Greater Orlando
Hunter Jumper Association

 
2006 Board of Directors
Meeting Minutes
 
 
November 13, 2006 November Board Meeting Minutes
The November 13, 2006 GOHJA Board meeting was called to order at 7:35 pm., at Gleason's Grille with the following in attendance:
Melissa Vander Vennet, Wendy Trocano, Pam Capers, Mike Bristol, Heather Bristol, Dondi Desvernine, Laura Gurtis, Jacque Gellein, Jennifer Medlock, Debbie Bjerkstrand, Patty Maddox
Absent Board Members: Donna Pierce
Guests: Molly Sewell, Jenelle Holmes, Laura Murphy, Liz Medlock, Peggy Stevens, Maggie LeClair, Charlotte Rae, Shawn McCreary, Audrey McCafferty, Barbara Carpenter, Julie Jereczek, Denise Bloodsworth, Veronica Bass, Melanie Anesh
 
Corresponding Secretary: The minutes for the September and October board meetings were approved as distributed.
In accordance wiuth getting more people involved with GOHJA, Wendy is planning on sending all the trainers participating in GOHJA a personal invitation to attend the January board meeting.
 
Treasurer Report: The treasurer's report was approved as distributed. the current balance is $27,531.30.
 
Fundraising Committee: No report.
 
Recording Secretary: All points are complete for the 2006 show season.
 
Membership Committee: Dondi reported the following memberships: 122 Junior, 95 Senior, 61 Family, 8 Organization, 1 Lifetime. There are 507 addresses on the mailing list.
Dondi reported that the 2007 membership applications were mailed October 19. The membership spread sheet will be updated shortly.
After much discussion, the Board requested the Rules and Regs committee to review and revise the rules on membership. The board is looking to reduce and/or eliminate membership oversights and liability issues. Suggestions included a mandatory membership to show in a GOHJA show or increasing the member of the day fee.
Discussion was also held regarding putting the liability disclaimer found on each entry blank on the membership form. This will release some of the trainers from being liable for an entry, since they often sign the entry forms, and put it back on the parent or individual when they fill out their membership. Jacque will discuss the exact verbage with an attorney.
 
Vice President/Hearings Committee: Pam reported there is one hearing pending regarding the reinstatement of the green status of a horse. Also, Wendy Trocano presented her certificate of completion of the requirements set down by the Hearings committee.
 
Publicity Committee: Pam reported the current pony list is on the website. The October and November shows' champions and reserves will be posted shortly on the website. 2007 membership and horse recording lists will be posted after the banquet. Pam is preparing the year end winners which will also be posted after the banquet.
 
Horse Show Committee: At the horse show committee meeting on 11/13  the October and November show were reviewed. No unusual trends or problems were found.
-It was decided that each show would pay a set amount of $200 per show for insurance.
-Kristen Freeman Lowry was added to the judges' list.
-It was decided to monitor the walk-trot division and obtain information on the ages of the children showing to possibly split this division by age. Maggie and Dondi will prepare a list of the children and their ages.
-Much discussion was held about the meetings Orange County Parks Department are having concerning improvements to Clarcona. Jacque will be sending a list of long term permanent improvements the Parks Department requested. This list includes improvements in footing, irrigation, and lighting. A second list of improvements that can be done immediately will also be sent. This list includes improvements in the judges' stands, sprinkler system, addition of another temporary light pole at the pony ring, decreasing the amount of rubber in the schooling rings, a back-up sound system, and relocating the electrical outlets so the horses would not have access to them.
-Jacque reported all horse show applications and sanction forms have been received and approved.
 
Steward Committee: Patty reported that the October and November steward's reports were reviewed in horse show committee. Patty noted that at both shows the judge asked the steward to speak with junior riders who were using excessive force while showing.
Patty reported on the need for more stewards.
Patty reported that 1.16.5 has been deleted from the Rulebook, please make a note of it.
 
Exhibitor Committee: Laura reported that the Special Award selections are all complete and will be posted on the website after the banquet.
For Medal finalists, Margaret Corry has designed a clock with the rider's picture as  the background to be given. Those who were finalists but did not compete at the Finals may still obtain a clock and may send Margaret a picture to use as the background. Individuals who have won a Medal class will receive a plaque at the banquet.
 
Banquet Committee: Jennifer reported that all is going as planned.
A motion was passed to give Margaret Corry $300.00, a plaque, and flowers as a "thank you" for her efforts and support of GOHJA.
 
Rules and Regulations Committee: The rule regarding helmets will be reviewed and presented at the next meeting.
 
Old Business: The ballot mailed to all senior members in October was approved. The 2007 Board of Directors are:
President:                                   Melissa Vander Vennet
Vice-President:                            Jacque Gellein
Corresponding Secretary:               Wendy Trocano
Recording Secretary:                     Heather Bristol
Treasurer:                                   Mike Bristol
Publicity Committee:                      Jennifer Medlock
Horse Show Committee:                 Laura Gurtis
Steward Committee:                      Patty Maddox
Rules and Regulations Committee:    Debbie Bjerkstrand
Banquet Committee:                      Liz Medlock
Exhibitor Committee:                      Jenelle Holmes
Fund Raising Committee:                 Shawn McCreary
Membership Committee:                  Dondi Desvernine 
 
Much discussion was held on the balloting and voting procedure. Each committee chair went thru their job and duties.
 
New Business: Melissa appointed Patty Maddox to head up a task force to review the nominating and balloting process and to create a set of guidelines to be nominated to the slate.
 
There being no further business the meeting was adjourned at 9:45 pm. The next meeting will be held on December 11, 2006 at Gleason's Grille at 7:30 pm.
 
 
October 9, 2006 October Board Meeting Minutes
The October 9, 2006 GOHJA Board meeting was called to order at 7:30 pm., at Gleason's Grille with the following in attendance:
Melissa Vander Vennet, Wendy Trocano, Pam Capers, Mike Bristol, Heather Bristol, Dondi Desvernine, Laura Gurtis, Debbie Bjerkstrand, Jennifer Medlock, Patty Maddox
Absent Board Members: Jacque Gellein, Donna Pierce
Guests: Molly Sewell, Jenelle Holmes, Laura Murphy
 
Corresponding Secretary: The approval of the September minutes was tabled to next month.
 
Treasurer Report: The report was approved as distributed. The balance as of 10/1/06 was $26,589.58.
 
Fundraising Committee: No report.
 
Recording Secretary: Points have been completed thru September.
 
Membership Committee: Dondi reported the following memberships: 120 Junior, 85 Senior, 59 Family, 8 Organizations, 1 Lifetime. There are 496 addresses on the mailing list.
Further discussion was held regarding putting the liability disclaimer on the membership form.  The main issue being, the availability of a parent to sign the form if a child filed it at a horse show and the parent was not attending the show. It was decided to discuss this and other difficulties with an attorney.
 
Vice President/Hearings Committee: No Vice President report.
Hearings Committee chair, Pam Capers, reported the findings of their meeting regarding the review of the Fox Cry Farms horse shows. The Hearings Committee found that Donna Pierce did not comply with the second requirement of the penalty levied in June of 2005, specifically that which prohibited Donna from performing duties of Show Manager for the November 2005, December 2005, and February 2006 horse shows. As a result the committee has prohibited Donna from performing any of the duties of Show Manager for the November 2006, December 2006 and January 2007 horse shows. A show manager must be hired to assume all show manager duties including all duties prior to the show and during the show.
The results of this hearing will be posted at the October show.
 
Publicity Committee: No report.
 
Horse Show Committee: Laura Gurtis reported for Jacque Gellein the topics covered at the October 4 horse show committee meeting.
A new Horse Show package was distributed with current rules, judges lists, horse show manager reminders, etc. The following judges were added to the list and were subsequently approved by the Board: Hunt Tosh, Mandy Tosh, Claudia McQuillan, Stacy Lane, and Dana Nogan.
Discussion was held on adjusting the lines for small and medium ponies and it was decided that when footing allowed the lines would be adjusted to fall in line with USEF.
Sanction applications are due 10/31/06.
Much discussion was held on the liability release signatures with regard to trainers signing and their assumption of liability. Jacque is going to speak with the attorney about this.
 
Steward Committee: Much discussion was held on the authority of Stewards at the horse shows and the manner in which they can and should exercise that authority. The generalities discussed included not only policing the rules of the organization but educating new as well as old members and trainers to foster an atmosphere of accord and fun for all exhibitors.
As a result of a problem with the paper back numbers at the last show the idea was sent to horse show committee to investigate the possibility of plastic back numbers.
 
Exhibitor Committee: The idea of the GOHJA Scholarship is on hold for the moment pending resolution of the organization's incorporation status.
The first special awards meeting was held September 19, 2006. New and old perpetual awards were discussed including the retirement of the "Benson Trophy" and in its place Maggie LeClair and friends are creating the "Read The Book Trophy".
A motion was passed to present all the Medal, Mini-medal, and Pony medal finalists with photo boxes as was done last year.
 
Banquet Committee: All is going smoothly except the replacement of some of the broken perpetual trophies. Jenni is going to contact the sponsors of those awards to determine how to get replacements.
 
Rules and Regulations Committee: Debbie was asked to review the helmet rule as it is written for GOHJA. The Board would like it to be in line with the USEF standards with the exception that ALL mounted riders at a GOHJA show wear an approved helmet at ALL times.
 
Old Business: The following slate for the 2007 Board of Directors was approved:
 
President: Melissa Vander Vennet
Vice-president: Jacque Gellein
Corresponding Secretary: Wendy Trocano
Recording Secretary: Heather Bristol
Treasurer: Michael Bristol
Publicity Committee: Jennifer Medlock
Horse Show Committee: Laura Gurtis
Steward Committee: Patty Maddox
Rules and Regulations Committee: Debbie Bjerkstrand
Banquet Committee: Liz Medlock
Exhibitor Commtiiee: Jenelle Holmes
Fund Raising Committee: Shawn McCreary
Membership Committee: Dondi Desvernine
 
Ballots will be mailed and are to be returned with a postmark no later than November 3, 2006 to be counted.
 
New Business: None.
 
There being no further business, the meeting was adjourned at 9:15 pm. The next meeting will be held on November 13, 2006 at Gleason's Grille at 7:30 pm.
 
September 11, 2006 September Board Meeting Minutes
The September 11, 2006 GOHJA Board meeting was called to order at 7:30 pm., at Gleason's Grille with the following in attendance: Melissa Vander Vennet, Mike Bristol, Heather Bristol, Dondi Desvernine Pam Capers, Patty Maddox, Debbie Bjerkstrand, Donna Pierce, Laura Gurtis Absent Board Members: Jacque Gellein, Jennifer Medlock, Wendy Trocano

Guests: April Keifer, Jennelle Holmes, Lillian Dowd, Peggy Klein, Shawn McCreary, Cindy Patz

Corresponding Secretary: Dondi reported for Wendy Trocano that "get well"cards are being sent out. Wendy has checked her old books of GOHJA and she does not have any of the incorporation papers but does have the old protests. Also, Jacque had asked Wendy to sign for her judge and Wendy stated she would. The August minutes were approved as distributed.

Fundraising: Donna reported she is trying to work with an embroidery company and it should be fall before this could be arranged.

Publicity: Pam noted that everything has been updated on the GOHJA web site. She also mentioned the helmet rule needs to be updated and voted on.

Recording Secretary: Heather reported that all points have been updated and discussion about points being posted in September was brought to the table for a vote by the board. The GOHJA board voted to post the points through September on the GOHJA website.

Membership: Dondi reported the following memberships: 120 junior, 85 senior, 57 family, 8 organization, 1 lifetime, for a total of 268 memberships. The member mail out for the 2007 year was discussed to see if there are any changes to be made to the membership or horse recording forms. The mail out of new forms will be sent to the membership by October 21. It was also discussed to see if the disclaimer with parent signature should be added to the membership form. Laura stated she would have Jacque check into this situation. Also brought to the boards attention was a membership form (received and the check was dated after the show) stating the show sec. approved that the membership would be active as of the date of the show so that the points would count. GOHJA rules clearly state membership status and will be followed. It was suggested that the corresponding secretary email the minutes of the board meetings to the show secretaries.

Vice President/Hearings Committee: No report.

Horse Show Committee: Laura stated information for incorporation is still being addressed, it was stated that the possibility of changing a minor detail of the name of the association. It was also discussed that a member of the GOHJA board should be in charge of the incorporation process and maintaining the proper records. Liability is also being discussed. There will be a horse show committee meeting on September 27. Discussion and a motion was made and approved to add Ed Lookingbill to the approved judges list. It was noted that Tom Lambert will judge at the September show, but will judge in the Pony ring since he judged the Hunter ring last show.

Steward Committee: Patty reported the need for more stewards is still foremost. Attire is still withstanding as well as helmets.

Exhibitor Committee: Laura stated that the scholarship award is still on hold until the incorporation issue is remedied. This should all be settled before endorsed by the board. The schedule for the 2007 show series was printed in the September prize list and it was noted the dates will move forward by a day or two. The special awards meeting will take place after the September show.

Treasurer Report: Mike stated the current balance is $31,532.58. The slate for next years board members will be sent out soon and there are several open slots.

Rules and Regulations: No report.

Old Business: Already discussed.

New Business: April Keifer discussed the situation of liability that was brought to her attention at the last horse show in reference to her photography. She has contacted Jacque Gellein about this situation. All trophies are to be returned by the October show. This has been placed on the web site and letters have been sent to the past award winners to return the trophies.

There being no further business, the meeting was adjourned at 8:45 pm. The next meeting will be held October 9, 2006 at Gleason's Grille at 7:30 pm.

 
August 14, 2006 August Board Meeting Minutes
The August 14, 2006 GOHJA Board meeting was called to order at 7:30 pm., at Gleason's Grille with the following in attendance:
Melissa Vander Vennet, Wendy Trocano, Mike Bristol, Heather Bristol, Dondi Desvernine, Laura Gurtis, Donna Pierce, Debbie Bjerkstrand, Jennifer Medlock
Absent Board Members: Jacque Gellein, Patty Maddox, Pam Capers
 
Corresponding Secretary: The June minutes were approved as distributed. There was no July meeting.
 
Treasurer Report: The report was approved as distributed. The balance is $32,162.54. As of 8/14/06 the profit from the April 2006 Benefit Show is $10,516.10.
 
Fundraising Committee: Donna reported that Horsey Poor is unable to furnish GOHJA with items with the GOHJA logo at this time due to time constraints. Donna will contact them again in a couple of weeks. If unable to get anymore info, Donna will contact a couple of other embroidery places for pricing.
 
Recording Secretary: Heather reported that she has several Leadline participants who are not GOHJA members. The corresponding secretary will attempt to locate addresses and notify them that in order to receive a year end award they must be a member of the organization.
 
Membership Committee: Dondi reported the following memberships: 115 junior, 79 senior, 56 family, 8 organization, 1 lifetime. There are 470 addresses on the mailing list.
 
Vice President/Hearings Committee: No report.
 
Publicity Committee: No report.
 
Horse Show Committee: No report.
 
Steward Committee: No report.
 
Exhibitor Committee: Laura presented a draft of the Eligibility Requirements and a draft of the Scholarship Application for the 2006 GOHJA Scholarship. Much discussion was held on the criteria for eligibility and the questions asked on the application. The amount of money awarded, where it actually was coming from, and how it would be designated in the treasury was also discussed at length.
A motion was passed for GOHJA to sponsor a $750.00 scholarship to be awarded at the 2006 Banquet. Laura will present the final draft of the eligibility requirements and application at the next meeting. After this was approved the question arose about there being any problems with awarding this scholarship and the organization's questionable incorporation status. Melissa communicate with Jacque about her findings on this problem. Any conflicts/problems discovered with awarding the scholarship, will be addressed at the next meeting.
 
Banquet Committee: Jennifer reported the invitations are addressed and being mailed next month. She addressed the parking issues and informed the Board that there would be 5 parking areas and they are listed on the invitation. There is no availability for valet.
Jennifer asked for suggestions on a photographer for the banquet. It was decided that she would ask Margaret Corry first, (she has been ill and has cut back her business) and then explore other options if needed.
Jennifer is going to begin collecting ads for the program. She will have announcements made at the shows and will have Pam put it on the website. Jennifer will also send a letter requesting last year's award winners to return their perpetual awards by October 1.
Lastly, Jennifer asked Heather to provide a synopsis of the two awards she donated last year.
 
Rules and Regulations Committee: The following rules were passed...
 
1.15 Show Results
    Show Management must send its show results plus judges' cards and class order sheets to the GOHJA Recording Secretary within two (2) weeks of the closing of all shows except May and November, which must be sent within forty-eight (48) hours of the close of the show. Show Management will be fined $25.00 for failure to meet the two (2) week deadline, and $100.00 for failure to meet the May or November deadline. Show results which are mailed (postmarked) to the Recording Secretary within the deadline meet the time requirement. The Recording Secretary will be required to keep show results (judges' cards, score cards) for one year from the show date. Results must be submitted on official GOHJA point sheets. Show Management/Show Owner will be required to retain and maintain all of its show records (all paper documents except those held by Recording Secretary not limited to entry blanks, etc.) from a sanctioned show for a period of one year from the date of the show. It was decided that the class order sheets with the class results listed would be considered the official GOHJA point sheets. Heather commented that she double checks all point sheets with judges' cards for accuracy in tabulating points.
 
4.21.6a Green Hunter Division
    A horse entering this class shall be deemed to be a horse jumping 2'9" or higher, even if not entered in the over fences portion of the division.
 
4.23 Training Hunter Class
    4.23.1   Training Hunter is a single, non sanctioned class, which may be included in the prize list at the discretion of the show management. If included, it must be run in accordance with the rules listed below and all other applicable GOHJA rules.
    4.23.2   The Training Hunter class is to be offered immediately before each division at the fence height for that division. If the division immediately following the Training Hunter class has restrictions as to in-and-out length, fence spread, etc. these restrictions also apply to the Training Hunter class. Riders must have pre-entered and designate, before entering the ring, if their trip is to be counted as their Training Hunter class.
    4.23.3   Open to Junior and Senior riders.
    4.23.4   Open to horses and ponies.
    4.23.5   May only be ridden once per ring per horse/pony.
    4.23.6   May NOT be ridden immediately before any Jumper class, Walk-Trot class, Short Stirrup class or
    Long Stirrup class.
    4.23.7   To be judged as a Hunter Over Fences class.
    4.23.8   Ribbons to be awarded based on Judge's numerical score for the round as per the Open
Numerical Scoring System. A blue ribbon to be awarded for all scores greater than 75. A red ribbon to be awarded for all scores between 70 and 75, inclusive. Show management must provide ribbons, but is not required to provide additional prizes with the blue ribbons.
    4.23.9   This class will not count toward any mid-year or year-end award, or any horse show Championship.
    4.23.10  Course must be a typical hunter course.
 
Old Business: Melissa will follow-up with Jacque the results from her discussion with Pam Price and Jacque's findings regarding Board Liability Insurance.
The slate for the 2007 Board of Directors was discussed. Mike has started the process and is looking for people to serve.
 
New Business: Much discussion was held on the lack of interest in serving on the Board. Debbie suggested each Board member bring a new person to the next meeting whom might be interested in serving. Discussion was also held on the possibility of creating a couple of new board positions such as Parliamentarian/Historian and a Social Director. This will be discussed further upon filling the current positions for 2007.
 
There being no further business, the meeting was adjourned at 9:38 pm. The next meeting will be held September 11, 2006 at Gleason's Grille at 7:30 pm.
 
June 12, 2006 June Board Meeting Minutes
The June 12, 2006 GOHJA Board Meeting was called to order at 7:32 pm., at Gleason's Grille with the following in attendance:
Melissa Vander Vennet, Pam Capers, Wendy Trocano, Jacque Gellein, Debbie Bjerkstrand, Donna Pierce, Heather Bristol, Mike Bristol, Dondi Desvernine, Jennifer Medlock, Patty Maddox
Absent Board Member: Laura Gurtis
 
Corresponding Secretary: The April minutes were approved as distributed. There was no May meeting.
 
Treasurer Report: The report was approved as distributed. The balance is $31,314.95.
 
Fundraising Committee: Donna discussed the possibilities of obtaining items from Horsey Poor with the GOHJA logo to sell at the shows for more fundraising. She is working on presenting some samples at the next Board meeting. Also, the idea was approved to have exhibitors at the shows who were trying to sell their horse purchase (for $10.) a yellow ribbon to be worn when the horse was showing. The announcer would let everyone know what the ribbon was for and whom to contact.
 
Recording Secretary: All points done thru mid-year.
Heather reported that Lauren Silverstein entered and won the Medal at the May show and was not a member. Patty Maddox will write a letter to Lauren addressing her ineligibility for the class and thus nullifying her win.
Heather asked Pam to post on the website a reminder that Leadline riders must be members to be eligible for the year-end award.
 
Membership Committee: Dondi reported the following memberships: 108 junior, 77 senior, 53 family, 8 organization, and 1 lifetime.
Dondi will be sending the horse show managers a test page for printing labels. This will enable managers to print their own labels for GOHJA shows, schooling shows, or other notifications they may need to make to the gohja members/mailing list.
 
Vice-President/Hearings Committee: No report.
 
Publicity Committee: Pam reported the latest memberships and horse recordings have been posted. The website continues with the Classified Ads being the most popular.
 
Horse Show Committee: A meeting was held before the Board meeting where the following was discussed:
The Steward's reports were read and a review was conducted for the shows March thru May.
Discussion was held on the severe lightening the shows have been experiencing and how long a show should wait to start up again - a time of 30 minutes was recommended.
The attire standards were discussed and it was decided to publish these standards on the website and in the programs.
The committee requested the Rules and Regs. committee to clarify that showing in a 1st year green under saddle breaks a horse's first year green status and to revise the Training Hunter Specs. as to when in the schedule an exhibitor may show in this class.
The footing in the schooling rings was discussed and it was decided to write a letter to Clarcona regarding concerns.
Donna inquired as to her receiving a credit for sanctioning fees since her February show was cancelled. Jacque will review such request.
Lastly, much discussion was held on the large increase in Ambulance rates. It was decided to raise the rate on the entry blank to cover the costs.
 
Steward Committee: Patty reported the need for more Stewards.  Patty requested that GOHJA continue to remind everyone of the approved helmet rule ant that Stewards would continue to check at the shows.
She repeated the portion of the Horse Show committee's report as it pertained to Stewards.
 
Exhibitor Committee: Much discussion was held on the eligibility requirements for the GOHJA scholarship. Jacque will relay this info to Laura and asked persons with suggestions to email Laura direct.
 
Banquet Committee: Jennifer reported everything going as planned. She requested a list of the members only (and the non-members previously discussed) for the hand addressed invitations. The theme will be "Black and White". The board asked Jennifer to review parking issues for the banquet and report back in August.
 
Rules and Regulations Committee: The board asked Debbie to review the requests coming out of Horse Show Committee listed above and review Rule 1.15 referring to who keeps the entry blanks from the shows.
 
Old Business: Pam Price, an attorney and previous GOHJA Board member, has agreed to review the lapse of incorporation of GOHJA.
Jacque will investigate Board liability insurance.
 
New Business: Melissa reminded everyone that at the next meeting she will be looking for a person to create the 2007 ballot. She asked all to please think about new people and/or returning to your post!
Lastly, much discussion was held about the acceptance and non-acceptance of entries. Recently there have been instances where the question of suitability and hence safety has arisen. Also, there has been more than one occasion of cruelty in horses being overworked in the heat. Patty noted that the Steward should be informed of these occurrences and reminded all that management has the right to not allow these entries. Further discussion may be held in the next Horse Show committee meeting.
 
There being no further business, the meeting was adjourned at 9:35 pm. The next meeting will be held August 14, 2006 at Gleason's Grille at 7:30 pm. There will be no July meeting.
 
April 10, 2006 April Board Meeting Minutes
The April 10, 2006 GOHJA Board Meeting was called to order at 7:35 pm., at Gleason's Grille with the following in attendance:
Melissa Vander Vennet, Pam Capers Wendy Trocano, Jacque Gellein, Debbie Bjerkstrand, Donna Pierce, Heather Bristol, Mike Bristol, Dondi Desvernine, Jennifer Medlock
Guest: Liz Medlock
Absent Board Members: Laura Gurtis, Patty Maddox
 
Corresponding Secretary: The February minutes were approved as distributed.
 
Treasurer Report: The report was approved as distributed. The balance is $18,718.96.
 
Fundraising Committee: Donna reported the ads for the Benefit Show program totaled a little over $1900. Donna will contact the expected vendors for possible contribution of items for a raffle.
 
Recording Secretary: Heather reported all points are up to date except for the Large Pony Division from the December show because of a lack of entry information. Heather and Melissa are addressing the problem and will report at the next meeting.
 
Membership Committee: Dondi reported there are 98 junior memberships, 74 senior memberships, 56 family memberships, 8 organization memberships, 1 life membership.
 
Vice-President/Hearings Committee: No report.
 
Publicity Committee: Pam reported the website and its Membership List has been updated. The Horse Recording list will be made current in the next few days. Pam will also be adding items from this meeting to notify members.
 
Steward Committee: Jacque reported for Patty a policy regarding payment of stewards in the event of canceled shows. The following assumes the usual two-day schedule. Any deviation from that schedule would necessitate recalculation.
-If the show is canceled before the scheduled arrival of the Steward, there will be no payment to the Steward.
-If the show is canceled anytime within the first four hours after arrival, 1/4 of the total fee will be paid.
The 2006 fee, this would be $62.50.
-If the show is canceled after the first four hours, 1/2 of the fee shall be paid.
The 2006 fee, this would be $125.00.
The above payment policy was approved by the Board.
 
Exhibitor Committee: Jacque submitted for Laura a preliminary plan for GOHJA Scholarship Eligibility Requirements. Much discussion was held on the requirements, where the money was coming from, and who decides the winner. The board asked Laura and the Special Awards Committee to create a set of guidelines on selection with a focus on horsemanship. Jacque will give Laura the Board suggestions and asked anyone who had ideas to call or e-mail Laura direct.
 
Horse Show Committee: Jacque reported the Benefit show is proceeding on track. She is looking to fill a few positions left but all else is proceeding as planned.
The new procedure for add/scratch forms will be put in effect at the Benefit show. All add/scratch sheets in order to be valid must be stamped by the Secretary. Scratch fees have been raised to $2.
Much discussion was held on creating a liability release for all GOHJA shows and sanctioned events to be signed by parents, possibly to be sent with the membership form. The issue is people signing entry form releases without the proper authority. Pam will draft the release and submit to the Board for review.
The question was raised as to the organization's corporation status. Melissa will discuss this with Edgerton Van den Berg and Jacque will talk to Pam Price.
 
Banquet Committee: Jennifer reported the banquet will be at the Ballroom at Church Street on November 25. The tickets will be $45.00, and under age 5 free. The meal will be buffet style with several types of foods.
 
Rules and Regulations Committee: No report.
 
Old Business: A Board vote was taken on line and it was decided that Donna will accept Bill Schaub's generous offer to have her February show on his date in May. Those farms on the waiting list agreed to pass on taking the date to allow Donna to have the show.
 
New Business: It was decided to have a 50/50 raffle at the Benefit show and another raffle where many of the GOHJA farms are donating items.
 
There being no further business, the meeting was adjourned at 9:12 pm. The next meeting will be held June 12, 2006 at Gleason's Grille at 7:30 pm. There will be no May meeting.
 
February 13, 2006 February Board Meeting Minutes
The February 13, 2006 GOHJA Board Meeting was called to order at 7:30 pm., at Gleason's Grille with the following in attendance:
Melissa Vander Vennet, Pam Capers, Wendy Trocano, Heather Bristol, Mike Bristol, Donna Pierce, Dondi Desvernine
Absent Board Members: Jacque Gellein, Laura Gurtis, Jennifer Medlock, Debbie Bjerkstrand, Patty Maddox
 
Corresponding Secretary: The January minutes were approved as distributed.
 
Treasurer Report: No report. Pam advised Mike, the yearly bill for maintaining the GOHJA website should be submitted shortly.
 
Fundraising Committee: Donna has begun obtaining ads for the Benefit Show. She distributed an informational/advertisement purchase form to Board members and is planning on sending this to all the barns listed on the website that participate at GOHJA shows. Pam will post the ad form on the website.
Donna also let managers know that Dr. Denny-Jones of Clermont is interested in advertising in the GOHJA programs.
 
Recording Secretary: Heather reported all points are up to date except for one unidentified rider from the January show. Heather will get with Jacque about the identity of #197.
 
Membership Committee: Dondi reported there are 81 Junior memberships, 65 Senior memberships, 46 Family memberships, 8 Organization memberships, and 1 Lifetime membership. Pam reminded show managers to have the correct 2006 membership application with the Lifetime Membership category in their horse show programs.
 
Vice-President/Hearings Committee: No Vice-President report.  As to Hearings:    Wendy Trocano's appeal was denied.  The charge against Laura Gurtis and Marilyn Kiester has been dropped.  Jacque Gellein has accepted responsibility for the charge of failing to use the 3-minute call properly at the September 16-17, 2005 show. She has paid the fine of $25.  The Hearing relating to Over The Hill is still pending.
 
Publicity Committee: Pam reported that Thomas Bernhardt has volunteered to produce the GOHJA newsletter. Pam will coordinate with him all the ins and outs of getting that out.
 
Steward Committee: Melissa reported that a Steward's report has been submitted to the Horse Show Committee for the February show for review. Patty Maddox is addressing one of the questions that came out of that show in regards to Steward payment should a show be shortened, partially cancelled, or cancelled all together. She will work on creating a guideline for this. As for this show, a motioned was passed to pay the Steward a lesser amount agreed to by all parties.
 
Exhibitor Committee: No report.
 
Horse Show Committee: Wendy Trocano chaired the Horse Show Committee meeting before the Board meeting and reported on continuing work on the Benefit Show. The committee reviewed the class schedule and asked Heather to look at the numbers of participants in each division over the past 4 shows to try to create a class order that will flow smoothly yet have some variety.
The committee decided to run the Classics and Melissa will be in charge of obtaining sponsors. The committee also decided to have the Jump Decorating Contest and possibly have a Trainer's Class.
The committee reviewed the Helmet rule as it is written in the GOHJA rule book and has asked Rules and Regs to rewrite the rule to fall in line with USEF's rule. The committee suggests the rule be short and to the point in our rule book and that a more lengthy explanation be posted at the shows for the exhibitor's clarification.
The committee reviewed the Steward's report from the February show and sent to Rules and Regs a request to rewrite Rule 2.3.1 with the recommendation that Warm-up may begin before sunrise with adequate lighting.
Much discussion was held on whether to have a "Training Class" for Short and Long Stirrup riders. It was decided that the time schedule would not allow for this on a regular basis but, should there be bad weather or other extraordinary circumstances, that with a consensus of the board an extraordinary rule change may be implemented and a "Training Class" may be added for these riders.
Discussion was also held on procedure if the warm-up is cancelled due to conditions beyond Management's control. It was decided that since the warm-up is not sanctioned by GOHJA, that it is up to management to handle this.
Discussion was held and management was reminded that the back numbers must be worn in the warm-up.
Lastly, discussion was held on possible make-up dates for the February show. This will be addressed in new business.
 
Banquet Committee: Melissa reported that Jennifer is looking at different venues and dates. She will be checking on the date for Zone IV Finals so as to not conflict.
 
Rules and Regulations Committee: No report.
 
Old Business: No report.
 
New Business: With the influx of ponies at recent shows, Pam asked Melissa to check with Patty the Pony List and its status.
Much discussion was held on the possibility of re-scheduling the February Fox Cry show. A motion was passed to allow Fox Cry to pursue the availability of May 5 and 6 as a re-schedule date. A motion was passed to allow Fox Cry to pursue the availability of re-scheduling their show to the Sunday after the May Over The Hill show. Fox Cry will examine the pros and cons of these dates and make a decision shortly.
 
There being no further business, the meeting was adjourned at 8:25 pm. The next meeting will be held April 10, 2006 at Gleason's Grille at 7:30 pm. There will not be a March meeting.
 
January 9, 2006 January Board Meeting Minutes
The January 9, 2006 GOHJA Board Meeting was called to order at 7:35 pm., at Gleason's Grille with the following in attendance:
Patty Maddox, Wendy Trocano, Mike Bristol, Heather Bristol, Dondi Desvernine, Debbie Bjerkstrand, Laura Gurtis, Jacque Gellein
Absent Board Members: Melissa Vander Vennet, Pam Capers, Jennifer Medlock, Donna Pierce
 
Corresponding Secretary: The December minutes were approved as distributed.
 
Treasurer Report: The Treasurer's Report was approved as distributed. The current balance is $19,813.47.
The Final 2005 Benefit Show report was distributed with a total profit of $10,091.30.
Mike presented preliminary research on the association's corporation status. After lengthy discussion, it was decided to have Mike consult with Edgerton Vanden Berg about pros and cons of re-incorporating, the tax and liability situation, and the possibility of obtaining insurance for the Board members. Mike will present his findings at the next meeting.
 
Fundraising Committee: No report.
Recording Secretary: Point recording is current. The new list of Recorded Horses on the website and at the show was an invaluable reference point, working well for secretaries, membership chairman, trainers, and members.
During the Horse Show committee meeting preceding the Board meeting, it was decided to have Heather fax Maggie LeClair the January show's Low Hunter Judge's cards for review as to accuracy of the California split of these classes.
 
Steward Committee: Patty reported her committee has reviewed the December and January Steward reports. Comments and suggestions have already helped to make this committee and the shows run more smoothly.
Patty commended Debbie Bjerkstrand on her excellent job stewarding the January show. Her thoroughness and attention to detail was invaluable. Debbie reported and discussion was held concerning people who use Clarcona's rings and facility during a GOHJA show but do not register with the secretary, leaving GOHJA liable. This will be examined further through Horse Show Committee as to policy and ways to enforce it. 
Patty reported several people have inquired about becoming a Steward and there is a new Steward officiating at the February show. 
 
Membership Committee: Dondi reported the Membership category break down as follows: 78 Junior, 64 Senior, 45 Family, 8 Organization, 1 Lifetime.
 
Exhibitor Committee: Laura will convene a Special Award meeting this month and notify committee members as to time and place.
 
Horse Show Committee: The December and January shows were reviewed. Positives and negatives were discussed to rectify problems.
The insurance breakdown for the shows was presented with all rectified except the Wendover show. The shows will pay $140 for the 2006 show year.
The problem with lack of adequate lighting was discussed and it was decided that shows held during Daylight Savings Time will obtain additional lighting for the pony ring for Friday and Saturday.
It was decided to have Horse Show Managers inform the judges to place their top twelve on their cards when using the California split. Management will provide someone to help the announcer place those classes.
The next meeting will review the height of the 2nd year green and possible changes in the Hopeful Jumpers.
A portion of the meeting involved work on the April Benefit show. Jacque and Peggy will co-manage. Jacque asked Donna Pierce to bring a thorough advertising report to the next meeting which will be held before the next Board meeting.
 
Banquet Committee: No report.
 
Publicity Committee: No report.
 
Rules and Regulations Committee: No report.
 
Vice President/Hearings Committee: No report.
 
Old Business: No report.
 
New Business: No report.
 
There being no further business, the meeting was adjourned at 8:12 pm. The next meeting will February 13, 2006 at Gleason's Grille at 7:30 pm.
 
 
December 12, 2005 December Board Meeting Minutes

The December 12, 2005 GOHJA Board Meeting was called to order at 7:32 pm., at Gleason's Grille with the following in attendance: Melissa Vander Vennet, Pam Capers, Wendy Trocano, Mike Bristol, Heather Bristol, Patty Maddox, Debbie Bjerkstrand, Laura Gurtis, Dondi Desvernine, Jennifer Medlock Absent Board Members: Jacque Gellein, Donna Pierce

Corresponding Secretary: The November minutes were approved as distributed.

Treasurer Report: The Treasurer's Report was approved as distributed. The current balance is $20,932.04. There are $315.00 in unpaid banquet debts. Mike is reviewing the 2005 Benefit Show financials and will have a report for the January meeting. Discussion was held on uncleared checks that have been written from the account but never cashed. It was decided that the checks will continued to be honored should people want to cash them. Mike presented to the corresponding secretary an itemized breakdown of expenditures and receipts to be kept in the monthly records.

Fundraising Committee: No report.

Recording Secretary: Heather is compiling lists of recorded horses. Discussion was held on the possibilities of along with a life time membership having a lifetime horse recording. It was decided too many uncontrollable factors (for example: if a horse was sold, what to do) would make keeping this list impossible. Heather asked Horse Show Committee to put in the Manager's Reminder Booklet to inform announcers of the correct way to calculate GOHJA points and to put point tabulations on the announcer's class sheets.

Steward Committee: All proposed rule changes concerning Stewards were passed (see attached). Patty addressed two problems seen at the December show. She noted entrants are not declaring their preferred jump height especially in the Hopeful Jumper Division, thus causing delays. This will be addressed in the January Horse Show committee meeting. Patty also noted a situation at the December show where a trainer and then entrants and spectators exhibited unsportsmanlike conduct. Patty warned that as a Steward this situation is intolerable and should it happen again those involved (especially trainers) will be charged and sent to Hearings Committee for review.

Membership Committee: Dondi was unable to give a count of new members but has already received many.

Exhibitor Committee: Laura reported that there would be a meeting in March or April to further discuss guidelines for a GOHJA scholarship. This would allow time for approval of these guidelines by Rules and Regulations Committee and the Board, and then implementation for a 2006 recipient.

Horse Show Committee: No Report.

Banquet Committee: Jennifer was commended on a beautiful banquet! She will start in January on choosing a location for this year and some possible themes. She did report that there was a severe problem with late reservations and will decide in committee on how to handle them for 2006.

Publicity Committee: Pam will be updating the website with the new Board directory, the rule changes passed this evening, and the current list of recorded horses. The year end results are almost complete for posting. Pam will put in a reminder about the availability to purchase banquet photos, print a 'thank you" to Margaret Corry, and attach a link to Margaret Corry's website. Lastly, the Local Barn News Page will become a Barn Directory.

Rules and Regulations Committee: A meeting will be scheduled in the spring to review guidelines for the scholarship and recommendations expected from the next Horse Show Committee meeting.

Vice President/Hearings Committee: Pam will discuss with Hearings Committee members the possibility of using the fee schedule passed at this meeting for pending charges. Pam will also contact Judy Bangs in reference to a decision on the appeal filed by Wendy Trocano.

Old Business: Melissa presented a meeting schedule for the 2006 Board which included the possibilities of no meeting in March and July. She will e-mail all Board members of any changes.

New Business: Jennifer Medlock asked Horse Show committee to review a problem that occurred at the December show with scheduling and ring changes due to loss of light. She asked if a protocol might be suggested to show managers to help diffuse frustration felt by exhibitors.

There being no further business, the meeting was adjourned at 8:30 pm. The next meeting will be January 9, 2006 at Gleason's Grille at 7:30 pm.

 
 
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