BWP Meeting 09:26 a.m/ May 2010

In Attendance: Chris Sallee, Barbara Hansen, Allyn McCracken, Heather Heidrick, Cheryll Frank, Nancy Maloney, Maddie Carolan, Carolyn Rice. Teleconference attendance: Linda Bobrick, Kelly Gordon.

Introduction: Barbara Hansen. Roberts Rules will be followed. Utmost importance that civility and respect be given to all throughout discussions. Debates to be kept at 15 minutes. Attempted internet access for old minutes.

Approval of May meeting minutes:

Old Meeting minutes published on BWP website were obtained and read. Motion to approve old minutes, second motion obtained by BOD, old meeting minutes approved.

Treasurer:

• New Treasurer has successfully been transitioned financial accounts and Quick Books for the registry. To detail more information from 2008, financial information can be obtained from the online registration from 2008, download available for transactions. Proposed budget put together. Projected 10% decrease in expenses and 10% increase in income. Numbers may be more accurate for 2011 after complete budget for 2010 obtained. Paperwork ready for corporation to be done in VA, should be completed in near future. Non profit status not filed with IRS, attorney John McKay filed but was considered null and void because was filed in IN. Will be resubmitted for VA. Discussed sending financials to accountant to review and suggest avenue to take regarding profit/non profit.
• Once tax designation decided, registry/members may contribute to scholarships toward young breeders, young breeders education, best of breeds, young riders, conformation education, hunter education, DVDs for education, etc. Suggestion that a video be constructed at her house with the judges explaining what their looking for, different styles, possibly have video taken on tour for different shots, then voice overs can be provided.
• Varification 2009 travel expenses for $6268.29 that pertained to the meeting in Belgium, paid portion of 1/2 hotel rooms, registrar expenses, flights, meeting room. Was put in the budget for BOD members to be afforded to attend meeting with Belgium. Belgium to reimburse for some expenses. Registrar attended for assistance with passport data entry, education, online entry. BE would like for NAD Registrar to complete data entry/packets on every horse.
• Accounts: Bank of America currently at $15,132.78. There are some transactions that have not been entered into Quick Books, outstanding checks to deposit as well. Advertising bill of $4000.00 currently outstanding. Upcoming obligations: Amex bill printing $6400 ($500 credit received), mailing will be $2000, design cost for guide $1000. Estimated balance approx. $10-12,000. Takes into account $15,000 registry has already paid for booth, 1/2 of room already. Belgium earmarked 20,000 Euro committed for WEG. Belgiums bill needs to be negotiated, amount owed to Belgium needs to be decreased as the euro is down, NAD Registrar completed most of work. Finances should be okay for keuring, stallion billing out by first of June. Salary expense is quarterly, due in July. Keuring will be online registration again, last year collection approx. 55K.
• Currently Stallions who participated in the auction but have not paid for years, registry has carried, this will not occur anymore. If dues are not paid, stallions will not be included in the directory. Dues include Stallion page, inspection of foals, national advertising promotion.
• Move to approve treasury report, second motion to approved, all in favor.

STALLION SERVICE AUCTION:

• Twenty eight stallions participated, only 1/3 of stallions from last year participated. Construction of auction questionnaire to be emailed out to stallion owners. Next year form can be emailed out or possibly have a pdf online that would go to the auction designer. This information may also be utilized for the guide. Suggested offering stallion owners 20% off one item, free foal nomination for futurity participating year only, percentage off of dues, and other incentives to offer stallions for auction. Will make gift certificates that will include coupon code so paypal will accept discount. Will also track free foal nomination for futurity. Futurity is great selling point. Possibly place logo link for futurity on website that documents and allows visual observation of all stallions participating. Futurity winnings must cover expenses, 10% goes back to registry for administration. Futurity nomination is $35, registry commits $75/stallion for membership, $250 nomination fees for stallions that did not participate in the auction. Any foal by an auction participating stallion is eligible, top 10 fillies and top 10 colts foals awarded. Registry will incur the expense of $75 per participating stallion for 2008, cost approx. $2250 (start up year). This years pot will be bigger as aggregate of two years plus growth. Registrar sends email to Stallion owner with bidder information and stallion owners appreciate this as they can contact bidders. Mare owners bidding form may release information to stallion owners to cover registry for release of information issues.
• Vote for 20% discount off one store item, plus free foal futurity nomination for every stallion participating in the Stallion Service Auction beginning 2011 was approved with unanimous vote. Need a list of all stallions that have participated so may flag online registration.

PAPERS/NEW ONLINE FORMS-

• All foal, yearling, and complete paperwork for the keuring last year should be received May 2010.
• Few individuals have taken advantage of online registration, photos presented to Registrar. Typically, older foals, no keuring site available.
• Online registration allows for most documentation to be entered prior to inspection. All documentation must all go to Registrar and not back to BE.
• Packet for each horse, alphabetical order for every site, carried in large binder to every keuring site. Includes application for membership, blank DNA kits, hair taped together, checklist, marking sheet prefilled with owner information, stallion certificates/declaration of birth. These forms will be able to fill out online, original signature required so member may print off. Stallion owners may prefill information for mare owners, may print off, sign, and send to mare owners. Drop down list for stallions will be available with stallion numbers included. Offers speed and efficiency to stallion and mare owners. When signing up for keuring, invoice is emailed to Registrar and Treasurer, details class enrollment, and payment/balance due details.

MARES/AUXILIARY BOOK

• In order to monitor and regulate quality control new guidelines proposed: Must have proof of performance national federation IE, USEF, USDF, FEI as well as DNA, and/or thoroughbred tattoo or verifiable brand from registry recognized by the WBFSH.
• DNA will be obtained and markers will be evaluated for Quarter Horse and Draft blood, which will exclude candidates from the Auxiliary book.
• DNA markers can also be evaluated for specific bloodlines to allow entry to Main Book Mare. If mare has registered name, may be able to research through FEI, match to dam and sire, can appeal to BWP to accept researched information for acceptance into Main Mare book.
• PARAMETERS mentioned above to be in place for 2010 keuring.
• Motion to approve Parameters unanimously accepted and approved.
• Discussion for mares to be accepted with performance records into main mare book also w/video. Cannot verify identity unless there is monitor with name etc. on background. Tabled this discussion until 2011 January meeting in BE.

KEURING 2010

• August 23 through September 18, 2010. Logistically tour cannot be planned around individuals schedule. Outline of keuring dates/sites. Several sites still pending dates. Labor day weekend through Friday 10th be at west coast and head back. Four/five sites in Florida. Tour ends at Bannockburn for BE staying until WEG. Possibly take time to make educational video with judges, go to Lamplight. Will allow judges to see Hunters.
• Currently require $1500 per site, need to increase to $2000 to cover cost of travel. Discussions of Stallion prospects: Host forms to be filled out, expenses and fees to be stated.
• H Label sites to be expanded and made available to any site that would like to sponsor. FL Palm Gardens, Kansas City, WI possible sites. Sites need to cover site for judges and ribbons. Fifty dollars for the class, registry paid judges, entries need to cover cost of judge. Has been a very successful program. Judges must be approved through the studbook committee.
• Stallions- fees, all paperwork, radiographs and health etc. must be obtained up front prior to inspection.

STALLION AND BREEDING GUIDE

• $11,165.29, does not include $500 discount(due to printing on wrong paper). Jan. budget $11, 283. Over budget with design cost, added 18 pages but saved money by mailing by NAD. Probably utilize different printer next year. Design of guide is beautiful. To sell at WEG, membership receives a copy with membership fee. Very informative this year.
• Discussion to get out to membership prior to March 1st. Possible to get out in Jan. 2011. Contact Stallion owners fall of 2010 for earlier release of 2011 guide. Need more then one person attempting to get the information for the guide. Registry has all information for next year if meet resistance from Stallion owners.

MEMBERSHIP

• Update which stallions that are inactive/active.
• If Stallion is active during breeding season (conceive date), foal needs to be legitimate for inspection. If Stallion owners didn’t pay dues (for 2009), foal may be taken year it was conceived. Mare owners should not be punished for Stallion owners irresponsible failure to pay dues. No payment equals no licensure by BWP. Problem is Stallion dues that have not been paid, Stallions not technically active. Need to change dues to be received prior to breeding season (pay fee by August, should cover for 2011). Problematic Stallion owners, papers can be held. If not paid by September 15th, fee goes to $435, Stallion comes off website as warning. If no payment received by December 31 due date, Stallion will be pulled from everything.
• Possibly change registry due date from Jan. 1 through December 31st. Possibly divide up dues? Invoice now, and move invoice dates up slowly. Set up recurring credit card plan? Next year invoice in April, etc. Invoice may be better received during the actual breeding season.
• Motion to move invoice date up for Stallion dues to Feb. 1st with April 30th, 2011 end date for collection. Unanimous vote to approve.
• New Stallions: If breed mares with foals so they’ll pay 2010, and be invoiced again in Feb. 2011. If not bringing in mares/foals will receive grace period for fees within first year.

WEG

• Video production package: BWP can purchase items for resale for WEG or future use. Video: History BWP video/breeders/farms may be asked to pay for editing cost for video. Two large monitors for continuous videos. Sponsorship packages should be available to breeders/farms. Sponsors unknown at this time.
• Belgium- not manning the booth. Exhibitors manning the booth should have access to park but will obtain information from Esther.

MERCHANDISE/AWARDS

• Need a sale for existing merchandise. Paypal to being set up for easier transactions.
• Awards out. Online membership application, should include Awards. Online membership roster will be implemented so all involved with membership may be added, everyone would be notified.
• Two more membership credit cards needed for postage and for merchandise. People love hats. Same hats for WEG. Colors White, Beige, Red. Website on back of hat.

WEBSITE

• Stallion pages- people love looking at the different pages, stallion owners also provides more advertising.
• Guide designer to send Website coordinator stallion pages, design one page, drop rest into format. Same data base that’s used for Auction, to be utilized in guide.
• Advertising with small picture, information, with link attached.
• Nursery page possibilities: involves individuals into website, registry, links to pages from farms, member maintained pages. More advertising opportunities.
• Discussion how to be more involved with everyday members: Nursery page, stallion of the month, continue with newsletter, featured mares, members corner for introduction to new members, featured breeders column, possibly tie all into blog for comments (also searchable forever) and free to members. Nancy offered to sit on committee for these new ideas. Breeding articles, championship page, keuring presentation.
• Registry is growing at great growth rates. Executive Director position is now almost full time position. Revenue needs to be increased to cover the positions that now need full time status. Registry at ¾ mark for expense compared to other registries. BWP provides what you pay for and more. BWP provides great customer service, downfall has been passports. Passports are now being streamlined so satisfaction should increase.

OTHER

Four year old dressage scoring: Requested BWP look at new scoring system. Different from USDF, test is different, but equivalent to level one. Test must be inline with what BWP currently uses, Belgium/ Belgium studbook committee must approve any changes made to scoring and approval systems, information to NAD studbook committee for approval.

New Stallions: All health information to be sent to Dr. Farmer and Studbook Committee for veterinary approval, pedigree information to be sent to Registrar.

New membership packet: Currently send letter, sticker, look at sending merchandise brochure, keuring instructions.

Volunteers for WEG being requested, on back of guide. Reservations for WEG: currently have one room, look at RV options. What is a Belgian Warmblood for advertising at WEG. Breeding raffles for American/Belgium breeding.

Meeting adjourned at 2:39 p.m.