COPWRA Board Meeting Minutes Oct 6, 2024

COPWRA OCTOBER 6TH BOARD MEETING AGENDA

 

CALL MEETING TO ORDER – Called to order at 9:04am by Craig Neher

 

VOTE TO APPOINT –  Desi McGinn Association Secretary

Jody made a motion to elect Desi McGinn as the 2025 Association Secretary. Colton seconded, the motion passed unanimously. 

 

NEW BOARD MEMBERS INTRODUCTION

• • Any Questions on their duties
    • Various discussions about positions for new directors. Everyone is aware of new jobs duties and in contact with old board members about training. 

• Liz made a motion that the Awards Banquet will fall under the job duty of the All Around and End of Year Awards directors. Jill Jennings seconded. The motion passed unanimously. 

 

SPONSORSHIP DUTIES – Who will take Over 

• Discussion around keeping in the Association Secretary job duty or pushing it out to it’s own position. 
  • Desi had concerns as she doesn’t live close, Jill Lento and Kelsey offered to help. At this point it will stay under the association secretary and talk about the future. 
  • There was discussion about hiring Every Marketing to take care of sponsors, Craig will talk to them and get a cost breakdown, we will table until the next meeting. 
    • The board agreed to have a cap on the cost we will pay. We will not pay more than $3000.

 

APPROVE MINUTES JULY 19 & 20TH

Casey Romine made a motion to approve the July 19th & 20th meeting minutes. Ryan Steele made a second. The motion passed unanimously. 

501c STATUS

• Do we continue as is or apply for status
  • According to the Oregon Secretary of State and the IRS, we are listed as a Non-Profit status. We will continue as we have been. Our accountant says we are okay to proceed with filing as we have been. 

 

2025 DATES

• April 26 – 27
• May 10-11
• May 31-June 1
• ?
  • June 28-29 has been taken back by Roundup Board 
    • Board would like to be done with Peewee rodeo by end of June.
    • Shoot for June 7/8th in Redmond as choice #1, Burns choice #2
      • Craig will get in touch with Redmond on price, and we will see if there are any grant opportunities. 

 

2024 ENDING FINANCIAL REPORT / ITEMS

• Review check policy
  • We need to update policy on bad checks and follow through.
    • 1st Offense – $50
    • 2nd Offense $100
    • 3rd Offense – No Rodeo entry until cleared. 
  • The offense charges will be at the discretion of the board. 

Liz made a motion to set the check policy as presented. Trevor seconded. Motion passed unanimously. 

• • Reimbursement of Directors – receipts/repayments, checks and balances.

• Directors will be reimbursed with itemized receipts only. 

• Venmo  
  • Tabled until next meeting. 
• 2025 Budget 
  • Revenue
  • Expenses
  • Awards
  • Awards Banquet
  • Marketing
  • Apparel
  • Queens
    • Including Chaps, attires, sash, etc. Queen Coordinator will present a budget to the board. 
  • Carry Over
    • We want to have at least $5000 carry over
  • R & M (repairs and maintenance)

Approve via email by Jan 1st

 

INCREASE JUDGES COMPENSATION

• Current pay $250
• High school and JR High pay at $325
  • Meeting Discussion Points
    • Volunteer flaggers was a high level of inconsistency of times, rules, then we appointed people, times not matching. Let’s try hiring judges. How to find credentials. Is it harder to find someone that knows rules or is it harder to find judges. This year judges will be booked this fall. Craig uses a judges list of HS Rodeo, Jr Rodeo, ICA, NPRA.

The board agreed to pay 1 judge $350/day. Mike Romine will find his own judges for roughstock events. 

Kelsey made a motion to approve this increase in compensation, Ryan S seconded. The motion passed unanimously. 

• Timers will have an increase to their compensation as well. We will pay timers $250/day. Jody made a motion to increase the timers pay, Ryan S seconded, the motion passed unanimously. 

 

STOCK CONTRACTOR

• Select Contractor
  • Cody Every
• Stock fees and gates
  • See attached 
• Vote to approve contractor and fees
  • The board has agreed to go with Cody Every as the stock contractor. The stock contractor will be responsible for sorting,  running the stock up and loading in chutes. This will be true for timed events and roughstock events. The stock contractor will provide flanks and hooks for roughstock cattle. All stock will be age appropriate. The stock contractor will get an appointed pen for their own horses. This will be designated by the COPWRA board at each rodeo. The stock contractors’ family does not need to sign up for an additional volunteer position. The stock contractor will provide all hay & feed for livestock. 

Jody made a motion to approve the stock contractors bid as presented with the changes listed above. Ryan S made a second, the motion passed unanimously. 

 

FEE SCHEDULE

• Association fees
• Entry Fees
  • Per Event
    • The minimum entry fee will now be $15. 
    • On stock events, the entry fee will match the stock charge. Except on goats. Goat entry fees will be $15. 

Kelsey made a motion to increase entry fees as presented, Trevor seconded. The motion passed unanimously. 

 

2025 RULE CHANGES

• • Change barrel pattern dimensions, barrel racing pattern dimensions to Starting line no less than 35’ to 1st no more than 45’. 80’ between 1st- 2nd, 95’ to 3rd. Allow 90’ from fence to starting line. Set barrel pattern for arena conditions, and arena dimensions upon directors’ discretions. 
    • Submitted by Katy Schnabele
    • Fix typo on page “front” barrel

• Liz R made a motion to approve the rule change after removing the strikethrough text above. Mike R seconded, the motion passed unanimously. 

• No circling or turning in times events for intermediate and senior divisions. Currently the JR high and high school rules state that a horse cannot turn or leave forward momentum to start the run. I propose that the rule is added to not only follow the high school rulebook but also speed up the current rodeos. Submitted by Ryan Kimball 
  • This rule change does not pass. 

 

• • Calf tying director duties to include – Calf Roping and double mugging.  This helps split the duties of Arena Director and makes sense as all these events are in conjunction with one another. Submitted by Craig Neher
    • The calf tying director will appoint a back up director in the event of his/her absence. 

• The rule change to combine all calf timed events (tying, roping, double mugging) to 1 director was approved. Jody made a motion and Ryan seconded. The motion passed unanimously. 

 

• • Calf tying, add a time limit. Submitted by Sammee Green

• Jody made a motion to have a time limit of :30 second for calf tying from the post. Ryan S seconded, the motion passed unanimously.  

• • Double Mugging – Rules state that the Calf must be cleared, we were operating under a day rule to allow if the calf is down to take down. Submitted by Craig Neher

• Liz R made a motion to add to the rule book that if a calf is down, the kids can take it. Kelsey seconded, the motion passed unanimously. 

 

• Pole Bending – define the rule into the rule book on “Fixing” a run. Submitted by Craig Neher
  • The rule on “fixing” a run in the poles will be changed to:
    •  Any age group can fix their run. 
      • Only underage will still get a time bearing so they do not cross back over the eye at any time. 
      • No other age group will get a time for a fixed/corrected pattern. 
    • This rule will be mimicked for the barrels. 

Kelsey made a motion to accept the rule change as stated above, Liz R seconded. The motion passed unanimously. 

• Board Operations – Board to operate under “Parliamentary Procedures”.   This would be following for example Robert’s Rules of Parliamentary Procedures.  This entails examples such as Presidents cannot make a motion, Treasures and Secretaries are not of voting capacity, quorum must be met to vote, etc. Submitted by Craig Neher
  • no changes 

Open discussion Rule Change:

• Would like the seniors to go to age 15, Weathers
  • No motion 

 

• Association Secretary – Make this a paid position.   This could include adding Rodeo Secretary Duties or not. (Making one position out of two).  Submitted by Craig Neher.
  • No motion 

 

• Day Money payout – Would this bring more contestants that can’t make all rodeos, give a nugget to contestants that only have one good day.  Submitted by Craig Neher
  • No motion 

 

• Rodeo locations – Hold rodeos at venues other than Crook County Fairgrounds. Submitted by Craig Neher
  • Asked the membership if they are happy in Prineville, nobody wants to move away from here. 
    • No motion 

 

• Propose that no kids should be allowed in the arena during other kids runs while runs are being made. Submitted by Liz Russell 
  • We will discuss with our insurance policy on helpers under 18 in the arena. There will be a reminder email and Facebook post out to members about not having “extra” bodies in the arena. Each director will appoint who and how many are allowed in the arena. 
    • Allow “except when volunteering” with liability waiver signed. 

 

• Starting the rodeo at 8 am with Calf tying, then moving directly into team roping, followed by grand entry. Grand entry time to be estimated but not waited for if team roping finishes sooner. Submitted by Jody Holmes
  • Meeting Discussion Points
    • Calf tying will start at 8am followed by team roping
    • Grand Entry will be at 9:30am

 

• Define how many liners are needed in the roping events (none-2-4?) and remove extra people/spectators/ropers waiting to rope during all the roping events. Submitted by Jody Holmes
  • We will use the event directors discretion when it comes to how many liners are needed during calf roping/breakaway. 
  • Directors will have a meeting with volunteers and discuss how many members will be allowed in the arena at a time. 

 

• • Moving the sled roping onto the track with a panel-built box next to the exit gate, with the box closed off/fenced off during other track events. Submitted by Jody Holmes
    • No motion. 
  • The seniors rope with another kid in the team roping, they have to enter with a partner, getting them setup for junior high. Saves on helpers. 
    • No motion 
  • Allow 3 loops for intermediates and seniors in team roping with a 30 or 45 second time limit. Submitted by Jody Holmes
    • No motion 
  • Chute Dogging- 

• Jody made a motion to change the chute dogging rules to mirror what the Jr high rule book states. Ryan S seconded, the motion passed unanimously. 

 

NEW BUSINESS

• Discussion about different pay-outs
  • Average for weekend in each event
  • High point
  • Fast Time
  • Most improved at the End of the Year
  • Sportsmanship Awards
• Each director will give Jody a list of exempt jobs
  • ie: Water truck driver
  • Tractor driver 

These positions will be hand selected. 

NEXT MEETING DATE: November 20th @ 7pm via Zoom

MEETING ADJOURNED @ 1:10pm