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. 

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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

1. 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.

2. Developing work/flow procedure for HOY to help Amberly understand the requirements and make sure her input meets NCDCTA needs.

3. In future will develop additional work/flow procedures for  Membership/Horse Registration processing and Competition Recognition.

4. Continue to work on changes to website to improve user experience.

5. 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. 

6. 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. 

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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

Call Meeting to order 7:03pm by Helen Ingersoll, President. Present at the meeting were Helen Ingersoll, Amy Brumbach, Heather Turner, Melanie Harper, Alex Martini, Sarah Bookner, Ali LaTorre, Mandi Martyn, Erica Pawlak, Ellie Balakrishnan, Charlotte Meli, Heather Boyer and Tonya Bruno. 

Read Team Charter, Helen Ingersoll, President

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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 - Updated Membership and Horse Registration forms to include NCDCTA’s PayPal Merchant ID.

1. Memberships and Horse Registrations are up-to-date.

2. Analyzed National/Schooling participation in 2023 NCDCTA

3.  Championship Classes and provided report to BOD.

4. Updated HOY. Another update will occur in the next 3-7 days.

5. Have identified riders/owners/horses who have not renewed for 2024 and am sending out individual notices.

6. Have identified riders/owners/horses who attempted to renew/join, but payment failed and am sending out individual notices.

7. Updated Competition Recognition requirements on the website.

 

Shannon Hoffman - News/Comms Report The Newsletter is being finalized and will include the Capital Dressage Classic Show. 

 

Presidents Report, Helen Ingersoll and Amy Brumbach had a meeting with the Carolina Horse Park that went well

 

Vice President Report, Amy Brumbach

Adult Amateur: 353

Jr/YR: 101

Open: 111

Total Members: 565

Paid Horses: 308

Volunteer Card Horses: 93

Total Horses: 401

Other member information of interest

New Members: 135

Renewing Members: 349

Reactivated Members: 81

Dressage Only: 336

Western Dressage: 66

Dressage & Eventing: 163

Eventing Only: 47

Breeding: 24

Lifetime Members: 6

Trainers: 68

Officials: 21

E-News ONLY: 82

Female: 538

Male: 27

Other Horse Information of Interest

New Horses: 161

Renewing Horses: 207

Reactivated Horses: 33

 

We had our first Small Horse/Pony NCDCTA sponsored prizes at the Capital Dressage Classic

 

Treasurer Report, Heather Turner, The Jillian Kreinbring clinic payments are coming into the account. Our Accountant filed an extension due to their scheduling so taxes will be filed November, 2024.

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Competition Report, Erica Pawlak has to finalize prize lists for the three remaining Shows as well as order prizes. Erica discussed the cash prize money amounts for Championship classes for Autumn Leaves and CBLM and asked for discussion. Erica made a motion to adopt the $200 for first, $100 for second and $50 for third for CBLM Championship classes and $200 for first and $100 for second for Autumn Leaves NCDCTA Championships and Melanie seconded. The vote unanimously passed. There was additional discussion about prizes for upcoming shows for dressage, eventing and the Gala. Erica had discussion about the CBLM Competitor dinner amount and evaluating the options within the Budget. There was discussion about doing a Competitor dinner at Autumn Leaves and it was agreed we should hold the dinner. Erica asked for a person to commit to spearhead the organization of the dinners including tent/event set up.

 

Eventing Report, Melanie Harper and Alex Martini spoke about combining orders for the Eventing ribbons along with Erica’s ribbon ordering for the dressage shows. June WAR horse was a successful event for NCDCTA. There are sufficient ribbons for the July WAR horse and will be evaluated for August. The flights and facility are booked for the Tim Bourke Eventing clinic October 26 & 27 and they are putting final details together.  

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Education Report, Ali LaTorre. The Jillian Kreinbring clinic has 38 tickets sold as of 6/4/2024. 

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Communication Report, Sarah Bookner gave the analytics for emails and social media which are both above industry standards. Sarah discussed the NCDCTA brand standards and asked that the NCDCTA logo and the colors be used of navy, black and white. Heather asked about having an NCDCTA flyer that is available to promote NCDCTA. Sarah has something she has been working on for this.

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JR/Yr Report, Mandi Martyn needs changes made on the Application to the website for the Jr/YR Scholarships. Mandi is going to work with Erica on Autumn Leaves Junior programs (Halloween themes as it is Halloween weekend.)

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Gala Report, Ellie Balakrishnan is working with other Board members for ribbons and prizes for Gala.

 

Old Business: ​

• Volunteer Card Program Update Heather  Boyer provided the  revised entry form for the Volunteer Card asking businesses if they are interested in participating in the NCDCTA “Volunteer Cards for cash."

• Strategic Planning ~ August board meeting start at 6:00-9:00PM 

 

New Business:

 

The meeting was adjourned at 9:21

 

The next meeting will be remote on July 2, 2024. The August meeting will be in person on August 6, 2024 at Jennifer Swanson’s Farm for strategic planning. 

 

Minutes respectfully submitted by Tonya Bruno, Recording Secretary and passed by majority Board vote.

7pm Call meeting to order by Helen Ingersoll, President at 7:03. Present at the meeting were Helen Ingersoll, Amy Brumbach, Heather Turner, Heather Boyer, Charlotte Meli, Ellie  Balakrishnan, Ali Perkins LaTorre, Melanie Harper, Alex Martini, Mandi Martyn, Sarah Bookner and Tonya Bruno. Absent from the meeting was Erica Pawlak.

 

Read Team Charter (Helen Ingersoll) 

Reports:

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President, Helen Ingersoll, working on finishing the Team Charter and background support. Both partial arenas are sold. 

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Vice President, Amy Brumbach

Current membership numbers for 5/7/2024

Adult Amateur: 329

Jr/YR: 92

Open: 104

Total Members: 525

Paid Horses: 280

Volunteer Card Horses: 86

Total Horses: 366

Other member information of interest

New Members: 115

Renewing Members: 335

Reactivated Members: 75

Dressage Only: 320

Western Dressage: 63

Dressage & Eventing: 147

Eventing Only: 39

Breeding: 21

Lifetime Members: 6

Trainers: 64

Officials: 21

 

Other Horse Information of Interest

New Horses: 136

Renewing Horses: 197

Reactivated Horses: 33

 

The new Pony Championship information has been sent out to Membership. 

Amy Brumbach put together a Committee to address Scholarships.

 

Treasurer, Heather Turner- taxes are going well and will be filed in May.  

 

Competition, Erica Pawlak

For CDC we still need a Welcome Wagon and Competitor Party sponsor.

Erica listed all of the spots she needs filled for the CDC Show. 

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Education, Ali Perkins LaTorre NCDCTA sponsored the Lendon Gray dinner and Amy Brumbach did a talk. The Jillian Kreinbring clinic signups are going well. 

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Eventing, Alex Martini and Melanie Harper- Alex and Melanie had a meeting with the Carolina Horse Park about NCDCTA doing WAR Horse Awards in conjunction with the Carolina Horse Park. The ribbons were ordered for the May and June WAR Horse series. The Carolina Horse Park has asked for 5 NCDCTA Volunteers to work each Event in addition to someone manning the NCDCTA tent and table and handling the scoring. 

Alex and Melanie are organizing an October Eventing Clinic with Tim Bourke to be held at Portofino Farms. 

They are evaluating holding a Bridle and Bit fitting clinic with Katie Cook with Synchrony Bit and Bridle fitting.

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Gala, Ellie Balakrishnan The Gala will be on January 11, 2025 at The Grandover Resort in Greensboro. The initial deposit has been paid.

Jr/Yr, Mandi Martyn First application came in for Scholarships. Jr/YR can apply for any of the Shows throughout the year. 

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Communication, Sarah Bookner Sarah is keeping social media updated. Constant Contact for emails and our “open rate” is 60% (industry average is 40%) which is very good and the “click through” rate to highlighted issues is 8% which a good result as well (industry average is 3%)

Sarah asked that everyone on the Board to “Like” a post and “reshare” posts as it helps with Newsfeed algorithms. 

Sarah is working on clarifying  NCDCTA Branding standards. 

 

Membership Secretary, Will Barrus

• Memberships and Horse Registrations are up-to-date.

• Volunteer Card Requests. NCDCTA will no longer issue blank volunteer cards to competition organizers.

• Volunteer card information will be emailed to each recipient

• HOY will be updated by Friday evening, May 10.

 

Newsletter, Shannon Hoffman

Shannon needs to know about everything that needs to be in the Newsletter by May 15th.  

The Newsletter will come out on June 1st.  

 

Old Business:

Volunteer Card Proposal by Heather Boyer and Ellie Balakrishnan- Presented Volunteer Card thoughts on value of Volunteer Cards and proposal as to how the Volunteer cards can be used by Show Sponsors, Trainers and Community Businesses in addition to using for HOY registrations. They are establishing ideas for how to track the Volunteer Cards. 

Helen Ingersoll summarized that there are three main things to consider:

The data collection, benefits of Volunteer cards for Members and how it is we sign up people.

 

The next meeting will be virtual on Jun 4, 2024 and July will be virtual meeting with August 6 being the next in person meeting held at Jen Swanson’s farm in Durham.

 

Helen Ingersoll adjourned the Meeting at 9:09

Minutes respectfully submitted by Tonya Bruno, Recording Secretary.

Approved by Majority Board Vote May 8, 2024

NCDCTA  Board Meeting March 5, 2024 held remotely via Google Meet

Meeting called to order at 7:02 by President, Helen Ingersoll

Attending the meeting were Helen Ingersoll, Amy Brumbach, Heather Turner, Tonya Bruno, Charlotte Meli, Heather Boyer, Ellie Balakrishnan, Sarah Bookner, Mandi Martyn, Alex Martini, Melanie Harper and Ali LaTorre. Absent from the meeting was Ericka Pawlak.

 

We started the meeting with a presentation from Stacy Quaranta and Ginger Henderson regarding the “L” Program Judge’s training being sponsored by Averett University for either 2025 or 2026. The plan would be to use Averett University’s Facilities as well as their horses and riders. Stacy presented the sample Budget that people have used at other “L” Program. There are other East Coast GMO’s hosting in 2025 so we may wait until 2026. 

Membership Secretary Report ~ Will Barrus- The Calendar is updated and included in the Newsletter. Will submitted an article about Horse of the Year and FAQ regarding Volunteer Cards. Will says HOY will be updated on Friday March 8.

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Newsletter Report ~ Shannon Hoffman- The Newsletter is almost complete and will be sent out this week. The next Newsletter deadline is May 1. Shannon asked for additional Eventing and Western Dressage articles. Shannon is working with Sarah on the weekly Constant Contact mailer. 

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Presidents Report ~ Helen Ingersoll- Helen met with Jennifer Swanson on Monday about the Strategic Planning Program. The first part will likely be Virtual with an in person ½ day meeting. 

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Vice Presidents Report ~ Amy Brumbach 

Current membership numbers for 3/4/2024

Adult Amateur: 236

Jr/YR: 62

Open: 78

Total Members: 376

Paid Horses: 187

Volunteer Card Horses: 60

Total Horses: 247

Other member information of interest

New Members: 68

Renewing Members: 259

Reactivated Members: 49

Dressage Only: 228

Western Dressage: 39

Dressage & Eventing: 109

Eventing Only: 27

Breeding: 16

Trainers: 48

Officials: 19

Other Horse Information of Interest

New Horses: 83

Renewing Horses: 143

 

Amy is working with Will on Competition recognition and is creating a Rulebook that will go out to people hosting recognized  NCDCTA Competition. Amy will present it to the Board before it goes live with the goal of having it ready for 2025. 

The Scholarship Committee has been formed.

 

Treasurer Report ~ Heather Turner - It was a quiet month of Accounting. The 1099’s went out on time.

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Gala Report ~ Sarah Bookner/Ellie Balakrishnan- Sarah gave her report for the February Gala specific to cost analysis moving forward. Sarah passed along all the information to Ellie who is taking over as Gala Chair. 

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Competition Report ~ Erica Pawlak-  Erica continues to finalize all the Show Management and has submitted insurance renewal to Blue Bridle. The Sponsorship Brochure has been submitted and there is a Spreadsheet to keep track of possible Sponsors. Erica shared Competition expenses including the purchase of three dressage arenas as well as options for renting.. 

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Eventing Report ~ Alex Martini/Mel Harper- At the time of the call there weren’t any Spring Eventing Grant submissions. They asked if we could consider one Eventing Grant (rather than two) and do it later in the Year and increase the amount of the Grant. They are also working on a possible Eventing clinic.

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Dressage Education ~ Ali Latorre- Lendon Gray clinic is scheduled with NCDCTA sponsoring a Pizza Party Saturday night with Amy Brumbach and Mandi Martin (and Ali) representing NCDCTA.. Ali has a website up for  the Functional Anatomy workshop with Jillian Kreinbring and will be determining the costs for participants. Ali is asking for sponsorship opportunities as well. 

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Jr/Yr Report ~Mandi Martyn- Mandi is working on updating Website and promoting the Scholarships. 

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Communications Report ~ Sarah Bookner- Sarah is taking on the Social Media postings and asked for information from the fellow Board Members so she can do the posts. Sarah asked for suggestions and changes that people would like to have made. Sarah has been working with Alex and Melanie about a Survey for Eventers to learn how we can better serve that community.

 

Old Business:

Strategic Planning Process with Jennifer Swanson ~ Pick a date for initial and schedule the year

for our virtual meetings

Website Audit/Review- Helen asked for more website feedback from the Board Members.

Sponsorship/Media Kit

Terms/conditions/HOY rules button on membership

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New Business:

Pony Championships sponsored by NCDCTA.  Amy presented a proposal for an NCDCTA Pony and Small Horse series. She sent the Board the proposed levels and financial involvement. The classes will include Pony under saddle, small Horse under saddle and in hand.

The motion was made to sponsor a Pony and Small Horse Championships by Mandi Martyn and Sarah Bookner seconded it and the vote unanimously passed. 

 

Heather Boyer made a motion to amend the HOY rules to remove the requirement to ride the two of the highest tests of that level in the Intro Western Dressage Awards as they are all of similar requirement (no canter required as is Intro C with straight dressage.)  Sarah Bookner seconded it and it unanimously passed.

 

Heather Boyer also asked that in traditional dressage in the Intro classes Championship that the Intro C class must be ridden (even if it is a score that is thrown out.) It was determined that we needed more discussion on this before a Vote..

 

Our next meeting is on April 2 in person and will be at M&M Tack in Raleigh at 7:00 PM.

 

Helen adjourned the meeting at 9:28.

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

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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

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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

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 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. 

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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. 

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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. 

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XII. Eventing Chair- Alex Martini/Mel Harper are new to the Board and are going to work with Amy Brumbach. 

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Old Business- None

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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.