CENTRAL OREGON PAINT HORSE CLUB
MONTHLY MEETING MINUTES

April 9, 2008

IZZYS,   REDMOND , OREGON

Members in attendance

Julia Gisler                                         Jean Straight
Annie Suratt                                       David Straight
Sandy Schaff                                      Carolyn  Horning
Shannon Main                                    Kay Simmelink                                  
Luella Clark
Nellie Hull                                           Britny Haney
Mark Schaff                                       Katie Schaff
Michele Simmelink-Rask                  Alicia Venn    

The meeting was called to order by Vice President, Carolyn Horning.

There were no minutes for the March meeting since there was not a quorum.  However Carolyn gave us a run-down on what was discussed at the March meeting among the 5 of us that were there.  

#1  We decided that we would only order enough ribbons for the April Open Show

#2  We are going to suggest to the OPHC that we only purchased the big checks for pictures for High Point and Reserve High Point and write the amount in and save them for the upcoming shows.

#3  We had a budget of about $600 for the April Open Show which included ribbons, 1^st place awards of Horse Products which Carolyn was to purchased and Studio Chairs from the IDZone which Karen was going to take care of.

#4  Carolyn felt we had some things left over from years past that we would be able to use at the show and she will look into at Gigi Cramer’s place.

Treasurer’s Report: 
  Shannon had some checks for membership that were given to her from Kay to deposit later this week.  Our balances show as follows:    

$3326.26   Checking  
$7496.19   Money Market

Correspondence:

Kay had a cancellation notice as of 6/15/08 from our Liability Insurance Company.  Since we have never received the policy or don’t know anything about the Insurance because Ms. Bea Lantz had taken care of it, Kay said she would contact the Company and see where we stood with it and was we needed to do to take care of the matter to make sure we are covered for Liability Insurance.  She will report back on this as soon as she can.

Once again Kay has continued to forward all E-mail information that has came to her to the club members to keep them up-to-date on information.

Kay reported that we had received a number of new members via mail and probably because of our upcoming open shows. 

 Old Business:

 Annie Suratt gave a brief report on the Albany COPHC/OPHC/SEOPHC Show held 4/3-6/2008.  Apparently the show was small with only approximately 204 stalls rented.  It remains to be seen whether we will break even on it or not.  The Klamath Club (SEOPHC) did not send a representative to the show nor did they do anything to contribute to helping advertise and the things that were asked of them to do this year.  A decision should probably be made sometime in the future as to whether we want to continue including their club and/or whether we have any desire to go with 6 or 8 judges (COPHC & OPHC) and whether or not in this economy whether the spring or fall show should be enough.

We were also informed that not only did the Klamath Club get the word out but we sent out a short list of Premiums and only about ½ the people were advised of the show compared to what we usually send out.

Shannon Main and Karen White contributed to the work force at the show and it was reported that the show went smoothly.  The club owes Shannon Main and Carolyn Horn for doing such a good job in getting the judges and taking care of their arrangements and travel.

There was a problem with one lady that wanted her stall money refunded and there seems to be a lack of communications on getting this done as she had requested this on 3/24 and the information was not forwarded to the show committee until 3/6.  It was our clubs decision that we should refund the lady’s money since it was not taken care of in a timely manner even though it states in the Premium that there will be no refunds without vet slips or family emergencies.

Kay stated that she had a portrait of Queen Britny and would be trying to finish up the Tri Fold Brochures before our show on 4/19.  Kay also distributed more 2008 NWCC Directories at the meeting and has more if anyone is wanting some.

Queens Contest:
Britny reported that she will be attending Spring Fling this coming weekend and also plans are going forward in attending the Sisters Rodeo and Parade.   

Events manager

Luella reported that she is trying to set up a trail ride in June with potluck at John Sharps again if possible since we all had such a good time last year.  She was interested in maybe starting from Skull Valley and on to Sharp’s Corral.  However that would involve moving all of the vehicles from the starting point to Sharp’s Corral so Luella was going to talk to Joyce Sharp and see if we might be able to go across the highway onto Grizzley Mountain instead.  She will report back to us in May.

 3-Buckle COPHC Shows

Our judge for the April Show will be Teri Nichols of Sisters.

We think that it will be much easier if we use Scrip (entries will purchase the number of tickets for the classes and then the tickets will be taken at the entry gate and the envelope handed to the Secretary for entry into that class. 

Sandy reported that there were barrels at the Jefferson County Fairgrounds along with a mail box.   She was in hopes she could talk the Madras Saddle Club into loaning her their poles.   She was going to look into if she could find poles for the Trail course that Carolyn is planning.  And she also thought possibly there is a bridge at the fairgrounds.   Carolyn is bring cones and anything else that we can’t find at the Fairgrounds.  She will also print off the trail course pattern.  Shannon thinks she has 4-H patterns for the Horsemanship, Showmanship and English Equitation classes.  Kay had printed off some Judges scoring forms and it was the consensus that these would be adequate for the judge to use unless Teri had her own that she wished to use and Kay will provide a clip board for Teri and she can fill out a card and send it up to the announcer and/or secretary to handle from there.   Kay will also purchase 4x6 cards for the judge along with white board to put up rules and regulations.  She is in hopes that she can find a printer so we can keep the scoring up-to-date by printing off reports from an Excel Sheet she will have on her Laptop.

Carolyn stated that she had gotten the box from Gigi and it included script, 4 walkie Talkies, tape and various other thing that we can use.  She will purchase at Staples the balance of the things we need.   She is also to purchase 2 stop watches for the club.

Carolyn will contact Karen and see if she has done anything about the ribbons and High point awards plus entry numbers.  She is in the process of purchasing the 50 horse care products for the 1^st place winners in each class.

Luella Clark said she would bring a whistle and money box, Michele will bring a flag.

Kay said that they had a portable announcing machine and would bring it for the entry gate so we could have the attention of the outside people.   She will also get a long rope and clothes pin to pull up the placings from below.

Carolyn has put a list together for the work force and the following people have volunteered as follows.

Secretary:   Kay Simmelink
Assistant Secretary: Shannon Main
Ring Stewart:  Michele Simmelink-Rask
Awards:  Britny Haney (Ribbons)
Gate:  AM  Paris Steen, Vickie LaBontey     PM  Luella Clark
Announcer:  Karen White
Set up crew:  Sandy & Katie Schaff
Michele and anyone else we can recruit
Katie will run tickets up to the office. 

We will rent stalls for $20/day with another $20 deposit for cleaning the stalls prior to leaving.  If we do not have the stalls cleaned then we will have to forfeit our $300 fee so we want to make sure that people leave clean stalls behind.

Carolyn and Kay will meet at the Fairgrounds probably next Wednesday and check the announcing system, office set-up, what equipment is available in case Sandy can’t run the things down that she believes are there and then they will correspond with the rest of the club.  They will have to sign and give the Fairgrounds their Insurance Policy Certificate as well as the Contract.  Plus they need to check and make sure that all of the stalls are locked so no one can illegally enter them.

Meeting was adjourned.

Kay Simmelink, Secretary