ARBA OLD BOARD MEETING
October 17, 2008
Rhinebeck, NY

Those present were John Shelton, Ron Andress, Cindy Cieciwa, Carol Pasheilich, Margaret Walters, Jane Caulfield, Mary Pratt and Jean Kamenicky. Toni Scholder, David Day, Janet Seavey and Maria Rooney were absent.  Visitors were John Kamenicky, Charlene Carlisle, Kendall Spielman and Chris Bazant.

Proxies were submitted for Maria Rooney and Toni Scholder.  There was discussion.  Mary moved to follow the mediator advice and not accept proxies at the meeting.  It was seconded by Jane and carried.

Meeting was called to order by President Cindy Cieciwa.

Ron moved to leave the meeting open.  John seconded and it was carried.

“Limited Power of Attorney” documents were submitted for both Toni and Maria.  Mary moved for the board to continue with this current meeting and not acknowledge the power of attorney documents from Toni and Maria.  Margaret seconded and the motion was carried.

MINUTES:

Minutes from the April 5, 2008; June 5, 2008 and September 2, 2008 meetings had previously been sent to all board members for review.
Corrections were made to the minutes of the April 5th  meeting.  Ron moved to approve the minutes from the April 5th  meeting with the corrections.  Mary seconded and the motion was carried. Corrections were made to minutes of the June 5th meeting.  John moved to approve the June 5, 2008 meeting with the corrections. Ron seconded and the motion was carried. Corrections were made to the minutes of the September 2nd meeting. Jane

moved to approve the minutes from the September 2, 2008 meeting with the corrections. John seconded and the motion was carried.

TREASURERS REPORT:

Jean handed out the ARBA 1st quarter report and the Junior Money spreadsheet.  She pointed out that part of the mediation expense  was included in the miscellaneous column with more mediation expense yet to come.  Also Director travel expenses for the Rhinebeck meetings are yet to come and currently there is not enough money in the general account for these expected expenses.  The IRS 990 form is currently being worked on by the accountant.

COMMITTEE REPORTS:

     AI and ET:  Jane reported on the two programs.  The ET forms have been prepared.  Jane moved to use the current forms for ET.  John seconded and the motion was carried.

     Brochures:  Kendall reported for Maria and distributed the first mock-up of the revised NC leaflet/brochure.  Maria suggested that the leaflet/brochure be completed and ready to distribute by Nationals in 2009.

     ARBA Record Keeping Booklet:  John reported and described the layout of the proposed booklet.

     Promotion Committee:  Carol reported the committee members.  Dee Heinrich; Michele James; Joanne Smith; Mary Pratt; Kelly Corbett.  Carol listed different periodicals as possibilities for ads.  There was discussion regarding the budget and procedures for spending for the promotion committee.  It was decided that the promotion committee would start with an allowance of ½ the budgeted amount of dollars in the approved 2008-09 budget with this to be revised as membership renewals come in.  Mary moved for the promotion committee to present to the ARBA budget committee (consisting of the president, vice president, treasurer and one director at large) all proposed ads for expenditure approval.  Ron seconded and the motion was carried.

      Mediation:  Cindy reported on the mediation process and the agreement that is currently being worked on. Cindy felt mediation was excellent. Jean expressed disappointment in the mediation and feels so far the agreement draft has added an unnecessary additional governance.

     Audit: John reported that he looked all the bookwork over and found everything to be in order.  He sent the paperwork on to Ron who found everything to be in order. 

[Editor's note: At their April 13, 2009 meeting, the Board voted to expunge a previously-approved paragraph and replace it with the one which follows.]

Jean brought before the board the fact that the audit was incomplete because of the unfinished financial issue regarding the bank statements for a private account opened for ARBA District 2. Jean asked the board to release the secretary/treasurer of all liability regarding the private bank account for ARBA funds. John moved that the board not hold the ARBA secretary/treasurer liable for not receiving statements on said bank account. The board accepted Mary Pratt's accounting of the funds. Margaret seconded and the motion was carried.

John moved to adjourn; Margaret seconded and the meeting was adjourned.

Respectfully submitted,
Jean Kamenicky
Secretary/treasurer
APPROVED FEBRUARY 7, 2009 AND AMENDED AND REAPPROVED APRIL 13, 2009

2008 ANNUAL ARBA MEETING
October 18, 2008
Rhinebeck, NY

At 8:05 following the banquet, President Cindy Cieciwa gave introduction of the board of directors.

Mary Pratt gave her thanks to all who donated for the District 2 show and volunteered to help.  Cindy introduced others who were involved with the show.

Ron Andress described the Junior show and reviewed the funding of that show.

Ron presented ceramic platters to Mary Pratt and Steve Shafer in appreciation of their commitment and work for the show.

Cindy called on the various ARBA committees to give a brief update of their progress.

Promotional Committee:  Carol Pasheilich briefly explained the planned programs.

AI and ET Committee:  Jane Caulfield explained the protocol for AI and added there is now a protocol plus collection form for ET.  She gave a brief description for harvesting eggs.

National Agricultural Library:  Jane Caulfield explained that the old ARBA registry files are stored there (in Maryland)  and that there’s a need for volunteers to help with the project of restoration of those files.

ARBA Recording Booklet: John Shelton reported on the project of the small ARBA hand-booklet that is to be re-printed.

Youth Scholarship Award:  Ron reported on the youth program that will be called “Morris Culver Scholarship Award”.  It will be self-perpetuating and the first award will be at the 2009 Nationals.

ARBA Natural Colored Leaflet:  Kendall Spielman reported for Maria Rooney on the leaflet and what has been worked up to date.

2009 ARBA National Show and Sale in Ridgefield, WA:  Charlene Carlisle reported for District 5 Director Toni Scholder.  The show and sale will be Saturday Aug. 8th. Auctioneer will be Jake Falleson.  Judge planned for Open and Fleece show is Wes Limesand. A separate judge is planned for the Junior show. There will be open white and NC plus Junior white and NC shows. Headquarters is the Quality Inn and Suites, Vancouver, WA. With rates between $75.99 to $85.99.  Annual banquet will be held at the hotel.

NAILE:  Cindy gave thanks to Ed Julian for his continued work on the Romney shows at NAILE.

Cindy reported that in the past year of membership……………there were 90 new members and 291 renewals.  There were 1636 animals registered and 672 animals transferred.

Today’s sale was reported to be very successful.

John reported about the prospect of having a Romney show in Reno.

Thanks were given to Ramblings editor, JoAnn Mast.  JoAnn asked that any articles and pictures be sent right away for the upcoming issue.

ARBA NEW BOARD MEETING
October 18, 2008
Rhinebeck, NY

Meeting was called to order by Cindy Cieciwa a 8:10 AM Eastern time.

Those present were Cindy Cieciwa, Margaret Walters, Carol Pasheilich, Ron Andress, Janet Seavey, Charlene Carlisle, John Shelton, Kendall Spielman, Jane Caulfield, Chris Bazant and Jean Kamenicky.  Toni Scholder was absent.  Guest was John Kamenicky

There was a recap of Saturday night’s silent auction.  The amount donated was $1375.00 and it was agreed it would be split between the Agricultural Library Fund and the District 2 Junior account.

A report on the previous nights’ Annual meeting was given.

OLD BUSINESS

Logo:  Kendall reported for Maria Rooney on the proposed new ARBA logo.  The designer that Maria had been working with has left the area.  It was suggested we use a professional service,  Cindy knows of someone and suggestions were made by others.

Bylaw Committee:  ARTICLE II OBJECT:  Ron moved to strike second objective: “to register and keep on file all records of registration and transfer of the breed in the United States and United States imported into the United States.”  And replace with: “to register and keep on file all records of registration, transfers and imports of the breed in or to the United States and Canada.”  The whole ofARTICLE II OBJECT will read: The objectives of the association are: to collect, preserve, and publish facts pertaining to the Romney sheep in the United States and Canada; to register and keep on file all records of registration, transfers, and imports of the breed in or to the United States and Canada; and to further promote the interests of Romney Sheep Breeders.  Kendall seconded and it was carried by all.

ARTICLE V DIRECTORS Section 3 Nominating procedures:  Ron moved to strike the first paragraph and replace with: The candidates for the offices of President, Vice-President and the three (3) Directors at Large shall be nominated by a committee comprised of three (3) District Directors.  This committee shall be appointed by the Board of Directors.  This group should nominate at least two (2) nominees for each position.  Margaret seconded and the motion was carried by all.  Ron moved to strike the second paragraph and replace with: The candidates for the office of District Director shall be nominated by a committee comprised of three (3) Directors at Large.  The candidates shall come from the district where they reside.  The committee may seek the advice of the current District Director.  Each position should have a minimum of two (2) nominees.  Chris seconded. Margaret, Carol, Ron, Janet, Charlene, John, Jane and Chris voted yes.  Kendall voted no.

ARTICLE VII Section 1:  Margaret moved to return to the previous wording of this section prior to the November 2007 meetings.  Jane seconded.  There was discussion.  A roll call vote was taken.  Margaret yes; Charlene no; Kendall no; Janet yes; Jane yes; Chris yes; Carol yes; Ron yes; John no.  Motion was defeated due to the lack of a 2/3 vote.

ARTICLE VII Section 1:  Kendall moved to strike the sentence “If any office becomes vacant, it may be filled at any time by the Board of Directors.”  Chris seconded.  Roll call vote was taken.  Charlene yes; Kendall yes; Janet yes; Jane yes; Chris yes; Margaret yes; Carol yes; Ron yes; John yes.

Agricultural Library:  Jane reported on the library’s offer for their work on writing the history, etc. and setting up the files to be transferred to a more environmentally safe floor in the library.  They will do it with an ARBA

representative present.  December is a good month for Jane.  The quote is $2600.00.  There was further discussion.  Jane moved that ARBA go ahead with the National Agricultural Library proposal to re-house at the cost of $2600.00.  Janet seconded and the motion was carried. Chris moved that, because time is of the essence, ARBA pay the $2600.00 Agricultural Library charges from the treasury and this amount is to be replaced by private donations.  Janet seconded and the motion was carried.

Computer Back-Up:  Jane reported on her research of companies who offer such services.  Most were under $60.00 per year.  Jean reported on the back-up procedures already in place.  Jean reported that the company that is the host for www.americanromney.org, “1 and 1 Internet” would offer such a service free to ARBA.  Jean will investigate further with webmaster Karl and report to Jane.

Recording booklet:  Kendall moved for John to ask JoAnn Mast for a mock-up of the booklet and together they get 3 quotes.  Ron seconded and the motion was carried.

Director Reports:  Janet – no report.  Jane – The Region 6 show at Mountain State in N.C. consisted mostly of NC folks.  The Juniors had a good show.  John – ARBA had its Specialty Sale in June.  There were 15 – 16 head sold and the average sale price was approximately $350.00. Kendall – Oregon Romney Breeders (all ARBA breeders too) got together Oregon Juniors in the spring with demonstrations for show preparations. Both Black Sheep Gathering and the Oregon State Fair resulted in lower numbers of exhibitors and sheep.  Charlene – Reported on the current Rhinebeck show to be a success.

NAILE:  Charlene reported that ARBA needs 50 sheep (both white and NC combined) for the show to be successful and 25 sheep for the Juniors.  The numbers won’t be available until next week…………probation maybe?  Superintendent Ed Julian would appreciate a commitment from breeders.

Committees:  Youth:  Ron Andress, John Shelton and Charlene Carlisle  Website:  Cindy Cieciwa, Margaret Walters and Jean Kamenicky (President, VP and Secretary) AI/ET: Jane Caulfield, Cindy Cieciwa and Maria Rooney  Bylaws: Ron Andress, Cindy Cieciwa and Margaret Walters  Financial/Budget: President, Vice President, Treasurer and one (1) Director at Large Promotional: Carol Pasheilich(chair), Dee Heinrich, Joanne Smith, Kelly Corbett, Michele James Mary Pratt.  It was suggested that Carol choose another director for the promotion committee.  She declined.

Youth Scholarship: Ron requested that a new column be set up in the Junior Money spreadsheet for the Youth Scholarship funds.  Jean will get that done.  Ron moved to begin receiving donations for the Morris Culver Memorial Scholarship Award.  Janet seconded and the motion was carried.

Mentoring Program:  Carol reported that Kim Caulfield volunteered to head up a mentoring program.  She mentioned a website: www.afb.org/section.asp?sectionID=7

Maryland ad:  Jean requested that if ARBA is to do an ad for 2009 MSWF, all information and checks be in the ARBA office by December 1st.  Promotions Chairman Carol volunteered to take charge of this project.

Carol moved that the ARBA Board of Directors have quarterly meetings…….three (3) teleconference and one (1) face to face.  Jane seconded and the motion was carried.

Ron moved to adjourn.  Charlene seconded and the meeting was adjourned.

Respectfully submitted,

Jean Kamenicky, Secretary
APPROVED