WRHA Board Meeting
5/1/2006
Bellevue Library
The meeting was called to order at 5:10 p.m. by president, Judy Caton
Officers,Board Members and Committee Chairs in Attendance: Judy, Janet, Alayne, Jeff,Cheryl, Terri, Kim, Caroline, Cathy, Darren, & LyellGuest: Josh
The minutes from the last meeting were briefly discussed. Darren moved we accept theminutes and Lyell seconded - PASSED
TREASURER’S REPORT -Jeff
Jeff provided a detailed report of our income and expenses from Jan. 1 of this year throughMay 1, an accounting of the income and expenses from the 2006 Spring Fling show and anaccounting of the income and expenses from the 2005 Spring Fling Show. There is a balance of $28854.93 in the checking account and a balance of $1618.57 in the savingsaccount for a total of $30473.50 as of 5/1/06.
Darren moved we accept the treasurer’s report ; Alayne seconded - PASSED
SHOW COMMITTEE -Caroline
Caroline provided a written report with details regarding the Classic in Monroe and the PortAngeles show. Bob Garret will announce at Monroe and Joelle will work the in-gate. We will only be having one judge in Port Angeles and the show start time will be 8:00 a.m.Janet moved that we accept the show committee report and Darren seconded - PASSED
NEWSLETTER -Janet
Hoping to have the newsletter out this week. Articles are all written and ready to print.Decided we need to include a couple of additional items to newsletter, so an insert will beadded. Discussed whether or not we should advertise for other clubs’ events. Determined we could at editor’s discretion depending on the club and the event.
PUBLICATIONS -Kim
Kim will continue writing an article about each show for submission to Cascade Horsemanand The Reiner.
AWARDS
No formal report except that they stayed within budget for the awards for Wenatchee.Thanks to Cindy and Karen.
ADVISORY COMMITTEE -Judy
Josh will review our by-laws and make recommendations. The by-laws are also availableonline for individual member review.
AFFILIATE SHOW COMMITTEE -Judy
Judy passed out a copy of WRHA’s proposal to hold the Affiliate Regional Finals show atWenatchee in 2007. Appleatchee has agreed to accommodate us and will providewhatever is needed to make it happen. Judy asked that the Board review the proposaland make comments by May 7.
SPONSORSHIP COMMITTEE -Cathy
Cathy is still soliciting sponsors. She also said she will not be able to go to the PortAngeles Show and asked that someone assume responsibility for taking the banners to theshow, putting them up and getting them taken down. Darren volunteered, stating that hisbarn would pitch in to make sure it got taken care of. We’ll work out the logistics at theMonroe show. Cathy also reported that all sponsors have paid what they had pledgedexcept one. She will do one more invoice to that sponsor.
OLD BUSINESS
Budget Evaluation - Judy passed out a written analysis comparing cash flow(income/expenses) from the 2005 and 2006 Spring Fling. The report shows our 2006income down by $3703 with expenses up by $121. A discussion followed about what direction we want the club to go. There seems to be a slight downward trend in the numberof exhibitors at horse shows in general. Talked about ways to attract entries, i.e., moreprizes, continue year end awards and social events at shows. Board input was requested.(See more on this under “New Business” below.)
Insurance - It has been decided to defer any change to our insurance until after the by-lawshave been reviewed. Darren will get a copy of our existing policy to give to Josh.
NEW BUSINESS
Exhibitor Party, Monroe - Cathy would like to see an exhibitor party at Monroe. One idea presented was to have a catered spaghetti feed. Cathy knows of a caterer who can do it for $7.95 per person with WRHA supplying the beverages. The caterer will supply all plates, utensils, napkins, etc. Alayne moved we have a catered exhibitor party and Kim seconded. Darren then moved that we amend the motion to limit the party to a budget of$1000. Kim seconded the amended motion - PASSED
Cathy will check with the fairgrounds to make sure we can hold the party. If its a go, an insert will be added to the newsletter, Jeff will do a mass emailing and will the party info to the website.
Sponsor Perks/Exhibitor Gifts - Cathy also ordered and received tyvek back numbers for the Monroe show with “Continental Dirt Contractors” printed on them. This lead to a discussion about possible exhibitor gifts for the Monroe show specifically, T-shirts with show logo & “Continental Dirt” for each horse entered. This prompted a discussion about how sponsors’ money is being spent and also ways of getting the WRHA name out there.No further action taken on giving out T-shirts.
Website -Cathy would like to see the website updated. The year end award info on the site is outdated and the youth section has not been updated for a couple years. Terri said Gina would update the youth part of the website. Jeff will remove the youth section for now. Cheryl will add an “archive” section where old articles can be stored and retrieved if necessary.
Membership List -Cathy wanted to know if we could add non-member sponsors to ourmembership list. It was agreed that non-member sponsors should be on the list. Jeff will update it and send it to Janet for the newsletter.
Bob Berg Buckle Bid -We received a bid for making our trophy buckles from Bob Berg Buckles. No action taken on the bid proposed as we already have all our buckles for 2006.
Class Awards -It has been suggested that we award prizes to 3rd place in all classes, not just the WRHA classes. Jeff made the point that about 75% of the exhibitors at our shows do not show anywhere but at the WRHA shows. This means that this is their only opportunity to win prizes. We presently give prizes to 3rd place in all the WRHA classes.Discussed the possibility of giving awards for 2nd and 3rd in all the NRHA classes (NRHA trophies go to 1st place). Alayne moved we award prizes to 2nd and 3rd in all the NRHA classes, Kim seconded the motion - PASSED
We will need an additional $25 for each 2nd place award and an additional $15 for each 3rdplace award. This amounts to $40 per class for 21 classes for a total additional expense of$840. Lyell moved we budget the $840 for the new awards and Kim seconded themotion - PASSED
Matt, Kim and Terri will help Cindy & Karen get the prizes for the Monroe show
Reserve Awards -Cathy wanted to know if she should order the show pads for 2nd place for the Open & Non-Pro classic. The cost is $310 per pad. Discussion followed. Alayne moved we order 5 pads (2 for the Classic and 3 for the fall futurity), Cheryl seconded - PASSED
Cathy will order the pads
Year End Awards -We discussed whether or not to continue doing year end awards. It was proposed that in order to be eligible, a person must be signed up as a member ofWRHA by the June Monroe show. Any points earned in Wenatchee would be awardedretroactively. Cheryl will donate awards for the 9 club classes and the 2 youth classes (totalof 11, valued at $200 apiece.) The club would buy the remaining awards to 3rd place.
Darren moved that we continue doing year end awards as proposed and Lyell seconded -PASSED
Kim will write up an explanation of how points will be earned and what classes will getawards. Janet will add an insert to the newsletter with information about the year ends andhow to qualify.
WRHA Classes: Membership Required? -We briefly discussed whether or not a personneeds to be a member of the WRHA in order to compete in club classes at our shows.There is currently no such requirement. Decided to leave things as they are and not requiremembership to ride in the club classes. However, WRHA membership WILL BErequired to qualify for WRHA year end awards.
Reorganization -A review our non-profit status is going to be done. Judy has anaccountant who will do the initial review for free. Jeff will provide Judy with our federal tax IDnumber so they can get started.
We will also be changing the signers on the WRHA bank accounts. The new signers willbe the president, vice-president and secretary (Judy, Alayne & Janet).
Memory Book -Kim reminded everyone that she still keeps a memory book and wouldwelcome any contributions to it from the members.
Next Meeting - The next meeting will be held on Monday, July 10 at 5 p.m. at the Bellevue Library.
With no further business to discuss, the meeting was adjourned at 8:35 p.m.
Respectfully Submitted,Janet Hurlburt Secretary, WRHA
ACTION ITEMS
1. Review by-laws and make recommendations. - Josh
2. Review WRHA’s proposal to hold affiliate finals and make comments. - Board
3. Make arrangements to transport the banners to the PA show. - Darren
4. Get a copy of current insurance policy and give to Josh. - Darren
5. Verify that we can hold an exhibitor party at Monroe. - Cathy
6. Add an insert to newsletter regarding party and year end awards. - Janet
7. Remove the current “youth” section from the website. - Jeff
8. Update the “youth” section of the website with current information. - Gina
9. Add an “archive” section to website. - Cheryl
10. Add non-member sponsors to membership list and send updated list to Janet. - Jeff
11. Help Cindy and Karen get the additional prizes for Monroe. - Matt, Kim & Terri
12. Order show pads for Monroe show and fall futurity. - Cathy
13. Write up explanation of how to earn points for year end. - Kim
14. Provide our federal tax ID number to Judy. - Jeff
15. Change the signers on WRHA bank accounts. - Jeff, Judy, Alayne, Janet