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Virginia Region Pony Clubs - Regional Council Meeting

2012 February 11

1:25 pm - Maggie called the meeting to order and a sign up sheet was circulated to establish a quorum.

Attendees:

Maggie Compton RS DRPC Vicki Fox VRS-Education LHPC Jennifer York VRS-Rallies JtDC-DRPC Jenn Mosle RIC JtDC-MOCPC Brian Smith HMO Valerie Page Treasurer DVPC Cady Soukup Secretary ODHPC Barbara Shurtleff DC-DVPC Jennifer Carpenter DC-CWPC Debra Stehly Co-Admin-MBFPCRC Carolyn Lorenzen MBFPCRC Leslie Pitcher RBPC Dana Lesesne DRHPC Anne Williams BRHPC Sue Murdock-Fox DRPC Barb Suidikas DRPC Margaret J. Good DC-LHPC Jennifer J. Fedorchack DC-CFPC Gegi Winslett USPC Advisory Board

A quorum was present.

Agenda: Maggie Compton advised that, because of a technical problem, there are no copies of the agenda for today's meeting.

1. Advisory Board Report by Gegi Winslett (USPC advisory board): An advisory board task is to research and recommend to the Board recipients of the Founders Award to recognize long-time volunteers at the national level. The criteria includes a 20 year minimum commitment to pony club. The 20 year Local Legends award is designed to recognize volunteers without the requirement of providing national service. Gegi wants to urge the council to view the application on the website, and the forms she brought today. With respect to the 20 Year Local Legend Award, please consider nominating someone. Winners will be printed in the national newsletter, receive a pin and certificate.

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She knows a number of people who have received the Founders Award (including Margaret Good), so if you know someone who should be nominated for that award, the application is online. The deadline is 1 July so they can be recognized at the annual meeting, but she'd like to know by May.

Jen Carpenter asked if an individual can nominate someone, or if the nomination must come from a group. Gegi replied that individuals can submit nominations. There is a $10 nomination fee. If you submit a nomination for either award, please include dates of service and other pertinent information because the decision makers need legit information for these special awards. Gegi left nominating forms.

Brian Smith congratulated Gegi on receiving her award.

2. VPRC Nominating Committee: Maggie Compton announced the nominating committee: Jennifer Carpenter, Debra Stehly, Anne Williams.

Maggie urged those present to contact the nominating committee for suggestions to fill regional positions.

Jenn York moved to approve the nominating committee and Jenn Mosle seconded the motion to:

APPROVE THE NOMINATING COMMITTEE: Maggie called for a vote to approve the nominating committee as announced. PASSED without opposition.

Jennifer Carpenter asked to clarify if the Nominating Committee needs to fill all positions. Maggie replied they did. The positions to be filled are: Regional Supervisor, 2 Vice-Regional Supervisors, RIC, Secretary, and Treasurer. 6 positions total. She told the Nominating Committee to go and ask everyone if they're staying in their position.

3. Treasurer’s Report: Valerie Page (See attached Treasurer’s Report)

Valerie reminded everyone that the budget that was passed out is the budget that was approved in November 2011. The only change is that the 2011 Actual Column has the final figures from 2011.

VRPC budgeted to lose $5000 in 2011, but instead made $5000. Valerie reports that VRPC is doing a bad job of losing money.

Maggie noted that the categories of spending and expenses have been arranged differently. $3000 was budgeted for Clinics and Preps, but only $1000 was budgeted for rallies, so that should be evened out. Maggie told Jenn York to spend the Rally Budget!

Valerie further reported that all items identified as revenue are positive, while the Region made some money on some expense items, which is not supposed to happen.

Dana asked what the $1000 (for Rallies) will be used for, Jenn York replied that VRPC will work the money into the Region Rally Budgets. Jenn Mosle clarified that the $1000 is what the Region expects to lose on rallies for the year. Dana inquired if some of the money might be used for donations for venues, such as Deep Run Hunt Club where the upper level camp will be held. Jenn York responded that Deep Run Hunt charges a fee to use their stalls, while other venues (like Long Branch and Glenwood) do not charge a fee for their facilities.

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Maggie stated that she’s reluctant to give additional donations to places that are already receiving a fee from the Region. She suggested we make changes to the budget now, as the reason is unclear for the $3000 in the Programs category. Maggie proposed to put more money towards Rallies. Jenn York believes the money is well spent in Rallies, as 510 members attended rallies in 2011 Maggie pointed out that rallies yield the largest participation from the Region, so how much should we put toward rallies?

Valerie suggested evening the amounts out. Sue asked what the additional money would be needed for at rallies. Leslie asked if the Region would lower entry fees Maggie responded the Region could lower entry fees for Regional Rallies. Jenn York added that some items are not in the Rally Budgets she handed out, such as a donation to Long Branch this year. She reminded the Council that VRPC entry fees are very cheap already.

Jenn Mosle noted that Glenwood wouldn’t turn additional donations away; they will be happy to earmark funds if the Region wants to specify how its donation is used (ie, electrical improvements). Should we consider more awards at rallies for individuals? Jenn York said that rallies are about teams, not individuals.

Champs recognizes individual riders as it is a recognized event. Carolyn suggested the money go towards Champs. Maggie pointed out that not a lot of kids go to Champs – only 10-15%. Valerie queried what if Champs were cheaper – would more kids go? Maggie stated she’s still reluctant to place money in a category that benefits so few kids.

Jenn York noted that membership across the Region has gone down, so rally attendance may be low this year. Perhaps we should consider making this change later?

Jen Carpenter proposed using some money for CWPC to purchase a Games Trailer that the Club would be able to take to all rallies and other events, to benefit the Region. In addition, the Region could purchase a decal to be placed on the trailer as an advertisement. Jenn Mosle asked how much that would cost. Jen Carpenter said they are looking for a tag-along, box trailer that would probably cost $2000 plus the licensing fee and the cost of the decal. Barb Suidakis noted that Games does have a lot of equipment.

Jenn York mentioned that Tetrathlon Rally also has a lot of equipment– could the trailer be used for both disciplines? Jen Carpenter stated CWPC would be happy to take the trailer to other clubs and show them how to use the equipment, etc. Jenn York asked where the trailer would be stored. Jen Carpenter responded that it would probably be at her place in Purcellville, but it could be towed around. It will probably be close to Great Meadows. She further stated that a trailer with visible logos could be good PR for the Region. Vicki Fox mentioned that CWPC needs to make sure they know the insurance details for having a trailer , as the driver may be responsible for having insurance.

Vicki Fox asked if any other clubs would be able to use it? Jen Carpenter stated that it would be for the exclusive use of Games Equipment. Sue asked if it could be used by other clubs for the day and then return it to CWPC.Jen Carpenter stated that should be fine.

Maggie Compton said that seems like a good idea – how much should the Region donate? Jen Carpenter said that a new trailer would be about $2500, a used one less. She was sure CWPC could get Tri-County Feeds and other friends of the Pony Clubs to sponsor parts of the trailer. Jenn Mosle suggested that VRPC donate $2500 to the project, as long as others fund the trailer VDOT registration, the logo, the insurance. Maggie Compton said she had in mind funding the project with something more like $250. Valerie Page

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asked why wouldn’t VRPC be interested in sponsoring the whole project? There was general discussion of funding and priorities.

Anne Williams asked if the funding would be in place of funding something else, and the answer was no – this would be a special project. Jenn York pointed out that there are other expenses that will be added.

Valerie Page asked what the “Seminars and Trainings” category encompassed as she was not sure. Maggie Compton replied that there are National level trainings for Regional leaders that come under the “Seminars and Trainings” category, but that VRPC had not used it for a while. Radios go under “Assets and Equipment” – as do the Quiz Reference materials and Stop Watches required for several Rallies. Discussion continued revolving around Virginia Region / Club-level libraries of reference materials, the increasing reliance on eBooks and web access for up-to-date materials, moving on to Rally signs (the arrows always point the wrong way!), radios, tents, and more.

A suggestion was made that the Region could spend more money on advertising Region / Club activities and how to do it (submit a form to the local newspaper, follow-up with photos).

Jenn Mosle pointed out that Dawn Bellinger has been handling the VRPC web site as a volunteer for quite some time, the region might consider hiring that responsibility out, as it takes hours each week and is a position in which it is easy to burn out.

Carolyn Lorenzen asked about saddlepads for Champs. Maggie Compton pointed out that VRPC already had quite a few of them, and they were expensive. Vicki Fox asked about having saddlepads with an ad on one side and VRPC logo on the other. Jenn Mosle noted that it wasn’t that expensive to buy saddlepads in bulk – about $20 per saddlepad with another $10 for embroidery. Maggie said that Show Jumping saddlepads are different from Eventing saddlepads, and so on. In addition to saddlepads, the Region also provides a patch (could be sewn on entrant’s own saddlepad).

General discussion on whether to put in a category in the budget each year, earmarked for saddlepads, so they could be obtained when needed; possibly phasing in one or another type of saddlepad each year; it’s better to get a good deal on saddlepads by buying in bulk; we need to research exactly what VRPC has in the way of Regional saddlepads and figure out what we need for Champs 2012. Maggie Compton suggested that we put $500.00 for saddlepads in the 2012 budget. Carolyn Lorenzen stated that, after Quiz was over, she would look into what the Region as.

Maggie Compton noted that the 2011 Annual Meeting budget was $3600, but VRPC spent $3800. Next year the flights will be more expensive (further to go). VRPC will need to pay hotel and airfare for the National Youth Congress delegate. Advertising - $300. Assets and Euipment - $500.00. Awards and Donations $150 (for engraving an award at the end of the year). Champs 2011 had a pizza party overrun. Horse Management (Seminar) has $400 but never uses it. Insurance has $250. Junior Board (Jenn Mosle) has $220. Seminars & Training - $450. National Ratings (now Certifications) - $300. Rallies - $4000. Clinics and Preps - $3000. USPC Grand Prix Award (for winning Pre-Lim team) - $1000.

Maggie Compton would like to put a donation in the 2012 budget for the USPC Grand Prix Award of $500.

Jen Carpenter would prefer as a region to participate in the Auction – it brings in more people, there is great stuff in the online auction, it’s a donation at the same time as an auction. Maggie Compton asked if the region should bid on Richard Lamb for a regional clinic? General discussion about what types of

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information is available online at the USPC web site (details in the new USPC online magazine). There are several auctions to benefit different activities: international exchanges, etc. The auction fee only covers the teaching fees for the people who are donating their time, not the expenses.

Sue Fox moves– Jen York seconds a motion:

VRPC donates $500 to USPC for the Grand Prix Award. PASSED without opposition.)

Valerie Page wanted to know which category the donation will be entered in – it will be a new category. Vicki Fox will write and send the check.

General discussion about the Games Trailer proposal – Sue Fox suggested that VRPC donates $1000 for the Games Trailer. Jen York pointed out that it is early in the year, why not start at $500 and go up.

Sue Fox moves – Deb Stehly seconds a motion:

VRPC donates $500 to CWPC for a Region Games Trailer . PASSED without opposition.

Valerie Page wanted to know what category it would be (Donations: Games Trailer).

Valerie Page had questions about how the taxes were prepared – is it typically done by the Regional Treasurer? Carolyn Lorenzen recommended that the region gets someone else to do the taxes. Maggie Compton replied that it was important to get an audit done. Deb Stehly said that for a non-profit, the fee for doing taxes or an audit should be about $200, she knows a lot of accountants, and it is no longer done face-to-face with meetings, but instead electronically via email and exchanging documents.

Leslie Pitcher moves and Dana Lesesne seconds a motion to:

Accept VRPC 2012 budget as amended in this meeting. PASSED without opposition.

4. VRPC Calendar (See attached calendar)

Added D3 (ODHPC) Event Rally on June 3.

5. Horse Management. Brian Smith It is important for the Rally Secretary/Organizer to enforce entry form deadlines, and to let Brian know who is available for HM. He can take the information in whatever form the Sec/Org can give it to him (spreadsheet, document).

The Horse Management Seminar is coming up in March. There will be an email in about 2 weeks looking for the anticipated head count. Looking for presenters and those who will participate as presentees.

Valerie Page wanted to know how similar the HM Seminar was to a Horseless Rally. Brian notes that some HMO believe that HM is better served by a Horseless Rally than a Seminar, some do not. The HM Seminare is not Rally-focused, but more general Horse Management information. The Horseless Rally is more focused on what is needed for a Rally by new members. Maggie Compton said that the HM Seminar is more like the information that is needed for a Rating (Certification) rather than what is needed for a Rally.

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Dana Lesesne wanted to know if there was going to be a Mock HB? Yes, March 17th. Vicki Fox said it would be a walk-through of the test. A discussion about the recommended age of the participants (12 and older best) to attend the HB sessions. The HB is the knowledge required for C3 and B taken together.

6. RS-Education. Vicki Fox There will be a Show Jump Clinic, a Cross Country Clinic, a Mounted Upper Level, Summer Camp the 2nd week of July (17-19; mounted C3-B-A).

7. RS-Ralies. Jenn York (See attached Rally Organizer Meeting Notes)

They had a good Rally Organizer meeting. Carolyn Lorenzen is coordinating the Quiz Rally in February. It is hosted by 3 Pony Clubs this year. The Horseless Rally will be hosted by Difficult Run. The D3 Event Rally will be hosted by ODHPC on June 9. The Tetrathlon Rally will be at Glenwood for all but swimming.

Maggie Compton pointed out that they needed to look into who did the scoring for the Tetrathlon Rally (who did it 2 years ago?). Jenn York said that other regions host Tet Rallies, will contact then.

Carolyn Lorenzen is now the new Champs Coordinator.

8. Junior Board. Jenn Mosle. Will organize a Junior Board, run like the Regional Council but entirely run by PC members. VRPC Regional Council can use it as a sounding board, the Junior Board can create activities for themselves. Amy Brown will be the pro-tem Chair, replaced by election when the Jr Board meets. The RS and RIC are the adult advisors. They will have a Chair, a Co-Chair, a Secretary, a Treasurer. She wants to have 2 representatives and an alternate from each club, they would all attend all of the meetings. The board members would serve on committees and/or as officers. Jenn has a Power Point presentation to post on the web. It’s designed for older members, D3 and up. It would encompass scholarship, fundraising, communications. Currently the budget is $220 for 2012.

Other Junior Boards use the Quiz Silent Auction as their fundraiser.

They would set up a meeting twice a year at the same time as the Regional Council meeting, to provide a report during the Regional Council meeting and have their own meeting. It’s up to the DC to elect/appoint the appropriate members. March 18, 2pm, Warrenton Visitor’s Center.

In addition, there is the National Youth Council, and there are now two youth members of the National Board of Governors of the USPC.

9. RIC Notes. Jenn Mosle (See attached RIC Notes)

There are a lot of changes at USPC National level to club-level standards and certification requirements. Throw away your old copies of standards and tests, and download everything new from National.

There is a new Hunter Seat Equitation, If there is a club member who wants that track, the region will figure out how to offer it. It is not something every club needs to offer.

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Dana Lesesne said that it was a struggle to get pony clubbers active outside camp. Discussion about bringing in outside trainers for the specialty for those who are interested, it might be useful as a recruiting option.

There are new guidelines for Club-level ratings, it’s all been redone. Upper level testing has changed. At C3 and B, a member can retest one riding section and either longeing or bandaging . There will be retest centers around the country; a retest must be done at a National Rating within the same calendar year as the original test, with a new application and fee (that may be sent in the day the original test was failed).

Recommend to new members that they do NOT buy the Pony Club Manuals now. The new manuals are due soon, will be online as eBooks, updated more regularly. There is an online form for feedback, reports, evaluation. There are resources for all specialties, especially the new ones.

There will be a Lower Level Standards/Certification Clinic at Frying Pan Park during the Horseless Rally. It’s a new inclusion to the Horseless Rally.

June 2-3, started as cross-country schooling day, will be C2-C3 level standards and certification (Stephen Bradley, very good).

Informal region Polocrosse clinic (not organized by time/class) APA members from Maryland will be available with equipment. On Sunday, May 20, there sill be a Multi-Region Polocrosse Rally in Warwick, MD.

10. Reminder of Updated/New Information New VRPC Policies are in place. There is a new USPC DC Guide – online and up-to-date, and new regional DC and member google groups .There are new Standards, Manuals, Rule Books – it’s best to go online to get them. Almost everything has been re-done.

Volunteers for Morven Horse Trials requested.

501c3 (non-profit) status. To retain 501c3 status, ePostcards must be filed with the IRS on time. To retain non-profit status, earmarked club funds must be a benefit to all members, not just a few. Everyone must have an opportunity to participate. It’s best if each Pony Club has someone with 501c3 experience.

VRPC Roster. Please check the Virginia Region Roster to make sure that all information is correct. Let Dawn Bellinger know changes. For every Region Rally, the Secretary is to check every entrant against the Region Roster to make sure the entrants are qualified to enter.

Anne Williams moved and Jenn Mosle seconded a move to:

ADJOURN the Regional Council Meeting at 4:10. PASSED without opposition.