Central Oregon Pee Wee Rodeo Association Board of Directors Meeting Minutes
October 16, 2022 at 8:00 am
Crook County Fairgrounds Indoor Arena

Meeting called to order; 8:05am by Vice President Trevor McCoin

Present; Trevor McCoin, Ryan Gallagher, Tygh O’Malley, Casey Romine, Jill Jennings, Tony Green, Sammee Green, Craig Neher, Sam Gallagher, Katy Kimball, Kasey Every, Katy Schnabele, Liz Russell.

Not Present; Rachel DeLance, Ryan Kimball,

Guest observer; Jody Holmes

• Location and dates;
o Keep in mind the memberships wants to expose their kids to compete in different arenas. Burns businesses have contributed over $7,000 to COPWRA in donations.
o Try to avoid booking on other rodeos, national finals, and county fairs.
 Craig shared his research on dates for rodeos, fairs, Harney County Fairgrounds availability, and more.
 What about adding and dropping rodeos; you would have to drop entire weekends because we enter a rodeo as because of our software restrictions, not realistic.
o We might have to be flexible and creative if running all in one arena, Friday evening run all barrel and poles, then again Saturday evening. We can’t keep everything the exact same and throw in the towel too quickly. Be creative and make it happen.
• April 29 & 30 – checking Brasada, Redmond Expo Center, checking indoor Prineville TBD. If there are no indoor options will be held outdoor arena of Prineville. Board approves.
• May 6 & 7 – TBD (as long in central Oregon somewhere, so it can work with HS rodeo parents who will be in Prineville already). Asking Deschutes Expo, Brasada, anywhere else that is an option. High School has Prineville rented this weekend. If there isn’t a facility in Central Oregon, we will discuss date revision and discuss, then the board will and vote on location and date .
• June 3 & 4- Burns, arena
o Katy Schnabele made motion to have it in Burns, to have it in Burns, Trevor McCoin seconded it.
o Board voted to APPROVE
o If we have stock freight increased because of Burns, Ryan Steele will pay the additional freight costs.
• July 29 & 30- Prineville arena, Approved.
• On November 7th, the board reconvened via email to discuss location and date options for April and May. Based on availability and facility expenses. April’s rodeo will be 29 & 30 in Prineville and May 13 & 14 in Prineville.
• October 14- banquet in Prineville indoor arena, Approved.
o JR High Rodeo Dates:
 April 15 & 16- Madras
 May 20 & 21- Lakeview
 May 26 & 28- State Finals Powell Butte
 Nationals June 18-24
o High School Rodeo Dates
 April 7-9 – Klamath
 April 20-23- Hermiston
 May 5-7- Prineville
 May 12-14- Burns
 June 7-10 – State Finals
 July 16-23 Nationals

• Asked Crook County to donated facilities for 2022- over $6,000 in facility fees were donated per a request made by Kasey on October 5th.

• Negotiate with fairgrounds additional concession options regardless of their menu offerings.; the board would like to write a letter to the Crook County Commissioners addressing our concerns and ask for an exception in their contract terms. Kasey will take the lead on this, draft a letter for board to sign.

• Financials
o Current as of (10/14/22) Profit & Loss Statement and Balance Sheet were shared with everyone.
o Remaining open invoice would be the dinner invoice for banquet and $200 reimbursement to Kasey for shipping rate paid. Doesn’t reflect some dinner ticket sales and merchandise sales from night of banquet.
• Rules & Rulebook Edits- these will be made once voting takes place, later on in meeting.

• Keep records of members and paperwork for how many years- board discussed and all agree that they should be kept for 7 years.

• Increasing sponsorships, saddles bumped up to $1,200 / $700 for half- discussed and at this time do not want to ask sponsors for more money, but the association will make up the difference and allow $1,000 for each Underage saddle, and $1,200 per saddle for each of the other age divisions.

• Stock Contractor Bids ; both the Goat (Kimball) contractor and all other Stock (Every) said there will be additional freight fees to go to Burns, more than received in 2022 season. Kimballs presented their stock charges would remain the same as the 2022 season prices. Cody Every said his fees will all stay the same, except the chute dogging fee will be increased from $12 to $15 per run. Board approved these fees per run and the increased cost for freight to Burns.

• Entry Fees / Membership Fees;
o Entry fees for chute dogging will be increased to $20. All other events, office fee, and membership fees will stay the same as 2022.

• Crooked River Roundup Young Guns: Timed Events 2023, top 9 (3 each event, each night) – this should increase our memberships and entries for April and May’s rodeos.

• Judges in 2023- Craig will be contacting and hiring judges for 2023 season, Brian Barker is very interested.

• You can have rosin in the rough stock. Correct this in the rule book per Tygh O’Malley

• Volunteer- reviewed and discussed Jody’s proposal, board was in agreement to enforce the $25 fine, Casey Romine and Jody Holmes will manage and collect, if the fines are not collected kids will be ineligible to get their awards. They will come up with their system, review, contact, and check in sheets at rodeos. This position is very involved and a beast, it should be a board position to give more authority to Jody when she is enforcing this, this will be discussed later in the meeting.
Add the following wording into Rule Book;
General Rules #19. All Families are required to volunteer at each rodeo they have a contestant entered in. For unusual/extenuating circumstances accommodation requests can be made to the Volunteer Director in advance of the rodeo. For families that do not show up for their volunteer assignment, they will be charged a $25 No Show Fee and that payment will be due prior to receiving any year end event or membership awards.

• Signs posted at the gates; Kasey will have signs made for each gate, each rodeo. no alcohol , no running through the gate you will be disqualified . It’s an insurance liability.

• Paramedic practices and procedure at rodeos.
o We need to invest in a bag and board – ask Travis Allen to purchase it and set it up for us. Kasey to ask Travis Allen about this.
o We need to have a protocol for who should calling 911, event director needs to be in charge of this, talk to parent, get them called. Get them called.
o Give the paramedic’s name to announcer & phone number, who is there, put the board and bag in trailer. Ask Travis and Denny if they’re okay to use them as a contact for this. If the Event Director is not present, any Director needs to call 911, even if someone else says they are doing it. Better to have multiple calls to ensure proper care. The paramedics we have present as parents/volunteers are more highly trained/qualified that those who are manning an ambulance. Prineville will not place an ambulance at the fairgrounds for the day because it is less than 5 minutes from the hospital.

• Discuss hiring a tractor driver all day each day, board feels that hiring timers would be more important than a tractor driver, will discuss and vote later in meeting.

• Rodeo entries; shorter entry dates, there will be a preliminary draw, there is a late fee, once final draw is posted will not be taking entries. Continue to encourage members to. Keep your confirmation numbers and emails.

• Intermediate Tie Down Ropers need to designate their mugger only one person allowed to flank the calf and one person to handle the horse. Mention this at the rodeo before event starts, no flanking calf from the left, meeting and before the event starts.

• Each event director needs to make a bullet point list of specific reminders of rules and clarification to have on judge’s sheets, announcer sheets, and discuss these at the first meeting of the year so it’s very upfront and clear for everyone to know these. Judges need to attend this meeting as well, it’s a great time for members to ask the questions.

2023 Rule Proposals or Suggestions:

• Junior breakaway dummy starts at least 10’ from the front of roping chute
o Ryan Gallagher made a motion, Craig Neher seconded it
o Board voted to APPROVE

• Makeup Runs
o Craig Neher made a motion that there are NO MAKEUP RUNS period. Tygh O’Malley second this.
o Board voted to APPROVE
• The board will be diligent when scheduling rodeo dates to avoid date conflicts on Central Oregon county fair dates.
• In order to request a same day draw position change because of a conflicting event, it needs to be submitted in writing/email to the board at least 14 days prior to the rodeo date. A decision will be made at board’s discretion by voting. This submission process is not necessary for a sibling sharing a horse in an event conflict.
o Ryan Gallagher made the motion. Katy Kimball seconded it
o Board voted to APPROVE

• Make it 3 loops in the intermediate in senior team roping
o No motion made to vote.
o NOT APPROVED

• Hiring Timers for Rodeos
o Craig Neher made the motion, Katy Schnabele seconded it
o Board voted to APPROVE with the payment being no more than $250 per day.
 Sammee will research costs and availably of people. Is NOT a rule we have to have them, but the board approved proceeding with it.

• Intermediate Tie Down Roping- must have a neck rope, must have a keeper. Listed in rule book.
o Ryan Gallagher made the motion; Tygh O’Malley seconded it
o Board voted to APPROVE

• Change to number of rodeos a contestant must compete in from 5 to 6. So to be eligible for jackets and awards, contestants must compete in 6 of the 8 rodeos.
o Kasey Every made the motion, Sam Gallagher seconded it
o Board voted to APPROVE

• Bylaws need to reflect that directors board meeting is for directors and the board only. If someone wants to attend to address a specific issue they must submit a formal written/email request at least 14 days prior to meeting date. Allowing a non-board member or director will be determined by the board’s discretion by voting.
o Craig Neher made the motion, Sam Gallagher seconded it
o Board voted to APPROVE

• Donation Director positions should be dissolved and made the responsibility of Association Secretary, because that position is doing the work for it currently. This position can be made available again if there is someone willing to step up and do it.
o Kasey Every made the motion, Craig Neher seconded it
o Board voted to APPROVE

• Volunteer Director, add as a board member
o Casey Romine made the motion, Katy Schnabele second it,
o Board voted to APPROVE
o Katy Schnabele nominated Jody Holmes to position, Casey Romine seconded it
 Board voted to APPROVE

Other Business
• Photos and a contact Information on the website (phone or email) listed but it is up to director what contact info they want posted
• First meeting of the year all directors there.
• 2023 we will be taking nominations for the following board positions; serving the 2024 & 2025 rodeo seasons.
o President
o Vice President
o Arena Director
o Track Director
o Queen Coordinator

Meeting adjourned at 11:10am by Vice President Trevor McCoin