Action Items Motions Voted On

Transcription

1 1 Actin Items Mtins Vted On Minutes fr PNWIC Cmmittee Nvember 22, :00 AM Clumbia River High Schl In Attendance: WA Sean McDnald, Sarah Hall Yuth, Hustn Chatham, Kathy Wendlandt, Adam Kasper OR Denise Jhn, Snya Kunkle, Katie Renner, Jan Harer Secretary, Rn Jhn Vte Cunt 9 Ttal WA 4 Adult and 1 Yuth OR 4 Adult Secretary s Reprt Denise mtined t accept the Octber minutes. Kathy secnded the mtin. N discussin. Vte: 9 Yes, 0 N, 0 Abstain. Mtin passed. Treasurer s Reprt Sent ut all reprts prir t meeting. Budget This budget is withut asking fr any mney frm the districts. Spnsrs may be a little high. The budget includes thse that were ging t spnsr last year and will this year. Still need t get spnsrs. Need at least $2000 additinal. Spnsrs are used t pay fr awards. Athlete registratin includes ne stall and 2 bags f shavings. We d make sme mney ff f the stalls. Camping is currently a wash. Upgraded pints prgram is paid fr. Taxes are already figured int the arena csts. Facility is fr 4 days. We d receive a 25% discunt fr being a nn-prfit. Des this apply t being an Oregn nn-prfit? D get a 10% discunt fr using all stalls in a barn. We can bring ur wn equipment fr dragging. The htel rms are fr judges and fr sme f the cmmittee staff. There will be 350 stall $16 per night. Less a 10% discunt fr taking all the barns. This is based n what we used tw years ag in Redmnd. Extra shavings bags will be available at $8 a bag. Must use fairgrunds shavings. Nt sure if we will need security. Is nt included. There is n dispsal fee. We did budget $10 per stall fr cleaning fee (which was based n Redmnd csts). What if we charge a $15 stall cleaning fee fr thse that want t pay fr it? Culd include in registratin fee if wanted t pay fr it.

2 2 Wuld have t designate thse stalls that have paid fr cleaning fee sticker r smething. Need t have smene make sure that all thse stalls are accunted fr at end f meet. Districts wuld be billed fr any stalls nt cleaned (that didn t pay fr it). Denise mtined that we add an OPTIONAL $15 stall cleaning fee t the athlete registratin fee. Snya secnded the mtin. N discussin. Vte: 9 Yes, 0 N, 0 Abstain. Mtin passed. There is n mney frm the districts included in the budget. There is the depsit t Redmnd fr next year. Sme have nt paid fr their shirts. Cmmittee members need t have shirts even if nt a state bard member. Shuld include name tags in the budget fr cmmittee members. Snya mtined that cmmittee members get shirts (at wn expense) and als receive name tags (states will pay fr their wn). Katie secnded the mtin. N discussin. Vte: 9 Yes, 0 N, 0 Abstain. Mtin passed. Awards budget is high because we have already purchased them. Still need t d labeling and replace date n buckles. Leave in the budget at riginal amunt. Raffle is it in there? N nt in budget. Will d at the meet. N fundraisers are in the budget. Was suggested that districts COULD cntribute t the PNWIC meet verall. Are NOT ging t ask districts this year t cntribute. Discussin n districts cntributing in the past OR has 8 districts and WA has 6. Didn t seem quite fair that OR was cntributing mre. Culd base n athlete cunt fr the individual districts and let the state decide n hw t cllect mney frm districts. Need t figure differently n hw we decide hw much each state brings int PNWIC. D need t SUGGEST that districts cntribute t the meet and see the verall value f that cntributin. Culd be any amunt $200/$250 as a suggestin. Wuld nt be hard fr districts t cme up with this amunt by getting spnsrs. Denise mtined that we SUGGEST/REQUEST this will NOT be a requirement that each district frm OR and WA cntribute $200 t spnsr the PNWIC meet. Hustn secnded the mtin. N discussin. Vte: 9 Yes, 0 N, 0 Abstain. Mtin passed. Snya mtined t accept the budget with all the abve changes/additins fr this year. Adam secnded the mtin. N discussin. Vte: 9 Yes, 0 N, 0 Abstain. Mtin passed. Old Business Facility

3 3 They are a gd facility t wrk with. One district in WA has their 3 meets there and had the WA state meet there. Kathy did g up 2 weeks prir t their state (WA) meet t meet with facility persnnel and discuss hw meet wuld flw. Kathy can d this again fr PNWIC. Did nt feel there is a need fr a tur we have all the infrmatin (unlike Mnre). D have ne cncern that ne f the hrse barns stalls are nt big enugh fr hrses (they are 8x8). Thse culd be used as tack rms fr the clsest/adjining barns. Hw many stalls are at the facility? Will we need t rent prtable stalls? There are 409 stalls available fr use t use. Registratin included ne stall. If need an additinal stall will be less. Tack rms will be extra. N ther events will be ging n at the facility when we are there. There will be cncessins. Will we need security? Dn t think s. Is nt required. Is there a set-up fee fr the meet? Will we need an extra day? Budget includes set up day. 4 days have been budgeted. PA system is nt as gd as in Redmnd. Had issues at the WA state meet kids missing classes/events. Will need t have a system in place with persnnel t help with this. Camping will be ur respnsibility. Will be mnitred daily with facility persnnel. Shuld be dne at same time as registratin and turned in at the same time. First cme, first served. Districts can turn in everything tgether t request a blck f spts. Will need a cuple f glf carts fr the cmmittee staff. Kathy will prvide vendr name. Will need t send facility cntract t Candi t sign. A cpy f a nn-prfit status letter needs t g with cntract. Dates f the Meet Need t decide what dates we are having the meet. Friday Sunday OR Saturday Mnday? Will need t cntact the facility abut changing the dates but shuldn t see a prblem. Drill practices wuld be n mve in day and thse clsest wuld g earlier. Kathy mtined t have t PNWIC meet Friday, June 17, 2016 (Mve in day) Mnday, June 20, 2016 (pending apprval frm facility). Adam secnded the mtin. Discussin This change is t accunt fr the late final testing days fr WA (Thursday the 16 th ). Vte: 9 Yes, 0 N, 0 Abstain. Mtin passed.

4 4 Awards Were purchased last year. Abut $50 t change wrding and date n each buckle. Culd be pre-purchasing awards fr next year. Judges Kathy has lined up a cuple f judges fr WA. Will get thse names t Candi. Rule Changes Seems t be nne. D have t keep n the back burner the pssibility f OR prpsal fr cmbined teams fr team event with small athlete rider schls. Will need t wait and see what OR decides t d. Cattle Wuld like t keep cattle all n the same day. The cattle cntractr is clse by. Wuld like t get a basic schedule t let the cattle cntractr knw what day. Schedule Need t start scheduling the days what events. N detailed yet. New Business Ldging AmeriStay Inn is the clsest t the fairgrunds. Kathy has already bked a blck f rms. Will wrk n getting things set up. Mst htels in area great t wrk with will cmp rms, etc. Vendrs There is limited indr space fr vendrs. Lts f rm utside. Phtgrapher will be frm the respective state. Wuld like t see vendrs dnate fr raffle baskets, prizes, etc. Denise will get a listing f OR state meet vendrs t Kathy. Kathy will be the cntact fr vendrs. Kathy will get name f glf cart vendr and have available fr individuals t cntact fr meet. Prgram Vendrs can purchase ad space. Mre spnsrs the less cst fr us.

5 5 When spnsring will receive an ad space. Will be full clr frnt and back. Individuals can buy ad space. Athletes will receive a prgram. Was budgeted $800 last year. Is nt is budget this year. Snya mtined t add $800 t budget fr prgrams. Katie secnded the mtin. N discussin. Vte: 9 Yes, 0 N, 0 Abstain. Mtin passed. WA will need t g arund t lcal business in the Mses Lake area t get spnsrs. Meeting Dates Keep meetings at Clumbia River High Schl in Vancuver. Wuld prefer Saturday meetings. Nt everyne can make it every time understand that. Need t encurage mre yuth t cme t meetings. And adults. Each state has 5 adult vtes and 3 yuth vtes. Jan will send ut an updated cntact listing. See belw fr future meeting dates and times. Meeting adjurned at 11:56 AM. Future Dates PNWIC Meeting Sunday, January 9, 2016 Clumbia River High Schl, Vancuver, WA 1:00 PM PNWIC Meeting Saturday, February 20, 2016 Clumbia River High Schl, Vancuver, WA 11:00 AM PNWIC Meeting Saturday, March 19, 2016 Clumbia River High Schl, Vancuver, WA 11:00 AM PNWIC Meeting Saturday, April 30, 2016 Clumbia River High Schl, Vancuver, WA 11:00 AM PNWIC Meeting Saturday, June 4, 2016 Clumbia River High Schl, Vancuver, WA 11:00 AM PNWIC Meet Friday Mnday, Grant Cunty Fairgrunds, Mses Lake, WA June 17-20, 2016