Director's Meeting Date: Feb-14-2009
Attendance: Danny Richard, Carolyn Wanamaker, Tammy Young, Gerald Dixon and Lori Gillis
1. Meeting called to order: 12:30 pm
2. Approval of agenda: approved by Tammy Young
3. Reading of the minutes from the previous meeting: Feb-14-09 read by Lori Gillis
4. Approval of minutes: approved by Carolyn Wanamaker
5. Committee Reports:
a. Events: Danny still trying to contact someone on phone at the Hi Qual Atlantic to sponsor for our website.
b. Public Relations: The Ansur Saddlery LLC may want to sponsor the club. Waiting to hear more from them.
c. Treasurer’s Report: The club currently has $2431.39 in the account. Danny approved the treasure’s report that was provided at the meeting.
d. Fundraising Committee: Carolyn motioned that all monies raised will be deposited into the NPBHA account, Gerald seconded, motioned carried unanimously.
e. Gerald motioned that NPBHA base prize money will be equal for all 6 shows, Danny seconded, motioned carried. There was a discussion on money from certain sponsor’s not getting recognized at the end of the year on the proper awards. This will be monitored much closer this year. All directors have agreed as well to keep the communications flowing amongst one another to help with fundraising ideas due to the fact that it will be much harder this year to get sponsor money.
6. Old business:
a. Saddles: 2008 Youth saddles have not been delivered to the champs yet. There have been delays on the delivery of the saddles. The club feels very uneasy about this situation and knows we need to resolve this ASAP for the 2009 show year is almost here and riders will want their new saddles. The club now has a policy in place that will not allow this to happen again. (One of the motions above under fundraising). Carolyn motioned that NPBHA purchase 2 youth saddles to cover the 2008 awards, Gerald seconded, vote motioned carried. All members realize the risks being made by this motion. Club may loose the original sponsor money, may loose members, the club may have to cover the cost of both 2008 & 2009 award saddles. Danny will contact Tammy Beck to cancel saddles and request a refund. Refund has been requested to be deposited into the NPBHA account. If saddles can’t be cancelled then when they arrive they will go into the club possession and used for the 2009 awards.
b. Ribbons & Prize List: Tammy Young supplied a list of ribbons and various prizes with costs associated to them. Danny will finalize the number of prizes needed and email out to all directors. Ribbons will be provided at the Frex and Woodstock shows. Tammy Young will be sending a list of sponsors to Danny and she will be looking for donations for the youth and smallfry prizes.
c. Frex Exhibition: Fredericton Exhibition is booked. They now have a new director that will want to meet with the club.
i. Danny will need to add DASH to entry forms for Evangeline & Fredericton exhibitions.
d. Club Insurance/Director’s Insurance: Last years insurance covered 5 shows, this year’s covers unlimited amount of shows for the same cost. All directors agreed on increasing the insurance to cover more than 30 participants for $75. Carolyn advised all directors of additional directors insurance for a cost of $400.00. All agreed not to buy the additional directors insurance. Carolyn moves to pay insurance cost up to a max of 350.00, Gerald seconded, anonymous vote.
e. Youth Clinic: June 20th is the date for the free youth clinic to be held by Lucy Collier-Gallant at her stable in Amherst . Danny has offered to help Lucy depending on how many youth attend. Stall fee for the day has yet to be determined. Danny will create the form and add it to the 2009 show package for mail out.
f. Show Dates:
1. Woodstock NB June 13&14
2. Crapaud PEI July 4&5
3. Venture PEI Aug 8&9
4. Evangeline PEI Sept 4&5
5. Fredericton NB Sept 6&7
6. Broadleaf NB Sept 19&20
ii. Danny was speaking to Wendy Hudson inquiring about doing a club meal Saturday evening on the  19th. Cost of the meal would be added to the entry form.
iii. Lori will create a flyer for booking equine massages to take place at the Broadleaf show to be added to the show package.
g. Can-Am: Tammy Young still needs 10 more volunteers for the Can-Am in May. Danny to supply Tammy with Show package, show booklet, poles, barrel covers, cowboy lamp, decals and metal artwork. She will also be receiving a tractor seat stool from the Chase family for a prize at the Can-Am. Danny will make the tickets. Draw will be done on Sunday noon of the Can-Am.
7. New business
a. Equestrian Flea Market:NPBHA will be attending an Equine Flea Market in both provinces. Tammy Young will be coordinating in NB and Lori Gillis in PEI . PEI will be held at Livingston’s Stable in East Royalty, Charlottetown on March 28th. The NB one is being held on Apr.18th (Tammy to provide the name of facility). Ticket’s, chocolates, candy will be sold as a fundraiser and show packages will be available for anyone of interest.
b. Appt Auction Center Spring Auction: Tammy Young will contact on this event to see if NPBHA can set up a table at the door and whether a 50/50 can be done. This event takes place Apr. 25th in Jensing , NB.
c. NPBHA Official Photographer: CeCi Flanigan-Snow is now the NPBHA official photographer. She will come to at least one show in each province. She will provide the club with a CD of pictures to print for the sponsors. Tammy Young will add her link to the website.
8. Other:
a. Member’s List: Danny will send an updated members list to all directors.
9. Next Meeting: Sunday April 19th
10. Adjournment: 2:50 pm |
