Eastern Shore Short Circuit Horse Show Association

General Meeting Minutes

March 10, 2009

 

 

 

Present:  Pat Gorman, Chris Reeder, Karen Clark, Marie Fox, Gary Fox, Sheryl Foley, Christian Flournoy, Laura Flournoy, Stephanie Heideman, Joan Lingen, Melinda Tiesketter, Nancy Bisker, Michelle Surran

 

I.                   Call to Order

II.                Secretaries Report

a.       The minutes were approved, with the amendment Joan Lingen was present at the February meeting.

III.             Treasurer's Report

a.       An amended February report was submitted, correcting an error in the beginning balance due to a $50 check written 12/31/08 inadvertently excluded from the January treasurer's report.

b.      The March report and budget update were distributed. There was a previous balance of $11,372.83.  Disbursements were made for postage, year end awards, porta-potties, ribbons and miscellaneous expenses.  Deposits were made for membership, banquet funds, miscellaneous funds and interest leaving a current balance of $9,392.88

VI.              Old Business

a.       Budget Committee Report - Tammy James

                                                               i.      Karen, Julie and Tammy are on the fundraising committee.

                                                             ii.      For the first time in many years, the 2008 Banquet did not make the association money.  In fact, it lost $240.53. 

                                                            iii.      Tammy suggested setting the ticket price to cover the cost of decorations as well as the food, DJ and facility.  The horse shows should cover the cost of the end of year ribbons and prizes.  She estimated the shows would need to net $2600 each to pay for the end of the year prizes - meaning basically there should be an average of 8-9 participants in each class.

                                                           iv.      Another suggestion was to have a volunteer DJ. 

                                                             v.      Some people were unhappy with the quality of the food.

                                                           vi.      A suggestion was made to look at alternative facilities.  Options were the Elks Lodge in Nelsonia and the Country Club in Melfa.

                                                          vii.      Fundraising:  The committee provided a list of possible fundraising ideas.  The group liked the idea of selling Sportsmanship Armbands for $7 each at the ESSCHSA shows.  Also, holding a raffle for "dinner out for a week".  Hopefully seven restaurants would donate dinner for two.  Tickets would be sold for $10 each.  The restaurants would receive a free ad in the ad book.  They would also receive recognition on posters and in radio advertisements. A maximum of 150 tickets will be sold.  Both the raffle and sportsmanship awards fundraising ideas unanimously passed.

b.      PR Committee Report - Chris Reeder

                                                               i.      Chris offered to update the ESSCHSA website.  Suggestions were to include the minutes and other documents in non-downloadable formats.  Additional show photos would also be nice to include.

                                                             ii.      Joan Lingen noted currently, there is a contract with a company called Fat Cow that only cost around $75 per year. There is $150 in the budget for the website.  Chris will contact Julie for more information regarding how it is set up.

c.       Show Committee Report - Amy Hartman

                                                               i.      Michelle Surran reported Amy Hartman resigned her position due to medical reasons.  She provided all forms and an updated mailing list and membership list for whoever would be taking over the Show Chair position.  Michelle Surran will assume responsibility for recording membership forms.  They will originally go to Tammy James who will deposit the money and mail the forms to Michelle.

                                                             ii.      Michelle provided information regarding the Eastern Shore Health District and concessions stands.  Concessions stands should be inspected by the health department.  This information will be supplied as part of the show packets and to anyone who runs the concession stands for them to follow-up with.

                                                            iii.      Show Dates:

1.      May 2 - ESSCHSA Queen Hive

2.      June 6 - 4H Pony Pines

3.      June 13 - ESAR - Laura Flournoy

4.      July 18 - ESAR - Laura Flournoy

5.      September 26 - Queen Hive

6.      October 3 - Medals at In Remembrance Farm

                                                           iv.      Laura will think of possibilities for replacements for the Show Chair position by the end of next week.  Anyone who would like to volunteer or has suggestions should contact Laura.

d.      Banquet

                                                               i.      Discussion regarding the banquet was tabled until the next meeting.  Laura Flournoy will contact the Country Club regarding prices.  Pat will ask Amy to look into other alternative locations.

 

IV.              New Business

a.       Michelle will email Laura the Rules Book.  Copies will not be provided to members this year, in an effort to conserve paper.  They can be downloaded from the website.  Laura will print a few copies and give them to Nancy Bisker to join in order to provide them to show mangers, stewards and judges.

b.      The group discussed having an ad booklet or a directory.   It was decided to have another directory, available by the second show.  Laura will contact Alyssa Bishop to see if she will take responsibility for coordinating the ad sales.

V.                 Adjournment - The meeting was adjourned at 9:04 p.m.

 

Next meeting:  April 14, 7:00 p.m., Pat Gorman's house, Nassawadox.

 

Directions:

From North: Travel South on Rt. 13 until reaching the Nassawadox stoplight.  Turn right onto Rogers Drive.  Continue about ½ mile.  Turn left on Branch Lane (gravel driveway in between Williamsburg style white house & large brick house). 

 

From South: Travel North on Rt. 13 until reaching the Nassawadox stoplight.  Turn left onto Rogers Drive.  Continue about ½ mile.  Turn left on Branch Lane (gravel driveway in between Williamsburg style white house & large brick house).