Greater Orlando Hunter Jumper Association Web Site...GOHJA On-Line

Greater Orlando
Hunter Jumper Association

2004 Board of Directors
Meeting Minutes

November 8, 2004

November Board Meeting Minutes

The November 8, 2004 GOHJA Board Meeting was called to order at 7:30 pm. at Gleason's Grille with the following in attendance:

Patty Maddox, Wendy Trocano, Michelle Allison, Lynette Gray, Pam Capers, Melissa Vander Vennet, Dondi Desvernine, Jacque Gellein, Laura Barrett, Debbie Bjerkstrand

Guests: Molly Sewell, Jenny Medlock, Heather Bristol, Donna Pierce

Absent Board Members: Judy Bangs, April Kieffer

A motion was passed to waive the rule requiring the minutes to be distributed one week before the Board meeting so as to approve the September and October minutes. Both were approved with the note that Lynette Gray was in attendance at the October meeting.

Patty Maddox addressed the Board and thanked them for this year's service and expressed how much she has enjoyed being President of the organization. She will continue as Ex-officio.

Treasurer Report: The report was approved as distributed. The balance as of 10/31/04 was $14,565.07. Lynette noted that the September/October shows percentage check has not been recorded. This check was $1720.00, putting the balance almost $1000.00 more than this time last year.

Vice-President/Hearings Committee: No Report.

Recording Secretary: The results of the final awards have been passed on to the Banquet Chair to be printed in the program. Melissa is preparing a packet to pass on to the new Recording Secretary, Heather Bristol, containing a job description and helpful hints to perform the job.

Steward Committee: No Report.

Membership Committee: 216 members. Dondi reported that the new membership and recording forms were mailed out October 23, 2004.

Dondi asked Horse Show managers to compile a list of people and addresses to be placed on a mailing list that Dondi is preparing whom aren't necessarily members but should be included in mailings for things like the banquet, etc. Dondi plans to keep three lists this year for mailing, one of all members, one of members and others wanting horse show programs (this list will be given to show management for program mailing), and the list of people to be included in special mailings. Lastly, Dondi distributed names of volunteers collected at the last show.

Exhibitor Committee: The final meeting to choose Special Awards was held earlier in the evening. The President asked this committee to review the perpetual awards for updates and out of dates. The committee was also asked to discuss a Perpetual Award that would be a Horse of the Year Jumper Award. Criteria will be discussed and presented to the Board.

Banquet Committee: The final touches are being done for the banquet. The last of the ads are being collected with the program going to print on November 10. Michelle is attempting to collect the last two awards that are out - Walk-trot and Long Stirrup.

Jenny Medlock will be mailing out a few invitations to those who might want to come to the banquet but are not members and would not have received an invitation.

Horse Show Committee: Jacque reported that the application for the April date at Clarcona for our Benefit Show has been submitted.

A motion was made and tabled to delete the Small, Medium, and Large Pony Divisions and the Hi-Point Pony award. The participation in these divisions has been almost non-existent for the past several years. The motion was tabled so the Board may consider this idea further and discuss alternatives. Jacque discussed the uncollected Benefit Show advertising monies. Pam, Melissa, and Lynette will continue to try to collect.

Rules and Regulations Committee: The final two rules were approved. They are as follows:

Article I - Membership

1.9 A Member in Good Standing is defined as an individual who:

. has paid the annual membership fee;

. has settled all debts to GOHJA;

. has settled all debts to any GOHJA sanctioned show;

. has no unresolved charges or protests pending against them;

. has no sanctions levied against them for violations of the GOHJA rules.

5.10 Margaret Crane Memorial Classic

5.10.1 The winner of the Margaret Crane Memorial Classic is the Adult Hunter horse and rider combination that achieves the highest final score for the year in the designated Adult Hunter classes.

5.10.2 In order to receive a score, the rider must be a member in good standing and the horse must be registered with GOHJA.

5.10.3 The scores for the Classic will be computed as follows:

a. The Judge shall assign a numerical score, per the Open Numerical Scoring System, for the second over fences class of each competitor in each Adult Hunter division.

b. The numerical scores received at the December through October horse shows shall be averaged for each horse/rider combination.

c. Following the October horse show, the ten horse/rider combinations with the highest average scores will be invited to participate in the Finals at the November horse show.

d. At the November horse show, The Judge shall assign a numerical score, per the Open Numerical Scoring System, for both Adult Hunter over fences classes of each Finals competitor.

e. The final Classic score is seventy-five (75) percent of the average November score added to twenty-five (25) percent of the average December through October score for each horse/rider combination.

5.10.4 Ribbons to be awarded, at the Year-End Awards Banquet, to the ten horse/rider combinations with the highest final score.

5.10.5 There will be no additional charge to enter the Classic at any given horse show; however, competitors must be eligible for and be entered in the appropriate Adult Hunter class.

The new rulebooks will be available on line in about three weeks.

Fund Raising Committee: No Report.

Publicity Committee: The 2005 show dates and the dates for the Board Meetings have been posted on the website. A new FAQ section has been created. The rulebook, board updates, change of address forms, membership forms, and horse recording forms will all be posted soon.

Old Business: none

New Business: A motion was made and amended to have the rulebook be posted on the website, paper copies given to all board members, stewards, and show secretaries, with any other paper copies distributed to persons requesting one who have provided a self-addressed, stamped envelope.

A letter requesting reinstatement of Green Status for the horse "Uptown Girl" was discussed and directed to the head of the Hearings Committee, Judy Bangs.

Much discussion was held on the agreement between GOHJA and Gleason's Grille as to the cost of the meeting room and there monthly ad in the horse show program. Lynette and Melissa will settle this matter with the management.

There being no further business, the meeting was adjourned at 9:25 pm. The next meeting will be December 13, 2004 at Gleason's Grille at 7:30 pm.

October 11, 2004

October Board Meeting Minutes

The October 11, 2004 GOHJA Board Meeting was called to order at 7:30 pm at Gleason's Grille with the following in attendance:

Judy Bangs, Wendy Trocano, Pam Capers, Laura Barrett, Melissa Vander Vennet, Dondi Desvernine, Michelle Allison, Debbie Bjerkstrand

Absent Board Members: Patty Maddox, Jacque Gellein, Lynette Gray, April Kieffer

Guests: Jennifer Medlock, Molly Sewell, Donna Pierce

September Board minutes were not presented.

Treasurer Report: The Treasurer's report was approved with a balance as of 8/31/04 being $16,456.00. Much discussion was held about the unpaid Benefit Show ads and several of the Board members will attempt to collect.

Vice President/Hearings Committee Report: No Report.

Recording Secretary: The points will be on the website after the October show.

Rules and Regulations Committee: See attachment. Note only October's changes apply here.

Steward Committee: A 3 person committee will steward the show this weekend due to conflicting schedules for all of the stewards. There was also much discussion on the problem of having enough Stewards. It was voiced that many of the Stewards decline to work because of problems working with certain management. There was no conclusion to this problem.

Horse Show Committee: No Report.

Exhibitor Committee: The first Special Award's Committee met tonight to begin the process of selecting the Special Award winners. There will be at least two more meetings to decide the winners.

Membership Committee: Dondi, Pam, and Melissa have created a new membership form and recording horse form. The forms will be mailed in the next few weeks for 2005.

Fund Raising Committee: No Report.

Publicity Committee: Pam has updated the website and many of sections. All of the rule changes are on it and she is working with Melissa to have the points ready after this weekend.

Banquet Committee: Jennifer Medlock reported that there will be a banquet at the Dolphin on November 20, 2004. The meals will be $38/adults and $23/childs. Discussion was held about fund raising ideas, ads, disc jockeys, and types of awards.

Old Business: Melissa presented the slate for 2005. The slate was approved and will be mailed to the general membership for approval. It is as follows:

President: Melissa Vander Vennet

Vice President/Hearing Committee: Pam Capers

Corresponding Secretary: Wendy Trocano

Recording Secretary: Heather Bristol

Treasurer: Lynette Gray

Publicity: Pam Capers

Horse Show Committee: Jacque Gellein

Steward Committee: TBA

Rules and Regulations Committee: Debbie Bjerkstrand

Exhibitor Committee: Laura Barrett

Banquet Committee: Jenny Medlock

Fund Raising: Donna Pierce

Membership Committee: Dondi Desvernine

New Business: none

There being no further business the meeting was adjourned at 9:35 pm. The next meeting will be November 8, 2004 at Gleason's Grille at 7:30 pm.

September 13, 2004

September Board Meeting Minutes

The September 13, 2004 GOHJA Board Meeting was called to order at 7:30 pm. at Gleason's Grille with the following in attendance:

Patty Maddox,Judy Bangs, Wendy Trocano, Pam Capers, Debbie Bjerkstrand, Jacque Gellein, Melissa Vander Vennet, Dondi Desvernine

Guest: Donna Pierce

Absent Board Members: April Kieffer, Michelle Allison, Lynette Gray

The August minutes were approved with the following amendments:

under Publicity Committee: 400 visitors. Summary of the medal tests are available. A summary of the Jumper tables and rules are in the works.

Note: The green print sections are proposed rule changes, the yellow print sections are areas to be discussed, and the red .....

Treasurer Report: No report.

Vice-President/Hearings Committee: No report.

Recording Secretary: The points will be printed after the October show.

Steward Committee: No report.

Membership Committee: 187 members. Dondi, Pam, and Melissa are working on a new membership and recording form.

Exhibitor's Committee: No report.

Banquet Committee: No report.

Horse Show Committee: Discussed the two shows that were cancelled because of the hurricanes. Jacque advised show managers to bring sanction forms to next meeting.

Rules and Regulations Committee: See attachment. Note: The attachment has both September and October rule changes on it, only September's apply here.

Fund Raising Committee: No report.

Publicity Committee: Pam Capers encouraged Board members to review all rule changes on the website. She also pointed out to all that there have been people inquiring about becoming volunteers and have given their name and number for contact.

Old Business: none

New Business: Melissa Vander Vennet volunteered to head the Nominating Committee to propose a slate of Board Directors for next year. This slate will be presented and approved at the October meeting.

There being no further business the meeting was adjourned at 8:45 pm. The next meeting will be October 11, 2004 at Gleason's Grille at 7:30 pm.

August 9, 2004

August Board Meeting Minutes

The August 9, 2004 GOHJA Board Meeting was called to order at 7:40 pm at Gleason's Grille with the following in attendance:

Patty Maddox, Judy Bangs, Wendy Trocano, Pam Capers, Debbie Bjerkstrand, Jacque Gellein, Laura Barrett, Melissa Vander Vennet, Dondi Desvernine

Guest: Donna Pierce

Absent Board Members: April Kieffer, Michelle Allison, Lynette Gray

The June minutes were approved as distributed.

Treasurer Report: The June and July Financial Reports were approved as distributed. The balance as of 7/31/04 is $16,391.00. There is approximately $900.00., outstanding in advertising monies from the Benefit Show.

Vice-President/Hearings Committee: No report.

Recording Secretary: No report.

Rules and Regulations Committee: No report.

Steward Committee: No report.

Horse Show Committee: A meeting was held 8/9/04 and the June show was reviewed.

Much discussion was held about the "Computer Purchasing Project". It was recommended that GOHJA put that on hold for the time being because many of the issues that a computer could possibly help are being resolved ie., horse recording can be done on the website, a show entry form is being created to do on line, and the show secretaries are developing a working system for class

lists, etc. It was requested to create a type of Pro - Con list, showing what the computer could do in terms of saving time and what wouldn't be helpful by having a computer.

Lastly, Pam Capers presented a rough draft rule book with notations for the committee to review and present at the next Board meeting.

Membership Committee: One new member added since last time.

Exhibitor's Committee: Special Award's meeting will be held before the August show. Laura will be in contact with when and where.

Publicity Committee: !400 visitors a week to the website. Horse recording forms are now available. Summary of the medal tests are available as well as a summary of the Jumper tables and rules.

The Barn news has been changed to only include barns whose owners or trainers are a member. Also, farm logos have been added.

Pam Capers asked that all board members review the rule change sections either on the hard copy she brought this evening or on line. She can provide the link if needed. Note: The green print sections are approved rule changes, the yellow print sections are questionable changes mostly in wording, punctuation, etc., and the red italicized sections are rule change questions that Pam has and need to be answered. Changes will be presented at the next Board meeting with the plan to have the rule book correct and ready for use by December, 2004.

Banquet Committee: No report.

Fund Raising: No report.

There being no further business the meeting was adjourned at 8:15 pm. The next meeting will be September 13, 2004 at Gleason's Grille at 7:30 pm.

June 14, 2004

June Board Meeting Minutes

The June 14, 2004 GOHJA Board meeting was called to order at 7:35 pm at Gleason's Grille with the following in attendance:

Patty Maddox, Judy Bangs, Pam Capers, Wendy Trocano, Jacque Gellein, Laura Halley, Melissa Vander Vennet, Michele Allison, April Kieffer, Dondi Desvernine

Guest: Donna Pierce

Absent Board Members: Lynette Gray, Debbie Bjerkstrand

The May minutes were approved as distributed.

President Report: Patty Maddox reported that Liz Gillespie has resigned from the Board.

Vice-President/Hearings Committee: No report.

Treasurer Report: Patty Maddox presented a Treasurer's report showing the net profit from the Benefit show as of 6/14/04 is $4950.03, with $982., outstanding.

The balance as of 5/31/04 is $15,381.62. The balance at this time last year was $13,9332.70.

Recording Secretary: Points are posted on the website thru the April show. The next posting of points will be after the September show.

Rules and Regulations Committee: No report.

Steward Committee: Stewards are needed!

Horse Show Committee: Jacque Gellein reported that several items were discussed at the meeting held just prior to the Board meeting.

-- There has been a problem with submission of the Steward's report to the Horse Show Committee Chair. It was decided that the Steward's report will be printed on NCR paper so that at the end of a show the manager can have a copy to keep and will be required to send by fax or mail a copy to the Horse Show Committee Chair.

--Much discussion has been held over the past two meetings about non-showing horses who come on Friday and school in the rings without being registered in the office. The problem is that these riders may have not signed a liability waiver since they do not have an entry, thus leaving the show and GOHJA open for liability issues. This committee decided to require each horse entering a show ring to be registered in the office and the rider required to wear a back number. The August show will be the first show where the distribution of back numbers idea will begin.

--Reviewed the Benefit Show financial report and discussed ways to boost ad income and combining it with the solicitation of ads for the Banquet.

--Reviewed the Over The Hill Show in May. All went well, except for problems with the paramedic service. The committee asked the Board to investigate other options for paramedic service.

--Discussed the purchase of a computer for GOHJA. This discussion spilled over into the Board meeting where it was decided to have Pam Capers investigate prices for computer, printer, and software. Pam will get with Maggie LeClair about approval of the demo software she has and about her continuing as the horse show/GOHJA secretary and keeping the computer, etc. in her possession.

The Board discussed renting the computer and software to the individual shows and possible fees for that service. Pam will report back to the Board via e-mail and decisions will be made.

Exhibitor's Committee: Laura Barrett is collecting information for a Special Award's meeting. She will also post the calendar of the remaining show dates at the show this weekend including the change in December's date to December 3 and 4.

The Board requested that Laura discuss with the Exhibitors the need for Paddocks, Stewards, and Fund Raisers possibly thru parental involvement.

Membership Committee: We have 185 members to date.

Fund Raising Committee: No report.

Publicity Committee: Pam Capers reported that the website has been contacted by the National Hunter Jumper Council requesting a link to them. The website continues to be quite popular, reaching out all over the world!

Banquet Committee: Michelle Allison reported that she is still looking at dates and discussed the possibilities of having the Banquet on a Sunday. Possible locations will be e-mailed and discussed further.

There being no further business, the meeting was adjourned at 8:30. There will be no July meeting, so the next meeting will be August 9, 2004 at Gleason's Grille at 7:30 pm.

May 10, 2004

May Board Meeting Minutes

The May 10, 2004 GOHJA Board Meeting was called to order at 7:38 pm at Gleason's Grille with the following in attendance:

Patty Maddox, Judy Bangs, Wendy Trocano, Pam Capers, Debbie Bjerkstrand, Jacque Gellein

Guest: Donna Pierce

Absent Board Members: Laura Halley, Lynette Gray, Melissa Vander Vennet, Michelle Allison, April Kieffer, Liz Gillespie, Dondi Desvernine

A quorum was not attained so no motions were made and/or approved.

Treasurer Report: Patty Maddox presented a Treasurer's report showing as of today the net profit from the Benefit Show is $3900.00. However, there is a lot of advertising monies and sponsorship monies outstanding and a few bills left to pay. A final report will be presented next month.

Vice-President/Hearings Committee: No report.

Recording Secretary: No report.

Rules and Regulations Committee: No report.

Steward Committee: No report.

Horse Show Committee: There will be a meeting next month before the Board meeting at 6:30 at Gleason's Grille. Discussion was held on the Benefit Show's successes and items we need to do differently next year.

Exhibitor's Committee: Laura Halley will be having a meeting very soon. Nominating forms were passed out at the last show and are being reviewed.

Membership Committee: No report.

Fund Raising Committee: No report.

Publicity Committee: Pam Capers reported that the mid-year points will be published on the website as soon as they are tabulated and received from Melissa Vander Vennet.

Banquet Committee: No report.

There being no further business, the meeting was adjourned at 8:05 pm. The next meeting will be June 14, 2004 at Gleason's Grille at 7:30 pm.

April 12, 2004

April Board Meeting Minutes

The April 12, 2004, GOHJA Board meeting was called to order at 7:30 pm., at Gleason's Grille in Winter Park with the following in attendance:

Patty Maddox, Judy Bangs, Debbie Bjerkstrand, Lynette Gray, April Kieffer, Dondi Desvernine, Wendy Trocano, Pam Capers, Melissa Vander Vennet, and Jacque Gellein.

Guest in attendance: Donna Pierce

Absent: Laura Barrett, Liz Gillespie, Michelle Allison

The March minutes were approved as distributed.

Vice-President: No report.

Treasurer: Lynette Gray reported that the current balance is $8,404.07. The report was approved with the one typographical correction: Balance this time last year: 04/30/03.

Lynette confirmed the direction to reimburse Debbie Bjerkstrand, as Rules and Regs Chair, for her membership to the USEF.

Recording Secretary: Melissa Vander Vennet reported that the points will be published on the website after the April show. It was decided that The Dotted Line will not be published mid-year but the points will be printed and available at the May show in the office.

Banquet: No report.

Exhibitors: No report.

Horse Show: Jacque Gellein reported that all is moving well with the plans for the Benefit show. Paddock masters are needed.

The March show was reviewed. Coming out of that review was the request for Rules and Regs to determine a policy in regards to people who come and participate in Warm-up on Friday but do not pay a schooling fee. Much discussion was held on this topic because of insurance factors, possible time constraints for the show, and stall usage.

This committee also sent to Rules and Regs a request for review of the cross entry restrictions that are in force for many of the different types of adult/modified/amateur divisions and children/modified/junior divisions.

Steward: April Kieffer read the March Steward's report. There were 98 entries.

Membership: Dondi Desvernine reported that there are 168 members. Lynette Gray will present to the Board next month her findings regarding the giving names and addresses to horse show managers requesting the GOHJA mailing list and on publishing names and hometowns of our members on the website.

Publicity: Pam Capers reported that the Benefit Prize list is in the mail and on the website.

Pam also discussed the need for everyone offering something for sale on the internet to be careful of scam artists trying to manipulate money out of people.

Rules and Regulations: No report.

There being no further business, the meeting was adjourned at 8:10 pm. The next meeting will be May 10, 2004 at Gleason's Grille at 7:30 pm.

March 16, 2004

March Board Meeting Minutes

The March 16, 2004, GOHJA Board meeting was called to order at 7:30 pm. at the Washington Mutual Building in Winter Park with the following in attendance:

Patty Maddox, Melissa Vander Vennet, Michelle Allison, April Kieffer, Wendy Trocano, Debbie Bjerkstrand, Pam Capers, Dondi Desvernine, and Lynette Gray.

Guest in attendance: Donna Pierce

Absent: Laura Barrett, Jacque Gellein, Liz Gillespie, Judy Bangs

The February minutes were approved as distributed.

Vice-President: No report

Treasurer: Lynette Gray reported that the current balance is $11,042.68.

Recording Secretary: Melissa Vander Vennet reported the points will be published in April and September. There was also some discussion on name changes and the fee for changing a horse's name.

Banquet: Michelle Allison reported she is going over costs of last year's banquet and is investigating places to have the banquet.

Exhibitors: Patty Maddox reported a meeting is being organized for the Special Awards' Committee. Laura Barrett will follow with information.

Horse Show: Wendy Trocano reported the Benefit Show is coming right along and asked approval for Kim Stewart to be added to the judge's list. Kim was approved and added. The next committee meeting will be at Jacque Gellein's, Monday March 29th.

Steward: April Kieffer is updating the pony list and the actual current list of available stewards.

Membership: Dondi Desvernine reported there are 152 members.

Publicity: Pam Capers reported that the Dotted Line has been mailed and put in several tack shops. She also reported on the updates to the website including info on the Winter Miles newsletter.

Rules and Regulations: The board asked this committee to discuss whether GOHJA wants to fall in line with the USEF pertaining to the new rule not allowing judges to hold more than 3 judge's cards.

A motion was made and tabled pertaining to the requests the Membership Chair has had regarding giving names and addresses to horse show managers for a mailing list. Patty Maddox asked Lynette Gray to consult her husband about our legal responsibilities and present next month.

There being no further business the meeting was adjourned at 8:18 pm. The next meeting will be April 12, 2004 at Gleason's Grille.

February 9, 2004

February Board Meeting Minutes

The February 9, 2004 GOHJA Board Meeting was called to order at 7:30 pm at Gleason's Grille with the following in attendance: Patty Maddox, Wendy Trocano, Judy Bangs, Dondi Desvernine, Jacque Gellein, Laura Halley, Melissa Vander Vennet, Lynette Gray, April Kieffer, Debbie Bjerkstrand, and Pam Capers.
Guests in attendance: Donna Pierce, Michelle Allison
Absent Board Members: Liz Gillespie

The January minutes were approved as distributed.

Vice-President: No Report

Treasurer: Lynette Gray reported that the account balance is $10,917.25. This is $3800.00 more than last year at this time. Lynette also provided a detailed analysis of the 2003 Banquet showing all costs and income pertaining to the banquet at the Swan. The cost of the Banquet was $23,204.52 and the income was $12,785.00. This left a net cost of producing the banquet at $10,519.52.

Recording Secretary: Melissa Vander Vennet is continuing recording points and will be sending the Champion and Reserve winners from the February show to Pam Capers to publish on the website as soon as the information is available. Melissa will also send a list of recorded horses to Pam to publish so people can be sure their horses are recorded and receiving their points.

Fund Raising: No Report

Horse Show Committee: Jacque Gellein reported that the first three shows of the year were reviewed at the meeting February 9. The judge's list was reviewed and Gerald Pack was added to the list. The horse show insurance has been renewed with an increase in the yearly cost of $70.00. The increase is due to the increase in the liability portion of the policy. Discussion was held on the status of purchasing the computer software for the secretaries. Pam is ordering the package this week. This committee also began organizing the Benefit show and set about delegating jobs.

Membership Committee: Dondi Desvernine reported that we now have 148 members.

Exhibitor's Committee: No report

Steward's Committee: The Steward's reports from the first three shows were presented to the Horse Show Committee. There were no protests or ponies measured.

Rules and Regulations Committee: Debbie Bjerkstrand reported that she has received and given April Kieffer the USEF rule book as requested. No other business.

Publicity Committee: Pam Capers reported that the Dotted Line is at the printer. There are several informative articles for the membership. Pam reported that the domain name GOHJA.com will be available in about a month. Renewal for the website is approximately $150.00 per year and is due in March. Pam also presented a graph showing the popularity of the website and trends as to numbers of people looking at it and when.

Banquet Committee: Stephanie Black has presented her resignation to the Board as Banquet Chairman. Michelle Allison volunteered and was approved to be the new chairman. Much discussion was held on location and some of the cost cutting measures that might be implemented.

Old Business: None

New Business: Freedom Ride sent the Board a letter thanking GOHJA for their continued support. They also are looking for volunteers and horses. They have 80 students per week with a waiting list of another 60. Dondi also shared with the Board that high school students working in the Dividend program can donate their time to Freedom Ride and have those hours count toward their requirements. Donna Pierce presented information on the "Friends of Winter Miles" and their support of the creation of a Seminole County Park in Oviedo. Contributions in the way of ideas, time, or funding may be directed to Linda Wiggins at 407-366-1892 or for more information, email equestriancorner@aol.com .

There being no further business, the meeting was adjourned at 8:15 pm. The next meeting will be March 8, 2004 at Gleason's Grille at 7:30 pm.

January 12, 2004

January Board Meeting Minutes

The January 12, 2003 GOHJA Board Meeting was called to order at 7:30 pm at Gleason's Grille with the following in attendance: Judy Bangs, Wendy Torcano, Dondi Desvernine, Pam Capers, April Kieffer, Liz Gillespie, Lynette Gray, Melissa Vander Vennet, Debbie Bjerkstrand, Stephanie Black
Absent Board Members: Patty Maddox, Jacque Gellein, Laura Halley Absent Horse Show Manager: Donna Pierce

The December Board minutes were approved as distributed.

Treasurer Report: A very detailed Treasure's report was approved showing an ending balance of $5,185.42. It was noted that the beginning balance for 2004 was about $1700.00, less than the beginning balance for 2003 mostly due to increased banquet costs. It was also reported that the GOHJA account will be moved to Century Bank which will save GOHJA a little over $300.00 per year.

Vice-President/Hearings Committee Report: none

Recording Secretary Report: Melissa Vander Vennet is working on several details to make point recording easier ie., lists of members and recorded horses and their updates for cross referencing. Melissa brought to the Board's attention discrepancies in the rule book and in programs. Specifically, the entry blank states that a trainer must be a member of GOHJA or pay a member fee for the day to participate in GOHJA shows. There are many trainers who take part in the shows who are not members. Horse show and Rules and Regs Committees will address these issues.

Rules and Regulations Committee: The following two rules were passed by vote over the internet before the January Board Meeting. The Training Hunter rule and its description were passed. See attached. The Hopeful Jumper was also amended to read Fence Heights will be 2'6" or 3'. Much discussion was held on updating the rule book and making it available to all members. A notice will be published on the Website to inform people where they can acquire a rule book. This committee will discuss the trainer member fee and a clarification as to when the Training Hunter round may be used in the schedule and send their recommendations to the Horse Show Committee for their review.

Steward Committee: The Steward reports for December and January will be approved at the February meeting after review by the Horse Show Committee in February.

Horse Show Committee: none

Exhibitors Committee: none

Membership Committee: Dondi Desvernine reported there are 139 members. She encouraged people to put their e-mail addresses on the membership forms and reminded people to Record their horses.

Fund Raising Committee: Liz Gillespie reported that she collected $20 in T-shirt sales at the January show. There was some discussion on the need for ad selling at both the Benefit show and the Banquet program.

Publicity Committee: Pam Capers reported that she is preparing everything for the 1st issue of the Dotted Line. Much discussion was held on whether to continue this publication with the Website now up and running. It was decided to publish a February issue for mailing to all members. The issue after that will be discussed at publication time as to mass mailing or possibly just distribution at the horse shows. Pam also reported that the Website is going strong with 1000 hits a week from all over the world.

Banquet Committee: Stephanie Black questioned Board members on there reactions to the 2003 banquet. She is forming a committee and is looking at places for the banquet to be held. She discussed several ideas she had for new trophies and different types of coolers. She is hoping to have a place for Board approval next month.

There being no Old or New Business, the meeting was adjourned at 8:30 pm. The next meeting will be February 9, 2004 at Gleason's Grille at 7:30 pm.

December 8, 2003

December Board Meeting Minutes

The December 8, 2003 GOHJA Board Meeting was called to order at 7:30 pm at Gleason's Grille with the following in attendance: Patty Maddox, Wendy Trocano, Dondi Desvernine, Pam Capers, April Kieffer, Liz Gillespie, Jacque Gellein, Melissa Vander Vennet, Lynette Gray, Debbie Bjerkstrand Guests in attendance: Donna Pierce, Michelle Allison
Absent Board Members: Judy Bangs, Laura Halley, Stephanie Black

Being the first Board meeting of the 2003-2004 show year, the President, Patty Maddox had all in attendance introduce themselves.

The November Board minutes were approved as distributed.

Treasurer Report: Due to the transition of treasurer, there was no report. New treasurer, Lynette Gray requested that the GOHJA bank account be moved from Merrill Lynch to another bank that would charge lesser account fees. The fee to maintain an account at Merrill Lynch is $300.00 per year. The interest earned is not offsetting this fee, therefore the motion was passed to move the account to a bank with lower fees.

Vice-President Report: None

Recording Secretary Report: All point keeping materials have been passed to new points Chairman, Melissa Vander Vennet.

Fund Raising Report: Liz Gillespie reported T-shirts will be on sale this weekend at the Fox Cry show.

Banquet Report: Kudos, thanks, and compliments to Debbie Biechele and her committee for a fabulous banquet. The format, food, atmosphere, music, and actual award distribution was commended. The president suggested a similar format for next year. Suggestions for next year included more tables at dinner and possible music after the awards. Negatives: It got a little chilly towards the end of dinner. Wendy Trocano asked if the Board would like her to sell the 25th year video as a fund raiser for the organization. She will prepare an ad for the website and determine cost of producing it.

Horse Show Committee: Jacque Gellein reported that the final horse show package will be distributed at the Fox Cry show December 13, 2003. Next Horse Show Committee meeting will be January 12, 2004 at 6:15 pm at Gleason's Grille. Due to the need to enact the following proposed rule change by the first show of the year, the Board decided to waive Rule 8.1.1 for the change of Rule 4.6.3b. There was much discussion on the addition of a 3' section to the Hopeful Jumper. A motion was passed to have Rule 4.6.3b read: Fence height - 2'6" or 3', spreads not to exceed 2'6". This will take effect at the Fox Cry show December 13, 2003.

There was much discussion on the proposed idea of having an "Open Warm-up". This suggestion came from the General Membership and has been discussed for several months in committee. A motion was amended and passed to send the idea for an "Open Warm-up" to Rules and Regs to write a complete description of the class for implementation as soon as possible. The final product will be e-mailed to all the Board members for final approval. Some of the comments and questions to be determined by the Rules and Regs committee were: should the class be considered "sanctioned", is it required to be held at all shows, where can the class be used in the schedule, can the horse do more than one warm-up but with different riders, and how should it be pinned? These and other questions will be addressed in committee. When the final description is approved it will be published on the Website for the General Membership to review.

Rules and Regulations Committee: Debbie Bjerkstrand will be working on the above rule specifications. Also on that committee's agenda are clarifying and/or writing a rule about cantering into the ring and questions about non-sanctioned classes and their placement in the class schedule.

Steward Committee: April Kieffer reported that there is a problem with a Steward for the December show being available. A committee will be utilized if all else fails.

Membership Committee: Dondi Desvernine reported that memberships are coming in and she will be at the Fox Cry show to take more. She reminded everyone to make sure the Horse Recording section is filled out completely for points to count.

Publicity Committee: Pam Capers reported the Website is thriving. The membership form is on the web page. All Board members e-mail addresses have been updated and distributed.

Old Business: None

New Business: Wendy Trocano reported that she is trying to change the date of the June show to one week earlier than is now scheduled so as not to conflict with the Atlanta shows. Donna Pierce reported that she has been investigating other locations for shows. No changes as of this time.

There being no further business, the meeting was adjourned at 8:45 pm. The next meeting will be January 12, 2004 at Gleason's Grille at 7:30 pm.

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