic diversity should be considered in the composition of this committee. Such appointments shall be made prior to April 1 of the year of election. The Nominating Committee Chairperson shall be appointed by the Board. No member shall serve on the Nominating Committee two consecutive years. No two relatives, or two Voting Members of the same household, shall serve on the Nominating Committee at the same time. Upon fulfillment of its duties, the Nominating Committee shall be automatically dissolved with no need for a vote of the PWDCA Board. The Nominating Committee shall nominate from among the PWDCA Voting Members five nominees for the five two-year terms on the Board of Directors. (Geographic diversity of Nominating Committee appointees should be considered to the extent it is practical to do so.) The five nominees shall be solicited by the Nominating Committee for written consent to be placed on the ballot. Thereafter, the Nominating Committee shall submit its slate of nominees to the Recording Secretary, or designee, by August 1, but not before July 25. The Recording Secretary, or designee, shall mail and/or distribute via electronic means a list of nominees, in alphabetical order and include the nominees' full names and addresses, to each Voting Member on or before August 20. The list shall be on a


PWDCA nominating form that shall also contain space for additional nominations, and additional nominations may be made by the Voting Membership. In addition to the five Nominating Committee nominations, a maximum of five additional nominations may be made by a Voting Member by placing the names and addresses of the write-in nominees on the PWDCA nominating form. This form shall be completed and mailed to the Recording Secretary, or designee, postmarked no later than September 10.

In order that any write-in nominee is eligible to be placed on the election ballot, the Recording Secretary, or designee, shall receive at least ten write-in nominations per nominee. All eligible Voting Members receiving at least ten write-in nominations shall be contacted by the Recording Secretary, or designee, informed of their nomination, and solicited for their written permission to be placed on the election ballot. Such written consent shall be received by the Recording Secretary, or designee, no later than September 25. All the eligible write-in nominees who receive a minimum of ten nominations and who accept his/her nomination shall be placed on the ballot. If none of the write-in nominees accept his/her nomination or there are no eligible write-in nominees, the Nominating Committee’s nominees shall be declared elected by acclamation and no election ballot shall be mailed to the membership. Notice to that effect shall be printed in the next official PWDCA publication. If any valid and accepted additional nominations are received by the Recording Secretary, or designee, on or before September 25, the Recording Secretary, or designee, shall, on or before October 10, mail to each Voting Member in good standing a ballot listing all of the nominees for Directors in alphabetical order with the address at which they reside, together with a blank envelope and a return envelope addressed to the Recording Secretary (or other addressee designated by the Board of Directors), marked “Ballot” and bearing the name of the Voting Member to whom it was sent. So that the ballots may remain a secret, each voter, after marking his or her ballot, shall seal it in the blank envelope which in turn shall be placed in the second envelope addressed to the Recording Secretary (or other addressee designated by the Board of Directors), and mail such envelope which shall be postmarked no later than October 31. Between November 8 and November 12, the designated independent auditors, prior to opening the outer envelopes and removing the blank envelopes, shall check the returns against the list of Voting Members whose dues are paid for the current year and certify the eligibility of the voters as well as the results of the voting no later than November 12 to the Recording Secretary. The vote results shall be mailed by the Recording Secretary to the PWDCA members no later than November 20 of the election year via regular mail and/or electronic means of communication. Reports from the Nominating Committee and mailing of election documents will not be directed to or come from any existing Board member who has a conflict of interest with the election process for the calendar year. No nominations shall be made at the Annual Meeting or in any manner other than as provided above. History: (627/89) Approved to make the Nominating Committee a standing committee. (8/5/89) Minutes state that it was agreed at the 6/27/89 meeting that the committee could be effective for one year. (4/27/93) Guidelines in agenda--nothing in minutes. (2/16/94) Volunteers must agree in writing to uphold PWDCA policies and breeding recommendations, or state in writing those to which they are opposed and why. (2/20/01) Write-in candidate bios will be presented to the Recording Secretary with their written permission to be placed on the ballot. (9/18/01) Materials to be sent to Active and Associate members with the PWDCA Nominating Committee’s recommended slate of officers and in the case of write-ins and a vote. (6/12/05) Approved date change for Committee Chair appointment to February 1 in order to meet The Courier March/April advertising deadline. (9/18/2007) Nominees to be notified by July 25 and bios to Rec. Sec. by August 1. (11/13/07) Templates for nomination mailings approved. Add standardized questions to P&P Manual to send to candidates. (1218/07) Standardized questionnaire template approved. (10/27/10) Approval to develop election manual, and it shall be made part of PPM. (3/22/11) procedure corrected to ensure uniformity in forms and questionnaires for all candidates. (4/11/11) Board member with conflict of interest with the election process cannot receive nomination documents nor mail election documents.

L. Performance Events Committees

1. AGILITY COMMITTEE

The goals of the committee are to assist regional clubs with AKC agility trials at National Specialties; provide agility information at National Specialties through brochures supplied by various agility organizations; educate PWD owners on the sport of agility, in various forms, through articles in The Courier; help establish guidelines for the PWDCA’s ROM award program; maintain a database to record PWD agility titles each year for recognition for ROM


awards; and maintain titles earned from AKC, USDAA, NADAC, and UKC agility programs. The Agility High in Trial scoring system and form for use at specialties and where a PWD HIT award is offered, can be reviewed in the National Specialty Manual. AKC agility titles may be used to count towards a PWD’s ROM award. Any PWD earning a High in Agility award at a National Specialty shall have such dog’s name affixed to the perpetual Agility HIT trophy. The committee’s recommended size is three persons (one chair and two committee members). Funding needs for the committee are minimal (possible printing and postage costs, and costs of any certificates, awards, etc., for programs that may be developed). History: (3/15/97) The PWDCA shall purchase and maintain a perpetual High in Agility trophy plaque and affix the names of the National Specialty High in Agility winners. (4/1/01) Committee’s AHIT scoring system and form approved for use at specialties where a PWD HIT award is offered. (2/20/07) Committee’s AHIT formula approved.

2. OBEDIENCE, TRACKING AND RALLY COMMITTEE The Obedience, Tracking and Rally Committee's mission is to educate owners on the importance of obedience training, as well as provide information about the sport of rally, and to direct members on where to find information about tracking. The committee will promote and encourage competitors in performance events (e.g., via email, Courier articles, etc.), maintain AKC obedience, tracking, and rally title records for each PWD who competes, rank the top obedience PWDs using the current PWDCA ranking system, be responsible for the creation and distribution of award plaques for the top PWDs each year (presented at the National Specialty Awards Dinner), and report on PWDs involved with obedience, tracking, and rally each year in an annual report. The current PWDCA obedience ranking system is available on the PWDCA website as a link from the Obedience and Rally page, which is located at: http://www.pwdca.org/obedience-and-rally. The recommended size of the committee is three members (one chair and two members) who have interest and experience showing dogs in tracking, obedience, and/or rally. Funding needs for the committee shall be adequate to cover the costs of purchasing and producing award plaques, payment for subscriptions to necessary AKC awards publications to obtain titles earned in all areas, and nominal printing and postage costs. History: (8/5/89) Tracking Committee mission statement approved (missing from agenda). Verne Foster’s proposal for a PWDCA Obedience ranking system approved (printed in The Courier B missing from minutes). (2/3/93) For Open B/Utility B awards, dogs must compete in at least three shows per calendar year.

(6/4/93) Policy in agenda B nothing in minutes. (2/20/01) Obedience ranking system approved. (11/07/05) Rally Committee approved. (11/22/05) Rally Committee

overview approved. (8/9/08) Rally Committee merged into Obedience/Tracking Committee.

3. WATER TRIAL COMMITTEE TYPE OF COMMITTEE: Standing

PURPOSE: The mission of the Water Trial Committee is to promote, preserve, and administer the rules of the Water Trial program. The goals of a PWDCA water trial are to promote an environment that encourages the development of the working attributes of the breed, a strong bond between a dog and its owners consistent with the heritage as a working companion, and a new aspect of the dog sport specifically relating to the PWD. The purpose of the program is to provide PWDs and their owners an opportunity to earn a certificate or title based on the working tasks completed.

DUTIES/SCOPE:

• Oversees the submission and approval of all Water Trials.


• Reviews all water trial reports, creates and mails certificates to each qualifying dog for a Certificate or

new Title.

• Reviews any grievances or aggression occurring at water trials and submits recommendations for

resolution to the Board.

• Reviews and updates the Water Trial Manual when appropriate.

MEMBERS: The recommended size of the committee is seven members (one chair and six committee members). MEETINGS: Committee meets 4-6 times (or as needed) per year via teleconference. Additionally, committee holds a Water Forum yearly at the Specialty. TIME COMMITMENT: Varies based on projects in development. Usually less time required in the Winter and more involvement in the Spring through Fall. Estimated time commitment is 6-12 hours per month depending on the specific members’ responsibilities. BUDGET: Funding reimbursements are required for postage, printing of certificates and as well as any other necessary expenses incurred by the committee.

• Estimated income from water trial applications and qualifier fees is $2,000

• Estimated expenses from qualifier certificate mailing and postage is $1,800

RECORD RETENTION: All Water Trial qualifiers are listed on the PWDCA website going back to the beginning of our trials. Current trial records are reviewed and held for one year. Once the results have been published in the Courier, the hard copies are disposed of. Committee records are kept digitally by the Committee Chair. ADDITIONAL INFORMATION: The PWDCA has an official Water Trial Manual. Please refer to the Manual for information pertaining to water trials, water titles, judging, equipment, rules governing hosting trials, etc. The Water Trial Manual may be obtained from the Club’s website at http://www.pwdca.org/water-work. Only PWDCA-sanctioned Regional Clubs and the National Club may apply to host a PWDCA-sanctioned water trial.

History: (5/22/92) Policy history included with minutes. (11/10/93) Judging applications are to be sent to the Board. Inform Board of any applicant not recommended for approval by Water Trial Committee. (2/9/94) Conduct a survey to determine how many members would participate in an international water trial. (3/23/94) No more than two trials per Club per year shall be approved. (11/16/94) Motion passed that entire membership vote on method of approving the revision of the manual. Revision to state that only PWDCA members that have been entered in any sanctioned water trial since their inception in 1991 vote on approval of revised manual. (3/23/96) Three items approved for use in underwater retrieve. (12/18/96) Beginning in 1998, at national specialty, water trial trophies may be sponsored by general membership. (9/7/97) Approved to allow judge’s interpretation of water trial exercises (e.g., Apprentice level two-minute swim versus swimming to marker within two minutes). (2/3/98) Revisions/clarifications to title exercises and Manual approved. (3/7/98) Modifications to water trial application form approved. (1/26/99) Motion passed to adopt revisions recommended by water trial committee. (2/22/00) Program modifications approved. (3/5/01) Program modifications approved. (10/2/01) One-time special approval of titles awarded to Lone Star PWDC’s participant qualifiers due to judge changes. Titles earned stand. (3/11/02) Manual revisions approved. (11/4/02) Water trial summary for inclusion in judge’s education packet approved. (1/9/03) Change of wording for “No more than two water trials per year, per Club, shall be approved by the PWDCA.” (3/10/03) 11 revisions to WT Manual approved. (6/2/03) Club Boat Insurance Recommendation added. (10/6/03) Update Water Trial Form and explanation of financial assistance added.(3/8/04) WT Manual revisions approved. (6/7/04) Only “PWDCA Sanctioned Clubs, PWDCA recognized Affiliate Clubs, and the Nat’l Club may apply to host a PWDCA sanctioned water trial” approved. (3/14/05) WT Manual revisions approved. (6/6/05) Applications for water trial support sent to Rec’y Sec’y instead of Treasurer. (7/13/05) Water Trial Participation Agreement added to website. (10/24/05) Revised language for Club Boat Insurance Recommendation. (10/28/05) WT Participation Agreement hold-harmless clause approved for adding. (2/20/07) 15 revisions to WT Manual approved. (5/22/07) Approved to automatically fund all sanctioned Club water trails approved by WT Committee up to $200/year (excluding national specialty water trials), upon request of host Club. Funding requests sent to Treasurer. (2/16/08) WT Manual revisions approved. (2/27/08) WT Manual amendment approved. (5/27/08) WT Manual revisions approved. (1/20/09) Memo of Understanding with PWDCC approved to allow Canada to hold own water trials using PWDCA rules and judges. (4/8/09) Manual revised clarifying retrieving dummy. (03/15/10) WT Manual changes approved. (12/28/10) WT Manual changes approved. (05/01/12) WT Manual changes approved.(2-23-13) WT Manual changes approved.(4/22/13) WT Manual changed approved. (6/17/13) Manual changes approved. (12/16/13) Manual changes approved with the exception of the “Eligibility 3rd paragraph. Versatility package changes approved. (1/14/14) Age limit lowered to 9 years to remain in AKC accordance. (5/19/14) Committee meeting held at national near water trial dates. (1/19/15) All modifications and additions to the water trial manual be sent to the water judges for review and input

before being presented to the Board. (7/13/15) Removed reference to PWDCA “recognized” clubs being able to host a water trial. (11/5/19) Removed Funding reimbursements are required for telephone conference calls and printing manuals

M. Outstanding Breeder Achievement Award Committee/Program (OBAA)


Purpose: The purpose of the Outstanding Breeder Achievement Award (OBAA) program is to recognize superior attainment in support of the following:

• "To encourage and promote quality in the breeding of purebred Portuguese Water Dogs, and to do all possible to bring their natural qualities to perfection.”

• "To encourage members and breeders to accept the AKC- approved breed standard as the only standard of excellence by which Portuguese Water Dogs shall be judged.”

• "To protect and maintain the good health of the breed by establishing and encouraging ethical breeding practices, by supporting PWDCA health policies, and by promoting participation in the PWDCA health programs.”

• "To do all in its power to protect and advance the interests of the breed and to encourage

• Sportsmanlike competition at all recognized AKC and PWDCA events." Foundation Principles: The OBAA is based on the following principles: (1) we emphasize first and foremost the unique type and work of the PWD; (2) we promote breeding that reflects PWDCA recommendations; (3) we honor the versatility of the breed and its owners; (4) we recognize that a breeder's record of achievement emerges from the relationship between breeder effort in the production of PWDs and owner efforts in lifelong care and title attainment by those dogs. Mission: The mission of the OBAA program is to implement the OBAA program recognizing achievement by PWDCA member-breeders in support of PWDCA Bylaws and programs. Parameters of the program are set by the Board. There will be at least two committee members, with additional committee members being appointed as the Board and committee members mutually deem necessary to carry out the committee’s work. No special funding needs are required for this program other than minimal printing and postage costs and the cost of the annual award plaque. Duties of Committee Members: (1) Importing and merging the annual AKC title report and PWDCA Water Trial Committee report into a prepared database to generate OBAA rankings; (2) verifying that the litters of qualifying titlists are entered in the HLL along with health test results on the sire and dam and that qualifying titlists were bred by PWDCA members and in accordance with PWDCA breeding recommendations in effect at the time of breeding; (3) notifying co-breeders of record of their eligibility and asking for an assignment to a specific breeder of the points earned by titlists; (4) generating a list and ranking all qualifiers for the OBAA award; (5) sending the list to the Board along with a soft copy (CD, floppy disk, or e-mail attachment) of all data; and (6) making recommendations as needed to the Board regarding the program. Qualifications: (1) Working knowledge of Microsoft Excel (spreadsheet) and Access (database) programs, including sorting, grouping, formulas, ranking, and calculations; (2) ability to receive and transmit spreadsheet attachments via e-mail; (3) ability to provide timely turnaround of work, especially during two time periods the last two weeks of January ak(if information is available to generate reports) and the first two weeks of March each year, in order to accommodate Courier deadlines; (4) ability to receive copies of international championship certificates by e-mail, fax, or surface mail and print copies if necessary for OBAA program files; (5) ability to search records in the HLL; (6) ability to organize and maintain a record of committee functions; (7) ability to work with breeders, owners, other committee members and the Board; and (8) familiarity with PWDCA member kennel names is a plus. History: (3/9/06) OBAA committee approved. (6/17/13) Updates to program deadlines approved. (3/8-9/14) Kennel name may be substituted for breeder’s name for award calculations. If co-breeder fails to respond, by default the credit goes to responding co-breeder.

M. Policy and Procedures Manual Committee

TYPE OF COMMITTEE: Standing


PURPOSE: To maintain a document that summarizes past and current PWDCA policies that provide a historical overview of all policies enacted by the PWDCA. Issues related to phone, fax, e-mail, and in-person meetings, as well as scheduled reports, shall be included in the Manual. The ongoing purpose of the committee is to keep the Policy and Procedures Manual current and to disburse copies of same to the Board and membership upon request. Formatting for the document shall be Word or another compatible format. Likewise, the committee shall maintain the Club’s Calendar of Deadlines and update it when necessary and provide an updated copy to the Board and for posting on the Club’s website. The Manual is updated on an ongoing basis (after each Board meeting’s minutes are approved). It is the responsibility of the Recording Secretary to send copies of approved minutes of each Board meeting and official election results to the PPM Chair. The committee then incorporates any changes in PWDCA policies and procedures into the Manual. The Chair, after updating the Manual, shall forward a copy of it electronically to the Board, who shall approve the changes by majority vote. After the updated Manual is approved by the Board, the Chair shall forward it for publishing on the website and shall notify the AKC Delegate and any committee chair whose committee had policy changes implemented by the Board to review the updated PPM MEMBERS: Chairperson and member if need MEETING FEQUENCY & METHODS: (How Often & Via Teleconference, Email, etc.) No meetings. Only one member. DUTIES: (Detailed List of Activities): Keep the Policies & Procedures Manual current with Board decisions; publish new versions periodically on the PWDCA website. BUDGET: (Estimate of Expense/Income): $0.00. RECORD RETENTION: (Type of records kept & when & how disposed) The P&P Manual is a self-contained archive. Every change is documented within the section that was changed. Whenever there is a discrepancy between information shown on the PWDCA website versus the PWDCA Policy and Procedures Manual, the PPM shall be considered the authoritative source. If there are any discrepancies between the Bylaws and the PPM, however, the Bylaws shall take precedence over the Manual. History: (5/25/94) Phone, fax, and in-person meetings data, as well as scheduled reports, shall be included in the P&P Manual. (9/20/94) Ad hoc committee established. (11/16/94) Standing committee created. (11/16/96) All Board and committee members shall annually receive a copy of the Manual. The Manual may be purchased by the membership for a nominal printing and shipping fee (fee to be determined later). (3/7/98) Committee members shall not automatically receive a copy of the Manual annually. (9/18/05) Manual approved as authoritative source. (5/22/07) P&P Manual shall be in Word format. (10/4/07) Reorganization of P&P Manual approved. (2/16/08) Copy adjusted Manual pages to Board for review/approval. (6/25/08) Manual revisions approved. (3/11&12/11) Remove requirement that coordinator be automatically on Bylaws Committee. (10/28/19): Committee Description updated.

N. Remembrance Fund/Memorial Plaque/Memorial Album Committee TYPE OF COMMITTEE: Standing PURPOSE: Mission, Goals and DUTIES/SCOPE

The Remembrance Fund is an ongoing fund to benefit the health of the Portuguese Water Dog via donations.

This committee also maintains and updates the Memorial Plaque and Album that are displayed at each National

Specialty.

Duties: Donations shall be accepted in any amount and anyone can donate monies in memory or honor of an

individual or a PWD. Monetary donations to Remembrance Fund can be designated to one of the specific

PWDCA health funds which include Addison, Cancer, Cardiac, Eye, IBD, Orthopedic, or Neonatal/Pediatric.


Monies not designated for specific purposes will be deposited into the PWDCA General Health Fund. Monies

shall be forwarded to the Remembrance Fund Committee along with the name of the individual or dog for whom

the gift is made. A note will be sent to the family or the dog’s owner notifying them of the donation, as well as a

thank you note to the person making the donation. A list of the individuals and dogs and those who donated in

their memory/honor shall be maintained and periodically printed in the Courier.

All funds collected through the PWDCA Remembrance Fund are sent to the PWDCA Treasurer within several

weeks of receipt and are accompanied with an explanation showing who donated the funds and the account in

which the funds shall be deposited. The Treasurer will then deposit them into the accounts as specified.

In addition to the Remembrance Fund, there is the Memorial Album and Memorial Plaque. The Memorial Album

is a scrapbook type album that is displayed at every PWDCA National Specialty. The owner submits a picture

and a written memorial of their beloved PWD that is placed in the album for specialty attendees to view.

The Memorial Plaque provides owners a way to memorialize their pets by purchasing a brass plate to be placed

on the PWDCA's Memorial Plaque. The Memorial Plaque is comprised of brass plates that are placed on a solid

oak board that is also displayed at every PWDCA National Specialty. The brass plate is engraved with the pet’s

registered name, call name, birth and death dates and the owner’s name. The cost of the brass plate is $25

which is paid by the PWD owner to the Remembrance Fund Committee. That money is then forwarded to the

PWDCA Treasurer.

The Remembrance Fund Committee is in charge of mailing the Memorial Album and Plaque to the PWDCA

Treasurer (or another designated person) to the PWDCA Specialty site. After the Specialty, that person returns

them back to the Remembrance Fund Committee.

The Remembrance Fund Committee is reimbursed annually for expenses incurred which include postage,

letterhead, envelopes, supplies for the Memorial Album and engraving expenses for the Memorial Plaque.

MEETINGS: N/A

TIME COMMITMENT: Cyclical, hours per week or month, etc.

2 hours month

BUDGET: Estimate of expenses/income

$100 year for postage

RECORD RETENTION: Method and Timeframe

keep copies of all letters sent in paper format

History: (8/1/90) Memorial plaque program developed. (8/12/90) Remembrance Fund program discussed. (4/21/98) Approved to use undesignated donations for Memorial Plaque at Board's discretion. Remembrance Fund program re-established with new guidelines. (7/29/98) Fax vote approval to fund costs for printing brochures with chair to pay for postage to membership. (8/3/99) Memorial Plaque and Album programs combined with Remembrance Fund program. Additional member added to Committee. Funds received to be used as designated by donator - or if not stated, to be deposited in the General Health Fund. (1/10/03) Changes and additions approved. (1/10/03) Info Update dissolved. (12/18/05) Due to increased costs for plate engraving, rate increase for Memorial Plaque from $15 to $25 approved. (10/28/19): Committee Description updated.


O. Stud Book Committee TYPE OF COMMITTEE: Standing

PURPOSE: Stud Book Committee is PWDCA Representative to AKC. The AKC, as a service to parent clubs,

offers contractual access to individual breed stud book files. The report is pulled monthly from the AKC. This

individual would be the PWDCA contact to the AKC for the receiving and distribution to those interested in the

PWDCA Stud Book.

DUTIES/SCOPE:

• Receive reports monthly from the AKC

• Work with interested members to provide monthly data

• Coordinate with AKC to provide member signed confidentiality forms

• Distribute reports monthly to AKC approved members

MEMBERS: Chair TIME COMMITMENT: Varies based on request. BUDGET: TBD by member RECORD RETENTION: TBD by member History: (01/30/2020). Stud book Coordinator formed. 02/23/2020: Named to changed from Coordinator to Committee.

P. Technology and Internet Committee (TIC) TYPE OF COMMITTEE: Standing PURPOSE: The mission of the TIC is to guide the Board and club in decisions having to do with technology. This includes the design and hosting decisions regarding the website, selecting and utilizing training provided by hosting companies, and electronic archive and display of club materials (including the Courier). In addition, the TIC will provide advice and suggestions to other committees upon request. The committee is tasked with keeping the informational content of the PWDCA, Inc. website current. The person(s) maintaining the PWDCA website should be a member of the TIC. DUTIES/SCOPE: Quarterly meetings, regular contact with Memberclicks (or current hosting company), training opportunities, investigating technology and internet-related services for the club, communicating with other breed clubs and the AKC for ideas, determining a long-range plan for internet services, electronic archiving, and other technological concerns. DUTIES Related to Web Content Manager

• Respond to member requests to update information on the website, when requested to do so by

authorized members, such as committee chairs


• Automatically update some content on the website, like AKC points, National Specialty winners, new

Regional Club officers, forms, Board information, etc.

• Send out emails to the membership, as requested and approved by authorized members

• Support the Membership Committee in maintaining member profiles and ensuring the information is

accurate

• Respond to “Contact Us” submissions, either directly or by forwarding to authorized members

• Support the Membership Committee, The Courier and others by creating custom mailing lists

• Ensure third-party payment processor interface is working correctly

MEMBERS: One to four members: Chair, secretary, member(s) MEETINGS: Quarterly, with more frequent meetings according to need and/or activity TIME COMMITMENT: Five hours a month; with dedicated time if training is utilized. BUDGET: TBD. (E.g. training expenses for Memberclicks) RECORD RETENTION: Meeting minutes, proposals, bids and/or review of yearly technological expenses by the club. Whenever there is a discrepancy between information shown on the PWDCA website versus the PWDCA Policy and Procedures Manual, the Policy and Procedures Manual shall be considered the authoritative source. Working closely with the technology and internet committee the Web Content Manager is responsible to manage the website so that the content is current, consistent, audience-appropriate, and accurate. The Web Content Manager will work closely with the Board and committees to continue to develop the website to better serve its audience needs. (03/2/2019-3/03/2019) Created. 1/14/2020: Merged the Website Committee with the technology and internet committee

Q. Volunteer Pool Committee TYPE OF COMMITTEE: Standing

PURPOSE: To promote volunteer opportunities within the membership and maintain vitality and fresh perspective

in existing committees by coordinating volunteer openings and applications. DUTIES/SCOPE:

• Receive, acknowledge receipt, disseminate, and store volunteer applications and confidentiality

agreements.

• Follow up on applications to make sure they move through the process in a timely manner

• Maintain and update committee membership lists, both internally and on website

• Maintain through communication with the Vice President and committee chairs all PWDCA website

committee information including committee contacts and committee descriptions and updates.

• Maintain a list of volunteer openings and post to appropriate venues for promotion to members (PWDCA

website, PWDCA-List serve, Courier, Blast Email).

• Maintain a list of volunteers interested in future openings

• Solicit committees’ annual reports. Coordinate and submit word copy of annual report to Recording

Secretary.


• Suggest volunteers to the Board for special recognition of services rendered (i.e. length of service,

completion of a special task or project). Updated thru 12.17.2018 - PPM - 59

• Survey volunteers through the use of telephone, e-mail, and/or an online survey upon the termination of

their services about their experiences and satisfaction with the committee, fellow members, and

suggestions for improvement.

• Assist the Board in conducting the committee review process, as required by the Bylaws. This consists of

making sure that committee descriptions are current on the website and that Board committee reviews

are conducted no less frequently than every three years.

• Volunteers shall be solicited from the membership at large. The chair will be selected from among those

volunteering by the majority vote of the full Board. The chair, once selected, may make advisory

recommendations to the Board from among the remaining volunteers.

• Provide status report to PWDCA Board prior to each monthly Board meeting - report to include:

o Applications received and approved for the month

o Outstanding applications (awaiting approval)

o Current projects

o Issues/Concerns

o Future Plans

MEMBERS: The committee shall consist of three to five members. MEETINGS: As needed, via conference call TIME COMMITMENT: Varies, depending on number of open positions and number of applications, typically 8 hours/month. Special projects will involve more time. BUDGET: There are no committee expenses anticipated at this time. RECORD RETENTION: Documents are kept on Committee Dropbox page and available for all committee members. Applications from 2018 forward are available on Dropbox. All applications can be retrieved by Webmaster from Memberclicks.

History: (4/11/11) Committee approved. (10/14/18) Add duty to support committee reviews. (10/28/19). Updated Committee Description.

R. Finance Committee

Type of committee: Standing Mission: To be a source of financial expertise to ensure effective and accurate financial management of the PWDCA and to provide continuity of financial management policies and procedures over time. Specific Objectives:

• Recommend best practices for reporting financial matters to the Board and the membership

• Review PWDCA accounting policies, procedures, accounts, chart of accounts, banking relationships and financial structure for best practices for a non-profit organization.

• Review current financial reports and recommend changes (balance sheet, P&L, G/L, etc.)

• Provide periodic (semi-annual?) independent reports to the membership on the state of the PWDCA’s finances

• Review the appropriateness of using cash-basis vs. accrual-based accounting; recommend any changes and create a detailed plan for any changes


• Recommend budgeting and forecasting best practices and assist the Treasurer in implementing them

• Review and recommend Board approval of PWDCA year-end financial reports and tax returns

• Assess the capabilities of the PWDCA’s current bookkeeper and, if not adequate for our needs, assist in finding an alternative and assist with the transition

• Respond to any special Board financial requests. Membership:

• Three to four members, one of whom shall be the Chair. All Committee members must be PWDCA members in good standing at the time of appointments and remain members in good standing throughout their term.

• The PWDCA Treasurer shall be an ex-officio member; the Treasurer shall not be the Chair

• Membership Qualifications (other than the PWDCA Treasurer) o Experience in accounting and financial management of non-profit organizations; preferences:

▪ National dog club experience ▪ Be a Certified Public Accountant ▪ Technology expertise: Excel, QuickBooks (or equivalent)

o Current knowledge of IRS regulations and reporting requirements regarding 501(c)3, 501(c)4 and general non-profit organizations

o Strong written and oral communications skills; strong analytical skills Commitment

• The Finance Committee will meet at least quarterly, and more often as needs require; meetings will normally be via teleconference

• Members will be required to sign the usual Committee Member Confidentiality agreement

(10/14/18) Created.

X. RANKINGS AND AWARDS POLICIES

A. Awards Committee

The Awards Committee is the official record keeper for PWD achievements. Such records are utilized to create the annual awards given to the top-winning and/or top-producing PWDs. The mission of this committee is to design, implement, and maintain the ROM award for the PWDCA, and any additional award programs that the Board chooses to incorporate in the future. A committee member will be appointed as the Perpetual Trophy Coordinator. The Coordinator shall be responsible for coordinating the shipping and receiving of the perpetual trophies to and from National Specialties. Please review the duties in the Perpetual Trophy Coordinator section of this Manual. The size of this committee will vary. Additional members may be appointed to this committee, as the Board and committee chair mutually deem necessary, to assist the committee in carrying out its work. The committee shall maintain records, inventory, and information on PWDCA members earning Club Achievement Awards Pins in conformation, obedience, rally, agility, water work, tracking, and service dog. These pins shall be given for the first title a dog earns in each area of competition. Registries consistent with the ROM program will be


eligible for this pin program and verification must be supplied for registries other than AKC or PWDCA. Starting in 2006, the rankings for the top-10 Breeders, Sires, and Dams were eliminated from publishing in The Courier. The Awards Committee Chair shall receive the monthly AKC awards data and shall distribute the data upon receipt to the Club’s performance chairs (e.g., obedience, agility, tracking, conformation, rally, etc.). A subscription to the AKC records report for new titles by breed will be paid for by the PWDCA annually and provided to the committee, which will be responsible for compiling a breakdown of the various titles and submitting them to the editor for printing in The Courier. Funding needs for this committee vary. Costs of printing and postage, as well as for award plaques, lapel pins, and a subscription to the AKC Awards, are necessary. Owners who have been awarded pins and lost them may purchase replacement pins. Net profits from pin sales shall benefit the Miller Scholarship Fund. Further Pin information and an order form is on the website. History: (11/18/89) Motion passed to create awards committee as an ad hoc committee to define and establish an awards recognition system. Pietros offered to turn over her records. (5/22/92) The Legion of Merit will be a PWDCA title. There will be three levels: bronze, silver and gold. Producer of Merit will be considered a PWDCA title. The bronze level requirements will be eight titled offspring for bitches, and 12 titled offspring for males. Producer of Merit and Legion of Merit will be PWDCA title; all others will be awards. A Register of Merit will be awarded to a dog holding three titles (two AKC and one PWDCA), and it shall be an award, not a title. (2/3/93) To be eligible for a PWDCA award in Open B and Utility B obedience, dogs must compete in a minimum of three shows during the calendar year. (5/22/97) Current committee mission and policy developed and approved. (11/10/98) Motion passed to abandon award certificates if such certificates duplicate certification issued by AKC. (3/16/99) Paragraph "D" under Areas of Competition in ROM change passed -- now to read "Flyball, free-style, non-standard agility titles, etc., are not eligible to count towards an ROM award...” (9/18/01) Achievement pin program approved. (1/27/03) Pins awarded to AKC’s Agility Preferred title earners. New PWDCA members can obtain free pins if contact chair for dogs with titles earned the year the owner became a member. (6/6/03) Service Dog Award added to the title pin recognition program. (11/17/03) Memorial Book and Plaque to be displayed at all nat’l specialties. (9/13/04) Owners may purchase pins if they lost their awarded pin. (1/31/05) Board approved eliminating top-10 breeder/sire/dam rankings from The Courier starting in 2006. (5/13/05) Rally award pin approved. (9/23/07) Club purchased six roosters to give as Board Recognition Awards. (2/16/08) Approved to track/acknowledge Nat’l Specialty BOS winners at Awards Banquet. (4/15/08) $1850 approved to build custom crates to ship Super Dog trophy and plaques to Nat’l Specialty. (7/17/08) Purchase of Parent Club medallions for >08

AKC/Eukanuba Invitational approved. (02/01/10) Awards Comm. Chair to receive monthly AKC awards data, and chair to distribute to applicable club performance chairs. (08/09/10) Perpetual Trophy coordinator duties assigned to Awards Committee member.(06/04/12) Modifications of pin program approved.(12/16/13) Multiple Achievement Certificate Program approved. (5/19/14) Statistics committee duties rolled into Awards Committee.

B. Obedience Ranking Process The current PWDCA obedience ranking system can be found on the website at http://www.pwdca.org/obedience-and-rally. History: (2/20/01) Current revision approved.

C. Register of Merit (ROM) Program The ROM program is an acknowledgment of the outstanding working ability and versatility of PWDs. It consists of four levels: the first level is the Bronze Register of Merit (BROM); the second level is the Silver Register of Merit (SROM); the third level is the Gold Register of Merit (GROM); the fourth level is the Platinum Register of Merit (PROM). The current ROM program and level requirements is available on the Club’s website at http://www.pwdca.org/register-of-merit-program. History: (5/22/92) Legion of Merit program developed, using bronze, silver and gold awards. [Should have been called Register of Merit.] (7/31/96) Medallions shall be awarded to all ROM earners. (9/1/98) New ROM program, approved by membership vote. (3/16/99) Paragraph “D” under Areas of Competition in ROM change pass B now to read: “Flyball, free-style, non-standard agility titles, etc., are not eligible to count towards an ROM award” (8/3/99) Clarifications as presented by

Awards Committee approved by Board. (2/22/00) Titles of Agility ATCH, ADCH or NATCH were removed as it is felt they are advanced titles and are already listed as such; other minor changes approved. (8/18/02) General Requirements Item #6 reworded regarding dog ownership. (8/25/03) PROM wording clarified. PWDCA members in good standing, whose children own dogs, can qualify for ROM awards. (10/14/05) Effective 12/31/04 PWD Health and Litter Registry changed to PWD

Health and Litter Database; pre-2005 references to “Registry” in History footnotes have remained unchanged. (6/26/07) ROM guidelines amended. (5/27/08) ROM changes approved; (6/4/08) changes overturned. (1/27/09) PWDCC water titles would also count towards PWDCA ROM awards, and PWDCA titles would count towards PWDCC awards. (4/7/09) ROM clarifications of acceptable titles approved. (12/15/10) Updated program approved. (01/25/11) If a dog is not health tested, “not tested” must be noted in appropriate HLD reporting section.

http://pins.net/


D. Multiple Achievement Certificate Program (MAC) The Multiple Achievement Certificate is a certificate program developed to recognize the many PWD owners and dogs that are training and competing at a high level, regardless of registry, venue, or title. The PWDCA has set a high bar for participation in this program by requiring multiple areas of competition and multiple titles, but without restriction as to what venues and titles are eligible. The MAC-1 will be given for earning 7 titles in a minimum of three areas of competition. The MAC-2 and higher will be given for each set of 6 additional titles from 3 venues. For the advanced levels of recognition, the areas of competition do not have to be the same as those used for MAC-1, but there must be 6 new titles in three areas of competition for each additional MAC level. Any nationally-recognized dog sport venue that awards a title can be used towards the MAC requirements. The current Multiple Achievement Certificate Program is available on the Club’s website at http://www.pwdca.org/multiple-achievement-certificate. (12/16/13) Multiple Achievement Certificate Program approved. (10/12/15 Program rules updated to clarify that only one CGC title can be used and only at the MAC-1 level.

E. Service Dog Awards The Awards Committee offers a Service Dog award as part of the title pin recognition program. This award recognizes PWDs that work as valued members of the community. It will be awarded to PWDs that perform therapy work, assistance work, and to certified Search and Rescue (SAR) dogs. The initial title pin is sent free of charge to the awarded dog’s owner. There will be a charge for duplicate pins for co-owners or for replacement pins if the initial pin is lost or stolen. Owners of PWDs that worked in a service capacity and are now retired or deceased may purchase pins. Net profits from pin purchases will benefit the Miller Fund. Eligibility Requirements: Therapy Dogs: A Letter of Commendation is required from the facility where the dog works (worked). The letter must be on the organization’s official letterhead and state the following information: (1) The dog has been of value to the facility; (2) the dog has worked a minimum of ten hours as a therapy dog with patients, inmates, students or residents of the institution; (3) the name of the certifying registry, if any (TDI, Delta Society, other); and (4) if the dog is retired or deceased, the Letter of Commendation may be written by the institution or registry stating the information listed above. Optional: a work sheet to document hours may be downloaded from the PWDCA website. This record may be used as verification and to assist the institution when writing the commendation letter. It is not required for application. Eligibility Requirements: Assistance Dogs: These are dogs that assist an individual owner with a disability. A letter on official letterhead from an institution’s primary care physician stating that the dog is an approved medical tool and has provided a needed service for the disabled handler. Each dog must have passed a CGC test and a copy of the passing certificate provided with application for the award. Eligibility Requirements: SAR Dogs: The dog must be tested by an accredited national, state or local Search and Rescue evaluation team. A letter or copy of the official card must be submitted, indicating that the dog has passed the test and meets the test criteria for search and rescue. Organization contact name, address, and telephone number is required. Submit complete documentation to the current Awards Committee chair. A complete description of the Service Dog Award Program, along with the “Therapy Dog Service Record” documentation form may be found on the PWDCA website at http://www.pwdca.org/service-dog-. History: (6/6/03) PWDCA Service Dog Award approved. (10/5/04) Unanimous Board approval to charge for replacement title pins.


G. Owner-Handler/Junior-Handler Award Program

The purpose of the PWDCA Owner Handler Awards Program (OHA Program) is to encourage PWDCA members to:

• Actively participate in competitive events and activities by handling dogs owned or co-owned by them,

• Develop positive working relationships and camaraderie with their fellow club members and competitors, and

• Continually expand their understanding of the PWD breed standard through “hands on” activities and experiences.

The purpose of the PWDCA Junior Showmanship Owner Handler Awards Program (JSOHA Program) is to encourage young PWDCA members to:

• Participate in the AKC’s Junior Showmanship events and activities;

• Actively participate in competitive events and activities by handling dogs owned or co-owned by them,

• Develop positive working relationships and camaraderie with their fellow club members and competitors, and

• Continually expand their understanding of the PWD breed standard through “hands on” activities and experiences.

The current Owner Handler and Junior Owner Handler Award Programs are described in detail along with entry forms and point reporting forms on the website at http://www.pwdca.org/owner-handler-awards. (10-23-12) Ad Hoc Committee formed.(12-26-12 Program approved for 3 year trial period, during which committee may modify program with board approval. Standing committee approved.(6-17-2013) Deadline for submitting non-US Championships from March 1 to February 1 following the year the championship is earned. Breeders or owners are responsible for submitting PWDCC water title certificates by February 1 following the year the title is earned. PWDCC will no longer be automatically included in the OBAA analysis. (3/8-9/14) Committee request for Owner-Handler program modifications approved. (4/21/14) 10 points for HIT approved. (7/14/14) OHA logo approved. Approved to add points for sweeps at national/regional specialties and supported entries. Wording change in rules for point submission for 2014-15 program year approved.

F. Producer of Merit (POM) Award The Producer of Merit Award (POM) recognizes members who are striving to produce outstanding get. PWDs awarded with a POM reflect the AKC standard of the PWD, which includes type, desirable temperament and intelligence, the working ability to perform in the water plus other performance venues and, in addition, have all pertinent recommended health credentials. The Health Testing Policy for PWDCA Breeders’ Program Participation will be the standard referenced health testing requirements for this program. At least two of the titled get must have a PWDCA water title. A PWDCA member will nominate a minimum of six titled get from one, or a maximum of two, litter(s) by the producer to qualify for the award. Those six (or more) titled get must be in compliance as stated above. To qualify for nomination, each nominated get MUST have either a PWDCA water title (JWC does not qualify) OR an AKC performance title (includes obedience, tracking, and agility [rally does not qualify]). In addition, four or more of the nominated get MUST also have an AKC championship of record. Each individual get counts as only one titled get regardless of the number of titles one dog has. The member is responsible for submitting and documenting all information necessary to the POM committee for review and consideration. See http://www.pwdca.org/ producer-of-merit-program for the POM Nomination Form and further program information.

http://www.pwdca.org/


History: (12/19/05) Ad Hoc Producer of Merit Award Committee approved. (9/18/07) Program guidelines approved. (6/4/08) Program wording changed. (8/19/08) POM program adjusted and approved to begin 1/1/09. Committee dissolved. (9/16/08) Advertising requirements changed. (03/11/12) Health testing requirements for program aligned with the Health Testing Policy for PWDCA Breeders’ Program Participation. (6/17/13) Changes approved.

XI. REGIONAL CLUBS/SUPPORTED ENTRIES

A list of the current regional clubs is available on the Club website. As part of the Regional Club sanctioning process, all PWDCA-sanctioned Regional Clubs are required to provide a Judges’ Education program every 3-5 years.

A. Regional Club/Specialty/Supported Entry Committee

This committee shall consist of one PWDCA Board member, who shall be the chair, and four additional committee members who have been officers of PWDCA-sanctioned Regional Clubs. This committee will revise, as needed, the sanctioned club questionnaire and administer it annually. The committee will also work to enhance the PWDCA’s relationships with all Regional Clubs offering support, guidance and recognition. Any alliance, organization, or group of local PWD clubs formed outside the organizational body of the PWDCA will not be acknowledged or approved. Regional Clubs shall send a copy of all their newsletters to the PWDCA’s Archivist/Historian for filing in the Archives. Regional clubs are required to provide to the PWDCA the names and states where their regional sanctioned Club members reside, and the names, addresses, phone numbers, and e-mail contact information for the PWDCA-sanctioned Regional Club officers and directors with the understanding that the information will be kept confidential by the PWDCA. Every regional club publication shall have a liaison to The Courier editor who can keep the editor posted on events in its region as well as whom the editor can call upon to cover events in that area. With PWDCA approval, Regional Clubs may host Regional Specialties on dates at the host club's discretion, except that such Regional Specialties may not directly conflict with the dates of a PWDCA National Specialty. Bi-annually, the AKC Event Plans Department will send a list of proposed Regional Specialties for approval by PWDCA, which shall be reviewed as soon as possible by the Board and returned to the AKC in a timely manner. In accordance with AKC planning processes, the PWDCA may approve independent Regional Specialties up to three years in advance. In 2015, the AKC approved two Regional Specialties being held on the same day by AKC licensed clubs. If a PWDCA Regional Club that is also an AKC licensed club hosts two regional specialties, it is still allowed to host up to two Supported Entries annually. PWDCA paperwork for each Supported Entry is required to be completed and filed with the Board. In the event that the judge for Sweepstakes has not yet been selected, the submitting club should put “to be determined” in the judge name field and submit that information promptly when it is known. All Regional Clubs must have a rider to its liability insurance naming the PWDCA as an additional insured, and a copy of such rider will be provided annually to the PWDCA. Re-sanctioning applications must be received by June 30 for all clubs submitting annual applications for re-sanctioning. The failure of a sanctioned club to comply will result in rescinding of their PWDCA-sanctioned club


privileges until such time as they are in compliance. The PWDCA Board shall then vote to approve reinstatement of their sanctioning.

Complete Regional Club sanctioning paperwork is available from the Regional Club Sanction Committee. Changes to officers/directors and/or Constitution and Bylaws of sanctioned Regional Clubs shall be forwarded to the Regional Club Committee within 30 days of said changes. The failure of a sanctioned club to comply will result in rescinding of their PWDCA-sanctioned club privileges until such time as they are in compliance. The PWDCA Board shall then vote to approve reinstatement of their sanctioning. A list of PWDCA-sanctioned Regional Clubs, as well as their president, secretary, and rescue contact will be printed in each issue of The Courier, on the PWDCA website at http://www.pwdca.org/regional-clubs and in the membership directory. However, the PWDCA shall not share members’ personal information with any other entities, including providing the parent club’s mailing list to Regional Clubs, per the PWDCA’s privacy statement on its membership form. In the event that a Regional Club changes its rescue contact, the Regional Club will immediately notify the Regional Club Committee Chair, who shall notify PWDCA Rescue Inc. Contact persons for areas with sanctioned Regional Clubs shall be handled by the sanctioned Regional Club in those areas. Contact persons appointed by sanctioned Regional Clubs are required to adhere to the PWDCA contact person requirements in order for the Regional Club to maintain their PWDCA sanctioning; failure to comply may result in the de-sanctioning of the Regional Club. Contact person is appointed by the Regional Club and is required to file activity reports at each regularly scheduled Regional Club meeting. Contact person can be appointed on a rotational basis or be replaced at any time at the Regional Club’s discretion. History: (4/20/87) PWDCA shall subscribe to PWD Club publications, and a copy of the publications shall be filed in the archives. (11/16/94) No regional specialty approvals 60 days before or after a National Specialty. Only one regional specialty per year shall be approved. (2/7/95) Procedure for sanctioning regional Clubs approved. (3/3/95) Any alliance, organization, or group of local PWD Clubs formed outside the organizational body of the PWDCA will not be acknowledged or approved. (11/15/95) Regional Club committee member may listen in at regular Board teleconference meetings. (1/24/96) At PWDCA expense, non-sanctioned Clubs may have a listener at PWDCA Board meetings. (10/14/96) Recognized Clubs not yet sanctioned shall be listed in Club listings in The Courier with an asterisk by its name. (11/16/96) Non-sanctioned Clubs may annually have a 200-word article printed in The Courier. (3/7/98) Regional Clubs may host regional specialties at any time as long as they do not conflict with national specialties. Regional Clubs shall add the PWDCA Recording Secretary to their mailing list to receive their Club newsletters. Non-sanctioned Clubs must pay for their pro rata share of teleconference meetings that they attend. Foreign International Affiliate Club program approved. (7/15/98) Motion passed that PWDCA immediately turn over area rep appointments for areas with sanctioned regional Clubs to said Clubs. If regional Club appointed reps do not adhere to PWDCA area rep requirements, then the regional Club may lose PWDCA sanctioning. (9/14/99) International Affiliate Club Recognition Program was discontinued. Regional Club Alliance was discontinued. (10/3/00) Sanctioned will be listed in The Courier and on the PWDCA Website. (1/9/01) Regional Clubs shall send their newsletters to archives instead of rec’y sec’y. Deleted “The PWDCA shall consent to only one regional specialty per AKC sanctioned or non-sanctioned regional Club per year.” Approval of regional specialties shall continue through the AKC Event Plans Department inquiry. (6/28/01) Committee consisting of one PWDCA Board member (chair) and four other members who have served as officers of regional PWDCA sanctioned Clubs to coordinate regional Clubs. (9/18/01) 2-year option extending approval system for Clubs offer specialty shows. (1/28/02) Regional Clubs to provide to PWDCA blanket certificate of insurance listing PWDCA as insured. Must provide name of Club member who will act as liaison with PWDCA Rescue Coordinator. (2/27/02) Program section amended for year 2002 only. (11/4/02) PWDCA Board shall vote to reinstate sanctioning if regional Club fails to forward changes within 30 days. (10/06/03) Definition of seed money added. (12/29/03) Application form revised to include statement that Club may be required to prove show supported entry approval. (4/19/04) PWDCA will not share info with entities, including providing mailing list to Regional Clubs. (4/18/05) Beginning with 2006, PWDCA shall be named as add’l insured on regional Club insurance. (3/3/06) Approved for two supported entries/Club/year. (1/9/07) Regional Club Committee formed. Chair must be Board member. (4/1/07) Policy change approved for resanctioning applications to June 30. (4/27/07) $200 max automatically funded approved water trials upon request by host Club. (6/26/07) Approval of Regional Specialties two years in advance. (2/27/08) Regional Clubs to supply contact info to PWDCA. Info kept confidential. (7/8/08) Application to host supported entry form revised. (1/20/09) Replace “area representatives/Clubs” with “contact person.” Add revised contact person language. (3/19/09) Clubs may host two supported or specialty events per year. PWDCA will, upon request, give $100 per year to club’s requesting assistance. (09/15/09) International sanctioning dissolved. (10/27/09) AKC sanctioned clubs hosting regional specialties were approved for three years in advance. This was a one-time policy for the years 2010, 2011, and 2012. (08/09/10) Regional Clubs to notify Committee Chair of rescue contact change information. (10/04/10) Regional Club must hold Judges’ Ed program every 3-5 years. (3/8-9/14) Delete requirement to list regional club contact person from PPM. (12/15/14) Adjusted requirements for changing sanctioning form approved. (7/13/15) Removed reference to non-sanctioned regional clubs being able to place an article in The Courier and to hold one Regional Specialty show per year. (10/12/15) Updated per AKC policy change to allow two regional specialties/day. (3/19/18) Remove funding for Water Trials, Regional Specialties and Supported Entries.

B. Regional Club Sanctioning Guidelines

The Confidentiality Agreement for Rescue, Inc. must be signed by all Regional Clubs to complete a club’s sanctioning. New Club Sanctioning Process

http://www.pwdca.org/regional-clubs


When a Regional Club applies for sanctioning, the following must be submitted to the PWDCA Regional Club Committee for review (if the criteria outlined below are met, the Regional Club Committee will submit the application to the PWDCA Board for approval as a “sanctioned Club”):

1. List of the names, addresses, and telephone numbers the officers and directors, and the names and states of the balance of the membership, if available. All members must be in good standing with the AKC and PWDCA, i.e., none may be under suspension or expulsion from either organization. However, it is not required that members of a Regional Club be Active or Associate members of the PWDCA.

2. Copy of the regional club’s Constitution and Bylaws. The Bylaws must contain a provision for election of officers and board members on a regular basis and not less frequently than once every two years. The Bylaws must require regular meetings of the Board and general membership. The Constitution and Bylaws must define the geographic region of the club consistent with the AKC guidelines for regional breed clubs. The Constitution, Bylaws, and intent of the club cannot be in opposition to, conflict with or competition with any part of the Constitution and Bylaws of the PWDCA.

3. A certificate of liability insurance with the PWDCA as a named insured. 4. An accident insurance policy certificate with PWDCA as a named insured. 5. Report of activities that occurred the previous year and plans for those scheduled or pending for the

upcoming year: a. Member programming: those activities designed to educate and assist existing members and attract

new members; e.g., clinics, water trials, therapy programs, matches, etc. Benefits include the right to report activities in The Courier; host PWDCA supported entries and regional PWDCA specialties with Board approval; host PWDCA-sanctioned water trials with Board approval; host PWDCA National Specialty with Board approval; be listed as a PWDCA-sanctioned Regional Club in The Courier and on the PWDCA website, as well as be listed in the PWDCA’s Membership Directory. Clubs in compliance with these requirements will be sanctioned upon approval of the PWDCA Board. Annual Renewal of Regional Clubs: Annual renewal of PWDCA sanctioning requires that the following must be presented to the PWDCA Regional Sanction Club Committee no later than June 30th of each year for review and approval by the chair of the Regional Club Committee: When a regional club applies for renewal of sanctioning, the following must be submitted to the PWDCA Regional Club Committee for review (if the criteria outlined below are met the Regional Club Committee will submit the application to the PWDCA Board for approval as a “Sanctioned Club”):

1. Updated list of Officers, Directors and the Rescue Representative, their names, address, phone and

email.

2. Copy of By-Laws if they are changed

3. Copy of Constitution if changes made

4. A current Accident insurance policy certificate

5. General liability insurance certificate with PWDCA listed as named insured

6. List of Club activities to solicit new members and for education for the new year

7. A club liaison to the Courier. Once the annual sanction renewal process is complete, the Regional Club

Sanctioning Committee Chair shall send to the editor of The Courier a list of all the designated Courier

club liaisons.

The failure of a sanctioned club to comply will result in rescinding of their PWDCA sanctioned club privileges until such time they are brought into compliance. The PWDCA Board shall then vote to approve reinstatement of their sanctioning.


Sanctioned Regional Clubs are responsible for all functions and responsibilities of its area representatives. Clubs approved after September 1 will not be required to apply for re-sanctioning in the following year. The new club must submit a copy of its current certificate in lieu of the full sanctioning application. All Regional Club committee chairs shall retain club records for a period of one year after sanctioning approval and upon re-sanctioning the previous year’s records may be destroyed. PWDCA Board Discretion: An applying Regional Club that is not in strict compliance may be given temporary sanctioned status for six months, allowing them time to come into compliance with the above sections if they indicate their intent to come into compliance. Informal Groups: Informal groups encourage the expansion of information groups to club status. Informal groups will be permitted to announce organizational events in a paragraph in The Courier no more than twice in a calendar year. Regional Clubs Requirement for Accident Insurance: The PWDCA Board further defines Regional Club insurance requirements as follows: It is expected that such coverage will include liability insurance for Regional Club non-members with the PWDCA named as an additional insured. In addition, accident insurance coverage for Regional Club members will be required for PWDCA-sanctioned events. Please note that most commercial liability policies do not provide coverage for injuries sustained by club members during club activities, including PWDCA water trials. Typically, an accident insurance policy is necessary to cover club members. PWDCA’s liability policy excludes coverage on PWDCA-owned boats. Boats that are not owned by the PWDCA are covered under the PWDCA’s Commercial General Liability. However, the owner of the boat used could be held responsible in the event of an occurrence and it is recommended that the owner carry their own coverage. Water Trial Participation Agreement: It is further recommended that all Regional Clubs have all water participants sign a Water Trial Participation Agreement. The Agreement is available from the Water Trial Committee. History: (1/27/03) Regional Club Sanctioning Guidelines approved. (6/6/03) Club Boat Insurance Recommendation added. (5/18/05) Regional Clubs requirement regarding Accident Insurance approved by Board e-vote. (10/24/05) Revised language for Club Boat Insurance approved. (3/31/07) Change of deadline for re-sanctioning applications changed to June 30. ((5/22/07) New Clubs approved after Sept 1 submit only insurance certificate in the following year. (4/15/08) Regional Club sanctioning materials to be kept until re-sanctioning is received the following year. Approval of sanctioning renewal changed from Board of Directors approval to Committee Chair approval. (5/27/08) Area rep functions/responsibilities transferred to regional Clubs and included as part of re-sanctioning requirements. (1/20/09) Policy revisions approved. (4/22/13) Removed requirement to provide full address, email and phone numbers for regional club sanctioning and renewal process. Clarified sanctioning and renewal process. (2/18/14) Regional clubs must sign Confidentiality Agreement for Rescue, Inc. to complete sanctioning. Board clarified that sanctioned clubs would get a free half-page Courier ad to promote supported entries would also apply to regional specialties. (12/15/14) Renewal requirements updated. (7/13/15) Removed reference to including PWDCA-recognized clubs. (11/19/20) Send list of Courier liaisons to Courier Editor. (5/28/18) Removed requirement to get Rescue Rep confidentiality agreement.

C. Supported Entries

The application to host a supported entry is attached to this Manual as Exhibit J. (Note: If sweepstakes classes will be offered, an additional AKC form will be necessary and must be filed at least 24 weeks prior to the show’s closing date with the AKC.) The PWDCA will provide free pre- and post-show advertising, as described earlier in this Manual, to clubs hosting regional specialties. No Awards of Merit may be given out at supported entries. Sweepstakes classes are generally held at supported entries. In puppy sweepstakes classes, it is not a requirement that puppies also be entered in regular classes. Generally, age divisions for classes are: 6-9 months, 9-12 months, 12-15 months, and 15-18 months. (National Specialty classes may differ from supported entry class breakdowns.)


In veteran sweepstakes classes, veteran dogs may be neutered, and veteran bitches may be spayed. Minimum age is 7 years on the day of the show. Veterans of all ages may be shown together (divided by sex), or classes may generally be divided as follows: 7-8 years of age, 8-9 years of age, 9-10 years of age, and 10+ years of age; or any other combination as the host Club may desire. At supported entries held in conjunction with all-breed shows, AKC all-breed show rules apply to showing spayed/neutered dogs. If a spayed or neutered veteran dog is ineligible to show in regular AKC classes, they may still be entered in veteran sweepstakes classes. A Best in Sweepstakes award for both puppies and veterans shall be offered. A Best of Opposite Sex to Best in Sweepstakes may be offered, as well as offering a Best Junior Puppy and Best Senior Puppy. Cash awards from the sweepstakes entry fees are generally broken down as follows: 35% retained by host Club for expenses; 15% of entry fees of all [puppy][veteran] classes awarded to Best in Sweepstakes; 10% of entry fees of all [puppy][veteran] classes awarded to Best of Opposite Sex to Best in Sweepstakes. After aforementioned deductions (which total 60%), the balance remaining in entry fees for each class should be divided as follows: 15% of entry fees of the class for First Place; 12% of entry fees of the class for Second Place; 8% of entry fees of the class for Third Place; and 5% of entry fees of the class for Fourth Place. History: (11/27/90) PWDCA shall support no more than six shows per year. Supported entry policy approved. (3/16/91) 1/2-page ad before, and one page of text and one page of photos afterward, available in The Courier. (4/27/93) Rewritten supported entry guidelines in agenda--nothing in minutes. (5/12/93) Increase to 15 supported entries by PWDCA per year. Monies to be used, in part, for purchasing BOB and HIT trophies. Finalization of show coverage in The Courier determined. (7/31/96) No Awards of Merit may be given at supported entries. (6/6/03) Boat Insurance added. (3/31/2007) National Specialty Sweepstakes class of “15 months and older” noted. (04/13/10) Updated Supported Entry application approved. (3/11&12/11) application to host a supported entry was revised.

XII. NATIONAL SPECIALTY

A. Specialty Event Advisory Team (SEAT)

This standing committee was formed with the purpose of providing guidance to host clubs through the procedures and issues of organizing and conducting a National Specialty. All National Specialty events must include an AKC National Owner-Handled Series event. A copy of the National Specialty Manual and other information about the SEAT Committee can be found at http://www.pwdca.org/specialty-event-advisory-team-seat. History: (2/28/92) Preliminary bid policy approved. (4/23/94) Handbook approved as a working draft. (11/16/94) No regional specialties may be held 60 days before or after a National Specialty. (3/7/98) Regional specialties may be held at any time as long as not in conflict with national specialties. (9/26/98) National show should not interfere with Jewish holidays. (9/26/98) Committee established. (11/10/98) PRA status of dogs must be listed in specialty show catalog. (12/15/98) Motion passed that any non-regular classes other than those listed in the manual must be approved by the Specialty Advisory Committee. Motion passed that all veteran obedience participants receive a veteran’s memento; team obedience class is not a required class, spayed/neutered dogs are allowed to show in veteran sweepstakes and veteran dog and bitch classes. (12/15/98) Motion passed that any non-regular classes other than those listed in the manual must be approved by the Specialty Advisory Committee. Veteran obedience participants to receive veteran’s memento. Team obedience class not required. Spayed/neutered dogs allowed to show in veteran sweeps and dog/bitch classes. (4/27/99) All regular/non-regular conformation class judges for Nat’l Specialty come from judges voted on by membership. Judges selected shall be the top one or two vote getters. (11/16/99) A list of vendors/boutiques at specialty to be published in Nat’l Specialty catalog. (2/22/00) Specialty Manual revisions approved. (4/11/00) National Specialty chairs that require Board approval shall be considered as committee members regarding Health Registry requirements. (5/23/00) $4000 profit from 1999 specialty approved for start-up funds for future specialties. (7/11/00) Two years of financial statements must be provided at time a Club files application to host Nat’l. (8/22/00) Manual revisions approved.(4/1/01) Ad hoc committee approve for purpose of determining legal liability of Club and other issues of hosting specialty. (8/5/01) Effective in 2002, specialty auction committee to limit number of designated lots in live auction. (4/22/02) Formal Specialty update required by the Board. Specialty Host Committee and/or Specialty Advisory Committee will keep Board advised regarding the scheduling of events. (1/10/03) Water Dog class to be offer at nat’l specialties. (10/26/03) National Specialty Advisory Committee and Specialty Advisory Committee combined as one. (10/06/03) Historical Financial Report added to the manual. (11/17/03) Memorial Book and Plaques to be on display at all nat’ls. (12/29/03) Committee description amended to include volunteer option for 2-3 add’l members. (1/26/04) Committee mission and outline update approved. (6/7/04) Board approved sharing Specialty Manual with Canada. (1/31/05) Board approves restructuring of Specialty Advisory Committee essentially reducing membership of past Specialty chairs from three to two. (7/8/05) Manual changes approved. (8/29/05) DNA testing approved for >05 Nat’l. Club will pay 50% of test/dog ($15). (10/2/05)

Board approves change for all seminar and educational events at National Specialty from Presidential approval to Board approval. (10/14/05) Effective 12/31/04

PWD Health and Litter Registry changed to PWD Health and Litter Database; pre-2005 references to “Registry” in History footnotes have remained unchanged. (10/20/05) Efforts to improve timeliness of Specialty printed material announced by National Specialty Advisory Committee Chair at the 9/20/05 Annual Meeting. (11/06/05) Specialty Event Advisory Team approved as a new committee to replace the National Specialty Advisory Committee by Board. (1/9/06) For >06 Specialty,

tracking test opened to non-PWDs with entry priority to PWDs. (4/11/06) Changed title of SEAT Committee Treasurer to PWDCA LLC Treasurer. LLC wording and SEAT Treasurer job title clarifications approved. (6/18/06) Approved to provide permanent record in Courier of Specialty schedule and other details. PWDCA will provide full-page ad in Courier each specialty year. (7/10/06) Single fee structure (first and additional entries) approved across all AKC venues (except tracking) at


national specialties. (9/6/06) SEAT committee to provide annual report explaining purpose and detailing tools available to host committees. (11/21/06) Requirement of LLC to bond LLC Treasurer and host Club to bond Specialty Treasurer annually. (3/31/2007) Educational event policy adopted. (4/01/07) Authorization to deduct LLC administrative expense estimate from Specialty profit disbursement. Added duty to forecast potential Specialty dates with consideration of religions and national holidays and established regional specialties. Sweeps class ages to mirror Futurity. See monies increased to $5000. Required to host a Breeder Development event at Nat’l. (10/4/07) Hotel contract negotiations and reservations changes approved for Manual. (10/20/07) Board approved conducting online survey for $200 for one year. (2/16/08) PWDs who win BOS at Nat’l to be tracked/acknowledged at Awards Banquet. Coordinate with specialty committee to esure that BOB/BBE/BOS/AOMs receive invitations. (2/27/08) PWDCA to pay for Breeder Development Seminar at >08 Nat’l. (6/11/08) PWDCA to absorb losses without sharing with host Club for

Nat’l Specialties, effective in 2007. (7/8/08) Approved to purchase logo for Health Tent with Club logo for use at >08 and future specialties. Approved to allow

additional funds for specialty on as-needed basis with documentation. (7/22/08) PWDCA Treasurer to be signer on Specialty bank account and shall receive monthly bank statements. (4/15/08) The top-10 BOS winner will be acknowledged in the Courier and not at the National Specialty awards banquet. (07/14/09) SEAT changes to prevent future specialty losses approved. (05/25/10) States split into new 3-region area for hosting specialties. No designated item may be listed in silent/live auctions for specific causes, and all proceeds to support national specialty. If basket raffle held at a national, net proceeds may be designated by host club to benefit PWDCA health fund or rescue. (02/21/11) Language update approved. (12/19/11) Eliminated the AKC Liaison and Communications positions. Added Site Layout/Logistics position.(7-16-12) Open position for SEAT Advisor remains therefore duties reallocated until position is filled. (8-27-12) Base template for the Specialty schedule will be created for use by all National Specialties. The host committee may then ask the board for a variance, if needed. (2/18/14) A Best Owner Handler competition shall be held after BOB at the national specialty. (7/13/15 Added requirement to hold NOHS at the National Specialty.

B. Limited Liability Company (LLC) and Internet Storefront LLC: In 2004, the PWDCA formed the “PWDCA National Specialty Company, Limited Liability Company” (NSLLC) under which all National Specialty committees will conduct the financial framework of each year's Specialty. The NSLLC will have and maintain a permanent bank account and credit cards and may carry insurance policies separate from the main PWDCA accounts to be used solely for the National Specialty. The PWDCA officers for the current year will also stand as the officers of the NSLLC, except the Treasurer, which will be the SEAT Treasurer acting as the NSLLC Treasurer. The NSLLC Treasurer will have and maintain books from year to year. The NSLLC Treasurer must be listed on the Specialty bank account to enable online access to said account but will not have signatory authority. The PWDCA Treasurer shall be a co-signer on the NSLLC’s account, and copies of any bank statements shall be provided monthly to the PWDCA Treasurer by the NSLLC Treasurer. Internet Storefront: The NSLLC Internet storefront provides improved planning and production of National Specialty events and programs through online access to all feasible commerce related to the National Specialty experience. The storefront design provides end-users easy access to the National Specialty catalog of merchandise, events, and programs and provides secure credit card purchases of any products represented on the storefront, thereby enhancing individual planning for the National Specialty experience. The Internet storefront allows committee chairs easy access to information/reports for all feasible aspects of the National Specialty commerce, resulting in enhanced planning, production, and financial reporting of events and programs for the host club. The merchant account aspect of the storefront provides prompt and accurate financial transactions to the NSLLC account, thereby enhancing Specialty cash flow. The Internet storefront content and technology will remain the property of the NSLLC and will transfer to specialty committees in future years. History: (6/3/02) Guidelines for LLC approved. (1/27/03) Articles of Organization for the LLC finalized. (3/10/03) Officers determined and National Specialty Committee roles. To set up as a separate section. (6/2/03) 2004 PWDCA LLC approved to take preliminary steps in this project, with a budget of $2400 to develop the website. (12/28/04) Specialty Store Catalog Manager: new permanent position for the PWDCA LLC. (10/3/05) The National Specialty Finance and Operations Committee (Ad Hoc) dissolved by Board 8/29/05 as LLC assumed its role. (4/11/06) Treasurer title approved. (6/20/06) Clarification of company name and PWDCA LLC. (7/8/08) Board approved that LLC Treasurer must be listed on Specialty Bank Account to enable online access to said account but will not have signatory authority.

C. National Specialty Judge Selection Committee and Process NOTE: The below procedure was voted in by the membership with mailing processing adjusted by the Board. However, the National Specialty Manual should also be consulted for additional details pertaining to the judge(s) and contracting with same. Refer to the Futurity/Maturity program for information pertaining to the selection of the Futurity judge. The National Specialty Manual is available on the PWDCA’s website or a copy of it may be requested from the SEAT committee chair. All National Specialty AKC regular conformation judges shall be approved by vote of the Voting Membership. The breed judge(s) for each PWDCA National Specialty shall be selected by vote of PWDCA Voting Members.


A National Specialty Judges Selection Committee shall be formed. This Committee shall keep current records of eligible judges, using information published in the AKC Gazette. This Committee shall also prepare all necessary mailings in accordance with these rules. The Committee Chair shall submit the list of eligible names to the Recording Secretary on or before January 15 of each year and preliminary ballots out to the membership by February 10 by mail. The Voting Members will be mailed a list of eligible judges to select from, as described below. Each Voting Member will have one vote for his/her preferred judge. Ballots will be mailed to and counted by an independent counting firm. The list of eligible judges will be defined as follows: The judge’s ballot voted on each year will include judges approved by the AKC three years prior to the December preceding the vote as published in the Gazette. (To be specific and as an example for future votes, the ballot mailed or to be mailed in early 2002 for the Specialty to be held in 2004 shall include judges approved by the AKC and published in the Gazette on or prior to December 31, 1998.) Foreign Judges: Foreign judges, not AKC licensed but recognized by the FCI, may be added to the list by request of any member. This request must be made by November 15 of the year prior to the voting. A foreign judge must also meet the 3-year experience requirement. Nominations shall be mailed to an independent, third-party contractor for verification and counting, which nominations must be postmarked no later than March 15. Candidate judges will be ranked according to the number of votes received, and the top five candidates (actual number will depend upon ties) will be placed on a list mailed to the Voting Membership for final voting. The list will include a brief biography of each judge including, but not limited to, how long the judge has judged PWDs, whether she/he has judged at regional specialties or supported entries and whether such judge has given PWDs group placements. The President shall review these biographies prior to publication. The combined list of candidate judges and their biographies will be submitted to the Voting Membership for final vote by a mailing not later than April 15 of each year. The candidate judge names will be listed in alphabetical order and foreign judges (not AKC licensed) will be indicated with an asterisk. Ballots shall be returned to an independent, third-party contractor for verification and counting, postmarked no later than May 31 of each year. Voting will be on a “non-weighted” basis with each Voting Member casting one vote for her/his preferred judge. Judges will be offered assignments by the National Specialty Committee in order of final voting. If the nominated judge with the highest number of votes should decline, the National Specialty Committee will move down the list making offers to the other judges in successive order. All declinations must be confirmed in writing. If the National Specialty Committee deems it necessary to designate more than one judge, these designations shall be also made in successive order, after the primary judge has been selected. In the event a selected judge declines the offer of judging a PWDCA National Specialty as a personal preference, that judge shall not be included in the preliminary election ballot until such time as that judge indicates in writing to the Chair of the Judge Selection Committee that he/she is available for a future assignment, if elected by the PWDCA Voting membership. A judge, having judged a PWDCA National Specialty, shall not be eligible to judge another PWDCA National Specialty for five consecutive years following such judging assignment. A judge shall not judge PWDs at any AKC show held in the United States for at least six months prior to that year’s National Specialty. The judge selection process shall be done for each individual National Specialty. Names shall not be automatically carried over to future years.


The National Specialty Host Committee will choose obedience, water trial, agility, and tracking judges, consistent with the competition classes offered. For non-regular classes (Sweepstakes, Futurity, Stud Dog/Brood Bitch and Junior Handling), judges shall be selected by the Host Committee. The Host Committee shall select a minimum of three judges for the four “divisions” aforementioned; one judge may be selected to judge Junior Handling and either Sweepstakes, Futurity, or Stud Dog/Brood Bitch. Each judge selected for a non-regular class must have five years’ experience with PWDs as a breeder, exhibitor, handler, or judge. AKC’s rules and restrictions pertaining to judges and exhibitors are to be followed. A copy of AKC’s current policy can be reviewed at www.akc.org. All National Specialty judges will be sent a letter explaining the PWDCA judging guidelines as follows: (1) the proposed judge will not discriminate against a dog correctly presented in either coat type, clip or color; is acknowledged to both know and like our breed; will make awards to owner-handlers; is good with puppies; has judged the breed a minimum of three years; and (2) if a group judge, has a record of giving group placements to deserving representatives of the breed. All Voting Members at the time that a judging vote proposal comes before the Voting Membership shall be allowed to vote even if they were ineligible to vote during part of the voting process. AKC National Championship Judge’s Selection Ballot: The following language shall be used in connection with the Judge’s Selection Ballot for the annual AKC National Championship show in Orlando, FL: “When you vote this year, the names of the five highest scoring judges approved to judge at least half a group will be sent to the AKC for future AKC National Championships shows.” History: (8/25/94) National specialty judge selection process approved by membership. (11/16/94) Motion passed that entire membership vote on revising procedure for selection of conformation judge. Revision would state that only PWDCA members which had an entry in sweepstakes or breed at any of the preceding three specialties be polled for their selection of conformation judge. (9/19/95) Ad hoc National Specialty Refinement Committee for Selection of PWDCA Judges developed to refine the >94 selection process motion. (11/16/96) Approval of committee selection process. (7/31/96) Membership voted in Proposal 1 for selection of judges (listed above). (3/15/97) Any member who has been a Club member for at least one year at the time that a judging vote proposal comes before the membership shall be allowed to vote even if they were ineligible to vote during part of the voting process. (10/23/97) Alternate judge selection process approved. (3/7/98) National Specialty Manual approved with clause that judges shall not judge PWD’s at any AKC show held in the U.S. for at least six months prior to judging at a National Specialty. (9/26/98) Verification of original intent to have PWDCA Board and Host Committee select up to five judges to be included as nominees to be submitted to the membership for consideration. (11/10/98) Futurity Stake program approved with requirements for futurity judge. 3-year judge licensing requirement waived for >99

specialty judge. (4/27/99) Motion passed that all regular and non-regular conformation class judges at the PWDCA National Specialty come from the judges voted on by the PWDCA's membership. The judges selected shall be the top one or two available (in order of most votes received). (6/25/99) Membership requirement for voting changed to two years per revised Bylaws. (10/6/99) PWDCA membership voted at the Annual Meeting that no further exceptions re judges be made. (4/1/01) Two changes approved for ballot postmarks, then ballots sent to membership. (10/3/01) Revisions approved. (2/21/02) Revision approved. (11/4/02) Letter to Specialty judges explaining the PWDCA judging guidelines. Water trial summary approved for inclusion in judge’s education packet. (6/2/03) Ballots to use “postmark by” instead of “receive by” date in hopes of encouraging more voter participation. (12/29/03) Board suggested ad hoc committee be formed with goal for finding better way to select specialty judges. (8/15/04) Policy changes approved. (11/15/04) Policy changes of 8/15/04 withdrawn. (5/4/05) AKC/Eukanuba language approved. (11/21/05) Approved revisions to National Specialty Judges Selection Process. (11/21/06) Ballots to go to tabulating firm for counting. (7/17/08) Parent Club medallions for >08

AKC/Eukanuba Invitational for conformation/obedience/agility approved. (07/30/09) Three Voting Members not actively involved in conformation showing may count ballots. (12/27/09) List of eligible judges to be given to Rec. Sec. by 1/15 of each year. (01/26/10) JSC shall select Tally Committee members and provide names to Board for approval. .(12/10/12) Ballots to go to an independent tabulating firm in order to maintain consistency in procedure and remove any potential question of impropriety. Ad Hoc Tally Committee no longer needed. (2/18/14) JSC give info to Rec Sec by 1/21 and out to members by 1/30. (3/8-9/14) Deadlines modified and approved. Ad hoc committee approved to investigate judge selection ballot process. (5/14/17) Eliminate reference to Judges Tally Committee. Add clause to remover declining judge candidate from eligibility for five years. (5.29/18) Removed special restrictions on host committee showing to known judges to align with SEAT Manual change. (7/17/18) Removed mention of Ad Hoc Committee to investigate the judges selection process.

D. National Specialty Catalog It is mandatory for the breed standard to be published in the catalog of every independent National Specialty show. This is only applicable for National Specialties, not Regional Specialties. History: (7/15/02) Per AKC, breed standard to be published in every national specialty show catalog.

E. National Specialty Courier Ad Policy

http://www.akc.org/


The PWDCA will provide a full-page National Specialty advertisement in The Courier in the January/February OR March/April issue each year, and a half-page advertisement in the November/December issue each year. The advertisement will permanently record the details (location, dates, schedule, etc., known at time of publication) of the National Specialty. History: (9/9/06) Notice of National Specialty to be promoted in The Courier unanimously approved.

F. National Specialty Seed Money The PWDCA will make up to $10,000 of seed monies available to a national specialty host club not more than two years before it hosts a national specialty. The purpose of this seed money is to cover expenses incurred before monies from trophy donations, advertising, etc. are received. Additional funds may be requested of the Board on an 'as needed' basis with the host club providing justification and documentation of purpose of additional loans. The Board reserves the right to require that the PWDCA be paid back, by the host club, any additional funds granted beyond the initial $10,000 prior to the final distribution of that year’s specialty accounts. History: (10/6/03) “Seed money” versus >gift” described. (3/31/07) Seed monies increased to $5,000. (4/14/09) Seed monies increased to $10,000. (04/05/10) New

seed money policy adopted.

G. National Specialty Futurity/Maturity Program The current Futurity Program details are available on the PWDCA website at http://www.pwdca.org/futurity-stakes-program. This program will be in effect at the 2016 National Specialty. History: (11/10/98) Futurity Stake proposal approved by Board. (11/18/98) Program approved by Board. (8/3/99) Refund allowed to breeders who have nominated litters/puppies but cannot show because of any AKC/PWDCA rules restricting who may show to a particular judge. (1/26/99) Total futurity expenses responsibility of PWDCA membership. (1/11/00) Approved that beginning in the year 2002 a futurity be held in the spring immediately following the National Specialty, in another region of the country; and that there be a Futurity Committee to work with the Host Club as approved by the PWDCA Board. (5/23/00) Futurity will be required to be held at each National Specialty. (4/1/01) Original Futurity Committee reformed as an ad hoc committee to research the selection process for Futurity judges, as well as reviewing the Futurity process for possible adjustments. (11/13/01) This committee approved as a regular committee, with the assignment of keeping all Futurity records and overseeing the running of the Futurity at the PWDCA National Specialties. (12/27/01) Host Club responsibilities stated and Futurity judge selection assigned to Host Committee. (1/10/03) Grammar changes due to review. (1/16/03) Corrections and rewording for clarity by Chairman Janis Watts. (5/9/05) Treasurer’s role and Exhibits added. (10/14/05) Editorial corrections (e.g., Futurity held during National Specialty, awarding of ribbons, etc.); effective 12/31/04 PWD

Health and Litter Registry changed to PWD Health and Litter Database; pre-2005 references to “Registry” in History footnotes have remained unchanged. (1/19/06) Due to previous inconsistency between this Manual and the PWDCA website, litter nominations for 2006 Futurity will be accepted until April 17, 2006. For 2007 forward, all litter nominations must be made after the breeding but before puppies are whelped. Both sets of rules will apply for 2006 Specialty per Board e-vote 11/11/05. Further clarifications made regarding the no refund policy, database reporting, frozen semen from deceased male, dispute procedure, reporting to the President, and need for CERF of sire/dam to be current at time of nomination. (6/6/05) Wooden plaque perpetual trophies for Best in Futurity (breeder) Junior and Senior puppy and Best Puppy/Best Veteran in Sweeps only approved. (1/9/06) No refund policy stands. (2/25/06) Futurity revisions approved. (7/7/08) Futurity litter nomination form updated sire info area to indicate if frozen semen/sire deceased/date of death. (04/13/10) Effective date of program changes moved from 1/31 to 1/1 of each calendar year. (03/10/12) Futurity program discontinued with the last competition to be held at the 2012 National Specialty.(8-27-12) Futurity Ad Hoc Committee created to revisit the program and determine its viability in its current form or as another form as an event at the PWDCA National Specialty. (7/14/14) Futurity-Maturity program approved. (5/11/15) New program to go into effect at 2016 national. Old program to be used for 2015. Cash for awards, instead of checks. (10/12/15) Updated Futurity-Maturity program approved.

H. National Specialty Superdog Guidelines The current Superdog rules are available on the PWDCA website at http://www.pwdca.org/assets/docs/programs/pwdca%20superdog%20award%20rules%20-%202013.pdf, or just go the website at http://www.pwdca.org and search on the word “Superdog.” History: (4/11/00) Super Dog Guidelines approved. (5/04/07) Permanent Super Dog Regulations approved. (08/24/10) Most points any dog can earn in one event is six. (2/25/11) Clarifications approved. (04/23/12) Modifications and clarification approved.(06/18/12) Modifications and clarifications approved. (4/22/13) Minor modification approved. (3/14-15/15) Only events with unlimited entries shall count towards Superdog points. (5/11/15) Following normal entry procedures, if all Superdog entrants cannot be accommodated for a venue, then the venue cannot be counted toward Superdog points.

http://www.pwdca.org/futurity-stakes-program

http://www.pwdca.org/futurity-stakes-program

http://www.pwdca.org/assets/docs/programs/pwdca%20superdog%20award%20rules%20-%202013.pdf

http://www.pwdca.org/


I. National Specialty Agility HIT The current rules on Agility High in Trial are available on the PWDCA website by going to the Agility page (http://www.pwdca.org/agility) and clicking on the “High in Trial” link on the right of the page. History: (3/5/01) Agility HIT scoring system and form for use at specialties where AHIT award offered approved. (2/20/07) Agility HIT rules and formula adopted.

J. National Specialty Reserve Winners The National Specialty show will offer a 3-point major to the Reserve Winners Dog/Bitch, per AKC Rules. History: (3/18/13) Option to award 3-point major to Reserve Winners Dog/Bitch at PWDCA National Specialty implemented.

K. National Specialty Perpetual Trophy Coordinator The Coordinator, who is a member of the Awards Committee, maintains the perpetual trophies that are awarded at the National Specialty. Funding needs are limited to engraving costs and shipping the trophies to and from national specialties, as well as purchasing additional bowls and plaques when currently used perpetual trophies have no additional engraving space. (Purchasing in bulk may be more cost effective than purchasing one bowl or plaque at a time.) The perpetual trophies include:

1. Wood plaque for Best of Winners 2. Wood plaque for Best of Opposite Sex to Best of Breed 3. Wood plaque with Portuguese writing for Best of Breed 4. Large silver bowl with ladle for Best of Breed 5. Wood plaque for Agility High in Trial 6. Wood plaque for Obedience High in Trial 7. Wood plaque for Futurity Best Junior Puppy Breeder 8. Wood plaque for Futurity Best Senior Puppy Breeder 9. Wood plaque for Sweepstakes Best Puppy 10. Wood plaque for Sweepstakes Best Veteran 11. Wood plaque for Best in Junior Showmanship 12. Wood plaque for Best Puppy 13. Wood plaque for Best Veteran 14. Wood plaque for Best Bred-By-Exhibitor 15. Sculpture for Superdog 16. Wood plaque listing past Versatility/Superdog Winners

The Coordinator is responsible for arranging the shipment of the trophies to and from the National Specialty each year. The Coordinator will make contact with a member of the National Specialty committee to be the person who will take responsibility for receiving shipment and making arrangements for their display. The Coordinator will also be responsible for making contact with a National Specialty committee member from the proceeding year who will arrange for the trophies’ pick up, safekeeping, and transporting to the following year’s National Specialty. Between National Specialties, the Coordinator shall be responsible for ordering plates for the new winners and coordinating with the keeper of the trophies to have the plates added before the proceeding Specialty. The Coordinator shall also make sure that the safekeeper takes the trophies to the following year’s National Specialty and ultimately displaying them.

http://www.pwdca.org/agility


The Coordinator is also responsible for taking photographs of the trophies and having them added, when updated, to the Club’s website so that members/visitors who do not attend the national specialty may see what the trophies look like. Note: Some plaques are larger inasmuch as the original plaque was filled up, so the engraved plates were transferred to larger plaques. All plaques should have a medallion affixed to its top. Foam padded boxes are available for shipping the trophies, except for the Deyanne Miller bowl, which has a special wooden crate for shipping. History: (3/15/97) The PWDCA shall purchase and maintain a perpetual High in Agility trophy plaque and affix the names of the National Specialty High in Agility winners beginning with the first PWDCA National Specialty to host an agility trial, and continuing the practice after every National Specialty thereafter hosting an agility trial. (8/23/04) Identification of the six perpetual trophies to be included in Policy and Procedures Manual. (2/2/05) Best Jr. Showmanship Trophy added. (5/9/05) Futurity and Sweepstakes perpetual trophies approved. (10/14/05) Wood plaque listing past Versatility/Superdog added. (11/21/06) Five policy changes

approved. (4/15/08) Budget for shipping crates approved. (12/27/09) Approve purchase of Jr. Show. Plaque and add names of BIJS winners back to first national specialty. (01/26/10) Chair to photograph and add pictures of trophies to website. (02/02/10) Approved purchase of Best in Jr. Showmanship name plate plaque, with plates 1-18 to be engraved of past specialty winners’ names. (08/09/10) Position dissolved and added to Awards Committee duties. (3/14-15/15) Trophies and plaques shall be picked up by the person responsible for them at the proceeding National Specialty, hold them in safekeeping, and deliver them to the next Specialty for display.

L. National Specialty Top-20 Committee The Committee’s responsibilities are to coordinate and oversee a Top-20 conformation event to be held in conjunction with the National Specialty, beginning in 2011. Beginning in 2015, the Top-20 shall include both the Top-20 AKC PWD breed-ranked dogs and all-breed-ranked dogs. More information on the Top-20 program is available on the PWDCA website at http://www.pwdca.org/top-20-event. History: (12/28/10) Program outline and score sheet approved. (02/19/11) Clarification of procedures approved. (05/30/12) Clarification of procedures approved.(10/21/13) Motion to conduct membership discussion for feedback regarding future of this event beyond the three year trial period ending 2013. (11/11/13) Motion to allow the Specialty Host Club for 2014 to decide whether they would include the Top Twenty event as a part of the National and to look to the Top Twenty Committee to assess options based on feedback from the membership. (4/21/14) Fees approved. (10/20/14) Top-20 to remain as currently structured financially for 2015. (12/15/14) Include all-breed top-20 dogs starting in 2015.

M. AKC DNA National Specialty Clinic Program The PWDCA will support the AKC DNA National Specialty Clinic reduced cost program by covering 50% of each individual dog tested at the specialty health clinic any year the National Specialty host club chooses to offer the AKC DNA Specialty Clinic. History: (7/11/11) Yearly support approved.

N. Crufts Qualifying Show The PWDCA National Specialty shall be the qualifying show for Crufts. The qualifiers will be notified after the AKC has confirmed the specialty winners. History: (2/9/15) National Specialty approved to be qualifying show for Crufts.

XIII. AMERICAN KENNEL CLUB


A. AKC Delegate

The PWDCA shall have a Delegate to the AKC (see Exhibit K for a job description). Such Delegate shall be elected by majority vote of the full Board of Directors at its first meeting following the second AKC Delegates’ Meeting of the calendar year after the Delegate’s term has expired or at the first meeting after receipt of the Delegate tendering his/her letter of intent to resign from the position. The Delegate need not be a PWDCA Director but must be a PWDCA Voting member in good standing. If the Delegate is not a Board Member, the Delegate shall be furnished a copy of the approved Board meeting minutes in a timely manner. The Delegate shall hold office for a term of three years and until Delegate's successor shall have been duly elected and qualified. The Delegate may serve an unrestricted number of three-year terms. The Delegate shall be expected to attend the AKC Delegate meetings and, for each PWDCA Board meeting, provide a written report to the Board of AKC proceedings and all AKC business relevant to the PWDCA. The Delegate shall submit all written material to the Board for approval prior to releasing such to the PWDCA membership via The Courier, the PWDCA website, or the PWDCA and PWD internet lists. The Board-approved Delegate’s report will be added to the website on the AKC Delegate’s Report page in the Members Only area. An e-mail link will be added at the end of the Delegate’s report for member correspondence with the Delegate, which will also be copied to the Recording Secretary. The AKC Delegate shall be entitled to a cost reimbursable daily meal allowance of up to $100 for each meeting day and for each of two travel days for each meeting. Other travel expenses shall be as indicated in the Travel Expense Policy section of this manual. History: (6/25/99) AKC Delegate definition per revised Bylaws. (4/11/00) Approved $1000 stipend for 6/13/00 meeting in CA, towards expenses. (5/23/00) PWDCA

flyer approved for inclusion in AKC registration packet. (4/22/02) AKC Delegates report added to PWDCA website with email link. (7/19/04) Itemized receipts in lieu of stipend unanimously approved by Board. (2/18/14) AKC Delegate information to be posted on both the Website Forum and PWDCA List. (3/8-9/14) Use Blast and PWDCA-L to expedite info to members when necessary. (10/12/15) Delegate must be a PWDCA “Voting” Member. Up to $100 for each meeting day and for each of the two travel days approved for meals. Receipts must be provided to Treasurer. (1/18/16) Clarify where the AKC Delegate Report will be published on the website.

B. AKC Outstanding Sportsmanship Award This annual award honors those individuals who deserve special recognition who have made a difference in the sport of purebred dogs, embodied the AKC Code of Sportsmanship and is an active and valued member of the PWDCA. The American Kennel Club provides one medallion per year to each AKC member club to be awarded solely at the club’s discretion. More information on the program, as well as forms for nominating candidates is available on the website at http://www.pwdca.org/akc-outstanding-sportsmanship-award. In 2016 Bev Rafferty donated to the PWDCA the trophy that she won for Best of Breed at the first PWDCA National Specialty in 1992 with "Dillon" (MBISS CH Pinehaven On The Town). The “Dillon Bowl” will be placed on a stand. and The names of all AKC Outstanding Sportsmanship winners will be engraved on the stand. The “Dillon Bowl” will travel to the PWDCA National Specialties and be displayed with the PWDCA perpetual trophies. A 6” engraved bowl will be given to the recipient representing the “Dillon Bowl”. The 6” bowl will have the recipient’s name, year of award and the wording “AKC Outstanding Sportsmanship Award, PWDCA – (year)” AWARD CRITERIA: Individuals nominated for this award must meet the following criteria:

• PWDCA and AKC member in good standing for the recognition year, as well as the year in which the individual is being nominated.

• Have exemplified the virtues of the AKC Code of Sportsmanship.

• Active and valued member of the PWDCA who has made an outstanding contribution.

• Must be involved in and a made a difference in the sport of purebred dogs in the areas such as Conformation, Obedience, Agility, Water or other working dog sports.

http://www.pwdca.org/akc-outstanding-sportsmanship-award


PROCEDURES: The AKC Outstanding Sportsmanship Award Committee will consist of a committee chair and two (2) to three (3) additional members selected by the Chair, of which one will be a current board member. The responsibility of this committee will be to receive and review nominations of individuals for this award. Those nominations determined to clearly demonstrate outstanding examples of Good Sportsmanship and meet the Award Criteria will be recommended to the PWDCA Board of Directors for final selection.

• Only one (1) person a year shall be eligible to receive this award.

• There is no requirement that this award be given every year. The selection decision (if any) is at the sole discretion of the PWDCA Board of Directors.

• A nomination form and instructions will be made available on the PWDCA website under General Programs.

• Nominations must be made by a PWDCA member in good standing. Members may submit one nomination annually, with each nomination being held for a three-year period. The nominee will be considered each year in the three-year period unless the nominee becomes a recipient of the AKC Outstanding Sportsmanship Award during this period or the nominee is withdrawn. The submitting member can withdraw their nomination during the three-year period with a written request to the committee.

• Nominations will include the name of the nominee, a description of how this individual exemplifies outstanding sportsmanship and the name of the individual endorsing the nomination. Submissions must be written solely by the submitting member and be original in content (Approximately 500 words)

• Nominations can be made year-round to the committee. Nominations will close on April 15th (for the prior year).

• Recipient will receive the “AKC Outstanding Sportsmanship Award Medallion”.

• Announcement of the individual will be at the PWDCA Annual Awards Banquet at the National Specialty.

The Committee Chair or designated member will prepare an announcement for an inclusion in the Courier magazine (which shall be the first edition following the announcement at the banquet).

SELECTION: The following selection process will be followed:

• The Committee must determine their recommendations by June 1st. The Committee Chair will present a report to the board. The report will include names of all nominees, a brief summary and the recommendations of the committee.

• Between June 1st and July 1st, the PWDCA Board of Directors will review and vote on the nominees, taking as many votes as necessary to come to a majority decision or to conclude that the award will be withheld. The decision of the PWDCA Board of Directors is final.

• The name of the award recipient shall be kept in confidence until the PWDCA Annual Awards Banquet at the PWDCA National Specialty. The President will, however, send an invitation to the recipient to attend the Awards Banquet.

• PWDCA President or the PWDCA AKC Delegate (or designee) will award the medallion and 6” bowl representing the “Dillon Bowl” at the PWDCA Annual Awards Banquet at the PWDCA National Specialty.

• The Committee Chair will provide the name of the recipient to the AKC for recording and appropriate acknowledgment.

History: (03/14-15/15) Program development approved. (5-11-15) Final program approved. (10-5-15) Special steps for 2015 removed. (3-7-16) Minor date adjustments for when nominations are due, when the Committee must make it recommendations to the Board and when the Board must decide. (3/18/18) Nominations good for three years. Dillon Bowl replica to be presented to winner. Clarification that period under consideration I over time.


C. AKC Flyer A flyer about the breed shall be available for inclusion in AKC registration envelopes, which shall be reviewed periodically by the Board and updated when necessary. History: (06/23/10) Updated AKC flyer approved. (8/4/15) Updated AKC flyer approved.

D. AKC Canine Health Foundation (CHF)

The PWDCA is a club member of the AKC Canine Health Foundation (CHF) with a liaison who is a PWDCA member appointed by the Board. The liaison is responsible for communication between the Club and the CHF in matters pertaining to canine health. This person receives privileged information about proposed research grants and ongoing progress reports with current investigations. The Program, as described by the CHF, is designed to provide assistance to clubs attempting to resolve serious health problems in their purebred dogs. The program is composed of three separate types of assistance: assistance with the identification and review of proposed research, establishment of donor-advised funds, and the matching fund program. The liaison will receive the scientific and lay summaries of research projects and will be responsible for distributing information to the Board, The Courier editor, and relevant committee chairs. The liaison will also be available to field questions from the Board, et.al., for the Foundation and/or scientists. Due to the confidential and privileged nature of this information, a confidentiality statement is signed to protect the privacy and integrity of the scientists and their research. The Club understands that full details of any study can only be made available to the public at the conclusion of the study. The liaison will also be instrumental in presenting health concerns and research proposals from the Club. The CHF is intensely interested in hearing about particular health problems with PWDs and addressing those with the purpose of investigating them and pursuing research if the Club so desires. The performance of the liaison will be evaluated by the Board at least every two years. The Board may elect to replace the liaison at any time it deems necessary to do so. However, the liaison position will automatically renew unless the liaison and/or the Board deem it necessary to terminate the relationship. Additionally, the liaison must be in good standing with the PWDCA and AKC. This person will adhere to the PWDCA committee policy, including submitting an annual report, meeting medical reference requirements in reporting any health information, and maintenance of accurate and updated health information on all PWDs owned by the liaison to the HLL. The AKC has stated that donations by the Club’s membership to the CHF can be earmarked by the donor(s) that their charitable donations to canine research are for PWD projects. This is done by donating funds to the PWDCA Donor Advised Fund. The CHF matches these funds when they are used for a research study. Starting in 2007, the CHF Liaison is also the PWDCA contact for the Nestle Purina Partnership Program. History: (2/20/01) Club provided rep for >01 CHF conference. Rep pays expenses. (7/14/03) AKC requested Club inform membership that contributions can be

earmarked for PWD projects. (1/31/05) Board approves PWDCA Liaison to the AKC Canine Health Foundation. (8/29/05) AKC-CHF Liaison position description approved. (03/09/10) PWDCA became a paying member of CHF. Approved by Board to continue participation in CHF/DAF.

E. AKC Club Management Tool

http://et.al/


The AKC Club Management Tool is available free of charge to all AKC Clubs and includes the ability to easily and quickly access information online, and the PWDCA is authorized to manage AKC events online. Access information to the tool is available from the SEAT committee. History: (10/28/08) AKC informed Club of tool. (1/20/09) PWDCA now authorized to manage AKC events online SEAT has access info.

F. AKC Gazette Breed Column Committee The AKC Gazette breed columnist’s mission is to submit articles for publication that will help educate the public about PWDs. Approximately four breed column submissions are required each year. One column per year should be a press release publicizing health issue activities. All articles are to be submitted to the Board President for approval before an article is submitted for printing in the Gazette. A one-year ad shall be placed in the Gazette listing the Breed Education Chair’s name and address, as well as the Club’s website address, for ease to the public to obtain breed information. The committee’s recommended size is one person, who may solicit assistance from others in gathering and producing material for publication. No special funding needs are required other than minimal printing and postage costs. History: (3/13/87) 2/87 article shall serve as the Club’s press release. (7/22/91) Yearly press release regarding health issues should be published. (11/4/92) Articles should be substantive. (9/21/97) Articles are to be reviewed by the Board before printing. (3/7/98) Discontinue using 2/87 article as Club’s press release. (11/10/98) A one-year ad shall be placed in Gazette listing breed education coordinator name and address as well as Club Website address.

G. AKC Public Relations PR assistance to Clubs: When public attention may be focused on a particular breed or Club by feature movies, television or other media, the AKC may provide public relations counsel to ensure and reinforce positive image. Club contact with the AKC Communications Department will follow these guidelines: The Club must authorize the request for support; the goal of the Club must be to publicize a message that is allied with AKC mission and message, and the Club must have a preliminary communications plan developed before AKC can provide PR counsel. For these purposes, the public relations contact to AKC will be the Club President. History: (8/22/00) Accepted. (9/23/02) PWDCA President will be contact person to AKC. (8/14/07) Approved to send letter to AKC opposing Conditional Registration Program. (10/17/07) PWDCA directive to apply for PWD to be included for participation in AKC’s drafting/carting program. 3/4/09) John Wilson DVD for PWDCNC approved for release to AKC for nat’l education initiative about breed once legal permission issues resolved.

H. AKC Electronic Stud Book The Corresponding Secretary will make the AKC Electronic Stud Book available to all Voting Members in good standing at their request. The AKC requires the Parent Club and Members to sign and return an agreement (AKC Stud Book Certification and Acknowledgment by Parent Club and Parent Club Member) in order to subscribe to the AKC Stud Book. The Agreement is attached to this Manual as Exhibit B. History: (7/19/04) Board approved to make available to Voting Members in good standing. (8/30/04) Required AKC signed agreement to subscribe to stud book. (12/16/13) Link removed from the website. Requests should go to the Corresponding Secretary.


I. AKC New Titles Reports The PWDCA will purchase AKC New Titles Reports on an annual basis. History: (2/25/06) PWDCA purchase of AKC Titles Report from inception to 2005 and annual purchase thereafter approved.

XIV. EXHIBITS

A Certificate of Incorporation and Bylaws B Stud Book Receipt Form C Confidentiality Form D Nomination Committee/Election Forms E Calendar of Board/Club Deadlines F Health/Research Donation History G Code of Ethics H AKC Breed Standard J Supported Entries K AKC Delegate Job Description L PWDCA Committee Evaluations Form