{"id":1931,"date":"2021-12-10T09:56:44","date_gmt":"2021-12-10T15:56:44","guid":{"rendered":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/?page_id=1931"},"modified":"2021-12-10T09:56:48","modified_gmt":"2021-12-10T15:56:48","slug":"drm-annual-general-meeting-november-6-2021","status":"publish","type":"page","link":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/drm-annual-general-meeting-november-6-2021\/","title":{"rendered":"DRM Annual General Meeting, November 6, 2021"},"content":{"rendered":"\n

Location:  Smitty\u2019s Restaurant<\/strong><\/p>\n

  Selkirk, Mb<\/strong><\/p>\n

Call to Order \u2013 12:58 p.m.<\/strong><\/p>\n

Board Members in Attendance<\/u><\/strong><\/p>\n

                                    Darice Whyte – President<\/p>\n

                                    Carrie Wilson – Vice President<\/p>\n

                                    Kelli Hayhurst – Treasurer<\/p>\n

                                    Trish Forde \u2013 Secretary<\/p>\n

                                    Shannon Lightfoot \u2013 Member at Large<\/p>\n

                                                           <\/p>\n

Members in Attendance<\/u><\/strong><\/p>\n

Mark Harrison, Andy Dunlop, Terry McKee, Brenda Tolpa, Iris Oleksuk, Angela Roberts, Troi Anderson,<\/p>\n

Tricia Mason, Tammy Storie, Dianne Borger, Linda Gilles, Wendy Nagtegaal, Christine Steendam<\/p>\n

 <\/p>\n

APPROVAL OF AGENDA <\/u><\/strong><\/p>\n

 <\/p>\n

Changes:  There was addition to the agenda:  #12 Next Meeting Date<\/p>\n

DRM AGM Agenda, November 6, 2021, was accepted and approved.<\/p>\n

 <\/p>\n

Motion by Tricia to accept the agenda. Andy seconded. Motion carried.<\/p>\n

 <\/p>\n

APPROVAL OF MINUTES (DRM AGM November 9, 2020)<\/u><\/strong><\/p>\n

 <\/u><\/strong><\/p>\n

The meeting minutes from the AGM, November 9, 2020, were accepted and approved.<\/p>\n

 <\/p>\n

Motion by Troi to accept the minutes. Seconded by Kelli. Motion carried.<\/p>\n

PRESIDENT\u2019S REPORT (Darice Whyte)<\/u><\/strong><\/p>\n

Darice Whyte welcomed everyone to the meeting. She stated that despite the issues that Covid has caused, the club has 41 members and in her time as a member\/board member of the club, she does not recall there being this many. The total number of members increased to 43 during her report. The board has worked hard on getting more members, so something is being done right. She went on the mention that the club has been known as an Arab group but according to the awards, there are more than just arabs competing:  Tennessee Walking Horse, Morgan. Darice states that she has always said, \u201c\u2026ride what you want to ride but come out and ride!\u201d. She was thrilled to see 13 riders riding the 50 at Birds Hill Park of which 6 were doing their first 50. \u201cGood job, good job, good job!\u201d. Having many riders is awesome but we need volunteers to make the rides successful. Darice offered thanks for their time and efforts. \u201cThe more people we have to ride manage, scribe, mark trail, time etc. makes the rides successful. We have had so many people step up and that is awesome. We have seen what it is like to have one person trying to do it all and it doesn\u2019t work. We need people to know how to do these jobs effectively and it isn\u2019t rocket science. We hope to hold a 75-mile ride in Belair next year. With so many riders doing 50\u2019s, it only makes sense to hold a longer distance for a new challenge.\u201d Darice concluded her report by stating that she is forever an optimist and is planning for a full ride season in 2022. \u201cHere\u2019s to 2022, getting us back to normal, whatever that may be.\u201d<\/p>\n

Carrie moved to accept the President\u2019s Report. Seconded by Troi. Motion carried.<\/p>\n

 <\/p>\n

TREASURER\u2019S REPORT (Carrie Wilson on behalf of Kelli Hayhurst)<\/strong><\/p>\n

Carrie reviewed the report that was distributed prior to the meeting.<\/p>\n

Treasurer\u2019s Report (see attached). Fiscal Year End:  October 31st<\/sup><\/p>\n

 <\/p>\n

The main source of revenue comes from ride fees, memberships, and MHC. Kelli added that normally our rides incur more expenses, but we operated as lean as possible this past season. It will be determined if this will continue based on how many rides we will be able to have next year. Normally we apply for two program grants from MHC. The first one runs from January to June and the second from July to December. Even though there wasn\u2019t anything going on due to Covid from January to June, it was assumed that we would not receive the first grant but with other clubs being in the same situation, MHC still gave the club the grant money for that period as well as the second. We ask for monies to go towards ride officials, clinician costs, and the like. MHC also gave the club monies to go towards insurance costs.<\/p>\n

 <\/p>\n

As of October 31, 2024, what monies are left in the old travel fund will be moved to the new travel fund, with $1000 being moved from old to new fund each year.<\/p>\n

 <\/p>\n

Ride Revenue: ~$2500<\/p>\n

Expenses: ~$2800.<\/p>\n

Net Profit Loss: ($11.56)<\/p>\n

 <\/p>\n

Carrie moved to accept the Treasurer Report, seconded by Troi. Motion carried.<\/p>\n

 <\/p>\n

MHC REP REPORT (Carrie Wilson)<\/strong><\/p>\n

Carrie reported that MHC continues to support the club and provide insurance. MHC also donated prizes this year. Tamara Hupalo holds the position of Recreational Chair. Carrie feels that she is doing a really job at representing recreational riding of which DRM is part of. The position of Recreational Chair was vacant for quite some time.<\/p>\n

 <\/p>\n

    \n
  1. Covid Rep<\/strong><\/li>\n<\/ol>\n

    No changes from last year due to Covid. We didn\u2019t have to fill out the covid attestation form due to relaxed restrictions.<\/p>\n

     <\/p>\n

    There remains to be a disconnect as to what happens at MHC. Carrie\u2019s impression from the MHC meetings is that there is a lot of discussion with what is happening with Equestrian Canada. There is a lot of conflict at EC right now. The Hunter\/Jumpers dominate that group. The disconnect really showed when we tried to communicate with MHC in regard to where we hold rides at Birds Hill Park.  This is something that we need to continue to work towards with Tamara Hupalo advocating for us. However, choosing to go through Folk Fest and providing our own water we washed our hands with MHC and is probably better for us in the long term. The big picture though is that we remain in a relationship with MHC as we have lots to provide to each other. There is a new executive director and out of 30 applicants, Diane David accepted the position, moving from Alberta to take on this roll. John Biron is the new president at MHC and his wife, Sarah, is on the board as well. Darice added that in the past years we would pay $75\/weekend for the water truck and now they are charging $100\/day. The porta potty at the Birds Hill Ride was donated this year by King\u2019s Septic which was appreciated by many. MHC did say that they would set up an outhouse and corrals at the end of the polo field this past spring\/summer for DRM use, but that didn\u2019t happen.<\/p>\n

     <\/p>\n

    Carrie will continue as MHC Rep; however, the position of MHC Rep is open if someone else wants to take it on. It is suggested that this person attend the DRM board meetings, however, does not need to be a member on the board. The last meeting was 3.5 hours long, but it was a zoom meeting and there are only 2 per year. If anyone is interested, they can talk to Carrie.<\/p>\n

     <\/p>\n

    MILEAGE AND POINTS REPORT (Darice Whyte)<\/strong><\/p>\n

    Darice asked if we wanted to continue with handing out mileage badges.  If so, we will need to order more. Consensus was yes. Shannon will take on the Mileage and Points tracking for this coming year.<\/p>\n

     <\/p>\n

    JOINT EQUIPMENT REPORT (Vacant)<\/strong><\/p>\n

    The equipment trailer is at Kelli\u2019s house. Janine Thompson was keeping track of the inventory and kept the trailer at her place, but she has recently sold her house.  There needs to be annual report of inventory. This report is tabled until next meeting where Kelli will provide the inventory report.<\/p>\n

     <\/p>\n

    POLICY COMMITTEE REPORT (Carrie Wilson)<\/strong><\/p>\n

     <\/p>\n

      \n
    1. DRM Rule Book<\/strong><\/li>\n<\/ol>\n

      There is one change to the Rule Book: the rule regarding Ties.  At the two rides we had this season, Kelli read out the rule at the Ride Meetings which was very helpful.<\/p>\n

       <\/p>\n

      Carrie read out the Ties Rule<\/p>\n

       <\/p>\n

      LIMITED DISTANCE DIVISION \u2013 TIES RULE<\/strong><\/p>\n

      There will be no placing ties in the limited distance division with one exception as noted:  To ensure accurate placing the following process will be followed at all pulse checks. Note: order of arrival into camp or into designated check area is irrelevant. At the designated check area competitors will call time when they are ready for a designated ride official to take horse\u2019s pulse. Once the horse is recovered presumed to 60 beats per minute or less. The timer will record the time called in minutes and seconds. Should a second or subsequent competitor call time immediately after the first or previous competitor the timer will record the time in minutes and seconds ensuring that the time recorded represents the order in which the riders called time.  In the likely event of two or more competitors calling at precisely the same time ride management will have officials or volunteers take pulse of those horses simultaneously. The horse with the lower pulse rate will receive the higher placing. So, the exception is, if both horses shall have the same pulse rate, ties will be awarded, and the points awarded will be the sum of the positions divided by the number of riders who tied.<\/p>\n

       <\/p>\n

      OPEN DIVISON \u2013 TIES RULE<\/strong><\/p>\n

      Ties are allowed in the open division; however, the default will be to record the order of finish in minutes and seconds.  Placings for the open division will be determined by the order of finish of those who have met the finish criteria. Should two or more competitors wish to tie all parties must be in agreement and completion criteria must be met. Ties will only be recorded if the following conditions are met:  Each of the competitors wishing to tie clearly communicate their intentions to ride management and volunteers, particularly the timer and the day manager immediately following arrival at camp. Efforts must also be made to cross the finish line at the same time, holding hands, riding side by side etc. Competitors must cross the finish line with no more than one minute separating them. Should the above conditions be met, the timer will ensure that the time recorded for each tied rider are identical. If any competitor does not wish or agree to tie, order of finish will prevail.<\/p>\n

       <\/p>\n

      The rule is posted on the DRM website and DRM Facebook Page. This rule will be added into DRM Rule Book.<\/p>\n

       <\/p>\n

      Kelli stated that there should be a volunteer at ride camp who will have to know how to use a stethoscope. Depending on the number of competitors, we may have to have two pulse takers. Glenn Sinclair has offered in the past to hold a clinic and he could teach many of us to learn how to use a stethoscope properly. Add this to the January agenda.<\/p>\n

       <\/p>\n

      Carrie moved to accept the Rule Book with edits, seconded by Darice. Motion carried.<\/p>\n

       <\/p>\n

        \n
      1. DRM Policy Statements<\/strong><\/li>\n<\/ol>\n

        The Policy Statements are recorded so that we have a central location with decisions that we make at meetings throughout the year. Once a year we ratify them, like the rules in the Rule Book.<\/p>\n

         <\/p>\n

        Policy on How We Handle Ride Cards<\/strong><\/p>\n

        We will retain ride cards after the ride instead of handing them out to allow proper time to calculate results. The ride manager and day manager will give out placements only. Within about one week\u2019s time, results will be posted and riders can pick up their cards at the next event or they will be distributed at the end of the year, in person where possible, or they will be mailed out.<\/em><\/strong><\/p>\n

         <\/p>\n

        EIA Testing (Coggins)<\/strong><\/p>\n

        As a club we want to do our part for equine health in Manitoba. If we are not testing at all we allow for EIA to come into our province and become a problem. Outside of the tabanid season, risk of contracting EIA is extremely low. Costs are increasing now that vets are required to have a membership to log results into a central database. We want to create a policy that addresses all these points.<\/p>\n

         <\/p>\n

        A valid negative EIA test (6 months from the blood sample draw date) is required for the rides that occur prior to August 15th<\/sup> (or the end of the tabanid season) and for any rides after that, EIA testing is not required. <\/em><\/strong><\/p>\n

         <\/p>\n

        Along with this policy statement we must educate horse owners (riders) as to what the risks are and when the risks exist. Having a clinic with a vet regarding EIA testing is a good idea. Also, holding an EIA Testing clinic where horse owners can bring their horses en masse<\/em> would reduce the costs. It was suggested that we make use of the MHC grounds at Birds Hill Park.<\/p>\n

         <\/p>\n

        Carrie moves to accept both policy changes, seconded by Christine. Motion carried.<\/p>\n

         <\/p>\n

        ELECTIONS (Kelli Hayhurst chaired)<\/strong><\/p>\n

          \n
        1. Carrie, Trish and Kelli\u2019s positions are up for re-election. Darice and Shannon are staying on for the 2nd<\/sup>year of their term.<\/strong><\/li>\n<\/ol>\n

           <\/strong><\/p>\n

          Accept Nominations for 3 new board members<\/p>\n

          Andy\/Troi nominates: Wendy Nagnetgaal (allowed name to stand)<\/p>\n

          Carrie\/Tricia nominates: Christine Steendam (allowed name to stand)<\/p>\n

          Brenda\/Iris nominates Carrie (allowed name to stand)<\/p>\n

          Iris\/Brenda nominates Dianne Borger (did not allow name to stand)<\/p>\n

          Wendy\/Dianne nominates Andy Dunlop (allowed name to stand)<\/p>\n

           <\/p>\n

          Troi\/Trish moves to close nominations. Motion carried.<\/p>\n

           <\/p>\n

          Voting Results:  Christine Steendam, Carrie Wilson and Wendy Nagtegaal have been voted to the board.<\/p>\n

           <\/strong><\/p>\n

            \n
          1. Election of officers (President and Vice President)<\/strong><\/li>\n<\/ol>\n

             <\/strong><\/p>\n

            Accept nominations for President<\/p>\n

            Carrie\/Trish nominates Darice Whyte for President<\/p>\n

            Carrie\/Linda moves to close nominations. Motion carried.<\/p>\n

             <\/p>\n

            Darice Whyte allows her name to stand as President. Darice is President by acclamation.<\/p>\n

             <\/p>\n

            Accept nominations for Vice President<\/p>\n

            Shannon\/Brenda nominates Carrie Wilson for Vice President<\/p>\n

            Andy\/Angela moves to close nominations. motion carried.<\/p>\n

             <\/p>\n

            Carrie Wilson allows her name to stand as Vice President. Carrie is Vice President by acclamation.<\/p>\n

             <\/p>\n

            Troi\/Carrie move to destroy ballots. Motion carried.<\/p>\n

             <\/p>\n

            Darice chooses Christine Steendam as her Secretary, Wendy Nagtegaal as her Treasurer and Shannon Lightfoot as Member at Large. All members agreed to their new position.<\/p>\n

             <\/p>\n

            New DRM Board Members<\/strong><\/p>\n

            Darice Whyte \u2013 President<\/p>\n

            Carrie Wilson \u2013 Vice President<\/p>\n

            Wendy Nagtegaal \u2013 Treasurer<\/p>\n

            Christine Steendam \u2013 Secretary<\/p>\n

            Shannon Lightfoot \u2013 Member at Large<\/p>\n

             <\/p>\n

            Kelli turned the meeting over to the President to continue with new business.<\/p>\n

             <\/p>\n

            Carrie thanked Kelli Hayhurst for her many years of being a volunteer and awarded her with lifetime DRM membership.<\/em><\/p>\n

             <\/p>\n

            CLUB OPERATIONS<\/strong><\/p>\n

             <\/u><\/p>\n

              \n
            1. FUNDRAISING (<\/u>Andy Dunlop)<\/u><\/li>\n<\/ol>\n

              No fundraising this year due to covid.<\/p>\n

              Andy is willing to hold an online tack sale if someone can show her a platform.<\/p>\n

              Andy would like to actively seek sponsorship for the rides.<\/p>\n

              Recruit a sub-committee to help Andy out with fundraising.<\/p>\n

               <\/p>\n

                \n
              1. YEAR END AWARDS (Darice Whyte)<\/u><\/li>\n<\/ol>\n

                Darice arranged for embroidery on apparel items. If anyone would like any apparel item embroidered with the DRM logo, you can drop it off at Darice\u2019s. It\u2019s about $15 for embroidery depending on the size.<\/p>\n

                  \n
                1. DRM APPAREL (Shannon Lightfoot)<\/u><\/li>\n<\/ol>\n

                  Go live with the silk screen printing. Carrie will post the order form.<\/p>\n

                   <\/p>\n

                    \n
                  1. COMMUNICATIONS (Kelli Hayhurst, Mark Harrison)<\/u><\/li>\n<\/ol>\n

                    Website \u2013 Mark will continue as webmaster.<\/p>\n

                    Facebook \u2013 combination of members (Kelli, Carrie, Darice).<\/p>\n

                    Email List \u2013 Darice<\/p>\n

                    Google Account \u2013 works well. Christine and Wendy will get a tutorial.<\/p>\n

                    MTRC Rep \u2013 Iris<\/p>\n

                     <\/p>\n

                      \n
                    1. Meeting Schedule<\/u><\/li>\n<\/ol>\n

                      Meetings are typically held every two months, starting in February, on the first Tuesday or Thursday of the month, subject to board member availability.<\/p>\n

                      Next Meeting \u2013 January 11, 2022<\/strong><\/p>\n

                      Location:  Darice\u2019s residence<\/strong><\/p>\n

                      Time:  6:30pm<\/strong><\/p>\n

                       <\/p>\n

                      RIDE OPERATIONS<\/strong><\/p>\n

                        \n
                      1. Sanctioning \u2013 AERC 2022<\/li>\n<\/ol>\n

                        Carrie\/Darice move to continue with AERC for sanctioning in 2022. Motion carried.<\/p>\n

                          \n
                        1. 2022 Ride Fees \u2013 Consensus to increase senior ride fees by $10 for each division for 2022. Membership fees will remain the same. Will be added to January agenda.<\/li>\n
                        2. Ride Registrar \u2013 Carrie will continue in the role and will plan to continue training Kara Popplestone. This person sends in online ride registrations, takes in all ride cards, tabulates scores, and sends in the ride results to AERC.<\/li>\n
                        3. Ride Schedule \u2013 Vet choices for 2022: Jenna Noordenbos from Central and Glenn. Vets need to be an AERC member. DRM paid for Jenna in fall of 2021 and as a result is paid up through the 2022 season. DRM pays first time\/year AERC Vet membership fee. Noted that Central Vet has offered to sponsor rides in the past.<\/li>\n<\/ol>\n

                           <\/strong><\/p>\n

                          MEETING ADJOURNMENT<\/u><\/strong><\/p>\n

                          Carrie\/Trish move to adjourn the meeting at 2:58pm. Motion carried.<\/p>\n

                           <\/p>\n

                          Minutes by Trish Forde, DRM Secretary (end of term November 6, 2021)<\/em><\/p>\n

                          Verified\/edited by Kelli Hayhurst December 7, 2021<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":6,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"ngg_post_thumbnail":0,"footnotes":""},"class_list":["post-1931","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/wp-json\/wp\/v2\/pages\/1931","targetHints":{"allow":["GET"]}}],"collection":[{"href":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/wp-json\/wp\/v2\/users\/6"}],"replies":[{"embeddable":true,"href":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/wp-json\/wp\/v2\/comments?post=1931"}],"version-history":[{"count":1,"href":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/wp-json\/wp\/v2\/pages\/1931\/revisions"}],"predecessor-version":[{"id":1932,"href":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/wp-json\/wp\/v2\/pages\/1931\/revisions\/1932"}],"wp:attachment":[{"href":"http:\/\/www.distanceridersofmanitoba.ca\/DRM\/wp-json\/wp\/v2\/media?parent=1931"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}