Club Business

Minutes Board Meeting January 5, 2013

In Attendance:  Heather Wymore, Lisa Koch, Michelle Anderson & Laura Swenson

Meeting called to order –

First order of business was the ODS Board Meeting and Retreat the weekend of February 2-3 at Silver Falls Conference Center.  Lisa, Heather Michelle & Laura will attend.  Lisa will take care of registering everyone for this meeting.

Next up was a discussion on the Spring Meeting :  Michelle will organize this event and will looking into having it at the Culinary College on the COCC campus.  Question was raised – are people not attending our functions because of their location or is it a general attitude?  This event will be held on March 27^th at 6:00 pm.  We will need an agenda.

Heather will be putting together a letter to the membership asking the membership for suggestions, input, ideas, etc.  She will include her contact information.

Discussion on having a clinic on how to scribe and how to fill in entry forms.  It was suggested having this on a weekend morning – having beverages and treats and door prizes.  Perhaps have participants submit videos to be used in the scribing portion.  It was suggested this event be held in April before show season.  Need a budget and location.  (Who is taking this on??)

Volunteer enticement/incentives – it was suggested that we track volunteer participation throughout the year and at the end of the “year” we have a drawing for a prize (perhaps an ODS membership for the grand prize).  This would be awarded at the year-end banquet and one must be present to win. 

It was decided to change the last League show from September 29 to October 6.  We discussed “L” judges to contact and locations.  Heather said she would check into Cinder Lakes up in Powell Butte.  If this looks reasonable we will need to take a field trip to review.

Recognized Show – Laura will ask Corinne about doing “jack pot” classes.  We need sponsorships for the recognized show.  Lisa will ask
Holly Rouska if she will once again do the program.

Adult Camp – Lisa requested the Board approve a $1000 match from the Club to help defray the cost of the Camp.  We discussed the various concerns around why more members did not participate in the Camp – intensity of the work, perception of members or level of riding required, general misperception by the membership as to what the camp is and does.  How to make camp more appealing to the membership?  We discussed different clinicians Lisa might approach for future camps.  The Board voted and approved her request.

Facebook – Michelle will update the club’s Facebook page and requested when items get added to the website to let her know & she will put them on FB.

It was suggested we ask Nancy Stearns about having an event in conjunction with the Summer Sizzler.  Something which would draw members together for a casual event – lunch or a “Summer Member Appreciation”.

The question was raised again – how do we get people involved in participating on a committee?  What committees do we need and what will their functions be?  Recognized Show; League Shows; Social/Member Benefit; Clinics or Symposium???

Michelle motioned to adjourn the meeting, motion approved.

Next meeting to be held on??

 Minutes – Board Meeting May 9, 2012

In attendance  - Lisa Koch, Michelle Anderson, Donna Thayer & Laura Swenson

Laura requested for this meeting Roberts Rules be suspended.  It was agreed on.

Agenda Item(s) covered:
Dressage Youth Day Budget, etc.  – Donna brought the members of the board who were present, up to speed on the preparations to date for the upcoming Youth Day.  Lisa brought up the point that ODS insurance does not cover ODS members that it is coverage for non-members.  Donna will look into this to confirm who is covered and who is not.  (Insurance for the event has been taken care of through ODS).

The BBQ will be a donation situation to avoid insurance issues.  The Youth Day Committee is figuring on 120-150 people for the BBQ – family of the riders, volunteers etc.

There will be an ad on Facebook.

Trainers lined up so far: Heather Wedmore, Natalie Perry and Audrey Goldsmith.  Kimry Jelen and Deanne VanDen Berg are other possibilities and Nancy Stearns is in the wings. Samantha will be hosting and therefore will not be teaching.
There will be freestyles by Diane Willard and Natalie Perry and Koby?

Barbara Dohtery will be a judge and Donna will be asking another.  There will be a dressage trail class.
Donna will ask Tina Billings about Twinkle for prizes.

On an ongoing basis – we will wait and see what the response is for/from the first one.  The mail goal is to expose young riders to dressage.  Michelle will send out via MailChimp a blurb from Donna on the “Day” – informing club members and to look for volunteers.  Flyers will be posted in the different barns and information will be sent out via OSET.

For the Devonwood CFlyers will be posted in the different barns and information will be sent out via OSET.  amp – we discussed how the participant for this would be chosen – what is the criteria?  It was determined the selection process would be the responsibility of the Youth/Education committee.
 
The budget for Youth Day was approved @ $520.00.

Ribbons for the recognized show were discussed.  Michelle mentioned a local lady she tried to order from in the past.  Lisa will get the lady’s name and contact information from Michelle and check her out about ribbons for this year’s show.

Next Board meeting will be the first Wednesday in June (6/6/12 ), this meeting is open to everyone.

COCODS Board Meeting, February 20, 2012

In attendance:  Laura Swenson, Lisa Koch, Michelle Anderson, Nancy Weaver and Karen Turner

Laura volunteered COCODS to sponsor two classes at the ODS Championship show:   FEI Adult Amateur and Open
The COCODS Board agreed to figure in our 2012 budget to send a minimum of two COCODS Board members to the ODS Retreat in order to share information and gain new insights and ideas for our club.

Notes from the ODS Retreat:
 Laura presented some important topics that were discussed at the ODS Retreat February 4th and 5th, 2012:
a.     ODS will be sending a member survey out later this year.
b. Jessica Rattner would like to bring the Young Rider’s USDF Clinic to Oregon.
c. The ODS Fall Festival brought in $31,000 between the banquet, silent auction and the symposium.  Next year’s symposium will feature Lilo Fore.
d. State of Jefferson will be hosting a recognized show in October.
e. Mentioned the two chapters which are disbanding.
f.  COCODS will sponsor a year-end award for the best website/newsletter. 
 

Spring Social:
Will be held April 4th at Joolz downtown Bend and the room has been reserved.  RSVP will be required as there is limited seating available for members only.  6:00pm – 7:00 pm is a no-host social hour with appetizers provided by the club, with a meeting from 7:00pm – 7:30pm.
 
 Lisa will build an e-mail invitation that will be sent to all members.  A follow-up
phone tree by Board members will then contact those members who have not responded to the RSVP e-mail invitation.

The agenda will be as follows:

a. A printed calendar will be handed out of events for the year.
b. Committee formation and member solicitation
c. Spring Social – it was suggested instead of a silent auction raffle tickets be sold for lessons with a trainer of choice, dollar value of $100 at $5 per ticket.  Check to be made out to any trainer who teaches in Central Oregon, which includes trainers visiting Central Oregon.
d. Open mic for member comments.  Please submit questions ahead of time so the Board can be prepared.
e. Have a suggestion box
f. Have an ice-breaker activity
g. Review survey results.
h. Review League Shows, Brasada and Championship shows
i. Youth Day and Adult Camp
j. Show education seminars:  mentorship to navigate Recognized shows, show job seminars, Awards: breed, high point, vintage, etc.

Youth Camp:
 Samantha Tuttle-Fairfield and Donna Thayer have expressed interest in taking this
  on.  Still need to define objective of committee.         
 This subject was tabled until Samantha and Donna can meet with the Board.

Committees for 2012:
        Show Committee – Lisa Koch, Laura Swenson, Karen Turner
 Spring Social Committee – Michelle Anderson, Nancy Weaver and Laura Swenson
Youth/Education Development and Adult Camp Committee – Lisa Koch, Michelle        
 Anderson and Karen Turner
 
For the next meeting the Board agreed to present quantifiable goals for the above referenced committees.

COCODS  Board Meeting
January 25, 2012

In Attendance:  Laura Swenson, Lisa Koch, Michele Anderson, Nancy Weaver and new member Teresa Brown

Treasurer Report

 Nancy reported the balance is as of 1/20/2012
 Recent purchases:  1.  New Dressage Court  $1929    2. New Trailer   $3000
 Nancy will present budget to board before next meeting
 Motion was made and passed to purchase 2 tables and 4 chairs for judge/scribe that would be kept with arenas in trailer.

ODS Retreat

 Retreat is Feb. 4/5 - Karen and Laura will be attending. Laura will present annual chapter report

Spring Social Meeting
 Meeting will be April 4 at Joolz (downtown Bend) at 6pm.  The Club will pay for food - drinks may be purchased by members.
 Michele Anderson will make reservation.

Member Survey
 Michele did a great job getting survey together.  Board appreciates the time members took in completing survey.
 Results from survey: 
  Members prefer receiving communication by email.  Most use website when they need information for upcoming events
  Ranked Chapters responsibilities as:  hosting ODS league shows, Amateur Rider development, holding recognized USDF show  (in that order)
  Primary focus in sport and art of dressage is:  USDF competition and  Awards, local competition in league shows, clinics and education (evenly
  Split)

Leauge Shows
 Spring Show - April 29 Karen Turner is to confirm date with Horse Butte
  Show Secretary:  Catherine Stout
  Manager:  Need to obtain
  Judge:  Need to obtain
 

Summer Sizzler - July 8 at Stonepony
  Show Manager:  Nancy Stearns
  Show Secretary:  Need to obtainCOCODS  Board Meeting

 Fall show - Oct 7…Lisa Will contact Amy to confirm date with FSF
  Show Secretary:  Need to obtain
  Show Manager:  Need to obtain
  Judge:  Need to obtain
 Lisa Koch will look into judges for Spring and Fall shows.

 Committees for 2012
 Board decided that we need more committees to share the work, get more
 Members involved, and use the talents and strengths of our members.
 

1.  Social Committee:  Would be in charge of Spring Social and Awards
     Banquet in fall.  Could also be involved with mentoring new members.

2.  Show  Committee:  Be in charge of League and Recognized shows and
     The End of  Year Awards.

3.  Education committee

4.  Youth Development Committee: work to start a youth camp and any
      Activities to encourage juniors and young riders to get involved  

Meeting Adjourned 

COCODS BOARD MEETING

CENTRAL OREGON CHAPTER/ODS BUSINESS MEETING

AUGUST 16,2011

A regular business meeting of the Central Oregon Chapter of ODS was called to order at 6:30pm by President Deborah Guelinas. Members present: Kimry Jelen, Lisa Koch, Laura Swenson and Gretchen Grivel

Treasurers Report: Deb Guelinas for Nancy Weaver

Deb distributed the financial report from the 2011 Central Oregon Dressage Classic held at Brasada Ranch. The club did make a profit from this show. Interested members may contact a member of the board for full details of the expenses and profit from this show. Kimry Jelen asked why our club was interested in making a profit at this show. The topic was discussed and it was concluded that we do not need to make a profit, but that we do not want to operate at a loss and that is why we have solicited sponsorships and increased entry fees. In the past, the only profit we have realized was from sponsorships so to insure that we were not operating at a loss the entry fees had been increased.

The next agenda item was to determine our level of sponsorships for the ODS Chamionships, NWDC/Regional Championship, ODS Banquet and ODS basket at the USDF Convention. The members decided to continue sponsorship of ODS and NWDC Championships at the same level as last year (1 championship and 1 reserve champion at each event). We will be given a 20 second PA announcement at the ODS Championship and a ½ page ad in the premium book. The board decided to use the ad space to promote next year’s recognized show. We will reuse the art work from the Brasada program. Kimry can resize it to fit the ad space we are given.

Our club will donate a leather halter to the ODS banquet and bottle of local gin and vodka in gift packaging to the USDF auction.

Please contact the board if you would like specifics on the costs of these sponsorships.

The discussion turned to ways the club can use its financial resources to benefit members and the future of the club as a venue for the advancement of the sport of Dressage. Our club holds the only USDF recognized event in our area and it is a valuable event for our members. In order to continue to hold the recognized show it has been suggested that the club purchase a 2nd arena since we need to run 2 arenas for the show. It would also be beneficial to have a trailer for storage and transport. There were logistical difficulties in finding and transporting a second arena in the past. It is also cumbersome to store this equipment and other show items i.e. judges stand, tables, chairs and supplies needed. Lisa Koch has researched the cost of a new arena and trailer. She has negotiated a price for the pylons and letters if they are purchased from Absolute Horse in Bend. In thanks for giving the club a discount on the arena, Absolute Horse will be given a ½ page ad in next year’s Brasada program. Additionally, Lisa obtained 3 quotes from local fence contractors for the rails. The lowest bid is from American Fencing for 40 rails of 13’1” each. It may be beneficial to also purchase some additional rails and a few other lengths to accommodate different set up situations and gates to enclose the arena for Jr. Young Rider classes. Lisa has researched the approximate cost of a trailer that would be suitable to store and transport the equipment. Exact figures can be obtained by contacting a board member. Lisa also spoke with Chris Main of ODS to find out if there are any special insurance requirements for the club to transport a trailer. She was told that other clubs have similar equipment and no special insurance is needed. Lisa motioned that our club purchase a 2nd arena and trailer. Kimry seconded the motion and the board approved it. Lisa will order the arena and rails and she will ask Monique Davis to help find a trailer for the club to buy.

Because these items are club property the board feels it is on occasion appropriate that members may use these resources. If a member wants to borrow club property, we feel it is a good idea to require a deposit to make sure equipment is returned and cared for. We loosely discussed a deposit of $100. No motion was made so it will be taken up by the next board.

Next on the agenda was the year end banquet. Kimry is designing the invitations, Lisa will have them printed. Everyone present was fine with mushroom pasta and sausage lasagna as main courses. The cost will be the same as last year, free to members, $10 for 1st guest and $25 for additional guests. RSVP with payment to Nancy Weaver Deb asked if there were any suggestions for a M.C. Marianne Thomas was suggested if she is in town. Someone recalled that Marsha Williams had offered. Deb will check with Marsha and if she wants to do it we will have her.

Volunteer of the year awards will be in the form of gift certificates. There will be 2 recipients. Gretchen will contact show managers for nominees and will put forth names of outstanding volunteers from the recognized show. Everyone decided to skip the Golden Pitchfork award this year.

On the subject of year end awards, members discussed having Intro classes at all league shows next year. This is a problem due to space and time constraints. The idea came up that maybe we could ask Nancy Stearns to hold an intro level show again next year and we could count those scores towards year end awards. That way we would only need one other score and could hold intro only at Horse Butte where there are 2 Arenas. Deb also informed us that Nancy Stearns has agreed to Manage another show next year.

The meeting adjourned at 7:15pm

Respectfully submitted,

Gretchen Grivel, Secretary COCODS