Attendance

Ron Smith

Doug Irwin

Gord Ziegler

Michael Macnab

Shayne Smith

Ronda Sayers

Chris Sayers

Trent Macnab

Old Business

Issue / Item of Interest

Recommendation

2011 Outstanding Cheques

-    Current outstanding cheques from 2011 payouts not yet cashed amount to $961.86.   

o  There was discussion on whether to let these cheques expire or cancel and reissue cheques. 

o  The Midwest will cancel and reissue only those cheques reported lost, all other cheques will be left to expire. 

-    All Directors were in favour of decision.

2011 Suggestion Box Items

-    All suggestions submitted by ropers at the Finals via the Suggestion Box were noted as old business.  All outstanding issues were tabled for discussion in New Business.

New Business

Issue / Item of Interest

Recommendation

2011 Financial Report

-    Ronda Sayers presented the 2011 Financials (Status of Bank Balance & Income Statement). 

o  The current Bank Balance is $7,137.16.  This balance will go towards the following items:

o    Outstanding Cheques = $961.86

o    Stock/Help Cheque = $1050.00

o    Expense Cheque = $54.89

o    Computer/Printer/Software = $2500.00

o    Accounting Fees for 2011 Review = $500.00

o    Website/Hosting Fees = $86.88

o    Thank You’s to Sponsors/Newspaper = $350.00

o    Sponsorship $ allocated to 2012 Yr = $950.00

o    Year-End Balance (allowed) = $500.00

 

o  The 2011 Income Statement will show a deficit of -$6,673.41.  The Midwest paid out “more” than it took in for 2011 because of surplus funds carried over from the 2010 year. 

o  There was discussion and explanation of both reports.  Gord Ziegler moved the reports be adopted as read, Ron Smith seconded it.  Voted passed.

Recruitment Efforts for 2012 Secretary

-    Ronda Sayers notified the Directors she would be stepping down for the 2012 season.  There was discussion on recruitment efforts to find a replacement. 

o  Corrie Van Metre, Kacie Guse, and Brittni Ramsay were all mentioned from the floor. 

o  Trent Macnab mentioned Kacie would not be interested in committing to the full position, but will help out for the first roping at Sunshine Stables in March. 

o  Gord Ziegler will talk to Corrie Van Metre. 

o  Ronda Sayers will speak to Brittni Ramsay. 

Roper Numbers

-    There was discussion about implementing some changes to our current process for numbering ropers. 

-    The Numbering Committee will consist of 5 members (instead of 3) for 2012.

-    A Ballot System will be implemented for 2012.  It will be used at the start and halfway point of the season.  Ballots will be available at the entry office during these times.

o  The Numbering Committee will “short list” those ropers who’s numbers may be in question.

o  Ropers will receive a ballot to provide their input and will return the ballot to the Ballot Box provided.

o  The Numbering Committee will meet to discuss the cast ballots, input from ropers on the ballots will be taken into consideration at this time, and the appropriate revisions to roper numbers. 

o  The Numbering Committee will have the final say on revisions to roper numbers.  All further input from ropers can be made through the Midwest’s Appeal Process (via the President) at the cost of $20/appeal. 

o  The Appeal Process will now have a non-refundable $20 fee; regardless of whether the appeal is approved or denied.

-    Voted and passed by the Directors.

 

-    There was discussion on whether the Numbering Committee or the Executive should have the right to bump roper numbers throughout the year – instead of waiting for the mid-year review.  This issue was tabled for discussion with the members at the 2012 AGM.

Sponsorship

-    There was discussion on how our “List of Prizes” in our Sponsor Letter amounts to $4,800, whereas our guaranteed funding (of $500/arena) amounts to $3,000, which does not cover our minimum prizes set out.

o  After much discussion, the Directors agreed that arenas should be able to allocate their “fundraised” cash sponsorship to prizes or added money. 

o  Sunshine Stables has agreed to allow their fundraised cash sponsorship to help make up for the $1,800 additional funding towards purchasing year-end prizes – in cases, or years, where this funding is not achieved through business sponsorship.

-    There was discussion on pursuing additional funding from corporate sources looking to support Non Profits in SK. 

o  Ronda Sayers brought up the possibility of pursuing BATC (Battlefords Agency Tribal Council) for funding towards facility rentals.

o  Ronda also brought up the possibility of Sasktel having a similar program available. 

§  Ronda will look into these programs and deadlines for applications and will report back to club to provide next year’s secretary the means to apply on behalf of the Midwest.

Prizes

-    There was discussion on the current listing of “basic” prizes. 

o  The #11 Equalizer and #8 category will both received prizes from 1^st to 3^rd place year-end for both Headers and Heelers, for a total of 6 year-end prizes per roping category. 

o  The #2 Incentive will award a 1^st and 2^nd place prize amongst Headers and Heelers, for a total of 2 year-end prizes for this category.

o  The Youth prize category will consist of 14yrs & Under.  The Youth High Point will award a 1^st and 2^nd place prize, for a total of 2 year-end prizes.

-    Voted and passed by Directors.

 

-    There was discussion on Year-End High Point award(s).

o  If there is a high point prize available in a category.  Only placing points will be used.  Points on Heading and Heeling ends are to be kept separate.  Voted and passed by Directors.

-    There was discussion on Fast Time point/award(s).

o  There will be no points, money or awards distributed for Fast Time for 2012.  Motioned by Doug Irwin, seconded by Chris Sayers, voted, passed.

SHF Insurance

-    The SHF (Sask Horse Federation) requires the collection of all members dates of birth.  The Midwest will include this on their membership forms for the 2012 season.  Ropers who do not give their dates of birth will be contacted directly by the SHF for this information.  The Midwest will be providing the SHF, as their insurance provider, with the contact numbers of members.

-    Voted and passed by Directors.

Roping Formats

-    There was discussion on keeping or changing the current roping formats for the #11 Equalizer and the #8 (w/ #2 Incentive) categories.

o  #11 Equalizer:

o  Discussion on changing to Pick 1/Draw 1 enter 4x, for a total of 8 runs. 

o  Or to leave as-is and limit the number of times a roper can put their name in the draw pot (without pick partners). 

o  The #11 Equalizer format will be left as-is.  Pick 1/Draw 2, enter 3x, for a total of 9 runs.  Ropers can draw in for all 9 runs. Fees will remain the same $48/entry ($16/run).Voted and passed by Directors. 

o  #8 (w/ #2 Incentive):

o  Format will be Pick 1/Draw1, enter 3x, for a total of 6 runs.

o  Will be capped at a #4 roper (no #5’s roping in category throughout the year).  Motioned by Trent Macnab, seconded by Ron Smith, voted, passed.

 

-    There was discussion on paying Stock Charge on the portion of “Extra” runs that aren’t paid to make up for all the extra runs on cattle. 

o  The additional stock charge paid on Extra runs would come out of the Payout pool for set category. 

o  Directors were in approval of this item, but have tabled this item for the AGM for membership approval.

Rope-Offs

-    There was discussion whether there would be changes to the way the Rope-Offs are run.

o  Buy-In spots will stay at $250/each.

o  #11 Equalizer Rope-Off will remain the same.

o  #8 Rope-Off will consist of 8 Headers and 8 Heelers.  5 spots will be earned, 3 can be bought.  Motioned by Ron Smith, seconded by Doug Irwin, voted, passed.

o  Ropers must make the attendance requirement in the category in which they buy-in to.  Motioned by Gord Ziegler, seconded by Ron Smith, voted, passed.

Arenas & Dates

-    Howard Claypool has applied for a Midwest jackpot for 2012.  Voted, passed.

Midwest Jackpot Dates for 2012 will be set at the AGM, the following is a list of the arenas and the dates already spoken for:

FINALS

2012 – Irwin Arena - Lloydminster

2013 – SF Arena – Delmas

2014 – Ziegler Arena – Lloydminster

2015 – Macnab Arena – Mervin

2016 – Smith Arena – Mildred

2017 – Claypool Arena – Asquith

2018 – Sunshine Arena – Battleford

Annual General Meeting

-    AGM to be held at Sunshine Stables in Battleford on Friday, January 20, 2012.

Attendance

Ron Smith

Shawn Sloan

Trent Macnab

Shayne Smith

Gord Ziegler

Gary Macnab

Charlene Chapman

James Oxebin

Matt Pick

Jared Sparrow

Stu Steele

                   Old business

Issues or Items of Interest

Recommendation

2010  Financials

- Reviewed by club members at previous meeting (held October 31, 2010 at the Tropical Inn, North Battleford).

2010 Audit/Review

- Financial Statements are into Meyers Norris Penny LLP in Lloydminster and will be completed for submission to Sask Justice.

- “Notice to Reader” from MNP is estimated at $1000.

         New business

Issues or Concern

Recommendation

Nominations for 2011 Executive

- President – Trent Macnab nominates Shayne Smith for President.  Accepted.  No other nominations from the floor.  Nominations from the floor ceased, Gary Macnab seconds it.  Shayne Smith will serve as President for the 2011 season.  Carried.

-Vice President – Floor opens to nominations.  Nominations from the floor go to Trent Macnab.  No other nominations from the floor.   Nominations from the floor ceased, Gary Macnab seconds it.  Gary Macnab moved nomination ceased, Shawn Sloan seconds it.  Trent Macnab will served as Vice President.  Carried.

- Secretary/Treasurer – Floor opens to nominations.  Nominations from the floor go to Ronda Sayers (not present for meeting).  No other nominations from the floor.  Both Shayne and Ron Smith will speak to Ronda about accepting this nomination.  Gary moved if nomination is accepted, then Ronda shall serve as 2011 Secretary/Treasurer.  Charlene Chapman seconds it. Carried.

- Gord Ziegler made a motion for Shayne Smith, Trent Macnab, and Ronda Sayers (pending acceptation of nomination) to obtain cheque signing authorityfor the Midwest Roping Association bank account.  Seconded by Charlene Chapman.  Carried.

- Update (March 1, 2011):  Shayne spoke to Ronda about nomination for Secretary/Treasurer position.  She asked to have a day to think about it.  Ron Smith also spoke to Ronda about the nomination.  Ronda accepted the nomination and will serve as 2011 Secretary/Treasurer and will become one signature in the cheque signing authority for the Midwest Roping Assoc bank account.

2011 Format & Rules

The 2010 Format & Rules were reviewed.

Numbering Committee – Protocol to stay as-is.  Members of the Numbering Committee include:  Scott Campbell, Chris Sayers, with one member from the Mervin Arena area to be included.

Prize Committee – The prize committee will consist of the 2011 Executive.

Sponsorship – Arenas are still required to contribute $500 in Sponsorship.  If arena has not submitted their sponsorship prior to their roping, the $500 contribution will be taken from the arena’s stock charge cheque.

Secretary Fees – Member discussion around compensating the secretary for duties for club and arenas.  Arenas are responsible for $200 in secretary fees.

Attendance Requirements to Qualify for Finals – The motion was made to 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.  Carried.

#11 Equalizer Division – To become a Pick 1/Draw 2, or Draw all 3.  Enter a maximum of 3 times (for a total of 9 runs).  3-Head progressive (versus 4-Head).  Entry is to be $16 per run ($15 to run, $1 to office).  Entry amount for 1 entry will be $48.  Motioned by Trent Macnab, seconded by Shayne Smith.  Carried. 

#8 (w/ #2 Incentive) Division - #8 and #2 Divisions will be combined into one roping.  To become a Pick 1/Draw 1, or Draw Both.  This roping will be capped at a #5 roper.  The #2 Incentive will receive its own payout (although they can double-dip).  Payout for the #2 Incentive will be based on the number of #2 teams – up to a maximum of 25% of the total Payout of the #8 (w/ #2 Incentive) Division.  Entry is to be $16 per run ($15 to run, $1 to office).  Entry amount for 1 entry will be $32.  Roping will run as Semi-Progressive up to 60 teams – once entries are over 60 teams, the roping will run as Straight-Progressive.  In the case of extra runs being needed, ropers will not pay for extra runs drawn; however, they will only receive half of the payout, with the other half going back to the club.  Motioned by Gary Macnab, seconded by Shawn Sloan.  Carried. 

Dummy Roping – Youth can rope in only one category.  Motioned by Shayne Smith, seconded by Shawn Sloan.  Carried. 

Youth Barrel Racing – Member discussion on the addition of another youth event.  Youth Barrel Racing will have 3 Divisions – (1) 6 & Under, (2) 7-10yrs, (3) 11-15yrs.  Entry will be $5/entry.  All youth must purchase the one-time Insurance for $3 to be eligible to compete.  Youth can run in only one category.  Motioned by Charlene Chapman, seconded by Ron Smith.  Carried. 

Order of Events – Order of events to change for 2011 season to:  #11 Equalizer (run first), Dummy Roping, #8 (w/#2 Incentive), Youth Barrel Racing.

Insurance – Insurance will stay as-is through the Saskatchewan Horse Federation’s insurance policy for 2011.  Helmets must be worn by anyone under the age of 18, at anytime throughout the weekend if youth are horseback. 

Payouts – Motion by Shayne Smith that payout be done on the day of the roping.  Seconded by Shawn Sloan.  Carried. 

Year End ROPE-OFFs – The Rope-Offs for both the #11 and #8 will be a “cash roping”.  Ten slots per side will be set for each Division.  Six spots (per side, per division) will qualify from year-end point accumulation.  Four spots (per side, per division) will be Buy-In spots.  Buy-In spots will cost $250/ea.  Buy-In requirements state:  Ropers must hold an Annual Membership; Ropers must meet the minimum attendance requirements; Spots are non-refundable, non-transferrable (with the exception of hardship); Ropers who Buy-In and Qualify on Points must take their Buy-In and forfeit their earned spot to the next roper to qualify on points.  Motion by Shayne Smith.  Seconded by Matt Pick.  Carried.

Arenas & Dates

Howard Claypool and Raymond Lavalle will both be pulling their arenas out of the Midwest.  Trent Macnab will apply for a Midwest jackpot for 2011.

Midwest Jackpot Dates for 2011 are as follows:

FINALS

2011 – SUNSHINE – To be Held at SF ARENA (Delmas)

2012 – Irwin Arena - Lloydminster

2013 – SF Arena – Delmas

2014 – Ziegler Arena – Lloydminster

2015 – McNinch Arena – Mervin

2016 – Smith Arena - Mildred