I. Call Meeting to Order at 7:04 for February 6, 2024 Board Meeting held remotely via Google Meet.
Present for the meeting were Helen Ingersoll, Amy Brumbach, Erica Pawlak, Ali Perkins LaTorre, Heather Turner, Melanie Harper, Alex Martini, Ellie Balakrishnan, Charlotte Meli, Mandi Martyn, Tonya Bruno and Heather Boyer. Absent were Jennifer Flowers and Sarah Bookner
II. Will Barrus - Update Membership is significantly down from this time last year in both human and horse Members. Will has updated the Calendar. The Calendar will be included in the Newsletter. Will is also writing articles for the Newsletter for HOY Rules and Membership. Will is working on two tri-fold brochures on HOY Rules and Membership. The decision was made to rework and clean up our existing website rather than the significant investment a new website would require. Will is working on streamlining the Competition recognition process. Will reiterated that we have to address Volunteer Cards as to value and how they are used. Will mentioned after the USDF Convention it was recommended to place our Trainer’s Directory on hold due to liability issues. As this is one of the main benefits we offer Trainers WIll encouraged the Board to determine a resolution.
III. Shannon Hoffman - Newsletter Update The beginning of each of the following months is the deadline for Newsletter content with the Newsletter going out at the end of the month. These months are February, May, August and November. Shannon and Erica are going to offer half page ads to Schooling Show Series sponsors in the Newsletter.
At this point, Vendors Sign Off for Board Meeting
IV. President Report - Helen Ingersoll, Helen welcomed everyone to the 2024 Board. Helen laid out the 1Q goals for the Organization. She asked everyone on the Board to go through the webpage and say what is good and what can use improvement.
V. Vice President- Amy Brumbach - Membership Numbers
Current membership numbers for 2/5/2024
Adult Amateur: 180
Jr/YR: 46
Open: 68
Total Members: 294
Paid Horses: 131
Volunteer Card Horses: 43
Total Horses: 174
Other member information of interest
New Members: 50
Renewing Members: 210
Reactivated Members: 34
Dressage Only: 184
Western Dressage: 30
Dressage & Eventing: 85
Eventing Only: 19
Breeding: 13
Other Horse Information of Interest
New Horses: 57
Renewing Horses: 101
Reactivated Horses: 16
VI. Treasurers Report- Heather Turner - Current Financials and Budget Proposal. Heather has filed the Contractor Workers 1099’s and has tax information to the Accountant so we don’t have to file an extension for tax filing.
Heather and Helen are proposing we use “zero based budgeting.” Zero Based Budgeting is an approach that starts the budgeting at zero and does not necessarily take the history of spending in the past. The Budget would be determined by fixed costs and other costs and we determine in what way the money is spent to build in the priorities of the Organization. For next steps we need to be clear on our objectives and priorities.
VII. Communication Chair- Sarah Bookner
VIII. Competition Report – Erica Pawlak presented the information for last year’s shows and going into 2024. She had a slide presentation outlining expenses for 2023 Shows. Erica touched on Show Management contract processes. Erica presented a proposed Media Kit and Sponsorship opportunities which she will be forwarding to the Board for edits and recommendations. Erica asked for help organizing the Sheds at the Raleigh Fairgrounds. Erica went through the pricing of the 3 dressage arena purchases that the 2023 Board approved for $15,141. Erica is working with Show Management to have Prize Lists for all the Shows in the next 6 weeks. Janine Malone has generously facilitated transferring relationships for Breed Award sponsorships at our Shows.
IX. Gala – Sarah/Ellie BalakrishnanSarah was unable to attend due to work travel. She presented written information on the costs of the Gala (which were higher than the previous year at the same venue) with information as to where the discrepancies occurred. The conversation is going to be included in the March 2024 meeting as Sarah
X. Jr/Yr Committee Report – Jennifer Flowers/Mandi Martyn Mandi is starting the Scholarship process and is tweaking the Scholarship process. Jennifer and Mandi are meeting next week to discuss opportunities for Show plans.
XI . Education Chair- Ali Latorre Ali is working on details on finalizing the Jillian Kreinbring clinic in July as well as the Lendon Gray Youth clinic. Ali is working with Averett University about sponsoring the “L” Program.
XII. Eventing Chair- Alex Martini/Mel Harper are new to the Board and are going to work with Amy Brumbach.
Old Business- None
New Business
-Budget Vote Erica Pawlak made a motion to adopt zero based Budget, Heather Boyer seconded it and it unanimously passed.
-Strategic Planning set up a date with Group.
-L program for 2025 ~ Possible March agenda item
- Amy Brumbach is thinking about possibly doing a NCDCTA pony series.
The next Board Meeting will be on March 5, 2024 via Google Meet
The meeting was adjourned at 9:02 PM
Minutes Respectfully submitted by Tonya Bruno, Recording Secretary, and passed by majority Board Vote.
