***Minutes from the current posted BOD meeting are not yet approved.
NEWApHC Board Member Meeting
10/8/08
Location: Lake Church - Hobo’s Resturarant
Attendees: Saundra Laskowski, Dan Schaut, Jim Redeker, Tiffany Kindschy, Kathy Booth, Starla O’Brien
Absent: Stephanie Rortvedt, Sandy Trunt
Meeting called to order by Dan Schaut at 6:37
Secretaries Report: (Sandy)
- Sandy to give a report at the next meeting as she was absent
Treasurer’s Report: (Kathy)
- Kathy provided the following report:
- Net Income year to date as of Oct 8 = $4,213.23
o Made $2,673.13 Open Fundraising Show in May
o Made $128.25 Open Fundraising Show in Aug
o Made 527 at Spring NEWApHC show (69 stalls)
o Lost $426 at Fall NEWApHC show (69 stalls)
- Balance Sheet Balance as of Oct 8 = $8,132.98
- Judges were very expensive – Kathy estimated we spent $6,600 just on Judges for the two shows.
- Tiffany had heard that there was discussion at the ApHC National level regarding a policy change on 4 judge events which would allow the regional clubs to hire 2-3 judges instead of 4 and use one or two of the results twice to count the show as a four judged show. She thought Bill mentioned a teleconference to vote on this but hasn’t heard any update. Tiffany to follow-up with Bill on this. This policy change could really help us.
- Tiffany motioned to approve the Treasurer’s report; Starla provided 2nd; All were in favor
Futurity Committee (Stephanie, Starla, Tiffany)
- Motion made via the internet board discussion site to add $300 to the futurity payouts for 2008. Starla provided a 2nd online: Vote taken at this meeting; all were in favor
- Tiffany to find out from Stephanie if the payouts have been made. Stephanie has not provided an update to Starla or Tiffany.
- All board members agreed that winners should receive cash payouts and Ribbons. Tiffany to contact Stephanie to determine how many ribbons we have and how many we need to order. She will provide this information to Kathy Buth who has some she can call last minute to get them ordered at a inexpensive rate. Motion made by Saundra to allow for up to $85 of Futurity fund dollars to be spent on Ribbons; Tiffany provided 2nd; all were in favor.
- Stephanie has resigned from her board position per her message posted on the Board discussion site. Tiffany & Starla are the committee members for next year.
- There was some concern about lack of breeding and whether there would be a supply of foals being shown in 2009 to have the futurity. More research and decisions have to be made on this.
Youth Member Advisor (Stephanie)
- With Stephanie’s resignation – the board needed to appoint a new advisor. Kirsten Schmeling has voiced willingness to assist in this role. The board was in full agreement to appoint Kirsten as the 2009 Youth Member Advisor.
- Kirsten should contact Tiffany Born, Youth Member President and find out if she has a roster of active youth participants, the checkbook and/or a status.
- The Board felt that the Youth Advisor should hold the youth membership checkbook. This will allow the Youth Advisor to provide a financial update of that account at the same time she provides the board activity updates.
Public Relations (Shann)
- The board felt that NEWApHC should strive to take advantage of the 2 pages we are allowed to advertise within each issue of the HUM. Inside the front cover of HUM is usually the contact information (Valarie) and the cutoff dates for publication. The group felt that we could possibly come up with a new layout for the left side of the two pages and then continue to use the second page for membership applications, banquet forms, calendar of events, show bills, and futurity information. Saundra will contact Shann to see if she can help.
- Board discussed doing other promotional mailings to ApHC national members, Lakeshore Appaloosa members, and SWAHA members. Kathy to send Saundra the list of SWAHA members. Sandy to send Saundra the list of National members in our area, and Saundra will work with Jim to get Lakeshore Appaloosa member list from Kim Vandreise.
Newsletter (Chelsea Henning-Beil)
- The board would like the following items to go in the next newsletter:
o Banquet information & reservation form (Kathy to provide to Chelsea)
o Open show year end point totals (Kathy to provide to Chelsea)
o Regional club year end point totals (Sandy to provide to Chelsea)
o Futurity results (Tiffany to provide to Chelsea)
o Thank you for participating & to the many volunteers who help us put on our events (Dan S to provide this to Chelsea)
o Note indicating that 3-4 board positions will be coming due and need to be filled for 2009 (Dan S to provide this to Chelsea)
o Thank you to Nutriena for Donating feed coupons for futurity (Starla to provide to Chelsea)
o Thank You to Kettlemarine Feed of Kewaskum for grand champion trophies for futurity (Kathy B to provide to Chelsea)
- Dan will email Chelsea with this list so she knows what we are planning and what she should expect. He will publish a message on the board discussion internet site with the deadline that these materials have to be to Chelsea.
- Once approved, all of the above should also go to Linda Bauer to be published on the NEWApHC website.
Banquet (Kathy)
- Kathy reported that it does not look like a combined banquet with SWAHA is going to be able to happen this year. Discussions regarding formulating a combined state club are just not far enough along for this to occur.
- Consensus was to try to reserve the Villager in Plymouth (which as been the location of the banquet over the last couple of years) as this is a centralized location and has been a very nice and reasonably priced place to have it.
- She will check on Jan 10, 17, and 24 or the first Sat in Feb which is the weekend it’s been held in the past. She will have a couple tentative dates and prices for the next meeting.
- Kathy feels that she has enough plates for the Open year end awards.
- More discussion and planning have to occur to finalize the banquet and determine regional awards based on the numbers of awards recipients. This will be the primary agenda topic at the November meeting.
- Starla offered a suggestion of “wooden” benches as an award idea. She knows of a producer that is really reasonable and they are really nice.
- Everyone is to come to the next meeting with award ideas, pictures and possible pricing.
NEW BUSINESS
Open Membership Meetings:
- Saundra brought up the question about meetings open to all members. Do we have any? The answer is “YES”, we used to have two annually but because of lack of attendance there is at least one that is advertised a year. However, all board meetings are open to general members.
- The board will try to do a better job of planning the meetings ahead of time so that the meeting dates can be published at least on the website. It may be hard to publish them in the quarterly newsletter as they’d have to be set so early.
Web Site Updates:
- Saundra reminded everyone that we need to keep the website updated.
- A big thank you to Linda Bauers for still hosting and maintaining the website
- Saundra will look at the website and email Linda if there are any materials still out on it from 2007.
Election of new 2009 Board Members:
- The following board member positions are not up for renewal: Saundra, Tiffany, Shann, Stephanie, and Sandy. The following board positions are up for renewal: Kathy, Dan, Jim, and Starla. Starla has indicated she is willing to continue participating as a board member. Her nomination for re-election will be provided at the Banquet. Kathy and Jim both indicated they would not be renewing their nomination for a board position. Dan is undecided.
- The board will have to appoint a replacement for Stephanie as she has resigned even though her term is not up.
Meeting adjourned at 8:10pm
Next meeting date to be held sometime in November to be determined.
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