I. Call to order
Roy Holdridge called to order and James Poerner opened the session with prayer for the regular meeting of the Texas Taxidermy Association at 6:36 PM on 06-21-2023 in Killeen, Texas.
II. Roll call
Marie Holdridge conducted a roll call. The following persons were present:
Roy Holdridge; Marie Holdridge; Katie Johnson; Jimmy Fontenot; James Poerner; Ben Cromeens, Cary Jackson, Chad Miller, Keeley Busbee-Smith, Jacob Poerner, Grant Elliot; Scott Burton; Courtney Shaheen; and Wyatt Oakley.
Excused absence: Brian Fees.
III. Quorum Announcement
A quorum is present.
IV. Amendments/Additions to Agenda
Roy stated that attendees can add other items to the agenda as needed. James Porner added one item under old business – Repayment of Funds. Jacob Poerner added one item under new business Auction Item. Chad Miller added one item 2025 Convention.
V. President’s Remarks
Roy stated, I appreciate each Board member who has given up their time to be here. The convention set up went well. I feel honored to have served this term as TTAI President and to work with each one of you. We have the best Board. I am confident that the Convention will go well.
VI. Review and approval of minutes from last meeting
Marie Holdridge provided copies of the March 10. 2023 minutes x2, via email. The last version sent a week or so ago had a couple of edits that were highlighted. Are there any other edits or corrections? None voiced. The minutes were approved as read by silent assent.
VII. Treasurer’s Report
Katie Johnson, Treasurer provided current statement of financial position and statement of activity for the past 5 months as prepared by CPA - see handout. TTAI Bank Accounts Grand Total $91,648.04.
1. Business Main Account: $79,559.72
2. Secretary Account: $525.87
3. Investment Account: $6,727.00
4. CD: $4,835.45
5. Bob Wilkins Scholarship Fund TBD (included in Grand Total)
Dr. Dan stated that among the organizations he serves he is proudest of this group. He also commends Roy for his quiet and effective leadership. He stated that our purpose is to grow this association. We need to make a special effort to reach out and recognize our new members. James Poerner and others commented that they recall in the past when the TTAI would have to borrow money or cash out CDs just to fund putting on the convention each year. Motion by Marie Holdridge to accept the Treasurer’s report as presented and second by James Poerner and Cary Jackson. Unanimous approval by the Board.
Committee Reports
1. Convention Chair – Chad Miller reports that the 2024 TTAI Convention will be June 24 thru 30. The 2025 convention dates are on the books for Killeen if needed–the second to last week in June. Several items for discussion. 1- 8 contacted people were here for set up this afternoon. 5 will be here for take down Sunday. They did a great job. Next year we may reconsider the number. 2 – Please let me know if there is anything I need to do or do better. 3 - A representative from the Abilene Convention Center will be here tomorrow. This will allow her to see what the TTAI Convention looks like. 4-For Killeen, the hotel is our Achilles’ heel. Lengthy discussion about current challenges. 5 – Abilene is trying to work out hotel pricing or options for 2025. Marie suggested that we have our August Board meeting in Abilene as was done in the past when considering a new site. James Poerner stressed that for each Board member to walk through the proposed site is important. That way the decision is collaborative. The Board agrees.
2. Competition Rules Committee – James Poerner chair reports that James Newport developed the rules for the Whitetail open mouth category for shoulder/pedestal mounts in Masters and Professional divisions (2 year trial.)n The rules are posted on Facebook. Also will see how things go with casters on mounts. Our rules indicate that any mount requiring more than one person to pick it up must have them. We may want to look at the World Show rules on this.
3. Competition Room Committee – Scott Burton reports that the room was set up in three hours. There is a new routing for entry into the Competition Room to help
resolve some of the challenges experienced last year. Roy states that he appreciates Scott and Cary’s work. The Board agrees.
4. Supply Room Site Committee –Jacob Poerner chair reports set up was smooth and everything is good. We have 22 vendors.
5. Backboard Committee – Dan McBride reports no big problems. Chad states that as the backboards were removed from the tailer any that needed work were fixed at that time.
6. Judges Committee – Marie reports that this year she developed a new membership type to include judges, photographer and auctioneer. This allows a convention packet for each with banquet tickets enclosed and better accounting overall. Judge are: Birds-Kent Reedy; Gameheads–Jacob Clark; Lifesize-Lance Van Dusen; Fish-Terry Weick; and Whitetail-Owen Eldred.
7. Friday Night Committee – Cary Jackson reports that due to Tim’s resignation he will cover this year. We have 10 competitors. There were 11 but one decided to pull out.
8. Kid’s Activities Committee – Ben Cromeens states that he and Brian have planned what he believes will be fun for the kids. For Thursday they have temporary tatoos and will do some paining. For Friday they will work on habitat.
9. Sponsor and Vendor Committee– Jimmy Fontenot chair reports that he is working on getting new sponsorship through SCI and DSC clubs. This is a new opportunity for the TTAI. So far this year we have $5k and expect an additional $2,500 this year.
10. Seminar/Mini Seminar Committee – Courtney Shaheen chair reports that everything is set up and going well. Dr. Dan MeBride asks that prior to each seminar that the TTAI representative who is helping in that room, obtain the seminar instructors biography or key info and perform a good introduction. The Board agrees.
11. Auction Committee –Jacob Poerner chair reports that he has confirmed with the auctioneer that he will be here Saturday night. Friday night is silent auction during the Masters Challenge. He asks that physical items are given to him Thursday and certificates are given no later than Friday. This will allow proper cataloguing and preparation. James Poerner reports that he has a custom knife which will be used to help with Bob Wilkins Educational Scholarship funds. Also Kirk Smith, who used to be on the TTAI Board has retired and donated some items for our auction. Keith York is getting a turkey hunt for that same scholarship fund. Marie asks that he comes by to meet with her so we can use the TTAI Hunt/Services certificate
form. We obtain all the information including contact information and the donor signs the form.
12. Points Keeper/Awards Audit Committee – Marie reports that Sarah Elliot has done an excellent job of helping with this. She is to be commended. The Board agrees.
13. Awards Committee – Keeley Busbee-Smith, chair reports that there are 2 awards that are no longer provided by Suppliers. The Brian Harness award. Research Mannikins reports that they will only be able to fund their awards every other year. They did provide some certificates for a discount that we can print and distribute. Marie states that doing awards every other year would be an administrative burden. James Poerner asks that this be discussed in detail at our Fall Board meeting.
14. Photography Committee – Scott Burton, chair reports that Ken Edwards is here and set up. Everything is good to go.
15. Bylaws Committee – James Poerner, chair reports that we have one pending Bylaw change on the agenda today. No others pending.
16. Ethics –Jimmy Fontenot, chair reports nothing pending or submitted in writing.
17. Site Selection Committee – Abilene for 2025 has been already discussed.
18. TTAI Magazine –Scott Burton, chair reports getting advertisers for the TTAI Magazine publication is a full-time job. Marie states that when vendors register for the convention, they are able to purchase a TTAI Magazine Ad at that time. She will send that information over after the convention. Scott reports that the cost to produce the TTAI Magazine is about $5k. We will discuss this in more detail at the Fall Board meeting.
19. Advertising Committee – No additional report. Motion by Marie Holdridge to combine this committee with TTAI Magazine Committee. Second by Jimmy Fontenot. Motion carried.
20. Communications Committee – Scott Burton, chair reports invited the Texas County Reporter and the Texas Bucket List to attend the convention but received no response. He wants to get more convention items on Facebook with either some video or FB live. The Board appreciates this work.
21. Technology Committee – James Poerner, chair nothing new to report.
22. Membership Committee – Roy Holdridge, chair states that all Board members need to reach out new members who are here for the convention. Marie reports that she and Katie put yellow New Member ribbons in each new member packet. We will use best efforts to identify and give them out at registration. The Board agrees to watch for new members and be sure to reach out and welcome them.
VIII. Old Business
a) TTAI Archives – Digitizing Historical Documents – Marie reports that getting this up on the TTAI website is a work in progress. Each item needs to be properly named and catalogued prior to submission to our webmaster. She will continue to work on this.
b) TTAI Hall of Fame – Jame Poerner asks that someone else lead this effort going forward. Courtney Shaheen will take it on. This year at our Banquet the first inductees will be the TTAI Charter members plus Richard Reeves member #001. Then a task group will meet to discuss criteria, determine if they need to be TTAI members or are others considered, and then determine the next inductee(s) for 2024.
c) Proposed TTAI Bylaw Change: Election Audit & Corresponding Handbook Changes (see handout) – Marie reports this is the second reading for approval review. TTAI member notice was sent timely. Motion to accept the TTAI Bylaw and Handbook change by Wyatt Oakley. Second by Scott Burton. Unanimous approval by the Board.
d) Abilene Convention Center 2025 – This was discussed during Committee Reports. Marie states that the date for the Fall Board meeting will be determined and communicated.
e) TTAI Policy Regarding Mailing Publications and Awards Outside the USA – Marie reports that she emailed the member who lives outside the USA about the award from last year twice from 2 different email addresses. To date there has been no response. She has also posted this policy – that we do not mail awards or publications unless the member pays those additional expenses - notice online in 2 different locations.
f) TTAI Mission Statement –Marie provided edited copies of the proposed TTAI Mission Statement that Courtney Shaheen drafted. Motion by James
Poerner to accept and publish this mission statement. Second by Wyatt Oakley. Motion carried.
g) Repayment of Funds. James Poerner states that a few years ago the TTAI was involved in a legal dispute. During that time a couple of individuals provided funds to secure legal counsel. Now that we are doing better financially, we need to pay this back. James asks that Marie secure the details about the amount spent and then at our Fall meeting the TTAI Board meeting.
IX. New Business
i. Board Member Resignation and Backfill Process: Roy Holdridge reports that we have another open Board member position with term expiring 2025. This brings a total of 3 open seats. One term ends 2024, the other 2 ends 2025. Marie reports that member emails x2 were send advising of the open seats and that any member (in good standing) who is interested in an open Board position notify Marie via email. Those interested were asked to volunteer to help at the Convention. So far 2 individuals have responded. The Board will discuss and vote on filling these open positions at the Fall Board meeting, which will be Jimmy’s first Board meeting as President.
ii. Open/Other.
1. Auction Item: Jacob Poerner reports that a Lion quilt was donated by Patricia Oakley to be sold and funds donated to Kari Cromeens fund. Motion to use the quilt, and add one of the donated clock to fund Kari Comeens Memorial funds for youth by James Porner. Second by Dr. Dan McBride. Motion carried.
2. 2025 Convention – Chad Miller reports that he has already gotten the 2025 TTAI Convention on the books at Killeen, because if we do so now per Danielle the price will stay the same. He will use this as a bargaining chip with Abilene.
X. Adjournment
Roy Holdridge after motion by Chad Miller and second by Jimmy Fontenot and unanimous approval by the Board adjourned the meeting at 7:58 PM.
Minutes submitted by: Marie Holdridge, TTAI Secretary
Minutes approved by: July 29, 2023
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