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2002 AVA BOD Minutes
March 2002 MinutesMinutes of a Regular Meeting
American Vaulting Association Board of Directors
Anaheim, California
Saturday, March 2, 2002
Roll Call: President Nancy Stevens-Brown called the meeting to order at 8:05 AM. Executive Board Members present were: Nancy Stevens-Brown, Kelley Holly, Judy Baloghy, Marianne Rose, Naomi Takemoto, Jan Weber, Stephanie Siemens and Jen Williams. The Technical Advisor, J. Ashton Moore, was present. Board of Directors Members present were: Toni Amoroso, Jeannie Beattie, Sheri Benjamin, Carol Beutler, Isabelle Bibbler, Linda Bibbler, Merry Cole, Priscilla G. Faulkner, Sydney Frankel, Jan Garrod, Kenny Geisler, Connie Geisler, Virginia Hawthorne, Rick Hawthorne, Jennifer Lauzze, Kerith Lemon, Devon Maitozo, Yossi Martonovich, Amy McCune. Regional Supervisors present were: Connie Geisler (Region I), Teresa Keville (Region II), Wendy Ware (Region III), Noel Martonovich (Region IV), Jen Williams (Region IX).
In addition, five guests were present.
The President welcomed USAE President, Alan Balch. Mr. Balch kindly extended the offer to host the AVA at the USAE headquarters for next year's Annual Meeting.
Approval of Minutes: Naomi Takemoto moved to approve the minutes from the November 2001 Board of Directors meeting. Merry Cole seconded. The motion passed.
Executive Vice-President Kelley Holly reported that Terence McLoughlin of Clare, Chapman, Storey, McLoughlin & Bowen, LLP, Certified Public Accountants, had reviewed the AVA's financial statements and declared them to be “in conformity with generally accepted accounting principles”.
As the Executive Vice-President, Kelley oversees the National Office, and concerns having to do with the National Office are properly relayed through her.
Jan Weber, Vice-President of Development, reported on the activities of the Development Committee. Development is working on an FAQ for the website, identifying what Board members feel are the AVA's most pressing development needs, and continuing investigation on a new booth setup.
Shari Ballenger, chair of the Volunteer Recognition Committee, announced that the committee is seeking members.
Stephanie Siemens, Vice-President of Education, announced that the Horsemanship Program is available. Materials are available from Judy Baloghy.
Treasurer Judy Baloghy gave the Treasurer's Report, which included a Profit & Loss comparison for Oct 2000-Sept 2001. She is working on finalizing the changeover of the budgeting system from the previous system/software to the method she uses. She asks that committee chairs submit budget requests for FY 2003 and 2004 by the 30th of this month.
Director Amy McCune gave the report of the Board Assessment Committee. Amy, Kelley Holly, Wendy Ware, Judy Baloghy and Sheri Benjamin are part of this ad-hoc committee.
General Secretary Jen Williams announced that the Executive Board had appointed the following Nominating Committee: Marge Oakes (chair), Marianne Rose, Stephanie Siemens, Vicki Smith, and Judy Toothaker.
Changes to Standing Rules were enacted as follows:
After discussion on rules to enact Event Membership and Alumni Membership, Marianne Rose moved to approve the intent of the new rules as presented, contingent upon reformatting of the language to reflect the current state of the rulebook. Jeannie Beattie seconded. Motion approved on voice vote. These rules (now appropriately reformatted) are as follows:
Page 15, Section I. Membership; B. AVA Membership Assessments
Insert new Paragraph 6 and 7:
Alumni Members: All Alumni Members shall pay annual dues of $25.00.
Event Members: All Event Members shall pay a per-event fee of $25.00 to competition management, with this fee applicable to any membership within the same calendar year.
Renumber remaining paragraphs.
Page 15, Section I. Membership; C. General Information
Add new Paragraph 4:
Event Memberships are valid for the single event specified only and for no more than 5 consecutive days.
Renumber remaining paragraphs.
Page 19, Section I. Membership.
Insert new Subsection I. Alumni Members
Alumni Members must be at least 18 years of age.
A completed AVA Alumni Member Registration Form along with the appropriate fees must be sent to the National Office Manager in order to be valid.
Alumni Members may participate in AVA functions, receive a current AVA Directory, and the following three issues of Vaulting World: the Annual Meeting Issue, the Club Reports Issue and the National Championships Issue.
Alumni Members are not entitled to compete at AVA Recognized Events or take Medal Exams, and are nonvoting members.
Page 19, Section I. Membership.
Insert new Subsection J. Event Members
Event Members are only entitled to compete at the single event specified on their application form and for no more than 5 consecutive days. Event Members qualify as team members for Team of the Year awards. Scores for the specified event qualify for the AVA High Point and Team of the Year programs upon the acquisition by the competitor of AVA Vaulter Membership within the same calendar year.
Event Members 18 years and under must be affiliated with an AVA recognized club.
Event Membership does not constitute “post entry” as the individual must be entered into the event by the posted deadline. Event Memberships may be accepted up to one hour before competitor enters the arena.
The Event Membership fee may be applied to any membership within the same calendar year by submitting paid Event Membership Form along with the appropriate membership form and balance of fees due to the National Office.
After discussion, Naomi Takemoto moved to approve the following rule change. The motion was seconded by Stephanie Siemens and approved on voice vote, with several dissenting votes. The rule change is:
Page 21, Section III. Committees - General Rules
Replace Paragraph A:
A. Committee Chairmen serve at the pleasure of the Executive Board. Committee Chairmen are appointed by the President and must be ratified by the Executive Board.
The USET and USAE are in the process of merging to form a new NGB (National Governing Body) for Equestrian sport in the USA. They have contacted the AVA to request permission to use our mailing list for a one-time mailing for the purpose of soliciting funds for WEG 2002. Priscilla G. Faulkner moved to release the AVA Sustaining Member list to USAE and USET for a one-time mailing. Merry Cole seconded. Motion approved on voice vote.
The upcoming meeting schedule was discussed.
Marianne Rose moved to hold the November 2002 Board of Directors meeting in Region III. Isabelle Bibbler seconded. Motion approved on voice vote.
Jane Garrod offered to hold the November 2003 meeting at her house in Region II.
Adrienne Stang announced that the USET had sent two AVA representatives (Adrienne Stang and Emma Drinker) to view the 2002 WEG site in Jerez, Spain. Adrienne feels that this prior knowledge of the site and its surroundings will prove most valuable for the USA vaulting competitors upon their arrival.
At 11:57AM, President Nancy Stevens-Brown adjourned the meeting.
August 2002 MinutesMinutes of a Regular Meeting
American Vaulting Association Board of Directors
August 14, 2002; Livermore, California
Roll Call: President Nancy Stevens-Brown called the meeting to order at 6:30PM. Executive Board Members present were: Nancy Stevens-Brown, Kelley Holly, Judy Baloghy, Marianne Rose, Naomi Takemoto, Jan Weber, and Jen Williams. The Technical Advisor, J. Ashton Moore, was present. Board of Directors members present were: Toni Amoroso, Jeannie Beattie, Sheri Benjamin, Carol Beutler, Isabelle Bibbler, Linda Bibbler, Paul Caskey, Merry Cole, Kim Deaver, Priscilla G. Faulkner, Sydney Frankel, Jan Garrod, Kenny Geisler, Connie Geisler, Virginia Hawthorne, Rick Hawthorne, Devon Maitozo, Yossi Martonovich, Amy McCune, Marjorie Oakes. Regional Supervisors present were: Connie Geisler (Region I), Teresa Keville (Region II), Wendy Ware (Region III), Noel Martonovich (Region IV), Jen Williams (Region IX). In addition, 13 guests were present.
Approval of the Minutes: Isabelle Bibbler moved to accept the minutes from the March 2002 Board of Directors meeting. Priscilla G. Faulkner seconded, and the motion passed.
Report and Recommendations of the Technical Advisor
Technical Advisor Jeff Moore reported that an effort is underway to update, improve and standardize the judges training program. The program is working toward an improved balance between classroom and ringside education, attention to all parts of the judging task, and toward an emphasis on horse knowledge and the effect of the horse on judging. The aims are to improve communication to the membership, support competition at all levels, and to encourage the growth of membership. Jeff welcomes input on all aspects of improving the judges training program. Jeff requested that the Board consider the importance of involving judges training in the larger picture of AVA activities, and potentially funding judges training efforts.
President
Committees formed. President Nancy Stevens-Brown reported that conference calls have been used between Board meetings with great success to establish and begin the work of three committees: Coaches Certification, Training of the Horse, and How Children Learn.
Virginia Horse Center. Doris Dyer reported on a potential National Vaulting Championships site, the Virginia Horse Center in Lexington, Virginia. Concerns were expressed about horse use issues at Eastern Nationals. It was mentioned that the World Equestrian Games take place on even years, making it hard for top competitors to travel extensively those years. Priscilla G. Faulkner moved to reevaluate this proposed facility at the November meeting, with full information about the specifications of the facility and dates available. Naomi Takemoto seconded. The motion passed. At the November meeting, Priscilla G. Faulkner will brief the board on how Pony Club handles its East/West split Championships.
VP Development
Email Voting. After discussion on pros and cons of email voting, the board reached a consensus based on VP Development Jan Weber's recommendation:
Consensus: discontinue the use of email voting for general purposes; emergency situations requiring immediate action should be delegated to the Executive Board.
Screening of National Office Manager candidates. An ad seeking National Office Manager applicants has been placed. There are currently several candidates. Current Manager Vicki Smith has resigned, effective September 4, 2002. Jan Weber moves to include Sheri Benjamin in the National Office Manager screening process. Kelley Holly seconded. Motion passed.
Olympic Committee. Devon Maitozo resigned as committee chair. He recommends eliminating the age limit for team, investigating loopholes of IOC (International Olympic Committee) requirements, and investigating the efforts of other countries to get vaulting into the Olympics. Nancy Stevens-Brown commented that these efforts will likely have to wait until the National Governing Body issue between the USAE and USET is settled.
Insurance. Finding insurance continues to be a challenge for many clubs. Jan Weber is investigating possibilities.
AVA Display. Creating a line item in the budget for a new display helped Jan accumulate enough funding to purchase a used 10 foot display for $1400. The display is somewhat weather-resistant.
VP Membership
November Board meeting
Wendy Ware presented information on the site for the November board of directors meeting. The Mallory Hotel is in downtown Portland, Oregon and is holding an assortment of rooms, $65-85. Board members must reserve rooms by October 1 to get these rates. The fee to cover food will be $20. Committee meetings may be held on Saturday. There might be a tour of Devonwood, a dressage facility, which could be evaluated for its potential as a Nationals site.
Treasurer
Distribution of Auction 2003 funds::
The Auction Committee (Carol Beutler, Shari Ballenger, Naomi Takemoto) has set a goal of raising $15,000 at the 2003 Auction. The Auction Committee recommends the following disbursal plan:
30% Friendship Team
20% AVA International fund
10% Prizes for Regions (basket contribution)
10% judges program
10% auction expenses
20% Development
Naomi Takemoto moved that the Board approve this plan. Jeannie Beattie seconded. The motion passed.
It was noted that auction funds from 2002 have not been distributed yet because final accounting resolution is not yet finished.
Disbursements from Circle of Friends:
Isabelle Bibbler moved that whatever money is to be disbursed to this year's WEG competitors from the Circle of Friends fund be divided into 8 parts, with one part going to each individual and 2 to team. Priscilla G. Faulkner seconded. The motion passed.
Jan Garrod moved to distribute 50% of the current Circle of Friends balance to this year's WEG competitors: Jan Weber seconded. The motion passed. The Treasurer was directed by the Board to disburse the funds in the coming week.
Disbursements from General Fund:
Carol Beutler moved to take $2500 to fund USA sweats for WEG competitors and alternates from the General Fund. Toni Amoroso seconded. The motion passed.
Approval of the Budget: Treasurer Judy Baloghy presented a budget for October 2002 - Sept 2003. (Attachment 1) The treasurer described the budget's income assumptions as “conservative”. Jan Weber commented that we are not funding the WEG chef d'equipe, we are relying on special events to meet our expenses and are not meeting our expenses from membership. She described this as “hazardous” and feels that we need to reevaluate the dues structure. Sheri Benjamin moved to approve budget as presented. Naomi Takemoto seconded. The motion passed. Jan Garrod requested that in the future, budgets also show 2 years' history.
Secretary
General Secretary Jen Williams read a letter to the Board from outgoing National Office Manager Vicki Smith. (Attachment 2)
Jen recommended the following ballot committee:
Susan Caskey, Priscilla G. Faulkner, Lisa Martinez, with alternates of Alethea Shelton and Jerry Duppong. Amy McCune moved to approve this committee. Seconded by Sydney Frankel. The motion passed.
Miscellaneous Items
Lack of vaulter practice time at Nationals. Isabelle Bibbler expressed concern about the lack of vaulter practice time at Nationals, which also results in horses not being worked under vaulters. Numerous Board members and guests echoed this concern. Isabelle noted that internationally, the vet check occurs before practice time so that if a horse is eliminated there is still time for the vaulters to practice on a borrowed horse. There was disagreement about whether this issue fell into the jurisdiction of the Competitions Committee. Consensus seemed to be that a subcommittee was needed to make a recommendation on footing, staffing, medic, arena time allocation, etc. No committee was appointed.
Annual meeting 2004: Naomi Takemoto presented one potential site as Kennoylin Camp conference center in Soquel, California. Sheri Benjamin will work with Naomi to put together a more formal presentation on this and on another kind of location (e.g. a more traditional hotel).
Volunteer Recognition Committee Report: The Committee thanked Marianne Rose for serving both as National Championship Chair as well as VP Competitions. Sheri Ballenger is stepping down from the chair of the Volunteer Recognition committee, and also stepping down as High-Point score coordinator.
The meeting was adjourned at 9:35PM.
Action Items:
Doris Dyer: obtain details on available dates and specifications for the Virginia Horse Center, esp. arena dimensions.
Priscilla G. Faulkner: prepare to brief the Board at the November meeting on how Pony Club handles its East/West split Championships.
Judy Baloghy: disburse funds from Circle of Friends and General Fund as described in minutes. For November, prepare budget with 2 years' historical figures.
Sheri Benjamin: work with Naomi Takemoto on proposals for Annual Meeting 2004.
Naomi Takemoto: work with Sheri Benjamin on proposals for Annual Meeting 2004.
November 2002 MinutesMinutes of a Regular Meeting
American Vaulting Association Board of Directors
November 3, 2002; Portland, Oregon
Members Present: Toni Amoroso, Shari Ballenger, Carol Beutler, Linda Bibbler, Craig Coburn, Kim Deaver, Sue Detol, Emma Drinker, Priscilla G. Faulkner, Sydney Frankel, Connie Geisler, Kenny Geisler, Rick Hawthorne, Virginia Hawthorne, Rachel Markels Webber, Yossi Martonovich, Amy McCune, Marjorie Oakes, Kelley Holly, Nancy Stevens Brown, Judy Baloghy, Marianne Rose, Sheri Benjamin, Teresa Keville, Wendy Ware, Noel Martonovich, and Jueli Klug
Guests Present: Doris Dyer, Deb Dyer, N. Takemoto, Penny Maydak, Janet Brown, and Dan Gleason
Members Absent: Jeannie Beattie, Isabelle Bibbler, Merry Cole, Jan Garrod, Jennifer Lauzze, Elizabeth Searle, Jen Williams, Stephanie Siemens, and J. Ashton Moore
Meeting called to order by Nancy Stevens-Brown, AVA President at 9:07 AM.
Introductions/Welcomes
Janet Brown - new AVA National Office Manager
Sheri Benjamin - new VP of Development
Teresa Keville - new VP of Membership
Jueli Klug - new Region X Supervisor
All Board members were introduced; newly elected members each received a certificate and first time members received a pin.
Moving the AVA Forward
Sheri Benjamin led a discussion and brain storming activity.
MOTION: (E. Drinker/S. Detol) To increase the AVA membership by 30% by November 2004.
Unanimously approved.
Ideas and strategies to attain this membership goal should be given to T. Keville.
The role of VP's and committee chairs was discussed. All chairs need to review their objectives and indicate how they support the AVA purpose statement and how they will contribute to the motion to increase membership. Each Board member is expected to serve on at least one committee and actively recruit new volunteers onto committees.
E. Drinker requested that a focus session take place at each Board meeting to help keep the Board targeted on the “big picture”.
Secretary's Report - Amy McCune (for Jen Williams)
Minutes from August meeting were reviewed.
W. Ware requested that an addition be made to note that Region III won the annual meeting auction contest and they have received their prize money.
MOTION: (T. Amoroso/S. Benjamin) To accept the minutes with the above addition.
Unanimously approved.
It was suggested that a “cook book” of motions be put together as a reference guide.
It was suggested that a monthly or quarterly flow chart be designed to indicate any routine matters that the Board should address.
The Board has requested that the secretary tape record all future meetings and keep the tapes in order to review discussions and intentions as needed.
Executive VP Report - Kelley Holly
Since we have a new National Office Manager, all information and requests going into the office need to be specific.
The Constitution and By-Laws are being updated and will be ready by the Annual Meeting.
One grievance was submitted last year. The grievance committee investigated the issue and provided recommendations.
MOTION: (K. Holly/E. Drinker) to accept the grievance committee recommendations.
Unanimously approved.
VP Development Report -Sheri Benjamin
She is currently working J.Weber on transitioning all development materials and resources.
The publicity on Nationals '02 was a great success.
She is looking for ways to expand year round publicity efforts.
VP Competitions Report - Marianne Rose
Two proposals (CA and VA) for Nationals sites were reviewed. It was noted that the VA proposal was an outstanding example of how a proposal should be put together and presented.
Minutes from previous meeting were reviewed to clarify the intended rotation of sites and those sites already voted on and approved.
Discussion on possible change of site in '04. Discussion on possible East/West Nationals in '04.
MOTION: (M. Oakes/R. Webber) To go to the VA Horse Park in 2004 due to the fact this is the only date available at this site in the next several years.
Discussion - D. Dyer withdrew VA proposal.
Motion Rescinded.
No proposals will be reviewed for '06 until after the USAE determines their new policies.
MOTION: (C. Coburn/S. Detol) To follow the rotation of Nationals the 2006 Nationals will take place on the East Coast with dates to be discussed at the next Board meeting.
Unanimously approved.
VP Education Report - Nancy Stevens-Brown (for Stephanie Siemens)
Three separate committees have been formed - safety and training; horse; how children learn and teaching methods. Anyone interested in serving on one of these committees should contact N. S-Brown.
A new training and certification program for coaches is expected to be completed in the next two to three years.
VP Membership Report - Teresa Keville
She is actively seeking volunteers to serve on several different committees.
W. Ware shared experiences of the Region III / Western Canada Championship collaboration and the successful scoring technology they used.
Discussion on site for '04 annual meeting and if alumni celebration should be combine with the meeting or a separate event. The general consensus was for two separate events. N. Takemoto proposed Santa Cruz as a site. Based on a proposal by S. Benjamin, the Board directed T. Keville to appoint a committee to investigate sites for the '04 meeting and beyond, with at least three different sites being explored within the planned geographic rotation.
Board Development Committee - Amy McCune
The Board agreed to adopt the outline of responsibilities created for: the Board, the Individual Board Member, Regional Supervisors, and Committee Chairs.
The Board did not accept any changes to the Executive Committee or Officer responsibilities.
The Board tabled the discussion on any potential change to the voting procedure of officers until further information can be researched.
Deb Dyer volunteered to work on a conflict of interest and confidentiality policy.
N. Brown and A. McCune will work on compiling an orientation packet for new board members.
Medal Test Report - Sue Detol
S. Detol will write an article for Vaulting World to explain the application procedure of medal testing and to address issues of non-compliance.
The Technical Committee is considering making some changes to the criteria scored in medal tests. They will have a proposal for review at the annual meeting.
International Update - Teresa Keville
The sweats that were paid for in September have not been received. T. Keville will request the AVA be reimbursed for non-receivables.
A request was made to have the International Committee take a more proactive role in preparing and supporting our international vaulters.
N. Brown will have the committee re-organize to meet this request.
MOTION: (K. Holly/T. Keville) To have $1500 taken out of the Circle of Friends account and paid to E. Drinker to subsidize some of her Chef de Equip expenses at the 2002 WEG.
Unanimously approved.
Safety Committee - Kim Deaver
The committee strongly recommends that at least one person on every team be CPR and First Aid certified.
A proposal will be presented at the annual meeting for a designee from each team submit a current copy of their CPR/First Aid certification with their annual registration.
National Championships
Y. Martonovich announced that Nationals will be held August 7-10, 2003 at the Denver site. Horses may arrive at the facility on August 5th. Horses needing to arrive earlier should contact him for information on making stabling arrangements with the Jefferson County Fairgrounds. Complete logistical information will be available at the annual meeting.
M. Rose announced that they hope to have on-line registration available for '03 Nationals.
S. Ballenger suggested that anyone interested in learning how to run a competition should consider volunteering to help in the office at Nationals. She and C. Beutler are looking for new volunteers to mentor and train.
S. Detol is forming a committee to design a checklist of minimum requirements and expectations for selecting a competition site for Nationals. Those interested in assisting should contact her. M. Rose will ask for input on his checklist in Vaulting World. A proposal is expected to be ready for the annual meeting.
MOTION: (K. Geisler/S. Detol) to hold the 2004 National Championships at the Santa Barbara, CA site.
Unanimously approved.
Annual Meeting
T. Keville will work with N. Takemoto in finalizing plans for the 2003 annual meeting in Kentucky.
All reports and committee meeting agendas must be submitted in writing to N. Brown no later than February 1, 2003.
All committee wishing to have a meeting must make meeting room arrangements with N. Takemoto by February 1, 2003.
A packet of reports and the agenda will be mailed at least two weeks prior the meeting.
Treasurer's Report - Judy Baloghy
Due to the relocation of the National Office they have been unable to close the books for the previous year. Therefore the annual financial report is not yet available. The report is expected to be finished soon and a hard copy will be sent to all Board members by December 1, 2002.
It is estimated that the '02 Nationals made $19,000. A final figure will be available once all the expenses have been paid out.
At the August meeting a motion was made to spend 50% of the Circle of Friends account. The account was believed to have a balance of $4,000. The money was not paid out as the balance was actually over $7,000 and locked in a CD. This money is now available.
MOTION: (L. Bibbler/R. Hawthorne) To allocate 50% of $4,000 from the Circle of Friends to be divided as voted upon at the August 2002 meeting.
Unanimously approved.
MOTION: (E. Drinker/T. Keville) To purchase the QuickBook 2003 computer program for the treasurer and office manager.
Unanimously approved.
MOTION: (S. Benjamin/E. Drinker) To approve up to $1,000 to pay for a tax advisor to file the IRS 990 Forms.
Unanimously approved.
Announcements
S. Detol passed out the revised (current) AVA Rule Books. They have been sent to all coaches and judges. Additional books will be available from the National Office.
N. Takemoto announced a series of educational trainings. They will focus on the horse and will be led by J. Ashton Moore. They are being scheduled for February (region I clinic), April (judge's forum), and November (FEI judge's forum, CA). She requested that that the November training be held at the same site as the Board meeting. This request was denied. The Board meeting will retain its current date, time, and location plans.
T. Amoroso announced that the Technical Committee is considering making changes to the number of members, horse use, and time requirements for C-team and trot teams. They will have a proposal for review at the annual meeting.
N. Brown thanked W. Ware and D. Gleason for their excellent hospitality and success in arranging the meeting facilities.
MOTION: (T. Amoroso/E. Drinker) To adjourn the meeting.
Unanimously approved.
Meeting adjourned at 3:23 PM.
Minutes submitted by A. McCune, Acting Secretary