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2010-2011 Winter Issue - the American Dwarf Hotot Rabbit Club

2010-2011 Winter Issue - the American Dwarf Hotot Rabbit Club

Secretary/Treasurer’sReport Tonna Thomas Happy New Year fellow ADHRC members! I hope you all had a very joyous Holiday Season. It’s been averaging 10° below normal temperatures here in Missouri. I realize we still have at least 3 more months of winter, but spring couldn’t come too early to this California native! Congratulations to our Youth winners, Caroline Waskow for her Best of Breed and Jordan Wolff for his Best Opposite of Breed. Both Carolyn and Jordan have been members since 2008. What an accomplishment for both youth members! In Open, Bill Whaley took both Best and Opposite of Breed. It’s been a long time coming. Bill has raised Dwarf Hotots and been a member of the ADHRC for over 20 years. He has a limited amount of holes but obviously a very productive herd! Way to go!!! Even though we were not able to have our usual raffle in our booth at the Convention in Minnesota, our members stepped forward and supported both our booth’s silent auction and our breed auction. The amount of monies received from both auctions is listed elsewhere in the newsletter. I would like to thank those who donated and those who purchased in both auctions. Your support is truly appreciated! This year the Midwest Regional Dwarf Hotot Rabbit Club will host the 2011 Spring National Dwarf Hotot Show. Our judge will be John Grimm. At this show along with the Dwarf Hotots other national breed shows will take place including the Mini Lop, Thrianta, Standard Chinchilla, Florida White, American Sable and Palomino. More information can be located in the newsletter and by going to www.adhrc.com. The Midwest club has hosted several national shows over the years with great success. This promises to be another great show! Have you considered advertising in the newsletter? The rates are: $10 – business card, $20 – ¼ page, $30 – ½ page, $40 full page, $50 full page commercial company. What bargains these prices are! Let’s see YOUR ad in the next newsletter. The ADHRC board and the members present in Minnesota have approved publishing an updated version of the ADHRC Official Guidebook. It will be in a 3 ring-binder in which current club information can be updated as needed. There is also an on-line auction schedule for January 25 th for 3 color ads, front inside, back inside and back outside. You can find more information elsewhere in this newsletter and by going to the ADHRC website. We are also exploring means of having it electronically available. More research however will need to take place before that happens. Winter 2011 Dwarf Hotot News Page 5

As your Secretary/Treasurer, I would like to take this time to explain a few of the office procedures I use in processing new/renewal memberships and sanction requests. I don’t like things lying around, so both memberships and sanction requests are processed usually three to four times a week. All checks are logged in an Excel sheet as to sanctions, new or renewal memberships. If it is another source of income, that is specifically noted. This sheet is attached each month to the bank statement. I make deposits twice a month, usually mid-month and the last working day of the month. If at any time you have a question on the finances of the ADHRC that are published in the newsletter, I encourage you to contact me. When I process sanctions, they are added to yet another Excel sheet in date order. Most clubs require a minimum of 30 days prior to the show date for sanctions. You would be surprised at the amount of sanction requests I receive that are far less than even 15 days prior to the show. All sanctions if received prior to the first of each month will be listed on the website. If processed after the first but are in that month, they will not show up on the website list. Encourage your show secretaries to mail the sanction requests prior to the first so they can be listed on the website show listing. That way if someone is contemplating coming to show and wants to know if it is sanctioned, all they have to do is look at the local show listing on the website. Membership renewals are sent out the first of every month. Whenever possible, I send reminders via electronically if I have the member’s e-mail address. The remaining notices are sent via snail mail. Each month the present and previous months expiring members are mailed. The ADHRC By-Laws state under Article 1, Section 2. “Upon expiration of dues, provided renewal has not been received, the Secretary/Treasurer shall at once notify the member, and those not paying within thirty (30) days after their expiration date shall be dropped from the rolls. Renewals received within sixty (60) days after their expiration date shall be dated back to the expiration date of the previous membership.” Membership renewals notices in the past have been included in our newsletter along with the membership expiration on the label. There is only one problem with using that system. The newsletter is only mailed 4 times a year and there was a year when we did not receive the newsletter 4 times. Nowhere do I see that this is the Editor’s job to send out renewals. That is why when I took over as your Secretary, I decided that that was part of my duties, not the Editor. The newsletter also used to have a list of who had expired memberships. I personally do not want to see my name under “Expired”. I’ll wait and read it in the obituaries! I do include a list of members that are new or have renewed their memberships. I will start including the date your membership expires on your mailing label. For those who receive your newsletter electronically, look for the membership expiration on the “RE” line. So please look on your newsletter for your membership renewal date and then watch for either an e-mail or letter of membership renewal the month your dues are due. On the same line as membership, when your membership lapses, any sweepstakes points earned in that lapsed time frame are deleted from the sweeps program. Any points earned while the membership was current remains in the program. This is another reason to make sure you keep your membership current. When I took over this position in November of 2009, one of the goals I had was to have the minutes of each general and board meeting in a book that could be brought to each Convention and National spring show. This has been accomplished; they are available at every Convention and National I attend. I am missing 1984 through 1988 and do not have any minutes for the year of 1991 and 1993. If anyone has copies of those missing years, I would appreciate a copy to include in our club records. John has asked me to look into having these all copied onto a flash drive or disc to keep for our club history. Please remember, this is not a club run by a select few officers/directors. It is run by the officers and directors you elected. It is YOUR club! "To handle yourself, use your head; to handle others, use your heart." Donald Laird. Winter 2011 Dwarf Hotot News Page 6

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