March 2008 Minutes

Introductions and Welcome

Notified by one judge of a change in fees.

Correction to February 2008 minutes: There were 21 vendors at the tack sale at Educational Sunday (not 31).

Minutes accepted as corrected.

Work on Camp is progressing with no problems to report.

Entries for Fix A Test have not started coming in yet. Volunteers are needed for ring set up.

Rings will remain set up for use by Pony Club on Sunday. Pony Club will be responsible for taking rings down.

Discussed priorities for clinics. Decided that first preference will be given to members who have completed their volunteer hours.

Discussed use of VADA grant of $1200 ($600 must be used this year; remainder can be rolled over to 2009). Will use $300 toward expenses for each of the two scheduled clinics. Will decide later on the use of the remaining $600. Susan Dallas will make the application to VADA.

Discussed allowing private/individual vendors space for displays. Decided such vendors will be allowed but must pay a fee in advance. (No charge for 501.C3 organizations.)

Rebecca will investigate getting a Southern States sign to be displayed at events (in keeping with our agreement re: refund for SS product labels). REMINDER: Turn your Southern States labels in to Laura Nelson. These fund our video library.

Work progresses with no problems to report.

Pat reviewed the process of sending memberships to VADA/USDF. These are sent on a monthly basis and take some time to process. It is best to pay dues at beginning of membership year, which is December.

Should be in mail next week.

Ribbons and rosettes have arrived. Additional will be ordered on an as needed basis.

Awards Committee met on 12 March 2008. Board members were sent a summary of the conclusions and recommendations of the committee composed of Susan Dallas, Gary Goodale, Robin Jones, Blanche Mahoney, Rebecca Splan. The recommendations will be decided on after further discussion and would not be in effect until 2009.

Susan discussed developing an awards program for volunteers similar to the system used by VADA. Will investigate how to implement.

The scheduled work day was postponed due to weather. New date not set yet.

Bob will send a check for the donation funds raised by the silent auction.

Discussed sale of food during shows; Cheryl will report on at next meeting.

Bob reported on his investigation of cones to be purchased. VOTED to purchase the large sized cones.

Discussed some of the problems encountered and possible solutions. Need to address how to post events, etc. in a timely matter.

Rebecca volunteered to teach a class on posting material on the web.

VADA has taken steps re: obtaining D&O insurance. Forms have been sent to the chapters and VADA will pursue how to obtain insurance that is affordable to chapters.

SWVADA insurance will NOT cover organized trail rides.

Carlee Howe shared information on the equestrian program which VA Western Community College is hoping to develop.

Reminder of the Sporthorse Handling Seminar at VA Tech on April 19. Contact Rebecca Splan for information.

Agreed to assist in the handling of funds for a proposed scholarship fund for West VA juniors.

VOTED to allow half chaps at schooling shows.

NEEDED: Secretary for July show and Manager/Secretary for the October show.

Thanks to Blanche for the St. Patrick's Day dessert!!