NFHR BOARD OF DIRECTORS MEETING February 21, 2006 MINUTES

Transcription

1 NFHR BOARD OF DIRECTORS MEETING February 21, 2006 MINUTES PRESENT: Cynthia Madden, Roger Cabic, Amy Evers, Howard Fiedler, Karen Hanson, Mike May, Mark McGinley, Kay Van Natta, Curt Pierce, and Phil Prichard. Excused absence: Vivian Creigh Meeting called to order at 8:03 pm EST PRESIDENT S OPENING REMARKS: Mark welcomed Phil Prichard to the Board of Directors (BOD). Phil has a long history with the NFHR having been a past BOD member and President. APPROVAL OF PREVIOUS MEETING MINUTES The January 13-15, 2006 minutes were approved by vote. REGISTRAR'S REPORT: Mike reported the registrar office activity for the month. Karen asked if the first year statistics were available. Yes, there were 40 horses registered and 16 members. The chart below shows the history of Fjord Horse registered per year Number of Fjord Horses Registered Per Year TREASURER S REPORT: Roger reported: Checking: $29, (Fairport: $18,853.89; Bank of America: $10,386.58) Savings: $25, CD: $14, Mutual Fund: $12, of 7

2 MOTIONS APPROVED BY 1. On Jan 25, Curt motion to approve the following members for the Promotion Committee: Cynthia Madden, Patti Jo Walter, Carol Tracy, Joyce Concklin, Catherine Lassensen, Linda Lottie, Ardeth Obenauf, and Kathy Spiegal. Howard seconded. The motion was approved. 2. On Feb 3, Cynthia motioned that an ad hoc committee be formed to accept sketches for selection to be developed in a collectible poster, small advertising posters, use on promotional items, and the extravaganza program and other uses in promoting the 25th anniversary celebration. This ad hoc committee will determine the rules of selection and recommend up to three posters for approval by the BOD. Members of the ad hoc committee will be Curt Pierce, Howard Fiedler, Cynthia Madden, and Kay Van Natta. Budgeting for this ad hoc committee will be included in the Promotion Committee budget to be submitted to the BOD. Kay seconded. The motion was approved. 3. On Feb 3, Cynthia motioned to approve a $100 donation to the New Mexico State University Senior Graphic Design Class to provide the following services and others yet to be determined during the period Feb. 13, 2006 through May 31, 2006: a) Create new camera ready versions of the current NFHR logo and also versions with the anniversary dates or phrase "25th Anniversary" for use in various media to include print, screened and embroidery. b) Participate poster design submission to the poster ad hoc committee. c) Assist in preparing the selected poster for printing d) Develop logo ideas for redesign of the NFHR logo. Kay seconded. The motion was approved. 4. On Feb 8, Cynthia motioned to adopt the final draft as the official NFHR Show Rules. Kay seconded. The motion was approved. 5. On Feb 9, Cynthia motioned to approve the minutes. Kay seconded. The motion was approved. 6. On Feb 10, Cynthia motioned to accept the following recommendations for members of the show committee: Vivian Creigh Chair, Karen Cabic, Sherrie Dayton, Amy Evers, Beth Gerst, Pat Holland, Woody Hoopes, Trish Lipson, Pat McCurdy, Curt Pierce, and Niki Whilden. Howard seconded. The motion was approved. 7. On Feb 10, Cynthia motioned to accept the following recommendations for members of the FHI committee: Curt Pierce Chair, Beth Beymer, Vivian Creigh, Brian Jensen, and Phil Odden. Howard seconded. The motion was approved. 8. On Feb 14, Curt I motioned to approve the following members of the Advertising Committee: Kay Van Natta - Co-Chair, Howard Fiedler - Co-Chair, Susan M. Cargill, and Katherine Kramer. Amy seconded. The motion was approved. 9. On Feb 16, Mark motioned to appoint Phil Prichard to fill the remainder of Cheryl's term, which terminates on Dec 31, Curt seconded. The motion was approved. 10. On Feb 16, Mark motioned to accept Cheryl Beillard's letter of resignation dated 1/29/2006. Curt seconded. The motion was approved. 2 of 7

3 COMMITTEE REPORTS: APEC - Karen No report Advertising Committee - Kay & Howard Howard reported that the Fjord Herald is the main focus and they are optimistic about getting more outside advertisers. There is more interest in advertising in the Fjord Herald because of being able to print in color and the interest in the 25 th anniversary. In order to be fair to the advertisers, we need to reduce the time it takes to receive the Fjord Herald. Mike is still working with the post office to setup the periodical rate for the Fjord Herald issues. Communications Committee - Vacant No report. There was a discussion about last year s effort with the communication committee. There was concern that with the 25 th anniversary, there were too many projects this year. Cynthia motioned to table the communication committee until next year. Amy seconded. The motion was approved. Karen will write a letter to the committee members thanking them for their efforts and participation. At the January meeting, it was discussed having a newsletter published between Fjord Herald issues. The decision is to postpone implementing this idea this year, but it may be used if a large amount of official information is needed to be distributed. Education Committee - Karen Karen motioned to approve the following committee members: Karen Hanson - Chair, Cynthia Madden, Martha Martin, Kay Konove, and Kay Van Natta. Howard seconded. The motion was approved. Karen reported that their goals for 2006 are: Reprint the Coloring Book Create educational Rack Cards Historical Fjord Herald Archiving Project Create a New Member Handbook Karen reported that the committee is looking at the copyright issues of reprinting old Fjord Herald articles. The committee is currently working on archiving the past Fjord Herald issues on CD. These CDs will be for sale at the 25 th anniversary. Promotions Committee - Cynthia Cynthia reported that they are putting a list of all promotional items available in the Fjord Herald. The committee has drafted a press release for the 25 th anniversary. Cynthia requested permission to join the American Horse Publishers Association (AHPA). This organization provides a quick and easy means to send press releases to all the equine publications. They also give awards to equine magazines from members of the AHPA. 3 of 7

4 NFHR will join the AHPA. She also wants to purchase media lists for MN, WI and northern Iowa of newspapers and radio/tv stations for sending of press releases and public service announcements. These items are in her committee budget. The committee is working on getting 25 th anniversary logo pins. The pins will be sent to all NFHR members when the NFHR membership stickers are sent to current members. Additional pins will be available for sale at the 25 th anniversary celebration and through orders. There was a discussion about the membership renewals. Many members do not renew early and renew throughout the year. Many previous members may have forgotten about their membership and the following year they would not get a renewal notice. Phil will work with Mike to contact previous members. Election Committee - Roger No report. Evaluation Committee - Curt Curt reported that the committee met on Feb 7. The committee recommends evaluations at: Spencer, MA on Aug 31 & Sep 1 Libby, MT on Sep 6-7 Winona, MN on Oct Curt motioned to approve the recommended evaluations. Howard seconded. The motion was approved. Curt reported that the committee is preparing responses to letters from Carol Rivoire and Ruth Bushnell. The committee is also looking at having an evaluator s seminar at the 25 th anniversary celebration. Finance Committee - Cynthia An updated budget was distributed to the BOD members prior to the meeting. FHI Committee - Curt Curt reported that there will be a FHI Board of Directors meeting in March in Germany. As a FHI board member, Brian Jensen will be there. The agenda is not known, but it is probably to discuss the FHI stallion station testing issues. They may also discuss FHI evaluator continuing education issues. OPP Manual Committee - Curt Curt reported that he will work on the committee membership. Cynthia volunteered to be on this committee. The committee will present to the BOD a list of recommended policies that need to be written by the other committees. The committee will start working on BOD specific policies. Recognition and Awards Committee - Amy Amy reported that she will firm up the committee membership and assignments before the next meeting. Ardeth Obenauf has volunteered to help this committee with promotion of the awards. Show Committee - Vivian Curt reported that the NFHR Horse Show Rules Handbook has been posted to the website. There was a discussion about printing hard copies of the handbook. Members can order an 8-1/2 by 11 stapled copy of the handbook from Mike for $ of 7

5 There was a discussion about the use of the term novice. The current Fjord Horse shows have been using the term novice, but the open shows use the same definition for maiden. Since we want to encourage open show riders to feel at home at Fjord shows and prepare Fjord show riders for open shows, it was felt that we should leave the rules as they are currently written in the handbook. It is recommended that the Fjord shows use the term maiden instead of novice. There was a discussion about the Midwest Fjord Horse Club (MWFHC) board s decision not to use the handbook at the Blue Earth Fjord show. Mark will contact the MWFHC officers to discuss the issues. 25th Anniversary Committee - Curt Curt reported Beth Beymer has volunteered to organize the Saturday evening performance at the celebration. We proposed calling this performance: An Evening of Dancing Fjord Horses. This was approved. The BOD has requested an updated budget for the 25 th anniversary. This will be completed before the next meeting and sent to the BOD members. Cynthia asked if a raffle could be held at the promotion booth. This was approved. Mark reported that a NFHR member has offered to hire a show manager for the horse show part of the celebration. The manager is Betsy Copperwaithe. Betsy has vast experience managing large horse competitions and is used to working with large numbers of volunteer. Curt will find a show secretary from leads that he has received. The show secretary is a paid position. Howard reported the information he has on the program. In order to reduce the costs, he proposed making overrun copies of the evaluation and show schedules. That way the participants have the information they need on a daily basis without messing up their copy of the program. There was a discussion about the stallion row committee s proposal to have a separate program for the stallion row. It was felt that this would repeat some of the information in the program and there may be some conflicts for advertisers. It was decided that the stallion information would be in the program and overrun copies will be made for stallion owners to use. Curt reported that the plans for the banquet were coming along. There was a request by several members to have a buffet instead of a sit down dinner. The BOD decided that a buffet dinner would be easier for such a busy schedule. Curt needs suggestions for keynote speakers and any special awards to be presented at the banquet. Curt recently distributed a 25 th Anniversary Info sheet. This information has been posted to the website and contains a lot of the info about the celebration in Winona. Curt reported that one of the issues about the facility was that the stalls will not be available before Wednesday morning. A suggestion was made to find farms in the region were those Fjords coming long distances could stay prior to Wednesday. In regards to mailing the prize list for the horse show section, it was recommended to send a stall reservation form with the next Fjord Herald issue. The participants reserving stalls would receive a prize list. This will reduce the mailing cost significantly. There was also a discussion about the number of stalls and the need to limit the number of tack stalls. It was decided to limit tack stalls to groups of 4 or more horses. It was also decided that the cost for tack stalls will be 5 of 7

6 $150. The cost of horse stalls is $125. Due to the way the facility charges for stalls, we will not be able to charge on a per day basis. OLD BUSINESS Audit Issue There was a discussion about a review verses a compilation. The compilation by an accounting firm has satisfied previous By-Laws requirement for a review. The current By-laws require the records, books, and accounts of the NFHR shall be reviewed by a qualified independent accountant each year prior to the Annual Meeting. There was a discussion of the By-Laws requirement. An accounting firm review will cost $800 more than a compilation and will be added to the proposed budget. Cynthia motioned to do a review by the accounting firm. Amy seconded. The motion was approved. Election Policy Curt is working on a proposal for an election policy. It will be sent to the BOD members before the next meeting. Code of Ethics Policy This policy was recommended for the BOD. It will be resent to BOD members and open for recommendations Committees Membership and Goals Curt motioned to approve the following members of the 25 th committee: Curt Pierce Chair, Shirley Anderson, Vivian Creigh, Amy Evers, Howard Fiedler, Sophie Fiedler, Karen Hanson, Pat Holland, Woody Hoopes, Cynthia Madden, Martha Martin, Kathy Monroe, Phil Odden, Linda Syverson-Kerr, Debbie Ulrich, Kay Van Natta, and Pat Wolfe. Kay seconded. The motion was approved. Cynthia motioned to approve the following members of the Finance committee: Cynthia Madden - Chair, Roger Cabic, and Mike May. Kay seconded. The motion was approved Budget for 2006 The budget will be reviewed again at the next meeting. NEW BUSINESS No new business PREVIOUS ACTION ITEMS 1. BOD members will research having an audit performed and provide the information to the BOD. CLOSED at Feb meeting. Action: The BOD approved having the accounting firm perform a review of the 2006 financial records. 2. Roger will provide copies of the liability policy to the BOD members. CLOSED. Action: The BOD members received the liability policy. 3. Present Becky Mayer a Team Fjord Award. OPEN 4. Each committee will submit their goals for 2006 and their membership recommendations prior to the February BOD meeting. OPEN 6 of 7

7 5. The OPP Committee will capture the committee membership rules in a draft policy and make recommendations to the BOD. OPEN 6. The BOD will look into changing the registration rules to include geldings in the rule involving the NFHR requesting DNA testing. OPEN 7. Investigate NFHR joining the American Horse Council (AHC). CLOSED. Action: Mike joined the AHC as an individual member 8. BOD members review proposed election procedures. OPEN 9. Recognition and Awards Committee will develop draft policy for Team Fjord Award. OPEN 10. The BOD members are requested to provide comments to Curt regarding the draft Code of Ethics. OPEN 11. The Communications Committee requested to develop a draft policy for the website BLOG. OPEN. Action: This will be accomplished by the APEC Committee. 12. Fjord Herald issues researched by the APEC Committee: a. Publishing a newsletter between issues. CLOSED. Action: BOD put on hold for this year, but a newsletter may be developed if needed. b. Special 25 th Anniversary Fjord Herald issue. OPEN c. Determine if copyright laws require getting the authors permission prior to reprinting old articles. OPEN 13. Curt will research genetic impact issue further and report back to the BOD. OPEN NEW ACTION ITEMS 1. Phil and Mike will develop plan to contact past members who have not renewed their memberships. OPEN. 2. Mark will contact the MWFHC officer concerning the NFHR Horse Show Rules Handbook. OPEN. Next Meeting: March 28 Future Meetings: May 2 June 6 July 11 August 15 September 19 October 24 November 28 (or Dec 5) January 12-14, 2007 The meeting concluded at 11:50 pm EST. Respectfully submitted, Curt Pierce NFHR Secretary 7 of 7