MICHIGAN QUARTER HORSE ASSOCIATION Meeting of the Board...

MICHIGAN QUARTER HORSE ASSOCIATION Meeting of the Board of Directors

November 8, 2017 Meeting Minutes

Meggen Baynes called a meeting of the MQHA Board of Directors to order at 7:03 p.m. The following Directors

and staff were present: Meggen Baynes, Kathy Christensen, Jill Finley, Sasha Glover, Megan Hirschman, Rob

Kirkpatrick, Chris Perniciaro, Jeff West and Kris Woroniecki. Excused was: Mike Huntoon, Monty Montgomery and

Morgan Warda

AGENDA: Megan Hirschman made a motion to approve the agenda. Sasha Glover seconded the motion.

Motion passed with none opposed.

MINUTES: Megan Hirchman made a motion to approve the September 6, 2017 Board of Directors minutes as

presented. Jill Finley seconded the motion. Motion passed with none opposed.

REVIEW OF FINANCIAL STATEMENTS: Megan Hirschman presented the financial statement for the period

ending October 2017. The total assets of the Association as of October 31, 2017 are listed at $389,315.14; the

total liabilities at $78,050.53 and the total members’ equity is listed at $311,264.61. The net income as of the end

of October is listed at $65,433.44 compared to $74,409.08 for the same period in 2017. Chris Perniciaro made a

motion to accept the October financial report as presented. Rob Kirkpatrick seconded the motion. Motion passed

with none opposed.

TREASURER’S REPORT: The October 2017 checks written report was presented by Kris Woroniecki. There were

checks written totaling $62,211.13 for the month, which included Futurity/SSA paybacks. Megan Hirschman made

a motion to approve the October checks written report. Chris Perniciaro seconded the motion. Motion passed

with none opposed. The A/P report was reviewed. Megan Hirschman made a motion to approve the A/P aging

summary. Chris Perniciaro seconded. Motion passed with none opposed. There were no receivables.

PRESIDENT’S REPORT: Meggen Baynes spoke to the Board. Jacque Moody submitted her resignation from both

the Presidency and the Board of the Michigan Quarter Horse Association. Jacque stated that her business is

requiring her full attention. Meggen stated that the Board accepted the resignation via email. Meggen thanked

Jacque for her dedication to MQHA. Meggen also mentioned a Town Hall meeting that was held. This will be

discussed under New Business. She feels that this meeting gave transparency to the trainers and the exhibitors

about the path MQ intends to take regarding AQHA and the MQHA finances. The Executive Secretary review

questionnaire has been submitted to the Directors. She has asked for them to be returned by November 12 so

she can compile the data and bring it back to the Board at the December meeting.

VICE PRESIDENT’S REPORT: Kathy Christensen thanked the committees who returned reports. She received

several.

OFFICE REPORT: Kris Woroniecki stated that she has a tentative 2018 board meeting calendar. She requested

input on the proposed dates. The final calendar will be distributed at the December meeting after confirming

availability of meeting rooms. Kris shared the Report of Misconduct that the MQHA office has put together. It

was reviewed. She stated that there would be copies made for the show management to carry to the shows. It will

be put on the website and be emailed to the Directors. Kris shared the adult ballot with the Board. There are six

Directors running for four spots. With the discontinuation of the journal, she asked what the plan should be to

get the ballots to the membership. Megan Hirschman made a motion to mail the election ballot to members, to

put it on Facebook and to put it on the website. Sasha Glover seconded the motion. Motion passed with none

opposed. Kris mentioned that Kurtis Gear was willing to put an online form together for the ballot. There was

discussion about the MVP ballot Megan Hirschman made a motion to eliminate the MVP award. Sasha Glover

seconded the motion. Motion passed with none opposed. Kris shared a very kind “thank you” note from Morgan

McCarthy Warda thanking MQHA for supporting her over the years and now includes her run as MQHA Queen.

Kris then brought up Honor Roll advertising. She gave some statistics on prior advertising and provided a quote

for a full color program. Megan Hirschman made a motion to approve a full color Honor Roll program for the



Convention. The cost to advertise will be $150 per page with only full pages offered. Chris Perniciaro seconded the

motion. Motion passed with none opposed. Kris suggested Toledo Ticket be put on the back cover and the

Directors agreed.

COMMITTEE REPORTS

CONVENTION: Sasha Glover reported some confusion with the Convention hotel and the room reservation

group code. He said to reference MQHA when making reservations. He also received some information on a hotel

in Ludington that would accommodate our needs for a Convention in the future. The costs are comparable to

what we have, and they allow outside food and drink. Sasha stated that he and Kris discussed adding a fashion

show or vendors for Saturday during the Convention. The Board help collect a list of vendors. The scribing clinic

will be replaced this year with a kiddie area. Sasha also said that he has sent messages to people reminding them

of the silent auction and requesting donations.

FUTURITY/GREAT LAKES CLASSIC: Chris Perniciaro shared that there was a meeting in October and the

committee decided to add western riding so there will be an all-around award. The MSBA will finalize their plans

for the event by the first of January. Kris Woroniecki clarified that Chris Perniciaro is now the chair of the Futurity

Committee.

HALL OF FAME: Kris Woroniecki gave a report for Mike Huntoon. Mike shared that both the horse and the person

have been selected. The Hall of Fame pins have been ordered and the framed certificates will be finished in time

for the event. Mike is working on compiling the information for the presentation.

HARVEST CLASSIC: Rob Kirkpatrick submitted his report. The Harvest Classic is this weekend and we are ready.

There will be a baked potato bar again on Saturday (afternoon?). We have workers lined up. There will be a biscuits

and gravy breakfast on Sunday morning, sponsored by Mary Wilkosz and A&W in Manistee. Something new we are

doing for all exhibitors placing 2nd - 6th will receive a ticket. They will write their back number on the ticket and put

it in a box. The tickets will then be drawn for gas card giveaways through the weekend. Kris Woroniecki added that

the show is at 225 stalls and 68 campers which is in line with what it was last year.

QUEEN: Kathy Christensen submitted her report. The Queen’s contest at the All-American Quarter Horse

Congress was held the week of October 9, 2017. The Queen’s Horsemanship class was held on Saturday Morning,

and the crowning Saturday evening during the Freestyle Reining intermission. The Queen’s display area in Congress

Hall was back to its original glory with all the gifts displayed. The Queen candidates had a wonderful day trip

around Columbus, Ohio on Friday. They went to Mukha Spa, Candle Lab, and Jeni’s Slendid Ice Creams. MQHA is

very proud of our Queen Morgan Warda, she won the Queen’s Horsemanship class, was 5th on the test and 9th in the

interview. Congratulations to Morgan!

Two other young ladies we know also participated in the Congress Queen’s Contest. Michelle McDowell represented

Great Lakes Quarter Horse Association, and Kate Clapp who represented Ohio-Michigan-Indiana Quarter Horse

Association. Michelle placed 4th on the test, 8th in the Interview and 3rd in Horsemanship. Kate placed 1st in the

Interview, 6th on the test and 7th in Horsemanship. Congratulations to these young ladies also.



STALLION SERVICE SALE: Chris Perniciaro stated that all contracts have been mailed out and we have received

about 35 of them back so far. He has started to call the stud owners to make sure they get their horses in.

SUMMER SERIES: Meggen Baynes discussed trying to find a venue to run a smaller two judge type event. There is

just no availability on a good date at any of the venues that are large enough to host us. She discussed dropping

one judge from the Summer Series in Midland. Jeff West made a motion to put one of the five Summer Series

shows on hold for 2018. Megan Hirschman seconded the motion. Motion passed with none opposed.

WEBSITE/SOCIAL MEDIA: Kathy Christensen submitted her report. FB Page – 3604 likes, 3591 following. Page

views up 18% and page previews up 5%. Post engagement down but we haven’t posted much lately either.

FB Marketplace 7120 members, many need approval or declines. Haven’t had time to review each request. Active

members, 5029, view, post, comment or react to the group content.

I sent Jacque Moody a Thank You for her service of time and talent to MQHA.

Website – sent Kim several pictures for use on the new website. Reviewed with her the new website. Sent her some

updated forms, and asked for updates on other forms. She is working on merging the FB live streaming video to the

website. We are very close to having the new site launched.

YOUTH: Youth President, Elizabeth West requested via email, permission to do the silent auction of gift baskets

at the Convention again this year. Jeff West discussed making some changes to the Letter of Intent including

asking for a deposit with the Letters for both teams. The deposit would be recouped through fundraising. Jeff

also mentioned that they would not do the cash raffle for 2018. Megan Hirschman made a motion to approve a

non-refundable deposit of $100 for the World Show Team and $250 for the NYATT team which would accompany

the Letters of Intent. Kathy Christensen seconded the motion. Motion passed with none opposed. Sasha Glover

read a letter from Lily Atkinson, MQHA VP, requesting that the MQHA consider recognizing academic

achievement as part of the Year End Awards banquet. The board agreed to this idea and Sasha will work with Lily

to get this in place. Megan Hirschman made a motion to accept the youth minutes that were distributed. Jill

Finley seconded the motion. Motion passed with none opposed.

RULES AND CONSTITUTION: The following rule changes were presented to the Board. Chris Perniciaro made a

motion to accept the proposed changes. Megan Hirschman seconded the motion. Motion passed with none

opposed.

SECTION 2 - TYPES OF MEMBERSHIP

Co-ownership or joint ownership of a horse does not necessarily constitute a legal partnership. If both are

individual and/or junior youth members, a separate partnership fee is not required. If one or all co-owners or joint-

owners are a farm, ranch, corporation or partnership, then an additional partnership is required.

ARTICLE III - DIRECTORS

SECTION 1 - NUMBER OF DIRECTORS

Director Terms: Up to four (4) Directors shall serve a three (3) year term. Any additional vacancies filled

would be for a two (2) year term.

Four (4) shall serve a three (3) year term

Three (3) shall serve a two (2) year term and

One (1) will serve a one (1) year term.



ARTICLE IV - OFFICERS AND DUTIES

SECTION 1 - ELIGIBILITY

Only individual members who have attained the age of 19 years during the then current year, who are

members in "good standing" and who are residents of Michigan may hold office with the exception of an out of

state youth who has a hardship on file from the prior and the current year. This youth will be allowed to run for an

officer position.

SECTION 2 – EXECUTIVE COMMITTEE

The Executive Committee of the Association will consist of the President, Vice-President, Vice President

Elect, {add “Finance Director”} and the Treasurer. If needed, another qualified individual, as determined by the sitting

President; (i.e. an attorney or CPA, whose input might be needed to make an informed decision can be requested.

All members of the Executive Committee will be allowed to vote on Executive Committee issues with the exception

of items that may be deemed a conflict of interest.

SECTION 5 – VICE PRESIDENT ELECT

The Vice President Elect shall perform the duties of the Vice President in the absence of the Officer either

at regular or special board meetings; of for the Association business should a vacancy occur in the Vice Presidency.

After one year as Vice President Elect, that elected official will then ascend to Vice President the following

year and President the third year.

When a vacancy occurs in the office of the Vice President Elect, the position will remain vacant for the

remainder of the term. In the event a vacancy occurs simultaneously in the offices of the President and Vice

President, Vice President Elect, the Board of Directors shall fill all vacancies by selection and appointment from the

current Board of Directors.

SECTION 5–INSTALLMENT OF VICE PRESIDENT ELECT

Any director who intends to run for the office of Vice President Elect position must submit a letter of intent to be

included on the ballot by the September Board Meeting preceding elections. Candidates must have served on the

board for two years. The election process will take place annually at the November meeting by ballot and tallied by

the outgoing President and Chair or the Nominations Committee the Executive Secretary. The chosen Vice

President Elect term will be extended through the Presidency.

ARTICLE V - GENERAL ELECTIONS

SECTION 2 - BALLOTS

General election ballots will be offered to the adult membership at least thirty (30) days prior to the Annual

Membership Meeting to all members in "good standing."

ARTICLE VII - SUSPENSION AND DENIALS

Any member of this Association who is suspended for any cause by the American Quarter Horse Association or the

National Cutting Horse Association shall automatically be suspended from this Association upon receipt of notice

thereof.

ARTICLE XII - MICHIGAN QUARTER HORSE YOUTH ASSOCIATION

SECTION 11 - AMENDMENTS



The By-Laws of the Article XII under which the Youth Association operates may be amended with MQHA

Board approval only. by a majority vote of members present at the Annual Membership Meeting or a special

meeting of the membership provided the entire membership has been notified by ordinary mail of such proposed

amendment at least thirty (30) days prior to said meeting. While not mandatory, an "intent" description clause or

exact verbiage of the proposed amendment is desirable in the notification. MQHA Board ratification is required

(see Artcle VII).

SECTION 5 - DIRECTORS

H. Reporter: The duties of the Reporter shall be to report all activities as well as other special interest items

to the Michigan Quarter Horse office Journal, The American Quarter Horse Journal through the Reporter for the

American Quarter Horse Association, and any other Association's news or magazines as deemed appropriate.

MQHA ORGANIZATIONAL RESPONSIBILITY AND JOB-CHART DEFINITIONS

5. ROLE DESCRIPTION OF VICE-PRESIDENT:

A. Accept responsibility and accountability for effective functioning of Directors and committees under his/her

direction.

B. Approve Directors recommendations for Chairman and committee members’ assignments as per

organizational chart and submit to President as necessary for good performance

C. Set example for meeting attendance and punctuality.

D. Call special meetings as necessary for good performance.

6. ROLE DESCRIPTION OF VICE-PRESIDENT ELECT:

A. Take an active position in all aspects of Board function.

B. Shall become a co-chair on the finance committee and actively pursue understanding of the financial

statements as well as the financial process.

C. Shall become a voting member of the Executive Committee

D. Set example for meeting attendance and punctuality.

6. EXECUTIVE SECRETARY-TREASURER:

F. Publish Board of Directors meeting minutes.

G. Handle any ballots when general membership is polled on any issue

1. Hand in publishable form as per requirements of the Journal.

a. Correctly spelled, neatly typed with correct margins.

b. To be in editor's possession with in five (5)days of meeting.

8. COMMITTEE CHAIRMAN - Generally pertaining to all chairmen

A. Accept responsibility and accountability for committee under his/her direction.

B. Plan and lay out framework the committee will function within.

C. Have any questions dealing with MQHA policy or monies approved by Board of Directors.

D. Make reports to Board of Directors as necessary and at least one report quarterly. When possible, the

report is to be sent to the central MQHA office neatly composed, typed, to be sent out via email prior to the

Board Meeting.



E. Make requests for funding to Finance Committee by November 1st of business year to be included in the

budget.

9. JOB DESCRIPTION WEBSITE MAINTENANCE/SOCIAL MEDIA - The MQHA office staff is responsible for Editor of

the Michigan Quarter Horse Journal included the following duties.

A. To process advertising requests and work with the production staff and printer to achieve high quality

Journal ads and ensure advertising is placed on the website in a timely manner.

B. To work with Printer in maintaining quality and reasonable cost. To solicit bids and samples of work

from printers when requested by the committee.

C. To cooperate with MQHA committees in providing promotional coverage to the general membership

for special events and means of communication with .

D. To prepare a monthly statement of income and expense for the Board and committee chairperson and

to work with committee chairperson in preparing a projected budget at the end of the fiscal year.

E. To compile feature articles and spotlights to cover and report on Association shows, MQHA Queen

Contest, MQHA Breeders' Futurity, the MQHA Annual Convention and other sponsored events.

F. To regularly attend journal committee meetings to answer questions pertinent to the Journal that may

arise and to stay aware of policies, events, etc. which may be of interest to the Journal.

H. To actively solicit advertisers through marketing campaigns, attendance at horse industry related

events and personal contacts.

I. Invoice advertising fees monthly, as well as report delinquent accounts to the board. To make a monthly

billing book for the Central Office.

LINES OF COMMUNICATION:

1. All advertising materials and editorial materials must go through the editor's office postmarked by the

deadline.

2. The editor consults with the central office on matters of billing, mailing, lists, record keeping, and

materials for the Journal. All other concerns should be communicated through the Journal committee.

10. POINT SECRETARY:

A. Work under Show Approval Committee

B. Record and publish all MQHA points.

11. FUTURITY SECRETARY:

A. Formulate policy and practice with Futurity Committee and so execute.

B. Type, print and distribute all nominating entry forms as scheduled in MQHBF rules.

C. If a claiming sale is decided to be held by Futurity Committee to:

1. Determine eligibility of nominated sale entry.

2. Mail sale nomination application upon request.

3. Assist Futurity Committee in any reasonable requests for secretarial or clerical items.

4. Cause to be printed catalog of sale animals.

D. Prior to Futurity Show:

1. Figure premiums (monies).

2. Order in plenty of time, ribbons and trophies.

3. Obtain insurance.

4. Make reservation for show site, chosen by committee.



E. Manage or obtain a show manager/secretary Futurity Secretary office at Futurity handling all necessary

procedures such as:

1. Stall assignments.

2. Entry of Get and Produce.

3. Assign exhibitor numbers.

4. Pay judges and ringmasters.

F. Post Futurity Show:

1. Correlate show results.

2. Turn in futurity results in printable form as per journal requirements.

3. Results must be in editor's hands in time for November issue of MQHA Journal of current year.

4. Prepare and distribute Futurity premium checks.

RECOMMENDATIONS FOR COMMITTEES:

12. GENERAL RULES:

A. After any committee has formulated policy and practice, these must be presented to the Board of

Directors for approval.

B. Committees must have a minimum of two (2) meetings per year.

1. Organizational meeting - first (1st) month of business year, or when appointed.

2. Meeting last month of business year to review accomplishments and unfinished business.

C. Committee Chairman must see to it that the Board of Directors have at least one (1) report from committee

each quarter (can be done through Director in whose area committee functions), as per organizational chart.

D. Must have approval of Board to spend over $500.00 when not a budgeted item.

13. MEMBERSHIP COMMITTEE:

A. Formulate policy and practice in cooperation with Executive Secretary-Treasurer.

14. NOMINATIONS & ELECTIONS COMMITTEE:

Formulate policy and practice:

A. As per Article V, Section 1: Committee is appointed no later than April 1st.

B. Committee should receive January 30th membership list at time appointed.

C. Areas of consideration:

1. Attempting to secure nominations made by July 1st.

2. Printing candidates' pictures and resumes.

3. That each candidate has such leadership qualities that he/she should be a Presidential timber able to be

Considered for an officer position.

4. Handle any ballots when general membership is polled on any issue.

D. The nominating committee shall secure a nominee (s) for each Board member to be elected. The

nominations shall be submitted to the Executive Secretary by the November Board Meeting. Nominations shall be

accepted from any Director or member in good standing present at the November Board meeting. Nominees will

not be accepted after that date except to fill a vacancy where no candidate is running.

15. FUTURITY COMMITTEE:

Formulate policy and practice with Futurity Secretary. the MQHA office and/or MQHA Show Management

Areas of consideration:

A. Planning of Futurity.



1. Hiring show personnel (Judges, ringmasters, announcers, etc.)

2. Choosing show site and date.

3. Supply proper manpower for show.

4. See that all areas are covered - i.e. Sale Manager, Show Manager, Barn.

5. Select appropriate awards other than monies paid to be given at the Futurity.

6. May request assistance of Awards Committee in purchase of awards if so desired by Futurity

Committee.

16. SHOW APPROVAL COMMITTEE:

Formulate policy and practice with Point Secretary.

Areas of consideration:

A. Show approval meetings:

1. One (1) per year with attendance at meeting a prerequisite for approval.

B. Expansion of show listing in Journal on website calendar of events - carrying show name, show

secretary/manager name, address, and phone number and other contact information such as phone and

email address.

C. Publish the Bluebook with all Finalize showbills in the April Journal of each year .

D. This committee will be the State Fair Liaison.

1. Chairperson to attend State Fair Meetings and be Breed Representative.

E. Application for NEW shows after second (2) meeting, will be acted on individually by Show Approval

Committee.

18. YOUTH ADVISORS: To be elected by Michigan Quarter Horse Youth Association from a list approved by MQ

Board of Directors. To advise on policy and practice or MQHYA. To be liaison between Michigan Quarter Horse

Association and Michigan Quarter Horse Youth Association.

19. MQ SHOW COMMITTEE:

Formulate policy and practice with Executive Secretary-Treasurer, manage and produce Annual MQ Shows.

This committee is sub-divided to include all MQHA owned shows.

A. Sponsors.

B. Ribbons and Trophies.

1. May request assistance of Awards Committee in purchase of ribbons and trophies if so desired by

MQHA Show Committee.

C. Judge, Ringmaster, Gatemen, Announcer, Barn Superintendent. Stalling and Camping

D. Printing of Programs.

E. Anything else dealing with the show.

20. FINANCE COMMITTEE:

Formulate policy and Practice.

A. Draw up budget for operating funds.

B. Draw up budget for project funds.

C. Know our status with U.S. IRS and Michigan RS. The State of Michigan

21. STALLION SERVICE SALE AND FUTURITY COMMITTEES:

Formulate policy and practice. Areas of consideration.



A. Stallion Service Sale.

B. Stallion Service Futurity. Work in cooperation with Convention Committee and MQ Futurity Committee.

22. YEAR END AWARDS COMMITTEE:

Formulate policy and practice.

A. Manage any circumstances involving any Year End award(s) given in the name of MQHA at Convention

or at one of its official functions with the exception of the MQHA Annual Horse Show(s) and the MQHA

Breeders' Futurity.

B. Do the planning, ordering, and purchasing of any award(s) presented by MQHA with the exception of

the MQHA annual Horse Show and MQHA Breeders' Futurity.

C. Work in cooperation with MQ Convention Committee if award(s) are to be presented at a social function

such as the MQHA Convention. to organize procedure and format for presentations.

D. Awards Committee usually will manage Special Award: i.e.: Year-end Horse Awards based on MQHA

point system, depending on MQ/MY status at the time; Sportsman of the Year Awards; President Recognition of

Board Members.

Awards Committee will manage all year end awards and any of the Special Awards needed: i.e.: Sportsperson

of the Year, Member of the Year, Show of the Year,

E. Investigate other areas of recognition awards.

1. Member of the Year.

2. Outstanding or meritorious service awards to people inside or outside MQHA who have done separate

and distinct service to or for MQHA above and beyond that usually expected of persons.

F. Assist MQHA Show Committee and Futurity Committee in obtaining awards if said committees request

this aid.

23. MQHA CONVENTION:

Formulate policy and practice.

A. Manage any official social function of MQHA

1. Site and Date

2. Menu

3. Speakers

4. Band or Entertainment

5. Any other function reasonably classified in this area.

OLD BUSINESS

Anti Harassment Document: The document was sent to the attorney for review. She approved it, indicating it

was well thought out and very detailed. Kathy Christensen made a motion to accept the document. Jeff West

seconded the motion. Motion passed with none opposed. It will become part of the rule book and will be posted

on the website. Megan Hirschman will help to amend a version of it to be posted at the shows.

Michigan Quarter Horse Association Anti-Harassment, Anti-Intimidation, or Anti-Bullying Policy

The following statement shall be included where appropriate:

Harassment, intimidation, or bullying behavior by any AQ member/AQ professional/AQ or MQ personnel at any

sanctioned MQHA event is strictly prohibited, and such conduct may result in disciplinary action, including

suspension and/or expulsion from the Michigan Quarter Horse Association and review by the American Quarter



Horse Association. “Harassment, intimidation, or bullying, in accordance with House Bill 750.411, mean any conduct

directed toward a victim that includes, but is not limited to, repeated or continuing unconsented contact that would

cause a reasonable individual to suffer emotional distress and that actually causes the victim to suffer emotional

distress.

This can include intentional written, verbal, graphic or physical acts including electronically transmitted, either overt

or covert, by an (AQ member/AQ professional/AQ or MQ personnel) or group toward other (AQ member/AQ

professional/AQ or MQ personnel) with the intent to harass, intimidate, injure, threaten, ridicule or humiliate. Such

behaviors are prohibited at any MQHA-sponsored activity, that a reasonable person under the circumstances should

know will have the effect of:

a. Causes mental or physical harm to the other member or professional; and

b. Is sufficiently severe, persistent or pervasive that it creates an intimidating, unsportsmanlike, threatening

or abusive environment for the other member/professional/personnel.

Policy:

1. It is the policy of MQHA that any form of harassment, intimidation or bullying behavior against its members and

professionals in the organization; whether at sanctioned events, on MQHA property, or on social media, is

expressly forbidden.

a. To implement this policy, the MQHA Board of Directors established a policy prohibiting harassment,

intimidation or bullying. The policy shall be developed in consultation with the American Quarter Horse

Association, AQHA Judges, AQHA Professional Horsemen and MQHA members.

2. Members who have been determined to have engaged in prohibited behaviors are subject to disciplinary action,

which may include suspension or expulsion from MQHA events. MQHA’s commitment to addressing such

prohibited behaviors, however, involves a multifaceted approach, which includes education and the promotion of

a professional atmosphere in which harassment, intimidation or bullying will not be tolerated by members or

MQHA personnel.

3. It is imperative that harassment, intimidation, or bullying be identified only when the specific elements of the

definition are met because the designation of such prohibited incidents carry special statutory obligations.

However, misconduct by one member against another member, whether or not appropriately defined, will result

in appropriate disciplinary consequences for the perpetrator.

4. Definition of Terms

a. ”Harassment, intimidation or bullying” means either of the following:

i. Any intentional written, verbal, graphic, or physical act that a (AQ member/AQ professional/AQ or

MQ personnel) or group of (members/professionals) exhibited toward another particular AQ

member/AQ professional/AQ or MQ personnel more than once and the behavior both:

1. Causes mental or physical harm to the other member or professional; and

2. Is sufficiently severe, persistent or pervasive that it creates an intimidating,

unsportsmanlike, threatening or abusive environment for the other

member/professional/personnel.

ii. By Electronic Means



1. “Electronic act" means an act committed through the use of a cellular telephone,

computer, pager, personal communication device, or other electronic communication

device.

b. Harassment, Intimidation or Bullying also means electronically transmitted acts i.e., Internet, cell phone,

personal digital assistance (PDA) or wireless hand-held device that a member or professional has exhibited

toward another particular AQ member/AQ professional/AQ or MQ personnel more than once and the

behavior both:

i. Causes mental or physical harm to the other AQ member/AQ professional/AQ or MQ personnel;

and

ii. Is sufficiently severe, persistent or pervasive that it creates an intimidating, unsportsmanlike,

threatening or abusive environment for the other member/professional/personnel.

c. In evaluating whether conduct constitutes harassment, intimidation or bullying, special attention should be

paid to the words chosen or the actions taken, whether such conduct occurred in front of others or was

communicated to others, how the perpetrator interacted with the victim, and the motivation, either admitted

or appropriately inferred.

d. A MQHA activity shall mean any activity that is sponsored, recognized or authorized by the MQHA Board of

Directors.

5. Types of Conduct

a. Harassment, intimidation or bullying can include many different behaviors including overt intent to ridicule,

humiliate or intimidate another member or personnel. Examples of conduct that could constitute prohibited

behaviors include:

i. Physical violence and/or attacks;

ii. Threats, taunts and intimidation through words and/or gestures;

iii. Extortion, damage or stealing of money and/or possessions;

iv. Exclusion from the peer group or spreading rumors; and,

v. Repetitive and hostile behavior with the intent to harm others through the use of information and

communication technologies and other Web-based/online sites (also known as “cyber bullying”),

such as the following:

1. Posting slurs on Web sites where members and professionals congregate or on web logs

(personal online journals or diaries);

2. Sending abusive or threatening instant messages;

3. Using camera phones to take unauthorized photographs of members or horses and

posting them online; and,

4. Using Web sites to circulate gossip and rumors to other members/professionals or

potential members or clients;

5. Excluding others from an online group by falsely reporting them for inappropriate

language to Internet service providers.

6. Falsifying information online

a. Pretending to be a member or professional within the MQHA or AQHA

organization

6. Complaints

a. Formal Complaints

i. Professionals, Members, and/or their parents or guardians may file reports regarding suspected

harassment, intimidation or bullying. Such written reports shall be reasonably specific including



person(s) involved, number of times and places of the alleged conduct, the target of suspected

harassment, intimidation and/or bullying, and the names of any potential member or staff

witnesses. Such reports may be filed with any MQHA staff member or Board member.

b. Informal Complaints

i. MQHA/AQHA Members and personnel may make informal complaints of conduct that they consider

to be harassment, intimidation and/or bullying by verbal report to a MQHA Board Member, or other

MQHA personnel. Such informal complaints shall be reasonably specific as to the actions giving rise

to the suspicion of harassment, intimidation and/or bullying, including person(s) involved, number

of times and places of the alleged conduct, the target of the prohibited behavior(s), and the names

of any potential witness. Anyone who receives an informal complaint shall promptly document the

complaint in writing, including the above information. This written report by the Member or

personnel shall be promptly forwarded to the MQHA Board of Directors, and AQHA for review and

action in accordance with Section 5.

c. Anonymous Complaints

i. MQHA/AQHA Members who make informal complaints as set forth above may request that their

name be maintained in confidence by the MQHA staff member(s) and MQHA Board Member(s) who

receive the complaint. The anonymous complaints shall be reviewed and reasonable action will be

taken to address the situation, to the extent such action may be taken that (1) does not disclose the

source of the complaint, and (2) is consistent with the due process rights of the Member(s) alleged to

have committed acts of harassment, intimidation and/or bullying.

d. False Reporting

i. A statement prohibiting Members from deliberately making false reports of harassment,

intimidation, or bullying and a disciplinary procedure for any Member responsible for deliberately

making a false report of that nature.

7. Remedial Actions

a. Verified acts of harassment, intimidation, or bullying shall result in an intervention by an MQHA

Representative or his/her designee that is intended to ensure that the prohibition against harassment,

intimidation or bullying behavior is enforced, with the goal that any such prohibited behavior will cease.

b. Harassment, intimidation and bullying behavior can take many forms and can vary dramatically in

seriousness and impact on the targeted individual and other members. Accordingly, there is no one

prescribed response to verified acts of harassment, intimidation and bullying. While conduct that rises to

the level of “harassment, intimidation or bullying,” as defined above will generally warrant disciplinary

action against the perpetrator of such prohibited behaviors whether and to what extent to impose

disciplinary action (removal, suspension; or expulsion) is a matter for the professional discretion of the

MQHA Staff and Board. The following sets forth possible interventions for staff to enforce the Board’s

prohibition against “harassment, intimidation or bullying.”

8. Non-disciplinary Interventions

a. When verified acts of harassment, intimidation or bullying are identified early and/or when such verified

acts do not reasonably require a disciplinary response, members may be counseled as to the definition of

harassment, intimidation or bullying, its prohibition and their duty to avoid any conduct that could be

considered harassing, intimidating or bullying.

9. Disciplinary Interventions



a. When acts of harassment, intimidation and bullying are verified and a disciplinary response is

warranted, members are subject to the full range of disciplinary consequences. Anonymous complaints

that are not otherwise verified, however, shall not be the basis for disciplinary action.

b. In temporary suspension from any MQHA Activities may be imposed only after informing the accused

perpetrator of the reasons for the proposed suspension and giving him/her an opportunity to explain the

situation.

c. Long-term expulsion from MQHA or AQHA Activities may be imposed only after a review by the MQHA

Board of Directors, and AQHA Authorized Body. This consequence shall be reserved for serious incidents

of harassment, intimidation or bullying and/or when past interventions have not been successful in

eliminating prohibited behaviors.

10. Reporting Obligations

a. If after investigation, acts of harassment, intimidation and bullying by a specific member are verified, the

MQHA Board shall notify in writing the AQHA Authorized Body of that finding. If disciplinary

consequences are imposed against such member, a description of such discipline shall be included in

such notification.

b. If after investigation, acts of bullying against a specific member are verified, MQHA shall notify the

member, or parent or guardian of the victim of such finding. In providing such notification, care must be

taken to respect the statutory privacy rights of the perpetrator of such harassment, intimidation and

bullying.

NEW BUSINESS

Member of the Year: Kathy Christensen made a motion to accept the name submitted as 2017 Member of the

Year. Jeff West seconded the motion. Motion passed with none opposed.

Election of Vice President Elect: Megan Hirschman was voted on by the MQHA Board of Directors to be the

Vice President Elect. Her term will extend to 2021.

Town Hall Meeting: Megan Hirschman explained that a Town Hall meeting was held at the MSU Pavilion on

November 1. There were several exhibitors and trainers in attendance as well as Past President, Jennifer Goss.

Several topics were discussed. A fact sheet was presented to the attendees and minutes were compiled.

General Trends Fact Sheet 2017

The trend in the last few years is that little to-no time is passing between rule or fee changes and the dates of

implementation. In the past state associations and exhibitors often had 6mo-1year to adopt new policies. This is

no longer the case.

• The general observations of the current AQHA Executive Committee is that they find the horse shows

(pleasure) part of the industry to be less important than ever before. (Almost a negative look on pleasure

showing)

• AQHA re-structured the Incentive Fund payout program in 2016 limiting total payouts

• AQHA eliminated the Incentive Fund payout program in 2017

• AQHA increased show approval fees to affiliates in 2012 increasing our fees in Michigan from $100 per

show to $1,000-$1,500 per show (based on number of entries)

• AQHA increased show approval fees to affiliates this year (will affect 2018) which will DOUBLE our cost.

Taking our fees from $7,000 to $14,000. (In total that is a 300% increase in fees in 5 years)



• AQHA has discontinued the ARC program credits which helped MQHA provide an additional $3,500 in

prizes for year-end awards. When combined with the increase in fees, that puts MQ at $10,500 increase

in expenses in 2018.

• AQHA Drug testing/Processing fees will increase $1 in 2018 ($6/judge/horse)

• AQHA is limiting (virtually eliminating) their sponsorship programs for 2018 and into the future.

• The Trail Challenge and Trail Ride programs will be discontinued effective December 31, 2017. This

change will allow AQHA the opportunity to re-evaluate and develop programs that better serve both our

members and horses.

• The primary focus for AQHA financially, in the near future, is on technology and customer service, and

service to the Ranch and Racing arms of the organization. We foresee very little investment in pleasure

showing, and if the above-mentioned changes are considered a trend, fees will only increase.

• Show Data:

o While the number of approved shows is decreasing steadily, the number of entries is remaining

fairly stable since 2014.

MQHA Trends:

• MQHA hosts two of the TOP 15 AQHA Circuits in the Country.

• In 2015 MQHA implemented the Leveling program to most of the showbills, this helped with a significant

uptick in total entries at MQ Shows, and that trend has continued steady growth.

• In 2017 MQHA worked with EKG Equine Management to manage its horse shows. This increased the cost

of horse shows by approximately $18,900/season. Thanks in large part to increased sponsorships at

individual shows and an increase in PPHS and general horse show fees, we have virtually mitigated this

cost at the least expense to exhibitors as possible.

• The MQHA Journal was consistently a financial burden on the Association. In 2017 the paper Journal was

discontinued, and work to have an online blog to replace it were implemented. In 2018 this should lead

to a reduction in expenses of $23,000; this is also likely to reduce Advertising revenue, and Membership

Revenue of similar proportions making it a wash. The website has significantly smaller long-term costs

and is therefore much less of a long-term liability than a paper Journal. Long-term vision is to increase

advertising revenue again with creative online strategies.

• MQHA membership is on the decline. At this time there is little-to-no member benefit unless you are

showing at MQHA shows and going for year-end awards. With no paper journal, we have lost some of

the outreach capability we had. Through September of 2017 membership revenue is down $2,365.

• Show structures and showbills are reviewed annually, and feedback is taken into account. Significant

showbill changes were made in both 2015, and 2016 based on this feedback (exhibitors, show staff, and

trainers were all invited to participate). The response in having overlapping days of trail and

S H O W E N T R I E S 2 0 1 2 2 0 1 3 2 0 1 4 2 0 1 5 2 0 1 6

NUMBER OF APPROVED SHOWS 2,790 2,529 2,511 2,432 2,403

NUMBER OF SPECIAL EVENTS 522 473 463 428 431

AVERAGE ENTRIES PER SHOW 335 355 370 380 385

AVERAGE ENTRIES PER SPECIAL EVENT 68 69 75 70 63

TOTAL SHOW ENTRIES 907,420 898,820 928,801 923,184 925,937

TOTAL SPECIAL EVENT ENTRIES 35,223 32,613 34,724 29,802 27,342

TOTAL SHOW ENTRIES

INCLUDING SPECIAL EVENTS 942,643 934,433 963,525 952,986 953,279



showmanship/halter have by-in-large been positive. Novice and Rookie classes continue to be among the

most highly participated in.

• Pre-Paid Horse Show Program fees were increased for 2017 from $1,500 to $1,750, which is the first

increase in this program cost. The program started in 2006. (The association went from 28 PPHS

participants in 2016, to 38 in 2017 and the savings to participants is nearly $500, which makes this a

valuable option for exhibitors).

• It is proposed that MQHA office fees will increase $1 in 2018. (If an exhibitor showed all MQ shows all

season, this would represent a total increase of $30 to the exhibitor, and leaving all other things the same-

PPHS not increasing-this could help offset $3,968 of the $10,500 deficit we are facing.)

• It is also proposed that we remove all MQ sponsored hospitality areas at the shows. This would provide a

savings of $6,650 to the association. We would continue to seek sponsorship for the hospitality areas,

and want to make it a priority to offer fellowship and fun activities that add to the enjoyment of MQ

shows outside of the show ring.

• Show Data from 2016:

• Michigan is Ranked 4th in the nation for the average number of entries per show.

Before we begin brainstorming here are some restrictions to consider:

• Michigan is severely lacking in adequate facilities to host major shows with multiple rings under roof.

• Weather dictates our show season (We cannot be a Florida or Arizona in January)

• We are a Peninsula State, bordered by a foreign country (the exchange rate for Canadians impacts our

exhibitors)

• AQHA is among some of the most elite groups of equine breed organizations, and as such, its

membership has high expectations of professionalism, customer service and representations of the

highest breed standards. We are tasked with maintaining this level, and in doing so, have determined

that we need a dedicated staff of professionals to organize events and activities, maintain financial

records, and provide reporting. We have fixed overhead (beyond facilities, judges, and immediate show

costs) that other groups do not have. (open horse shows for example)

• We are often looked at as “elitists” by some in other equine areas.

• Exhibitors without trainers may feel intimidated by the MQ show experience

• We are losing buying power for year-end awards due to a highly competitive market, and less wholesale

purchasing opportunities.

• In our attempt to offer as many classes as possible, we have reduced the amount spent per exhibitor for

year-end awards, in 2016 MQHA spent $34,671+$3,500ARC. While maintaining a budget, (we are

spending close to the same amount as was spent 2010) the number of classes we are providing awards

Number of

Shows

Average

Number of

Entries

Special

Events

Average

number of

Entries

Massachusetts 11 1,046

Ohio 70 898 6 69

Arizona 42 717 3 58

Michigan 62 603 2 32

Nevada 29 591

Georgia 59 566 2 19

Indiana 56 539 12 95

Pennsylvania 71 534 3 14

Oklahoma 80 526 34 86

Iowa 37 495 9 99



for is 132 vs the 89 classes in 2010. That is 48% more awards with very little additional budget dollars.

(40+ classes @ 6 placing awards=240 more items we are purchasing for awards)

Questions for future outlook:

• Where do you see MQHA’s role in the industry in 5 years; where do you see your future in the industry in

5 years; what is AQHA’s role in the industry in 5 years? (10, 20 years)

• What does a future client/member look like (who are they, and what do they value)?

• What can MQHA do to retain our membership/show base with potential fee increases looming in the

future?

• How can we promote, and invite new membership; bring in additional trainers/exhibitors to our shows?

• Who are these people? (Out-of-State trainers, International Trainers, Open Show Participants, Rookies,

Youth, Amateurs, Long-haul national ranking exhibitors, locally focused exhibitors?)

• What areas outside of the shows can MQHA help support the industry/the health of the quarter horse?

• How can trainers and the MQ collaborate to continue to get new clients/members engaged and keep the

industry thriving?

• We cannot be all things to all people; with that said; what do we do the very best now, and how do we

springboard off that in the future?

• What do we do now that could be improved, or removed entirely? Does someone else already do it best?

• Are there ways for us to think differently about non-core classes/exhibitors?

o How do we create an environment inviting to hunter/jumpers, reining, barrels, etc…

o Do we invite them to come to us, or do we go to them?

o Is there value in partnering with NRHA, NBHA…?

• What may be appealing to beginners at AQHA/MQHA events?

o Should we be participating in/creating more clinics and education opportunities?

o Should we be reminding our trainers, staff and exhibitors that we are all here because we love QH,

so we can be competitive but still be warm and outgoing to those we don’t know, be willing to

step up and help, comradery

• What are some out of the box ideas to help garner sponsorships and support? Why would you give back

to MQHA? How do we best recognize our sponsors?

Minutes - November 1, 2017 Town Hall Meeting – MSU Pavilion, Classroom C/D

In attendance: Jennifer Goss, Diana Goss, Kurtis Gear, Liz Gear, Monty Montgomery, Stacy Montgomery, Mike Sinko,

Rosie Sheffer, Brent Sheffer, Jason Ducharme, Mallory Menard, Meggen Baynes, Megan Hirschman, Kris Woroniecki,

Kathy Christensen, Garth Gooding, Austin Gooding, Chris Perniciaro, Jeff Moody, Linda Moody, Amber Pickard,

Dwayne Pickard, Morgan Warda and Jeff West.

Items that were important to exhibitors:

• Length of the shows, too many days off work/school

• Paybacks/Sweepstakes were nice

• Earlier evenings

• Quality year end awards

• Combining Rookie/Novice – not a popular idea

• Having a few small shows – mixed review

• Fewer judges when you get over 4 (expensive without much draw)



Interest in resurrecting the MQHA Incentive Fund. Concerns raised about how to include youth paybacks without

effecting NCAA eligibility – possibly utilizing a scholarship program.

Acquiring sponsorships:

• Payments to MQ are only deductible as an advertising expense.

• One larger payment versus hitting trainers for several small sponsorships

• Pledging with monthly payments vs writing one large check

Comment:

Futurity entry fees too high at the show.

Education/Clinics - Consensus is that clinics with Nationally recognized clinician would be well attended. Need to

find location to host.

Year End Awards – Consider jackets and patches for accomplishments. Eliminate open awards lower than 2nd place.

Eliminate saddles.

Membership – share our response about the fee restructuring and our intent to maintain costs at what they are.

Check on Carhart, Miller (Lansing), Sundowner sponsorships.

Michigan QH Professional Horseman’s Association was very well received as a concept.

A motion to adjourn was made at 9:58 p.m. by unanimous consent.

NEXT MEETING: The next meeting is Wednesday, December 6 at the MSU Pavilion, Classroom B.

ELECTRONIC BOARD CORRESPONDENCE: MQHA rules now allow for electronic voting when necessary. Any

information voted on electronically between meetings will be recorded on the next set of minutes in this section.

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