July 8, 2008 7 p.m. UMA Student Technology Center, Augusta.
There were 7 members present.
Membership total is 273!
Committee Reports:
- Omnibus - Still awaiting payment from 2 events, all advertisers have paid. Houston Farm has had to cancel their event this year, but hopes to be ready for 2009. New editor is in place for next year, but a new ad-manager is still needed.
- Publicity - articles and ads appeared in the July Horse's Maine, but news and info for the August issue is lacking. Ads are planned for the two big clinics. MeCTA wear sales are slow right now, as more inventory is needed.
- Clinics & Education - very low entries to date on the Caroline Atherholt Dowd and Cathy Weischoff clinics. Requests are being made for at least tentative interest, or they will have to be cancelled. Mary Guenzel (at Acorn Farm, Carmel) and Sara Leiser (at Hyl-Tun Farm, Starks) clinics were very successful. Upcoming Young Rider clinic is full, with 34-35 kids and 2 scholarships awarded. Fossils is filling up, with 12 entries so far.
- Technical Advisor Program - TAs are still needed for Whispering Pines events on July 27 and August 10. Contact Caroline if you can help.
- Snowfields - Work days schedule: 7/20, 7/27, 8/3, 8/5, 8/8. Keep an eye on the NEWS page of the website FMI. XC course closed on July 10 at 8 pm. Dressage rings will be set up on 8/6 early morning. Volunteer gifts this year will be t-shirts. Barb Whitham is looking for advertisers and sponsors... and as always, we are looking for volunteers. Contact Lila FMI: lila.townsend@sedgwickcms.com
- Annual Banquet - will be on November 8 at the Augusta Civic Center.
New Business
- August meeting will be August 5 at Snowfields, 6 pm. There will be a vote at that time regarding enforcement of the new USEA one-fall-on-XC rule. Our insurance company's opinion on this will be requested.
- Important reminder: ALL MeCTA-affiliated competitions MUST have a qualified emergency medical representative on the grounds during any/all jumping! An event may not continue without emergency medical coverage.
Next meeting will be August 5 AT SNOWFEILDS, 6 p.m.
June 10, 2008 7 p.m. UMA Student Technology Center, Augusta.
There were 6 members present, plus 3 on the telecon.
Membership total is 252!
Committee Reports:
- Omnibus - Stephanie Hatcher will be the new editor! Still need to find a new ad manager. There are still a few events that have not paid for insurance, and a couple of businesses who have not paid for ads. Bills are being re-sent, but disciplinary measures may need to be considered. Debate: Must organizers be members? Yes, if only for insurance reasons, though information transfer is another good reason.
- Publicity - Horse's Maine ads are ready to go. Press releases will be ready soon. Thanks to Pam E for her successful solicitation of Region News!
- Clinics & Education - The Mary Guenzel clinic at Carmel was full and everyone had a great time. There are 12 entries for the YR clinic so far, and 4 for Adult (Fossils). Advertising has begun for Caroline Atherholt-Dowd and Cathy Weischoff August clinics... these are expensive and fairly scary. Need to know what the cut-offs are for not losing our shirts on these.
- Technical Advisor Program - there are still dates to be filled. Contact Caroline! No info on new radios yet.
- Snowfields - Deanna Jackson will do Stadium design. Work days planned for Tues, Aug 5, plus there will be work on XC on Sundays in July. Mollyocket Pony Club is interested in either building or paying for materials for a BN XC obstacle for Snowfields that they could also use for their event.
- Annual Banquet - Augusta Civic Center is booked. Activities: raffle and Mega Room (Vicki V. will coordinate the Mega Room) Any other entertainment ideas should be sent to Bobbie.
Old Business:
- Posters - more to be printed (with corrections) for sale at MeCTA events, $3 each.
New Business:
- USEA Rule Changes - MeCTA events will be run under the new 1-fall (at an obstacle) elimination rule. It appears that some organizers have sort of adopted this rule already, but it needs to be clarified and consistent.
- August board meeting - will be at Snowfields. Sept 9 will probably be in Augusta.
- Regionl Rep Reports? - Little response to date. Another set of e-mails will be sent.
Meeting was Adjourned at 8:40 p.m.
Next meeting will be July 8, 7 p.m. same place (UMA Student Tech Cntr)
May 13, 2008 7 p.m. UMA Student Technology Center, Augusta.
There were 6 members present, plus 5 on the telecon.
Membership total is 238!
Committee Reports:
- Omnibus - A new editor is needed for next year. Bobbie will be entering a degree program and won't have time. Wendy would also like someone else to take over the advertisement collection.
- Publicity - Welcome Barbara Cyr! There are ads booked into the Horse's Maine for June, July and August; articles planned for there as well. Regional Reps are asked for help! Press releases will be going out for all events and the big name clinics and radio and TV spots are planned (customized from USEA spots). The MeCTA "Store" is hitting the road and should be at most events. Sue Trask has agreed to handle the northern bunch. Suggestions and comments welcome!
- Clinics & Education - Applications are coming in for the YR and Adult clinics. Eventing 101 was successful, with 8 participants. Other clinic enrollment has been slow.
- Technical Advisor Program - early events are covered, but July and Sept-Oct need TAs. Pleast contact Caroline if you can help! Letters have been sent to organizers outlining new procedures for non-member fees and for dealing with bounced checks. Caroline suggested we think about buying more radios to replace those that don't work or don't work well. She will begin research.
- Snowfields - progressing on schedule.
- Annual Banquet - need to double check that the location has been booked.
Old Business:
- Poster Calendars - Halla has again produced a gorgeous poster. Copies to be posted in tack shops, feed stores, barns, etc. Smaller versions will be available on the web in pdf form.
- Insurance - has been purchased for 27 event days and 15 clinic days, with 17 "additional insureds". Any organizers who require certificates of insurance for their events should contact Al Bellows.
New Business:
- Meetings - location difficulty (due to Rt 295 closing in June) was discussed. Regional Reports from the reps at meetings was suggested, as was the possibility of having fewer meetings. Will need further discussion.
Meeting was adjourned at 8:15 p.m.
Next meeting will be June 10, 2008. Please watch this space for any changes in location or plan!
April 8, 2008 7 p.m. (sorry, no report)
March 11, 2008 7p.m. UMA Student Technology Center (building 3 on the map), Augusta.
This will be the usual location until further notice.
There were 9 members present, plus one on the telecon.
Membership has 36 families (with 61 srs and 29 jrs), 86 Seniors, and 23 Juniors for a grand total of 199 members.
Committee Reports:
- Omnibus - Bobbie has sent the document to the printer and will begin mailing this weekend! A few events and ads have yet to pay their bills.
- Clinics and Education – MaryJo reports that all events listed in the Omnibus are confirmed and ready to go. There has been little response yet to the first clinic (Apr 5 with Elizabeth Hale-Garland), but there hasn’t been much advertising, either. Gwen had some questions about the YR scholarship program: can the same person apply two years in a row? Board consensus was yes. It may be possible to award more than one scholarship, also, if needed. Scholarship application info should be posted on the web.
- Technical Advisor program – Wendy will send “formal” invitations to all organizers for the April 12 training session. Also need to target trainers, competitors, parents….
- Snowfields – Aug 9-10, Peggy says everything is on schedule so far.
Old Business:
- Publicity - Barbara Cyr has agreed to chair this committee. A meeting with all interested people will be planned. Al will coordinate.
New Business:
Monthly meeting attendance and location – much better this month. We’ll stay with this location and the regular meeting schedule. Sandy and Gail will plan another “Open House” meeting for early summer… It will be billed as a MeCTA Meeting, rather than a Board Meeting and hope to have better attendance.
Meeting was adjourned at 8:05p.m.
Next meeting will be April 8, 2008.
February 12, 2008 7p.m. UMA Student Technology Center (building 3 on the map), Augusta.
There were 3 members present, plus one on the telecon.
Membership has 31 families (with 55 srs and 23 jrs), 71 Seniors, and 19 Juniors for a grand total of 168 members.
Committee Reports:
- Omnibus - Bobbie is ready to send the document out for proofing, probably this weekend. It will go to the printer after that. There are still a few ads and events that have not yet paid, but there's hope they will be taken care of soon.
- Clinics and Education - nothing new.
- Technical Advisor program - It was suggested that we send written invitations to all organizers (and as many instructors as we have info for) to attend the planned April 12 Training Session. Wendy will take care of this.
- Snowfields - Officials all in place: Judy Travers Lawless (Pres. of Ground Jury), Jane Sheehan (Dressage), Tom Ordway (TD). Gifts, ribbons, etc are ordered. Things seem to be moving along nicely.
Old Business:
- NE Horseman's Conference Jan 19-20 - we had a GREAT booth. MANY THANKS to Mary B, Alison D, Halla B. and all those who manned it over the two days. 14 memberships were collected and over $100 in MeCTA-wear was sold.
- Bylaws Review - much of the existing document seems obsolete; especially, role of Regional Reps needs to be redefined. No one has indicated any real interest in taking this on, perhaps we can work with what's there, just make a more concerted effort. Regional Reps will be sent lists of members in their regions and asked to contact them.
- Publicity - Barbara Cyr is interested in taking this on, with help from Pam Eckelbarger and others who do single facets of this job (such as Mary B, Halla B, Alison D, Wendy B, and Peggy P) A meeting will be planned to get everyone together and brain-storm.
New Business:
- Rules - How closely MeCTA should follow USEA rules? The one-fall-of-rider in Stadium is the big question. The Board members present decided to stick with the 2-falls rule, on the grounds that MeCTA events are for learning. As always, the judge has the right to stop any rider who they deem dangerous - to his/her self or others. This info needs to go to Organizers as well as competitors.
- Indebtedness issues - after some queries from events last season, MeCTA will create an official policy that only competitors in good financial standing with an event will be awarded year-end points for that event. This should go into the Omnibus and on the web.
The meeting was adjourned at 8:15p.m.
Al will try to get meetings moved permanently to this new location. It is very nice and has MUCH better parking.
January 8, 2008 7p.m. UMA Campus Center, Augusta.
There were 15 members present!
Membership stands at 62 senior, 11 junior, and 25 family memberships.
Committee Reports:
- Omnibus - There is a BUSY schedule for 2008! 9 2-phases, 7 Ultimate 2-phases, and 10 Horse Trials, plus clinics. Looks like 38-40 event days (for insurance purposes). More ads are needed to finance the spiral binding needed for this many pages. Wendy needs help!
- Clinics & Education - Mary Jo reports that she and Karen have many clinics lined up... with Caroline Dowd, Sara Leiser, Elizabeth Hale Garland, as well as the Young Rider and Adult and Eventing 101 clinics run by Gwen and Sandy. Watch the calendar!
- Technical Advisor program - Caroline is already enlisting coverage for the upcoming season. There will be a Training Session this spring, planned for April 12 at East Ridge Stables in Charleston. Organizers are strongly encouraged to attend!
- Snowfields - dates are Aug 9-10. Officials are Tom Ordway (TD), Judy Lawless (CT judge), and Peggy is hoping to get Doug Payne (NJ) as dressage judge (on Tom O's recommendation). Schedule will be the same as last year: T and some N on Saturday, remaining N and BN on Sunday. There will be a $20 fee instituted for all changes made after Closing Date. MeCTA entry discount will be $10.
- Annual Meeting - Equine Affaire is Nov. 13-16, 2008. We'll try for Nov. 8... Bobbie is researching location options.
Business:
- NHC&TS - Jan 19-20 at the Augusta Civic Center. Mary B. is still looking for help with manning the booth. Please contact her (see NEWS page for info) if you can help. She will be setting up on Fri evening, Jan. 18 and could use help then, too.
- Meeting Location - Should we change? McDonald's in Freeport has no telephone line we could use, so that won't work. Other locations are being considered, but until then we will continue to meet at the UMA Campus Center.
- Publicity - A chair-person for this position is needed! Please see NEWS page for link to job description and contact Al Bellows if you are willing to take on this job.
Meeting adjourned at 8:15 p.m.
DECEMBER 11, 2007 7p.m. This meeting was conducted via telecon only due to storm advisories.
There were 5 board members participating.
Membership stands at 52 senior, 8 junior and 22 family memberships for a total of 117 members.
Committee Reports:
- Annual Awards Banquet – there were ~110 attendees. Between the successful Silent Auction and attention to detail, the meeting required much less subsidy than last year.
- Clinics & Education – Cathy Weischhoff may be coming to Maine for a clinic with Pony Club. MeCTA may be able to take advantage of this. Stay tuned… Karen and MaryJo continue to try to put together other clinics.
- Omnibus – Bobbie postponed the Scheduling Meeting until Jan 8 due to stormy weather. Ads are coming in slowly… Wendy asked for help in getting advertisers. Contact her for information.
- Technical Advisor program – Caroline will coordinate again for 2008.
- Snowfields – August 9-10, 2008. Peggy has things in hand. New increased fee with rebate for perfect entries is being considered. Tom Ordway will be the T.D., Judy Travers-Lawless the CT judge, Dressage judge TBA. Al and Wendy will do XC again. A new source of greenery for XC needs to be found. Suggestions? Please contact them.
Old Business:
- NE Horseman’s conference – January 19-20, 2008 at the Augusta Civic Center. Mary B. will need help both throughout the weekend and with set-up Friday evening. Plea for volunteers will be made at the January meeting and on the web.
- Meeting location – Should be change? Freeport is very attractive, and the McDonald’s there is available, but they have no telephone line we could use for telecom. More discussion planned in January.
- Memorial Trophy – Sportmanship awards are not made in Area 1 and USEA awards of that sort require nomination. It was agreed that this would be difficult and could easily become a political nightmare. We will go back to the donor and ask for further thoughts.
New Business:
- Bylaws review – last update was done in 1998. There are several specific spots that need attention, not the least of which is the definition of Regional Reps. The general membership will be invited to comment via the web and a task force will be developed to do the work. Board members should come to the January meeting prepared to discuss this.
- Insurance update – Coverage has been renewed for 30 event days. Dates will be submitted after the schedule is set. Additional days can still be purchased.
Meeting was adjourned at 8:00pm
The November meeting was the Annual Banquet at the Senator Inn, Augusta, Novmber 10, 5-9 pm
October 9, 2007, 7 p.m. at UMAugusta Campus Center
There were 5 board members present and 1 on the telecon.
Membership stands at 139 senior, 82 junior and 71 family memberships for a total of 396 members!
Committee Reports:
- Clinics & Education - Karen is planning a survey for the Annual Banquet, but nothing is finalized yet. Al will contact her for more info. Meanwhile, Karen is working on getting Caroline Atherholt Dowd back in Maine next summer. Stay tuned!
- Technical Advisor program - there has been some confusion over this season as to what rules should be used at MeCTA events. The decision was made to alter MeCTA rules to conform to USEA rules as much as possible. This will be a topic of importance for Organizers, Trainers, and competitors at the Annual Banquet, in the Omnibus, on the web, and in organizer packets.
- Annual Awards Banquet - the mailing will go out soon and will include invitation and silent auction plea, ballot, and renewal form. A silent auction "manager" is being sought. Anyone interested should contact Al Bellows (abellows@gwi.net). Details of the dinner include 5pm set up for the Silent Auction, and hopefully, a fun slide show.
- Snowfields - Peggy has agreed to organize for 2008. Hooray! Al and Wendy will continue on XC with help from Bobbie and Larry. Other positions are TBA.
- Omnibus - scheduling meeting is planned for December 11 this year, with ad and event info deadline of January 15. Payment will be due at that date also, unless other arrangements have been made. A spiral binding will be tried for 2008, which will allow for more pages and easier reading.
Old Business:
- Nominating Committee - has been hard at work and found several new people willing to get involved! Watch for your ballots!
- Hyl-Tun Farm Work Day - plans are being finalized for what will be built and where. A pot-luck lunch is planned. Few people have responded yet, but hopefully more will come join the fun.
New Business:
- Memorial Trophy - MeCTA has been asked to administer a memorial trophy for Sportsmanship. We need to research how other organzations (such as USEA and Area 1) deal with this sort of thing. Wendy will persue.
- NE Horseman's Conference - our space is reserved. Cheryl will help Mary and Halla get this together.
- Web site - the question of changing hosts was raised. It was decided to stay with this one for at least another year.
- Board Meeting location - there was discussion of relocating the board meetings to Freeport. The move to Augusta was made to attract more attendees from north, but that doesn't seem to have happened. Al will research available spaces.
Meeting was adjourned at 8:50pm
September 11, 2007, 7p.m. at UMAugusta Campus Center
There were 5 board members present and 4 on the telecon.
There was no membership report.
Committee Reports:
- Clinics & Education – Survey - Karen would like to do a survey at the Annual Banquet regarding clinic desires, but would like suggestions for questions. Such as: preference for dressage, stadium/gymnastic, or xc jumping clinics; preference for one-time big-name clinician vs. long-term, lower cost, more-local clinicians; clinician style preferences (this would be difficult).
- Work-Day at Hyl-Tun Farm – Ernie and Gwen are interested. Discussion resulted in planning a work day for October 20 (one of the few days without some event going on) to include work on the banks/water (with heavy equipment) and portable jump building in the barn. Gwen will put together an ad for the Horse’s Maine and Wendy will put info on the web. It will be billed as a Learning Opportunity as well as a Thank You work day.
- Technical Advisor program – Caroline is still looking for help at the last two events. There is one person assigned to each Foxcroft and Lincoln Horse Trials, but a second person is needed (especially for Lincoln, where an inexperienced person is TA). Radios need a new bag, the board authorized Caroline to go get something that will do the job. Ways of addressing organizational and rule issues were discussed. It was decided that we (the Board? TA-people?) would put together a list of the most obvious issues for distribution to organizers (at the end of the season AND in the pre-season organizer packet). It was also suggested that this would be a good topic for the Annual Banquet.
- Snowfields – Recap meeting was held on Aug 30 with Clarissa Edelston, Sheila Haggan, Peggy Paine, Lila Townsend, Mary Brushwein, and Alan and Wendy Bellows. Financially, net income was $15,871 (plus $630 outstanding ad debts); expenses were $12,879, leaving about $3,000 profit (plus that $630 yet to be paid). There was also $825 of MeCTA-wear sold (not included in SF income). Organization details remain to be clarified for 2008.
- Annual Banquet – Ad for the Horse’s Maine needs to be in ASAP. Wendy will compose and send to Lynda, listing date (Nov 10), location (Senator Inn), time (5pm), and Silent Auction and directing them to watch the mail and/or check the web and contact the Area Reps for more info. Silent Auction – need to begin collecting stuff soon.
Old Business:
- Classified ads on the web – are now being handled by Debbie Hastings!
- Outstanding Omnibus ad bill – has been collected by Peggy!
- Nominating Committee – Clarissa has decided her personal situation will not allow her to serve as President next year. Bobbie has agreed to serve as VP, Cheryl as Membership treasurer, Peggy as Financial treasurer. Need to find a new secretary and president. The nominating committee will be soliciting new candidates – suggestions are more than welcome.
New Business:
- Calendar distribution – Halla suggested making our calendars available as downloads from our web site next year, to get them out to more people. Great idea!
- Policy regarding bad checks, to MeCTA, to organizers of MeCTA-affiliated event – it was decided to include some wording like USEF in upcoming Omnibus and web listings: “Members must be in good financial standing with the club and its organizers for points to count toward Year End Awards. Additional fees will be levied for bad checks.”
- NEHC – Augusta Civic Center, January. Halla, Mary, etc will need help setting up and tending our booth. Mention this event at the Annual Banquet to help solicit volunteers.
The meeting was adjourned at 8:35 p.m.
The August 7 meeting was 7 pm at SNOWFIELDS in Pownal
10 members were present, no Telecon.
Cheryl Norton was unanimously voted in as new Membership treasurer.
Committee Reports:
- Clinics & Education:- So far this year clinics are breaking even. Karen Mitchell & Mary Jo Foley will co-organize clinics for the 2008 season. Peggy P is going to speak with Gwen Hilton about having a MeCTA “work day” at Hyl-Tun farm to show our appreciation for use of their beautiful facility. Peggy will set up a date and get back to members with all the details.
- TA Program:- All events after Snowfields are in need of TA’s. Please contact Caroline Ring if you are able to help out. Don’t forget, you earn a $50.00 MeCTA gift certificate each time you TA at an event.
- Snowfields:- A few minor details are still in the works. Cross country is in great shape and all the stadium jumps have arrived.
- Annual Dinner: - The date of the Annual Banquet needs to be put into the Horse’s Maine calendar. Bobbie will send the date to Lynda. An ad for the Annual Banquet also needs to go in to the Horse’s Maine. Merance Adams is willing to let her Graphic Designer create the ad if we get all the information to her.
There was no Old Business discussed.
New Business:
- Classifieds On MeCTA Website: - After a battle with the computer Peggy has decided that she is not cut out for the position of “Classifieds Organizer” for the MeCTA website. If anyone else is willing to give it a try contact Wendy Bellows or Peggy Paine.
- Kim Walness Clinic:- Vicki Emmons would like to have Kim Walness come up to Maine for a weekend clinic. Kim charges $1,000.00 per day plus all expenses. Lessons would be 2 hours long with groups of 2-3 per lesson. Vicki will check with some of the local dressage clubs to see if they would be interested in a shared association with MeCTA to help distribute expenses. She will let MeCTA know what comes of her research. Members interested in learning more about Kim Walness can check out her website at thewayofthehorse.com.
- Northeast Horseman’s Conference:- MeCTA will have a booth again this year at the NEHC&TS. Halla & Mary have agreed to once again oversee/organize the booth.
- Outstanding Omnibus Ad Bill:- Peggy will contact the one outstanding advertiser to try to clear that up.
- 2008 Ballot Candidates:- A Nominating Committee needs to be formed. Al & Peggy will try to get the ball rolling.
Meeting Adjourned at 8:35 PM.
July 10, 2007:
6 members were present, Telecon in place with 1 participant.
There was no Membership report. Cheryl Norton has agreed to become the new Membership Treasurer (this needs to be ratified at the next meeting where there is a quorum) Many thanks to Barb Witham for her MANY years of service!!
Committee Reports:
- Clinics & Education - The Young Riders Clinic was a great success with 34 participants. The weather was great; clinicians were Debbie Place, Sandy Porter Bean, Anna Welch, and Kelsey Hilton. There were more elementary and beginner novice riders this year, fewer training level riders. One scholarship was awarded. The July 28-29 Adult Clinic @ HylTun (Fossils) has 16 entries to date (of a possible 20-24). Peggy will advertise the post-Snowfields Judy Travers Lawless clinic on the Area 1 web site. Karen Mitchell is the contact for that clinic: kjmmitchell@gmail.com Mary Jo Foley would like to organize clinics next year. She will contact Karen and Merance to try to arrange a co-organizer plan.
- TA Program - Coverage is still needed for events later in the season. Please contact Caroline Ring if you can help! There appears to be some confusion about scoring in Ultimate 2-phases. Caroline will send organizers copies of score sheets and directions to help alleviate the problem.
- Snowfields - Clarissa had nothing to report. Everything is moving forward! The major work day is Tuesday, August 7, but Wendy and Al will be there every Sunday working on XC. Helpers are welcome, but asked to confirm dates/times with them before showing up. Those interested in volunteering at the event are asked to contact Lila Townsend. Merance has most of the fancy new jumps ready for stadium, the rest should arrive soon!
- Annual Dinner - Budget cutting topic was again raised. Clarissa will do what she can by adjusting the menu, other ways are still under discussion.
Old Business:
- Open Board Meeting - a great time was had by all who attended the June meeting at HylTun Farm. Spectacular views, wonderful food... many thanks to the Hiltons!
- YR Scholarship - One scholarship was awarded for the YR clinic. The student submitted a letter describing her goals, as well as a reference letter from her instructor. She will write an article for The Horse's Maine about her experience.
New Business:
- Classifieds on the MeCTA web site - Peggy finds that this is just too much for her to try to manage. Anyone else who might be interested should please contact Wendy Bellows or Peggy!
- Suggestions from the Web - for a clinic site: Sebasticook Riding Club facility in Clinton; for a clinician: Peggy Flanagan of Whitefield.
- YR Logo Contest - it's time for a new Logo! Details will appear on the MeCTA website.
Meeting adjourned at 8:15 pm.
Next meeting will be at 7pm on August 7 AT SNOWFIELDS. (no Telecon)
June 12, 2007:
14 members were present, no Telecon.
Membership now stands at 54 Families (=138 members), plus 56 juniors, 102 seniors. Total members to date = 296
** A New Membership Treasurer is needed to replace Barb Witham who after many years of dedication has decided to resign from the position. If you are interested or would like to more about the responsibilities involved in the Membership Treasurer position please contact Al Bellows.
Committee Reports:
- Clinics & Education:- There are still a couple of openings for the Babette Lenna clinic at Hyl-Tun Farm on May 16th. Contact merance Adams if you are interested.- YOUNG RIDERS: Gwen reports that there are currently 28 riders signed up for the Young Rider’s Clinic. There is space for 5 more participants although stalls are full so they would need to be truck-ins. One YR has shown interest in the YR Scholarship. She will be required to submit a letter of interest as well as a letter of recommendation from her trainer. If the application is accepted and the scholarship awarded the YR will then be required to write an article for the Horse’s Maine regarding her experiences at the YR clinic. Tee shirts will be offered for sale again this year at YR’s. The same logo will be used but they will be printed on a different color to represent a new year.- FOSSILS OVER FENCES: Gwen reports that 8 – 10 riders have signed up for the “Fossils” clinic so far. A total of 24 participants will be accepted into the clinic. If you are interested in any of the MeCTA clinics be sure to check the clinics page of the web site for more information.
- Omnibus:- Al reported that all farms have paid for their Omnibus listings. There is still one Omnibus ad that needs to be collected.
- TA Program:- There are still events that need TA coverage, if you can help out contact Caroline Ring. Contact information is listed on the website under “contacts”.
- Snowfields:- Clarissa stated that there really is nothing new to report. Everything is moving forward!- The major work day at Snowfields will be August 7th. Al and Wendy will also be working most Sundays before the event so if you would like to help out please contact Wendy or Al to confirm dates and times.- The questions was raised as to whether or not breakaway jumps cups are required for certain jumps at USEA events. Al will contact the TD for Snowfields to discuss and report back at the next meeting.
- Annual Dinner: - No report.
Old Business:
- "Open House" Board Meeting: - The June board meeting was held at Hyl-Tun farm in Starks. The view alone was worth the drive. If you’ve never been to Hyl-Tun to enjoy one of the many clinics they host you don’t know what you are missing. 700 + acres of beautiful Maine, and the Hilton’s are generous enough to share it!! Although there were not many new faces at the meeting, a great time was had by all who attended. Oh, and did I mention the food, all of it was fabulous….burgers, salads, pasta, cheese cake & apple pie, just to mention a few.
New Business:
- Class Size At Shows: - Gail raised the question, what is the minimum amount of JR riders are required to be in a class before it can be broken up into a, b, c etc. Members discussed the topic and decided that there can be as many classes as necessary as long as there are never fewer than 6 riders to a class. For example you would need at least twelve riders to break into a & b divisions, if there were only 10 riders signed up it would remain one class.
Meeting Adjourned at 8:40 PM.
Next Meeting: July 10th, 2007 @ The University of Maine Augusta Campus Center-7 PM. see map link above.
May 8, 2007:
9 members were present, Telecon in place with 2 participants.
Membership now stands at 48 families (=121 members), 47 junior and 99 senior members. Total: 267.
Committee Reports:
- Clinics & Education - Eventing 101 had 8 participants and everyone had fun! Babette Lenna clinic had 13 riders and made money! Another Babette clinic is being planned soon.
- Omnibus - bill collecting has become a problem. Advanced payment will be required in the future. Al has sent yet another bill-letter to each of the delinquent farms. Cancellation of insurance, TA coverage and YearEnd points as penalty for non-payment was discussed.
- Technical Advisor Program - Caroline has most of the early events covered but is still working on those later in the summer. If you're willing to help, please contact her!
- Snowfields - Merance says she WILL have a stadium course for us to rent. The 6-wk TD visit will be around the end of June. Either Al and/or Wendy will make sure they are available. A new location for the scorers must be arranged, as the house is now occupied, and new announcers and parking people must be found as both Worthingtons and Ginns will be away that weekend. Clarissa and Lila went away with many suggestions for all... Major work day will be Tuesday, Aug 7, but Al and Wendy will be working most Sundays before the event, if anyone would like to come help.
- Annual Awards Banquet - Still discussing how to reduce costs from last year. Less expensive food, less expensive ribbons (and less mailing of ribbons) would be a good start.
Old Business:
- Open Board Meeting at Hyl-Tun Farm, June 12 - Gail, Sandy and Gwen are coordinating this, will be placing an ad in the Horse's Maine and contacting barns to try to drum up interest. Snacks and beverages are planned. Board members should PLEASE try to attend. Car pooling is encouraged. Contact Al if you need help.
- Publicity: Calendars - Halla brought the gorgeous 2007 poster/calendars for distribution. Look for them in your tack and feed stores and barns!
- Volunteers - the list of people who indicated on their membership forms that they'd like to volunteer is being collated, sorted and passed along to interested people (such as our Volunteer Coordinator, TA Coordinator, Organizers, etc.)
New Business:
- Bit of Britain - is offering to donate a percentage of purchases made by club members to the club. Peggy is researching the fine print and will sign us up if it seems reasonable.
- Classifieds on the web - Peggy has offered to take on this job! Pages should be up soon.
- EVH-1 update - Maine Dept for Agriculture says that there have been no more cases reported in the state and that blood samples sent for analysis in CA and KY were inconclusive (!). Note that it is only a 3-base-pair change in the DNA that creates the neurological form of this disease, so poor sample handling anywhere along the line could make accurate analysis difficult.
Meeting was adjourned at 8:22
Next meeting will be on June 12 at the Hyl-Tun Farm big barn.
April 10, 2007:
7 members were present, Telecon in place with 3 participants.
Membership now stands at 48 families (=128 members), 38 junior and 97 senior members. Total: 255.
An updated membership list is being posted weekly on the web now in preparation for the competition season. (see March meeting notes for details)
Committee Reports:
- Clinics & Education - Gwen reports that everything is ready for the clinics under her care. She also plans to offer a Foxhunting clinic on the Mon/Tues after Adult Clinic (July 30-31). This won't be a MeCTA-sponsored clinic, but everyone is welcome. Notice will be posted on the web to try to gauge interest. It is too late to do an ad in The Horse's Maine for the Eventing 101 clinic, so Al will try to get out a mass e-mailing. No further information was available.
- Omnibus - still awaiting payments for insurance from many events and from just a few advertisers. Next year Bobbie will begin soliciting info at the same time Maine Dressage Society (who requires payment in advance...).
- Technical Adivisor Program - no news from Caroline. Valinor Farm in MA is hosting a USEA course design and building clinic in May. Info is posted on the NEWS page of our web site.
- Annual Awards Banquet - still researching other location options. Cheryl will check into the Civic Center.
Old Business:
- Publicity - Halla submitted 3 calendar designs, we chose one. She'll have them color-copied, rather than printed, to save $ and make it easy to make more if necessary.
- Web - Stats for the past 30 days: average 29 visits/day. Most visited pages were News, Omnibus, Calendar, Clinics. Busiest days were Monday and Wednesday, busiest times were 9-10am and 7-9pm. 68% visited at least 3 pages each visit, and 75% returned at least once a week.
New Business:
- Insurance Update - there are 38 event dates this year, and 16 sites to insure. Total insurance cost is nearly $3000.
- Open Board Meeting Idea - Gail M. suggested we hold a "more openly open" meeting to encourage greater attendance by organizers and members... Sandy will talk with Gail and try to get a date established ASAP. Details to be worked out!
- Prospective Volunteers - the list of folks who indicate on their membership forms that they'd like to volunteer is now available. Those indicating interests in Other things will be contacted (by Al) to see if some job-openings can be filled! Portions of the list will be sent to Organizers, too.
- Classifieds on the Web - Lynda McCann has given it her blessing. Halla suggested it also contain a Ride Board (for trailering). Now to find someone to manage it. Wendy is too busy to add this to other web-care. Details to be worked out, but a few suggestions were made such as: postings only by MeCTA members, posting automatically removed after 30 days. Other ideas/suggestions are welcome!
Meeting was adjourned at 8:36pm.
Next meeting will be May 8, 7pm, at the UMA Campus Center.
March 13, 2007:
6 members present, Telecon in place with 2 participants (works great at new location, too!)
Membership now stands at 37 families (=98 members), 33 junior and 91 senior members. Total: 222.
An abreviated membership list is now posted on the web on a secure, passworded page. The intent is to make this info available to event secretaries for checking membership numbers and non-member fees, as well as for tabulating year-end award points. Anyone with concerns or questions regarding this list should contact the webmaster.
Committee Reports:
- Clinics&Education - Merance now has some dates for clinics with Babette Lenna, but has not shared them yet.
- Omnibus - it is on its way to the printer and will have a stapled binding again this year. The taped binding just isn't secure enough. Next year, we'll need to go to a spiral binding if there are any more events, but it costs more so we'll also need to raise more ad income. An increase in membership fees was proposed to help with this cost increase; from $15 to $18 or $20 for individuas, from $20 to $25 for families. There was general agreement, but more discussion may be needed before a formal vote.
- Technical Advisor Program - The March 10 training session had 15 attendees. Caroline was able to sign up at least 4 new TAs, and may have more commitments once people check their calendars. There was no charge per person for this seminar, but the costs are increasing (for copying and room-rental). In the future there will be nominal fees charged.
- Snowfields - Ribbon have been ordered; Merance says she does plan to order a complete set of stadium jumps that we'll be able to use.
- Annual Awards Banquet - will be Nov. 10. Deposit is due soon to the Senator, but a discussion of the surprising expense of last year's meeting has inspired a search for ways to hold down costs. Finding a less expensive location may be the best way to begin. Various sites were discussed and will be reported on at the next board meeting.
Old Business:
- Publicity - Poster - Halla is working on it!
New Business:
- HoofPix calendar sales - Pam E. sent a very nice donation from the proceeds of the MeCTA calendar sales!
- Volunteer Encouragement - the report of Hitching Post Farm's "volunteer points" program (on the Area1 site) inspired discussion of ways to encourage volunteers at MeCTA events... past incentive programs were outlined and special end-of-year t-shirts were proposed. Peggy's tag-line: "VOLUNTEER - because it's the right thing to do"
Meeting was adjourned at about 8:15
Next meeting will be on April 10, 7pm at the UMA Campus Center.
February 13, 2007:
7 members present, Telecon in place with 3 participants. New phone works great!
Membership now stands at 33 families (=88 members), 44 junior, and 78 senior members. Total: 210.
Committee Reports:
- Clinics&Education - no info from Merance, Karen is arranging some clinics; Clarissa has heard from 3 people willing to do the clinic after Snowfields, will probably go with the most flexible one.
- Omnibus - with new binding method, we're no longer limited to a maximum # of pages, so more ads can be accomodated. There's still event information missing (deadline is in 2 days...) what can we do to get people to respond more promptly and completely?
- Technical Advisor Program - notice on web about March 10 training session has elicited 1 response to date. Wendy will compose a message to be sent to all members (c/o Bobbie).
- Snowfields - Ginger K Albert will design the stadium course this year. Where will jump equipment come from? Clarissa, Al, and Bobbie will receive complete list of needs from Wendy (previously sent to others who had been interested in purchasing equipment for rental purposes) With luck, there will be a complete course of equipment that we can rent for Snowfields.
- Annual Dinner - Clarissa has a date reserved at the Senator, but doesn't recall what it is. The increased price of the 2006 annual dinner and awards was briefly discussed. There is need to economize.
Old Business:
- NE Horseman's Congress - was Jan 13-14; MeCTA was well-represented. Many thanks to Mary B, Halla B., Allison D, and everyone who came to help!
- Ultimate 2-phase rules - Once comments are collected, a descriptive blurb will be written for the Omnibus. Serious rules will be produced for the Organizers (and posting on the web). There seems to be general agreement about most aspects of this type of event.
- Publicity Chair - Al circulated a draft position description. It was agreed that there is too much there for any one person to handle; the work needs a committee. Meanwhile, Halla agreed to do the poster (for release in March?) and MaryJo will write the next Horse's Maine article.
New Business:
- Maine Farm Bureau survey - we will gladly place a link on the web to their survey as soon as they let us know what the address is, but MeCTA policy forbids the release of the membership list to outside entities.
- New meeting location? - There was discussion of moving the board meetings back to UMA to alleviate crowding and after-business-hours complexities at Adams'. Al will contact UMA to arrange, if possible. Watch this space for more info!
Meeting adjourned 8:22pm
Next meeting on March 13, 2007, 7pm. Location TBA.
January 9, 2007:
15 members present, Telecon in place with 1 participant.
Membership now stands at 158, from 30 families (=81 members), 16 junior, and 61 senior members.
Committee Reports:
- Clinics&Education - a complete financial analysis of last year's clinics showed that program actually made a tiny profit, excluding the planned expenditure for the Young Riders clinic. Karen M. has agreed to organize local-instructor clinics and the one after Snowfields, while Merance is working on scheduling a few from out of state. Clinics will continue to be open to anyone, but non-members will be asked to pay a one-time extra fee (making them members).
- Omnibus - Scheduling meeting went well; the MeCTA calendar is already as busy as last year and we're still waiting to hear from some farms that traditionally hold events. Deadline for info in the Omnibus (ads and events) is Feb 15.
- Technical Advisor Program - a training session is planned for mid March. Interest will dictate what part of the state it will be held in. Watch the web FMI.
- Snowfields - officials are in place: James Gornall (TD), Judy Travers Lawless (GJ), Sandy Osborne (Dr). Clarissa will ask Karen to find one willing to give a clinic the Monday after the event, if possible.
Old Business:
- NE Horsemen's Conference, Jan 13-14 - Mary B still needs help in the afternoons, both days. Contact her if you can help.
- Publicity - job description still needed. Al will begin a draft and circulate it for additions/comments.
- Ultimate 2-phase rules - Heidi P. just sent inquiry letter to organizers. Rules should be ready for inclusion in Omnibus.
- Conference phones - Al found a wide range of prices, mostly more than we'd like to pay. Bobbie will keep an eye on e-bay and Uncle Henry's and Wendy will see if she can get the loan of one from work until we can find one to purchase.
Meeting adjourned about 8pm.
Next meeting is Feb 13, 7pm, at Adams Pet Supply in Winthrop.
December 12, 2006:
8 members present, Telecon in place with 6 participants.
There have been 84 renewals for 2007 to date, and 2 new memberships.
Committee Reports:
- Annual Dinner - was quite a bit more expensive than usual this year. Budget Committee will be looking into this and advising on a maximum amount to spend for everything (mailing, dinner, awards) in the future. How better to get award-recipients to attend was again discussed. An effort will be made to keep an on-going year-end points tabulation on the web...
- Clinics & Education - Merance is considering clinicians. Gwen says she will run the YR, Adult, and Eventing 101 clinics again in 2007!
- Omnibus - Scheduling meeting will be Jan 9, 2007, 6pm, at the UMA Campus Center(building #8) Letters are going out to Organizers this week. A better effort will be made to help people find the meeting location! Deadline for ALL info and Ads is Feb 15.
- TA program - a TA training session is tentatively planned for sometime in March.
- Snowfields - no Clarissa, no report. Hopefully, Judges and TD are in place by now.
Old Business:
- Publicity - needs a job-description to help interest/recruit someone.
New Business:
- NE Horsemen's Conference, Jan 13-14 - needs volunteers to help man booth. Mary Brushwein will coordinate. Plea for help will be posted on web.
- USEA Area 1 Meeting and Silent Auction - MeCTA will donate a Snowfields entry. Peggy and Beth R and Al B may try to attend.
- January Meeting - will be at UMA Campus Center, 7pm (see link above for directions). No Telecon available.
- 2-Phase issues - Heidi P will try to arrange a group meeting in January to work out details.
Meeting adjourned about 8:20pm.
November 19, 2006: Annual Dinner and Awards. For a full report, please click here: Banquet
October 10, 2006:
Telecon in place with 4 participants.
No changes in membership from September. 329 members, total.
Committee Reports:
- Snowfields - XC Pace is happening on Oct 29. Lots of interest is already apparent. Need volunteers to help with timing, jump-judging, etc. Peggy, Wendy and Patsy are the ones to contact.
- Technical Advisor program - Caroline Ring has agreed to be coordinator for 2007! Wendy will continbue to assist with training, etc.
- Annual Dinner - Sunday, Nov 19, 5:30 pm. at the Senator. Clarissa is still looking for raffle items. She's received few responses from Regional Reps, to date. Mailing and ballots will be going out soon.
- Budget Committee - will be meeting on Tuesday, Oct 24. Contact Al if you're interested in joining the meeting. abellows@gwi.net
Old Business:
- Snowfields stadium equipment - the board is looking into rental agreements for equipment to be used for the USEA event. If it works out, such equipment could also be available for rent to other MeCTA events, as well.
- Clinics & Insurance - Non-member instructors at MeCTA clinics must now either have their own insurance (and proof there-of) or purchase one-day coverage from MeCTA. It will be recommended that property owners do the same. Cost for this sort of coverage is $20 per day.
New Business:
- Omnibus - Ad inquiries are already coming in! New prices: $70/full page, $40/half page, $30/third page.
- Smithfield facility - a new facility has offered itself available for MeCTA clinics, etc. see www.thistle-ridge.com
- 2-Phase Uniformity - Heidie Perkins suggested a committee be formed to study ways to impose some sort of uniformity on 2-phases associated with MeCTA, or at least to clarify differences. The following people have indicated interest in being part of the committee. Heidie, Beth Rucksznis, Al & Wendy Bellows, Merance Adams, MaryJo Foley. Others interested should contact Al Bellows (abellows@gwi.net)
Meeting adjourned at 8:45 pm.
September 12, 2006:
Telecon in place with 3 participants.
There are currently 329 members (from 56 families, 72 junior, and 111 senior memberships)
Committee Reports:
- Clinics & Education - Peggy looked at the financial status of the clinic program as a whole and reports that it broke even, overall. (this does not include the YR clinic, which was planned to be subsidized) The most popular clinics appear to have been "Fossils Over Fences" and an early clinic with Debbie Place. After discussion it was concluded that the program needs better, more cohesive advertising and better calculation of actual costs.
- Snowfields - Peggy reported a larger than usual net income from the event this year, mostly thanks to the spectacular ad and sponsor recruitment abilities of Cindy Garson. Clarissa announced the USEA dates for 2007 are Aug 11+12. There will be changes in the wording of the refund section of the Omnibus listing, and some schedule changes are planned.
- Technical Advisor program - Wendy reminded the board that this is her last year as coordinator, though she has agreed to continue to assist with training. Anyone interested in taking on the coordinator position should contact Wendy or any board member. In response to continued problems with the non-member fees, next year's entry forms will request seperate checks to MeCTA for that $5 from each non-member competitor. Further discussion was had regarding Year-End points, which only current members are eligible to collect. There will be a greater effort to make clear to members that they must include their MeCTA # on the entry forms and that it will be checked by the event secretary. (how to get access to up-to-date membership lists for the secretaries is being investigated)
- Annual Dinner - Still on for November 19, 2006 at the Senator Inn, Augusta. Clarissa reminded everyone that now is the time to collect items for the Raffle.
- Budget Committee - will meet sometime in October. Date and location TBA.
Old Business:
- Nominating Committee - Merance was not present. Al will contact her for report.
- Cross-country Day at Snowfields - Details are being worked out for the XC day at Snowfields, which will be on either Oct 28 or 29 (to be announced). It will be free for people who entered and rode at Snowfields' USEA event this August, $35 for others. Entrants may ride up to 2 times around a course. Winners will be those closest to Optimum Time. A full announcement of the details will be made on the web and via e-mail to MeCTA members and Snowfields '06 competitors.
New Business:
- Omnibus 2007 - scheduling meeting will be in January at the UMA Campus Center, as usual. Effort will be made to get signs up to make locating the place easier for those unfamiliar with the area. Bobbie G. will be editor again, Wendy B will gather ads.
Meeting adjourned ~ 8:45 p.m.
Next Meeting on October 10, 7 pm, at Adams in Winthrop. Check the top of this page for Telecon info closer to that date!
August 1, 2006:
Meeting at Snowfields, no telecon.
There are currently 328 members (from 56 families, 74 junior, and 108 senior memberships)
Committee Reports:
- Clinics & Education - Fossils Over Fences was a great success with 18 participants. Gwen will provide a complete report soon. Mary Jo Foley has offered to help Merance co-organize clinics next year, if Karen wants out.
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