2009 Meeting Minutes

NEAOBA BOD Meeting

August 13, 2009

 

Members on teleconference:

Cathy McKenny

Barbie Tilton

Dan Nash

Bill Ley

Cheryl Miller-Harper

 

Absent:

Jim King

 

A motion was made and seconded to approve the secretary’s minutes form the July meeting.

 

Since Jim was unable to attend this meeting, there was no treasurer’s report.

 

There was a discussion about the email we received from Cathy notifying the Board that she would be resigning from both the presidency and BOD of NEAOBA. Cathy explained her reasons for her resignation, but was asked by Bill if she could hold on until the next election with extra support from the Board.  After some discussion and reassurance from the Board, Cathy decided to remain on the Board in the capacity of president.  Cathy will continue with the Constant Contacts, as it is in template form and not too time consuming.  The suggestion was made to contact Lyne Limoges to do the tasks that Cathy needs help with at this point.  She is a hard  worker and familiar with the computer tasks that need to be done.

 

Another task that needs to be completed is finding someone that can push Breedworks to complete the work we are asking them to do.  We need to find someone who is interested in improving the usability of the website from 3 different viewpoints; administrative, NEAOBA member and potential alpaca owners.  Dan thought of two people who might be able to help with this.  John Neilsen of Log Cabin Alpacas ((802) 525-4573) and Steve Thomas.  Dan isn’t sure if either one would be interested, but since they speak the “lingo” Hazen might feel more pressured to complete our tasks in a more timely fashion.  Cathy will check with them to see if they are able to help and she can explain where she is with Breedworks at this time.

 

These are the major events that Cathy needs help with for now, but the vet seminar also needs to be lined up soon if it is to be held in November.  It seems that the date had been previously moved  to January, which will give us more time to prepare.  Barbie has offered to help Megan line up a speaker and talk to Jack and Nicola about a place to hold the seminar.  Other things that need to be done are getting the seminar certified so the vets can get credit for participating, marketing and the registration.  The seminar has traditionally been one day for vets and one for breeders.  Barbie will see that this is done.

 

A discussion on the feasability of holding the vet seminar was discussed.  The last time we held a seminar, we lost money and the year before was a break even year with a large turn out.  There is no way we can afford to lose this money.  If we break even or make money on NECC then we could hold a seminar.  Do we commit to a break even event?

 

Updates on the NECC were given by Dan, as Lenny has only emailed directly to him.  Since Lenny cannot use the email for the  NEAOBA BOD group, he will have to make his own group from our email addresses so he can keep the entire BOD in the loop. Cathy sent him all our email addresses as we continued the meeting.  Dan currently has two emails from Lenny.  One advised him that 31 entries have been received, as well as 1 platinum sponsor.  The other was a request for us to send out an eblast with  NECC registration information prominently displayed.  Dan has  given Lenny the contact info for Don Whipple of Whipple Studio.  He is interested in doing the photography for NECC and costs much less than Doug Hermann’s price of $5000.

 

Per Cathy, the next payment of $3375 is due on Monday, August 17, followed by a payment of the same amount on October 8 and October 21.  There is an additional payment due on October 21 of $7974.  So far we have paid $3375 and the next payment makes this non-refundable.  With this payment schedule we have until October 1 to cancel, but feel the cut off date should be September 15.  We need clear dates for the cancellation clauses for the panels, facility, judges fees and ribbons.  Dan will check with Lenny and Nicola on these important dates.  The two major  questions we still have on NECC are regarding the parking situation and if there are enough volunteers.  The streets will be blocked off for off loading and trailers will be in secured city lots.  As for volunteers, we are still looking for some but are in a comfort zone now.

 

As of today for NECC, Lenny has 31 sign-ups and Nicola has 26.  There is currently one platinum sponsor.

 

Barbie spoke about NAFD. She has called the governor’s office to sign a declaration for National Farm Day, Cheryl will take care of Massachusetts and perhaps Karen Gallagher will take care of Connecticut.   This year we will send a copy of the declaration to AOBA. The Google map will be just like last year.  There will be an eblast to promote NAFD next week to be put on the map.  The site officially opens on September 1 with a $25 fee to each farm that is  to be placed on the map.

 

Barbie also updated us on NEAF 2010.  We have already been added to their brochure.  They want $75 for putting our logo in a 1 inch square space on the brochure, but will give NEAOBA a full page ad with pictures and use our logo for $300.  We decided to go with this rather than spend the $75 for just the logo.  The costs for NEAF are going up.  The spaces went up to $75 from $60 at the last minute last year and we paid half the vet cost of $500, but our vet was only $300.  Next year we should use our vet for the lower price.  The location for the 2011 or 2012 NEAF will be changing and the costs will be going up as well.  On Monday Barbie will be oging to a meeting with the Sheep and Wool people and will vent her frustration to them.