NFHR BOARD OF DIRECTORS MEETING October 4, 2005 MINUTES

Transcription

1 NFHR BOARD OF DIRECTORS MEETING October 4, 2005 MINUTES Present: Cheryl Beillard, Roger Cabic, Amy Evers, Karen Hanson, Mike May, Mark McGinley, Kay Van Natta, Curt Pierce, Neil Sorum, and Warren Riddle. Meeting called to order at 8:09 pm EDT President s Opening Remarks: Neil summarized the first California evaluation of 24 fjords held September 30-October 1, Karen Cabic and Karen Maas were the evaluators; Phil Odden the Technical Delegate; Ruth Sorum conducted the scoring tally. The August 2005 Minutes were approved by vote. Registrar's Report: Beginning last month through the next two months Mike will be busy with fall registrations for stock approaching six months of age. At the November Board meeting, Mike will provide statistics on the number of new registrations, transfers, and new members as a running total for the year and activity since this meeting. Treasurer s Report: $22, in checking; $25, in savings; $14, in CDs; $12, in mutual funds. The third quarter budget is forthcoming. Revenue is increasing but still down from projections. Roger to send copies of Fjord Herald expenses to Karen; Mike also keeps PDF copies. Mike reported that a backup of database will be sent to Curt this week. Motions approved by On September 6, 2005 Warren motioned: That all records which are stored electronically at the NFHR Registrar's Office shall be "backed-up" to CD, on or before the first of every month (beginning 10/1/05) with one set of CD's stored at the NFHR Registrar's Office and a second set of those appropriately labeled CD discs mailed to the NFHR secretary. The motion was seconded by Amy on September 7, Six members voted yes, and two members abstained. The motion is approved. COMMITTEE REPORTS: APEC-Karen o Who should be getting the Fjord Herald? The Evaluation Committee asked for clarification regarding who should be receiving complimentary copies of the Fjord Herald. Currently there is a list of 14 people in Europe and North America. Discussion transpired regarding the reasons for the complimentary issues, possible expiration dates, an update of the current list, and reciprocation of other fjord registries sharing their publications with the NFHR. It was suggested that this procedure be documented as a small p policy for ops manual. It was determined that the APEC Committee should work with Mike to send a letter to international fjord horse registries asking for a sharing of publications, to whom the publications should be directed, cost of international mailing, and how to circulate these foreign publications with the NFHR Board of Director members. Advertising Committee- Judy 1 of 5

2 Judy Phelps has resigned from the Board. It was agreed to appoint a chair and committee membership at the Face to Face meeting in January Cheryl offered to contact the current committee and a number of other members requesting assistance to solicit outside advertising for the Fjord Herald. Communications Committee-Cheryl No activity since the last meeting. Education Committee-Karen The Education Committee was asked to assist with education opportunities/forums at the 25 th Anniversary. Curt will work with the APEC Committee to determine plans for clinicians, seminars, etc. Promotions Committee-Warren Appointed as the chair at the last Board meeting, Warren contacted current committee members and only received a reply from one member, Catherine Lassesen. Bylaws/OPP Manual Committee-Cheryl Cheryl developed a table listing the topics covered by the current OPP Manual and identifying those previously included in the bylaws, and passed along to Warren for second assessment. The next stage is to identify what is missing. Cheryl has been collecting a list of items mentioned over the course of the past two years and needs to organize. Cheryl will re-circulate to the Board the Table of Contents from current ops manual; the Board to send comments to Cheryl and Warren regarding missing or change of content. The OPPs Cttee will recommend the proposed TOC and priorities to the BOD. Discussion ensued concerning the existing content, including references to the Registration Committee. This Committee was disbanded along with the others in 2004, but the BOD may re-establish this committee. Cheryl will do some research to determine what other registries have for a Registration Committee, if any, and its duties. Evaluation Committee-Mark o The Evaluation Committee requested to publish the grid of Conformation and Movement scores and overall score for the Performance tests for the 2005 Evaluations in the Fjord Herald Winter issue (vs ribbon colors). If the Record Book is published every 2-5 years, then it would be beneficial to print the summary in the Herald. Mark moved to print a summary grid of Confirmation/Movement scores and overall score for the Performance tests in next available Herald issue. Amy seconded the motion. Motion passed unanimously. o The Evaluation Committee requested to send copies of the Record Book to the foreign fjord horse organizations/registries. Mike will develop a list of fjord organizations/ registries for the Evaluation Committee to review. Curt moved to send one copy each of volume I and II per each national fjord horse registry. Mark seconded the motion. The motion approved unanimously. Discussion transpired as to whether the NFHR could receive a copy of other national fjord registry stud/record books. It was recommended to include a letter when we send out the NFHR Record Books asking for reciprocation and store these publications in a library at the NFHR Office. 2 of 5

3 o FHI Committee structure was discussed in regards to how the committee is positioned to take on questions and if the committee is a subcommittee or a stand alone committee. Curt is currently the Board of director liaison to the committee. Cheryl recalls FHI as subcommittee of the Evaluation Committee, and that Alan Merrill was the initial Liason. There are appointed liaisons but no formal committee with a charge. Curt feels FHI should be a separate committee that would work with the Evaluation Committee on appropriate issues. Question was raised as to what are the responsibilities of the FHI Committee. Some suggestions were issues with the FHI organization that needs addressing such as lack of representation at meetings and communication regarding meeting notifications and business, future appointments to FHI activities, and funding associated. o The Board reviewed the current appointment of Beth Beymer as the NFHR representative to the FHI Judges Handbook Commission. It was noted that the Annual FHI Business Meeting needs a NFHR delegate. Last year it was Catherine Lassesen. Brian Jensen and Phil Odden are elected members representing North America and not specifically the NFHR. Further discussion to be held at the January 2006 Face to Face Meeting agenda. A motion was made by Amy to create a stand alone FHI Committee with Curt as chair. Kay seconded the motion. Cheryl asked for a mandate for the committee. Amy amended the motion to have Curt report back to the Board at November meeting a mandate for the FHI Committee. Kay seconded the amended motion. The motion was approval unanimously. A budget line item will also need to be created. Finance Committee-Mark End of quarter report forthcoming via . FHI Committee-Curt Recognition and Awards Committee-Amy Show Committee-Curt 25th Anniversary Committee-Curt o Request was made for tentative agenda/locations: Thursday AM/PM evaluation, Thursday PM Stallion Presentation, Friday show, Friday PM banquet (location pending), Saturday fjord horse show, demonstrations, seminars, vendors and a matinee, Saturday PM Extravaganza. Curt requested assistance from the Education Committee to produce a history of the NFHR and fjords in North American for inclusion in the program. Facility deposit has been made. A post to the FjordDigest and the Fjord Herald asking for volunteers has been made. Stallion Row and presentation- letter going out today to stallion owners in registry database asking for interest in participating. A draft budget has been sent to Finance Committee for their comments. Mark recommended that Curt send the draft budget to the Board for input as well. Curt asked about the procedure for hiring contractors such as an announcer, judges and other paid positions. Judges contracts have generally been sent to Mike and he signs as the Executive Director. 3 of 5

4 Mike mentioned that the Education Committee could work on the creation of a New Members Handbook that was requested as part of the FHA merger agreement. Karen asked for a copy of agreement specifying the New Members Handbook. Mike indicated the New Members Handbook should include a history of the NFHR and the fjord horse in North America, rules for NFHR registration and membership, current bylaws, etc). Sections of the New Member Handbook can be used for the 25 th Anniversary Program. Election Committee Roger reported the ten Board of director nominees: Margaret Bogie, Cynthia Madden,Vivian Creigh, Howard Fiedler, Mark McGinley, Phil Pritchard, Warren Riddle, Margaret Strachan, Gordon Thomas, and Lynda Welch. Ballots are slated to be mailed at the end of the week. Deadline for voting is November 15. Judy Phelps submitted her resignation earlier this month. It was agreed to appoint a member to fill the balance of this vacant 2 year term, to expire in 2007, after the election. Cheryl Beillard asked about the status of the second draft of the policies and procedures to guide election of candidates to the Board which Roger had agreed to develop at the September meeting. Discussion and agreement ensued regarding the need to have expectations/preparation for prospective Board candidates, excerpts from bylaws, and an explanation of the working Board to be included in the Ops Manual for educating prospective Board members. Roger stated that the draft would not be ready for review before the January 2006 Face to Face Meeting. OLD BUSINESS Face to Face Meeting (F2F) January 2006 o Agenda ideas (send to Neil) Board members were reminded to start making travel arrangements. Roger can make flight arrangements, or make arrangements yourself and send Roger a request for reimbursement. Meeting Details: Wingate Hotel (airport), Orlando FL January (Fri-Sun); Meeting to begin Friday after lunch. Review vision, set goals for the next year and perhaps into the next 3 years. Discussion of Ops Manual- content, upkeep, distribution to new/continuing Board members. Archiving Fjord Horse Photographs No update. Backing-up/Archiving Critical Data Purchasing a high speed scanner for paper records is being researched. A backup of the registry database is being sent to Curt as Secretary. Mike will investigate the cost of purchasing a second copy of the registry software and having it installed on an NFHR computer (vs any one member s pc/laptop that could potentially be sent out for repair or donated, etc and contains sensitive membership data). It was noted that other software programs, such as Microsoft Office, is used in the NFHR office. Curt offered to work with Mike to develop a policy on the backup of the functions within the NFHR Office of the Registrar (frequency and methodology of backups, software, hardware, etc). Mike reported the registry database is currently 14.5 MB. 4 of 5

5 NEW BUSINESS Distribution Center: Inventory report on a regular basis? Amy reported the volume of inventory in the Distribution Center requires shelving and recommends the NFHR support funding options. Amy is to research cost of shelving options and report back to the Board. Amy inquired about the option of issuing a credit or debit card to pay for shipping costs associated with the Distribution Center. Another idea was to send a monetary advance for shipping. Prepaid credit card will have a service fee. Amy will consult with Catherine Lassesen. Logo Contest: th Promotions Committee will respond to the submissions. The 25 Anniversary Committee is interested in one of the logo submissions, and will identify the artist and seek approval for use as th the 25 Anniversary Logo. As for the NFHR logo change, this project is on hold until the Board determines the appropriate timing to change the logo, if at all. Website Project: Status of response to RFP. APEC will be receiving a copy of each proposal via mail. The range of bids vary. APEC members need to keep in mind budget and if funds could be redirected to accommodate the higher bids. Fjord Herald Editor Search: APEC member feedback is needed; only heard back from one person. Karen to send the candidate information to Amy, Mark, and Curt for additional assistance in the review process. Next Meeting: November 1 Future Meetings: December 6 January 13, 14, 15, 2006 The meeting concluded at 10:05 pm EDT. 5 of 5