Dated Mar. 19th, 2007. Read 218 times. 0.5 readers daily.
Next Meeting: Monday, 19 March 2007
The regular monthly meeting of SWVADA was held on Monday, 19 February 2007 at Hollywood's in Hollins, VA. President Susan Dallas called the meeting to order at 7 PM. Board Members Present: Ellen Aiken, Susan Dallas, Sarah Denham, Gabi Hooten, Gary Goodale, Blanche Mahoney, Annette Massey-Shaw, Laura Nelson, Pat Nelson, Jeanette Shires, Nancy Stone, Bob Whitehurst. Board Members Absent: Robin Jones, Beckie Mitchell, Rebecca Splan. Members/Guests Present: Janet Brown, Ginger Edwards.
President's Report: Susan Dallas
In an effort to expedite business, committee chairs have been asked to send reports in advance of monthly meetings via email. Thanks to those who responded!
A letter from the Virginia Horse Center has been received thanking SWVADA for its generous donation of funds from the Silent Auction and the First Level, Test 1 Benefit Classes at our schooling shows.
Vice-President's Report: Laura Nelson
Most of the contracts with officials for shows/clinics have been returned. Still waiting on some.
The trophy SWVADA is donating for the State 4H Show has been decided on. It is for the Dressage Seat Equitation Champion. Laura will order. Other chapters have donated trophies for other classes.
Secretary's Report: Gary Goodale
Requested that all reports, etc. be identified with dates that include the year.
VOTED to accept the January minutes as submitted.
Treasurer's Report: Blanche Mahoney
The Annual Budget, prepared by Blanche Mahoney and Ginger Edwards, was presented for review. Ginger gave an overview and explained items. The budget was based on requests submitted by committee chairs. Where no requests were submitted, the 2007 budget was based on last year's expenditures. A careful review and discussion followed. Some adjustments were made.
VOTED to approve Annual Budget with noted changes. (If desired, a copy of the Budget can be obtained from Blanche Mahoney.)
Insurance: Annette Massey-Shaw
Annette presented a detailed report of our insurance status and needs.
Current coverage is NOT a participant policy. It covers spectators. Currently we have no liability coverage for Directors and Officers.
Insurance is a growing concern and is becoming quite expensive. The most pressing issue at the moment is that of acquiring D&O (Directors and Officers) insurance. VADA is hoping to help the smaller chapters with the expense. Annette explained why it is necessary to carry this kind of insurance. She has investigated with various companies. VOTED to acquire D&O insurance. Will probably cost approximately $800. Annette will proceed with acquisition.
Educational Sunday: Ellen Aiken/ Jeanette Shires
Reviewed flyer that has been prepared for distribution.
Cindy Sydnor will be unable to make a presentation. Explored other possibilities with no success.
Decided to end program one hour earlier. Change will be posted on web site.
If weather is a problem, notice will be posted on web site.
Camp/Clinics: Annette Massey-Shaw/Laura Nelson
Susan reminded Board that we do have a VADA grant to be used for educational purposes. The total (from last year and this year) amounts to $2200. $1600 of that amount MUST be used this year or we will lose it. Several possibilities for clinics were discussed and will be investigated.
A seminar with Judy Westenhoefer reviewing/explaining the 2007 USEF Dressage Tests is being planned. Possible date is Sunday, April 15. The Salem Civic Center might be a possible location. SWVADA will provide refreshments. More info forthcoming!
Gabi Hooten and Nancy Stone have volunteered to plan/organize a clinic for 2008.
Kudos to Sarah Denham for the great success of the Young Riders Clinic held at VA Tech.
Laura reported that the dates for 2007 Adult Camp will be September 7-9 at Fancy Hill Farm. Cost to campers expected to be the same or a little higher this year.
Licensed Show: Nancy Stone/ Bob Whitehurst
All officials for the show are in place.
Reviewed items re: ribbons, fees, etc.
Bob is working with the new software and thinks it will be a good tool. He will have a computer and printer for use at the show. Bob volunteered to work with anyone interested in learning the Fox Village Software Program.
Bob agreed to “house” the yearly ribbons; Becky Cairns will order.
Website: Nancy Stone for Sean Pecor
Explained some aspects in the works for web site. Trying to make very user friendly. Some changes are in effect; others due soon.
Nancy will serve as the web site liaison. For now, continue to send all info to Susan Dallas.
Decided to add a Local Events link that will list any horse related activities in the area.
Almost ready for publication. Gary will do a final proofing.
Green Hill: Bob Whitehurst
Green Hill was very appreciative of the donation made by SWVADA with funds from the silent auction. Susan will receive a letter so stating.
VDOT has begun construction of the new park entrance to be used by horse trailers; all other traffic will go to main entrance. Due to be completed in April. Suggested that a letter of appreciation be sent to appropriate people. Will get names at next GHPEC meeting.
Future project plans are to run water to the new barns.
Repairs to creek are stymied by inaction at the state level. Concern by RCPR for buildings and security of our trailer.
Deliveries of new barns on hold due to road access and bad weather.
Equipment: Bob Whitehurst
All cones have had a winter bath and are in trailer. Will need to retape some.
Will pursue purchasing/making of new metal spikes. Old ring-marking tool will be repaired by Bob.
Some problems involving processing of USDF memberships have been encountered due to the move of headquarters to Lexington, KY. VADA did send all info to USDF.
Currently we have 92 members.
Meeting was held on Sunday, February 11. Next meeting: March 11.
Officers remain same as last year. Importance of D&O insurance discussed. Emphasized that all chapters need to carry. Discussed the Linda Zang-Stephen Clark clinic to be held on April7/8 at Morven Park. Discounts for VADA members and volunteers. Details on VADA website.
Banquet was a big success. The SWVADA basket was a high bid item and brought $230.(SWVADA had the highest selling basket for 3 years.)The auction made approximately $7500! Each chapter president, webmaster/newsletter editor, and volunteer of the year were recognized. Blanche and Susan attended from SWVADA.
Still need a Manager for the April Show!!!
Request for a report on use of SWVADA Media Library.
Sarah will prepare an official report of the YR Clinic.
Bob will investigate printing of 2007 dressage tests.
Gary will keep the full reports submitted by committee chairs as a part of the minutes each month.
REMEMBER to save your Southern States Proof of Purchase labels. This money is used to keep our Media Library current. Send labels to Blanche Mahoney.
We were greatly saddened to learn of the death of SWVADA member, Esther Miller of Penhook, VA. Our sincere condolences to her husband and family.
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