PNKCA Representatives Meeting
11:00 a.m. – 1:38 p.m., March 28, 2015, Tacoma, Washington Final approved by Reps. on 7/20/15
Meeting called to Order—Chairman Christine Charbonneau called the meeting to order at 11:00 a.m. Brief acknowledgements were
made of the Past Chairs in attendance, including Larry Christensen, Gene Anderson, John Seifert, and Lindsay Gibson.
Minutes of the June 7, 2014, Representatives meeting in Clackamas, OR — A minor change was made to the minutes and a vote was taken to approve the Minutes
of the June 7, 2014, Representatives meeting be accepted with that change and it was passed.
PNKCA Treasurer’s Reports—
2014 Convention Report. There was one minor question on the change in lunch costs for the pond tour from $700 to $1751 which
was explained by the club having to meet the minimum required food expenditures to get the meeting rooms. So, the switch
was made to have the hotel make box lunches to meet this minimum.
2014 Year End Financial Report –
No Questions.
2015 YTD/Current Financial Report –
No Questions.
Proposed Operating Budget for 2015-2016 of $4,500.
A Motion was made to accept the Treasurer’s Reports as written and passed.
PNKCA Convention 2015 Information — Diana Lynn Rehn, John Seifert, and Linda Seifert reported on the upcoming PNKCA Convention to be held in Spokane,
WA, June 19, 20, & 21st, 2015. Brochures and information was passed out and all were encouraged to support
this 2015 PNKCA Convention. Most of the speakers are new to our area and experts in their field. The K.O.I. Wet Lab will
be on Friday as well as a Patti Magee Painting Class. All were told that Spokane, WA is the "birthplace" of Father’s
Day and sending Dad to the PNKCA Convention would be a great gift.
Bronze Koi Award – Larry
Christensen spoke about the Bronze Koi Award which is given to a hobbyist with 10 or more year’s experience that went
"over and above" in working with the club and organization. This is a nomination made by an individual. The nominees are
kept for 2 years in a row. He encouraged all to make submissions so they have choices for the Award. Those awarded the Bronze
Koi Award help keep the PNKCA growing.
2015 ZNA Membership Drive – Larry
Christensen passed out information on the ZNA Membership. Larry pointed out that the Northwest Koi & Goldfish Club is
a "sister" club (Min. 25 members) and North Idaho Koi Keepers and Idaho Water Garden & Koi Society are "friendship" clubs
(Min. 10 members). ZNA is devoted to further understanding of koi keeping and what is happening abroad. All were encouraged
to participate in a club with ZNA. He showed the magazines that come with membership.
Ed Fujimoto Award – Chris
Charbonneau reminded us that the Ed Fujimoto Award Nominations (winner is chosen by each individual club and sent to PNKCA
via website so a certificate can be done) are due by the end of March.
PNKCA Koi of the Year Award – Larry
Christensen reminded us that each club should turn in a photo of a koi that they chose for each of their individual clubs
in a "beauty contest" and then submit the photo to her to forward to him for the PNKCA Convention. The photo is to be an
8x10" photo or electronic. This is the contest where each convention attendee gets to choose which photo of the koi they think
is the "Koi of the Year" for the award. Each club should be doing this each year so there are plenty of choices at the convention.
The koi chosen has to be alive and in your pond as a member of a club of the PNKCA in the Pacific Northwest or Canada.
Insurance Renewals - Larry had
researched the amounts for insurance. 2014 was $800.
A discussion was had as to the amount of 2015 insurance, but the bill had not been received. A motion was made to pay
the bill when it came and passed.
(13 on Agenda – out of sequence) PNKCA Super Raffle 2015 - The Super Raffle donations of two koi, one Jumbo Tosai Kohaku donated by Pan Intercorp and one Shiro
Utsuri donated by Children of the Sun Koi were recognized, posters handed out, with everyone encouraged to pick up their
Super Raffle Tickets. Reminders were made that the koi would not be at the Convention so the winner would have to pay the
shipping costs (approx. $120) but perhaps a video of each koi could be made and downloaded onto the PNKCA website.
Old Business:
(12 on Agenda) – Diana Lynn Rehn reported that she had been working on a list of speakers/possible subjects, but has been
unable to complete this.
(14 on Agenda) – The Reports
were all in for the 2014 PNKCA Promotional Grants with the Grants awarded to:
Cascade Koi & Goldfish Club
Idaho Water Garden & Koi Society
Inland Empire Water Garden & Koi Society
Oregon Koi & Watergarden Society.
(10 on Agenda) Club Reports – Given through lunch. Club representatives were recognized and each club gave a short report on the status of their club.
Over all most clubs were doing well however most lamented on the lack of attendance at the monthly meetings. Most clubs are
active in community activities. Brady Layman is the newest Representative giving an excellent report for Northwest Koi &
Goldfish Club. A special mention was made that Brady was a Novice Koi shower in 2013. He is enthusiastic and a great organizer.
A question
was brought up about how many clubs were on Facebook. Many were and said that it would incite younger members to join
as this generation is an electronic generation.
(11 on Agenda) Future PNKCA Conventions
–
2016 - Idaho Water Garden & Koi Society will host.
2017 – Suggestions were made
to perhaps the Canada Club host. Some clubs reported the high costs of hotel rooms as a hindrance to hosting. Chris Charbonneau
said to encourage your club to host a future Convention.
New Business:
Nominations for Executive Board for 2016 - 2017. The slate of nominees is*:
Chairman: Chris Charbonneau Vice Chairman: Larry Christensen Treasurer: Pat Christensen Secretary: Diana Lynn Rehn
*Chris first said that all on the Board would
continue as such, but all would be willing step down if someone else wanted the board position. Nominations were called for
from the floor. There were no new nominations. The election will be held at the June PNKCA convention at which time nominations
from the floor will again be called before a vote is taken.
Discussion on a Proposed By-law
change submitted by John Seifert
Changing the amount of money advanced to
the host club for the Convention. Much discussion was had on this issue. Many clubs said they were a small club and could
not put out a lot of advanced money for the Convention. It was mentioned that the amount of $2,000 is not in the By-laws
but was "tradition" which had been a tradition for a long time. Inflation was mentioned and the amount of deposits required.
It was pointed out that the host club has to present a budget that is approved before any deposit is given, so asking for
more than $2,000 would be based on that budget, not to cheat the PNKCA. This is a system of checks and balances. One club
said that the host club should take the risks as they were sharing in the profits. It was brought out each area that hosts
a Convention had various costs. Many said they thought the Board should be flexible without a set $2,000 amount, rather
an amount based on the budget that is presented to the Board.
The new language was presented as follows:
ARTICLE V – COMMITTEES
All committees shall be created by the Chairman. All committee chairmen shall
keep a record of the proceedings and actions of their respective committees as a history and to assist successive committee
persons.
Section 1 By-laws Committee
The By-law Committee shall review all proposed amendments to the By-laws
and shall make its recommendations to the Executive.
Section 2 The Annual Convention Committee
The Annual Convention Committee shall organize the annual gathering of the membership. To promote the Koi hobby, the Convention
Committee shall ensure that dealers and Koi related businesses shall be equally able to represent their activities at the
annual convention. No Koi related business may be the subject of the annual convention’s pin, poster or registration
form.
Before ANY MONIES or COMMITMENTS are made or spent: The annual convention committee shall submit a detailed PNKCA
Convention Report (Income/Expenses) Projection to the PNKCA Treasurer for review and approval by the Executive.
New
Paragraph:
Upon approval of the PNKCA Convention Projection, the Executive
shall advance the Annual Convention Committee an amount sufficient to cover the pre-convention expenses. This amount of this
advance is further determined by the cash flows unique to each convention and shall vary from year to year. It is the intent
of this advance that no club or individual member shall need to advance funds or credit in order to finance the convention.
The annual convention committee shall return to the PNKCA Treasurer the net
of convention income (including any money advanced by the PNKCA to the convention committee, registration fees, advertising
proceeds, auction/ raffle proceeds, convention pin sales, vendor space rental, sales table proceeds, minus expenses (which
may include dinner, special admission fees, pin costs, speaker support fees (travel, lodging, food), photography, printing
and miscellaneous fees).
The hosting club's (Convention Committee Chairman) will report to the Executive in a timely manner the details of how the
Annual Convention plans are progressing.
The Annual Convention Committee shall ensure that convention business is completed, summarized (a detailed income/expense
breakdown with receipts and supporting documents) and presented to the PNKCA Treasurer, with the appropriate transfer of
funds, no later than three months following the date of the convention. If this target date is met, the convention host club
need not submit Association dues for the next year. If this target date cannot be met, the Annual Convention Committee Chairman
shall contact the PNKCA Treasurer directly to arrange a reasonable extension, subject to Executive approval.
No club or individual shall offer for sale, raffle, or auction any item(s) at the Convention, unless 100% of the proceeds
are designated to the PNKCA Convention. Any exception requires a written request to be made to the Executive, prior to the
Spring Representatives Meeting for a vote of the Representatives. A 2/3rds supermajority of attending Representatives is
required to approve the request.
In return for the efforts of the convention host club, a check for 50% of the net profits (excluding super raffle and PNKCA
sales table income) will be sent to the host club by the PNKCA Treasurer after all convention money has been received by the
PNKCA Treasurer along with a final convention accounting. If the PNKCA Treasurer does not receive all convention monies and
the final convention accounting from the host club within the three month time period following the date of the convention,
then the host club will forfeit their percentage of net profits. If this target date cannot be met, the Annual Convention
Committee chairman shall contact the PNKCA Treasurer directly to arrange a reasonable extension, subject to Executive approval.
New
Paragraph:
This is the PNKCA convention and the PNKCA assumes ALL RISKS associated
with the convention. Furthermore, the PNKCA indemnifies and holds harmless the host club and the Annual Convention Committee
and will reimburse them for ALL loses arising from the convention.
End.
It was presented to make a Motion to modify the proposal
by breaking each new paragraph into its own separate vote. Ballots were passed around. The first new paragraph section was
read. Chris explained that the secret ballot should be divided into sections and we would use the same ballot sheet for both
paragraphs. Chris then called for a vote.
The second paragraph was read. One member pointed out that there was a spelling error. "loses" should be "losses". Chris
then called for the second paragraph to be voted on. All ballots were passed forward and Chris asked the Secretary and Treasurer
to count the votes.
The vote was counted. The first new paragraph as written above passed by a super majority vote (2/3rds of the voting Representatives).
The second new paragraph did not pass.
While the vote was counted a discussion was had about WKWG having a policy for years but was unable to
answer questions. An investigation would be made into this type of policy and what it covers.
A discussion was also had regarding the possibility of having the Representative’s spring meeting being held in different
locations, not just Tacoma. It was thought this was a good idea with further discussion being shelved until the next spring
meeting.
A request was again made for nominations for Officers for the Board. An email would be sent out requesting new nominations
with what the responsibilities for each position being in the Bylaws being sent out to encourage more nominations.
PNKCA Promotional Grants Awarded for 2015 – Only four grant applications were received this year. The clubs awarded grants for 2015 are:
Northwest Koi & Goldfish Club
Inland Empire Water Garden & Koi Society 3. Cascade Koi & Goldfish Club
Oregon Koi & Watergarden Society
Chris mentioned that since there were only four grant applications that other grant applications would be considered.
Adjourn— Chris Charbonneau
adjourned the meeting at 2:38 p.m.
The Rep Attendees for this meeting included:
PNKCA Board Chris
Charbonneau Larry Christensen Pat Christensen Diana Lynn Rehn
Cascade Koi
& Goldfish Club Bruce Bullis Gia Lanigan
Canada Koi
Club Dave Smith Roger Macpherson
Dai-ichi and
Nanaimo Lindsay Gibson
Idaho Water
Garden and Koi Society Susan Boydston Sot Chimonas
Inland Empire Water Garden & Koi Society
Linda Seifert (John Seifert who attended as past chairman)
North Idaho
Koi Keepers Dan Olson Gene Anderson
Mid-Columbia
Koi & Pond Club Carmen Stafford
Northwest
Koi & Goldfish Club Bill Layman Brady Layman Virginia Hokkanen Larry Christensen (and
past chairman) Pat Christensen (and board)
Olympic Koi
Goldfish & Watergarden Club Russ Morgan Helen Morgan
Oregon Koi
& Watergarden Society Kimberly Brock Randy Brock
Puget Sound
Koi Club Russell Post Phil Ricigliano
Siskiyou Pond Club No attendee
Washington
Koi & Water Garden Society Don Lyman Lorie Lyman (Show chair) Monte McQuade
Past Officers
Gene Anderson Larry Christensen John Seifert Lindsay Gibson
Respectfully Submitted: Diana Lynn Rehn, Secretary
