KCFA BOARD OF DIRECTORS (BOD) MEETING MINUTES
Wednesday, November 15, 2023, 3:30 PM by ZOOM
CALL TO ORDER and ROLL CALL
Mark Petersen in attendance as presiding officer. Erika Zemby in attendance as secretary. Meeting called to
order at 3:30 PM HST. Roll call below. Quorum present.
X Carolyn Witcover, Treas. X Clare Wilson X Colehour Bondera X Erika Zemby, Secy.
X Franck Carisey X Barbara Anderson E Johann Besserer E John Zulkowski
X Mark Petersen, Pres. U Shamira Linnett X Suzanne Shriner, V.P.
X=Present E=Excused U=Unexcused
GENERAL
• President Mark Petersen presented the consent agenda.
• Minutes from the October 18th meeting, presented. No corrections or amendments. Suzanne Shriner
moved and Franck Carisey seconded the motion to approve the minutes from October 18, 2023.
Motion carried.
• New membership applications approved. – We currently have 188 members. After last year’s
symposium, KCFA gained almost 30 new members (increase from 158 to 189). Membership has held
steady since February 2023.
• Committee Reports from previous month presented.
• Suzanne Shriner moved and Franck Carisey seconded the motion to accept the committee reports
prepared for the November 15th BOD meeting. Motion carried.
• Treasurer’s Report – Financials were not presented this month due to an issue with Square. We lost
money this month, but year to date we are still ahead and on budget. Preparing for another
inventory. A lot of merchandise was sold at the Kona Coffee Stroll and we want to reconcile
inventory on hand vs. what should be ordered. An order was placed for KCFA Burlap bags and we
received a quote for GrainPro bags. After more research is done will be make a decision if selling
GrainPro bags is worth the financial and time investment. KCFA’s D&O insurance was renewed.
PRESIDENT’S WELCOME & REPORT
Welcome by Mark Petersen.
Acknowledged that some board members are anxious about the strategic planning process being completed by
the annual meeting and indicated that with coffee harvesting and personal commitments, the committee is
having a hard time getting together. Some board members think the previous draft is too vague and there is
some concern that it is more of a summary document and not in a strategic planning format. Discussion to be
revisited after the board of directors receives the next draft. Board members would like additional items to be
addressed in the document including where KCFA stands on Kona typica vs. other varietals.
The Symposium is tentatively set for March 1, 2024 pending a HDOA specialty crops grant to fund the meeting.
KCFA will have a decision by November 20th. The committee has received a proposal from the Outrigger and are
also looking into the new event space at Kona Brewery but there is some concern that the space may not be
large enough. The Symposium Committee will visit the brewery and get back to the board to finalize the
location. The committee will also present the board with a budget for the meeting and will work on securing
sponsorships and begin outreach to members.
OLD BUSINESS
• Summary of Holualoa Coffee & Art Stroll – Great job Events and Social Committee! Franck said it was
a busy booth and indicated three volunteers was the magic number. Thanks to our members who
volunteered throughout the day. Merchandise sales were approximately $2,200 and we gained one
new member. We ran out of almost all merchandise. We are going to consider selling espresso cups
next year, because of many people asked for them and they sold very well at other tents. We sold
out of the Kona Coffee Fabric label shirts and since we have some extra fabric, Franck made a
motion (Colehour seconded it), to use the remaining material to make an additional five shirts
(which would use all the remaining material). Motion passed. Frank to contact seamstress and
coordinate. KCFA is presented as a Co-sponsor of the Stroll and we would like to take a more active
role going forward. Anita does a great job as our liaison, but we are not sure if we are providing the
support she needs. Considering it is our largest fundraiser, our history with the Stroll goes way back,
etc. we want to take a more proactive role and offer our Board and Member resources. Franck will
reach out to Anita to see how we can support her work. A suggestion was also made that in addition
to our booth where we sell merchandise, maybe we can have an educational area and present
different speakers every 15 minutes (with breaks in between). For example, KCFA can have 20 chairs
out and people can look at the schedule and stop by to learn more about coffee. KCFA should also
have a presence at more events during that week. We should be at every event if possible.
• Burlap and grain pro bags status – Burlap bags were ordered. The board is tabling the GrainPro
discussion to another meeting after we discuss a pricing strategy. More information was shared
above in the Treasurer’s report.
• Bylaws review – Article 3 was reviewed. The Bylaws Committee will incorporate the comments
shared by the board to present to KCFA membership at the annual meeting. Discussion included
limiting voting to two votes per farm or entity. Also discussed limiting the number of associate
members on the board. Previously it was none, but when the bylaws were amended last year, we
codified the practice that associate members could vote but could not hold an officer position. We
will revisit board composition when we get to that section of the bylaws. Committee will
incorporate the various language suggestions and bring it back to the board for a recommendation
to the entire membership.
NEW BUSINESS
• Guild Consulting Press Release – As a courtesy, the Guild shared their press release for the 51%
study. The board did not have any concerns.
• December meeting suspension. – Meeting suspended but committees encouraged to keep meeting
and working. Next committee reports will be for two months when they are presented in January. In
lieu of the meeting, we will have any necessary conversations and/or votes regarding the
symposium or other items by email. Suzanne made the motion to suspend December meeting and
Franck seconded the motion. Motion carried.
• Liability insurance for alcohol consumption at KCFA functions. – Liability of serving alcohol at KCFA
functions discussed. Risk is considered low, but some board members are not comfortable with any
risk that puts their personal assets at risk. Carolyn will look into various options. Tabled to another
meeting.
• Future Merchandise needs – Covered earlier in the meeting. See above.
• Symposium and Annual Meeting. Discussion about having the annual meeting separate from the
Symposium so members are not too tired from a day of meetings. Some members only attend the
annual meeting and not the Symposium. Conversation tabled to another meeting.
ADJOURN
Motion to Adjourn: Carolyn Witcover moved, and Erika Zemby seconded the motion to adjourn