July 2024 NCDCTA Board Meeting, Via Google Meet
Helen Ingersoll called the meeting to order at 7:03. Present for the meeting were Helen Ingersoll, Amy Brumbach, Sarah Bookner, Erica Pawlak, Tonya Bruno, Heather Turner, Heather Boyer, Ellie Balakrishnan, Alex Martini, Ali LaTorre and Charlotte Meli. Absent from the meeting were Melanie Harper and Mandi Martyn. Also attending was Shannon Hoffman, Newsletter.
Helen read the NCDCTA Charter.
NCDCTA BOARD TEAM CHARTER
We the board of the NCDCTA hold the following values as guiding principles to carry out the mission of our organization.
To educate, promote camaraderie and recognize achievement in dressage and eventing.
Respect, Humility, Patience, Self Awareness, Supportiveness, Accountability, Listening, Generosity, and Helpfulness
Communication that is: Clear, Flexible, Ongoing, Supportive, Constructive and Safe while celebrating brave efforts to question and disagree.
Decision making that is shared. Roles that can be flexible and board members that are engaged, present, and share appreciation for and with one another, freely.
Will Barrus, Membership Secretary
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Met with Amberly Rowles-Lawson to go over HOY Database data and reporting requirements. Amberly is looking at FileMaker Pro and will provide more input on streamlining the procedure. The complexity of the project "broke her brain", but she is looking forward to the challenge.
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Developing work/flow procedure for HOY to help Amberly understand the requirements and make sure her input meets NCDCTA needs.
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In future will develop additional work/flow procedures for Membership/Horse Registration processing and Competition Recognition.
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Continue to work on changes to website to improve user experience.
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IMPORTANT - Dressage in Lexington has not sought competition recognition. If any board members are attending, please contact the organizer and encourage her to seek recognition.
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Shannon Hoffman, Newsletter- Deadline for Newsletter is August 1st with a send out date is after the Capital Dressage Classic in early September.
President’s Report, Helen Ingersoll has gotten Amberly Rowles-Lawson who is a coder and is evaluating our HOY tallying which is an ongoing issue. As noted in Will Barrus’ report, Amberly is evaluating how she might be able to put a custom program together.
Vice President’s Report, Amy Brumbach, Amy is working on continuing to promote the NCDCTA Small Horse and Pony Awards Program.
Current membership numbers for 7/2/2024
Adult Amateur: 358
Jr/YR: 104
Open: 116
Total Members: 578
Paid Horses: 319
Volunteer Card Horses: 94
Total Horses: 413
Other member information of interest
New Members: 138
Renewing Members: 356
Reactivated Members: 84
Dressage Only: 344
Western Dressage: 68
Dressage & Eventing: 165
Eventing Only: 49
Breeding: 26
Lifetime Members: 6
Trainers: 69
Officials: 21
E-News ONLY: 85
Female: 550
Male: 28
Gender Unknown: 0
Other Horse Information of Interest
New Horses: 169
Renewing Horses: 209
Reactivated Horses: 35
Treasurer Report, Heather Turner, Heather is working on finalizing the Capital Dressage profit and loss statement.
Heather also talked about “zero based budgeting” which the Board voted to adopt in the February 2024 Board meeting. This allows us to prioritize our spending based on what is most important to NCDCTA. The Budget will be separated into a must have and a “nice to have.”
Competition Chair, Erica Pawlak presented her needs for Volunteering requirements for upcoming Shows as well as removing items out of the storage sheds at the Hunt Horse Complex. Erica presented her spreadsheet of costs and sponsorship monies.
Communications Chair, Sarah Bookner, asked for details of Events and information germane to our members so she can send out social media notifications.
Eventing Chair, Alex Martini asked for a vote for the proposed October 2024 eventing clinic with Tim Bourke. Alex made a motion to approve the Budget for the clinic so they can proceed with planning and it was seconded by Sarah Bookner and unanimously passed.
Dressage Education Chair, Ali LaTorre The Jillian Kreinbring clinic sign ups are going well and the clinic is almost full. Ali went through the Volunteer sign ups and is going well with people still needed for set up.
Old Business:
Voting protocols were discussed and the importance of voting being held at Meetings unless there are emergency situations which need to be covered with an email vote which should be sent to the Secretary.
Our next meeting will be at Jennifer Swanson’s Farm from 5:30-9:00 on Aug 2, 2024
Erica went through her ribbon purchasing needs and dates required for upcoming Shows with the Board. Sarah Bookner made a motion to order the ribbons we need for the remainder of the year as well as branded swag for the prize table and Alex Martini seconded the motion. It unanimously passed.
New Business:
Amy discussed the date for the 2025 Equine Festival. Amy looked at the 2025 calendars (available to date) for dressage and eventing Spring events that may be a conflict for us. There was discussion about trying to hold it at a time other than Spring. Amy will evaluate some other dates and send them to the Board for evaluation prior to the August Board meeting.
Helen Ingersoll adjourned the meeting at 9:20.
Minutes respectfully submitted by Tonya Bruno, Recording Secretary
