NCDCTA (remote) BOARD MEETING 11/5/24
Helen Ingersoll called the meeting to order at 7:01. In attendance at the meeting were Helen Ingersoll, Amy Brumbach, Heather Turner, Charlotte Meli, Ali Perkins LaTorre, Melanie Harper, Alex Martini, Erica Pawlak, Mandi Martyn, Ellie Balakrishnan, Sarah Bookner and Tonya Bruno. Absent from the meeting was Heather Boyer.
7pm open meeting with Team Charter
1. Dressage Education Report- Ali Perkins LaTorre, The Instructors Workshop is scheduled for November 23, 2024 at Elon. We received a Scholarship Grant from the Dressage Foundation for $1500 to cover the costs. Lendon Gray is interested in presenting as well and will be sponsoring breakfast.
2. Membership Secretary Report- WIll Barrus, Membership/Horse Registration prices have been increased to reflect changes made board. Membership/Horse Registration forms are being simplified.2024 membership is complete. New members who submitted applications, but were not working toward 2024 HOY/Championships, will be processed in November as 2025 members.Competition organizers are being informed of 2025 dates and given information regarding NCDCTA requirements for compliance with USEF/USDF/USEA rules, reporting requirements and how to renew/request show dates. HOY will be updated by this weekend.An updated ribbon count will be provided by this weekend as well.
3. Newsletter Report, Shannon Hoffman- she feels comfortable with information for the Newsletter but can always use more.
4. VP Report- Amy Brumbach
Current membership numbers for 11/4/2024
Adult Amateur: 390
Jr/YR: 117
Open: 137
Total Members: 644
Paid Horses: 387
Volunteer Card Horses: 106
Total Horses: 493
Other member information of interest
New Members: 155
Renewing Members: 394
Reactivated Members: 95
Dressage Only: 390
Western Dressage: 71
Dressage & Eventing: 178
Eventing Only: 55
Breeding: 27
Lifetime Members: 6
Trainers: 81
Officials: 23
E-News ONLY: 99
Female: 612
Male: 30
Other Horse Information of Interest
New Horses: 199
Renewing Horses: 247
Reactivated Horses: 47
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Portofino responded about the cost to use their facility for the Equine Festival. Amy is going to also ask for costs from Carolina Horse Park as well.
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Scholarships are due Nov 30, 2024
5. Presidents Report- Helen Ingersoll talked about filling Board positions as well as possibly changing roles within existing positions.
6. Treasurer Report- Heather Turner, Heather read the balance. The Autumn Leaves bills have been written but not cashed which is reflected in our balance numbers. Heather is sending out prize money checks for Autumn Leaves. Heather put the zero based budget form on the shared Drive.
7. Competition Chair- Erica Pawlak, Autumn Leaves had a great turnout and was a larger turnout than last year. There were organizational challenges at the Show and Erica expressed appreciation for all the people who stepped up to help the Show be a success.
8. Eventing Report- Mel Harper and Alex Martini, The Tim Bourke Eventing clinic was postponed due to an accident Tim Bourke had. Mel and Alex are working to find a replacement dates. WAR Horse Eventing Championships are this weekend and they are looking for Awards ideas which were discussed.
9. Jr/Yr Report- Mandi Martyn, Mandi had a great turnout for the costume class at Autumn Leaves. Foundation Equine provided sponsorship for the costume class. Helen Ingersoll thought of the idea to have a Junior/YR volunteer challenge for the weekend which had great participation. Mandi will submit the write up for the Newsletter. Mandi has given the scholarship recipients a deadline to write up their Scholarship experiences.
10. Communication Chair Report- Sarah Bookner shared analytics for Facebook (10,000 accounts reached with over 50% open rate which is higher than the industry average.) Sarah asked for texts when requesting her to post information on Social media.
11. Gala Report- Ellie Balakrishnan has put together a Budget for the Gala that she has been working on as she has been planning. She is going to put the budget into the zero based budget and requests feedback from the Board Members.
Old Business
● Job Descriptions, Tonya is working on creating role descriptions for all positions and asks that each person review as they have time before year end.
● Strategic Planning - Final date- Helen and Jennifer Swanson have set the dates for the last Strategic Planning on February 4, 2025 at Jen Swanson’s Farm in Durham, NC.
New Business
● December meeting dinner celebration- in Raleigh
● Executive committee meeting date - Website discussion will be November 19, 2025.
Helen Ingersoll adjourned the meeting at 8:24 PM.
The Next meeting will be held in person on December 3, 2024.
Minutes respectfully submitted by Tonya Bruno, Recording secretary
Minutes approved by majority Board vote.
