Meeting Minutes
August 20, 2022
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 9:45
AM on 08-20-2022 in Granbury, Texas. Lunch break from 11:20 to 12:13.
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; and Scott Burton.
Excused Absences: Brian Fees; Courtney Shaheen;
Absent: Brandon Zahn; Dan McBride; Tim Bunting and Wyatt Oakley
III. Quorum Announcement
A quorum is present.
IV. Amendments/Additions to Agenda
Jimmy Fontenot added Board Member attendance. Roy stated that attendees can add
other items to the agenda as needed.
V. President’s Remarks
Roy stated that he appreciates everyone’s time and dedication to the TTAI. He
stressed the importance of Board meeting attendance. Overall, our 2022 convention
ran like a well-oiled machine due to the dedication of the Board and the volunteers. I
appreciate each one of you and your work on behalf of our members. Those are my
remarks.
VI. Review and approval of minutes from last meeting
Marie Holdridge provided copies of the June 22nd and June 24th 2022 minutes, via
email. Marie notes that Courtney Sheehan’s name was not included for attendees. That
has been corrected for both sets of minutes. Are there any other edits or corrections?
None voiced. The minutes were approved as read and edited by silent assent.
VII. Treasurer’s Report
Linda Poerner (former Treasurer) and Katie Johnson (current Treasurer) provided
current financials and profit and loss statement 2022 January 1 to August 14 via
handout. TTAI Grand Total $77,964.15.
1. Business Main Account: $65,841.68
2. Secretary Account: $534.53
3. Investment Account: $6,726.41
4. CD: $4,861.53
5. Bob Wilkins Scholarship Fund TBD (included in Grand Total)
Motion to accept the Treasurer’s report as presented by Cary Jackson and second by
Grant Elliot. Unanimous approval by the Board.
Committee Reports
1. Convention Chair – Lengthy discussion about future dates at Killeen. 2023 starts
6/22 -6/25. 2024 to start 6/26 to 6/30 which is a little later but due to Roy and
Marie’s 50th wedding anniversary celebration the week prior. Jimmy will follow
up with Killeen Convention Center to verify the dates.
2. Competition Rules Committee – James Poerner chair reports that we have
updated the TTAI Handbook to reflect current rules. We did have a competitor
who tried to reshow a mount that was entered in 2021. Easily identified due to
picture in the TTAI Magazine. This was handled with discretion.
3. Competition Room Committee – Scott Burton reports that things went great this
year. Appreciated Chad’s help to expedite set up and good ideas. Next year will
have tables at the entrance and only allow one person at a time to bring mount in
the room. Suggest a staging area outside the room for competitors to queue up.
This will help with perception and fix logistical issues. Will also have better
identification of grooming areas. Roy stated that he appreciates the great job Scott
and Chad have done with this responsibility.
4. Supply Room Site Committee –Jacob Poerner chair reports that he appreciated
Scott and Chad’s help in setting up. Space was pretty tight and we may have
additional vendors next year. He suggests flipping the Master’s Challenge space
with the Supply Room. Lengthy discussion about rooms and options. Agreed that
we need to keep all current rooms and add some space. The Rotunda room could
be used for the Master’s Challenge. Some seminar rooms were overfilled we
could possibly use the Rotunda for seminars. Marie Holdridge made a motion that
the TTAI Board authorize Jimmy Fontenot to secure the Rotunda Room for
Convention use. Second by Chad Miller. Motion carried.
Jacob stated that vendor emails need to be sent in January. He suggested adding
pictures to those emails. He also mentioned that some of the vendor contact
information is not current. Marie stated that the TTAI member and event database
needs to be kept current and considered the source of truth since TTAI
communications are sent that way. Grant and Jacob will coordinate with Marie.
5. Backboard Committee – Chad Miller reports that some of the backboard ends
with nails need to be fixed. He suggests the Board arrive early for 2023
Convention set up and have a work party to get this done. The Board agrees.
6. Judges Committee –Discussion about the challenges and difficulty obtaining
qualified judges for the convention. The Board asks that Courtney Shaheen and
Keeley Busbee-Smith work with James Newport and Jerry Huffaker.
7. Friday Night Committee – Cary Jackson chair - a few competitors who were not
qualified per updated rules did enter the Master’s Challenge. This was easily
resolved. For 2023, we will have pizza again. The Board has approved Cary to
order about 60 with no more than about 5 varieties. Cary asked if there were any
other suggestions to improve the Master’s Challenge. None stated, the Board
appreciates Cary’s work on this.
8. Kid’s Activities Committee – Brian Fees sent a text and states that he has items
for a Scenes ‘n Nature project for the kids event 2023.
9. Sponsor and Vendor Committee–Jacob Poerner chair reports that he will make
contact with vendors and others who may not attend but might be willing to
sponsor the TTAI.
10. Seminar/Mini Seminar Committee – no report.
11. Auction Committee –Jacob Poerner chair and Linda Poerner reports that the 2022
convention earned $2,000 on silent auction, $23,150 on live auction, including the
new bird hunt with net 1,493.50. Once item was designated and earned $2,350
dedicated to the Bob Wilkins Educational Scholarship. The TTAI clock which
had been used for the scholarship funds is no longer available. Lengthy discussion
about options. Suggested that a handmade knife would be a good item for this.
Motion by Marie Holdridge and the TTAI obtain a handmade knife or if one is
not available that the Auction Chair has discretion to pick an item to auction for
the Bob Wilkins scholarship. Second by Chad Miller. Motion carried.
12. Merchandise Sales Committee – Lengthy discussion about revenue and costs
associated with onsite T-shirt sales. Linda Poerner reports that T-shirt sales were
$3,908.00. Supplies were $1,767.95. Net profit $2,140. The Board agreed that
instead of onsite T-shirt sales it would be better to partner with a small business -
like a mom and pop shop - that would produce, sell online and ship them. The
TTAI would control design options. Chad Miller will research options and present
information at the Spring Board meeting. For 2023 all the old T-shirts and current
inventory should be sold off, any older items to be discounted. Marie reminded
the Board that Youth T-shirts should still be provided to our Kid’s Event
attendees. This is a safety measure.
13. Points Keeper/Awards Audit Committee – Marie reports overall things are going
well. Need to learn Access database or find someone in TTAI who knows it. Just
a few minor challenges now that TTAI files are stored on the cloud.
14. Awards Committee – James Poerner, chair reports that the awards looked good
this year. We caught up Provenzano awards. The TTAI received a nice letter from
Rick Salisbury regarding his Pioneer Award. All the buckles have been ordered.
Purchased extra ribbons due to upcoming price increases. James asked if anyone
was aware of new awards? There is a new Clint Rickey award for this year.
Awards such as Pro1 and other awards are per the sponsor’s criteria. James
reminded everyobe that any new awards require Board approval.
15. Photography Committee – Scott Burton, chair reports convention pictures from
Ken Edwards will be out late September. We are hopeful that Ken will be at the
2023 Convention.
16. Bylaws Committee – James Poerner, chair reports that we have one pending
Bylaw change on the agenda today. No others pending.
17. Ethics –Jimmy Fontenot, chair reports that the only thing he is aware of is one
person was blocked on the TTAI FaceBook site. They are not a member of the
TTAI.
18. Site Selection Committee – Ben Cromeens, chair - no update. Jimmy Fontenot
states that Abilene will have a convention center in a couple of years. Jerry
Huffaker will obtain schematics. We will review this as a future option.
19. TTAI Magazine –Scott Burton, chair reports that $10,000 worth of advertisements
have been sold for the TTAI Magazine. He is awaiting photographs from Ken. He
could also advertise T-shirts if we make a decision before the TTAI Magazine is
produced.
20. Advertising Committee – No additional report.
21. Communications Committee – Scott Burton, chair reports that the FaceBook
Workbench Wednesday continues to be well received. We also put information on
our website. Roy Holdridge stated that Scott is doing a great job. The Board
agrees.
22. Technology Committee – James Poerner, chair and Marie Holdridge –reports that
we are evaluating our computer status. We believe that we may be OK with the
newer ones purchased for Secretary, Treasurer, Power Point Presenter and
Merchandise Sales, which will be repurposed. The Board has previously approved
purchase of additional computers if needed.
23. Membership Committee – No report.
VIII. Old Business
a) TTAI Archives – Digitizing Historical Documents – Marie reports that she
has contacted a company in the Fort Worth area to find out the cost. Once this
is sorted out she will communicate with the Board. She will provide an update
at the next meeting.
b) TTAI Treasurer & CPA – Roy Holdridge and Katie Johnson, reports that
she is working on getting an accountant to work with her for TTAI finances
per the upcoming TTAI Bylaw change.
c) TTAI 2023 Convention – Food Trucks – The Board discussed the food
truck options that Wyatt had brought forward. The Board agrees that we are
not willing to pay a food truck group to provide food for the convention.
Although 2 trucks were invited only one showed up. The BBQ food truck
worked out well. We will contact them again for 2023.
d) TTAI Merchandise Sales – Going Forward. This was discussed during the
Committee reports.
e) TTAI Ribbon Costs and Competition Fees – James Poerner lead the
discussion about the current mount entry fee of $30. Beyond hiring judges and
paying their expenses, our ribbon costs have risen and are expected to
continue to increase. Current ribbon costs: Masters $18.85, Professional
$15.85, Amateur and Youth $6.45. Lengthy discussion about impact of
increased supply costs. Motion by James Poerner to increase entry fee to $45
per mount. Second by Cary Jackson. Motion carried. Motion by Cary Jackson
to increase registration fee to $75. Second by Chad Miller. Motion carried.
f) Proposed TTAI Bylaw Change: Second Reading – Marie provided a
handout with the proposed change for use of a CPA and Robert’s Rules of
Order – Simplified used for meetings. Member notification was sent timely.
Scott Burton made a motion to approve the TTAI Bylaw changes. Second by
Jimmy Fontenot. Unanimous approval by the Board.
g) TTAI Hall of Fame – James Poerner and Task Group (Chad Miller, Roy
Holdridge, Keeley Busbee-Smith, Jerry Huffaker and Jacob Poerner) will
work to determine criteria and process for this award. James reports that he
and Jerry have had some discussion. We need to consider the best place to
have this information. Thoughtful discussion. The Board agrees that the initial
inductees should be Charter Members and Richard Reeves (original member
001.)
h) TTAI Trailer – James Poerner and Task Group. James provided background
information about the trailer. It is heavy and difficult to pull. It is old and
outdated. A gooseneck with a triple axel would be the proper type of trailer.
These cost about $15,000 to $20,000. Lengthy discussion about options. One
idea is to obtain a Conex box and have it brought to the convention each year.
Another option would be to have it parked at a storage location in Killeen.
Options to be discussed at the next Board meeting. The TTAI trailer is
currently stored at Dr. Dan McBride’s place. It needs to be serviced and
probably needs new tires. James and Linda Poerner will get the trailer and get
needed service done. Dan does not need to continue to carry this
responsibility.
IX. New Business
i. Board Member Attendance: Jimmy Fontenot and the Board discussed the
TTAI Bylaws guidance about expected Board meeting attendance. If a Board
member misses 2 consecutive meetings, they are asked to voluntarily resign.
If not the Board is to take action. Jimmy Fontenot made a motion to have Roy
contact Board member meeting this criteria and ask for their resignation.
Second by James Poerner. Motion carried.
ii. 2022 TTAI Member Poll: Marie Holdridge reports that we had a fair
response to our most recent member poll. Poll results were read to the Board.
There are no changes in member preference for having the convention in a
central location with hotel within walking distance.
iii. Nominations for 2023 Open Positions: Marie reports that the nomination
process has begun for President, Secretary and 4 Board of Advisor positions.
The process is as follows. Any person nominated must be a member in good
standing and meet TTAI Bylaw requirements for President as outlined in the
handbook. All nominees who meet the above criteria are notified via email
(our database has receipt confirmation.) The nominee may choose to not
respond, decline or accept the nomination. Those qualified nominees who
accept are then included on the ballot.
iv. Convention Chair 2023: Jimmy Fontenot and the Board thoughtfully
discussed the 2022 convention and associated challenges. Motion by Jimmy
Fontenot to have Chad Miller serve as Convention Chair. Second by Ben
Cromeens. Unanimous approval.
v. Safari Club Grant Document: Jimmy Fontenot reports that there is money
to be had from various Safari clubs. Many chapters such as San Angelo, West
Texas and Lubbock have budgets of $2,500. Brush Country has already
obtained some money and are sending a $500 check. There is likely about
$8,000 or more from other SCI and DSC chapters. We need to update or
develop a mission statement that aligns and then pursue this. The Board
agrees. Task Group members – Jimmy Fontenot, Marie Holdridge, Scott
Burton, Katie Johnson and Courtney Shaheen.
vi. TTAI Mission Statement & Hunting (per SCI request): This topic goes
with the one above. Courtney Shaheen was working on drafting a new mission
statement. Jimmy states that it needs to reflect conservation minded things for
adults and especially for youth. The task group will work on all of this with
Courtney.
vii. Whitetail Competition Categories – Member Requested - Open Mouth
and Closed Mouth: Jimmy Fontenot reports that members have approached
him with a request that the TTAI offer a new open mouth category for
whitetail shoulder mounts. Our Handbook makes it clear that our role is to
educate, promote excellence and motivate people. Whitetail is our largest
competition category. Ben Cromeens stated that most other taxidermy
competitions have this for whitetail. Chad Miller states this should be used for
Masters and Professional divisions. James Poerner made a motion that the
TTAI split whitetail for Masters and Profession to open mouth versus closed
mouth categories on a 2 year trial basis. Second by Jimmy Fontenot. Motion
carried.
viii. TTAI Board Member Participation: Jimmy Fontenot and the Board
discussed the annual convention set up and take down. Although Board
members are asked to be there at 1 PM, many do not make it there on time. It
is a lot of work. Lengthy and thoughtful discussion. We need to hire
additional temporary help. If we have enough it should not take longer than 2
hours to set up and take down. Temporary help needs to be there early before
1 PM on Wednesday. We paid temporary help this year $18.00 per hour.
Jimmy Fontenot made a motion that the TTAI hire 8 temporary workers to set
up and take down. Second by Cary Jackson. Motion carried.
ix. TTAI Convention “Open” Board Meeting: Linda Poerner and Marie
Holdridge asked the Board to consider options for the “Open” Board meeting
just prior to the Masters Challenge. There have been ongoing issues with
noise and poor attendance. Lengthy and thoughtful discussion. Our members
poll response indicates that the Board meeting is important. We believe it is an
excellent opportunity to provide updates to members and solict their input. We
need to establish some control for noise from those who are in the room but
do not want to participate. The Board agrees that the Master’s Challenge set
up will not be done during this meeting. Those who are not participating in the
meeting and making noise will be asked to leave the room. Everything
including the supply room should be shut down.
x. 2022 Caterer Issues: Lengthy discussion about the caterer. For the last 2
years there have been concerns. This year several people did not get a steak
and food was delayed. Chad Miller will explore other options and bring them
forward at the Spring Board meeting.
.
X. Adjournment
Roy Holdridge after motion by James Poerner and second by Cary Jackson and
unanimous approval by the Board adjourned the meeting at 2:51 PM.
Minutes submitted by: Marie Holdridge, TTAI Secretary
Minutes approved by: Approved by TTAI Board 03102023
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