Minutes from the PNWBA Board of Directors Meeting

Date: March 27, 2024

Prepared by: Diane Mee, PNWBA Board Secretary

Roll Call:

Name		Title	Present	Excused
Bill	Stock	President	X
Christene	James	Vice-President	X
Lance	Rasmussen	Treasurer	X
Diane	Mee	Secretary	X
Jane	Biehl	Past President	X
Jason	Aqui	Director	X
Doug	Canada	Director		X
Allen	Carter	Director	X
Dale	Groetsema	Director	X
Jason	Hertz	Director		X
Sheldon	Koehler	Director	X
Eric	Mendel	Director	X
Noel	Ostrander	Director	X
Bob	Washburn	Director	X
William	Whitfield	Director	X

13 of 15 Members present for a quorum.

The President called the meeting held by Google Meeting to order at 6:30pm.

Discussions

Approve Minutes – Diane

A motion was made to approve the minutes from the February 24, 2024, meeting. motion to accept the minutes was made by Sheldon K. and Jane B. seconded the motion. The motion was voted on and approved.

Diane will post the minutes to the forum for the membership.

 

Financial – Lance

Jane moved to approve the financial report, and Doug seconded the motion. The motion was voted on and approved.

New Business:

Lance presented the following proposal from the Head Judges and other Board members:

Head Judges in Training: Reimbursement Proposal

Head Judges in Training shall be reimbursed for the following during the entire training period, until the board approves the trainee to become a head judge or termination of the training:

1. Travel - Standard mileage reimbursement shall apply similar to existing head judges for travel between home and the event.  Also eligible is the travel to the storage unit when training session is on preparing for a competition and resupply. Encouragement of carpooling is recommended when opportunity presents itself.  Note: Some head judges are married couples or bring a spouse to assist at an event or prefer privacy or have a schedule that may not lend itself for carpooling.

2. Lodging - Lodging will also be covered for the trainee, with encouragement of room sharing when opportunity presents itself. Note: Some head judges are married couples or bring a spouse to assist at an event or prefer privacy. 

3. Event Supplies - If a trainee is directed to purchase supplies for an event by a head judge, those will be reimbursed in the same manner as a reimbursement to a head judge.

4. Head Judge Equipment/Supplies - During the training period, there will be points where equipment and supplies used by head judges will need to be procured.  Supplies reimbursed by PNWBA will need to be returned to PNWBA if the training terminates or at such a time where, after the board approves being a head judge, the person retires from head judging.  The board/Treasurer/Head Judge Chair may choose to acquire the materials or equipment or direct the trainee on what to purchase.

Examples:

Laptop

Printer

Backup Toner

Bar Code Scanner (usually 2 so a backup in place)

IR Thermometer

Pens/Highlighters

Clipboard

DQ Kit - Tweezers, tape, index cards, etc.

What will not be reimbursed or paid during the training period is:

Meals/Per Diem

Fee for head judging ($100)

Events will not be responsible for any costs associated with trainees. While all-inclusive events directly pay head judges, our original basic sanction agreement passes the head judge costs of lodging, meals, travel to the event organizer. In this case, trainee costs are absorbed directly by PNWBA.

As with all things - Should a trainee wish to donate their travel, lodging or other costs, that is completely up to the trainee, but should not be expected by the board or head judge committee. 

Jane made a motion to approve this proposal, and it was seconded by Noel.  The motion was voted on and approved, with Sheldon abstaining.

 

Expense Reimbursement Policy

Lance made a motion regarding the policy for expenses incurred on behalf of the PNWBA:  All expenses incurred by people on behalf of the PNWBA need to be turned in on an expense reimbursement form to the Treasurer preferably within 60 days of the date the expense was incurred, but no later than December 31^st of the year that the expense was incurred.

Sheldon seconded the motion. It was voted on and passed.

 

Board Contest Representatives

Dale brought up expenses incurred by contest board representatives, and Christene will organize a meeting to discuss what the necessary responsibilities of the contest reps need to be.

 

Committee Reports:

Events Committee

Event Approvals and Updates

Spokane – The event went well. The organizer may need to change the venue of the event because of an exclusivity clause that Longhorn BBQ has with the fairgrounds, making it the only entity that can sell BBQ on the fairgrounds.

Rib Rally Vancouver – The weather was good, and a record amount of money was raised. Some of the firefighters judged the ribs. 

Lynden – Working on vending issues with the Whatcom County HD and the organizer.  Sampling is now limited to 8 teams.  Teams need to fill out the HD forms and return to the HD quickly.

Puyallup – HD forms have been sent out to the teams, and they need to be returned by April 1^st.  It is mandatory sampling for all teams participating.  Token value will be $3.  Volunteers will be needed to sell and count tokens.

There will be a judging class for 42 students on Friday, April 19^th at the Puyallup fairgrounds.  It will be run by Mike Marcum and Karen Stral.

 

Announcements:
The next board meeting will be held on April 24^th, via Google meet.

A motion to adjourn the meeting was made at 5:30. The motion was voted on and