NCHA Executive Committee Meeting, November 1, 2016

NCHA Executive Committee Meeting
Tuesday, November 1, 2016
NCHA Offices  *  Fort Worth, Texas

The NCHA Executive Committee met on Tuesday, November 1, 2016, in the NCHA offices in Fort Worth, Texas. The meeting was called to order at 8:00 a.m. with a quorum of 12 present: President Chuck Smith, President-Elect Lewis Wray, Vice President Phil Rapp, Chris Dublin, Jeff Fisk, Jack Holt, Seth Kirchner, Jay Klamon, Jerry Louie, Matt Miller, Tatum Rice, and Ronnie Smith. The absences of Kathy Daughn and J. B. McLamb were excused.

It was noted that on the minutes of August 24, 2016, an error was made regarding the approved recommendation on allowing a horse to be named late after a go-round has started. It should read: The late-naming fee will be equal to DOUBLE the entry fee. A motion was made by Seth Kirchner, seconded by Tatum Rice and passed to approve the minutes from the August 22, 23 & 24, 2016 meeting with the one correction above.

Regional Executive Committee Reports
Region 1
– Farmington had a very large show with 200+ entries for both days. There is work being done by twelve affiliates on a northwest regional show. This region would like to see NCHA help with awards, monetarily, and recognition. There was discussion of waiting to see how this concept is received in this region so that other regions might use it as a template.

Region 2 – There was discussion concerning the bridleless cutting which was held during the Las Vegas show. A motion was made by Jerry Louie, seconded by Seth Kirchner and passed for the individuals participating in the event and PCCHA to receive letters reminding them of the NCHA’s code of conduct and the affiliate’s responsibilities.

Region 3 – The recent show in Kansas City was very good with a large number of entries.

Region 4 – A conference call of the region’s directors was held recently. There was discussion about reduced membership resulting in significant director loss thus hurting the eastern portion of the region. It is requested to have the Long Range Planning Committee look at the membership count requirements for directors. There was discussion of having a regional finals during the Congress show. This year’s Congress was up approximately 10% in entries. The region has some Challenger events scheduled

Region 5 – The affiliates in this region are doing well. The Augusta Futurity is a possibility for a Mercuria show in 2017.

Region 6 – This was the second year of the State Fair of Texas hosting a show and it went very well. There was discussion of ways for other state fairs to hold cuttings.

Region 7 – From the affiliates reports in this region, the lower classes (never won a buckle, cut class, etc.), AQHA classes and youth classes are well received. As with other regions, sponsorships and fundraisers are necessary for shows to survive.

Region 8 – An email was sent to all directors in the region asking for their input. The shows in Weatherford are thriving but other areas in the region are down.

Finance Report -2016-2017 Budget
Finance Committee Chair Garry Merritt, committee members Jerry Yelverton, Tommy Neal, and NCHA staff members Angie Highland, James Burris, and Shana Veale were in attendance to present the proposed budget as approved by the Finance Committee. The recommended Financial Objectives were

  1. Adequately fund all 2017 existing objectives;
  2. No increase in cost for participants; and
  3. Increase cash reserves by $1 million while keeping expenditures flat.

It is believed the final budget for 2016 will be at or near budget. The Finance Committee made the following recommendations that should be considered going forward: evaluate the feasibility of eliminating $400,000 in annual award costs; and possibly eliminating one-half cow from Super Stakes and Summer Cutting (maintain levels at Futurity). Implementing these two items would increase the bottom line by approximately $575,000 in 2017. These items will be discussed further during the meeting. A motion was made by Phil Rapp, seconded by Lewis Wray and passed to accept the budget as presented.

Update from Payout Task Force
The Payout Task Force met last week to discuss and make recommendations regarding the Futurity payouts. Tommy Neal, Angie Highland, and James Burris were in attendance to present the report. Utilizing the proposed rules, the Futurity Open finals would pay the top six finishers all over $100,000. A motion was made by Matt Miller, seconded by Chris Dublin and passed to approve the following payout rules for the NCHA World Championship Futurity beginning in 2016:

Purse Payout Rules:

2016 Futurity and Beyond

Open:

  1. Semi-finals
  2. 15% of entries to Semi-finals, Minimum of 45 horses, Maximum 60 horses plus ties.
  3. 35% of total purse paid equally to all semi-finalists.
  4. Finals
  5. Top 20 Horses in Semi’s plus ties qualify for the Finals
  6. 35% of the balance of the total purse after semi’s purse extracted dedicated to an 8-horse premium money using the standard NCHA % payout for 8 M’ies (25, 20, 15, 12, 10, 8, 6 and 4).
  7. 10% of the balance of the total purse after the semi’s purse extracted dedicated to a Finals Jackpot paid to top 20 horses plus ties that qualify for the finals.
  8. Remaining balance after both the semi’s purse and the premium money and finals jackpot purses will be paid to all finalists using standard unit payout system.

Non-Pro:

  1. Semi-finals
  2. 20% of entries to semi-finals, Minimum of 45 horses, Maximum 60 horses plus ties.
  3. 45% of total purse paid equally to all semi-finalists
  4. Finals
  5. Top 20 Horses plus ties qualify for the finals
  6. 20% of the balance of the total purse after semi’s purse extracted dedicated to an 8-horse premium money using the standard NCHA % payout for 8 M’ies (25, 20, 15, 12, 10, 8, 6 and 4).
  7. 10% of the balance of the total purse after the semi’s purse extracted dedicated to a Finals Jackpot paid to top 20 horses plus ties that qualify for the finals.
  8. Remaining balance after both the semi’s purse and the premium money and finals jackpot purses will be paid to all finalists using standard unit payout system.

Report on 2016 Futurity
Dave Brian reported that total entries were up by 92 compared to last year’s numbers. There had been previous recommendations to end the Triple Crown events on a Sunday night as opposed to Saturday. A motion was made by Phil Rapp, seconded by Jeff Fisk and passed for the 2017 events to end on Sunday except for the Super Stakes. With Easter being April 16, the Super Stakes will end on Saturday, April 15. The Summer Show dates will be July 16 – August 6 and the Futurity will be November 24 – December 17.

The CURRENT rule for Futurity states: No double entry privileges will be granted after September 1. The Super Stakes and Summer Cutting have the following rule: Any horse paid up to date in either division on or before the February 15 (Super Stakes)/May 15 (Summer Cutting) payment is due may enter in the other division without a late penalty. It is recommended to change the Futurity rule so that all three shows match in verbiage. A motion was made by Phil Rapp, seconded by Matt Miller and passed to: Any horse paid up to date in either division on or before the September 1 payment is due may enter in the other division without a late penalty. The grace period will apply.

Rebecca Brian reviewed the special events scheduled for the Futurity. Some of the special events include The Art of Cutting, Western Art Show & Sale on November 27, Celebrity Cutting on December 2, and World Finals Awards Party on December 3. Live auctions of Klapper spurs and the chance to be in the 6th box will take place on December 10 before the Open Finals.

LAE’s in Championship Shows
Dave Brian made a recommendation regarding LAE shows held on weekend days being held after the weekend shows conclude. It was determined to take no action on this item and have the Open Show Committee review and discuss at the 2017 Convention.      

Gist Buckle & Award Program
Jennifer Folsom from Gist was in attendance to discuss the NCHA’s award buckles. It was noted that NCHA is one of the few associations to keep a standard of materials with sterling silver and gold overlay. Compromises have been made through the years to work with budget. There was discussion of awarding fewer buckles in the Triple Crown events. The national championships currently provide top ten already. A motion was made by Ronnie Smith, seconded by Phil Rapp and passed with one opposed (Seth Kirchner) to review a re-designed buckle that will be awarded at the three national championship shows.

Bonus Partner (sponsor) Plan
Terry Bassett, NCHA’s Chief Marketing Officer, presented some scenarios that have been presented to him regarding entities wishing to offer bonus money in addition to the NCHA purse money. If a percentage of a sponsor’s funds is designated as bonus money, that amount will be awarded in addition to the standard NCHA payout and count toward lifetime earnings. It was noted that Bassett should use good business practices but not to accept sponsorships which are directed entirely to purse money. The following is the policy that will be followed in those situations: “Bonus Money” contribution and distribution plan may be offered by member/sponsor/etc. at their discretion directly to rider(s).  NCHA will not take part in the marketing, distribution plan and said “Bonus Money” will NOT be counted as lifetime rider and horse earnings. NCHA would provide the opportunity for “Bonus Money” to be presented on the arena floor immediately following the NCHA awards presentations.

Ride TV Proposal
A proposal from RideTV to broadcast the Futurity finals was reviewed. A motion was made by Seth Kirchner, seconded by Jerry Louie and passed to approve the broadcast of the Futurity Finals on Ride TV, without cost to the NCHA, with Terry Bassett to work with them on potential benefits.

Scottsdale Western Nationals Update
Chuck Smith and Terry Bassett visited Scottsdale recently to visit with arena personnel in order to begin the logistical work on Scottsdale hosting a championship show in 2017. They were able to finalize a signed contract. The facility will be able to offer a climate controlled area for some stalling with minimum of 200 stalls utilized. The trade show area will be in the concourse area of the arena.

Mercuria World Series of Cutting Events
The potential schedule for the Mercuria events in 2017 were reviewed and should be finalized soon.

Senior Tour
The Senior Tour was reviewed. This will be the second year of offering that class. It was reported the NCHA software doesn’t adequately support the entry format at this time and many secretaries will not even offer it in their shows because of the difficulty in tracking entries and results. Because of this, the sponsor may not be getting adequate benefit of their sponsorship and could get more value if their sponsorship was directed to another program. A motion was made by Chris Dublin, seconded by Tatum Rice and passed to discontinue the Senior Tour in 2017 and to seek an alternative program for the current sponsor.

Review Future Convention Sites
Pam Robison presented the dates of the NCHA Convention for 2018-2020. The dates are the ones that would have been occupied by NCHA Weekend. For 2017, the Convention will be back at the Hilton DFW Lakes Hotel in Grapevine. The hotel presented a three year proposal to continue to host the Convention. It was noted the hotel offers a very reasonable room rate ($134 guaranteed for those three years), free airport shuttle, free parking and plenty of meeting space. A motion was made by Jay Klamon, seconded by Jeff Fisk, and passed with two opposed (Jerry Louie and Jack Holt) to continue to hold the NCHA Convention at the Hilton DFW Lakes Hotel for the following dates: June 1, 2, & 3, 2018; May 31, June 1 & 2, 2019 and June 5, 6, & 7, 2020.

Scholarship Cutting Entry Fee
Youth Coordinator Judy Morris presented the Youth Committee’s recommendation to increase the entry fee of the Scholarship Cutting from its current $90 ($75/entry fee; $15/drug) to $150 ($135/entry fee; $15/drug). After discussion, a motion was made by Phil Rapp, seconded by Tatum Rice and passed to increase the Youth Scholarship cutting entry fee to $180, which is double its current $90.

Membership Report
Member Services Manager Julie Davis brought to the committee some issues and recommendations for NCHA membership. In March, 2015, it was approved to not offer joint memberships in the future and was approved for those lifetime joint memberships consisting of a husband and wife, to “grandfather” those and give life memberships to both spouses. A motion was made by Lewis Wray, seconded by Jay Klamon and passed to approve the mailing of one Chatter for these split joint lifetime memberships.

Additionally, there are ranches and businesses that have life memberships. A motion was made by Lewis Wray, seconded by Seth Kirchner and passed to “grandfather” the ranches/businesses that have lifetime memberships as well. They will not receive a Chatter but are allowed to vote in director and officer elections. There are situations where a husband and wife both have separate memberships but a horse’s ownership is listed under both of their names. A motion was made by Jay Klamon, seconded by Seth Kirchner and passed that all partnerships are required to purchase a separate membership in that name. The Executive Director’s signature has always been on the membership card. A motion was made by Jay Klamon, seconded by Chris Dublin and passed to approve membership’s recommendation to have the signature of the current President on the membership cards.

Under Rule 50.d.4, requires that all horse ownership transfers be filed with the breed registry within 30 days of the transfer and certain paperwork must be in place before that horse is shown. Staff spend a considerable amount of time trying to obtain this paperwork. Although the Rule Book states a $500 fine can be levied, there is not a procedure listed. A motion was made by Jeff Fisk, seconded by Chris Dublin and passed that staff will notify the individual by letter that they have 30 days to satisfy the transfer rule; after 30 days, the individual will receive a letter from NCHA counsel notifying them again and giving them 14 days to comply or a $500 fine will be assessed and the member will be advised of the appeal process.

The NCHA Rule Book has detailed annual documentation requirements for NCHA Affiliates. It recommended to keep these requirements the same for any new affiliates but to revise those of renewing affiliates. A motion was made by Jay Klamon, seconded by Jerry Louie and passed to alter the requirements for renewing affiliates so that the annual minutes are not required and only the number of members is included with the application but the individual names are not.

There was discussion of including the NCHA Youth members in Director Allocation numbers. No action was taken on this item and will be deferred to the Long Range Planning

Discuss Europe and their Championships
Three years ago the NCHA voted to provide $15,000 as seed funds for the European championships. Additionally, have since allowed shows in Europe to not pay the $2 championship fee and allowed their non-pros the opportunity to ride two horses in shows with $199 and less in added money. These concessions have continued since then as well as other allowances including some awards.

It was recommended that they have had time to develop a self-sustaining program and these concessions will no longer be available. A motion was made by Chris Dublin, seconded by Jay Klamon and passed to inform all affiliates, domestic or foreign, they will all be required to follow the Standard NCHA rules.

Competition Committee
Chuck Smith has formed a task force to work on the formation of the Competition Committee. The members are Dave Brian, Lindy Burch, Chris Dublin and Jerry Louie. They have met and recommendations are being designed.

Reduction in Show Cattle
During the Finance Committee report, the discussion regarding removing half a cow from the Triple Crown events had begun. A motion was made by Tatum Rice, seconded by Phil Rapp and passed to remove a quarter of a cow from all Triple Crown classes beginning with the 2017 Super Stakes. At the end of the meeting, a motion was made by Tatum Rice, seconded by Phil Rapp and passed to amend the above motion to NOT remove the quarter cow during the second go rounds and to remain at four cows. Additionally, after the meeting, a recommendation was made to eliminate the current awards from the Novice, Gelding and Senior classes at the Triple Crown events. This would result in a cost savings of approximately $40,000. This was approved but with the caveat that some type of award/prize is given to those winners.

New Business:
During the August 22, 23 & 24, 2016 meeting, the Executive Committee passed a motion to adopt certain changes to the Amateur Exception Rules presented by Lindy Burch and Amateur/Non Pro Review Committee. Chairman Jaime Beamer from the Amateur Committee reported that his committee met last week and voted to recommend these changes be rescinded by the Executive Committee. The Amateur Committee motion to recommend rescission was passed by a vote of 7-4. Beamer was asked if his committee offered any suggestions for revisions to the changes previously approved by the Executive Committee and he reported they did not. A motion was made by Chris Dublin, seconded by Tatum Rice and passed with two opposed (Jack Holt and Jerry Louie) to take no action.

Chair Sherry Graham of the Non Pro Committee was in attendance to ask for a review of the proposal to allow current trainers (not working with cattle) the opportunity to apply for Non Pro status. During the August meeting, there was no action taken on this item. It is felt there are potential consequences to be discussed on this item. A motion was made by Phil Rapp, seconded by Jerry Louie and passed to send this item to the Amateur/Non Pro Review Committee for their review and recommendation.

A motion was made by Lewis Wray, seconded by Phil Rapp and passed to close the regular meeting and proceed into Executive Session to end the meeting.

NCHA Executive Committee minutes August 22-24, 2016

The NCHA Executive Committee met on Monday, August 22, 2016, in the NCHA offices in Fort Worth, Texas. The meeting was called to order at noon with a quorum of 14 present: President Chuck Smith, President-Elect Lewis Wray, Vice President Phil Rapp, Kathy Daughn, Chris Dublin, Jeff Fisk, Jack Holt, Seth Kirchner, Jay Klamon, Jerry Louie, J. B. McLamb, Matt Miller, Tatum Rice, and Ronnie Smith.

A donation was made by Kenneth Johnson of the saddle that his father, Pine Johnson, used at the Waggoner Ranch’s Three D Stock Farm on many of their great horses including Poco Bueno.

A motion was made by Jerry Louie, seconded by Kathy Daughn and passed to approve the minutes from the June 22, 2016 meeting.

Amateur/Non Pro Review Committee
Lindy Burch, Chair of the Amateur/Non Pro Review Committee presented potential changes to the current amateur exception rules. The Amateur/Non Pro Review Committee feels that changes to the current exception rules are warranted to provide greater consistency to the exception rules which allow people to qualify for amateur status. A motion was made by Jeff Fisk, seconded by Lewis Wray and passed with one opposed (Jerry Louie) to approve changes to current amateur exceptions to allow the following persons to apply for amateur status:  (1) former horse trainers from other equine disciplines (not cutting horse trainers) who have not engaged in training activities for at least three years prior to the date of application and who have lifetime open earnings of less than $15,000; (2) ex-spouses of professionals who have been divorced for at least three years prior to the date of application and have less than $50,000 in earnings in all breed associations and cutting competitions; (3) children of professionals who have not resided with the professional for at least three years prior to the date of application and have less than $50,000 in earnings in all breed associations and cutting competitions; and (4) spouses and children of persons who were formerly classified as professionals, but who have been granted a change of status to non-professional under NCHA exception rules.  These changes will become effective in the 2017 point year.

Finance & Audit Committee
Acting Chair Lach Perks and Tommy Neal, member of the Finance Committee, were in attendance to give an update on the NCHA finances. As Angie Highland is scheduled to go to part time beginning October 1, a search for a new treasurer is underway. It was reported that two new initiatives relating to membership and trainers’ involvement will be presented at a later meeting. It was reported the Payout Task Force is working on new proposals which will be presented at a later meeting.

MERP Report
Lobbyist Jim Short and Michelle Wittenberg were in attendance to give an update on the MERP program.  It was reported the reimbursement figure was approved for $500,000 more than what was in the application. Wittenberg met with the Governor’s office and able to explain the reason why the NCHA reimbursements were better served as payments after each event than a one lump sum payment as the rules dictate. A new set of MERP rules have been released with Wittenberg and Highland submitting comments on any major concerns, questions or issues for NCHA.

Standing Rule 35 & 35A
Both Standing Rule 35 and Rule 35A were reviewed with proposed changes. Standing Rule 35 references the Zero Tolerance policy and the consequences related to violations. Standing Rule 35A addresses the Medication & Drug Rules & Guidelines. Attorney Jim Morris reviewed the changes and the reasons for the changes. A motion was made by Jeff Fisk, seconded by Ronnie Smith and passed with one opposed (Chris Dublin) to accept the proposed changes to Standing Rules 35 & 35A with the modification of striking the word “practice pen” from Standing Rule 35.C.4.

Regional Reports
President Chuck Smith has asked the Executive Committee members to give a report on their regions – entries up/down, clinics/special events, initiatives, concerns, etc. A report will be given during each meeting. A short synopsis of each report is below.

  • Region 1 (Jack Holt) – Colorado cancelled a show because of lack of entries; membership is down. Canada has more shows scheduled with new cutters; concerned over cost of cattle/organizing; winning affiliate of the year was a boost. Oregon – a facility has begun to host shows offering new riders an opportunity to work cows with a boxing class; holding non-cutting shows/clinics; the Regional series was presented as an answer to increasing interest and entries by having coordinated shows in Nampa, ID; Madras, OR; Moses Lake, WA; Kalispell, MT; with a finals to be held in Farmington, UT.
  • Region 2 (Jerry Louie) – Both entries and shows are down about 5%; there are six – seven trainer clinics scheduled; grassroots shows have not been successful; September show is offering a 2 cows/2 minutes class; cost of cattle are making entry fees so high; lots of club cuttings.
  • Region 3 (Seth Kirchner) – shows are good but not as many are being held; will hold regional shows next year.
  • Region 3 (Jeff Fisk) – the shows are up with good cattle in a few states and Canada, further up the east coast is struggling (with members/shows) but are excited about the opportunity presented by the Challenger series; discussion about a possible World Series event in 2017; grassroots shows are generating some new members/interest; complaining about the 8% fee and the loss of directors.
  • Region 5 (Jay Klamon) – recent five day show had good entries; there is a new facility for affiliates; some growth in specific areas; offering unique ways to try to get sponsors (VIP room, banners, members thanking them); cattle costs/availability are a big issue as well as trainers being spread out in the region; the members are looking forward to the Perry, GA show.
  • Region 6 (Ronnie Smith) – the region is struggling with affiliates down from six or seven; the grassroots show in Louisiana was successful; the State Fair cutting should be good.
  • Region 7 (Kathy Daughn) – regional shows are not very feasible for some based on distance; entries are up in one area but down in another location; some new ideas being utilized include: cut classes, AQHA classes, never won a buckle class; offering unapproved classes for feedlot workers. A high school youth clinic offers free NCHA membership to a youth that has never entered a cutting. Youth classes are well attended with those going to the NHSRA finals, the cutting is typically the class that determines the all-around national champions. Some shows have cancelled Sunday portions of shows because of cattle availability.
  • Region 8 (Matt Miller) – shows are strong in the region with late nights being a concern; clinics for beginners are being scheduled; the grassroots show during the Summer Show was not quite what was intended (some used it to train their show horses); membership is down.
  • At large (Tatum Rice) – sent an email to all directors with links to the recommendations with some positive responses back; (Chris Dublin) – need to review scheduling of shows in other areas that might be in conflict; also concern about declining membership.

IT/Hub Update
An update was provided by Lach Perks and Steve Carnes on the Hub software and the NCHA website. It was reported that everything is still on schedule with the old system (AS 400) not being used by the end of the year.

A motion was made by Jack Holt, seconded by Jerry Louie and passed to adjourn and proceed into executive session.

NCHA Executive Committee Meeting
Tuesday, August 23, 2016  *  8:00 a.m
NCHA Offices  *  Fort Worth, Texas

The NCHA Executive Committee reconvened on Tuesday, August 23, 2016, in the NCHA offices in Fort Worth, Texas. The meeting was called to order at 8:00 a.m. with a quorum of 14 present: President Chuck Smith, President-Elect Lewis Wray, Vice President Phil Rapp, Kathy Daughn, Chris Dublin, Jeff Fisk, Jack Holt, Seth Kirchner, Jay Klamon, Jerry Louie, J. B. McLamb, Matt Miller, Tatum Rice, and Ronnie Smith.

 Review of 2016/2017 Budget
Finance Committee acting Chair Lach Perks, committee member Tommy Neal and Angie Highland presented the budget for 2016/2017. Although approved by the Finance Committee, it was not a unanimous decision. One item in the budget is to increase the championships fee from $2 to $3 with the additional western event. A motion was made by Jeff Fisk, seconded by Chris Dublin and passed for the committee to discuss this item with their members and report back in approximately two weeks to review the entire budget again.

A motion was made by Jeff Fisk, seconded by Jay Klamon and passed to close the open session and open again in Executive Session. A motion was made by Jerry Louie, seconded by Phil Rapp and passed to close Executive Session and go back into open session.

Long Range Planning Committee
Long Range Planning Committee Chair Chris Dublin and Vice Chair Sharon Beach were in attendance to present the committee recommendations from the Convention. There were two items that did not require Executive Committee approval. One pertained to the changes to the NCHA Foundation By-Laws as they were presented to the Board of Directors at the Convention and approved. The other item concerns researching a “Battle in the Saddle” type event with youth competitors involved. A presentation was made during the Long Range Planning meeting and that committee endorsed the idea. It will be discussed more during the Youth Committee report.

The committee recommended changing the name of the existing Board of Directors to “representatives” and changing the name of the existing Executive Committee to the “Board of Directors”. A vote was taken regarding these two names changes. There were seven voting to not approve these By-Law changes and five in favor.

There was discussion on the director’s duties and what is currently outlined in the By-Laws. It was decided the Board of Director’s responsibilities should be outlined further in the Constitution and By-Laws. This would include updating the director consent form. These items will be charged to the Long Range Planning committee with the final version presented at next year’s Convention.

The recommendation for the creation of a Competition Committee was discussed. This item will be sent back to the Long Range Planning Committee to formulate the exact structure/steps, how regional representation is selected, from which committees, whether to include at large members based on skill set. This will be reviewed at a later date.

Note on committee reports: Any same/similar recommendations that were on several committees were discussed during each report and decisions made when the last committee gave their report.

Affiliate Officers & Secretaries Committee
Affiliate Officers & Secretaries Committee Chair Pam Scott joined the meeting via conference call to present the committee recommendations from the Convention.

It is recommended the development of Area pages on our website/social media when available through the new Hub software system. Beginning next year, photos of the Area champions will be posted online after the end of the point year and in a designated issue of the Chatter.

The committee is beginning to work on getting a three to five year tentative schedule for NCHA events. This schedule will be posted online. The committee recommends to follow the Youth Committee recommendation on Standing Rule 6.h. The Challenger program will be reviewed at a later time during the meeting.

The committee recommends to approve the following regarding non-approved classes held during a championship show: “If show management holds an unapproved class that does not adhere to NCHA rules the class must be held one hour after show is completed. If show management does hold an unapproved class within the approved show then all NCHA rules would apply.” It was noted that when an unapproved class is held it is up to show management but it must adhere to NCHA rules including western attire and proper horse equipment.

Non Professional Committee
Non Professional Committee Chair Sherry Graham was in attendance to present the committee recommendations from the Convention. It is recommended to revise the verbiage of rule 51.a.1 to read: Any person who has trained horses in another discipline working or involving cattle shall be considered a professional by the NCHA and would only be considered for Non Pro status if they become eligible under one of the existing Non Pro exception rules. Those who have not trained horses involving cattle will be immediately considered for Non Pro status. There was no action taken on this item as there is concern about the individual still being a current trainer even if in another discipline.

It is recommended to change the time required to buy/sell a slot at the Eastern and Western from three days to one day (5 pm day before class starts). A motion was made by Phil Rapp, seconded by Jerry Louie and passed to approve this recommendation.

The recommendation to move the Non Pro finals to the same day as Open Semis or Open Finals at Futurity is not an option because of the horse sales schedule.

The recommendation to change rule 8.e allowing current $50,000 Amateur card holders to retain their $50,000 Amateur status at age 60 and removing the cap was discussed and will be reviewed again at the November meeting for further review by staff and the NCHA attorney.

Cattle Committee
Cattle Committee Chair Casey Green and NCHA Cattle Manager Bronc Willoughby were in attendance to present the committee recommendations from the Convention. The Cattle Committee will continue to evaluate the cattle when they come into the show, by suppliers, to determine if the cattle need pre-settling or just allow cattle to stand in pre-settle pens for an amount of time and then split them into the working groups.

Professional Trainers Committee
Professional Trainers Committee Chair Casey Green was in attendance to present the committee recommendations from the Convention. Beginning next year, photos of the Area champions will be posted online after the end of the point year and in a designated issue of the Chatter.

The committee recommends to alter the maximum entry fee percentage which weekend shows can charge for cattle (cattle surcharge) as listed on Standing Rule 14. The cattle surcharge for entry fees between $50 – $1,000 will be a maximum of 60% of the purse. Entry fees above $1,000 will remain with the same cattle surcharge percentage. This will be reviewed at a later committee.

The committee would like to emphasize the importance of Judging Rule 16.b related to dress code as a way to preserve the western heritage and professionalism at NCHA events. Several committees reviewed similar versions of this recommendation.

It is recommended to alter the guidelines for the selection of the Horse of the Year. This will be reviewed by several committees.

New business
The slot cutting scheduled to be held during the Futurity was discussed with a decision being made on the number of entries needed to conduct. A motion was made by Phil Rapp, seconded by Kathy Daughn and passed that there must be a minimum of 180 entries by the entry deadline of October 1 in order for the slot cutting to be held at the 2017 Futurity.

Open Show Committee
Open Show Committee Chair Skip Jones was in attendance to present the committee recommendations from the Convention. It is recommended the development of Area pages on our website/social media when available through the new Hub software system. Beginning next year, photos of the Area champions will be posted online after the end of the point year and in a designated issue of the Chatter.

No action was taken on the recommendation to alter the maximum entry fee percentage which weekend shows can charge for cattle (cattle surcharge) on Standing Rule 14. This item will be reviewed at a later meeting.

The recommendation for regional awards/championships will be reviewed at a later meeting. A similar format is being proposed with the Challenger program. The Challenger program will be reviewed during a later committee report.

Changes to the Horse of the Year format were presented by two other committees (LAE and Professional Trainers). After reviewing all of the committee proposals, a motion was made by Phil Rapp, seconded by Tatum Rice and passed with one opposed (Chris Dublin) to keep the Horse of the Year format the same except that the World Series/Mercuria points would NOT be doubled and for the World Finals, points will be awarded for the pencil finals average and not in the go rounds. This would begin in the 2017 point year.

The recommendation to change rule 8.e allowing current $50,000 Amateur card holders to retain their $50,000 Amateur status at age 60 and removing the cap was discussed and will be reviewed again at the November meeting for further review by staff and the NCHA attorney.

The committee recommends to follow the Youth Committee’s recommended changes to Standing Rule 6.h concerning Youth classes being held at other venues during the Eastern/Western Championships. This will be reviewed during the Youth Committee report.

There was discussion of having a sub-committee review the concept of a sliding scale to allow an affiliate the option to change the added money based on the number of horses entered so that entry fees and associated costs be adjusted accordingly. Any proposal would be reviewed at the 2017 Convention.

Youth Committee
Youth Committee Chair Jody McGlothlin was in attendance to present the committee recommendations from the Convention. It is recommend for the existing ten point scale which is currently used for NCHA Weekend (Saturday) and NCHA Summer Scholarship Cutting to use the NCHA Mandatory Payout Schedule Guidelines. A motion was made by Phil Rapp, seconded by Jay Klamon, and passed to approve this recommendation.

It is recommend to add the Novice Youth during the NYCHA Scholarship Cutting with awards only. It would be a class within a class for those with less than $500 in earnings and less than 15 points. Further discussion included offering the class during the Summer Show and at the National Championships. A motion was made by Phil Rapp, seconded by Jeff Fisk and passed to approve the Novice Youth pending a sponsor being signed to cover the cost of the class.

A motion was made by Phil Rapp, seconded by Jeff Fisk and passed to approve the following changes to Standing Rule 6.h:

  1. No show will be approved by NCHA during the annual Association Convention, as well as the day before and the day after. No youth classes or show with an added purse of over $500 in any class will be approved by NCHA during the youth weekend only at the Eastern National Championship in Regions 4,5,6,7, and 8, and at the Western National Championship in Regions 1,2, and 3 with the exception of state, regional and county fairs. Within 300 miles of any Eastern, Western and Mid-Western National Championships show.

There was discussion of forming a World Cup/Battle in the Saddle type of event that would have members of the NCHA, NRHA, and NRCHA competing in all three events. There was also discussion of including the NHSRA as well. Other options would have the competitors a mixture of youth, trainers, and non-pros/amateurs. Other options include having the event in the Watt arena, utilizing the same cattle for fence work, working with the sponsor crossover from the associations to cover all expenses, the opportunity to use the event for membership growth as it exposes cutting to those that already ride and understand the expenses involved, awards could consist of buckles and scholarships. Another option was to include some of the NCAA equestrian teams and involve those riders in some aspect. Work is to continue on the details and a concrete proposal.

Stallion Owners Committee
Stallion Owners Committee Chair Gail Holmes was in attendance to present the committee recommendations from the Convention. The Stallion Owners Committee met after the convention to continue to work out the details on the Super Stakes Stallion Subscription & Foal Nomination program rules. A motion was made by Phil Rapp, seconded by Jeff Fisk and passed to accept the rules as presented with a few minor formatting changes.

Being no further business, the meeting adjourned for the day at 6:30 p.m.

NCHA Executive Committee Meeting
Wednesday, August 24, 2016  *  8:00 a.m.
NCHA Offices  *  Fort Worth, Texas

The NCHA Executive Committee reconvened on Wednesday, August 24, 2016, in the NCHA offices in Fort Worth, Texas. The meeting was called to order at 8:00 a.m. with a quorum of 14 present: President Chuck Smith, President-Elect Lewis Wray, Vice President Phil Rapp, Kathy Daughn, Chris Dublin, Jeff Fisk, Jack Holt, Seth Kirchner, Jay Klamon, Jerry Louie, J. B. McLamb, Matt Miller, Tatum Rice, and Ronnie Smith.

Judges Rules Committee
Judges Rules Committee Chair Ernie Beutenmiller was in attendance to present the committee recommendations from the Convention. A motion was made by Phil Rapp, seconded by Matt Miller and passed to approve the five recertification judges clinics to be held this fall at major events (Las Vegas, Columbus, Jackson, Canada and at the NCHA Futurity). Additionally, a motion was made by Chris Dublin, seconded by Matt Miller and passed to offer a “makeup” recertification clinic in January, 2017 (dates TBD) for a fee of $250 in the NCHA offices with an additional one to be offered in Italy.

The Challenge System has been offered at NCHA-produced events and it is recommended it should be expanded to other shows. A motion was made by Jerry Louie, seconded by Tatum Rice and passed for the Challenge System to be used beginning in 2017 at ALL LAE monitored events (excluding World Series events because of time constraints associated with those shows) that utilize five judges. In the event that a challenge fails, the $1,000 filing fee would be retained.

A sub-committee (Russell McCord, Ernie Beutenmiller, Chris Benedict, Joe Cameron, Rick Mowery, Rock Hedlund, Tracy Surles, Brett Davis, Don Pooley) will continue to research Standing Rule 24 regarding who a judge may or may not be allowed to judge at the weekend level. (Examples: spouse, other relatives, clients, etc.)

A motion was made by Jerry Louie, seconded by Jack Holt and passed for an Apprentice/Mentor Judge Program be formed on a one year trial period. This would allow for an approved judge to be mentored by a more experienced judge of their choice. There would be a fee of $150 to be paid to the Judges Department in advance which will be forwarded to the Mentor Judge after completion of the training. The apprentice judge must follow all of the same judge’s rules and guidelines as their Mentor.

There were two clarifications recommended to two judging rules. A motion was made by Kathy Daughn, seconded by Matt Miller and passed to change Standing Rule 21.h regarding the rating system for foreign judges: A score of 81-95 will earn a 3-A rating and 95 96 and higher will earn a 4-A rating. A motion was made by Chris Dublin, seconded by Kathy Daughn and passed for a new Standing Rule 27.f.1.l to clarify any missed major penalties (3 or 5 point penalties): If a judge misses a Major penalty, on a non-placing run, in a class that was protested, and does not score that class a 75 or higher, the judge would receive a valid protest. If the said judge does score the class 75 or higher, the judge would only receive a valid complaint.

The recommendations from several committees regarding Judging Rule 16.c (western attire) have been reviewed. A motion was made by Kathy Daughn, seconded by Jay Klamon and passed to approve the following:

At limited age events and other special events approved by the NCHA, Rule Sixteen shall become effective three (3) hours one hour (1) prior to the published starting time each day and shall remain in effect until one hour after each day’s performance is concluded. An announcement will be made each day when the rule is in effect. Alleged violations will be sent to the Grievance Committee for review.

A motion was made by Chris Dublin, seconded by Matt Miller and passed to approve the following note be added to Judging Rules 5.b, 6 and 14: At the first sound of the buzzer, the run is terminated.

Standing Rule 35 (Zero Tolerance) was approved earlier. No action was taken on the recommendation there be a maximum time frame of 1 – 2:30 minutes to ride to the herd at NCHA produced events.

Hall of Fame Criteria
Ernie Beutenmiller was tasked with reviewing the criteria established for induction into the Non-Pro Riders and Open Riders Halls of Fame. Some of the criteria listed was out of date and needed updating. A motion was made by Phil Rapp, seconded by Ronnie Smith and passed to approve the following criteria for the two awards:

NON-PRO RIDERS HALL OF FAME

  1. Win any two (2): NCHA Futurity, Super Stakes, or Derby Non-Pro, World Championship Non-Pro.
  2. Win any three (3): Super Stakes Classic, 5/6 Year old Classic Challenge, Reserve World Champion.
  3. Win one in category 1, plus two in category 2.
  4. Have lifetime earnings of $500,000 including all non-pro monies earned in any non-pro class (limited age or weekend combined) and any open monies won to achieve that total lifetime earnings. Exclude all amateur money.
  5. Have in excess of $150,000 in non-pro championship weekend earnings, excluding novice/non-pro classes.
  6. Have combined earnings from category 4 and category 5 in excess of $500,000.

Award: Certificate presented at the NCHA Convention

OPEN RIDERS HALL OF FAME

  • Win any two (2): NCHA Futurity, Super Stakes, Derby, World Champion
  • Win any three (3): Super Stakes Classic, 5/6 year old Classic/Challenge, Reserve World Champion.
  • Win one (1) in category 1 plus two in category 2.
  • Ride horses ranking in the NCHA Top Five Open Cutting horses five (5) times. A rider must win 90% of the qualifying money to receive credit.
  • Have in excess of $1,000,000 NCHA lifetime earnings.

Award: certificate presented at the NCHA Convention 

Approved LAE Show Producers Committee
Approved LAE Show Producers Committee Chair Garry Merritt was in attendance to present the committee recommendations from the Convention. The proposed Major LAE show calendar was reviewed. A motion was made by Phil Rapp, seconded by Jay Klamon and passed to approve the Major LAE show dates for the time period of January 1 – June 30, 2017.

A motion was made by Jerry Louie, seconded by J.B. McLamb and passed to take no action taken on the recommendation for the Mercuria/World Series events to adopt the same application deadlines as currently used by the Major LAE’s.

After reviewing the recommendation to change the Regulations for Approved Limited Age Events, under item 6, a motion was made by Kathy Daughn, seconded by Jeff Fisk and passed to approve the following (Item e, requesting the NCHA pick up the monitor fee for Mercuria/World Series shows held within the blocked days of a major LAE was NOT approved):

6. Pay NCHA an approval fee on total entry fees collected, the percentage owed NCHA determined by the amount of added money.

a. $9,999 or less in added money—(8%).
b. $10,000-$99,999 in added money—3.5% (no monitor required).
c. $100,000 added or more (monitor required) Shows that require  a monitor—2% plus $500 per show day approval fee.
d. Approval fees may be deducted from total entry fees collected. The daily fee approval fee of $500 may be prorated between classes held that day.

The committee has requested that show secretaries submit tentative dates so that a five year schedule can be maintained for all NCHA produced events, Major LAE’s and Mercuria/World Series events. A motion was made by Tatum Rice, seconded by Kathy Daughn and passed to approve proceeding with this calendar and for it to be posted on-line.

The committee is in favor of the restructure of the Grassroots/Jackpot events and the new Challenger Series. No action was taken on the request for further study into whether the approval fee paid to NCHA for premier shows have a cap.

Promotion & Development Committee
Promotion & Development Committee Chair Constance Jaeggi was in attendance to present the recommendations from the Convention. The committee has continued work on the Challenger Series as a replacement for the Grassroots shows. The proposal was reviewed with several edits made that will be incorporated. A motion was made by Jeff Fisk, seconded by Chris Dublin and passed to approve the Challenger Series program. Work will continue on the details for the shows and a final proposal will be provided the membership in advance of the 2017 point year.

A motion was made by Phil Rapp, seconded by Jeff Fisk and passed to go into Executive Session.

The committee reconvened after lunch. A motion was made by Jerry Louie, seconded by Chris Dublin and passed that President Chuck Smith will serve as the interim Executive Director until a permanent individual is employed.

Limited Age Events Committee
Limited Age Events Committee Vice Chair Tarin Rice was in attendance to present the recommendations from the Convention. A motion was made by Phil Rapp, seconded by Lewis Wray and passed to allow the Limited Open riders the opportunity to show a third horse in that division, provided one of the three horses is a gelding. This will be for the Super Stakes and Summer Cutting Spectacular, beginning in 2017.

The recommendation for a class within a class for geldings at the Futurity was discussed. A motion was made by Phil Rapp, seconded by Tarum Rice and passed that beginning with the 2017 Futurity in the Amateur, Non Pro and Open, a class within a class will be held for geldings utilizing similar rules from the Super Stakes. Riders will still be only able to show two horses and there must be 50 entries/class for awards to be distributed.

A sub-committee met after the Convention to work on the details for their proposal of a class within a class for non-Texas riders be developed.  It is recommended the name of the class be the Texas Invitational and it be offered for Amateur, Non Pro and Open riders at all three Triple Crown events. The requirements for this class:

  1. No Hall of Fame Members may enter
  2. Owners and riders must be from outside of Texas as based on their primary residence.
  3. Entry fee to mirror the gelding class – take out $50.00 plus 1% for promotion cost.
  4. No awards to be given out in class.

A motion was made by Jerry Louie, seconded by Jeff Fisk and passed with two opposed (Seth Kirchner and Jay Klamon) to offer the Texas Invitational beginning with the 2017 Super Stakes pending the ability of Hub.

The discussion of a potential horse fee at the weekend LAE events that are $10,000 or less in added money will be discussed at a later time. The recommendation supporting the Unlimited Amateur entry fee while not holding a Semis will be reviewed during the Amateur Committee report.

The recommendation for altering the time frame for Judging Rule 1.c (western attire) was addressed during an earlier committee report. The recommendation regarding the Horse of the Year point system was addressed during an earlier committee report. No action was taken on the recommendation that 50% of the penalty money at the Super Stakes and Summer Cutting Spectacular be allocated to the purse.

The recommendation for allowing a horse to be named late after a go-round has started was reviewed. A motion was made by Ronnie Smith, seconded by Matt Miller and passed to approve, beginning with the 2017 Super Stakes, for the Non Pro and Amateur classes, a horse may be named late after a go-round has started. However, if the horse is scheduled after the first day of a go round, the horse must be named before the first horse of that day rides to the herd. The late naming fee will be equal to double the entry fee.

Potential payment dates for the Summer Spectacular were reviewed. After discussion, a motion was made by Jay Klamon, seconded by Matt Miller and passed to approve the payment dates of April 10 and May 10 for ALL classes at the Summer Spectacular.

The committee met during the Summer Show to discuss an item that was on their agenda but they were unable to address during the Convention because of time constraints. The committee recommends a stand-alone class for the $10,000 Novice Horse during the Summer Spectacular for the four-year-old Open and Non Pro classes. The item will be reviewed again at a later date.

Amateur Committee
Amateur Committee Chair Jaime Beamer was in attendance to present the recommendations from the Convention. The recommendation to raise the Unlimited Amateur entry fee from its current $1,100 to $1,750 (with the increase being added to the jackpot) was reviewed in depth. A motion was made by Jay Klamon, seconded by Ronnie Smith and passed with one opposed (Jerry Louie) to raise the entry fee for the Unlimited Amateur for all three Triple Crown shows by $220 with that amount added into the jackpot. The change in entries will be examined at the end of 2017 and appropriate adjustments will be reviewed.

The recommendation of changing the allocation percentage of the foal/stallion monies need to be reviewed by other committees before a decision can be made. No action was taken on this item.

The recommendation to implement a four year old gelding class in the Amateur and Unlimited Amateur was reviewed. A motion was made by Seth Kirchner, seconded by Tatum Rice and passed that beginning with the 2017 Super Stakes, to offer a four year old gelding class in the Amateur/Unlimited Amateur. This will be conducted as a class within a class while leaving the limits in place and does not allow an additional horse. Other rules for gelding classes will apply. Entry fee of $535 and must have 50 entries for awards to be presented.

The weekend Unlimited Amateur for weekend shows was discussed. A motion was made by Jack Holt, seconded by Jeff Fisk and passed to allow, on a one year trial basis for 2017 (dependent on computer programming), the Unlimited Amateur at the weekend level with the same rules as the LAE Unlimited Amateur without an earnings cap. This was approved for 2016 as a trial basis but computer programming did not allow.

No action was taken on the recommendation to exclude the Hall of Fame members from participating in the Weekend Unlimited Amateur.

The Mary Kingsbury Award will be given annually to an Amateur that exhibits the true spirit of an NCHA member and continually uplifts, encourages and strives for the greater good for all cutters. A motion was made by Jerry Louie, seconded by J.B. McLamb and passed for the Mary Kingsbury Award to be given beginning at the 2016 Futurity. The Amateur Committee will handle the award and process to determine the winner.

Two other committees made recommendations regarding the $50,000 Amateur at the weekend level. As this was not addressed by the Amateur Committee, it will be tabled until the November meeting for further review by staff and the Amateur Committee. Those two recommendations were: The Open Show Committee made a recommendation if an individual at age 60 is still eligible for the $50,000 Amateur at the weekend level, they will remain eligible for the class for life. Additional notes from the Non Professional Committee this would be made retroactive so that an individual on the day they turn 60 years old, if eligible for the $50,000 Amateur, they can remain an amateur for life.

A motion was made by Jeff Fisk, seconded by Ronnie Smith and passed to adjourn the meeting and proceed into Executive Session.

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.

Executive Committee minutes June 6, 2016

The NCHA Executive Committee met via conference call on Wednesday, June 6, 2016. The meeting was called to order at 5:00 p.m. with a quorum of 13 members participating: President Jo Ellard, President-Elect Chuck Smith, Vice President Lewis Wray, Kathy Daughn, Chris Dublin, Jeff Fisk, Jack Holt, Seth Kirchner, Jerry Louie, Bill Riddle and Ronnie Smith. Absent from the call was Matt Gaines. Additionally participating was attorney Jim Morris and NCHA staff Jim Bret Campbell, Angie Highland, and Pam Robison.

Part of the purpose of this call was to review the entry numbers for the Summer Cutting Spectacular after the second payment entries were finalized. It was determined that while entry numbers are down, they are not a drastic as first was thought. There was discussion of potentially having a weekend show during the event. The Region 8 directors are planning to have a grassroots show with a clinic during the show at some time.

The main purpose of the call was to review the decision to have two championship shows in the western part of the country in 2017. During the April 28th conference call, it was approved to have championship shows in Denver and Scottsdale while separating the shows by a minimum of three days. After listening to members’ feedback, there was concern that holding the two shows so close together would hurt the entries at both shows and not allow those members that would like to compete at both shows the opportunity. As a result, alternate dates were looked at to separate the two shows. Scottsdale has facility availability the first two weeks of May while Denver can accommodate the show from June 22 – 30 in 2017. The NCHA Convention is already under contract at the Hilton DFW Lakes Hotel for June 23 – 25, 2017.

In advance of this meeting, conference calls were held with the members of the Open Show and Long Range Planning Committees to discuss moving the 2017 Convention dates. Both committees agreed that splitting the two shows would benefit both and that utilizing the NCHA Weekend Show dates to move the NCHA Convention would be the best option. It was reported the Hilton DFW Lakes Hotel does have both guest and meeting room space availability on June 2 – 4, 2017. Additionally, the hotel agreed to honor the original negotiated room rate.

A motion was made by Bill Riddle, seconded by Kathy Daughn and passed to secure two contracts with the facilities in Scottsdale and Denver. The Scottsdale event will be held during the dates of May 1 – 15, 2017, and the Denver event will be held during the timeframe of June 22 – 30, 2017. A motion was made by Chris Dublin, seconded by Jerry Louie and passed to move the 2017 NCHA Convention dates to June 2 – 4 while keeping the location of the Hilton DFW Lakes Hotel.

During the Convention, several committees have proposals to create a series of regional shows/championships that will replace NCHA Weekend and give more opportunities for weekend cutters.

The next Executive Committee meeting will be held on the Wednesday before the Convention. Being no further business, the meeting was adjourned.

Executive Committee conference Call April 28, 2016

The NCHA Executive Committee met via conference call on Thursday, April 28, 2016. The meeting was called to order at 8:00 p.m. with a quorum of 10 members participating: President Jo Ellard, Vice President Lewis Wray, Chris Dublin, Jeff Fisk, Jack Holt, Seth Kirchner, Jerry Louie, Bill Riddle and Ronnie Smith. Absent from the call were President-Elect Chuck Smith, Kathy Daughn, J.B. McLamb and Charlie Israel. Additionally participating were Skip Jones and Garry Merritt. NCHA staff participating on the call were Jim Bret Campbell, Angie Highland, and Pam Robison.

Based on the conference call held earlier in the week, staff prepared adjusted revenue/expense sheets for Scottsdale and Denver to host two Western Championships events. Entries were estimated at 480 for both venues and based on a seven day show for each. Jim Bret Campbell noted that sponsors will have to be contacted to obtain in-kind awards for both events.

After discussion, a motion was made by Bill Riddle, seconded by Jerry Louie and passed to proceed with having two Western events in Scottsdale, Arizona, and Denver, Colorado, beginning in 2017. The two events will be scheduled so there are a minimum of three days in between so that individuals who wish to compete at both shows can have travel time. Additional ways to offset expenses with volunteers or outsourcing some duties will be explored by staff.

Being no further business, the meeting was adjourned at 9:00 p.m.

Please Note:
The NCHA Executive Committee met by conference call on April 28 and voted to host two Western National championships – one in Denver and one in Scottsdale, Arizona – in 2017. Based on additional feedback from members and directors, NCHA staff and leadership continue to investigate the financial implications and response from members on the need to have two events. We will keep you updated as that review continues.