ADS Meeting Minutes

 October 11, 2018

• Call To order – 7:15 pm; Kerry Evans, Sandra Thompson, Kat Cromer, Jennifer Landers, Vicki Lind, Joanne Homeyer, and Rene Pope present
• President Report
  1. General membership issues and feedback
  2. ADS Member Committees for specific tasks
     1. Freestyle and Ride-a-test Clinic – Date selected with clinician, Joan Darnell, for January 26-27, 2019. NEI Grant was approved by USDF for the ride-a-test clinic portion. Application for an official USDF Freestyle CE program and Dressage Foundation grant proposal needs to be completed and approved by Sherry Guess. (Sandra) Deadline is mid-November, so target is to complete by mid-October. Jennifer sent a contract to Joan Darnell. Completed reservation of meeting room at LR Public Library, the Third Floor Room at the Bookstore at Library Square has been reserved for 9-4:45 for Saturday, January 26.  Have reserved DTR for the ride-a-test clinic portion on January 27.

• Contract has been sent to Joan, and she is scheduling flight
• Sandra completing the USDF CE clinic and Dressage Foundation paperwork, getting approval from Sherry Guess; suggested that 45 people max can attend seminar portion at the library
• NEI grant has been approved for mounted Freestyle Clinic; 10 rides at $90 each, stalls $15 each – NEI specifies that there can be no riders under 21
• Vicki will visit library meeting room to check on A/V set up for a projector etc.
  • Need persons to be responsible for:
    • Food for day of Freestyle clinic, i.e. snacks for morning, and box lunches for noon.
    • Arranging for overnight accommodations for Joan for Friday, Saturday and Sunday nights.
    • Providing transportation for Joan to and from airport, events, etc.
    • Constructing the registration forms for each event, accepting the registrations and completing a roster of attendees. Our limit will be 45 persons.
    • Communications about the event.
    • Completing all the paperwork required by USDF and the Dressage Foundation for each event. (Sandra)
    • Insurance requirements to be sent to USDF prior to 30 days before event (Kat)

2. Committee to plan/execute Junior rider ADS Event. Joanne Homeyer and Kat Cromer. Committee to be established. Idea for Junior clinic – Horse Behavior clinic – one day clinic with Cindy Martin – considered to be an expert in animal behavior – can provide an all day clinic with videos/group discussions to explain horse and other animal behavior. Could be indoors/free for junior riders, with low fee for adults. Obtained date from Cincy and Joanne of January 12. Need to send a contract to Cindy.

-Junior clinic will be held at G&H lounge

• Need persons to be responsible for:
  • Sending contract to Cindy (Sandra)
  • Food for day of clinic, i.e. snacks for morning, lunch for noon.
  • Arranging overnight accommodations for Cindy for Friday night.
  • Constructing the registration forms for the event, accepting registration and completed a roster of attendees.

1. ADS Trailer – maintenance – to complete after the October show. Sandra

• Secretary Report
  1. Meeting minutes – Jennifer made motion to approve September minutes, Rene seconded
  2. Membership status – 90 members

• Treasurer Report
  1. Q3 2018 Financial Report
  2. Financial report for July show presented at last meeting.

Main account: $10,982

Jr Rider account: $1,000.34

• Vice President Report
  1. Review process for financial audit required per by-laws
  2. Insurance needs for 2018

• Show Report –
  1. Changes for 2018 show year schedule – addition of December 2 show
  2. Next show in September – ADS products will be on sale at show – need to notify attendees. Lunch available in exchange for donations?

September show made approx.. $800

• Web Master Report
  1. Results of the survey taken for input into show management, are there any other changes needed?

• Old Business
  1. Banquet 2018:
     1. Date and location are finalized: March 2, 2019 at Wildwood Park for the Arts. Contract completed, and fees have been paid. Need decision on amount to charge each participant.

• Contract has been signed, and $1500 paid
• Catering by Moe’s – fajita bar
  2. Need persons responsible for:
     • Completing the “hold the date” communication to all members
     • Completing registration forms, accepting forms and constructing the attendee roster.
     • Arrangements for caterer for food/drink.
     • Completing analysis of scores for year-end awards.
     • Ordering prizes for year-end awards.
     • Coordinating the silent auction.
     • Other???

• New Business

Discussed how to accommodate hearing-impaired riders in the warm-up ring at shows

Adjourned at 8:30 pm