Annual General Meeting
Distance Riders of Manitoba
November 16, 2019
Location: Smitty’s Restaurant Selkirk
Call to order -1:06
In attendance: Board Members
Darice Whyte- President
Carrie Wilson – Vice President
Maura Leahy- Treasurer
Absent: Trish Forde-Secretary
Susan Heald Member at Large
Membership
Dianne Borger (MHC Rep)
Terry McKee
Brenda Tolpa
Tammy Storie
Shannon Yaskiw
Troi Anderson
Tricia Mason
Iris Oleksuk
Angela Roberts
Kelli Hayhurst
Linda Cruden
Linda Gillies
Judy Olson
Kate Wilson
Andy Dunlop
APPROVAL OF AGENDA
The agenda for the AGM agenda November 16, 2019 was accepted and approved.
APPROVAL OF MINUTES
The minutes of the 2018 AGM were accepted and approved.
PRESIDENT’S REPORT:
Darice welcomed all and thanked them for their support and interest in the club.
Synopsis:
- membership has grown for 27 to 39
- Rides were all well attended
- Volunteers did an excellent job
- Hoping to add a new location for 2020.
TREASURER’S REPORT:
- net ride profit $1,682.55 which is down $200 from 2018 but still did well
- Bank account is $10,997.40 of which ~$5,000 is the travel fund
- 2019 Financial Report was accepted and approved as submitted (see attached)
MHC REPRESENTATIVE REPORT:
- mention was made of cyber awareness. This is important as we do receive emails asking for funds. These are attempts to defraud.
- Sales of the 50/50 tickets were significantly less than expected. The funds were to go for many things however ended up being used to purchase picnic tables and bleachers from Pine Ridge
- The Coaching Levy fee of $5.00. This will be discussed further at our meeting in January. Everyone is encouraged to take the free on line courses
- Dianne has agreed to continue ending our MHC rep
MILEAGE AND POINTS REPORT:
- Shannon has submitted the points/mileage report (to be posted on the website)
- Shannon has agreed to continue tracking points and mileage for 2020
DRM/MTRC JOINT EQUIPMENT INVENTORY REPORT:
- Elizabeth will continue to keep inventory at her place
- Kelli proposed that all inventory is equally owned (value wise) and going forward both clubs should split (tabled to next meeting)
- Shannon will assist equipment committee.
- Complete inventory list attached
POLICY COMMITTEE REPORT:
DRM Rule Book
- once the rule book is ratified at the AGM it will stand for the next year’s rides.
- Should be reviewed in fall and spring to be adjusted and ratified at annual AGM
- Of rules conflict with AERC the more stringent rule will apply. EG AERC doesn’t have a mandatory helmet requirement. We do so helmets are required at our rides.
- A suggested word change for the Coggins requirement at meeting. Proof of a negative EIA test will be required once per calendar year or more often at the discretion of the board
- Board can decide frequency
- Motion was made to accept and was approved
- Motion to accept the creation of the DRM Policy Statements as submitted was approved
DRM Policy Statements
- See attached for proposed motion regarding Travel Fund
- Current fund is for Canadian Championships only and after checking with contacts in the east and west there are no plans at this time to host a championships
- Many of our members do ride in the US and want the fund to cover AERC championships wherever they are held
- The fund will be capped as of October 31, 2019
- Starting October 31, 2020 $1,000 will be transferred into the new fund each year unless a Canadian Championship is held
- Maura proposed leaving the fund as is however the proposal did not receive a second.
- Proposed Motion regarding travel fund was approved and accepted as presented
ELECTIONS:
With the assistance of Linda Cruden nominations and elections were held
A) Elected to Board of Directors
- Carrie Wilson – 2 yr Term
- Trish Forde – 2 yr Term
- Kelli Hayhurst – 2 yr Term
- Shannon Yaskiw – 1 yr Term
B) Election of Directors
- President – Darice Whyte
- Vice President – Carrie Wilson
- Treasurer – Kelli Hayhurst
- Secretary – Trish Forde
- Member at Large – Shannon Yaskiw
CLUB OPERATIONS:
A) Fundraising:
- Andy has agreed to manage the Tack Sale which will be at SEC in the spring
B) Year End Awards
- Darice will oversee the awards for 2020.
- Once all the award costs for 2019 have been finalized a new budget for the 2020 awards will be proposed for approval by the board.
- Motion was accepted and approved
C) DRM apparel
- Shannon is going to follow up on this
D) Communications (Facebook, Website, Email list)
- Carrie and Maura will continue to keep the pages updated
- Darice has the email list for the membership
F) Meeting Schedule
- Meetings to be held every 2 months beginning in February. Next meeting is February 26th at Darice’s
RIDE OPERATIONS:
A. Sanctioning
- Rides will continue to be sanctioned with AERC
- Motion was accepted and approved
B. Ride Fees
- ride fees will be discussed further at the February 2020 meeting
C. Ride registrar
- Create a volunteer position of ride registrar. Carrie will continue in this position
- Motion was accepted and approved
Meeting adjourned at 2:45 PM
| Ride Camp Equipment | |||
| Qty. | Description | Notes | Ownership |
| 24 | Clipboards | 6 missing | 10 DRM/14 MTRC |
| 1 | Container Pens, Markers, Stapler, Staples, Hole Punch | MTRC | |
| 3 | Heart rate monitors | MTRC | |
| 1 | milan Digital Watch | MTRC | |
| 1 | Timing Clock | MTRC | |
| 1 | Scale | MTRC | |
| 2 | Brochure Holders | MTRC | |
| 5 | Horse Markers | MTRC | |
| 1 | Stethoscope | MTRC | |
| 1 | First Aid Kit | MTRC | |
| 1 | Tiny Stapler | MTRC | |
| 13 | Dry Erase Markers | MTRC | |
| Box | Garbage Bags | DRM | |
| 34 | Cones | 24 DRM/10 MTRC | |
| 2 | Folding Tables | DRM | |
| 2 | Canopies | 1 MTRC/1 DRM | |
| 2 | DRM ride camp signs in sandwhich boards | DRM | |
| 4 | white boards | 2 DRM/2 MTRC | |
| 1 | measuring tape | MTRC | |
| 1 | garbage bin | MTRC/DRM | |
| 70 (approx) | cups and lids | MTRC | |
| 1 | MTRC banner | MTRC | |
| 1 | MTRC wood ride camp sign | MTRC | |
| 1 | dolly/step ladder | MTRC | |
| 1 | storage rack | MTRC | |
| napkins/toilet paper/ lunch bags | MTRC/DRM | ||
| tote bags for sale | MTRC/DRM | ||
| MTRC prizes | MTRC | ||
| horse numbers | MTRC | ||
| string | MTRC/DRM | ||
| 4 | blue barrels (troughs) | DRM | |
| 2 | water cube/tote | Angela Roberts has one | DRM |
| 4 | pails for securing canopy | MTRC/DRM | |
| DRM and MTRC ride camp signs | MTRC/DRM | ||
| DRM volunteer vests | DRM | ||
| MTRC Merch | |||
| Quantity | Size | Notes | Ownership |
| 8 | L Decals | Not counted | MTRC |
| 4 | S decals | MTRC | |
| 1 | M mens black tank | MTRC | |
| 3 | M womens black tank | MTRC | |
| 5 | L womens black tank | MTRC | |
| 3 | L women’s white tank | MTRC | |
| 4 | L purple mentor tshirt | MTRC | |
| 1 | XL purple mentor tshirt | MTRC | |
| 5 | M purple mentor tshirt | MTRC | |
| Trail Equipment | |||
| Quantity | Size | Notes | Ownership |
| Miscellaneous Trail Materials | |||
| 34 | Equestrian Trail Event Laminated Signs | 6 missing | DRM |
| 2 | 2 mile markers choroplast | MTRC | |
| 2 | 5 mile markers choroplast | 1 missing | MTRC |
| 4 | 10 mile markers choroplast | MTRC | |
| 2 | 1/2 mile markers choroplast | MTRC | |
| 1 | Helmet Bag of binder twine | DRM | |
| 1 | Tube white and orange ground flags | MTRC/DRM | |
| 1 | container of Windex wipes | replenish | MTRC/DRM |
| 5 | Hi-Visibility Vests | MTRC | |
| 1 | Bostitch Stapler Set | MTRC | |
| 1 | Arrow Staple Gun | replenish staples | MTRC |
| 1 | Package of Markers | MTRC | |
| 1 | Package of Highlighters | MTRC | |
| few | Pie Plates | replenish | MTRC |
| 5 | Wooden Stakes (good for vampire attacks) | MTRC | |
| 200 (approx) | clothes pins | MTRC | |
| Marking Ribbons | |||
| 1 | Bin of made ribbons | MTRC/DRM | |
| 14 | rolls of red | DRM | |
| 15 | rolls of pink | DRM | |
| 9 | rolls of yellow | MTRC | |
| 8 | rolls of green | DRM | |
| 7 | rolls of white | DRM | |
| 8 | rolls of tiger | MTRC | |
| 1 | rolls of candy cane | MTRC | |
| 10 | rolls of blue | DRM | |
| 6 | rolls of purpose | MTRC | |
| 1 bag | misc. cut ribbon | MTRC/DRM | |
| Spray Paint | |||
| 2 | Pink | MTRC | |
| 3 | Yellow | MTRC | |
| 1 | Purple | MTRC | |
| 0 | Orange | replenish | |
| 0 | Blue | replenish |
Motion for DRM AGM re Travel Fund:
Preamble:
1. Whereas the motion passed at the October 3 DRM meeting “capped” the Travel Fund at an amount less than its current value (and a “cap” is a ceiling, not a middle);
2. Whereas some members had insufficient context with which to vote on the motion;
3. Whereas it was unclear in the October 3 motion what should happen to any monies removed from the fund;
4. Whereas the original Terms of Reference establishing the National Travel Fund specified that the funds be used for a Canadian Championship competition;
5. Whereas the original Terms of Reference establishing the National Travel Fund did not specify a timeline for spending the fund, or what would happen if the funds were not able to be used for the stated purpose; and
6. Whereas the membership of DRM continues to want to be able to support members’ travel to Canadian Championships as well as other major competitions;
Motion:
I therefore move that
a. The National Travel Fund be capped as of October 31, 2019 (our fiscal year end) with no further funds allocated to it;
b. An amendment to the existing Terms of Reference for the National Travel Fund established in 2006, be adopted by DRM;
c. A New Travel Fund be established, with wider parameters allowing for DRM to support travel to other Championship events;
d. New Terms of Reference be adopted for the New Travel Fund;
e. On October 31st, 2024, any remaining funds in the National Travel Fund will be transferred to the New Travel Fund.
Moved by: Susan Heald
Seconded by: Dianne Borger