Pinto Horse Association Now Accepting Characteristic Appaloosas - EP30

An update on the PtHA accepting characteristic Appaloosas, as well as, finishing off the minutes from the BOD Committee meetings.

Summary of Committee Meeting Minutes from May - Aug 2019

Show/Trail Committee April 8, 2019 

 https://www.appaloosa.com/association/pdf/2019_04_08_ShowCommittee.pdf

SC Motion 01/04/19:  eliminate $25,000 from National Show pay outs and have staff look at traditional cuts to National Show Budget.

SC Motion 02-04-19: seek concept approval from the Board of Directors to develop details for ApHC Super Regional Shows to be held in 2020.

SC Motion 03-04-19:   to require Specialty Association to pay $50.00 minimum per entry at World Show beginning in 2019.

*Tabled during BOD meeting on April 9th so that Committee could reach out to Specialty Associations

SC Motion 04-04-19:   moves to not change the tie breaker judge rule.

  Show/Trail Committee  May 8th, 2019 

 https://www.appaloosa.com/association/pdf/2019_05_08_ShowCommittee.pdf

Old Business

o National Show

• Drug Testing policy

o SC Motion 05-01-19– Ray moved to change the current procedure for drug testing to require that all class winners and some daily random samples be collected during the National and World shows for drug testing. Seconded by Ken.

Motion passed unanimously.

• National budget

o Costs savings are being considered as all expenses are reviewed and contracts signed.

o World Show

• Specialty association classes

o SC Motion 05-02-19 – Starting at 2019 World Show, all specialty associations must pay $35/entry to ApHC. Made by Billy, seconded by Ken. Motion passed unanimously.

• Non pro 35 and over trail o SC Motion 05-03-19 – Ken moved to add Non-Pro 35 & Over Trail to the 2019 World Show schedule as long as class sponsorship can be obtained. Seconded by Kristen. Motion passed unanimously.
• SSA yearling in hand trail and longeline

o SC Motion 05-04-19 – Ken moved that these classes NOT be added to the 2019 World Show schedule. They will be added to the 2020 schedule when the breeding fees and nomination structure is in place to support them. Seconded by Ray. Motion passed unanimously.

• Non-Pro walk/trot games classes to add to WS schedule o SC Motion 05-04-19 – Ken moved that the show committee table any action on this item until additional information can be obtained on possible participation and until class sponsorship can be obtained. Seconded by Leslie. Motion passed unanimously.
• Specialty Association classes at WS

o SC Motion 06-04-19 – Ken moved that the specialty associations must work out details with the show committee concerning additional classes requested for the World Show to include an understanding that additional costs incurred by ApHC to conduct classes must be paid for by the specialty association. Until details are finalized and agreed upon, these classes (if approved) should only be open to Appaloosa entries. Seconded by Leslie. Motion passed unanimously.

• World show budget

o Committee asked for additional information on trail equipment fee revenue so that the ESAC can explore sponsorship opportunities to reduce costs for exhibitors.

• Committee discussed conflict with ApHC schedule and Congress schedule.

 New Business

o Paid Practice World and National show

• Money charged for paid practices is paid to the group setting up and conducting the practice.

Planning and Review Committee Conference Call  May 13, 2019 

https://www.appaloosa.com/association/pdf/2019_05_13_PlanningCommittee.pdf

Business

1. Strategic Planning
2. Discussion on diagram put together using contributions from Griner, Northway, and Disselkoen

• Four objectives agreed upon during April BOD meeting: Customer Service, Balanced Budget, Membership, Information Technology
• Objectives leading to Goals of Improving Customer Service and Increasing Working Capital o Discussion on possibility of sharing services with other color breeds. The group agreed to look into this further.

 o Griner referenced 2014 membership survey that 60% of members thought positively of partnering services.

• Discussion regarding bringing in a third party to guide the Strategic Plan process. The group agreed to seek third party guide, but not at a cost to the Club. K. Johnson expressed a need for a new membership level, potentially called "Heritage Member" that would allow a person to support the breed even if they are not participating in ApHC programs. It could be a stepping stone to regular membership.
• Discussion on past proposals of similar membership proposals brought to the Board. Previous hurdles included Oregon Bylaws and voting rights for members.
• Membership and Marketing Committee will work on a new proposal.

1. Bylaw Review
2. Ken Johnson made Motion to send the following Bylaw amendment to the Rules Committee:

Article III   

Meeting of Members

Section 1. Annual Meeting. An annual meeting of the members shall be held in conjunction with the National Appaloosa Horse Show at a time and date during June, July, or August of each year as determined by the Board of Directors.

• Points of discussion included
• Making the Annual Meeting more accessible to members
• Possible teleconference options
• Northway requested unnecessary hyphens be taken out of Bylaw text

  Planning and Review Committee Conference Call May 20, 2019 

https://www.appaloosa.com/association/pdf/2019_05_20_PlanningCommittee.pdf

Business

1. Update on Strategic Planning

• Disselkoen has had multiple conversations with Dennis Dean, former ApHC Board Director/past President, about guiding the Strategic Plan process. Dean will do this at no charge to the ApHC and will schedule regular meetings with the committee.
• Disselkoen gave an overview of the preliminary worksheets provided by Dean as examples of work that will be done during the process. Reference book: The Strategy Focused Organization by Robert Kaplan

1. Bylaw Review of Recommended Changes

• Article III, Section 6 Quorum: Those members present at any annual or special meeting of the members shall constitute a quorum at such meeting.

o Recommended change: Those members consisting of 10% of the total ApHC membership present at any annual or special meeting shall constitute a quorum at such meeting.

Reason:  This seems dangerous as one ApHC member could show up to an annual meeting and make changes under current verbiage.

• Discussion on verbiage being confusing and needing to reference Oregon Bylaws. Northway will send Disselkoen a new recommendation.
• Article IV, Section 1. A: ….Any member who, as the result of ApHC disciplinary action, has been determined guilty of a violation of any ApHC Rules and Regulations shall be ineligible to hold the position of director.

o Recommended change: Any member who, as a result of ApHC disciplinary action, has been determined guilty of a violation of an ApHC Rules and Regulation shall be ineligible to hold the position of director for a period of three years and then must receive a two-thirds vote from current BODs to become eligible to serve as a BOD.  Reason:  We have less members who are willing to serve as a BOD and this would give the BODs the ability to determine if a violation should be forgiven.

• Recommendation to forward to Rules Committee for review with expectation that specific Rules be attached to proposed changes.

Planning and Review Committee Conference Call  June 3, 2019 

https://www.appaloosa.com/association/pdf/2019_06_03_PlanningCommittee.pdf

Business

1. The committee met with former ApHC President and current member Dennis Dean to become educated and informed of Dennis' expertise in Strategic Planning. Dennis gave a 1 hour power point presentation outlining key concepts from the book The Strategy Focused Organization by Robert Kaplan. 

1. Dennis encouraged the committee to proceed with the following homework prior to next meeting.
2. Review the slides discussed (document attached)
3. Begin to develop ideas for KPIs (Key Performance Indicators
4. Begin to develop strategic items/objectives for each of the perspectives of the Strategy Map (Financial Perspective, Customer Perspective, Internal Perspective, and Learning & Growth Perspective).
5. Google "SWOT" to begin to learn the basic concept regarding identifying strengths, weaknesses, opportunities, and threats.

(SWOT Analysis https://www.liveplan.com/blog/what-is-a-swot-analysis-and-how-to-do-it-right-with-examples/

Strengths - are internal, positive attributes of your company.

Weaknesses - are negative factors that detract from your strengths

Opportunities - are external factors in your business environment that are likely to contribute to your success.

Threats - are external factors that you have no control over.

Planning and Review Committee Conference Call June 17, 2019 

https://www.appaloosa.com/association/pdf/2019_06_17_PlanningCommittee.pdf

 The committee began a Strategic Plan brainstorming session facilitated by Dennis Dean.  The committee began to fill out the "Strategy Map" with Key Performance Indicators (KPI's).  As discussion occurred there were several areas mentioned by committee members in which the organization should focus as it develops KPI's.

1. Balanced Budget-Work within a balanced budget without the use of Fort Worth Incentive Money.
2. Investigate Non-Profit financial boundaries and restrictions
3. Define Productivity for the ApHC and how we will measure this
4. Asset usage and management
5. Vision Statement creation
6. Confirm Revenue and Expense Levels and Targets.

Planning and Review Committee Conference Call  July 24, 2019 

 https://www.appaloosa.com/association/pdf/2019_07_24_PlanningCommittee.pdf

Review of Code of Conduct Revisions

• Disselkoen asks members for input on revisions that were submitted by Legal Counsel Ron Landeck, specifically 2 sections titled "ApHC Director Oath of Office" and "ApHC Director Code of Conduct".
• Motion by Luke Northway to revise the documents in the Board of Director Orientation Manual including Code of Conduct, Ethics, and Social Media Principles.
• Johnson suggests members look at other organizations to see how their Orientation Manuals are worded.
• Disselkoen urges members to read legal counsel revisions and look at other organizations verbiage.
• Committee members are to come back with recommendations on the changes.

Show/Trail Committee Conference Call Meeting August 13, 2019 

 https://www.appaloosa.com/association/pdf/2019_08_13_TrailCommittee.pdf

Agenda

1. Finalize WS2019 Schedule

Motion 01-08-19: The show committee moves to approve the 2019 World Show Schedule as amended by the ApHC Show Committee on August 13, 2019.  Motion by Billy Ready. Seconded by Paula Gatewood. Motion passed unanimously.

Rule Committee meeting, August 22, 2019 

https://www.appaloosa.com/association/pdf/2019_08_22_RulesCommittee.pdf

There were no votes taken at this meeting.

Discussed at the meeting- Rule book, continue to reconcile the language of the rule book with correct verbiage in all rules affected by rule changes done in the past. 

Specific assignments-

Lynette-

1) check on specialty associations (rule 402) and their relationships at ApHC approved shows.

2). Check into the present state of Cutter and Chariot Racing (rule 412)

3). Check board motion for wording on National Champion Competitive Trail ride

Paula- contact Kristen for any items the Trail committee may know needs in the rules for the Trail and Distance section of the rule book. (Rules 450 – 460)

 All- continue looking through the rule book for things that need clarified or made to match other section wording.

Planning and Review meeting    August 26, 2019 

 https://www.appaloosa.com/association/pdf/2019_08_26_PlanningCommittee.pdf

Update- No strategic planning today, Dennis and Megan are compiling the information into a useable form.

Today was a discussion meeting about changes to the Complaints and Disputes page of the Directors Manual. Disputes between directors have caused many different problems this year.

Many different topics on disputes were discussed including Executive Committee structure and duties, what needs changed in the document and what does not and the need to shared information in a timely fashion with the entire Board.

The consensus of the committee is that there does need to be some form of guidelines to handle complaints against directors and disputes among directors.

Ray presented the committee with changes he suggests to the Complaints and Disputes section of the Directors Manual. Much discussion took place about these changes with most members saying this is a good starting point for further discussion. (see attachment 1)

The next meeting of the Planning and Review committee will be September 23, 2019 at 3:00 PM Pacific. Committee members are to gather information on the views of other directors and their suggestions on todays suggested changes and the topic in general.

Attachment 1

Disposition of Complaints and Disputes Involving Directors

• The ApHC Executive Committee, ApHC CEO and the ApHC Treasurer, in a meeting duly called for the purpose, shall review any written complaints that a director has violated any provision of the Corporation's Articles, Bylaws, Rules and Regulations, Appaloosa Horse Club Policies, Director Code of Conduct including its conflict of interest provisions, and/or Oath of Office. The committee shall send the issue to the full ApHC board for decision if the complaint has enough prima facia evidence supplied to warrant action.
• The Executive Committee shall similarly review A disputes between members of the Board that interferes with the ability of the Board to carry on its business shall be reviewed by the ApHC Executive committee. The Executive committee may send the issue to the full ApHC board for decision or may try to arbitrate the issue.
• If necessary and/or appropriate, complaints such disputes between members of the Board may be referred to an independent arbiter.
• Credible allegations of illegal activity shall be immediately referred to law enforcement or other appropriate authorities for investigation. Any director against whom such allegations are made shall, on request of the ApHC Executive Committee, take a leave of absence from the Board pending completion of the investigation.
• The review of such complaints or disputes shall include an opportunity for the Director concerned to present their positions in a special executive (closed) meeting of the ApHC Executive Committee or the Board of Directors called for this purpose, with due notice provided to all parties.
• Every attempt should be made to resolve such matter expeditiously and fairly.
• If the ApHC Executive Committee so determines, recommendations by the ApHC Executive Committee regarding resolution of any such matters may be brought to the Board for final determination, otherwise the ApHC Executive Committee may make the final determination.
• The ruling of the ApHC Executive Committee or the Board of Directors, as the case may be, shall be final. Such final determination may include, but is not limited to, formal or informal censure or suspension from service on a Board committee or committees for up to six (6) months by the ApHC President or the ApHC Board of Directors, suspension of the Director concerned for a definite or indefinite period from service on the ApHC Board of Directors, and/or a request for the said Director's resignation from the ApHC Board of Directors.