This meeting began at 7:05 via zoom
In attendance
We had officers Abbie Beckman, Kate Schmitz, Haley Hernandez, Lilli Seto, and Arlena Worm, as well as representatives Annabelle Brown and Addison Bubonic.
Meeting scheduling
There were no disagreements with having future meetings on Mondays at 7:00pm once a month. We discussed some months that may require an extra meeting, which included the week of Mega rally. We also discussed potentially having a publicity event at Quiz rally because there is often high attendance, which may require having an extra meeting that month.
Communication
We discussed different methods to use for communication within the board, mostly revolving around texts and email. We determined that it may be better to use emails for the most part, but using texts as reminders and for small conversations. The website is also an available tool similar to how it is currently being used to store meeting minutes.
Committees
Although we currently only have 11 people on the council, we are reaching out to DCs and CAs to gain more representatives from each club. Because of this, we discussed having committees of people that would concentrate on a specific aspect of a project or event. This idea was liked by most and will likely be effective in the future.
General Business
A question was asked regarding the differences between representatives and officers. The president explained that officers, known collectively as the board of executives, have parameters slightly different than the club representatives, also known as members. The goal is for there to be 1-2 representatives from each club in addition to any officer that may also be serving. Although there is a limit of 2 people per club when it comes to officers, there is currently no limit on the number of representatives that may participate.
Projects for this term
The first proposed project was to start having something similar to the annual pizza party, except at smaller rallies too. This way, competitors in Games rally and Tet rally will also hear about the Youth Board and learn how they can be more involved. This may not be an entire pizza party because these rallies are smaller in participants, but it could be something as simple as a table with drinks and snacks in addition to flyers.
Another new idea that was discussed was hosting H-B preps. There were many thoughts on this, but the general idea is to have something like this twice a year, it may be in-person or online, and the goal of it would be to have an engaging way to give candidates confidence for their first national level testing. There are currently multiple people on the board who have taken their H-B, which gives a very good perspective on the topic. The idea is that it will be better experience than simply studying on your own and it would give you experience in the atmosphere of a national level test. There are still many questions about who may teach this and how much it would cost the candidates.
As a branch off of this H-B testing prep, it was thought that something similar could apply to C-1 and C-2 tests, which may be easier to organize and would also give MSYB members experience in teaching. We plan on having the first of these test preps this spring, whether it will be for people wanting their C-1, C-2, H-B, or a combination.
We discussed last years fundraising project of auctioning/raffling a saddle pad signed by riders and Defender KY 3 Day Event. We figured it would be more beneficial next time if bidding was in person at a Mega rally or champs, while also available online.
We also discussed having a Google form to hold officers accountable for doing their roles correctly. This would be an anonymous Google form that every officer would have access to view responses and submit their own. This way everybody can be heard without the fear of social conflicts.
For next time
Our next meeting will likely be Monday, November 4th. Before then, we need to decide exact dates of extra meetings, the next Quiz rally will be March 1, 2025 and the next Mega rally will be June 17-22, 2025 and there is no Championship in 2025. We will likely have more information on what other pony clubbers in the region would like to serve as representatives. We will need to gather information about who may be able to teach an H-B prep this spring, what the approximate cost would be, and other logistical questions. It would also be good to gather this information for a potential C1/C2 prep, as we may do this in the spring and both preps for C1s and C2s as well as H-B candidates. The accountability Google form should be accomplished before the next meeting.
Meeting adjourned at 7:50pm
These minutes were taken by A. Beckman and approved by K. Schmitz on October 5th and A. Dove on October 6th.
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