Central Oregon Chapter

January 28, 2010 Minutes

The meeting was called to order at 6:30 pm. Attending:

Monique Davis,Nancy Weaver,Kristi Marshall,Gretchen Grivel,Catherine Stout,Stephanie Stout,Sandy Klein,Marsha Williams,Deb Guelinas.

Treasury Report: Nancy Weaver presented the 2010 budgets for the chapter, the league shows and the licensed shows which were put together by the budget and show committees. The board approved the budgets.

League Show Report: Kristi Marshall announced the three League Shows are planned as follows:

May 16, Horse Butte, Judge Melinda Golis (L)

August 15, Three Canyons, Judge Diane Royce (R)

October 3, Future Street, Kimberly Barker (L)

There will also be a schooling show July 18^th at Stone Pony. The rules will be a little different from the League Shows as will the fees. There will be a $5.00 office fee, Classes will be $20 for members and $25 for nonmembers, riders are limited to 6 rides per day, horses are limited to 3 rides per day (standard rule) and riders may ride a maximum of 2 horses in a particular test. Kristi will serve as Secretary her compensation will be the total of the $5.00 office fee. There will be a $1.00 fee per entry to cover volunteer expenses. Ribbons will be offered through 4^th place.

ODS Show Biz Seminar: The seminar is February 6, 2010. Stephanie and Catherine Stout will be attending as they will be League Show Secretaries this year. The board approved paying for their hotel in Eugene.

Licensed Show Report: There will be a Pro/Am Derby sponsored by Future Street Farms. The Derby is for First Level Tests 2 and 3. One test will be ridden one day by the Pro and one day by the Amateur. The average of the two Percentage scores will decide the winner with cash to 4^th place. There must be three entries or the class will not be held. There is no additional entry fee other than the usual class fees and ODS, USDF, Region VI and USEF fees will all apply just like a normal entry. A pro may only compete with one Amateur/Horse combination.

Gretchen reported that she and Michelle Anderson have been working on the ribbon order. They have located a local source and are still checking to see how many ribbons we need and if the price is competitive with the current source.

Monique reported she has arranged for pottery awards for the classes. She had samples of the pottery and everyone was delighted with the product. The pottery is from a local company called Blue Spruce Pottery.

Sandy and Nochecita have agreed to provide the artwork for the show poster and merchandise again this year.

The Morgan Club will again loan us their arena for the outside court. The Rim Rock Riders Drill Team will again be helping with set up and receiving a $150.00 donation.

Brasada has decided not to do the wine and cheese party at the Licensed Show.

Sponsors, advertisers and vendors are being sought for the Licensed Show. Sandy is contacting realtors who may want to advertise horse properties. Deb is checking on a plant donor for the arenas.

Awards Banquet: There is no committee so the board decided to go with the exact format and venue as last year. Depending on the financial state of the chapter in the fall and the menu prices there may be a small cost for members. The date is set for Friday, October 29, 2010.

Fundraising: There was discussion about a silent auction and what event to hold it in conjunction with (Social, Banquet, Licensed Show). A committee is working this out.

Social: A social/meeting is scheduled for Thursday, April 1, 2010 at 6:00. The meeting will start at 7:00. The location has not yet been decided. Members organizing clinics in the area may bring flyers and will be introduced but no microphone time due to time constraints.

Kristi and Marsha are helping the ODS Office with the membership drive by contacting chapter members and general members who have not renewed for 2010.

Submitted by Marsha Williams, Secretary

Present: Deb Guelinas, Kristi Marshall, Gretchen Grivel, Monique Davis, Nancy Weaver. Jennifer Milburn and Marsha Williams

Show Officials:

Jennifer Milburn, Manager

Siobhan Barker, Secretary

Kaye Phaneuf, Technical Delegate

Paula Lacy and Tracy Lert , Judges

Deb Guelinas and Kristi Marshall Co-Chairpersons

Gretchen Grivel Volunteer Coordinator $300.00 for show

Deb announced that Brasada  has offered to host a cocktail party for Exhibitors and Volunteers on Friday night. Brasada would like a list of email addresses to send invitations. Jennifer and Marsha stated it is against ODS Policy to release demographics. However, we could have the show secretary send the invitations with the competitor information. Monique suggested having the cocktail on Saturday night rather than Friday night so that more could participate and it would be possible to have entertainment. The group suggested Brasada could do a sales presentation or collect information from the participants voluntarily by registering for a door prize for example. Deb will present this information to Brasada.

The facility has been contracted and the deposits have been made. We have a receipt for the deposits but no actual contract. Jennifer will contact Rim Rock Riders and Brasada about their specific needs in regards to proof of insurance from ODS. The facility contact person is Bobbie Elliott.

Arrival time for competitors will be after 12:00 pm on Friday. The show secretary will schedule the arena breaks for the show and stagger the two arenas so they are not at the same time. The committee requested the Musical Rides and Upper Level Rides be scheduled each day right after lunch for as long as they last in the indoor arena. The COC arena will be used and hopefully the Morgan Club Arena will be available. If not we could as Diane Vandenberg or Amy Huson Braun to loan us their arena.

Barbara Doherty will do the stall cards again this year. We are not clear on whether she actually assigns the stalls. Jennifer will contact Barb and find out.

The arenas will be open until 8:00 pm on Friday night for warm up.

Jennifer will coordinate airline tickets for the Judges. The Secretary, TD and Jennifer will drive. Deb reported there are 4 rooms comped at Brasada and 1 room discounted for the officials.  Gretchen will facilitate transportation from the airport and from the hotel rooms to the show grounds if needed.

Jennifer went over the new USEF requirements for the Show Level 3. Since we are a NAJRYR qualifying show we must be at least a Level 3. The committee and Jennifer agreed we can accomplish all the requirements. We will offer Greg Thoma $100 per day to announce and a full page ad in the program.

Sandy Klein will be doing the logo for the poster and tee shirts again and she will also receive free advertising.

We decided to offer a High Point Award each day for the highest score from the regular classes. We also decided to offer the Dover Medal Class each day and Jennifer will do the necessary paperwork for Dover.

Holly is doing the program. Jennifer will send the list of rules in regards for the program to Deb to send to Holly.

The show will be open for entries from April 5 to May 7, 2010.

Kristi requested the prize list info be sent to her for the COC website.

The classes will be $45.00, there will be no number deposit., The non volunteer fee is $25.00 and Gretchen will return the checks to the volunteers. The stalls are $85.00 per weekend and $45.00 a day. There are no haul ins. Deb will check on the camping fees. The return check fee is $35.00 and there is a $30.00 cancellation fee and a $10.00 office fee (per show.)

Deadline for advertising copy is May 15, 2010. Advertising prices are the same as last year and covers are $125.00.

Brasada is offering a discount for lodging and Deb will check for sure on the amount of the discount.

Jennifer is not responsible for any of the following:

Sponsors, Vendors and Volunteers

Deb will do sponsors and vendors (10% commission)

Marsha will contact Francy for video taping

Nancy will contact Mary for photography

Marsha will contact Rick at KMR for a trailer for the judge in the outside arena

Marsha will contact the Drill Team for set up ($150.00)

We will need 2 judge stands for the indoor arena.

Marsha will contact Tami at the concession stand about details for food, etc. and serve as the local liaison with Rim Rock Riders

Monique will head up the set up

Nancy and Kristi will serve as resource people for Gretchen who is the Volunteer Coordinator

Wendy Krebs was suggested as Show Veterinarian

Mike Skeel was suggested as EMT  ($300.00 plus miles and meals)

Nancy is checking with her shoer for on call shoeing.

Food vendor is the Riders Cafe at RRR

Deb will check to see if there are golf cart trails between the hotel and the facility

Jennifer recommended we provide lunch for full day volunteers and the committee agreed.

Contact info:

Jennifer   dressageshowmanager@gmail.com

Bobbie Elliott fasttimearena@hotmail.com

League Show Committee Meeting Minutes

Oct 14, 2009, Ranchero Restaurant, 6:30pm

Present at the meeting:  Kristi Marshall, Deb Kane, Karen Turner, Diane Willard, Anne Pelham, Stephanie Stout & Catherine Stout.

Review of Fall Fling Show-

Catherine reported the show went basically well, but with   a few facility problems that need to be addressed in the future if shows are held at Future Street.  These problems included Hania teaching a lesson in the warm up area while riders were warming up, stalls were not clean in the AM when competitors were arriving,  and the competitors horses had to be out at 5pm when Amy’s help needed to bring their horses back into the stalls.  However Amy did a nice job having  the competition arena ready and decorated and  the footing was good. It was suggested and agreed that in the future we do facility contracts for all the facilities so that all the basics are clear on both sides. Catherine volunteered to add that to her secretary duties.  It was also suggested a map of the facility could be included in the competitor packets to help them orient as it is such a spread out facility.

Profit for this show is estimated at about $500.

Karen  reported that  the volunteers went fairly well with few problems that were fairly easily dealt with.

Next Year’s Show Needs/Changes:

Catherine agreed to be the Secretary for all three League shows next year.

Kristi  suggested that we roll  the Show Coordinator job  into  Show Manager, which would be a paid position.  This will be discussed further at a future date, but Kristi expressed that she needs more help and since she intends to also show she cannot do all of the preparation work. Kristi will continue to organize the Volunteers and do the program since she has the computer program to coordinate with Catherine as Show Secretary. At the very least the Show Coordinator person needs to be the contact person with the judge as technically a rider cannot do that.

Anne and Diane will be the Donations organizers for 2010. We will see about getting letterhead stationery and cards with our logo to use for this purpose and be sure to thank and do advertising for our donors more.

We discussed various options for venues for the shows next year. Diane suggested we check out Ghost Ranch in La Pine, and Deb Kane said she spoke to Diane Van den Berg about shows at her facility and Diane was very interested in pursuing that.

Dates for next year’s shows are: May 16, 2010, August 15, 2010, October 3, 2010. Possible schooling show dates: July 11, 18, Aug 1. Kristi is working on judges and will try to confirm Facilities for the Omnibus. The schooling show will not be listed in the Omnibus.

Introductory Rides:  We unanimously agreed to keep Intro for the Horse Butte Spring show and eliminate it from the  August and Oct show unless we can do a day and a half show at one of the facilities.

Because of the problem of the shows filling so quickly and many of our COC members not being able to get into the shows, Kristi submitted a proposal to the ODS  Board to allow a special time period for CC members to have priority getting into the shows. This is still being discussed by ODS but the general consensus is that we will be able to allow this. She will keep the LSC posted on this. 18 rides out of 61 were non members—almost 1/3 of the show! We all agreed that PROOF of COC membership must be shown to get this advantage.

Lisa Koch purchased a PA system that we can rent for the shows at $30/day when needed. We discussed briefly needing to have an announcer at the shows and hope we can fill this position better next year. Diane Willard’s husband might be willing to do some ½ days announcing.

YEAR END AWARDS BANQUET

The COC Board has approved and improved the Golden Pitchfork Award.  High Desert Ranch and Home donated the Pitchfork, and the Board is throwing in a $50 gift certificate to the winner. This is our version of Volunteer of the Year Award. Kristi has sent out on dressagetalk info that the GP winner will be voted for at the Banquet. Deb Kane agreed to handle making a voting “station” and tallying the votes at the Banquet.

We have 11 items to raffle at the Banquet, thanks to Anne Pelham’s hard work! It was decided that we will raffle these items at the Banquet, tho people do not have to be present to win. Some discussion pursued about defining the LSC members as volunteers or WR when they also show at the shows, and this needs to be discussed further at another time.

Kristi is getting the glasses and having them engraved for the Banquet. We already have the ribbons.

Meeting adjourned at approximately 8:30pm.

Respectfully submitted by Karen Turner and Kristi Marshall