Minutes of the Meeting
Of the Western Hudson Valley Professional Horsemen’s
Association Inc.
Held on Monday, May 2, 2016
At Denise’s House
The Meeting was called to order by the President, Annette Mohr at 6:40 P.M.
Attendees:
Annette Mohr
Terry Karlewicz
Vanessa Karlewicz
Diane Hatt
Gary Clark
Carol Diehl
Denise Dahms
Jody Moraski
Mary Peres
John Annello
Susan Clark
Debbie Norris
Brad Whitmire
Karen Motley
Karla Barricella
Tricia Dencker
Minutes of Meeting held on Apr. 11, 2016
The Minutes of the meeting held on Apr. 11, 2016, 2016 were presented and
accepted as read.
Treasurer’s report:
Jody reported that as of May 2, 2016 the balance in the checking account equaled
$6,233.19 and the book value of the Vanguard Book value = $55,206.22. (FMV =
$57,427.12.) Net income for the period Apr. 1 – May 2, 2016 = $130.18.
National PHA report:
Jody further explained the USHJA’s Outreach Program. To be in the Outreach
Program, a rider does not have to be a member of the USHJA; if you are a member of
the USEF, you are automatically a member of the USHJA.
If a Horse Show facility wishes to hold USHJA classes at Schooling Shows, the farm
must apply to the USHJA, register their dates and pay $125.00 to register. A rated
jusde is required. The HS must then remit $5.00 per class per rider.
As a point of information, the National PHA meets 4 times per year.
Endowment Committee:
The due date for Scholarship applications has been extended to May 15, 2016.
Mary will send a reminder to all members that the date has been extended. All
applications should be sent to Denise. Jody reminded everyone that the applicant
must have been a member for at least one year in order to be eligible.
Trish suggested that the WHVPHA offer scholarships specifically for children of
professionals (as does the National PHA), in addition to the scholarships currently
offered. This matter was tabled for further review.
Denise suggested that every year the BOD should establish a budget to which the
Endowment Committee should adhere.
Points Keeping:
Denise reported that she purchased an external hard drive to be used with the
Org.Pro computer. She will give it to Kristen to install.
Based upon Terry’s request, the following policy issues were clarified and reviewed:
Procedure for alerting members that a horse show has been posted:
Once Kristen has uploaded a show, she will send an email to all the host farms and
to Danielle to note same on the WHVPHA website.
Mary will then send a blast email to all WHVPHA members that the show has been
posted and that they have 30 days to report a discrepancy.
Points Keeping Questions or concerns:
If Kristen has any concerns about the reporting of a horse show, or membership
questions, she should channel these through Denise, who will then determine if the
question should be presented to the Board.
30 Day Rule for Reporting Points Issues:
The general rule to be followed is that the user has 30 days, from the date the
results were uploaded to the website, to report a perceived discrepancy. After 30
days, the results will be final, unless there has been a problem with the program.
The grace period for the above expired as of 12/31/15.
Mary will email this rule to all members.
Procedure for Reporting Points Discrepancies:
1. Rider must first consult the status of the horse show in question and only
email perceived discrepancies for “Completed” Shows.
2. Before emailing the points issue to the WHVPHA, the rider must consult with
their trainer first.
3. The trainer then shall consult the show secretary
4. Points Discrepancies shall then be emailed to [email protected]
5. The email must contain:
A. Location and date of horse show
B. Class in question
C. Placing in question
The Points Keeper must respond to all emails within 7 days.
Other Points Keeping Concerns:
1. Terry will purchase the Microsoft Office Home and Student Programs of
Word and Excel to install on the Org.Pro computer.
2. The WHVPHA should pay Kristen an additional fee for any work she does,
beyond the data entry of the points.
3. We should hire a backup for Kristen when she is on maternity leave.
4. Kristen will ensure that she bills the WHVPHA as she uploads each show.
Mailing List of all WHVPHA members:
Terry reported that she has completed the mailing list and has emailed the list to all
farms. She has offered to update the list every 3 months.
Non-Payment of Entries:
It was agreed that all horse shows should be provided with a list of any competitors
who have not paid their entries. Until all fees have been paid, they should be denied
the privilege of showing at any WHVPHA sanctioned horse show. Mary will send to
all professional members the list of anyone with outstanding debts.
Electronic Transmission of Results:
Still to be addressed:
Terry, Trish and Kristen will work with David in order to implement electronic data
transmission of points into our Org.Pro data base.
Denise mentioned that we still need a better understanding of the Show-Pro
program before this can be implemented. There also still exists the question of how
to designate which classes should be transmitted, as well as the matching of Rider
WHVPHA membership numbers from Show-Pro to Org-Pro.
2016 – 2017 Rule Book:
The following changes have been approved and adopted for the HS season 2016 –
2017:
1. A Pony Hunter Division has been added.
2. By a vote of 15 to 1, the policy of awarding double points has been discontinued.
For large divisions, each Host Farm has the option of either creating additional
sections, or using the California Split method of awarding placings.
The question of using points from a full division to count for WHVPHA points vs.
using points from just one designated class in the division, was not adopted.
The question of continuing to award Sportsmanship awards at each show was
tabled.
Other:
Denise read a thank you note received rom Jenny Fischer.
Membership Numbers:
Still to be addressed:
Have all membership numbers available with a status ”Active” or Inactive”. This is
especially critical at the beginning of the show year when the membership numbers
have been taken down for the previous year.
It was suggested that we have David automatically dates the membership payment
date as 9/1/15.
Next meeting
The next meeting will be held on Monday, June 6, 2016 at Denise’s house at 6:30
P.M. All Host farms should be prepared to present their requested dates for horse
shows.
Adjournment:
The meeting was adjourned at 8:36 P. M.
Respectfully submitted, May 19, 2016.
Denise Dahms
Recording Secretary, WHVPHA