Established in 1971, The Oregon Dressage Society , an aff iliate of the United States Dressage Federation, exists to educate, promote and inspire its members and the general public through programs, publications and competit ions, in a way that enhances the image of Dressage and promotes the welfare of the horse.

ODS Board of Directors Quarterly Meeting Minutes

Wednesday, December 10, 2014 6:30 – 7:30 PM Conference Call

Minutes as corrected after draft sent via e-mail

Board members in attendance: Gaye McCabe – President, Director at Large Biagina Lazaroni - Secretary Dolores Morgan – Treasurer, North Region Rep. Ed Miller - President-Elect, Director at Large Anna Bigwood – Director at Large Elaine Thomas – Director at Large Rose Newman – North Region Rep.

Audrey Staton – Central Region Rep. Brett Stallings – South Region Rep.

Board members absent: Lisa Koch, Director at Large Jessica Rattner – Director at Large Sharm Daggett – East Region Rep.

2014-15 Board member attendance record:

Attendan

ce

Record

11/12/20

14

12/10/20

14

1/14/201

5

2/1/2015

2/11/201

5

3/11/201

5

4/8/2015

5/16/201

5

6/10/201

5

7/8/2015

8/15/201

5

9/9/2015

10/14/20

15

11/7/2

015

Board Member

Name Conf Call Conf Call Conf CallFace to Face Conf Call Conf Call Conf Call

Face to Face Conf Call Conf Call

Face to Face Conf Call Conf Call

Face to Face

Anna XXAudrey XX XXBiagina XX XXBrett XX XXDolores XX XXEd XX XXElaine XXGaye XX XXJessicaLisaRose XX XXSharm XX

Non-voting members in attendance: Corinne Stonier – Executive Director Francy Haupt – Adult Programs Chairperson

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6:34 calling meeting to order; roll call completed. Quorum is majority of board members in office at the start of the meeting, which would be 7 out of 12. Quorum achieved with 9 board member attending.

1. Announcements – none 2. Approve meeting minutes – Gaye McCabe

a. November – Gaye called for approval of minutes from the last meeting. Motion by Ed to approve the November meeting minutes as posted; second by Audrey. Voice vote taken; motion passed with no opposition or abstention.

3. Adopt agenda – Gaye McCabe Gaye asked if there were any changes to necessary for the current meeting agenda. Dolores asked to add an update on the education fund to make sure it keeps coming before the board. Gaye agreed to put that on the next agenda.

4. Treasurer Report – Dolores Morgan First drafts of financial reports for year ending August 31, 2014 and year-to-date (Sept 2014 to November 2014) are being reviewed. Formatting is in revision. These are the first reports produced with Jorine Reitman, Assistant Treasurer. When review is complete the reports will be emailed to the Board prior to the January meeting. The Acheson educational Fund is showing a balance over $51,000. Possibilities for investment include The Dressage Foundation, The Oregon Community Foundation and as well as others. A general member of ODS has expressed interest in exploring these possibilities and she will be contacted. Maximizing the earning power of this fund is a priority of the Financial Committee. Thanks to hard work by Chapter and Committee treasurers financial reporting for the IRS 990 is complete and to the Accountant, Jonathan Howell. It is likely that the 990 for 2014 will be filed by the due date of January 15th. No word from the IRS regarding penalty for late filing of 2013 forms. Jonathan says that the IRS is not always on top of request for extensions and he continues to think that the penalty will be waived. Committee and Chapter financial reports are part of the 990 reporting. The incorporation of this information into a regular report to the Board is under development. The amounts held by Chapters and Committees vary widely with the smallest under $200 and the largest over $60,000. Dolores offered information on year-to-date as well as data for the end of the year. This is the first report that has been produced with the help of the new financial team (Jorine Rietman, assistant treasurer and Corinne, Stonier in the ODS Office). There are some changes that Dolores wants to discuss with Jorine and Corinne, for instance the differences in reporting between accrual v. cash basis. Dolores feels good about the quality of the data. She hopes to get the financial report out to the board in the next couple of days. The educational fund is showing a balance of over $51,000. Dolores is exploring possibilities for investment for that money such as through Oregon non-profit association – can help manage the fund, or TDF can help manage the fund as Jessica Rattner has been exploring. Oregon Community Foundation is large and is able to help manage for us. Not sure what that means, but she can look into it. We also have a member who is interested in helping us invest it.

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No change yet on the status of the ongoing IRS situation. Jon Howell is our CPA; he has said that he wrote a letter to them in October and has challenged the fine; thinks that this will take care of it. He will send another letter if necessary. Fact is that ODS has all of the materials to him in order to enable him with filing this year’s forms on time! This is awesome – strictly due to the work that a number of people have coordinated who have made sure that we have received the information.

Wide variance in how much the committees and chapters have is interesting; one is as small as $150 - and there is a chapter that has over $60k. Dolores will have the ODS Finance committee review the reports.

5. Executive Director Report—Corinne Stonier a. Membership

i. Current membership is at 725. Corinne has sent out another letter of reminder b. Insurance

i. Liability: annual renewal application is being compiled and will be sent to Blue Bridle by the due date.

ii. Directors and Officers Liability Policy: There is a small increase in rate which impacts the board, not the chapters.

c. Publications i. Everything is going ahead as planned with the Omnibus

d. Planning education ahead i. Programs for all members - Corinne plans on talking with the different committees to try to get

a pulse on activities for the upcoming years. ii. Fall Festival Symposiums - 2015 Fall Festival Symposium ideas will be brought up at the retreat

iii. CDS & EI & IDEA – ideas for cooperative education - Kevin Reinig - CDS president - would like to bring Carl Hester to the West Coast in Jan 2017. There is a possibility that could include a clinic in Oregon. More information on that to come later.

6. Committee Reports a. Adult Programs Committee Report – Francy Haupt

i. Updates on the New Tests Clinic Under budget for the lecture facility ($360) – will have a huge room and audio/visual and will include training; we can use their coffee machine and breakfast bar. However right now don’t have a lot of demo riders and/or auditors (only 10 auditors have signed up so far. (160 more are needed to reach the budget figure) Lots of juniors interested. 10 responses from people interested in being demo riders) working with additional marketing with the ODS Office. Caterer says food should cost $12/person. The video is being held up at USDF.

ii. Connie J Keith Adult Amateur Camp Grant Request 1. A third 2015 Connie J Keith Grant Application was presented to the Adult Programs

Committee. This one is from the Central Oregon Chapter. Same format and instructors as last year. Adult Programs Committee recommends the board accept the camp’s application for approval.

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Gaye called for motion – moved by Rose to approve; Dolores seconded the motion; motion passed without any opposition or abstentions.

Francy will let COC know that their camp has been approved.

2. Still working with Twin Rivers Chapter in regard to their application. Marsha (their president) has taken over. They are looking at a different venue and instructors than was turned in initially.

3. If all of the approved 2015 camps are funded, going into 2016, there is only about $1300 in the fund. Need to figure out how to divide it (will not be guaranteed $1300) and then that fund will be depleted. Committee suggested that whatever funds are available be divided evenly among applicants and consensus of board is in agreement.

4. Working on 2015 NW Horse Expo – Jane Weatherwax is the clinician. Francy will be working on demo riders for this (Corinne pointed out that this will be held on the same dates as George Williams – USDF program will be at DevonWood and Ed has been requested by George to be his host. Jodi McCaster has volunteered to be “in charge” of this clinic locally; USDF chooses the riders for that program, ODS has very little to do with it).

7. Chapter Reports – none requested

Old Business 8. ODS/USDF Instructor Cert Program – Lisa Koch

Via written e-mail; Lisa Koch was not in attendance. Corinne forwarded from Lisa a proposal for an Instructors Certification program. The fee for an instructor to participate is proposed as $400 / $80 per auditor for each workshop. Lisa also asked in her proposal if there are any concerns with hiring the same instructor to teach all 4 workshops, or hiring different ones for each workshop; no concerns were expressed by the board. Corinne stated that dates have not yet been confirmed but will communicate with Lisa about getting this scheduled.

Motion by Ed to accept Lisa’s proposal as presented and to move forward with ODS Hosting the USDF Instructor Certification Program; second by Anna; Gaye asked for discussion; all approved. Motion passed.

9. 2015 Events / Planning Calendar – Corinne Stonier Corinne thanked regional representatives who have been helping communicate with chapter leaders to get their events on the ODS Master Calendar and asked for continuous follow up.

10. Officer Job Descriptions – Corinne Stonier Confirming everyone can find their job descriptions in the Policy Manual; asking for follow through with positions and to give feedback to Ed Miller, author of the ODS Policy & Procedure Manual.

11. USDF Region 6 Mini-Convention Report – Gaye McCabe and/or Rose Newman Purpose and intent is to prepare for USDF convention; non-controversial convention; not a lot had to be discussed. Gaye will forward minutes to the board. Dolores asked for minutes to be posted on website but Gaye said that they will appear on the USDF Region 6 website.

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12. Status of the ODS Retreat for 2015 – Corinne Stonier Corinne has a volunteer working on finding a different hotel for future years. At this point, she is trying to work with Silver Falls on getting a better rate but not with much success. There is a budgetary line item for board meetings which will be used to cover the new meeting room fee (not previously charged, new management has added this fee), vs. discussed at the last meeting (being split between retreat attendees); this will take the per person cost down to $97.50 but that is still $12.50 above the usual rate. She will also seek out sponsors.

New Business 13. Request to update signatory authority on the main ODS accounts to new treasurer, removing former treasurer

– Gaye McCabe and Corinne Stonier In regards to the Oregon Dressage Society Accounts held at Chase Bank (General Checking, Winnie Heiney Duncan Savings, Education Fund Savings),

Ed moves to update Chase’s records and to provide them with the new treasurer’s name; updating treasurer from Christopher Main to Dolores Morgan and changing the signatory authority to Dolores Morgan and Corinne Stonier, Removing Christopher Main as a signer on these accounts; Elaine second. Motion passed without any opposition or abstentions.

14. Flying Changes Contract – Gaye McCabe Gaye reported that she recently signed the contract and returned it to the Flying Changes office. This year’s contract had a slight increase in fees per household from $10.60 to $10.90 as well as a reduction of services by one page.

15. Other business - Gaye asked what else we may need to discuss prior to closing this meeting: A. Nike’s sponsorship of Ayden Uhlir (http://www.dressage-news.com/?p=23805) - Dolores said we should

keep this on radar. Corinne notes that Jessica Rattner has been keeping up with this topic, and had last year’s youth camp happened, Ayden was to be there teaching, and Nike reps were invited. They are interested in learning more about how to support programs like this.

B. Dolores wants to know about what ODS typically does upon the death of long-time members prompted by Harriet Hauser’s passing. Rose said that in lieu of flowers that her family asked for donations to Sound Equine Options. This expenditure typically in the line item of Publicity.

Dolores moves that ODS send $75 to Sound Equine Options in memory of Harriet Hauser. Gaye called for second; Anna seconded; with no further discussion, the vote was held. There was one abstention, however all other board members were in favor with no opposition. Motion passed.

C. Chapter section of the manual (Chapter 10) – needs to be completed per Ed. Gaye instructed Corinne to add this to future business.

16. Adjournment Dolores moves to adjourn the meeting – Rose seconds; all in favor – no opposed, no abstentions.

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Business held for future meetings: 1. Volunteer appreciation survey results; study and recommendations for 2015 volunteer appreciation program

(ODS-Wide) – Anna Bigwood 2. Fall Festival Full Wrap-Up Report – Corinne Stonier (Retreat) 3. USDF Convention Reports – written reports from Kaye, Jessica, Gaye and Corinne (Retreat) 4. Chapter Sanctions – Dolores Morgan (Discussion at Retreat? Or language prior to retreat? – She is working on a

change in bylaws to clarify the position.) Ed asked about Policy and Procedure manual; provides a means – not sanctions.

5. Adult Camp Idea – Jessica Rattner & Elaine Thomas 6. Bringing back the ODS Strategic Plan – Corinne Stonier (retreat) 7. Jenna’s Law – Corinne Stonier (concussions) 8. Policy Manual – chapter 10 (on Chapters) – Ed Miller

ODS BOD Action List (held from past meeting minutes as well as added to by this meeting): • After discussing with Jorine and Corinne (to understand and update report to ODS needs and

possibly make some corrections), Dolores will e-mail the board a PDF financial report between meetings.

• Dolores will report at the next meeting about the status of the 2013-14 end financial and tax reports as well as standing 2012-13 IRS fine.

• Dolores will schedule a meeting of the ODS Finance Committee in order to discuss the Chapter Financial Reports / variances and policies.

• Dolores, Gaye, Ed, Corinne to follow up and discuss situation with HS Teams having checking accounts - on Policy/Procedure manual and where HS Teams fit, how to ensure that protocol regarding financial reporting, etc., exists and that HS Teams are aware.

• Dolores, Gaye and Corinne will discuss financial reporting to the membership on the website. This may be an action item for the ODS Finance Committee.

• Corinne to include on the next agenda an update on the ODS Education Fund / Status Report with research in regards to The Dressage Foundation, other management solutions, possible financial professional volunteer advisors, etc.

• Corinne will be invoicing ODS Chapters their portion of the Directors & Officers insurance at the same rate of $68.25 per chapter for 2015 (calendar year).

• Corinne will work on connecting with committee chairs to get a draft schedule for 2015 educational programs.

• Corinne will be working on plans for the 2015 ODS Fall Festival • Francy will continue to market the upcoming Intro to the Tests Clinic and will report any needs of the

board members at the next meeting • Francy will notify COC that their camp has been approved for the Connie J Keith Grant

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• Francy will continue to work with TRC and will continue to report to the ODS Board on the status of their Adult Camp (management resigned; new chapter officers trying to rebuild plans)

• After the Test Clinic, Francy will work on Demo Riders for the NW Horse Expo with Jane Weatherwax • Corinne will request written chapter reports for the ODS Retreat as in past years • Corinne will follow up with Lisa about her proposal to the board for the Instructor Cert program and

will find out what she needs to get the program moving (i.e. more helpers? Dates? Etc.) • Regional representatives (Sharm, Brett, Audrey, Dolores, Rose) will continue to follow up with

chapters in their areas to ensure that all Chapter meetings are published on the ODS master calendar on our website.

• All ODS board members will read their job descriptions in the ODS Bylaws as well as in the ODS Policies and Procedures manual and will start the next call with questions in regards to job descriptions, duties or responsibilities.

• Gaye will e-mail out meeting minutes from the Region 6 Mini Convention to the ODS BOD • Corinne will work on trying to find an alternative, more affordable venue for the 2016 ODS retreat. • Corinne will make arrangements with Chase to update signatory authority on the main ODS accounts • Corinne will arrange a donation to Sound Equine Options in the memory of Harriet Hauser • Ed will communicate with the Executive Committee in regards to missing section of the Policy

Manual (Chapter 10) and how to proceed.

Upcoming Meetings: January 14 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 Jan 31 & Feb 1 • ODS Annual Officers and Board Retreat • Silver Falls Conference Center February 11 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 March 11 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 April 8 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 May 16 • Face to Face Meeting – TBA Salem Area • 10:00 AM – 2:00 PM June 10 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 July 8 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 August 15 • Face to Face Meeting – Location TBA • 10:00 AM – 2:00 PM September 9 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 October 14 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 November 7 • Face to Face Meeting AGM & Board – TBA Portland Area • 10:00 AM – 2:00 PM December 9 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 January 13 • Scheduled Board Meeting via Conference Call • 6:30 – 7:30 February 6 & 7, 2016 • ODS Annual Officers and Board Retreat • Silver Falls Conference Center • Details TBA

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Attachments to minutes: 1. Agenda 2. Instructor Certification Proposal 3. COC Adult Camp Connie J Keith Application 4. Flying Changes Contract

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