CHINOOK TEAM PENNING ASSOCIATION AGM
October 27 2014 @ OAS
The meeting was called to order at 7:06 pm.
Board Members present: JR Johnstone, Laurel Harrison, Holly Farkes, Laurie McIntosh, Barb Kumlin, Don Poole, Christine Sowiak,
Marcie Hamilton
Board Members absent: Jaycee Spangler, Burl Aycock, Tova Place
Members present:
Debbie Myslicki, Kevin Wells, Charlie Peppard, Lorie Inglis, Susan Kluzak, Lee Anne Rook, Crissy Santangelo, Tina Santangelo, Butch
MacPherson, Deb Rowland, Donna O’Reilly, Brad Dingreville, Rick Bond, Courtney Dingreville, Kyle Dingreville, Denise Guzowski,
Kent Hillard, Donna Hillard, Dave Fraser, Ev Prestie, Rene O’Rourke, Amanda Goodwin, Wendy Wenaas, Debbie Thompson, Bryan
Thompson, Ken Crawford, Kurt Robson, Drew Parker, Yvonne Harris, Rebecca Kane and Shaylene Hunter.
Kurt Robson moved to approve the 2013 AGM minutes, seconded by Ken Crawford. Carried.
PRESIDENT'S REPORT
JR reported that the club had a tougher year in terms of gathering sponsorship dollars, but that 100% of the sponsorship dollars had
been collected, Class participation numbers were down, in particular the attendance for the Cam Clark series hosted by The Bullpen.
It was announced that the Cam Clark Series will be moving to Silver Slate and becoming a Super Series. (Five shows-extra awards and
money)
It was also noted that Cam was instrumental in the extra sponsorship for the 2014 Nationals by Alberta Ford Dealerships.
We had some show dates that conflicted with CATPA which caused a lower participation number which created a revenue loss.
Two other areas of concern were the HAT rule and the lack of sponsorship for prizes.
Holly Farkes was acknowledged for her diligent work in gathering sponsorship and her efforts with the raffle fundraiser.
It was noted that Janice Wiebe was instrumental in procuring the raffle item.
The casino was a success and the funds came in and some were used to pay for Regionals, the funds need to be used for three years
as we may not have a casino for three years,
Regionals was a success, but we had a cost overrun on the cows. The cows came in at $80 rather than the quoted price of $48. The
board was not notified of this change in price.
The Five Class High Point Team for the year did not receive buckles at the banquet an oversight that has been rectified,
Overall the goals set by the 2014 board were met.
Retirees from the board include: JR Johnstone, Burl Aycock, Jaycee Spangler, Marcie Hamilton. Shelley ReLitz and Tova Place.
Further discussion to the price of cows for Regionals, was the comment that cows are cheaper in the middle of September so we
need to endeavour to move our dates to the second weekend of September. Kent Hillard confirmed that cows are more readily
available in the middle of September.
TREASURER'S REPORT
Revenue is down in sponsorship, advertising and show clearing. The revenue in show clearing is down by approximately 15% from
last year. Sponsorship and advertising is down by about 30%. The banquet revenue is also down. There was a slight improvement in
membership revenue. As it was a casino year we have casino revenue on hand. In addition to this a raffle fundraiser was held and it
generated revenue of 1180.00.
Expenses kept pace with last year’s expenditures except for the prizes and sponsorship costs. The awards budget was cut by about
45% to keep pace with the lower sponsorship dollars and the elimination of prize holes 4 and 5 at the Year End Awards. As well we
did not incur excessive sponsorship costs; this was cut by about 90%. Our Regional show cow costs were over budget, the projected
cost of the cows failed to hold up. The show payouts were based on the projected cost of $48 per head but when the bill was
presented Sunday afternoon, the cost had skyrocketed to $80 per head; this meant a cost overrun of approximately $9000.00. We
had no warning of this development, no communication was made.
At the present time in our general account we have $10 516.98 with the Silent Auction money of 1986.00 and bar money to be
deposited of 1183.00. ($13 685.98)
We have approximately $7000.00 in expenses to come due for payment prior to January 1, 2015. This is an estimate based on
previous year’s bills.
Bookkeeper
Accountant
Website
Secretary (show)
Insurance
Irvine’s
Laurie McIntosh Banquet expenses
The approximate cash on hand to start the January 2015 year will be $6690.00.
In the casino account we have $26 531.78. Over half of our funds were spent on one Regional Show; we need the funds to last for
another two. Our casino advisor told me that the earliest we would have another casino would be in 2.5 years which would be
fourth quarter of 2016 with the possibility of 3 years which would be the second quarter of 2017. This means that the casino funds
we currently have on hand will need to be supplemented by the General account to cover the Regional Shows for 2015 and 2016 if
we wish to continue we the current pattern of payouts.
FACILITIES REPORT
The 2014 season had 16 shows and the upcoming will have 14 shows. Facilities and producers are tentatively book, with the season
starting March 4 and ending August 22.
Christine is discussing the dates for Regionals with David Haansma, looking at the second or third weekend in September, in hopes of
improving cow prices.
MEMBERSHIP
We finished the year with 184 members; an increase by 3 members. Membership included 11 Junior Youth, 2 Senior Youth and 4
Family memberships.
BEGINNER CLINIC
Hillside Acres Equestrian Center hosted the clinic on Feb 22, and the second day was March 8 due to bad weather conditions on Feb
23. Cost of the clinic was $200 with lunch included. JT Bell and Darryl Bruce were the clinicians. The CTCPA gave the clinic a
$1000.00 grant. Sixteen people attended, four of these were rated as 1s. Coffee and muffins were provided each morning, and a
jackpot was the final activity at the clinic. Prizes donated by K+K Livestock and The Mill Store were awarded to every participant.
Membership forms and rules books were handed out at the end of the clinic. This was an affordable price for people to give penning
a try.
SPONSORSHIP
A total of $33 260.00 was raised. This does not include any contra deals. We lost two major advertising sponsors for a total
of$3150.00 and other advertisers decreased the value of their commitments. In all other areas of sponsorship the numbers were
comparable to 2013's numbers.
All CLASS sponsorships were filled this year. Three new class sponsors came forward BarT5, The Bullpen and Hillside Acres
Equestrian Centre. Canmark Roofing and Siding, Rolling Mix Concrete and the Antony Family continued their sponsorship.
Pro-Panel Feeders provided a feeder for the raffle fundraiser.
Irvine Tack and Trailer donated half the cost of the buckles for Regionals and the Five Class High Point Team.
Thirteen cows were not sold with most of these cows being in the Ten and Five Class. The Ten class had the largest number of
unsold cows.
CTCPA
Nationals had 1134 teams without including the youth teams and Century and a Half class. Average payouts were 86%. Lot of hard
work by the organizers and volunteers.
SANDY FERGIE AWARD
Numerous people were nominated. An anonymous sponsor was found and a second award was given. The recipients were
Christine Sowiak and Deb Myslicki.
CASINO
Funds raised $51 531.43
Next casino date is anywhere from 2.5 to 3 years away from the May 2 2014.
OFFICIATING RULES & BY-LAWS
A judging clinic was held at OAS. Eight people attended with Pete Fraser as the instructor. Our next one will be in two years. If
there is enough interest another clinic could potentially be arranged for the new year.
PARADE
Twenty three riders took part, including 3 Junior Youth. Don will be resigning his parade position for the upcoming year.
Big thank you to Marlene Poole for all her assistance with the parade gear as well as Hope.
YEAR END PRIZES
The prizes stayed very close to the prize budget even with the additional buckles purchased from Irvine's. A very small overrun but
was necessary due to memberships' concerns about the lack of buckles for the Regional show. Irvine's gave us a great deal on them,
so a big thank you to them. BarT5 provided the fantastic saddle pads with a nice discount. K+K Livestock provided very nice prizes
once again.
YEAR END BANQUET
Originally 100 dinners booked but this grew to 135 by the night of the banquet. The dinner was catered by the Lions Club. Laurie
McIntosh arranged the refreshments, supplies and condiments, The revenue from the banquet was $6 454, this included the Silent
Auction and Bar revenue. Expenses totalled $5 148.99. Profit of $1305.01.
SILENT AUCTION
The silent auction was successful raising $1986.00. Big thank you to all those who donated and purchased items.
NEWSLETTER
The newsletter provides exposure for our sponsors and advertisers as well as posting show results including pictures of members.
The cost of the newsletter for 16 shows and Regionals was $3 570.00 this was paid out to Kendra Design Inc. There were six single
additions and six double additions.
WEBSITE
WHR posted our results on their online site and gave us some print space in their spring issues. Their club subscription rate will be
rising minimally but they will be giving CTPA a credit for advertising space. Pictures and results were posted in a timely manner with
the help of Carlene who is amazing at getting the results out, usually the next day.
Drew Parker moved to approve the directors' reports, seconded by Yvonne Harris. Carried.
OLD BUSINESS
Discussion was brought forth about the elimination of prize holes 4 and 5 for the year end awards. Some members stated that they
were unaware of this change, but it was pointed out that the motion to do so was made at the 2014 AGM, which was carried, and
the board acted on the motion to do so. It was noted that we do not have unlimited funds to provide prizes so it is necessary to
make cutbacks to operate the club in a fiscally responsible manner. Members wanted to know the procedure of purchasing prizes.
In answer to this it was noted that Jaycee was given a budget number for prizes and she was in charge of purchasing the prizes and
designating them within the classes with the exception of eliminating Becker buckles for the Regional show and the saddles which
were put out to tender and the board voted on which bid to accept.
Ev Prestie stated that she would like to see 5 meaningful prizes in the future. Crissy Santangelo also noted that prizes act as
incentive and it is important to provide the incentive if you wish to grow your participation numbers especially in the Five class. Lee
Anne Rook stated that prizes are more important for the lower classes than the Open riders, who prefer the extra cash payouts as
they already have their trophy buckles.
The discussion then moved to ways to create more funds to provide these prizes. Amanda Goodwin suggested
50-50 draws as a source of revenue, and Rene O’Rourke mentioned the possibility of a calcutta as another source.
Don Poole commented that well these are all good ideas the lack of a volunteer pool makes these ideas rather infeasible as the
board is busy enough and does not have the time to do these fundraisers. If we want to do these fundraisers then a pool of
volunteers needs to step forward from the membership to do them. The suggestion of the Youth riders selling the 50-50 tickets was
made.
Deb Thompson noted that the amount of money in the budget for the prizes dictates the number and value of the prizes.
At this time it was noted that if we cut our buckle budget even more by going with less expensive buckles we would be able to
reinstate prize holes 4 and 5.
Marcie Hamilton noted that a volunteer fee could be put in place in lieu of not volunteering for the association.
Drew Parker moved to purchase prizes for five placings, seconded by Denise Guzowski. Defeated
Kent Hillard moved to purchase prizes for five placings, with each class having the same value, not exceeding the prize budget,
seconded by Ev Prestie. Carried.
Ken Crawford moved to approve the 2013 Financials, seconded by Marcie Hamilton. Carried.
The initiation of the Century and a Half Class at Regionals was discussed. Ev Prestie stated that it acts as a mixer between the classes
and that it was very enjoyable. It was noted that this class was run on the same guidelines as the Youth classes. Yvonne Harris
moved to continue with the Century and a Half Class at Regionals, seconded by Ev Prestie.
Carried. 35 yes 3-opposed
It was discussed the possible initiation of another novelty class that would target the sponsors as the riders for the class. This would
be another perk of sponsorship. Rick Bond and Shaylene Hunter brought forth this suggestion.
The use of the new score clock and display board was noted to be a success. Donna O'Reilly moved that we keep using the new
clock, seconded by Rick Bond. Carried.
NEW BUSINESS
Discussion was opened with regards to changing the time limit for the Junior Youth. Lorie Inglis noted that the addition of the extra
15 seconds is not in alignment with Nationals and thus does not prepare the youth for the National stage. It was the reason they
chose CTPA because we are currently at 75 seconds.
Shaylene Hunter noted that the extra 15 seconds would allow more time for training purposes because the youth soon discover they
run out of time, so begin to make a habit of just taking one cow rather than digging for the 2nd and 3rd cow. The extra time would
encourage them to get more than 1 cow.
Dave Fraser noted that you could start the season at 90 seconds, but move to 75 seconds later in the season as the Youths' skill level
improved, thus preparing for the National stage.
Wendy Wenaas moved to change the time limit to 90 seconds, seconded by Kent Hillard. Carried.
Discussion then moved to allowing another team for the youth when the class participation team numbers is less than 4.
Rebecca Kane moved to allow an extra team when youth team numbers are less than 4, seconded by Denise Guzowski. Defeated.
Kent Robson moved that when there is less than 6 participants in the Youth class, the participants would get a third run, and if the
Youth class exceeds 10 in participation numbers the number of runs will be reduced to 2 rounds, seconded by Lorie Inglis. Carried.
Discussion opened with regards to the Order of Go for the Seven class and Five class centered around how the change would
potentially grow the Five class as this was the result when CATPA initiated the change. Growing the Five class is essential as this class
creates the future penners. One sentiment expressed was that the Five class is shunned. It was also noted that the length of the
show day could potentially increase for everyone in the Seven and Five class if the Order of Go is changed which might lead to less 3
rated riders riding the Seven class. It was also noted that if the growth of the Five class is successful using this method, that the day
will indeed be longer. It was point of concern that our shows do not run way over time as has happened at some CATPA shows. It
was also mentioned that this would cause some increased administrative work for Carlene, the show secretary.
Rick Bond moved that the Order of Go be changed for the Seven and Five Class; first go of the Seven, followed by first go of the Five,
then the second go of the Seven, finishing with the second go of the Five, seconded by Kurt Robson. 34-yes
3-opposed 1-abstention. Carried.
The discussion surrounding mentor riders in the Seven class brought forth the following thoughts, that it would afford the 1 rated
riders an opportunity to gain knowledge from an experienced penner, which could potentially grow our numbers as they would have
a chance to ride in a higher class with potentially a positive result. The penner acting as the mentor will be given the MENTOR RIDE
free. The idea is that the mentor rider might pick up some other additional teams which would also increase our participation
numbers. In the Seven class the mentor rider would be either rated a 5 or a 4, and must ride with two 1s.
Riders who wish to mentor will put their name forward and the 1s who wish to ride with a mentor will enter the mentor draw. This
will allow the 1s to enter the original draw team in the Seven class as well.
Wendy Wenaas moved to use the mentor system, riders rated 5 or 4 with 2 1s, and the mentor teams will be a draw team, seconded
by Donna O’Reilly. 31-yes 9-opposed. Carried.
Rick Bond moved to try the MENTOR SYSTEM in the Five class for four shows, the Mentor rider would be a 3 coupled with two 1s,
seconded by Kurt Robson. 38-yes 1-opposed. Carried.
Another suggestion for aiding the growth of the Five class would be to allow the riders in the Five an additional team. This would
mean four teams submitted and one draw team. Discussion centered around the collection of points and the possibility that this
would cause an uneven playing field for the participants. The discussion ended with the thought that all the riders have the choice
to ride the five teams or not.
Denise Guzowski moved to allow the Five class riders to ride 4 teams plus one draw team for a total of five, seconded by Rene
O’Rourke. 35-yes 4-opposed. Carried.
Year End Banquet discussion centered around its continuation, most like it as a wind up. It was suggested we hold it on another
weekend rather than in conjunction with Regionals as it is tough for all to attend when you have penned all day and then have work
to get done at home.
Ken Crawford moved to continue with the banquet on the Saturday night of Regionals, seconded by Dave Fraser. 37-yes
2-opposed, Carried.
Top Ten Discussion. It was noted that it would add to costs and that it favors the better riders' odds because the consistency factor
begins to figure in even more when you go to 3 rounds, It was also noted that would mean potentially going to a 1/3 back and that
the computer formulas used by the show secretary would have to be altered. It was also noted that the association has initiated
several changes all ready for the upcoming season and that we should focus on those transitions first rather than make yet another
change.
Ev Prestie moved to not run the Top Ten at our shows, seconded by Lee Anne Rook. Carried.
Deb Thompson moved to table the Top Ten idea for next year, seconded by Wendy Wenaas, Carried.
The use of the same cattle herds for two day shows was opened for discussion. The cows can be turned out all together for the
night and resorted in the morning into herds so the cattle would not buddy up with any particular other cow in a herd. Kurt Robson
noted the cows would be required to do 3 runs per day. Deb Rowland asked how the 30 day fresh rule would come in play, and it
would not. A decrease in trucking costs would come into play with the use of cows multiple days.
It was also noted that the costs would not be level across the board for those operators running a one day show, so Facilities will
have to discuss this with the operators so consistency for all is achieved when completing the contracts for 2015. The potential of
cow scarcity at reasonable costs may dictate whether the association moves to the use of same cows for the two day shows,
Rick Bond moved to develop a proposal for a Novelty class at Regionals involving sponsors, seconded by Shaylene Hunter. 36-yes 3opposed. Carried.
Kurt Robson moved to adjourn the meeting. Meeting adjourned at 8:57 pm.