2021 Annual Meeting Minutes Jason Pullis, Beth Keene, Jason Lloyd, Tom Harkenrider, Larry Hill, Dan Crowell, Anita Menzi, Katy Kemmermen, Patsy Gifford, Devin Kuhn, Jim Perrotti, George Merrill, Cathy Littlefield-Bush, Justine Kelsey, Steve Vanlieshout, Kelly Driver, Deb Quackenbush, Alan Danforth, David King, Curtis Nolan, Hal Lusk, Cam Davis, Marvin Luders, John Marshman, Michael McCaffery, Melissa Hart, Lynnette Wright, Dick Wright, Betsey Howland-Gerber. President Jason Lamb called the meeting to order at 11:05 am. on January 15, 2021. Pullis then thanked everyone for joining the annual meeting and asked Vice President Beth Keene to lead the group in the Pledge of Allegiance. Tom Harkenrider made a motion to dispense the secretary’s minutes of the previous meeting from November as they were published in the December issue of the New York Holstein News and accept them as written. Deb Quackenbush seconded this, motion passed. President Pullis then called on Tom Harkenrider to give the financial report for the association. Harkenrider started off by including John Marshman, NYHA financial chairman, stating that Marshman would be providing input and answering questions, if needed. On the profit and loss statements, senior income is down for the year and continues on a downward trend as it has been over the last couple years. Membership and cows are down. Harkenrider reported that by including cow numbers on the annual membership forms that the association hopes to not see such a significant loss on cow numbers next year. Harkenrider spoke to the importance of all of us going out and encouraging new members to join. He also mentioned that if you have any ideas on how to increase the membership to please let us know. Spring Show financials are showing no loss or gain as there was no Spring Show in 2020. Sale income is also down which is a result of not having a Spring Show sale; however, the Fall New York Breeder’s sale was able to generate some sale income. Harkenrider continued by reporting about the news income which is down as well due to a decrease in advertising. There is a gain in event sponsors as any sponsor that sponsored the Spring show was given the opportunity to either roll that sponsorship 24 - NYN February-March 2021
over to 2021 Spring Show or move it to Event sponsorship. Many chose to roll it over to Event sponsorship which is why you see a positive there. On the expense side of the report payroll is down which is the result of no longer having Mike McCaffery as editor. All other expenses were stable. Harkenrider moved on to the balance sheet and reported that the association applied for the PPP loan and was awarded $33,000 use towards salaries, rent, and other utility costs. Harkenrider noted the auditors will be assisting with the loan forgiveness application and it is likely the association will not have to pay the loan back. Alan Danforth asked if the association would be eligible for the second round of PPP and John Marshman answered saying that that loan will be more restrictive and it is not likely that the association will be eligible unless the financials show a significant loss in the year of 2020. Lynette Wright asked why the junior checking was showing a $28,000 decrease and John Marshman responded that it was because money was transferred from checking to the reserve funds since it was not making any money in the checking account. Alicia Lamb asked if there were plans to move any of the money from senior checking to the reserve fund to pay back the money that was taken from the reserve fund 2020 and 2019. John Marshman reported that the current surplus in the checking account is due to the timing of when membership dues come in and that this not an accurate reflection of the association’s overall financial situation. Harkenrider mentioned that the executive board is cognizant of the fact that we do need to pay back the reserve fund in the future but plan on how to formalize that will need to be discussed. Harkenrider thanked the association’s financial advisor Breanna Lundy for all that she does and noted that the accounts within Edward Jones have had a good year. Harkenrider then reported on the 2021 budget report. He reported that there is a reduction in salaries under personnel expenses and asked Pullis and Hanselman to speak more about that. Pullis reported that the executive committee has been very aware of the financial situation of the association for a few years now and are aware that changes needed to be made. The executive committee
decided to eliminate the office manager position, filled by Jennifer Ginzery, by March 1. Hanselman will take over the majority of the office manager’s duties with more oversight financially from the association’s treasurer. Pullis continued that this was not an easy decision for the executive committee but is confident that this is one that is needed for the association and its members. Hanselman reported that Stacie Sherman’s salary was increased as she will assume some additional responsibilities. Harkenrider continued with the budget, explaining that office maintenance is up a little from last year to allow for the association to explore electronic record storage options and internet/cloud storage options to improve the quality of work being done while working from home. The budget predicts a decrease in spending for rent, as the association will not be renewing their lease at the current location and will move into a smaller, less expensive space. Spring show expenses will remain the same but money will be budgeted for a 2021 State Show. Overall, the projected budget shows a positive of $1800, which puts the association in a better place financially than the previous two years. Harkenrider made a motion for the acceptance of his report and Anita Menzi seconded it, motion passed. Pullis thanked Harkenrider for reading the treasury report and for Marshman being available to the Association and for his continued guidance and support. Justine Kelsey presented the publications report. She started by thanking Ginny Wolfe for all of her time and efforts that she spent over the many years with the association as publications chair. Kelsey reviewed the financials, reporting that there were only two months in the year where the News was in the red and that overall, the News made more money this year than historically. The committee proposed only sending one News to every household as a way to cut costs for the next, which would be a savings of $2,700 a year. Kelsey provided a couple examples where advertisers had been found to cover the cost of certain content in the news and Kelsey continued by saying that this is something Melissa Hart and the executive committee will continue to do to offset some of the costs. Kelsey reported that the publications committee voted and agreed that for the next year all members who have provided the association with their
