AGENDA I. Call to Order II. Roll Call of Directors III. Additions to the Agenda IV. Approval of the Agenda V. Reading and Approval of minutes a. July 12, 2011 VI. Action Without a Meeting Report VII. Secretary a. Membership Report VIII. Treasurer a. Receive & File Financial Report b. Approval of the Warrant c. Budget d. Debit/Check Card IX. Registrar a. Registry Report b. Registry Software Update c. Registry Office Visits Update d. Restoration Project Update e. Specific Situations X. Committees a. Formation of committees XI. Correspondence XII. Old Business a. Proposed Constitution Amendments Report b. Conflict of Interest-Duality of Interest XIII. New Business a. Registry Computers b. Revised Forms c. Website Revision d. Youth Fund e. Genemaster Program XIV. Executive Session, if needed XV. Adjournment MEETING I. Call to Order The meeting was called to order by Julie Austin, President, at 7:04 pm CST. II. Roll Call of Directors Present: Julie Austin, Darlene Cullen, Lez le Denson, Matthew Feraro, Jean Gullion, and Dona Mason- Reneau. III. Additions to the Agenda Dona requested to add one item to Executive Session. Julie requested to add one item to Executive Session. Jean requested to add one item to Executive Session and one for open session under New Business as Website. IV. Approval of the Agenda Darlene motioned to approve the agenda as revised. Matt 2 nd. Voice Vote. Motion passed unanimously. 1 P a g e
V. Reading and Approval of minutes a. July 12, 2011 Jean motion to approve the minutes for the July 12, 2011 meeting. Dona 2 nd. Voice Vote. Motion passed unanimously. VI. Action Without a Meeting Report a. Approved July 2011 Registry Update Email Blast b. Approved purchase of Registry software and computer c. Software Agreement Concerning Use of the Registry Database d. Approved DNA Reports Email Blast e. Approved development of Genemaster Program Group, will be explained in New Business VII. Secretary a. Membership Report Lez le reported that from July 1-31, 2011, 8 new breeder members and 1 associate member joined. As of July 31, 2011, 4associate, 8 junior, 21 lifetime and 314 breeder for a total of 347 members. July 2010 there was a total of 361 members. VIII. Treasurer a. Receive & File Financial Report Darlene motioned receive and file the Financial Report. Matt 2 nd. Voice Vote. Motion passed unanimously. b. Approval of the Warrant Jean motioned to approve the August Warrant. Dona 2 nd. Voice Vote. Motion passed unanimously. c. Budget In order to purchase of the Registry Software and computer which was approved via Action Without A Meeting: $2,000 was moved from Director Travel to Computer/Tech; $500 was from Storage Expense to Computer/Tech; $320 was from Other Expense to Computer/Tech. Additional $830 from the General Fund was utilized. d. Debit/Check Card Discussion concerning Treasurer s request to be issued a debit/check card for the AKGA General Fund. Determination the President would retain the current card she has and all direct withdrawal payments will continue to be charged to that card. Lez le motioned to approve a debit/check card for the Treasurer. Darlene 2 nd. Voice Vote. Motion passed unanimously. IX. Registrar a. Registry Report Dona reported from July 1 31, 2011. Registrations: 23 Purebred, 12 Crossbred, 0 Texas Genemaster, 1 Genemaster; 49 transfers; 52 DNA Kits requested; 27 DNA results received; 19 Recalled Certificates; 2 Corrected certificates; 5 Duplicate certificates; 14 DNA reports with registration; 18 DNA reports without registration; 0 Recorded Males. 222 Total Transactions. During the month of July 90 certificate recall letters were sent to owners. This figure includes 4 animals that were originally excluded from their sire and/or dam, which have now been qualified/verified to a sire and/or dam; a total of 74 certificates were recalled to include the original 4 and all their progeny. The other 16 were in the Registry database incorrectly listed as Genotyped (GT) when they should have been Sire Verified (SV.) b. Registry Software Update Dona reported the company had received the copy of the AKGA registry database on August 8, 2011. The company has been in contact with herself and the Registry Manager concerning specific questions. Currently the only specific issue is with the registration numbers, particularly the Boer numbers as they are twenty digits long and it is unknown if the software will be able to accommodate that many digits. Dona stated she would be speaking with the software company the morning of August 10 th and would update the BOD after obtaining clarification from them. 2 P a g e
c. Registry Office Visits Update Dona reported she had been to the Registry Manager s Office twice during the month of July. They are manually going through the files to include the Immgen DNA reports; 500 reports have been review and 25 DNA exclusions have been found, there are approximately 800 still to be reviewed. d. Restoration Project Update Discussed in the Registry Office Visits Update section and Specific Situations section. e. Specific Situations Dona reported she has received several emails from members expressing concern that some of their registration certificates indicate GT to GT notation sire and/or dam is GT ed (Genotyped) and offspring is GT ed (Genotyped) to the parent. This does not automatically means the offspring failed to verify/qualify to the sire and/or dam, some of the sires and/or dams were DNA ed after their offspring. Dona reported that 12 animals with exclusions have not been qualified/verified to a sire and/or dam. In July letters were sent to the breeders and owners of 4 animals which the AKGA has been unable to locate alternate sires and/or dams which have DNA on file. These letters asked the breeders and owners to submit alternate sires and/or dams for their animals. X. Committees a. Formation of committees Discussion concerning the list of proposed committees and proposed committee resolutions. Several recommendations were discussed and approved concerning the individual committee resolutions. Recommendation for Julie and Matt to develop the National Awards Committee resolutions. Determination to rewrite the resolutions and send to the BOD for approval. Lez le motioned to approve the Registry Committee, the Youth Committee, Promotions & Advertising Committee, Newsletter Committee and Governing Documents Committee and resolutions presented and as amended. Darlene 2 nd. Voice Vote. Motion passed unanimously. XI. Correspondence a. SiMX Automatic Goat Certificate Data Entry Discussion concerning correspondence received from the company promoting software with the capability to scan a document and place it into a database. Recommendation, that at this time, it would not be of a benefit to the association. No action taken. b. Louisiana State University Request Discussion concerning a request from Louisiana State University request for a mailing list to be utilized for a meat goat survey being sent in conjunction with the USDA. Survey will be used to determine industry production practices, marketing strategies and other issues related to meat goat production in the US. This has been provided to business previously as it is public information on the AKGA website. Recommendation to provide the AKGA mailing list containing names and USPS mailing address for the AKGA members. Julie asked if anyone objected to the information being provided, none expressed. Action was approved by unanimous consent of the BOD. XII. Old Business a. Proposed Constitution Amendments Report Lez le stated this report was for the amendments which had been sent to the members in compliance with the settlement of the Oklahoma litigation. 46 ballots were returned. Proposed Amendment #1- removal of Supplemental Rules and Regulations: 40 yes, 6 no amendment passed. Amendment #2- addition of requirements to accept other registries certificates and removal of the registration case by case basis determination by the BOD provision: 39-yes, 7-no amendment passed. New C&BL s will be included in the new members packet and will be sent to the webmaster to replace the current ones on the website. b. Conflict of Interest-Duality of Interest Discussion concerning the revised Conflict of Interest Policy. On recommendation of Corporate Counsel, duality of interest was inserted into the current policy. Suggestion was made to send the 3 P a g e
document back for counsel review, clarification was asked if the document written by Research Committee defined duality of interest, determination it did not. Determination that since the original Conflict of Interest was reviewed by Corporate Counsel and counsel s opinion was to add duality of interest to the current document it not be again reviewed by counsel. Lez le motion to approve the Conflict of Interest/Duality of Interest Policy. Darlene 2 nd. Voice Vote. Motion passed unanimously. XIII. New Business a. Registry Computers Dona submitted a list of items to include old computers that should be disposed of. Recommendation to thoroughly destroy the hard drives of the computers, by drilling holes in the hard drives. Lez le recommended the Registrar and the Registry Manager be allowed to make the determination of donating to a nonprofit or destroying the items and report to the BOD. In addition, a report would be given to the Treasurer and Secretary for inventory management. Julie asked if anyone objected to the Registrar and Registry Manager doing this, none expressed. Action was approved by unanimous consent of the BOD. b. Revised Forms 1. Registration Application Discussion concerning recommended changes to the Registration Application. Change new owner heading (transferring) to: If transferring at the same time as registration complete below for the owner (If not an AKGA member leave Herd Prefix and Number blank) Change sire statement to: Did the Breeder own the Sire at time of the service? Addition: Sire Registered Name & Dam Registered Name. Lez le motioned to approve the Registration Application as presented. Jean 2 nd. Voice Vote. Motion passed unanimously. 2. Membership Application Discussion concerning the recommended change to the Membership Application: Placement of If not drawn on a US bank a $12.00 fee applies Extended discussion concerning recommendation to remove all payment information and tell new members to see the Fees and Order Form. Concern was expressed this recommendation may cause undue hardship for new members who may not have internet access, sellers who provide membership applications to buyers, etc. Concern expressed that the AKGA was demanding the check be payable in US dollars, request it be more user friendly and still get the same message across. Suggestion on the Fees and Order Form rather than demanding statement that check must be drawn on a US bank and in US dollars; I would request Make checks payable to AKGA and mail to the address on this form. An additional processing fee of $12.00 applies to all checks not drawn on a US Bank. Credit card payments are accepted by providing the information below. An additional 5% service fee will apply to all credit card payments. Fees are non-refundable. Clarification was asked how the Membership Application would be changed, would payment information be included or not include payment information. Suggestion for payment information on the Membership Application say Please refer to the Fees and Order Form and include it with your Membership Application and payment. Continued extended discussion. Lez le motioned to approve the Membership Application as amended. Jean 2 nd. Voice Vote. 4-yes, 1-no. Motion passed. 3. Transfer Application Discussion concerning the recommended change to the Transfer Application; Change instructions to The OWNER must complete, sign and date this form. Parent must sign with Junior member registration. *Natural person for an entity or farm membership must sign. Change new owner heading to New Owner Information (If not an AKGA member leave Herd Prefix and Number blank) Change signature block from breeder to current owner. Lez le motioned to approve the Transfer Application as presented. Jean 2 nd. Voice Vote. Motion passed unanimously. 4 P a g e
c. Website Revision 1. Forms Instruction Page Discussion concerning the recommended changes to the Forms Instruction Page. Lez le motioned to approve the Forms Instruction Page as presented. Darlene 2 nd. Voice Vote. Motion passed unanimously. 2. All pages Discussion concerning replacing the TM logo with the registered logo and adding the registered mark after Association. Action was approved by unanimous consent of the BOD. 3. Home page Lez le presented draft suggestions for changes to the main (home) page of the website and requested in lieu of writing it during this BOD meeting, for the BOD to send their thoughts, ideas and input. No objection expressed. d. Youth Fund Discussion concerning the stated purpose and permitted use of funds, for the AKGA Youth Fund savings account. The purpose of the account is to be able to do things for the youth such as supplies for a youth program/activity, Kids 4 Kids, etc. The funds in the account cannot be utilized for any other purpose as the funds were received specifically for the youth fund. e. Genemaster Program Discussion concerning a teleconference round table discussion with Genemaster breeders. Determination as it would not a Board Meeting and no action would be taken at the event, attendance by directors would not be mandatory. The goal of the round table discussion would be to better understand the program, develop goals, to determine the breeders philosophies and how best to promote the program. f. Website Discussion concerning recommendation to place a list of Genemaster breeders on the website. Recommendation to place include this with the Genemaster Teleconference, and have those breeders develop a description of the program for the website and the breeders could be listed in that Genemaster tab. XIV. Executive Session, if needed Lez le motioned to go into executive session. Darlene 2 nd. Voice Vote. Motion passed unanimously. The BOD went into Executive Session at 8:40 pm CST. BOD came out of Executive Session at 10:01 Julie reported the actions taken during the July 12, 2011 Executive Session: Approved the Employee Contract and Hired Lisa Glunt as the Registry Manager. Actions Taken: 1. Approved payment of one DNA test to comparison test an Immgen Report. 2. Approved two hours of overtime and require preapproval on all future overtime. 3. Approved contacting Carson Brooks regarding an email request for documents. 4. Received a complaint on five existing BOD members and one previous BOD member. The unnamed director will handle the complaint as outlined in the Constitution and Bylaws. Disciplinary Actions Previously Taken: 1. July 28, 2011, Disciplinary Hearing held regarding Terry Hankins; Terry Hankins was expelled effective August 11, 2011. 2. August 2, 2011, Disciplinary Hearing held regarding Dave Sparks; Dave Sparks was suspended for one year effective August 11, 2011. 3. August 4, 2011, Disciplinary Hearing held regarding Linda Sparks; Linda Sparks was expelled effective August 11, 2011. 5 P a g e
XV. Adjournment Darlene motioned to adjourn. Jean 2 nd. Julie asked if there was any opposition, none expressed. Motion passed unanimously. BOD adjourned at 10:03 pm CST. Next regularly scheduled BOD meeting, September 13, 2011 at 7:00 pm CST. Approved: September 13, 2011 Submitted: Lez le K. Denson, Secretary 6 P a g e