Old Dominion Miniature Horse Club Year end meeting December 9, 2012 ODMHC 2013 Directors/Officers Elections Ballot Officers President: Lynn Gulledge ______ Vice President: Janet Lewis _________ Secretary: Carol Hollar _________ Treasurer: Bill Hollar ___________ Directors Skye Weber _________ Julie Garrett ________ Jason Warrenfeltz ____ 2013 Ballot
Agenda Welcome, reading of past meeting minutes Treasury Report Membership – dues are due no later than Jan 15 th and Recruitment Updates on VBP and Grant for 2012 / 2013 Proposed changes to VBP Payouts for 2012 VBP ~ when, how Presentation by James Walsh – Past, Present and Future of the Miniature Horse 2013 Show update and general discussion – Show Management and Judges – Frying Pan Park Equestrian Center – Hilton ~ host hotel` – Ribbon and awards – Show Costs ~ Income – Sponsorship program for show classes and hospitality suite – Advertising for show and club magazines ad, Facebook, ideas – Photographer: Sandy Revard – On site Tack vendor BREAK and Dirty Santa Gift Exchange Advertising in club ad MHW/TJ need participants Elections Wrap-up Lynn/Carol10 mins Bill 5 mins Lynn 5 mins Lynn Lynn10 mins James Walsh30 mins Lynn/Carol/Bill 60 mins Group Discussion BREAK25 mins Bill / All10 mins All eligible voters10 mins Lynn10 mins
Old Dominion Miniature Horse Club Meeting Notes, Saturday July 14, 2012 Attendees: Todd and Julie Garrett Alexann Rahimi Skye Weber Bonnie Ness Kathleen and Belinda Smith Michael Wells Club Officers in attendance: Lynn Gulledge Bill Hollar Carol Hollar Meeting start time: 2.30 p.m., Golden Corral in Waynesboro, VA Opening remarks, Lynn Membership: 35 farms, 57 members Treasurer update, Bill 2011 Year-end balance $1,008 July 2012 balance: Income$6,742 (includes $1K from 2011) Charges$3,291 (insurance, seminar, membership fees etc.) Balance Forward $3,452
Bill and Lynn on general topics Used $185 of VA Bred program grant for advertising. Club was encouraged to use 10% of grant for promotion of Virginia Bred Program towards magazine ads in AMHA and AMHR publications. Ads Increased ODMHC website traffic by 50% for new visitors International visitors include Canada, Denmark, New Zealand, France, Belgium, Romania as well as Russia Need to add horses to the ODMHC For Sale page. Listing free to members. Skye Weber suggested the Club hold a 2013 sanctioned show at Frying Pan Park in Herndon, Virginia. Skye mentioned the northeast sanctioned shows in New Jersey and Delaware have been cancelled due to raising costs. Frying Pan Park is easily accessible from I95 and I66, has plenty of hotels and restaurants close by. Bill and Carol Hollar visited the Park and confirmed the quality of the facility, amount of parking and ease of access. Lynn polled the attending members on sponsoring a show class. If each farm would sponsor one class, the overall cost to the Club for hosting a sanctioned show would be lowered. Lynn asked for ideas and volunteers for future fund raising efforts. Suggestions included holding a performance clinic with Jackie Hooks and holding Fun Shows Skye Weber to check on using Mathews Horse and Pony Club show grounds. Show Harness raffle raised $1,235. Discussed sale of yearling gelding donated by Cheryl Powell. Lynn will keep the gelding until decision is made on best way to raise funds for the Club regarding sale or auction of the gelding. Discussion on how to increase youth membership. Skye Weber suggested we contact Martha Duchnowski and Diana Garrettson, both ladies work with Virginia 4H. Bill mentioned ODMHC is participating in the Lucerne Feed Program; members can turn in the Proof of Purchase for.20 rebate for the Club. Virginia Bred Program nominations for 2012 foals due by December 31, 2012 Club officers reviewing how points will be calculated for the Virginia Bred Program and funds distributed. Final program details will be announced at year end meeting. Discussion on Board of Directors open positions, present members asked to consider if they or someone they know would be interested for 2013 term. Meeting Closed.
Treasury Report Balance Last Meeting $ 3,452.55 $ 300.00 ad $ 50.00 Raffle $ 75.00 members $ 55.00 VBP nomination Income $ 480.00 Balance $ 3,932.55 $ 8.20 PayPal Fees $ 378.00 TJ AD $ 50.00 Club Renewal A/R $ 1,800.00 Rent Frying Pan Costs $ 2,236.20 New Balance $ 1,696.35
Membership renewal due no later than January 15, 2013 Regular Member Individual with (1) vote………………………. $25.00 yearly Regular Member Family with (2) votes * ………………………. $35.00 yearly Junior Member, no voting privilege……………………………... $10.00 yearly Associate Member, no voting privilege…………………………. $ 5.00 yearly *Members must be present at a meeting in order to cast their vote. Reasons to become a member: Having a common goal amongst our members Networking Being able to advertise as a club/individual farms at reasonable costs Club website exposure….membership map locator, sales page, Promote the breed in our area by Shows, Seminars, Public engagements Virginia Bred Program More members, possibly means more $$ from VA Horse Industry Board Recruitment: average 1.5 new members a month, what can we do as a club to promote the Club and increase membership.
Recruitment Ideas Headhunter fee? $ paid per new member, must be mentioned. – Referred by:_______________
Update on Virginia Bred Program 2011/2012 4 Stallions nominated 13 Mares nominate 11 Foals nominated 2013 Grant Update
Proposed changes to Virginia Bred Program rules and regulations. A Stallion Nomination Form and color copy (front and back) of the stallions AMHA and/or AMHR, if double registered, papers must be received and all fees paid by February 1 of the nominated year. If a stallion is acquired after this time and he has not bred any mares for the current year, the above forms and fees must be submitted within 30 days of his arrival and before the first mare is covered. Nominations after the above deadlines will be accepted with a $50.00 per calendar month late fee in addition to the nomination fee Within 30 days of the birth of the foal. A copy of the AMHA and/or AMHR, if double registered, Stallion Breeding Report must be sent to ODMHC by December 31 of the nominated year. There will be a 15 day grace period until January 15. Reports received after January 15 will be accepted with a $25 penalty for each calendar month the reports are late. The stallion report must be on file to nominate the foals. Any amendments made to the stallion reports must also be forwarded to the ODMHC. Along with the stallion nomination form. Mares must be bred by a nominated stallion in the Commonwealth of Virginia, and must be in the state a minimum of 45 days at foaling. The foal must be born in Virginia. The Mare Nomination Form, color copy (front and back) of the mares AMHA and/or AMHR, if double registered, and all fees must be received by ODMHC at least 30 days prior to foaling. The form may be submitted any time prior to the 30 days. If the mare is owned by a non-Virginia resident, the foal must be inspected by a member in good standing within 48 hours of birth. Late nominations will be accepted with a $25 per calendar monthly late fee in addition to the nomination fee. This will not apply to mares owned by non-Virginia residents unless the appropriate documentation is supplied. The mare report must be on file to nominate the foal. Mares are nominated each year. Within 30 days of birth
Virginia Bred Program Payouts How and When You must be a member in good standing with the Old Dominion Miniature Horse Club of Virginia Inc. If not, you may submit a membership application. Associate members are not eligible to participate. You do not have to be resident of the Commonwealth of Virginia. You must be a member in good standing of the American Miniature Horse Association (AMHA) and/or the American Miniature Horse Registry (AMHR) All horses must be nominated and fees paid to be eligible. All nominated foals must be DNAd and parent qualified to be eligible for payouts. A copy of the foals DNA results must be on file with ODMHC prior to all payouts. Foals may be DNAd after nomination. Submission of points must be submitted by December 31 of the current year. After this date, there will be a $25 late fee. Any points not submitted by January 31 of the year following the program year will be forfeited. Current year point report from AMHA/R is on the Work Order Form. Anyone that my have sold a VBP nominated foal please make sure you remind the purchaser of the above rules and have them visit the Rules and Regulations page for more information.
Payout Criteria The owner of the Virginia-Bred foal may choose to submit points earned at either AMHA or AMHR sanctioned shows for the calendar year. One or the other must be declared when submitting points to ensure all horses have an equal opportunity to earn points if not double registered. Points may be earned in all Open and Amateur Halter and Performance Classes. At this time, Youth earned points do not qualify. Points earned at sanctioned Virginia or ODMHC AMHA and AMHR shows are doubled. Points will be calculated based on the chart on the next slide. Points are awarded based on number of entries and shows placements i.e. 1st thru 6th - 1st place horse would earn 6 points, 1st thru 10th =1st place horse would earn 10 points Add 1 extra point for a Supreme or Grand Champion Points are to be earned during the calendar year. Submission of points must be submitted by December 31 of the current year. After this date, there will be a $25 late fee. Any points not submitted by January 31 of the year following the program year will be forfeited. Points MUST be obtained from the Show Secretary during the show or before submission.
Past, Present and Future of the Miniature Horse by James Walsh
ODMHC Summer Sizzle Show July 19, 20, 21, 2013 Thursday, Friday, Saturday 1.5 days AMHR (apx 125 classes) 1.5 days AMHA (apx 125 classes)
Judges and Show Management Dana Gardner (VA) AMHA 2013 World Judge Jim Curry (CA) AMHR 2013 National Judge Sandy Crote (NY) Show Manager: Tracey Slagel Ring Steward, etc.: Ms. Slagel (daughter) Show Steward: Debra Howell
Volunteers/Items Needed Gate Keeper Announcer Help set up jumps and courses per Ring Steward Items needed Two-way radios 2 minimum 3 would be nice Jumps, obstacles
Frying Pan Park Equestrian Center, Herndon 150 10x10 rubber mat stalls (Barn A 90 stalls, Barn B 60 stalls) Heated wash stalls with hot and cold water Building fans The indoor arena can accommodate 2,200 spectators with bleacher seating Permanent heated restroom facilities A full size class room or show office State of the art sound system Two enclosed judges stands The indoor arena measures: 110' x 235' with a sand based footing. Additionally, there is a small warm up ring just outside the entrance to the indoor arena that measures: 72 x 142 with bluestone footing. The facility also provides a vast array of jumping equipment including over three miles of cross-country trails and jumps to complete Fairfax Countys premiere equestrian complex. On location: Country Store, Playground, Kidwell Farm, Picnic area, Blue Grass Jam Sunday afternoons RV parking is available on a limited basis, electric ONLY, no Dumping, water at barns, fee $20 nightly. Free parking next to barn for Security (Barn A and B)
Hilton Washington Dulles Airport Hotel Location Only one mile from the National Air and Space Museums Steven F. UdvarHazy Center and less than three miles from Washington Dulles International Airport (IAD); the hotel is within minutes of the Dulles Toll Road (Route 267), Interstate 66, and Route 50 (Lee Jackson Memorial Highway) GUESTROOM ACCOMMODATIONS Our 449 luxurious and spacious guestrooms offer an inviting setting to relax and unwind after a full day of events. Combined with all the comforts of home including flat screen TV, coffee maker, iron and ironing board, hair dryer, AT&T *StayConnect* Wired and Wireless Internet, sitting area and the Hilton Serenity Bed, featuring the Serta Perfect Sleeper Suite Dreams mattress, each guest will take ease in knowing weve thought of everything to ensure a restful and productive stay. DATE ROOM TYPE ROOMS RATE We will provide a cutoff date of June 19, 2013. Any rooms not reserved by the cutoff date will be released back into hotel inventory and the group will not be charged any cancellation or attrition fees. Thu. July 19, 2013 Standard Double 50 $79.00 Fri. July 20, 2013 Standard Double 50 $79.00 Sat. July 21, 2013 Standard Double 50 $79.00 ONSITE PRECOR® FITNESS CENTER & INDOOR/OUTDOOR POOLS Established routines arent interrupted while guests are traveling at our stateoftheart 15,000 sq. foot Precor® Health and Fitness Center. Take advantage of our complete 18 Station CYBEX strength training circuit, six treadmills with satellite TV, four ellipticals and two stationary bikes. Enjoy a relaxing trip to the dry or wet sauna or just take a dip in the pool and hot tub after your workout FOOD & BEVERAGE FACILITIES Old Ox Grill, The Cardinal Lounge, and 24Hour Room Service, our three dining outlets, offer your guests a variety of dining options to accommodate their palates. SPECIAL CONCESSIONS For every 10 guest room reserved, we will provide one (1) complimentary guest room. The hotel will be happy to provide a pickup report of reservations made.
Award Costs Option 1 Total Ribbons Needed: – Approx total classes: 250 – 3 judges; 750 classes – 1-6 placing for 750 classes: 4,500 ribbons needed – Purchase 5,000 ribbons at.19 = $950 Championship Rosettes Needed: – Approx total classes: 42 (no driving classes) – 3 judges, 126 rosettes needed – Purchase 126 rosettes at $1.60 = $201.60 Supreme Sashes Needed – Approx total classes: 12 (no driving classes) – 3 judges; 36 sashes needed – Purchase 36 sashes at $7.90 = 284.40 Additional $10 custom class fee total : $10 Change to typing: $3 per change Total Award Costs: $1,446 (does not include additional $3 per class change on sashes) Option 2 Total Rosettes Needed: – Approx total classes: 250 – 3 judges; 750 classes – 1-6 placing for 750 classes: 4,500 ribbons needed – Purchase 4,500 ribbons at 1.25 = $5625 Championship Rosettes Needed: – Approx total classes: 42 (no driving classes) – 3 judges, 126 rosettes needed – Purchase 126 rosettes at $1.60 = $201.60 Supreme Sashes Needed – Approx total classes: 12 (no driving classes) – 3 judges; 36 sashes needed – Purchase 36 sashes at $7.90 = 284.40 Additional $10 custom class fee total : $10 Change to typing: $3 per change Total Award Costs: $6,111 (does not include additional $3 per class change on sashes)
1 – 6 Awards Point Top Award Ribbon Includes eyelet, gold cord and record card 10 lines of print with 14 characters across, including spaces Choose from one of our stock designs Choose from any of our premium satin colors Choose a foil color for printing (default is gold) Choose your record card option for the back of ribbon 5,000 ribbons @.19 = $950
4" rosette top Rosette top features one row of loose pleats Button center Measures 12" top to bottom 2" x 9" streamer 10 lines of print with 14 characters across, including spaces Print on center streamer only Choose your ribbon and print color Hook back unless otherwise specified Create a unique award - Add 1 or 2 different solid colors at no extra charge 126 Rosettes at $1.60 = $201.60 Championship Rosettes
AMHA / AMHR Supreme Championship Awards 5-1/2 rosette is made with two rows of tightly pleated ruffles atop three fishtailed streamers The sash loop includes a Velcro closure sewn at the top of the neck sash for easy presentation Printing is available on the neck ribbon. The left side typically features the event information (10 lines of print, 14 characters across including spaces). The right side typically features the placing The neck ribbon measures 2-1/2" wide. The overall sizes of the sash loop is 40 36 sashes at $7.90 = 284.40 $10 charge set up fee for special place award, $3 for each change of wording ( Amt, Open, Res, etc)
Recycling Ribbons Due to the tight ribbon budget, any won ribbons can be turned in for a drawing for a free class during the 2014 Summer Sizzle show!! Simply turn in your ribbon, fill out a ticket for a chance to win a free class in 2014, drawings will be held at the end of the AMHR and AMHA show respectively.
Sources of Income Fees Appr. A/R Entries Estimated Income Entry Fees Entry Fees Youth $ 20.0035 $ 700.00 Entry Fees Amateur $ 30.0075 $ 2,250.00 Entry Fees Open $ 40.0080 $ 3,200.00 Ads in program Ad in program full page $ 100.006 $ 600.00 Ad in program 3/4 page $ 75.001 Ad in program 1/2 page $ 50.004 $ 200.00 Ad in program 1/4 page/business card $ 25.006 $ 150.00 Class Sponsors Class Sponsor 250 classes $ 25.0040 $ 1,000.00 Office Fee Office Fee per horse $ 10.00 75 $ 750.00 Other SHOW Program SS$ 122.00 Shavings$ 1.00120$ 120.00 Sold donated Horse$ 1000.00 Lynn/Carol Donate VBP$ 2000.00 Comp Room$79.004$ 316.00 Total $ 12,743.00 Bottom Line expenses – income $13,158 - $12,743 = - $415.
SPONSORSHIP LETTER The Old Dominion Miniature Horse Club (ODMHC) is dedicated to promoting the American Miniature Horse, good sportsmanship in competition, and wholesome family fun with these talented small equines. The Old Dominion Miniature Horse Club of Virginia is proud to be hosting the 1 st Annual sanctioned AMHA and AMHR show, the ODMHC Summer Sizzle at Frying Pan Park in Herndon, Virginia. The horse show will be held on July 19, 20 and 21, 2013. The Show will start each morning at 8:00 a.m. This event is family friendly and initial response is that our show will be well attended by participants their families and spectators. On average, a miniature horse show draws 100+ horses and participants. Since this show is located on the Frying Pan Park grounds, we expect a significant amount of spectators as well. The Old Dominion Miniature Horse Club of Virginia is a non-profit organization (EIN 45-1877169). Our goal is to host a successful horse show which can only be accomplished through generous community minded people. Donations are desperately needed to make this a successful show. Therefore, we are seeking voluntary and financial support from local merchants, individuals and corporate businesses in order to secure the horseshow grounds and to fund all associated expenses (ex. Contractors, insurance, judges, prize money, prizes, ribbons). Show sponsorship, Club sponsors, Class sponsor and program advertisements are our sole source of generating show revenue. Either promotional method will accord an excellent opportunity to introduce your business to a multitude of spectators attending the show. Class sponsors and the several levels of sponsorships are tax deductible. Advertisement can be deducted as a business expense. Sponsorship will provide donors with a unique advertising opportunity and are available for a minimal contribution of $500. Class sponsorships are offered at $25.00 per class (sponsor 4 get 5 th class free) or $150 per championship class. ODMHC also prints a Show Program with show information, class list and list of our corporate, local merchants and individual sponsors. Advertising rates are offered at - full page ad $100 bw/$125 color, ¾ page ad $75 bw/ $90 color, ½ page ad $50 bw/$65.50 color, ¼ page ad or business card $25 bw/ $31 color. The Old Dominion Miniature Horse Club would like to thank you in advance for your consideration and encourage you to take a moment of your time to review the sponsorship opportunities. If you require further information, Please call Carol Hollar, Club Secretary at 750-249-8187.
Costs to print program: 100 full color heavy slick paper programs- front, Inside front, back, inside back in color and other 4 pages black making it an 8 page pamphlet is $125.18 Please check your choices ____ Class Sponsor (per class) # of classes ______ Sponsor 4 classes ____ 5 th class free $25 $100 Name listed in show program P.A. announcement during classes sponsored Name listed on ODMHC website Sponsorship page ____ Championship Classes (per class) Grand Champion awards for top winning Stallion, Gelding, Mare, Yearling and Foal as well as Harness classes $150 Name listed in show program P.A. announcement during classes sponsored ODMHC website banner ad with link to your site for 60 days Program Advertisement * ____ Full page color ____ Full page black/white ____ ¾ page Color ____ ¾ page black/white ____ ½ page Color ____ ½ page black/white ____ ¼ page/business card color ____ ¼ page/business card black/white $125 $100 $90 $75 $65.50 $50 $31 $25 Program size is 5 ½ by 8 ½, white paper, black print PDF file needed for all advertisement design. Full page size 5 1/8 x 8 ¼ ¾ page ad size 5 1/8 x 5 7/8+ ½ page ad size 5 1/8 x 3 7/8 ¼ page ad size 5 1/8 x 1 7/8 Business Card needed so we can scan into PDF format * All ads subject to review and approval by ODMHC board of directors
Levels of Sponsorships Please check your choices ____ Bronze - $500 9 different P.A announcements during any of our shows ¼ page ad in show program Includes display of your banner at ringside during all shows/events we have ~ provided by sponsor (no bigger than 3x6) Associate Club member ~ kept up to date by emails Welcome at any of our meetings to represent your products Welcome to our shows to sit up a booth to represent your products Name listed on ODMHC website Sponsorship page for 1 year ____ Silver - $750 Same as bronze + ½ page ad in show program ODMHC website homepage Banner Ad with link to your site for 4 months ____ Gold - $1000 Same as bronze + 3/4 page ad in show program ODMHC website homepage Banner Ad with link to your site for 8 months ____ Platinum - $1500 Same as bronze + 12 different P.A announcements during any of our shows Full page in show program ODMHC homepage website Banner Ad with link to your site for 1 year *All advertising material and ads our subject to review and approval by ODMHC board of directors*
Advertising for show and club magazines ad, Facebook, ideas Photographer: Sandy Revard On site Tack vendor
Futurity Class ANY Virginia born Miniature Horse would be eligible to participate in this class This will be a CASH payout class based on the number of participants Ideas, comments, thoughts…..
Count State Unique VisitorsLast New Visitor 1.1.Virginia28513 hours ago 1.2.California657 hours ago 1.3.Pennsylvania39November 22, 2012 1.4.Maryland3616 hours ago 1.5.West Virginia3513 hours ago 1.6.North Carolina24November 26, 2012 1.7.Washington19November 18, 2012 1.8.New York12November 6, 2012 1.9.New Jersey9October 2, 2012 1.10.District of Columbia8November 13, 2012 1.11.Georgia8November 6, 2012 1.12.Connecticut8July 13, 2012 1.13.Texas7October 18, 2012 1.14.Michigan7November 19, 2012
2.Canada 12 November 7, 2012 Province/TerritoryUnique Visitors Last New Visitor 2.1.Ontario7November 7, 2012 2.2.British Columbia3July 7, 2012 2.3.Alberta1May 5, 2012 2.4.Manitoba1August 20, 2012 4 out of 13 regions collected.
Another benefit of being a member of The Old Dominion Miniature Horse Club $60 half year in AMHA $120 full year in AMHA $37.50 half year AMHR $75.00 full year AMHR Both Magazines Ads are submitted to the magazines about 6 to 8 weeks in advance. You can pay for your ads in two ways, half of the year total, AMHA is $60, AMHR is $37.50 or both for $92.50 (savings of $5) or the whole year all at once AMHA $120, AMHR $75 or both for $185 (savings of $10) You can use either PayPal or send a check to ODMHC -
Fun Shows Contact local County Fair General Manager, check on: Availability of hosting show during county fair Availability of hosting show during livestock shows, etc Ring must be free, check if county can supply ribbons or sponsor Hosting Miniature Horse Fun Show during Shenandoah Country Fair, August 23-31, 2013 Checked with WVA Miniature Horse Club, hosts 4 shows a year Average attendance 30 horses 2012 net on fun shows: $200