8 - March - 2022 www . wsca . org From the Committees
Meeting Minutes
Safety Committee : Corey Swartout Absent . Nothing to report .
Scholarship : Julie Gintner Absent . Nothing to report .
Spotlight : James Duenow Paper costs have increased by 60 % and the cost of the printing the Spotlight has increased an additional $ 300 per month . It costs $ 7.57 per Spotlight , so we are losing a fair amount of money to publish the Spotlight , as we only charge $ 2.00 per Spotlight . Looking to switching immediately to an e-mail version of the Spotlight . It will save WSCA approximately $ 1,000 per month . By switching to electronic , we would reach 5,000 members rather than the current 377 , of which only 82 are paid subscriptions . It was previously approved by the Board to move towards an electronic version of the Spotlight . We would make the first-year subscription free in order to build a list of subscribers . Motion made by Steve Tibbetts , seconded by Amber Duncanson to move forward with the electronic Spotlight for March . Motion carried unanimously .
Received $ 10,734 from Herald Journal for what was owed through 2019 . For the year 2020 , $ 5,075 will be paid by April of this year . For 2021 we cannot expect to get near the ~$ 10k revenue . We need to try to get the Spotlight cash neutral as close as we can .
Lynn was wondering in the Board would have any opposition to combining our Marketing strategies with Sponsorship and the Spotlight . Those few pieces fall under the same kind of messaging tent , and it would be great if they worked together in a more unified way . Sandy , Rachel , James , and Lynn would like to work on aligning those Committees .
Old Business :
James reported WSCA used the Equiscribe system this past year . Lynn , Matt , and James met and discussed the pros and cons regarding the system build versus the live entry system . We have come to a point to decide on how to move forward .
Matthew Saterbak was present to discuss the on-line entry system . The champshow . org site was designed to be a qualifications registration system . It was used to export data to import into another live entry system . This year we used combination of a live entry system and a qualification system . There was a gap in the system as it is a free text entry system . When you add a horse to the system , there are multiple ones with the same name , and the data integrity doesn ’ t go well with a live entry system . Therefore , we had difficulties with the qualification system this year .
Matt would like to propose an adoption of a live entry system . Equiscribe is looking to buy back the license rights over the next few of years for the cost of what WSCA has put into the development so far . Development of the program for WSCA was stopped and now it is outdated . If we were to use Equiscribe , it would remove the burden of two software systems . If Equiscribe would buy back the license rights , it would be $ 15,000 for the next 3 years , for a total of $ 45,000 . For the following 2 years WSCA would just be charged to use per show , and we would pay 8 % of the show revenue . After the 5-year time period , the rate would be billed at the standard rate .
Sandy will review the procedure for thank you gifts for outgoing Chairpersons and Volunteers .
Lynn previously submitted a Board Members Agreement for the Board to review to be added into Procedures for the Board Members . Motion made by James Duenow , seconded by Steve Tibbetts to add the Board Member agreement into the Board Member procedures . Motion carried unanimously .
New Business : The Qualifications Coordinator , Treasurer , and Secretary had their reviews prior to tonight ’ s Board . Motion made by James Duenow , seconded by Steve Tibbetts to approve the recommended increases , retroactive to January 1 st and upon approval from the Delegates at the March General Meeting . Motion carried unanimously .
Lynn would like to have a Vice-Chair added to the committees . That way there is a back up if the Chairperson steps away . Will work with Sandy of adoption of Vice-Chair , which will be a selection jointly by the President and Chairperson .
Adjournment :
Motion made by Steve Tibbetts , seconded by James Duenow to adjourn the meeting at 9:40 PM . Motion carried unanimously .
Next Board Meeting : February 1st , 2022 Western Saddle Clubs Association , Inc . Board Meeting Minutes , January 12 th , 2022 Submitted by Leslie Mason , WSCA Executive Secretary