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Established in 1971, The Oregon Dressage Society , an affil iate of the United States

Dressage Federation, exists to educate, promote and inspire its members and the general public through programs, publications and competitions, in a way that enhances the image of Dressage and promotes the

welfare of the horse.

ODS Board of Directors Meeting Minutes

Saturday, Nov 12, 2016

Bella Via, Sherwood, Oregon

1. 2016-17 Board member attendance record:

2. Board Quorum with 8 Board Members achieved Gaye McCabe presided over the meeting. Minutes were taken by Valerie Stallings.

3. Board members in attendance: Gaye McCabe Lisa Koch Kathy Casey Dolores Morgan Emily Kenyon Karen Cheeke Valerie Stallings Jessica Rattner

4. Board members absent: Ed Miller Anna Bigwood Tom Murray Cassie Soule

11-12-16

POSITION BOARD MEMBER Meeting

1 President Gaye McCabe X

2 President-Elec Ed Miller

3 Treasurer Dolores Morgan X

4 Secretary Valerie Stallings X

5 Dir at Lg Anna Bigwood

6 Dir at Lg Emily Kenyon X

7 Dir at Lg Lisa Koch X

8 Dir at Lg Jessica Rattner X

9 N Region Rep Tom Murray

10 N Region Rep Kathy Casey X

11 S Region Rep Cassie Soule

12 E Region Rep Sharm Daggett

13 C Region Rep Karen Cheeke X

OTHER MEMBERS

1 Exec Director Corinne Tindal Stonier X

2 Adult Ed Com Francy Haupt x

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5. Meeting Minutes:

1. Call to Order at 5:09 p.m. by Gaye McCabe, President 2. Changes to / adoption of Agenda

Additions: 7. Old Business - g. "L" program by Francy Haupt 8. New Business - e. Office Benefit discussion Agenda approved as modified.

3. Approval of July 7, 2016 Board Meeting Minutes – note: prior to meeting, July conference call minutes were made available online at dropbox.com, or emailed to members on request. Board members were requested to review them prior to the meeting. Motion to approve made by Jessica Rattner, 2nd Emily Kenyon; minutes were approved.

4. Tresurer's Report - Dolores Morgan distributed financial reports through October 31, 2016 (See pgs 4-6 attached). Currently General Fund is 14 thousand dollars below actual income for this year. Transfers from Committees have not been made nor has a request has been made to Chapters for money. The portion of membership fees that are due USDF as of this date are not recorded. No monies were "left over" from 2015.

5. Executive Director's Report - Only 45% of the 2015-16 membership has renewed for 2016-17. Corinne reported she is being more aggressive in getting members to renew on time. Numbers are down in the entire organization from barn owners to members. She believes ODS needs more structure and planning, and less done at the last minute. This includes moving hard going into the retreat to fill positions in committees. Those in the committees now are burned out and would like some time off. They are willing to stay on and train replacements but not to hold the position longer. Corrine has put the show approval list online at the ODS website. She suggests standardizing the prize list for all shows. A member has volunteered to put an online omnibus together for those who wish to print one out. Corinne has arranged for airline travel and accommodations for the delegates going to the USDF convention. With the cutting back of the ODS publications she has been able to finish 2016 $8000.00 under budget, however income was down $9,000.00. Membership is down for the 2016-17 renewal. With the changing of the fiscal year to the calendar year, the budget is off two months as the group is still adjusting to the change. The annual ODS retreat will be January 28-29, 2017, at Silver Falls. Registration will be online. There should be no insurance rate increases for 2017. Corinne pointed out that the normal cost of insuring an equine activity is $250.00 per day and ODS has a rate of $51.00 per day.

6. Standing Committee Reports – none given.

7. Old Business

a. 2016 Licensed Championship Show -- discussion was tabled due to time constraints.

b. 2016 League Finals - discussion was tabled due to time constraints.

c. USDF Convention Delegates and Proxies - Gaye McCabe is carrying a proxy for Anna Bigwood

who was an accepted delegate by USDF from ODS but cannot attend the convention. Ed Miller

is also unable to attend and his votes will be split among the ODS representatives. Jessica

Rattner will be attending and carrying Rose Newman's proxy.

d. ODS Education Fund/TDF status report - Dolores reported that ODS is wiring the money to TDF

for the education fund this week. Tentatively it is believed the fund will be able to provide grant

money starting in 2018. In the mean time an application process and selection committee will

be set up to award grants to ODS applicants (see pgs 7-8 attached).

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e. USDF Region 6 Youth Camp, hosted by the ODS Youth Programs Committee - Jessica Rattner

reported the 2016 camp was a good success.

f. Membership survey - Anna was unable to attend the meeting therefore this topic was tabled

until a later meeting. Jessica did report there were 300 responses to the survey which is over

33% of the membership making the survey a success.

g. The "L" Program – Corinne presented the board with a budget for the 2017 “L” program

written by ODS Adult Program Committee Chair, Francy Haupt (see attachments: flyer for 2017

"L" Program on page 9, proposed budget for 2017 "L" Program on page 10).

Emily made a motion that the board approved a budget for the "L" program for 2017, Jessica

seconded the motion. The motion passed.

8. New Business

a. Club Express - Corinne. Corinne reported that she has been looking into a new web host and

development service. Club Express can create a website that will take the place of five current

services currently done separately as well as manually. The initial cost will be approximately

$6,000.00 and take about six months to set the site up. Afterward there will be a small monthly

maintenance fee which may be covered by the costs currently spent on the ODS roster and

omnibus. The new website will allow online show and event registration, downloading of

rosters and other online access that membership has requested. Discussion will continue at

the retreat.

9. Adjourn – Jessica Rattner motioned, Valerie Stallings seconded, meeting adjourned 6:05 p.m.

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Oregon Dressage Society

3:30 PM

Profit & Loss Budget vs. Actual

12/08/2016

January through October 2016

Cash Basis

Jan - Oct 16 Budget

$ Over Budget

% of Budget

Ordinary Income/Expense

Income

4000 · Membership Income

4010 · Membership Dues 46,268.97 52,500.00 -6,231.03 88.13%

Total 4000 · Membership Income 46,268.97 52,500.00 -6,231.03 88.13%

4050 · Contribution Income

4055 · Contribution Income Unrestricte 955.26 2,708.00 -1,752.74 35.28%

4060 · Education Fund Contribution 519.00

4065 · WHD Fund Scholarship Contributi 510.00

4050 · Contribution Income - Other 3,605.00

Total 4050 · Contribution Income 5,589.26 2,708.00 2,881.26 206.4%

4100 · Advertising Income

4110 · Advertising - Omnibus 380.00 1,200.00 -820.00 31.67%

4115 · Advertising - Roster 35.00 500.00 -465.00 7.0%

4120 · Omnibus Show Listings 800.00 2,400.00 -1,600.00 33.33%

Total 4100 · Advertising Income 1,215.00 4,100.00 -2,885.00 29.63%

4200 · Approval & Processing Income

4210 · Show Approvals 3,060.00 3,200.00 -140.00 95.63%

4215 · Futurity Nomination & Purse 0.00 200.00 -200.00 0.0%

4225 · Office processing fees 1,058.84 1,250.00 -191.16 84.71%

4227 · Rush Fee 220.00

4230 · Award Program Fees 574.00

4231 · Horse/Rider Awards Plates 0.00 2,390.00 -2,390.00 0.0%

4235 · Special Awards Sponsorships 291.00 350.00 -59.00 83.14%

Total 4200 · Approval & Processing Income 5,203.84 7,390.00 -2,186.16 70.42%

4500 · Event Income

4520 · Championship Show/Futurity, net 8,565.21 10,000.00 -1,434.79 85.65%

4540 · Silent Auction Income 0.00 0.00 0.00 0.0%

4560 · Special Event Income 0.00 0.00 0.00 0.0%

4570 · Fall Festival Income 0.00 0.00 0.00 0.0%

Total 4500 · Event Income 8,565.21 10,000.00 -1,434.79 85.65%

4600 · Miscellaneous Income

4610 · Board Meeting Related Income 0.00 3,000.00 -3,000.00 0.0%

4620 · Publications Sales 1,860.00 1,250.00 610.00 148.8%

4630 · Merchandise Sales 0.00 5,000.00 -5,000.00 0.0%

4635 · Adult Programs Income 0.00

4636 · Judge Program Income 619.25

4640 · ParaEquestrian Committee Income -97.50

4650 · Youth Programs Income -248.00

Total 4600 · Miscellaneous Income 2,133.75 9,250.00 -7,116.25 23.07%

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Total Income 68,976.03 85,948.00 -16,971.97 80.25%

Gross Profit 68,976.03 85,948.00 -16,971.97 80.25%

Expense

5000 · Membership Expenses

5010 · Affiliate Dues 6,130.00 12,000.00 -5,870.00 51.08%

5020 · Flying Changes Subscriptions 7,253.70 5,000.00 2,253.70 145.07%

5000 · Membership Expenses - Other 64.48

Total 5000 · Membership Expenses 13,448.18 17,000.00 -3,551.82 79.11%

5100 · Advertising Expense

5110 · Omnibus Production

5115 · Printing & Binding 2,168.83

5110 · Omnibus Production - Other 0.00 2,500.00 -2,500.00 0.0%

Total 5110 · Omnibus Production 2,168.83 2,500.00 -331.17 86.75%

5120 · Roster Production 0.00 2,000.00 -2,000.00 0.0%

5130 · Test Booklet Production 1,719.68 4,000.00 -2,280.32 42.99%

Total 5100 · Advertising Expense 3,888.51 8,500.00 -4,611.49 45.75%

5200 · Award Expenses

5230 · Awards Program 474.00 1,666.66 -1,192.66 28.44%

5240 · Awards Program - DSHB Plates 0.00 50.00 -50.00 0.0%

5250 · Special Awards 0.00 250.00 -250.00 0.0%

5200 · Award Expenses - Other 523.49 50.00 473.49 1,046.98%

Total 5200 · Award Expenses 997.49 2,016.66 -1,019.17 49.46%

5500 · Event Expenses

5520 · Show & Event Insurance -1,127.51 900.00 -2,027.51 -125.28%

5540 · Silent Auction Expense 0.00 0.00 0.00 0.0%

5570 · Fall Festival Expense 1,350.00 0.00 1,350.00 100.0%

Total 5500 · Event Expenses 222.49 900.00 -677.51 24.72%

5600 · Miscellaneous Expenses

5610 · Merchandise purchsd for resale 2,635.43 4,166.66 -1,531.23 63.25%

5620 · ODS Library Expenses 87.42 125.00 -37.58 69.94%

5630 · Adult Programs Committee Expens 290.37

5640 · Instructors programs, services -1,123.92 625.00 -1,748.92 -179.83%

5650 · Connie Keith Adult Camps 0.00

5670 · Futurity Pay-Outs 0.00 200.00 -200.00 0.0%

Total 5600 · Miscellaneous Expenses 1,889.30 5,116.66 -3,227.36 36.92%

6000 · General & Administrative Exp

6010 · Salaries & Wages 29,452.50 28,875.00 577.50 102.0%

6012 · Omnibus labor 0.00

6013 · Other bonus 2,500.00

6015 · Commissions 2,640.00 6,666.66 -4,026.66 39.6%

6110 · Payroll taxes 3,315.24 3,333.34 -18.10 99.46%

6111 · Payroll Expenses - ORWBF 19.80 83.34 -63.54 23.76%

6112 · Workers Comp Insurance 0.00 116.66 -116.66 0.0%

6115 · Payroll fees 801.00 833.34 -32.34 96.12%

6300 · USDF Convention & Meetings Fees 0.00 0.00 0.00 0.0%

6510 · Airfare & Other Travel 21.64 0.00 21.64 100.0%

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6515 · Lodging 239.80 0.00 239.80 100.0%

6520 · Meals & Entertainment 183.53 0.00 183.53 100.0%

6525 · Mileage Reimbursement 849.15 1,666.66 -817.51 50.95%

6600 · Office Rent 1,500.00 1,500.00 0.00 100.0%

6605 · Mailbox Rent 298.00 250.00 48.00 119.2%

6610 · Storage Unit Rent 0.00 1,100.00 -1,100.00 0.0%

6620 · Facility Maintenance & Repair 69.57 416.66 -347.09 16.7%

6630 · Telephone, Voice Mail, Internet 3,871.73 2,333.34 1,538.39 165.93%

6635 · Postage, Fedex, UPS 1,029.50 833.34 196.16 123.54%

6640 · Other Printing 1,467.46 1,041.66 425.80 140.88%

6660 · Public Relations - all 3,557.58 2,500.00 1,057.58 142.3%

6680 · Software/Small Equip purchased 1,885.60 833.34 1,052.26 226.27%

6695 · Equipment Maintenance & Repairs 469.97 625.00 -155.03 75.2%

6700 · Dues, Books, Subscriptions 345.00 833.34 -488.34 41.4%

6710 · General Office Supplies 583.25 1,000.00 -416.75 58.33%

6720 · Insurance - D&O 2,227.75 1,250.00 977.75 178.22%

6730 · General Insurance 259.35

6740 · Bank Charges 4.30

6750 · Merchant Banking Fees 1,918.45 3,333.34 -1,414.89 57.55%

6770 · Local Licenses & Taxes 214.00 400.00 -186.00 53.5%

6790 · Legal & Accounting 726.00

6795 · Accounting Fees 0.00 666.66 -666.66 0.0%

6796 · Other Professional Services 0.00 208.34 -208.34 0.0%

6800 · Board Meetings

6810 · Retreat Expenses 1,580.30

6800 · Board Meetings - Other 125.79 2,500.00 -2,374.21 5.03%

Total 6800 · Board Meetings 1,706.09 2,500.00 -793.91 68.24%

6890 · Miscellaneous 0.00

6999 · Uncategorized Expenses 0.00 366.66 -366.66 0.0%

Total 6000 · General & Administrative Exp 62,156.26 63,566.68 -1,410.42 97.78%

6030 · Employee Benefits 146.67

Total Expense 82,748.90 97,100.00 -14,351.10 85.22%

Net Ordinary Income -13,772.87

-

11,152.00 -2,620.87 123.5%

Other Income/Expense

Other Income

8010 · Interest Income 22.58

Total Other Income 22.58

Other Expense

8120 · Interest Expense 169.26

Total Other Expense 169.26

Net Other Income -146.68

Net Income

-13,919.55

-

11,152.00 -2,767.55 124.82%

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TDF’s Oregon Dressage Society Linda S. Acheson Education Fund

The TDF ODS Linda S. Acheson Education Fund will be a permanently endowed Fund, with only the earnings to be used for grants each year. The principal $50,000 donation will remain in investments, and the Fund must have at least $50,000 in order to award grants. Income/donations over $50,000 can be used for grants, but if the principal falls below $50,000 (for instance, if investments decline because of the stock market), income/donations will be used to build the principal back to $50,000 before awarding additional grants. To begin, grants will be available for the following: Educational Events/Symposiums/Clinics/etc. Applications will be accepted from ODS, Chapters, and members who are organizing an educational event for members of the Oregon dressage community. Preference for grants will be given to ODS Chapters. ODS and its Chapters are separate entities that may each apply for one grant per year. Types of events that are eligible for grants include: USDF Instructor Certification Programs, USDF ‘L’ Judging Programs, symposiums, seminars, camps, clinics.

Each event organizer will complete an online application and submit it to TDF by the required deadline in order to be considered. (TDF’s group grants typically have a deadline of 90 days prior to the event, which works well. However, because only a specific amount of money will be available each year, we may need to consider one set deadline per year or have grants available on a first-come, first-served basis.)

An independent Selection Committee, to include ODS members and individuals who are from other areas of the country, will review the applications and make selections based on previously-determined and published criteria and guidelines.

For group educational events, 75% of the grant will be sent one month prior to the event, with the final 25% sent after an evaluation form and final budget is received by TDF.

Educational event grants are to be used to reach the break-even point, and not to make a profit. If the grant is not needed to break even on the event, the grant must be returned to the ODS Linda S. Acheson Education Fund at TDF.

Events must apply for USDF University Credit to be eligible for a grant.

Not all events that apply for funding are guaranteed to receive a grant.

Version 2

November 5, 2016

Page 1 of 2

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Priority of Grants: The amount of money available for grants each year is dependent on the earnings of the $50,000 principle. Based on the amount available, the following is a prioritized list of the grants to be made:

USDF-approved programs such as the Instructor Certification Program or L Judges Program Educational event grants to ODS, ODS Chapters, or individuals organizing a symposium,

seminar, clinic, or camp – Chapter events are preferred

It is possible that, in the future, grants for individuals may become available depending on the money available and needs of ODS, its Chapters, and its members. Additional Information Regarding the ODS Fund at The Dressage Foundation: For educational events, TDF allows groups to apply for and receive one grant per Fund each year. Only one grant can be used for an event. The group is still eligible to apply for other TDF grants for additional events organized by the group. For example, an ODS Chapter could receive a grant from the Linda S. Acheson Education Fund to host the L Program. Additionally, that same Chapter could apply for and receive a grant from TDF’s Violet Hopkins Fund to host an adult dressage camp within the same year. The Dressage Foundation will draft an initial grant application form based on guidelines and preferences set forth by ODS. Revisions to the application can be submitted to TDF by ODS before it is finalized. An application deadline will be determined and Selection Committee members will be chosen. One TDF Board Member will serve on the Committee and the remaining members (typically 4 more) can be from ODS and/or other areas of the country. TDF staff will work with the ODS spokesperson to determine Committee members. TDF's Grant Fund policy includes a fund administration fee when donations are made for grant Funds. A fee of 5% is used from each initial donation to provide administrative support for the Fund. For example, if someone donates $1,000 to the Fund, TDF will use $50 to help with administration. Additionally, a fee of 2-3% is charged to the Fund annually for grant support. For example, if the Fund has $50,000, an annual fee of up to $1,500 will be used to provide administrative and management support for the Fund.

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"L" Budget for 2017