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[RC] Draft Summary minutes of the Nov 5 AERC BoD Conference call - Michael Maul

Note that these minutes are in draft form and may be changed or amended when in final form.

BOD phone meeting minutes Summary November 5, 2007

In attendance: Mike Maul, Connie Caudill, Nick Warhol, Patti
Pizzo, Mike Jaffe, Jennifer Nice, Joyce Mocilan, Joe Long, Jan
Stevens, Stan Eichelberger, Tom Dean, Gail Williams, Terry Woolley
Howe , John H. Parke, Susan Kasemeyer, Joe Schoech, Roger Taylor,
Jeff Trinkle, Randy Eiland, Laura Hayes, Robert Ribley, Mike
Tomlinson, Bruce Weary, Melissa Ribley DVM – Guest,  Kathleen A.
Henkel

Not in Attendance: Barry Waitte, Heidi Smith

Excusals for tonight:     John Crandall- in Malaysia riding in the
pre ride for the world championship ride next year. Motion for
excusal passes unanimously.

I. Housekeeping

1.      Motion made for acceptance of September 29 Midyear meeting
minutes.  Motion passes unanimously after two adjustments being
made for Roger T.
2.      Membership Statistics:  Kathleen Henkel
•         Present date 2007: 6911 members compared to 6575 in 2006.
•        Ride entry fees present date 2007: $93,885. Same time in 2006:
$90,750.
•        Sanctioning fees present time 2007: $15,154, same time in 2006:
$15,056.
•        Mew members present time: 1187, same time in 2006:  1130.

II. Committee Reports (see Attachment for written reports)  None
Submitted.

III. New Business:

1- Two rides with emergency sanctioning approved for the
thanksgiving weekend in Reno, (West region) the other is in so
cal. (PS region)   Approved by sanctioning and exec committee,
motion passes unanimously.

2- Melissa Ribley- Update on 2007 drug testing.  Melissa sent the
board a list of all rides tested, 2 more have been completed since
the list was published, 2 more are scheduled before the end of the
year.  20 rides tested in 2007 Testing has gone well with no
positives so far.

3- Melissa Ribley- Motion proposal presented for the revision of
the drug testing policy was sent out today in email to the BOD.
Backup information on the proposal is included in the motion.
Motion to be deferred to allow the BOD members to  read, vote to
be held on December Phone meeting.

4- Patti Pizzo – presents a Financial discussion.   Patti sent the
financial update to the board.  Total assets up $108K from last
time this year, up 30K in P&L.

5- Melissa R and John P- Discussion on rule changes to rule 13 and
14; the revised drug rule.  John not on the call until later in
meeting.  The vet committee left a minor change out from the drug
rule changed at the midyear meeting.  Involves that riders should
be allowed access to the drug test results up to the start of the
ride, as opposed to the official start of competition.  Motion for
approval for update to rule 13- motion passes unanimously.
John P has sent out the summary of the change to the BOD.

6- John P presented an updated change to rule 14(Protests and Grievances) which was previously discussed at the mid-year meeting. The revised rule had been reviewed with the chair of the P&G committee and was the result of input from the rules committee during a prior meeting. Given that this rule would not affect how a rider would conduct themselves during a ride - the rule will be put into place for the 2008 season on a trial basis.

IV. Old Business:

1) Jennifer Nice – endurance ride banner program presented at the midyear meeting. Up to 20 banners to be made, actual number not decided yet. A little bigger banner now, the price is a little higher. 96x48 banner for rides with high traffic areas. Ride managers suggest a smaller number of banners. Jennifer suggests two parts:
a. Approve the budget as is now to get the program going.
b. Marketing committee to go back and make a list of rides and individuals who want a banner to better estimate the actual
numbers of banners.

Motion to pass motion, passes unanimously. 1 abstention- Randy E.

2) Roger Taylor- renewal of insurance policy has been completed.
Diane Lesher has been working on a possible global umbrella
policy, 2M/4M, other options.  The Committee is waiting for an
official quote coming in the next couple of weeks.   No progress
yet on Vet insurance, still being worked on.

The BOD went into Executive Session.

The BoD approved legal expenditures to date in the amount of $5,636 with Rodey, Dickason, Sloan, Akin & Robb.

Meeting adjourned at 7:30pm pst

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