General Membership Meeting Minutes July 23 2022

General Meeting Agenda on July 23, 2022

Agenda:
Discussion, meeting called to order by President Ryan Kimball on Saturday, July 23rd at 5:33pm. Covered grandstands. General meeting.

– Review 2022 year ; all sorts of weather but we did it and so far it’s been a good year. Good cattle, rodeoing.
– Banquet Saturday Oct 15th in Prineville, Indoor Arena, dinner tickets will be available online. Western Attire. Planning to be a Jr. High Rodeo as well, will be confirmed too.

– Stock contractors must submit their bids by Sept 30th, so a decision can be made at board meeting and fees can be set for the 2023 year. Contact Ryan, Sammee, Kasey they can get you a form that can be submitted. Location freight costs to be included as a line item.

– 2023 locations; we dealt with Burns we went back , we have it another run and in October we will decide where we go. Like the split because of separate arenas and different scene. If in Burns can we change our dates so we aren’t in the artic weather.

– Hired Judges for 2022 Season; people liked it. There was a concern on Burns judge in barrels, confusing on responsibilities. People volunteering said we don’t need you so judges left. Cost was $250 per day per judge, so $1,000 weekend. Judging needs to be more consistent. Craig was in charge of hiring them but we can move forward and try to improve them. Maybe have a judges meeting before each rodeo with all directors. Run down each event and go over all the pee wee specific rule with director. I like having the set judges. If they are there for an unforeseen time then increase their pay.

– Sammee and entries

Nominations
Discuss how voting will take place if more than one nomination
– General memberships vote on board/directors. Board/ directors vote on rules at their annual meeting.

– Board of Directors will have their meeting on Sunday, October 16th to review and discuss rule proposals and changes for ’23 season.

Have a director with assistant director positions in the future. You don’t want to jump in without a life jacket and training up the people behind us.

2 year term. No appointing.
– Rodeo Entry and Membership Secretary
o Sammee Green, by Craig Neher

– Treasurer
 Liz Russell, nominated by Jen Robinson
– Goat Director-
o Alesa Peterson, nominated by Josh Peterson
o Jessica Steel, Kelsey Nonella
o Casey Romine, by Liz Russell
o Erica Leehman, by Dani Gregg
– Calf Tying Director-
o Tony Green, by Tygh O’Malley
– Rough Stock Director-
o Tygh O’Malley, nominated by Stephanie O’Malley
– Barrel Racing Director-
o Katy Schnabele, nominated by Cragi Neher
o Jackie Rhoden, nominated by Liz Russell
– Award Director 1-
o Katy Kimball, nominated by Katy Kimball
– Award Director 2-
o Sam Gallagher, nominated by Kasey Every
 Nicole Muller wants to help
– Association Secretary-
o Kasey Every by Craig Neher

2023 Rule Proposals or Suggestions:
– Junior breakaway dummy starts at least 10’ from the front of roping chute; Cody Every
o That a good learning tool. People liked this idea.
o Keep the ribbon barrier.
o How will the flag start? When the kid nods? The time should start when the horse breaks the plane of the barrier.
– No make-up runs, period.; Craig Neher.
o Choose what you want to do. There is not the opportunity in life to get to do whatever we want to do.
o Make it very clear in the rulebook.
– Allowing makeup runs for fair, 4H kids only. Jody Holmes
o County Fair conflict they can makeup
– Yes you can have rosin in the rough stock. Correct this in the rule book.
– Proposal for 3 loops in the intermediate in senior team roping, like the high school rodeo rules.
– Hiring paramedics to be at the rodeo, paramedics. You can hire Cascade Medical and Christine Mahoney will sell sponsorships to pay for this. Designated caller to call in paramedics up in the announcer stand. If there is an injury in arena there is a person in charge of calling in paramedics. Have this be a part of the “meeting”. If you have someone on site they will know the protocol of when and who to call. CMT… Mahoney will set this up and have them there.
o Ryan Kimball will follow-up with Mahoney’s on this issue.
o Do we know of a paramedic on site until we can have help here. Make sure we always know someone is here.

13 past COPWRA members are in the National High School Rodeo Short Finals

Proposal to hire a tractor driver all day each day, so it’s not a fight on speaker.

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. Trying to avoid. We will work with our payment processing is an issue. Keep your confirmation numbers.

Grand Entry and Queen is being crowned tomorrow morning, please pay attention.

We have no enforcement of the rules for $25 fee and ineligible for awards for volunteers not showing up

COPWRA Director Responsibilities

This is a general overview of the director responsibilities;

President: Presides at all meetings of the membership, handles all administrative functions, and convenes Board of Directors meetings, does not get a vote unless there is a tie. Shows up day before rodeo to water, work, and make sure facility is in condition to rodeo, makes sure there is feed for the stock, and last to leave making sure all matters have been handled and facility is in better condition when left. Handles any discrepancies and complaints not dealt with by event director. Sets the dates, handles the contracts with facilities and communicates the needs of the association.

Vice President: Responsible for coordinating all Rodeo activities, and for performing the duties of the President in the case of his/her absence or disability. Shows up day before rodeo to water, work, and make sure facility is in condition to rodeo, makes sure there is feed for the stock, and last to leave making sure all matters have been handled and facility is in better condition when left. Handles any discrepancies and complaints not dealt with by event director.

Treasurer: Keeps all records of monies received in the name of the Assoc., makes deposits and withdrawals, and at each membership meeting presents a current financial report. Make sure insurance is in place each year; liability and board insurance. Pays all expenses incurred with rodeos; stock contractors, rentals, insurance. Work closely with association secretary, member secretary, sponsorship and award directors.

Association Secretary: Keeps records of all members and communication with members current. This includes updating and managing website and email blasts. Managers volunteers. Create and print off announcer sheets for each rodeo. Coordinate with Queen coordinator for queen info and grandy entry information. Responsible for the association’s email and Facebook messages. Responsible for the marketing of the association. Responsible for the design assets needed for association. Ordering merchandise to be sold each year and year end jackets for sizing. Responsible for the planning and organization of the year end awards presentation. Responsible for taking and recoding annual meeting notes, updating rule book, entry forms, membership forms, permit forms, and making sure software reflects any changes. In the annual meeting if there are more than two nominations responsible for facilitating a voting system and communicating with members. Work closely with Member Secretary, Awards, Treasurer, President and Sponsorship Director making sure things are cohesive and consistent.

Member / Rodeo Entry Secretary: Keeps membership records and mailing lists for all members, processes annual memberships, permit memberships, handles all entries for every rodeo, works with website and software support. Handles all matters pertaining to Assoc. Rodeo events, including entries, points, draws, turnouts etc. Coordinate with stock contractor and all event directors on numbers for each rodeo. Print day sheets for each day, print announcer timer sheets, timer sheets for flaggers, and draw orders for gate. After rodeo inputs all times and placings, uploads to website. Reconcile income and expenses of each rodeo, works closely with treasurer.

Awards Directors (2): Handles purchasing and events related to Awards for year-end events awards and all around awards. Responsible for helping with year end award presentation. Work with the treasurer on budgeting out the year and how much can be spent on awards. Responsible for ordering year end jackets for qualified members. Responsible for how far down awards will go in events and all around. Helps plan and organize awards banquet. Works very closely with association secretary, membership secretary, and sponsorship director.

Arena Timed Event Director: Handles all matters related to events in the main arena, setting up the barrier, determining the score, coordinate with stock contractor on numbers and stock needed. Handles all discrepancies that happen in the arena for timed events. Responsible for field flaggers. Is present or easily accessible for the duration of events taking place of their responsibility.

Track Director: Handles all matters related to events held on the Track. Sets the pole pattern in the morning, make sure eyes are setup and working, sets out the table, radios, timer sheets, and flag. Responsible for flaggers know the rules and rules are being followed. Also responsible for knowing ground conditions, when it needs worked and watered, and can change the number of runners per rake. Is present or easily accessible for the duration of events taking place of their responsibility.

Rough Stock Director: Handles all matters related to rough stock events. Finding judges, pickup men, bull fighters, draws, and holds mandatory meeting to review the rules, coordinates stock needed with stock contractor. Is present or easily accessible for the duration of events taking place of their responsibility.

Barrel Director: Handles all matters related to the Barrel Racing. Responsible for staking the pattern make sure eyes are setup and working, sets out the table, radios, timer sheets, and flag. Responsible for flaggers know the rules and rules are being followed. Also responsible for knowing ground conditions, when it needs worked and watered, and can change the number of runners per rake. Is present or easily accessible for the duration of events taking place of their responsibility.

Calf Tying: Handles all matters related to Calf Tying. Coordinate with stock contractor, make sure the draws are done, timer and helpers are in place. Is present or easily accessible for the duration of events taking place of their responsibility.

Goat Director: Handles all matters related to Goat Tying. Designate the field flagger for each age group. Coordinates with the stock contractor and entry secretary on numbers and counts for stock needed. Make sure goats have collars and lead ropes. Stakes the goat stake on track and sets the eyes.

Sponsorship: Handles all matters and communication related to sponsorships, updating sponsorship packet each year, reach out communication to past sponsors first in January of each year, then fill in with new sponsors. working with association secretary to make sure website and online media are current. Mails each sponsor a thank you letter and then an invitation to the awards banquet. Recruit new sponsors each year. Also work with award directors to make sure saddles, jackets, etc. all have correct sponsors and logos.