Texas Taxidermy Association
Meeting Minutes
February 20, 2021
I. Call to order
Dr. Dan McBride called to order and opened the session with prayer for the regular meeting of the Texas Taxidermy Association at 5:38 PM on 02-20-2021 via tele-meeting in Texas.
II. Roll call
Marie Holdridge conducted a roll call. The following persons were present:
Dan McBride; Roy Holdridge; Marie Holdridge; Linda Poerner; Jimmy Fontenot
Ben Cromeens; Brian Fees; Grant Elliot; Cary Jackson; Jacob Poerner; James Newport; James Poerner; Scott Burton and Wyatt Oakley
Excused Absences: None
Member Attendees: None – Marie reports that no members requested the phone number to attend.
III. Quorum Announcement
A quorum is present.
IV. Amendments/Additions to Agenda
Dan stated that attendees can add items to the agenda as needed. None noted.
V. President’s Remarks
Dan stated that he wanted to apologize to the Board about the last teleconference meeting and the resulting storm. This caused sorrow due to some communications not made clear regarding the discussion. There was no malice or bad intent on the part of those that communicated information about the Mini Seminar. It was my fault. Now that we are all together what questions or comments do you have?
Board had no additional discussion on this topic.
VI. Board Member Resignation
There are two resignations, Jerry Huffaker and Mark Hernandez. Several individuals are interested in serving on the Board. The Board agreed to revisit the open positions after the convention at the next regularly scheduled TTAI Board meeting.
VII. Approval of minutes from last meeting
Marie Holdridge provided copies of the August 22, 2020 minutes, via email and resent with meeting information and agenda. Are there any edits or corrections? None voiced. The minutes were approved as read by silent assent.
VIII. Treasurer’s Report
Linda provided current financials via email to the TTAI Board. Total TTAI Accounts balance $42,746.47 – Main Acct - $30,785.10; Secretary Acct - $375.24; Investment Acct - $6,725.35; CD - $4,860.78. Linda asked if there was any change or feedback from the Board. The accounts are essentially the same as last year. The only changes are related to the TTAI Magazine expenses. There were no comments or questions. Motion to accept the Treasurer’s report as presented by Roy Holdridge, second by Wyatt Oakely. Unanimous approval by the Board.
Committee Reports
a) Convention Chair – Jimmy Fontenot. Wyatt Oakley is the co-chair for 2021. Jimmy reports that the convention center is currently at 50% capacity due to COVID. Their current rules also include face mask when in hallways. This is an evolving situation and we do not know what it will look like in June. Discussion about compliance. The TTAI will be 100% compliant with convention center rules that may be in place for the convention. Lengthy discussion about space options and possibly procuring additional space. There is a half circular room and the fee is $660.00 per day. Will wait to see situation there. It is agreed that we need to be creative and continue to monitor and make any adjustments before the convention. Jimmy provided catering information for Board review. Due to COVID and the loss of hotel restaurant, a few things are different this year. Will not have Friday night meal. Board agrees due to transition back into convention this year. Also for Saturday night meal we will have to provide totals one week in advance. This will need to be promoted with convention registration process. Discussion about service type. Buffet costs less but individual service at table is less risk. Motion by Roy Holdridge to have service at individual tables. Second by Marie Holdridge. Motion approved. The linens and plates will be an additional expense. Jimmy will see if convention center has access to the hotel’s restaurant catering items. Marie Holdridge made a motion to increase TTAI payment for meals, Friday night from $15 up to $17.00 and Saturday night up from $30 up to $35 per person without raising ticket prices. Second by Scott Burton. Motion approved.
b) Competition Rules Committee – James Poerner chair reports everything OK.
c) Competition Room Committee – Roy Holdridge chair asks that someone volunteer to step up for Competition Room Chair. He has done this role for a long time and would like to be able to attend seminars and interface with members. Scott Burton volunteered to take this on. Roy and the Board thank Scott for doing this.
d) Supply Room Site Committee – Jacob Poerner reports that things are going well but need to be sure vendors have information about convention. Marie will send targeted email to vendors. Ben asks about vendor booth fees. The
TTAI increased feeds in 2019. Linda Poerner made a motion that we keep the vendor fees the same and that we keep them all in the same location to prevent concerns/dissatisfaction. Second by Roy Holdridge. Motion approved.
e) Backboard Committee – Wyatt Oakley reports that set up and take down help has been arranged. The Board agrees that having this help makes a difference.
f) Judges Committee –James Newport asks about the contracts for the judges. Linda said she will check on contracts. The 2021 judges are: Gameheads – David Ferguson; Mammals – Lance van Dueson; Fish – Brett Wingfield; Birds – Cory Carruthers and Whitetail – Owen Eldred.
g) Friday Night Committee – Carey Jackson has volunteered to take the lead for the Master’s Challenge. Lengthy discussion about having it and the meal this year, and just have People’s Choice voting due to current space restrictions which are evolving. James Newport suggests to keep just the Master’s Challenge. The Board agrees to have the Master’s Challenge but not have the Calcutta auction. Marie will add the Master’s Challenge to the registration and we will need a solid count in advance for space planning. The Board believes that members are excited to have convention this year and expect this event to be popular. There may be a need to limit the number of people in the room. If restrictions still in place may need Board members to help monitor room access.
h) Kid’s Activities Committee – Brian Fees, chair reports that he is not able to do this role this year. Ben Cromeens volunteered to do this for 2021. Child care for Saturday night needs to be arranged with a church group or some similar people to provide this care for kids. Discussion about child safety and reminding parents to keep an eye on their children.
i) Sponsor and Vendor Committee– No report needed.
j) Seminar/Mini Seminar Committee –No report.
k) Auction Committee – Jacob Poerner reports that some concerns about having the silent auction on Friday. This may need to be moved to Saturday night if space restrictions still in place at convention. Board agrees that we will need to be flexible.
l) Merchandise Sales Committee – Debbie Fontenot, no report.
m) Points Keeper/Awards Audit Committee – No report, James needs the Provenzano winners. Marie to provide that information.
n) Awards Committee – James Poerner, chair requests that a Board member volunteer for this role. Grant Elliot has will work with James. James reports that ribbon inventory is needed.
o) Photography Committee – Need to verify that Ken Edwards is coming. Roy will make contact with him.
p) Bylaws Committee/Ethics –Roy Holdridge, chair reports everything OK.
q) Site Selection Committee – No report.
r) TTAI Magazine –Jerry Huffaker’s significant contribution to the development is noted and appreciated. Scott Burton will take over this role.
s) Advertising Committee – Scott will lead this role. No report needed.
t) Communications Committee – No report.
u) Technology Committee –Linda reports that there are 2 computers purchased. Mechanize sales per prior Board approval. Another computer was purchased to replace a bad one. Wyatt reports he still has projector, screen and video camera. Dan will work on the TTAI trailer. Wyatt Oakley asked if the TTAI could discuss the trailer at next regular Board meeting.
v) Membership Committee – No report needed.
IX. Old Business
a) TTAI Archives – Digitizing Historical Documents –Since Mini Seminar canceled we need to find another way to do this. We need to schedule time for the Board and others to meet in Kerrville. Then after a meal we work on this. Also prior to the meeting we need to identify and engage a company to do this work. Everyone will be encouraged to bring items and they will be organized and sent to a reputable vendor to scan, provide digital images, and return items.
X. New Business
• Convention Meal – Discussed during Convention Chair report. Will need to be sure members are aware of need to sign up for banquet tickets no later than 10 days before the convention. Caterer requires one week notice for meal count.
• 2021 Nomination Results – Marie reports that there we no contested seats during the nomination process conducted via Survey Monkey. Therefore, per Robert’s Rules of Order, an election was not held. Installation of Officers and Board of Advisors occurs at the convention and duties begin immediately thereafter.
i. Officers up for re-election were President and Secretary. and 4 Board of advisors. Dan addressed the board stating that he did not seek election again for this term. He is not going anywhere but will instead serve as an Ex-Officio member of the Board. Roy Holdridge was nominated and accepted the nomination and will serve as President for this two-year term. This leaves a vacancy for Vice President. Motion by Roy Holdridge to Vice President position filled by Jimmy Fontenot. Second by Wyatt Oakley. Unanimous approval. Marie reports that she accepted the Secretary nomination. Jimmy’s move creates an open position for Parliamentarian. Marie made a motion that James Poerner fill that role. James said he declines it. The Board agreed to decide that at our next regularly scheduled meeting.
• There were 4 Board of Advisors positions up for nomination/election. 2 qualified Board of Advisor nominees who accepted. Results are that Carey Jackson and Grant Elliot accepted the nomination. There are 2 open Board of Advisors for the 3-year term beginning in 2021 after the convention. Roy
Holdridge made a motion for appoint Brandon Zahn and Ben Cromeens to the 2 positions. Second by Wyatt Oakley. Unanimous approval.
• Open/Other: The Board agreed that it would be a good idea to have a brief teleconference meeting about 6 weeks or so before the convention, especially if thing change with COVID that adversely impact the convention.
XI. Adjournment
Dan McBride after motion by James Newport and second by Roy Holdridge with unanimous approval by the Board adjourned the meeting at 7:30 PM.
Minutes submitted by: Marie Holdridge, TTAI Secretary
Minutes approved by: TTAI Board 06/23/2021
|