·         Financial Report:  5/30/08 balance:  $8655.26

Paid:     Insurance, Scholarships, and Buckles – basically down to break even

·        Website www.droversrodeo.com update:  Please review and provide Dena with any suggestions/ideas.

·        Fundraising/Program Update:  FINAL deadline today but if you get any new ones, please forward to Dave and/or Ricki.  We only have around $600 in ads well down from past years.

o       Review ads

o       Review program details – Ricki had a draft document – excellent with a lot of pictures of our kids!

o       Add Walmart ad – with Othello Jr. Rodeo - done

o       Kevin’s ads – we are adding Les Schwab Tires

·        Drovers Queen and Princesses Update – Shaina Mattie Joe, and Ali: 

o       Grand Entry – the 3 of them are taking care of the Grand Entry. 

o       Drovers Events

·        Drovers 23rd Annual DR McEachran Memorial Rodeo - August 1, 2, and 3rd in Davenport – Critical planning needed

o       Tough Enough to Wear Pink – Kilgores and Johnson’s are coordinating – will be Saturday so remember your pink.

o       Review to do list – done (see attached)

o       Cheat sheet – Joanne - done

o       Ground Rules – what do we need – Joanne and Dave to coordinate

o       Make assignments

§         Need to really focus on the announcer/gate – this is what really slowed Moses Lake down.  We will make sure to have two way radio’s and really communicate to line kids up and keep the action going.

§         Also rough stock – particularly the smaller kids – JP and help to line the kids up by their chute ahead of running livestock in so they are ready and we know they have the proper gear.

§         Coordinators:

·        Dave – overall arena

·        Danny – roping chute

·        Kevin – bucking chutes

·        Shane / Cory – timed events (barrels/poles) coordinate

·        Goats – assign someone to coordinate – Michelle volunteered. Will need some help for her too. Need about three good kids to move goats in and out.  Need to make sure we have ribbon for goat untying. 

o       Goat Judges – DL can’t get there till 6:30 on Friday.  Need someone to help with this.  Wendy will help DL.

o       PA System – may need a backup plan.  Called Davenport and they haven’t fixed the PA system which was spotty last year.  Plan to fix, but not sure we can count on them.  Back-up plan? Rosalia system? JP is checking into a system they use for their races.  Will contact Dave to let him know.  Excellent system.  Ricki also is working on a back up plan.

o       Concessions (Dena, Hagreen’s etc.):

§         Snyder’s Bakery will provide all the buns and breakfast rolls as in past years.  Need 400 hb and 200 hd buns and however many donuts we can get.

§         Need WA Food Handlers Permit and License (Ricki will verify)

§         Criteria for free food – Lunch for Drovers members who are working.  Dena needs to know how this will work.  We can’t afford to give away as much food this year.  JP will get wrist bands.  Concession staff will punch (need to remember a hole punch) the wrist band – each Drover member will be entitled to three punches if they are working all three days.  No more. 

§         Announcers and judges – Michelle will coordinate to provide lunch and drinks.

§         Water for help in the arena – not for people to come and take. Michelle will coordinate to help get arena help water.

§         Michelle and Darcy are bringing BBQ’s Ice Machine - No

§         Shaved Ice – Kardos’s expressed interest in bringing shaved ice to our rodeo - $4.00/snow cone.   Drovers could get 10% of profit.  AGREED

§         Paul’s bring large coffee pot - YES

§         Need coolers – please bring an extra one if you can to the rodeo.  Ask all Drovers Members to bring extra coolers to the rodeo. 

§         An extra extension cord would be great also – please pack any extra stuff you might have.

o       Stalls and Camping - Michelle D./Darcy/Kim Flynn – update on plans to coordinate.   We do not want people putting their horses in the arena or in the pens attached to the arena.  We will take care of McMillan’s horses at one place.  Everyone else short of the Drover’s barn has to pay for stalls.  The team is on this and will handle. 

o       Get entry and fliers out – please continue

o       Day Sheets – we will try and place Drovers members where they want to be but we need to be flexible if one day gets too heavy.

·        Other Business

o       Drovers Members qualify for National Wrangler Finals and HS Finals

§         Shaina (barrels), Mattie Joe (poles), Jacob (bulls): Drovers congratulate these members.  Jacob and Shaina were student delegate for Wrangler Division.  Mattie and Shaina finished high competing against hundreds of kids from over 30 states, Australia, and Canada

o       2nd Annual Benewah County Fair and Jr. Rodeo in St. Maries - August 16 – 17 – Danny and Jacquie Moore

o       Kootenai County Fair and Rodeo wants Drovers Help if all Possible.  Sign up with Dave – those who can help behind chutes, programs, tough enough to wear pink, barns.  They plan to set up a donation bucket for cowboys to sponsor the Drovers.  They are adopting our Jr. Rodeo team basically and want to promote us.  The ad that went into the Pro Rodeo Sport’s News mentions the Drovers.  Had several people volunteer to help. This will be fun.  Brandon, Jodie’s family, Paul’s, Colton, etc.  Will keep everyone posted.

  

                                                                                Drovers Meeting Agenda

June 12, 2008

Attendance:  Darcy and Brandon, Jodie, Corey, Ricki and Coltin, Shane, Dave, Joanne, and Jacob,

Next Meeting Date: To be determined – it is really hard it seems to get people (local) to attend. Not sure what to do – open to suggestions.  Hard to plan for events/clinics/rodeos with such limited participation. 

·        Financial Report:  Beginning balance - $8608.87

                          1000.00  Rosalia Deposits

                            -65.60  Office Supplies

                           -194.79 Awards

                            - 90.26 Food for help @ rodeo

                            -53.25  Food for help @ kids day

                           -230.00 Porti-potty fees for Rosalia

                            -44.61  Kevin-Supplies for Arena Box

                           -215.10 Little People Awards for Drover's Rodeo

                           -60.00   Misc-Fees

5/30/08 balance:  $8655.26

Outstanding to be paid:              Insurance $900.00    (sent application on 6/13)

Scholarships $1000.00 (Jacquie and Robin coordinating)

Buckles $6,048 (ordered – will have to pay ½ shortly)

·        Website www.droversrodeo.com update:  Please review and provide Dena with any suggestions/ideas.

·        Clinics or Practice Activities to Consider

o       Practices – maybe consider a couple of weekends

·        Pauls – schedule summer practices

·        Bucking machine is getting rusty (kids can come and practice anytime.

·        We have calf trackers etc.

·        Johnsons - practices   

·        Others

o       Ideas for clinics/schools – none discussed

·        Ponderosa Rodeo Demonstration – June 5^th.  Thanks and Review of letters.  We received dozens of letters from the kids.  Will try and scan them in and send them out to everyone.  They are cute –- the kids had a great time.  Again, thanks to everyone who was able to make it. 

·        Fundraising – Update:  We are hurting… need members to solicit sponsors over the next month.  FINAL deadline for the program is 7/15. 

o       Update the brochure – done (attached to the email with the notes)

o       Sponsor letter done (attached to the email with the notes)

o       Other ideas – anyone???

o       Sent in Colville sponsorship – received rejection letter 6/12

PLEASE, let Dave and Ricki know what you think you might be able to bring in for sponsors ahead of July 15.  This is very important.  We cannot take the Drovers into the negative territory from a financial perspective.  If you have any questions or need guidance on securing sponsors, let Dave know.  If each family got 3 or 4 sponsors, we would be in pretty good shape.  We only have two thus far and loosing Colville Tribe ($1,000) hurt.  We need about $3,000 in sponsors. 

·        Drovers Queen and Princesses Update – Shaina and Mattie Joe:  Busy working on Grand Entry and activities for Drovers Jr. Rodeo.  Represented the Drovers in the Rosalia Day’s parade last weekend and at Colfax this weekend. 

·        Other Business

o       Drovers Members qualify for National Wrangler Finals and HS Finals

·        Shaina (barrels), Mattie Joe (poles), Jacob (bulls): Drovers congratulate these members.  Jacob is student delegate for Wrangler Division.

·        Jilian won the poles (and the saddle) at the HS Finals this past weekend.  She will represent WA State as the number 1 pole bender at the National HS finals.

o       Drovers Schedule

·        Drovers 23rd Annual DR McEachran Memorial Rodeo - August 1, 2, and 3rd in Davenport – Critical planning needed

·        Review to do list – see attached

·        Make assignments – see attached

·        Concessions:

o       Dena Dinius, Cathy Shannon and the Hagreen family will coordinate.  Jodie and Mark will help

o       Scaled down version (hamburgers, hot dogs, chips, coffee, water, pop…).

o       Jodie will find out what Shirley can secure for food items and see if she can coordinate getting the food.

o       Snyder’s Bakery will provide all the buns and breakfast rolls as in past years.

o       Need WA Food Handlers Permit and License (Ricki can help) 

·        Program – Ricki – due July 15th

·        Contact Davenport – done.   Just need to verify that the arena and grounds will be ready to go or we need to deduct our work out of the cost.

·        EMT’s – Dave confirmed today

·        Insurance – sent in 6/13

·        Drovers Sponsored - 2nd Annual Benewah County Fair and Jr. Rodeo in St. Maries - August 16 – 17 – Danny and Jacquie Moore