SDHSRA General Membership Meeting Minutes
September 28, 2024
Ramkota, Pierre, SD

The Annual General Membership meeting was called to order by President Lance Lesmeister at 9:02 AM, Saturday, September 28, 2024.

The pledge of allegiance was led by the Student Officers- Brady and Tava.

Roll call was taken by Secretary Penny Schlagel. She reported that Dave McFarland from the Host Committee was being replaced by Shame Kramme. Patsy Schoellerman, Queen Coordinator; Sern Weishaar, Student President; Rylan Elshere, Student Secretary were absent. All other members and Directors present.

President Lance Lesmeister presented the agenda and asked for any additions or corrections, Dale Christensen entertained a motion, second by Justin Robertson, to accept the agenda as presented.  Motion carried.  The minutes of the 2024 State Finals were presented by Penny Schlagel. President Lance asked for any additions or corrections to the State Final Directors or Annual Meeting minutes, none were presented.  A motion was entertained by Jeremy Stevens, second by Brad McGirr, to dispense with the reading of the minutes and accept them as presented.  MC.

At this time, the financial report was asked for. Treasurer Ann Sundermann presented a detailed financial report to be reviewed by the SDHSRA Board for the fiscal year ending August 31, 2024.  She went through the balance sheet for the fiscal year line by line, referring to the overhead screen for the public audience. Included information presented in her report:

– First Interstate Bank enhanced checking accounts have reduced yearly banking fees for check presented overages.
– We received a product share donation from Black Hills Embroidery for merchandise sold with our logo at State Finals in 2024.
-Upcoming expenses include payment for calendar production.
-Sponsorships carried through with three yet to be paid, and there were no unexpected expenses.  Marty and Ann secured 83,400.00 in sponsorships for the State Finals.
-Funds in the First Dakota National Bank Account were left in that account, with only the Qualifier Funds being transferred to the general checking, to cover those costs.
-A Contingency Fund was started because interest rates had risen, it is currently at 4%.
-The existing CD’s are at a rate of 4.40% with a renewal date of 5/8/2025; 4.25% with a renewal date of 1/28/25; 4.01% with a renewal date of 8/3/25.  Total monies in CD’s is $26,079.87. $6934.93 of these funds are to only be used for National Team Coat.  This CD was set up by Rod Moon when he was PR Director, over 25 years ago.
-Taxes will be filed with the accounting firm this coming month.
-$6802.00 was paid in stalls for the National Team this year, and $66,600.00 in travel money was paid.
-Ann asked for any questions to the financial report.  Brad asked about the total monies in the scholarship account and if they were available for access, in which they are. Ann stated not all cash assets are available for disposable income.  Non disposable monies are for scholarship payments, crisis fund, contingency fund, CD’s, calendar production and sponsorship monies.
Motion by Perry, second by Justin Robertson to accept the financial report as presented.  MC.

The next item of business was the State Finals Report from the 2024 State Finals Host Committee.  Scott Deal spoke of the week, indicating things went well on their end.  Scott and Dale both commented on the ground preparation and credited Jay Brower for his work, and they will continue to work with him. Discussion was held. Stalls were added this year and Host Committee appreciated the cooperation in working together with the SDHSRA Board. Motion by Justin Heath, second by Bryce Chambliss to accept the report as presented, MC.

The Calendar Sales report was given by Donna Curr, Calendar Chairperson.  She reviewed in detail the expenses and income of the calendar sales financials for the fiscal year.  The National Team received $66,000.00 in funding.  A QR code is on the calendar for ease of purchase if the purchaser would like to use it.  The Western SD Buckaroos will no longer be sponsoring the saddle that they have in the past. Creative Printing owner Brad McGirr indicated they would pick up that saddle sponsorship. Ann reported that working with Creative Printing in Huron has been a positive experience, and that a large amount of scholarships were paid out this year, because many of the recipients were in their 2^nd semester.

The next item on the agenda was the National Directors report presented by National Director Dale Christensen.  Dale reported the following: Everyone was reminded that Dale is now on the NHSRA Executive Committee, as President, and it was explained how beneficial this is for South Dakota.  He will host the winter meeting in 2025 in Deadwood. Golf cart situation went very well this year.  Gillette will be voting on a multi-million facility construction this fall. If it goes through High School Nationals will be there for 10 years. Lincoln and their facility was discussed briefly, there will not be enough camping at Lincoln.

The next item of business was the Public Relations report presented by Marty Phillips, PR director. Sponsorship money was about the same this year.  Coats and shirt cost was higher once again. Ag economy has not been good, so he appreciates all those that continue to sponsor the SDHSRA. Dale thanked Marty for his help at Nationals. Sponsor patches were discussed briefly. Motion by Brad, second by Perry to accept the PR report as presented, MC.

At this time, SDHSRA Queen Tava Sexton reported on the week of her competition and the Queen report, in Patsy’s absence. Patsy provided a report of the contest and the upcoming contest as well. Motion to accept the Queen report from Bryce, second by Justn Robertson. MC

Old Business:

Ann read the Mission Statement, Financial Mission Statement and the Investment policy formulated by the assigned committee. Motion by Dale, second by Scott to accept the Financial Mission Statement for the SDHSRA and Junior High. MC

Motion by Jeremy, second by Nate to accept the Investment Policy for the SDHRA. MC.

Motion by Scott, second by Shawn to accept the Mission Statement for the SDHSRA. MC.

Next item of OLD BUSINESS was the ground report at State Finals. Scott reported he and Jay Brower have been in touch and continue to work on a plan for the ground. Dale and Jay had a plan proposed at the end of the pole bending last year. Jay’s comments, financial cost and time-line were all discussed. Opinions from the audience were listened to. Extensive discussion – Motion by Dale, second by Justin Robertson to accept the report as provided. MC.

At this time, any other Old Business was called for. There was none offered for discussion.

New Business:

The next item on the agenda were the By-Law proposals that were submitted.  The first proposal was presented by Brad McGirr. Brad explained the proposal and answered questions from the Board and audience.

The second through sixth proposals were submitted by Dee and Tyler Haugen, each were explained by them.  The 2^nd proposal has already been added through the NHSRA.

Ann reported on the cost estimates of doing an audit, which were in excess of 12,000.00 per audit.

In accordance with the By-Laws, a ballot vote was taken of current adult members of the association present at the meeting.  A 2/3 majority vote is needed to pass.
Vote results are as follows:

1. Changes the SDHSRA Officers from President, Vice President and Secretary to President, Vice President, Secretary and Treasurer. (gold ballot) 47-22 not passed
2. Adding 5th grade to SDJHRA – Negated as already in NHSRA Rules.  Change has already been updated.
3. Limits the number of terms Directors can serve to no more than 3 consecutive terms. (yellow ballot) 12-57 not passed
4. Requires a tri annual audit of the SDHSRA accounts to be completed by a CPA. (green ballot) 10-60 not passed

5. Proposed to schedule the SDHSRA Annual Membership Meeting on the Sunday following the SDHSRA Finals. (blue ballot) 6 – 74 not passed
6. Would allow an extension of a SDHSRA Finals host site location contract only after being presented at the Annual Public SDHSRA Meeting, which would be changed to be held the Sunday after the State Finals Rodeo. (pink ballot) Negated due to #5 not passing
7. Would add 2 more rodeos to each Region, allowing to combine regions and taking points from 4 of 6 rodeos to the State Finals for a maximum total of 40 points. (blue full-page ballot) 14-56 not passed
8. Would add 2 more rodeos to each Region, allowing to combine regions and taking points from 5 of 6 rodeos to the State Finals for a maximum total of 50 points. (gold full-page ballot) not passed

Regional Rodeo Financial Statement Review was next on the agenda. Motion by Justin Heath, second by Scott to approve. MC

Approval of out of state member transfers. Penny presented those on the list and more that did not make the list, she indicated all had the correct paperwork in on time and in accordance with the policy. Discussion held on capping the out of state memberships at some time, no action taken. Motion by Justin Pihl, second by Justin  Robertson to approve as presented. MC

SDJHS Rodeo Report from JH Board was presented by Tyler Haugen at this time.

The regions met in their own area at this time and voted for their Regional Directors. The results are as follows:

• Lance Lesmeister, retiring – Northwest Director is Jeremy Meeks
• Brad McGirr – East Director re-elected
• Justin Heath – River Director re-elected
• Justin Robertson – Southwest Director re-elected
• Bryce Chambliss – Southwest Director re-elected

Designated date and place for SDHSRA Winter Meeting will be at the Monument, Saturday February 1, 2025, 9:00 am MST

20X Rodeo Invite List is posted on the Website and Social Media sites.  Contact Kim Sutton if you see an error.

Shane Kramme, on behalf of the Fort Pierre Chamber gave appreciation and thanked the Board for the SDHSFR event in Fort Pierre.

Marty thanked Lance Lesmeister for his dedication and time on the Board and presented Lance with a money clip.

Motion by Nate, second by Dale to adjourn the Annual General Membership meeting of the SDHSRA. MC. Meeting adjourned.

Respectfully submitted,

Ann Sundermann
SDHSRA Treasurer

---

SDHSRA Winter Directors’ Meeting
January 27^th, 2024
Everest Room, Summit Arena, Monument Event Center
Rapid City, SD

The Winter Meeting of the South Dakota High School Rodeo Association (SDHSRA) Board of Directors was called to order at 9:02 AM MST by President Lance Lesmeister.

The Pledge of Allegiance was led by Tierney Breen, SDHSRA Student President.

Roll Call was taken by Secretary Penny Schlagel, noting that Student Body Vice President Tristan Spencer and Social Media Consultant Halie Ruff were absent.  All other board members and invitees were present.

President Lance Lesmeister called for Additions to the Agenda and National Director Dale Christensen motioned to add an Executive Session to the beginning of the agenda.  Justin Robertson seconded the motion and the motion carried.

No other additions were suggested and Scott Deal moved to accept the amended Agenda with Justin Heath seconding the motion.  Motion carried.

Justin Robertson made a motion to enter into Executive Session and Scott Deal Seconded the motion.  Motion Carried.  The SDHSRA Board of Directors went into Executive Session at 9:09 AM MST.

At 9:26 AM MST, Perry Moody made a motion to call the meeting back to order following Executive Session.  Scott Deal seconded the motion.  Motion carried.

Dale Christensen made a motion to accept the resignation of Carisa Shearer.  Ms. Shearer tendered her resignation verbally during Executive Session.  Perry Moody seconded the motion.  Motion carried unanimously.

Justin Robertson made a motion to appoint Bryce Chambliss to the vacant Southwest Regional Director’s position for the remainder of the 2024 rodeo season.  Scott Deal seconded. Motion carried.

Justin Robertson made a motion to waive the reading of the minutes from the SDHSRA Annual General Membership Meeting held September 30, 2023.  Shawn Reis seconded the motion.  Motion carried.  Minutes were approved.

Ann Sundermann, SDHSRA Treasurer, presented a detailed financial report detailing the flow of the money throughout the various accounts held by the SDHSRA.  While the amount of money in the SDHSRA accounts is large – $471, 002.08, all but $108,000 of the money is currently earmarked for specific activities including the Calendar Fund, Crisis Cash Management, General Membership, Money Market Account, Petty Cash, SDHSRF Checking in Pierre, Scholarships and Sponsorships. Extensive details were provided and questions were asked for; none were presented. Dale Christensen motioned to research how best to invest 10% of our yearly revenue to support a contingency fund.  Justin Robertson seconded that motion.  Motion Carried.   Nate Grueb motioned to accept the financial report.  Perry Moody seconded the motion.  Motion carried.

Dale Christensen, SDHSRA National Director and 2025 National High School Rodeo Association (NHSRA) President presented the report from the NHSRA Mid-Winter Meeting in Branson, MO January 15-20, 2024.

• There are 5 Quantas Scholarships available in the amount of $10,000. Encourage Seniors to apply.
• Each state is awarded money for Merit Scholarships. 1/3 of them go unclaimed so please apply.
• Sponsorships:
  • Ram Rodeo and Bloomer have withdrawn as National Sponsors
  • Weatherby is still sponsoring the gun raffle which is a good fundraiser, SDHSRA getting $8 of the $10 per raffle ticket. If a local club would like to sell those tickets, get ahold of Dale.
• There will be a $20 videography fee for the NHSR. Your runs will be emailed/texted to you following your runs.  Stock runs will still cost $10/run.
• National High School Rodeo Finals.
  • 2024 & 2025 in Rock Springs, WY
    • Golf Carts
      • Had a difficult time getting golf cart supplier for the NHSR due to abuse in the past.
      • ONLY parents will be able to drive golf carts in Rock Springs this year.
    • Camping is limited. South Dakota is allotted 39 full-service camp sites.  All others are dry.  Those are unlimited.
    • Stalls – 1600 permanent and 600 temporary. Some stalls are on asphalt. Working on Stall Matt sponsor to rent to own the mats needed.
  • 2026 & 2027 in Lincoln, NE
  • 2028 & 2029 in Gillette, WY
• Rule Changes
  • States are allowed to use the point system that works best for them
  • Using PRCA Re-Ride Rules: stock must fall to knees. Judge must declare the re-ride.  Contestant doesn’t have to declare.
• Contestants are encouraged to tag the SDHSRA and NHSRA in their social media posts.
• Nationally, considering a required background check on directors.
• Dale will be the NHSRA President next year and the Mid-Winter Meeting will be held in Deadwood.
• Dale will be in Des Moines, IA for the entirety of the National Junior High School Finals Rodeo. Motion by Justin Heath and seconded by Perry Moody to fund Dale’s expenses for that event.

The Judges sub-commitees reported their current plans for judges:
• Cutting and Reined Cow Horse Commitee – Justin Heath and Marty Phillips
• Jim Wilkinson & Bruce Keller for Cutting
• Jamie Olson for Reined Cow Horse
• North and South Arena Commitee – Justin Robertson and Nate Grueb
• North Arena – Bruce Keller, Craig Miller and Darin Boots
• South Arena – Barry Knippling, Chuck Maher and Bailey Tibbs

Donna Curr presented the Calendar Report noting that we are right on track for sales compared to previous years with 6390 calendars sold and $100,522 deposited.  However, there are 202 contestants that have not met the calendar sales requirement.

Marty Phillips, Public Relations representative, reported on sponsorship recruitment and the rising cost of producing all aspects of the rodeo including all prizes and awards, using as an example the rising cost of the National Team Jackets that were $187 in 2019 and are now $315.  He said that while we are falling short of last year’s sponsorships there is money in the coffers to fund what is needed.

There was discussion on the formation of a committee to look into a Financial Mission statement for the organization.  Lance Lesmeister, Ann Sundermann, Scott Deal, Dale Christensen and Marty Phillips volunteered to meet and present at a later date.

Halie Ruff had a printed Social Media report which was reviewed.  It showed steady growth in engagement and following on all platforms such as Facebook and Instagram.

The Queen Chair report was presented by Patsy Schoellerman.  She was planning to tweak the schedule slightly to avoid overlap with other events and was researching the use of the Duffy Center for interviews and modeling.  She and Penny Schlagel will meet to make those schedule changes.  Patsy also encouraged everyone to reach out and recruit potential Queen Contestants as entries are steadily dwindling.

A 10 minute break was suggested by President Lance Lesmeister at 10:15 AM MST.

The meeting was called back into order at 10:27 am MST.

Old Business

Dale Christensen reported on the plans for ground preparation at the 2024 SDHSRA Finals in Ft. Pierre, SD.

• Jay Brower from Wyoming who is the ground technician at many events, including the Cheyenne Frontier Days was hired to manage the ground at the Finals from June 10 – 16^th. We will work with him to make sure he has the equipment he prefers.

We moved on to the SDHSRA Finals Plans

• The schedule will remain the same with possible adjustments to Queen Contest.
• Announcers – Dale Christensen has contacted Sugar Ray Quinn and Terri Kissack.
• Livestock Committee Reports
  • Perry Moody and Lance Lesmeister are working on this.
  • Perry reported that Cheryl Syvertson and Madi Moody had a proposal for $14/run. Dale Christensen voted to accept this bid.  Jeremy Stevens seconded the motion.  Motion carried.
  • Timed Event Cattle
    • 2 bids were reviewed, both at $35/run.
    • One of the bids included the use of Dairy Cross cattle, which is against SDHSRA By-Laws, negating that bid.
    • Justin Pihl made a motion to accept the bid from Cody Woodward. Perry Moody seconded the motion.  Motion carried.
  • Cutting and Reined Cow Horse Stock
    • 350 head is needed. Justin Heath is currently looking for options.

Scott Deal, Dave McFarland and Toni Deal reviewed the Host Committees plans including:

• Construction of a new building to the north of the chutes.
• Vendor packets are ready to go out. Three new vendors have already reached out to Toni.
• Special Entertainment
  • Goat Roping
  • Tentative Chicken Roping
• Camping – Toni will let Penny Schlagel know when contestants can begin to call to reserve.
• Security – Justin Pihl reported on a couple of options, but is still waiting on a bid before a decision can be made.
• Sports Medicine – Patti Gilbert noted that they would have the Monument Sport Med Trailer and enough staff for all arenas. She did request a side by side in case they needed to get from one arena to the other in an emergency.
• Concessions
  • There will be options for concessions with the new building north of the chutes and a food truck as well. It was suggested that the food truck park by the cutting arena during that event.
• National Qualifier meeting still to be held on Sunday morning at the Ft. Pierre Youth Center.
• Admission Prices will stay the same as 2023.

Arena Directors

• Cutting: Justin Heath, Dale Christensen
• Reined Cow Horse: Justin Heath, Shawn Reis
• Timed Event – Brad McGirr (South Arena), Justin Robertson (North Arena)
• Rough Stock – Perry Moody, Lance Lesmeister

Penny Schlagel reported that the 2024 Saddles were all ordered and are on track to be delivered at the beginning of June.  Cow Creek Cedar will be building the saddle racks again this year.

Bull Fighters – Perry Moody had spoken to last year’s bullfighters and both were interested.  It was moved by Scott Deal and seconded by Justin Robertson to accept Austin Tilton and Darwin Thompson as the bullfighters for the 2024 SDHSRA Finals. Motion carried.

Pick Up Men – three pick-up men indicated interested.  As JJ Hunt and Joe Wishard have worked together it was motioned by Brad McGirr and seconded by Scott Deal to hire them for this coming year.  Motion carried.

New Business

Steve Sutton gave an overview of the plans for the 20X Rodeo held January 28^th, 2024.

The Regional SDSHRA online entry will open April 15^th and close on April 25^th, 2024.

Ann Sundermann and Penny Schlagel will review the options for online payments for practice and regional rodeos.

Justin Robertson made a motion to accept the applications for the SDHSRA Practice and Regional Rodeos.  Perry Moody seconded the motion.  Motion carried.

There were 4 nominations for the 2024 Legendary Honorees.  A vote was taken and Dan Curr and Gary Nixon were chosen.

Dale Christensen made a motion and Justin Heath seconded to approved the Region Transfer Requests.

Tierney Breen, RyLee Price and Avari Dorrance presented the Coats, Buckles and T-shirts for the 75^th Annual SDHSRA State Finals.  There was discussion around making t-shirts available for purchase by the public as it is the 75^th Anniversary.  The short-round shirts will be a strong blue with a white thread and the National Team shirts will be mint green with a white thread.  The Student Officers liked the Shea Michelle buckles.  Brad McGirr brought up the good working relationship we have with Tres Rios and suggested working with that company but to design a more modern looking buckle that the Officers were suggesting.

Discussion the membership of the NHSRA Scholarship Selection Committee to review the Merit Scholarship applications was had.  Ann Sundermann, Brad McGirr, Jeremy Stevens and Shawn Reis volunteered to make up that committee.

Ann has been reaching out to the practice rodeo secretaries to encourage them to use the ARTS program and online entry.  The cost to use that program is $400.  Dale made a motion and Perry seconded that motion to pay $200 of the $400 for the practice rodeos that were interested in using it.

Marty reiterated the importance of making contact with sponsors and invited everyone to the Sponsor Reception held from 4 pm – 6 pm encouraging attendees to reach out to those that might be interested in sponsoring.

Marty Phillips made a motion to adjourn the meeting.  Justin Pihl seconded that motion.  Motion carried.

The meeting was adjourned at 12:07 PM MST.

Clarification of Arena Directors added 2/13/24
Timed Event – Brad McGirr (South Arena), Justin Robertson (North Arena)
Clarification of Judges added 3/11/24