Standing Rules

This copy of our Standing Rules was last updated in 1993.  Various Board motions have amended some of these rules.  Please keep in mind you may need to search through earlier motions to understand the club’s current policy or rules.

Many of these Standing Rules are essentially club policies set by the Board, as authorized by the Constitution and Bylaws.  In particular, those which focus on internal procedures and don’t directly affect the membership are probably not the same as what AKC may refer to as “Standing Rules.”  AKC advises us that those rules which do affect the membership, for example rule # 39 (which was updated by the Board in 1999), should in the future be approved by the membership.

Note: The following copy was produced by scanning an older paper copy and using Optical Character Recognition to create an electronic document.  We are sorry for any typographical errors.

STANDING RULES (as of 1993)

General

1, Roberts Rules of Order is to be utilized using the most current edition.

2. Committee members may be approved by polling a quorum of the Board. Members of any committee may be chosen by the chairman and approved by the Board. Publication of committee vacancies are to be published in Pull News.

3. Procedure for motions and voting:

  • A motion is made in a board letter.
  • Discussion of the motion takes place in the next board letter.
  • The motion is (I) voted on in the following board letter or (2) the discussion continues.
  • If no board member explicitly indicates the need for further discussion after step B above, the Secretary counts the votes and reports the results in the succeeding board letter.
  • However, if a board member indicates the need for additional discussion after step B above, the Secretary will report the board members comments in the next letter and the discussion sill continue. The Secretary will not report any votes until all board members indicate that no further discussion is needed. At this time the votes will be counted and results indicated in the next board letter.

4. We shall use the points for Breed and Group/BIS that are published in the Canine Chronicle –  specifically the Canine Chronicle Group/BIS and Breed systems.

Specialty Applications, Judging, etc.

5. The counting of the ballots for the Specialty Judge will be done be the chairman of the Specialty two (2) years prior. The ballots will be made available at the Specialty for any member who would like to count them.

Membership

6. Any person accepted to membership on or after November 1st of the current year will have a paid membership for the following fiscal year.

7. All new members of the Puli Club of America will receive a welcoming letter from the Secretary.

8. The welcoming letter form the Secretary to new members must specify (a) the precise dues year to which the new member’s application funds apply and (b) the specific month and year their next dues will become payable.

Puli News

9. The Editor(s) of Puli News will be given final editorial authority over all copy included in the publication.

10. AKC recognized Puli clubs will be allowed a maximum of four (4) pages in Puli News on which to publish a written and pictorial description of their Specialty show and related events. A maximum of three (3) pages may be used for photographs.  Marked catalogues will not be printed.

11. Each regional club should appoint a member form their club to be responsible to report to Puli News their local activities and news.
12. Advertising in Puli News is allowed.
13. Advertising for Puli News will not be accepted for the front or back, inside-outside covers.

PCA Historian

14. The PCA Historian is to develop and present an educational program and/or display at each PCA National Specialty.

15. The PCA Historian will follow the inventory reporting procedures outlined below:

  • The PCA Historian will be required to submit a written report to the PCA Board at each PCA National Specialty. Historian’s report will be placed on the agenda of the Board meeting, and, the PCA Secretary will inform the Historian of the time and place of the meeting. The Historian’s written report should contain the following information:
  1. A current inventory of PCA historical items. This inventory should clearly describe each item and list the quantity held of each item.
  2. Additions or deletions to the inventory since the Historian’s last report.
  3. Requests for funding of PCA Historian activities. Such a request must be accompanied by a written justification or rationale for the request.
  4. If the PCA Historian is unable to attend the PCA Specialty, it shall be the responsibility of the Chair of the PCA Finance’ Committee to present the report to the Board. The PCA Historian shall have the responsibility of(a) notifying the Chairman of the Finance Committee of their impending absence and (b) coordinating the presentation of the written report with the Chair of the Finance Committee.

Ways & Means Committee

16. The Ways & Means Committee will be required to submit financial records of their activities each year as directed by the Treasurer.

17. The Ways & Means Committee shall return to the General Account all excess cash over $1000.00 at the end of each fiscal year.

18. All Ways & Means funds must be placed in a PCA Account, using the Puli Club of America’s employer identification number xx-xxxxxxx.  The account/checks should be identified as follows:

Pull Club of America, Inc.
Ways and Means

19. The following records must be maintained on a “cash basis”:

  • Cash Disbursements Journal
  • Income Statement
  • Inventory Records
  • Documentation of all transactions

Records must be kept on a cash basis. For example, when a check is received, the income is recorded on that date,  not when it clears the bank. When a check is written, the expense occurs on the date – not when it clears the bank. Any checks/funds received before the end of PCA’s Fiscal Year . January 1 to December 31 – must be recorded for that year, not the next, regardless of when they are deposited.

A cash receipts and cash disbursements journal must be maintained. These journals must detail al of your financial transactions. In addition, the journals should distinguish between actual revenues/expenses and transfers (in and out) of funds. For example, the budget check for this fiscal year is an example of a “transfer in” of funds – not revenues. If you transfer funds back to the PCA General Account. i.e., some of the profits would constitute a “transfer out” of funds.

An income statement must be maintained. The statement should contain your revenues and expenses. In addition, the statement should summarize the cash position of the Ways & Means from the beginning of the fiscal year January 1 to the time of your report. The cash receipts/disbursements journals, income statement and cash flow statements should incorporate the same format used in the previous records submitted.

A record of inventory must be maintained. A record of beginning inventory and ending inventory (on a fiscal year basis) must be maintained. In addition, a record (number and dollar amount) of all items purchased or sold must be maintained. The cash receipts/disbursements journal should provide this information if separate accounts are kept for each item Ways & Means sells.

20. The following records must be submitted to the PCA Treasurer on a semi-annual basis (June 1 and December 31 of each year):

  • Cash Receipts Journal
  • Cash Disbursements Journal
  • Income Statement
  • Inventory Records
  • A copy of checking account records for the pertinent reporting period, i.e., first 6 months and complete fiscal year.

21. A report (written and oral) at each PCA Specialty must be made. The report should include the following:

  • Income Statement
  • Inventory status
  • Requested budget for the next fiscal year, if appropriate. This budget should be coordinated with the PCA Finance Committee.

If members of the Ways & Means Committee are unable to attend the Specialty, it shall be the responsibility of the Chair of the PCA Finance Committee to present the Ways and Means report at the Specialty. It shall be the responsibility of the Chair of the Ways and Means Committee to notify the Finance Committee of their impending absence at the Specialty.

Book of Titleholders

22. The Book of Titleholders Committee will be required to submit financial records of their acthities each year as directed by the Treasurer.

23. The Book of Titleholders Committee shall produce a supplement of OFA numbers for the 1982 Book of Titleholders and any subsequent editions.

24. All Book of Titleholders funds must be placed in a PCA Account, using the Pull Club of America’s employer identification number xx-xxxxxx. The account/checks should be identified as follows:

Puli Club of America, Inc.
Book of Titleholders

The following records must be maintained on a “cash basis”:

  • Cash Receipts Journal
  • Cash Disbursements Journal
  • Income Statement
  • Inventory Records
  • Documentation of all transactions

Records must be kept on a cash basis. For example, when a check is received, the income is recorded on that date – not when it clears the bank. When a check is written, the expense occurs on the date – not when it clears the bank. Any checks/funds received before the end of PCA’s Fiscal Year – January 1 to December 31 – must be recorded for that year, not the next, regardless of when they are deposited.

25. A cash receipts and cash disbursements journal must be maintained. These journals must detail al of your financial transactions. In addition, the journals should distinguish between actual revenues/expenses and transfers (in and out) of funds. For example, the budget check for this fiscal year is an example of a “transfer in” of funds – not revenues. If you transfer funds back to the PCA General Account, i.e., some of the profits would constitute a “transfer out” of funds.

An income statement must be maintained. The statement should contain revenues and expenses. In addition, the statement should summarize the cash position of the Book of Titleholders from the beginning of the fiscal year January 1 to the time of your report. The cash receipts/disbursements journals, income statement and cash flow statements should incorporate the same format given by the PCA Treasurer.

A record of inventory must be maintained. A record of beginning inventory and ending inventory (on a fiscal year basis) must be maintained. In addition, a record (number and dollar amount) of all items purchased or sold must be maintained. The cash receipts/disbursements journal should provide this information since separate accounts are kept for each year’s BOT.

All financial transactions with appropriate invoices and receipts must be documented. This documentation (in whole or part) must be submitted to the PCA Treasurer/PCA Board/PCA Audit Committee on a periodic basis.

26. The following records must be submitted to the PCA Treasurer on a semi-annual basis (June 1 and December 3 1 of each year):

  • Cash Receipts Journal
  • Cash Disbursements Journal
  • Income Statement
  • Inventory Records
  • A copy of checking account records for the pertinent reporting period, i.e., first 6 months and complete fiscal year.

27 A report (written and oral) at the PCA Specialty must be made. The report should include the following:

  • Income Statement
  • Inventory status
  • Requested budget for the next fiscal year. This budget should be coordinated with the PCA Finance Committee. The Chair of the Finance Committee shall be responsible for presenting and justifying the budget request.

In the event that members of the BOT Committee are unable to attend the Specialty, it shall be the responsibility of the Chair of the PCA Finance Committee to present the BOT Financial Report at the Specialty. The BOT Committee shall be responsible for notifying the Chair of the Finance Committee of their anticipated absence at the Specialty.

Nominating Committee

28. If possible, the nominating committee shall nominate two candidates form each of the five regions delineated in the Specialty Advisory Handbook.

29.The slate of nominees chosen by the Nominating Committee shall be published in the April issue of Puli News stating:

  1. The relevant background, experience and qualifications of each nominee.
  2. The vision, perspective and goals each nominee will bring to the Board.

Treasurer, Finance Committee, etc.

30. It shall be an accurate mailing list of club members.

31. Specialty Funds are to be returned to the General Account not later than 90 days after the close of the Specialty.

32. A reminder notice shall be sent to any members who have failed to remit their annual dues after a period of one month past the due date.

33. All PCA National Specialty Treasurers will adopt the following procedures:

  • The Puli Club of America will provide the following funds to the Specialty giving organization:
a. $1500.00 advance money. Consequent to approval of the Specialty by PCA, $500.00 of the advance funds will be made available to the Specialty giving organization. The remainder of the advance money will be given to the specialty giving organization no more than 2 years prior or less than 20 months prior to the aforementioned Specialty.
b. Specialty funds donated for your specific Specialty
c. The funds from a and b above are the only funds given from PCA. The Specialty giving organization is expected to operate within these budget constraints. However, if the Specialty giving organization can demonstrate a need for additional funds, the PCA Board may, upon a majority vote of the Board, allocate additional funds to the Specialty. Financial planning should not be undertaken with the idea that additional funds will be available.
  • All funds, generated by an individual Specialty, i.e., raffles, selling fruit, fun matches, etc., are the property of PCA. The Specialty giving group may not keep any of these funds (or designate them for any other purpose than the Specialty) unless explicit written authorization from the PCA Board of Directors is obtained. Any funds from a previous Specialty giving group being used must be considered a donation and must be so indicated in the cash-receipts journal.
  • All PCA Specialty funds must be placed in a PCA account, using the Puli Club of Americas employer identification number xx-xxxxxxx. The PCA Account/Checks should be identified in the following manner:
Puli Club of America
19_ National Specialty
  • The following records must be maintained on a “cash basis”:
  1. Cash Receipts Journal
  2. Cash Disbursements Journal
  3. Income Statement
  4. Documentation of all transactions

Records must be kept on a cash basis. When a check is received, the income is recorded on that date – not when it clears the bank. When a check is written, the expense occurs on the date – not when it clears the bank. Any checks/funds received before the end of PCA’s Fiscal Year – January 1 toDecember 31 – must be recorded for that year, not the next, regardless of when they are deposited.

A cash receipts and cash disbursements journal must be maintained. The statement should contain revenues and expenses. In addition, the statement should summarize the cash position the Specialty from the beginning of the fiscal year until the time of the report.

Only one set of financial statements for a Specialty should be maintained. There should be one cash receipts journal, one cash disbursements journal and one income statement which is continually updated from the first entry. Each Specialty will be considered a project and income from the Specialty will not be reported on the Consolidated PCA Income Statement until the Specialty is completed. However, periodic reports to the treasurer (as outlined in the procedures) will inform him/her of (a) financial status of the Specialty and (b) cash balance of PCA’s consolidated reports.

The cash receipts/disbursements journals, income statement and cash flow statement shouldincorporate the same format outlined in the Specialty Handbook.

All financial transactions must be documented with appropriate invoices and receipts. This documentation (in whole or part) will be required to be submitted to the PCA Treasurer, PCA Board and/or PCA Audit Committee on an “as needed” basis.

The year a well as the day and month for each transaction should be included. It is imperative thateach year’s transactions be clearly marked. Checking account/savings account records must be kept in such a manner that it is possible to tell (a) which parties transactions are included in a particular withdrawal.

34. Funds will be returned to PCA under the following conditions:

  • Funds returned from PCA Specialties should be entered in the PCA General Account in the following order:  a. unused specialty donations  b. PCA Advance money- $1500.00 Any money over the total of(a) and (b) is considered profit and goes in the PCA General Account to cover normal operating expenses.
  • The Specialty breaks even (revenues equal expenses). In this case, the $1500 advance and all Specialty Funds will be returned to PCA. Since these funds are “transferred in” to the Specialty they are neither considered as revenues or expenses. Thus, when you break even, these funds will be available to return to PCA.
  • The Specialty incurs a profit. In this case, the $1500 advance, all Specialty funds and profits (revenue minus expenses) will be returned to PCA.
  • The Specialty incurs a loss but the loss is less than the total of(a) the $1500 advance money and (b) the Specialty Funds money transferred to your Specialty. Since the advance money and the Specialty funds are not counted as revenue or expenses. this cash (or part of it) will remain in the account until the Specialty loss equals or exceeds the total.

For example, assume that you Specialty was given $1500 advance money plus $900 in Specialty Funds – a total of $2400.00

If the Specialty broke even, $2400 would be returned to PCA:  $1500 advance and $900 in Specialty Funds.

If the Specialty made a profit of $400, $2800 would be returned to PCA – $1500 advance. $900 Specialty Funds and $400 profit.

If the Specialty lost $700, $1700 would be returned to PCA – $1500 advance and $200 Specialty Funds. The PCA Specialty occurring two years after this Specialty would receive the $200 in Specialty Funds returned to PCA by the first Specialty. If the original Specialty does not return Specialty Funds to PCA, the PCA Specialty scheduled two years later will only receive the Specialty Funds designated for that year.

In addition to returning monetary funds to PCA, a Specialty must return all of its other remaining tangible assets to PCA, i.e., favors, unused trophies, souvenirs, etc. These are the property of PCA, and they must be returned to the PCA Treasurer upon completion of the Specialty, or returned to other parties, as directed by the PCA Treasurer.

36. The following records must be submitted to the PCA Treasurer on a semi-annual basis (June 1 and December 31 of each year) until the completion of the Specialty:

  • Cash Receipts Journal
  • Cash Disbursements Journal
  • Income Statement
  • A copy of checking account records for the pertinent reporting period, i.e., first 6 months and complete fiscal year. This includes each fiscal year through the completion of the Specialty.  In addition, a report (written and oral) at each PCA Specialty must be made. The report should include the following:
  • Income Statement
  • Cash Flow Statement

In the event that members of the Specialty Committee are not present at the PCA Specialty, it shall be the responsibility of the Chair of the PCA Finance Committee to present the Specialty Financial Report. It shall be the responsibility of the Treasurer of the Specialty giving organization to notify the Chair of the Finance Committee of their anticipated absence at the Specialty.

General

37. The Guidelines for Breeders/Exhibitors/Owners is to be published in each issue of Puli News.

38. All dues notices will contain space for members to indicate their willingness to serve as a Board member or a committee member.

39. The Specialty rotation, starting in 1993, will be as follows:

1993 – Region #5. Southeast

1994 – Region #1, Northeast

1995 – Region #2, North-Central

1996 – Region #3, Mid-West

1997 – Region #4, West. and so on… If a region in an assigned year doesn’t take the option to host the National Specialty, that year will be open to all regions and the best proposal will be accepted.

40. Anyone attending a PCA National Specialty will have the right to attend any programs conducted by the Judges Education Committee.