Fall Board Meeting Minutes

BOARD MEETING MINUTES Fall 2022

The New York Holstein Association Fall Board Meeting was called to order on October 25, 2022 at 10:15 a.m. by President Beth Keene. 1st VP Jason Lloyd led the pledge of allegiance.

Interim Executive Manager, Secretary Patsy Gifford took roll call. Present were President Keene(Chenango), 1st VP Lloyd(Schoharie), 2nd VP Steve VanLieshout (Oneida), Treasurer Betsey Gerber (Al-St), Secretary Gifford (Cortland), Executive Committee members Tom Harkenrider (Al-Steuben), Curtis Nolan (Tri-Co.), Cam Davis (Nioga), David King (St. Lawerence) . State Directors Larry Hill (Chautauqua & Cattaraugus), Anita Menzi (Chemung), Devin Kuhn (Delaware), Bonnie Bargsted (ENY), George Merrill (Top of the State), Lynette Wright (Onwego), Deb Quackenbush(OHM), Alan Danforth (Schoharie), Marvin Luders (Wyoming). Also in attending were Office Manager Stacie Sherman, News Editor Melissa Hart, Holstein USA rep Kennedy Liddle, and Show Chairman Kelly Reynolds.

Reading of previous meeting minutes: As minutes of the Spring 2022 Board Meeting were not available, it was explained that minutes were written using Beth Keene’s meeting notes. They were reviewed by the full board with no discussion. VanLieshout moved to approve. Harkenrider 2nd. Approved.

Treasurer’s report: Treasurer Gerber was happy to report that NYHA is in the black at the end of the 3rd quarter. Profit from the Golf Tournament and State Show were a great help. She reported that 2020 Consultants, who have been doing our book keeping since August 1, is working out well. With Executive Com. approval, Gifford withdrew $10,000 from the reserve fund to cover expenses during the premembership low income time of the year. Commitment is to repay this withdrawal by the end of 2022. Accounts at Edward Jones are performing well. Our Annual Audit is being finalized and will be reviewed at the annual meeting in 2023. It is proposed by the Executive Committee to revise the bylaws to read that an annual audit review be performed by a certified CPA to replace the word audit. Our gross income allows us to do this and will give us sufficient oversight at a considerable cost savings going from approximately $12,000 to $8000. This proposal will appear in the Nov-Dec News prior to the 2023 Annual Meeting and voted on by full board at that meeting. Betsey asked for any questions. Question asked of where we stand with 2021 audit. Gifford answered that we are in the final stages and suggestions by auditors for change of financial and other procedures have already been addressed, documentation has been submitted to the auditors, and will be included in final draft.Hearing no more questions, Van Lieshout moved to accept, Wright 2nd. Passed.

Committee reports:

Breed & Promotion: Chairman Lynette Wright asked for input on our facebook coverage and use of facebook and website for communication. Discussion of a fall event or similar followed. Regarding our State Picnic, Elmvue has offered to host with golf tournament at same golf course in the morning and picnic at the farm following. Bargsted offered to coordinate with Elmvue and the golf course on details. Bargsted suggested that we promote 2023 event with signage at other events. It was moved by Lloyd, 2nd by Harkenrider that we host another golf tournament. Passed. Popular opinion was that Sunday is the day of choice. Wright asked for questions. Hearing none, she asked for acceptance of her report. Lloyd moved to accept, Harkenrider 2nd. Passed.

Publications: Hart gave report as Chair Justine Kelsey could not attend. The committee met via Zoom prior to the meeting. She pointed out the new News masthead and other updates. She suggested some possible News advertising bundles and deals to increase new income. With the $17 from each senior membership going toward their news subscription, the News is +12,000 year to date. Her publishing calendar for 2023 is JanFeb: All NY, March-April: Youth, R&W All NY, Spring Show May-June: Carousel results, National Convention. July-Aug: Post National Convention, Company Profile & Agri business. Sept. Oct: Show results and goes to Expo. Nov-Dec.: State Convention prep, expo results, ET Sale, private embryo sales. She suggested for the upcoming issue, that each club send a ¼ page seasons greetings. She detailed the income if just ¼ of our membership took a ¼ page ad sometime throughout the year and the income this would generate. Kelly Reynolds suggested an advertising workshop at junior convention. There was also discussion about putting together a media kit. Hart asked for any further questions. Hearing none, she asked for the acceptance of her report. VanLieshout so move, Menzi 2nd. Passed.

Sale Committee: Gifford reported that the ET Sale will be held at State Convention on January 13 and we are looking to host a high end sale with a healthy profit. There will be no fall 2022 sale as had previously been discussed. An NYHA Sale at Carousel was discussed. Carousel committee said there is no physical room at the Erie Co. Fairgrounds. Tag Sales in various forms were discussed. It was agreed that any tag sale animals would have to be entered in their respective shows whether or not they were shown. VanLieshout moved, Danforth 2nd for acceptance of report. Passed.

Show Committee: Chairman Kelly Reynolds reported that the 2022 State Show made over $6000 without tapping into the allocated $16,000 from NYHA Event Sponsor Fund. Her committee had met in person on October 15. She reported that there was much discussion concerning State Show and Carousel location and dates. It was stressed that scheduling at and these facilities are occupied by other events many weeks and weekends throughout the year. Reynolds said that the feasibility of

hosting State Show was discussed and decision made that with its very high participation, quality, and profit that we continue to host and sign a 3 year contract. Dates will be same timeframe each year. Same for Carousel. Discussion on State Fair and State Show impact on State Fair show. It was agreed that both were very good shows this year and NYHA will support each. State Fair contacted before the show committee meeting to check their availability either spring or fall. Neither was available. Reynolds explained the new system for awarding All NY awards. Asked for any other questions: Hearing none, VanLieshout move to accept. Wright 2nd. Passed. State Convention Committee: Jessica Hula Fredericks, Convention Chair gave a detailed schedule and cost report. Sr Convention: Jan 13-14. Jr. Convention Jan 14-16. Jan 14 a full overlap day. DoubleTree Syracuse Hotel is $104/night with ample space and convenience for all activities. Master Breeder and DJM banquet combined on Sat. night, 14th. With the number of junior meals(7) and climbing costs, Fredericks said $9000 has been raised so far to help offset jr meal expense. Seniors have only 2 meals. Presale and prebanquet receptions both have sponsors. Since Covid, use of refrigeration storage in hotel kitchen is disallowed. Rental of this equipment will be about $1300. She stressed that her committee is working diligently to raise sponsor money to offset expenses. She asked that any sponsor possibilities the group may have be shared with her committee to pursue. Asked for questions and the acceptance of her report. Davis moved. Menzi 2nd. Passed.

President Keene warmly thanked all commitees and chairs for their diligent work and good reports.

Holstein USA rep, Kennedy Liddle, reported that there is an end of year push for all programs. Holstein Complete has increased income and participation. Registrations have remained steady. She offered her help and willingness to visit herds. Davis moved to accept her report. Menzi 2nd. Passed.

Executive Manager Gifford first acknowledged and thanked the Executive Committee for their ongoing support and time spent this year. They have been very hands on and spent hours on calls and meetings addressing current NYHA issues. She reported that we are developing a good working relationship with 2020 Consulting. She encouraged the group to search out and submit more nomination for awards and participation, particularly DJM and Master Breeder. She also asked if it is possible to roll any sponsor dollars not used in 2022 into 2023. Group saw no problem. Gerber will work with Gifford to double check funds used in 2022 general sponsor fund. Gifford thanked the group for their support and attendance. She asked that, since she is part time, that board members help in any way they can to keep up with the full time work load. She asked for questions and then acceptance of her report. VanLieshout moved. Davis 2nd. Passed.

President Keene thanked the group for attending and the lively discussion. She asked for a motion to adjourn. Harkenrider moved. Wright 2nd. Passed.

Meeting adjourned at 1:01 pm. Respectfully submitted, Patricia Gifford, Secretary