Joan Vandergriff
Chair, Annual Meeting Committee
Letter of Agreement
This is a Letter of Agreement between the American Dairy Goat Association (ADGA) Annual Meeting Committee and the _______________________, dated _______. This Letter of Agreement will take effect immediately following the ADGA Board of Directors’ acceptance of the _______________________ “Proposal to Host an ADGA Convention.”
The ADGA Annual Meeting Committee and the _____________________________ agree to the following:
1. The ADGA Board of Directors in their 200__ meeting accepted the __________
group’s proposal to host the 200 ________ ADGA Convention in ______________.
2. Since the ADGA Board of Directors passed the proposal to make the ADGA Annual Meeting Committee partners with any local group for hosting ADGA Conventions beginning in the year 2002, the ADGA Annual Meeting Committee and the _________________________ will be partners in hosting the 200__ Convention in __________________________. They will hereafter be known as the “ADGA 200__ Convention Host Committee.”
3. The ADGA Chair of the Annual Meeting Committee (or his/her designate) and the local group’s designated chair will serve as Convention Co-Chairs for the ADGA 200___ Convention.
4. All contracts that obligate the ADGA 200__ Convention Committee must be approved by the ADGA 200__ Convention Co-Chairs before signing. Contracts with the host facility and Judges Training Conference Day Two facility will be signed by the ADGA President or Secretary-Treasurer.
5. Unless otherwise stipulated, the ADGA Chair of the Annual Meeting Committee will act as the Financial Chair for the ADGA 200__ Convention. She/He will develop accounting procedures, keep all financial records, oversee all expenditures and income, prepare financial reports as specified in the Handbook, and send monthly financial updates to the other ADGA 200__ Convention Co-Chair(s).
6. All ADGA 200__ Convention expenditures over $300 (three hundred dollars) must have prior approval of the ADGA 200__ Convention Co-Chairs.
7. The ADGA 200__ Convention Financial Chair must receive a bill or receipt before submitting any expenses to the ADGA office for payment.
8. The local host group will receive ____ % of each registration fee ADGA receives for the ADGA 200__ Convention. This does not include fees paid for separate meals, tours, clinics or additional fees charged for activities (including but not limited to Judges Training, A.I. Workshops, AASRP Seminars, breed club meetings, etc.).
9. After the Financial Chair has prepared a Financial Statement as specified in the Handbook, and this Statement has been approved by the ADGA 200__ Convention Co-Chairs and submitted to the ADGA Secretary-Treasurer, the local host group will receive _____ % of any profits resulting from the 200___ Convention. The remaining ____ % will go to ADGA. If the ADGA 200___ Convention group has received any “seed” money from ADGA, the repayment of this money will be considered a Convention expense and must be repaid to ADGA prior to the disbursement of any “profits” shown in Status Report #3.
10. Other Responsibilities:
The local Host Group agrees to provide the required number of goats for all Convention activities, including the Judges Training Conference and Pre-Training Conference.
The local Host Group agrees to provide the required number of handlers for the Judges Training Conference and Pre-Training Conference.
The local Host Group agrees to provide hospitality for the full Convention week.
The local Host Group agrees to act as partners with the Annual Meeting Committee in all other aspects of the Convention, including but not limited to registration, programming, facilities and food, etc.
Signed:
____________________________________________________________
Signature of Local Group Co-Chair Date
____________________________________________________________
Signature of ADGA Annual Meeting Date
Committee Co-Chair