Opening The regular Board meeting of the Morgan Horse Association of Oregon was called to order at 7:34pm on May 17, 2017 via conference call by President Gay Adams.
Present: Gay Adams, Nancy Eidam, Karen Breckenridge, Dallas Bolen, Diane Pixlee, Carol Dombrowsky and David Silver (Quorum present)
Not in Attendance Kathy Christensen, Kathy DeFazio, Anne Margaret Korver and John Shaver
Approval of Minutes: The minutes of the previous meeting were re-approved as corrected.
Treasurer Report: General checking $9,129.00, OMC $3,185, Futurity $4,732, General Savings $25,482.00. Total $42,804.00
Open Issues
Oregon Morgan Classic:
Nancy reported that all prize list ads are paid for except one. Gay agreed to contact the person to encourage payment. Nancy said the show is coming together fantastically and she wanted to thank Marli for her tireless efforts for recruiting more entries. Show Secretary, Kelly McFall, is doing an outstanding job on the premium books and kudos to the trainers for their ads to help finance the premium book. Nancy talked about some changes in the program, added classes, moved classes and the importance of footing in the arenas.
The first presentation of flags on Wednesday will be done by the youth carrying them in on foot. Nancy is working on the other evening sessions.
Silent auction will be set up in the back of the restaurant. That way everything will be safely locked up at night. Close of auction will be on Friday after the exhibitor dinner.
Special presentations – Stallions - Nancy will work them in if they come up. No firm commitments yet. Sandra Nichols is the only possible one Gay is aware of with Pegasus Sir Lancelot. Gay is trying to get confirmation.
Friday celebration:– full dinner $10.00 fee, follows the afternoon session. Actual cost is higher than that, but OMC committee will subsidize it.
There will be a special presentation Saturday pm for Stephanie Conner’s Festival Calypso. Calypso was inducted into the AMHA Hall of Fame in February. FYI for all, Stephanie graciously sponsored the special silver cups given to each futurity participant each year.
Doing all we can to support youth activities & classes at the show because the youth are the future of our shows. They wanted the carrot obstacle course; this will be offered at the show.
Nancy discussed radio ads & Public Service Announcements to help expand our audience at the show. – She will go after getting announcements made during commute drive time to inform the public in the Eugene area.
We have horses coming from CA, WA, OR, ID, CO and Canada.
After the last class on Friday evening there will be an aisle party set up on the mezzanine for a dessert party. Each table will belong to a different barn. Only way we can do it at this facility. Tuesday at 4:30pm there will be a trainer/exhibitor meeting followed by the facility hosting us - free of charge - with a spaghetti dinner. In appreciation, during the show we all need to encourage all at the show to patronize the restaurant.
Still need someone to handle the awards. Marli is putting together a spread sheet to help with this. Gene and Kathy VanDyke are unsure of they can help with the awards. We will need someone at the trailer to keep it organized and ready for each section.
Need someone to handle the spotlight on Friday evening.
Nancy and Marli are still searching for sponsorships for the classes. Nancy expressed that the cost for each class is expensive and said we all need to get out and get sponsorships. They would like to raise $4,500.00 by the end of May. Need sponsors in so we can get their ads on the TV loop that will be running during the show.
Karen wants to bring the Dressage trailer to the show grounds on Monday PM and Nancy said it should be fine. They discussed where it should be parked and Nancy will ask Marli to check with Heather at OHC for instructions and to be sure that is okay. Lorraine Beaumont will check with Shelley about bringing the other trailer down to the show grounds.
Nancy reminded us that she would like to get more $50.00 sponsorships for the show. She would like all Board members to help. Nancy will have comment sheets at the show for feedback from the exhibitors.
MHAO High Point: We are waiting to hear from Margaret about the MHAO High Point awards.
Youth of The Year: There will be a pizza party for the youth at Diane Pixlee’s stalls to promote Youth of the Year, sign ups to be held on Wednesday at 12:00pm. A big thank you to Martha Woodland for sponsoring the pizza and prizes for the youth at the show. The written exam, speech and judging will be held on Thursday. There will be a scavenger hunt throughout the week. There will be prizes for all the youth that participate. A flyer will be prepared to be included in the exhibitor packets that will list the details about the youth activities. We are planning a youth hangout area on the mezzanine, Martha is looking into some furniture for this. We will have activities there for the youth.
Promotion & Membership: A $300.00 Grant was received from AMHA for promotion. There was a lot of activity at the booth we had at the NW Expo. We had a lot of inquiries and have sent out at least 31 membership letters to encourage renewals and new members to join. So far one new membership has been received. There have been challenges in keeping membership under control for thank you acknowledgements & reminders for renewals when people pay on the website via PayPal or credit card. Gay has revised the membership form so people can request credit card billing on the form. The idea is that all membership forms & payments go thru the Membership chair first (Kathy Christensen). She will forward payments to the Treasurer after that. Dallas will update the website to reflect this new procedure. Gay reminded members to have membership forms available when you sell a horse. If a non-member buys a Morgan from a member, they are entitled to a free membership in MHAO for the year of purchase. Per Gay, Kathy encourages members to use the club’s Facebook page to help promote The Club. When any of us post to our own page, we should post on the club page too. And we need to comment or like each other’s post.
Open Competition Incentive: Carol reported that she has received reimbursement request forms from Sierra and Sandy, she suggested an ad in the Stable Sheet to advertise the Open Competition Program and encourage more participation.
Board Nominations: Karen, Dallas, Kathy, Diane, David, Margaret and Nancy will remain on the Board in the same Board positions for next year. Gay had planned to retire as President. She would like to see if anyone else would like to step forward to run for President. She does plan to stay on the Board. David will try to get some people to fill Board positions. Will discuss further starting at next Board meeting. All are encouraged to recruit potential new Board members. We currently have 4 open positions that we could fill by appointment now.
End of Year Banquet: The banquet will be at Hayden’s Grill, Gay made tentative reservations and Karen will call to confirm for the larger meeting room. It will be held November 12, 2017 which is our regular meeting date. Heavy planning will begin after OMC.
Policy and Procedures Manual: Gay asked for any corrections to pages 4 – 9 of the manual. The three to five year plan will be discussed after OMC and the Code of Conduct is good as is. Karen made a motion to approve pages 4 – 9 as written, Carol seconded the motion it was voted on and passed with one vote abstaining. The Procedure Manual is a living document. Changes can be made by the Board at any time. It does not require approval by the membership, but it must be in line with the Club By-Laws. It is designed to be an aid to all Board Members. Next section to read is thru the first half of page 15. You will see a listing of our current committees. Committees are set by the President & can be changed at any time. Gay asked us all to read pages 10 thru the first half of page 15 by the next meeting. If Board Members see something they would like to see changed they are to let Gay know via email. We will discuss it at the next meeting. Do not wait until the meeting to look thru it. Once discussed & altered per the discussion we will vote to approve those pages. Please come prepared for the discussion ahead of time. We have to keep at this if we are to have the Policy manual approved by year end. Gay briefly went over what was contained in those pages.
New Business
For the next meeting: Gay said we need to discuss the qualifications for awarding a member a life membership in MHAO. Gay encouraged us to go thru the membership directory and come prepared to share our thoughts over who should be eligible to receive a life membership. Nancy countered that by recommending a committee be formed for that purpose along with creating a list of recommended qualifications. A committee was set up to make this list. Committee members are Nancy Eidam, and Diane Pixlee. Nancy will call and invite Carol Fletcher to be on the committee.
History for Website: Dallas reported that she is going to format the story of the history of MHAO that Lillian is writing so she can add it to the History page on the MHAO website. Gay said she had positive feedback about the Stable Sheet, she reminded Board Members to let her know if they want anything published. Feedback & suggestions are always welcome.
Update: The Key Classic horse show went well and it was reported that there were more horses entered this year than last. Nancy sent flyers over to the show to promote the OMC show.
Trail Riding Program: A discussion about the MHAO Trail Riding program for our members was tabled until after OMC.
Agenda for Next Meeting:
OMC debriefing
Policy and Procedures manual (pages 10-15)
Life Memberships
Award Banquet
3-5 year business plan for the club
Trail Riding Program for MHAO
Note to Board Members: Please submit other items you would like to discuss to Gay prior to the meeting.
Adjournment: Meeting was adjourned at 9:00pm by President Gay Adams.
The next general meeting will be at 7:30pm on June 28, 2017, via phone conference.
Minutes submitted by: Diane Pixlee, Acting Secretary for this meeting.