AERC BOARD MEETING JULY 17 1998
KANSAS CITY, MISSOURI
STRATEGIC PLANNING SESSION
The meeting was called to order at 8:15 by President Dane Frazier. Also answering to roll call were Susan Kasemeyer, Jim Baldwin, Stephanie Teeter, Mike Tomlinson, Donna Snyder Smith, Terry Woolley Howe, Courtney Hart, Tnlby Pederson, Maryben Stover, Maggy Price, Vonita Bowers, Brenda Baird, Earle Baxter, Randy Eilund, Dean Jackson, Roger Blalock, Susan Schomburg, Crockett Dumas, Ramey Peticolas-Stroud, Jan Worthington, Louise Riedel, Barbara McCrary, and Doyle Patrick, executive director.
President Frazier stated the purpose of the meeting: by planning ahead we will try to forestall crises. We need to envision our future and focus on goals rather than solve immediate problems. Members, when asked what AERC should do, listed the following functions: record keeping, promotional, education, political (trails), public perception, define endurance riding, recognize accomplishments, customer services/member engagement, regulatory/oversight; develop standards, ethics, concern for people and animals, research, problem prevention vs problem reaction.
A suggested definition of AERC--"an organizing, coordinating, administrative body dedicated to the sport of distance riding, education of riders, veterinarians and other participants, preservation of multi-use trails, and the safety and well-being of horses and riders."
NATIONAL OFFICE PLANNING -Doyle Patrick
Financial accountability - long term financial health of AERC
1. Revenue generation: build and maintain memberships
2. Expense control (no overtime unless approved). Staff size. Need for cross training
3. Long term balance--ideally have year's operating expense on hand. Endowments
4. Improved forecasting,
Membership - Promotion (Equitana etc.)
Other equine magazines
Goal of 7500 members - 1999
SPONSORSHIPS - Randy Eiland
Three contracts have been finalized with $27,000 raised: EZ Boots, Horse Sport Association, Sundowner. Categories still available; three national, plus regional.
A new member questionnaire is needed to present information to potential sponsors.
AWARDS- combined with sponsorships. Sponsors want 20% of what they are funding to go to awards. Goal-to expand awards in each region to top ten.
ARTICLES OF INCORPORATION~BY-LAWS- Ramey Peticolas-Stroud
Changes must receive approval of 2/3 of the membership by mail ballot, it will be sent along with ballots for election of directors at large. Proposed changes may include the fact that AERC at present can do business only in the U.S., provision for adding electronic conferences as a means of conducting AERC business (to be implemented for the future), and the proposal of requiring horses to have reached 72 months of age to be eligible for 100-mile competition.
In the past there have been no records of mail votes--these need to be incorporated into the official minutes in the future.
NATIONAL RIDER DEVEI.OPMENT PROGRAM (NRDP) - Ramey Peticolas-Stroud
This program was first suggested by AERC-International. its scope possibly should encompass AERC. it is proposed to set up the first series of 2-day seminars as Level 1 at the Limited distance level. Each day would include six modules (Day 1‑‑-- equine physiology, training vs conditioning, mechanics of equipment, the normal horse, balanced rider mechanics, and ethics) (Day 2 -- footcare/shoeing, nutrition, introduction to pacing, trailering, comping & equipment, trouble shooting)
Instructors -- resumes would be solicited. Instructors would attend 3/4 day "train the trainer" sessions. Attempts would be made to get sponsorships for the modules and for duplication of materials. Level 2 would apply to 50 mile rides, Level 3 to 50+ miles, Level 4 to national and international rides. There would be a test, and a certificate of completion would be given.. It is proposed that entry fees would be $50. Any income to AERC would be tax-exempt because of its educational aspect.
1999 CONVENTION--Ramey Peticolas-Stroud
Two alternatives were presented: The Atlantis Hotel + the Reno Convention Center, or the Silver Legacy Hotel (which would include a facility for meetings); however for the Silver Legacy, the announced dates of Feb 17-20 would have to be changed to Feb 24-27. A straw vote resulted in the Board's approval of changing the dates and selecting the Silver Legacy as the facility.
The present policy of moving convention to the eastern part of the US every 5 years was discussed. The Lexington convention resulted in approximately $20,000 less income than the Reno conventions.
It was also suggested that vendors be given an extra "move out" day to enable them to remain open longer and also to participate in the banquet and awards.
COMPETITIONS-- Maggy Price
National Championship Series -- There is a need for information as to the status of participants in the series. It was suggested that riders indicate their intent to participate in the NCS, with their names being indicated on ride results. there was also a suggestion that the NCS be combined with a championship ride, with entrants having qualified in the regional rides.
Money rides - referred to committee
Limited Distance - referred to committee, especially the subject of rides of 24 miles or less not coming under the LD format
FEI has approved dual-sanctioned events. Does AERC wish to encourage more such events?
We need to develop a consistent policy regarding International funds, especially concerning interest that should have accrued.
Balloting for international zone representatives and AERC directors should be combined.
A suggestion was made to invite foreign endurance personnel to convention.
TECHNICAL--Referred to committee.
Meeting adjourned at 4:S0
Louise Riedel, Secretary