MEETING NOTES

04/24/2007
LOUISIANA EQUINE COUNCIL BOARD MEETING APRIL 24, 2007 – NOON CONFERENCE CALL

President Daniel Lyons called the meeting to order. Board members present: Daniel Lyons, Howard Cormier, Dixie Bunton, Julie Calzone, Ruby Halter, Dianne Morrill, Aleta Overby, Grace Simcoe, Daryl Schouest, and David Yount (Ky Mortensen, Ginger Schouest, and Johnny Boudreaux were represented by proxy).

Board members absent: Ginger Schouest, Johnny Boudreaux, Ky Mortensen, Ruby Collins, Tom Foshee, Dr. Hunter Lewis, Steve Meaux, and Melinda Schexnaider.

Advisors present: Dr. Clint Depew and Ron Harrell
Advisors absent: Dr. Denny French

Minutes had been sent by e-mail. Julie Calzone moved to approve the March 1, 2007 minutes. The motion was seconded by Dixie Bunton and passed.

Grace Simcoe emailed the membership report to Howard Cormier and presented the following numbers:
There were 81 members prior to the March 9-11, 07 Expo.
26 members were added due to Resource book ads
76 members were added from the Expo
9 members were added since the Expo
The membership total as of 4-24-07 is 192.

Daniel Lyons stated that Grace Simcoe could expect five new members from the Pride, La. area. Julie Calzone moved to accept the membership report. Aleta Overby seconded the motion and it passed.

Daryl Schouest gave the treasurer’s report. Income was listed as follows: Membership dues collected this year -$4,835.00;
Expo revenue- $33,048;
General expenses- $3,769.32
Expo expenses - $26,155.40.
General checking account balance - $14,907.15.
Expo account balance - $4,541.55.
The treasury is still due $3,200.00 in pledges to be paid (ads from Resource Directory) from Courtesy Motors, Farm Bureau Insurance, Louisiana Tech Equine, La.Cattleman’s Association, and Louisiana Therapeutic Riding). Liabilities include $2,500 for the by-laws attorney fee.
Daryl moved to approve the financial report, seconded by Aleta Overby, and the motion passed.

Grace Simcoe stated that she had mailed membership checks to Daryl, but they had not yet been received as of this meeting date.

Daryl Schouest reported that the by-laws report should be finished within about 10 days. The attorney who handled this apologized for the delay in completing this. Daryl expected to have everything done by the next board meeting. Grace Simcoe asked for approval to sign an engagement letter for attorney services for $2,500.00. Daryl moved that the board authorize Grace to sign the engagement letter on behalf of the Louisiana Equine Council. It was seconded by Aleta Overby and the motion passed. Grace Simcoe stated that she will sign the letter and give it to the attorney today, April 24, 2007.

Daryl mentioned that the attorney did not want to file the tax status until he got the by-laws corrected because the IRS will delay it if there’s check modifications to the by-laws in the process.

Daniel Lyons reminded everyone that we needed the tax status done to be able to hold the trailer raffle with Sundowner Trailer Company.

Insurance was discussed. Ron Harrell said that the liability issue will be the challenge to finalize. The limit on the member liability will be $1 million per member, per association. There was discussion about whether this limit applied to each member, or was capped by the association. Clint Depew stated that the maximum that the Farm Bureau policy would pay would be $1 million per year for all claims by the Louisiana Equine Council, whether this was claimed by one member or several. Grace Simcoe and Ruby Halter disputed this. Daniel Lyons stated that LEC needed to get this started with Equisure. Grace was not ready to present Equisure details at this meeting, but stated that it is different from Farm Bureau’s policy. Daryl asked about liability insurance to protect the board of directors for any of our sponsored activities. Ruby Halter said it was cheaper to buy (Arabian Association) insurance for each event through Equisure, and urged LEC to look at an umbrella policy for many planned dates, compared to single event coverage. Daniel said LEC needs a policy to cover actions of the Louisiana Equine Council board. Grace moved that Daryl Schouest check with Farm Bureau, Equisure, or another company for board of director’s insurance and for Louisiana Equine Council event insurance for the year, and report back to the board with quotes so we can get this done as soon as possible, but by the next board meeting. (Ron stated that Farm Bureau Insurance Representative Blaine Briggs – 225-922-6470 was in charge of this type of insurance.) Grace’s motion was seconded by Ruby Halter and the motion passed. Farm Bureau is still working to develop insurance for member liability, like Equisure. Dr. Clint Depew stated that Farm Bureau knows what kind of coverage the Louisiana Equine Council is looking for from discussions and inquiries made at the 2007 Expo presentation.

The next items discussed were clinics for May. Grace Simcoe cautioned that event insurance was needed before the Louisiana Equine Council hosts any clinics.

Dixie Bunton reported on the Purina Horse Owner’s Workshop held at Ranch Outlet March 29, 2007, where Louisiana Equine Council information was presented to about 85 people of varied riding disciplines. Dixie stated that good reports are being received about the Louisiana Equine Council Resource Books.

Grace mentioned plans to do a clinic with her vet, Dr. Chat Kleinpeter, after LEC gets board insurance.

Ruby Halter will check with Mark Wilcher about doing a reining clinic in the Acadiana area, if someone can find a suitable place. The Sugarena in New Iberia was suggested as a possibility.

Daryl Schouest suggested moving horse month activities to September, further away from the Expo in March. There was general agreement that this would be a good idea. Daniel discussed the many horse activities going on across the state. David Yount asked that the Louisiana Equine Council list as many activities as possible on the website Calendar of Events.

This concluded old business items and the board addressed committee reports.

The order of reports on the agenda was changed so that the Legislative/Governmental Affairs committee business could be addressed first.

Daniel Lyons presented the legislative committee proposal for a budget request, in the absence of Jimmy Christmas. This item needed to be addressed now, since the legislature is due to meet starting next week, April 30, 2007. There were many questions about the Strategic Plan and budget request, sent out by e-mail the day before the April 24 board meeting. Questions included who developed the plan and budget, whether the Louisiana Equine Council should host horse sales, how the money would be spent, whether funds would be appropriated through a state agency, and which state agency would manage LEC funds. Because the board felt like it had not had time to adequately review the budget, Daryl Schouest moved to reject the plan. This motion died for lack of a second. After discussing the need to not miss the legislative opportunity to secure funds for the Louisiana Equine Council this session, Howard Cormier suggested that the board clarify the plan and continue to move forward. Ron Harrell reinforced the need to develop dialogue with local representatives and legislative leaders, Mike Smith and Francis Thompson. David Yount suggested that any decision the board makes in the matter be driven by the Louisiana Equine Council mission statement.

Daryl Schouest moved that the Executive board of the Louisiana Equine Council develop a presentation to be made before the legislature, and that that presentation is in writing, and it be disseminated to the board for their comments prior to meeting with the legislature. It was seconded by Howard Cormier. Grace Simcoe added an amendment (that the meeting would) include the chair and members of the legislative committee. The amendment was accepted by Daryl Schouest and Howard Cormier. Daryl added to his motion that the board would approve this by e-mail vote. The motion passed.

Dixie Bunton then gave her Equine Assisted Programs report, stating that her booth at the Expo was well received, and was a good forum for her committee’s goals. She also reported that there were other therapeutic riding programs going on in state. For next year, the La. Equine Assisted Committee wants to have a better idea of who’s doing what in the state as regards therapeutic riding. Dixie also reported that there is an annual meeting every year for therapeutic riding programs from 3 or 4 states.

Grace Simcoe’s Membership/Development committee report was as follows:


Responsibilities of Membership Chair
• Maintain database of current LEC members.
• Process new memberships by adding to them to database, forwarding payment received to LEC treasurer.
• Provide LEC secretary and Newsletter chairman with a monthly (or more often if requested) updated membership database.
• Provide webmaster with updates of members who would like to be listed on the web site and business memberships who would like to have business links added to the web site.
• Draft and either send directly or see that welcome letters and renewal letters are sent to members as needed.

Goals for 2007: Have the following ready for board review and potential approval by July 2007,
• Reassess current LEC membership levels: price, number of types.
• Develop specific “perks” that are associated with each level
• Research and develop a set of membership benefits and “perks” for all members and ones that are specific to different levels
• Research cost and benefits of different types of membership management systems.

2007 LEC Membership Committee:
• Grace Simcoe, Chair
• Aleta Overby
• Dianne Morrill
• Hilary Stephenson
• Karen Wolfsheimer
• Lynne Mullens

Submitted by,
Grace Simcoe
April 8, 2007


Education/ Youth Development– Aleta Overby– no report submitted.

Equine Welfare/ Health – Ky Mortensen, though not present, asked if the Louisiana Equine Council annual meeting will be with the Louisiana Cattleman’s Association again next year. Daniel stated that the Annual Meeting might be moved to the Expo. This will be decided after the by-laws are done.

Trails/Land Use and Zoning – Suzanne Murphree was not present, but her report is as follows: Suzanne Murphree: Chair
Members: Grace Simcoe, Peggy Bianchi, Jimmy Christma,s, Annie Michelli, Lynn Mullens, and
Pat Gros

Goals and Projects:
1. Compile a directory of trails both private and public in the state of Louisiana.
This will be an on going project as trails evolve.
Status: We are off to a good start. Several volunteers have contributed reports on trails (see attached form).
Grace Simcoe is compiling the forms for directory assembly.
Volunteers are needed to identify the existence of trails and to report on them.

2. Sandy Hollow Wildlife Management Area trail signage.
Louisiana Wildlife and Fisheries has agreed to trail signage for equestrian use.
Grace Simcoe and Suzanne Murphree are attempting to meet with a LWF official.
The goal of this meeting will be to determine the details of signs and their placement.

3. Fun Ride
The purpose of a fun ride is to promote fellowship among LEC members and to
introduce (perhaps) the trail less traveled.
Jimmy Christmas has volunteered to organize a ride. He is thinking of late spring or early summer. Jimmy will report on the details.

Pat Gros (as a representative of Hooved Animal Rescue and Placement – AKA H.A.R.P.) has volunteered to hostess a fun ride at the Country Lane Bed and Breakfast (located in Roseland near Amite) on Sept. 15, 2007. H.A.R.P will cater dinner for a small fee per plate. Please contact the Bed and Breakfast directly for room reservations and camping details. The Country Lane Bed and Breakfast is private property with miles of beautifully wooded trails and a lovely pool/cabana for swimming and dining.

Marketing/ Promotion – Daniel Lyons stated that he is working on the trailer raffle. Johnny Boudreaux and Ken Venable will help. The committee is trying to reach as many people as possible to promote the Louisiana Equine Council.

Daniel stated that he will get in touch with Joseph Lamere, a retired farmer from Denham Springs who wants to help promote the Louisiana Equine Council. Daryl Schouest had contact information.

Facilities Committee chair Melinda Schnexaider had no report.

Finance/ Budget/ Grants chair Daryl Schouest’s financial report was previously submitted, and he stated that he will be working on a budget.

Newsletter and Website Committee- Julie Calzone said Ginger Schouest did great on the last LEC newsletter. Howard suggested going to a bigger font. Daniel asked everyone to provide Ginger with information for the newsletter when she requested it to meet her publishing schedule. Ginger is looking for sponsors for the newsletter. Passed motion to accept.

Grace Simcoe brought up a question about funding expenses for the trails conference, which she and Debbie Devitt attended last year in Virginia, and which will be in Tennessee this year. Daryl reminded the board that Grace paid her and Debbie’s way last year with funds she provided to the board. After discussion, Grace moved that LEC pay $300 for Suzanne Murphree to attend the Southeastern Trails Conference July 19-21, 2007 in Chattanooga. It was seconded by Julie and the motion passed. Grace stated that if she goes, she’ll pay for her part of the hotel room, so it will cost less.

Marketing and Promotion – Daniel will meet with Bob Felknor of the Cattleman’s Association about getting LEC news in the LCA magazine. After that meeting, the board can approve or disapprove of the plans.

Nominations and Board Development – Daryl reported that his committee is unable to act until the by-laws are complete.

Expo – Chair Ruby Halter stated that the 2007 Expo was very successful; membership increased; the LEC made money; and she is working on new plans for next year. She hopes that the ’08 Expo will be more interactive; and will run from Friday evening through Sunday, March 7-9, 2008, which is the same week as the Sports Expo. She has contacted an entertainment venue, is working on clinicians, and her committee will meet in a couple of weeks.

Daryl moved to authorize Ruby Halter to obligate Louisiana Equine Council to expend funds, up to $3,000, in anticipation of the 2008 Expo. Grace Simcoe seconded it and the motion passed.

Ruby also stated that we need a Resource Book Chairman to start soon. Daryl agreed to be chairman again, but will try to expand the committee to include Ky Mortensen, Dr. Clint Depew, and Howard Cormier.

Julie Calzone stated that LEC work is very labor intensive and time consuming for businesses who donate time and labor, and it would benefit LEC to sum up in–kind services that we all donate. She suggested a media group or freelance person to work with LEC.

Daniel Lyons stated that not only businesses, but individuals, too, have contributed greatly to LEC, and taken time from their daily schedules to promote this organization. Julie suggested that she and Daryl make contacts for someone to take on the Resource book, e.i., Gannett, to reach contacts across the state. Julie offered to get a meeting set.

Ruby asked Grace to send her new memberships.

Howard reported that the American Horse Council asked if the Louisiana Equine Council wanted to have a representative on the State Horse Council Advisory Council at the National Issues Forum June 17-20, 2008 in Washington, D.C.
Ron Harrell suggested that it would cost $2,000 to send someone for a couple of days.
Daryl Schouest moved to designate someone to attend, but not appropriate any funds until we find somebody.
Julie suggested that LEC ask Economic Development to fund it through a grant. Daryl accepted that amendment.
Grace amended the motion to ask for two delegates, which Daryl accepted.
Julie asked that Kelsey Short from Economic Development to be one of the ones to attend. Grace felt that it should be someone from the Legislative Committee.
Daryl asked that the board vote on the motion without names on it yet, until it can be determined if LEC can get a grant.
Daryl moved to appoint two people to be delegates in the State Horse Council Advisory Council. Ruby Halter seconded the motion and it passed.

Ron announced that he needs to renew the Secretary of State filing fee. Officers have changed, so Ron will need new signatures and he’ll take care of it.

The date and place of the next LEC board meeting was discussed.
Daniel Lyons will look at dates and what’s going on at the Ike Hamilton Equine Center in Monroe, and report back to the board. Daryl suggested going on a Saturday, during a major event, so the board could promote LEC.
Ruby suggested not going during a major event because motels might be booked.
The date suggested was June 2, 2007 at 1:00 p.m.

Ruby Halter moved to adjourn, Daryl Schouest seconded it, and the meeting adjourned at 2:15 p.m.