Ontario Horse Trials Association Board of Directors Meeting December 8, 2014 Schomberg Community Centre

Transcription

1 Ontario Horse Trials Association Board of Directors Meeting December 8, 2014 Schomberg Community Centre Present: Lisa Thompson, Deb Welna, Katie Holman, Sarah Irving, Sylvia Dixon, Roseanne Corbett, Peta Christen, Pat Frewen-Lord, Kate Farrell, Susan Laverty, Sarah Mersereau Regrets: Mark Nelson, Teddie Laframboise 1. Call to Order: 7:03pm 2. Meeting Opening On a motion duly made, seconded and unanimously carried, the agenda for the December 8, 2014 Board of Directors meeting was approved. On a motion duly made, seconded and unanimously carried, the minutes from the October 20, 2014 Board of Directors meeting were approved. Housekeeping Items: New and Retiring Directors Katie welcomed the new Directors Peta Christen and Pat Frewen-Lord and thanked the retiring Directors Kyle Kemp and Caroline Morshead. Introductions were made around the table. Lisa gave the new directors their Director s binder, and Katie provided them with a copy of Robert s Rules. The new updated Code of Conduct was distributed, read and signed by each Director. Conflict of Interest There was discussion regarding conflict of interest and the Directors were asked to disclose any affiliations that could cause a conflict of interest issue to arise in future. Conflict of interest is the perception of making a decision to benefit your own interests. The following are the affiliations disclosed by the Directors: Lisa Thompson Wits End Horse Trials, Young Riders Katie Holman Grandview Horse Trials, Wits End Horse Trials, Glen Arden Horse Trials, Lanes End Horse Trials and Equus 3D Horse Trials Susan Laverty Lane s End Horse Trials Peta Christen no affiliations Sarah Irving Grandview Horse Trials Deb Welna no affiliations Pat Frewen-Lord no affiliations Mark Nelson Oakhurst Horse Trials Sylvia Dixon Vice-President of Canadian Sport Horse Sarah Mersereau no affiliations Kate Farrell no affiliations Teddie Laframboise Stevens Creek Horse Trials, Young Riders Recap of Elections for Executive Positions At the Board meeting on October 20, 2014, the following directors were elected to the Executive Committee: 1

2 President Katie Holman Vice President Deb Welna Chair Susan Laverty Treasurer Roseanne Corbett (Executive Director) Secretary Lisa Thompson Executive Director Kate Farrell In light of the change in the By-Laws, Roseanne will remain an advisor to the Board. CEC Congress Reps Congress will be held again in November The exact date to be confirmed later. Based on membership numbers, Ontario is permitted to have six representatives on the Canadian Eventing Committee Congress. On a motion duly made, seconded and unanimously carried, it was agreed that the Ontario representatives on the Canadian Eventing Committee Congress would be the following persons: Sue Laverty Pat Frewen-Lord Peta Christen Roseanne Corbett Deb Welna Katie Holman 2015 Meeting Schedule and Venue Regular Board meetings will be held on the second Monday of every month, except for the October meeting, which will be held on the Tuesday after Thanksgiving. The meeting in November 2015 will be replaced by the AGM. The regular Board meetings will be held at the Schomberg Community Centre. Directors who are unable to attend in person are encouraged to attend via conference call. Committees There was discussion over who will be the Chair of the various committees, and who will be committee members. A completed copy of the Committee Listing is attached to these minutes. 3. Matters for Discussion President s Report Katie reported that the D&O Insurance has been renewed and that the premium was the same as in the prior year. It was also reported that the OEF is waiving the provincial associations membership fees for 2015, but that they will not be handing out any money to the provincial associations in A Director of the Board of the OHTA is chosen to go to the monthly OEF Board meetings; the OHTA covers the council fee of $275. Sarah Mersereau agreed to be the OHTA Rep for 2015 and attend the monthly meetings of the OEF. Katie reported that Woodwinds is still not in good standing with the OHTA as they owe money from the last horse trials held in October

3 There was discussion over continuing to pay Roseanne as a part-time employee of the OHTA for the financial work that she performs. On a motion duly made, seconded and unanimously carried, the Board agreed to continue to pay Roseanne Corbett for the 2015 budget year based on hours submitted for financial work. Treasurer s Report The financial statements for the fiscal year ending October 31, 2014 were distributed and discussed. Strategic Planning and By-Laws Revision The new By-Laws that were adopted at the AGM in November 2014 will be posted on the website. Funding Growing the Sport Competitions There was discussion over the date selection methodology used to set the annual calendar of events. There will be on-going work on this project. There was also discussion over how Technical Delegates are assigned to the various events and whether the Board should be involved in assigning the TD s. There will also be on-going discussions on this subject. Championships There was discussion over whether there should be tougher qualifications for the Intermediate division for the Championships. The general consensus was that this would negatively affect entries, which would be detrimental to whoever was hosting Champs. Young Riders and Omnibus Ad Sales Banquet, Awards and Leaderboards Deb reported that 165 people attended the Banquet 159 adults, 6 children and 1 under 4. Deb proposed that the 2015 AGM and Banquet be held at the Nottawasaga Inn again. On a motion duly made, seconded and unanimously carried, the Board approved the Nottawasaga Inn as the venue for the AGM and Banquet to be held on November 21, There was discussion over why only the top 8 events count for points towards the year-end awards. The main reason put forward was that some competitors cannot afford to compete in as many events, so this rule was put in place to give all competitors a chance to win a year-end award. There was also discussion over the need to encourage competitors who continually win a year-end award at a particular level to compete in the Open division of that level if they do not wish to move up to the next level. The following wording will be added in the Awards section of the 2015 omnibus: Horse and Rider combinations who have achieved repeated success at year-end at a particular level and 3

4 who do not wish to move up to the next level of competition are strongly encouraged to compete in the Open Division at that level in subsequent competition seasons. RAWF Deb reported that the cost of the LCBO portion of the hospitality for the riders was $217. The food that was ordered for the Saturday night never showed up. The cost of the OHTA booth was $495. Volunteer Incentive Program Officials, Safety and Rules Communications After the meeting, the following blasts will be sent out: - Unsanctioned Events 4. Meeting Finalization Action items Katie to send out blasts. Next Meeting: January 12, 2015 at Schomberg Community Centre Meeting Adjournment: 9:20pm. 4

5 OHTA Committees as at December 8, 2014 Committee Chair Other Members Financial Statements & Budget Katie Holman Roseanne Corbett Strategic Planning Susan Laverty Katie Holman, Lisa Thompson, Sarah Mersereau Governance Manual Katie Holman Susan Laverty, Lisa Thompson Funding Programs Pat Frewen-Lord Sarah Irving, Lisa Thompson, Roseanne Corbett Growing the Sport Sarah Mersereau Amber Andersen? Competitions (event schedule, course inspections, organizers meeting) Peta Christen Susan Laverty, Pat Frewen-Lord, Lisa Thompson, Roseanne Corbett, Teddie Laframboise Championships Deb Welna Pat Frewen-Lord, Peta Christen, Lisa Thompson, Roseanne Corbett Young Riders & Omnibus Ad Sales Banquet, AGM, Awards &, Leaderboards Mark Nelson Deb Welna Cristina Barbour, Caroline Morshead, Susan Laverty, Joan LaBarge, Linda Plank Roseanne Corbett, Sue Fast Royal Winter Fair Deb Welna Gen Brady Volunteer Incentive Program Sylvia Dixon Officials, Safety & Rules Kate Farrell Mark Nelson, Peta Christen Communications (website, blasts, event evaluations and omnibus) Katie Holman 5

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