Minutes for KSBA Executive Meeting on November 18, 2021

Kentucky State Beekeepers Association (KSBA)

Board Meeting Minutes
Thursday November 18, 2021

Kentucky State Beekeepers Association Executive Meeting November 18, 2021 Meeting NotesAttendance: 10 total (8 officers/directors)

The meeting was held via web teleconferencing and was recorded.

KSBA President Jessica Mayes called the meeting to order at 7:04 p.m. ET.

The minutes from the October 21, 2021 meeting and November 13, 2021 meeting were presented and approved. Motioned by Lisa Anglin and seconded by Mike Mabry. Motion passed.

501c5 to 501c3 Conversion

Jessica Mayes reported that given the approval at the last meeting, she will work with Tom Ballinger to get started on the conversion using BryteBridge Nonprofit Solutions. She reported that in her experience, it can take between 3 and 8 months to complete the transition. Ideally, this would be complete before spring in time for any upcoming grant opportunities.

Financial Update

Jessica gave a brief update on several financial topics. She is working with Jan Rafert (Treasurer until January 2022) to prepare a budget. She also reported that she is working on signatory approval for banking purposes for herself and R. Scott Moore. She offered the balances in the various KSBA accounts: General $18,637.12, CKHP $3,932.05, State Fair $7,782.34, State Apiarist $11,250.09. Dr. Tammy Horn Potter clarified that the State Apiarist fund is reserved for emergency purposes such as in the event of an American foulbrood outbreak and extra beyond this supplied by the Kentucky State University (KSU) can be used for education. Joe Taylor asked about recent financial issues KSU and Tammy explained that the pool of funds from which KSBA monies come from is not impacted and she is careful to ensure the funds are spent appropriately and to promote educational opportunities.

Jessica is looking at several additional grants for which KSBA may quality, especially those related to education.

Officer and Board Vacancies

There are several open positions for KSBA officer and board positions. The open positions are President-Elect, Vice President, Treasurer and Assistant to the Treasurer. The group agreed to think of possible candidates and consider diverse distribution from other parts of the state. The approach that may work best is to ask individuals personally to consider joining the board and filling some of the open positions.

CKHP Update

R. Scott Moore presented several updated Certified Kentucky Honey Program (CKHP) documents. He updated the paper version of the application form which will also be put on the website for electronic use. He also created a label order document as well as updated the CKHP guidelines to add label information.

A discussion ensued regarding the KSBA and CKHP applications and overlap and how best to administer membership. This included a discussion about how KSBA in July moved to anniversary date vs. calendar year which included a change to the bylaws that was approved by the membership. Streamlining and automating the administration of membership is especially important considering the commitments we made to increase membership for both KSBA and CKHP in our grant submissions. The discussion ended with the action that Rick LeMarr (Webmaster) will work with Scott (CKHP Manager) to determine if the system in place for KSBA can be reapplied to CKHP for consistency and efficiency gains.

Kentucky Farm Bureau Event

Scott gave a thorough report on preparations for the CKHP booth to be at the Thursday, December 2 Kentucky Farm Bureau event in Louisville. He reported that there are 11 producers signed up so far to provide honey and he has reapplied the good work done at the State Fair to organize this event. It has been a great deal of work and planning. Jessica offered to assist as well. Rick explained the use of MyFi vs. WiFi and that the MiFi will provide the connectivity we need with the KSBA owned Clover credit card processing unit which will be used for this event.

New/Open Business

Jan asked when the Associations were notified that they would no longer receive the $2 reimbursement from KSBA for membership dues. This was voted upon in the January 4, 2020, meeting. Tammy mentioned that it has been proposed in the past that KSBA have a Communications Officer, as well as a Conference Committee. The group discussed that in most non-profit organizations, it is an ongoing challenge to fill important roles such as these, in addition to officer and director positions. Rick indicated that all Association officers now receive the meeting invites, agenda and minutes which goes out 3 times and to approximately 70 people. He can tell these emails are being read due to the click throughs. However, it would appear club officers are not consistently communicating the relevant information to their local associations. Jessica proposed possibly some brief business updates either in BeeLines or as a separate summary email.

The meeting was adjourned at 8:41 p.m. (EST). Motioned by Theresa Martin. Seconded by Joe Taylor. Motion passed.