Equestrian Center Committee Meeting Minutes

Minutes of the Equestrian Center Meeting (as corrected)
November 19, 2007

The meeting was called to order at 1:10 PM with 4 voting members: Gegi;,Winslett Alicia Payne, Sandra Frame, and Betty Beck; 1 alternate, Stacey Berube; our stable manager, Mary Tinsley; and our Board liaison present, Bruce Kay.

Old Business:
1.  Raise in boarding rates. 
     Secondary to the large increases in cost of hay and feed the committee recommended that the board for resident owners be raised to $400 per month and that for nonresident owners be raised to $525 as of January first.  Alicia Payne made the motion, seconded by Betty Beck. The vote was unanimous. A memo will be sent to John Bailey asking that he present this to the Board of Directors. (Memo was sent that afternoon.)

2.  Delay in Repairs to the barn.  Why?

a. Apparently the Board thinks it really should be rebuilt and not just repaired.  We only have estimates for the repairs and only repair moneys were budgeted for this fiscal year.
b.  Secondary, with issues related to the cost overrun on the Woods Center there is a concern related to any expenditure at this time. There is also a question of when the funds were actually allocated for the barn. Discussion was held regarding the 2008 budget for this larger expenditure. Since the weather is now becoming colder redoing the barn during this season is not recommended by the stables manager as we have no other quarters for the horses.  We will now need to acquire bids for the full replacement, not just the repairs.

3.  Covered and or lit ring was again discussed.            
     It was suggested that a careful accounting of the lost revenue secondary to weather problems be recorded so that it can be discussed in this manner. This is being done.

4.  Awards Banquet: 
The banquet will be held on December 8th. All prizes have been secured and continuing type awards are being engraved at this time. Mary will pick up those awards that are ready and store them at her home until the banquet.

New Business: 
1.  Manure removal. 
       Mary has received an offer and an estimate for manure removal from a company who is aligned with the Equine Rescue effort.  The amount they would charge is less than we are currently paying.
      a.  While all agreed that this might be a good way to reduce the amount that is currently subsidized it was recommended that references for this organization be obtained along with data regarding their success ratio.
We would also have to consider what options we would have should the company not prove satisfactory.

2.  Gift Certificates
It was suggested that these could make very nice Christmas gifts.  Stacey Berube offered that each certificate for multiple lessons could be handled like cards at the Y and other gyms. The number of lessons is indicated individually at the bottom of each card. The card would be presented at the time of the lesson to be initialed and dated by the instructor. Each card would have an expiration date, which is something that had not been done in the past creating bookkeeping issues when old certificates were presented in a different fiscal year.

3.  Block fillers.
In addition to the articles we submit to Lake Currents, it was suggested that we could have small block fillers that would be available to Lake Currents for use when there is extra space.

4.  Next Years Show Schedule:
Mary presented the tentative dates for the Hunter and Jumper Shows, Horse Camp and indicated that we might try a dressage show and or penning shows in the future.

Addendum to November Equestrian Minutes

Horse Show Dates: Hunter Show Dates:  April 20; May 18; June 22; July 20; Aug. 24; Sept. 21 and Oct. 19.

Jumper Show Dates: April 6; May 11; Sept. 7; and Oct. 5.

Horse Camp Dates:

    Beginner Camps:  June 9 thru June 13; July 7 thru July 11; and July 28 thru Aug. 1.

    Show Camps:  June 16 thru June 22; July 14 thru July 20  and Aug. 4 thru Aug. 8.

The meeting was adjourned at 3:10 PM.  The next meeting date is to be determined.

Submitted by Sandra Frame

Minutes of the Equestrian Meeting
Tuesday, December 4, 2007

The meeting was called to order at 12:30 P.M. with the following members present: Gegi Winslett, Stacy Berube, Alicia Payne, Sandra Frame; our barn manager, Mary Tinsley:  the Finance Committee liaison, Olive Kelley; and our Board liaison, Bruce Kay.

Old Business: 
1.  The Banquet:

a.  All gifts have been obtained and are currently in the barn manager’s office.
b.  60 plus people have paid their fee for the banquet.

2.  Gift Certificate:

a  Mary submitted Carolyn McFarland’s sample has for our review.  It was unanimously agreed that they are excellent.

3.  Outsourcing Manure Pickup:

a  The Association Manager, John Bailey, is currently reviewing this and working to see if this contract would be appropriate.

4.  Trailer Sale:

a.  The expected sale did not go forward.
b.  Bruce Kay asked if there would be a way to strip it down to the base so that it could be used for hauling other items. Mary will check on this further.

5.  Status of Raise in Board Rates           

a.  The memo was sent to John in November however, we now know that Mary also has to send a memo to John making the request officially from her. After that the issue can be taken to the Board of Directors. Mary will follow through with this. It is hoped that the matter will be on the January Board agenda.

New Business:
1.  Horse Camp           

a.  Mary has said that people start calling in January wanting to know how soon they can sign up.
b.  A suggestion was made that we set up something that gives residents a chance to put their name on a waiting list with the requirement that they pay for the reservations between such and such a date to hold those reservations. 
c.  It was also suggested that the reserving individuals provide Mary with an
e-mail address, if they have one, so that they can be reminded as the payment dates arrive thus saving postage for mailings. It may also be that residents could be billed for this with their yearly fees if they have reserved in time.  If no suggestion meets with John’s approval, payment will be due by May 1st.

2.  Rails, Jumps and Standards

a.  The stable has a need for replacement and new rails, jumps and standards.
b.  Bruce recommended that the products be grouped together by category so that the Finance Committee can see the real costs for these categories rather than as a whole.
c.  A discussion of the pros and cons regarding PVC and wood was held.  Mary will select the best for each type of device.         

3.  Trips for Riders and Non-riders  

a.  These consist of riding trips which would encompass a week or more which might give some added use for this amenity.

4.  Indy

a.  The mare was badly injured by another horse and will be on stall rest for some time to come.  It is possible that she may not heal well.  She is being followed closely by the veterinarian.

5 .  Use of Credit Cards for Lessons, etc:

a.  A question was asked about using credit cards to pay for lessons and other things.
b.  This would need a memo to John
c.  It would also require a T line to the stables

7.  Planning

a.  There will be another survey sent out with the assessment bills.  If there are specific questions that the stables might want to include in the survey they need to be submitted by January 21st.

The meeting was adjourned at 2 P.M.  The next meeting will be held at the Woods Center on Tuesday, January 8th at 12 noon.

Sumitted by Sandra Frame

Minutes of the Equestrian Committee
January 8, 2008

The meeting was called to order by Chairperson, Betty Beck at 12:07 P.M. Also in attendance were Mary Tinsley, Barn Manager; Alicia Payne, Laurel Buongiouvanni; Gegi Winslett, Sandra Frame; Olive Kelly ,finance committee liaison; Mike Andricos, Finance Committee liaison; Bruce Kay Board liaison; and Rachelle Hill a potential new alternate member.

Secretary’s Report:
The minutes from the November meeting were approved after adding the dates for the various shows and camps. Motion to approve by Gegi, seconded by Alicia.
The minutes for the December meeting were approved as read.  Motion to approve by Gegi, seconded by Alicia.

Old Business:

1.  Jumps and Standards:

a.  Mary is purchasing 30 unpainted bars costing $18 each through Bert Lytle. This purchase has been approved.
b.  Mary has received two estimates for new standards:
   Jumps USA offers PVC 5 foot standards for $159 per pair
   Jumps PVC offers the same at $218 per pair.
   Mary has requested approval from the G.M. for moneys for the less costly sets.

2.  Manure Removal
    a.  Approval for the new company to remove the manure has been received from the G.M. and from Elton Rupe. This will start this week. Should there be a problem at any time in the future, Elton has agreed to take over this task again.

3.  Trailer:
      a.  Elton R. is not interested in the previous suggestion that the trailer be torn down to its base and used for hauling items.
     b.  Mary has a friend, Candy, who raises quarter horses. She has expressed a possible trade of part of the cost of a horse for the trailer. Mary will look into this further to see if it is possible.

4.  Summer Camps:

a.  Camp applications are ready (see attached sample)
b.  An article will be in the next Currents
c.  Payments will be due in May

5.  Shows:
      a.  Mary would like some help from the committee members to obtain sponsors for the various events. Sample of the handout that could be presented to potential sponsors is attached. If we could get enough sponsors it would be possible to offer some small monetary award in addition to the ribbons.

6.  The Barn:
      a.   The has been a projection made that there could be approximately $180,000 available towards capital improvements at the barn over the next few fiscal years. This does include the $60,000 already in the budget for repairs to the existing structures.
     b.  Based on this it was suggested that rather than repairs to the existing barn we should consider replacing it totally. Cost estimates will be needed and Mary has contacted different companies who specialize in barn building. The possibility of space for add on services will be taken into consideration with any plans.
     c.  Mary did state that the cost of replacement of the main barn could be as much as $250,000. This would include all the necessary space for all horses including the boarders horses allowing the boarder barn to be removed. 
It would also allow for better climate control  In the cold weather now, the water
buckets have frozen solid. In better barns this does not happen reducing work
time for the barn staff.
It would also provide adequate space for the hay storage which would benefit by
allowing us to purchase hay in bulk amounts at quite a cost saving.
A single barn would provide more paddock and more parking space when the
boarder barn is removed.
      d.  However, some repairs would have to be made for the well being of the horses if new construction was not considered in the near fiscal budgets.
     e.  Mary will prepare cost comparisons for a meeting with different interested parties based on new construction versus band aids.

New Business:

1.  Horse insurance:
      Bruce asked if the horses are insured. Yes with a limited policy which Mary feels is adequate.

2.  DVD of 40th Anniversary of the Lake.
    Bruce brought up the availability of a DVD in which the Equestrian Center appeared along with other Lake amenities. He suggested that we all see it and perhaps even purchase.

3.  Survey
    At this time the Equestrian Center has no specific questions for the survey.

4.  Caps and Shirts
    A suggestion was made that if we could get permission to display some at the Club House and or the Community Center with directions on where they can be purchased this could be a money raising method. This would be in addition to selling the items at the horse shows.

The meeting was adjourned at 2 P.M. The next meeting will be held on February 19th at 5:15 P.M. location to be announced.

Submitted by Sandra Frame

LOW EQUESTRIAN CENTER COMMITTEE MINUTES
February 19, 2008, LOW Community Center Craft Room

Attendees
Betty Beck – Chairman
Mary Tinsley- Center Manager
Gegi Winslett- Vice Chair
Alicia Payne
Stacey Berube
Laurel Bonjonvani
Ted Wessel, Assistant Gen. Mgr.
Jeff Flynn, Board Member
Bruce Kay, Board Member
Bill Wilson, Board Member
Mike Andricos, Finance Committee
Dave McKee, Planning Committee
Olive Kelly, Planning Committee

Visitors
Bill Nowers
Nancy Scott
Shirley Carlson
Joanne Capewell
Sheila Crief
Call to order at 5:20 p.m.

I. Old Business – Payne moved to approve January 2008 minutes, Winslett seconded; January minutes were approved.

II: Boarder Comments - presented by Shirley Carlson and Joanne Capewell

       Shirley raised concerns with the increase in boarding fees. She is also concerned with the lack of quarantine procedures and number of horses entering and leaving the barn. Mary Tinsley responded with comparable boarding fees in the area, and the increasing cost of feed and fuel. Also, she said lack of pasture makes quarantining new animals impossible. Shirley wanted to explore the option of heated water buckets for boarded horses. Mary explained that outlet access was limited and would leave exposed wires, which is a danger to the animals and the building. Gegi suggested that wires could be covered with PVC conduit. Bruce Kay recommended that a waiver of liability would need to be signed by anyone who wanted a heated bucket. The committee recommended that the possibility of having heaters for water buckets be explored.

      Joanne Capewell reported that the posted board fees for non-residents had not been raised according to the new rates. Mary replied that the non-resident fees had gone up and any typos would be fixed accordingly. Joanne raised concerns with the LOW leased horses doing enough work to justify their cost. Mary explained that a string of horses are needed to support LOW amenities such as shows, lessons, camps and trail rides. Gegi further explained horses must be maintained through the off-season, and that even though they may not be “earning their keep” during winter, they more than make up for it in the active summer months.

      Both boarders raised concerns about lack of communication between the boarders and the committee. Betty Beck suggested they be added to the e-mail list, and advised that Committee minutes were published on the LOW website.

III.  New Business - Capital Planning (5 options were proposed)

1. Option 1- this option is a five-year plan to relocate the Equestrian Center to the Leach properties. Discussions covered potential costs for clearing, fencing, barn, rings, wells, septic, roads and electric. The potential for building a covered ring, extra stalls and a dog kennel as a source of extra revenue was also considered. Feed costs would be lower and the horses would be happier in grassed paddocks. Zoning laws and state regulations were discussed. Questions with regards to the sale of the current Equestrian Center’s land and whether profit from the sale could be used to pay for the new center were raised. This was generally agreed to be the preferable option, but further evaluation, planning, and gathering of estimates is needed.
2. Option 2- this option proposes building a new barn and covered ring at the current Equestrian Center. Discussion established that the new barn would need to be funded without any profit from the land sale as in Option 1. 
3. Option 3- this option is a repair and an aesthetic “facelift” to the current barn.  Money for this option is already available in Replacement Capital. A scaled back version of Option 3 was discussed in the event Option 1 was approved. The revised version would provide for minimal repairs to the current barn to allow it to remain functional while the new Center was being built.

  Vistitor Mr. Nowers said that in his opinion the barn was in good shape.  He voiced concern over the lack of upkeep of the barns and original golf building and felt new buildings should not be necessary if proper attention to LOWA property was paid.

1. Option 4- this option eliminated all LOWA owned horses. Lessons, trail rides, and camps would end. All agreed that the loss of this amenity is not favorable to LOW residents, and is not a viable option.
2. Option 5- this option eliminates boarding at the Equestrian Center as a way to save revenue. Opinions varied, but most agreed that this option was not a viable course of action unless Option 1 was approved, at which time it might be considered.

 The committee agreed that another “workshop” on the Capital Planning proposal was needed prior to the scheduled March 11 meeting; time and place to be announced.

The meeting was adjourned at 8 p.m. The next meeting will be held on March 11th at 5 p.m. at the Holcomb Building Reading Room.

Submitted by Stacey Berube

Minutes of the Equestrian Center Meeting
March 11, 2008

The meeting began at 5:25PM with visitor inquiries. The business meeting was called to order at 5:45 PM, when the quorem was present.

Present: Kiera French (visitor), Shirley Carlson (Boarder), Betty Beck, Stacey Barube, Sandra Frame, Carolyn McFarland, Bruce Kay, Olive Kelly, Ted Wessel, and Mike Andricos.

Visitor Inquiry:

1. Shirley Carlson asked about insurance for the horses. She was assured that the horses are insured. She asked the Assist. Manager, Ted Wessel find out exactly how the insurance is allocated with the division of costs for each horse. Ted will ascertain this
2. Mary also explained that horses are covered as under our “Care, Custody and Control” so that we have responsibility for both boarder horses and Association owned horses.

The minutes of the January meeting were passed with approved correction.

Old Business
Trailer: 

1. Olive Kelly suggested that the purchase of a new trailer would have to go through the Planning Committee. Since this a replacement capital item it would not necessarily require that approval however, it would help with overall planning if they are aware of the need.
2. The equestrian center would need authorization to spend the funds for replacement reserves that is currently projected for 2011. Mary feels the need is to move that request to the 2008 budget as we cannot wait until 2011. The other trailer cannot be used. Mary has deferred some items already in place so she would like to use funds allocated for those items for the purchase of the trailer now. Ted Wessel will look into this further.

Master Plan Review

1. The Master Plan for 2008 – 2011 was received a final review without further comments.

Lake Currents Articles

1. We need articles for the Currents to remind families and relatives of the available times for the summer camps.
2. It was suggested that we need to advertise regarding monetary sponsorship needs for the various horse shows.
3. A new article regarding the jumper and hunter show schedules is also needed.

New Business

1.  Mary discussed some new ideas for money making events such as Bull Riding.  She would like to see if it would be possible to have a food and beer tent with such an event.
2. Mary stated that they are in the process of painting the rails and jumps for the shows and a couple of people asked if she could use some help.  Mary would be grateful for any help offered.

The meeting was adjourned at 7:30PM.  The next meeting is scheduled for April 8, 2008.

Minutes of the Equestrian Center Workshop
March 3, 2008

The meeting was called to order by Betty Beck at 12:10 PM.

Present: Betty Beck, Alicia Payne, Sandra Frame, Mary Tinsley, Bruce Kay, Olive Kelly, Ted Wessel, Mike Andricos, Gegi Winslett, and Jim Drabant.

Old Business:
Our basic discussion related to the five year Capital Expenditure Plan.

1. It was determined that it is not practical to attempt to relocate the stables at this time so we discussed the recommendations that are necessary now.
2. Repair the current barn as already in the budget for this year
3. Recommend installing a cover and lighting over the small arena but move this to the 2009 capital expenditure time frame
4. Request update with categories of lost revenues secondary to cancelled lessons and  other use of the rings because of inclement weather
5. Mary to discuss with contractors the feasibility of building movable covers and lights to another location at some future date.

Mary will make contacts and lists as recommended for discussion at another meeting.
The meeting was adjourned at 1:40PM.  The next meeting is scheduled for March 11, 2008 at 5PM in the Holcomb Reading Room.

Submitted by Sandra Frame

The Minutes of the Equestrian Committee Meeting
July 21, 2008

The meeting was called to order by Chairperson, Gegi Winslett at 5:40 PM.  The following were in attendance: Gegi Winslett, Sandra Frame, Stacey Berube, Betty Beck, Bruce Kay, Mike Andricos, Ted Wessel and Tom Sheridan.

Comments:  Sharon Webb is a potential new committee member as an alternate.  She is the grandmother of one of the students.  Also Tracy Price has expressed interest. We will invite Mrs. Webb to the next meeting along with our other new alternate.

Secretary’s Report:  Motion to approve made by Stacey and seconded by Betty.  Minutes approved unanimously.

Boarder’s Comments:  No boarders comments..

Manager’s Report:

1. Need to work on budget.  This will be addressed under new business.
2. Report of past years activities by the committee needs to be written.  Betty will help with this.
3. Hunter Shows have been all right except the heat was a hindrance .Last show netted $800.
4. Pony Camps:  Show camp very lightly attended.  The first show camp all enjoyed.  At the second one grandparent felt that her grandchild did not advance as she expected.  Ted Wessel will look into this.
1. It was suggested that the application might ask the question about what are the family’s expectations. This might help deciding which camp would be most appropriate.
2. Might also rename the type of camp to beginners, advanced beginners or intermediate.
3. Next camp is for beginners and will be from 7/28 – 8/1 with the last camp from 8/4 – 8/8.
5. Open House:  Discussed different dates.  Mary prefers the Labor Day weekend.  We will need to get information into the Currents and onto Channel 18 plus make and put out flyers.  We need to finalize date by Aug. 3rd. 
6. Other moneymaking ideas including bus trips to Montpelier Races were discussed.  Bruce Kay commented that the administration feels that this fiscal year would not be a good time for this, but future trips may be a possibility.

Old Business:
While the new computer has arrived it is still not working for email.  Ted says the tech. is working on this.  The committee also urged that Mary receive a Fax machine.  Ted states that this will happen.

1. Awards Banquet:  A motion was made by Sandie and seconded by Stacey to discontinue the Banquet format and award the prizes at the last show.
1. It was also recommended that the permanent awards by maintained here and a locked display cabinet be obtained for these.
2. Articles/Publicity:  Need an article for Currents.  Betty, Stacey and Mary will work on this.  May do something with the before and after barn renovation.
1. There are two more commercials for Channel 18 made.
3. Lightning rods have not yet been purchased.  They will go on the needs list.

New Business:

1. All committee chairs met to discuss what is expected from the committees.
1. We are to follow Robert’s Rules of Order
2. Need to review the charter to be sure that we are in compliance
3. We need to provide a summary quarterly to the LOWA Board meeting
4. There is to be an agenda sent for putting on the web site. A summary of meeting is to be sent to the G.M. immediately after the meeting.  Gegi and Sandie will finalize this.
2. Budget Procedures:
1. First draft due Aug. 4th to G.M.
2. Budget will be discussed at Aug. 11th meeting.
3. Second draft is due by Sept. 8th.
4. Final Budget will be discussed at the Sept. 15th meeting.
5. Format is to be line item.  Mary has 2008 forms to be reviewed.

Betty moved to adjourn, Stacey seconded. The meeting was adjourned at 7:10 PM.  The next meeting will be Monday, August 11th at 5:30 PM at the Woods Center.
Submitted by Sandra Frame, Secretary