Meeting Minutes
Region 6 Regional Meeting
November 18, 2006 – Louisville, KY
In attendance: Deb McGuire, Keith McGuire, Cheri Clark, Claude Clark, Dick Peterson, Mary Bowden, Darlene LaBelle, Heather Swanson, Kara Van Bockern, Lonnie Arp, Val Stoffel, Nikki Stoffel, Carlton Huitt, Steve Hugus, Marjorie Pope, Lynn Jackson, Cindy Krause, Linda Harrison, Dorothe Fisher, Cecile Hetzel Dunn.
After the two previous meetings, this meeting was held to clarify some info about the shows held in Brookings in 2005-06 and the revised budget for 2007's show in Brookings, plus discussion about ways to cut expenses if possible.
When the original contract was signed with the Swiftel Center in Brookings, one of the things Region 6 had to agree to was that we would pay for 500 stalls, whether we actually used them or not. At $60/stall/event, this amounted to approx $9000 in expense that we never even used. Since this was in the original agreement, it does not appear that the Swiftel would agree to let us out of that agreement. General concensus of opinion from meeting attendees was that if we are going to be charged for the stalls no matter what, we should figure out inventive ways to actually use them. Suggestions ranged from serious to ridiculous, but some of the more possible suggestions were to:
Have the Region 6 Sport Horse championships on Sunday at end of the Regional horse Show.
Advertise to those attending Reg 10 to come through to our show on the way home and get free stalls.
Allow those with horses for sale to stall and advertise them during the show.
Horses could be schooled at show grounds to introduce inexperienced horses to arenas, etc.
Deb announced she had checked with the Gillette Camplex and found out the 4th weekend in June (our usual show weekend) IS available for 2009, but 2010 dates are not available. Brookings also contacted us to let us know in 2008 they would have our dates available, but we agreed that is not an option.
Cheri went over the show monies from the 2006 show and after passing out a revised show budget for 2007 show, it seems that she was able to "free up" a bit of money ($6000+), which COULD be used as paybacks to clubs providing volunteer helpers at this year's show. But she was concerned that IF those funds are paid back now, and we get into a financial bind with next year's show, which IS going to be in Brookings with the possible loss of more money from unused stalls, that we might wish we hadn't paid out the money now. After some further discussion, Mary Bowden made a motion that the club allocations be deferred for '06 payback until after the 2007 Region 6 show and reevaluate the situation at that time for possible payback then. Lonnie Arp seconded motion. Motion passed unanimously. Mary made another motion that when money is to be paid out, a check would be sent directly to the individual club treasurers. Darlene LaBelle seconded. Motion passed.
Cheri discussed an idea to form a nominating committee to have each state represented for nominees for executive board (officers). Deb appointed a committee (Cindy Krause and Claude Clark so far) to meet and bring a list to the Regional meeting in Brookings in 2007. It was suggested all club delegates go back to their clubs and let them know anyone who is interested in being an officer is welcome to submit their name for consideration.
Cindy passed out an Implementation Plan for the Public Relations Network, whereby each Region is encouraged to have a person volunteer to be trained by AHA about all its programs available for its members. This person is then available to travel within their region to clubs/groups wishing to be educated about the various programs. Region 6 has a volunteer for this position, Kara Van Bockern from Pierre, SD. The question arose that if the region is perhaps short on funds, can we afford to pay Kara's expenses to do this traveling? An amount has been listed in the proposed 2007 budget for the region that is for the volunteer expenses, but will the clubs question this expense? It was felt the budgeted amount could be cut to $875 and cover travel $ only. Also it was made known to us that while AHA feels each region should have a volunteer who has been trained, how the region uses that volunteer is up to them and reimbursement of expenses IS NOT mandatory. This discussion did not come to a definite decision regarding how to best use Kara as a volunteer to build our region.
Further discussion was held regarding how to go about filing tax returns for region, since we are a nonprofit organization, but have not been filing 1099's for people we hire. Kara is a lawyer and she gave us some points of view about legalities. After discussion, it was decided to file our 1099's for 2006 to bring us into compliance & continue filing tax returns as in the past. Deb agreed to contact the accountant for the Sioux Falls club to see if they would consider doing the tax return for Region 6.
Discussion was held about some of the regional show help that is paid. Should we try to get someone who doesn't have to travel as far as others to cut expenses on travel? Gene Holloway, who has served as Pre- show Judge in the past and Ring Steward at Reg. Show has been hospitalized recently with a serious condition. Since it is unknown what his outcome will be, we may have to find someone to replace him as Reg. 6 Ring Stweard, perhaps Matt Amsden from Missouri, who has been hired past few years in other capacity. One judge for the regional show has been hired, Kathy Callahan Smith of CA. Others who have been suggested are Debbie Cain, John Rannenberg, Jerry Canda (suggested for pre show), Kim Potts, & Johnnie Ryan.
Cindy made a motion to adjourn. Darlene seconded. Motion passed.
Barnstorming ideas for regional show continued.
Respectfully submitted,
Linda Harrison