January 19, 2008

ESQHYA Meeting Minutes

Renaissance Marriott

 

The meeting was called to order at 11:06 A.M.

 

All officers and directors were present.

 

The previous meeting minutes were read and approved.

 

Currently the treasury has $13,874.28.

 

Guest speaker, Brian Egan, from PA State University came in to discuss programs offered at the college and to recruit youth for their equestrian team.  He left brochures and will be giving a presentation later. 

 

 

Committee Reports:

          -AWARDS: Year-end awards have been purchased and arrived.  The committee remained within budget for all awards.

 

          -BUDGET: Ed Brenkus came in to present the budget and answer questions.  Ed asked for a clarification of the funding procedure qualifications.  Missie Butler explained that AQHA is allowing each state to send four individual state qualifiers per event to the world show, the congress is remaining at two.  Amount given for funding will be determined based on the evaluation of the club financials by Missie Butler (AQHA Advisor) and Ed Brenkus (Finance Committee) and will be done further into the year. 

 

After discussion of the budget for 2008 which currently shows a deficit for 2008, Nicole Thomas made a motion to table the budget approval until next meeting and was seconded by Megan Hunsinger. 

         

-COMMUNITY SERVICE: Toys for Tots were collected at the December meeting.

 

 

Old Business:

Bylaws:

          -ARTICLE XI: AQHYA WORLD SHOW TEAM

           SECTION 1: Team Members

           ESQHYA may send four youth per World Show event as state qualifiers in addition to its national qualifiers.  It is ESQHYA’s goal to fill as many of those state spots as possible from its existing membership as of May 1 of that calendar year.  This will be accomplished per SECTION 3: State Qualifying Requirements and SECTION 2: State Qualifying Chart. 

The motion to pass the bylaw change was made by Erica Wilson and seconded by Tess Arnone.  

 

          -ARTICLE XI: AQHYA WORLD SHOW TEAM

           SECTION 5: Funding Procedure

           ESQHYA will pay entry fees and stall rentals for all World Team members.  In order for a national qualifier’s stall and entry fees to be paid at the Worlds Show by ESQHYA, that qualifier must be an active member in good standing of ESQHYA, attend three meetings by July 1, participate in fundraising, work hours at shows, participate in the community service and show in at least one Youth Show.  Additionally, such costs as costumes for Parade of States, fan rentals, and other general expenses will be covered dependent on ESQHYA’s financial conditions.  All of the aforementioned items will be given first priority in the funding process and will be subtracted out of the approved amount before individual funding begins. 

          The motion to pass the bylaw change was made by Jordan Edwards and seconded by Nicole Thomas.

 

Auction Donations: Hopefully everyone managed to collect items for the auction.  There are sheets that need to be filled out for each item, neatly and completely.  Make sure your name is on the sheet.  A few youth are needed to stick around and watch, since the hotel does not offer security.  Mrs. Tousley has brought thank you cards to be filled out for each vendor that donated.  The live auction will start at the silent auction’s highest bidding price. 

 

 

New Business:

Committee Assignments:

          -AWARDS: Rebecca Allen (Laurie Allen)

          -BUDGET: Zac Clark (Linda Wendt)

          -BY-LAW: Officers (Advisors)

          -COMMUNITY SERVICE: Alexandria Mahaffy (Mrs. Mahaffy)

          -CONGRESS: Hilary Huttleston (Debbie Huttleston)

          -FUNDRAISING: Tess Arnone and Mikayla Taylor (Patty Arnone)

          -HORSE SHOW: Officers (Advisors)

          -JUDGING: Tyler Stienhilber (Linda Wendt)

          -PUBLIC RELATIONS: Jordan Edwards (Advisors)

          -WORLD SHOW: Lauren Tousley (Wendy Tousley)

 

 

 

Horse Shows:

          -Regina Kernan has offered to solicit local hotels (near the state fairgrounds) for a horse show rate.  A motion to have Regina Kernan contact local hotels for a horse show rate was made by Jordan Edwards and seconded by Mikayla Taylor. 

         

          -A trail designer is needed for the shows, suggestions of Jeff Steer who has done it for the past two years, Gary McAllister, and Jim Ferrell were made.  A previous suggestion was to keep it within the club. 

         

          -AQHA has recently added more green classes, Western Riding, Western Pleasure, Hunter Under Saddle, and Trail.  A motion to add these classes into our show class list was made by Rebecca Allen and seconded by Nicole Thomas.

 

          -The Palomino organization has approached the youth club in regards to adding a few Palomino classes to the show class list, thus the possibility of adding entries and profit.  A motion was made to add the Palomino classes by Erica Wilson and seconded by Megan Hunsinger.  

 

          -The Central New York Reining Horse Association has approached the youth in regards to running dual approved reining classes with added money at our shows.  The added money would be provided by CNYRHA and the youth would profit $12.50 per class plus a $15.00 horse fee.  The motion of dual approving the reining classes at our shows was made by Nicole Thomas and seconded by Erica Wilson. 

         

          -A photographer is needed for our shows, suggestion of Creekside Photography who has worked with us the past few years, and Bear Paw Graphics were made.

 

          -A special event for the July youth show was discussed.  A motion to hold a special event pending AQHA’s approval was made by Lauren Tousley and seconded by Cassie Hall.  A noon start time was recommended. 

 

          -Larry and Charlotte have created a website specifically for their show management.  They would like to put the youth shows on the webpage so stall reservations and entries would be more convenient.  A motion was made to put our shows on Larry and Charlotte’s website by Nicole Thomas and seconded by Haley Duell. 

         

          -Class fees need to be discussed as well as class awards and highpoints but due to time they will be tabled until next meeting. 

 

          -A point keeper is needed for the youth club, a suggestion was made to ask Regina Kernan as she has done it in years past. 

 

          -The hand blown glass bowl generously donated by Mr. Carson will be raffled off.  The tickets are $5 a piece and we are selling 200 tickets total.  Please see Missie Butler for tickets.

 

          -AQHA is again doing the truck raffle at the Youth World Show.  A motion was made to sell the Ford truck raffle tickets by Allison Schaffer and seconded by Tess Arnone.  It was decided to get 500 tickets.  Tickets will be available in bundles of ten and you must pre-pay for them. 

 

A motion was made to adjourn the meeting at 12:56 P.M. by Megan Hunsinger and seconded by Nicole Thomas.