Meeting Minutes

Region 6 Show Commission Conference Call Minutes
April 11, 2006

Present: Deb McGuire, Cheri Clark, Carlton Huitt, Mary Boden, Dick Peterson, Dorothe Fisher, Jean Frederichs, Linda Harrison and late joinee, John Visser. Absent: Val Stoffel and Kristy Messer.

The Show premium books have gone out, but apparently only a few people have received them at this time. There was a page missing (part of Friday's schedule and fees information). Kristy Messer made copies of the missing pages and sent them along.

Lisa Leland contacted Deb about age split on 1/2 Arab Country English class (IBS Class #39). It had been previously decided to NOT split that class into age sections, due to previous year's entries being small. The Western & Hunter classes are to be split. Notice to appear on website.

Jean was asked about sponsorships received so far. There have been 4 patron package sponsorships received with monies deposited in show account. The 4 patrons want their same locations as last year. Last year there were 36 patrons of different levels. Tickets for the Patron's lounge need to be printed (6 tickets/patron) and be placed in the Patron's packets. Thus far two parties have indicated plans to set up in the Commercial booth area (upstairs, main bldg.?).

Getting shavings for this year's show were addressed. Dick will call Farmer's Coop in Brookings to arrange. If they are unable to provide, Cheri will contact a Rapid City provider.

Getting plane tickets for officials was discussed. A couple of officials have requested that they make their own travel arrangements. Dick usually works with a travel agent in Brookings, so it was decided that he should check on general travel prices for the officials' locations traveling to Brookings and let those wanting to make their own reservations do so hopefully within a reasonable leeway of prices to be reimbursed. Cheri will check with all officials needing reservations and let Dick know which ones he should make reservations for.

Trophies and ribbons were discussed. Mary has ordered the same Champion trophies and ribbons as for last year's Regional show plus for Regional Sport Horse show and Regional Endurance Ride. After those are paid for she expects to have approximately $3000 left from her $16,000 budget available to be used to purchase Reserve Champion awards for the Regional show. That is expected to cover all needed with about $20-25 available for each one. She has not ordered any yet, as she would like input from the Show Commission, so she will put together an email showing some possibilities from a few different companies (Janda & Hodges) and send out. Commission members are asked to respond as to what they like best within price guidelines. Leadline trophies have/will be donated (Jean has info on that).

Local sponsors were discussed. Dick reminded that a local bank helped out with expenses for shavings last year. They are expected to help with expenses again this year. The city is paying $35,000 for tents to be set up, plus for electrical expenses & computer set up in the office (in a different building than last year).

There will be 3 locations for stalls this year: 119 stalls in the barn with the arena, 159 in the 3rd barn and 50 in the tent to be set up. John Visser requested a Polaris 4-wheeler like last year for moving shavings into stalls for the pre-show. Sounded like there would be a tarp used in lieu of shavings in the hockey rink. 2

Discussion was held about pros/cons of hiring an organist vs. having announcer we had last year do the music for classes. General response was a reluctance to spend more money, since announcer does music with no extra charge. The decision was tabled at this time.

Bank statements for show account go to Mary only at this time. The bank would charge more for a second copy. Since Cheri needs a copy to keep track of money going in/out, Mary agreed to make a copy of her statement and send it to Cheri, when she receives hers. Currently the show account has $2231.75 (after patrons' fees were deposited). The main Regional account has $8327 plus change, but the check (second, since first was reported lost) sent to the NDAHA for member payback last year ($4165.92) has not been cashed yet. Discussion resulted in info from Jean that the person to whom the check was sent is no longer that club's treasurer. Mary will attempt to contact NDAHA club president to determine where a new check should be sent, if the old (second) one cannot be found. Deb reminded that the by laws of the region address when bills are to be submitted (30 day limit) and when checks going out are to be cashed (60 day limit). She said this information would be stated as a reminder to everyone in upcoming Regional Director's letter.

There was info in Deb's last email newsletter about a regional public relations network needing regional/club volunteers to move into those positions. Training for what this person/these people need to fulfill their position requirements will be provided at this year's annual convention in Louisville, KY. Convention dates are Nov.15-19. Training expected to be scheduled for Nov. 19.

No info on entries for this year's qualifying shows was available from the different clubs, since the regional premium book has just gone out. Dorothe voiced concern, since time is running short for some clubs to get the premium lists to their potential exhibitors in a timely manner.

Discussion of Rapid City as a future potential Regional show site was heard. After a small bit of general info was provided by Dick from the Central States Fairgrounds website, it was decided that since there is an upcoming AQHA regional show to be held there the weekend of June 2-4, 2006, those who can go will do an onsite visit June 2. Initial info seems to indicate the prices will be comparable to Brookings. Nothing is available there for 2007 during our regional show's timetable, so Brookings will be the site of the 2007 Region 6 show. There may be a conflict of dates available in the future, so even if the Rapid City grounds look good, we may not be able to schedule our show there.

Personnel for the pre show and Regional show look pretty much the same as last year. Dick will announce for the pre-show. Mary will be ring steward for pre-show. Carlton volunteered to be the show physician.

Cheri asked Mary about the insurance applications. Mary stated she never received them (or a check from Kristy either?). Cheri will resubmit, possibly by email.

Deb wants to set up a Budget Committee to be made up of the Regional Show manager, Show secretary and an accountant. They would be assigned to do an internal audit.

Respectfully submitted,
Linda Harrison, Region 6 Show Commission Volunteer