Minutes from Region 14 Caucus Meeting
November 15, 2007 @ 7:00 P.M.
Renaissance Hotel and Convention Center
Tulsa, Oklahoma

After a buffet dinner, Director Dave Daugherty called the meeting to order. A motion to dispense with the club roll call was made by Pepper Proffit and seconded by Tony Conner. Secretary Debbie Swigart recorded that we had 19 delegates and 6 alternates/guests were present. The 10 clubs represented were: BAHA, BAHAA, KAHA, KARABS, NEOAHA, OAATS, OHAHA, OVAHA, SAHIBA and SAHS.

Dave reported that we are the Arabian Horse News will be the official publication for the region. His director’s letter is now in both AHN and The Corral. The region has paid for all regional members to receive AHN for one year at a cost of $3.00 per member (based on information that was turned in to region in July). Each club can choose to subscribe to AHN or The Corral or both.

The regional calendar is a reality. About 100 copies were put out at this year’s U.S. Nationals and another 100 copies have been put out at convention. All members should receive one copy, as well as copies have been sent to all AHA regional directors and the board. The paid ads allowed the calendar to pay for itself except for about $25.00 in postage. It was asked if we could have next year’s calendar printed with glossy paper, but this would cost more and it was felt that costs should remain low so that it will pay for itself. Jason Reed made a motion to print the calendar again in 2009. This was seconded by Shirley Nowak and passed unanimously. Larry Kinneer asked that we include the regional officers and club info, as we did in the previous regional calendar of events. Dave suggested including inserts of sales list, show flyers, etc. which could be added to increase revenue. He also commented that he had received a lot of positive feedback to the picture that OAATS used for their ad (September). Jeff Caldwell reminded folks that adding pages will cost more. Shirley Nowak asked that the ads for next year be limited to Arabians, Half-Arabians and Anglo-Arabians. Dave wishes to thank Kathy Whitmore, Jeff Caldwell, Carl Malicote and all those who worked on this year’s calendar and those who will work on it for 2009.

The directory has been published and should be out to all members. Copies were given out to all regional directors and executive board at Wednesday’s meeting. For next year, the cost of a one page, full color ad will be less and there will also be a regional spotlight article. Next year, there should be less advertising. A motion was made by Cindy Clinton and seconded by Tony Conner for next year’s publication. Debbie Glasener asked that the Sport Horse results also be included. We should also include the distance riding results, although this year there was a problem in that they weren’t available by the deadline. The question was asked as to why there were no pictures of the sport horse winners. Although the photographer was available, Larry Kinneer stated that most of those exhibitors didn’t care about getting their picture taken, even though they were encouraged to do so.

The subject of approving Region 14 qualifying shows outside the area was discussed. Last year, there were four shows. There is a working cow horse show in Texas. Cindy confirmed that we have approved this for years, it doesn’t conflict with any shows and there is no cost to the region. The Louisiana show is not asking for 2008. The Georgia show conflicted with the summer KAHA show this year, but it will not be held on the same date in 2008. Dave also advised that a Mississippi show had approached him about sanctioning a show for May 15-16, which would precede the SAHIBA show, however this will be a mute point since Region 12 will not allow that club to hold a second Region 14 qualifying show since they expect to have the GAHA show sanctioned. Pepper Proffit moved and Cindy seconded that we approve the working cow qualifying classes in Texas. This was passed unanimously. Pepper made the motion to approve the Georgia show, with Debbie Glasener providing the second. There was discussion that this hurts the summer KAHA show since Tony’s show draws from Region 12. The first vote was 8 yes, 8 no and 1 abstention. More discussion was held and a second vote was 4 yes, 11 no and 1 abstention. However, since this is a standing show, our disapproval may be a mute point and could have a negative impact on the regional show. Dave is checking with legal at AHA on the procedure of show approvals and Cindy stated that most shows are automatically approved unless there is a protest by the regional director. Dave reminded the group of the past approvals of the Triple Crown. This year they had requested the dates of May 17th and 18th, which are the same dates as the SAHIBA show. However, due to other conflicts, the Triple Crown (now the Indiana All-Arab Show) is a three-day, Class B Region 13 qualifying show that is now being held the same weekend as OHAHA’s Spring show. In the future, the region is asked to consider how sanctioning shows in other regions will impact and/or conflict with our local shows.

AHA is asking for financial support for the 2008 convention, which will be a non-hosted convention, held in Denver, CO. Since that needs to be included in the budget, Dave established the budget committee to include Joe Hull, Frank Gaddie, Tony Connor and Jean Hedger. Joe Hull asked that we set a deadline for requests. Tony asked that Jean send a letter to all clubs reminding them that if they wish any money from the region, it must be submitted for the budget by December 15th. Jean asked that if you are submitting an item that is a standing request, you should include a financial statement from the past year.

Treasurer Report: Jean stated that the regional show cleared about $19,306.84 (per Cindy Clinton) and the calendar took in $5,650 in ads. Tony Connor asked how much the directory cost, but no bill had been received yet. Cindy’s expenses were not included in the 2007 budget. There was a question as to the expense for of “director elect”, which Joe Hull clarified was for Dave to attend the AHA BOD meeting with Larry Kinneer after last year’s August election. Cindy brought up that the previous director is a ‘delegate-at-large” for the number of years they are director, which was clarified at the August, 2006 meeting. Joe Hull thinks this should be a budget item. Tony Conner moved and Ellen Patterson seconded a motion to pay $1,000 to Cindy for her 2007 expenses as a delegate-at-large and include a line item in the 2008 budget for the past director(s) expense, since Larry Kinneer still has two more years as a delegate-at-large. Pepper Proffit moved and Tony seconded the treasurer’s report, which was approved.

Tom George of AHN was able to briefly stop in for our caucus meeting to answer any questions. It was asked why articles for the BAHA and SAHIBA clubs were not published. Tom related that there were problems with the e-mail and that he would prefer articles to be faxed, with a follow-up phone call to double check. Their deadline for articles is the 15th of each month. (The deadline for The Corral is the 10th of each month.). Jeff Caldwell also asked as to when the subscriptions need to be paid. Tom advised to call his office whenever there are any questions as to subscriptions or material that is submitted.

Region 14 Show Report: Cindy presented an update for the 2008 show. The dates are July 2-6, same as Regions 11 and 15. She is still acquiring judges, but has made changes to the schedule. The pre-show will only be one day, leaving 4 days for the regional championships. There will be no changes to the dressage and sport horse classes and, with Jason Reed’s help, we will continue to have the trail classes. Cindy is adding carriage classes (like reinsmanship and turn-out). Frank Gaddie reviewed that, under Cindy’s management, the regional show has grown over the years, but she has been paid the same amount ($5,000). He moved that we raise Cindy’s pay by 20%, since this has been unchanged since 2002. Cindy thanked everyone for the thought but declined, so the motion was withdrawn.

USEF Report: Shirley showed pictures of the area she set up at a COSCA championship show to promote AHA and Region 14. The National Affiliates Working Group (NAWG) is working on rule changes on the evaluation forms. These must be out at the shows and stewards will enforce the requirement of making announcements that these forms are available. If you are a show manager, you need to check this rule and help insure that it is enforced. There have been 11 nominations for the one week youth summer program. The Youth of the Year trophy has been ordered. The $4,500 bronze statue will remain at the USEF office, but the winner will receive a replica. Joyce Hamblin and Monica Christian are working with FFA and attended their convention. A new benefits brochure is in the works. On November 5th, John Long and the BOD had a conference call with the AHA meting, and an agreement is in the works between USEF and AHA. The FEI tickets for the 2010 World Games can be reserved. To date, $2 million has been made in deposits. The cost is $450 per session – see the USEF website for more info. She reviewed some of the speakers that will be at the 2008 USEF convention in Louisville. Larry Kinneer interjected that it is a real distinction for AHA and Region 14 in that Monica Christian (our former Region 14 Youth Director) is the new chair of the Youth Council. Dave agreed that Monica is a great asset to our region and our current youth director, Katie Pelfrey, is working hard and is doing an article in the AHN. Dave reported that there will be a report of the USEF task force during the general session of convention and that there appears to be a positive outcome from this open dialog. Dave also reported that at this year’s U.S. Nationals, Shirley Nowak will be inducted into the AHA Judges Hall of Fame for all her years of service to all areas of our industry.

Region 14 Awards Banquet: Debbie Glasener reported that she has a tentative contract with the Kings Island Inn – Monroe, Ohio – for Saturday March 15th. Clubs can schedule meetings with Debbie from 1:00-3:00 P.M., and then a possible regional meeting would be from 3:00-5:00 P.M. From 5:00-6:00 P.M. the room would be set-up for the banquet. A cash bar starts at 6:00 P.M., with dinner beginning at 7:00 P.M. For $20 per person, you can choose from stuffed pork roast or chicken oscar. They have reserved a block of 20 hotel rooms at a cost $74 per room per night. Debbie will be sending nomination forms for the following categories: youth, amateur, trainer, volunteer, sport horse, dressage, endurance/competitive trail riding and groom to club presidents, the regional executive board and past directors. There will also be ads upcoming in the AHN. Here at convention, Debbie and Donna Kitchel looked at awards. Jeff Caldwell advised Debbie that that is the same weekend as the SAHIBA open spring fun show. Dave asked Debbie to check on an alternative date (Addendum: Debbie was able to change the date to Saturday, March 22nd). Debbie advised that the March date was chosen so as to lessen the chance of a cancellation due to weather. Jean reminded the committee that they need to submit their budget items by December 15th. If we have paid meals for 100 people, the hotel will not charge the region the $250.00 for the use of the room. Dave feels that since we are a non-profit organization, we need to give back to the clubs, so they will not be charged for using the meeting rooms.

Distance: Endurance and Competitive Trail (ETR & CTR) Report: Dave has added this category to our regional meetings, following the lead of AHA to increase the recognition of these disciplines within our breed. Mollie Krumlaw-Smith, president of OAATS, has been appointed as the liaison between AERC and AHA. Her club has been innovative and is now a governing body of numerous competitive trail rides. It is an AHA club, but welcomes all breeds. They have helped with over 600 events. Mollie was on the National CTR committee. There was also an ETR committee. Both have been combined into a single Distance committee and there will also be a Distance Riding Commission. AERC and AHA will co-host the October, 2008 Henryville, Indiana event, managed by DBDR. On January 27th, OAATS will host a sport horse clinic at Paxton Farm in Batavia, Ohio, with Dr. Hilary Clayton. This will be held from 9:00 A.M. to 3:00 P.M. Exhibitors will pay $60 to be part of the clinic (plus a box lunch). Dave thinks that the region could help by sponsoring morning hospitality of coffee and donuts. Mollie gratefully accepted this offer. Larry Kinneer encouraged Mollie to pursue her involvement on the national level. And Dave advised the group that there will be five commissioners elected by AHA at the March BOD meeting, one of which he hopes will be Mollie. Joe Hull moved and Tony Connor seconded a motion for $300 to be allocated for the hospitality. This was unanimously approved.

Old Business: Jean Hedger has prepared checks for the delegates’ reimbursement of their convention packets. She also gave an update on Larry Izor’s health and his address at the healthcare facility where he will be for the next three weeks. Dave advised delegates of the condition of Mary Thomas (AHCGT alternate), after her fall at work where she sustained a head injury. Tony Connor said that Shary Akers is also in ill health.

New Business: Dave will check to see if the Clark County Expo Center is available for our next regional meeting – he will check on the third weekend of January.

Jeff Calwell wanted to make the delegates aware of the Kentucky Horse Council which recognizes racing horses except Arabians. There are a lot of Kentucky Arabian breeders, most of which are not AHA club members and are looking to form an organization.

Shirley Nowak noted that the flag that was displayed at this year’s U.S. Nationals was not our Region 14 logo. Dave was going to check on this. Frank Gaddie advised that the flag was redone with no logo about three years ago.

Cindy Clinton reported on the BAHAA Purebred Futurity – yearling halter class. They have raised $15,000 of the $50,000 that they want to award for this class.

Dave reported that a new club may be forming in West Virginia. The current West Virginia Arabian Horse Association is under suspension, since they have not sent in their regional dues for the last two years. Also, AHA has dissolved the Central Kentucky Arabian Horse Association due to insufficient membership.

Joe Hull conducted the discussion of the resolutions. At the time of our caucus, 5 of 31 resolutions had been withdrawn and 14 had been amended. The main ones that we discussed included 4, 17, 20-24, 30 and 31.

Just prior to adjournment, Dave presented a perpetual “fire truck” trophy to Donna Kitchel in commemoration of her stay at the 2007 AHA convention.

Frank Gaddie moved and Cindy Clinton seconded the adjournment of the meeting.

ADDITIONAL MEETING (at the end of convention)
November 17, 2007 at 1:15 P.M.

A brief but important meeting was held on the convention floor at the conclusion of the convention. There were 17 delegates and 6 alternates (including the executive board) present. Sherry Hull moved and Duane Esser seconded a motion to reconsider the region’s position on sanctioning the GAHA show (being held June 7-8 in Conyers, GA) as a Region 14 qualifying show. A previous motion presented in the caucus meeting was defeated. However, based on a casual conversation, it had been assumed that we had granted permission to that club for their show to qualify for Region 14 (they have printed the showbill and hired a judge). There was much discussion of the pros and cons of sanctioning this show and its impact on the KAHA Summer Classic that is being held the weekend before in Louisville (May 31-June 1). The motion to approve the GAHA show passed with 13 yes, 1 no and 1 abstention. A second motion, also proposed by Sherry Hull and seconded by Duane Esser, was passed that this sanction of the GAHA show is for the year 2008 only. The vote on this was 11 yes, 3 no and 1 abstention. Joe Hull asked that when Dave informs the show manager of our decision, he must emphasize to them the difficulty we had with this issue and the impact it will have on our Region 14 club.

Respectfully submitted,

Debbie Swigart
Region 14 Secretary