Meeting Minutes June 16, 2026

EBA Board of Directors

Meeting Minutes June 16, 2026

Attendees: Liz Riffle, Carrie Starr, Susan Golembesky, Shauna Rankin, Nick , Gene Maddox, Debbi Tanner                  Herb Grove joined the meeting at 7:30.PM

Quorum Met

Meeting Called to Order:  Carrie Starr called the meeting to order at 6:37 PM

May  Meeting Minutes were approved.  Liz moved that the minutes be approved. Nick seconded the motion.  YEA – Liz, Carrie, Susan, Shauna, Nick.  Nay –Debbi , Gene.  Debbi &  Gene voted against the approval of the minutes, due to the fact that they had been altered after having been submitted.

Presentation of Financial Report: Nick presented the financial report .  The report was placed on file.  Question was asked about $1250 more in professional fees in May.  The  $1250 was the fee for annual tax preparation.  No motion was made to accept the report.

 Business Meeting: Liz Riffile

Old Business: Membership: 57 Members (55 active and 2 associate)

112 members listed on Google Drive.  Liz suggested that the three regional directors divide the list and call  those members on the list, that have not renewed. There was discussion about that being a tall order, for only 3 people.  It was decided to send an email first and then follow up with phone calls to those who did not respond to the email.  Shauna volunteered to draft an email for all of the regional directors to send out.

There will be a mailing sent out before September, to promote the conference and sale while also reminding people to renew memberships.

New Business:

Conflict of Interest agreement sent to all members.  Request made to have all board members fill them out and return to Liz prior to the July meeting,

Liz moved to approve the Annual Operating Procedure Document.  Motion  seconded by Susan,

Yea – Liz, Carrie, Shauna, Susan,  Nick and Herb       Nay – Debbi & Gene

Board Insurance – Motion by Liz to ask Carrie to research 3 options for quotes for Board Insurance.    Seconded by Susan. Motion carried unanimously.

Discussion on Farm to Consumer Legal Defense Fund.  Questions about the cost for an entire board or membership. And whether the $250 fee is for individuals or large groups.  Would it cover liability for board members and negate the need for Board Insurance.

Show & Sale

Discussed Board training as part of the winter conference.  Possibly to be held on Thursday evening. Board will receive more information for the July meeting.Wisconsin is interested in the auction.

Liz will check with the auction barn on the internet, to see if it is capable of handling online bidding.

Auction barn costs include $5000 for rental of the facility, up to 100 head.  There will be charges of $10 per animal for feeding . It is unknown if the feeding cost is per animal per day or per animal for the length of the conference.   Bedding with wood chips, and cleaning will cost $500. One person from the auction barn will be on duty 24/7. If we need more than one person the fee is  $150 per person per day.  Herb did the math and to have 4 people working for us will add another $600 to our costs.  Still to be determined are costs for a State Veterinarian.  There is a conference room available a the facility for $350.

Campbell House rooms are $149 per night with a minimum of 25 rooms.   Food and beverage charges will be a minimum of $5000.  Banquet room is available for $250 and can accommodate 70 people.

Liz moved to sign a contract with Campbell House.. There was no second.  It was determined that Liz will get more information on cancellation and other policies.

Programming topics include technology and algorithms,  soils and health..  Liz will reach out to KY Extension to see if we can get some free speakers.  She will also contact a KY Veterinary School to try to find a vet to speak at the conference. Liz plans to speak on local and state agencies. Judd has been asked to be a speaker, we have no answer from him per that request.  Shauna will be lead for coordinating speakers.

Liz moved to choose a title for the conference theme.  Susan seconded the motion.  Motion carried unanimously.  The theme for the 2027 EBA Conference and Sale is Both Sides of the Fence / Passion or Profit?

Next meeting will  be held July 7, 2026 from 6:30 to 8:00 PM.  The meeting date was changed from the standard third Tuesday due to time conflicts.

Adjourned

Respectfully submitted

Debbi Tanner,  Secretary