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

 

Meeting was called to order by president, Barb Brunner at 4:20PM.

Meeting held at Salamone’s in Fort Atkinson.

In attendance:  Kevin Smith, Tim Smith, Bob Ross, Pat Ross, Sarah Durrance, Sandy Quinn, Cindy McGinnis, Barbara Brunner, Katie Huffman, Amanda Giombi-Lorenz, Brittany Johnson, Nell Tekampe, Kathy Hembrook, Julie Aldrich

Secretary Report from General Meeting January 27th, submitted by Julie Aldrich; was approved by Nell Tekampe, second by Brittany Johnson.

 

Treasurer Report:  Presented by Katie Huffman.  44 memberships have been received, with 10 of those being brand new members.  Discussion on the Amateur Club account decided to reimburse the general cub account for the Amateur All Around Awards.  Keeping this account open for time being.

 

Madison Show:  No one is allowed to arrive prior to 8AM Friday.  Bob & Pat Ross will be in charge of camping parking.  $50 to park on cement / $40 in Willow Island.  There are 35 spaces below and 66 in Willow Island. Willow Island does have water and electric at individual sites.

REQURED:  Pre-payment for Camping / Stalls and bedding.

Pavilion 1: Show Ring Pavilion 2: stalls and warm up pen.

All Around Tooled Chair Drawing /youth/amateur/open. Sarah Durrance worked hard to organize this prize.  We will also have class prizes.  All board members were encouraged to bring in a $100 sponsor.  All sponsor $ is to be turned in to Sarah by April 1st:  Checks payable to WPHC / mail to Sarah Durrnace N1923 County Road N, Fort Atkinson, WI 53538.  

 

Jefferson Shows:  We will have a circuit award (Brittany Johnson) a Welcome Dinner Friday Nite / July will be Pot Luck Dinner we will promote at June show.

 

Oshkosh:   Look into offering Pinto Classes.  3rd Barn will be open if we need it.  

 

Show Managers:  May Barb Brunner / June Nell Tekampe / July Brittany Johnson & Amanda Giombi-Lorenz / August Barb Brunner

 

Banquet:  Will be a ticketed event.  The cost of the ticket will include dinner.  If you wish to Not eat the ticket will still need to be purchased to attend. Motion made by Brittany Johnson, second by Kathy Hembrook to make the event ticketed.  Sandy Quinn will be the chairperson.  Brittany Disch will be doing an award presentation video for 2019 banquet.  Banner will be brought to take pictures of award winners.  

 

Motion made by Brittany Johnson second by Kathy Hembrook to adjourn meeting.

 

Respectfully Submitted,

Julie Aldrich

 
WPHC General Membership / Election Meeting Minutes - November 11, 2017
Attendance:  Barb Brunner, Jennifer Disch, Cindy McGinnis, Amanda Giombi-Lorenz, Brittany Johnson, Kathy Hembrook, Sandy Quinn, Kevin Smith, Tim Smith, Meghan Keller, Julie Aldrich, Sarah Durrance, Bob & Pat Ross
 
Call to Order: 
The meeting was called to order at 6:15PM by President Barb Brunner at Salamone's in Fort Atkinson. 
 
Secretary Report:
No report was available.
 
Treasurer Report: 
Treasurer report was presented (Katie Gilbertson was absent).  Report was discussed, there are a few Expense items which need to be applied to the show breakdown.  The report will be adjusted, and presented at the January meeting.
 
Youth Report:
The newly appointed Youth Advisor is Meghan Keller.  We welcome her! Meghan will be contacting the Illinois Youth Advisor to get ideas!  Discussion was started regarding “Posting Patterns” prior to the show.  The reason  patterns have not been posted in the past is this is a fund raiser for the youth club (approximately $200 per show).  It is being considered to post patterns and encourage members to continue to purchase pattern books at the show to continue to support the youth club.
 
 
New Business:
Discussion was had on the facilities the club uses for the shows. 
Jefferson is the least expensive and the easiest to work with, but without the availability of a larger indoor arena is not the most conducive for showing.  To rent 175 stalls the approximate cost is $6,700.
Madison to rent 200 stalls is $10,400.  Affidavits were acquired by board members regarding the footing.  The riders that have shown in Madison this past year have been very satisfied with the footing.  
Oshkosh: 200 stalls $15,298. 
 
The APHA has strict guidelines we must comply with when scheduling our show dates,  pair that with the available dates at the facilities scheduling shows can be difficult. 
We were not able to secure the July 21-22, 2018 date, as Iowa has a show scheduled.  We are discussing when/how/where to reschedule this date.  Currently the Pinto Club has Jefferson booked.  A committee will be contacting the Pinto Club to see if we can work out a switch. July 7-8th in Jefferson is open.
 
Member Work Hours to be eligible for Year End Awards has been ELIMINATED.  There will be a $10 Office Fee added to our current $15 office fee, to cover the cost of hiring gate people/ring stewart/announcer.
 
Madison / Cheddar Classic will run / version 1
Saturday: Halter Classes/showmanship/Hunt Seat
Sunday;     will begin with Trail & Western Classes to follow
Motion was made by Bob Ross / second by Kathy Hembrook to use Version 1 for Madison show.  
 
A General Membership Vote will be taken at the January meeting regarding adding Master Classes.  Last year the vote did not pass.
 
APHA change:  Youth Classes  will be 18 & under and 13 & under.
13 & Under can show up, but can not show in both classes.
 
Discussion was had on having a “Welcoming Committee” to greet new members, Brittany Johnson will be working on this.
 
Discussion:
*Making sure all WI Club members understand at the Zone Show they must be WPHC club members prior to showing to have any points count.  Club membership is open at the January meeting.  $20.Individual & $30 Family. Membership form is available on Website. We currently have 92 members.
 
*Bring in more members to the club by asking each club member to reach out and invite people they know to come show with us. 
*Consider committee or change in personnel to hire judges.
*Consider input from members on judges they DO NOT want to show under.
*Contact past members to invite back.
*Incentives to attract new members.
*Consider holding “pot luck dinners”
*Advertize Adult Walk/Trot Classes
*Consider adding Ranch Riding Classes to show bill 1st thing in AM.
*Consider holding clinic Saturday with clinician to judge following day.
*Make announcement that Ribbons are available at the office, if you wish to pick them up you are welcome to do so.
*Consider having General Meetings available on Facebook Live
*Consider having a Mandatory General Meeting that all members must attend.  Hold at a park with pot luck picnic
 
To Do List:
 
New Member Welcome:  
Brittany Johnson / bring idea to January meeting
Contact past Members:  Amanda Giombi-Lorenz
Post Patterns:  Meghan Keller
Facebook:  Meghan Keller
Advertizing:  Amanda & Katie with Devan.
Contact Jim Bounds regarding Ranch Riding: Sarah Durrance
 
Election Results:
President:  Barb Brunner
Vice President:  Robert Ross
Treasurer:  Katie Gilbertson
Secretary:  Julie Aldrich
Board of Directors:  Brittany Johnson
                     Amanda Giombi-Lorenz
                     Kathy Hembrook
Term Expires 2018:   Mary Reed
                     Rachel Goffard
                     Jennifer Disch 
 
Saturday, January 27, 2018: 
Board Meeting / GENERAL MEETING / Awards Banquet @ Bowl-A-Vard Lanes 2121 E. Springs Drive, Madison WI time to be announced.
 
Motion was made by Brittany Johnson, second by Kathy Hembrook to adjourn meeting at 8:30PM.
 
Respectfully Submitted,
Julie Aldrich

WPHC General Membership Meeting Minutes

January 27, 2018

 

Call to Order:

The meeting was called to order by President, Barb Brunner @ 2:45PM at Bowl-A-Vard Lanes, Madison, WI. 2018 Board members were introduced:  President Barb Brunner , Vice-Pres Robert Ross, Treasurer Katie Huffman, Secretary Julie Aldrich; Board of Directors Brittany Johnson, Amanda Giombi-Lorenz, Kathy Hembrook, Mary Reed, Rachel Goffard, Jennifer Disch, Sarah Durrance, & Sandy Quinn

 

Secretary Report:  Presented by Julie Aldrich. Motion made to approve by Brittany Johnson & second by Kathy Hembrook.  Motion Approved.

 

Treasurer’s Report:  Presented by Katie Huffman.  Current checkbook balance $17,542.  Motion Made to approve by Pat Ross & second by Kathy Hembrook.  Motion Approved.

 

Youth Report:  Presented by Meghan Keller.  The first meeting is scheduled for today following general meeting.  All youth are encouraged to attend.

 

Old Business:  Anyone showing at the Zone show April 28-29 in Iowa MUST be a current paid member of WPHC to have points count for year end awards.

Discussion about making sure shavings are available to all, but kept locked to prevent theft.  We TRULY WANT to make our shows inviting and EZ to attend.  We also have a fiduciary responsibility to club to make sure those taking shavings are paying for them.  We ask all attending the show to Pre-order stalls and shavings IF they want shavings at their stalls.  Stalls are assigned and shavings dispersed on Thursday prior to show.  If  you do not pre-order shavings they will be available but may not be immediately accessible.

WPHC has 3 facilities available:  Madison, Jefferson, and Oshkosh.  All 3 have their pluses and negatives.  We must make booking shows with this in mind.  Oshkosh is very expensive.  Due to our numbers we can fill 2 barns (117 stalls).   To “open” an additional barn the cost is $812 + $65 per stall.  If  the barn is not filled it financially does not make sense.  That is why we NEED Pre-paid so we can accommodate as many members as possible.   We NEVER want to send anyone away, but you can see how financially a 3rd barn in Oshkosh is tough to do.

 

New Business:  Cindy McGinnis was once again hard at work organizing data to present:

*We will be moving Ranch Riding and Reining to the 1st classes of the day.  If any members know of people showing in these classes please forward information to them.  We made this change to accommodate those members so they did not have to stay all day.

*May Show ONLY – add amateur and open driving, 1st class on Saturday

*Delete weanling halter classes

*Vote was taken regarding splitting Amateur / Master Showmanship.  Majority General Membership vote was to leave as is.  Board will discuss further.  Keeping as Amateur Showmanship for the May Show, possibly add at the POR in Oshkosh.

*Youth classes now 13 & under and 18 & under.  13 & under can pick which age group to go in, but NOT both with same horse.  13 & under can go in both with 2 different horses.  Per APHA rule we can no longer combine those classes.

 

2018 Show Season:  Cindy McGinnis

Cindy passed out confirmed dates, locations and judges:  April 28-29 Zone 5 Show, Cedar Rapids,  APPROVED FOR WPHC POINTS ONLY  Judges David Denniston, Laura Gilmore, Tim Jedra, Heather Young

May 12-13 “Better Cheddar Classic” Alliant Energy Center, Madison / Dual approved for Minnesota Paint Horse Club points / Judges: Jodi Finkenbinder, Debbie and John Letham, Gary Reynolds

May 19-20 Minnesota Paint Horse Club / show approved for WPHC points only.

Minnesota Equestrian Center, Winona, MN

June 9-10 Jefferson County Fairgrounds Sat: Chris Arnold, Stephanie McConnell Sun:Mark Sheridan an Walter Wells

July 7-8 Jefferson County Fairgrounds Sat: David Avery and Steve Lackey Sun: Jill Paxton and Alicia Proefrock

Aug 25-26 POR Sunnyview Expo Center, Oshkosh Judges: David Denniston, Casey Orr, Betty and John Tuckey

BE SURE TO VISIT OUR WEB SITE www.wispainthorse.com

 

*Zone show and MN May show will count for WPHC points only – not number of judges.

*Number of judges will be 16 for all classes except yearling longe line, yearling in hand trail, and 2 year old riding classes (12 judges for these classes).

*Lead line based on rider only, not horse/rider combo

*Make Novice Youth, Novice Amateur, Amateur & Youth Walk Trot year end awards

ALL AROUND and require they go in respective halter classes with a minimum of 5 state halter points

*Delete extra points given for every 6 horses you beat.

*Add All Around for SPB, follow same rules as other classes.

*Change wording of “show” to “judge” for clarification on number of times you must show to qualify for yearend awards. Does not change requirements just clarification.

*We are looking for Show Managers for all shows, if you would like to help and manage a show please let Barb Brunner know.

*The club is looking into adding some “FUN” activities, if you have ideas please share.

 

Adjourn:  Motion made by Barb Brunner to adjourn meeting at 4:45pm, second by Brittany Johnson.  Motion Approved.  

 

Respectfully submitted,

Julie Aldrich,  WPHC Secretary

 

1/7/17 General Membership Meeting Minutes

 

Call to Order: The meeting was called to order at 2:46pm by President Barb Brunner at Bowl-A-Vard Lanes in Madison, WI.

Secretary’s Report: Presented by Amy Frank.  Correction noted by Cindy McGinnis regarding APHA rule changes to read that Classic Amateur division is discontinued.  The two amateur divisions are 19 & Over and 45 & Over.  Motion to approve by Mary Reid & seconded by Kathy Hembrook.  Motion approved.

Treasurer’s Report: Presented by Jennifer Disch.  Audit to the books has been completed.  Katie Gilbertson will be taking over as Financial Officer.  Motion to approve by Julie Marweg & seconded by Cindy McGinnis.  Motion approved.

Youth Report: N/A

Old Business:

*2017 Show Season

-The members decided to approve the May 13th & 14th show in Winona, MN & the Zone show in April for WI points.   

-Stalls & shavings will be required to be pre-paid for all shows this year.  Cancellations may be made up to one week prior to receive your money back.

 *Club Bylaws: The members voted on the proposed change to Article 3 Section 1 to clarify “Each director be at least nineteen (19) years of age & be a  member in good standing of the WPHC for at least the twelve (12) months immediately preceding the election.”  as presented by Pat Ross at the November meeting.  Motion to approve by Mary Reid & seconded by Julie Marweg.  Motion approved. 

*Work Hours: Rachel Goffard & Mary Stephan presented a worksheet that clarified work positions & hours to be posted on the website &    Facebook page. 

*Open & SSA Futurity: Sandi Lamrouex stated that the Open Futurity will not be held this year.  The SSA Futurity will hold yearling thru 3yr old classes this year.  SSA classes will continue to be held until purses run out.  Discussed adding stakes classes to the futurity show & looked to the membership for input.  The intent is to draw participants in from surrounding states.

*Working Western Horse Celebration: The event coordinator has asked us to consider having a 2-3 judge show during this event.  Concerns are that it won’t draw participants due to being held in the middle of the week & during the World Show.  Barb Brunner & Cindy McGinnis will talk further with the event organizers.

New Business

*2017 Class List

-Janelle Aldrich made a motion to add Open Performance Horse Halter to the WPHC class list & Julie Marweg seconded.  Motion approved.     

-Julie Marweg  made a motion to add 45 & Over Showmanship to the WPHC class list & Sue Hendricks seconded.  Motion was not approved.

 *2017 High Point Rule Changes

-Presented by Cindy McGinnis

-Raquel Engelke-Korb made a motion to have Amateur Walk Trot points count towards the Amateur Rookie Award & Erica Day seconded.  Motion approved.

-Scott Boe made a motion to dissolve the Amateur & Youth Performance Award  & Julie Marweg seconded.  Motion approved.

-Julie Marweg made a motion to add an Amateur Walk Trot All Around Award & Sue Hendricks seconded.  Motion approved.

-Members chose to clarify ALL of the all around awards to reflect the way the rules have been interpreted in the past. 

*MWHF

-Clinicians are looking for participants to work with.  Applications must be received by January 9th & there is a fee to participate. Anyone interested should talk to Barb Brunner for more info.

-Katie Gilbertson is looking for volunteers to work the APHA booth.       

 

*2017 APHA Rule Changes:  Members are encouraged to give their input to Barb Brunner, Cindy McGinnis or Nell Tekampe prior to the February convention.

*Directory: Sandi Lamrouex needs any further ads submitted ASAP so that the directory is available by the end of January.

*Amateur Club: Erica Day is looking to re-organize the amateur club.  Would like to collaborate with the youth club on fundraisers.  She will meet with anyone interested in joining after this meeting.

*Adjourn: Meeting adjourned at 4:21pm by President Barb Brunner.  Motion made by Cindy McGinnis & seconded by Jennifer Disch.  Motion approved. 

 Respectfully submitted,

Amy Frank

WPHC Secretary

 


1/7/17 WPHC Board Meeting Minutes

 

Attendance: Amy Frank, Karen O’Brien, Cindy McGinnis, Rachel Goffard, Julie Aldrich, Katie Gilbertson, Kathy Hembrook, Barb Brunner, Jennifer Disch, Mary Reid, Nell Tekampe, Sandi Lamrouex, Raquel Engelke-Korb

Call to Order: The meeting was called to order at 1:42pm by President Barb Brunner at Bowl-A-Vard Lanes in Madison,WI.

Secretary’s Report: Presented by Amy Frank.  Correction noted by Cindy McGinnis regarding APHA rule changes to read that Classic Amateur division is discontinued.  The two amateur divisions are 19 & Over and 45 & Over.  Motion to approve by Mary Reid & seconded by Kathy Hembrook.  Motion approved.

Treasurer’s Report: Presented by Jennifer Disch.  Audit to the books has been completed.  Katie Gilbertson will be taking over as Financial Officer.  Motion to approve by Julie Marweg & seconded by Cindy McGinnis.  Motion approved.

Youth Report: Presented by Raquel Engelke-Korb.  There is currently $7,000 in the checkbook.  Barb explained that the adult club    usually pays for the youth highpoint saddle.  The youth club pays the $500 for the 2nd place award as well as their own year end awards.  The youth club also requires approval from the adult club to spend more than $200. 

Old Business:

*2017 Shows:

**Contracts are back & judges have been hired per Barb.  Cindy asked Barb to check the contract for the June show in Jefferson to be sure that we it is written that we have use of the warm up pen.  Cattle show is also there that weekend & we need to be sure that they are not using that pen.

  **Stalls & shavings will be required to be pre-paid for all shows this year.  Cancellations may be made up to one week prior to receive your money back.

 **Club will vote at General Membership meeting on approving points for the Zone Show & a MN show with hopes of drawing more MN people to our show.

 *2017 Membership: Barb suggested offering a free 2017 membership to all members attending the banquet.  Only people present are   eligible.  The board agreed to this.

 *Open & SSA Futurity: Sandi Lamrouex stated that the Open Futurity will not be held this year.  The SSA Futurity will hold yearling thru 3yr old classes this year.  SSA classes will continue to be held until purses run out.  Discussed adding stakes classes to the futurity show.

New Business:

*Working Western Horse Celebration: The event coordinator has asked us to consider having a 2-3 judge show during this event.  Concerns are that it won’t draw participants due to being held in the middle of the week & during the World Show.  Barb will bring it up again at the General Membership meeting.

 *2017 Show Office: Cindy McGinnis will not be running the show office this show season & asked the board to approve hiring Cindy Westphal from Iowa to do so.  Cindy would be paid $500 for the weekend, up to $200 in mileage & hotel stays.  Motion to approve by Cindy McGinnis & seconded by Mary Reid.  Motion approved.

Adjourn: Meeting adjourned at 2:20pm by President Barb Brunner. 

Respectfully submitted,

Amy Frank

WPHC Secretary