AMERICAN ROTTWEILER CLUB EDUCATION
GRANT PROGRAM
Approved by ARC Board of Directors: 2/3/09
Program Purpose
The ARC Education Grant Program is set up for the purpose of bestowing
a sum of money to individuals who are actively involved in public education
in regard to Rottweilers and/or dogs in general. This sum of money must
be used solely for the purpose of direct expenses for approved supplies
(excluding transportation) for public education materials as outlined
in this grant application.
Education Grant Committee Make-up
The Education Grant Committee will consist of 3 acting members and
an Alternate. They are to be selected and appointed by the Board in
accordance with the ARC Standing Rules on Committees. At the time of
the appointment, the Board will designate 1 of the 3 acting members
of the Committee to be Chairperson. Chairperson should be willing and
able to assume the administrative responsibilities of the Committee.
When selecting a new Committee, it is recommended, but not required,
that at least 1 member of the new Committee be a “hold-over” from the
previous Committee in order to maintain continuity.
Operating Procedure
The general procedure for accepting applications for the ARC Education
Grants, as well as the time frames in which these applications must
be acted upon, are outlined below and should be adhered to precisely.
At the time the Committee is appointed, the Secretary should send each
member a copy of this procedure. Each Committee member should read this
procedure thoroughly in order to insure that they will be familiar with
their responsibilities and be aware of the requirements of their position.
Soliciting of Applications
It will be the responsibility of the Committee Chairperson to send
a grant application once a year to the ARC webmaster for posting on
the website. A hard copy shall be available from either the ARC Education
Grant Chairman or the ARC Policies & Procedures Chairman. This grant
application will give the pertinent information needed to apply for
these grants.
Requirements for Applying
Any individual is eligible to apply for an ARC Education Grant; however,
applications from ARC members shall always be given first preference..
All those applying must complete an ARC Education Grant application
and submit a specific education plan.
Accepting and Processing Applications
All applications should be sent to the Committee Chairperson no later
than July 1 of each year. Once the deadline date has been reached, the
Chairperson should send copies of all applications to the other 2 Committee
members as well as to the Committee Alternate. This should be done promptly
since the procedure allows a maximum period for considering and processing
these applications.
At the same time the Chairperson sends out the copies of the applications,
he/she should set up a date for the Committee to meet, either in person
or through a telephone conference call or via e-mail.
The Committee members should respond to the Chairperson within 10 days
of receipt of the applications. Such responses should indicate whether
the member will be available to consider these applications. They should
also include requests that additional information is needed in order
to consider the application(s), as well as what type of additional information
is needed.
If additional information is needed, the Chairperson shall appoint
a Committee member to collect the requested information either through
a personal visit or via telephone or e-mail.
Committee Deliberation
It is the responsibility of each Committee member to be certain that
he/she is able to deliberate each application fully and without personal
prejudice. A Committee member should abstain from deliberating on a
particular application(s) if impersonal evaluation is impossible or
if other commitments would make him/her unavailable during the period
of time in which the applications are under consideration.
Upon deciding to abstain from deliberating on a particular application
or if he/she is to be unavailable, the Committee member should immediately
inform the Committee Chairperson. The Chairperson will then call upon
the Alternate to take the abstaining member’s place on the Committee
either for that particular application only or for the entire meeting
if the regular member is unavailable for deliberations.
The Alternate should receive copies of all materials, whether or not
he/she is directly involved in the deliberations; however, the Alternate
will have no vote and express no opinion unless a regular Committee
member is unable to participate or becomes unable to participate during
the course of deliberation.
In an effort to expedite matters, the Chairperson may choose to ask
each Committee member to send, either via regular mail or e-mail, his/her
views to the Chairperson with copies to the other member and the Alternate.
This is an acceptable procedure, as long as the Chairperson is able
to insure that all members are kept properly informed.
Should more than 1 Committee member be unable to deliberate, the Chairperson
will ascertain the earliest possible date at which 3 members will be
available. Should more than 1 Committee member be unable to deliberate
on a specific application(s), the Chairperson will immediately notify
the President. The President will temporarily appoint another alternate
for the sole purpose of considering that application(s) only.
Grant Approval
The Committee shall consider all applications for Educational Grants
thoroughly. It is the Committee’s sole responsibility to approve/disapprove
the application(s) based on the merits of the application(s).
In deciding whether or not to approve or disapprove an application
and if approved, the size of the grant, the Committee shall consider
some of the following factors:
- The description of the exact nature of the education program.
- How the grant project does/would positively impact Rottweiler and/or
dogs in general.
- The amount of the actual or estimated funds needed and how these
funds are to be allocated.
It is also the Committee’s sole responsibility to determine the amount
of the grant(s). See Education Funds below. The grant money may be divided
among the approved applications in any way the Committee sees fit; i.e.,
$1,000 to one individual, $200 to another, $100 to a third, etc.
The Committee shall make its final decision on approving of the Grants
as well as the amounts, no later than August 15th.
As soon as the Grants are approved, the Chairperson shall send a report
of the Committee to the Treasurer, which includes name, Social Security
number, and address of each recipient. (If Grant is $600 or over, a
1099 is required to be provided to the recipient at the end of the year.)
Within two weeks of receipt of this report, the Treasurer shall send
the checks payable to the individuals and for the amounts specified
in the report to the Committee Chairperson for distribution to the grantees.
The Committee Chairperson shall immediately send the checks along with
a cover letter to those individuals receiving the grants, reemphasizing
that all funds received are to be used solely for the purpose of direct
expenses for approved supplies (excluding transportation) for public
education materials as outlined in the grant application. The letter
will further request that any publicity (newspaper, magazine) generated
by this education program be sent to the Education Grant Chairman. If
the Chairman feels that this would be of interest to the general membership,
copies will be forwarded to the ARK Editor for publication.
At this time, he/she shall also send a rejection letter to any individual(s)
whose application(s) has not been approved.
A copy of the report shall be sent to the Secretary for the Board’s
information; another copy shall also be sent to the ARK Newsletter Editor
for publication.
Education Funds
The American Rottweiler Club will make $1,500 available each year in
order to fund this program. This money will come from the Purina Partnership
and/or Purina Futurity Fund (ARC Board will decide each June). In addition,
donations may be made to this program through membership renewals or
other sources.
Before beginning deliberations on the applications, the Chairman shall
contact the ARC Treasurer to find out the amount in the ARC Education
Grant Donation Fund. The balance in this fund may be added to the $1,500
to determine the amount available for grants. However, the $1,500 will
always be used first.
After the grants have been awarded, any unused portion of the $1,500
shall be returned to the Purina Fund from which it was taken, and any
unused portion of donations shall be returned to the ARC Education Grant
Donation Fund.
Committee Expenses
Committee expenses for mail and phone costs, along with the original
receipts or copies of bills, may be submitted to the Treasurer for reimbursement.
Reimbursement will be made by the Treasurer using the funds from the
Club’s general account. The Chairperson should confer with the President
and Treasurer before incurring any unusually high costs.
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