ESQHA General Membership Meeting

 

President Regina Kernin called the membership meeting to order on March 12, 2006 at 11:00 a.m. at the Holiday Inn, Waterloo, NY. Those directors present were Ed Brenkus, Tom Hatch, Gayle Farr-Moore, Linda Connors, Charlotte & Larry Jaynes, Ginger Tomassini, Wendy Bingman, Dan Bergstresser, Andy & Cathy Damiano, Rick Kenyon, Scott Perkins, Dave Phillips, Sandy Burback, Ann Manion and Sylvia Farr. Karen Kulha attended the youth meeting. Those absent were Patti Hole, Lee Davidson and Gene Bingman.

 

The February minutes were approved with clarification that $400 of the booth repair was covered by the AIM money and the balance of $130 was paid for out of our treasury.

 

The treasurer’s report showed an ending balance as of February 28, 2006 of $52,520.89. Quarterly reports will be forwarded to Alicia Shiland for publication in the newsletter. A question was raised concerning bills for awards. A couple of bills from 2004 awards were just paid and there are remaining outstanding bills for 2005 awards.

 

The youth club’s net worth as of February 28, 2006 is $22,590.

 

Correspondence:

• NYS Horse Council newsletter
• AHC newsletter
• Letter from Cazenovia describing their programs and requesting a $75 donation toward the Equine Education Center. This donation will keep our banner hung in their arena. A motion was made to donate $75 to Cazenovia College, seconded and carried.
• Letter from Ken Irwin expressing thanks for keeping him in touch with the workings of the organization.

 

Committee Reports:

            Convention. Linda Connors distributed a financial report for the 2006 convention. There were 165 paid dinners and 50 lunches. The directors’ dinner on Friday night cost $600.98 and that included 28 people. Discussion was held concerning whether the youth should pay for their members instead of Empire paying half. Other concerns were expressed about the program venue. Linda welcomed ideas along with active participation in bringing the ideas to fruition.

 

Year-end Awards. Regina advised that all missing awards have been received. Regina also reported that the awards committee will handle purchasing all awards for horse shows.

 

Spring show. Charlotte Jaynes reported that the special event is scheduled for Thursday. The open show program is in the works. Dave Phillips will be judging. They are hoping to add a jackpot barrel class and an added money versatility class. All show fees will remain the same. Campers will be charged $25/day. The spring show committee would like to advertise guaranteed payback and asked for a commitment from the club if sponsorships do not cover the prize money. Discussion continued concerning sponsorships for the show in conjunction with what the marketing committee is doing. A motion was made to approve an amount not to exceed $1,500 toward prize money for the spring show and any sponsorship money received will reduce the club’s obligation. Seconded and carried. Judges include Holly Hover, Lance Baker and Dean Bogart.

 

Fall show. Regina stated she is still waiting for the contract from the NYS fairgrounds. Charlotte has hired five judges, Kendra Weis, Charlene Carter, Scott Merritt, Andrea Simons and Tracey Willis.

 

Novice show. Sandy Burback and Cathy Reetz will organize the novice show with help from Rick Kenyon. July 23^rd has been approved as the date. Karen Kulha has agreed to do the clinic. A draft of the program is completed and Sandy will review it with Julie Young.

 

Region 5 show. Gayle Farr-Moore reported that a committee meeting was held at the AQHA convention in Seattle, WA. The class schedule was reviewed followed by discussions on the cost of stalls and campers. Peter Cofrancesco proposed charging the exhibitors to attend the exhibitor party. That issue was debated with several members opposed to the suggestion of charging exhibitors. There will be a committee conference call on March 15^th.

 

AIM. A copy of our 2006 AIM Plan was distributed to the Board at the February meeting. The new center panels for the booth were ordered and the booth was delivered to FB Portable Displays for repairs. At the time of the meeting the booth repairs were completed.

 

Marketing/Sponsorship. Scott reported that a draft marketing package will be prepared before the next meeting. The marketing survey will be included in the next newsletter.

 

Membership. Ginger Tomassini reported that memberships are coming in. We currently have 238 members. The original membership survey that was drafted will be put on the website and added to the newsletter since it is for a different purpose than the marketing survey. There are people who have volunteered to work the booth at Cornell. The booth and literature for distribution will need to be transported to Ithaca.

 

Promotion/Trail Riding. Dave Phillips would like to run a full-page ad for 2 months in Horse Bits as it has been done in previous years. Dave indicated that he is already over his budget due to purchasing continuum awards.

 

NYS Horse Breeders Assoc. Kim Connors distributed some show programs and said they would be coming in the mail this week. Kim has extras if anyone would like one. She also gave some inserts to Regina to be included in the newsletter.

 

Ride 2006. No report

 

Website. All the shows that are Empire approved for state points are listed. Tom has received convention photos and there is a link to view them. If anyone wants a very high resolution file to do any printing, let Tom know and he can send it via e-mail. Tom has also posted the preview information on the Regional Experience for 2006 with photos. Meeting times and information are posted. The youth website was updated and Mike Bednarek thanked Tom for his help.

Motion was made to accept all committee reports, seconded and carried.

 

 

Old Business:

• After acknowledging that all directors read the affiliate agreement proposed by AQHA, a motion was made to sign the AQHA Affiliate Agreement, seconded and carried.
• Motion was made to sign the Regional Experience Agreement, seconded and carried.

 

New Business:

• Discussion was held as to whether or not to continue giving a saddle as a year-end award and if it is continued, should it be a drawing of anyone who received a year-end award or should it be used as a specific award? It was decided that no saddle would be given away for 2006 year-end awards. The money saved by not buying the saddle would be used for a professional award. A motion was made to give a trainer’s award by random drawing of all eligible ESQHA members. The trainer must be present to win. Seconded and carried. The details and rules will be outlined by the awards committee.
• The suggestion of giving ribbons to year-end winners placing 3^rd – 6^th was examined. After discussion a motion was made to acknowledge honorable mention exhibitors (3^rd – 6^th place) by listing them in the program. Seconded and carried.
• A branded logo is available to affiliates from AQHA. The idea is to make the state’s logo more uniform and more closely identified with AQHA’s. A motion was made to let AQHA submit a design for our review, seconded and carried. Once the Board receives the design they will decide if and how it will be used.
• Regina asked the Board if they would like to continue to send out a packet of show flyers. Last year 2600 were printed at a cost of $1876. The cost is split between the groups who have shows included in the mailing, approximately $160/group. Motion was made to continue mailing out show flyers of contributing organizations with the cost split between them, seconded and carried.
• The show card program was brought up for discussion since Chris Staples is unable to manage it. Jamie Wasik has agreed to do artwork for the signs and the awards committee will purchase the prizes to be distributed at all Empire and youth shows. It was the consensus of the Board that it was a good program to continue.

 

The youth club reported that their proposed by-law changes were passed at their meeting. They have approved a food vendor contract for Bonnie Hanssen. An ice cream social is planned for their July show with a possibility of a dinner. AQHA truck raffle tickets are available from any youth. A free stall at the July show will be given to the person collecting the most sponsorships.

 

• AQHA test rides can be given by a trainer on a Quarter Horse. Sign up sheets will be available when our hospitality booth participates in trade shows and a drawing will be held for a “free lesson” by any professional horseman who agrees to participate in this program. This free lesson will constitute a test ride.
• Ann Manion noted that they are several different contracts floating around for our various horse shows and she would like the opportunity to review them.
• Linda Connors acknowledged the passing of Barry Fernaays.
• Gayle Farr-Moore gave an update on the AQHA convention. The cloning issue will be addressed next year. Linda Connors suggested that people apply to the Board for the opportunity to attend the AQHA convention in 2007.
• There will be an AQHA show management school held in Quebec on April 1-2, 2006.
• It was with regret that Regina accepted Scott Perkins’ resignation from the Board. Scott will continue to chair the marketing committee.

 

 

Future meeting dates:

            April 9 – Holiday Inn, Waterloo

            May 20 – Chemung Co. Fairgrounds

            October 1 – Cazenovia Grill

            November 12

            December 3

 

Meeting adjourned at 1:10 p.m.

 

Respectfully submitted,

 

 

 

Catherine S. Reetz, Secretary