16 – August- 2021 – Meeting Minutes

Location:  Via Zoom

Call to Order – 6:35 p.m.

 

In Attendance:             Board Members

                                    Darice Whyte – President

                                    Carrie Wilson – Vice President

                                    Kelli Hayhurst – Treasurer

                                    Trish Forde – Secretary

                                    Shannon Lightfoot – Member at Large

                                                           

Membership

Andy Dunlop, Terry McKee, Brenda Tolpa, Iris Oleksuk   

 

APPROVAL OF AGENDA (July 5, 2021)

 

The DRM Agenda, August 16, 2021, was accepted and approved.

 

APPROVAL OF MINUTES (July 5, 2021)

 

The minutes from July 5, 2021 Meeting were accepted and approved.

 

CLUB OPERATIONS

 

PRESIDENT’S REPORT (Darice Whyte)

Darice Whyte welcomed everyone to the meeting.  Due to no rides yet this season, there aren’t any updates at this time.  Hopefully we will have 1 ride this season.

 

TREASURER’S REPORT (Kelli Hayhurst)

Bank balance is just over $10,000.00.

One rider requested a refund from Grosse Isle Ride which was cancelled.

The other riders are allowing their payments to be held as credit towards the next ride, whenever that will be.

MHC REPORT (Carrie Wilson & Darice Whyte)

Nothing to report at this time.

 

COVID REPORT (Carrie Wilson)

  • Keep protocols as is for now.
  • Good practise to know who is at out rides, to self distance and recommend that people in attendance wear masks.
  • Have a box of masks available at trot out lane so they are available when riders come to vet their horses.
  • Darice will email Linda to confirm if there are changes to covid protocols.

Update after meeting:  ”Normal Covid Protocols: While masks are not required, they remain strongly recommended for indoor settings. Sport Manitoba supports this message and encourages sport organizations to implement the safety protocols necessary to protect staff, participants, volunteers, and communities. E.g. screenings, collecting contact information, hand hygiene, physical distancing, mask requirements and vaccinations are all still considered valuable tools. Any organizations or facility owners may add or clarify their own rules and restrictions regarding the wearing of masks, vaccination status and any other disease prevention protocols that they deem fit for their own individual circumstances.”

  • Due to this update, we will no longer use the Attestation Form.

 

TRAILS REPORT (Carrie Wilson)

  • Carrie is disappointed that she hasn’t heard anything, however, some trails remain closed.

 

FUNDRAISING (Andy Dunlop)

  • Fall Tack Sale – Andy will discuss dates with Trish to hold at SEC.

 

YEAR END AWARDS (Darice Whyte)

  • Even if we have 1 ride we should have awards, even if they are small.
  • Champion and Reserve for each division and Mileage awards.
  • Kelli – awards for Jr. riders.3 awards – Training, 25 and Open.
  • We should have a list of Year End Awards posted at the beginning of each season so riders know what they can work towards.

       PROMOTIONAL ITEMS (Shannon Lightfoot)

  • Kelli has the samples.
  • Due to the last ride being cancelled, the samples were not able to be seen.
  • Darice can bring samples to the Souris Bend ride (pick up samples from Kelli).
  • The order form can be posted and the order date extended (August 31, 2021).

 

COMMUNICATIONS (Kelli Hayhurt, Mark H.)

  • No updates at this time.
  • Mark is still able to post updates as required.

 

BY-LAW REVIEW/POLICY STATEMENTS/RULE BOOK (Kelli Hayhurst/Carrie Wilson)

  • Nothing to report at this time.

 

        SUCCESSION PLANNING

  • From July 5th meeting – Treasurer (Kelli Hayhurst), Secretary (Trish Forde) and Vice President (Carrie Wilson) – These 3 (three) board positions are up for renewal. The 3 (three) board members have all agreed to allow their names to stand.  However, if there is interest in any of the board positions, the current board members stated that they would find other areas to volunteer in if not re-elected.
  • Next year: President (Darcie Whyte) position is up for renewal.  Darice stated that this will be her last year as DRM President.  Member at Large (Shannon Lightfoot) position is also up for renewal.
  • Vets – Kelli stated that it would be a good plan to get Glenn Sinclair to shadow/train an alternate vet(s) – Possibly Dr. Jenna from Central. If the BHP ride goes forward, it usually profits the most out of all out rides with full participants, so there should be enough to pay for 2 vets.  Kelli will reach out to Glenn.
  • Board members should be having individual conversations with people that may be interested in being part of the board.Due to covid, heat and smoke, the interest to compete is lower than normal so finding people is difficult at this time.  It’s important to keep talking about this though.
  • Kelli spoke with Kara P. but nothing has come out of that conversation so far.

 

ANNUAL GENERAL MEETING

  • Add to next meeting’s agenda. MTRC will be discussing their AGM at their next meeting as well.
  • Need to give membership 30 days notice prior to meeting.
  • Location: Smitty’s in Selkirk
  • Date: November 6, 2021
  • Time: TBD

 

RIDE OPERATIONS

 

EQUIPMENT TRAILER/INVENTORY

  • Nothing to report at this time.

 

RIDE UPDATES

  1. Aug 7-9: Galloping through Grosse Isle – Kara/Andy/Chelsea
    • Cancelled due to poor air quality.
  2. Sept 4: Souris – Dianne/Myna – 1 day Ride.
  • Carrie has the permit and will apply for sanctioning.
  • Myna – Trail Marker
  • Glenn Sinclair – Vet (Need Hotel Requirements)
  • No Equipment hand off required.
  • We will have to watch financing on this ride.
  1. Sept 19: BHP – Formerly MEC (Possible Mars Hill Back up location) – Darice
  • Permit has been applied for.
  • Vet: Glenn Sinclair
  • Darice will post for Ride Manager and Day Manager.
  • If BHP will not issue a permit, possible site change to Mars Sandhills as this ride has been all planned out, it would be change in location.
  1. Mars Sandhills – Wendy N. and her daughter
  • Jennifer – Trail Marker
  • Kelli – Day Manager for Saturday
  • Brenda – Day Manager for Sunday
  • Shannon – permit application. Darice will ask if she will ride manage.
  • Vet: Glenn Sinclair
  1. 2-3 :  Belair – Tricia Mason
  • New Ride added. More information to follow.

 

NEXT MEETING

TBD – If we are able to meet in person, it was suggested that we still invite via Zoom so that those from out of town are able to join in.  We are getting better at it and may as well continue to use it as tool to reach more members and interested parties.

 

MEETING ADJOURNMENT

 

Meeting closed at 7:19 pm

 

Minutes by Trish Forde, DRM Secretary