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Text
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| Annual
Convention of Delegates |
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103
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*
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*
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*
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Pending Board review, the convention planner may set registration
fees at different rates: registrations received by a deadline
and rooming at the hotel; delegates not rooming at the hotel;
registrations received late..
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Apr
88
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9101
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*
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*
|
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104
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*
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*
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*
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The convention planner will arrange an account for Board rooms
& meeting expenses, separate from the convention account,
whenever possible.
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Apr
88
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9101
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*
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*
|
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105
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*
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*
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*
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The convention planner shall prepare a full financial accounting
of the convention, listing income and expenses; this shall
be sent to the Recording Secretary in time to be circulated
with the minutes of that convention when published.
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Apr
87
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9101
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*
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*
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106
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iv
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7
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*
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Any individuetion of the President, convention fees for any
individual contractor attending any convention may be paid
by the ASFA.al, upon payment of the appropriate registration
fees, may represent only one member club as a voting delegate
and any number of other non-member clubs as an observer or
alternate at the ACoD. The convention planner will require
a separate registration fee for each club.
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Apr
90
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9201
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*
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*
|
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253
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*
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*
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*
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At the discretion of the President, convention fees for any
individual contractor attending any convention may be paid
by the ASFA.
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Apr
97
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9804
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*
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*
|
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279
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*
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*
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*
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The Editor of FAN will prepare a report on the Annual Convention
of Delegates for the issue of FAN published immediately following
that ACoD.
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Apr
99
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0001
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Apr
99
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Jan
00
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301
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*
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*
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*
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The
FAN editor will send the Annual Convention of Delegates report
to the ASFA President for approval and add a disclaimer that
these are not official minutes before publishing the report
in FAN.
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Nov
99
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*
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Nov 99
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*
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328
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IV
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2
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*
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Early
registration for ACoDs must close at least 45 days prior to
the ACoD to allow the convention packets to be mailed out
in a timely manner. All Board information required in the
packet must be received by the convention planner at least
45 days prior to the ACoD. The convention planner must send
reminders to key chairs and other relevant individuals two
months before the packet item deadline. An additional reminder
will be sent two weeks before the deadline.
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Mar 02
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0502
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Mar
02
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May
02
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345
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IV
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2
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*
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Any written material prepared in advance that is to be acted
on at the ACoD should be included in the ACoD delegate package
that is mailed out in advance of the convention.
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Mar
03
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0903
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Mar
03
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*
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TOP
Board
of Directors
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1
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*
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*
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*
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"Administration"
is procedure developed as a result of questions or problems
brought to the Board's attention which gives specific direction
to Board members and committees. These become effective upon
circulation of the minutes of the meeting that created or
amended the procedure and remain in effect until amended by
the body that last addressed the issue. As these procedures
are adopted by the Board, any changes must be brought to the
board for review. (If created by an ACOD, changes in procedure
shall be reported to the ACOD by the Board.)
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Apr
94
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9408
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*
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*
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90
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I
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3
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*
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No member of the Board will be paid for services rendered.
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Apr
85
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9408
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*
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*
|
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91
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9
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6
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*
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The Board will take no punitive action based on a statement
of irregularity with regard to anything that took place prior
to the date of Board review.
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Nov
84
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9408
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*
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*
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98
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8
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*
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*
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When the Board discusses charges against an individual it
shall go into Executive Session. The minutes of these sessions
shall not be included in the Board minutes but shall be filed
with the original charges with the Corresponding Secretary.
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Apr
94
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9408
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*
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*
|
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100
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*
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*
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*
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The Corresponding Secretary will send to FAN notice of any
club that has been officially admonished or censured by letter
from the Board for violation of the rules. The Corresponding
Secretary shall give a brief summary of the rules violation,
citing the section of the rulebook being violated.
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Apr
94
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9408
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Apr
94
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*
|
|
113
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*
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*
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*
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The FAN mailing list should not be distributed in bulk or
sold without Board review. Any Board member has access to
the information for ASFA business.
|
Oct 82
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9101
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*
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*
|
|
121
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vi
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4
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*
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Non-attendance at two or more consecutive Board meetings may
be considered dereliction of duty.
|
Apr
90
|
9101
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*
|
*
|
|
122
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*
|
*
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*
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Each retiring regional director and key chairman shall turn
over to his successor all properties and records relating
to that office within 30 days of leaving his position.
|
Apr
94 R
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9408
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*
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9402
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|
133
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*
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*
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*
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The President may, at his/her discretion, require a paid contractor
to attend a Board meeting.
|
Oct
92
|
9408
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*
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*
|
|
165
|
V
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1
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*
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ASFA will pay the following expenses for Board members attending
Board meetings: 1] lesser of round trip coach airfare, or
actual airfare, or mileage at the current IRS approved rate;
2] reasonable and economical ground transportation and parking
expenses; and 3] lodging expenses. All other travel expenses
incidental to meetings shall be paid by the individual Board
member. Each Board member shall make his/her own travel and
lodging arrangements and may submit an invoice for the allowable
expenses to the treasurer. This shall also apply to any guest
who is not a paid contractor of the ASFA, invited by the President.
|
Apr
99 R
|
9408
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Apr
93
|
9402
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166
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*
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*
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*
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Airfare to be submitted for reimbursement in excess of 75%
of full coach fare must be pre-approved by the Chief Financial
Officer.
|
Apr
94 R
|
9408
|
*
|
9402
|
|
167
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*
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*
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*
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Paid contractors attending Board meetings at the President's
request shall be reimbursed as follows: 1] lesser of round
trip coach airfare, or mileage at the rate approved by IRS,
or actual airfare; 2] reasonable and economical actual ground
transportation and parking expenses; and 3] reasonable and
economical lodging expenses related to the authorized attendance.
|
Apr
94 R
|
9408
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Oct
92
|
9402
|
|
168
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*
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*
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*
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ASFA will pay the following for authorized Board travel other
than Board meetings: 1] lesser of round trip coach airfare
or mileage at the current IRS approved rate; 2] reasonable
and economical ground transportation and parking related to
the authorized travel; 3] reasonable and economical lodging
expense. All other travel and lodging expenses shall be paid
by the individual. Each individual shall make his/her own
travel and lodging arrangements and submit an invoice for
the allowable expenses to the Treasurer.
|
Aug
79
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9101
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*
|
*
|
|
254
|
VII
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*
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*
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The ASFA Committee List is the responsibility of the Recording
Secretary and mailed out to Board members and key chairs with
revised address and phone list as soon as possible after Board
meetings.
|
Apr
97
|
9804
|
*
|
*
|
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255
|
v
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2
|
f
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The Treasurer shall not accept any expense statements that
are older than 6 months for payment. Anything older than 6
months shall need Board approval.
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Apr
97
|
9804
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*
|
*
|
|
259
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VII
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*
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*
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The Internal Audit Committee is a subcommittee of the Finance
and Budget Committee. This subcommittee will oversee the detailed
financial activity of the ASFA. The Internal Audit Committee
will be chaired by a member of the Finance and Budget Committee
with other members assigned by the President of the ASFA.
|
Apr
98
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9901
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Apr
98
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*
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320
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*
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*
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*
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All official ASFA business shall be finally formatted using
Microsoft Office products, unless the Board makes a specific
exception.
|
Nov
00
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*
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Nov
00
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*
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325
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V
I
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4
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*
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The
Recording Secretary will submit officers' job descriptions
to FAN every other year in conjunction with the notice for
nominations.
|
Mar
02
|
0502
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Mar
02
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May
02
|
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333
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App
|
*
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*
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"Official
Business" for publication in FAN is business that the
Board explicitly decides is official.
|
Mar
03
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0308
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Mar
03
|
*
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336
|
*
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*
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*
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The following legal language shall be attached to the end
of any official ASFA email correspondence: "This email
message and any attachment(s) are for the sole use of the
intended recipient(s) and may contain proprietary and/or confidential
information, which may be privileged or otherwise protected
from disclosure. Any unauthorized review, use, disclosure
or distribution of this communication in whole or in part
without the express written consent of ASFA is prohibited.
If you are not the intended recipient(s), please contact the
sender by reply email and destroy the original message and
any copies of the message as well as any attachment(s) to
the original message."
|
Mar
03
|
0308
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Mar
03
|
*
|
|
337
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*
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*
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*
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All members of the Board of Directors and Key Chairs must
have email accessibility.
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Mar
03
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0308
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Mar
03
|
*
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339
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IX
|
1
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*
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Registered mail as referred to in Article IX, Section 1 of
the Constitution means any trackable, signature-required form
of mail.
|
Aug
03
|
0903
|
Aug
03
|
*
|
|
345
|
IV
|
2
|
*
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Any written material prepared in advance that is to be acted
on at the ACoD should be included in the ACoD delegate package
that is mailed out in advance of the convention.
|
Mar
03
|
0903
|
Mar
03
|
*
|
|
349
|
* |
* |
* |
Board
discussion on the Internet discussion list will be archived
for a rolling 12-month period only. Anything earlier will be
deleted. The Recording Secretary will compile a list of actions
taken by the Board on the discussion list since the previous
meeting and distribute it at each Board meeting. This will be
for informational purposes only. |
Aug
04
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* |
* |
* |
|
TOP
Bowen
System
|
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14
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*
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*
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*
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The ASFA will recognize the Bowen system as official and publish
an official top twenty each year for each breed.
|
Apr
87
|
9201
|
*
|
*
|
|
108
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*
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*
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*
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Each year the ASFA shall offer a plaque to each parent breed
club. This plaque is to be awarded to the owner of the highest
placing hound of that breed for the preceding year, under
the ASFA top ten system, that is owned by a member of the
parent club.
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Apr 94 R
|
9408
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*
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*
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311
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*
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*
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*
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The Top 20 shall be published in each issue of FAN regardless
of how many physical pages are required in FAN.
|
Apr
00
|
0101
|
Apr
00
|
0101
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341
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VIII
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1
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*
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Except for official ASFA purposes, the final year-end Top
Twenty results for a breed will not be released until they
have appeared on the ASFA web site.
|
Aug
03
|
0903
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Aug
03
|
*
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TOP
Certificates
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13
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*
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*
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*
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If there is an error on a certificate due to an error on the
entry form, a corrected certificate will be issued upon payment
of a $10 correction fee. There is a charge of $10 for each
duplicate certificate requested.
|
Apr
94
|
9201
|
*
|
*
|
|
TOP
Clubs
|
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225
|
IV
|
4
|
d
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The following clubs shall be considered national clubs: ASFA,
parent clubs as defined by AKC, the American Saluki Association
(ASA) and the Greyhound Club of Canada (GCC).
|
Apr
01 R
|
9507
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Apr
95
|
*
|
|
334
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App
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*
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*
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Recommendations for applied clubs by the Records Coordinator,
Scheduling Chair and Regional Director must be sent within
two (2) weeks of the Membership Chair's request.
|
Mar
03
|
0308
|
Mar
03
|
*
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TOP
Elections
|
|
110
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*
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*
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*
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Mail ballots cast by club delegates are considered public
and are available for release in all cases except regional
director elections. For regional director elections, all information
is available after the close of ballots; while balloting is
in progress the Corresponding Secretary shall only release
which clubs have voted.
|
Nov 84
|
9101
|
*
|
*
|
|
131
|
*
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*
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*
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The Nominating committee will ask the nominee for Recording
Secretary to attend the Board meeting and convention for the
purposes of shadowing the outgoing secretary. Any other potential
nominee may attend for the same purpose. The newly elected
Recording Secretary shall be reimbursed per Board travel reimbursement
policy, provided he/she has attended and assisted in taking
minutes at both the Board meeting and convention.
|
Oct 92
|
9402
|
*
|
*
|
|
325
|
V
I
|
4
|
*
|
The
Recording Secretary will submit officers' job descriptions
to FAN every other year in conjunction with the notice for
nominations.
|
Mar
02
|
0502
|
Mar
02
|
May
02
|
|
TOP
Equipment
|
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163
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*
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*
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*
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ASFA will pay reasonable repairs and maintenance costs on
individually owned equipment used substantially for ASFA business,
subject to review by the Chief Financial Officer.
|
Nov
84
|
9101
|
*
|
*
|
|
TOP
FAN
|
|
7
|
*
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*
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*
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The FAN mailing list will be made available to any ASFA sanctioned
club for publicity purposes only.
|
Apr
85
|
9201
|
*
|
*
|
|
109
|
*
|
*
|
*
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The Corresponding Secretary will provide the FAN editor a
list of Board members and chairmen within 30 days from elections
or change in positions.
|
Apr
93
|
9402
|
*
|
*
|
|
113
|
*
|
*
|
*
|
The FAN mailing list should not be distributed in bulk or
sold without Board review. Any Board member has access to
the information for ASFA business.
|
Oct 82
|
9101
|
*
|
*
|
|
114
|
*
|
*
|
*
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A
free FAN subscription shall be terminated as soon as an officer,
director or chairman leaves the position; the successor shall
receive the free subscription immediately following the change.
|
Apr
94 R
|
9408
|
*
|
9402
|
|
115
|
*
|
*
|
*
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A free FAN subscription shall be sent to the six regular officers,
the immediate past president and the ten regional directors
for the duration of their terms. A free FAN subscription shall
also be sent to the ASFA Treasurer and to the chairmen of
the following committees provided they are not already receiving
a copy as a member of the Board: Scheduling, Judges' Licensing,
Records Coordinator, Forms Distribution, Field Trial Regulation,
Membership, Policy Compilation, Constitution Revision, and
Rules Evaluation. A complimentary subscription shall also
be sent to the Treasurer, the Webmaster and the coursing chairmen
of the CKC, AKC and the CanFAN editor. The FAN editor shall
make the decision on the number and distribution of free subscriptions
and provide a list to the chairman of the FAN committee.
|
Apr
94 R
|
9408
|
*
|
9402
|
|
116
|
*
|
*
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*
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The FAN editor may send a complimentary issue to those people
who contribute substantially to that issue if they are not
otherwise reimbursed for the contribution.
|
Apr
93
|
9402
|
*
|
*
|
|
136
|
*
|
*
|
*
|
Wording of official news published in FAN will supersede wording
of the minutes until a correction to either the minutes or
official news is published.
|
Apr
94 R
|
9408
|
Apr
82
|
9101
|
|
147
|
*
|
*
|
*
|
When a hound has earned an ASFA title, all known titles for
that hound shall be published with the hound's name in FAN.
|
Nov 91
|
9408
|
*
|
*
|
|
154
|
*
|
*
|
*
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The invitationals chair shall publish the current policies
for all invitationals in FAN on a yearly basis.
|
Apr
94 R
|
9408
|
*
|
*
|
|
301
|
*
|
*
|
*
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The
FAN editor will send the Annual Convention of Delegates report
to the ASFA President for approval and add a disclaimer that
these are not official minutes before publishing the report
in FAN.
|
Nov
99
|
*
|
Nov 99
|
*
|
|
306
|
*
|
*
|
*
|
The official date of publication for FAN is five days after
mailing by the publisher.
|
Nov
99
|
*
|
Nov 99 |
