ILR BOARD MINUTES
January 15, 2009
 

The meeting was called to order at 8:03pm EST – Board Members Karen Baum, Kathi McKinney, Mark Smith, Kristy Brown, Mary Jo Miller and Registrar Jan Wassink were present.

Minutes: Minutes from the December 30, 2008 and the January 8, 2009 meetings were approved unanimously.

Next Board Meeting: January 22, 2009 8pm EST – Governing committee

                                     February 5, 2009 8pm EST – ILR Board

                                     February 19, 2009 8pm EST – ILR Board

Financials:

ILR Registry Division: 2008 year end financials are being finalized and will be sent to the board when available.

ILR Show Division:  to date, we have received $14,000 in donations and $2,000 in paid memberships.  The board decided that membership moneys and ShowManager fees will be paid to the Registry. These moneys will pay the office staff and expenses needed to develop the ILR Show Division and to repay the development costs of ShowManager that was made with registry dollars. When the programming costs of ShowManager have been recovered, these moneys may be distributed differently. All money donated for the ILR Show Division will stay in the Show Division Treasury to cover operating expenses. 

Website:  The ILR programmer is currently reworking the PHP scripts, links and autofills on the site and doing quality control testing to be sure that all links and pages are coordinated. Additional pages are being developed for the ILR Show Division. Links will be added for membership to the ILR Show Division and all ILR Show Division sanctioned shows will be highlighted on the Calendar of Events.

Lamaribean Conference & Cruise 2009 – February 9-14, 2009:  It has been brought to the attention of the board that there is a rumor that the ILR is paying for board members cruise fees.  This is FALSE.  Each of the ILR Board Members attending the conference and cruise are paying 100% of their own expenses out of their personal accounts. No registries money is used to pay for any of the board members' trips. 

ILR Incentive Fund:  The ILR-IF will remain a part of the Registry Division; participants in the ILR-IF receive points for any show they participate in regardless of show affiliation. Program special costs for 2009 are as follows:

1.                  Herd Sire Nomination: $100 per enrolled cria to a maximum of $500. Offspring born in 2006-2009 are eligible for enrollment.

2.                  Eligible offspring: $100 per offspring enrolled.

We received a request by a member to lower the division requirements of a minimum of eight animals to receive ILR-UAP points. This request was denied and the requirement will remain eight animals.

ILR Universal Awards Program:  The ILR-UAP will remain a part of the Registry Division; the ILR-UAP credits all aspects of the llama industry, not just shows. Owners get credit for any llama related activities. 

Activity Log and Lifetime History of Achievement:  The ILR-UAP Activity Log will be on the web site in a few days. Owners will be able to log-in activities for the ILR-UAP and also make entries for the Lifetime History of Achievement for each animal on the same log-in site. Programming is now being developed for on-line standings and results of ILR-UAP and IF categories. 

ShowManager:  The board reviewed the shows already registered with ShowManager and approved additional programming to allow superintendents to request ILR sanctioning at the time they set up a show. Morris Wendorff has volunteered to act as the ShowManager contact person. He has used the ShowManager for a number of shows and has a strong computer background. He will answer common questions and communicate with Jan and the ILR programmer as additional needs arise rather than the registry paying the programmer for every member question on setting up shows.  The board unanimously approved Morris Wendorff to act as our contact person for ShowManager.  The board also unanimously approved accepting credit card payments for shows using ShowManager. The registry will charge a 5% processing fee to cover credit card company fees and for the time and office expenses required to provide this convenience to show superintendents. Jan will research the total credit card transactions made by members for board review. Credit card costs to the registry are considerable and the board will investigate the feasibility of charging a nominal once a year fee to help offset some of that expense. 

Show Division: 

1.      Committee members have been contacted and committee meetings have been scheduled.  Mary Jo reported on the Fiber committee meeting.  They will set up a secure message board for use only by committee members and report to the Governing committee on the ease of use of this method of communication. 

2.      2009 Awards Banquet – information collected regarding a year end award banquet will be forwarded to the Governing committee for discussion and a decision.

3.      Show Sanctioning – the Judges Committee will review and approve the applicant judges and the list will be posted as soon as available. Once approved judges have been established, the ILR office staff will be able to approve show sanctioning providing the sanctioning fees are paid and the show is using an approved judge.

4.      The ILR attorney was consulted regarding whether points and awards from other show associations are transferable if they are submitted by the current owner of the animal. He assured us that they are transferable. He used the analogy of college credits – they can be transferred from one college to another and belong to the person, not the university. Owners will be responsible for submitting their points, placing and class size for any animals that they want to record. All information will be listed on the Lifetime History of Achievement page on the animal’s pedigree record. The information will be passed on to the ILR Show Division committees to discuss how to utilize points from other associations.

Bobra Goldsmith Fund:  ILR member Bobra Goldsmith recently lost her home in a fire. The board has received a request to set up a site to donate money for Bobra Goldsmith. The board decided that since RMLA and ALSA have both already started funds on Bobra’s behalf, we would give interested parties contact information for those funds, rather than set up an additional fund. Members can contact the ILR office if they need information on RMLA or ALSA’s funds.

Contact Us – Member Input and Questions & Frequently Asked Questions:  The board approved the development of contact e-mail addresses for board members, ILR Show Division committees, ILR-UAP and ILR-IF, as well as additional specific e-mail addresses as the need develops. The Frequently Asked Questions page will post common and repeated questions and their answers for members to review. This page will have posts for both ILR Registry Division and the ILR Show Division.

Nominating Committee:  Dr. Karen Baum’s board term will expire this year. The board will revisit last year’s nominating committee and select a chairperson. The nominating committee will contact people from the membership list to run for the open  ILR board position.

Meeting Adjourned 9:56 EST

Respectfully submitted,
Kristy J. Brown, Secretary