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ASA Board Meeting Minutes
American Shorthorn Association Board Meeting Minutes November 21, 2019 ASA Office, Kansas City, Mo.
President Rick Leone called the meeting to order Nov. 21, 2019 at 8:50 am, central time.
Present: President Rick Leone, Vice-President Nancy Grathwohl Heter, Hugh
Mooney, Robert Alden, Tom Turner, Joe Bales, David Greenhorn, Toby
Jordan, John Sonderman and Executive Secretary Montie Soules.
Glenn Miller of Miller Management & Jason Rowland were present for certain reports. Glenn Miller presented the draft for the FY 2018-19 audit. He also explained his firm’s audit policies. The Board unanimously agreed to accept the audit report from Miller
Management. Key Performance Indicators (KPIs) for fiscal year were reviewed and discussed. The Sept. 23-24, 2019 Board Meeting Minutes and Conference Call Minutes for Oct. 19, 2019, Nov. 5, 2019 and Nov. 7, 2019 were unanimously approved by the Board. Jason Rowland and Montie Soules presented financial reports for Oct 31, 2019. The Board unanimously approved the financial report. Tom Turner reported on the progress of the 150th Anniversary Celebration; he and Joe Bales reported on what donors would receive for making donations to the 150th Celebration. The Board unanimously approved the 2021 Annual Meeting to be in conjunction with the American Royal as a kickoff for the 150th Anniversary
Celebration and continue through the 2022 Annual Meeting. Shelby Diehm reported on the AJSA Board meeting at the North American in Louisville. The Junior Board approved the Junior National Budget presented and had discussions on sibling ownership for Bred & Owned entries in the Junior National. The Board had a straw vote concerning the sibling ownership issue; it failed. The Junior Board needs to provide more details for the rule change. The Junior Board selected judges for the 2020
Junior National in Abilene, TX and selected Katrina Evans Raines as their new Junior Advisor. The results of the Show Committee meeting in Louisville a week earlier were given. The Board unanimously approved the suggested change in the Show
Committee rules to include herd prefix and/or junior cattle when counting the number of animals in a string for voting rights and automatic show committee appointments.
The Board unanimously approved the endorsed statement from the show committee, to be given to the judge of national shows (“The American
Shorthorn Association has provided current individual animal EPD’s for all
National Shorthorn Shows to be used at the Judges’ discretion.”)
A. Judge should be contacted prior to the show with the above statement. B. Judge should be provided a Judge’s sheet of how the EPD’s will appear at the show.
Emily Velisek reported on the National Shorthorn Shows at the North
American in Louisville.
A letter from the California Shorthorn Association was presented regarding the
California State Fair not having the Super Regional in 2020. The Board motioned to move the Super Regional back to California State
Fair in 2020. The motion failed with 1 vote for, 6 votes against and 1 vote abstained.
Emily Velisek reported on the Annual Meeting with a record number of 128 registrations. Matt Woolfolk reported on the performance activities of the Illinois Herd Sire
Test, Iowa Heifer Test, and the Genetic Enhance Heifer Program. The Board went to Executive Session.
The Board directed the executive (as goals) to study and report at the next
Board Meeting on the following five recommendations in the auditor’s policy presentation:
1. Document fiscal policies and update on a regular basis. 2. Recommend developing written policies and procedures related to incoming receipts 3. Recommend developing written policies and procedures for disbursement process, including a signature or other means to document approval of each invoice for payment. 4. Develop written procedures for the payroll process. 5. Develop written job descriptions for all staff positions with the following: title, reporting relationship, description, responsibilities, qualifications, education/training/ experience, physical demands, position supervision, anticipated weekly hours, exempt/ non-exempt classification.
The Board also approved as a goal, for the executive to continue interaction at shows and events.
Steven Crow legal counsel for ASA met with the Board. Steven presented a policy for public disclosure. The Board unanimously approved the following Disclosure Policy to be included in the Bylaws, presented by Steven Crow, legal counsel for ASA.
PUBLIC DISCLOSURE POLICY for AMERICAN SHORTHORN ASSOCIATION
1. THE FOLLOWING DOCUMENTS WILL BE MADE AVAILABLE TO THE
PUBLIC THROUGH ASA’S WEBSITE; AT THE MAIN OFFICE; OR WITHIN
THIRTY (30) DAYS OF WRITTEN REQUEST SUBMITTED TO THE MAIN
OFFICE. ALL MEMBERS OF THE ASA & AJSA BOARD OF DIRECTORS
ARE TO DIRECT MEMBERS TO FOLLOW THIS POLICY TO OBTAIN THIS
INFORM. ASA & AJSA BOARD MEMBERS CANNOT OTHERWISE RELEASE
INFORMATION.
A. ARTICLES OF INCORPORATION B. BYLAWS AND ALL AMENDMENTS C. ASA RULES AND REGULATIONS D. FORM 990’S AS REQUIRED BY LAW E. FORM 1023 (1024) AND ALL ATTACHMENTS, IF APPLICABLE F. AUDITED FINANCIAL STATEMENTS G. APPROVED BUDGETS FOR EVENTS WHICH HAVE BEEN
APPROVED BY THE BOARD OF DIRECTORS H. ALL DOCUMENTS WHICH DISCLOSURE IS REQUIRED BY
LAW
The Board approved a Bylaws change for ASA Officers to serve only year term but may hold the same position more than once in their three-year term.
The motion passed 7 for and 1 against. The Board unanimously approved the officers of the Association shall be chosen annually by the Board of Directors for the next year, at the last board meeting before the Annual Meeting. In the event and newly elected officer is not re-elected to the Board of Directors at the annual meeting a new election of officers for that office will be held immediately after the close of the annual meeting. The Board unanimously elected Nancy Grathwohl Heter as President, effective after the 2019 Annual Meeting. The Board unanimously elected Hugh Mooney as Vice President, effective after the 2019 Annual Meeting. Meeting adjourned at 3:30 pm, central time.
The ASA Board reconvened for a special session with ASA legal counsel at the Hilton Hotel on Nov. 22, 2019 at 11:45 am.
All Board members where present including Montie Soules, Executive and
Steven Crow, legal counsel for ASA. The board asked for legal opinion from the ASA legal counsel for opinions on handling policy for member requests. The Board unanimously approved to form an official Resource Development
Committee for the Junior National and other events. Meeting adjourned at 12:45 pm, central time. =
American Shorthorn Association Board Meeting Minutes March 11 & 12, 2020 ASA Office, Kansas City, Mo.
President Nancy Grathwohl Heter called the meeting to order March 11, 2020 at 8:00am, central time. Present: President Nancy Grathwohl Heter, Vice-President Hugh Mooney,
David Greenhorn, Joe Bales, Toby Jordan, John Sonderman, Lee Miller,
John Russell and Executive Secretary Montie Soules. Jerrell Crow was unable to attend. Jason Rowland was present for accounting reports. Key Performance Indicators (KPIs) were reviewed and discussed. The Nov. 21, 2019 Board Meeting Minutes and the Nov. 22 Special Board
Meeting Minutes were unanimously approved by the Board.
Jason Rowland and Montie Soules presented year-to-date financial reports though February 2020. The Board unanimously approved the revised budgets for the last six months of the fiscal year. The Board commented on the staff being prepared with plans concerning the
Covid-19 situations. Matt Woolfolk asked for questions regarding the written performance report previously given to the Board. He added information from the Iowa
Heifer test and the Neogen Heifer Project. Consideration of third parties being allowed to ultrasound the resulting animals in the IL Sire Test was discussed. Matt also reported that there is interest from Oklahoma State
University Research for a genomic project. Shelby Diehm asked for questions in regard to a written report previously submitted to the Board on the Junior activities (AJSA Board) and Junior
National. There was discussion concerning changing ownership rules to allow multiple ownership for family members at the Junior National. The
Board tabled ruling on this issue until the next day’s Board Meeting. Shelby Diehm asked for questions regarding a written report previously submitted to the Board regarding the Marketing and Communications for the ASA.
Heather Lange asked for questions regarding a written report previously submitted to the Board on the registry and DNA activity. The issue of receivables growing some and staff looking into possible ways to control this with the programing of digital Beef was discussed. The Board unanimously approved to put an automatically hold on all accounts unpaid past 90 days, with explanation of ruling included by amount due in registry. The Board asked about the Myostatin testing results being listed in the registry.
It was explained that ASA legal representation did not feel the results from
Canada should be listed when the owners of those animals had not given permission to ASA to do so. Testing results from submission to ASA have disclosure included on the application form for DNA testing done through
ASA.
Emily Velisek asked for questions regarding a written report previously submitted to the Board concerning the Annual Meeting in 2020. The
Board discussed moving the 2020 Annual Meeting back to Kansas City due to scheduling issues at Louisville. The Board unanimously approved moving the 2020 Annual Meeting Forum and Awards Banquet back to Kansas City to be held on December 5, 2020 Joe Bales and Montie Soules presented a proposed budget for the 150th
Anniversary Celebration. Joe Bales gave a report on Tom Turner and his conversations about possible sponsorship from Brown-Forman. Emily Velisek asked for questions regarding a written report previously submitted to the Board concerning Membership Communication. Board Executive Session Review Goals and reports submitted by Executive. Meeting Adjourned at 5:30pm, central time. =
American Shorthorn Association Board Virtual Conference Call Minutes April 20, 2020
President, Nancy Grathwohl Heter called the called virtual Zoom meeting to order at 11:35am, central time. Present on the call: President, Nancy Grathwohl Heter, Vice-President, Hugh
Mooney, Joe Bales, David Greenhorn, Toby Jordon, John Sonderman,
Jerrell Crow, Lee Miller, John Russell and Executive Secretary, Montie
Soules. Topic for meeting discussion on 2020 Annual meeting. The Board unanimously approved scheduling the annual meeting as a oneday event on December 5, 2020 in Kansas City due to restrictions on spectators at North American International Livestock Exhibition, because of Covid-19 requirements in KY. It was suggested to have staff do virtual breakout sessions. Meeting adjourned at 12:00pm central time. =
June 4, 2020
President, Nancy Grathwohl Heter called the called virtual Zoom meeting to order at 12:00pm, central time. Present on the call: President, Nancy Grathwohl Heter, Vice-President, Hugh
Mooney, Joe Bales, Toby Jordon, John Sonderman, Jerrell Crow, Lee Miller,
John Russell and Executive Secretary, Montie Soules. The Board unanimously approved to accept the recommendation of the Show
Committee. Due to Covid-19 some Regional Shows (State Fairs) have been cancelled. The Committee recommended that no new shows would be designated Regional or Super Regional shows due to the issue of time to advise participants of changes. The ASA will continue with shows already The Board unanimously approved the revised Bylaws submitted for the AJSA membership to approve with a correction of the statements concerning drug abuse. The Board unanimously approved investigating the possibility of setting up a separate 501 (c) (3) Shorthorn Youth Development Fund. Discussion concerning Covid-19 issues at the National Junior Shorthorn
Show and Youth Conference. Meeting adjourned at 1:00pm central time. =
American Shorthorn Association Board Virtual Conference Call Minutes July 16, 2020
President, Nancy Grathwohl Heter called the called virtual zoom meeting to order at 11:00am, central time. Present on the call: President, Nancy Grathwohl Heter, Vice-President, Hugh
Mooney, Joe Bales, David Greenhorn, Toby Jordon, John Sonderman,
Jerrell Crow, Lee Miller, John Russell and Executive Secretary, Montie
Soules. The Board approved continuing to allow 25% ShorthornPlus steers only to show at the National Junior Shorthorn Show and Youth Conference for an extended two-year trail basis. Voting results: 7 in favor, 2 against the motion.
An update on the Shorthorn Beef- Locally Raised Program was presented to the Board. Meeting adjourned at 12:00pm central time. =
American Shorthorn Association Board Virtual Conference Call Minutes
August 24, 2020
President, Nancy Grathwohl Heter called the called virtual Zoom meeting to order at 12:00pm, central time. Present on the call: President, Nancy Grathwohl Heter, Vice-President, Hugh
Mooney, Joe Bales, David Greenhorn, Toby Jordon, John Sonderman,
Jerrell Crow, Lee Miller, John Russell and Executive Secretary, Montie
Soules. The Board unanimously approved Jeff Aegerter to receive the ASA Merit
Award at the 2020 Annual Meeting Awards Banquet. The Board unanimously approved Dr. Roger Hunsley to receive the ASA
Heritage Award at the 2020 Annual Meeting Award Banquet. The Board unanimously approved RC Show Cattle, Ron Rutan and Christy
Campbell to be the recipient of the 2020 Build of the Breed at the Annual
Meeting Awards Banquet. The Board unanimously approved Ben and Sharon Wilson of Shar-Ben Farm to be the recipient of the 2020 Builder of the Breed at the Annual Meeting
Awards Banquet. The Board unanimously approved to support the ASA office taking on the registry work for the Braunvieh Association of America. Meeting adjourned at 12:50pm central time. =
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