SIERRA NEVADA CHAPTER CDS – BOARD MEETING MINUTES JAN. 2018
Meeting Date: January 29, 2018
Meeting Location: Skipolinni’s Restaurant, Reno
Meeting Attedees: Holly Hagen, Leslie Ayers, Loye Jaeger, Avery Hudak, Jocelyn Tackitt and Joan Wright
Meeting was called to order at 6:30pm
Joan Wright, Treasurer
We have $13,983.63 in our account. $8309.80 is designated as the Stacy Berry Scholarship Fund, $5673.83 is our operating budget One of our goals for 2018, is to fully fund the scholarship fund, so that we may turn it over to CDS to manage. In order to do that, we need to have $10,000. We are hopeful that the silent auction and other fund raisers that are planned this year, will get us to our goal.
Holly Hagen, Chair
At the CDS Annual Meeting, Jan 20/21, 2018, we presented our Chapter Basket with several items donated by board members. The basket sold for $290 / our 40% will yield $116.00
Holly shared her take aways from the Chapter round table meeting:
Emergency preparedness and evacuation plans were a hot topic. CDS has formed a committee to create a document for Chapters to share with their members, to help everyone be better prepared, when there is a natural disaster / emergency.
Awards – Our chapter is one of the few, that is hosting shows, for their local members and providing year end prizes to their Champions and Reserve Champions. Most chapters have perpetual trophies, that are donated by sponsors. Some chapters are offering ribbons for less traditional awards, such as Western Dressage. The board decided that they will explore options for 2018, to solicit perpetual trophies, and perhaps add some other categories.
Shows – Our chapter is hosting 3 shows per year, to encourage local members to come out and show – most other chapters do not host any shows
Clinics – Some chapters do host clinics. There were success stories from “bit clinics” and “ specialized clinics. Our board will look into some other educational options for 2018
Meetings – many chapters host only conference calls for meetings. Our board would like to continue meeting monthly, in person, but we will explore options that would allow members from outlying areas, to share their feedback via FaceTime or another method.
Newsletters – Most chapters do have some type of newsletter. They range from printed, multi page newsletters to digital, online only newsletters. Our board all agreed we need to create a newsletter, to be mailed and posted on our website. Our Communication Chair, Morgane Gabriel – would head up this project. 4X per year will be the target. March, May, August and November
Avery Hudak / Loye Jaeger, Social Chairs
Our Annual Awards party is quickly approaching. Here are the details:
WHEN: Saturday, 3/10/18
WHERE: Skipolinni’s – South Virginia St., Reno NV
TIME: 3pm- 6pm
COST: $20 per person / Children under 13, $10
Buffet Dinner, non alcoholic beverages, cake and coffee – are all included.
Avery will be managing logistics for the event, with Skipolinni’s – including the menu and set up.
Loye will be managing the “Silent Auction” – please contact her directly if you’d like to donate something?
Holly will be creating the power point and will emcee the event.
Leslie and Jocelyn are managing all of the many awards and will be presenting them.
We will have a new award this year, “The Zoe Martin Volunteer Memorial Award”. The recipient was nominated and unanimously agreed to by the board. She will be receiving a $100 gift card from Dressage Extensions.
Morgane will be managing communication to our membership – through social media, Yahoo mail, and our new newsletter.
Joan will be collecting money at the door and will collect the silent auction money.
It will be a very fun event – we hope to see you all there!
EDUCATION:
Jennifer Smith, our education chair, was sick with the flu and could not attend the meeting. The board will be sending out a survey to the membership to get their feedback for the types of education they would like to see in 2018.
SHOWS:
We currently have 3 shows scheduled:
April 28/29 Franktown Meadows
July 21/22 Franktown Meadows
October 20 Frantown Meadows
Show managers and Volunteers to be decided. Currently, Avery, Joan, Holly, Morgane and Jennifer, have all expressed interest to help. We will need lots of volunteers, so if you are interested, please sign up at the Awards Party or let one of the board members know.
Website:
We will be updating the website soon, with Michele Ting’s help to include:
- Updated contact information for all board members (phone and email)
- Show schedule for 2018
- Awards Party and July BBQ information
- March newsletter, when completed
The meeting was adjourned at 8pm.
February Minutes 2018
In attendance were Holly Hagen, Joan Wright, Jennifer Smith, Jocelyn Hamann-Tackitt, Leslie Ayers, Loye Jaeger, and Morgane Gabriel.
Joan gave the treasury report, noting that we currently have a working balance of $4, 272.59. We also have $8,309.50 in the Stacey Berry Scholarship fund.
Leslie and Jocelyn discussed the current numbers for the Awards Party to be held at Skipolini’s.
Avery, Loye, Holly, Leslie, and Jocelyn agreed to be there for setup and tear down.
There were 45 RSVPs stating they would be attending. It was noted that Seana Adamson sponsored this year’s cake for the party. The PPT slideshow for the party was also discussed and it was decided that the pictures and information used for it would later be distributed as our first newsletter for this year.
For the wine barrel raffle, it was agreed that each member of the board would donate two bottles of wine, with the goal being to have at least twenty.
5:00 was set as the time for the bids to close for all silent auction items.
For the AA scholarship award, Jennifer Smith nominated Leslie Ayers as the recipient and Holly Hagen seconded it.
For educational activities, it was agreed that we would send out a survey asking members what they would most like to see. This will be coming out via social media in the next month. Once the ideas are gathered, a second survey will go out asking for further input. This is to ensure that we are providing opportunities for our members that they are interested in.
The meeting was called to a close at 7:45 pm.
March Minutes 2018
In Attendance: Avery Hudak, Jocelyn H., Leslie A., Sara Hartman, Joan W., Holly Hagen, Jennifer Smith, Morgane Gabriel, and Stacee Collier.
Financials: Currently we have $12,440.22; $9,360.81 of which is in the Stacey Berry Scholarship Fund. There are currently $1,945.95 in outstanding payments.
Discussion : Awards Party Review
- The overall consensus was that the party went well. Joan volunteered to secure thank you cards for those that donated. We would like to address the following issues for next year.
- Need a better time; Saturday 6-8 was suggested.
- New Venue – Skipolini’s worked well enough but is not large enough to easily accommodate our entire group.
- Pricing – the $20 -$25 price was considered good.
- Awards – if you or a representative are not at the awards dinner, you will forfeit your prize. This info will be posted online as well.
April Show Logistics
We reviewed the checklist of things that need to be done for set up, tear down, etc.
Avery will email FT for info on stabling so Michele can post to the website. Otherwise most details are good (hotel, flight, sun scribe, and 1 ring steward are all good to go). Joan and Barry can help with set up before the show, Jocelyn and Leslie will set up breakfast and allow use of their coffee maker (Emily’s donuts will provide breakfast).
Riding - FT will allow people to school all day Friday (ring setup Thurs eve); the $25 fee does apply if you’re not stabling.
Breed Awards – Joan agreed to contact KWPN for the award.
Newsletter
Morgane will compile. Target date to send is in June. Joan is looking into postage. Holly has also created an events page on FB to help Advertising – we will allow people to advertise in the newsletter for $25 per business card sized ad. Larger sizes are available if desired. Contact Morgane (morgane.schmidt@gmail.com) for details and to purchase an ad.
Write ups – we would like to have write ups from the AA and Junior riders who attend the AA and Junior clinics.
Education– Jennifer is looking for education ideas. We are in the process of putting together some surveys to better discern what are members are interested in. A bit clinic and a clinic with a TD were two ideas mentioned to be further explored.
April Minutes 2018
In Attendance: Jocelyn H., Leslie A., Sara Hartman, Joan W., Holly Hagen, Jennifer Smith, Morgane Gabriel, and Marika Williams.
Financials:
Currently we have $2503.57 as a working balance; $9,425.81 of which is in the Stacey Berry Scholarship Fund. We are almost at the $10K mark for CDS to take over handling this Scholarship.
Discussion:
- April Show Logistics – We reviewed the checklist of things that need to be done for set up, tear down, etc.
- Jocelyn and Leslie will provide breakfast for both days.
- Holly will supply her truck for setup and tear down. Holly, Joan, and Avery will complete the arena setup. Sara, Cassie, and Barry will help with tear down.
- Anette Minderman photography will be at the show both days.
- Kelly Nichols will be available to video at the show both days.
- Avery has been in communication with Franktown.
- Scribes – Faith for Sunday
- Marika has agreed to score on Sunday.
- Joan has secured the KWPN award for this show.
- Holly as agreed to sponsor the IAHLA award for our shows in July and October.
Newsletter
Morgane will compile. Target date to send is still in June. Joan is looking into postage. Holly has also created an events page on FB to help Size limit for newsletter will be five pages. We want to include Bios, write ups from the AA and JR clinics, and an activity report. Advertising – we will allow people to advertise in the newsletter for $25 per business card sized ad. $175 for an entire page, $100 for half a page, and $50 for ¼ page are also available. Contact Morgane (morgane.schmidt@gmail.com) for details and to purchase an ad. We will post ads on FB for advertising possibilities.
Education
More discussion was had about potential educational opportunities. It was decided that we would wait on the TD clinic for the fall when Rebecca Lewis is available; more details to come on this opportunity.
Jennifer also plans to coordinate with the Shastsa CDS chapter to get more information about the bit clinic they had and the logistics of such.
May Minutes 2018
In Attendance: Jocelyn H., Holly Hagen, and Morgane Gabriel.
Financials:
Currently we have a working balance of $7,827.24. The June show brought in $13,953.50. After expenses the total profit was $2,863.04.
Discussion:
April Show Review – The show was a huge success. We had a large turnout and required a second judge to accommodate all the rides. For next time, we do want to make sure that the letter A is level as it was a bit uneven and startled some horses. As the show was quite successful, Holly motioned and Morgan seconded to use some of the proceeds to fully fund the Stacy Berry Memorial scholarship. This scholarship can now be handed over to CDS to run.
July Show -We reviewed logistics.
- Joan and Jennifer will co-manage.
- Avery is in charge of the BBQ
- Morgane will post reminder for BBQ on FB
- We need prizes and to check ribbon counts.
- Loye’s husband and Barry will cook for the BBQ; others attending will be asked to bring a dish or drink for the potluck.
- Holly will negotiate better hotel accommodations for the judges (current hotel is less than ideal).
Newsletter
- Morgane will compile. Target date to send is middle to end of June. Holly is looking into postage.
- Size limit for newsletter will be five pages. We want to include Bios, write ups from the AA and an activity report.
- Advertising – we will allow people to advertise in the newsletter for $25 per business card sized ad. $175 for an entire page, $100 for half a page, and $50 for ¼ page are also available. Contact Morgane (morgane.schmidt@gmail.com) for details and to purchase an ad.
- We will post ads on FB for advertising possibilities.
Education
The Bit clinic lady was not available. Rebecca Lewis will be scheduled for next spring for a TD clinic as she is entirely booked for this year.
June Minutes 2018
In Attendance: Jocelyn H., Joan Wright, Jennifer Smith, Beth Coffee-Curle, and Morgane Gabriel.
Financials:
Currently we have a working balance of $7,694.27. We have $(,425.81 in the SB Memorial Scholarship fund. It was passed that we would fully fund this to the required $10K and allow CDS to take over managing it.
Discussion:
July Show – We Reviewed logistics and where things currently stand:
- Joan has ordered more ribbons so we are set through the October show. Joan will also do the KWPN award once again for this show.
- Susan Ward has volunteered to donate the high point awards.
- For this show, our judge will be Joan Darnell.
- We currently have the hotel rooms set.
- Jennifer Smith will oversee getting the officials from the airport and to and from the hotel and the showgrounds.
- Holly will be in charge of the tear down of the show.
- We still need volunteers for the rest of the show.
- Joan will be reaching out while Jennifer will work to communicate with Franktown Meadows to solidify any final details with them.
- We are also still looking for an on call farrier.
Newsletter:
Morgane will compile and it will go out at the start of July. All members are to send their bios and information. Beth will send the information on the Championship shows to be added. Holly has supplied a sample newsletter template and her chairs letter. The letter will be snail mailed (Joan and Holly for printing and mailing). It will also be posted to Facebook and sent via the SNC yahoo group.
Education:
Jennifer has supplied dates and information for upcoming educational events at various CDS chapters. This will be printed in the newsletter. She is asking any members with ides or suggestions about educational opportunities they would be interested in please reach out to her: jennifer@jenniferasmith.com.
July Minutes 2018
In Attendance: Jocelyn H., Joan Wright, Jennifer Smith, and Morgane Gabriel.
Discussion:
July Show – The show was a success; solid turn out. We have enough ribbons for Oct. We need to get volunteers for the October show as well as a manager. Job list (Joan) will mail out for people in July.
New Board Members:
Board positions for next year will be open. President, Communications Chair, Social Chair, and Education Chair will be available. Please share with anyone who may be interested.
August Meeting:
A Vote was taken to cancel the Aug meeting. The next meeting will Be held September 10th.
Newsletter:
Was completed and posted to social media. It was also added to the website. Holly and Joan are working on getting hard copies sent out(?). We should send the newsletter to CDS (check with Beth on logistics).
Education:
Once again, Jennifer has supplied dates and information for upcoming educational events at various CDS chapters. This will be printed in the newsletter. She is asking any members with ides or suggestions about educational opportunities they would be interested in please reach out to her: jennifer@jenniferasmith.com.
August Minutes 2018
August meeting was cancelled.
September Minutes 2018
To be announced.
October Minutes 2018
Attendance: Jocelyn Tackett, Beth Coffey Curle, Theresa Westover, Barbara Dimmitt
Stacey Berry Show Update:
- Volunteer Coordinator: Barbara Dimmitt. Joan was has been helping coordinate volunteers including the court set up on Thursday. Anyone still interested in volunteering should email Joan directly.
- STILL NEED HELP WITH COURT TEAR DOWN AT THE END OF THE SHOW.. PLEASE CONSIDER HELPING!
- EMT: Paulette has another commitment. Shelbie Ebert will be the EMT. She knows to check in at the show office at 7:30 AM and where to park.
- Breakfast is hosted by Leslie Ayers
- Lunch will be picked up by Joan
- Awards are being coordinated by Jocelyn
Stacey Berry Scholarship:
We realize that our annual award date is before the CDS Scholarship award calendar. Beth will ask the CDS Scholarship Committee if there is any leeway in that date. We would like to award the scholarship in March. We need to announce to the membership how it will now apply for this award through the CDS Scholarship program.
Christmas Party:
Date will be set at the next meeting. New and 2019 board members are invited to attend. It is a no-host event.
November Minutes 2018
To be announced.
December Minutes 2018
To be announced.