Board of Directors Meeting

March 3, 2002

NOTE: the Board has not yet approved these minutes. Any corrections and additions will be published in a subsequent issue of Endurance News.

 

The meeting was called to order by President Barney Fleming at 7:30 a.m. Also present were Roger Rittenhouse, Dane Frazier, Steph­anie Teeter, Louise Riedel, Susan Kasemeyer, Maryben Stover, Becky Hart, Vonita Bowers, Maggy Price, Dean Jackson, Stan Eichel­berger, Duane Barnett, Margie Burton, Randy Eiland, Jan Jeffers, Mike Maul, Connie Caudill, Patti Pizzo, Jim Baldwin, Jan Stevens, Gail Williams, Terry Woolley Howe, Roger Taylor, Louise Riedel, John Parke and Executive Director Kathleen Henkel. Absent was Mike Tomlinson.

Opening Remarks: The president thanked all for being at the convention and for all the effort that the board members have put in over the last year.

The ground rules were reviewed again. Let’s do the best job we can and have some real good planning and suggestions and discussions in our committees.

The midyear meeting was discussed with possible dates B. Fleming was available. A site for the meeting will be decided later.

 Secretary’s Report: Secretary’s report was given on Thursday. Sunday’s minutes will be available for BOD for approval soon.

Confirmation of Committee Appointments. B. Fleming passed out a list of selections for committee chairs. Awards Š D. Jackson; Competitions Š T. Woolley Howe; Convention Š S. Kasemeyer; Education and Safety Š M. Price; Executive Committee Š L. Riedel; Elections Š M. Maul; Finance Š V. Rutter; International Š M. Foss. DVM; Junior Š M. Stover; Legal and Bylaws Š J. Parke; Limited Distance Š G. Williams; Media Š G. Stewart Spears; National Awards Sponsorship Š D. Jackson; National Championship Š D. Fruth; National Office; T. Woolley Howe; Protest and Grievance Š J. Parke; Ride Managers Š C. Caudill; Rules Š R. Eiland; Sanctioning Š V. Bowers; Special Sanctioning Š V. Bowers; Technical Š M. Maul; Trails Š J. Fruth; and Veterinary Š J. Kerr, DVM.

M. Burton moved and T. Woolley Howe seconded that ‘the nominations for committee chairs be accepted.’ Motion passed unanimously.

Trends in Endurance 2000-2001. M. Maul presented a spreadsheet showing rider starts between 1996 and 2000 broken down by region. There was a 2-3% increase per year. Rider starts did not increase from 2000 to 2002 indicating we had a ‘flat year.’ Rider starts were spread over more rides in 2001, meaning fewer riders per ride. LDs, multi-days and 50s are the only growing part of our sport; 100-mile rides continue to be a smaller part of our members’ activities each year. LDs/50s are driving the growth in most regions.

Southeast Region Funding Request. S. Kasemeyer requested $1,000 from the AERC to put up a booth at the Georgia Horse Fair. The money would be used for booth space, updating material in booth, and stalls for horses for the weekend. Ann Schofield has made up a packet that will be put in the national office of ‘How to put on a clinic’ that can be sent out to groups needing material for clinics. An article will be written for the Endurance News on how to put on an endurance clinic.

Motion made by S. Kasemeyer and seconded by R. Taylor ‘to make available to the Georgia Endurance Riders and SE Endurance Riders Association $1000 for the Georgia Horse Fair.Ó’

R. Eiland stated that this is a timely request after M. Maul’s presentation because in 1999 when we did the Sundowner discount, we also at that time were going out to the stock sale shows and various other expos and the office had a booth that they would send out to promote AERC and endurance riding along with discount programs, and we saw a big jump in membership, and I believe that it does relate with an increase in starting riders. This should be coordinated from a central location such as the national office and they in turn would work with the regional groups.

D. Jackson: I think we have two big issues, the education and marketing. I think we continually have to be marketing. We are getting two benefits Š education and marketing.

 B. Fleming stated that this would not be a check for $1000 sent to the SE Endurance Riders. It will be $1000 credit and the office will disburse funds on invoices and bills. It will be tracked and we will know exactly what it goes for. Passed 23-2.

National Championship Committee. Diane Fruth presented recommended guidelines for the National Championship Committee, duties of the National Championship Committee and makeup of the National Championship Committee as well as eligibility requirements to be adopted for the National Championship Ride for the year 2002; year 2003 and 2004.

A point of order was called by J. Parke that we should treat these motions one at a time. The motion for year 2002 and 2003-2004 are really two motions.

J. Parke moved, seconded by R. Taylor that ‘For the year 2002, a minimum of 200 endurance miles of rider and horse team and top five in the rider’s weight division at a sanctioned ride during the qualification period* or 1,000 career miles of ride and horse team. *The qualification period is between the 13th and the 1st month preceding the date of the National Championship Ride. ‘

After discussion, V. Bowers made an amendment to the motion as follows: ‘Year 2002 minimum of 200 endurance miles of rider and horse team and top five in the rider’s   weight division at a 50 mile sanctioned ride during the qualification period for the 50 mile ride, and top five in the rider’s weight division at a 100 mile sanctioned ride during the qualification period* for the 100 mile ride or 1,000 career miles of rider and horse team. (*The qualification period is between the 13th and 1st month preceding the date of the national championship ride.)’

Passed Š 23 yes, 1 no, 1 abstain. Original motion by J. Parke was withdrawn.

Motion by J. Parke, seconded by R. Taylor to have ‘For the years 2003 and 2004 a minimum of 300 endurance miles of rider and horse team and top five in the rider’s weight division at a 50 mile sanctioned ride or 100 mile sanctioned ride during the qualification period* or 1,000 career miles of rider and horse team. (*The qualification period is between the 13th and 1st month preceding the date of the national championship ride.)’ Passed.

M. Burton moved and seconded by M. Price ‘that funds be allocated from the annual budget for the year-end awards for the National Championship Ride, in an amount not to exceed $3,000. This would be an ongoing budgeted item regardless of whether a national champion sponsor was obtained.’’ Motion failed.

R. Eiland moved and seconded by C. Caudill that ‘the AERC National Championship 50 and 100 mile will be one of the standardized AERC national award categories.’ Motion passed.

Trails Committee. Jerry Fruth gave a presentation on trail preservation and how it works. AERC has trail advocates in almost every state and they work with land managers. The AERC Trails Committee member shares its knowledge with other trail users on a regional basis, is the sounding board for trail initiatives within the committee, work as trail advocates within their state and are trail preservationists with a long history of working on trail issues. The AERC Trails Chairman acts as a clearinghouse for all types of equine trail information and issues on the national level; promotes the implementation of regional equine trail symposiums. The chairman of the AERC Trails Committee’’s time is devoted to daily contact via internet, sharing information with endurance riders and other trail rider organizations; attend equine trail symposiums; seek ways to improve relations with other trail user groups; give presentations on trail preservation, testimony before state legislatures and provide information at hearings dealing with new land management objectives as well as serving on the American Horse Council Recreation and Land Use Committee.

 Moved by J. Fruth ‘to direct the AERC office to make a 501h election and file the appropriate form no later than March 15, 2002.’ J. Parke pointed out that we are voting to give ourselves the ability to lobby without endangering our tax status.  J. Taylor called for the question.

S. Kasemeyer called for a roll call vote. M. Price yes; M. Stover yes, B. Hart yes; D. Jackson yes, S. Eichelberger yes; D. Barnett yes, S. Kasemeyer yes; D. Frazier yes, L. Riedel yes, M. Burton yes, V. Bowers yes, R. Eiland yes, J. Jeffers yes, S. Teeter yes, R. Rittenhouse, yes, M. Maul yes, C. Caudill yes, J. Baldwin yes, J. Stevens yes, G. Williams yes, T. Woolley Howe yes, R. Taylor yes, L. Riedel yes, J. Parke yes. Passed.

J. Fruth moved and seconded by M. Burton ‘to add to the 2002 trails budget the amount of $5,000 for payment to the American Horse Council as membership dues with the check to be written no later than March 30, 2002.’ Passed unanimously.

 J. Fruth moved ‘to waive full compliance with the qualification requirements for grants to other organizations funded by the AERC dealing with the $5,000 payment to the American Horse Council.’ Passed : one abstain.

J. Fruth stated that in the trails budget for this year $1,500 was set aside for Enviro-Horse to underwrite research on the weed-free hay issue. The Trails Committee is requesting that the $1,500 be used for the purpose of a biological study in the Spenceville Wildlife Preserve/Camp Far West site.

J. Fruth moved ‘’to authorize the payment to Enviro-Horse of $1,500 for a biological study to be conducted in the Spencerville Wildlife Preserve/Camp Far West site in lieu of payment in the same amount to Enviro-Horse previously authorized by the Board for a study on the weed-free hay issue.’ Passed Š unanimous.

Competitions Committee. T. Woolley Howe reported that the Competitions Committee met with the National Championship Committee. The guidelines were straightened out. There are no more motions from the Competitions Committee. A possible name change for the National Championship Ride was discussed, but will be handled by that committee at a future time. We discussed what is on RideCamp now where some people are talking about the issue of de-elevator rides where you sign up for 100 miler, you do not finish and maybe you should get part of the points. There is a concern that in the National Championship this year there was a feeling that some ringers were brought in. The horses that were supposedly qualified were not the ones that were brought in instead of ringers and the possibility at some future date there will be chips inserted in our horses so that we will know exactly who is there.

Awards Committee. D. Jackson reported that he had two new breed awards. They were awarded at convention this year. The Foxtrotter Association sponsored an award as well as the BLM from Nevada. There is no cost to the AERC.

R. Eiland moved and R. Taylor seconded Ņto remand any consideration of additional awards from other organizations to the appropriate committee, the competitions or awards committee to reconsider and bring back to the board.’ Passed.

Media Committee. J. Stewart-Spears reported the Media Committee consists of six members; three of which were present at the meeting. The committee met with Troy who does the graphics and layout for Endurance News. It was a very productive on how the committee can work closely with the EN. Highlights from the convention will appear in the April issue of EN. This will be followed with an article in the following edition. This year the Media Committee will be focusing on rides that have not been covered previously including more rides west of the Mississippi. The Media Committee will also provide the AERC office with a format for ride managers to make coverage of their rides possible. Magazines that have had endurance articles done by the committee are: Practical Horseman, Chronicle of the Horse, HorseCity.com, Horse Sports Canada, Ride, Arabian Horse World, Horse Illustrated, Quarter Horse USA, Western Horseman, Equus, Arabian International, USET Equestrian, Trail Blazer, and Endurance World.

Veterinary Committee. D. Barnett reported that the FEI needs something in writing from the AERC to support them better concerning the no drug rule. D. Barnett moved ŅThe AERC on the recommendation of the AERC International Committee and the AERC Veterinary Committee request a repeal for the discipline of endurance riding of the recently passed rule of FEI allowing the use of anti-ulcer medications.’

After some discussion it was decided to take out the word ‘repeal’ and use ‘variance’ instead. The maker of the motion amended it to read ‘The AERC BOD, on advice from the AERC Veterinary Committee and the AERC International Committee, request a variance for the discipline of Endurance Riding to the recently passed FEI rule allowing the anti-ulcer medication during competition. The AERC BOD, on advice from the AERC Veterinary Committee and the AERC International Committee, is in favor of endurance remaining a Ōno foreign substance category sport.’ Passed unanimously.

The Veterinarian Committee proposed at midyear to change the wording of the AERC rules to include that the control veterinarian’s job was also to look out for the welfare of the horse. At midyear that was remanded to the Rules Committee. It has been through the Rules Committee and the Rules Committee proposes it as a rule change of Rule 2.1.2.

D. Barnett moved that ‘Control veterinarians are all veterinarians employed by ride management to monitor the equines and counsel riders and ride management on equine welfare as well as to uphold the AERC rules. A control veterinarian must be an AERC member, either as a regular member of as a veterinary member. A veterinarian supplying treatment only is not required to be an AERC member.’

After some discussion it was decided to take out the word ‘all.’

D. Barnett made an amendment to the motion that, ‘Control veterinarians are veterinarians employed by ride management to monitor the equines and counsel riders and ride management on equine welfare as well as to uphold the AERC rules. A control veterinarian must be an AERC member, either as a regular member of as a veterinary member. A veterinarian supplying treatment only is not required to be an AERC member.’ Passed unanimously.

International Committee. Mark Dial reported that the committee met on Friday. The 2003 Pan American Championship site was discussed. Two sites were known to be interested. The Mt. Adams Endurance Ride in Trout Lake, Washington made a presentation to the committee. This group has put on FEI rides in the past and they have an established trail and they have a good management team in place. The committee felt like at this time that this was the best group to put on the ride. During the discussion it was recognized that there needs to be published guidelines for people desiring to nominate their ride for a Pan Am Championship. The committee will work with USA Equestrian to make recommendations to include in the next revision of the international procedures.

The committee feels there needs to be a higher standards or ‘leased horses’ competing in high level rides. The committee would like to propose a higher mileage requirement for the horses that are going to be leased to either other countries or other riders. The committee will develop guidelines for approval. The committee also recommended that all zones form their own 503c non-profit corporations for the purpose of fund-raising and managing finances for the zones.

M. Price moved and M. Burton seconded that ‘The International Committee wishes to donate $5,000 to the USET, specifically designated for use by Endurance.’ Passed unanimously.

D. Frazier explained that it takes $250,000 for USET to fund a team and they have an ability to earmark funds directly to a discipline. All we have to do is make a notation with the check that this is to go strictly for endurance. It does not go into the general fund. What it will be used for is directly to support our International team.

B. Fleming: As a point of order, I would like for a director from this table to make that motion to that effect for Mark. He is representing the chair of the committee, but he is not the chair of the committee.

D. Fraizer moved and seconded by V. Bowers that ‘The International Committee wishes to spend up to $1,000 for shirts that will be donated to volunteers who will attend the 2002 WEC in Spain.’ Passed unanimous.

The committee discussed the liability exposure for veterinarians at International and FEI rides. Most vets working these rides are from out of state. In many cases, they are practicing illegally and are not covered by any liability insurance. As a start in addressing this issue, the International Committee requests the Board to consider changing the AERC rules to require that the diagnosing and treating veterinarian be licensed in the state in which the ride is being held. This motion should be presented jointly with the Veterinary Committee.

D. Frazier stated we have had a rule change, it has not been through The Rules Committee. D. Frazier moved that this be remanded to the Rules Committee for further solidification so when it comes back to the board, we need to have it come back as an addition to or substitution of rule number so forth, how it is going to fit in our rule book.

D. Barnett stated that the Veterinary Committee, the Legal Committee and the Rules Committee can work together on this.

The above was remanded to one or two committees. B. Fleming instructed that the three committees consult and see if they can come up with something for us to discuss at midyear.

The International Committee discussed the recently passed FEI exception to the ‘no drug policy.’ The committee requests that the board approve and forward to USA Equestrian and FEI the above motion was already passed.

M. Dial said the committee was presented with the New Masters Series. It was discussed and no action at this time was taken.

R. Eiland stated that it would be good if the National Championship Committee and International could work together to try to coordinate ride dates that do not conflict.

Elections Committee. M. Maul: We have a motion from the Elections Committee to change the procedures. The only thing that this change does is to change the nomination date for directors from October 1st back to September 15th. This gives the office more time to get the nomination statements together, to get the mailing together and get it out to the membership in a timely manner.

M. Maul moved and G. Williams seconded to ‘Change the date for nomination from October 1 to September 15.’

After discussion it was pointed out it was in the bylaws. Motion withdrawn.

Miscellaneous Motions: S. Teeter moved that, ‘No later than three weeks after a meeting of the BOD, the executive director shall summarize all action items or motions which were approved by the BOD and shall provide this summary to the BOD along with: 1) effective date and 2) any individuals or committees to which the action item has been delegated; and 3) an estimate of the cost to the AERC of carrying out the proposed item.’ Passed unanimously.

Implementation of this policy will be effective immediately. My intent is to have in three weeks a summary of everything that we did this week.

Canadian Sanction Issue: M. Maul reported that 16 out of 768 AERC rides are held in Canada. It cost more to put on rides in Canada than the United States due to the exchange rate. M. Maul moved and seconded by R. Taylor that, ‘In the interest of addressing the Canadian member request for relief from the high conversion rate, there will be a one year trial (2003 ride season) where the difference between the ride manager fees in current USD and the Canadian rate will be refunded after all fees are paid in USD. If the 2003 fees collected from Canadian rides is not equal to or greater than those of the 2002 ride season, the trial will not be continued.’ Passed unanimously.

Junior Brochure: R. Taylor reported that the junior brochure is ready to be printed and sent out. Four committee members did not see it for approval, nor did the new board members. Moved by R. Taylor and seconded by J. Parke  ‘to accept the junior brochure as it has been presented to the board.’ In favor 4. Against 16. Abstain 5.

 Convention Committee. S. Kasemeyer reported on the Chattanooga site for the convention next year. Prices are about the same as here in Reno. There was a question that the site has never been approved by this board. Motion by S. Kasemeyer and seconded by S. Teeter ‘that we accept Chattanooga as our 2003 site for the 2002 convention.’

It was decided that a motion was not needed. S. Kasemeyer withdrew motion.

USA Equestrian: J. Parke reported that he met with Alan Balch on Saturday morning regarding affiliation with USAE. The USAE wishes to be the national governing body. They want to govern all equestrian sports. J. Parked read a letter that he drafted to be sent to the USAE.

 J. Parke moved and R. Taylor seconded that ‘The AERC BOD approve this letter to be sent to the USAE.’

D. Frazier pointed out that if the document is sent as it stands with the word ‘national’ left in that the organization is going to view that as calling under purview of an international discipline that has world championships, whether we agree with it or not. R. Rittenhouse asked if the letter had an escape clause.

J. Parke then amended his motion to read, ‘The AERC BOD approve this letter with an escape clause to be sent to the USAE.’ Yes 24. Abstain 1.

Bylaws Revision: J. Parke reported that it is a good idea to have a small group of us write a couple of letters or articles in the EN regarding revisions to the bylaws and drum up some support for voting on the bylaws. M. Maul will make a public URL for members to look at old and new bylaws side by side. There was discussion regarding new bylaws having a one-third quorum for an amendment to be approved.

M. Maul moved and R. Taylor seconded that ‘The quorum of one-third in the new bylaws is to be reduced to 20% of the eligible voting membership.’ Passed unanimously.

The bylaws will be published in the Endurance News two to three times as well as articles relating to the bylaws. Then the ballot will be mailed separately.

 Amendment to Articles: J. Parke reported that in 1997 or 1998 the words ‘in the USA’ were taken out because we sanctioned rides in Canada. J. Parke cannot find reference in writing that says what that vote was about. He needs a copy of the ballot or something in writing. L. Riedel stated it was in the minutes. J. Parke also stated that the third article was left out and the numbering is incorrect.

Protest and Grievance Committee. There were two protests. First involved a junior who had no release. The junior did get completion points. The second involved large group of riders who missed the turn and a large group did not miss the turn. The group that missed the turn came back to camp. Protest denied; they missed part of the trail.

Meeting adjourned at 12:35 p.m., March 3, 2002.

Jan Jeffers,

Secretary