HIGH PLAINS PASO FINO HORSE ASSOCIATION
BOARD OF
DIRECTORS’ MEETING
10/21/03
The Board of Directors of the High Plains Region met per
conference call at 5:30 PM on Tuesday, October 21, 2003. Those present were board members Charlene
McFadden, Linda Rader, Esther Oppliger, Steve
Burgess, and Linda Gaddy. Other members present were Doug Ford and
Peggy Tanner. It was noted that the
board currently has one less member this year due to there not being a past
president. A quorum was established.
Charlene brought the meeting to order. The agenda was reviewed and changes were
made. Steve moved and Linda Rader
seconded to approve the agenda. Motion
passed.
Minutes of the August
30, 2003 meeting were reviewed.
Steve moved and Linda Rader seconded to approve the minutes as
reviewed. Motion passed.
Treasurer’s Report:
As of October 6, 2003,
our treasury stands at $18,752.58. It
was noted that a large amount of this money has come in the past year or
so. Esther moved and Steve seconded a
motion to approve the report as presented.
Motion passed.
Report from Peggy Tanner regarding 501c5 status: Peggy has offered
to help the region with articles of
incorporation (in Kansas) and to
get a tax exempt status. Linda Rader
moved and Steve seconded to authorize Peggy to act as Power of Attorney to move
toward tax exemption. Motion
passed. Upon further discussion with
Peggy, Steve moved and Esther seconded that when the bylaws are reviewed, we
will include an anti discrimination clause as well as a clause stating that
none of our region’s officers receive payment or
income from the region. Motion
passed. Steve moved and Linda Rader
seconded to also add a clause with the revision of the bylaws that addresses
the dispensing of funds and property in the event of dissolution of the
region. Motion passed. With those actions reflected in the
minutes of this meeting, Peggy will be able to take care of the tax exempt
number under 501 c 5 status.
Claremore Show: Doug
reported having problems getting judges contracts signed and back to him. Kelly Ireland is going to do the
announcing. Advertising was
discussed. Flyers on the auction horse
will be going up in local feed stores as well as e-mailed to Bob Doerr to place
on the website. Doug is to check with
the Claremore Expocenter to see if they will link
their website to High Plains’ website for this show. Linda Gaddy will
investigate ads in the Fayetteville
paper. Jean Basore
is in charge of decorations and hospitality but has not been in touch with Doug
or Peggy. Peggy has e-mailed 52 of 78
members regarding support of the clinic and has ad commitments totaling
$865. Charlene pointed out that the
annual membership directory would cover most of ads for the region’s show
year. Linda Rader reported that she only
spent about $50 on the Springfield
show program. Peggy is planning to print
the program which will include the schedule of events for region for 2004. The membership book will be available at the
show with membership application, etc.
Lisa Glen has offered to bring plants for the fino
board, etc. Peggy will contact her to
make those plans. There will be a table
for the judges in the arena. There will
not be any other sale horses except the auction horse, Caruso (donated by
Peggy). The silent auction bids will be
accepted until end of show on Saturday night.
Caruso will be demonstrated, and there will be an opportunity to ride
him as well. According to the horse sale
rules, if the buyer wants a vet check he is responsible to pay to have that
done prior to the completion of the purchase.
Linda
Gaddy, Steve, Peggy, Doug, and
Charlene will be donating $100 each for wine and hors d’oeuvres to be served
prior to the sale. Linda Gaddy will buy and bring the wine. Doug reported on the people he is aware of
that will be bringing horses. He
believes we will be in pretty good shape compared to the Topeka
shows in the past. There will be no
charge for admission. Linda Gaddy is to print the show schedule in the November
newsletter.
Promotions Program Report: Esther reported that since the last
meeting, she has corresponded with both Linda Rader and Sharon Sanders in
regard to the promotions packages and who would be the appropriate person to
coordinate this. Although both believe
the packages are a good idea and should be done, neither feels they want to be
the person to take this on. Peggy has
offered to be the contact person, and she will develop a spreadsheet that will
enable us to keep the categories separated for totaling the money that comes in
for membership, ads, etc. Several
potential issues of concern were discussed.
It was agreed that calling for follow up would not begin until mid
November after the Claremore show.
People who want to do the package deal will send their money and information
for ads, etc. to Peggy. She will then
forward to the appropriate person such as Bob Doerr for website ads, Linda Gaddy for newsletter ads, Linda Rader for membership book,
Sharon Sanders for membership, and individual show managers. These promotional packages would cover the
annualized year from January through December.
The membership dues that would be paid with a package deal would be for
the following year (that come due in September). In other words, if a person buys a package
deal for the 2004 advertising year, it would include membership dues for 2005.
Peggy will send a spreadsheet accounting to board members before each meeting
to reflect where we are. It was further
agreed that in the event of multiple requests for the same advertising space,
the person who sends their money first will be the one who gets the space. In conclusion of the discussion, Esther will
e-mail the promotional material to Linda Gaddy
tonight so that she can get it in the newsletter which goes to print
tomorrow.
Membership Directory:
Linda Rader wants to establish a deadline of Thursday, January 8, 2004 for membership
directory information. This will be
added to the information about the promotional packages and will be published
in the newsletter. The front cover will
remain generic and not be sold.
Finance: In
order for us to be tax exempt, we must give a student scholarship. Recommendations for amount to be given for a
high school senior scholarship were discussed.
Steve moved and Linda Gaddy seconded the give
one $500 scholarship in 2004. Motion
passed. Guidelines will need to be
formulated as to how the money is to be used, etc.
Policy and Procedures/Bylaws: Charlene recommends having another January planning
meeting at which time the bylaws committee could meet as well.
Nominating Committee: No report.
Education Committee:
Esther and Jeff have discussed ideas but have not finalized
anything. A board meeting phone
conference will be scheduled for November and this will be on the agenda.
Membership Committee: No report at this time and it is not known
what our current membership standing is.
Communications: No
report on the website. Linda Gaddy reports she has a large newsletter coming out for
November.
Planning Committee: No report.
Awards Committee:
Janet and Harley submitted a written report. Helen Frost is clarifying the method of point
accumulations for the multi regional high point
awards. The high
point trainer for the region is again being sponsored
by Ken and Lenora Schuldt. Trainers are to sign up in the show
secretary’s office to be eligible for this award. Helen is working on finding someone to be in
charge of figuring the points for the multi regional awards.
At this point, Esther had to leave the meeting and the
minutes were continued by Linda Rader.
Springfield show:
Charlene mentioned that Allyson has encountered some personal problems
which have delayed some show reports and progress. After some unanswered
questions as to the status of the show, it was left that Charlene would follow
up with Allyson and report back to the group.
Fun Show: Is being planned for
Scott Arena at the American Royal in Kansas City on April 10/11th. Paula Wolff in overseeing this project. Discussion on
cost of show included charging $10 for class fee and $30 stall fee. The arena will cost $900, and Paula is
currently checking on insurance for the show.
Steve Burgess made a motion for Paula to continue with show plans, Linda
Gaddy seconded.
Motion passed.
Multi Regional Show: Discussion
took place regarding on awards and sign up fee. Was
stated that it would be backed by Ozark Empire, Great Western, Mid America and
High Plains Regions. Only one show per region would count towards the high point awards. It was decided that the
one show from our region would be the Claremore show. Discussion took
place on a sign up fee and the amount. Steve moved for sign up fee to be
$10, second by Linda Gaddy. All were in favor and motion passed.
Also discussed was each region contributing a designated
amount towards awards. Steve motioned for High Plains to contribute
$200, Linda Gaddy seconded. Motion passed.
MEC:
Will be held on Feb 27th. Paso Fino people will be attending a
booth on Thursday and Friday which will be good coverage for the breed.
Trail Riding Chair: Judy Newton was the High Point trail rider for all states. Discussed the need to recognize the achievement. Decided to recognize it in the 2004 membership directory.
Steve brought up the Florida region again soliciting members to
join their region. Suggested we may consider paying for a 1/2 page ad to
alert members of the Florida region trying to get memberships.
S. Burgess made the motion to adjourn - second by L. Gaddy.
Meeting adjourned.