WRHA Board Meeting
11/17/2009
Belllevue Library
The meeting was called to order at 4:00 p.m. by club secretary Janet Hurlburt, the only
officer in attendance. Also present were board members, Dave McKim, Sue Muir, Darren
Stancik, Caroline Schaefer & Cathy Martin along with two newly elected officers for 2010,
Jeanine Kern (president) and Suzie Knudson (secretary).
Copies of the minutes were handed out and the minutes were approved with one minor
correction. Under the heading of “New Business”, the wording, “has expressed an interest
in running for” was changed to “is willing to serve as”.
The next order of business was Judy Caton’s resignation. She emailed the Board on
November 14, 2009, submitting her resignation from the Treasurer position and her Board
position. Darren moved we accept her resignation; Jeanine seconded – PASSED
*Janet will update the website with a brief statement regarding her resignation.
TREASURERS REPORT
No exact figure was available, but Janet reports that we currently have $32000+ in our
bank account. The club checking account and savings account were both recently closed
and funds from each were transferred into a new checking account. We no longer have any
savings account. Janet is listed on the account as a signer and *additional signers will be
added shortly.
Payouts for the fall show come to $10964.20. Checks for the new account are expected
very shortly and payouts will be mailed as soon as possible.
The issue of “stale” checks came up. Apparently Judy discovered a lot of checks that had
not cleared when she was reconciling the checking account this past year. Although some
were a year or more old, they were all reissued by Judy this past summer. *Jeanine will
find out what bank rules are regarding “stale” checks. How long are checks good?
SHOW COMMITTEE
Show dates for 2010 are as follows:
Spring Fling (Wenatchee): April 9-April 11
The Classic (Monroe): June 4-June 6
Fall Spectacular (Wenatchee): Oct 8-Oct 10
*Caroline will confirm dates for Wenatchee with Appleatchee.
Affiliate circuit show paperwork is due on December 1. *Caroline and/or Janet will
complete and send in to NRHA. Also due is our club NRHA Affiliate application. This must
be sent in with the appropriate fee by January 31, 2010. *Jeanine will complete it and
send it in.
ADVISORY COMMITTEE
We discussed the need for a review of the club finances. After much discussion, Darren
moved we look into getting our books audited by an independent CPA. *Cathy, Dave
and Jeanine will get information and estimates from CPAs and we will vote on which, if any,
CPA we will use once the estimates are in. Sue seconded – PASSED
Our insurance coverage ended Oct 31, 2009, so our policy must be renewed as soon as
possible. Darren moved that we make sure our policy conforms to club bylaws; Dave
seconded – PASSED
*Cathy will call the insurance company.
NEWSLETTER/PUBLICATIONS
Jeanine is collecting news for our next newsletter.
SPONSORSHIP
We discussed some strategies for getting sponsorships in 2010. Dave will collect regular
sponsorship dollars first and then possibly get sponsorships for “special” items, i.e.
individual class sponsorships/awards later.
AWARDS
Sue will be circulating some ideas for year end awards for the Board to look at.
We briefly discussed qualifications for 2010 year ends. It was decided that we would table
this discussion and add it as an *agenda item for our first meeting in 2010.
The list of classes getting year ends for 2009 needs to be updated. NRHA has added
some classes and we have changed some of our club classes. Darren moved that we
award 2009 year ends to any class that ran at least twice during 2009; Dave seconded –
PASSED
*Janet will update the website with the classes getting 2009 year end awards.
*Class winners will be announced shortly. Jeanine has been working with Debbie Fortner
compiling the points for 2009.
NEW BUSINESS
Caroline brought up the possibility of having Freestyle classes in 2010. After a bit of
discussion we decided to go ahead and have a WRHA Freestyle class at the Wenatchee
spring show and schedule it prior to the Derby.
Jeanine received an inquiry from the Washington Quarter Horse Assn about the possibility
of “partnering” with them at their shows OR offering AQHA classes at our shows. The idea
was not favorably received and there was no further discussion.
Caroline also brought up the idea of having a “Rookie Day”. This got a positive response,
so *she will research what this would entail and Darren will assist as needed.
Cathy announced she will NOT be on the Board in 2010. _
*Jeanine will appoint some new Board members for 2010. Board appointees will be
announced as soon as those positions are filled.
OLD BUSINESS
None.
Having no further business to discuss, Dave moved we adjourn and was seconded by
Sue – PASSED.
Meeting adjourned at 6:00 p.m.
Respectfully Submitted
Janet Hurlburt, Secretary
******ACTION ITEMS******
1. Update website regarding Judy’s resignation – Janet
2. Additional signers for bank account - ?
3. Find our bank rules on “stale” checks – Jeanine
4. Confirm 2010 show dates with Appleatchee – Caroline
5. Confirm 2010 show date with Monroe - ?
6. Submit affiliate show paperwork by Dec 1 – Caroline/Janet
7. Send in NRHA Affiliate Club application and fee by Jan 31 – Jeanine
8. Talk to CPAs – Cathy, Jeanine & Dave
9. Call insurance company – Cathy
10. Update website with 2009 year end qualifying classes – Janet
11. Add qualifications for 2010 year ends to next meeting agenda – Janet
12. Announce/publish 2009 year end award winners – Jeanine(?)
13. Research “Rookie Day” – Caroline/Darren
14. Fill appointed Board positions - Jeanine