SWVADA Meeting,
February 20, 2006
Call to Order @ 7:01 PM
Members present: Susan Dallas, Beckie Mitchell, Blanche Mahoney,
Annette Massey Shaw,Pat Nelson, Jeanette Shires, Bob Whitehurst, Sue
Cooper, Rebecca Splan, Sarah Denham, Nancy Stone, Gabi Hooten.
Members absent: Ellen Aiken, Gary Goodale, and Laura Nelson
President’s Report: Susan Dallas
Our meetings are tending to get a bit off-topic and thus lasting longer
than they need so we need to attend to the topic at hand and remember to
be polite.
Educational Sunday yesterday was a great success. Thank you to Ellen and
Jeanette.
Vice President’s Report: Laura Nelson
All judges have been hired with the exception of the June Ride-A-Test.
Secretary’s Report: Jeanette Shires
Beckie Mitchell made a motion to accept the minutes as written. Seconded
by Gabi Hooten. Passed unanimously.
Treasurer’s Report: Blanche Mahoney
Checking Account: $8828.86
Savings Account: $1060.99
CD: $3,000.00
Bob Whitehurst made a motion to accept the treasurer’s report as
written, seconded by Beckie Mitchell. Passed unanimously.
COMMITTEE REPORTS
Adult Camp 2006: Laura Nelson
Laura was not present but wanted to report that SWVADA did receive a
$1,000.00 grant from the Dressage Foundation. This grant will allow for
a reduction in fees for camp.
Clinics/Education: Annette Massey-Shaw/Gary Goodale/Laura Nelson
Annette has typed up guidelines for the April 8th Ride-A-Test. They will
be posted on the website and included in the omnibus.
Annette is working on finding instructors for 3 smaller clinics to be
run over this year (2006). The clinics will be for riders and auditors.
Educational Sunday: Ellen Aiken/Jeanette Shires
There were just over 200 people including volunteers attending
throughout the day.
Ellen and I have already started working on speakers/topics for next
year: Acupuncture and chiropractics joint session, in-hand showing,
wound care and healing.
Jeanette Shires made a motion to donate, for the year 2006, $300.00 to
the VT Equestrian Club for their support and use of the facilities.
Motion seconded by Bob Whitehurst. Motion passed unanimously by board
members present.
Jeanette Shires made a motion that should we receive funding from the
VHIB for Educational Sunday that the money can be used to pay speaker
honorariums and/or travel expenses for all persons contracted to speak
and also facility donations as needed. Amounts to be determined by
Educational Sunday Chairpersons. Seconded by Beckie Mitchell. Motion
passed unanimously by board members present.
Equipment: Bob Whitehurst
Bob is currently inventorying the boxes of concessions supplies in the
trailer.
Green Hill Park: Bob Whitehurst
Ring three now has footing in it.
2 more barns have been delivered bringing the total up to 12 stalls. GHP
is working on a manager’s guide for the use and cleaning of the barns.
The cost of dragging the arenas as requested turned out to be more
expensive than predicted so GHP is returning to the original plan of
dragging the rings on the first and third week of the month. Bob has
volunteered to drag for any SWVADA shows that do not fall on the 1st or
3rd week. Thank you Bob!
Hospitality: Blanche Mahoney
Banquet has been re-scheduled for March 11th. We are not allowed to
change numbers so please everyone come!
Membership: Pat Nelson
2006 memberships are coming in. Currently we have 106 members. Last year
we had 130 in total!
Those people who renewed before February 14th, 2006 have already had
their information forwarded to VADA and thus USDF. From now on they will
go once a month to USDF.
Points/Awards: Ellen Aiken
Ellen not present at meeting.
Awards: Gabi Hooten, Sue Cooper, Rebecca Splan, Jeanette Shires
Changes have been made in awards offered and qualifyication scores for
2006 and will be in the new omnibus. Below are the changes the board
approved:
2006 Awards, Part A
Schooling Show Awards
Introductory, Training, First and Second Levels
- Each horse-rider
combination must have a minimum of six (6) scores of 58% or higher,
from three (3) different schooling shows recognized by SWVADA.
- Scores must include two (2)
tests from the highest test of the level ridden and must be 58% or
higher to qualify for Championship Horse of the Year.
- Scores must be from at
least two (2) different judges.
- Scores earned under a USDF
L Graduate will count.
- Scores from Recognized
Shows will not count in the Schooling Division.
- Determination of Awards:
the MEDIAN of the five (5) highest scores out of the six required
will be used to determine awards. The median must be 58% or higher
to qualify. Ties will be decided by the MEAN (average) of the five
highest scores. Up to six (6) placings will be awarded.
Musical Freestyle (Training,
First and Second Level)
- Each horse-rider
combination must have a minimum of three (3) scores of 60% or higher
from two (2) different judges, at two (2) different schooling shows
recognized by SWVADA.
- Each horse-rider
combination must also submit two (2) of non-freestyle scores 58% or
higher from the highest level of the test, or any test at the
next-highest level.
- Scores earned under a USDF
L Graduate will count.
- Scores from Recognized
Shows will not count in the Schooling Division..
- Determination of Awards:
the MEDIAN of the three (3) scores required will be used to
determine awards. The median must be 60% or higher to qualify. Ties
will be decided by the MEAN (average) of the three scores. Up to six
(6) placings will be awarded.
Beckie Mitchell made a motion to
accept the changes as written. Seconded by Pat Nelson, passed
unanimously by board members present.
A second motion was made to divide the schooling show division into
open, adult amateur and junior/young rider by Nancy Stone . It was
seconded by Rebecca Splan. Motion passed with three abstentions-Jeanette
Shires, Blanche Mahoney, and Pat Nelson, two nay votes-Bob Whitehurst
and Beckie Mitchell. As president, Susan Dallas did not vote but was
opposed to the motion.
2006 Awards, Part B
Recognized Show Horse of the Year Awards
At Training, First and Second Levels, separate awards will be given in
two divisions: a) Open, and b) Adult Amateur/Young Rider/Junior Rider.
For the purposes of this award, ‘Adult Amateur’ (AA) riders are those
who meet the criteria set by the USEF for Adult Amateur status.
Young/Junior riders (YR/JR) are eligible if they are aged 21 years or
less at any time during the calendar year in which they compete. When
submitting scores for year end awards, AA riders must sign an affidavit
stating their amateur status according to USEF rules on the score sheet.
YR/JR riders must submit birth date. NOTE: It is the responsibility of
the AA/YR/JR rider to submit evidence of AA/YR/JR status; otherwise,
they will automatically be entered into the Open division.
Gabi made the above motion. It was modified to read: At training, First
and Second Levels, separate awards will be given in 3 divisions: a)
Open, b) Adult Amateur, and c) Junior/Young Rider. Seconded by Pat
Nelson. Passed unanimously by board members present.
Training, First, Second, Third and Fourth Levels, FEI ( PSG, I1 I2,
GP)
- Each horse-rider
combination must have a minimum of four (4) scores of 58% or higher,
from open (not breed- restricted) shows recognized by USDF/USEF.
- Scores must be from at
least two (2) different judges, from at least two (2) different
shows, two(2) different rides.
- One (1) score must be from
the highest test of the level ridden and must be 58% or higher to
qualify for Championship Horse of the Year.
- Scores from Schooling Shows
will not count in the Recognized Division.
- Determination of Awards:
The MEDIAN of the three (3) highest scores out of the four required
will be used to determine awards. The median must be 58% or higher
to qualify. Ties will be determined by the MEAN (average) of the
three highest scores. Up to six (6) placings will be awarded.
USDF Musical Freestyle (from
USDF levels; First through Fourth)
- Each horse-rider
combination must have a minimum of three (3) scores of 58% or higher
from two (2) different judges, from two (2) different open (non
breed-restricted) shows recognized by USDF/USEF.
- Scores from Schooling Shows
will not count in the Recognized Division.
- Determination of
Awards: the MEDIAN of the three (3) scores required will be used to
determine awards. The median must be 58% or higher to qualify. Ties
will be decided by the MEAN (average) of the three (3) highest
scores. Up to six (6) placings will be awarded.
FEI Musical Freestyle (from
I1 and/or GP)
- Each horse-rider
combination must have a minimum of three (3) scores of 58% or higher
from two (2) different judges, from two (2) different open (non
breed-restricted) shows recognized by USDF/USEF.
- Scores from Schooling Shows
will not count in the Recognized Division.
- Determination of Awards:
the MEDIAN of the three (3) scores required will be used to
determine awards. The median must be 58% or higher to qualify. Ties
will be decided by the MEAN (average) of the three (3) highest
scores. Up to six (6) placings will be awarded.
Beckie Mitchell made a motion to
accept the changes as written, Pat Nelson seconded. Motion passed
unanimously by board members present.
2006 Awards Part C
FEI 5 & 6 Year Olds (one award)
Each horse must have three (3) scores, from two (2) different open (not
breed-restricted) shows recognized by USDF/USEF, and from two (2)
different judges.
- A minimum median score of
6.0 is required to qualify.
- Up to six (6) placings will
be awarded.
Gabi made a motion to accept the
above as written, seconded by Rebecca Splan. Motion passed with 2 nay
votes.
Recognized Show: Jeanette Shires, Bob Whitehurst
Bob and Jeanette are going to meet on Wednesday to get things going.
Show has been recognized by USDF and USEF.
Public Relations: Pat Bevan
1. PR Item
Basic membership analysis for 2004-06
Results
As of 02/19/06 30 members from 2004 did not renew for 2005 or 2006.
Eleven of these individuals were new members in 2004.
As of 02/19/06 49 members from 2005 did not renew for 2006. Twenty-three
of these individuals were new members in 2005.
As of 02/19/06 there are 14 new members that have joined SWVADA in 2006.
Planned Further Action by Pat Bevan
Contact all members who did not renew for 2005 and 2006 to see if they
wish to renew membership. Obtain information if possible on why they
chose not to remain members.
Addendum:
The Board suggested that a list of non-renewed members be circulated to
the board members prior to their being contacted, so that the board can
add notes regarding what they may know as to why individuals may not
have renewed. Pat Bevan will send said list to each board member prior
to the next board meeting so they have time to add comments prior to the
meeting. Then at the March board meeting the lists will be collected.
Based on the board members comments, Pat Bevan will send an email to
appropriate non-renewed members asking them if they wish to renew and if
not if they would be willing to give their reasons for not renewing (all
comments to remain anonymous to the board). Finally, Pat Bevan will
follow up with phone calls to any individuals not responding to the
email. A report of these activities will be made to the board when
completed.
Recommendations for 2006-2007
Ideas for improving membership numbers
1. Identify young riders and try to do some special things with them.
Use membership renewal to identify them.
2. Keep track of new members and try to get them involved during their
first year; also ask them why they joined.
3. Contact members who have not renewed and ask them to relay why they
chose not to remain SWVADA members.
4. Keep track of members’ involvement in activities and give information
to PR chair: for example members who attend and compete in shows and
attend banquet, how many respond to surveys, how many vote in elections.
Use this information to consider ideas for increasing and sustaining
membership numbers and membership participation.
5. Obtain more information on individual members and keep this on file
with membership. Use this information to contact people to ask for
volunteers for various SWVADA events and duties.
2. PR Item
2006 Educational Sunday
Results
Event information posted on SWVADA website.
All SWVADA members reminded of event via email sent one week prior to
event.
21 barns received full-color flyers, either hand-delivered or emailed.
18 businesses received full-color flyers, either hand-delivered or
emailed.
20 horse organizations received detailed email asking that members be
notified of event.
16 news publications (including papers, websites, and TV stations)
received email containing a short article asking that the event be
published in/on their venue.
Of note: The Virginia Horse Journal published a nice article in
the "Newsworthy" section of their magazine.
Planned Further Action by Pat Bevan
Prepare copy and images for SWVADA web site.
Prepare copy and images for Virginia Equestrian website.
Inquire about submission of article to following venues:
US Dressage Federation Region I Website
Dressage Today
USDF Connection
Virginia Horse Journal
Recommendations for 2007
Increase the number of barns, horse organizations, businesses and news
publications that receive press by getting input from board members.
3. PR Item
2006 SWVADA event calendar
Results
Planned Action by Pat Bevan
Receive electronic version of calendar as soon as it is approved.
After receive calendar:
Post on all appropriate websites.
Send to appropriate horse organizations and publications.
Post in barns.
Recommendations for 2006-2007
4. PR Item
2006 Recognized Show
Results
Planned Action by Pat Bevan
Upcoming meeting with Jeanette to discuss all aspects of PR for event.
Design flyer for show to try to gain more entries, especially at the FEI
level (suggested by Beckie Mitchell).
VADA: Susan Dallas, Sarah Denham, Laura Nelson, Jeanette Shires
VADA meeting was cancelled due to snow. Has not yet been rescheduled.
This year’s omnibus will be mailed.
Video Library: Gabi Hooten
New videos are in. Getting the information to Frances to add to website
list.
Requested a membership list for the video library so when at shows we
can verify membership before loaning videos.
Old Business:
Schooling Shows: April - Harriet Keys has agreed to manage and
Susan Dallas will secretary. The judge is Beckie Mitchell
April Ride-A-Test - Will have entry in the omnibus. Beckie will check
and see if she has an old one to send electronically to Rebecca for
omnibus
New Business:
I. Sarah Denham has agreed to chair the Junior/Young Rider Committee.
Nancy Stone has agreed to join her on the committee.
II. Omnibus is in the works, hopes to have published in 2 weeks.
III. VT is offering a Sport Horse Breeding Internship for Spring 2006.
Internship has 2 positions one for a VT student and the second open to
all applicants, may be a second VT student. Students will learn about
breeding operation and breed showing at VT and other local farms. Will
try to go to Dressage at Lexington with students to show young stock.
Looking for donations to help defray costs of showing and travel to
other breeding facilities.
Respectfully submitted, Jeanette Shires, Secretary
Next meeting: Monday, March 20, 2006 At Hollywood’s near Hollins
University
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