MINUTES

11-2-03

PNKCA Executive Board Meeting

Meeting called to order at 10:00 a.m. by Jerry Tyler. In attendance:

Jerry Tyler, Chairman

Linda Montgomery, Vice Chairman

Raeleen DeGrandpre, Interim Treasurer

Brigitte White, Secretary

Phillip Lee, New Webmaster

Web Site

· Phillip Lee introduced as new Webmaster.

· Tom Santorsola will stay on until 1-1-04.

· The next two months shall be a transition period. Jerry Tyler will e-mail Tom Santorsola with a cc to Phillip Lee outlining the requirements for transition. Tom will continue as a consultant at $35.00 hour. Consulting should be kept to an absolute minimum. Phillip will need to obtain the development source code from Tom at least a week in advance of transition. Phillip agreeable to paying the hosting fee with the understanding that he will be reimbursed. Jerry Tyler will be web coordinator. Phillip agreeable to paying DSL fees six months at a time. PNKCA will start paying Phillip’s DSL in December. Overlap of one month due to transition. Jerry Tyler will write up webmaster contract.

Phillip Lee departed following the web site discussion.

Treasurer

· Ron Boedeker has resigned.

· Raeleen DeGranpre has agreed to function as interim treasurer until March 2004 rep meeting. Raeleen will take over the treasurer function on 12-1-03. Jerry Tyler will e-mail Ron Boedeker requesting transfer of records. Raeleen will need to set up new bank account or transfer existing account to local bank. Raeleen to find out bank requirements to make the change. Linda Montgomery and Raeleen DeGrandpre to be on signature cards. Raeleen to follow up on Certificate of Deposit as agreed on 7-27-03. Raeleen would prefer to use Quick Books as she is already familiar with the system and has the software.

AKCA Speaker Grant

· March Agenda Item: AKCA provides speaker grants on lottery basis. Feedback needed from reps on having clubs donate their winning speaker grant to PNKCA.

“Annual Koi Award”

· March Agenda Item: Need name for this award. Vote on having clubs submit their Tategoi Award winner to PNKCA. At June 2004 convention, attendee’s vote on the best of the best. Club to submit photo. Plaque/certificate given as award. Since not all clubs have shows/tategoi award winners, vote on eliminating Tategoi Award. Each club to submit fish of their choice by May 15. Jerry Tyler will contact Norman Call to design certificate.

Representative Manual

· Brigitte White to make new manuals. Need to decide on contents.

Convention Poster

· March Agenda Item: Suggestion is to list convention date as well as up-coming club events. Club listings would be in alpha order and limited to one major event. Need to select artist to design. Linda Montgomery will ask Patti Magee for prototype. Payment would be in pins, not dollars. Could have Patti sign original and auction it at convention.

T-shirts

· Jerry Tyler to contact Norman Call regarding designing new T-shirts. Will ask about long sleeve style.

· Remaining supply of old T-shirts to be gives to reps at March meeting.

· Future sales considerations: Patti Magee coffee mugs and caps. (Example only.)

Dues

· March Agenda Item: Raise dues to $50.00 effective 2005. Necessary due to increased maintenance costs.

· Jerry Tyler to draft e-mail explaining why dues should be raised. Emphasis on what we do for the clubs: grants, annual koi award, web site, rep manual, brochures, etc.

By-Law Change

· March Agenda Item: Accounting for convention must be submitted to PNKCA Treasurer in the same calendar year or forfeit 25% profit.

Web Site Coordinator

· Concluded position not necessary. Chairman to be point person to authorize content. Clubs to be encouraged to submit articles. Individuals may be request to provide articles.

2005 Convention

· Need to obtain commitment from host club. Will put notice on the web site. Contact Pacific Wonderland Koi Club, Oregon Koi & Watergarden Society and Olympic Koi Club.

Respectfully submitted, Brigitte White/12-4-03

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MINUTES

7-27-03

PNKCA Board Meeting

Meeting called to order at 8:00 a.m. by Jerry Tyler. In attendance:

Jerry Tyler, Chairman

Linda Montgomery, Vice Chairman

Ron Boedeker, Treasurer

Brigitte White, Secretary

Sue Boydstun, Guest

2004 Convention

· Sue Boydstun/Idaho Watergarden & Koi Society is organizing the next convention to be held on June 11-12-13, 2004.

· The Holiday Inn at the Boise Airport has been chosen for location. Obtained room rate of $69.00 per night with full booking.

· Friday night reception. Hotel will “comp” the room with a 20-room night booking.

· Saturday night banquet will offer halibut or steak.

· BBQ on Sunday after pond tour.

· Speakers to be selected. Intend to do a “four corners” rotating speaker arrangement. For example, gardening in one corner, water features in another corner, koi in another corner. Participants move around the room to hear all topics.

· Linda Montgomery advised that AKCA speaker grant is being discontinued. Will be on a lottery basis. Also, past chairmen are available to be speakers.

Sue departed following her presentation.

Web Site Coordinator/Newsletter Editor

· Gene & Phyllis Anderson have resigned. Need to find replacements.

· Who in membership has qualifications? Rich Street and Norman Call were mentioned. However, it is felt they would decline.

· Should this be two separate jobs or one position?

· Currently, Ron Boedeker is the single point contact between board and web master.

Understanding of New Chairman

· It is Jerry Tyler’s desire and intention to “Keep it Simple”. Each Executive Board member will fulfill their job responsibility.

Treasurer’s Report

· Ron Boedeker is looking for discrepancy of $223.39 in treasurer’s report. Check book is accurate at $13,620.22.

· Ron to investigate possibility of obtaining Certificate of Deposit for $5000 for six months.

· Puget Sound Koi Club to return $2000 convention advance.

Membership Dues

· Clubs who pay their dues late will not be allowed to vote.

· Prince George Koi & Watergarden Club will be dropped from membership. No due have been paid in two years. No response to repeated inquiries as to their intentions.

· Dues will be increased to $40-$50 per year due to increased operating costs. Dues have been at $20 for many years.

PNKCA Board Members

· Discussion as to whether or not web site coordinator/newsletter editor should be made a board member. A moot point since the Anderson’s have resigned.

· Need policy statement regarding clubs writing their own articles and providing pictures. Limit number of photo’s submitted. Articles can give link to club site. Ron Boedeker to draft.

By-Law Change

· Since there are only two scheduled meetings a year, should a decision need to be made in between, request reps vote by mail. Ron Boedeker to draft proposal that a motion would be carried by a majority of ballots returned. Board has authority to spend $________ on expenditures without a vote. Include addendum regarding $2000 convention seed money.

Pins

· Larry Christensen currently in possession. He will turn in so that all PNKCA assets made are consolidated in one place.

T-Shirts

· There are a number of PNKCA T-shirts remaining in inventory. They will be given to the reps at the next meeting. Norman Call is designing new ones.

Insurance

· Estimated assets @ $19,000, including bank balance. Annual premium for a $1 million dollar liability policy is $1030. This includes clubs in Canada.

· What is rationale for obtaining insurance? Jerry Tyler will talk to Larry Christensen. It was Larry who initially raised concerns about the lack of insurance.

2003 Convention Report

· Convention income: 13,910.06

Convention expense: 11,444.72

PNKCA advance: 2,000.00

Profit: 465.34

· The hosting clubs will not take their 25% of the profit.

Domain Name

· It is time to renew or lose our web site domain name of www.pnkca.org. Agreed on the seven-year fee, as it is the most economical.

Web Site

· On budget for now.

· Lengthy discussion on the benefits of maintaining the web site.

· Will work on cutting the expense for the web site. Need to explore ways to do this in order to stay within the budget.

Respectfully submitted,

Brigitte White

9-7-03

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MINUTES (Amended 3/13/04)

5-17-03

PNKCA Representative Meeting

Meeting called to order at 1:35 by John Seifert.

Roll Call and Introductions

·        All clubs were represented with the exception of:

Prince George Koi & Watergarden Club

Northern Lights Koi Club.

See attached roll call sheet for reps or designates.

·        Two new clubs have joined. Welcomed:

Nanaimo Fish Pond & Water Garden Association – Gary Thorburn

Yakima Valley Koi & Water Garden Club – Larry & Marlene Smith

State of the Association – John Seifert

·        Stated that all proposals required unanimous approval of four board members.

·        Stated there is a decrease in the bank balance in last two years.

·        Stated there is an increase in assets, namely the web site.

·        Stated that inventory of assets still needs to be completed.

Minutes 3-1-03

Approved.

Treasurer’s Report

·        2002 PNKCA Convention final report – check for $587.57 (25% profit) given to Inland Empire Water Garden and Koi Society as the hosting club.

·        2002 Treasurer’s Report – approved.

Election for New Board

Nominated:

Chairman – Jerry Tyler

Vice Chairman – Linda Montgomery

Treasurer – Ron Boedeker

Secretary – Brigitte White

No additional nominations. Board accepted. Approved.

Proposal for By-Law Change

It is proposed that dealers be prohibited from serving on the PNKCA Executive Board. Discussion of rationale. Clarification of definitions.

·        Definition “ii” from ballot prevailed by a show of hands.

·        Ballot vote for Article III.

24 in favor

0 against

AKCA Membership

Application for membership has not been sent. Discussion regarding PNKCA being a club vs. an association. Issue deferred to new board.

Insurance

Up-date from Linda Montgomery. Multitude of E-mails back and forth trying to collect the necessary information regarding assets and financial status. Not concluded. Issue deferred to new board.

Web Site

Cost/benefit analysis has been done.

Expansion of Executive Board

Issue deferred to new board.

Future Conventions

Need to generate ideas regarding type of event clubs want. Return to picnic style?

Convention Speakers

The talks of the speakers have been videotaped. Any interested rep many purchase a copy for $15.00.

Respectfully submitted,

Brigitte White

6-9-03

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MINUTES

3-1-03

PNKCA Representative Meeting

All clubs were represented with the exception of Prince George Koi & Watergarden Club, Idaho Watergarden & Koi Society and Northern Lights Koi Club.

Meeting called to order at 11:15 a.m. by John Seifert.

Introductions

Board members introduced. Welcomed new secretary, Brigitte White.

Minutes 6-8-02

Secretary’s report by Kathy Roberson read by Brigitte White. Amended and approved.

Treasurer’s Report

Explained by Ron Boedeker. Question raised about how long it takes for 2002 show money to get back into the bank account? Funds should be back in the account by November, however there is still a check outstanding. Also, AKCA speaker grant has not been received. These items should be resolved shortly. Amended and approved. Lengthy discussion ensued regarding cost of web site. Consequently, this agenda item was moved up in the schedule.

Web Site

· Why has cost exceeded $700.00 budget? There was considerable difference of opinion as to what was what previously agreed upon.

· Concerns raised regarding cost of web site vs. value received. It was pointed out that cost of newsletters @ $400 per issue six times a year offset the cost of web site. Further, there are revenue-producing opportunities on web site in form of vendor advertising and E-mail availability.

· Why was budget exceeded without rep input? Timing didn’t allow for rep approval. Board decision to move ahead due to availability of Tom Santorsola.

· What is monthly cost of web site? Majority of construction costs have been paid. Maintenance costs include DSL line - $50, hosting fee - $16 and web master fee’s of $25 hour. Tom Santorsola estimates approximately eight hours of work per month. He is donating three free hours each month.

· Concern that PNKCA web site vendor ads may take away from local newsletter vendor ads. Several people did not see this as a problem since PNKCA is open to international vendors.

Further discussion suspended for later in the day.

Rep Reports

· Reps gave up-dates on what their clubs have done since the last meeting and what is scheduled for the coming months. (Details to be posted on web site.)

Insurance

John Seifert has not been able to find anyone willing to insure PNKCA. Burt Ballou in California talked to his agent who is not willing. Linda Montgomery got a lead on Zurich Insurance Co. Needs to have a base address. Oregon OK? Motion made and approved for Linda Montgomery to be the base. The PNKCA is a non-profit club. Do we need to incorporate? Issue tabled without decision.

Bronze Koi Award

Larry Christensen explained criterion. There are currently two nominees.

ZNA

Larry Christensen explained that this organization is in Japan. Northwest Koi & Goldfish Club is the charter club for ZNA. Membership is advantageous for the advanced hobbyist. Annual membership fee is usually $75. Northwest Koi & Goldfish Club is currently offering membership for $65, due by 4-1-03. With membership, you can attend ZNA seminars. Also, “opens doors” for you if you go to Japan. Canadian clubs should contact Richard Adema/Canada Koi Club of British Columbia.

Ed Fujimoto Award

Six clubs have sent in nominations thus far.

PNKCA 2003 Convention

Jerry Tyler extended invitation to everyone to attend. Gave overview of agenda. Raffle tickets are now available. Lindsay Gibson gave explanation of sights in and around Victoria, pond tour on busses with box lunch provided. Covered ID needs for crossing the US/Canadian border: proof of citizenship=birth certificate and picture ID=driver’s license. A passport is preferred and serves both purposes. Leon Lopez/Klahanie Koi Club offered parking availability and transportation to Port Angeles ferries. John Seifert mentioned incentive on raffle tickets: $100 to club that sells the most.

NEW BUSINESS

PNKCA 2004 Convention

A host club is needed. Idaho is a possibility.

Interclub Competition

Proposal made for most members in a club having their pond featured on the web site. Would be for calendar year. Prize $100 to be awarded at 2004 Spring meeting. Motion approved.
Proposal made for most vendor ads sold. Lengthy discussion on how to market vendors, handle charges (check or PayPal), cost of web site maintenance. No motion made, issue dropped.

Miscellaneous

Norman Call reported AKCA has approved five persons to evaluate club web sites. PNKCA not eligible.

Larry Christensen and Lindsay Gibson asked about possibility of setting up store on web site for T-shirts, pins, hats, etc. Who is willing to take on responsibility for storing and shipping? To be addressed at a later date.

John Seifert asked about producing an association brochure with club contacts listed. Problem is we do not have current rep info. Linda Montgomery suggested using link to web site instead.

Proposed Change in By-Laws

A requirement to obtaining insurance is that PNKCA board members not be involved in a koi-related business venture. Discussion regarding what is considered koi related. Wording suggestions should be sent to John Seifert. Motion to be re-visited at May convention meeting.

Dealer Organization

Proposal is to have dealers set up their own organization for the purpose of setting up standards on how to handle fish. Would be self-regulated. There is a concern federal regulations may be coming. Would be advantageous to the dealers. AKCA is not in favor of the PNKCA pursuing this. Suggestion made to have vets facilitate rather than PNKCA. To be addressed at a later date.

Web Site (continued)

Tom Santorsola asked for feedback on site. Where should site go from here?

· Concern about posting financial information on web site.

· Concern about posting technical articles on web site. It was decided last year to simply have links to other sites.

· Need cost/benefit analysis for web site. Set cap on web site expenditures: $2000 web site fee’s for the year. Motion approved. To be re-visited at May convention meeting.

· Database of vendors? To be developed.