1 The mission of SLADS shall be to foster an interest in, and greater understanding of, dressage among people in the greater St. Louis area. December 2016 Dear SLADS Membership, We have had a successful year filled with rated horseshows, schooling shows, partnership schooling shows, and the USDF L Program. A lot has happened since our last newsletter, please take a minute to review the attached information and minutes. A few key pieces of important information: We (SLADS) successfully helped to host the 2016 USDF convention in St. Louis the first weekend in December. We provided volunteers, items for the goodie bags as well as decorations for the banquet, which turned out spectacular. The election is coming up, and will be held at the Year End Awards Banquet and Annual Meeting. Ballots will be accepted at the event or by mail, the ballot is enclosed. The Year End Awards Banquet and Annual Meeting will be January 21st at 6:30 PM, doors open at 6 for the silent auction. The event will be held at the National Equestrian Center in Lake St. Louis MO, the invitation is attached The silent auction for the SLADS-EASP (scholarship program) will be held in conjunction with the annual meeting/banquet. Please contact Sarah at seszachnieski@gmail.com to donate items to this worthy cause. At this time I would like to take the opportunity to wish everyone a Happy Holiday Season and Happy New Year and I look forward to seeing everyone at the banquet (don t forget to fill out your membership form!) Sincerely, Ann Gioia President, SLADS
2 SLADS YEAR END AWARDS BANQUET AND ANNUAL MEETING January 21, 2017 It s time to celebrate your 2016 achievements. Please join us at: National Equestrian Center 6880 Lake St. Louis Blvd. Lake St. Louis, MO 63367 Door open at 6:00 p.m. Dinner served at 6:30 p.m. Guest speaker, annual meeting, and awards follow RSVP s must be received by January 14 th, 2017 Free to 2016 paid SLADS members, $25 per person for non-members RSVP Options (must be received by January 14 th, 2017): 1. Reply to the evite that will be sent to all 2016 members by Dana Ferris. 2. Mail completed info below with a payment. Name: 2016 SLADS Member: YES or NO Phone number or email in case we need to contact you: Names of guests attending who are non SLADS members (@ $25 per person): Make checks payable to SLADS and mail to: Dana Ferris 213 Turnberry Place Wildwood, MO 63011
3 ST LOUIS AREA DRESSAGE SOCIETY MEMBER SHIP APPLICATION/RENEWAL SLADS is a USDF Group Member Organization (GMO) and SLADS members are automatically USDF Group Members (GMs). For USDF Participating Membership, members must apply directly to USDF. Applicant Information New Member Renewing Member Name: DOB: Home phone: Cell phone: USDF No. Address: Email: City/State: Zip: Rider Status (JR/YR, AA, Open): Membership Type Rider Awards Category Primary Discipline Individual $60/yr Bronze (age 13 or younger) Dressage Jr/Young Rider $45/yr Silver (ages 14 to 21) Eventing Family $80/yr for two family members Gold (ages 22 to 39) Western Dressage $35 for add l family members Platinum (age 40 or older) Hunter/Jumper Professional Other Horse Information My horse(s) reside: at my home at a boarding barn named Horse s Name: Horse s Name: Horse s Name: Breed: Breed: Breed: Additional Family Membership Applicants Fee Name DOB Rider Award Category USDF No. $0 $35 $35 BENEFITS OF SLADS MEMBERSHIP: USDF Group membership, eligibility for awards and scholarships, discounted schooling show entry fees, complimentary Hoofprints newsletter, website members-only access, and priority consideration at special events. All current SLADS members are eligible for Year End Awards; must be a member a member prior to the show to qualify. Signature of applicant Application fees payable to MAIL APPLICATIONS TO Questions may be directed to date: SLADS C/O Shelley Brubaker, Membership Chair 10605 Cedar Grove Drive Foristell, MO 63348 shelleytbrubaker@yahoo.com
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5 November 10, 2016 President Ann Gioia calls this meeting to order at 7:12p. Roll Call: In attendance are Ann Gioia (P), Kari Felton (VP), Dana Ferris (T), Pat McNamara (D), Marsha Simpson (D), Sharon Layeski (D), Sharrian Bakker (D), and Steven Marchal (D). Excused are Caroline Bean (S), Leslie Burket (D) and Sarah Szachnieski (D), MOVED by Pat McNamara and SECONDED by Sharrian Bakker: that the Board accept the October Board minutes as published. PASSED Executive Reports Report of the President: Ann Gioia reports that the L-Progam Session B is on track for Marketa s Barn the weekend of November 19-20. We will be at the hotel for the full morning each day and then at Quarter Line Dressage in the afternoon Saturday and Sunday. Report of the Secretary: Caroline Bean is absent from the meeting and forwarded no report, but Dana Ferris informs the Board that SLADS has received a thank you note expressing gratitude for our $500 donation supporting the USEF/USDF JR/YR Championships in Colorado. Report of the Treasurer: Dana Ferris offers a snapshot of SLADS monthly income and expense from January to October. Briefly, the club continues to operate at a marginal advantage, reflecting more income than expense in 2016 through October. Some open receivables persist for the L-Program, and Dana reports that she has invoiced all of those for whom she has contact information. She has asked Ann Gioia for registration contact information for participants and auditors. Ann indicates that this information is available in the original Excel Spreadsheet from July. Dana will follow up and report back. See below Exhibit A and Exhibit B. Exhibit A: Snapshot 3 rd Quarter and YTD Income/Expense Exhibit B: Snapshot of Shows (Rated & Schooling and L Program) Committee Reports Membership Committee: Shelley Brubaker has forwarded no report. Dana Ferris notes that November is membership renewal month as next year s membership year begins December 01, 2016. Dana asks Ann to remind the membership chair that application for USDF Group memberships for current members is due December 1, 2016 under the SLADS Standing Rules C.1.d. APPROVED MINUTES 12.08.2016
6 November 10, 2016 Education Committee: L Program/Session A Review: Dana Ferris reports that she has invoiced some auditors from the L-Program Session A who did not pay for their auditing status. This group invoiced were only those for whom she had contact information. Some auditors have not yet been invoiced and their balance remains in unbilled receivable at this time. L Program/Session B Review: This review was largely addressed in the President s report. Adding, however, Dana Ferris indicates that she has arranged for Susan Jensen to work the registration desk at the hotel for Session B collecting monies and ensuring waivers are signed for USDF and Quarter Line Dressage. Pat McNamara volunteers to take Sunday s duties at the registration desk. Caroline Bean has not shared any information yet about more economical lunch ideas for this session as we try to cut expenses compared to Session A. Dana Ferris shares that she has asked Gerri Muldrow for written contracts established with this year s schooling show judges. However, Gerri reports that she has no written forms. Ann says she has form contracts which she can send to Gerri and to me. Junior/Young Riders Committee: Sharrian Baker has no report. Communications Committee: Website Updated Programming Review: Ann Gioia indicates that Amy has completed the programming work for the members only login. She is working now to integrate with the SLADS.org site. Newsletter: Kari Felton reports that a Newsletter editor has not been found. Dana Ferris had posted to the SLADS FB page a post soliciting volunteers. Two people responded: Hannah Duda and Jenny Gordon-Gray. Dana Ferris volunteered to communicate with Hannah, a Junior/Young Rider with SLADS, about working together on the newsletter. Jenny Gordan-Gray expressed interest only in a paid position. Awards Committee: Leslie Burket is absent from this meeting. No report was forwarded. Recognized Horse Shows Committee: Ann Gioia confirms for the Board that the Fall Class has always been a one-event show over two days time. SLADS has never offered a two-event weekend at the Fall Classic. Considering the additional expenses required for the twoevent weekend, MOVED by Ann Gioia and SECONDED by Sharon Layeski: to retract the Board s motion to apply to USEF/USDF for a two-event weekend at the SLADS Fall Classic in 2017. PASSED. Nominating Committee: Steven Marchal has accepted the responsibility of serving as the Board s representative on the Nominating Committee. The Board as a whole expresses their gratitude for his willingness to head this responsibility. The Board discusses the positions to be elected for 2017: Vice-President, Secretary, and Board of Director positions currently held by Pat McNamara, Leslie Burket and Sarah Szachnieski. Steven will begin his efforts on the committee by seeking a second volunteer to serve on the committee from the general membership. Dana Ferris suggests he consider asking a JR/YR to assist him. He then will confirm with the sitting officers and directors their willingness to accept a nomination for their respective positions in this election. Kari Felton has indicated she will not accept a nomination for Vice President, and Pat McNamara has expressed a willingness to accept for a Director s position. Steven will follow up with those not in attendance at this meeting. APPROVED MINUTES 12.08.2016
7 November 10, 2016 Old Business: USDF Convention: Dana Ferris confirms that two promotional items for the USDF Convention have been ordered: chocolate coins and writing pens. The lip balm, however, included a $50 artwork set up and due to unapproved costs was not ordered. With some discussion, the Board agreed not to order the lip balm. Kari Felton reminds the board of the additional expenses to expect for the Arch-rental and the decorating of the tables. Ann Gioia asks if anyone is already registered for the convention as SLADS is seeking a representative to cast SLADS ballots at the USDF Board of Directors meeting held in conjunction with the convention. No members present were registered to attend, and those working as volunteers at the event are not permitted to attend sessions without also paying registration. A volunteer then is still needed. EASP Scholarships Sharon Layeski reports that she has not yet obtained contact information for potential scholarship judges from Leslie Burket. The Board considers the urgency of locating and securing judges for scholarship application reviews. MOVED by Pat McNamara and SECONDED by Kari Felton that the scholarship application-review judges should be approved by the board. PASSED. MOVED by Dana Ferris and SECONDED by Steven Marchal that if the forthcoming list of judge-candidates are not received by Tuesday, November 15, 2016, then the Board will seek out and review an independent number of candidates. PASSED. With some discussion, the Board asks that Ann Gioia request Leslie Berket to share also with the Board any communication already shared with potential application review-judges. New Business: No new business. MOVED by Dana Ferris and SECONDED by Shariann Baker to adjourn the meeting at 8:13p. PASSED. Respectfully submitted, Dana Ferris Treasurer sitting in for Caroline Bean, Secretary APPROVED MINUTES 12.08.2016
8 October 20, 2016 This meeting of the Board is called to order at 7:07p by Vice President Kari Felton. Roll Call: In attendance are Kari Felton (VP), Dana Ferris (T), Leslie Burket (D), Sarah Szachnieski (D), Sharon Layeski (D), and Shari Bakker (D). Excused are Ann Gioia (P), Caroline Bean (S), Marsha Simpson (D), Steve Marchal (D) and Pat McNamara (D). Executive Reports Report of the President: No report provided. Report of the Secretary: No report provided. Report of the Treasurer: Dana Ferris shares with the Board an overview of monthly income and expense year-todate. See Appendix A. In brief, the report indicates that SLADS has profited $6,109 through October. However, Dana points out that all expenses related to the SLADS Fall Classic have not been recorded and are not reflected in this overview. Consequently, the income/expense numbers for October and the year-totals are effected. Some expenses are outstanding because invoices have not yet been received though they are expected (e.g. photographer, security, MSHA fees), while others have just been paid in the last forty-eight hours and are pending entry into our accounting system (e.g. USDF/USEF Post Competition Fees). Membership Committee: No report provided. Education Committee: Committee Reports L Program/Session A Review: Dana Ferris reviews with the Board income received for the L-Program from registered participants and from Session A auditors. Briefly, a number of auditors appear not to have paid for their attendance, and according to attendance rolls, $595.00 remains outstanding from individuals who were present one or both days of Session A. With regard to participants registered for all three sessions, an outstanding balance of $3450 is still due from those who ve now attended the first session. MOVED by Sarah Szachnieski and SECONDED by Shari Bakker: that the SLADS Treasurer invoice all Session A auditors for outstanding fees due for Session A with Net 15 terms for remitting outstanding balances. PASSED MOVED by Shari Bakker and SECONDED by Kari Felton: that the SLADS Treasurer invoice all L-Program Participants for outstanding fees due for Session A, B and C, specifying that payment is due in full prior to Session B. Participants without fully paid balances will not be permitted to attend Session B or C. PASSED MOVED by Shari Bakker and SECONDED by Kari Felton: that the SLADS Treasurer secure a volunteer to work a registration desk at Sessions B and C, collecting appropriate funds for attendance and obtaining signed liability release waivers prior to entering the event/conference room. PASSED L-Program Session B/C Improvement: Members present inquired among each other about upcoming expenses expected for Sessions B and C. Who is booking travel? Who has the Session Leader s fees-detail? Who has the contract with the hotel for the room and equipment fees? The Board decides to ask Ann Gioia to share with us the agreed upon services and teaching fees as can be expected for the upcoming sessions. Recognizing that Sessions B and C will include half-days both days in a classroom conference setting, the Board considers less expensive lunch options off-site from the hotel. Some discussion reviews bringing bulk sandwich or preparing bulk soups as a more economical food option. Further consideration looks to Pasta House catering and other larger-scale catering options. The Board decides to ask Caroline Bean to investigate economical food options for lunch at the demo-ride location each day of the remaining two sessions. APPROVED November 11, 2016 1 of 4
9 October 20, 2016 The Board then discusses whether it wiser to move Session B s Sunday rides to National Equestrian Center regardless of weather or to allow this option to remain contingent on weather conditions closer to event time. Advantages and disadvantages are named and reviewed. MOVED by Sarah Szachnieski and SECONDED by Kari Felton: that the L-Program Coordinator, Leslie Burket, contact the Session Leader regarding her preference for solidifying the move or leaving it contingent on weather and to share this knowledge with the Board by email. PASSED October Schooling Show: Dana Ferris tells the Board that we currently have a dozen or so rides scheduled for the schooling show on October 29. The deadline for entries has been extended, then, until Monday October 24. Through inquiry, it comes to light that the Board is unaware of the financial commitments made by the Schooling Show Manager to the schooling show judges. Dana is asked to contact Gerri Muldrow for copies of written contracts for Paula Briney (November) and Lisa Holderle (October). Junior/Young Riders Committee: Shari Bakker reports that Alexis Bacon is our Junior/Young Rider for November. She has been working hard and doing a fantastic job. Communications Committee: Website Updated Programming Review: Both Steven and Ann are absent and so information regarding the website updates is limited at this meeting. However, it is indicated that Amy, the web-programmer, is still awaiting required information needed to access the site. Without the information, she is unable to proceed with this project. MOVED by Sarah Szachnieski and SECONDED by Dana Ferris: that Steven Marchal follow up with Amy to see how he may be of help to move forward this website project. Steven is directed to share his findings promptly with the Board by email. PASSED Newsletter: It is reported that we currently have no newsletter editor Kari Felton is seeking a template format that we can use going forward to create the newsletter for expediently. MOVED by Sarah Szachnieski and SECONDED by Kari Felton: that Dana Ferris publish to the SLADS Facebook page soliciting a volunteer to serve as the newsletter editor; the post should indicate interested parties should contact Kari Felton. PASSED Awards Committee: Sarah Szachnieski reports that many people are asking her how year-end awards are being calculated by SLADS. Some discussion clarifies that USEF Reports will be needed for each rider seeking awardconsideration. MOVED by Kari Felton and SECONDED by Shari Bakker: that the Awards Committee have published to the SLADS Facebook and to the SLADS website that SLADS members wishing to be considered for year-end award placements must submit their USEF show record for 2016 to Leslie Burket by November 15, 2016. In addition, the Board directs the Awards Committee to communicate these directions to SLADS members by direct, bulk email. PASSED Recognized Horse Shows Committee: Fall Classic Review: Our Fall Classic show received an unfavorable review from our Technical Delegate Lisa Gorretta. We are still pending an official feedback form from Lisa, but key remarks were summarized by Kari as follows: APPROVED November 11, 2016 2 of 4
10 October 20, 2016 Any warm up rings not being used for the show should display CLOSED signs; else, those rings must be manned by a ring steward representing the Club and ensuring rider/horse safety The prize list for this show indicated we were offering two shows when in fact we offered one, two-day show. Going forward, this must be corrected. The judge at B was set too far back from the ring, and the Club must ensure that the placement of judges complies with USEF/USDF rules and regulations The ride-time schedule needs additional reviewers as the published document included excessive conflicts and/or errors. Judges were scheduled for more than the maximum allowable number of hours on the show site. MOVED by Sarah Szachnieski and SECONDED by Sharon Layeski: that the Recognized Horse Show Committee and the SLADS Treasurer apply for a two-show event at our annual Fall Classic beginning 2017. PASSED It was suggested that, to be successful, our club must have a reputation for organized, timely and thorough communication with both our members and our supervising agencies. We must do more to highlight our strengths and our ability to accommodate needs. Old Business: MOVED by Kari Felton and SECONDED by Dana Ferris: that the Recognized Horse Show Committee prepare and assemble a draft application for the 2018 USDF Dressage Regionals and present this draft for Board review by January 10, 2017. PASSED MOVED by Shari Bakker and SECONDED by Dana Ferris: that the Board directs the Recognized Horse Show Committee to standardize its official contracts by February 1, 2017 for all services involving agreed, unconditional and/or conditional payments for services contracted and/or delivered. This includes services from providers such as but not limited to USEF/USDF judges, photographers, paramedics, farriers, security guards, footing managers, etc. PASSED MOVED by Dana Ferris and SECONDED by Kari Felton: that the Recognized Horse Show Committee issue and obtain executed contracts from all service providers who agree to unconditional and/or conditional payments for services contracted and/or delivered to SLADS beginning immediately. This includes services from providers such as but not limited to USEF/USDF judges, photographers, paramedics, farriers, security guards, footing managers, etc. PASSED MOVED by Dana Ferris and SECONDED by Kari Felton: that the Recognized Horse Show Committee share with the Executive Board copies of all executed contracts from all service providers who agree to unconditional and/or conditional payments for services contracted and/or delivered to SLADS. This includes services from providers such as but not limited to USEF/USDF judges, photographers, paramedics, farriers, security guards, footing managers, etc. PASSED USDF Convention: Kari Felton reports that she spoke with Ann Sushko at Lamplight a couple of weeks ago and told her that we would have a couple of things with the SLADS logo to put in the bags. Region 4 is going to do ear buds for the bags with the Region 4 logo on them. In addition, Kari had the Board review a number of items that SLADS could have included in attendees bags and on the banquet tables. After some group discussion the Board made a decision. MOVED by Sarah Szacnieski and SECONDED by Kari Felton: that Kari Felton proceed with purchasing the following items from www.4imprint.com - Item # 9497-14, Chocolate coins, 2000.35/each; Mardi Gras pens, 550.48/each and Item # 886-H-CC, Holiday Lip Balm Candy Canes, 555.68/each. PASSED Kari reminded those attending of other costs we ve already obligated SLADS to cover: $200 Brody Robertson for the arch and decorating, centerpieces from Amy Comparato. We are using the centerpieces from the June SLADS Festival, but will need a few more. Amy is wanting to cut out the SLADS logo in life size to have as a back drop and photo opportunity. APPROVED November 11, 2016 3 of 4
11 October 20, 2016 On the Volunteer side, Leslie Burket reports that everything is starting to come together. There are, however, some volunteer openings still available. New Business: Appointing Nominating Committee: The Board of Directors was to appoint a Nominating Committee in September. MOVED by Kari Felton and SECONDED by Dana Ferris: that the Board appoint Steven Marchal to the Nominating Committee representing the Board. PASSED The Board must consider Steven s willingness to accept this appointment and, in addition, find a general club member willing to serve on the committee. Dana asks if having a junior would be acceptable and all agree is would be possible should a junior wish to do so. The Board encourages itself to locate a volunteer as soon as possible. As a reminder to all, the Nominating Committee has the duty to determine the open positions on the Board of Directors, as defined by these bylaws and Standing Rules, and to provide to the membership the list of open positions along with their associated duties. The Committee will accept nominations (accompanied with consent of the nominee) from the membership, and notify the Secretary of the persons so nominated at least sixty (60) days prior to the Annual Meeting. In turn, the Secretary shall submit a ballot of nominees to all current members no less than thirty (30) days prior to the last date on which the ballots must be returned. The ballot will list the names of the nominees along with the number of positions open for election. EASP Scholarships: Sharon Layeski indicates that the application forms for the SLADS Scholarship funds has been inaccessible from the website; however, it does appear functional as of this evening. In an effort to be fair to all interested applicants, Sharon proposes a deadline extension for submissions. MOVED by Leslie Burket and SECONDED by Kari Felton: that the SLADS Board extend the deadline for submitting EASP Scholarship applications until December 01, 2016. PASSED MOVED by Dana Ferris and SECONDED by Shari Bakker: that Sharon Layeski coordinate with Membership to communicate by bulk email the deadline extension for EASP Scholarship applications. PASSED Finally, Sharon invites the Board to offer suggestions for judges/evaluators to review the scholarship applications for this year. Leslie Burket offers to send a list of potential volunteers who may serve as unbiased, fair evaluators. With no more new business coming forward, Vice President Kari Felton invites the Board to adjourn. MOVED by Leslie Burket and SECONDED by Dana Ferris: that the meeting be adjourned at 9:11p. PASSED Appendix A: SLADS Overview of Income/Expense by Month for Year-to-Date JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT TOTAL GENERAL INCOME $ 464 3343 476 241 11122 36839 3663 8445 10.316 7979 82889 EXPENSE $ 3710 2321 2099 129 2226 40683 3775 6371 922 14544 76780 EVENT SUM F JUN SS JUL SS LPROG FALL C SPECIFIC INCOME $ 44868 2598 3583 8525 18329 EXPENSE $ 38693 2276 3009 5011 14645* APPROVED November 11, 2016 4 of 4