AERC Board of Directors Meeting – March 10

An AERC Board meeting was called to order on Saturday Morning, 10 March 1990 by President Lindsay Taliaferro.

The newly elected Regional directors were installed. They are: Vonita Bowers, Tom Bowling, Larry Carlson, Cindy Collins, Eric Hovde, Dean Jackson, Lynne Wittle. Cindy Collins nominated Jamie Stillman to fill vacancy in the Southwest region. The newly seated board approved of her nominee. Jamie Stillman was sworn in and seated.

Officers elections were held and the new officers are: President, Maggie Price; Vice-President Les Carr; Secretary Arlene Morris; Treasurer Jerri Ayers-Scott;

Maggie Price and Arlene Morris were both presidential candidates, Joe Long and Arlene Morris were both nominated for the office of secretary. The other two officers had no opposition.

The AERC Board meeting was adjourned at 9:15 AM.

Respectfully submitted.

Louise Riedel (acting Sec.)

AERC BOARD MEETING

March 11, 1990 SPARKS, NEVADA

I. The meeting was called to order by new president Maggie Price at 8:45 AM.

II. The following Board members were in attendance. President, Maggie Price; Vice-President Les Carr; Secretary Arlene Morris; Treasurer Jerri Ayers-Scott; Joe Long, Barbara McCrary, Matthew Mckay-Smith, DVM; Lindsay Taliaferro, Larry Carlson, Crockett Dumas, Jamie Stillman, Cindy Collins, Louise Riedel, Nina Warren, Ann Cofield, Cliff Lewis, Tom Bowling, Lynn Wittle, Earle Baxter, Dean Jackson, Eric Hovde, Karen Beason, Vonita Bowers.

III. New Standing Committee Chairman are: Awards, Dean Jackson; By-Laws, joe Long; Competitions, Cliff Lewis; Convention, Cindy Collins; Education, Nina Warren; Elections, Vanita Bowers; Fund Raising, Les Carr (Raffle Jamie Stillman); International, Roger Yohee; Legal Mark Dees; Limited Distance, Carol Ranta; National Office, Jerrie Scott; Protest, Barbara McCrary; Ride Sanctioning, Louise Riedel; Rider Safety, Eric Hovde; Rules, Karen Beason; Trails, Crockett Dumas, Veterinary, Kerry Ridgway, DVM.

A new AERC International Relations and Education committee proposed by Lindsay Taliaferro. Scope of Committee (actually charter)

1. Exchange information and educational material with non US/Canada equine organizations.
2. To represent the AERC to all non U.S./Can equine organization and as requested attend or participate in meetings of such organizations.
3. To render assitance in the establishment of distance riding programs by non U.S./Can countries as requested.
4. To promote the ideals and principles of the AERC worldwide.
5. Such other duties as assigned by the president and/or board of the AERC.

Discussion followed, concern expressed over more emphasis on International, recommended that International be struck and Worldwide substituted. Board members felt purposes worthwhile. We do need AERC’s point of view and experience expressed at meetings. Exchange of idea is always worthwhile. Tom Bowling asked what cost International commitment was to AERC at this time. Lindsay made a motion to accept committee with name change, Cindy Collins seconded, motion carried.

IV. Regional Sanctioning Directors are:

Cen		Karen Beason	NE	Earle Baxter
MW		Louise Riedel	NW	Eric Hovde
MT		Sandy Ziemans	SE	Nina Warren
SW		Cindy Collins	West	Cliff Lewis
Special Events	Barbara McCrary

V. Unfinished Business

A. National Office Committee proposals to raise more money which were tabled from Thursday meeting. Discussion started on motion to add surcharge on entry fees for non-AERC members into AERC sanctioned events. Members were reminded to be Positive and therefore, discount or rebate better term than surcharge. Less suggested this could be linked with different discounts i.e. helmet wearing. Other proposals of dues raised, sanctioning fee increase were referenced. proponents of rebate motion cited increased funds. Participants in other equine disciplines use to added charge if non-member. Major problem is added work for Ride Managers at entry table checking verification. A number of Bard members felt rebate idea best. Board members with strong regional groups felt idea would be un-popular with their members. Several board members felt dues state same or lower if get more members, thus more revenue. Been 6 years since dues increase. Inflation been eating into that charge we are providing better services, larger newsletter.

Dialog changed from money to public relations and membership drive. We need to solicit new members at rides especially “first timers”. Unfortunately we ignored new people standing along walls loosing lost at convention. Tom Bowling felt we need to work with our “dealers” Ride Managers, to get new members at rides as they are selling the program. Form Ride Management Association. Have application forms do go out in Ride Manager’s packet. Was asked if they should be distributed instead by sanctioning directors. Mailing cost is an issue. as is sending out extra copies of AERC Endurance News to Ride Managers.

Joe Long moved and Larry Carlson seconded that motions regarding rebate, dues increase and ride sanction increase be remanded to National Office committee for presentation at mid-year board meeting. No change can be put in effect until 1 December 1990; we should continue to get feedback from membership. Increased fees were not built into the 1990 budget. We have $6,000 shortfall. We need more office space, not yet available and another staff person.

Lindsay Taliaferrro moved and Matthew McKay-Smith, DVM seconded we accept the budget as presented. Motion carried.

B. Legal and Insurance Committee – Mark Dees asked that we listen to a presentation by Potato Richardson regarding our Liability Insurance for Ride Managers. The Policy we had and would like us to purchase again is general liability. Covered the AERC, organization and members with $1 million coverage in AERC events. However, non-members not covered except with certificate issued by company, letter. (Believe this refers to U.S. Forest Service, BLM, etc.) Policy not good for Canadian rides. Total cost $14,000.

Although it is desirable to offer this service to Ride Managers, several regional organization shave their own coverage. Dividing policy cost between participating rides might make very costly. Board wanted to see written proposal before any action was taken.

C. Rules Committee Motions – Ch. Peter Ansorge

Limited Distance Program.

The Rules Committee moved these be accepted as recommended and go out to the membership for reading and then Board vote. If accepted will go into effect with new ride season. Discussion followed, many of the regional associations already using this strategy and this system is working in controlling speed. Carol Ranta questioned why an experienced Ride Manager could not put on a Limited Distance ride separately from an endurance ride.

15.1 Limited distance Rides may be offered, but must be sanctioned into the AERC Limited Distance Program and held in conjunction with an AERC sanctioned Endurance Ride and must be regulated by AERC Rules and Regulations with the following provisos:

1.5.1 Limited Distance rides must be at least 25 miles but must not exceed 35 miles.

1.5.2 Equines must be at least 48 months at the time of the ride.

1.5.3 The AERC records mileage for members, but the mileage remains in the LDP and is not transferable to any other AERC program.

1.5.4 Placements and best condition may be given

1.5.5 Ride management may allow elevation on horses 60 months or older from L.D. to the lowest full distance but for completion only.

1.5.6 LDP riders must be separately and specially briefed.

1.5.7 Veterinary control of the ride must include:

1.5.7.1 A minimum of one vet check near the half-way point, with gate-into-hold criteria.

1.5.7.2 Disqualification for any horse not meeting the vet criteria within 30 minutes of arrival at either a vet check or the finish line.

1.5.7.3 Competitors ride time continues until they meet pre-set veterinarian recovery criteria for finish. Time should be (will be) taken when successful exam is requested.

1.5.7.4 The standard pre-ride and post-ride vet evaluations showing the horse fit to continue. A horse with an irregularity of gait consistently observable at a walk and/or trot under all conditions and thought to cause pain or threaten the athletic future of the horse will be disqualified.

1.5.8 The following rules from AERC Rules and regulations are not applicable to Limited Distance rides:

#1 through 1.22; #6.2.1.5; #8 and its sub-numerals, except 8.2, 8.2.1 & 8.3; #9.2.1 & 9.3; #9.4 and its sub-numerals.

Lindsay Taliaferro moved Rules committee report be accepted, Cindy Collins second, Motion passed unanimous.

Rules Committee – Veterinary Control

Proposed for # 2.1 Ride employ more than 1 vet. Discussion tabled until Vet. Committee report.

Motion made by Les Carr, second by Joe Long, to change 8.5.5.1 to read “When there are fewer than eleven (11) Senior starters (all Weight divisions added together), all bonus points (Overall and weight Division) are reduced by the following methods . . . Modify 8.5.3 by replacing number of starters with total number of Senior starts. Motion passed unanimously.

D. Veterinary Committee Motions – Ch. Kerry Ridgway, DVM.

Veterinary qualifications – Motion as recommended by committee: All veterinarians providing control services to AERC sanctioned rides must be members of AERC. (Can either be regular or veterinary member) Motion passed.

AERC Drug Rule Motion to replace #13 and 13.1 which are not valid statements. The integrity of endurance competition requires that the horse is not influenced by any drug, medication or veterinary treatment. Endurance horses must compete entirely on their own natural ability. AERC prohibits from competition horses who contain evidence of the administration of abnormal substances or of normal substances in abnormal amounts (exogenously administered compounds even if normally found endogenously). Since the complete effects of such administration cannot be known, the fairness and safety require the prohibition of such practices. Motion passed. Discussion as when this should go into effect. Cindy Collins moved the replace of AERC rule #13 take effect immediately. Arlene Morris seconded. Motion passed.

Discussion on how to explain this to membership. Veterinary committee asked to write an article explaining what is acceptable, many things will give a positive test i.e. liniments with camphor are not legal as masking. It was recommended that the AERC legal committee work with Veterinary committee to write up a waiver for use on all Entry forms for rides giving permission for testing.

Rule #2.1 regarding number of veterinarians at ride. This is only a problem at a few rides. Board understands that this can be very expensive for managers with small ride entry. Motion presented by Committee which would have mandated two veterinarians with the exception of multi-day rides withdrawn for more work by committee. Matthew McKay-Smith, DVM proposed this statement as replacement: “That Ride management must guarantee continuous and simultaneous veterinary coverage for both control and treatment at that event; both pre-ride, during ride and post ride treatment with one veterinarian being at the ride site for at least one hour after the last horse in to camp.”

Veterinary committee asked about several motions and guidelines presented to the 1989 Board for approval. One specified that a Ride veterinarian had to be at the ride site for a longer period of time than one hour or that a designated treatment veterinarian residing in the vicinity be on call. They are not in the approved minutes and Veterinary committee chair will research and re-present.

Another motion from the veterinary committee is: That all veterinary control check points be staffed by a veterinarian who will provide the required control. The type of checkpoint and duration of hold will in all cases be designated by the head veterinarian. It is recommended that all check points be of the “gate into a hold” type.

Discussion started about the difference between a Ride management control point manned by lay people and out of camp veterinary checks. Having lay people, including veterinary students, making judgments on horses is illegal. The veterinary committee wants remote veterinary checks staffed by a veterinarian. Motion passed.

Discussion on when this is to take affect. Lindsay Taliaferro moved, Arlene Morris seconded to take affect in 120 days. Concern that as a new rule needs to be in rule book which will not be published until fall. Matthew Mckay-Smith, DVM suggested be policy immediately, take effect as a rule next year when new edition of rule book out. This met with board approval and previous motion so amended.

Further clarification of rule 2.1. At present, it is possible for a Ride Manager to hire self as Ride Veterinarian. Motion: That a veterinarian who is serving as a ride manager of an AERC sanctioned event be prohibited from serving that same event as a Veterinary control official. Roll Call vote: Aye: Les Carr, Barbara McCrary, Jerri Ayers-Scott, Joe Long, Lindsay Taliaferro, Matthew Mckay-Smith, DVM, Larry Carlson, Crockett Dumas, Jamie Stillman, Louise Riedel, Nina Warren, Ann Cofield, Lynn Wittle, Dean Jackson, Eric Hovde, Nay Cliff Lewis, Tom Bowling, Earl Baxter, Karen Beason, Abstain Cindy Collins, Arlene Morris. Motion Carried.

Special Rule for championship series: Synchronous Diphragmatic Flutter must not be present at the time of the required veterinary examination at any check point including the post ride examination. Its presence will be deemed a disqualification of the horse. Motion came as a recommendation from the Veterinary and Competition committee. Motion passed.

A motion: to expunge from records, due to fraudulent filing, the completion of 4 riders, whose horses the veterinarians had disqualified but Ride Management re-instated (due to pressure). Ride Pawnee Grasslands held 4 November 1989; was made by Matthew Mackay-Smith, DVM and seconded by Arlene Morris. Many board members did not know about this controversy. Louise Riedel, whose Ride Sanctioning committee had been involved gave the board an over-view of the problem. Due to a number of reasons, Ride Manager Terry Dye was censured but will be allowed to put on more rides. Provisions laid down by MT sanctioning Director are NOT in effect.

Mark Dees informed us we might be in violation of our by-Laws to change the results so many months after the fact. Board members informed him this issue has been under discussion for a number of months.

At this point, 12:45 PM Board recessed for an hour’s lunch. The board re-convened at 2:00PM and discussion continued. The veterinary committee felt that re-instatement of riders broke our rule 2.1.3. Motion amended to read: Ride results fraudulently filed; therefore, the four (4) people did not complete. Motion passed.

Matthew McKay-Smith DVM, suggested a new rule, He moved, Joe Long seconded that we add: The rider/owner of a horse disqualified by a ride veterinarian should be notified immediately by that veterinarian and/or the Ride Manager. Motion passed to become a rule after 120 days will be #6.2.2.

Mark Dees to immediately call the riders involved in the situation so they receive first hand knowledge of board action. He reported back that; one was reached, Ride Manager was left message and he was continuing to call other riders involved.

Competition Committee –

Arlene Morris suggested that to generate more interest in championship that a limited edition print be awarded Top Ten in each Weight division. Recommended idea be considered by Awards Committee.

Reminded that on Thursday evening we had set new calendar for 1991 National Championship Ride season, rides completed after 1 September 1990 through 21 July 1991 will be used to figure those qualified to compete in the fall 1991 AERC National Championship series. Dates tentatively approved for these rides are 21 August (Labor Day weekend) W, MT (Hunting season), Cen, NE; 5 October WE, MW; NW; 2 November Southeast.

Motion from competition committee to: Increase to 1 ½ bonus points for rides of 100 or more miles in one day; Passed. To take effect 1 December 1990.

Cliff Lewis requested that his Die Hard series of 3 rides be the West region National Championship ride and that for those riders doing the Die Hard series, that the mileage could be more than 150 miles for the 3 day series. Much discussion ensued, many wanted to know why he could not add another loop for the championship which is to be a 2 day ride with total mileage someplace between 120 and 150 miles. Barbara McCrary felt must be a bona fide historic trail or historic event to receive special sanctioning. Although the Comstock load is nearby Cliff, had no occurrence or trail data to justify Historic designation.

President Maggie Price called for the question. Matthew Makay Smith, DVM moved to continue debate, Cindy Collins seconded, motion passed and debate continued Louise Riedel moved and Cindy Collins, seconded the following motion: In accordance with the fact that special rules have been applied to the championship series; I move that the Die Hard ride as the final championship ride be allowed to be over 150 miles. A Roll Call vote was requested. Voting Aye, Les Carr, Joe Long, Cindy Collings, Louise Riedel, Cliff Lewis, Earle Baxter, Dean Jackson, Eric Hovde, Nay Barbara McCrary, Jerri Scott, Lindsay Taliaferro, Matthew Mackay-Smith, DVM, Larry Carlson, Crockett Dumas, Nina Warren, Tom Bowling, Lynn Whittle, Karen Beason, Abstain, Jamie Stillman, Arlene Morris. Motion Failed.

If any rider wishes to do both the championship series and the last day of the Die Hard Series, must ride a different horse.

Cliff received and passed along a suggestion from AERC founder Phil Gardner suggestion was made about having Teams (five people) and a Team category at some rides. Possibly even a team award category. Mark Dees and the legal committee will work on the idea.

There was a recommendation to have all the Regional awards on Friday evening at AERC convention; perhaps in conjunction with Trail Digest and ERA Awards. Some Board members pointed out that regions with strong regional associations might not be in favor of this. Better that officers and AERC Board members go to regional meetings and talk about AERC. Regions might schedule conventions later so more likely AERC regional awards will be ready. Apparently some AERC members come to convention thinking they will be getting award and find out not so. Idea was remanded to the convention and Awards committee.

Date of 1991 convention weekend of 1 March.

Motion made by Less Carr, Arlene Morris second; to approve second year of Soldiers Meadow 5 day ride in northwest Nevada. Date 25-29 June 1990. Motion carried.

A four day series for the XP to replace a 3 day was discussed. Since rest of XP has been approved, board felt changed did not need motion.

A sanction request had come in for a seven day ride bite the Bullet from Cheyenne to Evanston, Wyoming was discussed. There was an old race due to a wager by local newspaper whether or not horse could beat UP railroad train. Suggest people interested put on a one day endurance ride this year and try longer one in future. Ride date May 27 to June 2. Ride not approved as there is a 2 day ride in Mountain Region within about 150 miles of Bite the Bullet.

NEW BUSINESS

1. Boundary change – Moved by Lindsay Taliaferro and seconded by Les Carr to approve the moving of a small piece of (south western) South Dakota from Midwest to Mountain Region. Directors in both regions felt comfortable with the change. Map was included with directors agenda. Motion approved.
2. Protest committee things that protest fee should be higher especially if effects placings and points. Protest be redefined as a problem that may change outcome of placings, points. Reinstate Grievance with lower fee that is designed to draw attention to problem but has not restitution. Suggest that the regional director who does not do sanctioning should handle protests. Remanded to committee for presentation as a motion at a later date.
3. Mid-Year Board Meeting – Time and place will be selected IF there is need for such meeting. Matthew asked that each committee chairperson send a short resume of what it is working on out in a Director’s Packet. Rest of directors read over, comment on what they’d like to see happening or they feel needs to be addressed. Responses collated and then see if truly need for meeting or just be more prepared for next March annual meeting. Lindsay Taliferro moved and Cindy Collins seconded that the AERC Board meeting be adjourned at 4:00PM Sunday afternoon.

Respectfully submitted,

Arlene C. Morris, Secretary