Executive Committee conference Call April 25, 2016

The NCHA Executive Committee met via conference call on Monday, April 25, 2016. The meeting was called to order at 5:30 p.m. with a quorum of 12 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, J.B. McLamb, Bill Riddle and Ronnie Smith. Absent from the call were Matt Gaines and Charlie Israel. Additionally participating were Skip Jones and Garry Merritt. NCHA staff participating on the call were Jim Bret Campbell, Angie Highland, Dave Brian, and Pam Robison.

It was reported that President-Elect Chuck Smith, Skip Jones, Garry Merritt and Dave Brian visited the facilities in Scottsdale and Denver to review their bids and discuss with their representatives the potential of hosting the Western National Championships at those venues. It was reported that Scottsdale has a very first class facility and wants to host the NCHA event. Although their dates are booking, they do have openings between the first of May and May 15. The Denver facility has dates available at the end of April/first of May similar to the dates being utilized this year for the Western event. Additionally, the Denver facility is scheduled for an upgrade before 2021.

It was noted that cattle will cost more in Scottsdale and may require a cattle surcharge. The expense/revenue estimates were based on 600 entry shows. After discussion about the feasibility of having a Western show at both venues, staff was asked to lower the number of entries to worst-case scenarios for both events and report back later this week.

Being no further business, the meeting was adjourned.

Executive Committee minutes January 26, 2016

The NCHA Executive Committee met via conference call on Tuesday, January 26, 2016. The meeting was called to order at 5:00 p.m. with a quorum of 12 members participating: President Jo Ellard, President-Elect Chuck Smith, Vice President Lewis Wray, Kathy Daughn, Chris Dublin, Jeff Fisk, Matt Gaines, Jack Holt, Jerry Louie, J.B. McLamb (in the NCHA office), Bill Riddle and Ronnie Smith. The absences of Charlie Israel and Seth Kirchner were excused. Additionally participating were Payout Task Force members Casey Green, Matt Miller, Tatum Rice (all three in the NCHA office), Heather Stiles, Von Sutten, and Kathleen Moore. NCHA staff present were Jim Bret Campbell, Angie Highland, Dave Brian, Dee McLauchlin and Pam Robison.

The Payout Task Force (Members: Matt Miller, chair of the Limited Age Event Committee; Tatum Rice, vice chair of the Limited Age Event Committee; Heather Stiles, chair of the Non-Pro Committee; Kathleen Moore, chair of the Stallion Owners Committee; Von Sutten, amateur representative; Casey Green, member of the Professional Trainers Committee and Chair of the Cattle Committee; Lloyd Cox, member of the Limited Age Event Committee; Tommy Neal, member of the Finance Committee; Terry Strange, chair of the Finance Committee; and Lach Perks, ad hoc member of the Finance Committee) met several times to work on the following primary objectives:

  1. Create simple, clear and consistent rules for NCHA events to increase understanding and transparency to payouts and awards.
  2. Eliminate Guaranteed Payouts to manage financial risk more effectively.
  3. Retain philosophy to pay competitors as strong and as deep as practical especially in the Non Pro and amateur classes.
  4. Keep NCHA events as the best value cutting in the industry based on entry fee vs. payout potential.

It is anticipated this group will meet annually to review the Triple Crown payouts and offer recommendations for any alterations. Additionally, it was noted that any recommendations from the Convention that may affect the Triple Crown purses will be reviewed by a “Competition Committee” before the Executive Committee meets to take action on the Convention recommendations. This Competition Committee would consist of the Chairs and Vice-Chairs of the most appropriate standing committees.

After discussion, a motion was made by Bill Riddle and seconded by Chuck Smith to approve the Triple Crown payout program as presented. This motion passed by a vote of seven in favor (Bill Riddle, Chuck Smith, Lewis Wray, Jeff Fisk, Matt Gaines, Ronnie Smith and J.B. McLamb) and three not in favor (Kathy Daughn, Jerry Louie, and Jack Holt). The entire proposal is attached.

During the January 14 & 15, 2016 Executive Committee, the following was approved regarding the 2015/2016 NCHA budget:

The committee was presented with two budget versions for the fiscal year of 2015-2016, with the difference between the two being an increase in the office charge for the Super Stakes and Summer Cutting Spectacular (an increase of $200 for each show, $325 to $525 for open and non pro classes). There were other specific items affecting the). There were other specific items affecting the budget that were discussed and approved during the November meeting. A motion was made by Jerry Louie, seconded by Chris Dublin and passed to approve the 2015/2016 budget with the office fee increase as presented.

This item was reviewed again, a motion was made by Lewis Wray and seconded by Ronnie Smith to change the office fees for the Amateur and Unlimited Amateur classes at the Super Stakes and Summer Show to $275 beginning with the 2016 Super Stakes. This motion passed by a vote of nine in favor (Lewis Wray, Ronnie Smith, Chuck Smith, Kathy Daughn, Jeff Fisk, Matt Gaines, Jack Holt, Jerry Louie, Bill Riddle, and Ronnie Smith) to one (J.B. McLamb). The Open and Non Pro office fees for those two shows will remain at $525 and the Limited Non Pro at $325.

Being no further business, the meeting was adjourned.

Executive Committee minutes January 14-15, 2016

The NCHA Executive Committee met on Thursday, January 14, in the NCHA offices. The meeting was called to order at 8:00 a.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. Jeff Fisk arrived at 9:00 a.m.

A motion was made by Bill Riddle, seconded by Lewis Wray and passed to accept the minutes from the November 10 & 11, 2015 meeting and the November 24, 2015 conference call. These minutes were previously approved via email.

Finance & Audit Committee/Budget
Chairman Terry Strange of the Finance & Audit Committee and additional committee members Lach Perks, Jimmy Eakin and Tommy Neal were in attendance to report on the current budget and the NCHA’s financial position. Also in attendance for this portion of the meeting were Limited Age Event Committee chair Matt Miller and vice chair Tatum Rice. The audited financial report for the time period of December 31, 2014 to September 30, 2015, was reviewed. It was noted this was a nine-month time period as the association transitions to a fiscal year beginning with October 1 of each year. A motion was made by Bill Riddle, seconded by Chuck Smith and passed to accept the audited financial report for the year ending September 30, 2015.

In reviewing the current financial position, it was noted the State of Texas MERP funds have not yet been received for four Triple Crown events that have already been paid out. These funds are pending approval by the State of Texas. The four show total is in excess of $2.9 million. As a way to stay on top of this situation, a motion was made by Jerry Louie, seconded by Seth Kirchner and passed to authorize the investment group (Jimmy Eakin, Tommy Neal & Jerry Yelverton),  President Jo Ellard and President Elect Chuck Smith to meet with Frost Bank to discuss a line of credit as a precaution, should it be needed. There are still over $4 million in investment funds for the NCHA.

It was reported the Super Stakes Stallion “rollback” has gone well with additional foals and stallions being subscribed. Staff is also reaching out to stallions that have participated in the past and giving them to opportunity to join in the program again. Since the beginning of the program, more than 10,755 foals have been nominated. A recommendation will be presented at the next meeting regarding how to distribute the awards for the various classes. It was reminded that the Super Stakes program will begin reimbursing the NCHA $250,000/year beginning in 2017 (for six years) for funds that were “loaned” to the program when it was changed.

The Payout Task Force (consisting of Lach Perks, Terry Strange, and Tommy Neal) presented the findings of the group that formed a framework for a larger group to provide input into the guidelines that govern payout distributions at the Triple Crown events. The task force was slated to make a presentation to the membership the following afternoon. The processes that are used for calculating purses for Triple Crown events following the current rules will be explained with various scenarios presented if any of these rules are approved for change. It is hoped that at the conclusion of tomorrow’s meeting, a sub group consisting of five to seven members of the LAE Committee and the Chairs (or other representatives) from the Amateur, Non Pro, Professional Trainers and Stallion Owners will be selected to work further on the concepts brought up during the open forum meeting. A motion was made by Seth Kirchner, seconded by Bill Riddle and passed to approve this process with the proposals brought back to the Executive Committee for approval before the second payment for the Super Stakes.

A motion was made by Chris Dublin, seconded by J.B. McLamb and passed for the committee to go into Executive Session to discuss the current budget and ask questions on the detail. A motion was made by Jeff Fisk, seconded by Jerry Louie and passed to close the Executive Session and go back into regular session.

The committee was presented with two budget versions for the fiscal year of 2015-2016, with the difference between the two being an increase in the office charge for the Super Stakes and Summer Cutting Spectacular (an increase of $200 for each show, $325 to $525 for open and non pro classes). There were other specific items affecting the budget that were discussed and approved during the November meeting. A motion was made by Jerry Louie, seconded by Chris Dublin and passed to approve the 2015/2016 budget with the office fee increase as presented.

NCHA Charities Foundation Update
At the first of January, a group of individuals (Jo Ellard, Jim Bret Campbell, Jerry Ward, Jack Holt, Frank & Robin Merrill, Chris & Jan Dublin, Charlie & Linda Israel, Joey & Laurie Miller) participated in a retreat in Tampa Bay, Florida for a four day meeting to discuss the NCHA Charities Foundation. It was reported the existing Foundation board must approve the required by-laws change, then those bylaws must be approved by the entire NCHA Board of Directors and then the Executive Committee. With this timeline and meeting schedules, the Foundation by-laws change will be delayed until later in the year.

Promotion & Development Committee
Committee members Chuck Smith and Constance Jaeggi gave an update on the Promotion & Development Committee’s latest initiatives. The “two cow/two minute” class which was approved for the grassroots level shows, is being utilized in several locations. It is noted these shows are quicker and the cattle remain fresher with this approach.

The new Achievement Buckle with the associated levels approved last year has generated lots of interest and calls to the office. The new buckle has places for seven stones as earnings increase with an earnings medallion added at the same time. A higher end achievement buckle has also been designed for members that would like to purchase a buckle.

There was discussion of creating a brochure or other materials containing information about the grassroots cuttings, the achievement buckle and the corresponding earnings levels that could be provided to affiliates, show secretaries, and club cuttings. It was also mentioned providing a list with short biography for those that qualify for the achievement buckle in the Chatter or on the NCHA website.

Western Bloodstock Contract
The Western Bloodstock sale contract is due for renewal. A motion was made by Jerry Louie, seconded by Chris Dublin and passed for the contract to be updated and continued with Western Bloodstock.

Officer Candidate and Members Hall of Fame Timeline
An update was given on two of the committees that will meet in the next few months. The Officer Nominating Committee has been selected and information distributed to the Board of Directors. This committee is scheduled to meet on February 8th and must provide two candidates by February 23rd. The ballots will be sent to all members with email addresses by the middle of April with paper ballots following approximately two weeks later.

Nominations to the Members Hall of Fame can be made at any time but the deadline each year is March 1. A notice was recently sent to the Board of Directors and information placed in the NCHA website asking for nominations. The Hall of Fame selection committee will meet the first part of March to select this year’s recipients.

Executive Director’s Report
Executive Director Jim Bret Campbell provided an update to the committee. It was noted there were 150,000 unique viewers to the Futurity webcast. The open finals were a sell out in the coliseum with positive comments about the opening ceremonies this year. During the World Finals webcast, it was presented similar to a TV broadcast with a play-by-play person and color analyst.

A search firm will be utilized in securing a director of marketing. It is also anticipated that various specialized marketing agencies may be utilized to handle portions of the marketing area.

It was decided to tentatively set the next Executive Committee meeting for Monday, March 21.

Being no further business, the meeting was adjourned.

NCHA Executive Committee Meeting: September 15, 16 & 17, 2015

NCHA LogoThe NCHA Executive Committee met on Tuesday, September 15 in the NCHA offices. The meeting was called to order at 2:00 p.m. with a quorum of 13 present: President Jo Ellard, 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. President-Elect Chuck Smith joined the meeting later in the evening.

A motion was made by Seth Kirchner, seconded by Lewis Wray and passed to accept the minutes from the June 17, 2015 and June 21, 2015 meetings; June 8, 2015, June 29, 2015, and August 1, 2015 conference calls. This motion also includes approving the executive session minutes connected with the June 17, June 21 and June 29 meetings. All minutes were previously approved via email.

Limited Age Events Committee

Limited Age Events Committee Chair Matt Miller was in attendance to provide the committee report and recommendations. The committee recommended to decrease the Horse of the Year points awarded during the World Series of Cutting shows. Currently, those shows receive double points and the recommendation is to award points based on the number of entries used in other events. It was noted the current point system for determining Horse of the Year was implemented for the first time this year. A motion was made by Bill Riddle, seconded by Matt Gaines and passed to table this recommendation and send it back to committee for further research. The executive committee would like for the HOY races to be tracked this year and examine in which shows the winners earned their points. This item can be reviewed at next year’s Convention and a recommendation made at that time, if needed.

It was reported that a task force (consisting of Matt Miller, Frank Merrill, Kathleen Moore, Jeremy Barwick and Dave Brian) will meet during the Futurity to discuss the potential of utilizing a nomination program for the Triple Crown events as a way to increase the payouts at these events

Youth Committee

Youth Committee Chair Matthew Blewitt and Youth Coordinator Judy Morris were in attendance to provide the committee report and recommendations. The committee recommends to mirror the Open Show Committee recommendation for changing the Youth classes at the Eastern and Western National Championships to a points format – with a class within a class for youth members that have aged out, so they may still participate for Eastern/Western Championship title and scholarship money, but will not be awarded points. The committee additionally recommends the addition of a Novice Youth class at the National Championships as a class within a class with awards. A motion was made by Jeff Fisk, seconded by Kathy Daughn and passed to approve the concept but the Youth Committee is tasked with refining the exact plan for points and present back to the Executive Committee at a later meeting.

There was discussion of the shrinking youth entries at the National Championships and ways to help bring in more entries. It was noted that the youth members often participate in a points cutting elsewhere. A six point program was discussed. Additionally, the idea of allowing youth to show horses that were previously disqualified because the horses were in the previous top 15 year-end standings or allow the youth to show any horse in the National Championships. The Executive Committee would like for the Youth Committee to review these potential changes and report back at a later meeting.

It is recommended to continue with the Novice Youth class while encouraging more promotion of this class. No action was taken on this item so the class will continue to be offered.

The issue of allowing alcohol sales at NYCHA events was discussed. Currently, there are no alcohol sales during any youth classes held in the Watt Arena including the go rounds of the scholarship cutting or in the Youth World Finals. While the Executive Committee is not passing a formal recommendation, the Youth Committee is advised they can set their own guidelines and add verbiage or signage to any of their events and forms.

Additionally, the Youth Committee was tasked with conducting research of other youth organizations concerning their definition of and penalties assessed regarding Unacceptable Behavior of Youth members while attending any Association sponsored/approved event. The Youth Committee was asked to develop language and policy that will be incorporated into the Rules and Bylaws that address these issues. This verbiage will be brought back for review at a later meeting.

Stallion Owners & Breeders Committee

Stallion Owners & Breeders Committee Chair Kathleen Moore and Stallion/Foal Program Coordinator Janna Robinson were in attendance to provide the committee report and recommendations. The committee met after the Convention to discuss the situation of foals being nominated for the Super Stakes program but their sires have not been subscribed. Currently the rules do not allow for a stallion to be subscribed past the resulting foal’s weanling year. However, foals may be nominated (with late fees) at any time (through their six year old season). The committee presented a similar sliding scale so that stallions may be subscribed at any time so that a foal could be eligible. A motion was made by Matt Gaines, seconded by Jack Holt and passed to approve the stallion fee as presented for the Super Stakes:

  • Prior to breeding year with October 1 deadline: $2,600;
  • Past deadline and through breeding year: $3,600;
  • Foals’ weanling year: $4,500;
  • Foals’ yearling year: $6,000;
  • Foals’ two year old year: $7,500;
  • and Foals’ three year old year and up: $10,000.

It was noted that staff needs to review the process regarding a weanling nomination is (or is not) accepted based on the stallion not being paid into the program.

It was noted that several avenues of promotion have been utilized to market the Stallion and Foal Program: chatter notices, website and Facebook posts, listing all foals nominated online, etc. At a future meeting, the idea of producing more advertising with funding from the program will be examined.

Gail Holmes wrote an article, “In the Beginning…A Cutting Horse Guidebook” that she feels can be useful to the NCHA. A motion was made by Bill Riddle, seconded by Jeff Fisk and passed to utilize this document in the most beneficial way for the association.

The Stallion Owners & Breeders Committee has scheduled a conference call later this week to formulate a sub-committee to handle any issues regarding nominations that cannot be handled by the office.

Professional Trainers Committee

Professional Trainers Committee Chair Phil Hanson was in attendance to provide the committee report and recommendations. A recommendation to replace the two existing Non Pro Exception Rules with a three year/$100,000 Exception Rule. This item is on several committees and will be decided when the last committee presents.

The recommendation to implement a college internship program is on several committees and will be decided when the last committee presents.

The recommendation to implement an Apprentice Trainer Program is on several committees and will be decided when the last committee presents.

The recommendation for increase the eligibility limit of both the $15,000 Novice and $15,000 Novice Non Pro classes to a $35,000 level is on several committees and will be decided when the last committee presents.

Executive Director’s Report

Executive Director Jim Bret Campbell provided an update on several items. Lach Perks, Chair of the HUB Project Oversight Committee, and Steve Carnes, the new NCHA Director IT, reported that the HUB software is scheduled to go “live” in the NCHA office in January. It was noted that rule changes made at this meeting that involve additional programming could delay this progress. Additionally, Carnes has taken over the work on the new NCHA website which is scheduled to go live at the first of January. It was announced that the actual users of the software (NCHA staff) will give a demonstration at the November meeting.

During an earlier Executive Committee meeting, it was approved to participate in the “Time To Ride” industry wide campaign. NCHA has a three-year commitment in the program. The program offers individuals the opportunity to apply for grants to host a special event. The purpose is expose new people to horses. To date, more than 30,000 new people had ridden a horse because of the program.

The initial “Slot Cutting” during the Summer Spectacular, made a net revenue to the NCHA of $32,700. At the Futurity, the go rounds will be held on November 17 and 18 in the Watt Arena. The open slot finals will be incorporated into the Celebrity Cutting evening on Friday, December 4. The Celebrity Cutting and their Foundation will benefit from the ticket sales that evening.

The Snowball Express is a non-profit organization that supports families that have lost a family member in service. They will have an event in Fort Worth with approximately 2,000 expected to participate. On December 13, they will be at Will Rogers after visiting the museums that morning. It is planned to have approximately ten different cutting runs and activities for the children. As part of this day, there will be a “Gratitude Walk” with people encouraged to line Gendy Street to recognize families as they go by.

In 2016, it will be the 25th anniversary of the movie Lonesome Dove and a reunion of cast members is planned for March while the Super Stakes is going on. A Gala is planned on March 31 in the Stockyards with weeklong activities planned for that week. NCHA will have presence during portions of that week.

There were a total of four bids received to host the 2017/2018 Bids for Western Championships. Staff is continuing to review the proposals and will bring a recommendation during the November meeting.

It was report that RideTV is being broadcast on a basic channel package with DISH Network. There has been discussion of them broadcasting the Futurity. Their proposal includes a thirty minute special in advance and a two hour show within one week of the Finals. Additionally, they are offering to produce the webcast with announcers, extra cameras, etc. Currently this broadcast proposal is in the budget. NCHA will own the final content and have input on the announcers. A motion was made by Bill Riddle, seconded by Seth Kirchner and passed to approve this proposal for RideTV to broadcast the Futurity Finals. The Finals will continue to be webcast live.

In order to keep the sponsor relationship with AQHA, a different opportunity will need to be presented. Previously NCHA weekend was partially funded by AQHA with points being offered to qualify for the AQHA World Show. It was noted the AQHA entries for the weekend dropped by half from the previous year. Staff will pursue other options and present back to the Executive Committee at a later meeting.

A confirmation was sought regarding the Family Horse Rule. It was agreed the rule was interpreted correctly that another family member may pay for the entry fee on a horse.

An update was given on the Major Events Reimbursement Program. The application review and approval process has moved from the comptroller’s office to the governor’s office.

The meeting was adjourned at 8:00 p.m.

Wednesday, September 16, 2015

The Executive Committee reconvened at 8:00 a.m. on Wednesday, September 16, 2015 with all 14 members of the Executive Committee in attendance.

Long Range Planning Committee

Committee Chair Chris Dublin was in attendance to give the Long Range Planning Committee report and recommendations. An update of the Governance Task Force was given by its Chair Charlie Israel. Several of the ideas and changes being considered were discussed. This item will be reviewed again at the November meeting.

Chris Dublin also gave an update regarding the NCHA’s Foundation. A rewritten set of by-laws are being considered. This would allow for the current board to be continue their responsibilities of the CIA and scholarships. The by-laws will be reviewed by the Foundation board and then presented at the November meeting.

It was noted with the change and emphasis on director absences at the Convention, several of the directors from Europe are in danger of being removed. This item will be discussed again in November.

History & Preservation Committee

Committee Chair Bill Riddle gave a report from the History & Preservation Committee. A sub-committee consisting of Ginny McLamb, Robin Merrill and Becky Elliott are working on a timeline and photos that will be displayed in the concourse of the coliseum at this year’s Futurity but will be expanded for the 70th Futurity in 2016. Several members of the committee are currently working on a “Legends Series” that will include Buster Welch and others discussing the early years of the NCHA. This event is scheduled for October 16 in the Will Rogers Coliseum. Those working on this project are Dennie Dunn, Bill Riddle, Charlie Israel and Frank Merrill. It is anticipated that Red Steagall will be the MC for the event. Although there will be specific groups and people invited for that day, it will be open to the public. (Several of these details were finalized during a conference call after the Executive Committee meeting)

It was reported that the Dogwood Foundation will match up to $50,000 per year for the next three years. These funds may be used to help with staffing for the Foundation as well as general fundraising and awareness, and preserving the history and heritage of the NCHA.

Members Hall of Fame Committee

The current Chair of the Members Hall of Fame Committee Lewis Wray, presented the committee’s request for changes on the way individuals are selected to serve on this important committee. During the March, 2015 Executive Committee meeting, it was determined that having some continuity among the members who serve on this committee was preferable to having a new committee formed each year.

A motion was made by Seth Kirchner, seconded by Matt Gaines and passed to approve the following changes to the Members Hall of Fame section in the NCHA Rule Book:

MEMBERS HALL OF FAME: The NCHA Members Hall of Fame was established to recognize those individuals who have made outstanding and unusual contributions to the NCHA basic purpose, which is the public exhibition and constant promotion of the Cutting Horse. We are proud to honor these individuals who have exhibited a high moral character, good sportsmanship, fairness, and an exemplary contribution of time, effort and interest in NCHA and its basic endeavors. To nominate a deserving individual to the Members Hall of Fame, a nomination form must be filled out and the appropriate number of nomination letters provided. The nomination form is found on the NCHA website or can be requested from the office.

The Hall of Fame selection committee shall consist of five individuals of which one new member is appointed each year by the current President. Each member will serve a five year term as a way to keep continuity on the committee. It is recommended that at least one member is a current Executive Committee member. The Committee members shall elect a Chairman from its members each year. The President appoints five (5) to a Members Hall of Fame Committee. This Committee screens all nominees and submits a recommendation to the Executive Committee. Inductions will be limited to a maximum of six (6) inductees per year and nominees will be eligible for consideration for five years after receipt of their nomination. Award: Honored during the annual Convention and official Certificate presented at Futurity Finals.

Open Show Committee

Committee Chair Skip Jones was in attendance to give the Open Show Committee report and recommendations. The committee recommends the eligibility limit be increased to the $25,000 level for the $15,000 Novice and the $15,000 Novice Non Pro. This item is being addressed by other committees and will be acted on after hearing all of the reports.

The recommendation to implement a college internship program is on several committees and will be decided when the last committee presents.

The recommendation to implement an Apprentice Trainer Program is on several committees and will be decided when the last committee presents.

The committee recommended changing Standing Rule 8.a by reducing the added money requirement from $750 down the $500 for shows to provide three head of fresh cattle. It is felt that it should be left to individual show management as some areas face more difficulty in finding cattle.

It is recommended to drop further down in the world standings as a way to help fill the top 15 slots for all classes at the World Finals. A motion was made by Matt Gaines, seconded by Chris Dublin and passed to approve dropping to 20th place in the world standings to fill the 15 slots at the Mercuria World Finals in all classes beginning at the 2016 World Finals.

Regarding the recommendation on selling slots at the two National Championships, a motion was made by Jerry Louie, seconded by Jack Holt and passed to allow the selling of slots at the Eastern and Western National Championships up to three days before a class starts. This is a change from five days to three days.

The committee recommended changes to the allocation of points in the selection of the Affiliate of the Year. A motion was made by Bill Riddle, seconded by Ronnie Smith and passed to change the following in the point system for the Affiliate of the Year:

Innovations at shows will change from 50 points down to 30 points.
NEW: Adhere to NCHA rules and cutting traditions will account for 20 points.

Additionally, back up materials will be provided to Open Show Committee members in electronic format as well as hard copies mailed. Committee members will be allowed to request follow up on submitted material, if desired.

The recommendation of awarding points for youth classes at Eastern and Western National Championships was approved in concept during the Youth Committee report.

A new agenda item regarding the Horse of the Year point system was discussed. The Open Show Committee requests that the point system allowing double points at the Mercuria World Series events to count towards the Horse of the Year award to remain as it is currently.

At the conclusion of the Open Show Committee report, a letter submitted by the Houston Livestock Show & Rodeo asking for variances in some areas for their event. The majority of the requests have been approved in previous years. The committee did review a request regarding the payout system for two classes. They have requested that all classes be allowed to be paid out on the Unit Payout System. A motion was made by J.B. McLamb, seconded by Chris Dublin and passed to approve the HLSR’s request to pay the $15,000 Amateur and $35,000 Non Pro classes based on the Unit Payout System, with all monies being paid in the finals. This would allow all classes to be paid in this manner.

Approved LAE Show Producers Committee

Committee Chair Cheryl Callis was in attendance to give the Approved LAE Show Producers Committee report and recommendations. A motion was made by Matt Gaines, seconded by Seth Kirchner and passed to approve the dates of the Major LAE Show Applications for the time period of January 1, 2016 – June 30, 2016 while allowing the Abilene Spectacular to move their dates and retain their premier status.

Affiliate Officers & Secretaries Committee

Cheryl Callis was in attendance to give the Affiliate Officers & Secretaries Committee report and recommendations. A motion was made by Matt Gaines, seconded by Jack Holt and passed to approve the following changes to Standing Rule 11.e:

NCHA approved shows that utilize pre-entries can institute a cattle charge and outside vendor portable stall fees on a scratched entry that occurs before the draw. This would be at the discretion of show management (with proper notice on show applications).

Shows will need to have verbiage on their show entry stating that any cancellations would need to be done “x” number of days before a show before implementing these charges.

Non Pro Committee

Committee Chair Heather Stiles and Vice Chair Brad Wilson were in attendance to give the Non Pro Committee report and recommendations. The committee recommended replacing the existing Non Pro exception rules with a 3 Year/$100,000 exception rule requiring past trainers to wait three years since they last trained AND have combined lifetime earnings in open competition of less than $100,000. The Executive Committee asked the Non Pro Committee to review this item again and address the following questions or potential inconsistencies: formula for money earned (open only/amateur LTE/all disciplines); clearly define the path of family and children to amateur status; specific classes the applicant would be eligible; the number of years on other exemptions need to match; compare the recommendation to current exception rules as to classes, eligibility, etc.; look at the senior exceptions/$50,000 rollover rule. Additionally, the records need to be examined to know more precisely how many members this could potentially affect.

The recommendation for increase the eligibility limit of both the $15,000 Novice and $15,000 Novice Non Pro classes to a $25,000 level is on several committees and will be decided when the last committee presents.

The recommendation to implement a college equine internship program is also on later committees and will be decided at that time.

The committee recommends implementing an Apprentice Program at both the limited age and weekend levels (with less than $10,000 added money) for one year with an opt out option at that point. After reviewing several committee recommendations on implementing an Apprentice Program, with several different proposals and details, the Executive Committee would like for the three chairs of those committees (Non Pro, Open Show, and Professional Trainers) to meet and present a unified proposal at the next meeting.

Amateur Committee

Committee Chair Kristen York was in attendance to give the Amateur Committee report and recommendations. On the recommendation concerning the Unlimited Amateur, a motion was made by Jerry Louie, seconded by Ronnie Smith and passed with one opposed (Seth Kirchner) to implement the Unlimited Amateur at the weekend level on a one year trial basis as a recognized class with money counting but no standings will be kept. The inclusion of this class will be determined by show management based on the demand in their area. Because of NCHA programming restrictions, this recommendation will not be available until later in the year once programming is able to accommodate this change. Show secretaries and exhibitors will be notified at that time. –

After reviewing all of the proposals regarding monetary increases to the Novice and Novice Non Pro, a motion was made by Chuck Smith, seconded by Jeff Fisk and passed with four opposed (Jerry Louie, Seth Kirchner, Charlie Israel, Jack Holt) to approve raising the levels of the Novice and Novice Non Pro classes to $25,000 beginning in 2016.

After reviewing all of the proposals regarding a college internship program, a motion was made by Jerry Louie, seconded by Kathy Daughn and passed to approve implementing this program as soon as the details can be firmed up.

Horse & Cattle Welfare Committee

Committee Chair Lindy Burch was in attendance to give an update and present the recommendations for the Horse & Cattle Welfare Committee and the Medication Review Committee. The committee recommended changes to Rules 35A.5 and 35A.7 to help with clarifying those rules. A motion was made by Jerry Louie, seconded by Jack Holt and passed to approve the rule changes below for Rules 35A.5 and Rule 35A.7:

Rule 35A.5

To ensure that NCHA is able to test the top three horses in each class, the horses with the best three scores in each bunch of the Open, Non Pro and Amateur finals will be tested;

The Executive Director will have the authority to test repeat offenders of the Medication Rules;

Clarify procedures for submitting to random testing (i.e. – receipt of request, signing of request, do not remove horse from arena, etc.);

Add 15 minute time limit to Rules (i.e. – exhibitor has 15 minutes from time test form is received to deliver horse to test stall or make other arrangements with testing vet);

A violation of the 15 minute rule or bringing wrong horse for testing is equivalent to a refusal to comply with a testing request;

The medication report must be on file prior to random test in order to be considered;

Include disciplinary recommendations for “wrong horse cases” sent to Grievance Committee ($10,000 fine, 12 month suspension).

Rule 35A.7

The Medication Review Committee will consider a medication violation found by the state, a co-sponsor or a co-producer as a potential violation of NCHA Medication and Drug Rules.

The committee is requesting that a few more horses be tested at each show. At a later meeting, the potential cost will be reviewed in regards to increasing by a percentage at specific shows.

 

Steve Williams was appointed to the Medication Review Committee to replace Jack Holt, if he accepts.

Judges Rules Committee

Committee Chair Brett Davis was in attendance to give the Judges Rules Committee report and recommendations. After reviewing all of the recommendations making one change regarding the challenge system a motion was made by Matt Gaines, seconded by Bill Riddle and approved to pass the following recommendations to rule changes/updates:

Delete Example 1 from Judging Rule 8 (pages 107-108 in Rule Book): “The Cutter has ample slack in his reins. After cutting cleanly, he begins to work, holding his rein hand above the saddle horn. He does not move his hand from side to side or forward and back during his work. He repeats this procedure on his second cow and the buzzer sounds before he can cut a third cow.”

“RULING: No penalty.”

“NOTE: A Cutter holding his hand high above the saddle horn so long as he keeps his hand still, provided that his bridle reins are long enough to prevent his bit from being bumped during his run.”

Insert the following sentence at the beginning of Standing Rule 20 (page 32: “The time allotted each horse to work is two and one-half (2-1/2) minutes, time to start when contestant crosses the time line.” (This clause is an existing rule that was inadvertently deleted from the Rule Book in 2015)

All monitored LAE events will use the 1-2 ½ clock and it will be optional at weekend events to use the 1-2 ½ minute clock.

The following will be added as a #2 to Judging Rule 16.b (page 124):

  1. Judges are not allowed to use their cell phone while in the judges’ stand.

The following will be added to the NOTE at the end of Judging Rule 5.b.: Example 4: “The entire cow must enter the working area of the horse.”

“Working area of the horse is defined as the entire cow being in front of the horse’s head.”

The following will be added to the NOTE to Judging Rule 5.b, Example 5, (page 103): “Running into the herd shall not be called unless the Cutter creates enough disturbance to cause one (1) or more cattle to actually enter the working area of the horse. A wild cow leaving on its own would not be considered picking up cattle.”

The following will be added to Standing Rule 27.f.1 (page 94) regarding the timeline for protests, that the seven (7) day time limit deadline for a Limited Age Events protest is seven (7) days from the end of the show.

The following will appear under the Procedures for Videotaping (#14 on page 40): “All events using the Self Adjusted Monitor System must provide an isolated location to review the runs in question. The room is to include a good sized TV (preferably with at least a 20-inch screen) with 1/16 slow motion capability, video player and an NCHA Rule Book.

Under no condition is a judge to review any runs in the arena or in the presence of contestants, owners or other judges.”

The last sentence of Standing Rule 34.b (page 57) will be deleted: “After the buzzer sounds, the cutter will discontinue working and ride his horse forward past the judges’ stands before dismounting, except to retrieve a lost article. Once the lost article is retrieved, the rider will remount and continue riding his horse forward past the judges stands.

The following will be added to the Standing Rule 6L (page 18):

Fines will be distributed by the NCHA to the judges and monitor working the event.

At weekend shows the Judge has the option to stay and judge additional horses after the 150 to receive extra compensation from the fines paid for breaking the 150 horse cap. The extra compensation will be $100 for 151-155 horses and $200 for 156 – 160 horses. Judges will not be allowed to judge over 160 works.

No cameras or videos be allowed inside the timeline without special approval from the Executive Committee.

A challenge system was approved for the Triple Crown events and will begin with the 2015 Futurity. The challenge system gives a contestant the opportunity to challenge a judging decision, when all five judges call the same major penalty by requesting a review on their run. Only the contestant can challenge their run. The challenge cost is $1000 and must be submitted by a completed form and payment to the show management prior to the start of the next go-round. In the event the challenge occurs from a finals, the challenge must be submitted to show management before the results are made official in each set. If the challenge proves to be legitimate then the contestant will be refunded their $1000.00. If it is not and the judges leave their original ruling, then the NCHA would retain the $1000.00. If the contestant’s score is changed by the judges and is high enough to advance to the next go-round, it would advance and work in its pre-drawn position. The bubble score to advance would not change. The horse winning the challenge would be added into the next round. If the next round is a semi-finals or finals round the contestant will be hand-drawn into the round without changing the bubble score. The extra horse would be added into that round. Any challenges submitted will be reviewed by both monitors and all five judges.

Cattle Committee/Cattle Manager

It was reported that for the Triple Crown events, the pre-gentling will continue when heifers are being utilized. If steers are used, they will not be pre-gentled.

After conducting interviews for the cattle manager position, it was announced that Bronc Willoughby will be hired in this capacity. Willoughby will continue to work with Bob Joy at this time.

Being no further business, the meeting was adjourned at 6:00 p.m.

Thursday, September 17, 2015

The Executive Committee reconvened at 8:00 a.m. on Thursday, September 17, 2015 with all 14 members of the Executive Committee in attendance.

Finance & Audit Committee

Committee Chair Terry Strange was in attendance to present the Finance & Audit Committee report. An Investment Committee (consisting of Tommy Neal, Jerry Yelverton, Jimmy Eakin and Terry Strange) researched the current investing processes and company used for those funds. It was determined that staying with Frost Bank is the best option at this time but an updated investment policy needs to be in place. A motion was made by Charlie Israel, seconded by Chris Dublin and passed to accept the updated investment portfolio as presented.

An update was given regarding the potential for the NCHA to move its offices into the Stockyards area. Although it is not a good option at this time, having some sort of presence (museum, ability to give demos) will be pursued.

It was reported the affiliate insurance that was approved during the Convention, has been well received with many affiliates calling in to thank the association.

As previously approved, the NCHA’s fiscal year will end on September 30 beginning this year. An audit will be performed shortly thereafter for the nine months on this cycle.

A formal budget will be presented at the November meeting of the Executive Committee.

Promotion & Development Committee

In attendance from the Promotion & Development Committee were members Constance Jaeggi, Kathy Galyean and Debbie Roberts. The Promotion & Development Committee has continued work after the Convention with the three sub-committees that were formed.

The Convergence Sub-Committee (chaired by Constance Jaeggi) have worked on several proposals that would benefit the grassroots and beginning cutter. One of their recommendations is to reinstate the $1,000 Achievement Buckle which was increased to its current level of $2,000 in 2010. They have worked closely with Gist Silversmiths to offer other levels of achievement. A motion was made by Bill Riddle, seconded by Matt Gaines and passed to approve the following proposal:

  1. The Achievement Buckle first level will be adjusted from $2,000 down to $1,000.
  2. Additional levels will be added in for earning $2,500; $5,000; $10,000; $15,000; $25,000; and $50,000. Those higher levels would be designated by the addition of medallions and stones to the buckles. Those additions will cost approximately $100 each and can be purchased by members from Gist.
  3. For those members that have already received the $2,000 achievement buckle but would like the new buckle, NCHA will confirm their eligibility and they will be able to purchase the buckle from Gist (cost is approximately $200 which is in line with the current buckle cost).
  4. The NCHA staff will work out a step by step plan to help the members in obtaining their buckles/medallions/stones.

 

At the Grassroots level, it is recommended to offer a two cows/two minute format as option. This has the potential to reduce the cost, saves time and can help those in the $2,000 Limit Rider class who are often working rerun cattle. A motion was made by Chris Dublin, seconded by Jeff Fisk and passed to approve the two cows/two minutes format for the Grassroots shows as a trial for six months, beginning immediately. Any money earned goes toward LTE and earning a buckle. This change will be evaluated at the end of the trial period. Additionally, a request has been made to allow grassroots shows the ability to have two shows a day. This would also help with expenses for the show and the contestants as well as allowing both contestants and trainers the ability to show multiple times. A motion was made by Jeff Fisk, seconded by Chuck Smith and passed to allow the grassroots shows the ability to hold two shows a day and this will be effective immediately.

The affiliates in Europe operate under a point system as opposed to a monetary compensation system for their grassroots shows. It is suggested implementing a point to dollar conversion rate so that grassroots cuttings could count in the achievement award program and cutters that compete in the grassroots level can be recognized for their achievements. It was recommended to count one point as $50. A motion was made by Bill Riddle, seconded by Seth Kirchner and passed to approve the point to dollar conversion for the grassroots shows in Europe. This is pending programming capabilities

Additional ways to recognize the grassroots competitors and to attract new members include when grassroots competitors qualify in the recognition levels, honoring them in the Chatter/on-line/Facebook; designing and sending promotional packets to non-NCHA clubs/cuttings to offer the advantages for joining the NCHA and being approved. There was discussion of renaming the “grassroots” shows to something else the committee and staff will present ideas at a later meeting.

The Research Sub-Committee chaired by Kathy Galyean reported the last member survey by NCHA members was from 2012. Rather than conduct an entirely new survey, the committee is suggesting this data be reanalyzed. Another idea is conduct surveys on members that no longer participate or those that chose to not rejoin. At this time, it is felt resources would be better spent in the grassroots areas that have been discussed.

Debbie Roberts gave an overview of potential ways social media can be utilized. This involves items such as video content management, sharing on other Facebook pages, live scores via streaming. Several of these items may be addressed when the new NCHA website is live.

It was noted the budget allocation for promoting the Futurity was reduced from $250,000/year to $50,000 a few years ago. As a result, some of the promotion areas scheduled to utilized for this year’s Futurity will concentrate on radio, local newspapers, cross promotion with other equine events (NRHA Futurity, World Championship Ranch Rodeo in Amarillo), utilize AQHA member list for local area, booth at the stockyards during the event, etc. Special events for the Futurity were detailed. It was also noted that Jerry Durant Autos has been secured as a Futurity sponsor for three years beginning in 2016.

The dates for the next Executive Committee meeting were set for November 10 and 11.

Being no further business, a motion was made and seconded to reconvene in Executive Session.

NCHA Executive Committee Meeting April 30, 2015

The NCHA Executive Committee met Thursday, April 30, 2015, via conference call. The meeting was called to order at 5:00 p.m. with a quorum of nine present: President Bruce Richerson, President-Elect Jo Ellard, Kathy Daughn, Brett Davis, Chris Dublin, Dennie Dunn, Matt Gaines, Jerry Louie, and Lewis Wray. Vice President Chuck Smith and Seth Kirchner was able to join the call in progress. The members unable to participate and excused were: Jeff Fisk, Charlie Israel, and Bill Riddle. Also on the call were Executive Director Jim Bret Campbell and Pam Robison.

The two main purposes of this call were to discuss the location of the 2016 Western National Championships and 5/6yo Open division of the Great American Insurance NCHA Summer Cutting Spectacular.

The 2014 Western National Championships were held in Denver and the main part of the contract originally signed to host this event does not address an additional year. The addendum outlining the various fees associated with the facility does state the rates are based on a two-year agreement for 2014 and 2016. When the request for proposal was released seeking bids for the 2016 event, Denver produced the addendum noting the two-year agreement. After discussion, a motion was made by Brett Davis, seconded by Chris Dublin and passed to honor the signed contract and addendum for the Western National Championships to be held in Denver in 2016. Additionally, bids for hosting the 2017 event will be solicited.

The Limited Age Events Committee met during the Lucas Oil NCHA Super Stakes and voted to eliminate the wild card for the Summer Spectacular Classic. Considerable amount of time was devoted to determine that total entries of 165 is the point at which the purse loses its integrity if a semi-finals is held. A motion was made by Kathy Daughn, seconded by Brett Davis and passed for the following verbiage to be included in the entry form and would apply to the 2015 Summer Spectacular Cutting for the 5/6yo Classic Open division:

An open semi-final will be held if there are 165 or more entries at the time of draw. Fifty (50) horses plus ties will advance to the semi-finals and twenty (20) plus ties to the finals. The number of horses to advance to the finals if the open entries are below 165 will be twenty-five (25), no wildcard will be held. The bottom hole in the finals will receive $5,000 and the semi-finalists will receive $4,000. There will be a maximum four (4) sets in the semi-finals and two (2) sets in the finals, with four (4) head of cattle in the semi-finals and five (5) head of cattle in the finals. There will not be extra cattle added for ties in the final.

Being no further business, the meeting was adjourned.