American Endurance
Ride Conference
BOARD OF DIRECTORS
MEETING
held via telephone
conference call
October 3, 2005
President Stagg Newman called the meeting to order at
6:00 p.m. Also on the conference call: Vice President Mike Maul,
Treasurer Patti Pizzo, Connie Caudill, Jan Stevens, Howard Kent, Stan
Eichelberger, Bob Morris, Terry Woolley Howe, John Parke, Susan Kasemeyer,
Duane Barnett, Roger Taylor, Barney Fleming, Jerry Fruth, Laura Hayes, Robert
Ribley, Dinah Rojek, and Executive Director Kathleen A. Henkel. Absent – Vonita
Bowers, Nick Warhol, and Randy Eiland.
Moved by Roger Taylor, seconded by Connie Caudill to
excuse Randy Eiland and Nick Warhol from this evening’s call. Motion
carries.
Old Business:
Research
Committee Report – presented by Bob Morris –
The Research Committee has four research projects in progress. Two of the
projects are almost completed, having final reports written now, “Can
successful endurance performance be predicted by physiology?” and ”Do risks of
potassium supplementation depend on speed?”
These four projects are the first research the AERC has attempted,
establishing that the AERC is interested in research strictly for the type of
riding we do. The AERC is new to
research. We are finding out that
research is very expensive, funding is minimal and one of the problems is a lot
of research is theoretical and of minimal immediate benefit to our
membership. The field of participants
who want to lend their horses to research in the field naturally is very
minimal because our people are quite competitive. It is essential that we need to understand these points. As far as our research is concerned, we are
in a learning phase. This is the first
time we have tried it.
The
first research that was done for the AERC was under a grant of money from a
private party that Barney Fleming headed up called the Pride Project. B. Morris has contacted Trish Dowling up at
the University of Saskatchewan to do the analysis to complete the project. No
action needed from the BOD. This is a private endowment; $6,500 went to Barney
Fleming to gather statistics, $1,000 for analysis and $500 for
publication. The analysis was
originally to be done by Susan Garlinghouse, however, she is not able at this
time to do the analysis and Trish Dowling will now do the analysis.
S. Newman suggested that when
the above project is completed, it could be used as one model for future
donations to the AERC to fund a particular project and have the donor’s name
associated with the project.
Bob Morris stated that AERC
should look into other functions in AERC, which need grant funding, not just
for research but for other purposes. We have a lot of questions in research
with few substantive answers. There are
a lot of possible research fields out there with researchers requesting money
but there are very few involved with the field of endurance competition.
The future of research at this
particular point in time should be held a bit in abeyance while determining
where our funding is going to come from and what funding we will have in the
future.
J. Parke stated he did not want
to see AERC shut the whole thing down out of fears over temporary budget
problems because if it shuts down now and stays shut down for a few years, new
board members may come onboard and the function will never start up again. J. Parke stated when he made a motion to set
aside reserves one of the reason for doing this was that the reserves would
yield interest and that interest could be used to fund programs like this. J. Parke stated he would like to see the
AERC fund some research in our budget every year, including this year.
J. Parke asked could the committee come up with
topics to be studied and send out a request for proposals for research. If we
had collaboration between the Vet Committee and the Research Committee some
research could be obtained that way.
B. Morris stated this was a
good concept; however, initially we would not know what the cost would be.
S. Newman would like B. Morris
to work with the head of some of the other committees on how we would get that
directed research done. Obvious
committees would be the Vet committee, the Horse Welfare Committee, Education
Committee and Trails Committee. We may want more directed research.
How do we fund our ongoing
research and other grant type work out of the equity in the corporation? Focus on that in the November meeting.
B. Morris: What should be
available monies from excess funds for drug testing? B. Morris thinks that the excess funds should be channeled into
research.
Legal
Committee – J. Parke – Due to many complaints
from the Board regarding not following procedures, J. Parke made a proposal to
develop a procedures manual and has asked R. Taylor and B. Morris as a
subcommittee of the Legal Committee to spend the better part of a year to come
up with a draft policy manual. This would be all in one place: simple,
accessible, practical. If a procedure
were to be replaced, or if the BOD decided to ignore it, the BoD would have to
deliberately revoke it, deliberately rescind it, take it out of the procedure
manual, and replace it. B. Morris did a procedure manual in 1995 and R. Taylor
has been in the AERC for a long time. J. Stevens offered help if needed. Once a
draft is generated, take it to the larger policy group and fine-tune it. It would then be reviewed and approved by
the BOD.
Finance
Committee - 2006 Operational Revised Budget
09/29/2005 - P. Pizzo – (See attached).
The Finance Committee recommends that the BOD accept the budget as a
working budget and move forward. The
Finance Committee will make further recommendations on expenditures in the next
few months. S. Taylor is working on projections for the rest of the year.
Ordinary income on the budget is negative $9,140. The following changes have been made to this budget – 3M
Committee reduced to $6,324; Trails Grants Committee reduced to $22,500;
Education Committee increasing their budget by $1,700 to pay for educational
speakers (funds generated by the 2005 committee under run). Interest Income
5150-1 estimated to be $13,500. With the above adjustments the budget is now a
positive $10,655.
R. Taylor reported for
R. Eiland that a $10,000 sponsorship has been firmed up to replace the canceled
Sundowner sponsorship. Details to be announced. Contract still needs to be
finished and signed.
S. Newman stated that we do not
have in the “below the line” investment budget. Not part of our operating
budget but in the overall budget.
R. Taylor – below the line
budget are the Trails Grants and Research Grants.
S. Newman suggested the Finance
Committee come up with some working definitions. They will be passed around to board for comment. In addition to getting specific about how we
think about 2006 budget, we need the discipline of defining this into the
written word.
J. Parke asked that the Finance
Committee come back with a recommendation of how the interest income is to be
handled. The finance committee is considering this.
S. Newman asked the BOD for a
straw vote for concurrence of the using this for using this as our working
budget. Carried unanimously.
S. Newman – we will include a
more formal budget for the next BOD meeting.
R. Taylor stated that S. Taylor
listened to the discussion regarding the working budget and the issues are being
worked on.
New Business:
Sanctioning Committee: In Vonita’s absence, Gail Williams moved for special
sanctioning approval for the Owyhee Range Lands I, II and III Pioneer Ride over
Memorial Day weekend (May 27-28-29, 2006) that is currently a two-day ride and
is requesting a three-day Pioneer ride sanction. Motion from committee to approve. Motion carries.
Improved
Communications with the Membership: Mike Maul.
New
Sources of Funds: Report by S. Newman in R. Eiland’s absence.
Motions
by B. Morris:
1. A motion is made pertaining to
the AERC Financial Reporting
Financial reporting to the AERC Board of Directors will
be on a monthly basis no later than 10 working days after the monthly close of
business. Such reporting will be transmitted electronically via a Microsoft
Excel spread sheet. This export is a direct function of our software
“QuickBooks”
The monthly report to the Directors is to contain the
following:
Said reports will be made available, to the AERC
membership, by posting on the AERC web page, no later than 30 calendar days
post close of monthly business.
2. A motion
is made pertaining to the AERC Budget Process
The budget process of the AERC is to be conducted in a
manner that results in presentation of the projected year’s budget with a
cumulative amount for each and every item in the AERC Code of Accounts. Such
amounts will be spread monthly based on historical determination of a rolling
three prior years actual. All code items will be displayed and where a prior
history is not available, a best estimate will be employed.
The projected budget will be made available,
electronically, to the AERC Board of Directors a minimum of thirty (30) days
prior to the AERC Midyear Board of Directors Meeting.
Said projected budget, as revised by the AERC Board of
Directors, will be made available to the membership of the AERC, by posting on
the AERC web site, no later than thirty days post midyear meeting.
These budgets shall be prepared within our QuickBooks
system and presented electronically via a Microsoft Excel spread sheet.
B. Morris requests that above motions be remanded to the
Finance Committee for study and pass on any changes the committee has to the
BOD, so it can be voted on at the November meeting so this
could go into place for the new fiscal year.
Motion by R. Taylor, seconded
by S. Kasemayer to approve the minutes from the August 1, 2005 conference
call. Motion carries.
Technical Committee Report - B. Morris and R. Humphrey are making progress on the
mapping program that shows where rides are located for membership use. GPS locations have been received for 35
rides to date. The data is being put into each individual ride on our
database. By the start of the new
season, a preliminary version would have a map online. Regional Directors are encouraged to send
ride location information to B. Morris or R. Humphrey for input.
M. Tomlinson moved to adjourn the meeting, seconded by M.
Maul. Meeting adjourned at 7:35 p.m.
PDST
Respectfully submitted,
Jan Jeffers, Secretary
10/25/2005,
1:56 PM
2006 Working Budget
December 2005 through
November 2006
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Dec '05 - Nov 06 |
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Ordinary Income/Expense |
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Income |
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5000 · Membership Dues |
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295,000.00 |
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5010 · International Dues |
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4,360.00 |
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5020 · Horse Registration |
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6,500.00 |
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5040 · Ride Fees |
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158,150.00 |
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5050 · Drug Testing Program |
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16,000.00 |
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5060 · Convention Income |
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66,500.00 |
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5070 · Convention Income-Sales |
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5,800.00 |
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5080 · Endurance News |
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109,800.00 |
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5090 · Yearbook Advertising Income |
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1,000.00 |
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5095 · Directory Advertising Income |
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1,000.00 |
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5100 · Sponsorship Program |
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6,500.00 |
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5110 · Product Sales |
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1,700.00 |
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5120 · Trails Contribution Income |
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8,000.00 |
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5140 · Credit Card Royalties |
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2,500.00 |
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5150 · Interest Income |
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16,000.00 |
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5160 · Nomination Fee |
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50.00 |
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Total Income |
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698,860.00 |
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Gross Profit |
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698,860.00 |
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Expense |
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6000 · Endurance News Expense |
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120,800.00 |
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6010 · Yearbook Expense |
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17,500.00 |
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6020 · Postage & Delivery |
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22,000.00 |
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6030 · Printing and Reproduction |
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23,000.00 |
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6040 · Adv'tising, Promotion, PR |
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1,000.00 |
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6050 · Travel & Meals |
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6050-1 · Staff |
2,000.00 |
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6050-2 · BOD Meals |
4,500.00 |
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6050-3 · BOD Per Diem |
13,000.00 |
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Total 6050 · Travel & Meals |
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19,500.00 |
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6060 · Office Supplies |
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3,600.00 |
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6070 · Computer Supplies |
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1,500.00 |
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6075 · Web Site Maintenance |
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1,500.00 |
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6080 · Dues and Subscriptions |
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500.00 |
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6090 · Convention Expense |
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59,100.00 |
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6100 · Awards |
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31,000.00 |
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6110 · Cost of Products Sold |
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5,300.00 |
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6120 · Drug Testing Program Expense |
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8,250.00 |
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6123 · AERC NC Ride Expense |
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7,500.00 |
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6130 · Payroll Expense |
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212,784.50 |
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6140 · Repairs & Maintenance |
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2,500.00 |
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6150 · Equipment Rental |
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7,000.00 |
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6170 · Insurance |
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6170-1 · Directors & Officers Insurance |
2,100.00 |
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6170-2 · Liability Insurance |
3,500.00 |
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6170-3 · Worker's Comp Insurance |
3,000.00 |
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6170-4 · Ride Insurance |
32,700.00 |
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Total 6170 · Insurance |
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41,300.00 |
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6180 · Professional Fees |
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6,400.00 |
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6190 · Rent & Storage Expense |
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10,500.00 |
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6200 · Telephone Expense |
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4,500.00 |
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6201 · Board Conference Call |
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5,500.00 |
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6210 · Utilities Expense |
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2,000.00 |
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6240 · Taxes & Licenses |
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500.00 |
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6250 · Bad Debt Expense |
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500.00 |
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6260 · Bank & Service Charges |
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250.00 |
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6270 · Credit Card Fees |
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9,000.00 |
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6300 · Committee Expense |
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6300-01 · Education/Safety |
6,700.00 |
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6300-02 · Executive |
200.00 |
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6300-03 · Finance |
200.00 |
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6300-04 · Junior |
100.00 |
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6300-05 · International |
5,400.00 |
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6300-07 · Protest & Grievence |
900.00 |
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6300-08 · Ride Managers |
950.00 |
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6300-09 · Technical |
3,000.00 |
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6300-10 · Trails |
3,100.00 |
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6300-11 · Trails-501H |
7,300.00 |
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6300-12 · Veterinarian |
2,570.00 |
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6300-13 · Elections |
3,000.00 |
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6300-14 · National Championship |
200.00 |
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6300-15 · Past Presidents Committee |
750.00 |
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6300-17 · Limited Distance |
250.00 |
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6300-20 · Trails Grants |
22,500.00 |
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6300-24 · Membership & Media (3M) |
6,000.00 |
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6300-25 · Insurance |
300.00 |
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Total Committee Expense |
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63,420.00 |
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Total Expense |
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688,204.50 |
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Net Ordinary Income |
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10,655.50 |
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Other Income/Expense |
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Other Expense |
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6220 · Depreciation Expense |
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10,800.00 |
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Total Other Expense |
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10,800.00 |
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Net Other Income |
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-10,800.00 |
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Net Income |
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-144.50 |
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