Airedale Terrier Club of Canada (ATCC)
Job Descriptions

The Airedale Terrier Club of Canada (ATCC) accomplishes its mission and objectives through the immense energies of Airedale lovers working in a variety of important roles. This page summarizes and describes the elected and appointed positions within the organization, for which you must be a member of the ATCC to apply. Click on a title to get the statement of duties and responsibilities for that role.

President

The President of the ATCC Inc. shall be the chief executive officer of the club and shall have the general powers and duties of supervision and management usually vested in the office of the president of similar organizations. The President shall automatically become a member of all committees, other then the Disciplinary Committee.

The President of the ATCC will:

1. Represent and promote the Airedale Terrier
2. Represent and promote the Club
3. Chair or to arrange to have chaired all general meetings, annual general meeting (AGM) and executive meetings
4. Be approachable to all members for questions, information etc.
5. Attend all ATCC Inc events or to designate a member to act on his/her behalf
6. Be aware of all Club activities and be involved as required.

1st Vice President

The 1st Vice President of the ATCC will:

1. Foster and encourage nation-wide interest and active membership in the ATCC
2. Assist in the development of the ATTC and encourage the future development of the Club
3. Assist when required in the responsibilities of the President and/or to assume the role of President and shall perform all the duties and exercise the powers of the President should the President be absent, or in death or incapacity
4. Fulfill the duties of any absent Executive Officer
5. Periodically review the Policy and Procedures Manual and to make recommendations for change
6. Ensure membership input and feedback through the use of surveys and open forum opportunities
7. Attend executive, general and AGM meetings of the Club
8. Arrange for the review of the Bylaws and Constitution every five years
9. Encourage membership input into the management of the Club’s activities through timely notice in the King’s Herald and the ATCC web site.

2nd Vice President

The 2nd Vice President of the ATCC will:

1. Assist the President and 1st Vice President
2. Fulfill the duties of the 1st Vice President in the Vice President’s absence or incapacity or any other position on the executive as necessary
3. Foster and encourage nation-wide interest and active membership in the ATCC
4. Assist in the development of the ATTC and encourage the future development of the Club
5. Arrange the review of the Policy and Procedures Manual every five years
6. Arrange for the review of the Bylaws and Constitution every five years
7. Encourage membership input into the management of the Club’s activities through timely notice in the King’s Herald and the ATCC web site.

Treasurer

The Treasurer of the ATCC will:

1. Open and maintain appropriate chequing/savings accounts at a financial institution in the name of the ATCC.
2. Maintain current executive and signing authority lists with the financial institution, including names and addresses of executive. Signing authority required for cheques to be any two of: President, Secretary and Treasurer.
3. Reconcile bank statements.
4. Accept and deposit all monies received on behalf of ATCC.
5. Prepare and forward cheques for expenses incurred on behalf of ATCC.
6. Maintain accurate records of all receipts and expenses for the club, and make records available for audit or review by the executive or membership on request.
7. Financial records to be audited at least once a year by the appointed auditor for the ATCC. This is a requirement of incorporation.
8. Prepare Annual Statement of income and expenses, and make copies available at the Annual General Meeting.
9. Prepare Interim Statements of income and expenses for all General Meetings throughout the year.
10. The annual Liability insurance is with the Economical Insurance group through Baird MacGregor Insurance Brokers, Inc. The Treasurer shall keep a file for this insurance coverage and is responsible for ensuring that it is renewed annually.
11. Prepare annual budget for this position.
12. Attend General and Executive meetings or provide copies of Financial Statements to other executive member to be presented at the meeting.
13. Ensure appropropiate T2 forms are filed for income tax purposes on behalf of the ATCC. This is a requirement of incorporation.
14. Should additional, temporary, bank accounts be required in other regions of the country, they must be approved by the executive, and as required by incorporation, the Treasurer must be able to access these accounts and receive monthly statements and receipts from the appointed designate for the account. All monies are eventually to be deposited to the main bank account, managed by the ATCC Treasurer, and all activity on such accounts must be recorded to the financial records of the club.

Secretary

The Secretary of the ATCC will:

1. Keep records of all meetings of the Club and be responsible for a permanent record book
2. Have charge of all correspondence
3. Carry out such other duties as are prescribed in the Bylaws or as the Board may decide
4. Have custody of the corporate seal
5. Act as the Election Officer in charge of mailing out ballots unless otherwise designated by the Executive, and shall notify members of their election to office
6. Keep a list of Standing Resolutions to be included in the Bylaws at the time of the next revision
7. Notify the COCA of all change in executive of the Club on the form provided by the COCA
8. Assist the President, in preparing agenda for all meetings, and will send notification of meetings
9. Prepare and mail annual “this is your club” letter of events, early in the year, in conjunction with the executive
10. Present to Dogs in Canada the Club’s annual listing and name of contact person for the club.

Regional Director

Regional Directors of the ATCC will:

1. Know and support the members in your area and encourage their involvement in the national Club
2. Act as referral resource for puppy inquiries in a fair manner to all members within your region
3. Act as a referral resource for rescue purebred Airedale Terriers in designated region
4. Organize regional breed booster shows on an annual basis
5. Request that a booster be sponsored by the ATCC and provide a suggested date and show giving club
6. Upon approval of the ATCC approach the show giving club for the list of the approved judges. Select the day on which to hold the booster.
7. Inform the ATCC in a timely fashion to facilitate the production and shipping of trophies.
8. Attend the show and ensure that the trophies are at ringside in time for breed judging
9. Provide any onlookers with information about Airedale Terriers and the Airedale Terrier Club of Canada
10. Mark a catalogue for the ATCC. After the show, provide the ATCC and the editors of the King’s Herald with a copy of the marked catalogue and a report on the booster
11. Prepare a written report of activities in your region for submission to the King’s Herald as requested
12. Prepare an annual written report of the activities in the region for the annual general meeting (AGM)
13. Prepare and submit to the treasurer a record of expenses (telephone, mail, catalogues, etc.) on a timely basis, perhaps every three months but no less than ever six months.

Membership Secretary

The Membership Secretary of the ATCC will:

1. Keep accurate, up-to-date records of all members
2. Send identified executive (Newsletter Editor and Co-Editor, Ontario Director and President) updated membership lists as required, and also keep them informed of new members or changes to membership information
3. Send welcome package to all new members
4. Ensure that all new members have a sponsor – if no sponsor, follow up with kennel/breeder, if possible, or CKC if needed
5. Send renewal form and request for a return envelope to be included in mail-outs to Newsletter Editor in November for mailing. The renewal form is usually included with the end of year Newsletter sent out by Newsletter Editor.
6. Receive all renewal forms with renewal monies and kennel cards
7. Track any late renewals and send reminders
8. Record renewals (by number in which they were received), trophy donations, cancellations and update member list accordingly
9. Forward monies to Treasurer with written record
10. Forward updated membership list and kennel cards to Newsletter Editor in spring
11. Mail membership cards with the spring club activities (the activities are currently prepared by the President and she will forward to Membership Chair for printing and mailing)
12. Send trophy list to 2nd Vice-President (and Obedience Chair) when all renewals are received
13. Keep President updated on membership count (including the number of new members since the previous count) for each general meeting
14. Submit a yearly budget for this position as requested by the Executive
15. Submit to the treasurer all items for reimbursement in a timely manner, preferably every three months, but no greater than every six months.

Specialty Show Chair

The Specialty Show Chair of the ATCC coordinates an entire Specialty, and will:

1. Communicate with the Host Club, Show Secretary and Facility Management on behalf of the Club
2. Review Judges available as provided by the Host Club and present Judging options to the Executive for selection
3. In cases where the Club is securing their own Judge, may need to survey Club members for attractive Judges, hire and secure their services
4. Need to work closely in the scheduling of the Specialty Sweeps/Show to confirm there are no ring conflicts
5. Need to review ribbons/rosettes and may be required to order for Specialty (or this service may be provided by the host Club)
6. Need to provide registration information to Trophy Chair Person to allow for the ordering of trophies
7. Control spending and budgeting for the event
8. Keep the Executive and Regional chair up-to-date and informed
9. Co-ordinate volunteers
10. May customize each event based upon facilities, location and host club
11. Send thank you notes to all who assisted
12. Analyze event and makes recommendations for future events.

Trophy Chair

The Trophy Chair is notified by the Secretary of the number of boosters, Floating Specialties and National Specialty Shows to be held in the following calendar year.

1. The Trophy Chair is authorized by the club to place an order for the total number of Keeper Award castings for the following year.
2. When the entries have closed for each event, the Trophy Chair is to be notified ASAP by the Regional Director involved with the Booster or by the Specialty Show Chair of the exact number of entries for each conformation, sweepstake and obedience class. At least seven working days are required for the coating of the casting and for the finished order to be ready. Delivery time must also be taken into consideration.
3. The Trophy Chair is responsible for the production and delivery of all Booster, Specialty and Sweepstake Keeper Awards as well as the storage, engraving, cleaning and delivery of the Perpetual Trophies.
   
   Copper finish Keeper Awards for Boosters
   • 2 x 3" Medallion and box (BOB & HQS)
   • 3 x 2 L2 Medallion and box (80S, BOW, Best Puppy)
   • 2 x 2½ Medallion and box (WD, WB, & HQS in each obedience class with an entry).

   Pewter finish Keeper Awards for Annual Awards, Specialties and Sweepstakes and engraved plaques for Annual Awards

   • 4 x 3 L/2 Medallion and box for BOB, HQS, and Top Conformation and Obedience for the preceding year.
   • 4 x 3 Medallion and box for BOS, BOW, Best Puppy and Best in Sweeps
   • 2 x 2½ Medallion and box for WD and WB and for HQS in each Obedience Class with an entry
   • 2 x 2 Medallion and box for RWD and RWB.

4. It is the Trophy Chair’s responsibility to mail any awards that are not personally presented at the event.

Puppy Referral Contact

The Puppy Referral Contact of the ATCC will:

1. Compile lists of reputable breeders who have puppies to place
2. Refer those looking for a puppy (and on occasion an adult) to those that have them.

Fun Day Organizer

Position open

The Fun Day Organizer of the ATCC will:

1. Confirm date and location for annual Fun Day, generally held in September on the Sunday between the Oakville and Burlington shows
2. Arrange for publishing of date/location in King’s Herald and ATCC web site
3. Plan events for Fun Day, and make arrangements for people and equipment as required
4. Approximately one month prior to Fun Day, prepare and mail flyers to members
5. The club generally supplies the main BBQ items. Arrange for food planning, purchase and delivery to Fun Day
6. Arrange games/contests and prizes
7. Arrange thank you gifts for hosts and presenters
8. Arrange for other supplies and cleanup of grounds
9. Arrange for a written report of Fun Day to be prepared for the newsletter
10. Prepare annual budget for this event.

Newsletter Editors

The Newsletter Editors of the ATCC will:

1. Represent and promote the Airedale Terrier
2. Represent and promote the Club
3. Keep abreast of upcoming events and report them in the newsletter
4. Report any and all Club activities in the newsletter
5. Encourage participation of all club members
6. Present articles of interest to all members
7. Report Specialty Show and Booster Show results
8. Report all minutes of the executive and general meetings of the club
9. Try and entertain the membership
10. Publish and mail out the King’s Herald three times a year in a timely manner
11. Report any ATCC related news with bias towards none
12. Be approachable and available to all members for questions, information, etc.
13. Keep an updated membership list (in conjunction with the Membership Chair) and notify the executive of address changes and other information as pertinent
14. Know as many members as possible so that they feel comfortable submitting their news
15. Edit any material submitted in a fair manner
16. Ensure that all material submitted for publication in the King’s Herald is accurate
17. Publish other publications such as the member roster and the brochure, and others as requested
18. Submit a yearly budget for this position as requested by the executive
19. Submit to the Treasurer all items for reimbursement in a timely manner, preferably every three months, but no greater than every six months.