January 30, 2016 Pennsylvania Equine Council Board of Directors Meeting Pennsylvania Farm Show Building Harrisburg, Pennsylvania

Transcription

1 January 30, 2016 Pennsylvania Equine Council Board of Directors Meeting Pennsylvania Farm Show Building Harrisburg, Pennsylvania 1. Call Meeting to order Charles Van Auken called the meeting to order at 11:08 am. 2. Roll Call : A. Board of Directors Present: Charles Van Auken, President; Bud Wills, Vice- President; Edith Ryan, Treasurer; Aleta Seifert, Corresponding Secretary; Amanda Gerner, Linda Golden, Sharon Kessler, Mike Kraft, Guy Seifert, Skip Seifert, Elaine Winters B. Board of Directors by Teleconference: Desilene Phillips, Ann Swinker C. Board of Directors Absent: Jeanne Askey, Judy Cole, Gail Eichelberger, Donna Foulk, Helene McKernan, Rick Shiffler, Burt Stanier D. Guests: Gwen Wills, Elaine Bish, Capri Stiles-Mikesell, Ray Rodgers; Deb Peterson (via teleconference) 3. Approval of the Minutes Minutes of the October 23, 2015 meeting were ed to members of the Board of Directors for review prior to the meeting. See attached. A motion to approve the minutes of the October 23, 2015 Board of Directors Meeting was made by Linda Golden, seconded by Bud Wills. With no further discussion, a vote was taken and the motion passed. 4. Treasurer s Report Edith Ryan: A Financial Statement was ed to members of the Board of Directors for review. See attached. Beginning balance Oct. 1 was $17, Total deposits for Oct.-Dec. were $23,513.05; total payments were $20, Ending balance Dec. 31 was $19, A motion to accept the treasurer s report was made by Mike Kraft, seconded by Bud Wills. Motion passed. Charlie suggested conducting a financial audit. After discussion it was determined the Finance Committee consists of Edith Ryan, Chair, Guy Seifert and Elaine Winters. Charlie appointed an ad hoc Audit Committee, members being Elaine Bish and Amanda Gerner (Mike Kraft also offered to help if needed). A motion to do a financial audit by the Audit Committee was made by Bud Wills, seconded by Guy Seifert. Motion passed. 5. Corresponding Secretary s Report Aleta Seifert presented the Secretary s Report. Thank you letters/notes were received from the following: AAEP Foundation for our support of the Equine Disease Communication Center; Penn State for our donation for the 2015 Equine Science Showcase and Quarter Horse Sale; Patti Arbogast who received a PEC class award at the KILE Open Horse Show that we sponsored; and Hospice of

2 Central PA for donation in memory of Rick Shiffler s father. Aleta mentioned she spoke with Bev Rice about the number of newsletters published and the cost. Current agreement is for 2000 copies per issue; suggested cutting to 1750 copies. Judy and Elaine should contact Bev with amounts needed. Guy suggested giving left-over extra copies to other organizations to pass out; other suggestions were to give them out at tack swaps or to give them to county directors to pass out to feed stores and tack shops. A motion to accept the Corresponding Secretary s report was made by Mike Kraft, seconded by Guy Seifert. Motion passed. 6. Foundation Report Elaine Bish: A Foundation Report was ed to Board members prior to the meeting; copy attached. Current funds available are: Trail Stewardship $20,058.36; Equine Learning Center $688.50; Scholarship $ The scholarship check has not been sent yet. Elaine B. asked that the $1,000 for the scholarship fund be received from PEC. Edith mentioned it has been mailed. Elaine B. asked to have a name line added to the Foundation donation card portion of the membership renewal card. A motion to accept the Foundation report was made by Bud Wills, seconded by Skip Seifert. Motion passed. 7. Old Business A. PA Farm Show ELC Report Mike Kraft: Report was ed to Board members; copy attached. Sold 22 signs; received six new memberships; donations totaled $581. Purchased four director s chairs for the booth. 45,000-50,000 people touched the horses. Mike asked permission to have canvas backs printed with PEC logo for the chairs. A motion to have four canvas chair backs printed with the PEC logo was made by Linda Golden, seconded by Ann Swinker. Motion passed. Mike asked to use donation money to have the chair backs printed. A motion to allow Mike Kraft to use donation money to have the canvas chair backs printed was made by Linda Golden, seconded by Guy Seifert. Motion passed. Mike mentioned at the Bloomsburg Fair the ELC was set up at the end of a coverall, and due to the weather conditions the booth display was not able to be set up part of the time. For future consideration, Mike mentioned that Costco has a portable garage for $ which would help protect the booth area in the coverall. Lynette Fisk s husband will build a chute to use at Bloomsburg. B Photo Contest/Calendar Project Update Deb Peterson, Crawford Co. Chapter: Deb gave a report on the photo contest and calendar sale and was asked to the report to Aleta for distribution to the Board. Report attached. In summary as of Jan. 7, 2016: beginning balance: $300 (seed money from PEC BOD); total donations & calendar sales $7,007.83; total expenses $5,664.16; Page 2 2

3 ending balance: $1, After reimbursement to PEC BOD for seed money, balance will be $1, Some benefits of the contest are increased awareness of PEC through 135 addresses; increased face book page by 81. PEC photo contest was the most successful equine photo contest for GoGo Photo Contest. If do again, would like to see work spread out across the state. Also, would like to do it earlier to have calendar available in August. Those who helped with the project were Nancy Yesko, Robin Smith, Judy Cole, Anne Pearson, Desi Phillips, and Pete & Tammy Kastner. C. Country Folks Mane Stream Charlie Van Auken: Copies of the publication were passed out to those present. Charlie contacted them for more information. They would put in business card type information on the associations directory page. There is another page where associations can put in a small article not full newsletter. A question was raised about providing our membership mailing list to them to send the publication to our members. There are two papers; one edition covers half of PA north to Maine; another covers half of PA and south. Could potentially reach 700 subscribers. They would include a card to allow our members to opt out of receiving the publication. They do not sell their mailing lists. A motion to provide our membership mailing list to Country Folks Mane Stream provided they use our articles from time to time and agree not to forward or sell our mailing list to anyone else was made by Guy Seifert, seconded by Skip Seifert. Motion passed with one dissenting vote (Elaine Winters). Bud suggested doing an article introducing the PEC and what we re about to put in this publication. D. Volunteer Appreciation Skip Seifert: Skip suggested we recognize top 10 volunteers for that year in an article in the Pennsylvania Equestrian publication. Was also suggested they be invited to VIP Night during the PA Horse World Expo. Sharon Kessler moved to recognize the top non-board volunteers through publishing their name in an article and inviting them to the VIP Night of the PA Horse World Expo, seconded by Bud Wills. Motion passed. Following discussion, Bud amended his second to include based on a calendar year. Sharon amended her motion to include based on a calendar year. Amended motion: Sharon Kessler moved to recognize the top non-board volunteers based on a calendar year through publishing their name in an article and inviting them to the VIP Night of the PA Horse World Expo, seconded by Bud Wills. Motion passed. Page 3 3

4 E. Reimbursement for Mileage: Mike presented a schedule to reimburse mileage for PEC program coordinators. Following discussion, Amanda Gerner moved to accept a mileage reimbursement schedule for program coordinators for a PEC sanctioned event: for a non-towing vehicle at the IRS allowed rate; for hauling of the PEC trailer at 2x the federal rate; and for hauling livestock at 2.5x the federal rate, seconded by Sharon Kessler. Following discussion, Sharon amended her second to say any trailer hauling non-livestock instead of PEC trailer. And Amanda amended her motion to say any trailer hauling non-livestock instead of PEC trailer. Amended motion: Amanda Gerner moved to accept a mileage reimbursement schedule for program coordinators for a PEC sanctioned event: for a non-towing vehicle at the IRS allowed rate; for any trailer hauling non-livestock at 2x the federal rate; and any trailer hauling livestock at 2.5x the federal rate; seconded by Sharon Kessler. Motion passed. Edith mentioned the request for reimbursement must be made using the PEC expense report form. 8. New Business A. Election of the Executive Committee Charles Van Auken: The 2015 Executive Committee included elected officers, corresponding secretary and recording secretary, and Linda Golden, Mike Kraft, Burt Stanier and Elaine Winters. A motion to keep the same Executive Committee for 2016 was made by Guy Seifert, seconded by Skip Seifert. Motion passed. The 2016 Executive Committee is: Charles Van Auken, President; Bud Wills, Vice-President; Edith Ryan, Treasurer; Linda Golden, Mike Kraft, Burt Stanier, Elaine Winters; Gail Eichelberger, Recording Secretary; and Aleta Seifert, Corresponding Secretary. B. Committee Assignments Charles Van Auken: Advertising: Bud Wills, Chair; Aleta Seifert, Capri Stiles-Mikesell Annual Meeting: Bud Wills, Chair; Ann Swinker, Gwen Wills Association Insurance: Aleta Seifert, Chair Booth: Elaine Winters, Chair Collegiate Memberships: Burt Stanier, Chair County Directors State Chair: Charlie Van Auken Electronic Manual Director: Helene McKernan Equine Learning Center: Mike Kraft, Chair Equine Welfare: Ann Swinker, Chair EXPO: Skip Seifert, Chair Facebook: Amanda Gerner, Chair Finance: Edith Ryan, Chair; Guy Seifert, Elaine Winters Legislative: Linda Golden, Chair License Plate: Aleta Seifert, Chair Page 4 4

5 Membership: Desilene Phillips, Chair Newsletter: Judy Cole, Chair Nominations: Bud Wills, Chair Policies and Procedures: Bud Wills, Chair; Judy Cole, Linda Golden, Aleta Seifert Scholarship: Rick Shiffler, Chair Signs: Skip Seifert, Chair Sponsorship: Skip Seifert/Mike Kraft, Co-Chairs Trails: Bud Wills, Chair Web Maintenance: Aleta Seifert, Chair Ad Hoc PEC Education Grants: Donna Foulk, Helene McKernan, Gail Eichelberger Penn Ag Liaisons: Skip Seifert and Ann Swinker C. EXPO/VIP Night 2016 Skip Seifert: Linda sent out 260 invitations to legislators and legislative people; needs s for agency people or will mail if want mailed. Aleta will send invitations to Board members. Linda suggested another way to reach the legislators is to have a display at the Capitol in the area near the fountain and lunch area; she will check into details. Skip is in contact with Centerplate re VIP reception; speaker to be finalized; Bud suggested doing a PowerPoint presentation. D. Advertising Charles Van Auken: Bud presented a chart of advertisement costs for Capri volunteered to prepare ads for proofing by Bud. Amanda will check about advertising on facebook/social media and send information to Charlie. Suggested continuing with ads in Paper Horse, Pennsylvania Equestrian, Penn State Year Book (Block and Bridle), and December issue of Mid-Atlantic Horse. E. Meeting Dates, Locations and Times Bud Wills: The next Board meeting will be held at Hoss s Restaurant in State College on March 19 at 11:00 am. Reminder that there will be no telephone conferencing capability. Bud mentioned IHOP would have a conferencing line but the room would not be available on a Saturday. 9. Committee Reports A. Trails Bud Wills: Report ed to Board members; copy attached. Bud mentioned about the one day workshops coming up. Met with Pennsylvania Game Commission re Benezette area; DCNR/PGC are changing maps and signs. Permit issue is still being considered. Page 5 5

6 2016 conferences for which expenses need to be approved: Professional Trail Builders in spring; American Horse Council in June; Southeast Equestrian Trails Conference in July; Coalition of State Horse Councils in November. A motion to approve registration and travel costs related to attendance at the above-listed conferences was made by Guy Seifert, seconded by Mike Kraft. Motion passed. Gettysburg Equestrian Historical Society: Linda mentioned trails at Little and Big Round Top are closed at Gettysburg National Park. A loop trail has been proposed; today is the day to contact National Park Service to say we are in favor of making this separate trail on GNP. Linda requested permission to contact them on behalf of PEC. A motion to allow Linda Golden to contact the National Park Service on behalf of PEC asking to approve the proposed loop trail at Gettysburg National Park was made by Mike Kraft, seconded by Bud Wills. Motion passed. B. Equine Learning Center Mike Kraft: Reported above under Old Business. C. Membership Desilene Phillips: Report ed to Board members; copy attached. As of 1/13/16, we have 423 memberships which include 15 association/association plus memberships with 850 members. Edith mentioned renewals are being received without complete information. Discussed revamping the renewal card. Desi will contact Bev Rice at the printer to see what can be done. D. County Directors Skip Seifert: Had a couple new people become County Directors. Received information from Crawford County to pass along to new directors which has worked well. E. Legislation/Legislative Initiative Linda Golden: Report ed to Board members; copy attached. Information about HB 1413 is on our website. F. Sponsorship Committee Mike Kraft: Making some contacts for new sponsors. G. Equine Welfare Committee Ann Swinker: Report ed to Board members; copy attached. Skip mentioned the Maryland Horse Council passed a resolution opposing transportation of horses to Canada and Mexico for slaughter. Skip wrote a letter to Brecca Faust explaining PEC s position. Linda mentioned 90% of calls she receives are about abandoned horses at boarding stables. Gwen asked to be notified of such reports. Linda mentioned if they have a boarding contract, the boarding stable owner can sell the horse under the Agricultural Lien Law. She did emphasize that the barn owner should seek legal advice. H. Signs Skip Seifert: Have enough for EXPO. I. Electronic Director s Manual and Scholarship Helene McKernan: Report ed to Board members; copy attached. J. Awards Bud Wills: None K. Nominations Bud Wills/Ann Swinker: No report L. Newsletter Judy Cole: Report ed to Board members; copy attached. All articles must be proofread by Elaine, Aleta or Linda. M. Liaison to PennAg Industries Skip Seifert/Ann Swinker: No meeting held. Page 6 6

7 10. Additional Business A. Edith has updated the PA Sales Tax License for B. Shirts for Volunteers: A motion to allow Elaine Winters to order shirts for volunteers was made by Bud Wills, seconded by Sharon Kessler. Motion passed. 11. Meeting Dates (1) March 19 State College Hoss s Restaurant (2) May 19 PA Farm Show Building, Harrisburg (3) August 16 Ag Progress Days, State College (4) November Annual Meeting & Issues Forum TBD 12. Meeting Adjournment A motion to adjourn was made by Guy Seifert, seconded by Skip Seifert. Meeting adjourned at 3:28 pm. Respectfully submitted, Elaine Winters Elaine Winters Acting Recording Secretary Page 7 7