Master Collection Point Operators a

this is the collection point operators meeting at the 1981 national farmers convention at Indianapolis Indiana and now here's Wayne leading this morning I'd appreciate it if you gentlemen would come on in take your seats I would like to take this opportunity this morning to personally welcome you to the city of Indianapolis and to the state of Indiana for those of you that do not know my name is Wayne Lee Dee I'm the assistant director of the Hogg division for the national farmers organization and I'm within 60 miles of my home so I sincerely welcome you to the great state of Indiana hope you enjoy your stay here and go back and tell a lot of people or you spend all your money because we need the money this morning we're going to be involved with a meeting discussing the collection point operations and a meeting that I more prefer calling a leadership and development meetings this meeting the purpose of it this morning is to expand and support the knowledge of the leadership of this organization and I say that with all sincerity because the leadership of the organization is that the collection points that's where it is we lead the organization at the collection points because you people as leaders are the image you're the impression you are in fo nfo is not some kind of a philosophy do your neighbors nor is it something they read about in the paper because in fo is you it is with that in mind this morning that we've opened these meetings at your National Convention for the sole purpose of expressing our support and our willingness to follow your leadership into success in 1982 the livestock division has established goals in 1982 as a commitment to the membership of this organization to increase the total livestock production in this year by a total of 10 percent real figures this is a realistic goal it's obtainable with your leadership we can all be successful mr. Hackney spoke to us yesterday about airplanes and flying and his fears of flight and so on and I would like to say to you that this machine you're in fo marketing machine has been fine-tuned all the parts are in their proper place and we are ready now to take off but as a good team and as a good crew should always do before we leave we need to run a check a safety check so to speak to be sure that all the increment increment parts of this machine is working and to be sure that we all understand our part of the teamwork because our success in 1982 cannot be obtained by any one person alone nor by the efforts of any one unit of your organ zatia only by each of us doing what we do best together in a total team effort can we successfully reach the goals for 1982 with that in mind I would like to introduce to you at this time a lady who is one of our outstanding team members in my opinion one person who does her work with a very high degree of integrity and is a real asset to anyone's team she's going to talk to you this morning about the custodians work and the some of the forms that need to be handled at the collection point ladies and gentlemen it is my pleasure to introduce to you mrs. Carol olive Thank You Wayne good morning ladies and gentlemen this collection point operations meeting is the first of its kind held at a national convention by the livestock department and I'm personally very proud to be a part of this meeting before I get started today I would like to thank all the custodians and point managers and the County Meath chairman for all your time and interest in the livestock programs this past year you've all done an excellent job as controller of the livestock department I would like to today primarily address the custodians and point managers as you are aware unless the producer is paid accurate accurately and promptly even the best bargaining efforts put forth by the negotiators will seem unsatisfactory to him in the past 11 years that I've been involved as an accountant in the livestock department the need has never been greater than this year for accurate accountability to our membership for their livestock as many of you already know the early years of livestock accounting consisted of not too much more than reporting a sales transaction into the national office and delivering that product to the packer however is as in all other segments of this industry changes to make improvement have become mandatory in the livestock department we have made drastic changes in our bargaining and our method of product delivery and even the actual negotiating of sales contracts and as a result of these changes the livestock department has recognized the importance of a training program to develop better communication between the collection points and the membership and the national office my responsibility as controller of the livestock department is to assure the membership that the accountability functions have been upgraded and the necessary changes have been made to ensure the membership the prompt and accurate settlements they demand to coincide with the improvements in the rest of our program today what I'd like to cover with you are those areas of collection point accountability that are extremely important to ensure our membership a complete program from bargaining to final settlement this will only be a brief highlight of those functions that are so vital in achieving this goal the remainder of this year I intend to devote a portion of my time in attending the collection point meetings that are currently being held by the livestock staff in your area and at that time we'll go into a lot more in-depth training to provide you with the information that you need to perform your function as custodian and point managers okay Wayne can we have somebody turned down the lights back there oh do we need to can you see it okay at this this time the first overlay I will discuss with you is the livestock delivery schedule its form number is M 109 now this form was designed strictly for your personal use at the collection point as you receive calls and as you make phone calls to procure and schedule livestock into your point record your collection point name and the delivery date the producers name his phone number and the number of head of livestock intends to deliver then enter any remarks that might be pertinent to his shipment this could be something like the estimated weight of his hogs or cattle or possibly the time he intends to get into the collection point with his livestock at the bottom of the page there is a space to total the number of head scheduled for that particular date the grand total in using this form all your commitments when you're ready to schedule your hogs or cattle with negotiators in the home office you've already got it prepared and already at your fingertips now hogs are to be scheduled with the negotiator by at least one o'clock the day before your collection point operates and the majority of our collection points are on what is called day ahead pricing so as you schedule your hogs with a negotiator he will give you the market this next form which is called the market price sheet these two is provided to record the prices your negotiator has bargained for it has various weight breaks and a space to record what the actual price is for each particular break the next overlay that I've got here is similar to the market price sheet but it's used in the feeder cattle division and that is called the ratification card and again it's used to record the negotiated prices there are prepared weight breaks again here and a space to write what the market is on the steers and the heifers and Holsteins and then on the back of this long card there's a space at the bottom of the card to record the amount of discounts per hundredweight for such things as low choice cattle or bulls fleshy type cattle or cattle that have horns when the negotiator give you gives you the prices that he's bargained for he'll also give you what the discounts are and it's wise to record them on this so that you've got it all in one one pace both of these forms allow you at the collection point to have a permanent record of the day's market for your point and they will also serve as a very helpful guide when you sit down to write the drafts to your producers one thing else for hog collection points that are not on day ahead pricing continue to schedule your hogs one day before the point runs but call back into the home office the next morning to receive the markets this next little form is called the scale ticket it's your producer's official receipt for his livestock it verifies his head count the average weight of the livestock a total weight the price per hundredweight and the gross dollars the pns insists that for the producer's benefit this form be prepared correctly and that all spaces are totally completed and I think really next to looking at the amount of his check this is the document your producer is most concerned with from this scale ticket the next overlay is the nfo members meet custodial draft and from the scale ticket and the price card markets you complete the draft as you fill out each draft completely such as this sample your producer has his total transaction and about 90% of all the records maintained in the national office are taken from this draft stub that you submit the figures that you enter are punched into the computer and these these figures trigger such programs as the automatic commissioned payroll which I'm sure you're all familiar with the bonus Commission it accumulates a collection point volume total it accumulates your collection point re blend account it makes buyer reports and member of volume reports each item here is very important and has its own special purpose and when one of these spaces is not filled out it really makes the records it just makes them false each month the national office mails to each collection point what is called a membership listing this printout consists of the members name his address his anniversary date got his membership number and the status of his dues and issue prepare this draft check the membership list to see if your member owes if the producer is delinquent that amount should be automatically deducted from his from his check this was a policy that the National Board of Directors implemented several years ago in slaughter cattle the next overlay that I've got when there's not enough line entries on the bottom of that draft stub to properly complete the transaction the grade and weight evaluation and the form number is CA nine seventy one this form can be used to finish up your transaction it has server line stand enter each individual head the description and tag number the live weight and the carcass weight the grade of the cattle the price per hundredweight and the gross amount and then in feeder cattle for that same type of situation the nfo feeder cattle sales report and that form number is f 604 this can be used for the same purpose only if there's not enough entries or space on the draft stub to finish up it lists the pin number and the producers name the number of head the average weight the grade and description of the cattle total weight price per hundredweight and the gross dollars again before you give that draft to your producer have him fill out this next form and this is a really important one especially now with the away the economy as it seems like it's called the nfo members the every notice for livestock this may be really the most crucial form that is filled out at your collection point if the producers livestock is not on contract this form states that his livestock has been fed in accordance to drug regulations and it also informs you if his livestock has any kind of mortgage or lien against it it is so important I guess I can't stress enough that you insist that each producer complete this form and that it's properly witnessed this will notify you if the producers draft is to be made payable jointly to a creditor if this form is not filled out the creditor has every right to come back to the collection point in case the producer did not pay the creditor his amount the mortgage amount he has every legal right to come back to you at the collection point and demand a draft for that same amount when you make sure each producer does fill out this delivery notice it releases you from any responsibility in collecting money back from a producer in case he didn't pay his creditor so it's really a very important form after all the livestock has been delivered into the collection point this next overlay is very familiar one I'm sure for all of you it's called the buyers invoice and Bill of Lading this form is the buyers noticed for payment it gives him the exact number of head and weight he used to receive and the amount of dollars he will pay to your NFL members meat custodial account in hogs and slaughter cattle the trucker is responsible for delivering this form to the buyer in feeder cattle we are working on an invoicing seizure now a new one possibly by where we'll be doing it out of the Home Office but it's just in the planning stage right now when you fill out this invoice completely the buyer has all the proper information to pay from and then he will send a copy of this invoice with his check to the Minneapolis bank the next step after you get done with your invoices is to pick up the phone and call the meat accounting department in the national office your invoice sets up what is called a receivable this notifies the trust that money has been paid out and that they are to expect that same amount from the buyer even if the invoice is for a small amount even for like one or two head it's really very important that you call into the accounting office and report the number of head and what the gross dollars are because you've paid out that amount to the producer and the trust expects to be paid from the buyer but unless you notify them it's a pretty Jeff tough job for them to keep up with all the payments this form the drafts issued reconciliation sheet is a summary and balance sheet for each invoice of drafts written this form enables you to check for any calculation errors and it should be in the mail to the national office no later than the day after your point runs on the back of this form you will attach the white copy of all the drafts that you wrote that day now until this form in the drafts are received in the national office none of the computer programs I discussed earlier get entered so the sooner your work is received a quicker you will be paid your commission for all the work that you this last form is called the lost report form it's made out when you've got an insurance claim perhaps if an animal has died at collection point or been injured it is also really extremely important to the claims department that all the information is listed completely on this form and truthfully if an animal did die attached to the lost report a rendering receipt and how the animal was disposed of this claim just as all other documents should be submitted promptly so that quick payment can be made that's all the overlays right now Wayne most of the manual operations and by that I mean the physical forms that you must prepare or call to the Home Office will soon be something I think a computer could be able to handle with you and in March or April of this year when the new computer is installed I plan to look into the possibility of how it could help you in your responsibilities as custodian and point manager become much more streamlined and less time-consuming it could eliminate some things that you currently have to mail in or phone in to the home office now I prepared a packet for each collection point that includes all of these forms that I've discussed today but it has a lot more detailed procedures in them this information will help you in managing an efficiently functioning collection point and at the close of today's meeting all pass out these envelopes to each one of you this time I'll turn the meeting back over to Wayne thank you very much thank you girl you know I was just sitting down here doing the projector for Carol and I talked earlier about the success of our 1982 program and the leadership that you people provide for us those of us that follow you throughout the year of 1982 and I find it hard to believe that with people as capable and as lovely as Carol all of that you guys can't be successful in 1982 it's got to be right I said earlier in my meeting that we were going to talk about the leadership of the organization and I've referred to you people at the collection point level you people that represent nfo in your respective communities as the leaders of the national farmers organization and I saw different looks different attitudes on different faces as I stood up here this morning and made those remarks some of disbelief some of the finally realized and some other guys that thought what's this guy talking about in the next few minutes that have been allotted to me this morning to discuss this with you the leaders of this organization I intend to proceed to prove to you that beyond a doubt those of us that follow you will only go where you lead us and no place else Carol I need an overlay please this drawing or overlay that you're looking at on the screen this morning is a representative of a collection point and all the entities of the national farmers organization that it takes to make that collection point function I would like to take this opportunity to go over the details of that drawing up there and explain to you exactly what it means and what we are talking about when we discuss the leadership of the National Farmers Organization that square with the collection point manager and the collection point custodian inside it represents anyone of 100 and 60 some-odd collection points that we have in operation today it could be any collection point in any state anywhere as you see we have a collection point manager a custodian a barn board and a meet committee that is the leadership of nfo I would like to investigate this morning some of the various leadership responsibilities of the national farmers organizations leaders so that you might be better informed as you go back to your respective places of business about the leadership and what we are what you are doing let us discuss first the barn board it says right under the barn board we need 5 or more members the barn board normally consists in it is a wide and varied thing across the country from 5 to 15 or 20 people depending on your particular situation but your barn board leadership responsibilities is very important to this organization we spend too little time and too little thought discussing the leaders of this group but is your responsibility as members of a barn board to furnish the place for the collection point manager the custodian and the meat committee to do business it's your responsibility to keep it in a good state of repair it's part of your responsibility as a leader to keep it clean and most of all to be sure that it's large enough to accommodate the volume of livestock that the livestock division will be putting through your place of business I would like to point out to the barn boards that the leadership in their community stands every day as a monument to their impression I talked about a neat barn a clean place and an acceptable business place in your community has members of a barn board and as leadership of this organization you should be ever mindful of the appearance of your barn your place of business the place of business that you would like to have your neighbors and friends come to because as leaders of this organization you are responsible for that impression in your community that barn represents each day as those people drive by in fo now if they drive by a junkyard then in fo a junkyard if they drive by a barn with the gates all hanging open and falling down that's what nfo is but as leaders of this organization you must realize that if that guy drives by a neat well painted clean property that's well taken care of and an asset to the community then that's what NF o-- becomes every day every time they look at your barn that's what NF o-- is I would like then to move on and discuss next the collection point manager and his leadership responsibilities exactly what he's to do and what he's not to do and exactly why he should be a leader in this organization the collection point managers first and foremost responsibility is to the organization to the leadership and to himself to have a 100% positive mental attitude at all times anything he does has got to be good he's got to believe in it and do it because he believes sincerely that it is the best thing that he ever did in his life that's an absolute for this part of our team our collection point manager remember now is our merchandiser this person is the person who merchandises our livestock to your very best advantage as a producer shipper yet remembering at all times that he must stay within the bounds of that agreement which you entered into that's not always easy but that's his responsibility as a leader he should always make your visit to the collection point of all the producers should always be a pleasure should be something interesting should be an enjoyable situation he should always be able to be well informed keep the shippers informed of new things that might be going on in the area and should be in a position to service those people that ship their production through our collection point system with whatever information they need to make them comfortable happy and satisfied because we have a nice mean neat clean place to do business a little PR my positive mental attitude and we're off and running it's that simple and as leaders of this organization I'm sure that throughout the fiscal 1982 we're going to be able to develop this type of leadership all across this country I would like to investigate next the custodian or collection point custodian just a little bit and talk about what their responsibilities are as leaders of this organization and why the collection point custodian is a key person on our team because you see before you a team of people who will lead this organization to success and it is important that each person on the team do what they do best and we that we do it all together the collection point cust first and foremost leadership responsibilities is to pay as promptly as possible for the livestock that went through this organization it is that person's total leadership desire to be able to present a check to a shipper at the earliest possible time the collection point custodian is our positive mental attitude person they participate and in some cases are the person that makes our visit to the collection point of pleasure an enjoyable thing to be a little kind and a little nice even on Monday when you don't feel like it sometimes even to do that is important because our leaders our neighbors look at our leaders and say that's in fo the collection point custodian needs to keep adequate records as we've talked about here earlier today so that the collection point manager the meet committee chairman and the regional supervisors and other people involved in the team have adequate records to lay out and plan for new volume something that they can base their plans from the collection point custodian needs to make phone calls as part of their leadership responsibilities to coordinate the shipment of livestock to get new volume into the collection point and to schedule a livestock as promptly and as early as possible into the home office in Corning Iowa that coordination is an important thing the collection point custodians willingness to attend one or two brief meetings a month will add greatly to your collection points success that gives to the people in the meet committee and the collection point manager a positive thing it's very important that that custodian have the time to attend to brief meetings a month to remain a part of our total team because one of us will not the other can never be successful together we can do anything we want to now I would like to go into the leadership responsibilities of that meet committee that you're looking at up there and say to you that the meet committee the collection point manager and the collection point custodian are the people that do the business at the collection point the meet committee chairman and his committee basic leadership responsibilities is to get volume that's what they're for that's why you have been chosen as leaders in your community to accept a position with your basic leadership responsibilities being that of obtaining volume for your collection point the meet committee should always support the collection point manager and the custodian in their daily endeavors and the collection point meet committee chairmen as a part of his regular leadership duties with the organization should call and hold a monthly meeting at his collection point to discuss many things but at this meeting he should include the manager the custodian his meet committee and where we have regional supervisors available they should be invited to these meetings this meeting should be chaired by the big committee chairman it's his meeting it should include a brief report from the collection point manager in the custodian about the operational affairs of the collection point in this meeting they meet committee and its chairman should give both support and direction to the manager and custodian of their collection point support them in their decisions give them directions on how to help solve everyday working problems at the collection point do not leave that collection point manager out there all by himself do not make it a total burden for the manager and the collection point custodian to make everyday decisions at that collection point once a month as leaders meet with those people and give them their your support give them some direction make them comfortable in their work and success happens that way with a total total team effort the meet committee chairmans monthly meeting is a meeting where he as chairman and along with the others at the meeting should plan and lay out a plan to make contacts on non-members for the next 30 days to increase the volume in their business of their collection point in areas where a regional or area supervisor is available and is in your meeting you would be encouraged to make the best use of all the time that that person can put into your area either by getting that supervisor appointments to see new people or as often as possible go with that regional supervisor to meet new people prospective national farmers organization members and shippers remembering all the while that you're planning that that you as leaders of the organization have already established an image and an attitude in your community keep that in mind you are in fo you are our leaders each of you as you go about your daily affairs are in fo together in a total team effort as you see it laid out here before you today each of us doing sometimes small and minor things together it all spells success no person in this room no person in this building can create success all by themselves but together it can happen the goals from the 1982 program for the livestock division of this organization are realistic they're very obtainable and I would like to express every confidence that you people as leaders will in fact lead us to success and to the place that we would like to go in 1982 after all what do we want as an organization more than anything else we want a cost of production we want a reasonable profit we also want a marketing system that belongs to the American farmer and you as leaders of this organization have within your hands the ability to create that system and to bring it out this year and take a giant step towards that cost of production goal that you established so many many years ago was so much wisdom Carol I need another overnight please