Board of Directors Meeting
2/16/07
Meeting called to order by President Judy Jones at 1:00 p.m.
Board Members Present: Wilburn Williams, Jerome Zahnd, Eddie Barrow, Ronnie Hooker, Tim Toler, Kelly France, Sammie Tyra, Judy Jones, Howard Bellamy, Keith Ailshie, Barbara Johnston, Jimmy Lacy, Darlene Harris and Jim Morris.
Others in Attendance: Ed Heirs, Jim Court, Crystal Taylor, Lanette Toler, Mike Smith, Jan Smith, Lila Jean Benintende, Peggy Champion, Raiford Champion and Shane Dumas.
Absent: Jake Jacobs and Larry Street.
President Jones asked that everyone review the BOD minutes from 1/20/07 to be approved.
Darlene Harris stated again that the word “judiciary” needs to be replaced with the word “fiduciary. (This is on page 3 of the 12/18/06 minutes).
Darlene made a motion to accept the 1/20/07 with the above correction. Seconded by Jim Morris.
Roll as called and all approved.
President Jones brought up that the Board needed to decide if Jake Jacobs and Larry Street were excused from this meeting.
Jake Jacobs had been in contact and was sick. Wilburn Williams made the motion to excuse Mr. Jacobs. Eddie Barrow seconded.
Larry Street had not contacted anybody so it was decided to wait until the next meeting to determine if he would be excused.
Discussion on Howard Bellamy being excused from the 1/20/07 meeting. He had been on his way to the meeting was called home due to a death in the family. Ronnie Hooker made the motion to excuse Mr. Bellamy. Tim Toler seconded. Roll was called and all approved.
Treasury Report was given by Darlene Harris. Tim Toler had questions at the previous meeting what the terms “non-compete” and “show rights” meant on the balance sheets. Darlene researched this and reported that these were purchases made when the members bought the RHBAA from the original owners. They were assets at that time. She also stated that all bills are current with the exception of Jimmy Smith Jewelers and he is paid $1,000.00 monthly.
Questions was asked what was gross show income in 2006 -vs- 2005. President Jones stated that you cannot tell anything from the way the books have been done due to mis-coding on bookkeeping.
RHBAA should receive $6,000 refund from mis-classification on workmans compensation premiums from last year.
Office problems needs to be addressed. They are working off of two different computer programs. Need to look into utilizing financial program that the current system has the capabilities of using.
Jerome Zahnd made motion to accept the Treasury Report. Wilburn Williams seconded. Roll was called and all approved.
After discussion Jim Morris made a motion to allow guest to speak on specific matters. (I did not hear who seconded). Roll was called and all approved.
Jim Court stated that the RHBAA can pay an annual fee to update the Cougar Mountain database. Our computers currently have all of the functions needed but Kim doesn’t know how to use it. Training is needed to get the full benefits of the system.
Jerome Zahnd made a motion to let Darlene Harris look into computer upgrades and training for the office staff with a limit of $5000.00 before coming back to the Board. Sammie Tyra seconded. Roll was called and all approved.
Personnel & Property Committee (Jim Morris)
President Jones stated that we can listen to all of these reports today and tomorrow or we can just hit the high points today.
Mr. Morris handed out a 2007 Calendar of Events for the facility. Shane Dumas is also working on an AQHA show that is not included on the list.
Discussion took place on possible income to be received from those events and concessions.
More discussion took place regarding the problems with the office staff. Since 2004 we have lost three employees and 27% reduction in paperwork. Donna cannot keep up with the work load. We need all volunteers possible to help in the office. They have hired Melissa Taylor back on a temporary part time basis to help assist and supervise the office.
Committees: (Mary, I am sorry but some of the committees I was unable to get. Some of the committee heads gave me a list which I have for those, however, it was going so fast I couldn’t keep up since I don’t do shorthand. I hope you can get this from the tape. If I need to do anything to help get this information please email me and I will be happy to what I can).
Membership & Promotions:
Chair - Barbara Johnston
Kelly France - Board Rep
Bonney Court
Kasey Dumas
John Hubbard
Fred McRoy
Jeannie Plemons
Jimmy Smith
Darlene Harris made motion to accept. Ronnie Hooker seconded. Roll called and all approved.
Horse Show Committee:
Chair - Barbara Johnston
Judy Jones - Board Rep
Barbara Agnich
Carolyn Blaylock
Charlie Brown
Len Cross
Charles McClain
Debbie Morris
Lee Ann Musick
Chris Walker
Jimmy Lacy made motion to accept. Jim Morris seconded. Roll called and all approved.
Judges Committee:
Kelly France Chair
Ronnie Hooker
Keith Ailshie
Eddie Barrow
Ed Heirs
Joe Dan Carter
Darlene Harris made motion to accept. Jim Morris seconded. Roll called and all approved.
Advisory Committee:
Howard Bellamy-Chair
Same as 2006
Motion made by Judy Jones to accept. Wilburn Williams seconded. Roll called and all approved.
Trail, Field & Pleasure Committee:
Darlene Harris
Jim Morris
Dillon(?) Morris
Frankie Spillman
Betty Spillman
Motion made by Jerome Zahnd to accept. Tim Toler seconded. Roll called and all approved.
Breeders Committee:
Chair-Ronnie Hooker
Paula Sensing
Elane Berry
Gerald Campbell
Judy Jones- Board Rep
Motion made by Wilburn Williams to accept. Darlene Harris accepted. Roll called and all approved.
Exhibitors Status:
Jim Morris- Chair
Keith Ailshie
Ross Campbell
Darlene Harris
Bob Gulllic
Jimmy Lacy made motion to accept. Eddie Barrow seconded. Roll called and all approved.
DQP:
Chair- Keith Ailshie
Kelly France
Kenny Ailshie
Eddie Barrow
Jerry Thacker
Ronnie Hooker made motion to accept. Jim Lacy seconded. Roll called and all approved.
Membership & Promotions report. Barbara Johnston presented two attractive incentives for a membership drive.(Hopefully Ronnie has a copy of the handout on this).
Discussion on number of shows sanctioned by the RHBAA. All State Shows must abide only by the RHBAA rules and regulations.
Barbara also presented preliminary class sheet for the Spring Celebration. Currently shows eight specialty classes. President Jones stated we may need to add as many specialty classes as possible to draw horses from the other Association.
Barbara asked Eddie Barrow about the rules for the specialty classes. He stated that they are working on them; however, they will be basically the same.
Entry office will be opened longer hours during the Spring Celebration.
President Jones will be in charge of the stalls, box seats and campers. Barbara Johnston stated that we have a new motto “Alone we can do little, together we can do much!”
Kelly France distributed list for Spring judges to BOD for them to vote and return to Kelly. She also gave a report on a class that she attended in Shelbyville to describe what we wanted our horse to look like.
Discussion regarding different licensed judges with other Associations not being allowed to judge if they hold a RHBAA license. This was tabled for next meeting.
Jimmy Lacy stated that we had more Futurities than last year.
Breeders Report (Ronnie Hooker):
Gave an update on the benefits of converting to DNA. Walking Horse Association has already started this process and he felt it was on the RHBAA best interest to do the same. He has done extensive research with several Equine Labs on how to handle this process.
Howard Bellamy made motion to proceed with DNA conversion. Barbara Johnston seconded. Roll was called and all approved.
Donna Kaufman had stated that we had boxes of blood typing cards. These need to be matched up with the horses file and attached to the horse’s information.
Rules Enforcement (Eddie Barrow):
Mr. Blakely had previously requested 15 minutes to come before the Board regarding his suspension. At the previous meeting it was voted to allow him 15 minutes at the February meeting. Mr. Blakely decided not to attend the meeting and had his attorney send a letter requesting copies of all documents which determined his suspension.
Mr. Barrow had nothing else on his committee.
Exhibitors Committee (Jim Morris):
Current #’s of cards at present:
Juvenile - 102
Trainers - 17
Amateur - 273
These are not accurate numbers since it is so early in the year.
DQP Committee (Keith Ailshie):
Keith had not been able to get Lonnie Messick to return his call. However, Mr. Messick would be at the Trainers Meeting tonight and he will provide a copy of the Operating Plan tonight.
Old Business:
President Jones received a letter from Mr. Dortch (Blakely’s attorney) and had only received a faxed copy. Mr. Barrow received the same letter by certified mail, however, Mr. Barrow’s letter was dated 1/24/07 and President Jones letter was dated 2/8/07. Neither has responded to the letter at this time. Mr. Barrow stated that the Committee followed protocol and did all that could be done. Mr. Hooker agreed with Eddie in that we did not need to send anything since the Committee had handled properly.
Mike Smith, guest, suggested that if everything was documented properly it may save the RHBAA being filed with a lawsuit to go ahead and provide them a copy of the tape which is also dated during his suspension. Darlene Harris agreed that they should be provided with what they want. More discussion took place and it was decided to be tabled until tomorrow after the General Membership Meeting.
President Jones received a letter from Morgan County Commission stating that they wanted to be on the agenda for the membership meeting to explain their interest in possibly purchasing the facility. Wilburn Williams stated they were seriously interested and they have the money and wants to negotiate with the RHBAA. They would also like to make a decision in the next 90 days.
This must go before the membership to vote on the sale. President Jones made it clear that she was not interested in selling the Registry. After much discussion Mr. Toler stated that this needs to wait until it goes before the membership and they voted.
Lawsuit:
Judy has provided the BOD documents which need to be signed by all for the settlement to go through.
Mr. Toler asked if John Mullins and Chris Walker were still interested in purchasing the facility. President Jones said that she had talked with Mr. Mullins and knew that he was and assumed that Mr. Walker was and that he would be at the meeting on Saturday.
New Business:
There have been too many requests for membership lists in the office. We need guidelines for distributing this list. It was agreed to charge 3 cents per name; 5 cents per label plus postage and this would be for members only.
Jimmy Lacy made motion to adjourn. Eddie Barrow seconded.
Adjourned at 5:15 p.m.