Minutes of the October 8, 2007 SSHBEA Board of Directors Meeting

 

            At 7:04P.M. on October 8, 2007 , Bob Wright called the SSHBEA Board of Directors meeting to order and asked Janice Higgins to call the roll.  All were present except Dan Meyer, Maude Hopkins, & Dickie Gardner who had notified the office of their absence and Kasey Kesselring who had not notified the office.  Next Janice Higgins read the minutes of the last meeting, Sis Osborne made the motion to approve them as read with 2 typo corrections, Freda Bullard seconded, motion passed.

 

            Next Bob turned the meeting over to Cindy Haley and Tammy Coffman for a presentation of a change/renewal of Cindy’s contract for 2008 that Cindy had passed out at the September meeting.   Tammy had her laptop set up with an electronic news-letter form where she works.  Tammy voiced several benefits that an electronic new-letter would give SSHBEA, i.e. we could have banner ads from places like Bedford Tack etc. with special sales of the month offers, as well as catering to our corporate sponsors, to help promote 1 night shows and would save on postage.  The proposal met with many questions.  Mr. Herring stated he thinks Cindy’s proposal is a good one, but would like to have #’s from 2007.  Sis Osborne made the motion to adopt the proposal of Cindy doing the Spring & Fall programs and Deedy doing the magazine.  Motion died due to lack of a second.  Tammy offered to bring in facts & figures to the next board meeting, set up a news-letter and bring in examples of websites if the board would be willing to really look at what she brings in.   Kim McMahan asked how many programs do we actually sell.  We order 300 and maybe sell 80 and it cost approximately $6,000 to print ($18 each in 2006).   If we did not do a program, what could be done – Cindy said we could put the sponsors on the electronic news-letter.  Janice Higgins asked could we not have a big screen TV at the spring & fall shows and have this electronic news-letter with the sponsor’s ads running continuously.   Janie Rowland made the motion to table all of this until the November meeting and Tammy brings in more info, Mark Cutlip seconded, motion passed.  Roy Franklin reminded the board we don’t need to let this go too long, due to the fact that all businesses have their budget set at the 1st of the year and asked to not forget about the electronic news-letter. 

 

 

            Bob Wright reported the Ohio SSHBEA group has voted to man the booth and do a demo at Equine Affair in 2008.  They have asked for $500.  After discussion, Ronnie Sapp made the motion go ahead and pay our deposit to Equine Affair and to approve the $500, Freda Bullard seconded, motion passed.  Eleven voted in favor, 2 voted against and 2 abstained.  Ed Conley and Chris Stratton are the president and vice-president of the Ohio SSHBEA group.  Roy Franklin asked that it be noted that we have added another $200 to what was formally voted on to give people representing SSHBEA at horse fairs and the $500 be pending on the demonstration. 

 

            Bob Wright reported the judges committee met tonight and will meet again Thursday night to go over the judges cards from the fall show.   Bob asked if you have strong feelings about what our judges should be looking for our horses to do, to please put it in writing for the judges committee. 

 

            Bob Wright reported the he filed a charge today on a registration violation and it will go to the hearing committee.   

 

            Next Bob Wright asked what everyone thought about when our ballots should be received – in the past we have always used a postmarked by date only.  After much discussion Sis Osborne made the motion that the ballots must be in the CPA’s office 15 days after November 30 which is the postmark date we use according to our by-laws.  Janie Rowland seconded, motion passed. 

 

            Aaron Crafton presented the Financial Report.  We are in the red this month but we have a lot of program income outstanding. And this does not count any corporate sponsors.   But we are setting at $23,200, and even with the 2 big hits of write-off we are still going to reach our projected income for November & December he thinks.   A definite count has not been made, but looks like we were 16 entries short of 2006 at the Fall Show.  Freda Bullard made the motion to approve the Financial Report, Kim McMahan seconded, motion passed.

 

            Aaron Crafton reported on the teleconferencing, all avenues were very expensive ($4.+ and$7.+ per minute) except he did not get a price on the web casting.  He thinks we should spend our money getting our documents computerized and on diskettes and put into a lock box.

 

            Mr. Herring wanted the board to know that he is not supporting the petition for the roan/sabino horse.  

 

            Mr. Herring also says he has sat and watched the shows for the last 5 years.  His observation is that the Trail Pleasure horses has not had the recognition that the performance horse has.  He thinks it is a fast growing segment of SSHBEA.  He presented a resolution asking that the WGC Trail Pleasure owner/rider be offered the back cover of the WGC issue of the magazine.  Their picture be displayed at the office.  And a page be added to the Fall Show Program listing the current and past WGC Trail Pleasure horses.  (see attached).  The fact that this would be leaving the Lite Shod horse out was brought up.  Also the board was made aware that the front covers of the magazines are sometimes spoke for several months in advance.  Janie Rowland suggested displaying pictures of the 4 current WGC’s in the foyer and moving the older pictures to the board room walls.   Mr. Herring would incorporate Janie’s suggestion in the second part of his resolution.  It was also brought up that there will be  WGC’s of the Country Trail Pleasure and Traditional Trail Pleasure.  Lite Shod would be added and the magazine pages offered subject to availability.  Doug Herring made the motion to pass his resolution with the changes, Ronnie Sapp seconded, motion passed. 

 

            Cindy Haley brought up some things that happened at the fall show that were not ethical or approved behavior.  Janice Higgins, Tamara Sullivan and Kim McMahan also witnessed other similar issues.  Bob is to file charges on the people involved with statements form the above board members.  Tamara has her issue she was involved in on video.  Dickie Gardner had potential new SSHBEA customers/members that witnessed some of the happenings.  These potential new people decided they didn’t want to be involved with SSHBEA.  All the board members signed a statement to back Bob in filing these charges.    Don Woodson asked Bob about the person that verbally attacked him.  Should he not file a charge on that person also.  Freda asked what could be done to the judge that tied the horse that did not canter on the 1st Sat. night 5 & over class (class 36). 

 

            Patrick Thomas was recommended to be upgraded to Master Judge by the judges committee.  Kim McMahan made the motion to approve him, Cindy Haley seconded, motion passed.

 

            Sis Osborne made the motion to adjourn, motion seconded and passed.

 

Present for the Meeting                            Not present – notified office of absence

Bob Wright                                                     Dan Meyer

Janie Rowland                                               Maude Hopkins

Janice Higgins                                              Kasey Kesselring

Aaron Crafton                                                Dickie Gardner

Roy Franklin

Cindy Haley

Ronnie Sapp                                                 Guest:

Michelle Bailey                                              Andy Hagewood

Tamara Sullivan

Doug Herring

Freda Bullard

Sis Osborne

Mark Cutlip

Tammy Coffman

Don Woodson

Kim McMahan