Illinois Holstein Association Board of Directors Meeting

President Dale Drendel called a meeting of the Illinois Holstein Association’s Board of Directors to order at 11:15 a.m. at the Hawthorn Inn in Freeport, Illinois. Secretary Lori Lyons called the roll.

Secretary Lori Lyons distributed the minutes of October 23, 2009 meeting. Following, a motion by Mike Netemeyer which was seconded by Ray Hess the minutes were approved by the group as corrected with the addition of the word contribution to the picnic sentence and correcting the year of the Mississippi Valley Holstein Club’s proposal to host the convention to 2011.

A Treasurer’s report was presented by Jerry Smith. Following discussion, the report was approved as presented.

Mike Hutjen’s gave the extension report. He distributed the 2010 Dairy Days schedule. There will be cows at the milking unit at the University of Illinois until June. Dave Fischer and Gene McCoy reported on the 4-H Judging and Quiz Bowl teams and the Collegiate Judging teams, respectively. Fischer also explained a change in the Superior Young Producer program. The entire competition will be completed on Saturday and the youth will no longer be required to be exhibitors at State Fair; showmanship will not be part of the program. The University of Illinois Dairy Judging Golf Outing will be held June 11, 2010. They also discussed the PDCA All Breeds Convention to be held in 2010 in Champaign. It is likely the convention will be held on December 9-11 (Thursday through Saturday).

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

Futurity
Chairman: Wendy Erbsen
In attendance: Joe Engel, Joann Hartman, Kent Smith, Eric Smith, Jerry smith, Glen Meier, Callie Unruh, Kevin Lyons, Boyd Schaufelberger, Brian Wessemann
Proposed Time: Open show day
Judge/Remuneration: Propose $0.00
Discussion: Nomination forms on the website saved $93 dollars in printing and $40 in postage. Award contributions were received from Dairy Agenda Today and Renee Florent in 2009. Recent nominations include 239 for #44 and 138 for #43. Five participated in a new $36 payment option which included all renomination payments for the 4th, 5th and 6th payments (years 3-5) for the 5 year old futurities in one lump sum. This will be evaluated in three years. In 2010 there are 21 cows eligible for this year’s five year old futurity with the minimum award being $457 for first and $365.66 for second. Funds have been invested in CDs for more interest.
Proposed rule or program changes: Recommend instituting a late fee equivalent to double the nomination fee if the payment is not received within 60 days of the nomination being made and the nomination will be void if payment is not received within 90 days of the nomination.
Budget: $0.00
The board approved the report was revised following a motion by Boyd Schaufelberger which was seconded by Kent Smith

Dutchess
Chairman: Lori Lyons
In attendance: Lori Lyons, Melissa Irwin, Becky Meier, Sharon Smith, Kathy Miller and Julie Drendel
Proposed date/time: July 21, 2010 at 5:30 p.m.
Proposed location: Interstate Center Showring
Entry deadline: May 15, 2010 (with flexibility)
Discussion: The program and rules for the Dutchess contest will stay the same with the winner of the contest receiving a scholarship. As in the past, the group agreed that the biggest challenge is building participation. Discussion included the favors and retiring Dutchess gift as well as the Dutchess giving a small memento to the contestants. Brainstorming led to identification of six possible judges. We discussed that all of the contestants have to assist with award distribution and picture duty on both Thursday and Friday, and they will need to work with the other contestants on their showing schedule. Also, we will encourage the girls to have more responsibility in the content of their biographies that are printed in the show catalog. We will be contacting Holstein for a list of National Junior Members with birthdates in hopes additional candidates can be identified. A snack will be served after the contest. We recommend the addition to the Little Miss Holstein (LMH) Contest which would be held in conjunction with the Dutchess Contest in 2010. LMH contestants would be ages 6 through 10 as of January 1. The only responsibilities of the LMH would be required to assist 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 familiar relationship to an active member. The little girls would each receive a tiara and goodie bag, plus the winning LMH would get to wear a LMH sash during the shows. While we don’t want to detract from the Dutchess contest, we want to capture the girls’ interest in our contests at an early age. The committee will work on an entry form the LMH contest.
Budget: Expenses of $630.00 in excess of revenue.
The report was approved as presented following a motion by Mike Netemeyer which was seconded by Boyd Schaufelberger.

Governmental Affairs
Chairman: Boyd Schaufelberger
In attendance: Boyd Schaufelberger, Kevin Lyons, Joe Engel, Larry Kleiner, Gene McCoy, Jerry Smith, Bruce Clanton
Discussion: The committee discussed animal disease concerns, Holstein’s DPSP, Animal welfare issues and the need for an increase in the member of food animal vets. The committee makes the following recommendations to the board:
1. To work with the Illinois Farm Bureau & Illinois Milk Producers Association and other concerned groups to pass pro-active government policies for animal welfare such as was done in Ohio.
2. Illinois Holstein Association to send a letter to the Dean of the Vet School at the University of Illinois emphasizing the need to train and graduate an adequate number of food animal vets.
3. Continue to work toward 100% Premise ID and animal ID programs in Illinois.
Budget: $0.00
The board approved the report as presented following a motion by Boyd Schaufelberger which was seconded by Kevin Wendling.

Membership
Chairman: Kevin Wendling
In attendance: Kevin Wendling, Joann Hartman, Dale Drendel and Mike Netemeyer
Discussion: 2009 membership increased from 535 senior members to 563. The 2009 membership directory was discussed and consensus was that that the group liked the format. A possible dues increase was discussed but was deferred at this time. The method of billing memberships was discussed. Rebate money hasn’t been by received by local clubs but is being worked out and should be done soon.
Proposed changes: It was decided that the membership dues notices will be sent out in “statement form” by the Secretary on colored paper. The membership mailing is to be sent out in January.
Budget: Revenue in excess of expenses of $16,000.
The report was approved as revised following a motion by Boyd Schaufelberger which was seconded by Brent Pollard.

PDCA Calf Sale
Chairman: Marc Hilgendorf
In attendance: Marc Hilgendorf, Kevin Wendling, Mike Netemeyer, Bob Miller, Ray Hess, Dennis Devore and Gene McCoy.
Date/Time: April 10, 2010 at 12:30 p.m.
Proposed Location: Round Barns at the University of Illinois
Consignment Deadline: February 15, 2010. Pedigrees to Gene McCoy
Selection Criteria: Calves are to be show age and/or of outstanding pedigree. The goal is to catalog 25 Holsteins.
Discussion: Talked about possibly cataloging embryos and choices and how to catalog March calves, but this won’t be done at this time.
Budget: 0.00
Following a motion by Boyd Schaufelberger which was seconded Brent Pollard and approved as presented above by the Board of Directors.

Promotions
Chairman: Brent Pollard
In attendance: Brent Pollard, Ray Hess, Mike Netemeyer, Dale Drendel, Kevin Wendling, Joann Hartman, Dennis Devore, Julie Drendel.
Discussion:
Planned Events for Display – Brent and Carrie Pollard setting up
Illinois Championship Show, Sale and Picnic
The booth was not used at World Dairy Expo
Illinois Holstein Cow of the Year: No changes to next year’s contest.
• Only 3 entries this year
• Voting is way up
• Plan on continuing the contest next year to recognize outstanding Illinois Holsteins
• Chairman in addition to the Herald editor to try to recruit additional cows next year
Herald Distribution:
National Convention – 250
Expo – 200. Holstein USA is looking into continuing to distribute them next year through the booth in the Coliseum
Heralds not distributed at Expo will be sent to NAILE for distribution there.
Other activities to be continued in 2010
• Sponsorship of trophy at WDE
• Sponsorship at Wisconsin Spring Show
• Advertisement in Illini Pipeline
Budget: $550.00 expenses with no revenue
The committee report was approved as presented following a motion by Boyd Schaufelberger that was seconded by Ray Hess and passed.

Publications
Co-Chairmen: Dave Fischer and Lorilee Schultz
In attendance: Dave Fischer, Julie Drendel, Beth Cash
Discussion:
• Reported that the 2009 Membership Directory is completed and sent to members. An assessment of $50.00 to offset the cost of the directory will be deducted from each Club’s membership rebate.
• Herald has a professional look and is now showing a profit every issue. The winter and summer issues are the least profitable or show loss.
• Discussed concerns with the billing and collection for ads. Initial billing will be done by Julie Drendel and all rebilling will be completed by FBFM.
• Breeder ads must be sent to Julie Drendel by the deadline. This is being greatly abused.
Proposed changes: None
Budget Herald: $0.00 - Breakeven
The publications committee report was approved as revised and presented above following a motion by Brent Pollard that was seconded by Mike Netemeyer.

State Sale
Chairman: Ethan Heinzmann
Vice Chair: Mike Netemeyer
2nd Vice Chair: To be selected by Ethan Heinzmann with Mike Netemeyer’s collaboration
In attendance: Mike Netemeyer, Kevin Wendling, Bob Miller, Dennis Devore, Gene McCoy, Ray Hess, Dale Drendel, Bruce Clanton, Gary Janssen
Date/Location: 10/23/2010 – chairman to use discretion/Golden Oaks Farm
Catalog 85-100 – related to the economy
Commission 15%
Selection criteria: The best we can get
Advertising: Herald, Connection, World, Dairy Agenda Today - chairman’s discretion as budget dictates
Discussion:
Auctioneer: Tom Morris, Chris Hill, Gary Estes, John Hager
Ringmen: Charlie Will (if available); other suggestions: Scott Courtney, Kenny Hall, Terp, Jay Jaquet, Brian Behnke
Chairman payment: Base – 1% plus 2% of selections made that sell for $2,000 – 2,999 and 3% of selections made that sell for over $3,000. The Co-chairman and co-co chairman and/or other designated individuals will not receive a base but the same percentages on the selections made.
Consideration to be given to Belvidere Fairgrounds for the Sale Location
Budget: $7,500
The Board approved the report as presented above following a motion by Boyd Schaufelberger which was seconded by Brent Pollard.

State Show
Co-Chairmen: Ethan Heinzmann and Brian Wesemann
In attendance: Brian Wesemann, Dale Drendel, Gary Janssen, Joann Hartman, Kent Smith, Eric Smith, Glen Meier, Boyd Schaufelberger, Callie Unruh, Bruce Clanton, Joe Engel, Kevin Lyons, Jerry Smith, Larry Kleiner, Kevin Wendling
Date/Location: July 20 – July 23, 2010/Interstate Center, Bloomington, IL
Judge: Chad Ryan
Catalog Advertising Chairman: Julie Drendel
Discussion: 2009 – Chairman did not document and follow up to secure, confirm or bill “class sponsors”. Discussion was held regarding sending out a form letter in advance thanking the sponsors for past support and asking for payment. Brian Wesemann will develop the form letter and work to coordinate this communication and require for funds with FBFM. 2009 Financial Results were a net loss of $1,815.89. The cost of the grounds will increase in 2010 to $5,250 and is conformed. 2011 is agreed upon for $5,722.50. There is a mutual escape clause for the 2011 that expires in January 2011 (180 days prior to the event).
Joe Engel moved that FBFM handle all invoicing and the Chair will coordinate requests for sponsorship related to show, class winners & catalog ads with FBFM. Boyd Schaufelberger 2nd.Motion Carried.
Discussion about the investment/loss related to the show. It is valuable to have a good facility. This provides value to members to market cattle. There are a limited number of members that participate. Other location options that are less cost do not provide as much opportunity to showcase cattle.
During the committee meeting Kevin Lyons moved to increase entry fee $5/head to $20/head. Gary Janssen 2nd. Discussion that if you bed down your fee is due in full. A junior that shows in junior show, but not open is still required to pay fee. Motion Carried.
During the Committee Meetings Joe Engel moved that we recommend that the Juniors to relax Bred & Own rules to match Open show rules. Kevin Lyons 2nd. Motion Carried.
Discussion was completed regarding someone contacting Farm & Fleet & TSC to negotiate shavings price for show week. Chair will follow up.
Dairy Agenda proposed $1000 major sponsorship in exchange for opportunity to broadcast the show and sell 4 sponsorships for $550 each. This proposal will be forthcoming in writing. Additionally Dairy Agenda will offer marketing opportunities to show participants for $400 and contribute $100 from each advertiser to IL State Show. This proposal is to be further negotiated by the show chairman and Dairy Agenda today.
Tri County would like to celebrate their 75th anniversary by sponsoring Root Beer Floats. Initial discussion was to have after Junior Champ selected at Open Show. Further discussion suggested serving during Dutchess and perhaps evening between the Junior and Open Show.
It was suggested to contact Sanitation Engineers in advance to ask for help and also to confirm help to check in animals and announce in advance of show.
Annual Meeting Discussion established how Premier Breeder and Premier exhibitor points will be calculated and defines both. Refer to the Annual Meeting minutes for details.
It was recommended to move toward advance entries to improve accuracy of show catalog. This could be accomplished via form on website.
Recommended change in how exhibitors and entries are numbers – to move to numeric system rather than alphanumeric system. Class 1 would include entries 101, 102, 103...199 Class 2 would include entries 201, 202, 203...299 etc. Another digit or digits may be added to identify exhibitors.
Budget: $1,000 expenses in excess of revenue or less.
The committee report was approved as revised above following a motion by Brent Pollard that was seconded by Mike Netemeyer

Youth
Chairmen: Brian Olbrich
Vice Chairmen: Melissa Irwin
In attendance: Melissa Irwin, Julie Drendel, Gail Pollard, Becky Meier, Glen Meier, Dave Fischer, Gary Janssen, Lori Lyons.
Planned activities:
• Junior Trip for this spring – any junior can attend but must write a paragraph and send a deposit. Crave Brothers in Waterloo, Wisconsin is the likely destination.
• Spring Thing, February 27 - 28, 2010 in Champaign. Chaperones will be charged an additional $10-15 because there are 2 to a room where kids are 4 to a room.
• Production Awards (milk and CFP) will be reinstated. Entries will be due on November 1 and award presented at the fall meeting. We will have minimum standards for milk and CFP. All cows who qualify will be awarded certificates and we will select a top cow in each age group for both milk and combined fat and protein.
• National Convention, June 2010 in Bloomington, MN – we plan to drive and take 2 dairy bowl teams and 3 jeopardy and 3 speech contestants.
Budget $0.00 – from Senior Association
Current balance: $6,758.59 - $1,764.72 to be paid to the state association for the state show. There is $1,350 to deposit from the state show with additional to come in.
Junior budget:
Spring Thing – break even
State Show – $300 expenses in excess of revenue
National convention - $4,000 expenses in excess of participant fees.
The Youth Committee report was approved as presented following a motion by Bruce Clanton that was seconded by Kevin Wendling.

Website
Chairman: Mike Netemeyer
In attendance: Dave Fischer, Julie Drendel and Brian Wesemann
Discussion: Would like to make an investment which allows the group to utilize forms on the website. This would include futurity nominations, state show entries, spring thing registrations, junior award applications, convention registration and member applications. Julie’s computer was down for a time and a backup system was discussed.
Budget: $0.00
The Board approved the Website Committee report following a motion by Brent Pollard that was seconded by Kevin Wendling.

Planning and Evaluation
Chairman: Ron Schaufelberger–group lead by Jerry Smith
In attendance: Jerry Smith, Joann Hartman, Kent Smith, Eric Smith, Boyd Schaufelberger, Mike Netemeyer, Kevin Lyons, Gary Janssen, Dale Drendel, Bruce Clanton, Kevin Wendling, Marc Hilgendorf, Gene McCoy, Wendy Erbsen, Dave Fischer, Beth Cash, Julie Drendel, Brian Wesemann, Lori Lyons
Discussion: Chairmen with proposed program changes to announce or additional discussion reported to the group. Action items noted below:
• State Show: Two motions relating to the show were passed by the Planning and Evaluations committee. The first was to strike rule 7 which states that “Every district show must use the same classes as described but may add additional classes.” A second (amended) motion to state that, “All districts are to follow the Illinois Championship Open show rules as they apply to Premier Breeder & Exhibitor” passed.
The Planning and Evaluation Committee was approved by the board following a motion by Brent Pollard that was seconded by Brent Pollard.

The approved budget following a motion by Boyd Schaufelberger that was seconded by Brent Pollard is as follows:

Unrestricted
General Operations	$ (17,250)
Membership	16,000
State Show	(1,000)
Promotions	(550)
District Herd – Land of Lincoln	(350)
Dutchess Contest	(630)
Illinois History Book	35
Purebred Dairy Cattle Assn.	0
Publications	0
Website	0
Cookbook	100
State Sale	7,500
Futurity Program	0
Youth Activity	4,300
Memorial Accounts	(275)
Total net income:	(720)

President Drendel reported on the Executive Committee.

There was no old business.

In new business the group agreed to include the committee chairs and their contact information on the website.
On a motion by Boyd Schaufelberger which was seconded by Joe Engel, the group approved the appointment of Jerry Smith as Treasurer and Lori Lyons as Secretary.

On a motion by Gary Janssen which was seconded by Beth Cash, the Secretary cast a white ballot seating Dale Drendel as President and Kevin Wendling as Vice President of the Illinois Holstein Association.
Nominations were opened for members of the Executive Committee. Mike Netemeyer, Beth Cash, Joann Hartman and Bruce Clanton were nomination. See there were not nominations and following a motion by Joe Engel which was seconded by Brent Pollard, the Secretary cast a unanimous ballot and the members were seated on the Executive Committee.

A motion table in June which suggested that all billing should be initiated by FBFM was withdrawn.
Mississippi Valley Holstein Club requested and obtained permission to hold their District Holstein Show on July 29, after the Illinois Championship Shows following a motion by Mike Netemeyer that was seconded by Brent Pollard and approved by the group.

John Mitchell spoke on behalf of the Boone-Winnebago Club. He encourage exploring the Rockford area as the host site for the 2015 National Convention. The Boone-Winnebago Club will offer assistance in contacting the Rockford Area Convention and Visitors’ Bureau.

There being no further business and following a motion by Bruce Clanton which was seconded by Alan Ainger, the meeting was adjourned at 2:50 p.m.

Respectfully submitted,
Lori A. Lyons