December 6, 2009

Attendance

Brian Weber

Howard Claypool

Doug Irwin

Ronda Sayers

Craig Irwin

Chris Sayers

Rhonda Saam

Gord Ziegler

Ron Smith

Robert Lavallee

Lawrence Smith

Raymond Lavallee

- called meeting to order

Old business

Issues or Concern

Recommendation

2009 Financial

- Rhonda Saam reviewed financial statement. Presently $1572.42 in chequing account.

- Currently, the Midwest has 2 outstanding cheques, #497 & #500. Current balance is including those cheques.

- Reviewed Revenue and expense accounts

2009 Audit/Review

- Since revenues are between $25,000 and $250,000 in the previous financial year, the requirement for an audit may be waived, however a “review” is required.

New business

Issues or Concern

Recommendation

Nominations for 2010 Executive

-President – Howard Claypool nominates Doug Irwin as President. Accepted. Nominations from the floor ceased, Raymond Lavallee seconds it. Doug Irwin will be the President for the 2010 term.

-Vice President – Floor opens to nominations. Raymond Lavallee nominates Howard Claypool as Vice President. Accepted, with no other nominations. Brian Weber seconds it. Howard Claypool will serve as Vice President for the 2010 term.

- Secretary – Floor opens to nominations. Craig Irwin nominates Lisa Humphrey as Secretary. Accepted with no other nominations. Brian Weber seconds it. Lisa Irwin will serve as the Secretary for the 2010 term.

- Brian Weber made a motion for Doug Irwin, Howard Claypool and Lisa Humphrey to be added as cheque signing authorities for the Midwest Roping Bank Account. Seconded by Ronda Sayers. Voted, carried.

2010 Format & Rules

Brian Weber reviewed the 2009 Format & Rules

Numbering Committee -

- The Numbering Committee will meet at the half-way mark for the season and at the end of the year. Any emergency-type numbering will be dealt with on demand.

Extra Runs - If a member is entered extra in either the 8 class or the 11 class and that member wins or places with their partner, the member who was entered as an extra does not receive any points and receives half the ordinary payout. The other team member gets the regular points and payout.

# 8 Division – Member discussion made on possible changes to the #8 Division.

Rope Off - Top 10 on both sides, single round robin, and must have minimum attendance. Brian motioned and Howard seconded it. Voted, carried.

Office Charges – Member discussion on reducing the current office charges, or keeping them the same.

Insurance - Brian Weber and Ronda Sayers discussed the Saskatchewan Horse Federation’s insurance policy for 2009. Helmets must be worn by anyone under the age of 18, at anytime throughout the weekend if youth are horseback. The club must enforce this policy for its insurance to be valid.

Prizes – Fast-time prizes will be eliminated. First and Second in #2 Roping will be awarded prizes. Youth Bronze, high point will have no prize but will have name on statue. First, Second and Third in the #8 and #11 Ropings will be awarded prizes. Prizes will be tendered out with one person to organize the purchase pf [rozes to be assigned by Executive, as discussed by members.

Sponsorship - Gord made a motion to set a $500 minimum per Arena for fundraising, with a deadline of June 1st for all to be accounted for. If this deadline is not met the Arena will not be able to host a roping. Lawrence seconded it. Voted, carried.

Flaggers - Members had a discussion that as a guideline there shouldn't be more than 2 flaggers for each category to keep consistency. It is encouraged to have the arena directors designate flaggers for each category.

Fundraisers

- Leslie Smith and Sunshine Stables will host a silent auction and Road Apple Drop on the Saturday evening of the March Midwest at Sunshine.

Arenas & Dates

Midwest Jackpot Dates for 2009 are as follows:

March 13 & 14	Sunshine Arena - Battleford	Ron Smith - (306) 446-4599
April 10 & 11	Asquith Roping Club - Asquith	Howard Claypool - (306)227-7147
May 29 & 30	Irwin Arena - Lloydminster	Doug Irwin - (780) 871-0919
June 5 & 6	Weber Arena - Landis	Brian Weber - (306) 658-4900
June 19 & 20	Smith Arena - Mildred	Lawrence Smith - (306) 883-3383
June 26 & 27	SF Arena - Delmas	Chris Sayers - (306) 445-0085
July 3 & 4	Ziegler's Arena - Lloydminster	Gord Ziegler - (306) 825-4651
July 10 & 11	Lavallee Arena - Meadow Lake	Raymond Lavallee -(306)236-4676
August 7 & 8 FINALS	Lavallee Arena - Meadow Lake	Raymond Lavallee -(306)236-4676

FINALS

2011 – Sunshine – North Battleford

2012 – Irwin Arena - Lloydminster

2013 – SF Arena – Delmas

2014 – Ziegler Arena – Lloydminster

2015 – Asquith Arena – Howard Claypool

2016 – Weber Arena - Landis

Meeting Adjourned by: Gord Ziegler

2. Meeting held on July 3, 2010 at Ziegler's Arena

Doug Irwin resigned as President of the club. Howard Claypool is the interim President.

Someone needs to be in charge of the finals and prizes and to see that all the money is turned in from each arena.
            Claypools - $900.00
            Lavallee's - $750.00
            Smith's (Mildred) - $600.00
            Sunshine Arena - $1800.00
            Irwin's Arena - $1000.00
            Sayer's - $1000.00
            Ziegler's Arena - $500.00

Annette Smith will be in charge of funds and getting prizes along with Howard Claypool and possibly one other person.

Annual Meeting, Banquette and Awards night should be held in Battleford as it's central. The date is to be announced. (possibly the 3rd weekend in September)

The numbering committee - Ray Lavallee, Chris Sayers, Gord Ziegler, Rowdy Ross, and Lawrence Smith. All complaints will go to President Howard Claypool.

General meeting will be held Aug 8th, 2010 at Lavallee's Arena after the roping.

Meeting was adjourned at 8:30pm

3. Meeting held at 5:00pm Oct 30,2010 in North Battleford.

Meeting was called to order by Howard Claypool.

Financial statements were passed out and gone over. The club will have a surplus at the end of the year. This money will be used to purchase new office equipment, such as a new computer and printer.

Rule Changes

Some formatting changes regarding the #8's were mentioned. Changing the 8's to a pick 1 draw 1 was discussed. NOT CARRIED

There was discussion about changing the 2 category to a 5 category. NOT CARRIED

Ronda Sayers made the motion to change the 11's to a pick 1 draw 2 format. Ron Smith seconded it. A vote was made and this was CARRIED

Ronda Sayers made the motion to change the format of the #11's from a 4 head progressive to a 3 head. Chris Sayers seconded. A vote was made and this was NOT CARRIED

Chris Sayers made the motion to change the formatting of the #8's to a straight 3 head progressive. Ronda Sayers seconded it. A vote was made and this was CARRIED.

Ronda Sayers made the motion for a format change regarding attendance. The motion was made the change the attendance requirements to either 1/2 the # of ropings (as it is now) OR the roper must attend 1/2 + 1 of the arena's. This would make it a little more flexible for those that are involved in other associations during the summer or even just allow a little more flexibility for people's busy lives in the summer time. Doug Irwin seconded the motion. A vote was made and this was CARRIED.

Lawrence Smith made the motion to rope-off for buckles and have the saddles for the year end high-point winners. Ronda Sayers and Howard Claypool disagreed saying that if a roper was running away with the year then other ropers might not be as concerned with coming out for the rope-off only to win a buckle. Nobody seconded the motion and no vote was made.

Ron Smith mentioned that the rope-off should be for cash only. It was discussed that sponsored prizes should be divided as discussed (arena sponsorship raised would go towards year end prizes) and any extra office money and extra money should be added to the rope-off money. This was not finalized.

Ronda Sayers made the motion that a $500 minimum sponsorship per arena will remain and if the sponsorship is not received prior to the arena hosting a roping the money will be taken out of the stock charges for that arena. Chad Humphrey seconded the motion. A vote was made and this was CARRIED.

Ron Smith made a motion that 1/2 the stock charges for the hosting arena's be kept by the arena instead of being sent to the secretary to wait for the cheque. Ronda Sayers seconded the motion. A vote was made and this was CARRIED.

OTHER BUSINESS

Howard Claypool suggested having another meeting in January. Things to discuss in January are: dates for the ropings at each arena, any new arena's that want to hold a roping, the quality of steers at the ropings, prizes for the rope-off, membership costs, whether or not the secretary should be present at each roping and electing new officers.

Ron smith mentioned forming a nominating committee.

Ronda Sayers motioned to end the meeting. Howard Claypool seconded. Meeting over at 7:05pm.