Category Archives: Meeting Minutes

2014 Report

State of Jefferson Chapter of ODS started 2014 off with a party! Our annual chapter holiday party was held in January at Sherry Walker’s barn in Applegate. It was a potluck dinner with delicious BBQ pork prepared by Cassie Soule. Members brought a variety of side dishes. Turnout was good and a fire pit, bales of hay for seating and lots of hot chocolate and coffee turned a chilly night into a good time.

In February SJODS sent 4 members to the annual ODS Officer’s Retreat. Learning about the workings of a non profit and the challenges our organization faces at the state level was educational for everyone that attended.

The first of four planned Jutta Schott Clinics was held in March. Jutta has been working with riders from our chapter and others for almost 20 years. Clinic continuity and her German training has helped many riders in their dressage pursuit. The clinic was filled for our regular two and a half day format.

State of Jefferson Spring Fling League Show was held March 27, at Cygnet Farms in Talent. Debbie Spence judged the show and the number of rides increased from the previous year. Financially the show almost broke even. The chapter is committed to sponsoring one league show a year, regardless of the financial picture, as we feel it is our responsibility to provide entry level competition for horses and riders in Southern Oregon.

In May the second Jutta Schott Clinic was held. Again participation was good and the clinic was full.

A youth clinic with Donna Longacre featured as the clinician was held in August at Madrone Hill Ranch in Gold Hill. The chapter bought a 4 hour training certificate donated by Donna to the Fall Festival Auction and applied that to the clinic to help defray costs. SJODS covered all of Donna’s travel, lodging and meal expenses. Her daily rate for training was divided among the riders which made for very reasonable clinic fee for our young riders. It was a success and most of the riders had never ridden in a clinic or with any trainer other than their own. The chapter is planning to bring Donna back in 2015.

The Jutta Schott Clinic for August had to be cancelled due to lack of participation. Jutta was able to roll her plane ticket over to the October date with a small penalty.

October was a big month for our chapter. Jutta Schott started the month with a clinic the first weekend. The clinic was full with riders preparing for our USEF/USDF/ODS recognized show Dressage In The State of Jefferson, October 11-12.

Dressage In The State of Jefferson was held October 11-12, at Jackson County Expo in Central Point, OR. Loris Henry judged the show. Entries increased from the previous year to the point of creating a “wait list” before the closing day. That couldn’t have made us happier. Fortunately all “wait list” rides were accommodated by the first day of the show which made it even sweeter. Starting early and ending late was the rule of the day for Saturday and Sunday. Thanks to Kathy Casey, working on her “r” judge’s certificate, who judged some rides and kept us within the hours defined in Loris’ contract. The cherry on the top was making a substantial profit on the show which will allow the chapter to continue in 2015 to fund our Youth Scholarship Program, the Spring Fling League Show and the Youth Clinic.

BOD Minutes June 2013

SOJ Board Minutes 6/5/2013

Meeting Called to order @ 6:10 p.m.

Attendance: Rachel Merusi, Sherry Walker, Elaine Thomas, Ellen Ahern, Jeff Parr, Ed Miller, Robin Borg.

Minutes – Michele : Minutes had been sent out via email after last meeting and approved.  Elaine, would like the minutes to be approved and then posted to the website. Rachel made the motion, Sherry 2nd.

Treasurer’s Report –Sherry:  We have a balance of $16,072.16 as of the 31st of May.  Jutta’s clinic made a $202., after expenses.

Jutta Clinic report – Sherry: There was some confusion in regards to the “release forms”  They must be filled out each time.

SJD/Scholarship – Michelle Woollard: The committee(scholarship) came up with an application.  Elaine, went over the history of the scholarship.  Adjustments were made to the application/guidelines by the BOD.  Michele M., made the motion.  Ellen A. 2nd.

The candidate funding selection will be made by the BOD. Elaine, made the motion to adjustments, 2nd by Michele M.

There was some discussion on the perpetuation of this “scholarship”.  Ed, brought up the fact that we had already voted to budget $2,500 each year. Adult Amateur Camp-Elaine:  Elaine, brought up the fact that we will NOT have a coordinator for the camp and this is going to cause some issues.  We need somebody that will be able to run the camp (food, accommodations, etc.)  We are going to table this until we see how the applications go and then figure out what or how we are going to run the camp. In the meantime Ed, brought up to send out a “BLAST”!!! to see if somebody would be interested in this position.  Ed, made the motion and Michele M. second.

SJD Website Demo- Jeff: Jeff advised us that the “stateof jeffersondressage.com” is now operational.  BOD,  would like to have a “Youth” page.  Jeff, is going to come up with a new logo and he is requesting Bio & Picture from each of the BOD.

New Business: Michelle W. brought up the fact that the “sponsorship” for this year is WAY down from 2012.  She is proposing to send out a letter to the general membership to see if everybody could help with one sponsorship.  This is the heart of our shows.

Adjourn: Michelle W. made a motion to adjourn.  Michele M. 2nd.

 

 

 

 

BOD Minutes April 2013

Minutes for 4/3/2013

Meeting called to order at approx. 6:15 by President Elaine Thomas

Attendance: Elaine Thomas, Michelle Woollard, Carol Taylor, Rachel Meursi, Sonja Biada, Marissa Douser, Sherry Walker, Robin Borg, Ellen Ahern, Jeff Parr and Michele Matzen.

Minutes: Were sent out and read. Rachel M. made a motion to approve. Sherry W. 2

Treasure’s Report – Sherry W: Bal as of today $15, 053.20. President Elaine T. asked for any outstanding receipts. None.

 

Old Business:

Spring Fling Update – Elaine, has 28 paid entries as of today. Poss. Sonja will bring it up to 40 rides – Elaine, also brought up that there are special rated for Jr. riders.

Volunteers –Michele, waiting for more responses – Ed, will not be available for arena set-up. Dennis, will be helping. Michele W. will be getting the “bucket” from Ed.

Sponsorships/Advertising – Michelle W., Michelle W and Robin B are working on getting sponsors. Michelle hitting up her family, they have been very generous. Sherry and Robin have contacted several businesses, waiting for response back. Robin, advised that she will be including small prizes to First Place.

Youth Committee Report – Sonja B., still working on “mission statement”, purpose and how all this Youth funding will work. The application for ODS is still being worked on, also. Jutta Clinic report: Carol T., advised that the March clinic made a total of $17.00. we covered all regular expenses. The May clinic is “FULL” and we have a waiting list projected profit $250.00. Michelle & Ed will host Jutta for the weekend.

Website -Jeff – Elaine, introduced Jeff Parr a website developer, also an SJD member. He basically went over how he would set-up our site. Explained “word press” that he would use for our site. He is projecting it will initially cost $2000.00 and $50.00@hr. The $50.00 would be used in a rare case. He would also like to train a couple of people so they may be able to update the website. There was some discussion on photo copyrights. Suggestion was made to add “releases” for photographs on the show entry forms. Elaine, asked Jeff if we would “own” the sight? He says as soon as he completes it and turns it over to us, it is ours. Motion to except Jeff Parr as our Website Developer by Michele Matzen, seconded by Sherry W. 2013 Budget – Sherry, passed out 2013 Budget. If we do the website and various sponsorships it could put us $5000. less. This brought up the discussion of having a ceiling on our annual spending. Michele M. made a motion to maintain a BALANCE of no less than $10,000 in our club account. Rachel M. 2 motion. Michele M., Michelle W. motion to pass budget.

Logo – Sherry W. passed around some logos that her hubby had designed. A contest is in the works to see if we can get chapter members involved in this project.

Topic/location for next general member meeting – Elaine, had a suggestion that we had such a GREAT!!! turnout at our last general meeting where we had an open discussion on different issues that we should try and follow this format. Some suggestions: Show Entry forms(filling out??) Sonja B. suggested possibly sharing training issues/problems. We are looking at Sonja place right now for the next meeting.

Discussion on the Klamath League show dates: 5/25, 6/15, 7/20, 9/21. We need more info on these shows, not in the Omnibuss.

Rachel, reported on the ODS Board Meeting. All persons on any show ground when mounted MUST wear an ASTM/SEI approved helmet. . Also, advised of the Gerd Heuschmann symposium in October 2013 in Salem.

Meeting Adjourned at 7:59 p.m.

BOD Minutes February 2013

02/6/2013

Meeting called to order at approx. 6:15 by President Elaine Thomas

Minutes were approved as they had already been read via email and approved

Sonja Biada, would like to see if we could show who is in attendance at each meeting on the minutes. Secretary will add the names at each meeting.

Treasurer’s Report – Sherry $15456.20 after Jutta’s airfare and all expense.  Elaine, would like it keep Jutta’s in a separate report for Jutta’s clinic.   We needed the password to get on line for Sherry.  Sherry needs to get the password.  Elaine, was the main person to set account.  Elaine, to go to bank and see if she can straighten out.

Old Business:

  • Spring Fling Update– Contract from Judge and Cygnet received.  Cygnet, would like to have some place for their boarders to ride.  Discussion on which arena.  Split the big arena down below and the round pen.  NO LESSONS will be going on. M. Woollard, will talk to the trainer to make sure no lessons.  MW, to check on “day stalls”.  Ed, develop a flyer for the show.  MMatzen, will make up a flyer.  Opening 3/11/2013.  Elaine, to send out a “blast” via ODS.  2 weeks later do another one.  Discussion on Sponsorship letter with Michelle W and Sherry.  Volunteers: Michele M. to take over from Sherry with coordinating “volunteers list”.
  • Dressage in State of Jefferson Updates – Elaine

TD contract – Barb Funk, signed

Sec/Mgr Contract- Kaye no contract yet, she has her own.

Judge – signed contract Diane Rieyl Rodgriguez

Copies to USEF/DF/ODS licensing to Kaye

Sent Kaye the “how to have a show” manual with a few adjustments

SEF/USDF recognition sent, but nothing back.

W-9 Sherry reminded that we need to send those out. Destination End and Expo, Cygnet, etc.

Amateur Adult Camp – Robin

Waiting for signed contract.  Robin, contacted Jeremy and he has us on the calendar. For August 29th – Sept. 1st.  Set-up a final date for Jeremy, to notify us.  Robin, to contact him again nail him down for a date.   Plan B proposals where asked of the Board  (tape ran out HELP!!!!)

Youth Outreach Program – Michelle Wollard had some ideas (again tape ran out and I only got the last part?) Reaching out to HS Equestrian and contact instructors for youth. Instructors get together and set up a format for youth. Discussion on a  “Mission statement” for Comm. , get together document to apply for funds.  Est. funds from club(fund raisers).  Setting up a scholarship thru ODS.

Website Update – We have met with one website person (Roxanne) and she gave us an proposal of $1400.00 Michele M. is checking on another person, also.  Roxanne, also to maintain $35.00 @ month.  We could use profit from shows/clinics to help pay.  HTML poses WordPress MMatzen to ask Dennis, which way to go with that.

Jutta Clinic – Per Carol it is filled.

Western Dressage @ Expo –   We will be lending them our arena and in lew of rent for our arena they are giving us a Free Ticket.  Elaine, to decide who will get ticket.

New Business

Budget Comm. – setting up a budget for 2013.  Rachel, Sherry and Elaine to make-up committee .

Membership renewals – Michele to contact Corrinne to get an updated list and start calling those that have not joined as of yet.

NW Horse Fair – reminder that this is coming up on March 22,23,24th and we may have some of our members riding in it.  A “blast” to all members to possibly make a “State of Jefferson Day” (members wanting to go, possible carpool).

TXT msg to members -Talk of having some sort of blast sent out to members for last minute things.

Donna Longacre 4hr Clinic – We have a certificate for a 4 hr clinic we discussed turning it over to the Youth Group and letting them add time onto that.  Up to the Youth Membership Comm. To work this out.

Next Meeting –  Will be a General Meeting.  It will be a “Video and Pizza Night” to be held at Robin Borg’s residents.  2156 West Hillside Dr. Central Point.  Date to be announced.

Meeting adjourned – 8:07