WRHA Board Meeting
7/10/2007
Bellevue Library
The meeting was called to order by president Judy Caton at 5:55 p.m.
Board Members in Attendance: Judy, Janet, Darren, Lyell, Alayne, Terri, Inger & Jeff. The minutes from the May 1 meeting had previously been distributed. Lyell moved we accept the minutes as presented and Jeff seconded. - PASSED
TREASURER’S REPORT -Jeff
Jeff provided a written report of income/expenses for the Monroe show, a written report of our cash flow year to date and our bank account balances. We currently have a total of$22088.04 in the bank. Discussed ways to increase show revenue and cut down on show expenses. One idea discussed was possible negotiation of the cost of the facilities we use. Judy will look into that. Darren moved that we accept the treasurer’s report as presented and Lyell seconded. - PASSED
COMMITTEE REPORTS
Show Committee/Award Committee - Alayne
Caroline was unable to attend the meeting, so Matt emailed to advise that the show committee would be meeting tomorrow (July 11) to intialize plans for the WRHA Caton Ranch Fall Spectacular. The NRHA paperwork for that show is due by the end of this week. The added money will stay the same for the Fall show. We were also happy to learn that Terri O’Brien has agreed to join the show committee. Thanks, Terri!!
Sponsorship Committee -
No report except that Cathy has indicated that this is her last year as sponsorship committee chairman. We’ll need to find someone to replace her. She’ll be a tough act to follow, but we discussed a few possible members who might be willing to take on this reponsibility. Janet, Lyell and Darren agreed to contact prospective candidates for this job.
Membership Committee - Lyell
No report except that Jeff states that we currently have 146 members.
Newsletter - Janet
Janet hopes to have another newsletter out by the end of July.
Publications - Kim
No report. Kim will continue to provide an article about each show to the usual publications.We also briefly discussed how we could eliminate duplicate (or even triplicate!) copies of the Cascade Horseman being mailed out to some members. There are also members that don’t get a copy at all. Janet agreed to look in to this problem.
Advisory Committee - Judy
No request for non-profit status has yet been filed for the WRHA with the IRS. A discussion followed about non-profit status and what we should do about it. Judy will find out what is involved in getting approval as a non-profit entity. Judy will also be getting Quickbooks for Jeff so he can do 1099s.
Affiliate Committee - Judy
Our request to host the regional affiliate finals in 2007 is still pending at NRHA.
OLD BUSINESS
Judy’s evaluation of the WRHA budget is ongoing. Darren brought in a copy of our current insurance policy and noted that we need to have it reviewed. He suggested we give it to Josh for review and to make recommendations as to how it needs to be revised. Inger moved that we ask Josh to review the policy and, if he agrees, give him the authority to make changes to the policy on our behalf. Alayne seconded the motion. - PASSED
Briefly discussed year end awards. They have already been budgeted. Cheryl will be donating some of the awards and Cindy and Karen will buy the remaining prizes. This prompted a brief discussion of tracking points for the year end awards. Jeff and Sheri will begin tallying up points. At this point a suggestion was made that member’s names be shown in a different color on the “results” portion of our website to make it easier for members to track their points (for both year ends and regional finals). Jeff said he could start doing this. Sheri can also use this feature to help keep track of points.
There is conflicting information on NRHA’s website between the “Show Results” section and the list of who is qualified (so far) for the regional affiliate finals. It appears the affiliate section does not reflect the later show. Jeff will contact NRHA and ask them to correct this.
NEW BUSINESS
There are several positions on the Board that will need to be filled for 2007. They are:
Vice-President (currently being filled by Alayne)
Treasurer (currently being filled by Jeff)
2 (elected) director positions (currently being filled by Lyell & Inger)
Both Lyell and Inger agreed to run for another 2-year term as directors. Inger alsoexpressed an interest in the Treasurer position. A nomination committee will be formed at the next meeting to solicit additional candidates. Judy clarified that “The Board” consists of the four officers (president, vice-president, secretary & treasurer), four elected directors and four appointed directors.
We will also need a new Sponsorship Committee Chairman for 2007. Cathy will not beholding this position in 2007, but has agreed to help the new chairman transition in to the job.
NRHA’s proposed rule changes are available for review on the website. Members can comment on the proposals until 7/31/06.
Terri brought up WRHYA fundraising. The youth are planning one fund raising activity per show. Gina and Ryann are also working to update the Youth section of the WRHA website. Gina will also be submitting an article about youth activities for the next newsletter.
As there was no further business to discuss, Judy moved that we adjourn and the motion was seconded by everyone- Passed
The next meeting will be on September 11 at 5 p.m. in the Bellevue Library.
ADJOURNED 8:00 P.M.
Respectfully Submitted byJanet Hurlburt, Secretary
****ACTION ITEMS FOR NEXT MEETING****
1. Review by-laws and make recommendations. - Ongoing
2. Insurance policy review - Ongoing
3. Negotiate cost of renting facilities - Judy
4. Research what is involved in getting approval as a non-profit - Judy
5. Get Quckbooks program for Jeff - Judy
6. Start calculating points for WRHA’s year end awards - Jeff, Sheri
7. Show members’ names in a different color on the “results” section of website- Jeff
8. Tell Sherry about the change to website (use to help track points) - Jeff
9. Update the “youth” section of the website with current information - Gina
10. Add an “archive” section to website. - Cheryl
11. Add non-member sponsors to membership list and send updated list to Janet. - Jeff
12. Change the signers on WRHA bank accounts. - Jeff, Judy, Alayne, Janet
13. Contact Cascade Horseman re eliminating duplicates and correcting mailing list - Janet
14. Form a nomination committee at September meeting - Board