June 6 2026 meeting
bluegrass Youth Rodeo Association Closed Board Meeting
6/5/2026
490 Oil Springs Rd Winchester
Start time 6:30PM - 10PM
In attendance: Cory Williams, Sam Brown, Shelby Ray, Jamie Waddle (by phone), Alex Wilson
as judge representative, Katie Williams
1. Finances: $12k in bank with payouts and deposits outstanding. Shelby to generate Rodeo
Income/Expense Report
2. New Business- urgent
a. President and Vice President elect
b. Bank Account Admins- motion was made to make Sam Brown admin on account
with Shelby now that Carl has stepped down
c. Cory will notify the State of changes made to Board and request a formal
resignation letter from Carl for records
d. Rule Books were picked up June 1st, addendums will be stapled to each
before they are handed out in July
e. Chute dogging- it was decided by vote that there would be no points given for
Sunday since the event was cancelled, refunds will be given for contestants in 3rd-8th
grade for Saturday and Sunday, 9-12 kids will receive 10 points each for Saturday and
a refunds only for Sunday.
f. Starting with Rodeo #5 there will be a turn out fee of $15/event for late
scratches that do not have a dr or vet note. No further entries can be made until those
fees are paid. This is being done to reduce the amount of changes the Rodeo Secretary
has been handling last minute and to prepare members and their families for other
rodeo associations where this is the standard.
g. Work will begin on a Code of Conduct for this year with an emphasis on topics
that were to be discussed at Judge’s meeting ie the Judge’s call is final, protests should
be made after the run/ride to the Arena Director who will discuss with the Judges, no
disrespect of staff, required attire, etc
h. Nominations will be requested to form a 2026 Advisory Board consisting of
representatives for the following categories- timed events, rough stock, parent at
large, with a judge representative as well. These representatives will be added to committee meetings
3. New Business- medium
a. Chute dogging/bull dogging and calf tying clinics
b. Dad’s Barrel Race at August rodeo to raise funds
c. Goat Roping at October to raise additional funds for banquet
d. Hoping for goat tying clinic in September
4. New Business- low
a. Website corrections/additions
b. Jamie is looking into high school rodeo software
May 7 2026 meeting
BGYRA Board Meeting Minutes 5/7/26
Location: 490 Oil Springs Rd Winchester Ky
Time:5:30-8pm
In attendance: Carl David Otten, Shelby Ray, Cory Williams, Katie Williams, Alex Wilson. Jamie
Waddle (by phone)
Topics Discussed (in no order)
1. Katie to post about Thursday night MCQHA ride nights for our members.
2. Jamie finishing points and Shelby to post.
3. Rough stock meeting to be held every rodeo weekend during the dummy events to discuss
events, rule reminders, answer questions, etc.
4. Contestant meeting to be held after Grand Entry with judges and Tim present to remind
kids about
1. Raising complaints or questions to arena director NOT judges before they leave the
arena
2. Proper leaving the arena protocol, add gate at entry to slow kids down?
3. No drama
4. Concerns that are not an immediate safety issue need to be first discussed after the
rodeo via phone, text, or email.
5. Katie to check on rule book order status and design a form for parents and members to
sign pledging to read it. EDIT: finished yesterday and ready for pick up
6. Start time needs to be cleaned up. Several ideas were discussed re how to get check in
running smoother.
1. Check in flow will go to Jamie, then to Katie/Olivia, then to Shelby to collect $.
2. Jamie will have entry fees totaled. Katie would like to make a form with all amounts
owed to pass down to each check in person.
3. Katie and Jamie discussed calling parents to double check events before rodeo
weekend.
4. Alex suggested fees for families who are no shows. Each event, up to $25 will be owed
before a member can participate in next rodeo. Katie will add to rule amendments when
books are handed out.
7. Katie to make signs for barrels keeping horses from food trucks.
8. Alex suggested minimizing access/traffic to the back pen area. Moving food trucks all to one
side was discussed to prevent spectators from being behind them. Katie mentioned
moving check in and merch closer to announcer stand and bleachers.
9. Carl David requested an appreciation post for Bluegrass Stockyards.
10. Alex mentioned getting the photographer to move around more to get sponsor pics.
11. Katie Wills is going to work on organizing Dad’s barrel race for July rodeo, Katie to arrange
a potluck dinner after.
12. Shelby discussed minimizing the sharing of equipment in rough stock events. Can the
association have a set for each event that new families can use for the first ride? Can Tanner
make a list of essentials/basics that parents could buy?
13. Madison Co EMS will have medic and vehicle at all rodeos.
14. Dummy sled events will be moved to when the other dummy events are going on. Maybe
stationary dummy events can move to outside the arena to a roped off area? Or sled can go
immediately after the K12 and Pre-k?
15. 2 chalk lines to be used in dummy events to keep waiting kids back from roping contestant
16. Katie finalizing volunteer list for rodeo 3 and 4
17. Stock changes to be made.
18. Rodeo 3 theme: Military Appreciation Rodeo 4: Red for Remembrance and Hope.
19. May 30 we will have a barrel clinic and calf tying/goat tying clinic