January 27, 2010

A meeting of the Smoky Mountain Cluster Committee was held January 27, 2010, at the home of Walter and Carol Sommerfelt.  Members present were:

Catherine Bell, Wally Sommerfelt, and Carol Sommerfelt representing Tennessee Valley Kennel Club;

David Miller, Donna Burchi, Pat Hodges, Barbara Byrum and Debby Sharp representing Oak Ridge Kennel Club.

Paula Smiddy, Vendor Chair, and Jean Dinkins, Treasurer, for TVKC also attended.

 CALL TO ORDER

The meeting was called to order at 7:02 p.m. by Wally Sommerfelt, chairman.  The minutes of the previous meeting which had been distributed earlier, were approved.

MISSION STATEMENT

The following mission statement was adopted by the committee: “To enhance the sport of purebred dogs thru good sportsmanship, community events, public education and the promotion of the human/animal bond.”

501c3 DESIGNATION

It was moved, seconded and RESOLVED, to apply for 501c3 status for the cluster.  It was noted that this will need to be notated in our Bylaws and Constitution.  In view of this, it was moved, seconded and RESOLVED, to authorize up to $750 for an attorney to process the 501c3 application.  Jean Dinkins, Cluster Treasurer, will be listed as principal.  It was also moved, seconded and RESOLVED, that this cluster of dog shows and community events be known hereafter as the Smoky Mountain Cluster.

WEBSITE

The committee reviewed a proposal by Missy Neal to design and host a website for the Cluster.  The initial cost will be $215 with an annual fee of $35.00.  Both .org and .com will be applied for with the .com site linking to the .org site.  It was moved, seconded and RESOLVED, to accept this proposal.  A check will be issued from the Cluster checking account as soon as it is set up.

INSURANCE

Chilhowee Park requires insurance of 2mil/4mil for each day of our events. Each participating club will request costs for adding additional insurance to our own club policies.  David Miller will be ORKC liaison and Jean Dinkins will be liaison for TVKC. They will report back at our next meeting.

OBEDIENCE AND RALLY

It was moved, seconded and RESOLVED, to hold Obedience and Rally events at the cluster of shows. There will be four rings available each day in the Golden Gloves locale for these events.  It was noted that judges will need to be hired as soon as possible.

 HOSPITALITY

Cox Food Concessions handles all food service for Chilhowee Park.  We may bring in water, soft drinks, donuts, bagels, fruit and similar items to be served in the hospitality room.  Cox is looking at the idea of setting up a large tent outside the Jacobs Building for serving lunch each day and only those with tickets will be allowed to be served.

 Each club will have their own chair for judge’s hospitality.

PARKING

Parking will be handled by Chilhowee Park personnel with the fees for cars of $5.00 per day for entrants and $10.00 per day for nonparticipants.  The cluster will realize one dollar/six dollars from the fees collected.  Committee members will receive parking passes which will be water-marked so as to avoid unlawful duplication.

ENTRY FEES

It was moved, seconded and RESOLVED that entry fees for these shows will be $29.00 per entry with a break, to be decided later, for puppies and Juniors.

VENDORS

There will be a common contract for all vendors.  Costs will be $350/10 feet for space inside the Jacobs Building and $250/10 feet for outside space.  These fees will include one free parking pass for each day.  Rescue groups will also be given outside space at a cost of $50 for the four-day weekend.  No selling of dogs or transfer of ownership may be held on these sites.

RING SETUP

It was moved, seconded and RESOLVED, toys, terriers, non-sporting, Cockers, Corgis, Daschunds, Whippets, Shelties and English Cockers will be shown inside.  All other rings will be outside.  Golf carts will be available for rent and rental agreements will be conducted the company and the renter.  There will be no crates allowed at ringside.

ADDITIONAL PLANS

 An art contest will be held in schools with a $100 bond being given to the student who submits the best design for the cluster.  The design will be put on shirts which will be sold at the shows. 

It was moved, seconded and RESOLVED to donate a portion of the proceeds of these shows to Children’s Hospital, Knoxville and Oak Ridge K-9 units and the AKC Humane Fund.  These entities will be contacted to obtain their agreement. 

It was moved, seconded and RESOLVED, that mixed breed classes will not be offered at these shows. 

Show chairs will meet to decide what events will be held in addition to the conformation shows.  There will be groups for Bred By Exhibitor on Thursday, Puppies on Friday and Best of Opposite on Saturday.

We will be ordering 850 total catalogues for the weekend.  Sponsorships will be sought throughout the community i.e. Pilot, Food City, Pet Smart, Pet Planet and similar businesses.

TROPHIES

Carol Sommerfelt will be Trophy Chair for the Cluster.  Missy Neal will be asked to send a jpeg image of the Oak Ridge Club logo to her.

ADJOURNMENT

There being no further business to come before the committee at this time, the meeting was adjourned at 9:15 p.m.

The next meeting will be held on February 25, 2010, at 7:00 p.m. at this same location.

Respectfully submitted, Debby Sharp, Secretary