Meeting Notes

SWFDA Meeting Minutes – Official March, 2017

The meeting was called to order at 7:10 pm by SWFDA President, Katie McClain. In attendance were Doris Suenkel (Vice President), Amanda Whitney (Treasurer), Merry Hoag, Sandy LaRoche, Henry Watson, Ann Watson, Ashley Miller (Member Re), Susan Cox (Member Rep), Dorian Cox, and Adrian Cox. We had a quorum.

February Minutes were read and approved as corrected.

Treasurer’s Report

The bank balance for February was $5,806.06. We had income of $309.12 for a March bank balance of $6,115.18. The judge’s room for February’s show at DaVinci was $200 and we reimbursed the “R” judge 50 cents per mile.

For the show in February, Michelle Gerlach requested five new tarps, which were purchased by Merry Hoag. Caitlyn Williams purchased water and snacks for the members and judges as well as lunch for volunteers. Have Merry and Caitlyn been reimbursed?

New Business

April 29th is the date of our Charity Show at Legacy. Special thanks to Merry for agreeing to postpone her return home to manage the show.

Katie asked everyone for recommendations regarding the charity to sponsor. Dunbar High School, Miles for Smiles, and SWFL Horse Rescue were suggested and Sandy made a Motion for the Dunbar High School Tech Program and Miles for Smiles as our Charity Show’s recipients. Ashley seconded the Motion. The Motion PASSED. Susan Cox will meet with Dunbar’s Tech Department and Katie and Ashley will meet with Miles for Smiles to request representatives to be there to receive their checks at our Year-End party.

Closing Date for the Charity Show is April 17, 2017 but Katie will work on changing the closing date to April 10th (to give time to order the tee shirts).

A suggestion was to require volunteer credits in order to be eligible for year-end awards. This would kick in for next season. Next year’s board would need to vote this in.

We discussed needing another trailer and hitch to use for the trailer move at tear down

At the Charity Show we need to have a gift basket as a drawing prize for the people who brought in Sponsors this year.

We need someone to organize baskets and items for the raffle at the Charity Show.

We discussed giving charity show shirts for all competitors. Merry will try to find someone to donate the shirts and Doris will look into printing on the shirts. Merry made a Motion to look into getting tee-shirts and printing and Ashley seconded it. Motion PASSED.

Katie and Amanda will order numbers and high point saddle pads with no dates so they can be used for next year.

Gift cards were purchased for High Point winners from the last show and there were some left over.

Website Update

Doris would like more info on the site, such as board member biographies with their phone numbers and update the site to list only local trainers who are members.

Meeting adjourned 7:56 pm. Next meeting will be Tuesday, April 11, 2017 at The Mix Grill.

SWFDA Meeting Minutes – Official February, 2017

The meeting was called to order at 7:00 pm by SWFDA President, Katie McClain. In attendance were Doris Suenkel (Vice President), Amanda Whitney (Treasurer), Merry Hoag, Sandy LaRoche, Henry Watson, Ann Watson, Caitlyn Williams, Candace Wehbe, Susan Cox (Member Rep.), Dorian Cox, and Adrian Cox. We had a quorum.

January Minutes were read and approved as corrected.

Treasurer’s Report

There was a sheet present but it was unclear at the last meeting what was in the account.

New Business

For the show in February, Michelle Gerlach requested five new tarps, which were purchased by Merry Hoag and she will need to be reimbursed.

Caitlyn Williams purchased water, snacks for the members and judge zas well as lunch for volunteers and will need to be reimbursed.

Candace volunteered to inquire and join Punta Gorda Horseman Association to help draw in members from western dressage.

We will invite FGCU’s Equestrian team captain for the March meeting to come together for a potential clinic in September in the coming season. Susan will contact FGCU and Katie will contact Roger (FGCU horse provider).

Old Business

Still waiting for exact show dates for Legacy but there will be an April show held there. Legacy may possibly become the venue for our charity show but this IS NOT confirmed.

Meeting adjourned 7:38 pm.

SWFDA Meeting Minutes – Official January, 2017

The meeting was called to order at 7:12 pm by SWFDA President, Katie McClain. In attendance were Doris Suenkel (Vice President), Amanda Whitney (Treasurer), Debi Williams (Secretary), Susan Cox (Member Rep), Dorian Cox, Adrian Cox, Henry Watson, Ann Watson, Sandy LaRoche, Merry Hoag, and Candace Wehbe. We have a quorum.

November Minutes were read and approved as corrected.

Treasurer’s Report

There is presently $6,465.34 in the SWFDA account.

New Business

We have received available dates from DaVinci for shows. Susan Cox made a Motion for the February 25th date, seconded by Sandy LaRoche. Motion PASSED. FGCU Equestrian Team made do a lunch fundraiser.

There will be a sanctioned SWFDA Fox Lea Show on March 11-12, 2017.

Legacy (formerly Performance Showcase) agreed to let us do a trial-run show in April. If it works out, they will seriously consider letting us use their Ring for the 2017/2018 Season.

The above would give us three schooling shows and there may be fourth schooling show which may also be our charity show.

Carol Thompson has agreed to assist as Show Manager for both DaVinci and Legacy but she will NEED volunteers. She is not willing to take on the full responsibility. VOLUNTEERS: It’s time to throw your hats in the ring! Carol agreed to train/assist a new show manager.

Old Business

There was minimal turnout for the Half-Halt Clinic so there will not be another one.

We may do another type of clinic, such as how to prepare your horse in the event of a hurricane. Other ideas for a secondary clinic were offered such as how to set up an obstacle course; equine insurance; equine show wear; prizes/raffles. We are looking for additional ideas for other clinics.

To pump up this clinic, we should go to barns with a special invitation and post “ALL DISCIPLINES WELCOME – YOUR HORSE WILL LEARN SOMETHING AND SO WILL YOU!”

Katie suggested the Junior Young Rider Committee be very involved in this clinic. Candace agreed to organize the clinic to help bolster membership.

We need to do more Outreach Programs, such as making a presentation to the Punta Gorda Horse Club to also increase membership.

Meeting adjourned at 8:04 pm.

PLEASE NOTE THAT SINCE THE NEXT MEETING IS SCHEDULED FOR TUESDAY, FEBRUARY 14, WE WILL BE CHANGING IT FOR THIS MONTH ONLY TO THURSDAY, FEBRUARY 16, STARTING AT 7:00 PM AT THE MIX GRILL ON PALM BEACH BOULEVARD.

SWFDA Meeting Minutes – Official November, 2016

The meeting was called to order at 7:10 pm by SWFDA President, Katie McClain. In attendance were Doris Suenkel (Vice President), Amanda Whitney (Treasurer), Debi Williams (Secretary), Caitlyn Williams (Junior Young Rider Chairperson), Ashley Miller (Member Rep), Susan Cox (Member Rep), Henry Watson, Ann Watson, Sandy LaRoche, Caryl Thompson, and Candace Wehbe. We have a quorum.

October Minutes were read and approved as corrected.

Treasurer’s Report

There is presently $6,316.23 in the SWFDA account.

Amanda recommended we purchase an on-line version of QuickBooks at a cost of approximately $40 a month for a total of $480 a year. It will be accessible for anyone, anywhere with a change of password since it is internet-based. We will address it again in the new year.

New Business

Clarification: We are a 501C-7 organization. Fact-N-Circumstance Shows—we do not meet the criteria for anything other than what we are doing. We are a social club, not a charitable organization.

Another Half Halt Clinic will be held to expand on Part 1, possibly at Grace Equestrian. If we have enough participants, it may expand into two days. Motion was made by Ashley and Seconded by Doris. Motion PASSED. Auditors will be welcomed. FGCU may possibly do a lunch fundraiser.

Survey Monkey – 20 people responded which is 90% of our club. Susan will give us a copy of the questions and answers in writing for next meeting.

We need more people to organize clinics aside from Katie. There are irons in the fire for many clinics.

How do we pull in more auditors? Maybe offer a “great” auction item to pull them in? Create “flashy” flyers to pull them in?

We should charge something for non-members in order to encourage new memberships.

Old Business

November 19th Show Details:

  • We have a morning Scribe; we still need an afternoon Scribe.
  • Candace Wehbe will be our Ring Steward.
  • Amanda Whitney will be Scorekeeper for half day; still need an additional Scorekeeper.
  • Dorian and Adrian Cox will be the Runners.
  • Set up will begin on Friday, November 18th at 10:00 am
  • Willette Brown’s (“R” Judge) room reservation has been made and paid for.
Sponsorship Committee Update

We now have a total of 11 sponsors with $2,830 in sponsorships. New sponsors include Homes by Towne, and Dr. Alan and Dr. Gottschalk.

Reminder: It was discussed to have a Year-over-Year tally of sponsorships—meaning the sponsors and their totals from 2015/2016 year versus the 2016/2017 year.

Website Update and Internet Changes

Links, Galleries, Forms, etc. are being updated by Dunbar High School. Hopefully, a final version will be presented to us at the January meeting.

SWFDA’s Facebook Page should have SWFDA Forms uploaded to it. We are working on having Instagram connect to our Facebook page.

Trailer and Show Ring

Kudos to the team who worked on the Trailer and Show Ring clean up. Thank you too, Candace, for sponsoring the lunch.

The license tag for the trailer has expired; Amanda will renew it.

Turn lights on the trailer are not working; Katie will address the mechanical issues.

Miscellaneous

We will not have a combined show with Alpha in the 2017 season.

Meeting adjourned at 8:01 pm. The next meeting will be on Tuesday, January 10, 2017 at 7:00 pm at The Mix Grille on Palm Beach Boulevard.

SWFDA Meeting Minutes – Official October, 2016

The meeting was called to order at 7:04 pm by SWFDA Vice President, Doris Suenkel. In attendance were Debi Williams (Secretary), Caitlyn Williams (Junior Young Rider Chairperson), Henry Watson, Susan Cox (Member Rep), Adrian Cox, Dorian Cox, and Danielle King. We did not have a quorum.

September Minutes were read and approved as corrected.

Treasurer’s Report

There is presently $5,389.20 in the SWFDA account. The increase from last month’s balance is due to sponsorship dollars as well as a profit from the September Clinic.

It was also recommended that we purchase an on-line version of QuickBooks at a cost of approximately $30 a month. We will consider it for the future.

New Business
Fall Show at DaVinci Farms

We voted on a fall show at DaVinci Farms for Saturday, November 19, 2016. We need to keep in mind they have a limited number of stalls. We need to select a judge and purchase ribbons and prizes once we do an inventory of our prizes and ribbons in the trailer.

Show Trailer

The Show Trailer and show ring needs to be power washed and organized. We will move the trailer to Doris Suenkel’s barn. We have selected Saturday, November 5th, as the date to clean and organize the trailer. We will start at 11:00 am until approximately 1:30 pm. Lunch will be served!

Debi Williams will get the shirt and visor inventory from Ashley Miller and organize it prior to the trailer being organized.

Old Business
SWFDA Laptop

We discussed the possibility of purchasing a laptop for the exclusive use of SWFDA matters only, such as membership and sponsorship info; QuickBooks or Excel for the Treasurer, etc. Since Katie and Amanda were not here to discuss the matter, it was tabled for discussion for the November meeting.

Show Prep Seminar
Name Description Price
Income Membership $517.00
Merchandise $380.00
Lunch $85.00
50/50 Raffle $25.00
Total $1007.00
Name Description Price
Expenses Facility $200.00
Port O' Potty $75.00
Labor $40.00
Lunch $321.94
Net Profit $70.06
Sponsorship Committee Update

We have two new corporate sponsorships—one via Henry Watson with a sponsorship from Purses-n-Accessories. We have a total of $2,340 in sponsorships to date.

It was discussed to have a Year-over-Year tally of sponsorships—meaning the sponsors and their totals from 2015/2016 year versus the 2016/2017 year. Danielle King made a Motion for this information, seconded by Doris Suenkel. MOTION PASSED.

We also discussed that Sponsors should be receiving all our e-mail blasts so they know what is going on with our organization. Danielle King made a Motion for this new addition to our e-mail blasts, seconded by Susan Cox. MOTION PASSED.

GMO Championship

The judge for the Schooling Show and the GMO Championship will be the same for both days. SWFDA’s requirements are different from Alpha’s and needs to be updated as follows and corrected for future shows—the second level and above should be 58% and above.

Website Update

A representative from Dunbar High School was present to show us the updates her team of four students have made thus far to our website. She is anticipating a final version to be presented to us at our November meeting.

Meeting adjourned at 8:01 pm. The next meeting will be on Tuesday, November 14, 2016 at 7:00 pm at The Mix Grill on Palm Beach Boulevard.