VRPC Regional Meeting Minutes

8:45 AM At registration collection of Club reports with checklist and deposit VRPC 2009 VRPC dues in file.

9:30 AM Call to Order, Introductions, Establish quorum each club has only one vote. Please see attached list of attendees. Recited Pony Club Pledge

Review November and Spring meeting minutes (by email); Motion moved by Virginia LaRocque (RBPC DC) to approve, seconded by Margaret Good (LHPC DC). Motion passed to accept the minutes from 11/17/07 and 3/1/08.

Carol Noggle introduced three folders being circulated for each club to complete Scheduled Rating Dates, 2009 Camp dates, and which kids will be planning to rate at the National level.

Regional Reports

RS Activities: Jackie Horn presented VRPC Rally Report (Attached) she reported that the rallies went well and were similar in number of entries from the year before. Rally costs increased due to mileage for EMT, Judges, TD’s, etc and for delivery fees for Don’s Johns and shavings for stalls. Entry fees remained the same except for Quiz (lowered from $25 to $15) which was the goal from the year before to encourage kids to attend even with the high gas prices.

Show Jumping (SJ)/Dressage/Eventing rallies were more expensive but the costs were slightly offset by the smaller rallies which did well this year as they were less expensive.

Recommendations:

1. Have organizers/secretary of each rally wrap up earlier, close accounts sooner to account for rally expenses. Jackie is having an Organizer/Secretary meeting after the February 2009 Regional Council Mtg to start 2009 Rally season with standardized forms to track expenses and other information. She has developed this packet of documents for this purpose.

2. Along with the RS of Activities to have the Rally Coordinator from the pony club sponsoring the rally coordinate the details of the rally such as hiring an EMT and reviewing the rally announcement

3. Have clubs who are sponsoring a rally appoint the organizer/secretary now so they can attend the February meeting.

4. Non Qualifying TET rally in Warrenton during the 2008 Xmas break or spring break.

5. PoloCross interest too.

Rally Report cost figures in the red (Dressage, Eventing, Show Jumping). Wise to reduce expenses but we do not want to increase entry fees. Some of the increase in SJ costs were due to three-man teams and cost for the use of facilities. Dressage rally fees expenses increased due to judge’s fees, licensed judges are required for a Qualifying Rally. EMT fees, hotel costs, mileage and daily fees were higher in some cases. Point made that 911 services are not under USPC insurance and this needs to be pointed out to Nationals. Could we have EMTs for free through 911 if USPC covered the insurance? Parent volunteer could be used if they have medical experience?

Rally Organizer packages are available through USPC and software for scoring and other tools are available from Steve Symansky and Lynne Giordano (DRPC).

Thanks to all rally organizers and helpers.

RS Education – Katharine Hardy: We had three HB’s this year; August and October: C3, B, C3 Dressage, B Dressage, and SJ Specialty. This year the region went ahead and purchased Elizabeth Gatterdam’s H-B station equipment for future preps and tests.

Thanks go to Robann Riggleman of Blue Ridge and River Bend PC for hospitality at our National testings.

40 for the VRPC with 26 passing or a 65% pass rate. (Please see attachment.)

The rating budgets did pretty well even with high facility costs.

We have the first Dressage Specialty A member -- Brandi Benedict.

HMO: Brian Smith reported a successful year in Horse Management. All kinds of volunteers came and were helpful. He would like to recruit a base of volunteers including kids to maintain a reliable base of HM staff. Rally experience as a HM judge is a great opportunity for kids wanting to rate up. Suggestion was made that kids wanting to rate up would be required to complete so many volunteer hours towards all upper level ratings as HM judges. Horseless Rally is a great opportunity for the younger kids to learn and do without worry about having a horse or the stress of the competition.

Treasurer’s 2008 report: 1/1/2008-11/11/2008: Income $81,968.00, Expenses $92,355, Deficit $10,060. Big tickets items were our clinic fees with Jane Savoie and Daniel Stewart. We have $19,000 in the bank as of 11/11/2008. We had decided that in 2008 we were going to have a deficit budget. We have not collected dues for 2009 so the balance by December 31st, 2008 will be more than reported on the handouts. (Please see attachments.)

RIC: The RIC is to monitor the educational foundation of the VRPC. Please use the RIC to provide feedback regarding your PC’s education, ratings and instruction. Overall the programs are successful for the lower level in club ratings. We need more preps for the B/C3 levels. Take advantage of all preps and clinics offered to gain more regular feedback about skills and the kids need to be able to talk about the theory and receive positive feedback to reinforce basics.

Recommendations: Have the older kids teach the younger PCer’s. Have a camp for kids who want to rate, have the region pull together these kids so that they can learn how to write a lesson plan, teach a lesson switch rides, etc. RIC to attend lesson at the club level, RIC needs DCs’ regular feedback from instructors, DCs should invite the RIC to attend club lessons, and RIC helps with regional preps. Make sure kids understand the time involved with the rating. RIC handed out updated instructor list. (See attachment.)

ESP Program: Diane Fanta: High level of education for the kids to learn. Classes include Nutrition, Poisonous plants, Conformation, Dentistry; we will change them around this year. Kids need to understand what is involved and expected at the National rating levels. This year we plan to add more how to teach, parasites, longeing and bandaging.

Preps are the best learning experience. It does not matter if the kids are rating up in the next six months or longer, they can still go to preps.

Emmett Turner of CDCTA came to talk about membership and opportunities for Pony Club kids.

Championships: Successes, numbers, recommendations: 50 VRPC members went to Champs in these disciplines: Eventing BN, N, T; SJ Teams; Dressage Quadrille; one entry for Training level dressage; Quiz (4 levels); Senior Games. We had lots of great help at Championships. VR ran the information tent/neutral zone.

Website, webmaster: Shelley Hoke runs our website and it is one of the most up to date websites with updated policies, procedures; interactive forms, and classified ads.

Miscellaneous: Equipment status (Champs pads and banners): We are still missing some banners and saddle pads.

We had members participate in International Games and International Tetrathlon.

Communications: VRPC Google group has two moderators -- Brian Smith and Carol Noggle.

Brian Ross clinic is coming up at Windsor Lodge.

Tuesday night Marion DuPont seminars are coming up.

USPC has great “New Member” booklet that is mailed to all new members.

RS/Administration:

Blessings: Volunteers; donation of expenses, e.g.

Ds at HB, IOs, Neutral zone at Champs; Morven HT

Webmaster – Shelley Hoke

Sites: Millwood, DRH, Morven Park, Powhatan School, Long Branch, Frying Pan Park, Glenwood Park,

Open land for D2, D3 rallies

Artists/writers: Champs shirts, Foxhunting writing

Matt Godek: VRPC Championship shirts @ 20% discount

Organizers and Secretaries for all rallies and activities

Successes: First A Dressage; one H-A; B on 3rd try!; Champs; Riding Centers, International Exchanges (TET, Games), and NYC: Libby Reidy, New HBs, 100% giving to USPC: DVPC, RBPC

Loss/disappointments: Rocky Run PC discontinued; low C3 and B pass rate, low rating up of C2s, DC changes mid-year.

Diversity: Disciplines available to our members.

Instructors: Dressage, Olympic Eventers, Advanced Eventers; Pony Club grads

Disparity: Boys: girls ratio, East/West/South memberships, Club size varies within the region, Club income (dues and fund-raising) varies, Club programs (#, frequency of lessons diminished for some), Age, Participation, Communications; Club to RS; Does news get to Members? Rating up (some members are staying at the same rating for a long time).

Horses: B test horses needed

Recommendations: Consider these: Ways to promote Interclub activities, Redistribute the wealth, More “bail out”, C2 ratings done regionally, read USPC E-NEWS, Leaders of All clubs attend USPC Annual Meeting: It is SO enriching and the sharing of ideas benefits your members.

New business

National Youth Council: VRPC selections confirmed Torey Lockwood and Amy Brown

Nominating committee: Carrie Camp, Maggie Compton, and Sue Murdock-Fox

A motion was moved by Virginia LaRocque (RBPC –DC) to allow Carrie Camp to remain DC of DRHPC and be nominated for VRS of Education. The motioned was seconded by Valerie Page (DVPC –DC). Motion passed.

2009 Virginia Region Officers: RS: Maggie Compton; VRS Education: Carrie Camp; VRS Activities: Jackie Horn; Secretary: Mary Jane Skidmore; Treasurer: Dawn Bellinger;

Appointees: Regional Instruction Coordinator RIC: Pat Leins; Horse Management Organizer: Brian Smith; ESP (Exceeds Standards Program) Organizer: Diane Fanta; National Test Coordinator: Kristen Hull; Webmaster: Shelley Hoke

Acceptance of the slate of 2009 regional officers was moved by Virginia LaRocque (RBPC-DC) and the motion was second by Debbie Rau (NMPC- DC) and the motion passed.

Calendar 2009: See Attached. We will have two Games rallies in year 2009. There was discussion about moving rallies and spreading out the expenses for families. One suggestion included the possibility of combining such rallies as Games and Quiz. As a region, we wanted to spread out the schedule of rallies and also allow for the games teams more time to practice. RIC stated we need more spring time to prep our kids for upper level rating and more instruction time. A coordinator lined up for championships is needed.

Maggie Compton (RRPC-DC) moved to accept the 2009 calendar with the games qualifying rally in the fall of 2009. This was seconded by Jackie Horn (Vice RS of Activities and CWPC–DC.) The motion was passed.

Budget 2009 See attached. Last fall we presented, and the RC approved, a deficit budget. Because our reserves had grown we had a very large cushion. The RC decided not to reduce the dues. It was the preference, then, to spend down some of that reserve to benefit the maximum number of members possible. Having a budget where that was the intent was important so that the DCs and the officers would understand that we could do that and have various options to consider. Obviously, it is highly unusual for anybody to propose such a deficit. However, we had the funds available. Remember, the budget is a plan not a rule.

The RS has a somewhat similar position as Governor Kaine. When a shortfall or windfall occurs steps are taken in reductions or re-alignments or bonuses. In our VRPC policies we have a statement in the financial section that the Region will have $10,000 in reserves that can be used when deemed necessary by the RS.

In 2008, we have spent $10,000 in excess of income -- such as at Dressage, Eventing, SJ rallies, Jane Savoie clinic, Daniel Stewart Clinic, Standards & Ratings Clinic. The size of the losses at rallies was not expected although the RS recommended for each one that we keep the entry fees at the same as or lower than as in 2007; thus, the responsibility for those losses is the RSs. The specific Clinics were not all line items in the 2008 budget but fell into the categories that are there.

Thus, our ending balance that we expect by tomorrow is less than a year ago. However, that balance does not include the expected 2009 dues of at least $6,000 so we could add some to each line item in the proposed 2009 budget and still be confident of maintaining a good balance.

However, since there is a new RS and VRS next year the RS did not want to offer an exorbitant budget for someone else to handle; hence, it is presented as a zero-deficit budget. Many line items are trimmed so overall it is reduced by 50%. That is radical also. All of it is a guess depending on what programs VRPC wants to offer, what the priorities are for 2009, what the predictions are for prices of facilities and personnel and the number of members.

For example, notice the reduction for the USPC Annual Meeting that is really a “bare bones” amount based on no airfare but rather carpooling, only 4 officers instead of 5. The HMO and RIC have been required to go although maybe that has changed for the HMO since there was to be training in March. Also, Jackie Horn is a DC and VRS as is Carrie Camp so should the Region pay all of their costs?

The National Youth Congress cost will vary depending on whether we have one or 2 delegates; the same with International Exchange kids but the RS would not take those out or change those amounts.

We rarely buy equipment (except for VRPC pins about every 2 years) or educational materials or give other donations but a great opportunity or need may arise. (Or we may want to buy a terrific sound system for Dressage musical rides!)

Last year for AHMJ training we had Sara Adams come, but with a Horseless rally plus parent education that could suffice extremely well at a low-cost another way, but a line item should exist. Proposals can be made based on what our Region needs for education in various areas. That is why we have an HMO, a RIC, and a VRS for Instruction/Education to advise us.

Rally subsidies were added. We have never had rallies in our budget because they have been expected to break even, just as prep clinics are, but the need is likely to be there and the philosophy is for the Region to cover losses.

This is not intended to restrict funds for expenses, but it provides a guideline. The officers can be pro-active in collaborating on plans with the RS as the year goes by. The RS and officers and DCs need to know that allocations will change throughout the year, and there may be expenses well beyond the $7,000 income. The RS, as well as the Treasurer, needs to be aware of the membership numbers and the dues coming in throughout the year. Our membership rose some this year so the income estimate should still be low.

Thus, the proposal is always presented as an item of discussion. It is hoped that ideas about priorities for the Region will come forth. It is also likely that those in the local Pony Club grassroots area with active members will know what the economy will handle such as regarding rally fees and clinic fees. (USPC Championships fees for 2009 will be $50 higher per competitor.)

The motion to accept the 2009 budget was moved by Virginia LaRocque (RBPC – DC), the motion was second by Debbie Rau (NMPC–DC), and the motion passed.

USPC Board of Governors’ report: Mary Ann Turner announced the 2010 World Equestrian Games coming to Kentucky Horse Park. Championships will be in Lexington, VA for 2009 and 2010 and then Festival in Lexington, Kentucky in 2011. May 2008 USPC By-Laws is online. There are plans for a Junior Board for all PCer’s. Volunteers will now have background checks. USPC does have scholarships, they are selected by a review committee and this year six were awarded $1,000 each. Application deadline for next year is 4/1/2009. ICP (by USEA) program for instructors will continue, it was big success this year at Championships. There will be internships at Championships for different positions such as TD, scoring, etc.

Announcements: 1/15/2009 deadline for H-B/C3 application for rating in March through May 2009. Increase in USPC Championship fee of $50.00.

Awards: The Christine Blouin volunteer of the year award was presented to Katharine Hardy by Carol Noggle. Dawn Bellinger presented Carol Noggle with a basket of gifts and cards for all of her service for the Virginia Region. Dawn also showed a DVD show of all the images from over the years of all the kids, ponies and volunteers.

Carol Noggle adjourned the meeting.

Respectfully submitted, Mary Jane Skidmore, VRPC Secretary