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American Dexter Cattle Association

Standard Operating Procedures

Table of Contents

Membership Fees 1
Annual Dues 1
Requirements for Membership 1
Registration and Transfer of Animals 1
Genotype Requirement 4
Polled Animals 4
Coat Colors 5
Embryo Transfers/Transplants (ET) 5
Registration of Foreign Animals and Animals
Registered in another Dexter Registry 6
Registration and Transfer Fees 6
Talisman Award Requirement 7
Regional Director Nominations and Elections 9
Miscellaneous 11
Code of Ethics 11
Standard Operating Procedures for Ethics Committee 12
Standard Operating Procedures for Genetics/Pedigree Committee 13
Conflict of Interest Policy 14
Standard Operating Procedures for Bylaws and SOP Committee 17
Protocol for Parentage Genotyping from Meat Samples 18

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AMERICAN DEXTER CATTLE ASSOCIATION
Standard Operating Procedures

1. Membership Fees
Fees
Individual Member (18 and over) $40
Family/Partnership/Corporation Member $55
Junior Member (under 18) $40
Associate Member $40
Registration Member $40
Honorary Life Member $0
*$5 discount if paid prior to Feb. 1.

2. Annual Dues
Members are encouraged to pay their annual renewals at the beginning of the calendar year in order to guarantee all the rights and privileges of member status.

3. Requirements for Membership
A. Application for membership shall be in writing, and each applicant, upon becoming a member, shall be bound by the Bylaws and the Standard Operating Procedures as set forth by the ADCA.
B. Enforcement or interpretation of the Bylaws and the Standard Operating Procedures shall be the responsibility of the Board of the ADCA. In cases where there is a conflict in interpretation, the Member shall be able to submit their concern in writing to the Board of Directors to review the case and render a decision or to refer it to the Ethics Committee.
C. Members shall be entitled to any of the rights and privileges of the ADCA during any year the annual fee has been paid. No member shall be entitled to vote at any meeting of the ADCA if their membership fees are in arrears at the time the official notice was given calling such meeting.
D. A member may resign from the ADCA at any time by written notice to the Secretary of the ADCA and will be effective upon receipt of the request for resignation (no refund of
annual dues).

4. Registration and Transfer of Animals
Purpose: The purpose of this procedure is to guide owners/breeders through the process of registering and transferring their purebred Dexter cattle with the ADCA.

General Information for Registration and Transfer
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A. Application for registration of Dexter cattle shall be made to the ADCA Registrar. A Certificate of Registration shall be furnished by the Registrar for all animals meeting the ADCA registration criteria and shall be sent to the owner on the form adopted by the ADCA.
1. A person requesting to register animals and record pedigrees in the ADCA registry for the first time will be given a complimentary membership till the end of the current calendar year. Membership dues will be due in January of the following year.
The BOD reserves the right to discontinue this policy at any time.
2. The Registrar is responsible for accepting or refusing registration applications or transfer applications from any person. The Registrar shall request a review and/or recommendation by the Pedigree/Genetics Committee, prior to accepting or refusing any registration or transfer application that does not comply with this Standard Operating Procedure for registration of animals with the ADCA.
3. Any grievance or complaint concerning a registration or transfer application should be submitted to the ADCA Secretary, in writing, within 90 days of the postmark on the Registrar’s decision, for a Board review and final decision.

Registration Procedure
A. A breeder must apply to the ADCA for registration using the form adopted by the
ADCA. All required sections must be filled out. Failure to completely fill out the form(s), including proper signatures, will result in the form being returned. The Registrar may assess penalty fees for repeated rejections of any application.
B. Animals must be identified on the registration application form with some form of permanent identification. It is recommended that tattoo markings include a letter representing the first letter or letters representing the initials of the breeder’s prefix where the cow was bred; a number representing the number of birth for that year by that breeder; and a letter representing the ADCA year.
C. The full name given to an animal must not be more than 21 letters and spaces. Any registration request sent to the Registrar with more than 21 letters and spaces will be returned to the breeder with a reminder of this requirement. Repeated submissions of incorrect registration application forms may result in a penalty fee.
D. The animal’s registration name shall include either the herd name/breeder’s prefix or the herd name/breeder’s prefix initials reflecting the breeder that owned the cow at the time of the breeding. If a member is “leasing” cows but wants the offspring to carry their herd prefix the animal must be transferred into their name for the duration of the lease .The Registrar reserves the right to approve, modify or reject a breeder’s prefix in order to avoid duplications in the ADCA database and to provide the consistent naming of animals associated with each breeder.

In registering a herd name/breeder’s prefix, priority shall be given to previous first use by a breeder. Any dispute between breeders as to the right to use a specific herd name/breeder’s prefix shall be referred in writing to the ADCA Secretary for a Board review and final decision.
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E. The herd name/breeder’s prefix must remain the same for all animals bred by that breeder. The herd name/breeder’s prefix of a breeder may be used by a son, daughter, husband, wife or family member with the breeder’s written consent. Use of a different herd name/breeder’s prefix requires a separate ADCA membership of the person registering the animal.
F. Included on the ADCA registration application form for each animal is birth date; color; sex; permanent identification; sire and dam registration names and numbers; horned or polled status; on a voluntary basis, chondrodysplasia and PHA test results; if required, genotype test status; breeder contact information; owner contact information; and other information as deemed important for proper registration by the Registrar.
G. Application for registration of and animal without both sire and dam previously
registered in the ADCA registry shall be submitted with a copy of the registration certificates of the sire and dam showing ownership and a five-generation (62 ancestor) registered purebred pedigree from the registry of origin. This information is in addition to the information required for all registrations. These applications shall be reviewed by the Registrar, and may also be reviewed by the Pedigree/Genetics Committee.
H. Application for registration of an animal over two years (24 months of age shall be reviewed by the Registrar and may also be reviewed by the Pedigree/Genetics Committee.
I. A Certificate of Registration for purebred Dexter steers is available from the Registrar at half the regular registration fee.
J. A calf that is produced as the result of artificial insemination (AI) must be noted as such on the registration application form and must have included with its registration application an AI Breeding form (either the ADCA provided form, or a comparable form containing essentially the same information) signed by the cow’s owner and the person performing the AI service, indicating the date(s) of AI service of the dam and the names and ADCA registration numbers of the dam and AI sire. If the sire and dam do not have ADCA registration numbers the application for registration shall be submitted with the information required for registration where the sire and dam are not previously registered in the ADCA
registry.
K. The breeder shall be the person who owned the cow at the time of breeding. The owner shall be the person who owned the cow at the time of calving (the owner of the cow at the time of calving will be different than the owner of the cow at the time of breeding if a bred cow was sold or traded or transferred to another person). The owner of the sire shall be the person who owned the sire at the time of the breeding.
L. The person that buys an animal that is not yet registered with the ADCA is responsible for obtaining any and all necessary documentation needed to substantiate the pedigree and registration eligibility of that animal. The seller of an animal that is not yet registered is expected to provide this documentation, to the buyer as a courtesy to facilitate the registration process. M. Registration issues that result from difficulties in obtaining the necessary registration documentation from a breeder and/or a seller should be referred to the Registrar in a written and dated request for assistance in resolving these issues.
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Transfer Procedure
A. Transfers shall apply to change in ownership of an animal previously registered with the ADCA.
B. A transfer application is available online and can be completed online or on a printable format.
5. Genotype Requirement
Purpose: The purpose of this procedure is to help assure that the proper sire is indicated on a pedigree when an animal is registered with the ADCA.
Procedure:
A. All bulls registered by the ADCA after December 31, 2008, shall be genotyped and have the verification of genotype on file with the ADCA Registry Office prior to completion of their registration.
B. Existing herd sires (all bulls used for breeding) shall be genotyped and have the report on file prior to registration of any calves sired by those bulls and born after December 31, 2009.
C. All genotyping shall be done at the owner’s expense at the ADCA’s designated
laboratory. Genotyping done by other qualified laboratories shall be accepted by the ADCA, if the ADCA’s designated laboratory determines that those genotype reports are compatible and can be assimilated into the ADCA genotype database for the purpose of parentage qualification.
D. The transfer of genotype data from another qualified laboratory to the ADCA’s designated laboratory shall be done at the owner’s expense. Data must be transferred directly from Lab to Lab and not from the Breeders/Owners copies.
E. If the above genotype requirement for the sire cannot be met, the Registrar will refer each case to the Pedigree & Genetics Committee for further review to determine if the animal is eligible for registration.
6. Polled Animals
A. If both sire and dam are registered as genetically horned and a polled mutation is
suspected, then both sire and dam must be available for DNA genotyping and parentage qualification. If they are not available for DNA genotyping, then the lab will determine further testing procedures.
B. Polled animals may not be registered as horned. If an animal is indicated as being
horned at the time of its registration and then is found to be genetically polled at a later date,
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its registration may be reviewed and corrected by the ADCA.
C. Horned animals may not be registered as polled. A dehorned animal must be
registered as horned. If an animal is indicated as being polled at the time of its registration and then is found to be genetically horned at a later date, its registration may be reviewed and corrected by the ADCA.
D. Polled Dexters from other recognized Dexter registries will be accepted by the ADCA if they meet all the ADCA registration criteria.
E. The ADCA reserves the right to review the records from other Dexter registries, to
require genetic testing and to revoke the registration of any animal that is improperly
registered. All testing expenses are the responsibility of the registration applicant.
7. Coat Colors
A. Black, dun and red are the only accepted Dexter colors, and all three are verifiable by DNA testing. Any questions about the proper registration of the color of a Dexter shall be resolved by DNA testing.
B. In order to register a Dexter as red, it must be DNA verified as red unless it is the offspring of a registered red sire and a registered red dam or if at least one parent has been verified as a non-carrier of dun by DNA test or by parentage.
C. For any color or pattern genetics questions that are not answered by the above statements, the registration procedures shall be based on information that has been presented in ADCA publications:
(1) ADCA Breed Descriptions and Guidelines
(2) Basic Concepts of Dexter Color Genetics
8. Embryo Transfers/Transplants (ET)
A. DNA genotypes referred to in this requirement shall be compatible with the procedures and standards of the ADCA and the ADCA designated laboratory to determine and store genotypes, to maintain a genotype database and to utilize the genotypes in this database for parentage qualification of the animals in the ADCA Registry.
B. The DNA genotype of an ET calf’s sire shall be on file with the ADCA. The fee for this genotype shall be the responsibility of the owner of the semen used in the ET procedure unless the sire’s genotype is already on file with the ADCA.
C. The DNA of an ET calf’s donor dam shall be on file with the ADCA. The cost of genotyping shall be the responsibility of the owner of the donor dam at the time of the ET procedure unless the donor dam’s genotype is already on file with the ADCA.
D. The DNA genotype of a calf resulting from an ET procedure shall be provided to and on file with the ADCA and shall qualify parentage by the sire of record out of the donor dam of 6 record. A calf resulting from an ET procedure shall not be registered in the ADCA without complete parentage qualification by DNA genotyping. The cost of genotyping for parentage qualification shall be the responsibility of the owner of the calf.
E. The owner of record of the donor dam or her unfertilized egg(s) at the time of
conception shall be identified as the breeder of the calf.
F. The owner of record of the recipient dam at the time of the ET calf’s birth shall be identified as the first owner of the calf.
G. Registration of ET offspring shall be made on a regular registration application.
Designation of the calf’s ET status shall be recorded on that application.
H. The registration certificate of every ET calf shall contain the designation ET.
I. Calves born or conceived after the death of the donor cow shall be eligible for registration under the same conditions and provisions that govern the eligibility of ET calves prior to the death of the donor cow.
9. Registration of Foreign Animals and Animals Registered in another Dexter
Registry
A. Any registered Dexter imported from a Foreign Country or registered with a Dexter Registry recognized by the ADCA, may be considered for registration with the ADCA.
B. The ADCA registration application form shall be accompanied with a copy of the
animal’s Registration Certificate showing the ownership and a five-generation (62 ancestor) registered purebred pedigree from the Country/Registry of origin.
C. The registration application must include the name of the importer-owner, the seller of the animal and the date of sale.
D. DNA genotype test reports for the sire, the dam and the animal qualifying both its parents shall also accompany the registration application for foreign animals. U.S. registries other than the ADCA must follow the ADCA standard operating procedures for genotype.
E. In case of a bred female, a properly signed and executed breeding service certificate and a registered five-generation (62 ancestor) purebred pedigree of the sire of the fetus are also required, along with a DNA genotype test report of the sire that is acceptable to the ADCA-designated laboratory for sire qualification.
10. Registration and Transfer Fees
Transaction ADCA Member Fees
Regular Transfer $25 any age
Registrations: Cows up to 1 year old $25
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Bulls up to 2 years old $25
Cows over 1 year old $45
Bulls over 2 years old $45
Steers (any age) $15
Note: Registrations are a separate transaction and fee, even if done at the same time as a transfer.
11. Talisman Award Requirement
Purpose: This award is in memory of John Hays. His widow is an Honorary Lifetime
Member of the Committee and after the selection is complete, the Committee Chair will notify her.
Procedure:
A. The Committee will consist of a BOD Chairperson; Belle Hays, honorary; the
immediate past recipient as a Co-chair; and a group of four to six ADCA members. All nominations will come from the ADCA membership.
B. NOMINATIONS CRITERIA – A family or individual owner who has promoted the
Dexter breed and the ADCA with honesty and integrity may be nominated. Nominees must be a paid member and in good standing with the ADCA. A nomination is valid for the current year only. If the nominee is not the award recipient, they are eligible to be nominated in future years, but such nomination is not automatic or perpetual.
C. Award announcement with nomination form to be published in the Winter Bulletin and again in the Spring Bulletin (if time permits). Nomination deadline will be May 1.
Submission will be made to the Committee Chairperson. All nominees will be contacted by the Chairperson to see if they will accept the nomination.
D. Nomination biographies must be received by the Chairperson by May 15. The
Chairperson will forward all nominations and biographies on to the rest of the Committee for review.
E. After the committee reviews all nominations and biographies, a vote will take place for the selection of the current years Talisman Award Recipient. The Committee will send copies of all nominations to the ADCA Board of Directors for review purposes only.
F. A plaque will be ordered once the selection is complete. This should be done by June 1.
G. Award presentation to take place at the AGM.
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The Talisman Award Nominations Deadline: May 1st, ______(current
year)
The Talisman Farm Award is made possible by the American Dexter Cattle Association in memory of John Hays, honoring his dedicated work with the Dexter Breed.
Nominations for this award can be either a family, or individual Dexter owner, who has promoted the Dexter breed with tireless passion and integrity, and were submitted by the membership.
It will be presented in person during the
ADCA National Annual General Meeting (AGM) on ________________ (date of current year
AGM
Nominees MUST be a current paid member, in good standing with the ADCA.
Get the nominations in now!
I would like to nominate _____________________________ for the _________Talisman
Award.
Comments: ___________________________________________________
____________________________________________________________
Submitted by: _____________________________ Date: ______________
Mail or email Nominations to:
Chair of the Talisman Award Committee
Past Winners
(2013)Charles Townson
(2012)Sandi Thomas
(2011) Marvin Johnson
(2010) Sally Coad
(2009) Peerless Herd (2008) Marcia Read – PA
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(2007) Carol Davidson – BC
(2006) Diane Mills-Frank – WI
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12. Regional Director Nominations and Elections
A. The Secretary will mail nomination letters to members of Regions with pending
elections by August 15th.
B. Nominations close September 10th and must be postmarked prior to that date. The
Vice President must receive all nomination forms by September 15th to be considered.
C. The Nomination Committee will review the candidates’ eligibility and submit the
qualified candidate names to the Association Secretary, along with a statement and/or biography of said candidates. If there is only one eligible nominee then the election is by acclimation not ballot.
D. Notice of a Regional meeting (date, time and location) will be held during the
period of November 1st to the 30th. The Secretary will mail you a notice of that meeting as well as a proxy ballot and candidate statements of eligible nominees by October 7th.
Deadline for the return receipt of the proxy ballot shall be midnight of the day prior to the Regional Election meeting.
E. Dates are approximate and may vary slightly due to weekends.
F. A roster of the current regional members must be on hand and verified against
both proxy and in-person votes.
G. The Region should immediately (not more than 24 hours) notify the Vice
President.
H. The Vice President should immediately (not more than 24 hours) notify the entire
Board of the results.
I. The Vice President then notifies first the elected officer, and then the non-elected
nominees.
J. Due to Mail delivery differences outside the continental U.S., nomination forms
and ballots sent to those members may be sent in email form upon the discretion of the ADCA Vice President and Secretary.
K. At the meeting, those in attendance shall cast their ballots and as a group open and count all mail proxies. All proxies shall remain sealed until they are collectively opened and counted by those in attendance.
L. Results of the vote and proxy forms will be forwarded to the ADCA Vice President
following the regional election meeting.
M. The vote tally only (not individual votes by member) is available upon written
request to the ADCA Vice President.
N. Ballots will be archived with the ADCA Secretary for a period of three years.
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SAMPLE NOMINATION LETTER
Dear Region __ Member: (must be mailed to members of the Region August 15th.
It is time to have regional director elections in your specific region.
Please consider this an opportunity to have input into the functions of the Association and nominate a person whom you feel would be a logical voice for you on the Board of Directors. You
do not have to determine the eligibility of your nominee, as the Nomination Committee will do that work for you.
Your current director, ____, is no longer eligible to run for this office, as he has reached the term limit of two three-year terms.
Your current director, _____, is eligible to run again as he/she has only served one three-year term and is allowed to serve as a director for two three-year terms.
The nominations will close on September 1oth. Nomination forms must be postmarked prior to September 10th and received by September 15th to be considered, so please process immediately!
The Nomination Committee will review the candidates’ eligibility and submit the qualified candidate names to the Association Secretary, along with a statement and/or biography of said candidates. If there is only one eligible nominee, then election is by acclimation not ballot.
Notice of a regional meeting (date, time and location) will be held during the period of Nov. 1-30.
The Secretary will mail you a notice of that meeting as well as a proxy ballot along with the eligible candidate statements on October 7th. Deadline for the return of the proxy ballot will be received by October 31st. They must be received prior to the meeting.
I nominate ___________________ for the Region __ director vacancy.
Thank you for your participation in the process,
ADCA Board of Directors
Nomination forms to be returned – postmarked prior to September 10th – to:
Current ADCA Vice President
Complete address of VP
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13. Miscellaneous
A. Advertising
The ADCA does not advocate use of the word “dwarf” and recommends language reflective of current testing programs.
B. Regional Support
(1) Each Region of the ADCA can request an ADCA banner to be displayed at
regional meetings, shows or exhibits from the current Director.
(2) Limited financial support for holding district meetings will be determined each year by the Board of Directors. Postage expenses may be included in meeting expenses.
C. Amendments
All proposed amendments by membership to the Standard Operating Procedures shall be submitted to the Secretary’s office in writing no later than 30 days before the regular meeting of the Board of Directors at the annual meeting of members. During the Board meeting, the proposals shall be considered by the Board, and it shall by resolution either approve or disapprove of the proposal. The Board of
Directors may also amend these Standard Operating Procedures, as it deems advisable. If there are any discrepancies between the Standard Operating Procedures and the ADCA Bylaws or Certificate of Incorporation, the Bylaws and Certificate shall prevail
14. Code of Ethics
As a member of the Association I agree that I will:
A. Not knowingly make any untruthful statement in submitting applications for registry, and not register animals of questionable parentage.
B. Not neglect or mistreat my animal(s), but, on the contrary, at all times safeguard and further its/their well-being.
C. Not transfer any animal to a party who I feel will not conscientiously look after its health, safety, and well-being, or may exploit or degrade or otherwise act to the detriment of the breed of animal.
D. Only breed animals that I know to be in good condition and health.
E. Represent my animals honestly to prospective buyers and give such advice or assistance to the buyer as may be reasonably requested.
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F. Keep on the alert for and work diligently to control potentially adverse effects of known genetically inherited conditions by educating prospective buyers regarding the implications associated with the presence of these conditions in a breeding program.
G. So act in my breeding practice and in dealings with others as to protect and improve the good standing and reputation of the breed and of the Association.
H. Conduct myself in such a way as to protect the good order, welfare, reputation, and credit of the Association – abiding by the Bylaws and Standard Operating Procedures of the American Dexter Cattle Association – and doing no harm to the Association, its Officers and Board of Directors, or its membership.
15. Standard Operating Procedures for Ethics Committee
PURPOSE: The purpose of this committee shall be to determine if a violation of the
ADCA Code of Ethics has been committed, and then to make recommendations to the Board of Directors.
A. The Ethics Committee will be comprised of seven (7) individual members in good
standing of the American Dexter Cattle Association – these members will be appointed by the President. If a committee member is unavailable, or if there is a conflict of interest, the President may appoint a temporary committee member for deliberations. At least 4 of the committee members should be members of the Board of Directors. They will handle deliberations in all cases in a courteous, confidential, and expeditious manner.
B. If an ADCA member feels that unethical behavior is occurring or has occurred, he or she may request involvement of the Ethics Committee by contacting his/her Regional Director. If that Director is the person charged with unethical behavior, then the member may turn to another Regional Director or President or Vice President of the ADCA. If the member feels that an ethics committee member may have a bias or conflict of interest regarding his case, that member may request in writing that the ADCA President replace the committee member in question for the purpose of those committee deliberations. By the same token, the member charged with unethical behavior may ask for temporary replacement of an ethics committee member if he/she feels there is a conflict of interest.
C. Upon receiving notification from a member of the Board of Directors, or upon the
request of the Registrar regarding a new membership, the Ethics Committee will review the existing or newly requested membership to determine eligibility for Full or Registration Only Membership.
(1) The Committee will be convened within 7 days of Request for Review.
(2) The Committee will research to determine eligibility in a timely fashion – not more than 30 days. (If more time is needed, the committee may extend this time in 2 week increments, but should work diligently to reach an informed consensus.)
D. The Ethics Committee will:
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(1) Research to determine whether or not the member has followed the ADCA
Code of Ethics.
(2) Research to determine whether or not the member has held office in other
Dexter Cattle Registries in North America.
(3) If it is determined that a violation has occurred, as determined by a simple majority of the committee members, the committee will forward all pertinent researched information, as well as their recommendations for action to the BOD.
E. After case review, the Committee’s recommendations may include:
(1) RM Membership (defined as Registration of Animals Only.) This member will not have the right to vote, or to hold office, or to hold committee membership positions within the American Dexter Cattle Association. This member may register animals in compliance with the rules of the ADCA, and will receive all Bulletins and printed material which would routinely be sent to ADCA members.
*The RM Membership may be reviewed at the request of said member after a period of 1 year. This review will be conducted by the Ethics Committee who will then make recommendations to the Board of Directors. At that time, the RM designation may or may not be removed – at the will of the Board.
(2) Suspension of Membership – Upon receiving a request from the Board of Directors, the Ethics Committee will research the claims against the member and make recommendations to the Board of Directors for further action. Committee involvement in the suspension of a member is strictly at the will of the President and the Board of Directors or at the request of the member involved, and will be handled in a confidential and expeditious manner.
(3) Expulsion of Member – Upon receiving a request from the Board of Directors, the Ethics Committee will research the claims against the member and make recommendations to the Board of Directors for further action. Committee involvement in the expulsion of a member is strictly at the will of the President and the Board of Directors or at the request of the member involved, and will be handled in a confidential and expeditious manner.
F. As a condition of membership into the ADCA, members agree that their membership status and any disciplinary action may be made public. A list of members on RM status will be maintained by the committee. This list will be available upon request by an ADCA member or prospective buyer. The rationale for RM status of a member may be requested by contacting the committee chairmen. The chairmen may then divulge which of the rules in the Code of Ethics was broken in a concise and unbiased manner.
16. Standard Operating Procedures for the Genetics/Pedigree Committee
PURPOSE: The committee’s purpose shall be to serve as a resource and to provide support, guidance and recommendations to the ADCA Registrar on genetic and pedigree questions, issues and irregularities. Dexter owners and breeders may utilize this committee as a resource
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by relaying questions or requests through the ADCA Registrar. Committee recommendations shall be consistent with current ADCA Standard Operating Procedures.
A. The Genetics/Pedigree Committee shall be composed of at least five (5) and no more than seven (7) individual members who are in good standing with the American Dexter Cattle Association. These members shall be invited by the Vice President, with input from the committee chair(s), and approved by the Board of Directors. At least one member of the committee shall also be a member of the Board of Directors and serve as the Co-Chair and board liaison with the committee.
B. Committee members are required to handle the deliberations in all official cases in a courteous, confidential and expeditious manner. If a committee member has a bias or conflict of interest regarding any case, then that committee members must request (in writing) to be excused from that case.
C. A written summary of pending cases and committee assignments shall be reported to the president and Board of Directors on a monthly basis by the board member serving as the board liaison on the committee. These may be generic reports, but shall serve to alert Officers and Regional Directors of genetic and/or pedigree issues under consideration and cases in progress.
D. Committee members are expected to be responsive to committee correspondence and to actively participate and contribute in the committee’s work. If a member is not responsive, the designated Committee Chair will make contact with that member by phone to verify receipt of business and request his or her participation. The President/Vice President will be notified prior to requesting the written resignation of an unresponsive/non-participatory committee member. E. Case referrals shall be considered private and shall be made to the Committee Chair(s) by the registrar or by an action of the Board of Directors. Case details, discussions and progress updates shall remain confidential and be kept within the committee until the conclusion of a case. Reporting shall be made by the designated Committee Chair to the Registrar and/or the Board of Directors, depending on the actions required in the committee recommendations to resolve the specific case or issue.
F. The Genetics & Pedigree Committee primarily serves as a technical resource to the Registrar. The committee makes recommendations and provides guidance to the registrar to resolve specific genetic or pedigree issues, and the Registrar communicates directly with owners and/or breeders. The committee depends on the Registrar to resolve the pedigree and registration issues and to implement any changes in the Registry.
G. Committee members who inappropriately release or discuss confidential information on pending cases shall be referred by the Committee Chair(s) to the Ethics Committee for disciplinary review.
17. Conflict of Interest Policy
The American Dexter Cattle Association Board of Directors has adopted the following ethics guidelines for its board members and committees. These guidelines are intended to provide assistance with ethical issues and a mechanism for addressing unethical conduct.
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A. Board Responsibilities
The general duties for directors are to enforce the association’s governing documents, collect and preserve the association’s financial resources, insure the association’s assets against loss, be responsive to ADCA membership, and promote the Dexter cattle breed. To fulfill that responsibility, directors must:
(1). regularly attend board meetings, conference calls, and participate in WorkYoke
discussions
(2) review material provided in preparation for board meetings review the association’s financial reports
(3) make reasonable inquiry before making decisions
(4) respond to member inquiries
B. Professional Conduct
In general, directors and committee members must conduct all dealings with honesty and fairness, and safeguard information that belongs to the association.
(1) Private Gain. Self-dealing occurs when directors or committee members make decisions that materially benefit themselves or others at the expense of the association. Benefits include money, privileges, special benefits, gifts or other item of value.
Accordingly, no director or committee member may: a. solicit or receive any compensation from the ADCA for serving on the
board or any committee other than approved travel stipends and reimbursable
business expenses
b. make promises to vendors unless with prior approval from the board
c. solicit or receive, any gift, gratuity, favor, entertainment, loan, or any other thing of value for themselves or others from a person or company who is seeking a business or financial relationship with the association
d. use association property, services, equipment or business for the gain or benefit of themselves or others, except as is provided for all members of the association
(2) Confidential Information. Directors and committee members are responsible for protecting the association’s confidential information. As such they may not use confidential information for the benefit of themselves or others. Except when disclosure is duly authorized or legally mandated, no director or committee member may disclose confidential information.
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Confidential information includes, without limitation: a. private personal information of fellow directors and committee
members
b. private personnel information of the association’s employees
c. disciplinary actions against members of the association
d. legal disputes in which the association is or may be involved--directors may not discuss such matters with persons not on the board without the prior approval of the association’s general counsel. Failure to follow these restrictions could constitute a breach of the attorney-client privilege and result in the loss of confidential information.
(3) Accuracy of Information. Directors and committee members may not
knowingly misrepresent facts. Association data, records and reports must be accurate, truthful and prepared in a proper manner.
(4) Interaction with Employees. To ensure efficient management operations, avoid conflicting instructions from the board to management and avoid potential liability, committee members and directors shall observe the following guidelines:
a. The president of the board shall serve as liaison between the board and employees/independent contractors in the event of any conflicts. For
committees that work with vendors and independent contractors, the Committee Chair or his/her designee shall provide direction as necessary to
carry out the work of the committee.
(5) Professional Behavior. Directors and committee members are obligated to act with proper decorum. Although they may disagree with the opinions of others on the board or committee, they must act with respect and dignity and not make personal attacks on others. Accordingly, directors and committee members must focus on issues, not personalities and conduct themselves with courtesy toward each other and toward employees, vendors, and members of the association. Directors shall act in accordance with board decisions and shall not act unilaterally or contrary to the board’s decisions.
C. When Conflicts Arise
Situations may arise that are not expressly covered by this policy or where the proper course of action is unclear. Directors and committee members should immediately raise such situations with the board. If appropriate, the board will seek guidance from the association’s legal counsel.
(1) Disclosure & Recusal. Directors and committee members must immediately disclose the existence of any conflict of interest, whether their own or others. Directors and committee members must withdraw from participation in decisions in which they have a material interest.
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(2) Violations of Policy. Directors and committee members who violate theb association’s ethics’ policy are deemed to be acting outside the course and scope of their authority. Anyone in violation of this policy may be subject to immediate disciplinary action, including, but not limited to:
(a) censure
(b) removal from committees
(c) removal as an officer of the board
(d) request for resignation from the board
(e) recall by the membership
(f) legal proceedings.
Prior to taking any of the actions described above, the Executive Committee of the
Board shall refer the issue to the Ethics Committee. The Ethics Committee shall review the evidence of violation, endeavor to meet with the director/committee member believed to be in violation, confer with the association’s legal counsel, and present its findings and recommendations to the board for appropriate action. The board shall endeavor to meet with the director/committee member in executive session prior to imposing disciplinary action against that person.
D. Acknowledgment
I acknowledge that I have received and read the association’s ethics guidelines and have had the opportunity to ask questions about them. I understand my obligations as a director and/or committee member under these guidelines and will act in accordance with my obligations.
Signature: _____________________________ Date: ____________
Print name: _____________________________________________
18. Standard Operating Procedures for the Bylaws and Standard Operating
Procedures
PURPOSE: The committee’s purpose shall be to review and update as needed the governing documents of the association, those being the Bylaws, Standard Operating Procedures and the Delaware Certificate of Incorporation.
(1) The Bylaws/SOP Committee shall be composed of at least three (3) and no more than five (5) individual members who are in good standing with the American Dexter Cattle Association. These members shall be invited by the vice president, with input from the committee chair(s), and approved by the Board of Directors.
(2) The immediate past president shall serve as the chair or co-chair of the committee in order to provide consistency with previous modifications and to act as liaison with the
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attorney responsible for reviewing compliance issues with the governing documents. The president and secretary shall be copied on all correspondence from the attorney.
(3) Request for updates to the governing documents shall come from the Board of
Directors or be approved in advance by the board if recommended by the committee. A draft of any recommended changes, additions or deletions will be forwarded to the president for circulation to the board for comments and/or changes. The final draft will be approved by the board prior to implementation and publication.
(4) Any changes to the Bylaws or Certificate of Incorporation shall be reviewed by the
attorney to assure compliance with Delaware corporate law. Said attorney will file with the state an Amended Certificate of Incorporation after each modification and return a certified copy to the committee. The president and secretary shall be copied on the final certified document.
(5) Upon approval by the board, the committee shall forward the final approved draft to the president, who shall forward to the webmaster for publication to the website and/or in the ADCA Bulletin.
(6) Committee members are expected to be responsive to the committee correspondence and to actively participate and contribute in the committee’s work. If a member is not responsive, the designated committee chair will make contact with the member by phone to verify receipt of business and request participation. The president/vice president will be notified prior to requesting the written resignation from any unresponsive/non-participatory committee member.
(7) Committee members shall be required to acknowledge the ADCA Conflict of Interest policy and provide a signed copy of the document to the secretary. Any violation of the Conflict of Interest policy or Code of Ethics by a committee member shall be referred to the committee chair(s) of the Ethics Committee for review.
19. Protocol for Parentage Genotyping from Meat Samples
(1) The meat sample shall be obtained from solid muscle, such as steaks or roasts, not from ground meat. It must not have streaks of fat in it, but natural marbling is acceptable.
Contact Dr. Cothran at gcothran@cvm.tamu.edu for alternate directions if, and only if, a sample of solid muscle is unavailable.
(2) The size of the sample shall be the size of a sugar cube (½” x ½” x ½”). If the sample is obtained from a fresh cut of meat, it must be frozen immediately. If the sample is obtained from a frozen cut of meat, it must be kept frozen. In either case, the sample shall be sealed in the smallest-possible re-closeable clear storage bag available. (A snack bag, 6½” x 3¼”, is ideal.) Remove as much air as possible from the bag before sealing the meat sample in it.
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(3) Before packaging the sample for mailing, contact the lab (979-845-0229) to notify the personnel of your desire to send the sample on the first possible Monday (only) and to verify that someone will be present to receive and process your sample. Do not mail your sample before obtaining this verification.
(4) To package your sample for mailing, place it between two small freezer packs, wrap the freezer packs that surround your sample with bubble-wrap (or a similar product) and place the wrapped sample, taped securely, in a mailing container that is appropriate for the overnight service (USPS, FedEx, UPS, etc.) that you choose. Before you seal your mailing container, enclose a copy of the genotyping application form. Again, send your sample only on a Monday and only after receiving approval from the lab for the mailing. Your sample must be sent directly to the lab, not to the lab liaison. The mailing address of the lab is: Dr. Gus Cothran, Texas Veterinary Medical Center, 4458 TAMU, College Station, TX 77843-4458.
(5) Print “MEAT SAMPLE” at the top of the original copy of your genotyping application; send it, with your payment check, to Pam Malcuit, the lab liaison, according to the normal procedure. It is strongly recommended that you send the application and payment at least a few days before sending your sample to the lab.
(6) Every progeny, regardless of sex, that is requested to be registered using the meatsample protocol for the sire must be genotyped. The progeny’s genotype must qualify it as a progeny of that sire.

 



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American Dexter Cattle Association

1325 W Sunshine #519
Springfield, MO 65807

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