Current insurance will not expire until 2/22 so Rockwell event is covered under current policy.
$50-$100 charge for event
Purchasing insurance for Board members approved. Cost ~ $780 for income of less than $50,000
Insurance is charger per event
2009 insurance costs ~ $900 for all events.
Carol to send estimated event list to Trish to get insurance cost estimated for 2010 (starting on 2/23)
Recommended paying for insurance on facilities that host ADU events
Gary Rockwell event
Insurance (see above)
Carol S. passed out a projected expense/revenue report
Suggestion on earmarking profits from event to a similar event in 2011. All agreed this was a good idea.
Attendees as of 1/19
5 for USDF continuing education credit.
2 auditors
8 other expected but known as to CE or audit
Georgetown Library conf room reserved with pull down screen.
ADU will provide Coffee but no food.
Cafeteria available at library
Day one 90 minute lunch break. Local restaurants will be contacted to try and arrange discounts
Day two 45 minute lunch break. Order form for sandwiches will be passed out for Red Poppy Cafe
Policies and Procedures
Very good - need to add responsibilities
Team leaders divide up entire list to get everyone on a team
Jenna and Lori - Shows and workshops
Monthly audit of membership list
Robin/Kay to update Board monthly
Current list to be sent to event coordinators 3 days prior to event
Lynn to investigate publishing membership list on ADU website with controlled access requiring a password
ADU communications
Dennis expressed concern of too many communications getting sent out.
Lynn to send out weekly ADU e-mail on Mondays assuming a communication needs to be sent out.
Submission deadline Saturday for weekly e-mail
Dennis to develop spreadsheet combining multiple e-mail lists
Cean to provide e-mail lists
Request of return of membership dues from ADA
ADU provided own insurance
ADU did own fund raising
Only benefit received was ADA directory
Robin to send report to ADA
lifetime memberships
5 year memberships
Do we want a portion of 1 year memberships back?
Send certified to ADA President with deadline. I think the deadline should be one week after their next Board meeting but we need to decide this definitively.
Side note, ADA fiscal year ends in September. ADU account was closed at that time. New Account opened in November.
Verification of e-mail addresses
Dennis (really this should be everyone) to report bad e-mail addresses as discovered.
Lynn to put form on Website to allow members to submit address changes.
Lynn/Dennis to contact Iliana about Jumla access control to securely publish member list on the web
Member drive
Gwen has list of members who have not rejoined in 2010
Gwen to contact members who have not signed up
Gwen to inquire on if members want to server on Board
ADU Logo merchandise
Use for gifts and fund raisers
Membership Recognition Team to use.
Visors, Pens, polo shirts
Pewter plates might also be used as gifts (no logo) (Board approved purchases)
Use as thank yous (less than $20)
Supplier
Check membership for anyone who might have such a business
local supplier if possible
online suppliers available
Need to solicit people to put on teams
Board meetings open to the membership
I think they need to RSVP so we can reserve enough room.
Elections
13 ballots. Every ballot voted for existing members of the Board.
Young Horse Workshop
30 attendees
7 new members
2 possible new members later
Use Young horse workshop as learning experience
Develop checklist for future events
Each team should develop P&Ps and recruit team members
List of events
Feb
Gary Rockwell
Workshop
March
Howard - Show duties
Stern - something illegible, anyone remember what she wants to do?
April - nothing due to shows every weekend
May
If horses could talk 14th-16th, offer support only, no sponsorship or endorsing
June
6th Fair's symposium and High Tea
July
3rd - something I cannot read
Practice show/workshop
Centered Riding
August
Centered Riding
September
Shows
October
Simulator - subsidize ADU members
November
2nd Saturday - party - Amy Denny has offered use of her facility
Board voted to be included in simulator trip sometime in October
Cook book
106 sold
in tack shop
$2 from every sale to go to favorite charity
Board meetings
Wednesdays agreed upon, will revisit as necessary
Next meeting on Wednesday March 3rd
Cean needs to purchase office supplies for Judges, Board approved.
