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THE AUSTRALIAN SHEPHERD CLUB OF AMERICA 6091 E State Hwy 21Bryan, TX 77808www.asca.orgP: (979) .orgASCA’s Policy BookASCA is a registered trademark for The Australian Shepherd Club of America.Copyright 2022 The Australian Shepherd Club of America. All rights reserved.These rules were last -31-2020ChangeNew section 9.14 Reporting of Business OfficeStatisticsDeleted 11.3 Oversight of ASCA’s DNA ProgramSection 8.2 CommunicationSection 8.9 Executive Session MinutesNew 9.6.2 Membership CardNew 20.4 Premium RetentionRemoved reference to changes from 202119.10 Disbursing Additional Event MembershipDuesNew 9.12 Social Media12.1 ASCA Election Calendar22.4 Committee Membership and ASCA BoardMembers6.25 Publication of Judge InformationNew 22.4 Committee Membership and ASCABoard MembersDeleted 11.1 Permission for use of samplesDeleted 17.1 Ten Litter KennelsRemoved reference to changes from 2020Related 2.11Per 1.03BD.21.04BD.21.05Per policyShaded and strikethrough areas indicate rule changes with the effective date listed.
The following contents are clickable links that will take you directly to that section.Table of Contents1Mission Statement . 82Vision Statement . 83Australian Shepherd Annual - Advertising . 84Affiliate Clubs . 8564.1Fourth Quarter Approvals. 84.2Renewal Notification . 84.3New Affiliate Club Bylaw Review. 84.4Affiliate Club Bylaw Change Review Committee . 8Counsel . 95.1Communications . 95.2Contact by Assignment . 95.3Conflicts and Costs . 95.4ASCA Counsel Committee . 95.4.1Committee Information. 95.4.2Legal Conflicts .10Aussie Times .106.1Affiliate Reports .106.2Deadline for Submission .106.3Affiliate Club Reps .106.4Director’s Copy .106.5Approval for Committee Submissions .106.6Two Cents Worth .106.7Letters to the Editor.106.7.1Length.106.7.2Response To .116.8Merit Program Listings .116.9Publication Dates .116.10Listing of Non-ASCA Titles.116.11Aussie Times Committee .116.12Errors .116.13Board Issues and Announcements .116.14Breed Standard.116.15Complimentary Copies .116.16Donor’s Page .12
76.17Vendor’s Page .126.18Special Awards Column .126.19General Policies .126.19.1Cover Theme .126.19.2Back Cover Theme .126.19.3Selection of Cover Photo .136.19.4Notification of Cover Winner .136.19.5Identification of Photos.136.20Director’s Half Page .136.21Length of Articles .136.22Potentially Defamatory Material .146.23Publication of Suspensions .146.24Columnists’ Complimentary Ads .146.25Publication of Judge Information .14Awards .147.1Year End Awards .147.2Eligibility for Awards .147.3Most Versatile Aussie Memorial Trophy .147.4ASCA Junior Program Awards .157.4.1Junior Service Award .157.4.2Junior Merit Awards .157.4.3500 Club .157.4.4All-Around Junior .157.4.5Recognition in The Aussie Times .157.5Paw Print Genetics Gift Certificates as Awards .157.6High Tracking Performance Award .167.7ASCA Lifetime Achievement Award .167.7.1Announcement.167.7.2Awards.167.7.3Aussie Times .167.88Volunteer Appreciation .16Board of Directors .178.1Board Meeting Agenda .178.1.1Agenda Contents .178.1.2Deadlines .178.1.3Publication .17
8.2Communication .178.3Board Member Correspondence .188.4Confidentiality .188.5Conflict of Interest .188.5.18.6Expenses .198.6.1Purchases exceeding One Thousand Dollars ( 1,000.00) .198.6.2Approval for Reimbursement .208.6.3Jacket .208.6.4Deceased Director Donation .208.7Review of Contracts .208.8General Minutes .208.8.19President .19Secretary’s Report .208.9Executive Session Minutes .218.10Motions .218.10.1Description .218.10.2AUSSIE TIMES, Webmaster or Business Office .218.10.3Executive Secretary .228.10.4Judge Approval Motion .228.10.5Notes from the Executive Secretary .228.11Policy Book .228.12Resignations/Vacancies .238.13Travel.238.13.1Reservations .238.13.2Travel Expenses .238.13.3Air Travel .238.13.4Ground Travel (Privately owned vehicles) .248.13.5Rental Vehicles .248.13.6Lodging .248.13.7Per Diem.248.13.8Miscellaneous .248.13.9Pre-National and National Specialty Travel .248.14Voting Procedures .268.15Rules and Procedures for Emergency Voting.278.16Strategic Plan .28Business Office .28
9.1Questions .289.2Attorney Bill.289.3LEP Committee.289.3.1Requirements .289.3.2Procedure .289.3.3Disagreement .299.3.4Directions to Committee Members .299.4Financial Reporting .299.5Holidays .299.6Membership .309.6.1Lapsed Membership .309.6.2Membership Card .309.6.3Membership Retention Survey .309.7Disclosure of Tax Information .309.8Forms Management .309.9Stockdog Finals Judges Random Draw .319.10Membership List .319.11Sympathy Cards .319.12Social Media .319.13Opening and Sorting of Mail .329.14Reporting of Business Office Statistics.3210Discipline .3210.1Motions for Suspensions .3210.2Motions for Fines .3210.3Aussie Times .3210.4No Response to Board Inquiries .3210.5Filing of Conflict Letters .3210.6Investigation of Conflicts .3310.7Members’ and Judges’ Files .3311DNA Profiling .3311.1Acceptance of Other Registries.3311.2DNA Liaison .3311.3Oversight of ASCA’s DNA Program .341212.113Elections.34ASCA Election Calendar .34Employees .34
13.1Bonuses.3413.2Raises.3513.3Staff Compensation .3513.4ASCA Employees Involved in ASCA Competitive Programs .3514Member in Good Standing .3515ASCA Programs .3515.1Finals - Juniors .3515.2Hall of Fame .3515.3Program Development .3615.4ASCA Rule Books .3615.4.1Changes to Rule Books .3615.4.2Board Changes .3615.4.3Style Guide .3715.4.4Judge Process .3716Purchases .3716.1Office Equipment .3716.2Hardware and Software .3717Registry .3817.118LEP Registration for ARPH .38Trademark .3818.1Use of Trademark .3818.2Unauthorized Use .3819Treasury/Finance .3819.1Treasurer Responsibilities.3819.2Treasurer’s Report .3919.3Budget Projection Worksheet .3919.3.1Using the Worksheet.3919.4Dishonored Funds.4019.5Finance Advisory Panel .4019.6Quarterly Statements .4019.7Yearly Audit .4119.8Treasurer-Auditor Relationship .4119.9Schedule of Fees .4119.10Disbursing Additional Event Membership Dues .4119.11Financial Authorization .4120Website .42
20.1Motions .4220.2Approved ASCA Vendors.4220.3ASCA Breed Standard and Working Description .4220.4Premium Retention .4221Technical Assistance .4221.1Webmaster .4221.1.1Webmaster Posting of Photographs on ASCA Social Media Sites .4321.1.2Website Photo Policy .4321.1.3Website Homepage .4421.1.4Paid Advertisements by Candidates to the ASCA Board of Directors .4421.2System Liaison .4421.3Consultants .4422Committees .4422.1Committee Procedures .4422.2Request for Exemptions .4522.3Approved Exemptions .4522.4Committee Membership and ASCA Board Members .4523Miscellaneous.4523.1General Membership Meeting Minutes.4523.2ASCA Power of Attorney .45
1 Mission StatementThe Australian Shepherd Club of America is dedicated to maintaining the integrity of its registryand to preserving and promoting the Australian Shepherd as an intelligent working dog withstrong herding instincts.2 Vision StatementThe Australian Shepherd Club of America will preserve the Australian Shepherd as an intelligentworking dog of strong herding and guardian instincts.3 Australian Shepherd Annual - AdvertisingThe cover of The Australian Shepherd Annual will be reserved for ASCA advertising for threeyears at a time. Budgeting for payment for the cover must always be included in the annualadvertising budget.4 Affiliate Clubs4.1 Fourth Quarter ApprovalsAll new Affiliate Clubs approved in the fourth quarter of the year will have their first renewal datethe following year. Payment of initial dues may be delayed until January 1.4.2 Renewal NotificationAll Affiliate Clubs will be notified on or before December 1, of the expiration of the deadline forrenewal. Letters will be sent to the Affiliate President and Affiliate Representative, if they are notin the same household, giving them a final deadline of February 15 to renew. If renewal is notreceived by February 15, the Affiliate Club must submit the annual renewal fee and a 100 latefee to be processed and returned to good standing. Additional Officers of the Affiliate Club willreceive a copy of the letter if the Affiliate President and Affiliate Representative are in the samehousehold. All applications for sanctioning for events between January 1 and February 15 willbe held until the renewal is received. This policy will accompany all Affiliate Club renewals.4.3 New Affiliate Club Bylaw ReviewThe ASCA Business Office will review all new Affiliate Club applicants’ bylaws prior to beingvoted upon by the ASCA Board of Directors. They will ensure the correct bylaw template wasused, check to make sure all Officers and Directors are full ASCA members, and all the requiredapplication information and fees are correct. Once the Business Office is satisfied all therequirements have been met, the new Affiliate Club application will be forwarded to theExecutive Secretary for distribution to the Board for approval.4.4 Affiliate Club Bylaw Change Review CommitteeThe ASCA President will appoint an Affiliate Club Bylaw Change Review Committee. Theirpurpose will be to review all Affiliate Club bylaw changes prior to being voted upon by the ASCABoard of Directors. If necessary, the Committee may consult with ASCA’s Counsel to settle anylegal issues regarding the Affiliate Club’s bylaw changes. The Committee will send theirrecommendation to the Executive Secretary who will forward it to the Board for approval.
5 Counsel5.1 CommunicationsAll communication with ASCA’s Counsel will be made through the ASCA Counsel Committee,an Executive Board Committee (see Policy Book 5.4). This Committee will monitorcommunication with Counsel and Directors to ensure that this communication is necessary toconduct ASCA’s business. The Committee will update the ASCA Board of Directors regardingthe Directors’ communication with Counsel.ASCA’s Counsel may, at Counsel's discretion, monitor all official email traffic between Directorson any matter whatsoever. Counsel will be free to comment on or raise questions about anysuch email, as deemed necessary by Counsel.At ASCA’s Counsel's discretion, Counsel may correspond privately and directly with anyDirector on any matter of official ASCA business; in such case, Counsel will have the discretionto share such communication with the ASCA Counsel Committee and/or the ASCA President.5.2 Contact by AssignmentIn the event that a Director has been assigned to investigate a matter before the ASCA Board ofDirectors, e.g., a disciplinary matter or a Conflict Resolution filed with the Board, the assignmentof the matter to the Director will be made known to ASCA’s Counsel by the ASCA CounselCommittee, to include the name of the assigned Director, along with copies of any pertinentcorrespondence. Once officially assigned a matter for investigation, the assigned Director maycontact Counsel directly for guidance in the investigation. Commun
13.3 Staff Compensation A maximum of 30% of ASCA's annual budget will be allocated to staff compensation. 13.4 ASCA Employees Involved in ASCA Competitive Programs ASCA Employees shall be allowed to participate fully in all ASCA Competitive Programs. ASCA
