Ontario Eventing Association Board of Directors Meeting
July 8, 2019
By Teleconference
Minutes
Present: Deb Welna, Ann Neal, Caroline Abrahams, Terri Hough-Gilmour, Veronica Low, Kathleen Wilson, Charlotte Hodgson, Mark Nelson, Andrew McDermott, Roseanne Corbett
Regrets: Lindsay Mahon, Peta Christen, Pat Frewen-Lord, Kate Farrell
1. Call to Order: 7:02 p.m.
2. Meeting Opening
Welna opened the meeting and welcomed members.
Low moved and A. Neal seconded and carried approval of agenda
Welna motioned, V. Low seconded and carried motion to accept minutes from June 24, 2019.
Welna motioned, A. Neal seconded an amendment to minutes of May 23rd, 2019.
Matters for Discussion
Presidents Report
Review of By-laws
Deb asked that members consider changes/additions to the current by-laws for the September meeting of the Board. This could include additions of by-laws related to Social Media. It was also suggested that it could be handled via policies rather than by-laws.
Accessible EC Rules
It was suggested that we investigate availability of printed EC Rules for Eventing for all Board members for reference and particularly at events. K. Wilson suggested we should consider alternatives to hard copies.
Code of Conduct
Deb reminded all members to submit their signed Code of Conduct to Caroline if they haven’t already.
Treasurer’s Report
No report on financials were available for this meeting.
Committee Report Updates
Strategic Planning and Governance Committee
No report
Communications Committee
Wilson reiterated the importance of knowing content for communications as soon as possible. Work is still underway for the new website and Charlotte is assisting with photos. There have been slightly fewer posts over the last few weeks due to horse trials and vacations.
Athlete Development
Growing the Sport Committee
Ann referred members to her Committee report. A survey was sent out to all adult amateurs to learn more about their interests and priorities. Ann is starting to think ahead for next year. There is a program called Landsafe which teaches about correct falls. She is also having discussions with Pat around schooling days for next year. We have a connection in the western part of the province to expand to that region.
YR/U25 Committee
With the change of leadership, Deb has taken over as Chair of this Committee. It now has 3 directors and a technical coach advisor (P. Rowland). In addition, Shandiss Macdonald has agreed to join in a Program Manager type of role (title to be confirmed).
Discussion turned toward plans for the Aug 6/7 Sam Watson Clinic.
The Board discussed and put forward a motion for a vote to approve the clinic and budget, which was subsequently amended as an electronic vote to allow all non-abstaining voting members to vote at the same time.
It was also noted that a communications blast went out recently to the YR/U25 group letting them know about travel grants. It was clarified that eligible events are FEI events and YR/U25 clinics.
Sponsorship Committee
Low reported she is working with more companies to attract sponsorships. C. Hodgson also noted that she is speaking with a saddlery company who currently sponsors dressage shows, but is also interested in eventing. This may be a potential sponsor for our banquet and it was reiterated that more sponsors will reduce the cost of banquet tickets.
Competitions and Champs Committee
Low noted that she has had many organizers reach out and express their support for the Growing the Sport initiatives. Steven’s Creek would like to do a schooling day the same day as their Selena O’Hanlon clinic. She also noted that there is some concern from organizers that their entries will decline while top riders are at the PanAms, as they won’t bring their students. She also noted that we need to promote the rules and etiquette of eventing (e.g. not to let your horse drink from water troughs). The group also discussed options for organizers and competitors to get a broad range of information about attending events (e.g. overnight options when stabling is limited). After discussion, it was suggested that Charlotte consider a masterclass for organizers at the AGM.
Volunteer Incentive Program Committee
No specific report. We have been providing the envelope with $50 to organizers and we are managing to get photos on the ground at each event. Roseanne also noted that she has ordered polo shirts for OEA Board members to wear at events. V. Low also noted that she is concerned that we don’t have a process to sign up coaches for the jump trailer we wanted to make available. It was noted that there is no automated report from event entries that identifies coach names for every rider entry.
Banquet, AGM and Awards
No specific report.
Funding Programs
No specific report. TD expenses are being paid and to date only one claim on new sliding scale of reimbursement. We do need to send a copy of the expense claim form and new guidelines to organizers. Have not yet received claims for CIP as they don’t usually come until the end of the summer.
Officials, Safety and Rules
No report
Other issues:
It was noted that a small number of Directors are shouldering most of the work of the Board. It would be helpful if more Directors could be active in the OEA activities.
Next Meeting: Aug 12, 2019 – 7 p.m. by teleconference
Meeting Adjournment: 8:52 p.m. moved by V. Low and seconded by C. Hodgson
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