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Illinois Holstein Assn. Board of Directors Meeting

President Dale Drendel called a meeting of the Illinois Holstein Association’s Board of Directors to order at 11:35 a.m. at the Hawthorn Suites, Champaign, Illinois. Secretary-Treasurer Lori Lyons called the roll.

Secretary Lori Lyons distributed the minutes of October 22, 2010 meeting. Following, a motion by Mike Netemeyer which was seconded by Brent Pollard the minutes were approved by the group.

A Treasurer’s report was presented by Jerry Smith. Following discussion about the need for a balance sheet and accrual based reports, the report was approved as presented following a motion by Bruce Clanton that was seconded by Brent Pollard and approved by the group.

The group began to review the Committee Meeting Reports for the Committee meetings which were conducted on Thursday, December 9, 2010.

The reports have been compiled to include information reported directly by the committees as well as content added at the Board Meeting and approved.

Dutchess and Little Miss Holstein

Chairman: Lori Lyons

In attendance: Lori Lyons, Doris Meier, Glen Meier, Melissa Irwin, Kathy Miller, Sharon Smith

Proposed date/time: July 20, 2011 at 5:30 p.m.

Proposed location: Interstate Center Show Ring

Entry deadline: May 15, 2011 (with lots of flexibility)

Discussion: The program and rules for the Dutchess contest will stay the same with the winner of the contest receiving a scholarship and reimbursement for travel. As in the past, the group agreed that the biggest challenge is building participation. Discussion included the identification of eight possible judges. We discussed that having only a few contestants means they all have to assist with award distribution and picture duty on both Thursday and Friday, and they work with the other contestants on their showing schedule. A snack will be served while the contestants are meeting with the judges for their personal interviews. Stephanie Stout has offered to conduct a Dutchess “training session” at Spring Thing in March and we will take her up on this. The Little Miss Holstein (LMH) Contest will held again in conjunction with the Dutchess Contest in. LMH contestants will be ages 6 through 10 as of January 1 just like the inaugural year. The LMH will assist the Dutchess’ with award distribution at the show and while the contestants won’t need to be a member of the IHA, they will have to have family relationship to an active member. The little girls will continue to receive a tiara and goodie bag. If a single LMH is selected (not designated in 2010) she would get to wear a LMH sash during the shows. We believe that the little girls enjoyed the contest and it is hoped that this will to capture the girls’ interest in our contests at an early age. We hope to have Little Miss Holstein contest coverage printed in the Spring 2011 Herald to encourage participation in the 2011 contest. Finally, we will be testing the waters to see if there are any boys who would be interested in participating in a contest similar to the Dutchess contest. If so, the committee will re-convene and discuss the content and format so that initial contest would be held in 2011.

Budget: Expenses of $650.00 in excess of revenue.

Futurity

Chairman: Wendy Erbsen

In attendance: Wendy Erbsen, Brent Pollard, Gary Janssen, Bruce Clanton, Jerry Smith, Dave Fischer, Steve Irwin, Brian Wesemann, Marc Hilgendorf, Dale Drendel, Kevin Lyons, Brian Olbrich, Joe Engel.

Proposed Time: Open show day at 1:00 p.m.

Judge/Remuneration: Propose $0.00

Entry deadlines: July 1, 2011 and November 1, 2011

Discussion:
Senior 2 back into the ring after other animals enter; follow State Show motion from committee member
Distribution of funds
Late nominations

Proposed rule or program changes:
If few than 9 animals are entered in the show book the remainder 90% will be divided equally among the entries and 10% will carry over to the next year futurity.
2 year old nominations will be accepted for fees of $19.00 and an additional $50.00 late fee will be assessed.

Budget: $0.00

Governmental Affairs

Chairman: Boyd Schaufelberger

Attendance: Boyd Schaufelberger, Kent Smith, Eric Smith, Joe Engel, Dale Drendel, Ron Schaufelberger, Gary Janssen.

Discussion:
Noted there are not additional animal health concerns at this time.
IHA to make contacts with other industry contacts and offer our assistance as it relates to Animal Welfare.
Discussed National Milk Foundation for Future and Holstein USA’s Price Stabilization program.

Budget: $0.00

Membership

Chairman: Kevin Wendling

Attendance was not taken

Discussion: 2010 membership was solicited by the Secretary in letter or statement format rather than with membership cards. It is the recommendation of the group that this same process is used for the 2011-2012 membership drive. A survey of membership dues from other associations was share with the group. It was noted and surprising that the cow numbers in Illinois were down this year as much as they were; members are on the honor system to report and pay for their fair share. It was determined that it costs, on average, approximately $7.00 per issue to print and mail the Herald so the cow fees are supplementing the cost of providing a Herald to non-breeder members. The local clubs are reminded that they play a large role in obtaining and maintaining the IHA membership and need to take on this responsibility.

Proposed changes: It is proposed to increase the base membership fee for senior members from $20.00 to $30.00 with the junior base fee of $10.00 and the per cow fee of $ .50 to remain the same. A late renewal fee of $5.00 will be due is membership is remitted after March 31. This change is be implemented in the membership drive that will begin in January for the 2011-2012 membership year and is intended to cover the cost of the Herald which is sent to senior members.

Budget: Revenue in excess of expenses of $13,000.

PDCA Calf Sale

Chairman: Marc Hilgendorf

In attendance: Marc Hilgendorf, Steve Irwin, Gene McCoy, Bob Miller, Ray Hess, Ron Schaufelberger, Neal Turley.

Date/Time: April 9, 2011 at 12:30 p.m.

Proposed Location: Round Barns at the University of Illinois

Consignment Deadline: February 15, 2010

Selection Criteria: Calves are to be show age and/or of above average pedigree. The goal is to catalog 25-30 Holstein calves.

Discussion: Talked about the sale order and whether or not to say with age order or allow elite consignments sell first.

Proposed changes: None.

Budget: 0.00

Promotions

Chairman: Brent Pollard

In attendance: Brent Pollard, Ray Hess, Lori Lyons.

Discussion:
Illinois Holstein Cow of the Year: There are four entries in the contest this year. The contest will continue next year with no changes proposed.
Planned Events for Display - Illinois Championship Show, State Picnic and State Convention
Herald Distribution: National Convention – 250
Expo – 250 – Holstein USA to distribute at their booth in the Coliseum
Also discussed the possibility of a obtaining an obsolete display booth (from a commercial exhibitor) as a replacement for the Illinois Holstein booth.

Budget: $450.00 expenses with no revenue

Publications and Website

Chairman: Lorilee Schultz
Vice Chairman: Jim Schumacher

In attendance: Jim Schumacher, John Mitchell, Mike Netemeyer, Ron Schaufelberger, Steve Kollmann, Julie Drendel, Bob Miller, Dennis and Beth Engel, Joe Engel, Brian Wesemann, Kevin Wendling, Brian Olbrich, Wendy Erbsen, Joann Hartman, John Erbsen.

Discussion:
Herald –
Review of Herald finances over the last three years.
Breeder ads are good money-makers for the Herald.
Printing costs get more expensive every year; the type of paper used doesn’t contribute significantly to the cost (pennies).
615 Heralds (average) are printed each issue with additional being printed for National Convention and Expo.
The Midwest issue is doing well. October’s issue had the same number of ads but the ads were smaller in size.
Julie distributed a suggestion card for new ideas for the Herald and website.
Ads are coming into the Herald in a timely manner – more are encouraged to come in earlier. The committee left it up to the editor on whether to accept ads after the deadline as long as the Herald issue comes out on time.
The board requested that the financial reports contain the Herald accounts receivable to better reflect the Association’s financial position.
Website –
With Julie resigning the webmaster position, there is a need to find a new webmaster. Julie agreed to stay on past January 1st until a replacement is found.
Our contract with Holstein World for hosting services ends April 1. Discussion as whether to renew with them or shop around was held.
Sponsor billing was discussed.
An ad hoc committee was formed to provide guidelines for the website content and to formulate a job description for the web reporter positions.
Proposed changes:
Herald –
Try to promote breeder ads – maybe 1 free for one year or ½ price with the hopes that they will continue.
Because of the efficiency (or inefficiency) of the US Postal Service, Julie will put a mail on date on the Heralds.
We will begin to promote the upcoming National Convention.
The Herald editor will be responsible for the archives on the website.
Website –
A sponsor letter needs to go out to sponsors of the website and, in coordination with FBFM, billed.
Ad hoc committee members to work on report job description and guidelines will include Lorilee Schultz, Wendy Erbsen, John Mitchell, Brian Wesemann and Mike Netemeyer.
It was suggested that a single person be responsible for the updates on the home page.

A job description should be developed for the Herald Editor and Web Reporters and evaluations of their performance completed semi-annually.

Budget Herald: $0.00 - Breakeven

State Sale

Chairman: Mike Netemeyer
Vice Chair: John Erbsen

In attendance: Jim Schumacher, Mike Netemeyer, Dale Drendel, Bruce Clanton, John Erbsen, Dennis Engel, Brent Pollard, Larry Kleiner, Howard Dust, Gary Janssen, Jerry Smith.

Date/Location: 10/22/2011 at the Clinton County Fairgrounds

Catalog 80

Commission 15%

Selection criteria: Genomics, type, production, pedigree.

Advertising: Two pages in Herald, Connection (several small ads then ½ page before sale)

Discussion:
Auctioneer: Gary Estes
Ringmen: Charlie Will, Scott Courtney, Brian Behnke, Les Terpstra
Catalog: Kate Geppert (400 printed? – the quantity will be discussed); the info will be to Kate and done for Expo.
Billing: Chairman to oversee the billing of buyers.
Ringmen: Base of $500 + 2% of animals $2,000-2,999 and 3% over $3,000

Budget: $5,000.

State Show

Chairman: Brian Wesemann
Vice Chairman: Nate Janssen

Attendance listing was not submitted for this report.

Date/Location: July 19 – July 22, 2011/Interstate Center, Bloomington, IL

Proposed Judge: Justin Burdette

Discussion: Joe Engel made a motion to distribute both the class and futurity exhibitor cards during the futurity using a different color card for each class. When the futurity is placed the placing will be marked on class card also so that futurity entries can enter the open class in the order the entries placed in the futurity. The motion was seconded by Joann Hartman and approved unanimously by the group.
Catalog: Julie Drendel? Who will backup if needed?

Volunteers: Kevin Lyons will not be helping in 2011; thanks for all of the years of help!

Cleanup: Note and emphasize at the Exhibitor Meeting

Cleanup charge: The Interstate Center charges $750 to cleanup the fairgrounds after our event. We could, at our option, complete the cleanup ourselves and reduce the rent by the $750.

Notice: Contract only includes barns B & C. Use of Barn A would add $2,500 to the rental fee.

Straw: Ask Steve Schwoerer to see if he can park the rack wagons of straw in Barn A without charge.

Motion by Kent Smith seconded by Steve Irwin & passed: Include a notice with the show brochure that only 2 barns are to be used for the show. Use of Barn A will result in a $2,500.00 fine. Garbage/trash cleanup must be more thorough with individual violators subject to a fine if their area is not reasonably clean. Tape will be wrapped around Barn A to prevent use (with the exception of Steve’s straw).

Budget: $2,000 revenue in excess of expenses.

Youth

Chairman: Melissa Irwin
Vice Chairmen: Glen Meier

In attendance: Melissa Irwin, Julie Drendel, John Mitchell, Dave Fischer, Kathy Miller, Glen Meier, Doris Meier, Steve Kollmann, Lori Lyons, Sharon Smith, Connie Turley, Ron Schaufelberger.

Planned activities:
Spring Thing
National Convention
Illinois Championship Junior Show
Fall Annual Meeting
Illinois State Fair Junior Show

Discussion: The Allen Tucker Memorial Scholarship was established by the Tucker Family who contributed $5,000 which has been put into CD’s to be given as a $1,000 scholarship for 5 years. Production Awards were reinstituted this year & will be continued. It is hoped that there will be increased participation in the future. Spring Thing will be moving to Bloomington this year and will be held March 5-6. The State Show and the Alternate leadsman rule were discussed. The Chair will be sure that the forms are at the show and Juniors will be reminded that forms must be turned in prior to the show. Also included in the discussion was parent leadsman involvement. Holstein USA has changed its ownership dates. All cows and heifer will have to be owned by June 1. This is in line with our State Show but is different from 4-H and therefore the State Fair Junior Show.

Action Proposed: State Show Junior Rule #5 will state that “Junior exhibitors must show their own animals. Assistance will be permitted where the Junior member cannot properly handle the animal. Assistance must be provided by another Junior member who is no more thatn 2 years in age older than the owner of the animal.” Add Rule 7 “No parental help is allowed in the show ring.”

Budget $0.00 – from Senior Association

Planning and Evaluation

Chairman: Gary Janssen

Attendance was not taken.

Discussion: This was a very well attending meeting with each committee reporting on their activities. The meeting began with the membership meeting that involved a discussion of our lower membership number and potential raising of fees. Each committee chair or their representative discussed their meeting and any proposed changes. It looks like some real good ideas are coming along. Also discussed was the 2015 National Convention coming to Illinois. Committees are being formed and chairmen are being named. A final site has not yet been named pending approval by National Holstein. We should be thinking about funding and a tentative budget for this event and start targeting potential donors as the three preceding conventions are also being held in the Midwest (IN, MO & IA). There certainly be a lot to think about. One thing not discussed in this meeting was the idea of splitting the committee meetings from the annual meeting or a change in the annual meeting format.

Executive Committee

See the discussion in the annual meeting minutes. The budget was presented as follows:

Unrestricted
General Operations	$ (14,450)
Membership	13,000
State Show	2,000
Promotions	(450)
District Herd – Land of Lincoln	448
Dutchess Contest	(650)
Illinois History Book	0
Purebred Dairy Cattle Assn.	0
Publications	0
Website	0
State Sale	5,000
Futurity Program	0
Youth Activity	(500)
Memorial Accounts	(50)
Total net income:	4,348

On a motion by Joann Hartman which was seconded by Glen Meier, the board approved all the committee reports.

Glen Meier came before the board on behalf of the Nominating Committee and placed Kevin Wendling’s name in nomination for the position of Illinois Holstein Association President. There being no further nominations and on a motion by Ron Schaufelberger that was seconded by Harvey Harpstrite, the nominations were closed and a white ballot was cast for Kevin Wendling. Kevin came forward and accepted the gavel from Dale Drendel. Kevin thanked Dale for his two years of service as President of the Illinois Holstein Association and presented him with a retirement gift.

Glen Meier came before the board again and presented Brian Olbrich’s name from the Nominating Committee for the position of Vice President. There being no additional nominations from the floor. The nominations were closed following a motion by Brent Pollard that was seconded by Joann Hartman. The motion passed and a unanimous ballot was cast for Brian Olbrich.

In his first duty as President Wendling called for nominations to fill the four seats on the Executive Board for the coming year. Beth Cash, Bruce Clanton, Joann Hartman, Gary Janssen, Mike Netemeyer and Jim Schumacher were nominated. The nominations were closed and the vote revealed that Bruce Clanton, Joann Hartman, Gary Janssen and Jim Schumacher would be the elected Executive Committee representatives for the year.

Brian Olbrich read the results of the Embryo Shuffle.

There was no old business.

In new business it was noted that there would be an Annual Review of all Association Employees.

There being no further business brought before the board. The meeting was adjourned following a motion by Gary Janssen that was seconded by Bruce Clanton and approved by the board members.

Respectfully submitted.
Lori Lyons, Secretary