Meeting minutes and other club business will be posted here. Past Club Meeting minutes will be archived in the Document Library at the bottom of the page.
Central Oregon Chapter
January 28, 2010 Minutes
The meeting was called to order at 6:30 pm. Attending:
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 18th 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 4th 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 4th 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
Central Oregon Classic Committee Meeting, 12/17/2009
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 Brasadahas 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.
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 witha 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 havingthe competition arena ready and decorated andthe 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.
Karenreported thatthe 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.
Kristisuggested that we rollthe Show Coordinator jobintoShow 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 theAugust 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 ODSBoard 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