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 6:53 PM on 2-20-2015 in Fredericksburg, Texas.

II. Roll call
Marie Holdridge conducted a roll call. The following persons were present:
Dan McBride; Roy Holdridge; Linda Poerner; Marie Holdridge; Al Crisp;
James Poerner, Brian Fees; Clay Wagner; Jimmy Fontenot; Ben Cromeens; Jerry Huffaker; Jake Carter; James Newport; Mark Hernandez; Jacob Poerner;

Excused Absences: John Paul Barber & Mason Morrison

III. Quorum Announcement
A quorum is present.

IV. Amendments/Additions to Agenda
We will add to new business the 2016 Spring Mini Seminar as item #4. Item #5 will be an Executive Session to discuss some Ethics Committee matters.

V. President’s Remarks
I seem to say the same thing during these remarks each time. I want to say thanks to this Board. You respond to the pressure of the task at hand and work to move everything forward. We had a scheduling problem that prevented us meeting in September. Jake Carter was kind enough to help keep things moving for our convention this year. We are a little behind and will need to keep working. I want our new Board members to know what a blessing it is to have you. This is a low paying job (no pay) with a lot of duties. Our function is to help make better taxidermists. This is the best Board we have had, we are respected by other states and others who are in our business. We put on a great show every year. I also want to say that the present that was given to me at the show last year meant a lot to me, more than my words can express. Our Board – those who show up make the world go round. This year there is a lot going on related to the hunting industry. We will likely see changes. Overall hunting organizations are split on the big deer issue. The humane society has become involved.

VI. Approval of minutes from last meeting
Marie Holdridge provided a copy of the minutes from the last meeting. Jake Carter noted that his name was left off the attendees list. Marie has already corrected it for all three sets of minutes. The minutes were approved as amended by silent assent.

VII. Treasurer’s Report
Linda provided a handout of current financials. (See attached handout.). Current balances are: Business Accounts: Main business: $10,171.29; Small account: $471.89; Investment Savings (donated): $6,717.82. CD Account: $7,845.10. Report approved by silent assent.

VIII. Committee Reports
a) Convention Chair: Jake Carter states there are several things that will require Board review and action:
• Catering and food for Saturday and Friday night: Ribeye steak with sides for $24.00 a plate, with gratuity and other expense this comes up to about $33.00 per plate, Friday night fajitas served buffet style with the caterer’s staff serving it. Motion by James Poerner to accept the food selections as presented by Jake. Second by Clay Wagner. Unanimous approval by the Board.
• Lunch meal options: Jake recommends Free Birds burritos and Buffalo Wild Wings or Chic Fil A for workers and TTAI Kid’s Activity children. The cost ranges from about $6 to $7 per meal. Lengthy discussion about options, particularly the children’s meals. Motion by James Poerner to have Free Birds on Thursday and Chic Fil A on Friday for workers. Motion modified to include have the children’s meals either at Cici’s or have pizza brought in. Second by Clay Wagner. Unanimous approval by the Board.
• Banquet Meal Cost for Members: Lengthy discussion about the charge and that meal costs have increased. The meal cost needs to cover the cost to TTAI without being too much for members. Last year the cost was reduced due thinking that the meal would cost the TTAI less. Motion by Roy Holdridge to increase the cost of Saturday night meal to $35.00. Seconded by Jake Carter. Approved by the Board.
• Cash Bar: Convention site – Tyler is in a dry county. The convention center contract has rules about alcohol. Jake has identified a group from Dallas that can do this but it will cost more than the TTAI usually spends. We will also have to hire two security guards. Lengthy discussion about options. Motion by Jerry Huffaker to proceed with paying the company – Dallas Party Blenders for providing the cash bar Friday and Saturday nights. And to try to find sponsors at $1,000 per night. Seconded by Roy Holdridge. Approved by the Board.
• Convention Table Linens: Jake reports that rental of table linens will cost up to $14 to $15 per table if we go with floor length. Linda Poerner stated that there are disposable tablecloths that look very nice and hold up well. The competition room could go back to colored paper or tablecloths that match the division colors. Marie said she would purchase 6 tablecloths for registration and does not mind washing and keeping up with that. Linda will look for paper tablecloths. This will help reduce TTAI costs. The Board agreed.
• Convention Charges for Other Items: Jake reports that the convention center has given him a list of charges for table rental (8 foot table $3 and 72 inch round $5. Chairs $0.25 per chair.) Lengthy discussion about these charges. The Board asked Jake to clarify this with the convention center and ask that they not charge for chairs and tables.
b) Competition Rules Committee – James Poerner chair, reports that he recently interpreted competition rule for one member. Otherwise all is good.
c) Competition Room Committee – Roy Holdridge chair, reports everything good.
d) Supply Room Site Committee – Mark Hernandez chair, reports that he is working closely with Jake. He is getting business cards and plans to be very helpful and supportive of our supply room vendors. Jacob Poerner volunteered to help Mark.
e) Backboard Committee – Dan McBride chair, asks if the backboards are in good condition. No concerns stated.
f) Judges Committee – Clay Wagner chair, reports that he will forward the four judges contact information as soon as possible to Marie so that contracts can be sent. Two judges are going to fly to the convention. One is driving and Clay is still following up with the last one. He is also working on seminar instructors.
g) Friday Night Committee –Al Crisp, chair. Al has volunteered for this committee and is working to get things sorted out for Master’s Challenge.
h) Activities Committee – Jennifer Carter, chair. Jennifer reports that there are several options for the Kid’s Events on Thursday and Friday. In the area there is a zoo, a wildlife museum, Tiger Creek Wildlife Refuge with 35 big cats (tigers and lions) at $6.00 per person, and The Villages Water Park. The plan is to do an activity onsite on Thursday and take the kids somewhere on Friday. Lengthy discussion about options and transportation. Dan states that Jennifer to decide what will be best for the kids. The Board agrees. Dan states he will help underwrite the cost of this event. Parents will need to drive their kids and other member’s kids they choose to take. Marie reports that standard policy is that all kids who should be in car seat or booster seats must be accompanied by their parent/guardian. Jennifer will let Marie know what the events will be and Marie will communicate this to members. Jennifer and Jake also exploring childcare options for Saturday night.
i) Sponsors & Vendor Committee – Jimmy Fontenot, chair, reports that he is starting the process of contacting vendors. Marie will work with him for draft letter to Sponsor/Vendors.
j) Seminar/Mini Seminar Committee – Clay Wagner, chair. Reports he is currently working on getting seminar instructors. Several Board members offer to help either by doing seminar or contacting possible instructors. Last year there was a mix-up in communication of rooms and some seminar instructors were not introduced to the audience. Clay will ask all of them to provide a biography to allow proper introduction at the seminars.
k) Auction/Raffle Committee – Debbie Fontenot, chair. Jimmy Fontenot asks about the budget for this. The usual budget for this is $500.
l) Points Keeper/Awards Audit Committee – Katie (Poerner) Hewitt, chair. Marie reports that the database is working well. Tracking Provenzano points is still a manual process. She has some ideas that she will address with the Board later.
m) Awards Committee – James Poerner, chair. Jake reports that the man who has done these for us the last couple of years recently lost his wife unexpectedly. Please keep him in thoughts and prayers. James Poerner states that he will contact the companies that donate specific awards. Jimmy will not need to do that when talking to them about sponsorship or buying a booth for the convention. Lengthy discussion about gifts for outgoing Board members. The Board agreed to ask Dan to obtain the scalpel knife handles for this along with these for the judges.
n) Photography Committee – Clay Wagner, chair reports that Ken Edwards has committed to doing photography this year. He will sell discs of pictures to attendees.
o) Bylaws Committee/Ethics – James reports that a couple of ethics concerns will be discussed in Executive Session.
p) Site Selection Committee – No current chair. Jet Smith has offered to help the TTAI with this. The Board agrees with this. All Board members are encouraged to look in their own areas to find suitable locations. We need 18 to 20 thousand square feet for our competition room and supply room. Next year is Lubbock. Wichita Falls has offered for 2017, it is suggested that we find another location for 2017 and research Wichita Falls for possible 2018 site. Our member survey indicated they prefer sites with hotel and convention center in the same location. Kerrville was an excellent location. Unfortunately they charged a lot last time. Brian Fees volunteers to contact them to see if anything has changed.
q) TTAI Magazine – Dan McBride suggests a round of applause for the great TTAI Magazine. The Board agrees. Jerry Huffaker, chair, reports that the focus of the Magazine is education for our members. Also the cover of the magazine is reserved for the Breakthrough Award winner for that year. Lengthy discussion about the TTAI Magazine. The Board has determined that although the eNewsletter can be sent to non-members and put on the website the TTAI Magazine should be reserved for members only.
r) Advertising Committee – Jimmy Fontenot, chair. Marie reports that due to the high quality of the TTAI Magazine there is increased interest and questions about deadline. Jerry Huffaker states that the deadline for articles and advertisements is September 1st and it goes out before the end of the year. Marie recommends that this information is available on the TTAI website.
s) Communications Committee – Jerry Huffaker, chair. This has been covered in other discussion this evening.
t) Technology Committee – James Poerner, chair. Everything OK.
u) Membership Committee – no report.

IX. Old Business
a) Proposed New Voting Methods – Bylaw Change. A handout of the proposed change was reviewed. This is the second review of this change. Dan provided an overview about this change. Motion by Roy Holdridge to approve these changes as written. Second by James Poerner. Unanimous approval by the Board.
v) TTAI Convention Chair – Room Paid by TTAI. James Newport asked that the Board consider paying for the Convention Chair’s room. Motion to approve by James Poerner. Seconded by Al Crisp. Unanimous approval by the Board.

X. New Business
a) Master’s Challenge Options – Ben Cromeens proposes that instead of Whitetail the species this year could be Mule Deer. If so the rules should change to allow option to bring the form already altered. Lengthy discussion about options for this. It may be a good idea to change this up. It may decrease participation if not Whitetail. Motion by James Poerner to have the Master’s Challenge be any Gamehead with no alteration of the form in advance. Seconded by Roy Holdridge. Motion carried by a majority vote of Board.
b) Cash Bar – Jake Carter – Approved by Board to have this and find sponsors see detail in Convention Chair report and Board actions.
c) 2015 Election – Declared Winners (ran unopposed) – Dan McBride, President; Marie Holdridge, Secretary; Board of Advisors – Daryl Hajek, Ben Cromeens and Jake Carter. One vacancy to be filled in June. Approved by the Board via silent assent.
d) 2016 Mini Seminar. Marie reports that Bryan Travis had been in contact the Granbury Conference Center. Although not big enough for the convention is is a good size for our Mini Seminar. The cost would be 1,500 for the center x 2 days and rooms at $109. We will continue to explore options and report back to the Board.

XI. Executive Session – Ethics Committee Report
The Board moved into Executive session and anyone not on the Board exited the room. Dan reviewed the rules related to this type of session. All discussion is confidential when pertaining to the Ethics Committee reports. Two situations were discussed and carefully reviewed. Both are known and have received related communications in the past. Both will be sent a letter with the Board’s decision. Dan will sign the letters. The Board, by show of hand, voted unanimously in support of the actions in both situations.

XII. Adjournment
Dan McBride after motion by Roy Holdridge and numerous second by the Board members adjourned the meeting at 11:09 PM.

Minutes submitted by:  Marie Holdridge, TTAI Secretary
Minutes approved by:  TTAI Board 6/24/2015