WRHA Board Meeting
9/25/2006
Bellevue Library
The meeting was called to order by President Judy Caton at 5:55 p.m.
Board Members in Attendance: Judy, Alayne, Janet, Lyell, Caroline & Cathy
The minutes from the previous meeting were presented. Lyell moved we accept the minutes as correct and Alayne seconded - PASSED
TREASURER’S REPORT -
Jeff was unable to attend the meeting, but did provide current financial reports. After the reports were review by the Board, Janet moved we accept the Treasurer’s report as presented and Lyell seconded - PASSED
SHOW COMMITTEE -Caroline
Caroline said we won’t be getting any portable stalls for the fall Wenatchee show. The cost of portables has risen considerably due to the price of gas, so we will have to use the red barns in Wenatchee instead of portables. Sponsors will not be stabled in the red barns.
We need a solution to the stall problem in Wenatchee, so various ideas were discussed for future shows. We could continue using the red barns if they could be satisfactorily maintained to keep them safe and useable or, we could get portable stalls and raise our stall rates. It was pointed out that we traditionally include the shavings with the price of a stall. Most shows charge extra for shavings.
Another problem cropping up this year in Wenatchee is the availability of hotel rooms. It seems there are several sports tournaments and other events happening the same weekend as our show that make it hard to get a hotel room. Caroline plans to talk to the Wenatchee Chamber of Commerce to see if we can get an idea of what other events are happening in Wenatchee at the same time as our shows so members can plan ahead if rooms will be scarce. We also discussed the possibility of reserving blocks of rooms at area hotels for WRHA show participants.
The barbecue will be catered by the Huckleberry Cafe this year. It will be held on Saturday night for $12 per person. The Exhibitor Party/General Meeting will be on Thursday night starting at 6:00 p.m. Pizza and beverages will be provided by the WRHA. Ballots will be passed out for the election.
We then moved on to a discussion about increasing the added money in the Limited OpenDivision of the futurity and derby if we decide to offer the Limited next year. It is not yet known whether or not NRHA will require that the limited division be offered in category 2classes in 2007. Decision about added money will be deferred until we know.
Judy mentioned that she has been approached by the NWRCHA about the WRHA having some NRHA classes in conjunction with the WSQHA’s “Show of Shows” held every year in July. Right now we don’t know what they have in mind, but Judy will meet with Kathy Calcagni of the NWRCHA to see what their proposal is.
This prompted a discussion about show dates and our affiliate qualifying period. Since we now run two slates of NRHA classes at every show (each slate is considered a “show”, so is really two shows per weekend) we could change our qualifying shows to the Spring Wenatchee show and the June Monroe show. This would give us four shows that would count as qualifying shows and would satisfy NRHA’s requirement that at least three shows must be offered as qualifying shows. If this change were made, it would enable people to know well ahead of time whether or not they qualified for the affiliate finals and they could plan ahead to make the trip. No changes were proposed at this time, however, so the qualifying shows remain the same for the time being.
Our contract with Appleatchee is up this year, so we will need to talk to them about a new contract. We also need to check out the kitchen facilities at Appleatchee to see what is available and if they are anything we might be able to use.
Another membership survey will be conducted during the upcoming ‘Wenatchee show. We need member feedback to try and get an idea of how the membership thinks we’re doing and what they’d like to see happen with the Club in 2007. Cathy and Caroline will write up the survey questions.
SPONSORSHIP COMMITTEE -Cathy
Cathy requested $700 to be used for sponsor gifts this year. After a brief discussion,Janet moved we allocate $700 for sponsor gifts and Alayne seconded - PASSED
Cathy will be looking into adding a sponsorship page to the website where barn news and member news could be posted. At this point it was also suggested we add member’s horse/rider earnings to the website.
Cathy also reiterated the fact that she WILL NOT be continuing on as Sponsorship Committee Chairman in 2007. We need to find a replacement as soon as possible.
MEMBERSHIP COMMITTEE
No Report.
NEWSLETTER -Janet
Janet wants to give up doing the newsletter and volunteer for the Show Committee instead. She does hope to put out one more newsletter before the Wenatchee show.Cathy said she would solicit volunteers to take over the newsletter.
PUBLICATIONS
No Report.
AWARD COMMITTEE
Awards have been purchased for the Wenatchee show. Discussion of awards raised a
question about the Youth saddle award. How is the winner determined?
Judy will call Terri and find out. We also need to start tallying up the points for the WRHA
year end awards. Judy will email Sheri to remind her about this.
ADVISORY COMMITTEE -Judy
Judy had a copy of our latest insurance policy. She gave it to Janet to make a copy for Josh to review.
AFFILIATE SHOW COMMITTEE -Judy
In spite of our best efforts, it does not appear that NRHA will be accepting our proposal to host the 2007 regional affiliate finals show in Wenatchee. Instead, it looks like a California affiliate will be hosting the show in Rancho Murieta. Thanks to the Affiliate Committee for their efforts on our behalf.
OLD BUSINESS
Budget Evaluation - Ongoing
Insurance - Provide Josh with a copy for his review
NEW BUSINESS
Form a Nomination Committee - All Board Members in Attendance
There are four positions open on the Board for 2007-08: Vice-President, Treasurer and two Director positions. After much discussion (and just a little arm twisting) we have our first nominees for the positions that will be vacated this year. Lyell has agreed to run for Vice-President, Inger and (tentatively) Cathy will run for Treasurer. Alayne and Jeff will run for theopen Director positions. We will continue to solicit nominees for each position up until the general meeting on Thursday, October 12 in Wenatchee. Janet will make up ballots to use for the election.
Stalls at Wenatchee - All
A brief discussion was held regarding stall availability in Wenatchee. Judy agreed to make sure all stalls are vacated for the show.
As there was no further business to discuss, Lyell motioned that we adjourn and Alayne seconded - PASSED
Meeting adjourned at 8:15 p.m.
Respectfully Submitted by Janet Hurlburt WRHA Secretary
ACTION ITEMS
Meeting of September 25, 2006
1. Talk to the Wenatchee Chamber of Commerce to see if they can tell us what events are being planned in Wenatchee the same weekend as our show(s). - Caroline
2. If it is offered in 2007, should we change the added money in the limited open futurity and derby? (Need to check with NRHA to see if they require the limited division be offered in Category 2 classes in 2007)
3. Possible combining of WSQHA/NWRCHA/WSQHA show in July. - Judy
4. Should the affiliate qualifying period be changed? - Board
5. Negotiate a new contract with Appleatchee. - Board
6. Check out kitchen facilities at Appleatchee. - Show Committee
7. Do a membership survey in October in Wenatchee. Caroline & Cathy
8. Create a “Sponsorship Page’” on the website. - Cathy
9. Can points and money earned be added to the website? - Jeff (?)
10. Will a Youth Saddle award be given this year and if so, how is winner determined?Call Terri O. - Judy
11. Copy the insurance policy and give Josh a copy to review. - Janet
12. Make ballots for fall elections. - Janet
13. Make sure all stalls are vacated for the fall show. - Judy