MINUTES
Board of Directors
01/26/08
Brier Creek Country Club, Raleigh, NC
The meeting was called to order at 8:45am by President, Pete Jaeger.
Present (At Am meeting for Board Members):
Suzette Boisselle
Betsy Buchanan
Mary Daughtry
Mitch Ehrlich
Pete Jaeger
Jennie Mercier
Andree Vetrano
Russ Vetrano (Recent past Treasurer)
Absent:
Frances Pugh
Lorie Garber
Present: (At PM Meeting for Chairmen)
Tristanne Childress - Youth Chair
Leanne Jones - Membership Chair
Welcome:
Pete, in his welcoming remarks, quoted Julie Broadways “3 P’s in MISSION: Preserve, Promote and
Perpetuate the Morgan Horse. 3 P’s to get us there – Plan, Perform and Participate!”
Reading of the Minutes:
The minutes from the January 07 board meeting were summarized and approved as presented.
Old Business:
1) Thanks were again expressed to Andree and Russ Vetrano for their service as president and
treasurer over the past several years.
2) The president welcomed Jennie Mercier, appointed by the board to fill his position which he
vacated to become President. Fran Pugh was out of town and Lorie Garber had client obligations –
both communicated to Pete prior to the meeting.
3) Andree and Russ explained the history of the separation of the club treasury from the show
treasury. The show has created an investment account which is intended to cover a lean year (or
years) when funds might be depleted (ie, a hurricane or other disaster could cause cancellation, but
all contracts would still have to be paid.) If the Southern States Show makes a profit in a given year,
the profit is shared with the club.
Several board members presented the background of the Spring Gala fund raiser which was
originally begun to fund the hunt breakfast which the club pays for at the show. Funds from the Gala
have more recently been re-distributed such that the half goes to the club treasury and half to the
show treasury.
The Finance Committee of the Show has been Fran Pugh, Andree Vetrano (President), Russ
Vetrano (Treasurer) and Julie Broadway (Show Co Chair). The new Financial Co will be Fran Pugh,
Pete Jaeger (President), Mitch Ehrlich (treasurer) and Lorie Garber (Show Co Chair). The Board
approved the change in the SS Financial Co members.
Russ worked with Mitch to transfer the records of the club treasury computer files. He and Mitch will
arrange changing the bank signature card.
New Business:
Pete presented a Bank Resolution that needs to be signed by the president and the secretary in
order for the investment account to be transferred from Morgan Stanley to US Trust Bank of
America. The Board approved the funds be transferred.
Pete requested the secretary find a blank Board Resolution form for future use.
Pete requested the creation of an ad-hoc Membership List committee to combine and correct the
various lists now in use by membership, web site, newsletter mailings and emails. There was lengthy
discussion of the current problem with deceased members still included, emails that are not
received, and the need to have a uniform Master List. Leanne Jones as Membership Chair will be
chair of this committee, and other members will be Suzette Boisselle, Jennie Mercier, Wendy Ehrlich,
Mary Daughtry and Betsy Buchanan. Jennie Mercier moved the formation of such a committee.
Andree 2nded the motion. The motion carried.
Club Awards were discussed. This year the Barbara Cole Service Award will be presented in
November. The president has been designated as chair of this committee, but that is an extra duty
for the president and needs to be reassigned to a board member. As the ‘founder’ of this award,
Betsy Buchanan agreed to chair the committee this year. As a board position, this will make the club
secretary responsible for appointing a selection committee and making sure the award is on hand
for the presentation. This position was moved and seconded. The board approved.
The Ed Bowling Sportsmanship Award will be presented next in 2009.
The Cynthia Epperson Outstanding Youth Award was discussed with some background and
acknowledgement that the responsibility for getting the trophy has never been established; has
been purchased year by year, and often at the last minute. Selection with engraving of the award
should have a responsible board member to be assigned each year at the January board meeting.
Jennie Mercier volunteered to take on this responsibility for 2008.This position was moved and
seconded. The board approved. Andree then mentioned that Jennie had agreed to select the
trophy, but the selection of the recipient is a separate responsibility. Jennie agreed to this
responsibility as well. Betsy will get the criteria to her.
The Jack Benny Awards were mentioned but there was no decision made by the board.
4) Discussion of club status
Russ explained that the club is a non-profit incorporation but does not have 501(c)(3) tax status. We
provide W-2’s to people who are paid over $600/year (mostly judges, show personnel). The club
pays about $450 per year for tax preparation. This has been mutually agreed with the Show
Committee, as the insurance for show and club is paid by the show treasury.
Pete asked if the club has a corporate seal. Betsy is to find out.
There was discussion about whether the minutes from board and membership meetings should be
available on line or in the newsletter. It was moved (Jennie M) and 2nded (Suzette B) that the
minutes should be posted on line separately from the newsletter. The board approved.
Pete requested that the Minutes be kept in an official notebook. That has already been implemented
by the previous secretary.
Discussion of show/club/event insurance
Annual liability insurance for the show/club runs about $1,500 (one report shows $1,900) and is due
for renewal Feb 19, 2008. It is carried through Markel with Bill Carrington as our agent. Originally
our insurance covered three club events, of which one was the show. Riders can be purchased for
additional events. In 2007 a rider for a clinic was purchased for $250.00. There was lengthy
discussion about how many events are currently included in our policy, whether trail rides should be
club events, and when riders should be purchased.
Linda Sewall has offered to host a trail ride on the coast. Should this be a club event? There was a
motion made (Andree V) and 2nded (Jennie M) that the board must approve all club sponsored
activities so that liability is not an issue and insurance is obtained if necessary. The board
approved. The board further decided that the trail ride would not be a club sponsored event. Linda
may contact the membership to invite anyone interested in her invitation.
Jennie proposed a review every 2 years of the rates and coverage of our policy. This motion was
2nded, discussed and approved by the board. It was agreed that such a review before Feb 18, 08
may not be possible, but also acknowledged that a policy can be cancelled at any time with a refund
prorated. Mitch, as the new treasurer, is to meet with Fran, Lorie and Luke Kellerhals (Fran’s
accountant) regarding review of the rates.
6) Fund Raising Proposals
Suzette presented a possible project of a calendar available by several companies on line. She
passed around a tent calendar she has purchased from the Lippitt Club as an example. There was
enthusiastic discussion about how this could be handled, charging for ads or having the show
champions on each page…..
Pete showed the tin he received for Christmas with a photo of his barn, and described a puzzle that
was also sent. These are both possible fund raising projects.
Spring Gala – do we continue? The discussion indicated strong support for a Gala this spring. A
different venue was suggested. Jennie suggested Umstead Park in Raleigh, where stalls and trails
are available for a possible trail ride there. She suggested Maple Leaf Lodge, but Mitch looked it up
on line and found that it is limited to 25 people maximum. There are other structures for 125 or so
with grills and rest room facilities. It is recommended that we include non-Morgan folks. Jennie
agreed to co-chair the Gala Co with Wendy Ehrlich. The board approved.
Suzette proposed a Trail Clinic which has already sparked a considerable interest in the Sport
Horse world. This is a facility located near Gibsonville where the owner has trail obstacles and
practice areas which clinic participants can use as preparation for the So States Trail classes (and
other shows as well). The clinic classes are small to guarantee one-on-one attention for the
participants. Suzette received approval to set a date and find out how many would truly plan to
participate. This could be one of the club sponsored events and may require an insurance rider.
Suzette passed fliers around giving the specifics of the facility and the clinician, Sandy Judy.
Betsy made a motion that Julie Broadway Humphries be given an Honorary Membership in the Va
Carolinas Morgan Horse Club. Mary seconded and the board approved unanimously.
TREASURER’S REPORT
Russ presented the treasurer’s report. The current balance is $2,100.00 with $1400 allocated to the
Year End Awards and $412 in the Youth Treasury. The roster ad income was $150 to date. The
club underwrites the Year End Banquet, and Andree noted that the dinner will be more expensive if
any changes are made (such as adding meat or shrimp to the pasta dish). The board asked Andree
to proceed with plans for the dinner to again be held at Brier Creek.
(Lunch was served, and the group continued to work)
CO Reports:
Pete listed the current committees and chairs.
ROSTER
Suzette brought copies of the updated roster. There are several errors in membership which have
already been corrected on the website. There was discussion of whether to have an errata sheet to
add to the updates with the decision being to hold distribution until the errata sheet is printed and
mail/distribute them together. There was discussion again of the importance of a master
membership list.
Also discussed was the possibility that in 2 years we might reprint only the affected pages. Suzette
purposely paginated the history so that an insert could be made.
New committees: WEB/ ARCHIVE
Pete requested that the board add IT/Web and Archives to the standing committees. A motion to
that effect was made by Mitch and seconded by Mary. The Board approved. Suzette is chair of
promotion which includes the website. She has made it very user-friendly and created several links
which bring the viewer back to the club site. Pete will continue as Archive Chair.
The VC Club needs a representative to the NC Horse Council. Lorie Garber had volunteered, but
after attending some of the meetings, decided she did not want to continue. Mary volunteered and
Suzette offered to attend when Mary was not able to. The next meeting is Mar. 5 at 7pm in Raleigh
at the Hunt Complex dining room.
Pete requested that each committee chair write up a description of their responsibilities.
Pete requested that a PR committee be formed which would report to the VP (promotion) and would
work on outreach and general PR for the club and the breed. Betsy moved that such a committee
be formed. Jennie seconded and the board approved.
SHOW COMMITTEE:
Lorie Garber was unable to attend today. She sent a committee budget requesting approval of
$138,000.00. This is a $3,000 increase over 2007. The Board approved pending having a copy to
approve.
Andree was asked to contact our friend Julie at AMHA to request a gift for the auction – hopefully a
‘big ticket’ item. Show sponsors and advertisers are listed on the website – an added perk. Three
sponsors have already volunteered to Pete: Anne King, Ericson, and Lynn Harvey (Sport Horse
Division).
There was a lengthy discussion about email and ‘signatures’. Andree moved that email signatures
be used appropriately for club business so that personal advertising is not included. Jennie
seconded the motion and the board approved.
NEWSLETTER:
Jennie reported that last year the club had approved $125 per issue. The actual expense was
$182.50 and no printed copies were sent out. In 2006 the expense was $1,175. It was noted that the
newsletter is the backbone of the club and a very important perk of membership. It was voted to
again ‘print’ quarterly issues and send all that we can by email. It is estimated that 20% of the
membership needs a hard copy. Jennie is to work up an estimated budget re cost of printing and
mailing to 20%.
PUBLIC RELATIONS or PR
Wendy Ehrlich was advised of her new position, along with co-chairing the Gala which is part of our
PR effort. She has done this sort of work before and has some new ideas to implement. She will
work closely with Suzette, (V-P and traditional club Promotions Chair).
YOUTH:
Tristanne Childress presented her goals for the youth, to have regular meetings to work on badges
(AMHAY) and create funds for activities. She brought up the fact that the show committee has been
regularly deducting funds from the Youth Committee for sponsorship of a class at SSMHS ($50 in
2004, $100 in ‘05, $50 in ‘06 and ‘07). She requested that she be contacted each year so that she
can be sure the funds are available and that is how the youth want them spent.
She requested a separate youth bank account. The club Treasurer was directed to dedicate an
inviolate “Line Item” for the Youth Budget but felt a separate bank account was not in the club or
youth’s best interest.
Tristanne said that this year there will possibly be 3 or 4 VC Youth members who may qualify and go
to the YOTY contest at the Grand National. There are currently 8 paid club members. The board
assured her that any VC youth member who qualifies and plans to go to Oklahoma City will have the
full support of the club and specific funds will be voted closer to the time of the show. She plans to
bring a proposal to the board in July/August as the qualifying shows will be over by then and we will
know who has qualified and who plans to attend.
Mitch proposed that an endowment be created for the Youth - $1000 or more – for GN expense and
scholarship aid. There was no motion, but the proposal received positive reaction.
The Youth club ran the concession stand at three shows last year to raise funds. The charity fund
raisers they put on are entirely for the benefit of the charity organization. They have had walks in
the past for Cystic Fibrosis and for Diabetes. Youth events need to be presented to the board for
approval and insurance riders if necessary.
MEMBERSHIP:
(Leanne has again obtained the Durham Bulls executive suite for our auction…one of the biggest
tickets last year!)
Leann will work on a Master Membership list – she was not aware that there were so many different
versions out there. She will also chair the Membership/Mail List co. with the purpose of correcting
and unifying a master list. She agrees that communications are of a primary importance for the
membership and all members need to be reached.
She plans to send out renewal forms in February to any unpaid members. Currently only 17 have
renewed. Mary pointed out that without the form in hand, most people will not respond.
Leanne also works on giving the members a reason to join – she sends out a packet to prospective
members and one to welcome new members.
Other Business:
Mary requested photos for the display booth used at shows to promote VCMHC and SSMHS – she
took it to 11 shows last year. The one that got the biggest response was the Blue Ridge Classic, a
predominantly Saddlebred show. VC Pamphlets are also available – Betsy and Suzette have copies.
They will get copies to Wendy (for PR – to revise if necessary) and to Mary.
Leanne announced that Rebecca is the Regional Youth representative to AMHAY at the convention
in February. They are also urging her to run for Vice President!
Andree proposed that we make a decision on the Fund Raising. Rather than deciding at this time,
Pete asked that Suzette pursue her calendar, Andree pursue scripts, Pete the photo puzzle and tin.
The Gala date was set for April 19.
Mitch suggested a discount for 2 year membership or offer small discount for annual renewal on a
standing credit card. He will look at other options to suggest.
Suzette suggested that PayPal be used for payment of membership and other club payments. That
way we avoid the bank fees deducted from VISA payments. Mary moved that PayPal be used for
membership and sale payments. Betsy seconded the motion and the board approved.
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Mary requested that the club sponsor Morgan classes at open shows. She moved that this be done
whenever funds are available. The motion was seconded by Suzette and the board approved.
The meeting was adjourned at 3:15
Respectfully Submitted,
Betsy Buchanan
Scretary.
