PNWPWDC Board Meeting Minutes 10/10/2016

PNWPWDC Board Meeting Minutes 10/10/2016 1

PNWPWDC Board Meeting Minutes 10/10/2016

Call to order at 7:05 PM via skype

Board members present: Judy, Amanda, Darlene, Molly, Katrina, Jonathan. Absent were

Brandon and Suzie.

Guest present: Val Tangen

MINUTES

Minutes from 07/25/2016 approved by email 07/27/2016

PRESIDENT’S REPORT

(Items listed separately below)

VICE-PRESIDENT’S REPORT

None

SECRETARY REPORT

Email votes since last meeting:

1. Email vote 8/11/16 approved offer from Cynthia Kongorski to oversee and implement a

new club web site with various improvements, and to provide funding for the

transitional costs and costs of future developer time. See details below.

2. 9/8/16 Approved application of Art Tustin and Elizabeth Bell, Bainbridge Island WA, for

Associate Household Membership. They applied over a year ago and the application was

somehow misplaced. They confirmed that they do want to join.

3. Received proposal from Nutmeg PWDC to promote their annual calendar to our

membership as a way to increase calendar sales. All proceeds from the Nutmeg calendar

go to PWD Foundation ‘Shine On’ Challenge for cancer research. Passed by email vote

9/19/16.

4. 9/20/16 Approved application of Connie and Craig Hansen, Medford OR, new Associate

Household Membership.

New PNWPWDC web site: PNWPWDC received a very generous offer from Cynthia Kongorski

to oversee transition to new web host and new web site development using WordPress content

management system (CMS), and to work with the club and new volunteers to maintain the web

site for the short term. This is a timely change since our current site is operated under the name

of a member no longer in the geographic area, and since the web site admin is now retired.


Cynthia will align the club’s official organization name to the domain name by securing

PNWPWDC.org, and maintaining PWDNW.og and PWDNW.com as redirects to PNWPWDC.org.

Objectives are to: 1) bring design and content up to date; 2) increase compliance with web

standards; 3) upgrade security to SSL; 4) enhance use of Paypal for dues and events payments;

5) increase ease of maintenance by designated volunteers. The club will need fund a developer

as needed for the transition. Maximum expense projected is $1000 for development,

maintenance, and hosting fees for the project. Approved by email vote 8/11/2016.

Nominating committee task: Sent two separate emails to the list requesting volunteers to serve

on the nominating committee. Val Tangen and Pam Coffeen were the only people who

volunteered, so the committee will consist of Amanda, Val, and Pam. We will have our first

meeting on Oct 13. Per the bylaws, nominating committee must be in place by Oct 15, must

meet by Nov 1, and nominations must be done by Nov 15.

TREASURER REPORT

Treasurer’s Report: October 10, 2016 See financial reports attached. PayPal Recap: Fees Paid From 1/4/2016 – 10/8/2016: $138.53 Ship’s Locker Value as of 9/12/2016: $506.80 See inventory summary from Katrina below. Water Workshop/Water Trial/Deep Lake 2016: Total Workshop Entry Fees: $1,630.00 Total Water Trial Entry Fees: $ 780.00 Donations for Lunch @ Water Trial: $ 108.00 Total Income: $2,518.00 PWDCA Courier Ad: -$75.00 PWDCA Fees associated with trial entries: -$45.64 Trophy/Ribbon Awards: -$348.75 Event Site Fees: -$289.15 Hospitality: -$238.38 Judging Expenses(travel, meals, Judging fees): -$2,850.39 Total Expenses: -3,847.31 Total Loss for Water Workshop/Trial: -$1329.31


Note: Discussed the water workshop expenses and loss. The judging expenses were higher than projected by about $500. Darlene will look into that in greater detail and review line item accounting and report back. Regional Specialty/August 2016: Trophy Sponsorships: $470.00 Catalog Ads: $100.00 Tickets for Drawing: $160.00 Sweeps $ not used: $ 44.00 BaRay Entry Fees: $400.92 AKC Settlement from BaRay: $150.00 PWDCA Supported Entry: $100.00 Total Income: $1,424.92 Total Trophy and Gifts Given: -$830.81 (for 5 shows) Total Judging Fees: -$297.10 Total AKC Fees: -$300.00 Total Hospitality Fees: -$253.64 Total Expenses: -$1,681.55 Total Loss for Regional Specialty: -$256.63 Note: Should be $640 in trophy sponsorship pledges, but posted only $470 to income for Trophy sponsorships. Katrina will check with Sandy to see if those pledges were fulfilled. Water Trial/Flowing Lake 2016: Total Entry Fees:

$2,503.00

Total Judge's Dinner:

$550.00 Tee Shirt Income:

$453.00

Trophy Donations:

$40.00

Total Income:

$3,546.00 PWDCA Flowing Lake Water Trial 9/10-9/11/16

-$50.00

Trophy Awards:

-$401.25 Misc. Expenses:

-$113.24

Hospitalty:

-$878.46 Tee Shirt Charges:

-$287.77

Total Judging Charges:

-$534.44

Total Expenses:

-$2,606.16 Total Profit : $939.84


Note: Missing site fees/event permit fees paid to Snohomish County Parks. Darlene will look into line items and review. Treasurer Comments: 1. Working with Cynthia Kongorski to Change owner of domain name. 2. Working on a new reimbursement form to be used in 2017. 3. Working on Membership. Updated list by end of month. Darlene Brushwein

MEMBERSHIP (from Darlene)

Voted on New Member for 2017 Fiscal Year: Sent by Email for Approval/ received on 9/9/2016 Associate Household Elizabeth Bell & Art Tustin Bainsbridge Island, WA Voted on New Member for 2017 Fiscal Year: Sent by Email for Approval/ received on 9/20/2016 Associate Household Connie & Craig Hansen Medford, OR Vote on New Members for 2017 Fiscal Year: 1. Associate Household Membership **Approved

Gordon & Karen Fountain Hansville, WA 98340 2. Associate Membership **Approved

Melissa Aviram Clyde hill, WA

COMMITTEES:

General discussion—need to develop a template for committee reports to the board, and a

better accounting procedure for event accounting to ensure accuracy and make it easier or the

Treasurer to compile complete event finance info.


PERFORMANCE:

1. Tracking: (from Judy James) January 7-8, 2016, Chuckanut Farms. AKC application is in.

Information is on our web page and premiums will be available in November. We will

be "catering" the food ourselves and asking for some donations. Track layers will be

needed as well as drivers.

2. Agility

Agility Fun day was held 10/8/16 at the home of Rebecca and Dave Sliger, organized by

Kimberley Hart. Morning was an intro to agility seminar by Rebecca Sliger, and

afternoon was fun runs. Kimberley has not finished the accounting. As approved by the

board, profit from the event (if any) will go to the PWD foundation in lieu of

compensation for use of facilities.

March 2017 Sarah sent the application paperwork to Darlene to send to the AKC for 3

trial days and one match ($100 per day plus $15 for the match). The committee is set as

far as ribbons/rosettes and will have what is needed at the venue. Hotel reservations

are being made for our judges. We will work with the Fairgrounds regarding the food

vendor and our contract closer to the date. Sarah has insurance forms that will

hopefully meet their criteria.

Katrina is joining the agility committee in order to provide a direct line of

communication between the agility committee and the board. She will discuss possible

succession plan for trial chair for 2018 with Sarah.

3. Water

July 2016 workshop and trial: See financial summary info in Treasurer’s report. Need to

discuss discrepancy between budgeted judge/presenter expenses and what is recorded

in Darlene’s summary. Darlene will look into this and send a complete list of all trial

workshop income and expense line items to Judy/Amanda for review.

September 2016: Financial summary in Darlene’s report. Profit of $938 listed for the

Sept 2016 Flowing Lake trial. But this accounting does not include the site and permit

fees paid to Snohomish Parks. Darlene will look into this.

April 2017 dryland training: Kimberley Hart submitted budget for Lauren McDermott

three day dryland training seminar to be held April 2017 (tbd). Will be held at Sliger’s

facility. Budget approved as submitted. (2017 dryland budget attached)


July/September 2017: Tentative date is July 22-23, 2017 at Deep Lake, Karen Pratt to

judge if available. Still want to pursue an Oregon option or another alternative site or

2017 since we cannot hold our customary Flowing Lake trial due to conflict with the

National Specialty. If we can secure another location for a date later in the summer

(August, perhaps) Mandy will judge. Also, if Karen Pratt is not available, Mandy will

judge July trial.

REGIONAL SPECIALTY:

August 2016: Darlene accounting shows loss of $256.63.

August 2017 The Regional will be held in 2017 again in conjunction with the OKC show

in Enumclaw. Dates for 2017 show are centered around the weekend of Aug 19-20,

2017. The judge selection committee consists of Katrina, Molly, and Sandy Overton.

SOCIAL:

Holiday Party on December 4, 2016 at AOCB. Discussed whether we could incorporate

an interesting demonstration like Nosework. Judy will email Brandon for an update.

Jonathan will help out if needed.

SHIPS LOCKER

Katrina submitted on 9/12/16 an inventory of Ship’s Locker merchandise. Total value of

merchandise is $506.80. See inventory sheet attached.

OLD BUSINESS

1. Luann Albertson upgrade to Full Membership approved at July 24 General Membership

meeting.

2. Several members have notified to move from full to associate members. There are still

several members that were grandfathered in as full members that are not active

participants in club activities or meetings. Should follow up with them to see whether

they would like to move to associate status for quorum purposes. We do need to be

aware of the limitations of converting members who are fully engaged in club activities

to associate status from full. Level of membership should reflect the level of

involvement in the club so as not to disenfranchise our most active members.

NEW BUSINESS

1. Vendors on our web site. Two vendor links were migrated from the old web site to the

new one. (4mypwds.com, Udderly) Jonathan asked for history of those two vendors. Discussed incorporating paid sponsorships to defray cost and provide a service to members by


incorporating a “sponsors” page. Agreed to table until the web site is further along and

maintenance duties have been handed off to permanent volunteers.

2. Discussed pursuing non-profit status. Agree that there is too much accounting and

paperwork for a club of this size and activity to make this necessary.

NEXT MEETING NOVEMBER 28, 2016.

GOOD OF THE ORDER

ADJOURNMENT at 8:29 PM

Submitted by Amanda Ford

125.00

Workshop fee-1.5 day entry per team. $125.00/working team, 20 teams (ten each level)

Dry Land Water Training SeminarTwo levels: Junior/Apprentice and Working/Courier

Lunch for participants. Lunch Fri, Sat, Sun. 425.00

2625.00

Instructor fee three day seminar-$400/day. 1200.00

Meals for instructor. Dinner Thurs, all meals Fri, Sat, Sun

**charge $20 extra for non members-working team $5 extra for non members-auditors

2500.00

Flight. Phoenix-Seattle. 400.00

Lauren McDermott

10-4-16Kimberley Hart20217 NE 163rd StWoodinville, WA [email protected]

Thank you gift for hosts. Gift cert for Dave and Rebecca. 100.00

2325.00

Breafast for participants. Fri, Sat, Sun. 100.00

300.00 profit

Auditors. $25/per day, 5 auditors (est). 125.00

April 2017 (exact weekend still needs to be determined. Plan for Fri-Sat-SunDave and Rebecca Sliger's home

3

Balance Sheet

Oct 9, 16

Oct 9, 15

$ Change

% Change

Current Assets

Checking/Savings

Checking 26,942.18 25,417.07 1,525.11 6.0%

Savings -0.04 -0.04 0.00 0.0%

Total Checking/Savings 26,942.14 25,417.03 1,525.11 6.0%

Total Current Assets 26,942.14 25,417.03 1,525.11 6.0%

26,942.14

25,417.03

1,525.11

6.0%

Equity

Opening Balance Equity 7,589.25 7,589.25 0.00 0.0%

Retained Earnings 14,944.73 16,742.11

-1,797.38 -10.74%

Net Income 4,408.16 1,085.67 3,322.49 306.03%

Total Equity 26,942.14 25,417.03 1,525.11 6.0%

26,942.14

25,417.03

1,525.11

6.0%

Comparison from Previous Year

Jan 1 - Oct 9, 16

Jan 1 - Oct 9, 15 $ Change % Change

Income

Ads Purchased for Regional Spec 100.00 0.00 100.00 100.0%

Annual Membership Dues 2,702.00 2,659.00 43.00 1.62%

Donations for Hospitality 668.00 349.00 319.00 91.4%

Income Ship's Locker 1,660.27 432.09 1,228.18 284.24%

Misc Donations 200.00 0.00 200.00 100.0%

PWDCA Contributions 100.00 200.00 -100.00 -50.0%

Raffle 160.00 0.00 160.00 100.0%

Regional Specialty Contribution 89.00 0.00 89.00 100.0%

Revenue from Events 32,333.92 31,143.12 1,190.80 3.82%

Trophy Donation 175.00 765.00 -590.00 -77.12%

Total Income 38,188.19 35,548.21 2,639.98 7.43%

4

Gross Profit 38,188.19 35,548.21 2,639.98 7.43%

Expense

Advertising and Promotion 75.00 763.90 -688.90 -90.18%

Airfare 2,625.70 1,470.26 1,155.44 78.59%

Awards 1,338.54 2,017.17 -678.63 -33.64%

Bank Service Charges 23.00 36.32 -13.32 -36.67%

Contribution 0.00 100.87 -100.87 -100.0%

Equipment 0.00 264.98 -264.98 -100.0%

Equipment Storage 1,382.23 1,621.00 -238.77 -14.73%

Expense for Events 12,171.80 13,631.93 -1,460.13 -10.71%

Expenses Ship's Locker 285.97 174.07 111.90 64.28%

Fees for Events 5,035.00 4,469.59 565.41 12.65%

Gifts Given 382.47 0.00 382.47 100.0%

Hospitality Expense 1,062.47 1,015.59 46.88 4.62%

Hotel Expenses 767.70 714.02 53.68 7.52%

Insurance Expense 1,569.00 1,569.00 0.00 0.0%

Judging Fees 2,818.95 2,497.63 321.32 12.87%

License Fees 10.00 10.00 0.00 0.0%

Meals and Entertainment 1,099.83 556.61 543.22 97.59%

Mileage 486.84 82.50 404.34 490.11%

Office Supplies 45.81 234.29 -188.48 -80.45%

PayPal Fees 138.25 29.05 109.20 375.9%

Permits for Events 0.00 516.41 -516.41 -100.0%

Postage & Delivery Charges 141.68 143.59 -1.91 -1.33%

Presenter Fees 400.00 1,300.00 -900.00 -69.23%

Printing 190.14 55.00 135.14 245.71%

Refund 623.00 288.50 334.50 115.95%

Supplies for Events 69.13 170.38 -101.25 -59.43%

Taxes 0.00 4.28 -4.28 -100.0%

Travel Expense 116.00 34.60 81.40 235.26%

Web Site Expense 106.52 156.00 -49.48 -31.72%

Worker's Coupons 815.00 535.00 280.00 52.34%

Total Expense 33,780.03 34,462.54 -682.51 -1.98%

Net Income

4,408.16

1,085.67

3,322.49

306.03%

-- SHIPS LOCKER PNWPWDC—

ADULT TOPS Sept 12 2016

DEC 1 2015

$ Red 1/4 zip xl 1 1 60 NSIP Carhardt pullover heat transfer pwd Xl 1 1 45 AHBT Russel athletic grey sweat S 1 1 25 RBH Mens Cordova light 1/4 zip 59 NBPI CLAY, OLIVE, ROYAL s 0 m 0 l 0 xl 0 Ladies Juneau EGGPLANT $59 NIUS XS 0 S 1 1 M 0 1 L 0 1 Womens 1/4 zip cotton poly $60 ITAS New Item s pink m 1 blue l 1 blue xl 1 OUTERWEAR S 0 $ Women scuba dog fleece jacket S 1 1 49 M 0 1 49 L 0 1 49 XL 0 1 49 Ladies cascade waterproof jacket SPIRITgreen

S M L

0 0 0

1 1 0

149.USPI

HOODIES __ Ladies sizes Assorted colors/styles

49 AUBR S

M L XL

0 1 1 0

1 1 2 0

T_SHIRTS Pwd heat transfer 2 5 19.00 TSI Water shirt khaki m 0 0 19 L 0 0 19 ACCESSORIES HATS Visor SPIRIT 7 9 16.00 PASP Hats BALL CAP Low profile 3 0 19.95 PNIU Hats ball cap regular 3 1 19.95 PNIU Water bottles 1 1 12.00 TUR OGIO BAG 0 0 49.00 IITR

PNWPWDC Board Meeting Minutes 10/10/2016

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