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2010 Robbers Route CTR will benefit The Hugs Project! |
The RR CTR will benefit The Hugs Project
www.thehugsproject.com. It is a project that was
started by Karen Stark in Oklahoma City to send care
packages to
servicemen and women. 'Hugs' are neck coolers,
and signify hugs for the service personnel to let them know
we care.
We are honored that Karen and her husband Ray are coming to
the Robbers Route ride, and are staying at the lodge there.
She will talk to us about The Hugs Project on Friday night,
and then Saturday night, we will fill care packages to send
to Iraq and Afghanistan.
(Suggested Care Package Contents)
Karen and Ray are bringing the boxes, mailing labels, cool ties, and other contents. See attachment for a list of items you can bring for the care packages, if you'd like to participate.
Also, if you know of anyone deployed, e-mail me their address; I will forward it to Karen, who will then make a label in advance to put on one of the care packages.
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Letter included with each Hugs Project package (2010) |
September 19, 2010
Dear American Hero,
In the scenic mountains of Central Oklahoma, trail riders of all ages are
gathered this weekend to enjoy the beautiful surroundings of Robbers Cave State
Park. We are able to be here because you and your fellow heroes make it all
possible. And for that we are so grateful. Let us tell you a little about our
group and our sport.
The North American Trail Ride Conference holds Competitive Trail Rides in six
regions across the United States. We have about 2500 riders who compete in
events that feature 40 to 60 miles of natural trail completed over two days
within a specific timeframe in National Forests, State Parks and on private
ranches. The horse and rider teams are judged on condition, soundness, manners,
safety and sportsmanship, and compete for national and regional awards for
adults and juniors.
We recognize what a privilege it is to have the freedom to travel with our
horses around the country, and we recognize the sacrifice you make so that we
can enjoy that privilege.
Thank you for your courage and your willingness to go overseas and take care of
those who didn't know how to get such freedom for themselves.
This care package we have put together is only a small token of our
appreciation. Please share our gifts with others in need and let them know that
we care about them too. We can only stand in awe of the fact that you are some
of the best men and women America has to offer and we are SO PROUD.
May God richly bless you and keep you safe until you can come home once more.
Competitors, volunteers and friends of
Robbers Route NATRC Competitive Trail Ride
Wilburton, Oklahoma
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Minutes from the meeting held at at the region IV convention |
NATRC Region IV Trail Riders Association,
Inc.
Board Meeting Minutes, February 7, 2010
Oklahoma City, Oklahoma
A quorum was established and
President Deborah Keene-Starr called the meeting to order at 9:00 a.m. Board
members present at the meeting were Deborah Keene-Starr, Shirley Brodersen,
Janice James, Don Rubley, Kim Winterrowd and Becky Rogers. Patti Hicks was
absent. Elaine Swiss represented NATRC national at the meeting. Several
guests from among the region also attended the meeting. Vice President Don
Rubley welcomed new board members Kim Winterrowd and Becky Rogers.
Phil Brodersen led the group in the invocation.
NATRC National Director Elaine Swiss advised that the rule moratorium is now off. Discussions this year will include a hoof protection rule (not a hoof boot rule), and debate on the use of a gaiter strap. The judges committee is proposing to the board allowing an attachment device to a boot. Following discussion by the board, the proposal may come to the members for comment and could be amended and eventually voted on. Another topic under discussion is how “B” rides count in points. Elaine also pointed out that a member can bring a rule proposal to her for submission to the board.
National Director, Roger Garlitz, was absent but, Elaine advised, Roger is on the technology committee. And, we should hear further from Roger in the area of communications. Example: RMS is owned by Janice Baldwin and is not licensed to NATRC. The new technology committee will address this problem. Elaine also reported that the branding and marketing communication logo had changed slightly; producing a more current picture of a NATRC rider.
Elaine is working on 2010 business metrics with a goal of measuring regional increases in the number of rides, the number of competitors at rides, and the revenue/break even ratio at the national level. While the rule must be followed to allow a 250 mile radius between ride locations held on the same weekend, Elaine stated there should also be more involvement in ride scheduling between regional ride chairs so that competitors near regional boundaries would not have conflicts and could support rides in more than one region.
Elaine ended by asking that the membership support our national sponsors whenever possible.
Motion was made by Don Rubley with a second by Janice James to appoint Shirley Brodersen as Region IV’s Treasurer for 2010. Motion passed; Deborah Keene-Starr abstained.
OLD BUSINESS:
| A. |
Minutes: Meeting minutes of the October 23, 2009 board meeting were approved as written by motion from Shirley Brodersen with a second by Becky Rogers and approval by the members present; Deborah Keene-Starr abstained (and advised she will abstain from voting unless there is a tie). On-line minutes through February 6,
2010 were approved as written by motion from Shirley Brodersen with
a second from Kim Winterrowd and approval of the members with
exceptions as follows: Deborah Keene-Starr abstained and Don Rubley
voted no. |
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| B. |
Report on Board
Elections: Vice President Don Rubley furnished final election
report (which was reviewed by CPA Barbara Cooper) to Secretary
Janice James. Postage costs for the election balloting will be
reimbursed to Don by the treasurer. Don added that he wanted to
commend Chris Hapgood and the Stacey Craig family for helping get
the ballots mailed out timely. Don advised that in the election,
Deborah Keene-Starr was elected president, Janice James re-elected
as secretary and Kim Winterrowd elected as board member at large.
Becky Rogers was then appointed by election of the board to fill
Deborah Keene-Starr’s vacated board seat. |
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| C. |
Review of Year-End Financial Report: Treasurer Shirley Brodersen reported that the region’s 2009 calendar year effectively broke even. The benefit ride and auction produced more income than expected; national directors’ expenses have been paid and regional awards purchased. The year-end cash balance is $15,035.36, less the following amounts: replacement vest fund of $500; $1,400 fund to replace or repair awards; $939.10 fund related to first time competitors; and, $300 reserved for junior awards. The general fund balance as of December 31, 2009 was $11,896.26. 2008 regional awards were purchased in 2009 and 2009 regional awards were purchased in 2010. As of February 6, 2010, Region IV had a cash balance of $12,738.97, which includes a $939.10 fund for first time competitors, $500 for new vests and $188.85 remaining in the fund to replace or repair awards; leaving a cash balance as of February 6, 2010 of $11,111.02. Janice James motioned
and Becky Rogers seconded to accept the report as presented.
Motion passed by the members present; exception, Deborah Keene-Starr
abstained. |
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| D. | Year-end committee
Reports and Summaries:
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| E. | First Time Competitor
Fund:
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| F. | Replacement Vest
Purchase: Don Rubley reported that he and Kate Kearby had
designed and made a prototype replacement vest at a cost of
approximately $10 per vest. Motion was made by Becky Rogers with a
second by Shirley Brodersen to designate $500 for vest repair and
replacement and ask a committee chaired by Kate Kearby to sew 20
vests, adding numbers 101-110 plus 10 replacements. Motion
approved; exception, Deborah Keene-Starr abstained. |
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| G. | Volunteer Hours:
Committee Chair Linda Reuland advised that she will complete 2010
but her replacement should be named so the individual can be trained
as she will resign effective 2011. Linda will provide a job
description for the replacement chair. Deborah Keene-Starr appointed
Linda Reuland and Phil Brodersen to review applications and report
their recommendations to the board. The opening is to be posted in
the newsletter.
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| H. | RONS Report: Don Rubley reported that Kate Kearby had volunteered to update and maintain the RONS records and prepare a report for the board. Don added that ride number renewal is due prior to the first ride of each new year and asked that a notice advising of such be placed in the newsletter. | ||||||||||
| NEW BUSINESS: | |||||||||||
| A. | Review Proposed 2010
Budget and Budget Approval: Shirley Brodersen presented the
proposed 2010 budget. Janice James motioned and Don Rubley seconded
Region IV not making a donation to national to support 2010 national
awards. Motion passed by unanimous approval of the members
present. Janice James motioned with a second by Don Rubley and unanimous approval of the members present to approve the proposed 2010 budget as revised; the budget in final form to be prepared and presented to the board for approval. |
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| B. | Committee
Chair Appointments: Qualifications for a replacement volunteer
hours committee chair were discussed. |
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| C. | By-laws
Review: President Deborah Keene-Starr tabled, to be added to the
next agenda. |
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| D. | Regional Awards –
Procedure to Establish New Awards: President Deborah Keene-Starr
tabled until the next meeting. |
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| E. | 2011 Region IV
Convention: President Deborah Keene-Starr tabled until the next
meeting. |
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| F. | Scheduling 2010 Board
Meetings: Deborah Keene-Starr set meetings to be held at the
Indian Territory and Horsemasters’ rides. Exact date and times to be
coordinated with ride managers and posted in the newsletter prior to
the ride dates. |
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| G. | 2011 Championship
Challenge – Consider Region IV Hosting: Region IV National
Director Roger Garlitz has proposed Region IV host the ride. Becky
Rogers advised that Alanna Sommer would consider managing the ride.
Deborah Keene-Starr suggested we consider Lake Carl Blackwell as a
ride location. The board will consider agreeing to host the ride,
but until further information is available from Roger, will take no
action. |
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| H. | Meeting Adjournment: Motion was made by Janice James with a second by Don Rubley and unanimous approval by the members present, to adjourn the meeting at 11:45 a.m. | ||||||||||
Respectfully submitted by Janice James
Region IV Secretary
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Region 4 NATRC Director Report |
Dear Region 4 Members and Soon-to-be members,
This past year was my first year on the National Board and I thank you, the members of Region 4, for granting me the privilege to serve you and our sport. I learned a great deal working with the other regional directors and committee members, and especially increased my appreciation for how NATRC has developed through the years. My fellow R4 Director Jean Green and all of the others are incredibly dedicated to seeing our sport succeed while bringing a myriad of experiences to the Board table.
Initially I did not know where my skills and talents would fit best on the Board. Clearly, I did not have the depth and breadth of horse experience that Jean and Larry Gould, my predecessor have, so I definitely would not become the recognized source for many important topics like judging policies, procedures and rules. However I quickly found my niche which is reflected in my 2009 summary found below the discussion of 2010.
This year the National Board will address several new rule proposals and will continue to make business decisions to improve the organization for its members. The first 2010 meeting in Reno on Feb 18 with Gary Clayton as our new President will see the following as part of, or in addition to, the usual Committee meeting reports:
| 1. |
Rules - At the
November meeting, the Judges' Committee submitted a Hoof
Protection rule for Board consideration. This rule will be
discussed, possibly reworded, amended or revised, and then the
Board will vote to take it out to the membership for review. As
you know, rules are only adopted after one year of socialization
and discussion preceding the final vote. There may be other rule
changes submitted. |
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| 2. |
Technology - we
have a wonderful opportunity to exploit the internet and other
software and communications technology to improve our member
services. Our Roger Garlitz, stating his first year on the
National Board, has a wealth of experience and ideas to help us
and will serve up some options for the Board to consider. |
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| 3. | Membership - new R3
Director Betty Wolgram has revised the policies and procedures
for the Membership committee as she seeks to improve this area
as the new Chair. |
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| 4. |
Marketing - Bev
Roberts has submitted the Marketing Committee recommendations
for advertising and branding for the Board's approval. This
includes an ad placement strategy and campaign as well as a
branding strategy to make NATRC look and feel consistent across
all media across the country. Clearly, Roger will be key in
implementing this with our Technology choices. Publicity is
still searching for a Chair, a critical role At this time, Kathy
Brown and Miriam Rieck are working ad hocon publicity. |
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| 5. |
Business Metrics - this category includes the new goals and measurements National adopted for members, competitors and number of rides, plus of course the first ever NATRC financial budget. Each Region is encouraged to adopt its own regional goals of 10% increase in rides, 10% increase in competitors and 5% increase in members. |
Generally the meetings run a full 10-12 hour day, with Finance the evening before. All are welcome to attend any or all National Board meetings to join the fun.
Below are the items that I specifically accomplished as your representative. I will be brief, so if you have any questions, just write or call 830-825-3032. It was a busy year, but again, I appreciate the opportunity to serve. Most of these 2009 items will live long into 2010:
| 1. |
Strategic Plan -
NATRC recently has faced economic struggles along side most
equine organizations with faltering membership and falling ride
attendance. In the Spring, I prepared a five year Strategic Plan
outline to address our values, our products and services, our
competitors, our strengths and weaknesses and our financial
outlook, and then gave an opportunity for our R4 members to
provide updates and feedback. The draft included Action Items
and Goals. I presented this to the National Board in July, and
the Action Items were adopted: |
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| 2. |
Sponsorships - One
of the Action Items was to assign a Sponsorship Chair because
getting money in the door was clearly an immediate priority. I
volunteered and was not turned down. I updated and revamped the
existing Sponsorship program which had been defunct for two
years, adding a variety of packages at all price leverls. I
launched the 2009 Interim Sponsorship special to test the water
and was able to sell 5 new Sponsorships from August-November. I
also introduced the 50th Anniversary Sponsorship Program which
is now selling very well. with an additional 8 sponsors so far
I would love at least one other person to help with
sponsorships now that the model has proven successful. This
takes the bulk of my time, approximately 15 hours each week, but
I think it gives the greatest payback. |
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| 3. |
Finance and Budgets - The Strategic Plan also addressed the financial situation in NATRC. The organization has never had a budget, so I prepared a pro forma Income Statement for 2010-2013. This resulted in the Board adopting a budget for 2010 to which we will compare our actual performance. In addition, NATRC had been using Peachtree accounting systems and had decided to convert to QuickBooks. Since I had experience with QB, I performed the conversion in July, and have been running the ledger for NATRC in parallel. The QB reports will be much more clear and easier to present to the overall membership. |
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| 4. |
National and
Regional Goals - The Strategic Plan also proposed implementing
specific, measureable goals for membership, competitors, revenue
and profit. I prepared a template to track the progress which
will be published in HoofPrint. I also agreed to write a column
each issue entitled "The Business of NATRC" and will cover
different financial topics like the Foundation and Scholarships,
the Investments, etc. |
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| 5. |
Marketing Programs - One of NATRC's greatest needs is to get better name recognition and awareness. With my connections with St. Edwards University in Austin, I submitted a proposal in August for an intern to help us, which was accepted. Jason worked on several internet research projects and created recommendations for improvements in our on-line presence. Unfortunately, neither he nor I had the time (me to commute to Austin each week) to really take advantage of the internship. Other marketing programs I introduced in 2009 that you enthusiastically endorsed were:
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In addition I
purchased 6 ads in Southwest Texas Horse Trader featuring all
2010 region four rides and published the Ride Marketing Ideas
for Free (or Cheap) to ride managers in September. |
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| 6. |
Rules Interpreter
Chair - as the Rules Interpreter Chair for National, I proposed
several changes to improve the usefulness of the Rules
Interpreter report, and make it clear to RIs how important the
role is for feedback on rules, judging and general ride
operations. Those proposals will be implemented in 2010. |
Thank you for reading this far and thanks again for allowing me to serve you.
Elaine Swiss,
National NATRC Region 4 Director
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2010 NATRC REGION 4 RECOGNITION |
ONE MORE REASON!
— NEW 2010 NATRC REGION 4 RECOGNITIONIf you still need a reason to register for the
Christmas at the Ranch Ride
December 5-6, here's one with a fashion twist. This year many of the
Region 4 Ride Managers are offering patches as completion awards at the
2010 NATRC Region 4 rides. But where to display them? The NATRC Region 4
Board is delighted to announce a new recognition opportunity for 2010.
Anyone who completes or participates as a volunteer at each of the
twelve 2010 NATRC Region 4 rides, is eligible to win a 2010 RIDE
SEASON JACKET to be awarded at the 2011 mini-convention. This
recognition award is sponsored by Ray and Alanna Sommer and Diamond S
CTRs. These jackets are going to be attractive and sporty; you will want
to wear it not just on the trail, but proudly where ever you go!. Tell
all your friends, old timers to first timers, to register often and
early! That's twelve (12) NATRC R4 rides to put on your calendar. But
don't miss the first one or the game is over for you until 2011.
Elaine Swiss,
National NATRC Region 4 Director
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2009 November National NATRC Board Meeting Update |
NOTES AND COMMENTS FROM NATRC NATIONAL BOARD OF DIRECTORS MEETING, November 13-14, 2009, DENVER, CO
All six regions were represented
by two directors each at the National Board of Directors meeting in Denver.
This meeting also included several guests, Patsy Conner – Co Chair of the
Judge’s Committee , Dr. Kay Guenckel - Judge’s Committee member, and Betty
Wolgram – R3 Director-elect. Jean Green and I, Elaine Swiss, represented
Region 4.
I will divide this summary into four sections, which is not in the same
order as the Agenda, but allows me to group like topics together.
OPERATIONS UPDATE
At each meeting, the Chairperson of the various committees submits a written
report and may augment that report with a verbal review. We had much
discussion on Safety and Rules Interpretation, which are related. We
reiterated the need to improve reporting and training for both Safety and
the Rules Interpreters. We will use the Management E-Blasts that the
Management committee publishes, plus the website and personal letters to
communicate the expectations of Safety and Rules Interpreters. We will also
implement feedback on the reports that are submitted. The Management
Committee continues to put more and more information and reports on the
website. The website should be our “go to” source and we’re getting there.
There was one Protest submitted and it was determined not to fit the
criteria for a Protest, although the topic (hoof protection) was addressed
in other discussions. The Marketing committee presented the proposed update
to the logo, the publicity and sponsorship activities underway including the
50th Anniversary plans, and a review of our key market differentiators and
positioning words (long distance, qualified judging of horse and rider,
safety, education, fun, family environment). It is critical to find a
National Publicity Chair soon to insure our 50th Anniversary is done well.
The Judge’s Committee briefs the Board the evening before and again
officially at the Board meeting. At this meeting Co-Chair Patsy Conner
submitted a proposed rule change for hoof/sole protection from the Judge’s
Committee. The proposal will be introduced into the rule change process in
2010, for voting on November 2010 for implementation in 2011, if passed.
Discussion included the various hoofboot polls and e-mails that have been
published recently. Patsy also gave a briefing on the scorecard reviews that
are done for all judges to insure consistency in judging. She reported that
2009 held 51 sanctioned rides and sanctions are coming in well for 2010.
During the Rules segment, the stabling rule was passed. NATRC is also active
in a variety of Trail Advocacy endeavors, including giving grants. We
discussed pursuing specific sponsors for just Trail work. Each region
reported its 2009 ride results and expectations and activities for 2010.
THE BUSINESS OF NATRC
The Finance meeting is held the evening before the all day session. Nearly
all members were present for Connie Driskell, Treasurer, to present the
Income Statement, Balance Sheet and Year-to-Year comparisons. We are
currently running two accounting systems in parallel – our old system is
Peachtree and our new system is Quickbooks. Quickbooks will ultimately help
us produce more succinct reports and more typical analysis.
In 2008, NATRC lost about $16,000 and, although total revenue is UP from
$68.7k to $70k for the first nine months of 2009 and expenses are DOWN from
$85.2k to $77.2k, NATRC is still incurring a loss of $7.3k through September
30. Both MEMBERSHIP and RIDE revenue is slightly higher this year than last
which is driving the overall revenue increase. Laurie has worked very hard
to successfully curb administrative expenses and the largest savings from
last year is the reduction in the number of Hoofprints published (saving $5k
so far this year compared to 2008).
Working capital (checking and two CDs) totals $129k. This is the money
available to continue operations and it is how an organization can sustain
short term losses in bad economies like this one. There was a great deal of
discussion on the Scholarship and Loan accounts which total $90.4k. These
accounts are RESTRICTED to Scholarships and Loans, just as the Foundation
account is RESTRICTED from general operating use. The Board approved one
student loan for $5000 for 2010. The Board also approved a motion to limit
annual Scholarship awards to the amount of interest earned on the
Scholarship and Loan account each year.
Per the Strategic Plan, the Board approved five business metrics to measure
for 2010:
1. 10% increase in Rides
2. 10% increase in Competitors
3. 5% increase in Members (measured in July)
4. 10% increase in Revenue
5. Breakeven Budget
The results against these metrics will be reported quarterly and will be
reported by Region for Rides, Competitors and Members.
LEADERSHIP and ELECTIONS
The ballots were counted for the Region Director and Alternate elections.
Roger Garlitz was elected for Region 4, Beni DiMatei for Region 2 and Betty
Wolgram for Region 3. Officers were nominated and elected, including Gary
Clayton for President, Lory Walls for Vice President and Connie Driskell for
Treasurer/Secretary. Outgoing directors were acknowledged and thanked,
including Ray Brezina, Jean Green and Doreen Portner. Special Appreciation
Awards nominations were also reviewed and voted upon.
OTHER TOPICS
The National Convention is planned for Feb. 19-20 in Reno, Nevada. The theme
is Hats Off to our Horses, and is under the leadership of Sue Flagg. We
discussed sponsors and awards, voting on various fundraising and expenses.
Betty Wolgram of Region 3 presented a proposal for a “booted division” for
2010. Jean Green explained that this option exists today for Ride Managers
and regions should be encouraged to gather data using our existing options.
The proposal itself was defeated.
SUMMARY
It is difficult to capture 15 hours of meeting time in three pages. I am
sure I have forgotten something (like the Information Technology Risk
assessment that I just remembered). Please contact your representatives
early and often to share your thoughts and ideas. And we ALWAYS need folks
to pitch in and help get the work done. Thank you!!
