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
