ESQHA General Membership Meeting

 

President Regina Kernin called the membership meeting to order on April 9, 2006 at 11:03 a.m. at the Holiday Inn, Waterloo, NY. Those directors present were Ed Brenkus, Linda Connors, Ginger Tomassini, Wendy & Gene Bingman, Lee Davidson, Sandy Burback, and Rick Kenyon. Those absent were Tom Hatch, Gayle Farr-Moore, Charlotte & Larry Jaynes, Patti Hole, Andy & Cathy Damiano, Dave Phillips, Ann Manion, Sylvia Farr and Karen Kulha.

 

Treasurer’s report showed a balance of $53,144.14 as of 3/31/06.

 

A correction in the March 12, 2006 minutes was made concerning the cost of sending the package of show flyers out. The cost of $160 noted was per printed page side. Minutes were approved with correction.

 

Communications:

Ø    Thank you was received from the American Horse Council for renewing our membership

Ø    Microsoft settlement claim form relative to class action suit

 

Members were introduced.

 

Committee Reports:

            Convention: Options for next year were discussed. Linda Connors and Cathy Reetz will meet after the meeting to work out details. Directors will be polled whether we change the location of the convention or simply adjust the menu at the Wyndam.

 

            Awards: Regina reported that all awards have been received and Gayle will distribute them at the horse shows.

 

            Membership: One membership was received at the Barnveld trade show. Ginger reported that memberships seem to be coming in slowly, but believes that we will see an increase once the show season starts and people start renewing at the shows. Brochures were printed for the horse expo at Cornell. Ginger suggests that we review them for accuracy or for any other changes before more are printed.

 

            Linda Connors prepared a presentation on a membership promotion program that was distributed. The program is aimed toward novice level exhibitors that own Quarter Horses but are not currently showing at AQHA shows. A hunter under saddle class and western pleasure class would be offered at no charge to open show exhibitors throughout the state at specified shows. After results from all shows are tallied, the two exhibitors with the highest number of accumulated points will win free stalls and free novice entries at the fall show and memberships to AQHA and ESQHA for 2007. Linda estimates an out-of-pocket cost to Empire of approximately $500.

 

            Newsletter: March newsletter consisted of 20 printed pages and one survey insert. 368 newsletters were sent out bulk mail at a cost of $87.22. Two newsletters with bills for the ads were sent for $1.11 each and four newsletters were sent to ESQHA and ESQHYA officers at $.87 each. Three bills/receipts were sent out by first class mail. Total cost of mailing 374 newsletters was $94.25 and total cost of printing was $576.54

            The April newsletter was also 20 printed pages with the spring show flyer and Breeders show flyer inserted. This is the last newsletter sent to members if they have not renewed their membership for 2006. 381 newsletters were sent bulk mail at a cost of $90.30. Five newsletters were sent to the officers of ESQHA and ESQHYA for $1.11 each. Total cost of mailing 386 newsletters was $95.85 and total cost of printing was $644.27.

            With the cost of the newsletter approximately $2.50/member/month it was mentioned that perhaps more advertising should be solicited by Alicia to help reduce our cost. The other suggestion was to increase our membership fee.

 

            Incentive Fund: Rick reported 10 horses have registered for the incentive fund.

 

            Spring show: Charlotte sent notice that the show flyers are on the web site. Due to a conflict with another show, no barrel class will be offered.

 

            Fall show: Regina has signed and returned the contract with the Fairgrounds . We will be charged a utility surcharge this year which will increase the rent by $283.50 for the entire show. Our per stall cost will increase $9 for people who arrive before Thursday. The Fairgrounds is planning on doing a fly knockdown before our show begins.

 

            Novice show: Cathy Reetz reported that Jack Drecshler has been hired to judge. The show flyer is complete and on the web site.

 

            Region 5 show: Regina indicated that there will be a conference call soon and that the committee is planning to charge for the exhibitors’ party.

 

            AIM: Ginger reported that the booth was taken to the Horse Expo 2006 at Cornell on 3/25 and 3/26. The expo was spread out between the vet college, the livestock pavilion and Morrison Hall. Mild weather drew a number of people for the seminars and many people stopped by to pick up literature and ask AQHA rule book questions. We had 5 people sign up for test rides. Those names will be turned over at the meetings so we can make arrangements with the professional trainer in their particular area.

 

            Marketing/sponsorship: Scott Perkins forwarded a draft layout of what the committee has been working on.

 

            Promotion/trail riding: It was noted that Alicia needs new sheets inserted in the newsletter for this program.

 

            NYS Breeders Assoc. Kim Connors has collected the money owed for the newsletter ad. Kim also reported that the Breeders Association has purchased a portable defibrillator for the horse show grounds in Syracuse. The cost of the defibrillator was $2,500 and Breeders has asked all the other horse clubs if they would consider contributing to the purchase price. The equipment will remain on the fairgrounds and available if anyone needs it.

 

            Ride 2006: Lee reported that the DEC at Brookfield needs our insurance certificate and a check for $25. He has forwarded the necessary information to Ed.

 

            Web site: Tom has the spring show and novice show flyers available for downloading and have made other show listing updates. Two classified ads have been received and are posted. Information on the marketing survey has been posted and Tom did some general clean up.

 

            Finance: Ed reported that all insurance certificates have been issued for the horse shows and the trail ride.

 

            Youth: Ed reported that the youth have a balance of $23,048 as of 3/31/06. Some stall checks for the youth shows have already been paid. Now that the youth are financially solvent, it was suggested that we no longer need to subsidize their banquet meals. A letter will be written to the youth advisor so they can prepare for this.

 

Linda Connors suggested a finance meeting at the end of the year to look at all shows from the last several years – expenses vs. percentage of income – with a breakdown of all income and expenses. Special events have also had a negative financial impact on our shows and it was agreed that a letter should be written to AQHA addressing this issue. Secretary will draft a letter.

 

            There were no committee reports submitted for the directory, or Chemung Horse Council. Motion was made, seconded and carried to approve committee reports.

 

Old Business:

Ø    Linda Connors will submit a logo for AQHA to work with in conjunction with their program to make the affiliate logos more uniform looking.

Ø    A bulk mailing of approximately 4,000 show flyers will be mailed this week

Ø    Some people have already renewed their show card advertising and others have agreed to renew in April.

Ø    Discussion was held concerning our membership dues. A motion was made and seconded to increase our annual dues in 2007 for single, farm or family to $35, 3 year rate to $95 and life membership to $250. Carried. A ballot will be placed in the newsletter for the membership to vote.

New Business:

Ø    A motion was made to donate $100 toward the Breeders Association’s purchase of a portable defibrillator. Motion seconded and carried.

Ø    The draft corporate sponsorship package was distributed for Board review. The draft professional sponsorship is aimed at trainers.

Ø    Regina distributed information on accepting credit card payments. Discussion followed with no interest from the Board in pursing this option.

Ø    Lee Davidson mentioned he would like to purchase a buckle to be given away at the trail ride. Motion made to purchase a buckle to be awarded by a random drawing at the trail ride at a cost not to exceed $150. Seconded and carried.

 

Future meeting dates for 2006:

May 20 – Chemung Co. Fairgrounds

October 1 – Cazenovia Grill

November 12

December 3 – Sherwood Inn, Skaneateles

Meeting adjourned at 1:10 p.m.

 

Respectfully submitted,

 

Catherine S. Reetz, Secretary