View Full Version : Minutes for January 2011 Board Meeting

01-28-2011, 06:33 AM
Minutes - Board Meeting January 14, 2011

Present in person: Richard Lee, Beth Daniel, Pat Vaughn, Judy Vaughn, Tim Stone, Ron Laster

Present by conference call: David Spicer

Visitors present: Wayne Lunsford (gaddiel), Kevin Cackler (KCackler), Jeremy Rowland (DaTexanBoy), and Maribeth Laster (MBL of RKLMBL)

Round table discussion:

The Board discussed several things during our round table discussion:
The perception of ArkGeo as a social club and how to change this to
align with Vision and Mission.
Cohosting of events.
Crowley's Ridge Scout Camporee
Points for participation

The meeting was called to order at 6:30 by Richard Lee, vice president.
Due to our president's attendance by phone, we voted to suspend the order of the agenda to hold Executive Board elections first.

Executive Board Elections were held with the following results:
Immediate Past President: David Spicer
President: Richard Lee
Vice President: Tim Stone
Secretary/Treasurer: Beth Daniel
These elected officers will take on their new positions July 1st, 2011.

President's Report: During the last quarter the Arkansas Geocachers Association continued to strive to meet it’s Vision and Mission statement and goals through various activities that promotes ArkGeo and geocaching throughout Arkansas.

The Membership Relatons Committee continues “The Caching To Do List” monthly, and has been working on guidelines for ArkGeo owned caches.

The Community Relations Committee and others once again attended the Annual GIS Day event at Verizon Arena in North Little Rock on Wednesday, November 17th, 2010.

I contacted Ricky Chastain with the Arkansas Game and Fish Commission for and update about a policy to place caches on Wildlife Management Areas and passed his response on to the board. He stated that the primary hold up on implementing the policy was for their brochures to be completed.

A Meet and Greet and CITO event were both held in December to promote ArkGeo and geocaching, while also maintaining a high level of respect for trails.

The number of ArkGeo registered voters increased from 244 to 246 in the last quarter.

Treasurer's Report:
Beginning balance Oct. 1: $ 1510.54
Deposits: $ 248.00 fundraising
1.01 interest
Disbursements: $ 100.00 to K. Cackler(software for website move)
Ending balance Dec. 31: $ 1659.5

Website Manager's report:

Election Committee report:
Current Members:
Will Pumphrey (flannelman) - Chair
Reid Henry (SJClimber)
Richard Lee (Idratherbehiking)
Edie O'Bryant (EdieO)
Beth Daniel (Board Liaison)

The Election Committee has prepared a list of possible candidates for Board elections this spring. They are actively contacting these potential candidates to inquire about their willingness to serve and will be moving forward to meet all election deadlines.

All Committee business has been conducted via the forums and email.

Fund Raising Committee report:
The Fund Raising Committee has now devised a new spreadsheet for tracking inventory. They have several new committee members and lots of ideas brewing!

Community Relations Committee report:
Current Community Relations Committee Members
Judy Vaughn - MathSeeker (Board liaison)
David Spicer - paris1time (Chairman)
Jim Sick - sayitagain
Bruce Crane - Quartzcachers
Clark Gray – cfd29

ArkGeo set up a booth at the GIS Day event at Verizon Arena in North Little Rock on Wednesday, November 17th, 2010. Sayitagain, MathSeeker, IdRatherBeHiking, and Woodwalker9 helped with this activity to promote geocaching in Arkansas.

ArkGeo was contacted by Jim Charbonnet to teach the Geocaching Merit Badge at the Kia Kima Scout Reservation Winter Camp, December 28th and 29th. Woodwalker9 and MathSeeker taught the session and placed some caches for the scouts.

Committee work has been done in the forums. We have not had any face-to-face or teleconference meetings.

Events Committee report:
Current Events Committee Members
Richard Lee - idratherbehiking (Board Liaison)
(Chair Needed)
Ken Hayes & Sue Hayes- Nukeworker & Raquetballgirl
Brian Bryant - B62GTAWK
Blair Shelton - pshelto
Jim Fryar & Sandy Fryar - likestocanoe
Judy Franklin - jffok
Jason & Lisa Nuckols - jclaudii & southerngirl
Ron White - Ron White

Jason Nuckols has proposed a CITO event and is requesting ArkGeo's participation.

Still no progress trying to nail down the location for the annual event.
If we cannot get Lake Fort Smith State Park we may go back to Lake Catherine for this year's event if they will have us. Should know next week.

The Arkansas Challenge will have to be postponed again till the fall. Just not enough time to properly prepare for it. Will have a planning meeting soon. Need to recruit from beyond the committees and get some volunteers that could be willing to work on this project. Challenge rules have been drafted and other miscellaneous forms created.

Still need a chair for the committee.

We have not had any face-to-face or teleconference meetings.

Membership Relations Committee report:
The Membership Relations Committee was created at the Friday, July 16, 2010 ArkGeo Board meeting. The committee is made up of:
Tim Stone - BSA534 (Board Liaison)
Judy Vaughn - MathSeeker (Chair)
Holly Thorwarth - gingerose
Justin Murphree - arkfiremedic
John Auvil - Photojunky

The committee has created a new “Caching To Do List” contest each month and verified each member’s list as it is posted. The committee has also awarded points to each member for attendance at official ArkGeo events.

The committee has developed some “GUIDELINES FOR CACHES OWNED BY ARKGEO AND MAINTAINED BY VOLUNTEER MEMBERS”. These guidelines will help promote geocaching in the state as well as help promote the organization to the geocaching community.

All work has been done in the forums. We have not had any face-to-face or teleconference meetings. Committee members have been active in the discussions.

ArkGeo goals for 2010 - 2011:
The Board discussed our goals.

Status of website:
We are making progress with moving our website for its continuity and improvements. The Board voted to authorize Kevin Cackler to facilitate creating an account on GoDaddy on our behalf. WATCH FOR EXCITING NEW DEVELOPMENTS SOON!

Since the meeting the website has now been transferred to the new server and the most notable change is the speed of the site.

ArkGeo owned caches:
The new guidelines for ArkGeo owned caches were approved. Tim Stone will be looking into prices for ArkGeo trading cards to place in these ArkGeo owned caches.

Budget proposals:
Most of the committees report that they do not need budgeted monies.

Status of the ArkGeo bank account:
After researching several banks in the state, the Secretary/Treasurer has proposed we move the account to Regions Bank. This bank has more branches close to the variety of towns that our fund raising committee members live in, as well as the ability to handle the signature card and deposit transactions as the Board would like. After discussion, the Board voted to approve moving our Arkansas Geocachers' bank account to Regions Bank. The officers on the signature card will be the President and Secretary/Treasurer each year. These offices are currently held by: President - David Spicer of Paris, Arkansas and Secretary/Treasurer - Lizebeth Daniel of Jacksonville, Arkansas. Our Arkansas Geocachers Association is a 501 c 3 nonprofit organization. It's address is PO Box 8338, Jacksonville, Arkansas, 72078. New officers take office on July 1 of each year.

Committee Member additions:
The Board approved Brett Phillips (BrettP2004) as an addition to the Community Relations Committee.

The next Board meeting will be held in Conway on April 8 at 6:30.