American Endurance Ride Conference
BOARD OF DIRECTORS MIDYEAR MEETING
held in Kansas City, Missouri
August 21, 2004
President
C. Mike Tomlinson called the meeting to order at 7:31 a.m. Present for the meeting: Vice President Susan Kasemeyer, Secretary Jan
Jeffers , Treasurer Terry Woolley Howe, Mike Jaffe, Roberta Harms, Jan Stevens,
Patti Pizzo, Gail Williams, Duane Barnett, Randy Eiland, Roger Taylor, Nick
Warhol, Barney Fleming, Howard Kent, Stagg Newman, Vonita Bowers, Jim Baldwin,
Connie Caudill, John Parke, Robert
Ribley.and Executive Director Kathleen Henkel.
Absent: Mike Maul, Dane Frazier,
Stan Eichelberger, Bob Morris, and Maggy Price.
National
Championship Committee: Committee Co-Chair Robert
Ribley asked Terry Woolley Howe to give a status report on the upcoming 2004
ride. Terry advised entries are down
but there is plenty of time before the ride and she is certain numbers will
increase. There was a fire recently in
the area of the trails, however, no damage occurred. All plans moving forward on schedule regarding this season’s
ride.
Jan Stevens
advised the 2005 ride dates have been set, with the 100 miler-taking place on
June 10th and the 50 on June 12th. Jan further advised things are progressing
smoothly regarding the ride, including the fact that all FEI fees have been
paid.
Robert Ribley
further advised the committee is looking at options for 2006 forward.
Convention
Committee: Robert Ribley, Committee Chair, advised
plans for the 2005 convention to be held at the Nugget in Sparks, NV are
progressing smoothly. The committee is
attempting to line up some new speakers per wishes of the membership.
The Nugget
submitted a proposal to host the 2007 convention and the committee gives its
approval.
Motion from committee: The
committee recommends the Board accept the Nugget’s proposal to host the 2007
convention. Motion passes.
The
Board requested Committee Chair Robert Ribley to make contact with Susan
Garlinghouse DVM regarding her one-day clinic and also inquire about her status
as a seminar speaker.
President
Tomlinson advised he requested Kathleen to contact current AERC sponsors,
committee chairs, and other interested parties to garner additional
questionnaire questions prior to the midyear meeting. Response has been minimal.
Input requested from the Board regarding the questionnaire with
anticipation of a final draft to be forwarded for review soon. Nick Warhol volunteered to take over
chairmanship of the Questionnaire Committee.
President Tomlinson requested Nick to work with the current members of
the committee.
Ride Managers Committee: Connie
Caudill advised the video is complete and the office has copies in DVD and VHS
format. Each Board member should be in
receipt of a copy. Additional copies
are available in the office at a cost of $10 each. Connie thanked all the committee members and individuals from the
Vet, Education and RM committees that contributed to making the video a
success.
Roger
Taylor advised he would like to see a “new rider briefing” that can be sent to
beginners in the sport. President
Tomlinson requested any such requests be forwarded to the Education Committee.
Veterinary Committee: Jim Baldwin, chair, invited
discussion on the two motions from committee currently before the Board for a
vote, the rider card rule proposal and the two vet rule. Rider card rule motion is as follows: “All sanctioned endurance rides must use an
AERC approved rider card. If an equine is treated, pulled or withdrawn, the
original rider card will be sent to the AERC office with the ride results. The
information on the card will be available to both the rider and the AERC Board
of Directors or its involved committees. The card should be used in its
entirety, so all data can be reviewed by the rider or AERC’s Board of Directors
or its involved committees should the need for review be necessary.”
Two
vet rule motion is as follows: “2.1 The
ride must employ at least two veterinarians whose services will be exclusive to
the event, pre-ride, during the event and post ride. In rare instances the
sanctioning director may grant a waiver to allow a ride to employ one
veterinarian if the ride cannot support two veterinarians. If a waiver is
granted, a treatment facility must be available within a reasonable distance
from the ride in the event an equine needs veterinary treatment. At least one
veterinarian must be at the ride site for at least one hour after the last
equine crosses the finish line or has returned to ride camp.”
Rider
card rule motion amended by Vonita Bowers, seconded by Susan Kasemeyer, to
remove the sentence “If an equine is treated, pulled or withdrawn, the original
rider card will be sent to the AERC office with the ride results.” The motion now reads: “All sanctioned
endurance rides must use an AERC approved rider card. The information on the
card will be available to both the rider and the AERC Board of Directors or its
involved committees. The card should be used in its entirety, so all data can
be reviewed by the rider or AERC’s Board of Directors or its involved
committees should the need for review be necessary.” Motion as amended passed.
After
extended discussion of the rider card motion, it was moved by Stagg Newman and
seconded to delay implementation of this motion. Roll call vote as follows:
12 Yes and 8 No – Susan Kasemeyer No; Terry Woolley Howe Yes; Vonita
Bowers No; Mike Jaffe Yes; Roberta Harms Yes; Connie Caudill No; Jan Stevens
No; Howard Kent No; Patti Pizzo No; Gail Williams Yes; John Parke Yes; Duane
Barnett No; Randy Eiland Yes; Roger Taylor Yes; Nick Warhol Yes; Jan Jeffers
Yes; Jim Baldwin No; Barney Fleming Yes; Stagg Newman Yes; Robert Ribley
Yes. Motion to delay passed. President Tomlinson announced the Education,
Ride Managers, Legal, Rules and Veterinary Committees now have a better idea of
the direction in which this issue should turn and it will be discussed at the
meeting in March.
Jim
Baldwin presented the motion pertaining to the two vet rule from
committee. Bob Morris amended the two
vet rule and the amended motion was accepted by committee and the motion now
reads as follows:
“2.1
The ride must employ at least two veterinarians whose services will be
exclusive to the event, pre-ride, during the event and post ride. In rare
instances the sanctioning director may grant a waiver to allow a ride to employ
one veterinarian if the ride cannot support two veterinarians. This must be supported in writing at the time of sanctioning
and submitted to the Board of Directors for their information. If a waiver is granted, a treatment facility
must be available within a reasonable distance from the ride in the event an
equine needs veterinary treatment and must be so
stated and identified at the time of sanctioning. At least one veterinarian must be at the
ride site for at least one hour after the last equine crosses the finish line
or has returned to ride camp.” 15 No/5
Yes and zero abstentions. Motion fails.
Legal Committee: John Parke advised the
Doublejoy contract has been completed and it is out for signature.
Liability
release language was discussed relating to all facets of AERC. Release language could be listed on each
ride application, but that was rejected as it would be difficult to insure
uniformity. A consideration was also
given to placing the release in the
AERC Bylaws, however Bylaws are the operating rules of the organization, not
the place for agreements by members.
The last place for release language is the membership application and
each member would be required to sign.
John will work further on this issue and report at a future meeting.
Limited Distance Committee: Terry
Woolley Howe, Chair, presented two motions from committee. Motion #1 relative to Year-end Regional Mileage Limited Distance awards: The committee recommends a 150-mile minimum
requirement and must be on one horse. This award will be awarded to the top
seven senior limited distance riders and the top three junior limited distance
riders in each region who have met the minimum requirements. The award
presented to be the same as the award presented the regional high point awards
in the endurance division. The minimum mileage requirement for this award will
be reviewed by this committee in the future to determine if there should be a
change in the minimum requirement.
Motion passed.
Motion
#2 relative to National Limited Distance Best Condition
awards: The committee recommends
this should be awarded to the top three placers, with no distinction between
junior and senior riders, garnering a minimum of at least two Best
Conditions. Motion passed.
Finance Committee: Chair Terry Woolley Howe
invited discussion regarding the budget and also advised the committee
recommends moving excess AERC funds, approximately $200,000 held in various
money market and checking accounts, into the AERC Wachovia Securities account
for the purpose of purchasing a CD Ladder consisting of 4 CDs. These CDs would
have staggered maturities and be in the initial amount of $50,000 each. One CD
having the maturity of 3 months, one for 6 months, one for 9 months and one CD
for 12 months. This allows funds to come due every 3 months and be transferable
into the AERC checking account if needed for cash flow. This process will be
continued as excess funds accumulate in order to stagger CDs monthly.
Trails Grants Committee: Mike Jaffe,
Chair, presented the following motion from committee: The committee recommends the Board
accept the Vinzant trails grant request near Tallahassee FL with funding in the
amount of $4,200, requesting $2,800 be allocated from the 2004 budget and the
remaining $1,400 be budgeted during
2005.
**A trails grant request has been proposed for the Vinzant trails
near Tallahassee, Florida. The proposal is by ride manager Susan Wilson and
assistant ride manager Jill Hough who, being optimistic, are in the process of
requesting sanctioning of an endurance ride called the Lost Posse Run 35/50
(with a 15-mile fun ride) on these trails for March 19, 2005.
The goals of the grant are threefold:
1. Start camp improvements this
September which involves clearing a many-acre area.
2. Also starting this fall, they
will replace and improve trail marking throughout 33 miles of Vinzant riding
trails.
3. Improve trail safety by adding
water depth-measuring aluminum markers at all the water crossings. The water is
very dark and does not allow the rider to estimate the depth. This will also
clearly delineate the crossing.
The total funding request for this project is $4,200. The project is scheduled
to start this fall so $2,800 is requested from this year's budget (2004). Motion passed.
Research Grants
Committee: Chair Bob Morris was not
able to attend the meeting and committee member Barney Fleming fielded
questions from the Board on the 2 projects currently underway, one headed by
Dr. Harold Schott at Michigan State University and the other at the University
of Pennsylvania. Barney advised AERC is
not currently recognized as someone that is searched out to provide funding for
research. Barney advised no proposals
are currently on the table and he requested Board members to spread the word in
an attempt to seek additional proposals for consideration by the
committee.
Past
Presidents Committee: Stagg Newman presented two
motions from committee as follows:
Motion #1: “The Past Presidents
Committee moves that the AERC BOD adopts the vision statement developed by the
Past Presidents Committee as follows:
‘To be the preeminent authority and leader in developing and promoting
the sport and pastime of endurance riding in the United States, Canada and
throughout the world.’ “ Motion passed
with Jim Baldwin abstaining.
Motion
#2: “The Past Presidents Committee
moves that the AERC BOD adopts the Mission Statement developed by the Past
Presidents Committee as follows: ‘To promote the sport of endurance riding and
to encourage and enforce the safe use of horses in demonstrating their
endurance abilities in a natural setting through the development, use and
preservation of trails. Further, AERC’s Mission is to maintain horse and ride
records of event competition and completion’s, to record and provide awards to
outstanding horses and riders, to ensure that all sanctioned events are
conducted in a safe, fair and consistent manner, and to actively promote and
conduct educational efforts and research projects that will foster a high level
of safety and enjoyment for all horses and riders. The above is to be
accomplished with the understanding that goals for the rider must be meshed
with the abilities of the horse. Part of AERC’s mission is to attract and
reward members who act to insure the highest priority for their horses’
immediate and long-term physical and emotional health and well-being.’” Motion passed with 4 abstentions, Patti
Pizzo, Jan Stevens, Roberta Harms, and Connie Caudill.
It was
revealed by a straw vote that it is the desire of the Board to continue a
long-term planning process and to plan a SWOT (Strengths, Weaknesses,
Opportunities and Threats) analysis. A
meeting will take place at the convention, dedicating at least 3 hours of time
solely to this issue during one of the Board convention meetings in Sparks,
NV. The Past Presidents committee plus
volunteers are requested to get a long-term plan together for the Board to
discuss during the meeting. John Parke
advised he would like to conduct a workshop with the membership so their input
can be included in the plan.
Junior
Committee: Chair Jan Stevens requested a straw vote
regarding whether or not there is support for the spirit of an award that
recognizes junior riders for their trail accomplishments in finishing 100-mile
rides. Straw vote results favorable
regarding the award and Jan will explore options in this regard with the
members of the committee and report at a future meeting.
Insurance
Committee: Chair Roger Taylor presented information regarding
the many companies his committee contacted regarding quotes for ride liability
insurance for the coming year. Equisure
appears to meet all of AERC’s needs.
Motion from
committee: The committee recommends
AERC fund the policy for 2005 for liability insurance. Board members that have been ride managers
during the last 12 months or in the coming 12 months did not vote on this
motion: 8 yes, 2 no – 10 abstentions. Motion passes.
The budget
passed, with the Board directing it be re-tooled to show the set-aside funds as
separate line items. $1500 of the
Trails Budget is requested for the legal defense fund of the Back Country
Horsemen. Kathleen was instructed to
contact CPA Omar Bardales for his opinion regarding this donation and its
effect on AERC’s 501H status.
Board members
requested to complete a conflict of interest statement and send it to Kathleen
at your earliest convenience.
Meeting
adjourned at 4:30 p.m.
Respectfully
submitted,
Jan Jeffers,
Secretary