Monthly Profit and Loss Report P&L Sep 2018 & YTD Comparison 101418
Kona Coffee Farmers Association
Board of Directors meeting
KCFA BOARD OF DIRECTORS MEETING—Monday, September 17, 2018
UH CTAHR Conference Room, Kainaliu
The Kona Coffee Farmers Association’s mission is to promote and protect Kona farmers’ economic interests in 100% Kona coffee, to protect the Kona coffee heritage, and to seek greater legal protection of the Kona coffee name.
CALL TO ORDER— 3:00 pm
Suzanne Shriner, president
Colehour Bondera x
Chris Coleman x
Bruce Corker x
Kay Dixon x
Chet Gardiner x
Jim Monk x
Armando Rodrequiz x
Cecelia Smith
Sandra Scarr x
Suzanne Shriner x
Karen Zulkowski x
GENERAL
Consent Agenda – (5 min)
Approval of August Minutes
Approval of Membership Applications
Acceptance of Committee Reports
Motion to approve with membership numbers added in Karen second Jim
Motion passed.
Treasurer’s Report – Jim (5 min)
Tax forms filled with state. Jim has been working to reconcile the funds from Made in Hawaii show. Jim will pay farmers involved in the show.
Jim redid the budget and sent the revised version out. The budget was voted on in August, but minutes do not reflect the vote. Jim motion to approve budget. Second Karen.
Bruce has question about if committee has approved budget they may spend Does the committee have to bring it back. Is disagreement on whether or not this should be brought back to the board. Motion passed.
NEW BUSINESS
October Social Event (10 Minutes) – Kay
Sunday Oct 28 harvest dinner from 2:30 to 5. Motion to go ahead with the event Kay and second Jim. Motion passed.
Travel Policy (10 Minutes) – Suzanne/Jim Question about per diem rates. Discussion that it is easier to ask people to use reasonable dining establishments. Bruce asks that guidelines be sent from state and federal levels. Bruce offered to read this and try to do some editing, so it is shorter. He will work with Jim. Board members feel they need more time to read it and vote next month.
Holualoa Coffee and Art Stroll (5 Minutes) – Karen
Date is November 3. Will need volunteers. Karen will be ordering new T-shirts and hats. Suggestions for design welcomed.
Moisture meter calibration Friday September 28 at 10 an at CTHR. Karen and Chet will help.
Issues with cherry Had people causing issues with cherry sales with stealing and fraudulent sales. The thieves threatened her workers.
OLD BUSINESS
Executive Session – Legislative Issues (15 Minutes) – Suzanne
Discussion
Coffee October Cea
Adjourned 4:35
Committee Reports
Treasurer’s Report
Attached is my financial report for August, 2018, which is accompanied by two files which show our Balance Sheet as of 8/31/18 and our P&L for August and the year to date. My report is also reproduced below.
Two separate financial reports are a part of this report: a balance sheet for our Association as of 8/31/18, and a profit and loss statement for the month of August with a fiscal year-to-date for fiscal 2019, which is coming along.
We have not approved a budget for Fiscal 2019, so that will be an important motion at our meeting which will complete the discussion we had at the August meeting.
We received $345 for Membership dues in August! Our merchandise sales in August were over $1,300, which includes the KCFA portion of the sales at the Made in Hawaii event in Honolulu on August 17 – 19th. Recall that 80% of the sales of an individual farm’s coffee went to that farm with 20% retained by KCFA.
Your Association absorbed a loss of over $550 between the sales that were reported and the cash we received in hand after the Made in Hawaii event. It is clear we need a better control system where cash transactions are concerned. I will discuss the numbers in more detail at our meeting.
Our expenses in July were reasonable, covering the costs of travel for the Slow Food Expo as well as the Candidate’s Forum which was sponsored by your KCFA. At the instant, no expenses have been paid for the Made in Hawaii event.
The bottom line of these items means August did better than July by showing a small profit, but our year to date bottom line is still negative.
Our balance sheet looks good with sufficient funds available to pay our bills and look to funding future events. You will note our checking account at HCFCU has a fairly large balance. Your Treasurer is still trying to move money from our checking account to the Vanguard account as you approved, but the paperwork is horrendous and taking time. It will happen, however.
Slow Food Nation Report
Slow Food Nations Festival, Denver, CO • July 13-16, 2018 • “Activity Report”
Twelve KCFA member farms donated coffee to be sold under the KCFA label at the festival in Denver. Thanks to:
— Buddha’s Cup
— Kanalani Ohana Farm
— Sugai Products
— Malawi Farm
— Kenai Koffee
— Rancho Aloha
— Kona Tropical Farms
— Casablanca Farms LLC
— Keola Childs’
— Malaria Hydroponic Farms
— Monks’ Delight Kona Coffee
— Aloha Alaska Farm
Colehour and Kay received the shipped coffee at the home of a friend of Kay, and prepared it for presentation. Colehour and Kay rented the required coffee brewing equipment for sampling, and then brought everything to the site storage location, on July 12 and 13. Final receipt of the sample cups also happened while we were organizing, so that was critical!
Kay and Colehour were also able to participate in a Taste Marketplace booth presentation/gathering on July 13 where we heard from broad Slow Food and food direct speakers and met others who would also be vending. This included event organizers and one contact made that is important for KCFA is with Ron Tanner, a vice president of Specialty Food Association who hold annual Fancy Food Shows in New York and San Francisco and are willing to talk about how American Origin Products Association members, such as KCFA could be connecting with national marketing opportunities.
Set up began early by Kay and Colehour on the 14th with glitches in brewing because of electric connections having time to be dealt with in order to have coffee samples ready at start of event (10:00am). Karen joined us and helped relieve the building stress so that customers were well greeted. Ana Webb also was able to provide hours of help during the first day, and therefore we were all better balanced.
On the 15th, Karens’ husband, John was also able to be there, which again meant that there was less stress and we each could take some breaks (not many though!) Significant issue started the middle of the 15th with rain resulting in the outside event (even though we all had roofs, it was with wind so made some displays complicated), which meant that less people wanted to attend and make purchases. Since we were still brewing and serving samples of coffee, people would come to our booth through the rain, though those hours were much less than they would have been with no rain.
We were able to pack up and get stuff loaded in a break in the rain, and on the 16th, Karen and John returned the rented equipment to the rental company. They also brought the remaining unsold coffee back as luggage.
Total attendees at the festival were at minimum 20,000, so this is a large enough outreach and PR event for KCFA! We did not separate the sales by day, however the numbers were a total of $1,500 including both cash and credit card options. Expenses totaled about $5,000 to be at the event. {note that these sales and expense rough estimates for which this remains a draft at this time)
Legislative Committee Report
Candidate Questionnaires have been sent to the two remaining candidates for the County Council District 7 position in the November 6 general election--Rebecca Shute Villegas and Cindy Drysdale--with a requested response date of October 26. With modifications for the County Council position the questions address same issues as presented to State candidates in July--51% for blends; required disclosure on ready-to-drink coffee labels; video conferencing for Neighbor Island residents for Legislative hearings.
Membership:
Counts:
Active Voting Members 198 – Up 4
Associate Members 25 – Same
Supporting Business Members 22 – Same
Total Membership: 245 – Up 4!
New Members
Voting:
Gunnar Hillert – Alysa Freeman ($45) – Hillart Kona Coffee – Holualoa
Christopher Yim – Yamagata Farms, Honolulu
Renewals
Voting:
Motter Snell, Julia Smith-Kibby, Frank Fleecs, James Ameika, Ernest Simien, Armando & Karina Rodriquez (1 vote), Terry Fitzgerald
Reported as Expired:
Su Nguyen
