KCFA BOD Meeting
June 19,2012
CTAHR Office, Kainaliu
Present were: C. Smith, C. Bondera, T. Butler, C. Wilson , L. Hannah, and B. Corker
Call to Order by Pres. Smith at 4:0O PM
Aloha Coffee furnished by Smith Farms.
A presentation was given by David Case of the HDOA Honolulu Meeting on June 14 regarding the anticipated passing of HB280.
A motion was made by B. Corker that a revised form, (for clarity) of this presentation letter be sent to all KCFA members for input and comments. Motion was seconded by C; Wilson. Motion was passed 5 to 1. Descent by T. Butler.
Review Minutes of May.2012- Motion to approve by C. Wilson and seconded by L. Hannah. Motion carried.
Treasurers Report- L.Hannah reported the bank balance. Treasurer C. Carrico was out of town.
Coffee next meeting to be supplied by Kanalani Ohana Farm.
Introduction of Guests
Chuck Ullan of Kailua-Kona
NEW BUSINESS
KCFA Budget vote for 2012-13 Budget as presented by Finance committee was approved unanimously at the earlier Finance Meeting.
There is to be a KCFA Coffee talk on CBB, Thursday, June 21, 2012 at the CTHAR office.
STANDING COMMITTEE REPORTS
Finance Committee Report June 19, 2012
Members: Christy Carrico, Louise Hanna, Mary Lou Moss, Cea Smith, Kurt Schweickhard
We held 3 meetings since our last Board Meeting. We examined the KCFA Accounting records for the fiscal year 2011-2012, including reposting the expenses by original invoice in order to verify account entries. We do not yet have the income figures for the month of June. Our work was focused on preparing for tax reports and preparation of the 2012-2013 Budget Document.
The budget that we are submitting is comprised directly from the input and dollar requests of the individual committee chairs. Estimations of future income are derived from 2011-2012’s actual deposits of income.
Based on our review of the records we have several recommendations for operating procedures to be followed starting immediately.
All income submitted for deposit by anyone is to be accompanied by a standardized Income/Expense voucher which will provide a breakdown of income by account source and any credit card slips or receipts issued to the payer. Example: ($180 in cash for banquet tickets # 101, 102,103,104; $11 check for mouse pad purchase receipts attached.)
All requests for payment of bills or reimbursements of expenses paid by an individual are to be accompanied by a standardized Income/Expense voucher and original receipts or bills for those expenses and the expense is to be explained. Example: (50 shirts @ 4.80 per shirt for merchandise sales total $240.)
Income/ Expense Vouchers to be submitted to the treasurer on a regularly scheduled basis, for instance, weekly, rather than randomly.
Bills and deposits to be maintained by treasurer in file folders labeled by account title.
Paid bills to be marked with check number and date of payment.
Books to be simplified with less account titles used. Example: Chamber of Commerce to be under administration rather than being its own class and account; credit card fees to be consolidated under bank fees.
Accounting records and procedures to be explained and passed on to any succeeding treasurer.
Budget process documents including emails and worksheets to be maintained so as to pass information on to future financial committees.
Finance Committee to remain active in reviewing records of accounts several times each year.
Inventory purchase and sale information to be entered directly into Quickbooks so that a running inventory and cost of goods sold can be maintained.
It has come to our attention that the membership year ends December 31st. And our financial year ends June 30th. And our officers are elected in February or March. It has been suggested that maybe these 3 new years should coincide. It would be easiest to switch everything to end June 30th. We have many members who are paid up till 2014. We could offer a year and ½ year membership in December 2012.The Annual meeting can be called by the President any time before the end of March. Just a suggestion for the board to consider in the future.
All of these recommendations are offered in order to facilitate ease, clarity, and accountability for the KCFA financial records. Respectfully Submitted Louise Hanna, Co-Chair Finance Committee
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Events Report
I will be calling a meeting when I return for the Expo committee. We need to start lining up vendors again and planning our workshop schedule. So, please start thinking of ideas and asking vendors that you do farming business with if they would like to participate! (if they already are not)
On the Social Front – We may have to do this tour again, we had to turn away quite a few people. 34 farmers & friends had a great tour of the Seahorse Farms & Kona Cold Lobsters on Tuesday, June 12. It was fun and very informative about the seahorses, their habitat and how special they are. Our tour guide is also the owner so she was very knowledgeable about the seahorses and encouraged questions. Well, one more item off my bucket list is getting to experience a seahorse wrapped around my fingers.
It was really fabulous to know that Kona Cold Storage offers fresh live Maine Lobster, crab, abalone, kampachi at very reasonable prices. They have a walk-in customer pricelist that is now hanging on our Fridge for future reference.
Our next social event: Don’t forget about the August 19 New Member Welcome at 2 Step!
Mary Lou Moss, Chair
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The Geographic Identity Committee monthly report as of June, 2012
Working during the past month to incorporate national and international information and experience into the Hawaii state legislation being drafted (via the Legislative committee) to ensure that Kona coffee is best protected through geographical protection and recognition written into a legal protection already supported by the Hawaii Democratic Party.
Newest efforts regarding above have included talking with representatives from Napa Valley Vintners (Napa Valley Wine) regarding their experiences to put down solid roots at a state government level (which is what they did via a State law first, which upon appeal was eventually taken to the US Supreme Court where the original ruling was upheld. The original California law states that a wine must contain 75% Napa to carry the Napa label on a bottle of wine m Napa label on a bottle of wine made from the fruit!
Efforts will continue at the state and National (as well as international) levels to ensure the protection of the Kona coffee name by all consumers to allow Kona coffee farmers to receive the value that Kona coffee deserves!
Colehour Bondera, Chair
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Legislative Committee Report—for June 19, 2012
HB280 (Repeal of Mandatory Inspection and Certification)—KCFA’s Online Petition asking the Governor to veto this bill was signed by more than 700 individuals. The last day for a gubernatorial veto is June 21. There has been no indication from the Governor’s office that there will be a veto.
HB283 ($196,000 for CBB Eradication & Tree Destruction)—In a surprising announcement on June 14 HDOA Chair Kokubun indicated that HDOA is requesting the Governor to veto HB283 and that HDOA will instead use $200,000 from its Barrel Tax funds for CBB control. Among other questions, this development raises questions of how HDOA is deciding to allocate the more than $3.3 million it annually receives from in Barrel Tax funds.
Governor’s West Hawaii Advisory Council—On May 21, KCFA Board Member Tom Butler presented a hard copy of the KCFA’s Online Petition asking for a veto of HB280 to the Advisory Council’s meeting. The Petition was sent by the Council to the Governor with the Council’s concurrence in the request. At the same meeting KCFA members Bob Smith and Wayne Tanaka requested the Council to ask the Governor to direct the HDOA to immediately send a full-time entomologist to Kona for the purpose of developing a science-based CBB mitigation program.
HDOA Green Coffee Rules—On June 15, Legislative Committee member David Case represented KCFA at a preliminary meeting at the HDOA offices in Honolulu to discuss amendments to Chapter 4-143, Hawaii Administrative Rules pertaining to green coffee.
Candidate Forums—The League of Women’s Voters has scheduled candidate forums for Tuesday, June 19 (State Representative Districts 5 & 6) and Tuesday, June 26 (State Senate Districts 3 & 4). Both events are 6-7:30 pm at the Hualalai Academy Auditorium. KCFA members--and Board Members in particular--are encouraged to attend and to submit coffee/agriculture related questions.
Bruce Corker, Chair
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Membership Report April 2012 Board Meeting Report of members who have renewed or joined KCFA May 15 - June 18, 2012
Name City Voting Associate Supporting business New / Renew
Roy Sendele Honaunau HI X N
Jason Stith Captain Cook X R
Monica Mua’e Harbor City, CA X N
Carolyn Corker-Free CA X N
Justin Udovch Kealakekua X R
Kally Goschke Captain Cook X N
Donna Lee Burnham Kealakekua X N
Totals 4 2 1
Current Members 239 51 31
TOTAL Members: 321
Be One Bring One campaign introduced through June News Letter Article.
This membership drive is very important to us both for our goals and our finances to meet those goals.
We have many members who are paid up till 2014. Therefore our anticipated income from membership dues are greatly reduced in 2012-2013 to $3,540, from $8,020 in 2011-2012, (this is assuming no new members join and all present members paid through 2012 keep current with their yearly dues.)
Louise Hanna, Membership Chair
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Pest and Disease:
Coffee Talk on CBB Review, Thursday, June 21, 2012. Survey put on site.
Bob Smith, Chair
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Public Relations Report for June Board Meeting
· Edited the June “Independent Voice” and distributed same to list of interested non-members
· Submitted media release about social event at the Seahorse Farm and Kona Cold Lobsters
· Met with Kona-Kohala Chamber of Commerce administrator and received information on the requirements for giving a C of C Pau Hana event.
Clare Wilson, Chair
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Grants/Education
On Thursday May 24th, Deputy Prosecutor Mitch Roth met with about two dozen KCFA members to talk about agricultural theft. It was a lively meeting with many questions and comments.
On June 7th CTAHR held an all day seminar on risk management in coffee growing at the King Kamehameha Hotel
On June 21st, there will be a CBB talk-story meeting held from 3:30-5PM at the CTAHR office in Kainaliu.
Paul Uster, Chair
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Website Committee Report
Two Classifieds this week, both looking for 100 pounds of certified green coffee. Emails sent out. CBB Survey available on site as requested by Pest and Disease Committee, in order to gather data.
C. Smith, Chair
Committee Report comments:
L. Hannah reports 321 KCFA members and reminds that the Membership Campaign, “Be One, Bring One” has begun. The member that brings in the most new members will win a free ticket to next years Banquet.
C. Bondera: The Finance Reports states that there are 3 opposing year end dates. He recommends this be investigated for change.
P. Trygstad: Recommended annual election of new board members be changed to Banquet night.
B. Corker: There are to be two government candidate forums in a weeks time and recommends board and KCFA members attend to ask about candidate local agricultural views.
C. Wilson: Clare inquired about Chamber of Commerce Pau Hana Events. She will come back to next months meeting with more information.
