Board of Directors Meeting

March 28, 2020 via Zoom

Attendees: Cindy McGinnis, Jennifer Johnson, Bridget Nelson, Sarah Durrance, Kevin Smith, Sandy Quinn, Brittany Johnson, Amanda Giombi-Lorenz, Barb Brunner, Gail Johnson, Katie Huffman, Barb Schmidt

  • Call to Order: Meeting was called to order by President Sarah Durrance at 4:05p.m.
  • Opening Remarks: Sarah remarked on how unexpected this year has been. As a result, there will be many questions we are unable to answer at this point, such as the status of the May show. Sarah encouraged the board to be proactive instead of reactive if possible, even though we don’t know what the future holds.
  • Approval of Minutes: Minutes from the previous meeting held January 25, 2020 were shared in advance. Sandy Quinn made a motion to approve the minutes. The motion was seconded by Cindy McGinnis. Motion carried.
  • Financial Report: Even though the future is unsure, the club’s current financial status is positive.
    • The total cost of awards for 2019 was $3,537.47, which was under the budget of $4,000.
    • The banquet was a success. Profits were made from the dinner ($333.69), the silent auction ($625.00), and table decorations ($153.00). Bowl-A-Vard gave us a refund for the room we were unable to use for the meeting.
    • The WPHC checking account currently stands at $10,064.50. The youth account stands at $6,767.41.
  • Old Business
    • Oshkosh POR:The board discussed whether to offer Jackpot and/or Limited Classes this year. The jackpot classes went over better than the limited classes last year, as the limited classes were too restrictive. The board elected to offer three jackpot classes: showmanship, hunter under saddle, and western pleasure. Each class will have an entry fee of $25 with 100% payback. A motion to add these classes was made by Bridget Nelson. The motion was seconded by Kevin Smith. The motion carried.
    • Select Showmanship: The board decided not to offer a select showmanship class this year. Amateur showmanship will be offered. A motion to approve this decision was made by Cindy McGinnis and was seconded by Barb Schmidt. The motion carried.
    • New member incentive: The club still plans to offer a free stall at any Jefferson show with new membership (not being a member of WPHC in the last 3 years.) Sarah thanked Katie for her marketing efforts to keep people interested in the shows despite our other challenges.
    • Stalls: We are currently still limited to 95 stalls at Oshkosh, but we will continue to work on getting more stalls.
    • July Jefferson Show: The board elected to offer open classes only on Saturday, July 4th since we don’t know how many to expect, some may show right out of their trailers, and we don’t want to make Sunday too long of a day for paint riders. There will be one judge per class to keep entry fees down; judges will rotate through the classes. Open class participants can cross-enter W/T and canter classes. The proposed showbill was shared with the board members.
  • Committee Reports
    • Judges:  Sarah stated that all judges have been hired. None of the judges are flying in for the May/July shows so it won’t be as difficult to cancel if needed. Sarah will secure patterns for shows and will confirm hotel rooms. Sarah, Brittany, and Kevin will work together to establish the trail course to ensure we have the right equipment.
    • Open show:  Katie stated that the showbill and entry form are posted on the website.
    • Show managers:  Kevin has feelers out for ringmasters and scribes; commitments are on hold until the show schedule is finalized.

Kevin received positive feedback on meals at shows in 2019. Pizza was a successful option. The board elected to wait to establish a budget for meals until more is known about how many shows we will be having. Fewer shows may mean bigger numbers at the shows we do have.

Other show details: Greta will announce again, and Gail Johnson will be the gate attendant. Julie Aldrich will take stalls/shavings reservations for the Jefferson shows. Julie Marweg can tag stalls for us in Oshkosh; Cindy will see which Julie will be able to take stall reservations for Oshkosh. Kevin and Brittany will verify camping permits.

The club will plan to have general meetings again on Friday or Saturday evening of shows.

  • Show committee:  Cindy stated that all show approvals are in except Oshkosh. We will be using the using electronic scribe system again.

We still don’t know the status of the Zone show. The facility where it is to be held cancelled all shows until April 12th. They will revisit the possibility of the show at that time.

  • Banquet: No committee report for the banquet at this time since we’re up in the air for everything.
  • MN POR: Sarah talked to Alicia today for about 45 minutes. Further discussion is tabled until we know what’s going on, as Minnesota may have different health restrictions than Wisconsin. Alicia and Sarah feel they can put the show together quickly.
  • Awards:
    • Open Show: Amanda shared that everything has been taken care of. We will be doing cups and boxes again; order of these items is on hold due to the current situation. Amanda will determine the latest date we can place an order for items.
    • Circuit Awards: Dependent on whether we can have the May show.
    • Year End Awards: Pending; we will have to see how things play out.
  • Fundraising:  
    • World’s Finest Chocolates: Sarah and Bridget did a test order of World’s Finest Chocolates. The ordered ten cases at just under $400. They already broke even on candy sales, and the net profit will be $220.20 when all cases are sold.
    • Sponsorships: Sponsorships are going to be challenging due to the state of the economy. Pricing for sponsorships is yet to be determined; however, Bridget has developed a plan for different tiers of sponsorship. Website sponsorships have been limited; this may be because website traffic is limited. The club may consider using Facebook as an outreach and advertising option for sponsors.
  • Other Business: None
  • Adjournment: A motion was made by Brittany Johnson to adjourn the meeting; the motion was seconded by Sandy. The motion carried, and the meeting was adjourned at 5:03 p.m.

 

 

Wisconsin Paint Horse Club / Board of Directors Meeting

Fort 88, 855 Lexington Blvd, Fort Atkinson, WI

Meeting was called to order by President Sarah Durrance @ 4:02PM. Sarah began the meeting by listing some of the positive happenings thru the year.

Attendance: Kevin Smith, Sandy Quinn, Barb Brunner, Cindy McGinnis, Amanda Lorenz, Gail Johnson, Brittnay Johnson, Sarah Durrance, Julie Aldrich

The secretary report was approved, a motion was made by Gail, 2nd by Julie to approve as presented.

The treasurer report was presented. Current check book balance is $14,442.57 / JR club $6,930.84. A motion was made by Barb, 2nd by Brittnay to approve as presented.

Sarah reached out to Illinois & Minnesota to combine with to hold a POR. Illinois passed, but Minnesota agreed! July 25th & 26th we will hold a combined POR in Winona. Full 50/50 split in profit and expenses. Cindy submitted paperwork to APHA for a variance. Gail made a motion to hold the POR with Minnesota, Brittany 2nd. Motion passed.

Sarah and Cindy went to Elkhorn Fair Grounds to explore the possibility of holding a show there. It just does not look like it will work for our club. Sarah also working with Mary Sheffield at Cedarburg. The facility only has 70 permanent stalls @ $33 a piece. Stall #71 is $100.00 with a min of 25. It just does not work for our club financially. As we typically have 75-85 stalls.

The club will once again host an open show: Sunday June 28th, 2020 at Bounds.

The budget for year end awards is $3,354.00 (flat $2,000 + 30% of show profits). We are exploring the idea of points = dollar value to be used to purchase items of your choosing.

Sandy presented the information for the club Banquet.

When: January 25th, 2020 @ Bowl A Vard Lanes / 2121 East Springs Dr., Madison, WI

The election meeting will be Saturday Nov. 16th @ Fort 88, Fort Atkinson Board meeting 6PM followed by general / election meeting at 7PM

The following officers are up: Kathy Hembrook, Amanda Lorenz, Sandy Quinn & Secretary.

Sarah had a few members she would like to see run, she will be contacting members.

Respectfully Submitted,

Julie Aldrich / WPHC Secretary

February 23, 2018 WPHC Board

Location: Rustic Smoke House (855 Lexington Blvd. Fort Atkinson)

Attendance: Sarah Durrance, Cindy McGinnis, Nell TeKampe, Katie Huffman, Barb Brunner, Sandy Quinn, Brittany Johnson, Gain Johnson, Amanda Giombi, Kathy Hembrook, and Kevin Smith

Meeting was called to order at 2:08 PM by president Sarah Durrance.

Secretary report was reviewed and a motion to accept the minutes was made by Nell Tekampe seconded by Sandy Quinn. Motion passed

Treasurers report: $11,187.78 in the regular general fund, $4,133,13 in the youth fund. A motion to accept the treasurers was made by Barb Brunner/ seconded by Nell Tekampe. Motion passed $105 was transferred from the general fund to the youth fund for the numbers paid for by members when paid for yearly WI membership. Both of the Jefferson down payments were made (half of the total facility fee). Judges cost for Jefferson $3,750.

A motion was made to pay the youth club back for the funds used during 2018 to pay for part of the down payment of the Madison Facility by Cindy McGinnis / seconded by Britany Johnson. Motion passed

Sarah Durrance presented the addendum to the Jefferson facility contracts detailing that we get the use of the arenas for our sole use, we get sole use to the small indoor arena - when it relates to other species (including timeframe to rectify if there is an issue or repayment if there are issues)

Cindy McGinnis discussed the Oshkosh facility at a cost of $6,379.82 (Barns A, C, D – 95 stalls). Supposed to pay deposits of $1,524.96 in August and May and then pay the balance. We are planning on paying the first down payment after the June show. We pay for manure hall away/clean up, Pepsi, arena drag, empty trash, and clean stalls all for a $580 cost. When we previously discussed about getting a reduced fee for Oshkosh for offering 4-H classes, we found out that that is for Winnebago 4-H club only.

Sarah Durrance discussed having a full budget for the WPHC. Amanda Giombi questioned why we need to have a specific budget for the year end awards at this time. Sarah Durrance replied by discussing that a predetermined awards budget as to not create bias when it comes time to pay for the awards. Amanda Giombi motioned: A year end awards budget of $2,000 base plus a 35% of any profit earned from the two Jefferson and one Oshkosh shows to be capped at $6,000 / Gail Johnson seconded. Motioned passed. Kevin Smith and Amanda Giombi will create a year budget before the May meeting.

Year end awards: Discussed cash vs. WPHC bucks. A motioned was made to only include awards next year no cash or WPHC bucks by Cindy McGinnis / Seconded by Sandy Quinn. Motion passed.

By laws: Britany Johnson discussed:
Not following: Financial officer – books needing to be audited yearly by a group appointment by the board of the directors. We agreed to audit the books yearly going forward.
No following: 3 person nominating committee to get people to run for positions.
Proposed changes: Motion was made by Gail Johnson to accept changes / Seconded by Cindy McGinnis
Monthly financial reports – remove monthly. Boards meeting email it out, or upon request.
Notifying for general membership meetings to be done by email and social media instead of mailings and flyers.
Nominated appointments will be published on website and/or social media.
Adding sexual orientation to non-discriminatory policy
Used to have amateur/youth members but now we just have family and single memberships.
Barb Brunner motioned to add a board of director voting position / seconded by Kathy Hembrook
Will add a position for the youth advisor.

President Sarah Durrance nominated Brittany Johnson to become the vice president. She also nominated Katie Huffman to fill Brittany Johnson’s board of directors seat. The board approved

Youth update: Katie Huffman gave a youth club update. The youth board is as follows: President: Gia Pozi VP: Daniele VanEngen. No secratery. Pattern’s will be posted on Facebook and the website before the show. Can still buy show pattern books at the show and funds still go to the youth. High point saddle program was discontinued. Katie will discuss having youth pay for own year end awards and a potentially bigger youth gift for year end to replace the saddle program.

Sarah Durrance discussed needing a ring master and gate person. A motioned was made to pay the ring master and the gate person $100 per day by Amanda Giombi / Nell Tekampe seconded.

Circuit awards: for the two Jefferson shows. Motion was made to use $15 per item by Cindy McGinnis / Seconded by Gail Johnson.

Motion was made for the high point awards for the open show to consist of a stall bag for each division to be a fee of $35, reserve to receive a grooming bag costing $25, and Ranch all around to receive decorative boxes motioned by Gail Johnson / Seconded by Britany Johnson

A motion was made by Britany Johnson and seconded by Kathy Hembrook to adjourn.

Minutes of the WPHC Board of Directors Meeting

Pizza Ranch / Elkhorn WI

Attendance: Katie Huffman, Sarah Durrance, Cindy McGinnis, Gail Johnson, Sandy Quinn, Kevin Smith, Amanda Lorenz, Julie Aldrich
Absent: Nell Tekampe, Brittany Johnson, Robert Ross, Kathy Hembrook

Meeting was called to order at 4:41 PM by newly elected President, Sarah Durrance. Sarah welcomed board members and thanked them for all the work being done to bring the club forward.

Minutes of Election Meeting Nov 17th were approved with the correction of grammar error: under treasurer report correct “except” to Accept. Motion made by Gail, 2nd by Kevin motion approved.

Treasurer Report: Gail reported the “old” accounts in Monroe are being closed, current balance Is $5,072.67 we are awaiting the clearance of 2 checks ($1,260. & $335.). Then all accounts will be closed, any remaining balance will be transferred to Chase. New accounts were opened at Chase Bank, 1 for WPHC and 1 for Youth. The current balance of WPHC is $11,608.37 / Youth $3,714.13. The Amateur account was closed.
A motion was made by Sandy, 2nd by Julie to approve treasurer report, motion approved.

Committee Reports:
By-Laws: The proposed change to Section 5. Financial Officer:
“ Any contract entered into on behalf of the Wisconsin Paint Horse Club is to be reviewed and approved by the board of directors” will be presented at the General Meeting in January.

Banquet: 2 rooms were booked at the cost of $315.
Current count is 44 paid meals / January 5th is deadline.
Discussion on waiving the $15 cost for Jamie and JJ to attend banquet / a motion was made by Julie, 2nd by Gail to exempt their ticket fee for this banquet. 5 in favor, Cindy opposed. Motion passed.
Sandy will get silent auction items / Katie and youth will do raffle items.

Cindy reported belt bucket has been ordered for Past President Barb Brunner. Vicki’s thank you has also been ordered. Cindy still trying to get a hold of Vicki to invite to banquet.

Katie read an email she received from Tanya Edwards mother of a youth, Morgan Edwards, expressing her concerns regarding the way the “youth saddle contest” was handled. Sarah will be contacting Tonya. The board will be investigating the youth saddle form signed by Morgan. We will discuss during a conference call if needed.

Open Show: Sarah presented the showbill. There were a few changes to be made. Katie will be co-chairing with Sarah.

Old Business: There has been No response from Jerry for a bid for WPHC 2019 show secretary. A motion was made by Julie to hire Cindy Westphal @ the rate of $500 + hotel for the June and August shows. (2018 Cindy received $895.80, $896.70 & $941.51 as show secretary) Cindy McGinnis will do the July show at no charge to the club.

New Business: The following are ideas presented to bring our club forward: Monthly online news letter, Brittany will begin in February.
Brittany will be opening a google account for the ease of email communication.
Membership packets will be emailed including a cover letter, by-laws & hi-point rules upon paid membership dues. Brittany, Gail and Sarah will heading this.
Sarah would like to discuss “what we can do to give incentive to join the club at the January meeting. Please bring ideas.
Ad Sponsorship will be on website. Goal is to add 10 sponsors by next month.

Katie will be ordering a glass block in honor of Ralph Brunner at the cost of $25, she will take to funeral, Jan 3rd 4-7.

Katie reported as Youth Advisor: She anticipates 5 youth for 2019 season. She will hold election at the Jan meeting. She will hold meetings during the show on Friday evenings. Youth will be brain storming for fund raiser ideas.

A motion was made by Gail, 2nd by Sandy to adjourn meeting at 7:10 PM

Respectfully Submitted,
Julie Aldrich, WPHC Secretary

January 26, 2019 / General Meeting
Bowl-A-Vard, Madison, WI

Meeting was called to order by President Elect Sarah Durrance, at 3:40
Sarah welcomed everyone and thanked all for attending. She introduced the board and officers.

Secretary Report: A motion was made by Katie Kosobucki, second by Katie Huffman to except the minutes of the November general meeting. Motion approved with no objections.

Financial Report: Gail reported the general club balance of $12,323.15 / youth balance $3,714.13
A motion was made by Brittany, second by Julie to approved financial report, motion approve with no objections.

Committee Reports: Pat Ross presented a proposed By-Law change. Adding “Any contract entered into on behalf of the Wisconsin Paint Horse Club is to be reviewed and approved by the board of directors,” to Section 5 Financial Officer. A motion was made by Katie Kosobucki, second by Shanna Ray to approve the change. Motion approved with no objections.
Open Show: Sarah presented Open Show information which is June 30th at Bounds Showtime Arena in Deerfield, WI. Sarah asked for members to please plan on helping to make this fund raiser a success! Her goal is $4,000!
Cindy reported the showbill is ready (barring any changes) to be submitted for approval.
Cindy, Barb and Nell are the National Reps for WI. Cindy suggested members review the proposed changes APHA is presenting. If you have any questions, concerns or input you can contact one of the representatives.

A motion was made by Jeff Sommers, second by Katie Kosobucki to add Master Showmanship class to the Oshkosh POR, August 2019. Motion approved with no objections.

Katie Huffman is the 2019 Youth Adviser.

Old Business: N/A
New Business; Beginning March 1st our web site will have a monthly newsletter. Please stay tuned and watch for new news!!

Discussion was held brain storming ideas for making the shows more inviting!
We discussed adding Solid Bred Walk/Trot classes to our show bill. Both youth and Amateur.

The club directory will be on the web site, along with a Sponsor section.

A motion was made by Gail, second by Jeff to adjourn meeting at 5:10PM

Respectfully Submitted,
Julie Aldrich WPHC Secretary

January 26, 2019 / Board Meeting
Bowl-A-Vard Lanes, Madison WI

Attendance: Cindy McGinnis, Sarah Durrance, Kathy Hembrook, Sandy Quinn, Brittany Johnson, Amanda Giombi-Lorenz, Kevin Smith, Bob Ross, Julie Aldrich
Unable to Attend: Nell Tekampe

Meeting was called to order by President Elect, Sarah Durrance at 2:08PM. Sarah welcomed all, thanking for the commitment all have made for our club. She shared “TEAMWORK: the combined action of a group of people when effective and efficient.”

Secretary Report: A motion was made by Cindy, second by Brittany to approve minutes as presented. Motion passed with no objections.

Treasurer Report: Gail Johnson reported the general club balance at $12,323.15 / youth balance at $3,714.13. All prior accounts in Monroe have been closed.
Banquet Income: $1,450.00 Expenses: $315.00 Hall rental, $2,905.00 Cash awards, Awards $935.00, Food $1,028.29
Youth must have approval of board prior to spending any amount over $200.00. A motion was made by Kathy, second by Brittany to approve report as presented. Motion approved with no objections.

Committee Reports: Adding Master Showmanship at the Oshkosh show will be voted on at the General meeting.
Amanda reported on the awards for the open show. We will be presenting “cups” instead of ribbons. Discussion on the grand and reserve items, Amanda will send out a mock up of the items decided on.
Sponsorships: Sarah and Brittany will be focusing on making a tiered level sponsorship program.
Show report: Cindy has final class list ready for approval.
By-Law change will be presented at the general meeting by Pat Ross.
Katie will present youth report at general meeting.
Amanda contacted Pinto President Kathy Findlay about putting a WPHC plug in their news letter, awaiting their board approval.
Old Business:
Sarah contacted Edwards’ regarding the youth saddle situation, she feels it is handled.
Club Taxes: we will not be filing this year. We are working hard to gather information on our own to save money on the attorney fees. Cindy will be working to obtain information required.

A vote was taken to decide how to handle the issue of cash awards verse WPHC Buck. A motion was made by Brittany second by Kathy to honor cash option for the 2018 awards.
7 yes / 1 no motion passed.

New Business: Sunflower will be having an open house April 7th.
We will be discussing a Charity Class at the June show as a fund raiser for Monte.
Meeting adjourned at 3:20PM

Supplemental Meeting following General Meeting:
A motion was made by Cindy, second by Gail to add Master Showmanship class to the Oshkosh POR, motion approved with no objections.
A motion was made by Cindy, second by Brittany to add Solid Breed Walk/Trot classes to our show bills. Motion approved with no objections.

Respectfully Submitted,
Julie Aldrich WPHC Secretary

September 23, 2018 - WPHC Board Meeting

Location: Rustic Smoke House / 855 Lexington Blvd. Fort Atkinson

Attendance: Julie Aldrich, Barb Brunner, Cindy McGinnis, Sandy Quinn, Katie Huffman, Kevin Smith, Amanda Giombi-Lorenz, Brittany Johnson, Bob Ross, Sarah Durrance, Kathy Hembrook / non board members Pat Ross, Tina Berra & Deanna (Sandy Quinn sister)

Meeting was called to order by President Barb Brunner at 4:20PM

Secretary Report was reviewed a motion was made by Sarah / second by Sandy to approve minutes as presented. Motion passed.

Treasurer Report: Amanda Giombi-Lorenz preformed a financial audit to determine the clubs financial balance. After doing the best with the information available the current balance is $10,993.42. This amount should be final with all current outstanding payments made.

Kevin Smith did question why the club does not file tax returns. Kevin will be gathering information regarding bringing the club into compliance.

Amanda is going to continue to balance books as there are a few outstanding questions. Amanda will also be taking over the position of treasure for the time being, as Katie has resigned.

There was serious discussions on costs of hiring judges / hotels / car rentals/ office Help / Gate / Ring Stewart & Announcer. We are evaluating to make sure we are being fair and consistent with surrounding states but also being financial responsible with the monies we have available to continue 2019 show season.

Kathy Hembrook will be contacting hotels in the area to try to negotiate prices.
Julie Aldrich, Sarah Durrance and Pat Ross will be contact surrounding states to inquire about their show budgets (judges/gate/announcer/ring stewart/hotels.
They are to report to Sarah as committee chair with the findings.

Discussion was had regarding the change from work hours to increased office fee. We did not receive enough money to cover the fees to hire out the positions. This will be discussed further at the general meetings. We will need to have the members input to decide if we will increase fees again or go back to volunteers.

Bob and Pat Ross presented a proposal from the Illinois Paint Club. The Ill Club has proposed a combined POR at Gordyville. A vote was taken to allow Bob to gather further information including dates. All board members approved with the exception of Katie Huffman being natural. A written contract will be requested for the board approval. Another vote will be taken once all information is compiled.

Year End Awards: In prior years our club paid out for year-end awards was approximately $10,000 annually. With the financial position of the club this year budget will be $4,000.00. Motion made by Kevin Smith second by Brittany Johnson, motion approved.


A motion was made by Brittany Johnson second by Kathy Hembrook to no longer have the option of a cash pay-out. Motion was approve all board members except Bob Ross approved the motion.

The club will be compiling outlines for the various committee responsibilities, including Youth Club Advisor, Show Managers, Ect. With newer board members we want everyone to know the responsibilities they are undertaking. We need to make sure we are helping to make sure the entire club is successful!

Pat Ross Committee Chair for Scholarships reported there are no current applicants requesting scholarships.

Pat Ross Committee Chair for By-Laws presented a change. Add Under Section 5: Financial Officer: “Any contract entered into on behalf of the Wisconsin Paint Horse Club is to be reviewed and approved by the board of directiors.”
Motion to present by-law change at general meeting was made by Bob Ross second by Sandy Quinn, no opposed. We will present in Nov and vote in January.

Sandy Quinn presented her proposal for the Banquet. Date is set for Sunday January 26th, 2019.
Where: Bowl A Vard Lanes, 2121 E Springs Drive, Madison
Time: 2PM Board Meeting
3PM General Meeting
4:30 Cocktails
5:30 Dinner
6:30 Awards Presentation

This will be a ticketed event. $25. With Dinner included ($7 for children) or $15.00 if you wish to just attend Award Presentation. Sarah Durrance will be collecting tickets are the door. Motion was made by Brittany second by Amanda to charge $7/$25 & $15. Motion approved.

Elections: The Election meeting / General Meeting will be held Saturday November 17, 2018 6PM
A Board meeting will be held prior at 5PM. I will be emailing all members the information Katie will put on facebook and website.
Kathy H is checking with Sals to see if date is open.
Up for Election is: President, Vice President, Secretary and two board positions.

A final item was discussed regarding club membership payments. It was brought to our attention that an exhibitor had submitted the WPHC dues paperwork and check at the Iowa Zone show. The paperwork did not work its way to our club. MUCH discussion was had regarding how to handle this. It was voted upon that an exception will not be made. Vote was approved by majority all board member except Brittany Johnson and Amanda Giombi-Lorenz voted yes.

A motion was made by Cindy McGinnis second by Barb Brunner to adjourn.

Respectfully Submitted,
Julie Aldrich