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[RC] Draft Summary of the 12/03/07 AERC Conf call minutes - Michael MaulNote that these minutes are in draft form and may be changed or amended when in final form.*********************************************** BOD phone meeting minutes summary December 3, 2007 In attendance: Mike Maul, Connie Caudill, Nick Warhol, Patti Pizzo, Mike Jaffe, Joyce Mocilan, Joe Long, Jan Stevens, Stan Eichelberger, Tom Dean, Gail Williams, Terry Woolley Howe, John Parke, Susan Kasemeyer, Joe Schoech, Roger Taylor, Jeff Trinkle, John Crandell III, Randy Eiland, Laura Hayes, Robert Ribley, Heidi Smith, Bruce Weary, Kathleen Henkel Guests: Melissa Ribley DVM
Duane Barnett DVM
Bob Walsh for insurance questionsAbsent: C. Mike Tomlinson Excusals for tonight: Barry Waitte- requests excusal from tonight’s meeting for family medical emergency. Heidi Smith excused from the Nov. 5th meeting due to a family issue. Motion to excuse both passes unanimously. I. Housekeeping 1. Motion made for acceptance of November 5th phone meeting minutes. Motion passes unanimously. 2. Membership Statistics: Kathleen Henkel •Present date 2007: 6920 members compared to 6579 in 2006. •Ride entry fees present date 2007: $104,409. Same time in 2006: $98,985. •Sanctioning fees present time 2007: $15,189, same time in 2006: $15,231. •Mew members present time: 1194, same time in 2006: 1133. III. New Business: 1- Insurance committee: Diane Lesher from Equisure recommends the option that provides a $2M policy for each separate region. Some discussion about the about claim history in the past. John P suggests a single large policy that covers the whole AERC is more appropriate than 9 individual policies at a smaller amount. Bob Walsh to investigate umbrella policy on a lower amount, issue tabled while research goes on. 2- Melissa Ribley- Rule 9.3 Duane Barnett for Melissa. BC eligibility. Currently the rule for top ten selection for BC awards says the BC is selected from the top ten “finishing” equines. The vet committee requests a change the word from “finishing” equines to “completing” equines. It’s a clarification, but should be put in front of the membership for feedback, since there is no urgent need for the change. Melissa has written an summary for EN- it will go out in the next three issues. 3- Melissa Ribley- drug testing policy. Motion presented to change the current drug testing policy to be consistent with the new drug testing rule. The motion was presented at last meeting, the motion was sent out to BOD for review. The main adjustments are Travel expenses, increases number of horses tested per ride. Motion from committee- passes unanimously. 4- NC ride data change: Connie C- Connie notifies the reason for the ride date changed is a conflict with a trail ride in the same forest on the original date, now Oct 16/18th. Approved by Exec Committee and BoD approved of action. 5- Mike Maul- Marcom committee needs a leader, due to the resignation of Jennifer Nice. Troy Smith is nominated to head Marcom for the interim, Kim Fuess to be co-chair of competitions committee. Motion passes unanimously. 6- Roger Taylor- Great Santa Fe ride insurance issue. Rides that go through multiple states have different issues due to the logistics of these types or rides. Kathleen suggests a policy for these rides to obtain their own insurance. Equisure reports that if we insure this ride with our policy, there will be an immediate policy rate increase. Mike asks the BOD if the consensus is that the GSFHR needs to get its own insurance. Board agrees. John P suggests we leverage the work that Diane has done for the last GSFHR, since it is exactly the same issue. 7- Trails committee- Roger T a) Roger brings up the MOU (memorandum of understanding) that The BLM agrees to work with the AERC for special recreation permits. This is very important for rides who need to use BLM land for rides. This MOU has been raised and worked on for several years. This Motion from committee is to request that Kathleen sign the MOU. Motion from committee, motion passes unanimously. b) Requests for a one time membership (1 year) for Paul Happel from the BLM in return for helping and consulting in AERC/BLN interactions in the future after he retires from the BLM. Motion from committee, motion passes unanimously. . c)Trail master class. Paul Happel from BLM requests a class to be held in Fort Stanton for half BLM, forest, and park service people. The class will be held as one of the 4 classes currently in the budget, and if a fifth class is requested, the committee will bring it up as an exception at that time. 8- Heidi Smith- Weed free motion. Mike Maul discusses the changes in the weed free hay study. There are a few issues to resolve, including having a discussion on which ride sites should be studiedand infrastructure support. Roger T suggests we need to move on it to keep the program moving forward due to the timing. Suggestion is to approve the grant of $25k, and let Kathleen solidify the exact details of the agreement. It is a $65K total project, funded $25K from AERC. Motion from committee, approved unanimously. IV. Old Business: 1) Finance committee: Patti P IRA adjustment to correct the excess contributions issues. Re-categorize the dollars, no tax to employees, see attached motion proposal. Motion from committee- passes unanimously. 2) Patti P- a motion to increase the employees salaries by 3% to make up for the 3% reduction in the IRA contribution issue. Net is the same cost. Motion from committee- passes unanimously. 3) Connie C- modification to rule 14- gives a full refund of the protest fee to be a complete refund of the protest money if found in favor of the protestor, rather than keeping $50. Motion from Connie, second by John P- motion passes unanimously. 4) Heidi- Raises a motion to return the protest fee from $150 back to $100. Second by John P- Motion fails, fee stays at $150. 5) Mike M- reports on Canadian endurance reciprocity agreement- no further issues have come up from the board. No other issues reported. 6) BOD election results- the results from regions that had elections will be delivered in a few days. 7) Some discussion about how to support the CT region after Jennifer Nice’s resignation from the BoD. Mike J can nominate a new director for the duration until the convention with the board’s approval. The new director will handle the sanctioning requests. 8) Kathleen reports there is a potential good site for the 2009 convention in Louisville, Ky. Connie has checked it out and reports a positive finding. More information will follow. The BOD went into Executive Session Meeting adjourned by Mike Maul at 8:01 PM =-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-= Ridecamp is a service of Endurance Net, http://www.endurance.net. Information, Policy, Disclaimer: http://www.endurance.net/Ridecamp Subscribe/Unsubscribe http://www.endurance.net/ridecamp/logon.asp Ride Long and Ride Safe!! =-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=
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