WRHA Board Meeting
1/13/2006
4:00 p.m. - Monroe
The meeting was called to order by president, Judy Caton at 4:30 p.m. Officers and Board Members in Attendance: Judy, Alayne, Janet, Jeff, Caroline, Inger,Terri, Matt, Cheryl & Lyell.
Two corrections were made to the minutes from the meeting held 11/11/05:
1) Add Alayne as a show committee member; and 2) correct the date of the show committee meeting (minutes showed 12/5, correct date was12/12).
Jeff moved to accept the minutes as amended and Lyell seconded - PASSED
TREASURER’S REPORT -Jeff
Jeff passed out a copy of the treasurer’s report as 1/13/06. Included in the report were all expenses incurred in 2006 to date. Account balances as of 01/13/2006:
Checking: $17913.79
Savings: $1617.29
TOTAL: $19531.08
A motion was made a seconded to accept the treasurers report - PASSED
COMMITTEE REPORTS
Sponsorship Committee - Cathy
Cathy was unable to attend the meeting, but submitted a written sponsorship committee report.
She states we have 4 confirmed sponsors so far including 2 diamond level sponsors, a new platinum level sponsor and a commitment from the Shobe family to sponsor the special CR Morrison trophies for the same classes as last year.
She has sent Cheryl the sponsorship forms so they can be posted to our web site and Cheryl has also updated the web site so that every page (except the home page) will show 3 sponsors.
Cathy thanked Cheryl for helping her fulfill her obligations to our sponsors and for doing a great job.
Membership Committee - Lyell
Discussed a few possible new benefits of membership, including receiving the Cascade Horseman (12 issues per year).
Cheryl contacted Cascade Horseman to see what benefits they could provide our membership. For $10 per year per member, the magazine will:
1) provide a 2-pagesection dedicated to non-advertising information;
2) mail the magazine to all members;
3) send promotional copies to our events on a pre-approved basis;
4)provide space foradvertising information such as entry forms, event ads etc., at a 25% discount;
5) providecamera-ready ads to any other advertising outlets for the association ads placed in themagazine; and
6) offer a 10% discount off the regular price of advertising to members.
The magazine will also be responsible for all normal printing, design, layout and regular production charges.
Matt made a motion that we go ahead and get the Cascade Horseman. Inger secondedthe motion - PASSED
Judy signed the contract with the magazine and Cheryl will be their WRHA contact.
Lyell agreed to continue working on benefits of membership and present a proposal for thenext meeting.
Newsletter - Janet
Janet made a proposal to donate the newsletter (excluding postage) to the club. The newsletter would be printed a minimum of 4 times a year (quarterly) and a maximum of 6times a year (every other month). It would be 11” x 17” (4 pages) with inserts as neededand would be folded into mailer size.
News from any and all WRHA members/sponsors could be included, including youth news.
Inger moved that we accept Janet’s newsletter proposal. Terri seconded - PASSED
A brief discussion followed about how to encourage youth to join the WRHYA.
Publications
We will continue to submit articles about each show to The Reiner. In addition, we will now have space in the Cascade Horseman.
The first Club information will be provided to themby their deadline of 1/20/06.
Cheryl has created a full-color poster with pictures, 2006 show dates and logos for each of the 4 shows, a list of our sponsors and our web address. The poster will also appear in the Cascade Horseman. Other possible publications include NW Horsesource and the Quarter Horse News. Judy suggested we put the poster in The Reiner as a full page ad.
After a brief discussionInger moved that we put the poster in The Reiner and Cheryl seconded - PASSED
Awards - Matt
Matt confirmed that Cindy will continue doing the awards for 2006. Karen has also also agreed to be on that committee.
Cindy is going to get a separate credit card in her name tobe used exclusively for WRHA awards.
The show committee is asking for an award budget of $2600 per show for 3 of our 4 shows (Port Angeles does their own awards).
Matt moved that we approve the show committee's request of an award budget of $2600 per show. Alayne seconded.
At this point, Inger moved to amend the motion so that Cindy be allowed to determine how many places to give awards to at each show provided the prizes are awarded uniformly within each show AND that awards must be picked up bythe end of the show or be forfeited - PASSED
Advisory Committee - Nothing to Report
Show Committee - Caroline
The show committee held a meeting on December 12.
Caroline submitted a written report stating that NRHA show approval paperwork had been submitted for the spring Wenatchee show; stating what the added money will be and advising us that the class schedule and patterns had been selected.
Also included in her report was a discussion of how they are trying to achieve fixed star ttimes for the aged events with the idea of encouraging spectators (family members, new fans and sponsors) to watch the show. The committee has also decided to keep the stall cost at $90 and to run the WRHA and NRHA Novice Horse classes concurrently all year.
The committee also proposed that each show committee member receive one free stall per show year in exchange for volunteering their time and energy towards putting on ourshows.
Janet made a motion that we give each show committee member a free stall and Ingerseconded - PASSED
The committee requested a discretionary budget of an additional $600 (give or take a few$) for each show. Inger moved that we allocate the $600 and Lyell second - PASSED
Caroline also proposed that a separate committee be formed to work on the possibility of WRHA putting on the Affiliate Finals show in 2007. A discussion followed about the benefits of hosting the Affiliate Finals at our Fall show and the possibility of holding the show at a different location.
Caroline had contacted the Central Washington State Fairgrounds (the Yakima Sun Dome) and received information about that facility. She provided a handout to everyone present showing the layout , rental rates and other information about the Sun Dome.
We decided to form a committee to work on a possible WRHA bid for the Affiliate Finals at the next meeting.
OLD BUSINESS
Year End Awards
Alayne had expressed a wish to re-visit the possibility of having year end awards. She made a motion that this issue be reopened and Terri seconded. Judy called for a show of hands which resulted in 5 in favor and 4 against - PASSED
Alayne said that Sheri has offered to organize the banquet. A discussion of banquets and year end awards followed which included how to promote them and why they were not well attended in past years. Judy then suggested that someone put together a proposal for year end awards/banquet to be discussed at the next meeting.
Inger moved that Sheri put together a proposal for year end awards/banquet; Cherylseconded and the motion was - PASSED >
Eve Willett
Eve Willett had been scheduled to speak about club insurance, but was unable to attend the meeting. Will have to reschedule.
Laminating Pattern Posters/Flip Chart
Janet provided information on the cost of printing and laminating the pattern posters for a flipchart. After a brief discussion, Inger said she would donate her chart to club. Thanks, Inger!
NEW BUSINESS
Robyn Schiller - Judy
One of our members had inquired about the possibility of having the WRHA promote Robyn Schiller as a coach at our shows for exhibitors who don't have trainers and/or hold a“clinic” at one of our shows. Brief discussion followed.
Inger made a motion that WRHA not provide any promotion for Robyn Schiller; Alayne seconded - PASSED
Meeting Logistics - Matt
Matt suggested we rotate locations or hold meetings via teleconferencing so that some members would not have to travel so far. Judy said that the meetings would be rotated or held at a central location. Public libraries are a possible site for meetings. The meeting rooms are free and can be booked up to 2 months ahead. Judy said she would try and book the next meeting at the Tukwila Public Library.
The next meeting will be held on March 1, 2006 (Wednesday) at 4:00 p.m. and (unless otherwise notified) will be at the Tukwila Public Library. Judy will email the library addressand directions before the meeting.
WRHA Bank Accounts - Jeff
Jeff will be getting the information about changing signers on our bank accounts. Judy moved that the new signers be the president, vice-president, secretary and the treasurer; Janet seconded - PASSED
NRHA Rule Change - Matt
Matt brought a letter he received from NRHA that was sent to all NRHA judges about a recent rule change that says NRHA judges may not judge club classes (non-NRHA approved) at the shows. We discussed how this rule change could impact our shows.Caroline will analyze how the change will affect us and report back at the next meeting.
HAVING NO FURTHER BUSINESS TO DISCUSS, MEETING WAS ADJOURNED AT 7:00 P.M.
*****ACTION ITEMS FOR NEXT MEETING*****
Benefits of Membership Proposal/Ideas - DARREN & LYELL
Form committee to work on the possibility of WRHA hosting the Affiliate Finals show.
Clarify how to qualify for Affiliate Finals (for future newsletter) - JANET
Present a proposal for possible ongoing year end awards/banquet - SHERI
Get information about changing signers on bank accounts - JEFF
Determine how NRHA judging rule change affects our shows-CAROLINE
Add “Benefits of Membership” section to web site - CHERYL
Review insurance policy w/Eve Willett - DARREN
Provide written Committee Reports to Janet before the next meeting (especially if youwill be unable to attend the meeting) - ALL
Respectfully Submitted byJanet Hurlburt Secretary, WRHA