Location: Via Zoom
Call to Order – 6:39 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
Terry McKee Kara Popplestone Andy Dunlop
Iris Oleksuk Angelina Templeton Kari Hasselriis
APPROVAL OF AGENDA (February 25, 2021)
The DRM Agenda, February 25, 2021, was accepted and approved.
APPROVAL OF MINUTES (January 18, 2021)
The minutes from January 18, 2021 Meeting were accepted and approved.
WELCOME OF GUESTS
Darice Whyte welcomed everyone to the meeting.
TREASURER’S REPORT (Kelli Hayhurst)
Current # of members: 26
Net profit for 2020: $325.81
Made over $750.00 in 2021.
Changed the format of the balance sheet.
There are 2 travel funds.
- The first one is the old one that was set up by Maura Leahy.It has been restrictive and not easy to use. In 2019 the board voted that another fund be set up and changed how the first fund operates. There is $4000.00 in this fund. The bylaws have been changed to reflect how monies flow in and out.
- The second fund has a total of $1000.00.The bylaws state how monies are allocated and the flow of how the fund operates.
MHC REPORT (Carrie Wilson)
- Darice is receiving emails from MHC.
- Carrie needs to be added to the email list.
- After the provincial trail meeting Carrie sent an email to MHC and did not receive a response until months later. MHC states that they want a representative at the provincial trail meetings. The recreational chair is supposedly Tamara Hupalo so she may be the one to attend on behalf of MHC. Currently waiting to see what happens with the trails initiave.
- Joanne from BHP contacted Darice. MHC told “the park” that there were complaints re: DRM’s use of East Gate last year. In a somewhat heated discussion with Gerry Sweet, Carrie Wilson and Kari Hasselriis smoothed the way and felt that we were all on the same page. However, there is still a big disconnect between them. We are still waiting to find out what Polo Club’s portion of the north field is and what is MHC. MHC may have rights that could prevent DRM from using the north field for staging furture events. Darice will follow up with John Savard. We don’t want DRM portrayed in a bad light with the Park. There seems to be a background discussion that DRM hasn’t been a part of.
- Where are we staging the BHP May 1/2 ride? We won’t have an answer until covid restrictions have opened up and MHC grants approval for competitions to resume.
FUNDRAISING (Andy Dunlop)
- Potential for an on-line tack sale.Andy has a few ideas for this if we could pull it together. Andy asked what her responsibilities are. What does Andy need to start planning? Andy asked how do we set up the sales?
- Hoping that the Saddle Showcase turns into a fundraiser.Due to covid we may have to move the event from April until sometime in the fall.
- Kara Popplestone is going to help Andy out with the Saddle Showcase in the hopes that it will run in April, at the very least the planning will have been done if we need to move it to the fall.There is a sub-committee that is willing to help out.
YEAR END AWARDS (DARICE WHYTE)
- Darice asked if the ceramic statues that she posted online was something that she should be looking at as an award.We would need to know very soon if we wanted to order them. They are $75 with shipping. She was thinking that it would make a nice Open Champion award. Kelli stated that she would donate wine as an award if money was an issue.
- Need more awards for Juniors.MTRC has an award for each division – Open, 25, 50.
- We would like to see a variety of awards to make it fun and allow others to win an award.
WEBSITE UPDATE
- Minutes of January 2021 meeting have been posted.
- Annual results have been posted.
- FACEBOOK PAGE – Who is going to take on the responsibility of keeping the DRM page up to date? Carrie will keep managing it until someone else can do it – Social Administrator.
BY-LAW REVIEW/POLICY STATEMENTS (Kelli Hayhurst/Carrie Wilson)
- There are a few housekeeping changes that have to be made:Signing Authority and AGM 2021 Agenda.
- Rule Book Updates
- Results Reporting needs to be clarified.
- Concerns:There have been errors found on the ride cards in regards to placing due to how the timer records time and the calculation of Best Condition results. There needs to be as much information recorded as possible on the ride cards to properly record the placement of winners.
- Need to create a procedure.Riders appreciate that we are trying to maintain the integrity of the sport.
- Solution:
- Retain ride cards after the ride instead of handing them out to allow proper time to calculate results.
- Ride Manager/Day Manager give out the placements only within one week’s time.
- They don’t give out ride cards in the US, however, riders can take a picture of their card before they leave an event.
- Post results.
- Riders can pick up their ride cards at next event.
Andy motions that we adopt this procedure.
All in favor.
- Rider Off Trail needs to be clarified.
- Timing Clarifications and Ties
- Whoever wants to Tie, have to report to the Ride Manager together and agree that they will be finishing the race together.
- Record seconds as riders can arrive and call time within the same minute.
- Need to record the order of arrival accurately.
- Need more pulse takers to make the recording easier when riders are calling that their horse’s pulse is down.
Andy motioned that all 50 mile races are always recorded in seconds.
All in favor.
RIDE MANAGER AND TRAIL MARKER VIRTUAL TRAINING EVENT
- Good information on volunteer training.
- Good online first run.
PLACEMENT RIBBONS (Kelli Hayhurst)
- Kelli will take over this role from Shannon.
EQUIPMENT TRAILER
- Moving the trailer to Darice’s place as it is more central location.
- Need Inventory List / Sign in/out Sheet
- Darice will have the trailer ready for the first ride.
- Trailer will have to be ready for Shannon’s ride and then Kari’s (MTRC).
REGISTRATIONS (Carrie Wilson)
- Kara Popplestone will take over this responsibility. Carrie will train Kara.
RIDE SCHEDULE
- May 1-2: BHP – Darice/Tricia M./Linda G./Mary
- Waiting for permit but will not receive it until covid restrictions open up.
- Donna G. is unable to help out at this ride, Tricia has agreed to help out.
- May 15-16: Mars Sandhills – Shannon/Jen R/Wendy N
- Permit has been applied for. Shannon to check to make sure it was received as they may be only accepting online applications and she sent hers in via mail.
- (Potential ride depending on Covid) Bel-Air: June 12
- Aug 7-9: Spruce Woods – Kara/Andy/Chelsea – Canoe Camp Grounds
- Permit has been applied for.
- Needs a Day Manager for Day #2.
- Vet will stay in a nearby hotel – 2 nights.
- Sept 4: Souris – Dianne/Myna – 1 day Ride.
- Permit has been applied for.
- Need a vet.
- Sept 19: BHP – Darice/Monique B.
- Permit has been applied for.
- Monique is Ride Manager for Sunday’s Ride. Need a Day Manager.
Mentors? Will need mentors for new riders at all rides. An information session would be beneficial for new riders to attend.
RIDE ‘N TIE (Kara Popplestone)
- Kara will put a post on the FB Page to ascertain interest and educate those that are interested in trying something new and for fun!
- Can have a fun run on the Friday evening of the Spruce Woods ride.
NEXT MEETING
- Monday, April 12, 2021 @6:30pm via Zoom, unless covid-19 restrictions change.
- 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 8:51 pm
Minutes by Trish Forde, DRM Secretary