Illinois Paint Horse Association General Membership Meeting

January 16, 2010

The Illinois Paint Horse Association’s general membership meeting was held at the Holiday Inn in Bloomington, IL. The meeting was called to order by President Jerry Wyrick at 1:10pm.

Secretary’s Report:

The meeting began with the Secretary’s Report. The minutes from the November meeting have been posted to the IPHA website for everyone to review.

~Cheryl Newman made the motion to approve the minutes as posted on the website. Connie Alexander 2^nd. Minutes approved.

Treasurer’s Report:

Shelly Prehoda passed out the year end 2009 Profit and Loss for the IPHA and listed the account balances on the side. The only difference from this one compared to the one she passed out at the November meeting is that no more deposits were made but more bills were paid out. The question was asked why Youth and Futurity expenses show up on the P & L. She mentioned that most of the income comes through 6 months of the year but expenses go out throughout the year. Shelly would like to upgrade the accounting software so she can properly break out the youth and futurity expenses. Lots of discussion took place concerning the software being used.

~Jessie Bond made the motion that we upgrade the QB version the club is using. Cheryl Newman 2^nd. Motion approved with a $300 maximum expense.

Questions about what makes up the banquet expense came up. It was the room rentals and meals.

Discussion took place about the negative balance and how will the club change things so we are not negative again. Shelly mentioned that the youth paid out more than they have brought back in so far especially with the sweatshirts. she said one difference is “interest income”. It’s way down this year.

~Sharon Skinner made the motion to accept the Treasurer’s Report. Jessie Bond 2^nd. Report approved.

Elections:

Area 3 Director Only 2 residents present. They are the only ones that can nominate and vote. This is a 3 year term.

*Cara Loos was nominated and won.

National Director Mike Sheppard’s term is expiring at the end of 2010.

Jessie Bond nominated by Cara Loos

Jerry Wyrick nominated by Cheryl Newman

Donna Daum nominated by Pat Ross

~nominations will be sent to the APHA to be put on a ballot for voting.

Old Business:

- The 2010 show schedule and judges are posted to the IPHA website. The show managers hired their own judges this year. The class schedules are updated on the website as well.

New Business:

-The youth club is asking for $1000 from the parent club to help with expenses for the Youth

World Show. We have done this every year. The BOD recommended we do this.

~Doyle Skinner made the motion to approve the $1000 donation to the youth club. Fred Cole 2^nd it. Motion approved.

-There was a recommendation presented to the club for a $500 scholarship to be awarded this summer to a college student for fall semester. The BOD recommended we appoint a committee 1^st to develop criteria for this. Once criteria have been establish, the board of directors would determine the winner from the applications submitted. The question was asked what the time table of the scholarship would be. Jerry said the committee would decide that.

~Doyle Skinner made the motion we establish a committee to develop scholarship criteria. Mark Merriman 2^nd. Motion approved.

- The Central State Horseman is the only publication that the club received a bid from to be our paper. The cost would remain the same. Do we want to continue with them? The BOD recommended we keep them as our paper. Some discussion took place concerning the CSH and their timetable. It was thought it was good to keep them because they get passed out at other functions and our club gets seen in there. Some discussion took place about what other area clubs do to communicate with their members. Some do electronic newsletters and others publish their own. Jerry thought it was something the club could look into if someone was willing to volunteer to put it together electronically. More discussion took place on this topic.

~Doyle Skinner moves we continue with the CSH. Cheryl Newman 2^nd. Motion approved.

-The IL Horse Fair was discussed. Cheryl Newman asked for approval for funds for the horse fair. It is March 5 - 7 in Springfield. She is asking for $200 for the demo package since we are council members plus the cost for the booth.

~Rhonda Baum-Kern made the motion we approve up to $525 for horse fair. Steve Pfaff 2^nd. Motion approved.

-Cheryl Newman talked about changes going on with the AjPHA. There is a new “youth of the year” program for the AjPHA that will be posted on their website. APHA is also making their website more user friendly for the international members. PBS programs have gotten with the APHA about putting together a horse program that includes paint horses. The Youth World Show will have “international games” this year.

-By-Laws changes were discussed. Jerry would like the membership to hear and approve the changes then they will get sent to APHA for approval. Once approved by APHA, the changes would take effect probably next year. The By-Laws Committee basically took verbiage from other states by-laws and from APHA that was thought to be needed in ours.

The changes/additions are as follows:

>Article I - Name and Location

*add: The corporate seal of the Illinois Paint Horse Association shall be in the charge of the secretary. (ok’d by membership)

>Article II - Objective

*add: The purpose is to promote and stimulate interest in the Paint Horse by

sponsoring Paint Horse Shows, encouraging pleasure and trail riding

and promote interest in the Paint Horse as a breed. (Ok’d by membership)

>Article III - Member and Memberships

*add in Section I: Membership shall be open to all persons who subscribe to the aims

of the IPHA, abide by its by-laws and rules and regulations.

(OK’d by membership)

>Article IV - Meetings

*add in Section III: At least twenty-one (21) days notice will be given for meetings.

(Ok’d)

>Article V - Election

*add in Section I: Election of the members shall be made by a simple majority vote of

eligible voters represented and casting a ballot. To have annual

meeting voting rights, IPHA members must have been a paid

member prior to October 1^st. (OK’d)

>Article VI - Officers

*add in Section II: with regards to the president, he shall see that the by-laws, rules

and regulations of the IPHA are enforced. (Ok’d)

*add in Section IV: The treasurer will prepare quarterly financial reports and present them to the BOD either at the months meeting or by mail or email if no meeting is called that month. A report from each IPHA sponsored horse show shall be presented to the Board of Directors. (Ok’d)

>Article VII - Board of Directors

*add in Section I: All directors must be voting IPHA members for two (2) consecutive

years immediately prior to taking office. (Ok’d)

>Article IX - Committees: G - Ways and Means Committee

*add: In the absence of a ways and means committee, the Board of Directors will

review budgets proposed for the year. (ok’d)

*add at the end: All committee recommendations must be approved by the Board prior to implementation. Committees may not authorize financial disbursements without prior approval of the Board of Directors. (Ok’d)

>Article XI - Amendments

*add: By-law changes are not effective until the following year. (ok’d)

Discussions took place concerning the by-law additions/changes especially with the Treasurers report and family voting. Jerry read them point by point and got the membership approval for each.

~Ronica Gossell made the motion that the by-laws read that there is only 1 vote per person(adult) with a maximum of 2 voting adults per paid family/farm membership and they should be listed on the membership form. Doyle Skinner 2^nd. Motion approved.

Budget Items:

Futurity:

-Jessie Bond discussed the stallion auction and the futurity. Overall due to the economy, the funds are down from 2007. She presented an idea to the members to allow 2009 unsold stallions to be bought back by their owners one time only for $200. Lots of discussion took place concerning this idea.

~Jessie Bond made the motion that we offer 2009 unsold stallion owners an option to buy back their studs for $200 this one time only. Doyle Skinner 2^nd. Motion approved.

Jessie went on and discussed the futurity budget. She gave specifics to what each portion of running the futurity brings in. She has cut back on office supplies and other areas she can to save. She feels it is “breaking even” right now.

~Doyle Skinner made the motion to approve the futurity budget. Cheryl Newman 2^nd. Motion approved.

- Jana Leonard brought up the discussion concerning how the payouts in the futurity classes are figured out. Right now our club pays out based on the number of horses shown and not entered. We need to change this based on horses that are entered and not shown. It was felt we have lost entries because of how we pay out and the percentages we currently use. Some discussion took place.

~Jana Leonard made the motion that we change the futurity rule to say the payouts will be calculated based on the number of horses entered and not shown. Cara Loos 2^nd. Motion approved. (we need to be sure to get the “word” out on this change)

-It was suggested that “trainers” have to show in at least four (4) qualifying shows to show in the futurity classes. Some discussion took place concerning this. No motions were made concerning this.

-It was asked if complete futurity results can be posted to the website. Jerry said that we can get those posted from the computer program.

Awards:

-Jana Leonard gave report on awards budget. The awards committee was able to come in under budget. They are requesting the same budget as last year ($20,000). The award budget includes: weekend awards, year end awards and extra prizes raffled away at banquet (not specified). Some discussion took place concerning the saddle and halter raffle at the banquet. The topic came up concerning weekend halter awards. Jerry is looking for suggestions for that to present to the awards committee.

~Doyle Skinner made the motion we approve the budget as requested. Jessie Bond 2^nd. Awards budget approved.

Directory:

-Connie Morse does not have anything to report at this time on the directories. They are not ready at this time due to a change in printers/publisher. Some discussion took place concerning the futurity photographs and how long they took for people to get them.

- Jerry Wyrick submitted a bid to run the show office at all the 2010 shows again. His was the only bid the club received.

Jerry’s bid includes:

-all office help he will need

-he will use club computers, printers and software

-he will make sure there are enough office supplies for each show

-he will provide weekend hi-point totals to the show committee

-he will forward results to the show secretary to process

-he will provide a financial report to the Treasurer for each show

Cost break down is as follows:

April 17 - GV $400 plus motel for staff (2 nights, 2 rooms)

May 1 - Peoria $200

June 5-6 - GV $300 plus motel for staff (2 nights, 2 rooms)

June 26 - Belvidere $250

July 17 - Fox Valley $250

July 31 - Hopedale $200

Aug 14 - Peoria $200

Aug 28-29 - DuQuoin $300 plus motel for staff (2 nights, 2 rooms)

Sept 11 - Hopedale $200

Sept 25-26 - GV $600 plus motel for staff (2 nights, 2 rooms)

Total = $2900.00 ($200 less than last year with adding one more show)

~Mark Merriman made the motion to approve the show office bid from Jerry Wyrick. Ken Welker 2^nd. Bid approved.

- Paige Prehoda submitted a bid to announce the IPHA shows again for 2010. Her bid is $150 for all shows except for the April 17 GV show because she already has another commitment that weekend, The June Belvidere show and the July Fox Valley show. Her Total = $1500. She would need a hotel for the following shows: June GV, DuQuoin & Sept. GV. Her bid also assumes IPHA will provide the hotels (where needed) plus food and drink. Paige would like the club to pay for a helper that she would bring along at $75 per show. If for some reason she would not be able to announce, she would work with show manager to find replacement. Ronica Gossell was available to announce at Belvidere and Fox Valley for $125 per show and no hotel expense. Rachel Baum is available to announce at the April 17^th GV for $150 show plus a hotel for the night (helper extra at $75).

~Sharon Skinner made the motion we accept the announcer’s bids. Steve Pfaff 2^nd. Bid approved.

-Julie Bushue is the new Youth Director. She announced that the youth will be giving away a paint gelding donated by Rhonda Baum-Kern as a fundraiser. The raffle will be draw at the June Gordyville show. She is also open to help and ideas from any and all parents that would like to get involved in the youth club this year.

Youth Officers for 2010 are:

President - Lauren Kelly

Vice President - Kayla O’Neal

Secretary - Sarah Campbell

Treasurer - Paul Ruder

-Danielle Hunt, one of the youth members, suggested the club get a Face book page. She said she would get it up and maintain it. It would be for the entire club, not just the youth club.

~Connie Alexander made the motion to allow the IPHA to have a Face book page. Fred Cole 2^nd. Motion approved.

-President Jerry Wyrick would like to thank the following club members for their help throughout the year in the club:

*Cheryl Newman for her help at the IL Horse Fair

*Connie Parker for the September Gordyville Pizza party. (she is always looking for more help)

*Steve and Connie Morse for the Directory

*Jana Leonard and Rhonda Baum-Kern for the awards

*Pat Ross for her work with the By-Laws

*Jessie Bond for her work with the futurity

*Michelle Terpening, Connie Alexander and Kari DePauw for the photos throughout the year from the shows.

*Show managers for the successful shows in 2009

*Next meeting will be March 21^st in Towanda, IL.*

-Connie Alexander asked about her stallion advertisement book for the stallion service auction. There was some concern as to where the money would come from to pay for it. Connie said she has ads sold in the book that would pay for it. None of the funds for this book would come from the futurity budget. Some discussion took place concerning this topic.

-Rhonda Baum-Kern went to the Land of Lincoln meeting. There is left over premium money from the Land of Lincoln. She was told that if we don’t use it, it will be lost. We need to find ways to get more exhibitors to enter the Land of Lincoln classes at the state fair and possibly allow the solid paint breds to enter these classes as well. It was suggested that the Land of Lincoln look into having different classes, like adding a hunter under saddle class in place of one of the other ones with next to no entries. Rhonda said she will head up a committee for this. Jana Leonard and Cheryl Newman said they would help. Lots of discussion occurred about this topic and other issues that have occurred at the State Fair show.

~Doyle Skinner made the motion to adjourn the meeting. Evan Leonard 2^nd. Meeting adjourned at 3:15pm.