Greater Orlando
Hunter Jumper Association

 
2008 Board of Directors
Meeting Minutes
 
 
November 10, 2008 November Board Meeting Minutes
The November 10, 2008 GOHJA Board meeting was called to order at 7:35 pm., at the Winter Park Health Foundation with the following in attendance: Melissa Vander Vennet, Wendy Trocano, Laura Gurtis, Heather Bristol, Jenelle Holmes, Patty Maddox, Liz Medlock, Jenni Medlock, Pam Capers, Charlotte Ray, Debbie Bjerkstrand Absent Board Members: Jacque Gellein, Anne Wilson Guests: Mike Bristol, Donna Pierce

Corresponding Secretary: Minutes were approved as distributed.

Treasurer Report: The report was approved as distributed with a balance of $17,831.45. Charlotte reported she will hold the 2009 membership checks until 2009 and will look into a new meeting place.

Vice-President/Hearings: No report.

Horse Show Committee: The manager guides will be completed and distributed at the next meeting. Laura will communicate with Clarcona about the definition of "damage" in the horse show contracts. GOHJA will front the $450 deposit at the beginning of the show year and Clarcona will hold that deposit for the GOHJA shows. Should damage occur the hosting show management will be expected to incur the costs. Recommendation to the final show management to post the order of go for all of the medal finals the night before. Also it was suggested to possibly push the start time forward to start those classes in daylight.

Steward Committee: The November steward report was read with the 10% to GOHJA being $814.70. Discussion was held as to the amateur status of a competitor but no protest was filed. Patty reminded managers that the Medic must be on the grounds to have riders mounted. Discussion was held on the Training Hunter and reminders about not adding at the gate.

Fundraising Committee: The GOHJA calendar will be available at the banquet for $10. People who purchased a page are entitled to one free calendar. Jenni will look into the website discussed last month regarding t-shirts and other logo items for purchase.

Exhibitor Committee: Jenelle reported special awards are completed. She is planning on beginning earlier next year and setting up meeting number requirements.

Publicity Committee: Pam has been cleaning up the website and will be posting these notices: -Calendar purchase information -Everyone must be a member to participate in a GOHJA show -Information on the Heartland Horse Rescue trail ride -May not remount in the show ring after a fall -May not add Training Hunter at the ingate Pam has also purged the pony list, will post the winners after the banquet, and will reset everything for 2009. Jenelle will send her a list of the medal and special award winners.

Rules and Regulations: None

Recording Secretary: A vote was approved on line to not split the walk-trot and short stirrups for the second six month awards. The number of entries did not warrant a split.

Membership Committee: The report submitted listed the following memberships: 199 Junior, 142 Senior, 69 Family, 10 Organization, 5 Lifetime. Pam reported that she is redoing the spread sheet for the Membership report.

Banquet Committee: All is going as planned. Liz predicts there will about 300 attendees.

Old Business: The ballots are in the mail and must be postmarked by the 19th. Approval will be done on-line and names read at the banquet. Jacque will report on her discussion with Dani Becker at the next meeting.

New Business: None

There being no further business, the meeting was adjourned at 8:20. The time and place of next meeting is to be determined

 
October 13, 2008 October Board Meeting Minutes
The October 13, 2008 GOHJA Board meeting was called to order at 7:30 pm., at the Winter Park Health Foundation with the following in attendance:
Melissa Vander Vennet, Wendy Trocano, Laura Gurtis, Heather Bristol, Jenelle Holmes, Patty Maddox, Anne Wilson, Liz Medlock, Jenni Medlock, Pam Capers, Charlotte Ray, Debbie Bjerkstrand
Absent Board Members: Jacque Gellein
Guests: Mike Bristol, Donna Pierce
 
Corresponding Secretary: The minutes were approved with one clarification. Under Banquet committee, Liz pointed out that she would give Jacque and Melissa any information she had on the DVD presentation and that they would follow thru on the presentation.
 
Treasurer Report: The report was approved as distributed with a balance of $26,176.84.
 
Vice President/Hearings: Jacque is continuing to put together the Vice-President's manual discussed last month.
 
Horse Show Committee: All sanction applications have been accepted.
Laura reported that Jacque spoke with Gayle Piasa at Clarcona regarding the increase in fees for 2009. Jacque proposed GOHJA receive some kind of discount for the amount of money the organization brings into Clarcona. That request was denied. Discussion was also held about Clarcona's request that each show pay a $450. damage deposit. The idea to have GOHJA pay this fee once and have it rollover each month will be discussed in committee. Jacque will speak with Gayle again and determine a definition of damage.
 
Steward Committee: Patty reported  on the September show. One pony was measured and the 10% to GOHJA was $875.20. She noted that the jump crew was exceptional where as the paramedics were exceptionally slow. This paramedic teams lack of efficiency will be reported to Orange County.
Patty also reported the slate for 2009 will be ready in the next few days. She requested that the board revisit the nomination process at a later date.
 
Fundraising Committee: The 2009 GOHJA calendar is at the printer and will make its sales debut at the banquet. This info will be put on the website. Jenni also brought up the idea of creating a process to have sponsors that are linked to the website to pay a fee for that link and thus advertising. She will look into more about how this may be done.
 
Exhibitor Committee: Jenelle held a Special Awards meeting before the board meeting. After much discussion the Board approved the following:
For voting purposes, the Special Awards Committee will consist of one trainer from each barn wishing to participate and two general members, this year that will be Charlotte Ray and Maggie LeClair. There will be one winner per award and in lieu of a tie the committee chair will break the tie. To be eligible to vote 2/3 of the meetings must be attended.
On another note, it was decided that there would be no plaque for monthly medal, mini-medal, pony medal winners since they received a medal at each show.
 
Publicity Committee: Pam continues to update non-member and pony lists. She discussed problems with multiple recordings of horses ie. same horse with a different spelling of their name or same horse listed with two different names. She will put a notice on the website about this to try to eliminate this problem for the recording secretary.
Pam asked show managers to send electronically their entry blanks' fees and she would put them in to the standard blank she has on the web.
Lastly, Pam will  post the 2009 membership application and horse recording after the November show.
 
Rules and Regulations: None
 
Recording Secretary: All is up to date. Double checking horse names, etc. is being done to make sure all is correct.
 
Membership Committee: Anne reported the following memberships: 197 Junior, 143 Senior, 69 Family, 10 Organization, 5 Lifetime. Anne will be sending out the 2009 membership applications and horse recording forms within two weeks.
 
Banquet Committee: Liz has been reviewing trophies and will make a list of repairs. All is proceeding well . Advertising in the program is due October 24 and the reservation deadline is November 12.
Liz noted that Michelle McNamara donated "Nicker Kisses" (horse treats) for the Leadline awards. Meliora stables volunteered $500 to sponsor the Leadline division. Thanks to both!!!
 
Old Business: Jacque has discussed with Dani Becker of CFHJA the computer usage for GOHJA and will report to the board at the November meeting.
 
New Business: None.
 
There being no further business the meeting was adjourned at 9:50. The next meeting will be November 10, 2008 at the Winter Park Health Foundation
 
September 8, 2008 September Board Meeting Minutes
The September 8, 2008 GOHJA Board meeting was called to order at 7:30 pm., at the Winter Park Health Foundation with the following in attendance:
Melissa Vander Vennet, Wendy Trocano, Jacque Gellein, Laura Gurtis, Heather Bristol, Jenelle Holmes, Patty Maddox, Anne Wilson, Liz Medlock, Jenni Medlock, Pam Capers, Charlotte Ray
Absent Board Members: Debbie Bjerkstrand
Guests: Mike Bristol, Donna Pierce, April Plourdes
 
Corresponding Secretary: The minutes were approved as distributed.
 
Treasurer Report: The report was approved as distributed with a balance of $27,693.41. Charlotte presented a proposed budget for 2009 major expenses. All committees will be discussing and working towards keeping in line with the proposed budget.
 
Vice-president/Hearings: Jacque is creating a calendar/book of each year's deadlines involving incorporation requirements, trademark registration, and renewals. She is working with Pam Price on the business history/status records and will ask her to hold this info and be GOHJA's legal advisor.
 
Horse Show Committee: The horse show package is being updated. Laura is in the process of discussing with Clarcona a possible reduction of the new fee proposal they have distributed. Marshall and Sterling classes will be discussed at the next committee meeting as to whether GOHJA should hold them and where in the schedule.
 
Steward Committee: Patty reported she has 2 new stewards. The June show report was reviewed and the 10% was $864.50.
 
Fundraising Committee: All calendar pages have been sold. Artwork for the calendar is due October 1. A notice for advertising in the banquet program will be published shortly.
 
Exhibitor Committee: Jenelle presented nomination forms for the Special Awards and will also give them out at the September show. Forms will need to be returned by October 1 for nominee consideration. Pam will post this information on the website.
Discussion was held and it was decided that GOHJA will provide pictures of the Medal/Mini-medal/Pony medal riders and present a sash as was done last year. Barrett Farms volunteered to purchase frames for the pictures.
 
Publicity Committee: Pam has revamped the website to make it easier to maintain. She has removed the classifieds and the show champion and reserves. Rules and Regulations and the pony list on the website is up to date. Pam requested a current horse recording and membership list so she may post it.
 
Rules and Regulations Committee: No report.
 
Recording Secretary: Points are one show behind. Horse recording is up to date.
 
Membership Committee: Anne reported the following memberships: 166 Junior, 132 Senior, 68 Family, 10 Organization, 5 Lifetime.
Anne is working on the 2009 membership forms being mailed October 1.
 
Banquet Committee: Motion was approved to have an A and B section for year end Walk-Trot and Short Stirrup awards.
A letter is being sent to trophy holders to begin returning them.
The banquet invitations will be mailed October 1.
Liz is researching the possibility of having a 30th Anniversary DVD presented at the banquet.
 
Old business: none
 
New Business: Melissa has asked Patty Maddox to head up a nominating committee. Pam will post info on the website.
Melissa asked the board to think about the possibility of using an internet shop to produce shirts, caps, etc. with the GOHJA logo and have it linked to our website. This would make it possible for individuals to purchase these items, a portion go to GOHJA, yet we wouldn't have to make big orders of items that might not sell. This will be discussed more next month.
April Plourdes presented a proposal to build GOHJA a new website. Pam added to the discussion questions for the Board as to what do we really want in a website and what are we willing to pay for. She suggested GOHJA needs a knowledgeable person to set up and manage any type of more advanced website. Jacque volunteered to speak with Jane Bugni and Dani Becker about who helped CFHJA with their website and computer programs for their horse shows and report back to the Board next month.
Lastly, Wendy suggested to Donna to hold a Trick or Treat night at the Fox Cry show. They will put their heads together to produce a fun night for the children.
 
There being no further business the meeting was adjourned at 9:15 pm. The next meeting will be held October 13, 2008 at the Winter Park Health Foundation at 7:30 pm
 
August Board Meeting Minutes
No meeting
 
July Board Meeting Minutes
No meeting
 
June 9, 2008 June Board Meeting Minutes
The June 9, 2008 GOHJA Board meeting was called to order at 7:30 pm., at the Winter Park Health Foundation with the following in attendance:
Melissa Vander Vennet, Wendy Trocano, Jacque Gellein, Laura Gurtis, Heather Bristol, Debbie Bjerkstrand, Jenelle Holmes, Patti Kettler, Patty Maddox, Liz Medlock, Jenni Medlock, Pam Capers
Absent Board Members: Charlotte Ray
Guests: Mike Bristol, Donna Pierce
 
Corresponding Secretary: The minutes were approved as distributed.
 
Treasurer Report: The report was approved as distributed with a  balance of $19,627.54. A reminder was given requesting payment of any outstanding advertising bills.
 
Vice-President/Hearings: Jacque has formed a Budget Committee to review the past few years spending. They have come up with a plan to reduce the expenses of the Benefit show by $2000 to $2500 and the Banquet by $4500. These cuts will be addressed and fine tuned in Horse Show and Banquet committees.
 
Horse Show Committee: The May Steward's report was approved.
 
Steward Committee: The Over the Hill show steward report was read with a notation that the 10% to GOHJA was $862 which included $95 in non-member fees. Patty reported the pony list is up to date and on the website.
 
Fundraising Committee: There are 3 months left to be sold in the GOHJA calendar. Due date for artwork is September 1.
 
Exhibitor Committee: No report.
 
Publicity Committee: Much discussion was held regarding the computer programs available and how they would benefit GOHJA in point and record keeping. Pam will present via e-mail to the board the costs of different programs.
Pam reported the following website updates: points are current and rule changes are almost complete.
A reminder that the rule book is on line in both long page and pdf file format with the last pages being a record of all revisions. 
Information about horse adoption and how one may contribute to horses in need.
 
Rules and Regulations Committee: The board decided to send USEF rule HP101-10 to GOHJA rule book section 9.2 interpreting it as a rule not applicable to GOHJA.
 
Recording Secretary: Points are up to date.
 
Membership Committee: Patti reported the following memberships: 145 Junior, 128 Senior, 66 Family, 9 Organization, 5 Lifetime.
Patti reported that the letter to the trainers about the GOHJA rule requirement concerning membership is almost complete.
 
Banquet Committee: All is going as planned. Liz is working on reducing spending without reducing the quality of the banquet.
 
Old Business: none
 
New Business: none
 
There being no further business, the meeting was adjourned at 9:10 pm. Melissa will notify the board of the next meeting time due to a conflict with Pony Finals.
 
May 12, 2008 May Board Meeting Minutes
The May 12, 2008 GOHJA Board meeting was called to order at 7:35 pm., at the Winter Park Health Foundation with the following in attendance:
Melissa Vander Vennet, Wendy Trocano, Jacque Gellein, Laura Gurtis, Heather Bristol, Debbie Bjerkstrand, Jennelle Holmes, Patti Kettler Charlotte Ray, Patty Maddox.
Absent Board Members: Liz Medlock, Jenni Medlock, Pam Capers
Guests: Anne Wilson, Donna Pierce
 
Melissa opened the meeting with a sincere expression of gratitude to all those who helped at the Benefit Show.
 
Corresponding Secretary: The minutes were approved as distributed.
 
Treasurer Report: The report was approved as distributed with a balance of $9,422.48. The checks from the Benefit Show have not been deposited.
Charlotte Ray presented an income and expense report from 2006 and 2007 showing an overview of GOHJA's major sources of income and costs and how they have changed over the past two years. A committee consisting of Charlotte, Jacque Gellein, and Patty Maddox will now create a budget for the year. The committee will confer with Liz Medlock when producing the banquet budget.
All 2007 banquet ads have been paid, except one.
Charlotte also reported that all IRS forms have been submitted thru 2007 and that in the future GOHJA will have to file 1099 reports for all GOHJA workers whom are paid over $600.00 per year.
 
Vice-President/Hearings: Jacque looked into the Board's request on pros and cons of affiliate member status with the USEF and the USHJA. The USEF no longer offers this membership category. The USHJA offers this membership for $100.00 and GOHJA would be put on their e-mail list and has a similar awards program. It was decided that this does not fit our needs at this time. However, Jacque did note that by becoming an Affiliate Member, GOHJA could possibly access insurance from Equisure for events and for the Board Officers. Jacque will investigate further for a cost comparison.
No Hearings.
 
Horse Show Committee: The Steward's report for the Benefit Show was reviewed . Discussion was held on the cancellation of the judges, how spreading out duties really seemed to help the show run smoothly, and small details noted to make next year better.
The committee reviewed the judge and staff lists.
 
Steward Committee: Report given thru Horse Show Committee.
 
Fundraising Committee: No report.
 
 Exhibitor Committee: No report.
 
Publicity Committee: No report.
 
Rules and Regulations Committee: All of the rule changes submitted last month were approved as submitted with one exception.
5.5.1e The following was added: If all classes in a division are not completed, then there will be no Champion/Reserve Champion awarded for that division at that show. The offering of Champion/Reserve is at the discretion of Show Management.
The Board requested Debbie word a GOHJA rule exception pertaining to adults and juniors riding the same pony at a show (USEF HP 101-10) Debbie will submit the correct wording for an on-line vote.
 
Recording Secretary: The points thru April are almost complete and will be sent to Pam for publishing ASAP. Heather reported that Mike has written a wonderful program for point keeping for next year's Recording Secretary.
 
Membership Secretary: Patti reported the following memberships: 136 Juniors, 119 Senior, 70 Family, 9 Organization, 5 Lifetime. She is going to draft a letter to trainers who are participating at the shows and are not members informing them of the GOHJA rule that they must be a member to participate at a GOHJA show.
 
Old Business: None.
 
New Business: Melissa requested that everyone be thinking about the 2009 slate of officers and the position they would like to hold.
 
There being no further business, the meeting was adjourned at 8:52 pm. The next meeting will be June 9, 2008 at the Winter Park Health Foundation at 7:30 pm.
 
April 14, 2008 April Board Meeting Minutes
The April 14, 2008 GOHJA Board meeting was called to order at 7:38 pm. at the Winter Park Health Foundation with the following in attendance:
Melissa Vander Vennet, Wendy Trocano, Charlotte Ray, Heather Bristol, Patty Maddox, Laura Gurtis, Pam Capers, Liz Medlock, Jenni Medlock, Patti Kettler, Jennelle Holmes.
Absent Board Members: Debbie Bjerkstrand, Jacque Gellein
Guests: Mike Bristol, Donna Pierce
 
Melissa opened the meeting with a BIG Thank You to all who helped with the Benefit Show program.
 
Corresponding Secretary: February minutes were approved as distributed. Wendy noted the Lengyl's loved the flowers.
 
Treasurer Report: The report was approved as distributed with a balance of $19,571,93. Charlotte also distributed the 2007 Financial Overview and will be presenting at the May meeting the skeletal budget for the organization and the banquet.
Also to be presented in May is a line by line expense comparison for 2006 and 2007.
Charlotte announced that there is $876.00 in the Charitable Fund from the $3 fee added on to last year's banquet dinner tickets.
 
Vice President/Hearings: No report.
 
Horse Show Committee: The Steward's report was reviewed for the March show with the check to GOHJA being $1087.20
Final preparations are being made for the Benefit Show. Laura will contact trainers and barn owners about plants and jump decorating.
Heartland Horse Rescue gave a presentation to the committee explaining who they are and their purpose in the community. They will bring a table to the Benefit Show to inform the public and encourage their involvement in this cause.
 
Steward Committee: Report given thru Horse Show Committee.
 
Fundraising Committee: Jenni has organized a table at the Benefit Show to begin calendar page sales. April Plourdes has prepared a flyer with all the calendar info. The Board determined the sale of the calendar pages will begin Friday, Aril 25 at 5:45 pm. Margaret Corry has offered to help with the calendar and has found a price of $7.50. The Board approved the Saddler's request for a page.
Mike Bristol is handling the Tack Decorating Contest.
 
Exhibitor Committee: Jenelle is waiting to have a meeting for community fund distribution until after the presentation of the budget for this year.
Discussion was held on the distribution of the Benefit shows Classic monies and it was decided to subtract the monies from the entrant's bill.
 
Publicity Committee: Website is up to date.
Pam asked to have computer and accessories costs be put in the budget.
Pam suggested to continue to shop prices for the computer and what is needed. She is trying to speak directly to the software writer regarding the horse show program. She is planning a meeting of all the people using these programs to discuss who will keep the equipment, maintain current software and updates, and determine what this group wants to accomplish. There is one program that handle entries and billing and another dealing with points and memberships. The group will discuss if each of these programs will actually make their day faster and easier.
 
Rules and Regulations Committee: Pam distributed the rule change requests to all Board members to review and be approved at the next meeting. Wendy will send another copy of what Pam distributed following these minutes. PLEASE read them and be prepared to vote on them May 12.
 
Recording Secretary: Points and Horse Recordings are up to date. Points will be published after the Benefit Show
 
Membership Committee: Patti reported the following memberships: 117 Junior, 98 Senior, 73 Family, 9 Organization, 5 Lifetime.
Patti informed the board that all members on the mailing list were mailed the Benefit show program  and non members were mailed a postcard type notice about the show and to look on the website for the class schedule.
Patti also showed show managers a different placement for the tabs and return addresses on their programs to make it easier for the post office to not have the books get stuck in their machines.
 
Old Business: None
 
New Business: Reminder to all to pay their banquet ads from last year. Thanks.
 
There being no further business, the meeting was adjourned at 9:30 pm. The next meeting will be May 12, 2008 at the Winter Park Health Foundation at 7:30 pm.
 
March Board Meeting Minutes
No meeting
 
February 11, 2008 February Board Meeting Minutes
The February 11, 2008 GOHJA Board meeting was called to order at 7:32 pm. at the Winter Park Health Foundation with the following in attendance;
Melissa Vander Vennet, Jacque Gellein, Wendy Trocano, Charlotte Ray, Heather Bristol, Patty Maddox, Laura Gurtis, Pam Capers, Liz Medlock, Jenni Medlock, Patti Kettler, Jennelle Holmes.
Absent Board Members: Debbie Bjerkstrand
Guests: Mike Bristol, Donna Pierce, Anne Wilson
 
Corresponding Secretary: The January minutes were approved with the following clarification: GOHJA is considered a "not for profit" organization and does not have tax exempt status.
The Board requested Wendy to send flowers to Steve and Heidi Lengyl wishing Heidi a speedy recovery.
 
Treasurer Report: The report was approved with a balance of $20,240.76. The request was approved to issue a "stop payment" on any GOHJA written checks that have not been cashed up to this point, so the Treasurer may close the books on previous years.
 
Recording Secretary: All points are up to date and Heather will be sending Pam an up to date Recorded Horse list.
 
Membership Committee: Patti reported the following memberships: 100 Junior, 75 Senior, 63 Family, 8 Organization, 5 Lifetime.
Patti is continuing to work on the trainer list who are members. She is also creating 2 sets of labels-one with members and one with non-members.
 
Vice-President/Hearings: No hearings.
Jacque is creating a committee to define the "Gift Fund". This will include criteria to accumulate the funds and a list of priorities to be considered for allocating those monies. The committee will put together a budget for the organization and present a suggestion on a comfortable amount of money to retain for the following year.
 
Exhibitor Committee: Jennelle is working with Jacque on the "Gift Fund". Jennelle also questioned the requirements for Leadline. It was decided that there would be no charge for this class but entrants must be a member to receive a year-end award.
 
Horse Show Committee: At the horse show committee meeting before the Board meeting the following was discussed:
The Steward's report from the February show was read. The 10% to GOHJA was $1845.00.
The Benefit Show was discussed at length and loose ends tied up. The advertising in the program will be:
Full Page $150....Half Page $75....Business Card $50....Division Sponsor $150....Classic Sponsor $300
Jacque will discuss distribution of prize money with Maggie and is continuing to research the possibility of becoming a USHJA affiliate.
 
Steward Committee: Report was included in Horse Show Committee report.
 
Rules and Regulations: The motion was approved to open the Mini-medal to ponies.
The request to change the tests for the Pony Medal to be USEF tests 1-8 will be voted on, on line.
The request to review the guidelines for determining medal finalists and how many to invite will be discussed at a Rules and Regulations meeting after the HITS show series.
It was decided that the Training Hunter card will not be included when counting the number of cards a judge may hold.
 
Fund Raising Committee: Jenni is organizing the sale of the GOHJA T-shirts and visors and is researching presenting the best product for the best price. Preliminary prices are $7.50 for the visor and $7.00 for the T-shirt. Final decisions will be made at the next meeting or with an on-line vote.
The 2009 calendar idea was approved with pages offered at $125/each and a raffle for the front cover offered at $20 a ticket.
The stall decorating contest at $1.00 a vote/ticket will also be a fundraiser. The prize for the winner is yet to be determined.
 
Banquet Committee: The breakdown for the 2007 Banquet was presented. The total cost (not including frames/sashes) was $38,775.67.
The 2008 banquet will be held on November 22 at the Lake Mary Marriott. The meals will be $55.00 and will be a choice of Roast Tenderloin or a Chicken/Shrimp dinner. It was decided reservations will end November 12 with a $10/plate charge for late reservations. A child's plate will be offered.
 
Publicity Committee: Pam reported that the website is current with the Classified Ads being the most popular. The updated Mini-medal rule will be posted as well as requests for volunteers, especially Stewards.
Pam has contacted two people regarding an updated web design and a computer program for points. She is continuing to research the best options.
 
Old Business: None.
 
New Business: The Friday afternoon warm-up was discussed and whether a round time or time limit should be initiated, especially towards the end of the specified warm-up time posted in the program. It was decided that Managers can choose their own way to run the warm-up but must let the Stewards know if they are to implement any special choices on time restrictions.
 
There being no further business, the meeting was adjourned at 8:45 pm. The next meeting will be April 14, 2008 at the Winter Park Health Foundation at 7:30 pm
 
 
January 14, 2008 January Board Meeting Minutes
The January 14, 2008 GOHJA Board meeting was called to order at 7:30 pm. at the Winter Park Health Foundation with the following in attendance:
Melissa Vander Vennet, Jacque Gellein, Wendy Trocano, Charlotte Ray, Heather Bristol. Patty Maddox, Laura Gurtis, Pam Capers, Debbie Bjerkstrand, Liz Medlock, Jenni Medlock, Patti Kettler
Absent Board Member: Jenelle Holmes
Guests: Mike Bristol, Donna Pierce
 
Corresponding Secretary: The October and November minutes were approved.
 
Treasurer Report: The report was approved with a balance of $16,516.38. Charlotte's request to now close out the portion of the bank account with uncashed Benefit show checks from 2006 and 2007 was approved. There are $490.00 of uncashed checks.
 
Recording Secretary: Points are up to date. Mike has created a very useful spread sheet to cross reference names, name changes and horses with duplicate names. Thank you, Mike.
A list of recorded horses and the current pony list will be published on the website shortly.
Much discussion was held on trainer memberships and putting the trainer's name on the entry blank. A sign will be put in the horse show office and info will be posted on the website notifying trainers that they are required to be a member of GOHJA to participate.
 
Membership Committee: Patti reported the following memberships: 83 Junior, 63 Senior, 60 Family, 8 Organization, 5 Lifetime. Patti also listed for general information the GOHJA members by city.
Patti is putting together a cross reference of the trainers listed on the membership application and a cross reference of people who are just on the mailing list for informational purposes.
 
Vice-President/Hearings: No Hearings
Jacque reported that there is a slight increase in this year's insurance to $2160 for our $1 million double aggregate policy covering horse shows/meetings/banquet.
The 2006 taxes have been filed with the bill being $29. A $40 deposit will be paid toward the 2007 taxes. The accountant's statement was $1475.
Discussion was held on the "community fund" and deductions. GOHJA is now considered a "not for profit" organization and any monies we choose to donate and want to consider a deduction for the organization must be considered a charitable deduction by the IRS (501C3) The monies collected towards the "community fund" must be given away in the same year or we will be taxed on the income.
 
Exhibitor Committee: Jenelle is working on a list of entities to donate monies to. These monies are collected as the "community fund".
Jenelle has tabulated results of the poll taken at the last two horse shows. With about 100 responses there was an overwhelming negative response to both changing the fence heights and to having the horse shows also take place on Sunday.
 
Horse Show Committee: At the horse show committee meeting before the Board meeting the following was discussed:
The addition of the Marshall and Sterling classes at the January show - their participation and placement in the schedule. The committee is going to look at the next couple of shows and make recommendations.
Laura is going to discuss with Bobby Hogue and Gail Piazza concerns with the lighting, footing, and the microphone.
The committee is sending to Rules and Regulations Committee requests for the following rule changes: 
--open the mini-medal to ponies
--revise the numbers in the medal finals to include alternates and who will notify those alternates
Horse show committee is recommending to horse show managers:
-- to not start courses with an oxer in classes restricted to 14 and under participants
-- for shows using lights-obtain 3 sets for the pony ring not 2
--DO NOT  accept training hunter entries at the gate--shows are losing money and judge, paddock, and announcer have much confusion when the training entry is not on the sheet so no one knows which course they entrant is doing.
The committee decided to research the possibility of becoming a USHJA affiliate and Laura will report on this at the next meeting.
The December and January Steward's reports were reviewed.
 
Steward Committee: Patty requested and the motion was passed to pay the Stewards the current rate until 5 pm. and then pay them an additional $10 per hour until the completion of the show.
 
Rules and Regulations: No report.
 
Fund Raising Committee: Jeni presented a list of ideas for fundraisers for the Benefit Show and the year. She has researched a GOHJA calendar and is putting together the finishing touches on how to sell the pages and a raffle for the cover with tickets going on sale at the Benefit show.
Jeni has also looked into T-shirts and visors and will present a cost list at the next meeting and possible sample.
Lastly, instead of a jump decorating contest, it was decided to have a stall decorating contest, with votes sold and a nice prize for the winner. Jeni asked Pam to put this on the website.
 
Banquet Committee: The 2008 banquet will be at the Lake Mary Marriott.
Liz presented the 2007 Banquet Financial breakdown.
Melissa and the Board thanked Liz for her hard work and such a successful banquet.
 
Publicity Committee: Pam requested she be able to consult a professional website person to give the website a newer look and become even more user friendly. She is going to try to consult with a few computer people to get something definite as to costs and ideas.
Pam asked that horse show managers send their prize lists in PDF format to her and she can put it on the website.
Pam reminded board members that when the general public asks a question of the GOHJA administrator and she e-mails it out for an answer, those responding need to do so to the person asking the question, not to the GOHJA admin.
Lastly, Pam requested a dedicated meeting or creation of a subcommittee to research and discuss the GOHJA computer program for points and memberships. She wants to discuss in committee the pros and cons of implementing this software and the potential problems. Pam is going to put together a group and get this started.
 
Old Business: None
 
New Business: None
 
There being no further business the meeting was adjourned at 9:00 pm. The next meeting will be February 11, 2008 at the Winter Park Health Foundation at 7:30 pm
 
December Board Meeting Minutes
No meeting
 
 
 
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