ILR Show Division Governing Board Minutes - November 20, 2012
<< Back

ILR Show Division

GOVERNING BOARD Minutes
November 20, 2012

Meeting called to order at 8:09 pm EDT. Bill Safreed, Mary Jo Miller, Karen Baum, Kristy Brown, Judy Ross, Harvey Pool, Beth Myers, Kathi McKinney and Deb Arendas were in attendance. Matt Fruits, Erin Fruits and Jan Wassink were unable to attend.

ILR Treasurer Kathi McKinney presented the SD year-to-date September 2012 financial report. A question was raised about the seeming low judges fees for the year. Kathi advised that the fees shown are only those paid in 2012 through September and don't include the fees paid in 2011 but applicable to 2012 membership.

The issue of late reporting of show results was raised. Bill indicated there were seven shows from as late as May that had not reported results. Various means to encourage timely reporting were discussed. From that discussion Debbie made a motion to add a $50 deposit to the sanctioning fee that would be credited to the per-animal fee due if the results were reported to the office within 21 days from the end of the show. The deposit would be forfeited if not received within the 21 day period. Kathi seconded the motion, all voted in favor.

The current sanctioning form will be revised to indicated the additional deposit and a signature line will be added to confirm the form had been read and will be complied with.

A document is being developed by Kristy and Mary Jo that outlines the advantages of sanctioning with the Show Division. Members are asked to share this with open shows in their area.

Committee Reports:

Gathering: presented by Mary Jo. The 2011-12 superintendent, Norris Berg, has resigned. A list of possible replacements is being developed and the search will begin immediately. The Governing Board will be kept apprised of progress and a new superintendent will need to be approved by this Board. The LFA has been advised of the change in the superintendent position.

The Promotions Committee is working on promotional activities with the baseball theme in mind. Needed current activities are being handled by Kristy and Mary Jo until a superintendent is on board, everything is up to date as of today.

Halter: presented by Harvey Pool. No report.

Fleece: presented by Judy Ross. The final weighted fleece chart was presented to the Board. Mary Jo made a motion that the new weighted fleece chart be accepted as presented, second by Harvey. All approved the motion.

Guidelines: presented by Deb Arendas. No formal report. The Board was advised that Karen Dean will be doing the Guidelines updates.

Performance: No report.

Youth: presented by Karen Baum. The final youth judging document was approved by the committee and is being presented to the Governing Board for consideration. The Youth Committee was asked to make the following changes: 1) that the fee to ILR-SD is to be $5 per youth entered (similar concept to the per-llama fee for a show) and 2) that the document specify that the judge must be ILR-SD approved to judge the classes selected for the youth judging competition. Harvey made a motion to accept the Youth Committee's Youth Judging class rules with the changes to the fee to $5 per youth entered and judge be qualified for the classes in the competition. Debbie seconded the motion. All voted to approve.  The change is sent back to the Youth Committee for approval.

Judges: presented by Beth Myers.

1.   Presented as information: Rick Neal - Fast Track Apprenticeship was approved. Courtney Benson - request for Approved Judge status: Recommended an additional apprenticeship be served.

2.   Rose Bloom - request for Approved Fleece Judge status - approved. Mary Jo moved that Rose Bloom be approved as a Fleece judge, second by Kathi. All approved.

3.   Harvey Pool from GA - request for Hosting Fleece Seminar, May 3-5, 2013. Mary Jo Miller and Judy Ross Teaching Judges - approved. Kathi moved that the fleece seminar to be held May 3-5, 2013, by member Harvey Pool be approved, second by Beth. All approved the motion.

4.   Changes to Part III, Section C - page 9 of current Guidelines Exhibitors Membership.

The following is the suggested change discussed and approved by the Judges' Committee and submitted to the Governing Board for approval and inclusion in the 2013 ILR-SD Guidelines.

III. EXHIBITORS AND LLAMA ENTHUSIASTS

 C. ILR-SD MEMBERSHIP

 1. No membership fee required:

a.   Exhibitors are not required to have an ILR-SD membership in order to show at an ILR-SD approved show. (Exception: The Gathering) The entry fee may differ for those that are not members.

b.   For attendance at any ILR-SD approved Seminar. A fee for participation at the Seminar may be charged.

 2. Membership fee required:

a.   To enter the ILR-SD Judging Apprenticeship Program

b.   To enter the ILR-SD Fast Track Apprenticeship Program

c.   To be an ILR-SD approved or Permanently Certified Judge

d.   Judges'/Apprentice annual dues also required for a, b, & c above.

e.   To hold any office or have membership on any committee within the ILR-SD

f.    To participate as an exhibitor at "The Gathering" (Considered a National Show)

Motion by Beth to accept the rule changes as amended and stated above. Bill seconded the motion, all approved.

5.   Fleece Judges/Apprentices - Changes to provide consistency with all judging requirements were presented - see attachment for item 5 (with amendments). Mary Jo moved that the changes be accepted as amended in the attachment, Judy seconded the motion. All approved.

6.   Complete section changes and additions for JUDGES AND APPRENTICES beginning page 10 in 2012 Guidelines were presented - see attachment for item 6. After much discussion of this item Kathi made a motion that judges' fees be increased to $40 to include a printed Guidelines book. Karen seconded the motion. A majority of the Governing Board members present approved the motion. Beth will take this back to the Judges Committee for approval. Harvey made a motion that the guideline changes, as amended in the attachment, be approved. Mary Jo seconded the motion, all approved.

7.   Discussion item: Addition of Educational Seminars Section in Guidelines is a work in progress. The next Judges' Committee meeting is December 11. This may be too late for inclusion in Guidelines for 2013, but will be completed in order to publish on internet or sent out to requesting individuals wishing to attend, host or gain information about the educational program.

Old Business: None

New Business: Last call for 2013 Guidelines updates was made by Debbie Arendas.

Next Meeting: Tuesday, February 19, 2013, at 8:00 p.m. EST.

Meeting adjourned at 9:24 p.m. EDT. Motion to adjourn by Karen, second by Kathi. All were in favor.

Respectfully submitted,

Bill Safreed, ILR Secretary

Attachment - Item 5. Judges Committee Report

.           FLEECE JUDGES

Page 12 -  Judges/Apprentice Dues:  See Part IV, Section A, a.

a)      Effective January  1, 2013, the annual Judges/Apprentice  dues will be $40.00.  This will include a hard copy of the current Guidelines Book.

b)      Anyone entering the ILR-SD Judge's program, either with intent to Fast Track or as an Apprentice, along with all current Judges need to pay the annual Judge's Dues.

Page 12 -  1. ELIMINATE :  "Grandfathered Judges" section.

Page 12 -  2.   Fast Track Program for Approved or experienced Judges

a)           Criteria for entering Fast Track Program:

1.       Send  letter of request to the ILR-SD Judges' Committee to enter the program via email:  judgescommittee@lamaregistry.com

1.       List qualifications and experience

2.       Include at least three (3) letters of recommendation from ILR-SD certified Fleece Judges.

b)           If accepted, complete at least one of the following criteria:

1.       Attend an ILR-SD Fleece Clinic Workshop

2.       Complete a mentorship under an ILR-SD approved Fleece Teaching Judge using one of the following methods:

1.       Mentor with an approved Fleece Teaching Judge at a sanctioned ILR-SD show

2.       Mentor with an approved Fleece Teaching Judge at a farm

 

3.        One or more criteria may be required after receipt of evaluation from the above criteria.  Once approved & recommended by the ILR-SD Judges' Committee and approved by the ILR-SD Governing Board, the following will apply:

1.       Once permanently certified, there will be no further paperwork or requirements with the exception of an open book ILR-SD Guidelines Test sent at the beginning of each year to be completed and returned to the Judges' Committee not later than February 28 of each year.

Page 13 - 4.    Fleece Judging Apprenticeship Program

a)      Complete one Sanctioned ILR-SD Fleece Judging Clinic

b)      Complete one ILR-SD Fleece Open Book test

c)           Receive satisfactory evaluations from all Seminar/Clinic Instructors

1.      Seminar attendees who wish to enter the judging program must participate and be evaluated in all Fleece sections of the seminar in which they wish to apprentice.

2.       Those wishing to enter the apprenticeship program must pay current Judge's Dues.

d)          Receive approval to seek apprenticeship with  ILR-SD Fleece Teaching Judge and permission from show superintendent to apprentice at their show.

1.       Apprenticeships or mentorships must be with a Fleece Teaching Judge.  Certified Fleece judges, not approved as Fleece Teaching Judges, may not accept an apprentice in the show ring even as an observer for experience only.

2.       Apprentices may participate in an open show for experience under an ILR-SD Teaching Judge, however no credit will be given. 

3.       A minimum of three apprenticeships will be required at ILR-SD sanctioned Fleece shows,  under at least two (2) different Teaching Judges.

4.       Apprentice's need to have evaluated a total of 50 shorn and 75 Fleece On and one dozen Fleece Products during this time.

5.       No apprenticeships are permitted at "The Gathering".  (Considered a National show)

Interested parties may enter the Fleece apprenticeship program after the year of their 18th birthday. Upon satisfactorily completing items a through d above, the apprentice should then write to the Judge's Committee requesting to be placed on the ILR-SD Approved List of Fleece Judges. After completing at least one year as an approved Fleece judged and having judged at least 3 ILR-SD Fleece shows and upon reaching their 21st birthday, said judge should request to the judges committee to be placed at Permanent Certification Status.

Attachment -  Item 6. Judges Committee report

IV.   JUDGES AND APPRENTICES

A.      JUDGES AND APPRENTICE JUDGES PROGRAM

a.       Judges/Apprentice Dues

i.   Effective January 1, 2013, the annual Judges/Apprentice dues will be $40.00.  This will include a copy of the current Guidelines Book.

ii. Anyone entering the ILR-SD Judge's program, either with intent to Fast Track or as an Apprentice, along with all current Judges, need to pay the annual Judge's Dues.

Page 10 - IV, A, 2, a), b) & c):  ELIMINATE :  "Grandfathered Judges" section.

Page 10 - IV, A, 2   Fast Track Apprentice Program for Approved or experienced Judges

a)       Criteria for entering Fast Track Program:

a.       Send  letter of request to the ILR-SD Judges' Committee to enter the program via email:  judgescommittee@lamaregistry.com

i.   List qualifications and experience

ii. Include at least three (3) letters of recommendation from ILR-SD certified judges.

b)       If accepted, complete at least one of the following criteria:

a.       Attend one or more days of an ILR-SD Educational Seminar, completing all areas in which to be certified.

b.       Complete a mentorship under an ILR-SD approved Teaching Judge using one of the following methods:

i.   Mentor with an approved Teaching Judge at a sanctioned ILR-SD show

ii. Mentor with an approved Teaching Judge at a farm

c.        One or more criteria may be required after receipt of evaluation from the above criteria.  Once approved & recommended by the ILR-SD Judges' Committee and approved by the ILR-SD Governing Board, the following will apply:

i.   Once permanently certified, there will be no further paperwork or requirements with the exception of an open book ILR-SD Guidelines Test sent at the beginning of each year to be completed and returned to the Judges' Committee not later than February 28 of each year.

Page 11 - IV, A, 3

3.  Judging Apprenticeship Program (Halter, Performance, Showmanship, Youth)

            a)  complete one Sanctioned ILR-SD Educational Judging and Refresher Seminar

            b)  complete one current ILR-SD Guidelines open book test

c)  Receive satisfactory evaluations from all Seminar Section Leaders/Teaching Judges

1) Seminar attendees who wish to enter the judging program must participate and be   evaluated in all sections of the seminar in which they wish to apprentice.

d)      Receive approval to seek apprenticeship with ILR-SD Teaching Judge and permission from show superintendent to apprentice at their show.

1)      Apprenticeships or mentorships must be with a Teaching Judge.Certified judges, not approved as Teaching Judges, may not accept an apprentice in the show ring even as an observer for experience only.

2)      Apprentices may participate in an open show for experience ONLY  under an ILR-SD Teaching Judge.  Comments received from the Teaching Judge will be added to the Apprentice file.  A minimum of one or more apprenticeships will be required at an ILR-SD sanctioned show.

a.       No apprenticeships are permitted at "The Gathering".  (Considered a National show)

e)      No apprentice may act as a second judge in performance at the first apprenticeship.   Apprentice will request approval from the ILR-SD Judges' Committee before accepting assignment as 2nd judge in performance classes.  If during an apprenticeship after completion of first apprenticeship, the Teaching Judge approves the apprentice as 2nd judge in performance classes for that show, request to judges' committee will be waived.

f)       A minimum of three (3) apprenticeships will be required at ILR-SD sanctioned shows, under at least two (2) different Teaching Judges.

g)      Provisional Variation:  Upon request and subsequent approval from the ILR-SD Judges' Committee, an ILR-SD member wishing to serve as an apprentice (who has obtained permission from Show Superintendent and Officiating Teaching Judge) may do so ONCE, prior to participating in an ILR-SD Seminar.

h)      Interested parties may enter the apprenticeship program any time during or after the year of their 18th birthday.  Upon satisfactorily completing items "a" through "f" above, the apprentice will be named on the ILR-SD Approved Judges' list.  After completing at least one year as an approved Judge, having judges at least three (3) shows and upon reaching their 21st birthday, a request may be sent to the ILR-SD Judges' Committee for Permanent Certification status.

B.       FLEECE JUDGES:  {See Item 5.} 

C.      ILR-SD TEACHING JUDGES (APPROVED TO ACCEPT APPRENTICES)

a.       Submit letter to ILR-SD Judges' Committee requesting consideration

i.   Give example of teaching experience or reason you feel confident in your ability to assist judges/apprentices in using & understanding the ILR-SD Guidelines at ILR-SD sanctioned shows.

ii. List a total of six shows judged within the last two years with at least two (2) ILR-SD sanctioned shows (excluding 4-H or Youth shows).

b.       Not on 1st year probation or probation for judging or ethical improprieties.

c.       Attend one or more days of an approved ILR-SD Educational Judging and Refresher Seminar of Fleece Clinic or complete a mentorship under an approved Teaching Judge.

d.       Obtain three (3) recommendations from ILR-SD Approved Teaching Judges.

e.       Recommendation will be made by the Judges' Committee for approval by the ILR-SD Governing Board.

f.        Once accepted as a "Teaching Judge" (for apprenticeships), the judge accepting apprentices MUST complete and return to the Judges' Committee an honest and fair evaluation of the apprentice, whether favorable or unfavorable, within 15 days of apprenticeship.

g.       TEACHING JUDGES and JUDGES ACTING AS A MENTOR may NOT evaluate any family member or anyone sharing ownership of an ILR-SD camelid or any other partnership.

i.   Exception:  When acting  in a teacher, leader/facilitator role during an ILR-SD Educational Seminar, evaluations may be completed.

Sections D. & E. are not changed - Remain as printed in 2012 Guidelines

F.  ETHICS:  JUDGES, APPRENTICES AND EXHIBITORS  (See also Section III, EXHIBITORS, Part A, Individuals who may not exhibit, 1, b & c)

 

a)          The ILR-SD strongly recommends that an ILR-SD officiating Judge shall not adjudicate any animal, or fleece from any animal, which has been purchased from said Judge or his/her immediate family within 12 months of the date of the show where the judge is officiating.

b)          It is also noted that it is equally the responsibility of the new owner/exhibitor to refrain from entering an animal or its fleece in an event to be judged by the official from whom the animal/entry has been purchased within the last 12 months.

c)          Officiating Judge may not adjudicate halter animals, fleece on, coat on or shorn fleece from said animal or performance animals which are owned, owned in partnership or animals shown by immediate family members regardless of ownership in any division they may be judging.  This will also include youth classes where the youth is a relative or showing an animal owned by the judge or judge's family or partnership.  However, someone other than a partner or family member may show an animal owned by the judge in a division in which the judge in not officiating.

Exception 1:  Family members may assist in showing in group classes where the animal has already been individually judged.

Exception 2:  Apprentice Judge will excuse his/herself from adjudication of a class if an animal sold by them within 12 months enters the arena.  This will be done without specifically identifying the animal.

G.  ILR-SD JUDGE/APPRENTICE CODE OF CONDUCT

ILR-SD JUDGES' COMMITTEE view of ILR-SD Judges/apprentice program:

Designation as an ILR-SD approved judge or apprentice is a privilege, not a right, bestowed by the Judges' Committee and the Governing Board, according to procedures formulated, to individuals whose Camelid expertise and personal character merit the honor.  A judge shall adjudicate an ILR-SD approved event in accordance with all rules, regulations, directives and guidelines issued by the ILR-SD.  A judge shall honestly, fairly and impartially judge each participant exhibited to him/her at any show.

To help accomplish this, the Judges Committee feels it is important that all ILR-SD Judges/apprentices conduct themselves in a fair, ethical and unbiased manner.  They should be respectful of exhibitors, show management and fellow judges and apprentices.  The Code of Conduct illustrated below is an effort to encourage those individuals representing the ILR-SD to be mindful of these goals whether judging, participating as an exhibitor or simply attending and watching a lama event.

a)       A judge shall adjudicate an ILR-SD sanctioned event in accordance with all guidelines issued by the ILR-SD. 

b)      A judge shall be honest, fair and impartial toward each and every participant/animal exhibited in front of him/her.  It is important that all ILR-SD judges/apprentices conduct themselves in an ethical, unbiased manner being respectful of exhibitors, show management and other judges/apprentices. Keep in mind that as judges/apprentices, you are a representative of the ILR-SD and are regarded as such.

c)      A judge should demonstrate good sportsmanship and courtesy whether officiating as a judge or participating as an exhibitor.

d)      Upon accepting a judging or apprenticeship commitment, every reasonable effort must be made to fulfill that commitment.  If this is not possible, notify show management as soon as possible to allow maximum time to secure a suitable replacement.

e)      At all times, act in a professional manner.

a.       Abide by all known laws and statutes.

b.      Avoid abusive behavior, speech or discrimination.

 H:  CONSEQUENCES OF VIOLATIONS OF ETHICS AND/OR CODE OF CONDUCT

a)      May include but are not limited to:

a.       Verbal warning

b.      Written warning

c.       Probation or Suspension

d.      Reduction of Judging Certification

e.      Removal from approved ILR-SD Judges' List

b)      Any action will be discussed and voted on by the ILR-SD Judges' Committee after investigation and receipt of statements from all, or as many as possible, of parties involved.

c)      Any and All decisions/ recommendations will be submitted to the ILR-SD Governing Board for approval.

I:         PENALTY AND/OR RECOURSE FOR JUDGES/APPRENTICES NOT MEETING THE DEADLINE FOR REQUIREMENTS

a)       Judge/apprentice may request an extension of original deadline with verifiable and justified reason.

b)      Judge/apprentice will be given a two week notice to comply with I, a) above.

c)      If not complied, Judges'/Apprentice name will be removed from the ILR-SD approved list of Judges/Apprentices.

d)      Once name is removed from approved Judges/Apprentice list, Judge/Apprentice is no longer eligible or permitted to judge/apprentice at any ILR-SD Sanctioned show/event and must notify Show/event management to aquire an alternative Judge/apprentice.

e)      Judge/apprentice will be denied participation in a teaching capacity at ILR-SD Seminars/clinics even as a "Generally accepted expert in their field".

f)       To be reinstated, a Judge/apprentice must:

a.       Complete missed requirement

b.      Complete an apprenticeship under a permanently certified Teaching Judge and/or attend an ILR-SD Educational Seminar/Clinic.