This meeting took place virtually via Zoom
In attendance
We had officers Abbie Beckman, Kate Schmitz, Lilli Seto, Arlena Worm, and Zsa Zsa Beauchene, as well as representatives Addison Bubonic, Samaya Martz, Abby McKinley and Grace Jefferson.
Old Business
We first reviewed the last meeting’s minutes and confirmed that we will meet on the first Monday of each month at 7 pm. Went over publicity event possibilities at February Quiz Rally and Mega Rally. We will likely stay at one meeting a month, but if we need extra meetings, we can add those in later. We can start planning soon to have more in person meetings before major events, with May 12 being a finalized date for another virtual meeting. With the addition of more members, we may potentially add committees so that we can work on projects in small groups.
We went over the rough draft of an accountability Google form so that Youth Board Members can express concerns regarding other Youth Board officers or members and their actions. This form will be released after the meeting.
Bylaws
We discussed limiting the amount of representatives that may join. It was concluded in a unanimous decision of those present that we will create a limit of 5 representatives per club for now. In the future, if more representatives join, we may adjust the limits to adapt to the new numbers.
Youth Board Future Projects
We briefly discussed having a pizza party publicity event held at Mega Rally that would include pizza, decorations and some games to promote the Midsouth Youth Board. However, we did not go over the cost and logistics of this idea yet.
We discussed having a silent bidding or raffle for a signed hat and saddle pad at Mega Rally or Quiz. Everyone agreed that that is a good decision. We briefly discussed potentially volunteering in the dressage ring for DK3DE or on the cross country field, but never concluded what we will do to have a presence at DK3DE.
We discussed having a presence at smaller rallies this year such as Games Rally and Tet Rally. We would have a small table with flyers and information, and potentially a little hangout area with a few board games and food laid out for competitors.
Testing Preps Hosted By the Youth Board
We also discussed the project of having one or two virtual or in person C1, C2, and HB preps. We discussed potentially bringing in different examiners to the meetings that could inform the candidates on what they need to know for their examinations. There were a variety of different opinions on who we should bring in to teach these. Arlena Worm will work on reaching out to different examiners and people who are interested in potentially teaching these meetings. We will work out funds and costs for this at a further meeting. For the virtual meetings, the estimated length we came up with was 1-2 hours, and for the in person length we estimated 1-2 days.
Discussed alternating locations for these in person meetings to allow the entirety of the region to be able to attend such as rotating between Kentucky, Ohio, Tennessee, etc.. It was estimated that the first of these preps will be in April or May of 2025.
For Next Time
Our next meeting will likely take place on Monday, December 2, 2024. At this meeting we need to work out the details and logistics of the pizza party and the costs of everything included. We need to solidify more details regarding the small rallies event tables, such as cost, time, who will work the table etc. We should also decide which volunteering opportunity we want to pursue for DK3DE because those slots are already being filled by other regions and clubs. By our next meeting we should have had a few successful contacts with potential guest examiners for our C1, C2, and HB preps in the spring, and should have some baseline costs figured out. We should discuss and finalize how long for sure we want each of these meetings to last and can also discuss which facilities we want to have the in person sessions at. At the December 2nd meeting we can also discuss if we would like to add other in person meetings to prep and discuss topics before rallies and summer competitions begin.
Meeting Adjourned at 8:04pm. These minutes were taken by A. Bubonic and approved by A. Worm and A. McKinley on Novermber 13th and November 17th respectively.
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