Meeting Minutes – June 3, 2019

Location:  Darice’s Residence, Springfield, Manitoba

Call To Order – 6:30 p.m.

In attendance: Board Members

Darice Whyte – President

Carrie Wilson –  Vice President

Trish Forde – Secretary

Susan Heald– Member at Large

Absent: Maura Leahy – Treasurer

Membership

Iris Oleksuk (MTRC President)

Kelli Hayhurst

Elizabeth Bima

APPROVAL OF AGENDA

The agenda for DRM Agenda, June 3, 2019 was and accepted and approved.

APPROVAL OF MINUTES (April 3, 2019)

The minutes were accepted and approved.

  • Darice and Carrie will make arrangements to go to the bank.
  • Tack Sale – deferred to next meeting.
  • Ride Check Lists – Use them!

WELCOME OF GUESTS & PRESIDENT’S REPORT

Darice welcomed everyone and mentioned that we have had great attendance at our first two rides and we need to keep up momentum.

TREASURER’S REPORT

Deferred until next meeting.

Approvals of Upcoming Expenditures

  • Motion:  To increase equipment budget from $700-$800.
    • Add $80 for troughsAdd an additional $100 to original equipment budget
      Motion was approved.
  • MTRC’s turn to purchase equipment needed.
    • Grease pens for writing numbers on horses.
    • Cones
    • 8 – 5 Gallon Buckets
    • Clipboards
  • Donated Equipment Items
    • File Bin
    • Garbage Can
    • Box of Garbage Bags

MTRC REPRESENTATIVE REPORT

Iris spoke with John Savage.  The insurance does not include MHC leased grounds.  When obtaining permits, we need to contact John and inform him specifically with a written form and then follow up.  John deals with all clubs so a form of written confirmation is necessary. Adding an event to the MHC Ride Calendar is not enough.

MHC REPORT – deferred until next meeting.

FUNDRAISING COMMITTEE REPORT (Andy Dunlop and Maura Leahy)

  • Deferred until next meeting.

YEAR END AWARDS COMMITTEE REPORT (Darice Whyte, Shannon Lightfoot and Kelli Hayhurst)

  • Deferred until next meeting.

PROMOTIONS COMMITTEE REPORT (Tammy Storie)

  • Deferred until next meeting.

JOINT EQUIPMENT COMMITTEE REPORT (Carrie Wilson)

  • Elizabeth requested that she receive a minimum of one day’s notice prior to picking up equipment as she needs time to go through the equipment from the previous ride to prepare for next ride.
  • Equipment should be returned in a tidy manner.
  • The Ribbon tape that was recently purchased isn’t the same as the type that previously purchased.  Ribbon is thin and flimsy.
  • More blue ribbon needs to be made.
  • When making ribbons, a knot must be tied to the clothespin for easy demarking purposes.

PROCEDURES COMMITTEE REPORT (Carrie Wilson, Trish Forde, Maura Leahy)

  • Draft rule book, ride check lists and volunteer job descriptions/procedures are available and need to be used in order to make modifications.  The first official DRM Rule Book will be presented at the 2019 DRM AGM.

CLUB OPERATIONS

  • A Fees Table will be created
    • 2019 Fees will be the same as 2018.
    • A correction notice will be issued to reflect the new drug testing fee for AERC rides
  • Travel Fund – deferred until next meeting.
  • Championship Bid – deferred to 2020.
  • Spring Clinic – Good feedback from attendees.
  • Volunteer Recruitment – need to keep recruiting volunteers.   Due to the increase in participants and volunteers, a parking attendant is good addition to have.  Ride Managers should plan the ride based on 50 riders participating.
  • Ride ‘n Tie – deferred until next season.
  • Meeting Schedule
  • Tuesday, July 30 – location:  TBA – Check to see if Shannon is available.
    • Wednesday, July 31, 2019 – Darice’s house at 6pm has been confirmed after email board discussion.
  • Thursday, October 3 – Location TBA
  • Saturday, November 16 – AGM at Smitty’s Restaurant in Selkirk

RIDE OPERATIONS 

  • BHP Ride – Fast Flat Forest
    • Good attendance
    • Following the check lists allow for proper organization (i.e. arranging for water troughs and water truck).
    • Waiting on RM for ride results. AERC results have been posted.
  • Spruce Woods Ride
    • Good attendance.
    • This ride will not be scheduled on a long weekend moving forward.
    • In the past, Friends of Spruce woods have complained about DRM and we do not want that to happen again.
    • Waiting on RM for rides results.
  • BHP Ride – Fun in The Sun
    • Permits and Sanctioning has been completed.
  • Mars Hills Ride
    • Should we offer a 75 mile?
    • Confirm with Brittney Derksen that she would want to vet the higher distance.
    • Confirm with the Ride Manager that she wants to include that distance as part of the ride.
  • BHP –August?
    • Darice will check with the park to see if they will give us a permit for an August ride (future seasons).

MEETING ADJOURNMENT – Meeting adjourned at 8:52 p.m.

Next Meeting – Wednesday, July 31, 2019 at 6:00 p.m.

Location:  Darice’s House – 28086 Park Road

Minutes by Trish Forde, DRM Secretary