BOD Meeting Minutes

August 2, 2022

 

The NCDCTA August Board meeting held remotely was called to order at 7:02 by Lynn Kerin, President.

 

In attendance were Lynn Kerin, Helen Ingersoll, Amy Brumbach, Jessica Brown, Sarah Bookner, Stephanie Bristol, Alex Martini, Jennifer Flowers, Emme Johnston and Tonya Bruno. Also in attendance was Will Barrus, Membership Secretary. Absent from the meeting were Charlotte Meli and Heather Turner.

 

Current membership numbers for 7/5/2022

 

Adult Amateur: 395

Jr/YR: 116

Open: 136

Total Members: 647

 

Paid Horses: 315

Volunteer Card Horses: 83

Total Horses: 398

 

Other member information of interest

New Members: 159

Renewing Members: 404

Reactivated Members: 84

Dressage Only: 361

Western Dressage: 67

Dressage & Eventing: 217

Eventing Only: 54

Breeding: 23

Lifetime Members: 6

Trainers: 90

Officials: 22

 

Will Barrus opened the meeting by talking about the Membership Secretary roles and responsibilities which primarily include Membership, Competition Recognition (NCDCTA recognized shows, Website maintenance and (HOY) Horse of the Year.) Will currently is a contract employee with 10 hours dedicated to NCDCTA each week. He presented possible changes, upgrades and additions including improving Membership access to data, streamlining the Membership and Registration process and the annual renewals. Will presented proposed hours and the economic impact to NCDCTA for the changes and forwarded a copy to the entire Board for review. 

 

President's Report, Lynn Kerin continues to serve as Competition Chair and a great deal of her time was spent with that in addition to day to day running of NCDCTA.

 

Vice President's Report, Helen Ingersoll has finalized a Vendor contract to review with our contract workers. She continues to work on the structure of policies and procedures within the organization.

 

Treasurer's Report, in Heather Turner's absence Lynn Kerin read Heather's pre-submitted report. Lynn is now on all Wells Fargo accounts which now include a separate Horse Show Account to better keep track of those expenses. The profit made from the Capital Dressage Classic June Show is $3848.

 

Communications Report, Alex Martini is hoping for help with social media. She would like to have future events (for example, opening dates and closing dates for NCDCTA Shows) put into FB for date reminders. There was discussion about the two Facebook Accounts, one is used for official NCDCTA business and the other is not. Emme Johnston made a motion to deactivate the unofficial account and Stephanie Bristol seconded. It unanimously passed. 

Alex also talked about the development of a media kit for advertising with NCDCTA platforms (website, Newsletter, Shows, Gala.) Alex, Sarah Bookner (Gala Chair) and Lynn Kerin (acting Competition Chair) are going to meet to develop the media kit to present to the Board.

 

Gala Report, Lynn Kerin is acting Gala Chair and now we have a new Member at Large, Sarah Bookner, who was approved at the July Board meeting. The Gala is scheduled in Greensboro at the Grandover Resort on January 21, 2023. Rooms will be $209 per night. 

 

Education Report, Emme Johnston. The Jacqueline Brooks clinic for September 10 and 11 and scheduled at Rouxtano Farm in Hillsborough. Applications for demo riders and auditors are coming in for review. A Videographer option was discussed.

 

Eventing Report, Stephanie Bristol has the next WAR Horse at the end of August. Stephanie will be there to give out ribbons. The Eventing Scholarship has been decided. Stephanie has a new Eventing volunteer who she is meeting with to discuss promoting Eventing to Adult Amateurs.

 

Jr/YR Report, Jennifer Flowers. Jennifer is going to hold a Jr/YR clinic with Nicole DelGiorno in the Fall. She continues to work with Lendon Gray's Team for a clinic at Jennifer's Farm in the Spring and in the Raleigh area in the Fall. She is spreading the Scholarship availability over several Shows.

 

Competition Report, Lynn Kerin (acting Chair) is getting everything finalized for Labor of Love. All Board Members are asked to Volunteer at the Show. 

 

Old Business:

Amy Brumbach presented the finalized NCDCTA Dressage Sport Horse Breeder  HOY program. Jessica Brown made a motion that the Program be accepted, Helen Ingersoll seconded and it passed unanimously.

 

The next Board meeting will be in person on September 13 at  a place TBD.

The Meeting was adjourned at 8:50 by Lynn Kerin.

 

Minutes passed by majority Board vote.

 

Minutes respectfully submitted by Tonya Bruno, Recording Secretary

July 2022 NCDCTA Board Call held remotely July 12, 2022

 

Called to order at 7:07 by Lynn Kerin, President

 

All Board Members were in attendance which includes: Lynn Kerin, Helen Ingersoll, Heather Turner, Jessica Brown, Jennifer Flowers, Alex Martini, Stephanie Bristol, Charlotte Meli, Emme Johnston, Amy Brumbach and Tonya Bruno. Will Barrus, Membership Secretary, also attended the meeting. 

 

Membership Secretary, Will Barrus 

Will is  Updating HOY results which will be done by July 18, 2022. 

 

Current membership numbers for 7/5/2022

 

Adult Amateur: 395

Jr/YR: 116

Open: 136

Total Members: 647

 

Paid Horses: 315

Volunteer Card Horses: 83

Total Horses: 398

 

New Business: Amy Brumbach, education co-chair,  is heading up the review of the HOY Program and submitted proposed changes to the Board for discussion. Discussion was held within the Board Members regarding the Eventing Award and new Breeding Award Program. Janine Malone, Samantha Kidd and Angie Mirarchi worked with Amy to create an outline for the Breeder HOY Program. Will Barrus and Amy are going to finalize the Program after input from the Board and get to the Board for Vote prior to the August meeting.

 

President report, Lynn Kerin

Jessica Brown and Lynn Kerin have been working to get final Awards sent to winners.

Charlotte Meli has nametags she will bring to August in person meeting.

Jessica Brown has NCDCTA  stationery that she will bring to the August in person meeting.

 

VP Report,  Helen Ingersoll

Helen is working on contracts and Scope of Work and behind the scenes conversations with Committee Chairs.

 

Treasurer's Report, Heather Turner 

Capital Dressage Classic profit of $3582  Lynn Kerin and Heather are going to meet at Wells Fargo to set up a separate account for Shows.

 

Gala Chair, acting Chair Lynn Kerin

Lynn is setting up the Gala details and is going to meet with a facility in Greensboro which is 1-1/2 hours from a large number of our Members including Charlotte, Raleigh and Southern Pines. Lynn is finalizing details of the Facility for January 21, 2023. Lynn Kerin made a motion to nominate Sarah Bookner to the Board as a Member at Large and Gala Chair. Jennifer Flowers seconded the motion and it unanimously passed.

Lynn has been working with Michele of M&M Tack for prizes. 

 

Education Committee, Emme Johnston and Amy Brumbach

Dressage, Emme Johnston has arranged a clinic with Jacqueline Brooks. Canadian Olympian, at  Rouxtano Farm in Hillsborough September 10 & 11, 2022

 

Jr/YR Chair, Jennifer Flowers

Jennifer is working on getting Lendon Gray for 2023 for two D4K trainings one in Raleigh area and one in Charlotte area. Jennifer is working on getting "kids mixers" to getting young people together in fun events at the Labor of Love Show as well as the BLM's 

 

Eventing Report, Stephanie Bristol WAR Horse June ribbons will be available in August.

 

Communications Report, Alex Martini would like to get additional help to bolster our social media presence with up to date postings of important dates and announcements.

 

Competition Report Lynn Kerin acting Chair.

Lynn thanked the Board Members and Volunteers who came to the CDC to make is such a success. She wanted to thank Patti Hildreth and Janine Malone in particular for all of their hard work and energy. 

Lynn and Patti Hildreth are utilizing existing Awards when possible. She is also organizing Awards for BLM's.Lynn asked Jennifer Flowers about a Junior Showcase. Lynn also wants to do an Agility dog show (on leash.) Lynn needs Labor of Love volunteers and requests the Board give availability to work at the Show.

 

Meeting Adjourned by Lynn Kerin at 8:28

The next meeting  will be an in person meeting held near the Fairgrounds at 7:00 PM. 

 

Minutes approved by majority vote July 14, 2022.

Respectfully submitted by Tonya Bruno, Recording Secretary

June 3, 2022

Current membership numbers for 6/3/2022

 

Adult Amateur: 378

Jr/YR: 108

Open: 130

Total Members: 616

 

Paid Horses: 299

Volunteer Card Horses: 82

Total Horses: 381

 

President's Report, Lynn Kerin, Lynn gave a recap of the Capital Dressage Classic (see Competition Report.) As both the Competition and Gala Chair positions are open, Lynn will be focusing much of her time on the upcoming shows to include Labor of Love, the Championship Show and the BLM's. She also will be organizing the Gala.

 

Vice President's Report, Helen Ingersoll. Helen continues to work on the details of contracts with vendors and our special workers as well as the issues with insurance and bonding for the Organization.

 

Treasurer's Report, Heather Turner. Heather has all of the Wells Fargo accounting passed to her. She is utilizing available services to streamline payment processes such as Zelle and online check payments as there are no fees involved in those services (as there are with PayPal.) We have recommitted as a Bronze Level sponsor to the WAR Horse series. Heather is working on our tax preparation as well as with Lorraine Musselman regarding future timing of  our Organizational audit. 

 

Competition Chair (Vacant, given by Lynn Kerin) Lynn started the report by thanking Janine Malone who volunteered her experience and energy to help the Capital Dressage Classic run so well. In addition, Board members Stephanie Bristol, Emme Johnston, Helen Ingersoll and Tonya Bruno volunteered their time. Lynn spent four days making sure everything went well and was pleased with the attendance and the facility. Patti Hildreth and Lynn utilized existing prizes for CDC so that did not involve a cash outlay for the Organization. M & M Tack once again generously provided gifts for the Championship Winners. Lynn is working with Patti Hildreth on Prize Lists for upcoming Shows. 

 

Communication Chair, Alex Martini. Alex asked for photos and stories of interest to be placed on Social Media. As the Newsletter is going forward as a digital forma,t she is working with Shannon Hoffman to determine the best way to develop it as the content and ability to hyperlink to web pages makes it more timely and thorough. Will Barrus provided Alex with a list of people who had volunteered to help with the Newsletter.

 

Education Chairs, Emme Johnston and Amy Brumbach. Emme Johnston has secured Nick Wagman for a clinic July 22 & 23, 2023. She is also working on another possible clinician in 2023. Lynn and Emme are going to work on a "How to Scribe" clinic for Members as well.

 

Eventing Chairs, Stephanie Bristow and Rebecca Mahaffey. Stephanie shared that the first WAR Horse Series went well but was very labor intensive as the Carolina Horse Park no longer breaks out who are NCDCTA Members for ribbons. Going forward this will be calculated after the show with NCDCTA Ribbons provided at the Championship or available for pick up at the Gala.

 

Jr/YR Chair, Jennifer Flowers. Jennifer shared that there were 2 Jr/YR Scholarship participants at the Capital Dressage Classic. Jennifer is holding a clinic with Stephanie Moseley, Biomechanics Riding Instructor, at her Farm and 6 Jr/YR will participate with the balance of the rides being filled by NCDCTA Members. 

 

New Business:

Will Barrus is forming a Committee to evaluate our HOY Program to include members with expertise in Breeding, Dressage, Eventing and Western Dressage. The Committee will evaluate other HOY Programs against our current model and make recommendations to the Board..

 

Jessica Brown is getting cardstock notecards and writing paper ordered with the NCDCTA logo as she has an economical source and the Organization only pays the paper costs.

 

Charlotte Meli has ordered name tags for Board Members to wear at events (such as shows.)

 

The next NCDCTA Board meeting will be remote and is Scheduled July 12, 2022 at 7:00pm

 

The next in person Board Meeting will be August 2, 2023 at a location to be determined.

 

Tonya Bruno made a motion to adjourn the meeting at 7:56 and Heather Turner Seconded. 

 

Minutes respectfully submitted by Tonya Bruno, Recording Secretary

May 3, 2022

Meeting Called to order by Lynn Kerin at 5:59 PM on May 3, 2022

Monthly Meeting and Annual Board Retreat

 

Board Members in attendance were Lynn Kerin, Helen Ingersoll. Heather Turner, Jessica Brown, Charlotte Meli, Emme Johnston, Amy Brumbach, Alex Martini and Tonya Bruno. Will Barrus also attended. Absent from the meeting were Jennifer Flowers and Rebecca Mahaffey. 

 

Current membership numbers for 5/2/2022

 

Adult Amateur: 355

Jr/YR: 99

Open: 119

Total Members: 573

 

Paid Horses: 274

Volunteer Card Horses: 81

Total Horses: 355

 

New Business

Lynn Kerin President

The June NCDCTA Show (Capital Dressage Classic) is scheduled for the first weekend of June. Lynn asks that all Board Members commit to attending at least part of the Show. She is going to get with Janine Malone who is helping run the show to determine where Board Member help is needed to determine a schedule of help needed. Charlotte Meli is going to get name tags for our Board Members so we are identifiable to attendees. 

 

Heather Turner, Treasurer

Heather and Alex Martini (Communication Chair) presented the results of the Membership Survey related to the Newsletter. We had 120 respondents to the Survey from current Members. The results are as follows:

Switching to Digital only, 69% approve

Switching to a Quarterly Newsletter, 92% approve

 

Alex Martini made a motion to digitally publish the Newsletter on a Quarterly Basis going forward. Heather Turner seconded the Motion and it passed Unanimously with no further discussion. 

 

May's Newsletter will be the final print Newsletter with quarterly newsletters in February, May, August and November going forward.  Alex and WIll are going to review possible platforms for the digital format that will work with our website.

 

Stephanie Bristol, Eventing Chair, needs WAR Horse Volunteers to give our ribbons. Will Barrus is providing her with Members who agreed to Volunteer. 

The First WAR Horse is May 14 and 15

 

Retreat planning:

Helen Ingersoll, Vice President,  reviewed the Guidelines for what is critical for the operation of non profit Boards.

 

Heather Turner, Treasurer, went through the proposed NCDCTA Fiduciary Responsibility and Fiscal Management policy.

 

All Board Members are asked to review and send any changes or recommendations to Heather by May 17, 2002. She will then get any revisions out to Board Members to vote at the June 7, 2022 meeting.

Helen Ingersoll then opened conversation into the development of our Mission Statement. After discussion, Helen Ingersoll made a motion to adopt (and Emme Johnston seconded)  the following NCDCTA  Mission Statement:

 

To educate, promote camaraderie and recognize achievement in Dressage and Eventing. 

 

The Mission Statement passed on unanimous vote. 

 

The meeting was adjourned at 8:33 by Lynn Kerin

About NCDCTA

 

The North Carolina Dressage & Combined Training Association (NCDCTA) is a 501(c)3 non-profit educational organization dedicated to promoting the equestrian sports of dressage and combined training (eventing). Run by volunteers, the association and its members regularly organize and sponsor various activities designed to heighten its members’ and the general public’s knowledge of and appreciation for dressage and combined training.

NCDCTA is a Region 1 Group Member Organization of the United States Dressage Federation (USDF). NCDCTA is one of the largest organizations of its kind in the United States, boasting over 700 members. NCDCTA members range from first-time riders to Olympians.

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