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BOD Meeting Mar 1, 2015

Region 4 Meeting Minutes for Mar 1, 2015
Baymont Inn & Suites, Decatur, TX
Meeting was called to order at 8:23 am by Jean Green.
In attendance: Jean Green, Patti Hicks, Shirley Brodersen, Jim Edmondson, Kris Hapgood, Marjorie Shenkir, Carla Bass. Also, Alanna Sommer, Maddie Hebert, Marti Benson, Barbara & Larry Gould, Becky Rogers, Alice Yovich, Maggie Steinke, Cheryl Edmondson, Misten Milligan, Elaine Swiss & Phil Brodersen.
Jean announced the e-mail vote to appoint Shirley Brodersen as Treasurer was approved.
Shirley Brodersen motion to approve the minutes from the last meeting, Patti Hicks second. Passed.
Treasurer Report – Shirley Brodersen - $13,225.47 at end of October 2014.  $14,752.07 current before the start of convention.  Carla Bass motion to accept the treasurer report, Marjorie Shenkir second.  Passed.
Budget for 2015 was passed out and presented.  Carla Bass motion to approve 2015 budget, Kris Hapgood second.  Passed.
Membership Report – Patti Hicks – There are 15-20 first time competitor caps left, 11 stethoscopes & 6 working watches in the ride supplies.  Discussion regarding supplies.  Patti Hicks was assigned to review equipment annually.
Ride Schedule – Elaine Swiss – Hill Country ride has been cancelled due to ranch being unavailable.  Rest of the spring rides are the same.  The is currently no ride scheduled for September.  Robbers Route Oct 3-4, new ride at LBJ Grasslands managed by Cheryl Edmondson called Grasslands Gamble with the Region 9 AHA Championship to be Oct 17-18, and the Region 4 NATRC Benefit will be at Lake Carl Blackwell Oct 31.  First ride for 2016 will be the 1st weekend in December, Christmas at Parrie Haynes.  Pole Canyon is scheduled for April 11-12, 2016.
Too early to give a convention report but appears that only 11 people had to cancel due to the inclement weather.
Worker Hours – no report
Election Report – Patti Hicks – Patti mailed 160 ballots, 75 returned.  Four couldn’t be counted (1 went to a junior rider, 2 were signed by the same person, 2 not signed).
Weight Cards – no report
RONS – no report
Website – no report
Points Chair – Elaine Swiss – We keep regional and national records to compare with national records.  There are 3 people interested in taking on this responsibility.  Elaine will be talking with them.
Old Business:
Region 4 Directory – Jean Green stated that Sue Singletary has the directory done.  It will be forthcoming.  There isn’t any ride info in the directory as it is on the website.
Awards – Becky Rogers – Thanked Jim & Cheryl Edmondson for all the help with photos for the awards this year.  She agreed to do awards for one more year but would like to have her replacement in training.
Elections Process – Jean Green – Survey was sent out with few responses returned:   1 – There were 14 responses to the survey regarding the ballots. Eleven (11) want to have numbered ballots, two (2) are for signed ballots. 2 – There were 6 responses to question on changing the By-Laws voting process. All were in favor.  Patti Hicks motion in order to make By-Laws change, ballot must be mailed out,  Shirley Brodersen second.  Passed.
New Business:
National news – Alice Yovich – Presented upcoming rule change proposals:
1. Boot & leg protection
2. CP National – either 65 points/ 14 rides or 75 points/ 16 rides.  Currently is 75 points/12 rides.  Consensus is that it should be the same as Open National Championship.
3. Awards – Possibly create national awards for novice because they feel shunted.
4.  Limit a novice rider to 3000 miles or other higher awards.
5.  Possible change to sweepstakes calculations.
6.  Changes to personnel titles (ie: safety to check point)
7.  Clarification in rulebook – removal of some unnecessary statements in Section 9.b, i, j, & o
8.  Clarify end of ride year.  Ride year ends after the second Sunday in November.
Jean Green discussed the need to update and/or replenish emergency first aid kit.  Should be done annually, including the packs carried by the safety riders.  Carla Bass suggested this be done by a nurse.
Kris Hapgood mentioned that non-competitive horses will get volunteer hours for trail marking & trail work, etc.  Jean Green will e-blast this out.
Next meeting May 23 at Indian Territory; then, Oct 17 at LBJ Grasslands.
Carla Bass motion to adjourn 9:43 am.

BOD Meeting Oct 4, 2014


OCTOBER 4, 2014 at Robbers Cave State Park

Meeting was called to order 4:42 pm

Board members in attendance - Jean Green, Shirley Brodersen, Patti Hicks, Kris Hapgood, Phil Brodersen, Jim Edmondson, Carla Bass. Guests - Elaine Swiss, Jonni Jewell, Debby Starr, Charlie DeArmond, Marjorie Shenkir

Shirley Brodersen motion to approve the minutes as printed. Kris Hapgood second. Passed.

Treasurer Report - Shirley Brodersen - $61 adjustment to the convention income due to refund. Approximately $960 profit from the Region 4 Benefit. Region is doing well on keeping budget. Patti Hicks motion to amend the national director budget to add $600 for the NATRC shared expense line which increases the national director budget from $3500 to $4100. Kris Hapgood second. Passed. Balance as of 9-30-14 was $13,629.88. Membership is down a little. Carla Bass motion to accept the treasurer report. Phil Brodersen second. Passed

Membership Report - Patti Hicks - We have some new riders that have joined NATRC. Some older ones not rejoining due to life changes. Currently have 88 singles, 36 family members. There were 124 envelopes mailed with ballots.

Regional Convention - Carla Bass amp; Jonni Jewell - Convention will be Feb 28 - Mar 1, 2015 at the Decatur Civic Center. Baymont Inn & Suites room rates are $60 regular, $65 suite up to 4 people per room. One time $17.50 pet fee for the weekend, not per day.

Volunteer Hours - Jean Green passed out sheet showing current and suggested increases and additions. Shirley Brodersen motion to approve 30 hours for clinic manager, clinic secretary, clinic trailmaster and 10 hours per day for clinicians. Kris Hapgood second. Passed. Shirley Brodersen motion to approve 8 hours per day for non-competing horses. Carla Bass second. Passed.

Elections - Patti Hicks - Discussion regarding the By-Law change that required the ballots to be signed. There has been quite a bit of backlash from members not wanting to sign ballots. Someone mentioned that they did not send their ballot back for this particular reason. Carla Bass motion to solicit feedback on the signature requirements on the ballots. Shirley Brodersen second. Passed. Jean Green will accept all responses.

Weight Cards - Mary Collins is currently handling all weight cards.

RONS/Facebook - Jonni Jewell - no report as we are in the middle of ride season. Elaine Swiss asked who is responsible for entering RONS number in RMS. Answer - rider.

Shirley Brodersen stated that the webpage is still being paid (Shirley has been paying this out of her pocket).

Year End Points - Elaine Swiss stated that she and Cheri Jeffcoat audit the year end points spreadsheet from Jill Hughes and Vicki Tharp. Jill and Vicki keep the spreadsheet throughout the year.

Phil Brodersen volunteered to look at putting Region 4 membership info (name, address, e-mail, phone #'s) in PDF file. He will be the committee to gather the information from NATRC national office.

Next meeting is March 1, 2015 at the Baymont Inn & Suites, Decatur, TX.

Phil Brodersen brought up Novice Horse of the Year. Patti Hicks has received a proposal from 3 benefactors for a Rookie Horse of the Year award. They are willing to sponsor the award for the first five years. The horse can not have entered any novice rides. Horse must start in either CP or Open division and points will accrue from both divisions throughout the year. It is to discourage experienced riders from starting new horses in the novice division. The region can accept an award without a vote. Patti will send proposal to the Board of Directors for review.

Shirley Brodersen motion to adjourn 5:58 pm.

Respectfully submitted,
Carla Jo Bass

BOD Meeting Feb 23, 2014

Region 4 NATRC Board of Directors Meeting
Sunday February 23, 2014

Meeting called to order at 7:45 am. Board members in attendance: Jean Green, Jim Edmondson, Kris Hapgood, Shirley Brodersen and Carla Bass.

Other attendees: LeeAnn Dreadfulwater, Becky Lucht, Annette Thurlow, Peter Yovich, Larry Gould, Elaine Swiss, Rene Teeman, Cheryl Edmondson

Jean read the minutes from the previous meeting of September 22, 2013. Kris Hapgood motion to approve the minutes, Carla Bass second. Motion passed.

Shirley Brodersen presented the treasurers report. September balance $14.494.30, Year End balance $20,339.13. Balance as of 2-19-14 (prior to convention monies) $13.339.68. Shirley also presented the 2014 budget. Carla Bass motion to approve the budget, Kris Hapgood second. Motion passed.

Jean Green read Patti Hick’s nomination report. Patti mailed over 200 ballots and 93 ballots returned.

New member report – Jean Green read Patti Hick’s report. Jean reminded all ride managers that clinics should be sanctioned for insurance purposes. There are currently 12 rides scheduled for 2014. Jean read letter from Patti regarding the 2015 ride schedule. Ride managers need to work through Patti for scheduling.

Jonni Jewell reported that 27 people have renewed their ride numbers for RONS. Eleven (11) of them through 2015. Need to put a 1 on some vests for B riders. Eleven (11) more want numbers but haven’t paid yet. All unpaid numbers will be released March 1st.

Becky Rogers reported that the average cost of awards was $25 thanks to a generous board member for donation. Becky volunteered to do awards again for 2014. The old High Average Trophy has been retired by Jonni Jewell and Hank. Jean Green and Charlie DeArmond have donated a new one.

Peter Yovich – website – no report

Annette Thurlow reported that the Region 4 Benefit judges will be Valerie Bixler DVM and Jerry Sims. She suggested a box on the sanction form for clinics. Right now it is a separate form.

Jean Green suggested possibly Region 4 sponsoring some national awards. Discussion.

Carla Bass read motions that were made and approved by e-mail:

  • On 12-12-13 – Shirley Brodersen motion to produce a ride book for 2014. Patti Hicks 2nd. Ride book will include ride name, date, directions with reference to regional website and membership directory. Motion passed unanimously.
  • On 12-24-13 - Shirley Brodersen motion to nominate Katie Weir and Phantom Sheik for Region 4 volunteer and Region 4 non-competitive horse of the year. Carla Bass 2nd. Passed.
  • On 2-15-14 - Carla Bass motion to appoint Shirley Brodersen as treasurer for 2014. Kris Hapgood 2nd. Motion passed unanimously.


Kris Hapgood discussed the convention. The attendees want education. Nancy Loving stated that our group was the most engaged audience she has ever seen. Convention was a good success. There were over 100 people for the seminars. She had excellent feedback from vendors. Peter Yovich stated that he needs to disable the convention registration page on the website. Jim Edmondson plans to put together a convention flashback with the videos he took. He may ask the speakers for permission to post the videos for NATRC.

Jim motion to adjourn at 8:40 am.

Respectfully submitted by Carla Bass

BOD Meeting May 24, 2014

Region 4 BOD Meeting
Indian Territory CTR
May 24, 2014

Called to order at 4:05 by President Jean Green.

Present were Patti Hicks, Phil Brodersen, Shirley Brodersen, Kris Hapgood, Jean Green.

Guests: Debby Keene-Starr, Jonni Jewell, Don Rubley, Peter Yovich, Bev Roberts.

Read minutes from convention, motion to approve by Patti Hicks second by Shirley B, carried.

Financials submitted by Shirley B. Motion to approve by Kris Hapgood, Second Phil B, carried.

2015 Convention-possible chairperson discussed.

Set date for February 28/March 1, 2015 in Decatur, Texas.

Motion to table until chairperson appointed by Patti Hicks, second Shirley B-carried.

Membership Directory discussion. Motion by Kris Hapgood second by Phil B to make a PDF of directory to email to members upon request-vote carried.

Volunteer Worker Hours updated. Motion to accept changes by Shirley B, second by Kris Hapgood, motion carried.

It was noted that Mary Collins will take over the weigh master position in 2015 from Kris Hapgood. Kris will start the change over this summer.

It was also noted that Phil Brodersen was appointed to fill a vacancy left on the BOD during an email discussion and vote.

Don Rubley donated money to reimburse Patti Hicks for watches purchased for the P & R teams.

Discussion and motion made by Patti Hicks to add Worker Hours for non-competing horses in line with rider hours and recognize the horses with appropriate printed certificates corresponding with worker hour volunteer milestones. Second by Kris Hapgood, carried.

Motion made by Shirley B that next BOD meeting be held at Robbers Route CTR. Second by Kris Hapgood, carried.

Motion to adjourn by Shirley B, second Patti Hicks.

Meeting adjourned at 6:00.

Meeting Minutes Sept 2013

R4 General Membership Meeting

September 22, 2013 at The Benefit Ride, Decatur, Texas


Meeting called to order at 4:15 PM. No roll call. All BOD members except Charon Howell were present.

Invocation by Phil Brodersen.

Minutes from R4 BOD meeting held June 22, 2013 at The Neu Ranch House Restaurant in Gainesville , TX were read and approved.

Interim President Jean Green announced that we are going to delay the Treasurers report until after Region 4 Benefit

Ride so that the ride financials can be included. This will be posted on the R4 web site and in the Newsletter once it is updated..

Committee Reports:

Larry Gould asked about the Linda Reuland Memorial award. The BOD decided on a 1st time competitor high point award at applicable rides. Susan Cooper has agreed that a nice map holder is an acceptable award.

Nomination report from Patti Hicks: Ballots have been mailed. Postmark deadline is Oct. 5th. Number of returns already indicates we will have a good voter turn out.

Welcome Chair, Patti Hicks: NATRC R4 Logo caps for members are available for sale through Brenda Hagler’s business.

Patti has possession of the Region 4 owned caps for 1st time competitors to distribute at the rides.

Sanction Coordinator, Patti Hicks: Ride calendar for 2014 will be emailed to ride managers for verification. Louisiana Purchase will be held March 8-9, 2014. Alice Yovich is managing Without a Trace May 3-4, 2014. Land run will be moved to April 26-27.

RONS (Rider Owned Number System): Jonni Jewel has volunteered to take over the RONS.

Old business:

Liz Scott & Becky Rogers are revising Volunteer Hours and the point distribution. .

Discussion to give volunteer hours to horses doing other jobs other than safety. Everyone agreed it is a good idea. Tabled until Patti has a proposal.

By-law changes:

Article 4 section 5. How official vacancies are filled. Motion to accept by Carla and seconded. Motion carried unanimously.

Article 7 Membership clarification. Motion to accept by Shirley Brodersen. Seconded by Elaine Swiss. Motion carried.

Article 9 Sect.1a & 1c to change the dates for nomination and voting. Motion to accept Elaine Swiss, Second by Carla Jo Bass. Motion carried.

Article 9 Sect. 1 b to allow signed ballots instead of anonymous, numbered ballots. Motion by ? Seconded by ? Motion carried - 4 opposed.

Motion to Adjourn.



Treasurer's Report


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