Policy and Procedures Handbook

Policy No.: 1-3
Subject: Breed Founder Participation in Scheduled Events
1-3.1  Purpose:  To maximize the benefits of services delivered by the Breed Founder.
 
1-3.2  Authority:  Breed founder and Breed Warden.
 
1-3.3  Definitions:  As used in this policy the following definitions shall apply: 
  1. Responsible Party:  The individual or organization identified as being responsible for scheduling, arranging and paying for all expenses related to the Breed Founder’s travel and participation in an event.
     
  2. Breed Founder:  Tina Barber.

 
1-3.4   Policy:  All services delivered by the Breed Founder or that include the participation of the Breed Founder shall be organized, scheduled and executed in a responsible and professional manner.
 
1-3.5   Procedures:         The below procedures shall be followed: 
  A. Any activity that is to include the participation of the Breed Founder shall be scheduled and confirmed in advance through the Secretary of the Shiloh Shepherd™ Dog Club of America, Inc. ™ (SSDCA).  At the time of scheduling, the Responsible Party for the event shall be identified.

If the activity is a Litter Evaluation or includes a Litter Evaluation, then one full day shall be scheduled for every four puppies to be evaluated, exclusive of travel time. 

  B. Travel:
1. One departure travel day shall be scheduled for any trip that is over 100 miles.  Likewise, one return travel day shall be scheduled for any trip that is over 100 miles.  Thus, any trip that is over 100 miles shall include two travel days.
2. If the method of travel is via personal automobile, mileage shall be paid at the IRS mileage reimbursement rate for the current year.    The amount of mileage shall be the number of miles from the Breed Founder’s home or place of departure to the location of the event plus the number of miles from the event’s location to the Breed Founder’s home or return destination.
3. All rental car expenses shall be paid by the Responsible Party.
4. Air travel:
  a. Expenses related to air travel shall be the responsibility of the Responsible Party.
  b. Flight arrangements shall be made in consultation with the Secretary of the SSDCA and shall be subject to the approval of the Breed Founder prior to purchase of the airline ticket. 
  c. First class seating shall be reserved for any non-stop flight scheduled to exceed eight (8) hours.
  d. All air travel related expenses, e. g., parking fees, transportation to and from the airport, meals while en route, etc., shall be reimbursed to the Breed Founder by the Responsible Party.
  C. Accommodations
   
1. Lodging arrangements, reservations and payment shall be the responsibility of the Responsible Party.  The Responsible Party shall obtain the approval of the SSDCA’s Secretary before finalizing lodging arrangements.  All lodging for the Breed Founder shall allow smoking.
2. One night’s lodging shall be scheduled if any of the following conditions exist:
  a. One-way travel time exceeds three (3) hours; and
  b. Each full day event, i. e., eight (8) hours.
  D. Meals:  The Breed Founder shall be paid a $30 per diem for each day of travel and each day of event participation, unless meals are otherwise provided by the Responsible Party.  Any meals provided by the Responsible Party shall include ingredients compatible with the Breed Founder’s special dietary needs.
  E. Fees:
    1.  Litter Evaluations:  $100 per puppy evaluated.  This fee may be waived if the Breed Founder co-owns the litter.
    2. Consultations:  For in depth consultations regarding training issues, behavioral problems, breeding questions and other matters, an appointment with the Breed Founder may be made by the Secretary of the SSDCA between the hours of 7:00AM and 8:00PM Eastern Standard Time.  The telephone number is 585-346-6741.
    3. Any Detailed Relationship Coefficient Report, with in-depth analysis by the Breed Founder may be ordered for a $90 fee:  Please contact the SSDCA Secretary.
    4. Private Training:  $70 per hour plus travel expenses as detailed above.
    5. Seminars:  Seminars last about eight (8) hours.  The hourly rate including time for meals and breaks is $70.00.
    6. “Hands On” Clinics:  Two-day “hands on” clinics include approximately five (5) hours of “Q&A” seminar and 11 hours of exhibition work and work with individual dogs.  The minimum number of participants is 12.  The cost for a two-day “hands on” clinic is $120.00 per participant.
  F. Responsible Party Contact:  The Responsible Party shall designate a contact person and alternate contact person who shall be responsible for ensuring that all aspects of the Breed Founder’s travel and scheduled activities are handled and take place in a manner that is both professional and consistent with the previously agreed upon arrangements upon which the Breed Founder based her decision to travel and participate.  The Breed Founder reserves the right to cancel and/or halt her travel to and/or participation in an event if the Responsible Party fails to provide the agreed upon arrangements and/or violates this policy or any of its procedures.  In the event the Breed Founder determines, in her sole discretion, that such a breach or violation has occurred, the Responsible Party shall remain responsible for all expenses and fees as if the event had occurred as planned.

    

1-3.6 Attachments:  None.
 
1-3.7 Applicability:  All persons wishing to schedule an event that involves the participation of the Breed Founder.

Approved August 14, 2002; mileage reimbursement revised September 21, 2006.
 

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Last modified: Monday December 31, 2007.

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