Meeting Minutes

Region 6 Show Commission Conference Call
January 25, 2007

In attendance: Deb McGuire, Jean Fredericks, Marjorie Pope, Val Stoffel, Dick Peterson, Kara Van Bockern,Steve Hugus, Cheri Clark, & Linda Harrison.

Discussion was held regarding whether the Regional meeting. It was decided to leave the meeting time on Thursday, and the Exhibitor's party on Saturday as we have in the past

Discussion was held about the use or non-use of the stalls we are committed to for payment. It was decided to charge $15/day for the outside stalls, which can be used for exhibitors' horses, horses just coming for viewing, sale horses, etc. If they are rented for the 6 days of the show, total cost would be $90 versus the regular stall fee for the show, or $125. With advertisement in premium book, hopefully some of these stalls will be used & not go to waste.

Sport horse entries, if only showing on Sunday, will only be charged $30/day per stall

Some discussion was held regarding WAHA club, which paid to send its volunteers last year and without the expected paybacks, is finding it difficult financially to agree to absorb cost again this year. Question was raised whether the stalls could be offered in return for volunteers coming? After more discussion, it was decided if clubs want to apply for the scholarship financial assistance voted at Convention last year as a way of helping with their expenditures, that would be the most fair way to handle the situation.

The scholarship program was set up to allow applicants with "individual need' or "club functions" requiring monetary assistance a way to obtain such assistance. Deadline for application for scholarship assistance was set as April 1, 2007. Notification of approval of scholarship application would be sent within one month, but actual funds would not be paid out until after activity the scholarship was approved for has been held. There will be a limit to the amount of funds available for each club, including the individuals within them. Applications will be processed on a first come, first served basis. The Officers of the Region will determine application approval.

There was discussion about whether we need to charge a separate Office Fee for those showing in the Sport Horse Show on Sunday. It was determined that since the Sport Horse show is a part of our Regional Show and exhibitors have only one exhibitor number (even if they show in the regional show and the sport horse show), they can only be charged one office fee. It will stay at $20.

Deb asked Cheri about some of the class Codes for the premium list. Cheri agreed to contact AHA for verification on the classes in question.

Do we need or want 1 or 3 judges for the reining classes? We only need to have one, but can use more if we so choose. Jim Hitt, one of our judges, is willing and could do some of the reining classes, even though Judge Callahan was originally scheduled to be the 1 judge for reining. Could create some problems, but could probably be ironed out if we set it up as a 3 judge system with a call judge for different classes. The question about call judges brought up another issue of a scorer for the new scoring system to replace MOS scoring. It was felt that Carol Reed probably is trained in either system, so Cheri will contact her regarding having her be our Official Scorer.

Other official positions were discussed to find out if all positions had been filled by returned contract. Cheri stated that Cecile Dunn had notified her that she would be unable to steward for us. Discussion about other possible stewards was held. Cheri has several names to contact (Norm Thompson, Burk Anderson, Gordon Amble). The vet and farrier have been inked in. Question was brought up about EMT. Since USE stewards can be real sticklers about EMT qualifications and certification, it was decided to contact Teresa Pomarovsky (?) who works at hospital in Brookings and has been our EMT in past, because she is SD certified. Dick has already given her a heads up about the position, and will contact her to confirm. Val said she'd have Nikki bring her EMT bag with her as a back up. Dick will announce Pre Show and Sport Horse Show, Jeff Rutz will announce Regional Show. Rob Hess will be the Regional Show photographer. Jean will be the secretary for the Dressage classes as well as Pre Show and Regional.

The shows within the region were discussed as to dates, what type (Class A, Community, etc.), etc. Deb stated all premium lists for shows must be to her by Feb 2, or they would not appear in the Regional Show booklet. No cost to the clubs to put them in again this year. Cheri said the Rapid City Chamber of Commerce is supposed to be sending a check for $1000 to put an ad in the book regarding dates for the 2008 Show to be held there in the new location. This money will then be used to pay the deposit on that facility. Dates for that show are June 19-22, 2008. Cheri said she would have Claude get in touch with Deb regarding the Endurance rides in region.

Mary Bowden, who was unable to be on the call had contacted Deb regarding trophies and ribbons. She has ordered ribbons based on ribbon count from last year. Question whether we want reserve trophies or not. Vote was yes. She said Marie Johnson from Oregon, WI was going to judge the Sport Horse Show. Question whether we needed a TD for the show. It was determined that a TD is needed only if we have Open classes, which we won't.

Deb needs a mailing list from Jean of past exhibitors going back as far as she can. Plus she will get list from AHA of all Region 6 members, adult & youth, with competition cards. She plans to have 1200 copies of the Regional book printed. Will mail to all on final mailing list and have extra copies for Jean to mail to those requesting them. Was suggested perhaps would not need that many copies printed, if we only send to those in region with competition cards.

Lastly, discussion was held regarding what the region should do about filing its taxes. After discussion about low possibility of being audited by IRS, it was decided to apply for a Fed ID# and file 1099's in the future as required. It was discussed that we should include in contracts for those we hire a space for them to put their Social Security number, so we will have the information we need to file those 1099's.

With all in agreement, meeting was adjourned.

Respectfully submitted,
Linda Harrison