Board of Directors Meeting:

9/6/06

Tracy Willson called meeting to begin at 6:20 pm.  Meeting took place at Anita’s Cocina in Wickenburg, AZ.

Current Financial status of association:  Information provided by Treasurer April Jenson

                  General Account:  $5,987.53

                   Rodeo Account:   $799.39

                   Calendar Acct.:    $1,275.34

Main goal for this season is to cut cost spending and raise money.   April should have accounts straightened out in the next couple weeks.  Books are open to anybody who would be interested in seeing them.

Check writing policy.  Discussed to have only 2 people on checking accounts.  Treasurer and State Secretary.  This was motioned by Kim Edgmon and 2nd by Mark Madson.  Vote passed to have Treasurer and State Secretary as only people to have access to accounts for check writing.

Dan Holderman motioned to have those 2 check signers bonded.  2nd was by Kim Edgmon.  This was voted on and passed by the board.

Scholarship’s for seniors were discussed.  Motion by Kim Edgmon to only scholarship those seniors  who are going to college.  2nd by Jared Teller, voted and passed by board.

Directors insurance:  Tracy Willson will get information on cost for Directors liability insurance.  He will have this information available at the Payson rodeo directors meeting.

Rodeo insurance is still through SPI.  Cost still holding as past years prices.  Tracy is going to get quotes from other insurance companies.  Cost per rodeo for insurance is between $600-$800.  Since the Cuttings are held at different times, that is a separate insurance fee.

April brought up a savings account that is in the AHSRA name.  It has approx. $1,200 in it.  This is an account that only has the signer of Ellie Penrod on it.  Bank informed April the only way to change signers on that account is to provide meeting minutes showing vote to have new signer on that account.  Richard Hamilton motioned to have Ellie Penrod removed from that account and add current Treasurer, April Jenson to that account. 2nd was by Ann Bassett. Voted and passed.

Richard Hamilton motioned to have Howard Conner removed from any and all accounts.  Ann Bassett 2nd this motion.  This was voted on and passed. 

Tracy Willson suggested having all passwords changed on internet access to accounts. Richard Hamilton motioned to have all internet passwords changed and the treasurer and state secretary to be the only ones with access to these passwords.  This was 2nd by Don Nahrgang.  Voted and passed.

Documentation was discussed and voted that all business needs to be documents, minutes, P&L, etc.  All to available for viewing by anybody at all rodeo’s.  Contract with stock contractor will be available also.  Currently, Howard Conner has our 2006-2007 contract.  Howard informed Tracy over the phone he would provide that to the association at the Payson Rodeo.  Howard was not present at this meeting. 

Chet Haller discussed new design of website.  All Directors will have access to email via the website.  They need to provide personal email addresses if they want to have their ahsra email immediately forwarded to a personal account.  Sierra Rubash motioned to have all directors have access to emails via ahsra site. Brooke Willson 2nd.  Voted and passed. 

 Chet suggested to have a charge on all message board items that are for sale.  Don Nahrgang motioned to have $15 for members and $20 charge for non-members.  This does not include ad’s for members who are looking for a partner for a rodeo event.  Those will still be free.  Richard Hamilton 2nd, board voted and passed. 

 Tracy Willson suggested emails be used for voting on items.  Emails are a legal and binding document.  No motion was made.  Board thought any voting could wait until rodeo’s. 

Rex Blackwell attended meeting offering a clinic for Saddle and Bareback riders.  He would do this free of charge if association could provide stock.  Kris Rubash was to check with Nationals regarding insurance issues.  She will have that information at the Payson rodeo. 

Kim Edgmon proposed the cutting dates for first 5 rodeo’s to be October 21 & 22 at Pro-Livestock Auction Arena.  This is being donated.  Cost of cutting steer’s usually runs $20 a head, Judges are $150 per day each.  Jim Fletcher has stated he would donate what steer’s he can. Kim motioned to have these dates set on scheduled.  Jerod Teller 2nd.  Voted and passed by board. 

State Bylaws were read and changes were made.  Those changes are in red on the bylaw’s.  Don Nahrgang motioned to have the President or Vice President be the appropriate person to sign contracts with stock contractor from year to year.  Luke Kraut 2nd, board voted and passed this motion.  Richard Hamilton motioned to have changed in State Bylaws passed.  Jerod Teller 2nd, voted and board passed all changes made in State By-laws. 

State Finals- 5 Cities would like to have us with them.  Flagstaff, $2,400 per day arena charge, Williams $100 per day, but may waive that charge.  Globe, Payson and Prescott are all sending in their letters.  Should have them by Payson for vote and decision by board. 

Fundraisers-Roping, barrels races, casino night, final vote and sponsorship of casino night tables to be discussed and voted on in Payson.

Daysheet discussion: Patsy Alexander told Kris Rubash Daysheets run about $300 per rodeo to mail out.  These Daysheets are never 100% accurate due to draw outs, etc.  She prints up more for hand out at check in at each rodeo.  Richard Hamilton motioned to not have Daysheets mailed out anymore.  Jim Fletcher 2nd, voted and passed. 

Queen Director.  Gina Kraut and Ashley Britian have submitted their proposals to be the new Queen Director.  Tracy Willson motioned to have Gina Kraut as new director.  2nd was by Richard Hamilton.  Voted and passed unanimously to have Gina new director. 

Schedule of events will be the same as last year beginning with Pole Bending. 

Ann Bassett suggested to have a “big rake” if barrel attendance is above 80 racers.  This was motioned by Kim Edgmon and 2nd by Ann Bassett.  Voted and passed to have big rake half way through barrel racers this will be done at Barrel Directors Discretion, this will be determined on how ground is holding up.  Also available to be done for Pole Bending if needed.

Dan Holderman suggested to have all Calendar money turned in be by check or money order.  This was Motioned by Brooke Willson and 2nd by Dan Holderman.  Passed by board vote.

Next meeting will be at the Payson Rodeo on Saturday, September 16th.

Meeting adjourned at 9:45 pm.