CLD September 27 Board Meeting Minutes
Meeting Minutes – September 27, 2023
Meeting called to order 7:20 pm
Marilyn won’t be able to stay for the entire meeting. Theresa Smith agreed to take minutes.
In attendance: Judy Nordstrom, Tae Erickson, Marilyn Weber, Katie Keim, Debbie Bonner, Theresa Smith, Alice Martin, Paula Briney, John Simpson
Theresa made a motion to accept the August board minutes, Debbie 2nd. Motion passed.
Paula requested having a meeting agenda for future meetings.
Katie Keim emailed the most recent financial statements to board members today at 5:07pm. She reported that we have $4,759.66 in checking, $17,548.87 in CDs, and a net loss of only $419.89 to date (which doesn’t include the fall dressage show).
Judy announced that the annual meeting will be held at Panther Creek Country Club on November 4. She was unsure of times. Paula stated, “Drinks 5:30-6:30, Dinner 6:30-8:00”. Official details will be given to Debbie so she can send Save The Date emails and post to Facebook & our website.
We must publish our slate of directors by October 1. Debbie will send emails and post to Facebook & our website. The slate: Judy Nordstrom, Susan Rosse, Theresa Smith, and Katie Keim. There will also be a write-in option. Teresa Litchfield has decided to leave the board of directors. Leslie Burket did not indicate that she wished to continue. The membership will have 30 days to vote for 4 directors. The board will decide on officers between 10/31 and 11/4. This is usually done via e-mail voting. Debbie will set that up. Alice stated the new board members and officers will be announced at the annual meeting. Paula disagreed that this is when the board is announced.
Year-end reports from all officers and board members with a specific role are due to Debbie, Judy, and Alice by October 30 so they can be posted to the website. Debbie checked the website. The link to prior year-end reports was not working. She will get that fixed this weekend. If we have enough content, Alice will put out a newsletter too.
We discussed having a holiday party. Debbie offered her home, December 10 at 1pm. Everyone should bring a dish to share. All members will be invited. Debbie will send Save The Date emails and post to Facebook & our website. We will have a live auction of extra tack, riding apparel, anything you think will bring in money as a fundraiser for CLD. John Simpson will be our auctioneer.
Marilyn had to leave the meeting.
Judy announced that she sent in the GMO proxy paperwork. Theresa Smith will be attending the Annual Convention in Omaha. Paula Briney will also be attending as a PM delegate. We discussed that we have no written reimbursement policy for convention expenses. Theresa reported that she asked for specific guidance last year and was told by Judy and Katie that she should turn in all receipts and mileage. Katie reimbursed all. Alice reported that over the years we have paid for many different combinations of expenses, from registration only to all expenses incurred including airfare. Many options were discussed from using a per diem of $30 or $50 to using the government published per diem for specific locations (Omaha 2023 $64/day) to covering actual expenses. Paula reported how much she is reimbursed as a dressage judge. Katie reported what the Memorial Hospital policy is. Whether alcoholic beverages and the awards meal should be reimbursed were also debated. Theresa stated that she could not afford to go if expenses were not reimbursed. She offered to let someone else go in that case. Alice suggested covering all expenses incurred if we had the money. Judy asked Katie if the club could afford it. Katie suggested tabling this topic until next year and deciding on a formal policy. Debbie agreed. This topic is to be added to the January 2024 meeting agenda so it can be formalized well in advance of any potential event that we would want to send people to. That way people can make an informed decision about what they want/can attend and there are no last minute surprises.
Paula volunteered to be the Classic Committee Chair. She asked if she would also be in charge of the schooling shows. We agreed that ARAB Inc will run Icebreaker & Firecracker at Tower Hill already runs smoothly. The 2024 Classic show will be a Level 2 show. Paula will oversee hiring judges, a show secretary, and TD. Paula asked for a budget. Debbie motioned that Paula submit a proposal of what she anticipates paying. Tae 2nd. Motion passed. Paula will handle the fairgrounds and all contracts. Paula will work with Debbie to get the show bill prize list ready. Judy agreed to get a copy of the competition application to Paula. Judy suggested that Paula hire Sue Holsted to judge since there was a misunderstanding about her judging the 2023 show. We discussed having a sponsorship chair, a volunteer chair, and increasing prices for participants if needed. We discussed what it would take to get more participation at Classic. Judy stated StarWest isn’t a fan of the footing. Paula stated that Midwest Charity will be putting about $10,000 into improving the footing in the Coliseum right before our show and that Ron Haack is the best at grooming the Coliseum. Theresa asked Paula to find out how much it would cost to hire him for Classic if that would bring in more entries.
Don’t forget that Tae’s barn is having an open house on October 14. Debbie will post to FaceBook.
8:40pm Theresa motioned to adjourn. Paula 2nd. Motion carried.
