ADCA Meetings and Minutes

January 2009
February & March 2009
April & May 2009
June & July 2009
August thru October 2009

2010 APRIL ADCA WORKYOKE SUMMARY

AGM Board Agenda Items
Elimination of AGM Video Show due to lack of interest
Discussion of ByLaws regarding publication of names of restricted members
Membership Handbook
2012 AGM Site
Clarification of WorkYoke voting procedures
Regional re-alignment recommendations
Standardization of show classes at all ADCA sponsored events

April Information Requests
The Secretary mailed out material and brochures to 10 inquires in April.

January 2009 - WorkYoke Summary

Information - ADCA Lab Selection
When ImmGen lab retired, there were 114 results turned over to Texas A&M. Considering only AI bulls were required to be tested by the ADCA (and not all of them were updated to DNA) it is obvious that some members have been interested in establishing credibility for some time.
A question as to the whether the results from Dr Beaver, Ohio, or BovaCan labs that were used in the past have also been forwarded to Texas A&M. Although, at one time, there was discussion of using U C Davis as a back up lab, that idea was never finalized. In order to make the process uniform and in compliance with instructions, Texas A&M will only accept requests for testing via the ADCA Liaison.

Information – Website Disclaimer
It was agreed that a generic disclaimer be placed on the association website holding the ADCA not responsible for information found on links we have no control over.

Information – Vice President Resignation
Due to continuing problems with her knee and more surgery, Marcia Read submitted her letter of resignation January 26^th from the office of Vice President. It was with regret and wishes for a speedy recovery that the BOD accepted her resignation.Pat Mitchell will assume the interim position of Vice President until election at the 2009 AGM.
At the special conference call meeting on January 27^th, the BOD approved the appointment of Pat Mitchell to serve as intermVice President until elections at the ’09 AGM.

Information – Clarification of WorkYoke Motion Procedure
While many actions of the Board do not require a motion or a vote, full discussion should be had with most of the Board before moving to the next step. The topic can be discussed and the motion drafted on work yoke. If the BOD is unable to come to a complete consensus, then a vote is taken.
Since a vote can only be taken at a meeting, a special meeting must be called, with 48 hour notice required. This meeting, with a specified agenda, can be in person or via conference call.

Information – Youth Committee (continued)
Warren Coad has agreed to chair the committee.
After selection of members for the committee, a decision will need to be made regarding the appointment of a non-board co-chair from the members who move from the "awards" committee to youth program.
The Bulletin Editor will be informed of the new committee and to change the Awards Committee to Talisman award.

Information – Special BOD Meeting
A special meeting via conference call was held on Tuesday, January 27^th, 7 pm central standard time to discuss and vote upon (when necessary) the following items:
1. Personnel issue
2. Work yoke guidelines, time tables
3. Resignation of Vice President & Interim Replacement
4. Discussion of 2009 AGM nomination procedures for President and Vice President

Information – Requests for Document Information
While the ADCA is required to make documents available for review at the place of business, we are not legally required to copy and send anything. Depending on the information, items would probably be requested from the Registrar, Treasurer, or Secretary who is asked to provide the material.
This applies specially to requests for lengthy documentation and is not a reason to not send a page or two if the information is for clarification, but if the material requested is something that is on-line or could be on-line, we have the right to ask that individual pursue that avenue, if appropriate. The material can be obtained through the use of a member’s computer, or that of a friend, co-worker or public library.

2009 Tattoo Letter
Consistent with Canadian Livestock Records Corporation guidelines, the ADCA has deleted the letter V from it’s year designations because it could be misread as U. This was published and hi-lighted in the Spring ’09 Bulletin on the front page.

Notice of Resignation – Vice President
Citing health reasons, Marcia Read submitted her resignation as ADCA Vice President.

Teleconference Meeting Date Set
A teleconference meeting was set for 7:00pm Central time Tuesday Jan. 27th in order to conduct business on issues requiring a vote from the BOD and Immediate Past President.

Genotyping Problem
ALL animals submitted for genotyping must have a permanent ID number that is ON the animal and the paperwork to identify them. IF IT ISN'T registered, the animal that is being tested MUST be identified with a "permanent" ID number that IS USED on the application as Personal identification.

In the case of pending registrations, if an animal is not registered, use the tattoo or tag number that will be on the application for registration. The sire (and dam) will have an ADCA number listed on said application. This is sufficient for testing reference.

A bull (sire) would have the ID number and his name on his sample

(reg # pending)

The sample of a calf sired by this bull and submitted before testing is completed would have the sire's ID number and name on its sample (and both reg #'s would be listed as pending).

Article Publication Approval
Articles in the newsletter or on the web site which might reasonably be considered to be controversial or cause concern among the membership must be approved by the BOD.

Spring/Summer Bulletins
The consensus of the BOD was that the Spring Bulletin was wonderful!

The one for the AGM MUST be on time in order to help with attendance and putting together the final paperwork.

A deadline of April 5^th was set for all AGM Bulletin information.

Motion for Voluntary Disclosure of PHA and Funds For Software Up-date
It was the consensus of the BOD that the voluntary disclosure of PHA testing results to be posted in the same manner as Chondro be accepted. A copy from AgriGenomics or future labs will be accepted from the owner.

This will also allow the funding Chuck has requested to update the software for the disclosure of PHA and an identifier box for steers.

PHA Results and Steers (Online Pedigree)
Currently, the results of PHA testing are a voluntary recording just like Chondro, on the on-line pedigree.

Discussion among BOD members regarding publication on tested AI bulls. The reasoning was that it would give people the opportunity to use a bull, armed with ALL the facts.

Australia had all their AI bulls tested and has published the results.
There are some AI bulls out there that are Chondro carriers and it is a published fact as some breeders don't want to give up that particular body style.
Chondro and PHA can be managed with proper breeding practices.

Transfer of Genotypes from Canada
It was the decision of the BOD, that the ADCA pay to transfer 11 genotypes from CDCA to Texas A&M, including the fee to genotype Saltaire Platinum. Cost to the ADCA will be about $75.

It was felt that all of these bulls in question would be an enormous asset to have on file with the ADCA.

Genetics/Pedigree Committee
As Committee Co-Chair and with David Jones input, Sandi Thomas requested that any and all communications pertaining to PHA & Registration at this time be copied to the President &/or Vice President, and for this to continue until/unless it is deemed unnecessary. Individual members of the Genetics Committee should not act/react on their own without review and approval of the entire committee.

Motion & Discussion of 2009 Budget
Treasurer, Jim Smith submitted the Budget 2009 review on 2/3/09 for BOD comment. Jim pointed out that he wanted to raise awareness that the time is coming for change in the daily financial operations of the ADCA.

Consensus of the BOD on 3/19/09 was to approve the 2009 Budget submitted by the Finance & Funding Committee.

Motion & Discussion of AGM Travel Stipend
It was the consensus of the BOD that the AGM board meeting stipend policy be amended to be only a travel stipend of $250 for the Directors, President, Vice-President, Immediate Past-President, Treasurer, Secretary and Registrar who attend the BOD meetings at the AGM and not include free registration fees.

A-2 Beta-Casein Testing
The test offered by Texas A&M has been temporarily suspended. We will be working with the A2 Corporation in New Zealand (which holds several patents and trademarks) and Texas A&M to see what the solution is. An update will be made when there is progress. In the meantime, make sure your newsletters, websites etc. refer only to A2 Beta-Casein.

TAM Problems
The Pedigree & Genetics Committee have been working on this since problems were discovered and will be reporting to the BOD on their progress.

PHA Testing Update
The ADCA Pedigree/Genetics Committee provided the following information regarding PHA testing and will continue to regularly correspond with Pfizer Animal Genetics and provide regular updates to the ADCA, as progress is made towards being able to offer the PHA test at Pfizer

Pfizer Animals Genetics is currently working with Dr. Jon Beever (AgriGenomics, Inc.) to develop a commercial PHA test for Dexter cattle and other breeds. They have a contract ready for signature that will give them the right to do the test; but Dr. Beever still needs to provide Pfizer Animal Genetics with a panel of known positive and negative animals so that they can check to be sure they are getting the right results before they offer the test commercially. This collaborative effort is progressing steadily, and the ADCA is encouraged that Pfizer Animal Genetics will soon be able to offer PHA testing of Dexter cattle in 2009.

AGM Proxy Voting
Proxy voting for members is a part of compliance with DE corporation law. That is why it was published in the Bulletin. Proxies are general unless given only for a specific reason. Unless specified, voting proxies are given without restriction on how they are voted. Currently, no specific vote requests have been received for the ’09 AGM. Whoever caries the proxy (say they have ten) has 11 votes. If no amendments are submitted in advance, the bylaws and Cert. of incorporation cannot be changed. The matters voted upon at the AGM give the BOD membership direction for future action regarding their concerns.

Member Complaint Involving Other Members
This matter will be handled in an executive BOD session.

2010 Requirement for Testing of All Herd Sires
It was suggested that the implementation deadline for that second phase be suspended until all questions have been addressed. The Pedigree/Genetics Committee was asked to respond to the concerns in implementation before the BOD makes a decision changing the implementation date. There are many unanswered questions and potential problematic outcomes as surfaced with Random Parenting Testing. Many scenarios have not been addressed that need to be set into policy prior to the implementation, not after.

Nominations for President & Vice President
Nominations by members were due 30 days prior to the AGM. Board members can make nominations on the floor at the Sunday BOD meeting. There was discussion of resignation by a nominee of their membership in a ‘competing U.S. registry’ as election to either of these offices constitutes an individual becoming a party to the business of the BOD. This requirement is addressed in the current Certificate of Amendment of Certificate of Incorporation of American Dexter Cattle Association Fifth, C, iv. The only member nomination submitted has been declined due to the ‘competing U.S. registry’ issue.

Information – Geno-type Labs
Discussion revolved around the controversy of opening up testing at other labs and considering testing from other labs with qualifications. The SOP grandfathered in prior testing and could be revised to allow testing from other labs as long as the results were sent lab to lab and the "ADCA chosen lab" agreed that the results were compatible to enter into the end result.... an ADCA data base. The results need to be exchanged lab to lab to avoid issues of ownership of the test. Many owners supply test results to new buyers and owners. That does not automatically convey ownership or the right to publish the results. Only an owner of the test results can direct the testing lab to forward the results to the ADCA lab of choice.

AGM Agenda Topics
President David requested that the BOD submit the topics that need to be discussed for the AGM Agenda. He will let all committee Chairs know they should prepare a written report to present and then give to the Secretary.

Registration Clarification
Currently, an issue regarding an animal that does not appear to meet the ADCA requirement for registration was referred to the Pedigree/Genetics Committee. The BOD will take this under consideration in executive session.

Tax Forms Filed
The 990 and 2008 Tax forms were filed prior to the May 15^th deadline by the Treasurer.

AGM Items to Discuss
The BOD gave President, David Jones, suggestions for items to be listed for discussion at the AGM included:

Genotype Labs
Discussion about allowing tests from other labs to be accepted. Consensus was that the SOP be revised to allow testing from other labs as long as the results were sent lab to lab and the "ADCA chosen lab" agreed that the results were compatible to enter into the data base. The results need to come lab to lab to avoid issues of ownership of the test. Many owners supply test results to new buyers and owners. That does not automatically convey ownership or the right to publish the results. Only an owner of the test results can direct the testing lab to forward the results to the ADCA lab of choice.

AGM Proxy Votes
The proxy for members is a part of compliance with DE Corp. law. That is why it is published. It is a general proxy unless it is given only for a specific reason. Currently, there is no specific vote pending and as such if a proxy is given without restrictions, then whoever caries the proxy (say they have ten proxies) has 11 votes. This is different than the past, and we are in compliance with DE.

Genotyping – 2010 Requirement
There are still concerns with the start date for this program last year and answers to the "What ifs?". It was suggested that an SOP list be put together of frequently asked questions and the ADCA’s P/G Committee response to the questions.

AGM Elections for President & Vice President
(By-Laws - page 9, Article III, Section 3.5). Nominations by members were due 30 days prior to the AGM. Board members can make nominations on the floor at the Sunday BOD meeting. The executive officer positions are filled by the vote of the Regional Directors and the Directors at Large at the Sunday BOD Meeting.

Bulletin Deadline
Reminder from the editor that the deadline for the next Bulletin is July 15th.

Congratulations & Good Luck
All Officers and Members of the BOD wished congratulations and good luck to Pat Mitchell, outgoing Immediate Past President and also serving as interim Vice President.

Registration Clarification
The issue regarding an animal that does not appear to meet the ADCA requirement for registration was resolved at the AGM BOD Meeting and a response to the question was sent to the member requesting clarification.

Member Complaint Update
Since the member has already contacted an attorney on the matter, it was felt the prudent business decision was for the ADCA do the same. All further correspondence should come from the member’s attorney directly to the ADCA attorney.

Secretary Stipend
It was the consensus of the BOD to increase from $2000 to $2,500 the stipend for the current secretary.

Information- Officers and Board Members in Dual Positions
It was the consensus of the BOD that Roberta Wieringa and Sandi Thomas be appointed to fill in as Directors of their respective Regions until the fall ’09 elections.

PHA & Igenity
There have been some questions about the PHA test offered by Igenity based on tail hairs. The ADCA may need to perform some comparative tests with the process based on blood samples to confirm that the test is reliable. This is an open topic and will need some more discussion by the BOD.

2011 AGM
Region 6 will be hosting and have tentatively selected Stillwater, OK as the site. The dates that were available were June 8 - 12, 2011.

Regional Elections
Nomination ballots were sent out on August 15^th for Regions 1, 2, 3, 4, 10, & 11. The only contested elections were in Regions 2 and 10, with three candidates each. Regions 1, 4, and 11 had only one candidate nominated and those will be approved by the ADCA BOD by acclimation. Region 3 had no nominations.

Proxy Ballots were mailed out October 7^th to the members of Regions 2 and 10 for their election meetings. Results will be posted on the web site by the ADCA Vice President after election meetings have been held in November.

PHA & Igenity
Discussion continued regarding testing.
A report received from Igenity identifies 4 animals with a PFAF* status.
The key for their report indicates PHAF is PHA free for the other breeds they test for PHA.
PHAFD should be the free status for (as indicated in their cover sheet sent with the report).
Their key denotes the * as the results have been reported to the Breed Assoc. (some contracted Assoc. are given/or require notification of test results).
When asked they've said they didn't send this report to any Assoc. but the * usage with the PHAF result has changed because of problems with the other Breeds

Member Complaint against Members
A copy of the letter sent regarding the complaint was filed with the secretary. There has been no response to the letter.