Jul 29, 2026

Recurring WEFL meeting

 

Attachments Recurring WEFL meeting

Meeting records Transcript Recording 

 

Summary

The meeting covered organizational growth, new educational initiatives, and strategic event planning for upcoming equestrian clinics.

Organizational Growth and Education
Membership reached 75 total participants with the launch of an interactive study group. The group decided to implement a flexible monthly subscription model instead of a yearly structure.

Event Planning and Coordination
Coordination efforts focus on managing regional scheduling conflicts to protect attendance. New clinic proposals require specific organizational vetting to maintain quality standards and operational consistency.

Operational and Outreach Tools
Members utilize the ideas board to facilitate feedback for setting meeting agendas. Promotional strategies leverage social media platforms to increase organizational visibility and engagement.

 

Decisions

Needs Further Discussion

  • Yearly subscription option deferred Evaluation of a yearly subscription discount for the study group is deferred until after the first month to assess member feedback and program value.

 

Aligned

  • Iberon event planning timeline set Planning for the Iberon event is deferred until the end of August to allow for better team coordination and resource preparation.
  • Study group membership pricing structure The "Behind the Bell" study group will feature a free tier for members and a paid tier at $35 per month, with members receiving a $10 discount.
  • Idea board usage for event proposals The group established that the member idea board will be used to vet and gauge community interest for all incoming, unsolicited event proposals.

 

Next steps

  • [The group] Update Directory: Fill out profile information in the members hub including bio and images to allow for directory publication.
  • [The group] Complete Interview: Submit the founding member interview form found in the member hub to enable promotional shout outs.
  • [The group] Post Ideas: Post ideas to the ideas board and vote on existing ones to help determine meeting topics.
  • [The group] Add Events: Fill out the online event form to add events to the calendar including website or signup details.
  • [The group] Beta Test Portal: Beta test the behind the bell study group portal and provide feedback on potential errors or broken links.
  • [WEFL WEFL] Share Link: Place the study group signup link into the member hub.
  • [The group] Follow WFL Page: Follow the WFL Facebook page to ensure tagging and promote engagement.
  • [Lisa Chapman] Gather Clinic Details: Request more information about the potential Astrid Hedman clinic including logistics and financial underwriting.
  • [Lisa Chapman] Post Clinic Proposal: Create a post in the member idea hub to gauge interest in the clinic event.
  • [Lisa Chapman] Distribute Clinic Flyer: Complete and share the flyer for the Alberto clinic by this weekend.
  • [Seabreeze Equestrian] Post Event Flyer: Upload the finalized flyer for the intro to working equitation event to the events section.
  • [Lisa Chapman] Invite Media Contact: Contact Barbara Hooper to discuss documenting the intro event.

 

Details

  • Social Opening: The meeting began with informal conversation between WEFL WEFL and Silja Knoll regarding recent travel and general check-ins (00:08:55).
  • Event Turnout and Feedback: Discussion occurred regarding recent open house events, which have seen successful turnout and a helpful distribution of attendees across the schedule (00:10:41).
  • Breeder License and Founding Member Updates: WEFL WEFL discussed the administrative steps involved in managing founding members, noting that there are over 50 founding members who receive communications via the organization (00:12:57).
  • Member Hub Navigation: WEFL WEFL provided a walkthrough of the member hub, explaining that the right-hand sidebar contains links to recent videos and meeting recordings (00:17:15).
  • Member Directory Participation: WEFL WEFL emphasized the importance of members filling out their directory information, noting that there is currently not enough data to publish the directory (00:17:15). They requested at least 20 entries before publishing and highlighted that members can customize their profiles, add photos, and choose to hide from the directory if they prefer not to be public (00:18:54).
  • Tiago Train the Trainers Clinic: WEFL WEFL provided an update on the train the trainers clinic with Tiago, noting that there are seven applications, with a goal of eight to confirm the event (00:20:53). They decided to keep the clinic open for non-members through August to reach a target of 15 to 20 potential riders (00:22:03).
  • Login Credentials Support: In response to a question from Nancy Failla regarding Jamie Hawkins, WEFL WEFL clarified that login credentials must be set up manually by users by clicking the "lost password" link on the login page (00:23:08).
  • Ideas Board Functionality: WEFL WEFL introduced the ideas board, which allows members to post and vote on topics (00:24:23). The goal is to use this tool to set meeting agendas, with the organization addressing items that receive 10 or more votes (00:25:38). Nancy Failla noted that some items on the board may be time-sensitive and should be prioritized regardless of vote count (00:26:51).
  • Founding Member Spotlights: WEFL WEFL encouraged members to fill out the founding member interview form to facilitate promotional shout-outs on Facebook, which helps increase visibility for members' businesses (00:27:48).
  • Iberon Event Planning: The group discussed preparations for the Iberon event scheduled for mid-October. WEFL WEFL outlined a "booth in a box" strategy involving a banner, chairs, carpet, and video footage, and mentioned that planning, including a membership drive, will commence in earnest in September (00:30:18) (00:32:55). They noted that Patty Peruchi, Jose Bonito, and Rebecca Algar are expected to be present to assist with personal interactions (00:31:35).
  • Membership Statistics: WEFL WEFL reported that the organization has grown to over 75 total members, including over 50 founding members, with continued daily growth (00:32:55).
  • Event Calendar Management: WEFL WEFL reminded members that they can submit events for the organization's calendar through a form on the website, provided they are members (00:33:56). This helps avoid confusion for the public regarding official WEFL events versus member events (00:35:05).
  • Behind the Bell Study Group Introduction: WEFL WEFL announced "Behind the Bell," a 12-month study group aimed at helping participants learn the USA rulebook, which will officially begin on the 11th with a guest session by Amy Star (00:36:20) (00:39:27). Seabreeze Equestrian (Rihanna Pankhurst) volunteered to moderate the group, which will utilize a "Buddy Press" forum for discussions (00:37:53).
  • Study Group Methodology: The program is designed to be interactive, utilizing scenario-based questions and a scavenger hunt approach to help participants find answers in the rulebook, rather than just memorizing it (00:43:15). WEFL WEFL explained that the program aims to provide a practicum experience, including shadow judging and real-time feedback with S judges, to prepare members to become schooling show officials (00:44:17).
  • Program Educational Value: Seabreeze Equestrian and WEFL WEFL discussed how the program benefits riders, trainers, and aspiring judges by clarifying vocabulary and providing a judge's perspective on performance (00:46:41). Seabreeze Equestrian noted that this process provides insight into training issues and scoring, which is helpful for all competitive participants (00:47:36).
  • Program Pricing Structure: The study group features a free tier for members granting access to the forum and practice questions, and a paid tier costing $35 per month, with a $10 discount for members, bringing the cost to $25 per month (00:48:33). WEFL WEFL explained that there are no long-term subscription requirements (00:49:38).
  • Study Group Pacing and Scheduling: Discussion regarding the timeline clarified that while the program is structured into modules, participants can progress at their own pace rather than adhering to a strict 12-month schedule (00:52:54). WEFL WEFL expressed an ambition to have all modules published before November to align with the first practicum (00:54:57).
  • Subscription Model Discussion: Carrie Boyd, Lisa Chapman, and Seabreeze Equestrian discussed whether a yearly subscription model would be appropriate (00:56:52). Following the discussion, the group reached a consensus against a yearly subscription, noting that the flexible monthly model allows users to join as needed, though they discussed the possibility of offering a discount after the first month (00:58:04).
  • August Schooling Show: Shelbie Fredenhagen reported that the August schooling show is coming together well, and WEFL WEFL encouraged members to follow the WEFL Facebook page to facilitate tagging and improve social media reach (01:01:06).
  • Founding Member Window Closure: WEFL WEFL noted that the founding member window is closing, with current membership reaching approximately 55 to 60 members (01:02:16).
  • Tallahassee Clinic: WEFL WEFL highlighted an upcoming clinic with Amy Star at the stables on Buck Lake, which is limited to approximately 12 to 13 riders (01:04:48).
  • Future Clinic Proposal: Lisa Chapman informed the group of an opportunity to organize a clinic with Astrid Hedman on November 9th and 10th at Grand Oaks in the villages, with Lyanna Bworth identified as a contact person for the proposal (01:05:59).
  • Grand Oaks Clinic Proposal: Lisa Chapman presented a potential opportunity to host a clinic at Grand Oaks, which offers free venue access on Mondays and Tuesdays. While the location is convenient for members in the Tampa, Sarasota, and Lakeland areas, the group discussed the need for further details regarding the scope of the clinic to ensure it is organized effectively (01:08:13). Seabreeze Equestrian and the group emphasized that organizing clinics is a significant time commitment, and they expressed a desire to avoid a disorganized event that could negatively impact future participation (01:10:05).
  • Clinic Organization Procedures: Lisa Chapman requested guidance on the formal procedure for handling unsolicited clinic proposals to ensure consistency in future requests (01:09:10). The group discussed utilizing the members' "Idea Hub" to gauge demand and organize potential clinics, rather than relying on individual members to manage the workload alone (01:16:03) (01:17:40). They agreed that collecting more specific information from the potential organizer is a necessary first step before moving forward (01:10:56) (01:16:03).
  • Event Conflict Management: The participants discussed the "100-mile rule," a guideline often used by USA organizations to avoid scheduling competing events within 100 miles of each other to protect attendance. Rebecca Algar noted a conflict with an upcoming clinic in Tallahassee on the 7th, while other members highlighted the need to coordinate with already finalized events to prevent overlapping schedules (01:12:48). Lisa Chapman confirmed they would be mindful of existing commitments at the Oaks and elsewhere to avoid conflicts (01:11:55).
  • Future Clinic Planning: Lisa Chapman mentioned ongoing coordination for a future clinic at Breck in January or February, which Rebecca Algar confirmed would likely be feasible for their schedule (01:13:44). Additionally, WEFL WEFL suggested that any new international clinic proposal might be better suited to operate under the existing "train the trainers" umbrella, noting that such events typically require a six to eight-month lead time for proper organization (01:20:38).
  • November Schooling Show Planning: Silja Knoll provided a tentative update on a schooling show planned at the Oaks for November 14th and 15th (01:13:44). While they have secured the venue and the show manager position, they are still finalizing details regarding judges and deciding whether to hold a single-day show or piggyback on another event (01:14:53).
  • International Clinician Considerations: The group discussed the logistical and regulatory complexities of bringing in an international clinician, specifically a Swedish professional living in Portugal (01:16:03). Rebecca Algar raised concerns regarding rule discrepancies, as international competitors may follow rules that differ from local standards, particularly regarding "debutant" versus "master" levels (01:18:29). The participants agreed that understanding these rule variations is critical for ensuring the clinic provides value to local riders who must adhere to specific regional competition standards (01:20:38).
  • Alberto Clinic Finalization: Lisa Chapman reported that the Alberto clinic, scheduled for October 10th and 11th, is moving forward successfully. They have secured approval from the clinician and are currently finalizing the flyer with Country Lane Farms, intending to distribute the promotional material by the coming weekend (01:21:55).
  • Intro to Working Equitation Event: Seabreeze Equestrian announced an "Intro to Working Equitation" event scheduled for the end of September. This event is designed to be a casual, fun introduction for interested members, featuring a "horseless" format using hobby horses, which allows attendees to learn without the intimidation of riding (01:22:39). Lisa Chapman noted that Channing would be attending to provide demonstrations and assist with rule explanations (01:24:48).
  • Media and Outreach: Lisa Chapman discussed the potential to invite Barbara Hooper, a contact from Unbridled Horsemanship, to cover the Working Equitation event (01:25:44). The group expressed interest in capturing video content to share on social media platforms like Facebook to promote their activities and increase organizational visibility (01:24:48).
  • Administrative Resources and Tools: WEFL WEFL directed members to the "Behind the Bell" syllabus available in the members' hub, explaining that it can be accessed by logging into the website via a mobile device (01:26:46). They also recommended using Fathom for note-taking and accessing past meeting transcripts, noting that this allows members to review specific portions of recordings efficiently (01:29:10).
  • Organizational Growth Goals: WEFL WEFL shared ambitious growth targets for the organization, expressing confidence that they could reach 100 members by the end of the summer and 500 members by the end of the year. The group also engaged in a lighthearted discussion regarding the sale of puppies, with members offering suggestions for utilizing social media to find homes for them (01:30:13).