BOD Special Meeting Minutes 11/13/24

NEW MEXICO PRODUCERS AND MARKETING ASSOCIATION

BOARD OF DIRECTORS

MINUTES

NOVEMBER 13, 2024

CALL TO ORDER: 6:02 PM

ROLL CALL AND QUORUM DETERMINATION:

ABSENT: VIRGIL TRUJILLO

APPROVAL OF AGENDA: A REQUEST WAS MADE TO ADD ELECTRICAL

SYSTEM UPGRADE. MOTION: A MOTION WAS MADE TO APPROVE

THE AGENDA AS AMENDED. MOTION WAS SECONDED.

ACTION: ALL IN FAVOR.

APPROVAL OF 10-23-24 MINUTES: IT WAS NOTED THAT THERE WERE A

COUPLE OF SPELLING ERRORS THAT NEEDED CORRECTION.

MOTION: A MOTION WAS MADE TO CORRECT THE SPELLING ERRORS

AND APPROVE THE MINUTES. MOTION WAS SECONDED.

ACTION: ALL IN FAVOR.

CURRENT BUSINESS:

FINANCIAL REPORT: JONATHAN MARTINEZ PROVIDED A CURRENT

LEDGER SHEET. THE BALANCE AS OF 11-13-24 IS $7,883.10

MOTION: A MOTION WAS MADE TO APPROVE THE FINANCIAL

REPORT. MOTION WAS SECONDED.

ACTION: ALL IN FAVOR

WATER STORAGE PROJECT FINAL REPORT: A ZOOM CALL WAS HELD

WITH DR. CRISTOBAL VALENCIA TO DISCUSS THE INFORMATION/

REPORTS THAT NEED TO BE COMPLETED TO CLOSE THE PROJECT. IT

WAS NOTED THAT WE WERE GIVEN AN EXTENSION AND A LETTER

ACCEPTING THE AMENDMENT TO THE CONTRACT (EXTENSION)

NEEDS TO BE SIGNED BY THE PRESIDENT. THIS SHOULD BE DONE AS

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SOON AS POSSIBLE. IT WAS ALSO NOTED THAT A REQUEST FOR

UPDATED TEMPLATES SHOULD BE MADE TO ERIN @ EDD SO WE CAN

COMPLETE THE PROJECT NARRATIVE. IN JANUARY 2025 A USE OF

FUNDS REPORT WILL NEED TO BE FILED. A PARAGRAPH NEEDS TO

INCLUDE THAT WE DID NOT RECEIVE RECEIPTS AFTER NUMEROUS

ATTEMPTS WERE MADE. IT WILL BE IMPORTANT TO IDENTIFY WHO

HAS BENEFITTED FROM THIS PROJECT. THE BOARD THANKED DR.

VALENCIA FOR HIS ASSISTANCE IN DETERMINING WHAT IS STILL

OUTSTANDING FROM THE BOARD.

S.A.M.S RENEWAL: THE BOARD DISCUSSED THE RENEWAL AND DR.

VALENCIA’S INVOLVEMENT. MOTION: A MOTION WAS MADE TO HAVE

DR. VALENCIA RENEW AND MAINTAIN S.A.M.S. MOTION WAS

SECONDED.

ACTION: ALL IN FAVOR

JAYPEN WATER PROJECT ESTIMATE: JAYPEN PROVIDED AN ESTIMATE

TO REPLACE THE RITCHIE WATER TANK FLOATS, INSTALL HOTBOX

FOR EXPOSED WATER LINE, POURING A CONCRETE PAD FOR THE

HOTBOX AS WELL AS TRENCH AND EXTEND SOUTH WATER

HYDRANT OUTSIDE THE CORRALS. DISCUSSION TOOK PLACE AND A

REQUEST WAS MADE TO PROVIDE MORE DETAIL IN THE ESTIMATE

AND REQUIRE P.O.S AND/OR RECEIPTS FOR ITEMS PURCHASED TO

ENSURE THAT WE HAVE INFORMATION ON WARRANTIES ETC.

MOTION: A MOTION WAS MADE TO REQUEST MORE DETAIL IN THE

DESCRIPTION OF WORK TO BE DONE AS WELL AS P.O.S AND/OR

RECEIPTS FOR ITEMS PURCHASED. MOTION WAS SECONDED.

ACTION: ALL IN FAVOR

MIGUEL SALAZAR LEASE CONTRACT HAS BEEN AMENDED AND

APPROVED THROUGH ELECTRONIC VOTE TAKEN OCTOBER 25, 2024.

PEN USE BY MEMBERS/ NON MEMBERS: THE BOARD DISCUSSED THE

AVAILABILITY OF PENS FOR USE BY MEMBERS AND NON MEMBERS. A

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PROCESS WAS DISCUSSED AND IT WAS DETERMINED THAT AN

APPLICATION FOR USE BE DEVELOPED. USE OF PENS

WILL NEED BOARD APPROVAL AND A CALENDAR WILL BE

DEVELOPED TO ENSURE THAT PENS ARE AVAILABLE. FEES WERE

DISCUSSED,

MOTION: A MOTION WAS MADE TO CREATE AN APPLICATION

TEMPLATE AND DESIGNATE PENS 1A, 1C, 1D AND THE WEST LOT FOR

PRODUCERS LIVESTOCK. PEN FEES FOR MEMBERS WILL DAYS 1-15

NO CHARGE. AFTER 15 DAYS $20.00 A MONTH PER PEN.

NON-MEMBERS $40.00 PER PEN. FEES TO BE PAID IN ADVANCE.

MOTION WAS SECONDED.

ACTION: ALL IN FAVOR

WORK DAY AT THE FACILITY: DECEMBER 7, 2024 IS THE TENTATIVE

DATE TO DO MAINTENANCE AND REPAIR. THE ITEMS OF

IMPORTANCE ARE: REPLACING DOOR/FRAME AT THE SCALE HOUSE,

REPLACING WINDOWS IN THE SCALE HOUSE. PURCHASING A

CABINET FOR SUPPLIES, CUTTING TREES AROUND BARN, MOVING

CONEX TO CHUTE AREA AND INSTALLING GATES. BENITO AND

DONALD ARE RESPONSIBLE FOR THE DOOR AND WINDOW

REPLACEMENT, LINDA IS RESPONSIBLE FOR THE CABINET AND

MIGUEL IS RESPONSIBLE FOR CUTTING THE TREES, INSTALLING

GATES AND MOVING THE CONEX.

NEW BUSINESS:

ELECTRICAL SYSTEM UPGRADE: DONALD NOTED THAT A FEW OF

THE LIGHT POLES ARE IN POOR SHAPE AND NEED TO BE REPLACED.

IT WAS AGREED THAT WORK NEEDED TO BE DONE.

WATER LEAK REPAIR: THE WATER LEAK WAS REPAIRED THROUGH

JAYPEN. A REQUEST WAS MADE THAT WE GET MORE DETAILED

INFORMATION ON THE REPAIR MADE.

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TAX EXEMPT APPLICATION: LINDA REPORTED THAT SHE HAS HAD

NO SUCCESS IN FINDING SOMEONE TO TAKE ON THE TAX EXEMPTION

APPLICATION. IT WAS DISCUSSED WHETHER WE WANTED TO PURSUE

THIS FURTHER. THERE IS A CHANCE THAT WE MAY BE ABLE TO FILE

A 1023 EZ FORM WHICH IS MUCH SIMPLER THAN THE 1023 FORM.

.THERE IS A WORKSHEET THAT IF WE ARE ABLE TO ANSWER NO TO

ALL QUESTIONS ASKED WE CAN USE THE 1023 EZ FORM. DR. ANDREA

ASKED IF WE COULD LOOK AT THE APPLICATION AT OUR NEXT

MEETING AND MAKE A DETERMINATION, LINDA WILL BRING A COPY

TO THE NEXT MEETING.

LINDA ALSO REMINDED THE BOARD THAT FINCEN(BENEFICIAL

OWNER) REGISTRATION WITH THE TREASURY DEPARTMENT. IT IS

MANDATORY FOR ANY ENTITY THAT IS REGISTERED WITH THE

STATE. IE: LLC, CORPORATION, PARTNERSHIP, NON-PROFIT ETC.

THE NMPMA IS INCORPORATED AS A NON-PROFIT IN THE STATE OF

NEW MEXICO. THIS MUST BE ACCOMPLISHED BY DECEMBER 31, 2024

OR SEVERE PENALTIES WILL BE LEVIED. DR. ANDREA ASKED THAT

EVERYONE BRING THEIR DRIVER’S LICENSE. A DRIVER’S LICENSE IS

REQUIRED.

NEXT MEETING:TUESDAY NOVEMBER 19, 2024

ADJOURNMENT: MOTION: A MOTION WAS MADE TO ADJOURN,

MOTION WAS SECONDED.

ACTION: ALL IN FAVOR

MEETING ADJOURNED AT 7:51 PM