ILR BOARD MINUTES

March 18 and 19, 2001
Face-to-Face Meeting
12:00 EDT

March 18, 2001

Meeting called to order at 8:30 A.M. MST. Present: Karen Baum, Kathi McKinney, Jack Moore, Sally Rucker, Sally Taylor and Jan Wassink, Registrar.

Minutes of February approved.

The next teleconference meeting was set for Wednesday, April 18, 2001, 12 noon EDT.

  1. ILR Overview and Future
    Jan lead discussion of where ILR is today and how ILR goals could be structured to evolve over the next five years. It is important for the Board of Directors to take a long-range view of registrations, expenses and possibilities of diversification to sustain the Registry long term. Jan provided the financial reports for 2001. Karen requested a year-to- date page for subsequent monthly financial reports for the current year and prior year.
  2. ARI/ILR Contract
    The ARI Contract for 2001-2003 was signed.
  3. UC Davis VGL Lab
    The UC Davis Serology Lab is becoming less "user-friendly" with regards to the requirements for DNA testing for llamas and alpacas. Most of the problem stems from the lab’s insistence that ILR provide bar coding for all samples. While the bar code requirement is not in the contract ILR has with UC Serology Lab, it seems that in order to provide our members with services for DNA testing, ILR has to work toward supplying bar codes to our members for submission with blood samples. The ILR staff is working on development of a bar code system. The impact on breeders because of the current six-week delay in processing DNA samples by UC Davis Lab is significant. There does not seem to be anything ILR can do to facilitate the processing of the DNA samples at this time. ILR can only hope our members will be patient until we can get the bar code process in place.
  4. ILR Mission Statement
    The Board of Directors reviewed the ILR Mission Statement. The Board feels the mission statement reflects the goals for The Registry and no revision is necessary.
  5. ILR 2000 Survey
    The Results of the ILR 2000 Survey were reviewed with the comments and criticisms from the respondents carefully considered.
  6. ILR Policy Review
    Long-range planning was discussed at length by the BOD with suggestions for improvements of services including internal policies and procedures focused on stable financial planning, continued training of efficient and friendly staff and frequent review of policies relative to the current state of the industry with the focus of making certain that rules, procedures and fees remain logical and defensible. The external policies will focus on improving communication with membership, on expansion of website and promoting the value of registered llamas to the public.
  7. Committe Assignments
    The BOD established the following committees: Finance and Long Range Planning Committee, Chair, Kathi McKinney, Jack Moore and Jan Wassink, members. Member Communications Committee, Chair, Sally Rucker work with Karen Baum, Jan Wassink and Alan Schmautz. Education/Non-member communications committee, Chair, Sally Taylor.
  8. Petition
    Petition from a member requesting variance from the rules on country of origin screening was addressed by the Board of Directors. Vote two no, two ayes, Sally Taylor abstained due to conflict of interest. After prolonged discussion and great reluctance the petition was approved.
  9. Registrar's Evaluation
    Registrar’s evaluation report was given by Jack Moore. The review form was well done, detailed and made a valid evaluation of Jan’s performance as ILR Registrar an efficient process. The Board of Directors was unanimous in their satisfaction with the job Jan is doing as ILR Registrar. 

Meeting Adjourned at 8:00 P.M. MST

March 19, 2001

Meeting called to order at 8:15 A.M. MST. Present: Karen Baum, Kathi McKinney, Jack Moore, Sally Rucker, Sally Taylor and Jan Wassink, Registrar.

  1. ILA Report
    ILA Board members Glen Pfefferkorn and Allan Dewald requested time with the ILR BOD to discuss the current condition of ILA. It was agreed to form a joint committee to define current issues facing ILA. ILR is considering offering vital services to the llama community should ILA cease to exist. Until that time the relationship between ILR and ILA shall remain unchanged. The committee will report back to both boards with a specific proposal.
  2. ILR Directory Status
    There have been 274 orders for the ILR Directory. The deadline will be extended to enable us to send a reminder to members so they can have another chance to sign up for this valuable tool.
  3. Large Animal Sanctuary
    Jan has not heard back from Kathryn Warrington of the Large Animal Sanctuary regarding her request for special Sanctuary Certificate. Item tabled.
  4. On-site Screening Policy Change
    On-site screening will require 2 photos, right side/left side, instead of six photos. Photo screening for 2nd generation screening will still require six photos.
  5. Second Generation Screening Change
    Motion: Jack Moore: The Second Generation Screening policy will be revised to allow subsequent offspring from any class "S" female with two or more screened cria to be registered without going through the second generation screening process. The same rule will apply to class "S" males with more than 9 or more screened cria. Second; Karen Baum 5 Aye.
  6. Import Surcharge Reduction
    Motion: Jack Moore: Llamas screened after June 30, 2001 will not be subject to the $500 import surcharge. Second Karen Baum, 5 Ayes.
  7. Non-breeder Fee Reduction
    Motion: Sally Rucker: Female llamas designated as "non-breeder" may be listed or registered for a fee of $10.00. Second: Sally Taylor, 5 Ayes.
  8. Return Certificate Charges
    Return of transferred certificate charges: Motion: Sally Rucker: Due to the rising cost associated with returning transferred certificates ILR will charge $3.00 per certificate to return certificates to the seller. This fee will take effect as of January 1, 2002. As an alternative we will develop internet access available to owners necessary to obtain this information. Second: Kathi McKinney 5 Ayes
  9. Rush Order Charges
    Motion: Jack Moore Because "rush" orders disrupt the flow in the office, these orders will be charged at the rate of $25 for the first application and $10 for each additional application received in the same order beginning June 30, 2001. Second, Sally Taylor, 5 Ayes
  10. Incomplete Application Fees
    Motion: Sally Rucker The 30-day grace period for incomplete applications will be eliminated as of June 30, 2001 Upgrades of listing documents will be charged at the fee of $5.00. Second, Sally Taylor 5 Ayes
  11. Outside Breeding DNA Requirement
    Outside stud service. Motion: Kathi McKinney: DNA testing will be required for any stud used for more than two outside breedings. Second, Sally Rucker, 5 Ayes.
  12. ILR Policy Book
    The Policy Book will be mailed with the ILReport after the annual meeting.
  13. Election 2001
    The ballots for the annual election will be mailed first class on April 27, 2001.
  14. ILR 2001 Budget
    The 2001 Projected Budget was unanimously approved by the Board of Directors.

Meeting Adjourned at 7:45 P.M. MST.

Respectfully submitted,
Sally Taylor, Secretary