Board Meeting Minutes
April 4, 2018
In Attendance: Josh Seilaff, Richard Flowers, Frankye Pepito, Bonnie East, Jeffri Ann Olson, Emily Olson
Read & Approved Minutes
HJD
At the last horse show: took in $1,185
Paid $250 grounds fee
Paid $300 to judges
Had a few new people from Salt Lake show
Net Income: $500
To qualify for year end you must show in 4/6 shows
This may have to include USG Dressage
One member still owes $20 grounds fee and $12 class fee
Another member has continually not payed her show fees including a $20 grounds fee.
We may want to send these people a bill.
Dressage court footing at Reinmaker’s arena needs work. Could we hold Dressage in the big arena instead?
Bonnie brought up that if she is going to be in charge of running the office, the Tresa needs to be in charge of jumping.
The equipment trailer needs to be returned to either Bloomington or the WCF.
HJD may need to invest in some new poles.
RWC
Needs to purchase a file box, printer toner ($35), white board markers, binder, sheet protectors, dividers. This was voted and approved to be bought from the RWC budget.
*RWC needs to readdress the Green as Grass ‘issue’ again. We have a rider who wants to go in it for a second year.
Our show secretary needs things for the website sent to him in a PDF format.
Frankye will pick up leadline prizes
Money from our sponsors and our vendors is in the show cashbox.
So far we have a show manager. We need to send out more emails calling for volunteers because we don’t have many yet. Sometimes we don’t all that we need until the day of the show.
We need to make sure our stall managers know that we do not open stalls without payment on saturday.
PIFF
If we donate we will donate through the vet instead of giving the member money directly. Maybe a $50 donation.
Frankye and Tarese started the fund and Frankye would like to be the trustee for it. She want have the final say and not have to go to the board to get approval to make donation. This fund isn’t just for horses but our members that are in need. This was Voted and Approved.
There are still six outstanding checks from the banquet.
The show secretary needs to meet with Megan before the show to go over the program a little more but he will be out of town until April 15.
Volunteer Sponsorship
A few members have asked if they can buy their volunteer hours.
RWC does this and they have a contract.
Open needs the volunteers more than it needs the money.
This was voted and not approved.
Vendors/Sponsors
Still trying to get banners, preferably not to be hung in the arena.
The announcer will need a script written up the talk about the sponsors.
Sharon Frasier has donated some items for the CCEC booth.
We need to print brochures, Kris Bradbury would be willing to print them for 25 cents each.
Our show secretary also needs to purchase paper, pens, markers, staples, mailer labels, toner cartridge, safety pins, and numbers.
RWC will order the toner cartridge with theirs and open will reimburse them.
AQHA Early Thaw payed us $200 for using the equipment trailer.
It was brought up to do a 50/50 fundraiser raffle. CCEC would get 50% of the profits and the winner would the 50%.
The club emails need to indicate a membership link.
Next Meeting: May 2, 2018 6:30pm Holiday Resort Realty
January 10, 2018
In Attendance: Emily Olson, Jeffri Ann Olson, Frankye Pepito, Megan Turk, Josh Seilaff, Richard Flowers, Denise Wilstead
- Read and approved minutes
- We haven’t been making our trail judges sign judges contracts, we need to be doing this in 2018
- At the banquet, every meal gets a raffle ticket, we will sell more for $1 or 6 for $5.
- We need someone to cashier at the banquet, asking Tam Woods.
- For the banquet we need tablecloths, a cake from costco, little plates, forks.
- Josh, Richard, Emily, Jeffri Ann will be there early to get set up.
- The caterers are requiring a 25% deposit = $375
- Frankye will bring the PIFF jars.
- We need to go shopping for the raffle, IFA usually matches us $100
- We need to put a minimum bid or reserve on some silent auction items, this needs to be announced, if it doesn’t meet the reserve they get the item back.
- We will be giving a gift card from IFA for the show managers raffle.
- We have not heard from Shelby about buy buckles for RWC prizes, if she payed she may need to be reimbursed.
- We got a new computer for RWC for $275
- Bonnie East might have a trailer for us to buy.
- We also want to add Combined Training and jumping back into the USG Dressage show.
- Our concern is that if HJD doesn’t work out, the jumpers will be mad because we took jumping out of the open shows and didn’t give them anything back.
- HJD had the idea of having off season shows but this is not a great idea for their first year because not a lot of people can show then, and they need all the support they can get right now.
- HJD also needs to determine some actual dates during the regular season.
- They talked about buying a dressage kit with chains but those are illegal and probably not covered by our insurance. They will either need poles or a legal kit. They will probably need to do some fundraising.
- They will charge a $20 grounds fee and $10 per class
- It was suggested that for their first year they just stick to jumping just until they get a little more on their feet. There’s a lot more arenas they could use if they just do jumping.
- We need to start booking judges for 2018
- 2018 Judges List
Kim & Kerry Byington
Jessica Wayman
Hal Schiffner
Amanda Wright
Robin Jung (801)-231-6343
Clark Parker (435)-757-4539
Ken Cochrane
- We pay for one nights hotel, 20 cents per mile and $400 judges fee.
- It was voted and approved to increase our office fee from $5 to $10.
- It was voted and approved to make Trail classes $10 per class as an equipment fee.
Vendors
- Josh will manage them, they have to be set up by 8 am and open until 4 pm. Booth rental fee is $35 per booth.
- We need Ginger to advertise this on the WCF website
- They need to be in an area that is safe, maybe on the grassy area near the concessions.
- Josh wants to do something like this only sponsors. For $250 they would supply their own banners. Some places could supply supplies. We need to know specifically what they ask for.
- We need to have a place to put the money for this, general fund? Open Show fund?
- Some of the money we earn from the booths can go towards paying our judges more however, if we lose this we will have to increase our class prices.
- There will be a booth delegated to CCEC, this could also be used for tack and to get people volunteer hours.
- We need class description for the new classes.
- We need to put in the Trail judges packet not to DQ.
- Aubree will do pattern packets again. It was voted and approved to give aubree 6 free classes for helping us with this.
Next Meeting: March 7 6:30pm Holiday Resort Realty
September 6, 2017
In Attendance: Tarese Bradbury, Emily Olson, Shelby Sorensen, Jeffri Ann Olson, Frankye Pepito, Chelsea Mackert, Michelle Ostler, Megan Turk
Read & approved minutes
We need to follow up with Linda Alvey to see if she is still available to judge trail for us at the September show.
We still need a show manager for September, as well as a ring steward all day, PM gate, trail ring steward, AM/PM ring steward.
Bonnie East has signed up to be jump coordinator, she is quite experienced in this area, we will ask her to do the patterns.
Chelsea is willing to be show manager if need be.
Tarese did get help with stalls in September.
We need the equipment trailer moved down to Washington, Frankye will move it next week.
RWC needs a new laptop, the one they have now struggles with the horse show times program, it was offered to take some of the Dressage funds because they have a lot to spend. This was voted and approved.
RWC is going to award buckles for highpoint priced between $135 - $165. They will also be awarding embroidered jackets for reserve, they can buy the jackets at Costco and then have them embroidered.
RWC Green as Grass class, you can show in it for one year, you can ride two handed in a snaffle any age horse or in a shank. We need to clarify whether or not if you show less than majority one year if you can continue to show in it again. If you’re new to the discipline, you can go in green as grass no matter what. There has been a certain exhibitor who showed in GAG twice one year and then twice the next year, and now she wants to continue to show in GAG in 2018. This wouldn’t really be fair because technically she has done a whole year. If she doesn’t want to move up we could give her a “Green as Grass Card” so she can continue to compete but not for year end. She would also still be scored by the judge. But only as long as she’s not in any other classes. If we handle this case by case it could get tricky. People can progress and we want to encourage that. If she wants to go for year end she can’t go in Green as Grass again otherwise she’ll have to show non-comp, she can’t just show in GAG over and over again. We need to make it a blanket rule that if you want to stay in GAG for more than one year you can’t go for year end. This needs to be in writing in the rules.
Megan does not want to be on the board at all next year, Lacee would be willing to take over her job of updating the website and sending out emails as well as managing FB.
The email system has been struggling, we need to get this resolved before she hands it over to Lacee.
Tarese is leaving as well next year, and Jeffri Ann is going to RWC to be show secretary, Chelsea also doesn’t want to be president anymore. We will need a President, Vice President, Open Show Secretary (will be payed as a private contractor). We need to tell the club that without the board positions filled we don’t have a club or shows, and there are no current members who are going to step up because they are done. We need to brainstorm some club members who might be willing to fill these positions and ask them personally.
It was brought up to split Halter into Mares and Geldings separate classes as well as move halter before showmanship, this may draw in more people because they don’t want their mares competing against geldings etc. It was also brought up to add a Stallions class but the problem with this is if there is only one person that competes in it the whole year their entry fees don’t cover their year end award and we lose money. This will be tabled until 2018.
It was also brought up to combine English Equitation 17 & Under Pattern Class with English Equitation 13 - 17, as well as Western Horsemanship 17 & Under Pattern with Western Equitation like it is in in walk trot, this would save some time but also lose some money. This was also tabled until 2018.
It was brought up that we need to book the WCF facility for the Banquet this year, we will continue to use their facility as well as Jeff for catering. We also need to book our horse show dates for next year.
Aubree would consider being the Open Show Secretary next year if should could do RHV and there are no conflicting dates, we will try to schedule shows according to schedule.
Jumping
It was pointed out that even though we are making a huge decision, and the club was invited, there was only one jumper-parent that showed up to this meeting.
Options: Moving Jumping to Friday Night - there’s a school issue, Tresa Downey can’t be there because she works, we might have to share an arena with the Jr. Rodeoers, which is not safe, we would have to rent another arena and get another judge. Would charge an equipment fee.
Moving Jumping to Saturday Morning - you can’t show in showmanship and jumping, jumpers may not want to start at 7am, in two years when english in the morning will it conflict? We would have to rent another arena and get another judge. Would charge an equipment fee.
Someone brought up the idea of making it a two day show, so making english and jumping on one day and western and trail and sms on another day. This might be something that has to happen in the future but right now it’s just not feasible.
We have tried in the past to have a separate crew for jumping but they end up not showing.
It was brought up to have a meeting at the September show with the englishers and say “if you don’t have a committee and a plan by the next board meeting then we are dropping jumping next year.” The board would still help but they need to do the work especially at the show.
Another option was brought up: Splitting off Jumping Completely from the Open Shows - jumping right now is a very small community, but they can make up in smallness in numbers by using private arenas, (Bloomington, Rainmakers). Open would need to give them start up money and they would need to have a trailer to transport their equipment. They would still be covered by our insurance and they would need a committee. Their shows would include combined training, dressage, hunter and jumper classes, no flat classes. They would be with the current USG Dressage show. They would also be run as a true schooling show (wear polo shirts, more casual)
It was brought up if CCEC has anything to help contribute to the Boy Scouts to improve the Bloomington arena, no because there will be a lot to pay for next year. They could hold a fundraiser of some sort instead.
Splitting off jumping completely would probably be the best way to keep jumping going.
Tresa moved to make jumping classes broken off into a completely separate division, of CCEC to Dressage/Combined Training/Jumping. The money for this would come from the current Dressage budget. Jeffri Ann wants to keep money for her USG Dressage show and would need money for RWC’s new laptop. Open could give them all of the jumping standards except the gait and some of the poles but open wants to keep most of them because we use a lot of them for trail and there were volunteers who sanded and painted the new poles for trail. They may have to buy a dressage kit, could probably find one used.
It was voted and approved to move all over fences classes to a separate division still under CCEC in 2018, this will be called Hunter Jumper Dressage (HJD).
It was voted and approved to give $700 to USG Dressage, $300 for a new laptop for RWC, and the remaining $1000 to HJD to start up.
It was voted and approved for Tresa Downey to be in charge of this.
We need to announce our decision now!
We may want to invest in a new gait for trail the current one is pretty rickety.
We need to confirm that Sylvia can still judge in October for us.
Tresa is concerned about a show secretary for HJD, registration could be done on a google spreadsheet, they would need a laptop, they could probably even use the old RWC computer to start.
Next Meeting October 4, 2017 Holiday Resort Realty 6:30 pm
July 12, 2017
In Attendance: Emily Olson, Frankye Pepito, Tarese Bradbury, Jeffri Ann Olson, Chelsea Mackert, Megan Turk
Read and Approved Minutes
At the June USG show the board had decided how to handle a club member who has been showing a stud in showmanship, but at the show they were upset about how it was run and kind of hurt because it was basically a non issue. So at the show, we as a board decided to go back to how we were running showmanship before. We voted on this and to readdress it at the next board meeting. It was voted and approved to let them stay in showmanship and we will run it exactly the way we have been running it in the past. The stud will still not be allowed in the halter class like we voted on at the last meeting, because it is defined as a mares and geldings class. However, we need to have a solution if an unruly stud is shown in a showmanship class. We will handle it as a case by case basis, but it may need to be added to the rules. It should be worded something like “any horse deemed unruly/dangerous, the CCEC board has the right to ask them to leave the class and show” If this is addressed in the rules already we might need to make it specific to studs. We will not add that because the rules already say something like this and it applies to “any horse”.
Someone brought up the idea of vouchers for volunteers as a sort of encouragement to get people to volunteer but, getting your volunteer time so you can get your year end prizes should be encouragement for people to volunteer. The other problem is with a lot of the volunteers is they don’t think they are going to win anything so they don’t volunteer or they wait to see how they are doing towards the end of the year and then they finally volunteer.
We never heard back from the club member whose student fell off at the may show and we asked her to please not bring the horse back. The horse and the trainer were not at the June show but the student was, on a different horse. We need to contact her again and make sure she understands not to bring that horse to another show.
We decided that we are not going to take RHV out of the Open shows but let RWC start their own portion of Ranch Riding. This was tabled until 2018 at the last meeting and nothing was voted on so we don’t really need to discuss it or change anything.
There will be no more exceptions to the Mares and Geldings Halter class. If the interest seems to grow for a stud class we may add it.
Tarese will need help in September if she decides to be the stall manager like she usually does, while she is seven months pregnant. She will not be able to move shavings but she can manage all the rest of it. She could ask the grounds people to help her ahead of time or there are some club members that need volunteer time that might want to do it.
Can we move jumping to Friday within this year or do we have to wait until 2018?
There was a lot of drama at the June show with jumping and having volunteers and a certain club member who has decided she is in charge of jumping. She wants it all set up the way she needs it but she won’t tell her volunteers how, she just expects them to know. If we move jumping to friday we wouldn’t have to give them start up money like we would if they broke off completely. If we moved jumping to friday night they would know exactly when to start and about when it would be done. We would need to make sure we could use the arena Friday night and the judge, and we would need to pay them more.
An idea was brought up if it would be a good idea to find a separate trailer for the jumping equipment as it has outgrown our current trailer. This would be quite expensive. This was brought up because the jump crew has not done a very good job at reloading the trailer and the equipment is going to get damaged very quickly if this keeps happening. Frankye also had to spend an hour and a half rearranging the trailer.
If we have the jumping on friday night we could run it from about 5-10 pm and it can be known to the rest of the club that the arena will be closed and to plan accordingly. If we do this we may be sharing an arena with the rodeoers which is not exactly safe. This will be tabled until 2018.
An idea was brought up to put out a poll on facebook about the jumping situations and get some opinions from the club members. We will wait until October to tell the club about this and a decisions needs to be made in November.
The board is getting really tired of all the complaining from club members. Part of this may be because people don’t feel heard. Fixing jumping as well as putting out this poll may take down the complaints a little bit because they feel like they have input. Part of what is so exhausting is that we get a lot of complaints criticizing the boards decisions when they don’t realize how much work we as a board put in to keep this club running, and majority of the people that complain the most are the people who contribute to this club the least.
It was also brought up that we maybe start having some sort of “consequence” when we don’t have enough volunteers to help set up something, like the show not happening at all. For instance, at the dressage show we made it known to the club that we were going to set up the dressage court up at 6 o’clock on thursday night and the only people that showed up to help were Jeffri Ann, Frankye, Emily who had the stomach flu, and a friend of theirs. So instead of setting it up we sent out an email to club saying that if we don’t have enough people to get it set up then there would be no show at all. This was also announced the morning of the show and only two more people showed up to help set it up while everyone else went out to the barn get ready. Maybe it would help to communicate to the club the struggles as a board we are having.
An idea was also brought up to offer some sort of consequence for no shows for volunteers, such as loss of a certain amount of points, but this would just make things too complicated.
We might have a show manager for Sept?
We still need an October judge, Ashley decided that she did not want to do it, Richard Flowers was a possibility but he also has students who show. Maybe Sylvia Smith to judge in October. Jessica Wayman is the trail judge for October and we will ask Linda Alvey if she can judge trail in September.
Have we ever thought of using PayPal for membership or show fees? Or a Square so people can pay with debit card? Square does take 3%. Paypal would add the option to pay online.
Next Meeting: August 30th Holiday Resort Realty 6:30
June 7, 2012
In Attendance: Chelsea Mackert, Megan Turk, Frankye Pepito, Emily Olson, Tresa Downey, Lacee Jessop, Eric Puffer, Emily Puffer, Shelby Sorensen, Brady Weaver
Read and approved minutes
RWC has expressed interest in taking ranch horse versatility to their shows and out of the open shows. This way, they would be able to make it more authentic and it would free up a lot of time for the open shows. There was some concern that it may lose riders that come to the open show to show in RHV and other classes, but a lot of the RWC riders have expressed interest in showing RHV. Overall, doing this would benefit the whole club, but it wouldn’t happen until 2018. They would offer ranch trail along with ranch riding, Eric Puffer has trail equipment they could use that would be more suitable for this. It was brought up to put it in another a separate arena, but it is best to keep is simple. They are considering holding a trial run of RHV at their August show and offer it as a jackpot. This will be Tabled until 2018.
This might also cut down on the amount of complaining on how long our shows are running. It was also recently brought up to move jumping to a separate day, doing this would be a much more affordable way to shorten the day.
RWC is also okay with having a long show day.
It was brought up that there has been a lot of talk amongst the board members about how we should be running things the same way AQHA does. However, we are not AQHA or in anyway affiliated with them, so we do not have to run our shows the same way they do. We only use their rules to fall back on when needed. Keeping our shows simple is what builds interest, and our shows need to be kept feasible. We don’t have to be like AQHA!
RWC does still need volunteers for the USG show.
It was brought up to start offering compensation for volunteers, but we cannot afford that. It is a volunteer club, we would lose that if we start paying volunteers, and it would violate our non-profit status.
It was also brought up to start paying a show secretary because it is a ton of work, but if we do that do we have to pay all the board members? The difference between all other board positions and show secretary is that they don’t get to show. It was brought up to offer free classes, but that takes away from year end money, and show secretary couldn’t use their free classes anyway. The show secretary would be an acceptable position to start paying, but as a separate contractor, the same way we do the judges, this way we don’t have and 501-C3 issues.
It was also brought up to offer an internship for university agriculture programs, but the problems is that we would be putting a lot of trust into someone we don’t know and may not care about the club. There’s enough people in our club that we could find someone to do it. This will be Tabled until 2018.
One of the Walk/Trot patterns was drawn incorrectly at for the may show. There always seems to be a lot of complaints about the patterns, but they tend to come from the same couple of people.
Tresa Downey is going to bring the new jumps up to Cedar, and she is going to bring her own jumps for exhibitors to use to warm up.
Rules are going to be posted at the dressage show.
If you jump competitively in crossbars or two foot you cannot jump competitively in any other higher jump classes, but you can go in crossbars or two foot non comp and still pay the class fee.
The jump off needs to be defined, optimum time will be 1:30, the time it should take to jump, you have a limit of slightly faster or slower of about 15 seconds. The winner of the jump off is decided by whoever is closest to the optimum time.
We need to decide how we will place clear rounds.
We are going to make gift bags to give to every exhibitor for dressage, this will come out of dressages budget. This could be a good way to promote our club if we include a flyer with info about our club such as show dates, website, social media, class list and price. This was voted and approved.
It was brought up that the current show secretary would like some compensation for what she has done this year but it would be hard for us to start paying her since the former show secretary had to do most of the work for her, so we will have to transition over to a paid position in the beginning of 2018. We also don’t want to just give free classes.
Chelsea mentioned that she needs help at the end of the day because if a rule issue comes up she doesn't really know the rules that well and she doesn’t know what club stuff she needs to take home and she is nervous about traveling home alone in the dark. If a rule issue comes up she can call anyone of the board members, and she should just take everything home, don’t throw anything away. She does not need to take care of the grounds when she leaves.
It was mentioned whether or not we need a ribbon raffle for the USG show. It was voted and approved that we will forgo the ribbon raffle because we are giving out medals for 1st-3rd and people like to keep them. This will also save us $50.
It was brought up that we need to clarify our Halter description. For liability reasons, we need to not allow studs older than 6 months old to be shown in that class because there are mares being shown as well. The difference between allowing them in riding classes with mares is because they often breed studs at halter.
There has been on exhibitor with stud showing in halter, and while he is a perfect gentleman, we will have to ask her to no longer show in the class and we will refund her fees. Even though he is perfectly well behaved, we don’t want someone else to go in the class who doesn’t have a well behaved stud and cause any accidental breedings. It is also not totally fair to judge a stud against mares and geldings in halter. This was voted and approved.
For showing studs in showmanship, they will enter first, perform their pattern, and exit the arena.
It was brought up that at the last two horse shows a young exhibitor has been thrown off the same horse twice in the warm up. This time we had to call an ambulance for her. Is this more like a 3 strikes you’re out kind of situation or should we ask for the horse not to come back because it is not safe. We will send the trainer a letter worded something like “according to the CCEC rules, the board has decided that in the interest of safety for your student and other exhibitors, and liability issues, we ask that you no longer bring said horse to any CCEC sponsored events.” In the future, the board will need to vote on any reinstatement of said horse. The rider can continue to show in equitation classes and retain accumulated points.” This was voted and approved.
There was an idea brought up to require exhibitors under the age of 12 to wear helmets.
There was an idea to have exhibitors exit the arena at the end of their class instead of line up to hear their placings. We will not do this.
We could have the ribbon person go into the arena where they’re lined up and hand them their ribbon there. This might help eliminate some back gate congestion. We just need to warn them to keep the ribbons from flapping.
We will use cones to clear a pathway for the back gate area so people won’t stand in the way.
The USG Dressage judge wants a designated lunging area, she also wants a warm up scribe but we can really do that so we will enforce trainers/parents to be in the arean with underaged kids.
There was an idea brought up to do a volunteer spreadsheet to fill out instead of the binder, we will need to put out an email about how to do it.
We still need walkie talkies, we purchased some from walmart before the last show but they did not work very good so we will try to return them.
The new printer we bought for Open also doesn’t work very good.
There is a club member who has a foal who was born with a lot of issue such as 50% blind. We are going to donate $100 to her from the PIFF. We will also send flowers to Gary Brown.
Next Meeting: September
May 3, 2017
In Attendance: Emily Olson, Jeffri Ann Olson, Chelsea Mackert, Megan Turk, Frankye Pepito, Tarese Bradbury, Shelby Sorensen, Tresa Downey, Jayce Sipp
Read and approved minutes
We need to make sure the show secretary keeps the to the placings taken from the announcer on file.
We still need an October judge, Ashley Restivo offered, but there was a conflict with her students showing, we need to contact her and see if she still wants to judge.
It was brought up to send a judge's packet to the judge before the show so they can become familiar so they can become familiar with our patterns. Our judges have never asked for a packet before, but it would still be a good idea. We were already planning on giving one to Jessica Wayman because this is her first time judging. We will need Hal’s and Ken’s mailing address so we can send it to them. This was voted and approved.
Alexis Campbell will be our Trail judge in may, she is bringing a ring steward.
There was an exhibitor wearing draw reins in the warm up at the april show. The judge said that this was not legal, are we going to enforce this? Because we do not have a designated warm up pen separate from the show pen, we will let this slide, and they are not causing any danger.
RWC is interested in using the panguitch facility maybe in August.
We still need a May show manager. We need to start putting the word out about the show that we need a manager and volunteers.
There was complaints brought up about how long the show was running, and suggestions to eliminate the Open classes. We will not be eliminating open classes because our numbers are high in those classes.
One of our members volunteered to bring their own equipment to the June USG show to make jumping look good. They also had an issue with the pattern that was posted so they fixed it. They also suggested that we will need to purchase 6 new jump standards and rails.
Tresa Downey has volunteered to design the jump courses, we will need these as soon as possible to send to the judge and put together pattern packet.
If we do invest in new jumps, how will this be payed for?
We need a new jump coordinator, it was brought up to make it that if we don’t have a jump coordinator for each show, there will be no jumping. The jump coordinator would have to stay until the very end of jumping and have a truck that can pull the equipment trailer. Tresa Downey has volunteer to be the jump coordinator.
We need to call and clarify with WCF how much the arena is costing us and if we need to be paying for the second arena.
It was brought up to move jumping into the second arena after we run trail, this might speed up the show. If we did this we would have to pay for the second arena because WCF gives it to us as a gift and we don’t want to cause any conflict with them. We would also have to find a separate trail judge.
If we are going to separate jumping then why not hold it on a separate day? WCF is already completely booked.
It was then brought up to to increase the trail and jumping fee to $10 in order to be able to pay for the second arena and another judge. We could also make this an equipment fee so we can buy new equipment when needed or fix it up.
We are going to table the idea to raise our prices until 2018.
What changes can we make to help the May show run faster? We need to kind of set a time limit on how long a class can run, but we don’t want to put too much restrictions on them because they are the judge and they need to be able to do a thorough job. We could tell the club that it is probably going to be a long show and to plan accordingly. Commit to the day!!
It was brought up how to make jump set up run more efficiently. The Jump Coordinator will go out in the arena while they are bring the equipment trailer and mark with paint exactly where the jumps need to go. We can also color coordinate the jumps so they know which one goes where according to the pattern.
Tresa Downey’s 4-H group is interested in trying to fix up whatever equipment of ours they can. Some of the equipment just needs to be rebuilt. This can be used as their volunteer time. Tresa has also volunteer to bring her jump standards to the May show.
It was voted and approved to the Dressage money for new jump standards, we will limit to spending $700.
It was voted and approved to pay the Dressage judge at the USG show, instead of having USG pay, because they are struggling financially, and we want them to keep us in USG.
It was voted and approved to no longer allow the AQHA early thaw show use our equipment because they thrashed it.
We are going to allow people to wear polo wraps of a neutral color in dressage.
The judge wants to have a scribe for dressage and jumping.
In dressage, we are allowing multiple riders for one horse, but they need to be entered in different classes so it’s not like the horse is competing against itself. Tarese Bradbury is in charge of entries so we will be able to keep track of this.
For volunteer check in and check out we will put a sign-up sheet each of their clipboards for each show, and we will send out a follow up email to make sure everyone is accounted for. This was voted and approved.
Jump set up will count for one hour. Take down an hour, and any adjusting counts for an hour.
Stall manager will count for a full eight hours volunteer time.
We will need to mark on the jumps the height to make it run more efficiently. Also which jump is at which height on the pattern.
RWC will be using the Horse Show Time program
We are tabling changing class #46 to Handy Hunter until 2018.
We have someone willing to make jump standards for us again, these can be made by mid June.
It was voted and approved to buy six new radios either from Costco or Amazon.
Next Meeting: June 7, 6:30 Holiday Resort Realty
April 5, 2017
In Attendance: Emily Olson, Frankye Pepito, Rochelle Allen, Megan Turk, Chelsea Mackert, Jeffri Ann Olson
Read and approved minutes
There is only one outstanding check left from the banquet, she was sent a new one, and the old one will be voided when the new one clears.
We emailed Ginger from WCF about how to get sound out in the stall barn, but we never heard back from her, so we are going to call her this week.
We have found a new judge named Ken Cochrane, he is going to judge our September show, he needs to be sent the judges contracts.
Rhonda Graff is going to be the April judge, she has signed and sent back the contracts. She needs to be notified that she does not need to give a credit card when she checks into her hotel room because the CCEC credit card is already on file. She also might have someone that could judge trail for us.
Richard Flowers will be the trail judge.
We are questioning using a certain judge again even after he contacted us about wanting to do it, because he is on probation with APHA for abuse, and he is really hard to get any commitment from.
Frankye Pepito will be the show manager for the April show.
CCEC has a really good reputation in Vegas yay!
We will need to buy more back numbers from IFA when we buy the $25 gift cards. We did buy more safety pins.
We bought more little horses and horsey bags to give away to the lead-liners.
Ribbons are ordered and here.
A really good dressage clinic would be a great way to use up some of the extra funds they have. Maybe from Lorna or Blondie?
The manager of the Triple C Arena in Panguitch really wants us to use their arena. He offered us free use of the arena and a $200 sponsorship, if we use the arena for two days. Dressage would be really difficult to get anyone to go to Panguitch, but it would probably work better for reining. They had talked about it the past doing cutting the night before, that might be more feasible there, and reiners seem to be more willing to travel. They could also do a clinic on the Friday before the show if they wanted. Panguitch is quite far away, but they do have a lot of stalls.
It was voted and approved to offer it to RWC, and they can use it if they are interested.
We are still looking for the best way to keep track of our volunteers. We could make a google spreadsheet to keep track of volunteer hours, put it on Facebook or email it out to the club. Chelsea could also put her name and number somewhere available so people could just text her or call her about their volunteer time. Could we possibly do it on an app. We found a time clock app that we could go around to the volunteers and have them sign in and out of it. We would have to print QR codes for this. We can still use the binder as a backup in case someone does not use time clock. We are going to do sort of a trail run with this app at the April show.
Horse Show Patterns charged us for both the Premium and the Premium PLUS membership, so we were charged $80 instead of $50. We will need to call them and correct this.
We needed to re-register the equipment trailer this year as well.
Attendance at the April show looks really small so far, but there are a lot of other shows with dates at different times than usual that are affecting our attendance.
We may want to make sure people know that western is in the morning this year and that we moved walk trot to earlier in the day.
Maybe we should contact certain people to remind them about the show and to get their entries in.
As far as numbers go, it is what it is, we have enough money to pay our bills, and the show will just not run as late. The numbers may pick up at the last minute, they usually do.
We will need to buy a lot more paper and we need to make sure the new printer is going to print. The show secretary is going to get there early to get people registered so things go smoothly and she doesn’t get overwhelmed.
We only have 4 volunteer positions filled so far.
Next meeting: May 10th at Holiday Resort Realty
March 8, 2017
In Attendance: Emily Olson, Frankye Pepito, Megan, Chelsea, Jeffri Ann Olson, Tresa Downey
Read and approved minutes from January
Our insurance price was raised this year because we added Harmony Mountain Ranch.
We have two outstanding checks left from the banquet, we will email them to make sure they got it or haven’t lost it.
Open
Purchased a new printer.
We need to email Ginger from WCF about how to get the sound system on in the barn.
It was voted and approved to use the Hunter Hack set up for the jumping warm up to guarantee and everyone gets to warm over the same amount of jumps.
Tresa Downey has volunteered to be our equipment coordinator. She will bring the trailer to the fairgrounds on Friday before the April show. We will leave the trailer there through the May show, then she will take it the Diamond Z arena on June 15.
The new email database is going well.
The president will send out an email to the whole club reminding them to sign up for the show and to volunteer.
The April show is live, so it can be entered at anytime. April is the only show currently live.
When you go to sign up or USG, if you think you are going to show in any other show, enter then so it is only $20 and an additional $10 sport fee. If you go back in and sign up for another sport later, you will be charged $20 instead of $10, but if you call USG the will reimburse you. This needs to be advertised a lot before the USG show.
It was brought up to the board that we need to be posting the meeting minutes to the website. These will remain anonymous of the board members. This was voted and approved.
It was brought up whether or not the new president should have a debit card in her name. There are currently two, one for the treasurer and one for the former president. It was decided that if the president needs to buy something she can be reimbursed or come pick up a debit card because it is a huge hassle to change the name of the cardholder.
It was also brought up to offer a photographer to come to our USG show if he is interested. He could set up a table and sell his photographs and we could advertise for him.
It was brought up to the board whether or not we will use Ashley Restivo as a judge for the October show. Because she has students, it may cause for some question of unfairness. It was voted and approved to use her as a judge only if her students don’t show in the October show to avoid complaints or accusations of unfairness. Her students could volunteer at the October show instead, if they wanted.
We are asking Eric Puffer to judge Trail at the April show. We need to clarify with Eric to keep scoring throughout the entire pattern because we do not DQ in trail.
The idea of doing an Easter Egg Hunt at the April show was brought up. We will buy 80 plastic eggs, and hide them all over the fairgrounds. They can be brought to the ribbon table to be redeemed for a piece of candy. Ten of the eggs will have a “special prize” for a $2 credit at the concession stand, Jeff from concession will add it to our tab. We will hide eggs early in the morning of the show. We will make a flyer to post with the patterns and on Facebook.
We still need an April show manager. The president will send out an email asking for one, and a call for volunteers.
It was brought up whether or not we need to be serious on our threat of “no show manager no show”. We cannot commit to not having a show because we would still have to pay the fairgrounds, the judge, etc.
It was also brought up way to encourage people to volunteer to be show manager. It was voted and approved to enter show managers throughout the year into a drawing to win a $50 gift card of their choice.
We will still be doing $25 gift cards for AM and PM ribbon raffle.
We will continue to give away the little horses and random extra ribbons we have for lead line prizes. We will need to order more little horses.
We also need to order more ribbons.
We will need a new stall manager this year.
Dressage
Teresa Mathis will no longer be helping to manage Dressage,
Entry forms and fees will go to Tarese Bradbury, who has also volunteer to do the schedule for the Dressage show.
Aubree Englert will be the scorer.
Shari Lamb will be the judge for USG Dressage and Jumping. She will be payed $250 for judging Dressage, and $100 for judging jumping. She has volunteer to make the jumping patterns.
We still need a scribe.
We will need a show secretary to check people in the morning of the Dressage show.
Jeffri Ann Olson will be show secretary up until the morning of the show, because she wants to show, but she will take care of getting medals, goody bags, and getting everything set up the night before.
Tresa Downey has volunteered her intern to be the Dressage secretary the morning of the show, and to help out wherever else. This will also fulfill Tresa’s volunteer hours.
We need a gate person to keep the show moving.
We will do a medals ceremony after the Dressage portion and after the Jumping portion.
The website needs to be updated on contact information with the new people running Dressage.
Reining Working Cow
Holding a clinic toward the end of March. Need to contact Megan Weaver for more details.
The Diamond Z Arena is booked for the July and August shows.