Executive Committee minutes June 22, 2016

The NCHA Executive Committee met on Wednesday, June 22, 2016, in the Hilton DFW Lakes Hotel in Grapevine, Texas. The meeting was called to order at 3:00 p.m. with a quorum of 14 present: President Jo Ellard, President-Elect Chuck Smith, Vice President Lewis Wray, Kathy Daughn, Chris Dublin, Jeff Fisk, Matt Gaines, Jack Holt, Charlie Israel, Seth Kirchner, Jerry Louie, J. B. McLamb, Bill Riddle, and Ronnie Smith. Also in attendance were incoming Vice President Phil Rapp, attorney Jim Morris, Jim Bret Campbell, Angie Highland and Pam Robison.

A motion was made by Chuck Smith, seconded by Seth Kirchner and passed to approve the minutes from the March 21, 2016 meeting and the conference calls on April 25, 2016; April 28, 2016; May 2, 2016; May 12, 2016; and June 6, 2016.

Finance Committee Update
Finance Committee Chair Jerry Ward and committee members Jimmy Eakin and Lach Perks were in attendance to give an update on the NCHA finances. Jerry Ward provided an overview of his presentation for the first Board of Directors meeting. The Annual Financial Report was reviewed and will be available for all Convention attendees.

HUB Project
Director of IT Steve Carnes and members of the IT Oversight Committee (Lach Perks and Jerry Ward) gave an update and demonstration of the HUB software. A short demonstration will be given during the Board of Directors meeting. Additionally, Carnes will give a demonstration during the Affiliate Officers & Secretaries Committee meeting and seek their feedback on the program.

PAC Committee
A motion was made by Jerry Louie, seconded by Chuck Smith and passed to close as the Executive Committee meeting and reconvene as the NCHA PAC Committee.  NCHA lobbyist Jim Short and Michelle Wittenberg were in attendance to provide an update on legislative efforts. Short provided information on new funding requests. A motion was made by Chris Dublin, seconded by Lewis Wray and passed to approve the contributions and report as presented.

An ethics attorney reviewed the processes used by the NCHA in collecting, handling and dispersing the PAC funds collected and determined that all is correct and legal. It was recommended to form a separate PAC Committee instead of the Executive Committee serving that function. This will be addressed at the next meeting.

A motion was made by Jeff Fisk, seconded by Chris Dublin and passed to close as the PAC Committee meeting and to reconvene as the Executive Committee.

Stallion Owners Committee Request
Stallion Owners Committee member Jimmy Eakin was in attendance during the discussion of a new set of program rules recently approved by the committee. Although most of the rules were acceptable, it was determined there should be some manner that a stallion can be paid late so that his foals can be eligible. The program rules were tabled and sent back to the Stallion Owners Committee.

Governance Task Force Update
Charlie Israel gave an update on the Governance Task Force. This item will be discussed further during the Long Range Planning Committee meeting.

Foundation Project Update
The amended By-Laws of the NCHA Charities Foundation were provided. They will be presented during the Board of Directors meeting by Frank Merrill. The board will need to ratify the By-Laws as well as approving the initial slate of trustees, which was proposed as Joey Milner, Terry Strange and Jo Ellard. The Foundation will host a “Preserving our Heritage Luncheon” on July 18 at the National Cowgirl Museum & Hall of Fame. Also included as part of the luncheon will be the six-minute trailer of documentary on the history of cutting and Buster Welch.

Entry Review
Background was provided on entry payments made by Phil and Leah Hanson. After reviewing the documents, a motion was made by Bill Riddle, seconded by Chris Dublin and passed to approve the Hanson’s Futurity entry.

Friday Youth Show
It was reported that youth classes were held on Friday night during the Arbuckle Mountain Futurity in February.  The show was originally scheduled for a Saturday and Sunday but was later changed to a Friday and Saturday schedule.  The youth portion should not have been included in the Friday schedule when the days were changed since this is not allowed under NCHA rules.  Staff informed the Committee that the points were never posted for the show and the youth competitors were to be notified by the show secretary that the youth portion of the show did not qualify under NCHA rules.  After reviewing the facts and receiving staff input, the Committee determined that the youth classes at that show were not held in accordance with NCHA rules and that the points for that show would not be posted.

Eastern/Western Nationals Update
It was reported the 2016 Eastern Championships made approximately $100,000 in profit and the Western made approximately $80,000. Staff is currently working on finalizing contracts with Denver and Scottsdale for the 2017 events.

NCHA Day vs. NCHA/AQHA Regional Show Format
A regional type event is on several agendas at this year’s Convention. This item will be discussed further at the next Executive Committee meeting. Staff will discuss with AQHA for alternatives for designating their sponsorship funds.

Director Emeritus Designation
It was reported that longtime NCHA director and former Executive Committee member Modine Smith will be unable to travel to future NCHA Conventions. Previously, both Buster Welch and Dave Robson were awarded director emeritus status for their longtime service. A motion was made by Jerry Louie, seconded by Matt Gaines and passed to approve director emeritus status to Modine Smith.

Convention Overview
The 2017 NCHA Convention dates are June 2, 3, & 4. The Hilton DFW Lakes Hotel had the meeting space open and agreed to change the contracted dates with the hotel room rate remaining at the contracted rate of $129/night. The potential dates/locations for the 2018, 2019 and 2020 Conventions will be discussed at the next meeting.

The current election process for any at large Executive Committee openings includes the votes being read out loud and a tally kept on a board in front of the entire Board of Directors. Beginning with this year’s Convention, the votes will be counted with the candidates present and two randomly selected directors. The vote count will then be announced.

Executive Director’s Report
Executive Director Jim Bret Campbell emphasized the goals of the Strategic Plan should be kept in mind with all decisions. A proposed 100 day plan from Chief Marketing Officer Terry Bassett was reviewed.

The following items will be reviewed further at the next Executive Committee meeting: A policy will be developed for designated purse incentives that will include an administration fee. A new task force will be formed with a different approach to examine the class structure. The entire show approval procedures including deadlines will be examined and a report provided at the next meeting. Dave Brian will work with show producers on this process.

Being no further business, a motion was made, seconded and passed to adjourn the Executive Committee meeting. The group reconvened into Executive Session.