Board of Directors Meeting Minutes – February 11 2019

Meeting Mintues download in PDF

Ontario Eventing Association Board of Directors Meeting

February 11, 2019

Schomberg Community Centre

Present (in person):  Deb Welna, Terri Hough-Gilmour, Ann Neal, Caroline Abrahams, Shannon Nazar, Charlotte Hodgson, Veronica Low, Kathleen Wilson

Present via Conference Call: Roseanne Corbett, Cheryl Niemuller, Mark Nelson, Andrew McDermott, Pat Frewen-Lord

Regrets: Kate Farrell, Peta Christen, Lindsay Mahon

1. Call to Order: 7:06 p.m.

• Meeting Opening

1. D. Welna opened the meeting and asked for a motion to accept the agenda –  moved by V. Low and seconded by A. McDermott and carried. A motion to approve minutes from January 14, 2019 was made by S. Nazar and seconded by C. Hodgson.  Both motions were carried.

• V. Low noted a clarification to the December minutes to reflect correct dates for OEA attendance at CanAM Equine event in April.

       Matters Arising

1. Review of Code of Conduct, Confidentiality and Conflict of Interest Policy

            P. Frewen Lord volunteered to review the latest version of this document to remove content unrelated to the OEA and ensure this is consistent with the By-Laws.  A word version with track changes will be placed on the OneDrive for easy sharing and editing.

            Action:

• Upload document to OEA Onedrive for editing via track changes with updated document to be carried forward to a future meeting.

• Review of Travel Policy

            It was confirmed that the travel policy allows for payment of automobile travel at 50 cents per kilometre beyond 100 kilometres for any given trip.  It was understood that, for a given trip, recipients are responsible to cover costs up until 100 Kilometres.

            It was subsequently moved by D. Welna, seconded by A. Neal and carried that the OEA will reimburse automobile travel for Directors, and other approved officials, at 50 cents per kilometre, over and above the first 100 kilometres per trip.

On a motion from M. Nelson, seconded by A. Neal and carried the OEA will reimburse hotel accommodations for Directors and other approved officials to a maximum of $150 per night.  Amounts that exceed this rate will require prior approval for reimbursement from the OEA Executive.  

• LOA for Sponsorships

       R. Corbett confirmed that invoices are being sent to those individuals/organizations who           have signed LOAs with the OEA. So far funds are being directed to U25s and Young       Riders.  It was noted that we also need sponsorship for the Banquet and emphasized that    only the Sponsorship Committee should be approving the sending of LOAs.  Ideally sponsors wishing to sponsor individual events should come through the OEA first to   ensure there are no competing sponsors at the same event.  We cannot force organizers    not to seek sponsorship on their own, but we do need to highlight the power of the brand and reach of the OEA compared to any one single organizer.  If any Directors are     approached about sponsorship, it should be directed to V. Low.

• Social Media Contract

K. Wilson reported that the social media contract is now online for electronic signature by Directors.  It was suggested that because most of the Directors are on social media, we should sign the contract.  Official OEA accounts need to be created with an OEA email.  C. Hodgson also noted that we are using social media as a marketing tool for all the organizers as our collective following is greater than any one eventing venue.  It was noted that the schooling days post was the post popular most since the OEA created FB and Instagram pages.  M. Nelson noted that we should be mindful that not all organizers are at the same rate of adoption with social media and we should ramp up our use of electronic platforms carefully so that it does not exclude organizers.

• Contract with OE for Memberships

R. Corbett reported that we have signed a contract with OE for another two years to manage our membership processing.  They are moving to a new platform so we still do not have access to the membership database to review our numbers for 2019. As Membership Secretary, Roseanne is usually able to view new vs. renewing members, and payment status.  Show secretaries have limited access to check membership status.

• Matters for Discussion

1. Presidents Report

No report

• Treasurers Report

It was noted that the job description for the treasurer was circulated.  A search is still underway for a suitable person to take on this role.  Roseanne proceeded to review the draft budget and noted:

• If additional funds in sponsorship funding can be sourced, we won’t be running at a deficit
• It was felt that sponsorship for end of year rosettes to 8^th place will increase attendance and revenues from the banquet, and Nottawasaga can accommodate additional people in the banquet hall.
• The organizer entry subsidy was discussed and the committee determined that we would leave a line of $1500 against that item to deal with specific issues of low entries on a case by case basis.  It may be that the entry subsidy is not needed this year.
• There was some discussion of the cost of assisting organizers to create a Modified 1.05 division.  Generally, it was felt that as organizers make the investment in their courses, they will gain more awareness and attract more entries.
• P. Frewen Lord noted that Wesley Clover was requesting an additional schooling day, although it does conflict with an existing event.  It was identified that the budget is there and once confirmed we will update our social media notices and website.
• Schooling days, open houses and seminars are not intended to generate significant revenue.  Revenue for clinics remain to be seen.

Roseanne agreed to make the changes and circulate a revised budget for an email                     vote with the aim to achieve a balanced budget for 2018-19

• Committee Report Updates

1. Strategic Planning and Governance

                         D. Welna reported no major developments since last Board meeting

1. Communications

            This committee has been very active promoting the OEA brand and activities over social media.   They are working on a communications schedule for posting, but           emphasized that they need content from Committees. Charlotte noted that she can   assist with copy editing of content, but that committees need to send outlines at             minimum.

Shannon has created an Ontario 2019 Omnibus which is almost ready for printing.  It was suggested that the printed Omnibus can be handed out at schooling events.  There was some discussion around mailing the omnibus, although interested parties would need to send a postage paid envelope.  K. Wilson also noted that we could develop the Omnibus as a downloadable app, which would not require cell service (important for use at shows).

Charlotte and Kathleen also agreed to review the current website and remove the old content.

            Action:

• All Directors to review draft Omnibus/Eventing 101 and send edits to Shannon
• All Directors to review website for broken links and send edits to Charlotte and Kathleen
• Pat to investigate possibility of a $750 grant from Eventing Canada related to Athlete Development.

1. Growing the Sport

This committee met recently and discussed a number of ideas including: updating the “What is Eventing” pamphlet; creating short videos; having OEA tables and banners at Schooling Days; handing out pins; hand out rider packages; cross promote with Pony Clubs; posting on FB for clinics and shows; win a jump trailer from Upull; feature an Adult Amateur in a video.  They also talked about workshops for adult amateurs to discuss things such as braiding, corking with a farrier; etc.   It was suggested that Directors try to be present for a few of the showjumping and cross schooling days.   For the CanAm Equine event it was clarified that Shandiss MacDonald will be a clinician and we are currently in the process of negotiating for a booth.

1. Volunteer Incentive Program

As part of the promotion of volunteering the committee discussed obtaining action shots of volunteers at events from some of the photographers present.  Normally there is a fee for the photographs but it was felt that this could probably be waived with the consent of the individual photographer.

• Young Riders and U25

C. Niemuller  asked that in future Committees prepare reports and circulate in advance of meetings so issues can be considered ahead of time and it allows for a more focussed conversation.   She noted that fundraising has gone well so far and a number of people have signed up for clinics.  She has been on a couple of calls with the provinces and EC about the cessation of the NAYRC and ways to make the remaining event a meaningful experience.

It was suggested that we send another blast to members about signing up for YR and U25 and an explanatory message about the two programs.  It was also mentioned that Jacquie Brooks is willing to contribute, via a post.   It was also noted that two well-known eventers based in Florida (Jen Holling and Leslie Grant Law) have agreed to take one rider/horse combination for 3 months over the winter for training.  It was expected that this would be for 1 YR and 1 U25, based on a nomination process and in consideration of points as well as giving back to the sport over the season.

            Action:

• Cheryl to provide necessary information to Communications Committee
• Kathleen to update forms for YR and U25 sign-up on website
• Committee Chairs to prepare reports in advance of next Board Meeting

• Banquet AGM and Awards

Deb confirmed that she has checked with several sites including Mohawk, Woodbine and Hockley Valley on rates and packages for the banquet and Nottawasaga is still the best package. She is now seeking approval to sign a contract for Saturday, November 16^th. 

It was moved by V. Low, seconded by C. Hodgson and passed that approval is provided to sign a contract with Nottawasaga Resort for the 2019 OEA banquet, subject to final pricing.

It was moved by A. Neal seconded by C. Hodgson and passed that Leaderboards and Points become part of the Competitions Committee.

• Meeting Finalization

Moving forward it was noted that Committee Reports should be sent to Caroline no later than Wednesday in advance of monthly board meetings on the following Monday.

Next Meeting: March 11^th, 2019 – 7 p.m. by conference call

Meeting Adjournment: 10:05 p.m.

tario Eventing Association Board of Directors Meeting

February 11, 2019

Schomberg Community Centre

Present (in person):  Deb Welna, Terri Hough-Gilmour, Ann Neal, Caroline Abrahams, Shannon Nazar, Charlotte Hodgson, Veronica Low, Kathleen Wilson

Present via Conference Call: Roseanne Corbett, Cheryl Niemuller, Mark Nelson, Andrew McDermott, Pat Frewen-Lord

Regrets: Kate Farrell, Peta Christen, Lindsay Mahon

1. Call to Order: 7:06 p.m.

• Meeting Opening

1. D. Welna opened the meeting and asked for a motion to accept the agenda –  moved by V. Low and seconded by A. McDermott and carried. A motion to approve minutes from January 14, 2019 was made by S. Nazar and seconded by C. Hodgson.  Both motions were carried.

• V. Low noted a clarification to the December minutes to reflect correct dates for OEA attendance at CanAM Equine event in April.

       Matters Arising

1. Review of Code of Conduct, Confidentiality and Conflict of Interest Policy

            P. Frewen Lord volunteered to review the latest version of this document to remove content unrelated to the OEA and ensure this is consistent with the By-Laws.  A word version with track changes will be placed on the OneDrive for easy sharing and editing.

            Action:

• Upload document to OEA Onedrive for editing via track changes with updated document to be carried forward to a future meeting.

• Review of Travel Policy

            It was confirmed that the travel policy allows for payment of automobile travel at 50 cents per kilometre beyond 100 kilometres for any given trip.  It was understood that, for a given trip, recipients are responsible to cover costs up until 100 Kilometres.

            It was subsequently moved by D. Welna, seconded by A. Neal and carried that the OEA will reimburse automobile travel for Directors, and other approved officials, at 50 cents per kilometre, over and above the first 100 kilometres per trip.

On a motion from M. Nelson, seconded by A. Neal and carried the OEA will reimburse hotel accommodations for Directors and other approved officials to a maximum of $150 per night.  Amounts that exceed this rate will require prior approval for reimbursement from the OEA Executive.  

• LOA for Sponsorships

       R. Corbett confirmed that invoices are being sent to those individuals/organizations who           have signed LOAs with the OEA. So far funds are being directed to U25s and Young       Riders.  It was noted that we also need sponsorship for the Banquet and emphasized that    only the Sponsorship Committee should be approving the sending of LOAs.  Ideally sponsors wishing to sponsor individual events should come through the OEA first to   ensure there are no competing sponsors at the same event.  We cannot force organizers    not to seek sponsorship on their own, but we do need to highlight the power of the brand and reach of the OEA compared to any one single organizer.  If any Directors are     approached about sponsorship, it should be directed to V. Low.

• Social Media Contract

K. Wilson reported that the social media contract is now online for electronic signature by Directors.  It was suggested that because most of the Directors are on social media, we should sign the contract.  Official OEA accounts need to be created with an OEA email.  C. Hodgson also noted that we are using social media as a marketing tool for all the organizers as our collective following is greater than any one eventing venue.  It was noted that the schooling days post was the post popular most since the OEA created FB and Instagram pages.  M. Nelson noted that we should be mindful that not all organizers are at the same rate of adoption with social media and we should ramp up our use of electronic platforms carefully so that it does not exclude organizers.

• Contract with OE for Memberships

R. Corbett reported that we have signed a contract with OE for another two years to manage our membership processing.  They are moving to a new platform so we still do not have access to the membership database to review our numbers for 2019. As Membership Secretary, Roseanne is usually able to view new vs. renewing members, and payment status.  Show secretaries have limited access to check membership status.

• Matters for Discussion

1. Presidents Report

No report

• Treasurers Report

It was noted that the job description for the treasurer was circulated.  A search is still underway for a suitable person to take on this role.  Roseanne proceeded to review the draft budget and noted:

• If additional funds in sponsorship funding can be sourced, we won’t be running at a deficit
• It was felt that sponsorship for end of year rosettes to 8^th place will increase attendance and revenues from the banquet, and Nottawasaga can accommodate additional people in the banquet hall.
• The organizer entry subsidy was discussed and the committee determined that we would leave a line of $1500 against that item to deal with specific issues of low entries on a case by case basis.  It may be that the entry subsidy is not needed this year.
• There was some discussion of the cost of assisting organizers to create a Modified 1.05 division.  Generally, it was felt that as organizers make the investment in their courses, they will gain more awareness and attract more entries.
• P. Frewen Lord noted that Wesley Clover was requesting an additional schooling day, although it does conflict with an existing event.  It was identified that the budget is there and once confirmed we will update our social media notices and website.
• Schooling days, open houses and seminars are not intended to generate significant revenue.  Revenue for clinics remain to be seen.

Roseanne agreed to make the changes and circulate a revised budget for an email                     vote with the aim to achieve a balanced budget for 2018-19

• Committee Report Updates

1. Strategic Planning and Governance

                         D. Welna reported no major developments since last Board meeting

1. Communications

            This committee has been very active promoting the OEA brand and activities over social media.   They are working on a communications schedule for posting, but           emphasized that they need content from Committees. Charlotte noted that she can   assist with copy editing of content, but that committees need to send outlines at             minimum.

Shannon has created an Ontario 2019 Omnibus which is almost ready for printing.  It was suggested that the printed Omnibus can be handed out at schooling events.  There was some discussion around mailing the omnibus, although interested parties would need to send a postage paid envelope.  K. Wilson also noted that we could develop the Omnibus as a downloadable app, which would not require cell service (important for use at shows).

Charlotte and Kathleen also agreed to review the current website and remove the old content.

            Action:

• All Directors to review draft Omnibus/Eventing 101 and send edits to Shannon
• All Directors to review website for broken links and send edits to Charlotte and Kathleen
• Pat to investigate possibility of a $750 grant from Eventing Canada related to Athlete Development.

1. Growing the Sport

This committee met recently and discussed a number of ideas including: updating the “What is Eventing” pamphlet; creating short videos; having OEA tables and banners at Schooling Days; handing out pins; hand out rider packages; cross promote with Pony Clubs; posting on FB for clinics and shows; win a jump trailer from Upull; feature an Adult Amateur in a video.  They also talked about workshops for adult amateurs to discuss things such as braiding, corking with a farrier; etc.   It was suggested that Directors try to be present for a few of the showjumping and cross schooling days.   For the CanAm Equine event it was clarified that Shandiss MacDonald will be a clinician and we are currently in the process of negotiating for a booth.

1. Volunteer Incentive Program

As part of the promotion of volunteering the committee discussed obtaining action shots of volunteers at events from some of the photographers present.  Normally there is a fee for the photographs but it was felt that this could probably be waived with the consent of the individual photographer.

• Young Riders and U25

C. Niemuller  asked that in future Committees prepare reports and circulate in advance of meetings so issues can be considered ahead of time and it allows for a more focussed conversation.   She noted that fundraising has gone well so far and a number of people have signed up for clinics.  She has been on a couple of calls with the provinces and EC about the cessation of the NAYRC and ways to make the remaining event a meaningful experience.

It was suggested that we send another blast to members about signing up for YR and U25 and an explanatory message about the two programs.  It was also mentioned that Jacquie Brooks is willing to contribute, via a post.   It was also noted that two well-known eventers based in Florida (Jen Holling and Leslie Grant Law) have agreed to take one rider/horse combination for 3 months over the winter for training.  It was expected that this would be for 1 YR and 1 U25, based on a nomination process and in consideration of points as well as giving back to the sport over the season.

            Action:

• Cheryl to provide necessary information to Communications Committee
• Kathleen to update forms for YR and U25 sign-up on website
• Committee Chairs to prepare reports in advance of next Board Meeting

• Banquet AGM and Awards

Deb confirmed that she has checked with several sites including Mohawk, Woodbine and Hockley Valley on rates and packages for the banquet and Nottawasaga is still the best package. She is now seeking approval to sign a contract for Saturday, November 16^th. 

It was moved by V. Low, seconded by C. Hodgson and passed that approval is provided to sign a contract with Nottawasaga Resort for the 2019 OEA banquet, subject to final pricing.

It was moved by A. Neal seconded by C. Hodgson and passed that Leaderboards and Points become part of the Competitions Committee.

• Meeting Finalization

Moving forward it was noted that Committee Reports should be sent to Caroline no later than Wednesday in advance of monthly board meetings on the following Monday.

Next Meeting: March 11^th, 2019 – 7 p.m. by conference call

Meeting Adjournment: 10:05 p.m.