Source attachment: 2019_1_11_MSBA_BOD minutes.docx

Minutes of the Executive Board Meeting

January 11, 2019

USDA/ARS Beltsville Bee Lab, Building 306 BARC-EAST, Beltsville, MD

MSBA President, Jim Fraser called the meeting to order at 7:14 PM.

Attendees: In room: Jim Fraser, Kim Mehalick, Toni Burnham with proxy for Ben Cooper, Brenda Klaunberg, David Clark, Pam Hepp, Maureen Jais-Mick, Stefanie Ottenstein, Robert Crouse (non-voting), Mark Dykes (not voting), Marc Hoffman (non-voting).
On phone: Janet Bardzik, Dick Crane, Jan Day, Carl Guerci, George Meyer, Martin Posse, Clyde Strang, Patti Wong, Allen Hayes, Cybil Preston (non-voting).

Review and Approval of the Minutes of the October 2018 BOD Meeting. Motion to approve by Kim Mehalick, seconded David Clark, the motion passed. Approval of the Minutes of the November 2018 Business Meeting. Motion by Maureen Jais-Mick to accept, Stephanie Ottenstein seconds, motion passed.

Reports by the Officers
President – A full agenda, let’s move on with the meeting
Treasurer – Transitioning bank accounts. Requests Board Resolution allowing Stefanie Ottenstein and Allen Hayes to go to the Bank of America to change the signatory authority on the accounts. Jim and Toni should sign resolution document. We are holding about $1,900 cash in PayPal (dues and donations), $30,000 in our Certificates of Deposit, and another $15,000 on deposit. Cannot give final numbers until full access to all accounts is set up.
MSBA must change its official address with the state of Maryland from a historic address on file for Bart Smith of MDA. A $25 change fee applies, suggests changing it to current treasurer address. Expense involved in setting up a PO Box, etc. Toni Burnham moves to change the official address of MSBA to that of the current treasurer for the duration of her term in office, Kim Mehalick seconds, motion passes. Question: what might we have missed? There is no way to know. Financial and tax documents have been reaching the treasurers, but legal service could have been missed.
Disposition of historical records not safely stored. Has been scanned and archived. Marc Hoffman suggests the Maryland Collection at the UMD Library. Mark Dykes agrees to approach the library. Robert Crouse suggests that old membership records, and outdated financial records in the collection be shredded and disposed of. Stefanie Ottenstein has permission to select.
General Liability Insurance with The Hartford, $525 premium, does not include Board Member Liability. Directors and Officers Insurance for the Montgomery County Beekeepers recently was quoted at $450. With good cash reserves and the seriousness of potential litigation costs, Kim Mehalick moves that we investigate availability and cost of Directors and Officers coverage. Investigation does not require a vote: to be reviewed next BOD meeting.
Maryland Secretary of State charitable registration for MSBA.
Secretary & Editor – Newsletter to be entirely online but downloadable with help from Phil Frank, a bit of a learning curve. Likely design changes in future as skills increase. Local club items were particularly welcome and other clubs’ members like them.
T-shirt sales: have been buying about 100 t-shirts a year, and selling 90 of them and awarding the remainder to speakers. We have only 39 left with our biggest meeting coming, but 60 shirts would cost between $500-600 and only break even at current selling price. Perhaps a larger order of long-sleeved shirts as well to increase interest. Kim Mehalick moves that $800 be spent to purchase a small run of long sleeved MSBA t-shirts in time for sale at the February 2019 meeting, Stefanie Ottenstein seconds, motion passes. Board also requests research into the alternative of individual orders and fulfillment via CustomInk, others.
Vice-President – February meeting will cost only about $1,000 because keynote speakers are either locally or regionally based. June meeting, however, will reach spending limit at about $2,300. Still working on November meeting but expects to finalize soon. Phil Frank has been helpful in requesting updates to the website and information to members. Vendors will be present at February meeting.
EAS Report – Patti Wong: not present, may call in later.

Upcoming Programs

Winter Meeting will be February 2, 2019 at Harford Community College,
Spring Meeting will take place June 15, 2019 at UMD/College Park, Plant Sciences Building. June meeting is likely to overfill existing Plant Sciences Auditorium venue. Anticipates potentially 4 dozen additional. Allen Hayes reminds that we have previously used Physics Auditorium. Mark Dykes at UMD will look for additional space. Toni Burnham suggests looking for this space 90 days in advance as system books 3 months out. Mark Dykes, as appointed liaison between UMD and MSBA, promises a solution.

Old Business

Welcome new officers:
New treasurer Stephanie Ottenstein, receiving assistance from outgoing treasurer Robert Crouse, as well as new Second VPs and Directors Maureen Jais-Mick and Carl Guerci.
MSBA classes:
Existing suggestions include Honey Judging, Queen Handling, Nucs and Splits. Latter must take place in next few weeks. Dick Crane asks for location more convenient to Eastern Shore, i.e. Annapolis. Mark Dykes offers UMD support. Toni suggests a committee because all activity must take place shortly and before next Board meeting. Toni Burnham and Phil Frank would participate in sign up and communication tasks, Mark Dykes would seek location for nucs/splits working with Kim Mehalick, Allen Hayes would take lead on location and instructors for Honey Judging.
Maryland Farm Bureau meeting
Review of MFB structure and process, annual meeting. Not a controversial year. Dick Crane asks about possibility of working with MFB to encourage greater planting diversity on the Eastern Shore. Marc suggests contacting/connecting with local farm bureau. Marc Hoffman made a potential connection for MSBA with the Dean of the UMD School of Agriculture, a different division from Plant Sciences, with whom we have been working to date. May have a potential meeting location.
Honey Harvest Festival this year?
Dick Crane suggests including Festival in Chestertown event, mayor welcomes. Kent County more organized and interested this year. Jim Fraser suggests key resource needs must be met by club, with backing from MSBA. Washington College also local. Will raise it with Kent leadership and look for form committee. Major Tea Party event is Memorial Day. Dick will continue to explore.
Possible Bee Day 2019 in Annapolis
No follow up at this time. Consensus that MSBA should have a request in mind before seeking interaction with lawmakers. Scheduling a reception/event could cost money, varying options. Plan for 2020. “A Taste of Maryland Event” also takes place in February, not cost effective due to high attendance fee or cost of supplying honey, for example, to hundreds. MFB also has “Annapolis Day” lobbying day with training though it is too late to sign up for 2019. The American Farm Bureau also sponsors a “Maryland Day” in Washington each year. Marc Hoffman will alert MSBA BOD when this is scheduled. An opportunity to ask lawmakers for help that they are motivated to give. Even without a specific “ask” in mind, some of us should participate in one or more of these lobbying events due to curiosity/interest in bees and groundwork for future goals.
Website Update
No known issues. Online membership registrations and renewals appear smooth. Kim Mehalick raises check membership payment issue. For those unwilling to use credit card, there is a work around using purchased gift credit card either available at meeting or independently purchased. All are nonetheless encouraged to come to meetings, etc.

New Business
• Baltimore seeks “Bee City” status: Baltimore Backyard Beekeepers Network is active again, seeking to get “Bee City” recognition. Needs letter of support from MSBA. Kim Mehalick moves that MSBA Secretary write a letter of support on behalf of the Association, David Clark seconds, motion passes.
• UMD Bee Squad: Mark Dykes starting at UMD, to create an extension program (separate from MD Cooperative Extension), including educational resources for beekeepers in MD and DC. Based on UMN/Spivak model. Classes to supplement local club beginner education, “Beekeeping 2.0.” Teaching apiary, probably near Beltsville, 2020. Preliminary classes this Spring. Plans classes across the state, start in College Park. Applying for grants, could use support letters. Potential Hive Management Services offering. Website upcoming. Would like MSBA and clubs to spread word, provide ideas. Perhaps Master Beekeeper program. Contact Info: mdykes@umd.edu, (301) 908-0720‬. https://umdbeesquad.com
• FYI Honey Bee forage report: Northern WVBA Association received SARE grant to support monitoring of bee forage availability and has written a report, wants to share results. Toni Burnham will circulate report.
• Tractor Supply Selling Bees: Selling packages for $200 including shipping. Jim suggests that local bee clubs visit Tractor Supply if in their area and leave educational and club information, post flyer. Store website includes links to local clubs, bees apparently from Arizona.

A motion to adjourn was made by Toni Burnham and seconded by David Clark, the motion passed. The meeting adjourned at 8:58 PM.