Kona Coffee Farmers Association
Meeting Minutes:
Special Board of Directors Meeting, 4:00 PM July 5, 2006
Location: CTAHR Conference Room, Kainaliu
Directors Present: Rick Funk, Sandra Scarr, Fred Housel, Mary Lou Moss,
Directors Absent: Joanie Rowe, Suzanne Shriner, Nancy Griffith
Bruce Corker provided award-winning Rancho Aloha coffee.
Barbara announced the new configurations of KCFA Seals. There are now rolls of 250 seals for $20, 500 seals for $30 and the original 1000 seal roll for $50.
Meeting Minutes of 6/21/2006 were reviewed and approved.
Treasurer's Report: Rick presented the Treasurer's report. Current balance is $563.23 in checking plus $125 in savings with no outstanding due bills.
Rick requested that all committee chairs submit projected budget income and expenses not already in the budget for the remainder of 2006 to him by the end of the week of July 10.
Strategic Planning Session: MaryLou will arrange for snacks and cold drinks for the sessions. All participants should bring a brown bag lunch for the Sunday session. Colehour raised the question of establishing the session rules prior to the meeting and ensuring everyone had a clear understanding of the rules. One concern, in particular is whether agreement will be established by consensus or majority. Rick will contact Carrie and express these concerns.
A motion was made and seconded to approve the $1200 budget for the Strategic Planning session. The Board voted to approve the motion.
Education: Colehour proposed having the Shipping seminar at the Post Office facility in late August or early September. This was accepted. Christine announced Ken was creating an educational display for KCFA events. Christine requested that any educational materials members would like to contribute be sent to her.
Promotions/Fundraising Committee: MaryLou asked for volunteers to help at the KCFA event at Lanihau Center. Sandra announced that sponsors had been found to provide member funding for the KCFA promotional items.
The sponsors are:
KCFA coffee-dyed tee-shirts , Sponsor: Charles Brown.
KCFA white women's tee-shirts, Sponsor: Sandra Scarr
KCFA caps, Sponsor: Mark Shultise.
KCFA visors, Sponsor: Kim Johnson.
KCFA tote bags, Sponsor: Bruce & Lisa Corker
KCFA coffee mugs, Sponsor: Grant Perkins.
KCFA bumper stickers, Sponsor: Fred & Barbara Housel.
Koa coffee scoops, Sponsor: Chuck & Mary Lou Moss
Barb will contact the Lanihau Center management to firm up the terms of the agreement for the event. The Fundraising Committee will generate the event plan and distribute it. Sandra has arranged for coffee-scented candles and coffee honey to be available for sale at the event.
The Board voted to defer KCFA membership in the Kona Kohala Chamber of Commerce at this time.
Grants: Sandra, MaryLou and Barbara will attend the Hawaii County workshop sponsored by the HTA on event planning on July 18.
Legislative Issues: Bruce announced that, this year being an election year, KCFA needs to plan for its campaign presence. Bruce requested that the Board approve $100 for development and postage for a KCFA candidate questionnaire.
The Board approved Bruce's request. Fred volunteered to assist Bruce with the collation and reporting of the candidate questionnaires. Bruce also made a budget request of $1,000 for 2007 travel and testimony during the 2007 Legislative session. The Board took this request into consideration and will plan for the expense.
Estates: Fred will contact Joanie upon her return to arrange a discussion on organizing a KCFA quality control program for all KCFA farmers.
Membership: The Board had a considerable discussion on the procedure for new member approval. The Board decided to implement a new policy in which the Membership Chair will announce all new member applications received since the previous Board meeting. New member applications will be approved if no one questions the application at the Board meeting announcement. If any application is questioned, the Membership Chair has the responsibility to request supporting information from the applicant and submit the information to the Board for approval.
A motion was made, seconded and approved to establish a new Board policy which states that Kona coffee growers who produce or sell Kona coffee blends containing less than 51% Kona coffee will not be accepted as KCFA members.
The Board reviewed the membership application from Kona Joe Coffee Co. and voted to not approve the membership application and refund the $25 membership fee. Fred will send a letter to Kona Joe expressing the Board's decision.
Public Relations: The KCFA membership certificate from Destination Kona Coast was received and Sandra will be the holder of the certificate. Christine requested the Board approve $800 for purchase of a trailer and construction of a coffee shack on the trailer for the Kona Coffee Cultural Festival parade. The Board approved Christine's request. MaryLou will seek a sponsor/s to cover the $800 cost for the trailer.
Mark offered two suggestions for KCFA promotions: 1. Approach coffee shops to conduct mini coffee tastings and advertising. 2. Producing small bags (2 oz) bags of Kona coffee to sell to outside groups choosing to offer their own fund-raising programs.
Sandra proposed having Café Press offer the KCFA logo on items on the Café Press website. Sales would produce income to KCFA without an investment on KCFA's part. The Board voted to approve Sandra's request.
Resource Committee: Fred announced that 21 Resource Surveys had been received and that he was working on the summary to present at the next Board meeting.
Website: Mark stated he would resolve the Authorize.net problem that night.
Rick requested that Board members utilize the Forums Mark has set up to express their concerns.
Board Meeting Schedule:
Date Time Meeting Type Location
------- -------- --------------------------------- -------------
7/19/06 4:00 PM Regular Board CTAHR Meeting Cancelled
7/22/06 1:00 PM Strategic Planning Meeting CTAHR
7/23/06 8:00 AM Strategic Planning Meeting CTAHR
8/2/06 4:00 PM Special Board meeting CTAHR
8/16/06 4:00 PM Regular Board CTAHR
Meeting adjourned 7:30 PM. Fred Housel KCFA Secretary
