WRHA Board Meeting
1/10/2007
Bellevue Library
The meeting was called to order at 7:00 p.m.
Board Members in Attendance: Judy, Janet, Lyell & Caroline
TREASURER’S REPORT
Jeff was unable to attend the meeting, but submitted an income & expense summary for2006 and our account balances as of 12/31/2006. We have $21217.87 in the checking account and $1622.22 in the savings account for a total of $22840.09. This is up from last year’s ending balance of $19531.
Jeff has also turned over the books to Judy. She and Cathy will go over them and enter them into Quickbooks so they can be turned over to Inger.
SHOW COMMITTEE - Caroline
Affiliate Qualifying Classes - We will run 2 full slates of NRHA classes at our spring Monroe show in order to fulfill the regional affiliate qualifying requirement of 3 shows. No change will be made to the spring Wenatchee show.
Appleatchee Contract - Appleatchee will be increasing their fees by $500 per show in2007. A new 2-year contract is currently being finalized and Caroline will circulate the contract to the Board prior to signing.
Patterns - Caroline reported that she’s received requests from some trainers that we not run pattern 3 in beginner or rookie classes and that we not do run-in patterns in the green horse classes. Changes were made to the class patterns as needed.
Stalls & RV Spaces - The show committee needs a person or persons to check that stalls and RV spots are paid for at the Wenatchee shows. Discussed the possibility of printing out slips to be displayed which indicate the stall/RV slot has been paid for.
Class Time Study - Caroline would also like to devise a way to measure the length of each class and using the information to help schedule future shows. Discussed the possibility of having Joelle enter a starting and stopping time on her sheet at the shows where she is our gate person.
Paid Practices - Paid practices seem to be at a premium lately. We discussed putting limits on the number of practices per horse as well as possibly limiting the paid practices to horses that are actually competing at the show. The show committee will put this item on their agenda for the next show committee meeting.
New Committee Member - We are pleased to announce that Lyell has agreed to serve on the show committee in addition to fulfilling his duties as our new vice-president. Thanks Lyell!! The ‘07 show committee now consists of: Caroline, chairman; and Jeff, Alayne,Terri, Lyell & Janet, committee members. The committee will be meeting soon, date to be announced.
Port Angeles - On a less happy note, the Port Angeles show has officially been canceled.Several factors entered into this decision, but the small size of the show and scheduling conflicts with other shows have made it impractical to continue. Our sincere thanks to the people in Port Angles for their years of community support and hospitality.
SPONSORSHIP COMMITTEE - Vacant
Cathy was unable to attend the meeting, but did provide the updated 2007 sponsorship information packets. Judy will mail out the packets and be the contact person until a new sponsorship chairman can be found.
MEMBERSHIP COMMITTEE
No report. We had a brief discussion about the need for a membership committee. It was decided that we are fulfilling all our membership retention/recruitment needs through various means (i.e., newsletter, Cascade Horseman, website) and that a specific committee may no longer be necessary.
Janet moved that we abolish the membership committee and the motion was seconded by Judy -MOTION PASSED
NEWSLETTER - Karen
Karen was unable to attend the meeting, but she has taken over the newsletter and has the first issue nearly ready to go to press. Thanks, Karen!
PUBLICATIONS - Kim
Kim was unable to attend the meeting, but will continue writing articles for publication and for posting on the website. Thanks, Kim!
AWARD COMMITTEE - Kim
Kim was unable to attend the meeting, but we discussed awards for the upcoming year and for the 2006 year end hi-points. We award buckles to first place and show pads to reserve in 9 classes in 2007: open/ltd open derby & non-pro/ltd non-pro derby- Spring Fling;Open $2500 added class & Non-Pro $2500 added classes-The Classic; and the Open/Ltd Open Futurity & the Non-Pro Futurity - Fall Spectacular. Janet will talk to Darren about ordering the buckles for this year. Saddle pads will also need to be ordered.
The 2006 year end awards will be presented during the Wenatchee Spring Fling show.Cheryl has agreed to donate awards for the 9 club classes and for the 2 youth NRHA classes (total of 11). The club will purchase the remaining awards. There are a total of 20 classes getting awards (to 3rd). A discussion followed about budgeting for the rest of the awards.
Lyell moved we budget $1800 to purchase pictures for the remaining first place awards and $2200 to purchase the balance of the awards to 3rd. Caroline seconded-PASSED Sue Muir has offered to help Kim do the awards for the club this year. Caroline will talk to Kim about this.
ADVISORY COMMITTEE - Judy
Non-Profit Status - Discussed forming a corporation under the name Washington State Reining Horse Assn. (new name) d.b.a. WRHA in order to facilitate our request to be designated as a non-profit organization with the IRS. Judy has talked to an accountant who feels this would be the easiest way to handle this situation rather than trying to go back retroactively.
After more discussion, Caroline moved that we reorganize as “Washington State Reining Horse Association” for the purpose of obtaining status as a non-profit organization doing business as “WRHA”. Lyell seconded - PASSED
AFFILIATE SHOW COMMITTEE - Board
As the regional affiliate show location has been selected, we no longer need the services of the affiliate show committee.
Caroline moved we disband the committee. Janet seconded - PASSED
OLD BUSINESS
Both the budget evaluation and the insurance issue are ongoing.
NEW BUSINESS
Fall Election Results - We are happy to announce the results of the election held last fall in Wenatchee. The new officers/directors for 07-08 are:
Lyell Ernst, Vice-President
Inger Helsen, Treasurer
Alayne Blickle, Director
Jeff Lansidel, Director
Welcome aboard everyone! Looking forward to a great 07-08 under your guidance!
Audit - Judy advised that Cathy will be reviewing the show reports (i.e. entries, income &expenses). This information should help us do a better job of budgeting for expenditures as well as help us plan for the future by keeping track of the numbers of entries and where they come from.
Jeff’s Contract - Judy is working with Jeff on a contract for his services, i.e., what he needs and what we require as well as incorporating NRHA’s rules for show secretaries. They should have the contract finalized in the near future.
2007 Membership Applications - Membership applications will be distributed in the first newsletter and the updated application will be on the website. Dues will remain the same as last year and the completed applications and fees should be returned to club secretary Janet Hurlburt. The address is on the application.
Having no further business to discuss, Lyell moved we adjourn and Judy seconded-PASSED The meeting was adjourned at 8:55 p.m.
Respectfully Submitted,Janet Hurlburt WRHA Secretary
ACTION ITEMS
1. Circulate the new Appleatchee contract for Board approval prior to signing - Caroline
2. Order 9 buckles for 2007 first place class awards - Darren
3. Order 9 show pads for 2007 reserve winners - ?
4. Enter books into Quickbooks and give to Inger - Judy & Cathy
5. Assign someone to check stalls & RV spaces in Wenatchee - Show Committee
6. Track length of classes - Show Committee
7. Check with Kim to see if she would like help from Sue in doing awards - Caroline
8. Paid practice allocations - Show Committee