SMCA Steward Membership: Rights, Responsibilities, and a Path Forward for Our Club
- Jeff Mizenko
- Feb 7
- 7 min read
Our Club is strongest when all qualified members understand their rights and have the opportunity to participate fully in governance. Yet many members are unsure how Steward Membership works — the only membership category that carries voting rights and the ability to run for office. This blog is intended to clearly explain the process, the requirements, and how you can take action constructively within our current SMCA governance structure.
What Is Steward Membership?
Under the SMCA Constitution and Bylaws, there are six levels of membership:
Complimentary
Junior
Regular
Foreign
Stewardship (voting)
Life Stewardship (voting)
Only Stewardship and Life Stewardship members have voting rights and can hold office on the Board.
Who Qualifies for Steward Membership?
To become a Steward Member you must:
✔ Be a Regular member for at least four (4) consecutive years.
✔ Demonstrate involvement or at minimum interest with the breed through hunting tests that assess versatile breed traits.
✔ Be sponsored by a current voting member.
✔ Apply on the official form approved by the Board and pay current-year dues.
This means that long-standing members who meet the criteria are eligible to become voting members — yet may not be aware or informed of this option.
Why This Matters Right Now
The SMCA Board — like many governance bodies — manages elections, policies, and agendas. However, unless members are aware of how and when to become voting members, they may have no voice in key decisions or how the Club is run.
That’s why we recommend:
➡︎ Educating long-term members about Steward eligibility.
➡︎ Reforming notification practices so eligible members are informed automatically.
➡︎ Providing transparent access to accurate membership lists for club-wide communication (subject to privacy protections the membership supports).
When eligible members remain uninformed, it reduces participatory democracy and can skew governance outcomes in favor of incumbents or established networks.
Expanding Member Participation Through Technology
The Small Munsterlander Club of America has a geographically diverse membership, and not all members are able to attend the Annual Meeting in person each year due to work schedules, family responsibilities, health considerations, or active breeding commitments.
Providing a remote attendance option for the May 1st 2026 Annual Business Meeting would allow members to observe proceedings, remain informed about governance topics, and engage constructively when in-person attendance is not possible. Remote access does not replace in-person participation; rather, it supplements it and broadens inclusion.
Many nonprofit organizations and national breed clubs already utilize basic technology to increase transparency and member engagement. Thoughtful use of these tools supports continuity, accountability, and informed participation—key elements of a strong and sustainable organization.
How You Can Take Constructive Action
Submitted Agenda Items for May 1st Annual Business Meeting:
Members can meaningfully shape the club’s direction by placing items on the May 1st Board meeting agenda.
Prepared agenda submissions ensure issues are discussed officially and recorded in minutes. See samples below.
1. Create a Formal Stewardship Notification Process
Ensure eligible members are informed annually when they qualify.
2. Clarify Access to Stewardship Voter Lists for Member Communications
Propose a defined process that balances privacy with election fairness.
3. Bylaw Clarification on Steward Voting and Election Participation
Suggest precise language updates to reduce ambiguity.
Responsible Member Engagement Matters
Providing constructive, agenda-based feedback is more effective than private conversations that leave no record. When we address issues formally, the Board’s responses (or lack thereof) are documented — which strengthens accountability when we reach elections.
You don’t have to run for office to influence policy — but you do need to be informed and organized. And your vote matters.
Let’s make SMCA stronger, more inclusive, and more transparent — together.
Sample Agenda Language for May 1st Annual Meeting
Here are ready-to-copy agenda proposals members can submit formally (by email, certified mail, or as the Club’s process allows):
Agenda Item #1 — Steward Membership Notification Process
Title: Proposal to Establish a Formal Annual Steward Membership Notification Process
Text: “Request that the Board develop and implement a formal annual notification procedure for members who meet Stewardship eligibility under Article II, Section 3 of the Bylaws. This would include automated email notice and inclusion in Munster Tales or official communication channels.”
Rationale:
This ensures all qualifying members are aware of their eligibility and strengthens member participation.
Agenda Item #2 — Steward/Voting Member Data Access Policy
Title: Proposal for Defined Access to Steward/Voting Member Contact Information for Club-Wide Communications
Text: “Request that the Board draft a policy that defines how voting member contact information may be accessed for legitimate club purposes while respecting privacy protections. This would support fair election campaigning and member outreach.”
Rationale:
Transparency and equal opportunity to communicate reduces the advantage of incumbency and fosters competitive elections and regional event organization.
Agenda Item #3 — Bylaw Clarification on Steward Election Process
Title: Proposal to Clarify Bylaw Language on Steward Membership Election Process
Text: “Request that the Board initiate a membership-approved Bylaw amendment to clarify and simplify the Steward Membership application, review, and election process to reduce ambiguity.”
Rationale:
Clear language reduces conflict and unintended interpretation.
Agenda Item #4 — Remote Access to the April Annual Business Meeting
Title: Proposal to Provide Remote Attendance Access for the April Annual Meeting
Text: “Request that the Board implement a remote attendance option for the April Annual Business Meeting using available technology (such as live video or audio conferencing). This would allow members who are unable to attend in person to observe proceedings and remain informed on governance matters.”
Rationale: Providing remote access increases member engagement, supports transparency, and accommodates members who are unable to travel or attend in person due to professional, family, or breeding responsibilities. The Board may establish appropriate participation guidelines to ensure orderly conduct of the meeting.
Key Bylaw Excerpts & Explanations Regarding Stewardship
Section | What It Says | Why It Matters |
Article II — Stewardship Election | Must be Regular member 4 consecutive years, demo hunting tests, sponsorship, nominating committee review, Board election | Establishes objective eligibility but requires steps that can be opaque to members |
Only Steward + Life Stewardship Have Votes | Regular members have no vote | Demonstrates why becoming Steward matters in governance |
Board Election Requirements | Requires 2/3 vote by directors | Shows why awareness and nomination route matters |
Member Education Checklist
✔️ Are you a Regular member for 4+ consecutive years?
✔️ Have you fulfilled the hunting test requirements described?
✔️ Do you know how to get a sponsor?
✔️ Have you completed the approved Steward application form?
✔️ Have you submitted it to the Board with dues?
✔️ Have you asked a Regional Nominating Committee for review?
✔️ Do you understand the Board’s role in election?
✔️ Have you participated in recent Annual Meetings or submitted agenda items?
FAQ Section
Q: Would remote access allow members to vote remotely?
A: Voting procedures would remain governed by the Bylaws. Remote access could be structured as observer-only if determined appropriate by the Board.
Q: Would this replace in-person meetings?
A: No. In-person meetings would continue. Remote access simply supplements attendance and broadens inclusion.
Q: Is this costly or difficult to implement?
A: Many organizations successfully use low-cost or existing platforms to provide basic live access.
Sources:
Remote Annual Meeting Best Practices
Nonprofit-Focused Guidance
ACNC: Holding meetings remotely (including annual general meetings) – Guidance for how to plan, notify stakeholders, manage voting, handle questions, record minutes, and distribute materials in a remote setup. ➡️ Covers:
Checking whether your bylaws allow remote meetings
Notifying participants with clear instructions
Managing participation, speaking & voting
Recording/archiving and distributing minutes
🔗 Resource: Holding meetings remotely (ACNC factsheet)
Practical Tech & Procedure Tips
Aprio: How to Run Remote Board Meetings – Practical tips applicable to annual meetings, such as:
Ensuring equal chance for participation
Handling remote voting procedures
Recording and sharing the meeting afterwards
🔗 Resource: Guide to Remote Board Meetings
General Virtual Meeting Best Practices
Beth Kanter – Virtual Meeting Tips – Notes on setting norms, roles, engagement methods, and agenda structures that help make virtual meetings, including annual meetings, more effective.
🔗 Resource: Virtual Meeting Best Practices
Annual Meeting Agenda Guidance
Ideal’s Board – Annual Board Meeting Agenda Tips – Practical advice for shaping your annual meeting agenda by focusing on:
Prioritizing key strategic topics
Allocating time based on impact
Sequencing items so important decisions are handled up front
🔗 Resource: Annual Board Meeting Agenda Tips
General Board Meeting Best Practices
National Council of Nonprofits – Effective Board Meetings – While broader than just annual meetings, includes governance-oriented tips like:
Sending agendas and materials in advance
Rotating facilitators/roles
Using consent agendas
Assigning time estimates to each agenda item
Moving Forward Together
The long-term health of the Small Munsterlander Club of America relies on active participation, transparent processes, and shared responsibility among its members. Steward Membership plays a critical role in ensuring that leadership reflects the experience and commitment of the broader membership.
Understanding eligibility, engaging in the application process, and participating through formal governance channels allows members to contribute meaningfully—without conflict and without speculation. When participation increases, trust grows, and the Club is better positioned to steward the breed responsibly for future generations.
Progress begins with awareness, and awareness begins with education.
About the Author
Jeff Mizenko is an SMCA Cooperative Breeder, stud dog owner, and Steward Member who has been actively involved with the Small Munsterlander breed for over a decade. He is an avid hunter and trainer whose dogs are proven in the field and valued for their versatility, temperament, and soundness.
In addition to his work with Small Munsterlanders, Jeff has a diverse professional background that includes serving as a City Administrator, Association Manager, Technical Sales Representative, Experiential Educator, Guide, and Reading Consultant. This experience has given him a strong foundation in governance, ethics, communication, and member-based organizations.
Jeff is committed to strengthening SMCA through education, transparency, and inclusive participation, with the goal of ensuring a sustainable future for both the Club and the breed.
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