ILR BOARD MINUTES Face-to-Face 2009
June 29, 2009
 

Board members Mark Smith, Kathi McKinney, Bill Safreed, Mary Jo Miller, and Kristy Brown arrived at the office at 8:00am MST and toured the office and reviewed business operations and procedures for the new board member.

Meeting called to order at 8:56 MDT.  Board members Mark Smith, Kathi McKinney, Bill Safreed, Mary Jo Miller, Kristy Brown and Registrar Jan Wassink present.

Welcome to Bill Safreed as new board member.

Motion to approve minutes from June 8, 2009.  Motion by Kathi, second Mary Jo. Motion approved unanimously.

Next meeting – Wed.  July 29, 2009 8 p.m. EDT

Affirm actions of last Governing Board meeting June 26, 2009 Motion by Kathi, second Mary Jo.  Motion approved unanimously.

Hobby Farm Magazine Advertising – the board was made aware that Hobby Farm Magazine is doing a feature on llamas in their next issue. The board discussed the circulation and demographic of the magazine. The magazine editorial staff sent the board quotes on the advertising opportunity available and the board discussed and reviewed options. The cost of a full page ad was prohibitive (over $5000). Dar will contact the magazine and see if a better rate can be negotiated.

LANA Fleece Clinic: The board discussed the confusion with coordination of the event with LANA and prepared a letter to Cathy Spalding, president of LANA, addressing the situation, and encouraging her to contact us during the Face-to-Face. The board decided that if LANA would work with us to promote the event, we would give LANA any proceeds over the clinic and instructor costs. An e-mail was sent to Cathy Spaulding on Monday morning.

Annual Meeting Preparation: Jan provided the ILR Board with the materials to be distributed at the ILR Annual Meeting and the board approved the materials.

Registrar’s Report: 

1.       Review of Financials for the Month of May 2009, and year-to-date for 2009.

2.       New bank signature cards will be issued to update with new board members on the signature.

3.       ILF (International Llama Foundation) monies will be transferred to an interest bearing account at the same bank as the ILR’s accounts.

4.       Review tenants leases for front half of Meridian Building rental spaces. There is a potential opening in one of the spaces and Jan will advertise the availability of commercial space.  

Review of Animals for Domestic Screening:

1.        Animal one passed unanimously for domestic screening.

2.       Animal two passed unanimously for domestic screening.

Review of the Domestic Screening program.  The board reviewed the documentation and implementation of the program for Domestic Screening and Modified Domestic Screening for Non-Breeders. The board has received positive feedback on domestic screening and discussed whether or not to continue/modify domestic screening.  Motion to extend Domestic Screening and Modified Domestic Screening for Non-Breeders for an additional two years, January 1, 2010 until December 31, 2011. Motion by Kathi, second by Kristy. Motion passed unanimously. Motion to continue the moratorium on screening for imports will remain in effect until December 31, 2011. Motion by Mary Jo, second by Bill.  Motion passed unanimously.

DNA Rules: The board reviewed the current DNA rules. The two approved methods of DNA analysis are FTA blood cards and Fiber Root Ball samples. After considering the feedback from members regarding the current rules, the board proposed requiring DNA be submitted and stored in the ILR office for all new registrations and transfers (if DNA is not already on file) starting on June 1, 2010. There is no charge for sample submitted for storage; appropriate fees will be assessed if parent verification is requested.

Microchip Requirement Rules: The board reviewed the current rules for microchip requirements and although we see the value of microchipping as permanent identification and we strongly encourage owners to microchip their animals, microchips are not required at this time. Jan will investigate the regulatory limitations of selling microchips through the ILR office. 

Bylaws Review: The board spent a considerable amount of time reviewing the ILR Bylaws line-by-line and made the following suggested changes:

1.        Article I – replace “the purpose of the INTERNATIONAL LAMA REGISTRY, INC. (ILR) shall be to maintain an official genealogical registry system and research services for camelids” with the Mission of the International Lama Registry: to gather, catalog and maintain accurate records based on verifiable animal genealogy, color, individual identification, country of origin, and medical and breeding histories; to promote the value of registered lamas through education and services; to make gathered data available to members and researchers in an orderly, efficient and economical fashion; to provide other related member services in response to member needs.

2.       Article III, 3.3 Annual dues. The annual dues shall be set by the Board of Directors and approved by the membership. With the approval of the membership, annual dues may be waived or reduced for a registering entity that has registered one (1) or more animals within each year).

3.       Article IV, 4.3 Notice of Meeting.  Written  Notice stating the place . . .

4.       Article IV, 4.6 Action by Written Ballot. Add the following to the end of the paragraph.  “A ballot received by electronic transmission shall constitute a written ballot.”

5.       Article V, 5.10 Removal of a Director: Upon receipt of a petition signed and dated by not less than five percent (5%)  ten percent (10%) of the members of the ILR, . . .

6.       Article V, 5.11.2 Nominations by Petition. Ten Twenty members of the ILR may nominate . . .

7.       Article V, 5.11.5  Ballot  At least four (4) weeks before the election, a ballot containing the names of the nominees shall be mailed provided to each member entitled to vote. The solicitation for votes accompanying the written ballot shall indicate the number of responses needed to meet the quorum requirement and specify the time . . .

8.        Article V, 5.11.6 Voting Procedure. In the event of a tie, late ballots that would not otherwise be valid will be counted and used as a tie-breaker. daily until the tie is broken.

These changes will be presented to the membership for a vote before the end of 2009.

Executive Session: The board went into Executive Session to discuss staffing compensations.

Meeting was adjourned at 5:40 p.m.MST and will resume at 7:30 a.m. MST on Tuesday, June 30, 2009.

Respectfully submitted,

Kristy Brown, ILR Secretary