Meeting Notes

SWFDA Meeting Minutes – Official January, 2018 Minutes

The meeting was called to order at 7:00 pm by SWFDA President, Michelle Gerlach. In attendance were Doris Suenkel (Vice President), Danielle King (Treasurer), Debi Williams (Secretary), Ann Watson, Henry Watson, Ashley Miller (Member Rep), Susan Cox (Member Rep), Dorian Cox, Adrian Cox, Caitlyn Williams, Lauren Merchant, Amber Cooke, Sandy LaRoche, Merry Hoag, Tina Betley, Emily Nirenberg, Beru Pierce, Kim Nirenberg, Patricia Klees, Marylynn Caruso, Sean Pierce, and Stacy Pattison. We had a quorum.

December Minutes were read and approved as corrected.

Treasurer’s Report:
The Bank Balance for December, 2017: $6,560.17
Deposits: 240.00
Withdrawls: (1,662.58)
Balance: $5,137.59

Our budget is on track as projected and we stayed on track at our November Show as well.

President’s Address:

We currently do not have any full-season volunteers, especially for January’s show. Getting volunteers needs to be our Number 1 Priority.

Old Business:
SWFDA Shows:

Legacy remains our venue and show dates are January 20th , March 10th , and April 14th.

The January show start time may get pushed back so that Chris can set up our new sound system.

Melanie Werst will train with Michelle as Show Secretary for the January show. Melanie will take over as Show Secretary for the March show and Michelle will be offering support.

We have Dee Loveless, a prominent “R” judge for our January show. This was arranged by Mary Jane Tenwick. Thank you, Mary Jane. Dee’s hotel accommodations have also been taken care of.

We continue to need a Show Manager and a Volunteer Coordinator.

High Point Award – We currently are not doing high point awards at our shows. Several options were discussed as to how we could equitably arrive at high point winners.

Option 1: Divide based on levels and give a high point at each level.

Option 2: Divide into four categories: Adult Amateur; Junior Young; Vintage Club and Open.

Option 3: Group the Levels.

The cons to some of these options:

  • The Vintage Club (anyone over 55) would be ineligible for Adult Amateur;
  • FEI riders would also be disadvantaged because their scores are typically not that high.

The tests that are currently awarded High Point are:

  • Training Level;
  • 1st Level;
  • 4th Level.

All options were discussed and Option 2 seemed to be the favorite. We would split Junior Young Rider and Adult Amateur Rider and it would be shown that way on the Show Entry Form. The Vintage Club would be added to the order form. Riders will only be able to compete at one level. Henry made a Motion for Option 2, seconded by Ann. Motion PASSED and will be in place for the January 20 th show.

After the January show, we will discuss how this new option worked.

SWFDA Trailer:

We will be thoroughly cleaning and disposing of garbage out of the Horse Trailer at the end of the season. Doris confirmed that we have more than enough prizes to distribute.

Legacy is allowing us to park the trailer at their location for $25 (October through April). We have not paid Legacy yet.

Website:

We will update January’s entry form to reflect new High Point option. Bios still needed for Ashley, Debi, and Michelle.

Sponsorship Drive:

No new progress to report.

New Business:
Spring Clinic Idea:
  • Diversity Within Riding Level
  • Riders would pay for that training with different horses who have different capabilities. We would need a Clinician to facilitate the training, a venue, and a date some time between our March and April shows. If Cathy Connely could work out, we could do a clinic with long lining and a riding clinic. It would be a two-day clinic (Day 1 would be paid for by the riders; Day 2 would be subsidized by SWFDA). On the eve of Day 1, we could do a Pot Luck dinner with the Clinician and it would be a wonderful Ice Breaker for the next day. The budget for the Spring Clinic is $1,000 and generally six to ten people participate. (As a point of reference, we spent $747 on the Youth Clinic, of which $442 of it was spent on Claudia).

    The Fall Clinic would be a Ride-a- Test. We have $1,800 reserved for that clinic and it would be paid for by SWFDA.

    Clinicians suggested were:

    • Sue Mandas – Tough but sweet; not for the faint of heart;
    • Cathy Connely – Iron fist; velvet glove;
    • Jen Beaumuirt
    • Richard Malmgren
    • Adrienne Lyle – Pitbull but positive.

    January Show Volunteers:

    Dorian Cox, Beru and Sean Pierce and Amber Cooke will do set up. It will start at 10:00 am on Friday.

    Cathy Cottrell -- AM Scribe; Pat Klees -- PM Scribe. Marylynn wants to learn how to scribe and will spend the afternoon session with Pat learning.

    Marylynn will be at the Welcome/Check-in table.

    Chris Werst – Sound Guy

    Lauren Merchant will be the morning Ring Steward; still need a PM Steward.

    Holly Chernoff will be AM Scorekeeper and Sean Pierce will be PM Scorekeeper.

    The Junior Young Riders will be the Runners.

    Ashley and Scott Miller and Kim and Emily Nirenberg will do break down and clean up.

    Danielle made a Motion to take entry forms for upcoming shows off the website, since we have had issues ensuring all forms are updated in a timely manner. Henry seconded the Motion. The Motion did not pass.

    As an alternative, it was discussed entry forms be attached to e-mail show reminders. Danielle made a Motion to adopt this change. Henry seconded it. The Motion PASSED.

    In addition to adding the entry forms to e-mail reminders, we will now be sending a biography on the show judge and his/her background.

    Meeting adjourned at 8:46 pm. Next meeting will be Monday, February 12, 2018 at 7:00 pm at The Mix Grille located at 4921 Palm Beach Boulevard in Fort Myers.

    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.