Call to Order: the Meeting Was Called to Order at 7:30, the Pledges Were Read

MINUTES OF SC4HSHA Meeting date: February 21, 2013

Call to order: The meeting was called to order at 7:30, the pledges were read

Clubs in attendance: All-Star Equestrians, BC Wranglers, Caballeros, Elite Equestrians, Equus Excellence, Horse Sense, Jr. Leaders, Knight Riders, Lucky Levi’s, Macedonia Pioneers, Mane Attraction, Royal Riders, Rough Riders, Saddle Seekers, Showman’s Corner, Show Stoppers, Trailblazers II

Clubs not in attendance: Equestrian Challenge

The minutes from last month were read and approved. (One correction noted— Saddlehorse Bucks for ad sales in increments of $5, not $1) Motion to approve minutes: Carla Kline Second- Debbie Hookway

Officer’s Reports: Treasurer Report: An audit of the books was done by Dee Casteel and Sara Justice Sales tax was $527.45 Bills- Hodges for trophies/fair and open show ribbons $5548.01 Dawson’s Tack – 2 belt buckles $170.00 Balance: $24,253.63 Carla Kline motioned to pay the bills – Second Sam Owen

President’s Report – Extension – Brian states Jackie is feeling better and wanted to come to tonight’s meeting, however her mother is ill and she was not able to attend

JR. Fairboard Presentation: The JR. Fairboard announced they are holding a silent Auction/fish fry on Friday March 15th and are selling tickets this evening JR. Fairboard is also accepting new members – They meet the 3rd Tuesday of the month at the fairgrounds and membership is open to youths between the ages of 11 and 19

Fair Committee: (Debbie Hookway and Angie Hawsman) – Brian announced lease Forms will be due April 15th- The state rules say March 15th, but Jackie is willing to extend the date. The rotating trophy sheet with requirements was updated by Sam Owen and Carla Kline and will be on the website and included in the fair packet. Contracts were sent to fair judges/fair announcer/ and fair steward. Fair committee will schedule time on Wednesday night for Drill Team practice. The awards ceremony will be held on Friday night of fair. Fair committee will also try to find space for a ground roping exhibitor class. Flower pots for fair will be handled by Gwen and John White, anyone wanting to plant a pot is still able to do it. Fair committee suggested decorating garbage cans to be placed throughout the fairgrounds. Debbie Hookway is going to ask Sherwin Williams to donate paint. Debbie and Angie announced Jr. Fair is also interested in decorating trash cans and maybe making a contest out of the decorating. The awards for clean stalls will be freeze pops. Sam Owen is in charge of obtaining ring masters and mistresses. Rules for club booths and tri-boards were announced and will be placed on the Saddlehorse website. Project book guidelines were discussed and Angie Hawsman suggested when doing grade and exhibit that advisors sign the project book where the 4her left off thus avoiding lost paperwork.

JR. Leaders – Next meeting is Sunday March 10th, horse camp discussion will be held. Horses that are not already at the fairgrounds for PAS show will be hauled in on Sunday. Those that are participating in the PAS show on June 15th can leave there horses at the fairgrounds.

Website: - (Sara Justice) – Please re-send any recent updates, the website accidentally crashed. Please allow a couple of days after updates are sent for them to be posted on the website.

Horsebowl – (Sara Justice) – Last practice will be Saturday March 12, 2013 at 5:00 at the Norton Community Center. Horsebowl is in desperate need of Junior team members

Ribbons and Trophies – (Sara Justice) Working on highpoint trophies

Rules Committee (Sara Justice) – Individuals are asking where the rules and by-laws can be found, they are on the Saddlehorse website under the fair link Budget forms can be found under the Advisor tab – The passwords are “Advisor” and “Barrels”

Sunshine Club – (Mary Ellen Low) – No report other than we have plenty of stamps

Storage (Mary Ellen Low) – Fees are going up next year by $10. We make around $9000 profit for storage. The campers, etc will be coming out the first weekend in April and back in the first weekend in November

Rotating trophy (Mary Ellen Low) – Dee Casteel is donating a new trophy. Sara Justice is going to re-issue the trail trophy. Barnstormers will be sending their information. Mary Ellen appreciates everyone’s generosity in donating trophies

Fairboard (Chris Wokojance/Mary Ellen Low/Denny Bittaker) The JR Fairboard silent auction/fish fry is March 15th. There is no rodeo this year at fair. There will be a “Country day” at the fair on Friday with square dancing, line dancing and possibly a mechanical bull. Chris may loan out “Fred the head” for ground roping. There are still free booths available for organizations to set up at. There will be activities for the kids each day. The Dusty Armadillo and/or the Thirsty Dog may be sponsoring events in the arena. Mary Ellen asked individuals to send a note to their elected officials protesting the Governor’s tax on county fairs. If this passes, fairboard will have no choice but to raise gate fees. Denny asked if anyone knew a car dealer that would be willing to bring out cars to display at the fair. Park Ford has already agreed to give $5000 to the fair, but by state law, they have to have another dealer display at the fair as will.

PAS (Chris Wokojance)- Chris will have a project award application re-vamped at next meeting. PAS is continuing to research projects. There will be a PAS committee meeting on February 28, 2013 at 7:00. Dee and Chris attended the state advisor update. The state will be offering more events in order to have more kids come to state fair. The state has a 4-H Facebook page. There are grants available that could be used for such things as horsebowl books. The state is also considering a draft horse book and a mini book as well as adding mini-horse classes and dressage. Thursday State fair will be state-stakes and keyhole, Friday State fair classes barrels and poles for the contesters. The state is making a shorter time in order to qualify in state keyhole. Discussion was held about switching fair and horse camp. This cannot be done because the State sets fair dates.

Scholarships (Judy Adams) – nothing new to report

Finance Committee – (Michelle Walters) Finance committee would like to see money put away for repairs of buildings etc. They are waiting for budgets to be done so they can see where money is being spent and what there is leftover. Mary Ellen reminded everyone we are responsible for the repair and upkeep of Barn 10.

Open Show (Joni Hedderick and Lynn Schott) – Joani had draft of showbills. The judges fees have increased significantly because most of them now want mileage added to their fees. The fee for all weekend was raised from $50 to $55. MaryEllen Low made motion to change the fee, Dale Freeland 2nd motion. This fee will cover all classes except jackpot classes. Or the participant can pay $8 a class for entry fee. Contest exhibition classes till begin at 5:30 on Friday night. Dee Casteel suggested changing the order of the contest classes to run barrels and poles toward the end.

Competitive Trail – (Dee Casteel) Competitive trail will be held Sunday July 7th. Carla suggested that clubs sign up to work this as a club service project. If a 4her wants to participate in this event, they must carry project book #188

Maintenance – (Denny Bittaker) Stall set up April 20th at 10:00 AM. Remember all 4hers must have AT LEAST 4 hours of volunteer time

Groom and Clean (Denny Bittaker) – Nothing to report

Ad book – (Carla Kline) The inside front cover and inside back cover are still available for sale. Turn in date is March 14th at 6 PM. Any ads that are not right will be handed back at Saddlehorse meeting. The ad summary page must be filled out by the club advisor. Please encourage your club members to sell $300 in ads. They must sell at least $125 in ads in order to cover their fair fees. There is no refund for ad sales. The 4her’s should sell at least $140 in ads in order to cover printing costs and fees. This is a fundraiser. Encourage or consider a club ad day, do it as a team. Old business – A memorial was discussed for Sapphira Ciriano. Carla was going to speak with Mrs. Lowe and then to Mr. and Mrs. Ciriano asking about what type of memorial to do. Michelle Walters suggested perhaps each club donate $10 toward the memorial Discussion was held about possibly doing a dressage show. Entry forms would have to have an opening date and a closing date in order to compile times. Carla Kline announced there will be a jumping clinic held at the fairgrounds on June 2nd by Trailblazers II. Dee Casteel may be putting on a jumping and a contest clinic. The Tri-County Tack swap flyer will be forthcoming. Fence advertising was discussed and tabled because no one was present to discuss it.

New business – None

Next meeting is Thursday March 21, 2013

Adjournment: The meeting was adjourned at 8:48

Respectfully submitted,

Angie Hawsman Sitting in for Rachel Schutte

Date Approved: