Board of Director's Meeting Minutes - September 21, 2002
(Approved & Official)
Saturday, September 21st, 2002 - 9:00 a.m. MST
Teleconference Call
______________________________________________________________

Directors present - President Rob Smith; Director At-Large (DA-L) David Scott; Secretary Irene Morgan; Directors Tracy Gardner, Roger Pannabecker, Tova Place (departed: 9:22 a.m.);
Director Brian Braun (joined: 9:22 a.m.);
Vice President (VP) Shawn Davidson (joined: 10:20 a.m.).

Directors absent - Director Lorna Nielsen.

Call to Order and Identification of Directors
President Smith called the meeting to order at 9:03 a.m., recognizing six (6) Directors.

Appointment of Recording Secretary
Motion: I move that Canadian Pinzgauer Association Board of Directors Secretary Irene Morgan be declared Recording Secretary for this Directors Meeting; by Director Pannabecker, seconded by DA-L Scott. President Smith declared the motion carried by a vote of 5 for, 0 against and 0 abstained.

Approval of the Agenda
President Smith indicated that specific action is required under Review of 2002 CPA Annual Meeting in Guelph, Ontario in Business Arising from the Minutes with respect to Financial considerations. A motion is required to pay outstanding CPA expenses in relation to this activity. Secondly, he indicated that since the Minutes are not complete, consideration of Minutes from the Saturday, June 8th, 2002 Annual General Meeting will not occur under Adoption of Minutes. Finally, Director Roger Pannabecker requested to add Provincial Membership Levy under New Business.
Motion: I move the Agenda be accepted as amended; by Director Pannabecker, seconded by DA-L Scott. President Smith declared the motion carried by a vote of 5 for, 0 against and 0 abstained.

Adoption of Minutes
Minutes of the Saturday, March 23rd, 2002 Teleconference Directors Meeting prepared by Secretary Morgan have been distributed by mail or e-mail to each Director.
Motion: I move the minutes of the Canadian Pinzgauer Association Board of Directors Meeting held on Saturday, March 23rd, 2002 be adopted as distributed; by DA-L Scott, seconded by Director Gardner. President Smith declared the motion carried by a vote of 5 for, 0 against, and 0 abstained.

Minutes of the Saturday, June 8th, 2002 Directors Meeting prepared by Acting Secretary Tracy Gardner have been distributed in person or by e-mail or fax to each Director with the exception of Director Pannabecker. For the benefit of Director Pannabecker, President Smith read them as well.
Motion: I move the minutes of the Canadian Pinzgauer Association Board of Directors Meeting held on Saturday, June 8th, 2002 be adopted as distributed and read; by DA-L Scott, seconded by Director Gardner. President Smith declared the motion carried by a vote of 5 for, 0 against, and 0 abstained.

Business Arising from the Minutes
Review of 2002 Canadian Pinzgauer Association Annual General Meeting in Ontario;
Financial considerations;
Outstanding expense for the Annual General Meeting is as follows: Deli lunch ($11.95/person for 25 people) - $298.75 + Coffee - $20.00 + Room rental - $225.00 + Banquet service charge - $47.81 + GST - $41.41 + PST - $25.50 = $658.47;
DA-L Scott reported that, with this payment, the Ontario Pinzgauer Breeders Association (OPBA) have "broke even" on the tour. There remain three CPA members (Leo Babic, Horst Dieter-Bueck, Neil Peacock) that have not paid their fee for attending the CPA Annual General Meeting. President Smith determined General Consensus of the Board is that the OPBA continue to invoice these three (3) members, and, in the event that payment is not made, the CPA may revisit the issue.
Motion: I move payment of expenses associated with the 2002 Annual General Meeting of the Canadian Pinzgauer Association in the amount of six hundred, fifty eight dollars and forty seven cents ($658.47) supported by an invoice from the Ramada Hotel and Conference Centre located in Guelph, Ontario; by Director Gardner, seconded by Director Pannabecker. President Smith declared the motion carried by a vote of 5 for, 0 against and 0 abstained.

Ontario members felt the tour and fellowship was most beneficial; they only wish there had been more participation. President Smith determined General Consensus of the Board is that the AGM only be held in locations where there are existing CPA members, and that the rotation be two to three (2-3) years in Alberta and one (1) year in Ontario, depending on membership demographics.

Status of Canadian Livestock Records Corporation activity;
President Smith indicated that there are twice as many registrations to date in 2002 as in the similar time period in 2001. He reminded the Board that registrations did not commence in 2001 until July, but the backlog was cleared by this time last year;
President Smith provided information regarding the following:
  * a simplified process for Fullblood and Purebred Bull registration requiring only one form;
  * the CPA By-laws are now available on-line in a read-only and print .pdf format;
  * Year to Date statistics;
DA-L Scott expressed his concern about billing information and the complex manner in which CLRC bills for satisfaction of completed work orders. President Smith will suggest a simpler system to CLRC for their reference.

President Smith recognized arrival to the meeting of Director Braun, and departure from the meeting of Director Place, at 9:22 a.m.

CPA office/materials/information transfer and fixed assets transfer/liquidation;
Director Braun successfully achieved this task last month;
President Smith indicated that the outstanding issue of the Official Minutes Books having still not been forwarded to CPA office may be close to resolution since Director Place has indicated her desire to forward this information to him;
Motion: I move that President Rob Smith have the authority to create an inventory list of disposable assets of the Canadian Pinzgauer Association and distribute this list to the Association membership in an effort to receive tenders from members on the assets. Members will have the opportunity to place bids on the items and forward these bids in confidence to Executive Secretary Cathy Gallivan. All bids must be submitted prior to November 15th, 2002. Executive Secretary Gallivan will make winning bidders aware of their purchase shortly thereafter. Storage will be provided free of charge by President Smith until July, 2003; by DA-L Scott, seconded by Director Pannabecker. President Smith declared the motion carried by a vote of 5 for, 0 against, and 0 abstained.

Blood typing/DNA geno-typing update;
Analysis of genetic work request demographics for the past year indicate that CPA members are using DNA more frequently now than blood typing. President Smith informed the Board that Bova-Can commenced a new fee in April, 2002 that charges for performing DNA testing on samples located in their "blood bank"; prior to then, this was performed free of charge;
President Smith continued that most semen sires now have DNA genotypes, excepting Lord PBL 50F. If anyone knows of any existing semen on this bull, please let him know.

Date and location of 2003 Annual General Meeting;
Motion: I move the 2003 Annual General Meeting of the Canadian Pinzgauer Association be held in Calgary, Alberta on Thursday, July 11th, 2003. The specific time of the meeting, either the late afternoon or evening, will be at the discretion of the World Congress Committee; by Director Pannabecker, seconded by DA-L Scott. President Smith declared the motion carried by a vote of 5 for, 0 against, and 0 abstained.

New Business
2003 International Pinzgauer Cattle Breeders Association World Congress;
Members of the Board reviewed the Congress itinerary, and indicated their satisfaction;
President Smith indicated that there is approximately twenty two thousand, five hundred dollars ($22,500) in the Congress account. He reiterated his desire to see some of this money used to offset long distance livestock transportation costs for CPA members showing cattle in the Congress show(s);
He further suggested that his hope that the Alberta Pinzgauer Association will choose to hold their Alberta Rose Classic sale in conjunction with the Congress. The typical commission paid by consignors to this sale is six percent (6%);

The Congress Committee should distribute show information to members across Canada so that plans can be made soon regarding attendance and participation. Calgary Stampede entry fees are forty dollars ($40);
Director Pannabecker suggested that the Congress Committee incorporate a "drop-in" rate to their registration package, for those that want to participate casually. This concept led President Smith to determine the General Consensus that the CPA Board proposes to the Congress Committee that they also determine a Package rate, reflecting the three components of the tour (Calgary, Banff/Jasper, Olds) as well as a daily rate. He will communicate this proposal to his fellow Congress Committee members.

Provincial Membership Levy;
Director Pannabecker indicated his interest in renewing discussion on the proposal brought forth to the CPA Board in 2001 by the OPBA. He believes that each CPA member should have concurrent membership in their provincial association. This would result in the CPA charging an additional twenty-five dollars ($25) for membership and forwarding this increased amount to the provincial association. In the event that a provincial association does not exist where the member lives, options include having that member allocate the levy themself or direct the levy to the Promotion Committee budget. Director Pannabecker and DA-L Scott will study reaction to this proposal within the OPBA, and will report back at the next Board meeting.

President Rob Smith recognized arrival to the meeting of VP Davidson at 10:20 a.m.

Committee Activity Reports
Selection of new committee members
Board members indicated what committees they chose to participate on for the 2002/03 year. The lists are reflected below:

Finance Committee - Responsible: Shawn Davidson, Irene Morgan, Rob Smith
President Smith provided the Income Statement for the Year to Date. Although this report shows a slight loss on the year, this is actually misleading since the vast majority of registrations are made in the latter part of the third quarter and fourth quarter of any given year. From a budget perspective, President Smith indicates the CPA is either on or below the approved budget, so spending is controlled and revenue is as expected.
Motion: I move to accept the Financial Report as presented by President Smith; by Director Gardner, seconded by DA-L Scott. President Smith declared the motion carried by a vote of 6 for, 0 against, and 0 abstained.

Promotion Committee - Responsible: Brian Braun, Shawn Davidson; Tracy Gardner; David Scott
VP Davidson proposed the advertising scheme attached to and forming part of these Minutes. He further reported his belief that former Board member Neil Peacock is willing to produce one more edition of Purely Pinzgauer before turning responsibility for this publication over to someone else. This was VP Davidson's information approximately two months ago. He will verify this information with Member Peacock.
Motion: I move to accept the advertising proposal as presented by VP Davidson; by VP Davidson, seconded by Director Gardner. President Smith declared the motion carried by a vote of 6 for, 0 against, and 0 abstained.

Pinzgauer are schedule to have a show for the first time since 1986 at Canadian Western Agribition on Wednesday, November 27th, 2002 at 3:00 p.m. MST. Deadline for entries is October 1st, 2002. There did not appear to be much commitment from Board members for participation in this show, and President Smith and VP Davidson indicated what a positive advancement for the breed having a show in Regina would be for 2003, if not 2002.

President Smith indicated that the website would be on-line within one or two weeks.

Breed Improvement Committee - Responsible: Shawn Davidson, Tracy Gardner, Neil Peacock (SD to determine), Tova Place (RS to determine) - Pfizer Gold Program Report below.
The Feedlot program was accepted at the Annual General Meeting.
Motion: I move to affix a soon-to-be-determined logo on CCIA tags used by CPA members and recorded with the Association; by VP Davidson, seconded by Director Gardner. President Smith declared the motion carried by a vote of 6 for, 0 against, and 0 abstained.

Membership Committee - Responsible: Jason Anderson, Roger Pannabecker
No report was received from this committee;
President Smith reminded the Board that the revised Fee Schedule was accepted by the membership at the 2002 AGM for implementation on January 1st, 2003. This means that, effective immediately, Lifetime Memberships have ceased to be sold.

Junior Member Committee - Responsible: Tracy Gardner, Tova Place
No report was received from this committee;
The Board suggested that next year's Congress activities may provide a "spring board" for future Junior activities;
Director Braun suggested the Board recommend an "Adopt-A-Junior" campaign during next year's Congress so that Junior-age members from outside of Canada can compete in the Junior section of the show at Calgary Stampede.

Next Meeting - Directors Meeting: Saturday, December 28th, 2002 at 9:00 a.m. MST by teleconference.

Adjournment - Director Pannabecker moved to adjourn the meeting at 11:12 a.m. MST.

Promotion Committee Report
Submitted by Vice President Shawn Davidson

As the promotion committee, myself and Brian recommend the following advertising initiatives. I have not seen financial information so cannot co-relate this to budget constraints at this time. This will have to be discussed at the meeting.

In discussion with a few other breeders it is generally felt that advertising in the Canadian Cattleman is the best bang for our buck. Ad rates for the Cattleman are as follows:

1-5 issue rate - Black and White
Full Page - 1424.45
Half Page - 765.15
1/3 Page - 510.10
¼ Page - 382.60
1/6 Page - 255.05
Column Inch - 103.00

1-5 issue rate - Black and 1 Colour
Full Page - 1758.45
Half Page - 1099.15
1/3 Page - 844.10
¼ Page - 716.60
Smaller Ads not available in colour

6-12 issue rate - Black and White
Full Page - 1353.90
Half Page - 723.25
1/3 Page - 482.20
¼ Page - 361.65
1/6 Page - 241.10
Column Inch - 98.00

6-12 issue rate - Black and 1 Colour
Full Page - 1670.90
Half Page - 1040.25
1/3 Page - 799.20
¼ Page - 678.65
Smaller Ads not available in colour

13 issue rate - Black and White
Full Page - 1283.30
Half Page - 685.75
1/3 Page - 457.20
¼ Page - 342.90
1/6 Page - 228.60
Column Inch - 93.00

13 issue rate - Black and 1 Colour
Full Page - 1582.30
Half Page - 984.75
1/3 Page - 756.20
¼ Page - 641.90

We propose the following:
That the Canadian Pinzgauer Association solicit co-operative advertising with our breeders for 4 - ¼ page black and white ads over the next year. These ads would be placed in the Calving Special - January 20 (large size, expanded circulation), April 7 issue (bull season), Feedlot Special - October 20 (also large size, expanded circulation), and one other. Publication dates for Cattleman are as follows:
January 6, January 20, February 10, March 10, April 7, May 12, June 9, August 3, September 8, October 6, October 20, November 3, December 8.

If we advertise in every issue we get the lowest rate, regardless of add size. So the cost of these 4 ads would be $1371.60, if we could get 8 breeders to co-operate with the advertising at $150.00 each, cost to the association would be minimal at $171.60.

To further this proposal, we propose that the association run a column inch size ad with association information in the remaining 9 issues of Cattleman. This would be at a cost to the association of $93.00 per issue for a total of $837.00.

Western Producer
We feel that a simple classified ad in the Western Producer will also be of very good value. This can be a very simple ad, for example "Pinzgauer - The Practical Breed. For information contact the Canadian Pinzgauer Association 1-866-PINZGAR". This would be a 10 word ad, but the real advantage is that the heading PINZGAUER would show up in the cattle classifieds every week. I think this will help raise our profile (repetition is a good thing). Ad rates in the Western Producer are $0.70 per word, so $7.00 per week for this add. Also if we commit to 52 weeks, we get the whole year for the price of 39 weeks. Therefore the total cost of one year worth of Western Producer advertising is only $273.00.

Ontario Advertising
I spoke briefly with Dave Scott about advertising in Ontario, and he felt that even in Ontario our best value will come from the Canadian Cattleman. That said, this committee recommends that the CPA leave the door open and some budget consideration to future co-operative advertising in Ontario with the OPBA and our Ontario breeders.

Summary
4 Cooperative Ads - Canadian Cattleman - Association Cost $171.60
9 Column Inch Ads - Canadian Cattleman - Association Cost $837.00
52 Classified Ads - Western Producer - Association Cost $273.00
Total Advertising Cost of this proposal: $1281.60

Breed Improvement Committee Report
Submitted by Shawn Davidson DVM

To further previous discussions of the feedlot program, I have discussed using the Pfizer Gold program with my Pfizer representative and he will take our proposal to their marketing people. He sees no problem with listing the Canadian Pinzgauer Quality Certified calves separately in the Pfizer Gold producer catalogue - at Pfizer's expense, but he does have to put this through marketing. He was very positive that we have chosen the Pfizer Gold program and is excited to work with us. Along with this, I primed him up for sponsorship of the world congress next year. He is interested, but needs a specific proposal.

The other component of the feedlot program as proposed is the ID traceback component for enrolled calves. We need to decide whether the association will market CCIA tags, for the program, or if we will provide sticker to place on the CCIA tags of enrolled calves. We will already have these stickers for the Pfizer Gold program, to further that we could get CPA logos made to identify the calves as "Pinzgauer Quality".

Option 1, ordering CCIA tags, is attractive in that the CPA can derive some profit from the sale of tags. Typically tag markups are small, about $0.20 per tag, but they certainly will cover the cost of administration. This will ensure that Cathy can maintain a database of which calves have which tag. It will also require that she register those tags with the CCIA, so increases our office administration costs. I am not sure at the end of the day how much profit would be left, but there would be some. The other and more important downside is that it would require the CPA board to chose a colour and tag style for our program. With so many choices out there and likely very different opinions amongst our breeders this will likely be a very difficult decision to make.

Option 2 is to simply order stickers that our members would affix to their own CCIA tags. When stickers are ordered from the association the producer would be required to supply their own CCIA tag numbers for the purpose of ID traceback to Cathy, who will maintain our own database. This is to allow us to promote the idea that we are proud to stand behind our cattle and admit where they come from, and it allows feedlot operators to identify the source of those superior Pinzgauer calves. No one else is doing this, and the CCIA database will not provide information to anyone but the Canadian Food Inspection Agency. It is something that our end market demands. I look forward to this discussion on Saturday.