ARBA TELECONFERENCE BOARD MEETING
April 3, 2004

The meeting was called to order by President Sue Barker at 9:04. Those present were Sue Barker, Cindy Cieciwa, Jean Kamenicky, Ed Julian, Margaret Walters, Mary Pratt, Carla Hellander, Steve Shafer, Kelly Ward, Chris Bazant, Larry Bullock and Lois Aylestock.

Since all board members had copies of the previous meetings minutes, and they had been approved, Jean read an abbreviated re-cap of them.

TREASURERS REPORT

On March 31, 2004 our third quarter expenses were $1552.27 and our income was $1100.00. The year to date expenses are $28,085.63 and the year to date income is $27,404.84. At the end of December, 2003 the CD interest was $391.94. This means that there is a year to date loss of $680.79. The ‘year to date figures’ are high. This is due to the National Show and Sale income and expenses that we have on the books. There should be a good increase in income in the coming months because of the many registrations coming to the office.

Jean stated that, because our overall income is beyond the non-profit, non reporting limit of $25,000.00, this year we may have to submit to the IRS a special 990 form. She will keep looking into it and get it resolved by April 15th.

Sue announced that because the District 2 and 6 show is being held in early May of this year, the allotted additional $500.00 each needs to be moved from the 2004-05 budget year to the 2003-04 budget year. Mary moved that we do so; Lois seconded and the motion was carried.

OLD BUSINESS

Romney Judging Standards: All board members had the recent revisions by the committee for review. There was a great deal of discussion. Sue requested that the issue go back to the committee for more work. Mary volunteered to do a re-draft. Sue asked for the new draft to be presented for the board within the next two weeks via E-mail. Sue will be thanking Jane for her efforts on the standards committee. Margaret moved to set a new committee to revise the breed standards and booklet in the “American Romney” booklet. Carla H., Lois A., Cindy C., Chris B. and Sue B. volunteered for the committee. This newly formed committee will begin after April and will report their revisions/new photos at the up-coming August 2004 meeting.

ByLaws: Jean read a message of “thanks” from Jane Caulfield to the members of the bylaws committee………Mary Pratt, Candyce Trombley, Cindy Bankhead, Chris Bazant and Gaylia and Larry Bullock.

There were many issues within the bylaws that were addressed by the committee and these were reviewed and approved by the board. Article III, Section 2. Change to “Application must be made in writing to the Secretary”. Moved by Steve; seconded by Margaret; carried. Article III, Section 4. Second sentence…..delete “each year”. Moved by Steve; second by Larry and carried. Article III, Section 4. Change first sentence to read “There shall be five (5) classes of membership which shall be Active, Lifetime, Honorary, Associate and Junior.” Moved by Mary, seconded by Cindy and carried. Article III, Section 4. Add the sentence “Lifetime and Honorary memberships are bestowed by the board of directors.” Moved by Mary, seconded by Kelly and carried. Article III Section 4. Change sentence 3 (to read: “Associate Membership is open to those otherwise eligible but not owning, breeding and registering Romney sheep in the association Flock Book”. Moved by Margaret, seconded by Chris and carried. Article III Section 4. Make sentence 3 to end with a period after the words “Flock Book” and begin sentence 4 with “When an Active Member ceases to be …… .”. Article III Section 4. Change the last sentence to read “Junior Membership has all the privileges and responsibilities of an Active Member, except voting. They shall not have reached their 21st birthday on show day.” Moved by Steve, seconded by Margaret and carried. Article III, Section 5. Change the first sentence to read “Active and Lifetime Members shall be entitled to vote.” Change the second sentence to read “Honorary, Associate and Junior Members shall not be entitled to vote.” Article III, Section 6. Change in the first sentence “……………when a sale is made or who is found guilty…………….” Moved by Steve, seconded by Kelly and carried. Change in the first sentence to read “…………….until the next board meeting, when the……” Moved by Steve, seconded by Kelly and carried. Add to the end of the second sentence “to the board”. Moved by Chris, seconded by Steve and carried. Article IV, Section 1. Clarify the typographical heading. Moved by Steve, seconded by Chris and carried.Article IV, Section 1. Change the third sentence to read “At the Annual Meeting the members shall transact any business which is properly brought before the meeting.” Moved by Mary, seconded by Steve and carried. Article IV, Section 6. In sentence four, delete the word “postmarked” and insert “received by the secretary”. Moved by Larry, seconded by Steve and carried. Article IV, Section 6 and section 7 are to be reviewed again for clarification/revision by committee members Chris, Larry and Jane. Article V, Section 1 through 3. Change the word “representative” throughout this section to “District” i.e.…………..”District Director at Large” and “six (6) area Directors”. Mary moved, Steve seconded and carried. In the seventh sentence change to “…………shall be elected by the voting members of that district”. Steve moved, Kelly seconded and carried. Delete the eighth sentence………..” Members may vote in person at the Annual……………”. Cindy moved, Kelly seconded and was carried. Larry moved to have a written number followed by the numerical number as in “three (3) Directors at Large” in all sections of the bylaws. Kelly seconded. A role call vote was taken and the motion was carried unanimously. Article VII, Section 6. Delete “obi” and change to “…………….and all bills must be paid with vouchers on said bank.” Steve moved, Kelly seconded and carried. Article X, Section 4. Add “This identifying information must be placed in said sheep’s ear either on ear tag or by tattoo.” Kelly moved, Steve seconded and carried. Article XI, Section 1. Delete existing paragraph and add “When registration applications are approved, the Secretary shall assign the registration number and produce a certificate of registration showing the corresponding number.” Moved by Kelly, Steve seconded and carried. Article XII Add clarification “………..back of the certificate of registry, the fee for which is…………………”. Steve moved, Chris seconded, and carried. Article XIV, Section 2. Delete “area representative” and change to “District Director”. Larry moved, Cindy seconded and carried. Article XIV, Section 3. Eastern Canada includes Nova Scotia, New Brunswick, Newfoundland and Labrador, Prince Edward Island and Quebec and is in District one (1). Central Canada includes Ontario, Manitoba and Saskatchewan and is in District three (3). Western Canada includes British Columbia and Alberta and is in District five (5). Steve moved, Kelly seconded and motion was carried.

2004 Annual Meeting: Cindy C. reported that the hotel is lined up with a block of rooms for ARBA folks at the New Comfort Inn in Warren, MI which is near the Michigan State Fairgrounds. The shows are on Friday, August 20th with a probable starting time at noon with N.C. showing first. The banquet and annual meeting will be Friday evening at Como’s Restaurant in nearby Ferndale. She requested that board members bring a “give away” prize. Sue announced that the old board meeting will be Thursday evening, August 19th at 7:00 P.M. at the hotel in her room. Sue volunteered to furnish dinner. The new board meeting will be held Saturday morning in Sue’s room at the hotel beginning at 8:00 A.M. Ray Gavin has made arrangements for a tour of Zeilingers Woolen Mill in Frankenmuth, MI for Saturday afternoon. Frankenmuth is reported to be a fun village for tourists to visit.

2005 National Show and Sale: The board was sent three proposals prior to the meeting to consider…….The Big E, Rhinebeck and Virginia State Fair. After considerable discussion, the board voted to have our 2005 Nationals at The Big E. The annual banquet and meetings will be held there also. Carla will continue working on the details.

Quicken: Jean reported that she has tried working with Quicken but is not satisfied with it. She would rather continue with the procedure/program she has been currently using.

NSIP: Steve reported that he has been in conference with NSIP and has learned much. He says that scientifically they are a strong organization although apparently are having a few financial difficulties. Steve reports he is quite well acquainted with the NSIP reporting procedure and is now ready and is looking for interested folks to begin with the program.

NEW BUSINESS

Editor: The Ramblings editor committee spokesperson, Cindy C. reported that the committee recommends JoAnn Mast to be our new editor. Chris moved to accept JoAnn the new editor; Cindy seconded and the motion was carried. Sue will notify JoAnn and Jean will notify the results to the other applicants.

NAILE There was considerable discussion about the show at NAILE. Ed described the financial procedures that NAILE uses and how that applies to ARBA and the exhibitors. He also informed the board of his recent efforts in making the show a better one for the Romneys. This includes a request for a much owed increase from NAILE of $475.00. He mentioned an idea of using some of that money for best fleeced animals throughout the show. After all of the discussion, Ed was thanked for his efforts in making for an improved Romney show at NAILE . Realizing all that is involved for both NAILE exhibitors and ARBA, the board consensus is that the show is well worth it for our breed. Steve moved to have the NAILE superintendent appointed by the board to carry a three (3) year term, with the option of renewing at the boards discretion. Chris seconded and the motion was carried. Chris moved to appoint Ed Julian as our NAILE superintendent; Cindy seconded and the motion was carried.

Romney Breed Notes for the Banner: Jean requested a system of rotating among the directors for reporting/writing the notes for the Banner magazine………which is almost every month. After discussion, Jean will call on directors to write short articles.

2004 World Congress: Jean reported that the ARBA office had been contacted by the World Congress about the possibility of ARBA having a booth at the World Congress. The cost of doing so is beyond the ARBA budget. Kelly Ward reported that she will be working at the Congress in another booth and volunteered to have ARBA brochures at that table. Jean will be sending ARBA brochures for Kelly to have within her booth.

Small Farm Today Magazine: Jean reported that the office had been contacted by the magazine with the proposal of advertising in their breeders directory, perhaps offering a short article about the Romney breed and exchanging web address links. The directory fee is beyond our budget. The link exchange is free and Jean will work on it with webmaster Karl. Jean will also work on an article which would promote our breed. Kelly offered assistance with the article.

Chris moved that the meeting be adjourned; Kelly seconded and the meeting was adjourned at 1:45 P.M. Pacific time

Respectfully submitted,

Jean Kamenicky

THESE MINUTES ARE APPROVED