Minutes May 11, 2017

Attendance - Megan Schuller, Jan Settles, Paul Blevins, Jacinda Roybal, DeeAnnAtchley, Evelyn Huff,Derryl Brandt,Terri Rutter, Rebecca Woodward, Fonda MarlerBy phone: Kristi Bateman,Jesse Wells

Absent – Mark Kelly,Donna Comyford

Guests– Maddie Fraker and Aliza

Call to order at 6:30 pm by President Megan Schuller

April Meeting Minutes – Evelyn Huff

Director Huff read the April 6th board meeting minutes. Motion: Approve the minutes (Jan Settles), Second (Derryl Brandt) Approved 12 – 0

Treasurer’s Report – Terri Rutter

Director Rutter presented the March and April financials. The March show had a small profit while the April show had a loss. Overall the year is currently showing a loss. Director Schuller discussed moving money from the savings account to make sure we can easily cover the Border Circuit expenses. Motion: Move $5,000 from the savings account to the checking account (Derryl Brandt), Second (Paul Blevins) Approved 12 – 0. There was a discussion about the bank fees. Most of the bank fees are for the credit card machine lease and the percentage charged on the credit card payments. Several different options for recouping these fees was discussed. Motion: Charge a $3 fee on all credit card payments (Jacinda Roybal), Second (Dee Atchley) Approved 11 – 1

Youth – Jacinda Roybal/Kristi Bateman

Director Roybal stated that the current youth balance is $3,704.57. The raffle ticket drawing will be Saturday at Border Circuit. Director Roybal discussed providing something to the SWQHA kids who are going to youth world.

Amateur – Derryl Brandt

Director Settles reported that the amateur balance is $3,226.09. They made $70 on hats at the April show. There will be a Debbie Cooper clinic on October 6 – 8, 2017.

Convention – Jesse Wells

Director Wells reported that we had reserved Holy Cross again to make sure we were covered. There may be a problem there as he hasn’t been able to make contact with them.Director Atchley has spoken to the Las Cruces Homebuilder’s Association. Their cost is $700 for10:00 am to midnight. They have table but no linens. Several other venues were discussed. Director Blevins mentioned the Grapevine event center. They offer a brisket dinner plus two sides for $12.50. Director Blevins and Director Wells will talk to her. Director Wells will put together a list of needed items so we make sure we are asking for the right items.

April Show – Evelyn Huff

Director Huff reported that there were 59 horses and 161 entries. There were a lot of factors for the low turnout including being close to the Level 1 Championships, concerts and the price and lack of hotel rooms. The tack sale made $776, so $73.60 to split between theyouth and amateur associations.

Border Circuit – Megan Schuller

There will be a prep day at the fairgrounds on Saturday, May 13. Board members will be needed Wednesday evenings to help deliver shavings and hang banners. We will need four canopies and four tables for various events. TNT Trailers has donated waters. The exhibitor party will be at 6:00 pm on Saturday night. Paul Castelo will provide BBQ pork and Director Rutter will coordinate other food. VRH Ranch Horse Trail will be held on Friday and be a jackpot. 70% of the entry fee will be paid back with 30% going to SWQHA. We still need a ranch trail pattern and a few other patterns. Director Schuller went over the schedule as it stands. We will need to hire some workers to cover jobs if we do not get more volunteers. Hired staff will be paid $7.50 per hour. Director Schuller has several options for the jump equipment. Director Huff reported that all of the stalls had been reserved and that more stalls were needed. Several contacts for stalls were discussed. The awards are set along with awards for random prizes.

Cattle – Megan Schuller

Director Huff will provide Director Schuller with preliminary cattle numbers on Monday.

June Show – Evelyn Huff

Director Huff reported that the judges are set for the June show. It will be one day on June 24th. The order of classes starting at 7:30 am, will be cow horse/boxing, halter, showmanship, English, trail, western pleasure, horsemanship, reining, ranch riding, roping and speed events.

October Show – Evelyn Huff

Director Huff reported that she had visited the new arena in Socorro and was really impressed with the facility. The only drawback is that there are not stalls, just pipe pens. This shouldn’t be a big problem since Socorro is very centrally located. Director Huff will bring the suggestion of this arena to NMQHA. Director Schuller suggested contacting David Avery to judge.

New Business

Director Rutter brought up the topic of the Al Dunning clinic that will be taking place the Thursday before Border Circuit. She was concerned that Director Schuller approached Celeste Hudgens as a representative of SWQHA and did not accurately convey the feelings of the board. Director Schuller stated her understanding of the conversation, with the emphasis that the conversation became personal. A protracted discussion of the pros and cons of such a clinic ensued. Many board members thought that the logistics were too difficult, while others thought it was a positive idea. The clinic will now be held at Hugh Trotter’s place on Thursday.

Adjourn at 9:06 pm