PtHAWW Quarterly Business Meeting Minutes 1-12-10
Location of Meeting: Krickets in Spanaway
Meeting brought to order: 7:03 pm
Members Present:
Tammie Whitt Dale Smith
Kory Thorp Vanessa Johnson-Smith
Brandi Dobbs Danielle Smith
Kylee Miller Debbie Hoines
Kaylee Hammack Anthony Wilson
Laura Miller Cindy and Mike Schrader
Approval of Agenda: Motion made and seconded. Motion passed
Approval of Previous Minutes: Motion made and seconded. Motion passed.
Treasurer Report: No changes to account
Laura Miller asked if a financial report is ever published for the members to see. Just
wondering exactly where we were sitting. The club is reporting losses, but what are they
exactly. ~After each show, the earnings of the show are reported in the Business Meeting
minutes for all members. Those minutes indicate what the account balances are, how
many horses we had at the show, how much money was brought in by the show and all
expenses paid at the show, to include, judges fees, other paid positions, etc. Also reported
in these minutes is any loss of money or money earned to the club. Look for these type of
updates after the April Show, July Show and September Show Quarterly Business
Meetings.
Communications:
Erica and Lindsay Morris sent an email to Kim Enger requesting sponsorship for their
High School Equestrian Team.· A motion was made by Dale Smith to give the Morris
girls $100.00 in sponsorship. This motion failed due to no 2nd and a lack of votes.
Sector Director:
The results of the election for Sector Director are in: Dale Smith and Wendy Davidson
will remain the Sector Director for Washington. Margaret Brooks is an alternate.
If Wendy Davidson is appointed to the Executive Committee, then Margaret would as
alternate fill that position. If for any reason, Margaret cannot or will not fill this position the
PtHA will appoint someone to this role. .
PtHAWW now has an official publication in Northwest Rider Magazine. This
publication is based in Oregon and has distributions in the Western States. It is a free
publication to patrons. We will be using a ½ page to advertise for our sponsors. We can
and should use it to also advertise our shows. The club will need some help developing a
lay out for the publication. The club was hoping to have our ad published in the February
distribution of this magazine, but it’s looking more like March.
The cost is $1800.00 to publish in Northwest Rider. A motion was made by Dale Smith to
make quarterly payments in the sum of $450.00 to Valrey Von Gundy (publisher of
Northwest Rider), this way we are not obligated to an entire year should this proved to not
be in the best interest of our club, and Valerie will see us as a serious contributor to the
magazine. This motion was seconded by Debbie Hoines. It passed with a majority vote.
Dale also offered for the consideration of the board that we allow for 10% of all
proceeds from major sponsors to go into a fund for the Northwest Regional Sponsorship.
This will provide some money to get into this and help to get things going. The board
voted, and 5 out of 8 members agreed that this is an important and smart way to help get a
Regional Show.
Marianne Warland has informed us that she is scheduling two shows for this year, a one
judge show for June 6th and what is currently a two judge show for July 31st/August 1st,
these will be held at her place in Delta BC, Canada. She is asking us to consider funding a
third judge so the July show can be approved as a Jubilee. The address is 2000 52nd
Street and Marianne can be reached at (604)816 5292.
Royalty Report: No actual report
For the Awards Banquet, could we have the outgoing court and the incoming court
present the awards? ~ This has been done in years past. Yes, we would like to have that
happen again this year. J· What types of things can Kaylee do as princess? ~ Going
to schooling shows and handing out ribbons as well as providing premiums. Hanging a
banner on her stall door, again with premiums to our shows nearby. The Royalty could do
some kind of presentation at our shows and get involved with some fun youth activities.
Example: ride a buck and games hosted by the Royalty and her friends, families and barn
family.
Possible fund raising activities:
Partylite does fund raising and will give 50% of the profit of the items purchased to the
fund raising person or organization. Kory has fund raising information and will give that to
Kaylee.
Laura Miller knows about a coffee fund raising activity. Bags of coffee beans that costs
$4.50 each and come pre-packaged, can be sold for $9.00 a bag to earn money. This is a
really fun thing to do, because you create your own label (example: the PtHAWW logo),
and then sell the coffee at the shows. A motion was made by Dale Smith to fund up to
$100.00 with the understanding that the club would be reimbursed for the beginning
purchase of the coffee. This was seconded by Kory Thorp and passed by a majority vote.
This will give Kaylee a place to start. Then after the club is paid back for the initial
purchase of the coffee, the rest of money earned will go toward the Royalty.
OLD BUSINESS:
A. Banquet:
a. We have the facility all booked and planned. The Banquet will take place at Scott Lake
Lodge on February 20th. Brandi Dobbs will be sending out direction with information
about the banquet. The room is about the same size as the one at King Oscars. There are
hotels near by for those people who want to sleep over.b. We will need to get some table
cloths and such to decorate with. The Lodge provides tables and chairs. They also have
a kitchen and a big side board or bar to lay the food out on.c. A motion was made by Dale
Smith to allow for a budget not to exceed $300.00 for food (turkey and ham) and any
decorations that need to be purchased. This was seconded by Kory Thorp. The motion
passed with a majority ruling.d. The Banquet will be pot luck style. The club is providing
the main dish in the form of the meat. Brandi will email the membership asking for people
to sign up for other side dishes.e. There was a request to have the Banquet catered next
year. Laura Miller thought she could perhaps work on getting food for $10.00 a person for
next year. Lara Miller is on the Banquet Committee for the 2010 Show Season, please see
her for any ideas you may have. J
B. Year End Awards:
a. All the awards are at Vanessa’s house.
b. Laura Miller has agreed to help out with the Awards this year. Also, Debbi Hoines and
Brandi Dobbs will help.
c. Possible award ideas for next year: Anthony Wilson said that he is a dealer for JT
International. He would be happy to work on possible awards for show high points as well
as year end awards. He will look into what his dealer prices will be and come up with
some ideas.
d. Anthony also gets deals on saddles. Southwest Pinto has in the past given away a
saddle at their schooling show. This brought a ton of people to the show (150 horses).
They have approached Anthony about getting a saddle. Anthony gets the best deal when
3 or more saddles are purchased. Is this something that the club may be interested in
partnering with Southwest Pinto on, as far as a combined saddle purchase? Possibly for
the 2011 Show Season.
e. Show Awards: The club needs to better advertise what our awards are, so people can
see them and hopefully get excited about them. The club agrees this is needed and
someone will help Vanessa do this. We will for the 2010 horse shows, put the high point
awards on display in the office for anyone to see.
f. We will not have a silent auction this year. It has been hard to get together, so we will
wait until next year.
g. We will have the 50/50 Raffle. Vanessa and Kylee have lots of tickets they are willing to
share.
h. We will have door prizes such as: vet wrap, hoof picks, shampoos, blanket pins, etc.
i. We can also raffle off a free stall at the banquet.
j. There will be a meeting on 1-17-10 at Debbie Hoines house for all Banquet Committee
members.
C. Show Schedule/Halter Day
a. Information was provided from members who show Stock/Hunter type Halter horses,
asking if we could move the halter classes to earlier in the day. They were not asking to be
first in the morning, but just not so late in the day. This information was presented to the
membership, but it was decided, that there isn’t really a better place to put the halter, and
so the Saturday schedule will remain as it is currently published.
D. Reminders:
a. Dues are due. Please mail the membership forms and $15.00 to Vanessa Johnson
Smith. Remember, unless you have a paid club membership, your points from any of the
shows do not count.
NEW BUSINESS:
A. Photographer.
a. Steve Holliday, who is a friend of Dari and Sylvia Leavitt presented his work and prices
at this meeting. He can make himself available from Thursday night of the show weekend
until Sunday night. J
b. He is receptive to learning what the Pinto people would like in a photograph.
c. His prices are: Single Retouch Image from the event is $25.00. This includes print on a
single sheet, (1-8X10, 2-5X7, or 1-sheet of wallets) additional retouch photos $10.00. An
unedited CD of event photos is $40.00. He will also do private photo sessions at your
home for $100.00. He can also schedule photos will people on the show grounds.
d. Steve Holliday is a licensed Massage Therapist, so he is self employed and therefore
has a very flexible schedule.
e. The club has asked him to come to the April show.
B. Facebook Page
a. Facebook is a really good way to get our name out there. Many other clubs already
have this in place. Laura Miller and volunteered to get the club a facebook page. Members
should provide pictures they have to Laura, so we can get all kinds of fun stuff on there.
C. Vendors at the show
a. Dale Smith has made contact with the man who shapes hats at the Oregon shows to
come to our shows.
b. Anthony Wilson is now in charge of finding and getting vendors at our shows.
A motion was made by Kory Thorp and seconded by Tammie Whitt to adjourn the
meeting. Meeting adjourned at 8:44 pm.
Next official business meeting is May 11th at Apollo’s Pizza in Olympia. The address is:
2302 Henderson Ave. NW Olympia, WA 98502. The phone number is: (360) 754-7444.