August 24, 2020 BOARD MEETING MINUTES
KCFA Board of Directors Meeting, Conference Call Meeting Because of Coronavirus
IN ATTENDANCE: Board Members: Barbara Anderson, Colehour Bondera, Bruce Corker, Chet Gardiner, John Koontz, Jim Monk, Sandra Scarr, Cea Smith, John Zulkowski.
Call to Order: 2:31 pm
GENERAL
Consent Agenda:
Minutes, July 20 meeting: M/S/C for approval.
Committee Reports: M/S/C for acceptance
Treasurer’s Report: Jim reviewed the P&L report for July, the Profit and Loss YTD report, and a revised inventory evaluation. He reported that new information had reduced an apparent inventory loss reported last month. Jim and John Zulkowski are working to determine an accurate inventory valuation of our merchandise.
Approval of Membership Applications: No questions were raised as to the new membership applications reported by the Membership Chair. The applications were approved.
OLD BUSINESS
Worker Quarantine: There was discussion of rules applicable to agricultural workers under quarantine. Cea noted that a KCFA email has been sent to members with information on those rules.
Merchandise Management (sales and fulfillment) Update: John Zulkowski led a discussion of inventory management, advertising of KCFA merchandise (hats, T-shirts, mugs, grainpro and burlap bags, and KCFA seals, and more), suggested website changes to encourage sales, and procedures for mailing and delivering orders. Merchandise sales are recognized as an important source of KCFA revenue that need to be promoted during the coronavirus slowdown.
Legislative Committee: Bruce encouraged everyone to send ideas and suggestions to the Committee as it begins planning for the 2021 Legislative Session.
Reciprocal KCFA/Holualoa Village Association Memberships: Bruce reported that KCFA has become a member of the Holualoa Village Association and the HVA has become a supporting business member of the KCFA. KCFA and HVA have for a number of years been co-presenters of the Annual Holualoa Village Coffee and Art Stroll. When tourism reopens, Holualoa galleries and shops will be encouraged to direct visitors interested in coffee farm tours to the KCFA website. KCFA members will be encouraged to recommend excursions to Holualoa galleries and shops to visitors and friends.
Events & Social Committee--EXPO Update: Chet advised that the period for expending the HDOA grant funds for EXPO expenses has been extended through June of next year because of the coronavirus. The Committee is considering scheduling the EXPO for the spring of 2021--but because of coronavirus uncertainties the planning will include preparations for a possible “actual” or a possible “virtual” event.
Green Coffee Program Update: Chet reported on the program to use the HDOA’s $2,000 grant to the KCFA for supporting coffee farmers during the coronavirus economic downturn by purchasing green coffee to be marketed under the KCFA label. M/S/C to authorized Chet to submit an article in the “Independent Voice” offering a purchase price of $20/pound for 10 pound lots from members.
NEW BUSINESS
Cupping Competition: Barbara will be initiating a continuing online discussion of a KCFA-sponsored cupping competition for Kona Typica heritage profile coffees. Chet is interested in incorporating the competition as part of EXPO.
Meeting adjourned: 4:00 pm
--Submitted by Bruce Corker, Secretary
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Treasurers’ Report
Attached is the P&L for July and the beginning of FY 2021 as well as a balance sheet. Also attached is a revised inventory evaluation.
July was a quiet month. However, we had five folks renew their memberships and one person join with a life membership which added $750 to our month’s revenue. Our merchandise sales were low. We booked the first payment from the State of our grant for the Expo, which has now been postponed until next year.
Our expenses were very normal. We paid for six months of Director and Officer Liability Insurance, we paid our annual rental for the post office box, we continue to rent the storage facility and we had work done on the website.
Even without the grant money, we would have had a positive month and the grant just made it that much better. For the month we took in $3,365 more than we spent! A great start to the new fiscal year of 2021.
In our last meeting I reported on what appeared to be a substantial loss in inventory valuation of our merchandise. After careful review, that situation has improved. I did not count the Grain Pro bags correctly the first time and we booked an invoice for coffee mugs incorrectly. The result of these corrections was to change the inventory shrinkage from $1,900 to less than $700. Not real good, but better.
Our balance sheet looks good. We start the new fiscal year with almost $45,000 of assets and owing virtually nothing, except for the GE tax. We still have a program for which we received $2,000 from the State to help our farmers that has not moved forward. I consider the money as a possible liability that we may have to pay back if nothing is done with it.
We are now into Fiscal Year 2021. Our budget is in place and we will see the results of the year with all the changes being wrought by the pandemic.
Treasurer documents
Please see three files, attached at end of Reports…
Membership Committee
Counts:
Active Voting Members 167 – Down 2
Associate Members 25 – Up 1
Supporting Business Members 16 – Up 2
Total Membership: 208 – Up 1
New Members
Voting:
Louis Putzel (Lifetime $750)
Associate:
Ohia Robinson – Fremont, CA
Business:
Holualoa Village Ohana - Holualoa, HI
Nicole Santiago – Kailua-Kona
Renewals
Voting:
Patrick Maier, Sharlene Gee, alvadore Villicana (2 yrs), Peter Van Dyke, Darrell Lehmann
Reported as Expired:
Barry Shear, Patricia Wall
Legislative Committee
The Committee will be planning for the 2021 Legislative Session. Please send ideas and suggestions to the committee members: Bruce Corker, Sandra Scarr, Jim Monk, Deniz Tek, and Susan Dursin. The Committee will be sending candidate questionnaires to the finalists in the Hawaii County Mayor's election.
Events & Social Committee
Excellent suggestions from committee member Barbara Anderson regarding components for a virtual Expo.
We have received confirmation from the HDOA extending the grant period through June 30 of 2021.
I have contacted Aesha via phone about doing a "virtual" Expo -- she's waiting on us to drive that effort.
Communications Committee
Sent out Member emails: KCFA 2020 Candidate Questionnaires, Solicit for Newsletter Articles, Seeds from China-Caution, August 2020 "The Independent Voice", and Farm Workers and Hosts Quarantine Reminders. Posted same to Face Book, as well as Importance of doing Census.
Helped with forgotten username/passwords.
Per Chet, removed username/password from Renewing members emails .
Education Committee
The Education committee has nothing to report.
Protection Committee
Following last meeting's cupping competition discussion, I sent an email to continue the discussion (via email). Thank you to all who submitted your thoughtful comments. The discussion thread led to a consensus that participating in the KCCF cupping competition was not recommended and instead that we explore a KCFA "owned" competition. NOTE: The KCCF was cancelled and tentatively scheduled to resume in Nov 2021. Suzanne volunteered to join a steering committee and suggested that the competition be held in spring so as not to coincide with harvest time.
Please add this topic to the agenda at the August Board meeting to vote on the way forward.
If a KCFA cupping competition is desired:
- set up a committee to handle logistics, funding, marketing, locating judges and graders,etc.
- Identify KCFA members with cupping or other related "Kona Typica" experience interested in serving on the committee
- Other considerations?
Promotion Committee
Nothing to report.
