DCBA Board- March 2024 Meeting Minutes

Call to order  

A board meeting of Denton County Beekeepers Association was conducted on March 6th at 1 Blackjack Lane, Copper Canyon at 6:30pm  

Roll call 

Board members:   

Brock Davies (phone),Greg Parker, Emily Woodard 

Others present: 

Nate Langston, Robin Parker, Michelle Boerst, Saundra Smith, Jane Duke, Bob Minteer 

Approval of of minutes  

Emily Woodard emailed the January 2024 meeting minutes. A motion was made by Brock and seconded by Greg. Minutes approved.   

New Business 

• Open board position plan- Shane Jordan and D’Ann Mason have both verbally resigned. Brock is going to move into the role of President and he is going to appoint Michelle Boerst VP temporarily as we look at restructure. Bob Minteer is being appointed to Communications for the remainder of the term.  

• KDP Booth Plan- need to determine if there is a board member available to be present for this event. 
• Speaker for next week- Michelle Boerst is scheduled to speak on swarms, and Chelsea has 2 potential for upcoming meetings. Saundra also has one to consider.  
• Budget for Speaker fees- Agreed that $100-$150 range seems appropriate. Greg is going retroactivley compensate Shannon for January  and reimburse Brock for Rebecca in Feburary.  
• Audit required- Brock will conduct the audit per bylaws with two members in good standing.  
• Scholarships- Request approved for one. Finalized budget will determine the feasibility for additional request.  
• Mentorship Chair- Appointing Gary Pedersen  
• Ag rooms have moved to a new location- Robin to assess availablity 
• Beek meetings in new location-tabled pending final room arrangments 
• Priorities for 2024: Member Experience/Organization/Structure/Bylaw Amendment- tabled 
• Referral for Ag excemption- tip or donation? tabled 
• Each Board Member hosting a subcommittee- organized but tabled finalized plan
• Sign cards- tabled 
• Swimlanes and job clarity- adjusted and agreed, no formal approval required 
• Regular scheduled meetings- majority to be held in person until stabilized 
• Email and document storage- will be on Teams when new licenses are allocated 
• Door prizes- reaching out to previous leadership to secure a plan for managing this in future meetings.  
• Swarm notifications in the Forum- will no longer be posted on Facebook. Bob Minteer is going to creat a visual to show interested parties how to subscribe to the swarm forum on the website.  
• Review 2 types of insurance policies- We currently have a general liability policy as well as one for Directors and Officers (D&O). Greg to locate the policies and assess the need for both.  
• Evaluate hospitality budget: tabled 
• Remove checks as payment type for membership- undetermined and tabled
• Mail management- scholarship requests, events, swarms, equipment, cancellations require unique management. Bob is going to assume responsiblity for Board inbox and solutions were discuss. More formalized guidance to be developed in the future.  
• Facebook clean up and management- Nate to review and ensure the “member’s only” section includes only members in good standing.  
• Name tags for members- tabled 
• Letting someone know if you are going to be away- tabled 
• Sharing speaker requests- tabled 

Old Business 

1. Website changes: Logo and banner need to be updated and Bob will reach out to Joel. Sub-committee developed to discuss the list if necessary updates.  

2. Review of action item list- completed 

3. Hand-off confirmed- completed 

4. Bylaw changes- sub-committee assigned and meeting planned for March 19th 

Reports

1. VP Report, Shane Jordan 

1. Resigned 

2. Secretary Report, Emily Woodard 

1. Discussion of current state 

3. Treasurer Report, Greg Parker 

1. Discussion budget planning 

4. Communications Report, D’Ann Mason 

          1. Resigned

Other Business 

Membership Report, Nate Langston - discussed action items in progress

Youth Scholarship Program, Michelle Boerst/Saundra Smith - update on tree fundraiser

Librarian, Orland Woodard - not present

Fundraising, Brock Davies/Emily Woodard - nothing to report

 Motions

1. A motion was made (Brock) and seconded (Greg) and carried to approve of the January meeting minutes. 

2. A motion was made (Brock) and seconded (Emily) and carried to approved the transfer of equipment from the current storage location to an area on Greg Parker’s property. Cost reduction from $120 per month down to $40 per month and multiple people will have access.   

3. A motion was made and seconded to approve of Bob Minteer as Communication Chair (post meeting via email) 

4. A motion was made and seconded to adjourn the meeting at 8:57p.m.  

Next meeting: April 2nd 2024 at Greg’s: 105 Burchberry Tr, Argyle 76226 at 6:30pm