Financial Status/Concerns for Naidc

NAIDC Board Teleconference

Monday, April 29, 2013

11:00 AM Eastern, 10:00 AM Central, 8:00 AM Pacific

Conference Call System

NAIDC - CONNEX Conference Details

Dial-In Number: (800) 326-0013

Int'l Number: (203) 702-1000

Conference Code: 1091381

Summary

NAIDC Mission Statement

To facilitate education, communication and an exchange of ideas among students, agribusiness, dairy producers and universities that enhances the development of the dairy industry and its leaders.

Luciene Ribeiro
Mike Van Amburgh
Devin Albrecht
Owen Bewley
Jean Conklin
Chris Dei
Maurice Eastridge
Marcia Endres
Coleen Jones
David Prentice
Jon Robinson
Christie Underwood / Not Available
Amy te Plate-Church
Tami Tollenaar
Dave Winston
STAFF: Molly Kelley (NAIDC)
Annette Ziegler (WDE)
Ruth Stampfl (WDE)
Bob Kaiser (WDE)
Laura Herschleb

Call Meeting To Order - Luciene Ribeiro

The purpose of this meeting is to reflect on our event and make recommendations for next year before too much time has passed. We also will be putting together our list of candidates for the board.

Roll Call - Molly Kelley

Minutes - Friday, March 15, 2013 & Wednesday, April 3, 2013

4. Old Business - Review of 2013

Thur

registration

seminar - do we have Phil Plourd's slides to post on web page?

tour

academy advisor orientation - need set of instructions like we do for judges?

Fri

farm visits am & pm - bus loading went great.

presentation prep am & pm

coaches meeting:

-small majority favored shift to weekday contest

- seminar: would be interested in younger panel. could start earlier next year, 9 am, since most came in Wed night

- pre-contest tour: offered suggestions for 2014 pre-contest tour (ask students to do some on farm analysis, put academic with each sponsor, include farm records, 3 things to take from each station, point out regional issues, etc.)

- coaches were asked to spend one hour writing letters to their alumni asking them to support Dairy Challenge. Owen is sending them a letter about what DC has done for them to serve as a template.

- Amin suggested that travel stipend distribution to be based on distance traveled. Closer schools get little to none, further schools get additional money.

- coaches requested we work on housing issue for Wed night - all have to come in since schools travel together.

coaches tour - added financials to coach packets.

Dinner with sponsors - add coaches to tables

Sat

presentations

career fair - space worked. Always busy, little down time for sponsors, in the center of activity.

seminars - needed room moderators, needed titles and schedules in advance. Split session worked well.

debriefing - done primarily by coaches

banquet

other - ask Academy kids to write thank you's too

Committee Reports

A. Finance Committee – Owen Bewley

B. Executive Committee – Luciene Ribeiro

C. Media/Public Relations –Amy te Plate-Church

D. Program Committee – Dave Winston

E. WDE Management - Bob Kaiser

F. 2013-2014 Contest Updates

2014 National – Maurice Eastridge, Host Chair

a. dates: Wed-Fri Apr 2-4 or Thu-Sat Apr 3-5? need to poll sponsors?

b. growth of academy by 100. Molly will work with Marriott to secure an overflow block, likely to place sponsors and judges over there (about 40 rooms).

c. may need to move banquet & gen session events over to Convention Hall A (closest to Harrison presentation rooms) to accommodate the nearly 500 who will likely attend.

d. need to use all 4 farms for academy next year.

e. Working with hotel to develop a housing form that will be placed on our web site. Coaches will be responsible for making their reservations for their school. Also responsible for reporting any housing changes to the hotel. Also have a link for sponsors to make their own reservations at Marriott. Need to put on web site and include in all coach communications.

f. Rooming assignments - consider allowing schools to stay as a group (rather than divided between contest and Academy. Would save on housing issues and costs if they are allowed to fill empty beds in contest rooms. Easier for the coaches, easier for hotel, easier for staff.

In contest, had:

19 1-student rooms

14 2-student rooms

In Academy:

17 2-student rooms (no singles)

This could reduce our rooming costs considerably, easily by 20 or so rooms (x3 nights) ($5000+)

g. Event start time: suggest for 2014 we have same start for everyone - make Thursday either optional for everyone or manditory for everyone. Then it is up to the schools to decide and book their housing accordingly.

h. Academy Advisors: with an expanded Academy come some additional expense considerations: consider having funds available to cover non-industry Academy Advisors. Pairing academic with industry worked well; we may wish to have as many as 25 academics serving as advisors. If someone other than the coach, expense may be an issue. If using coaches, need to provide some flexibility so they can view their school's contest presentation. Hotel, hotel + travel, or set travel stipend to cover both?

i. doing some re-designing of Thur tour: reduce number of stops, add a break, etc.

NE – Owen Bewley

SO – Dave Winston

MW – Devin Albrecht/Marcia Endres

WE – Tami Tollenaar/Luciene Ribiero

2015-16 Contest Update - Mike Van Amburgh (tabled)

6. New Business

Board Nominations

Review of candidates

Proposed Election Schedule:

week of May 13 Candidate bios due (ahead of May board call)

June 3 Nominating Committee to provide slate of candidates to Board two weeks prior to election

week of June 17 Elections (ahead of June board call?)

June Board call Election of Vice-Chair and Treasurer

July 1 Terms begin

7. Next Meeting: date to be determined via doodle: