Issue:
Board Minutes
Equestrian’s Institute Board of
Directors meeting February 2, 2009
Board members present: Rebecca Chatfield, President Chriss Cardwell, Vice President Gunn Cooper, Treasurer Shelley Navarre, Dressage Committee Chair Penny Leggott, Eventing Committee Chair Colleen Jones, Volunteer Committee Chair Polly Kranick, Membership Committee Chair Kate Causbie, Consultant and Newsletter Kathleen Butler, Secretary
Board members absent: Maren Jensen, Business Matt Eagan, Education Committee Peter Larsen, Webmaster
Meeting was called to order at 7:10 pm by Rebecca Chatfield.
Meeting topics:
Membership: Membership year is December 1 through November 31. General discussion re: online registration and how this may increase membership in the future. Issue of how to view a membership # on the EI website without having to go through the USDF site. Polly will summarize this information to make it easier for EI members.
Newsletter: Kate Causbie is introduced as someone to help Shelly on the upcoming electronic newsletter Centerline. Kate has extensive experience in web design and newsletter presentation. Her email address is horserider8@gmail.com.
Calendar: Chriss has an updated calendar of EI and chapter events and this will be made available in the shared folder. Chriss has expressed that goal for 2009 is to get chapters more involved in EI. In addition, Chriss is responsible for insurance. This will be summarized for the board in a separate communication to follow.
Website: One of the 3 major goals decided in the Strategic Planning sessions for 2009 is increasingly usability of the website. Rebecca reports that this is underway now by Peter Larsen.
Inventory: Several board members report that we need an update of all EI inventory. Currently, inventory is stored at a number of locations including private homes and our rented storage lockers (2) in Redmond. It is agreed by all present that we need to centralize, catalog and label all inventory. Chriss will be the point person for the Inventory project and February 28 will be the target date to organize / inventory our lockers at Redmond Self Storage. Keys for these lockers will be collected by Rebecca and distributed to other board members as needed. One goal of the inventory will be to offer chapters the ability to borrow equipment once we know the location and condition of EI equipment.
Report from Eventing: Penny Leggott reports that this years Horse Trials are scheduled for Sept 19-20, 2009 at Donida Farm. There is discussion regarding the leadership for this year’s event as there was dissatisfaction with leadership at the 2008 event. Janice Bryant from Region 7 was a potential organizer but is no longer available so we need to appoint the leadership as soon as possible. Joan Meyers will be the onsite secretary and Linda Yost will be in charge of entries. There is some discussion about paying an organizer rather than relying on volunteers. No decision was reached on the subject at this meeting. Penny has proposed the date of April 18, 2009 for a “First Aid” Clinic to be held in Issaquah Town Hall with the support of Hank Greenwold, DVM. The cost for a first aid box is suggested at $ 120.00 with comment that there were more requests that kits available for this event last year. Is there a new way to organize this? Perhaps have a firm registration and indication of whether or not a participant would like a kit so that kits would be available to all who want one. The Ride and Review Clinic is scheduled for April 11-12 at Tall Firs with Saturday the 11 th being private lessons and Sunday the 12th for Ride and Review.
Report from Dressage: Shelley distributed the 2009 Dressage schedule: 2009 EI Recognized Show Dates:
· May 17th L’Aperitif at Bridle trails, Kirkland
· June 12th Chablis Sport Horse and Dressage Show at Donida farm, Auburn
· June 13-14th Beaujolais Dressage Show at Donida Farms
· July 11th Champagne Classic- Crystal Dressage Show at Donida Farms
· July 12th Champagne Classis Magnum Dressage Show- Donida Farms
2009 EI Schooling Show Dates:
· March 8th and April 4th at Bridle Trails , Kirkland
· August 30 and Sept 20th at san Sebastian Equestrian Center
The OMNIBUS will only be published on the EI website in our effort to “go green” and that is www.equestriansinstitute.org.
Volunteer Report: MY Volunteer software is discussed at length with questions as to how we might better utilize the software which we have purchased. Colleen is the administrator for the database and she is interested to know if there is a way to import data re: volunteers from the general database. There is further discussion about using My Volunteer .com on the website. There is general discussion regarding how to better combine lists/email addresses to maximize volunteer staff at all EI events.
Treasurer’s report: Gunn has taken over as treasurer and will have more transition time with Laura M. There are several EI “check books” and there is general discussion about the need to monitor these accounts responsibly. Meeting was adjourned at 9:10 pm. Next meeting is scheduled for March 2, 2009 in the Common house at Little Bit Redmond.
Board members present: Rebecca Chatfield, President Chriss Cardwell, Vice President Gunn Cooper, Treasurer Shelley Navarre, Dressage Committee Chair Penny Leggott, Eventing Committee Chair Colleen Jones, Volunteer Committee Chair Polly Kranick, Membership Committee Chair Kate Causbie, Consultant and Newsletter Kathleen Butler, Secretary
Board members absent: Maren Jensen, Business Matt Eagan, Education Committee Peter Larsen, Webmaster
Meeting was called to order at 7:10 pm by Rebecca Chatfield.
Meeting topics:
Membership: Membership year is December 1 through November 31. General discussion re: online registration and how this may increase membership in the future. Issue of how to view a membership # on the EI website without having to go through the USDF site. Polly will summarize this information to make it easier for EI members.
Newsletter: Kate Causbie is introduced as someone to help Shelly on the upcoming electronic newsletter Centerline. Kate has extensive experience in web design and newsletter presentation. Her email address is horserider8@gmail.com.
Calendar: Chriss has an updated calendar of EI and chapter events and this will be made available in the shared folder. Chriss has expressed that goal for 2009 is to get chapters more involved in EI. In addition, Chriss is responsible for insurance. This will be summarized for the board in a separate communication to follow.
Website: One of the 3 major goals decided in the Strategic Planning sessions for 2009 is increasingly usability of the website. Rebecca reports that this is underway now by Peter Larsen.
Inventory: Several board members report that we need an update of all EI inventory. Currently, inventory is stored at a number of locations including private homes and our rented storage lockers (2) in Redmond. It is agreed by all present that we need to centralize, catalog and label all inventory. Chriss will be the point person for the Inventory project and February 28 will be the target date to organize / inventory our lockers at Redmond Self Storage. Keys for these lockers will be collected by Rebecca and distributed to other board members as needed. One goal of the inventory will be to offer chapters the ability to borrow equipment once we know the location and condition of EI equipment.
Report from Eventing: Penny Leggott reports that this years Horse Trials are scheduled for Sept 19-20, 2009 at Donida Farm. There is discussion regarding the leadership for this year’s event as there was dissatisfaction with leadership at the 2008 event. Janice Bryant from Region 7 was a potential organizer but is no longer available so we need to appoint the leadership as soon as possible. Joan Meyers will be the onsite secretary and Linda Yost will be in charge of entries. There is some discussion about paying an organizer rather than relying on volunteers. No decision was reached on the subject at this meeting. Penny has proposed the date of April 18, 2009 for a “First Aid” Clinic to be held in Issaquah Town Hall with the support of Hank Greenwold, DVM. The cost for a first aid box is suggested at $ 120.00 with comment that there were more requests that kits available for this event last year. Is there a new way to organize this? Perhaps have a firm registration and indication of whether or not a participant would like a kit so that kits would be available to all who want one. The Ride and Review Clinic is scheduled for April 11-12 at Tall Firs with Saturday the 11 th being private lessons and Sunday the 12th for Ride and Review.
Report from Dressage: Shelley distributed the 2009 Dressage schedule: 2009 EI Recognized Show Dates:
· May 17th L’Aperitif at Bridle trails, Kirkland
· June 12th Chablis Sport Horse and Dressage Show at Donida farm, Auburn
· June 13-14th Beaujolais Dressage Show at Donida Farms
· July 11th Champagne Classic- Crystal Dressage Show at Donida Farms
· July 12th Champagne Classis Magnum Dressage Show- Donida Farms
2009 EI Schooling Show Dates:
· March 8th and April 4th at Bridle Trails , Kirkland
· August 30 and Sept 20th at san Sebastian Equestrian Center
The OMNIBUS will only be published on the EI website in our effort to “go green” and that is www.equestriansinstitute.org.
Volunteer Report: MY Volunteer software is discussed at length with questions as to how we might better utilize the software which we have purchased. Colleen is the administrator for the database and she is interested to know if there is a way to import data re: volunteers from the general database. There is further discussion about using My Volunteer .com on the website. There is general discussion regarding how to better combine lists/email addresses to maximize volunteer staff at all EI events.
Treasurer’s report: Gunn has taken over as treasurer and will have more transition time with Laura M. There are several EI “check books” and there is general discussion about the need to monitor these accounts responsibly. Meeting was adjourned at 9:10 pm. Next meeting is scheduled for March 2, 2009 in the Common house at Little Bit Redmond.