View Full Version : ArkGeo July 10, 2015 Board Meeting Minutes

07-25-2015, 01:15 PM
ARKGEO Board Meeting Minutes
July 10, 2015

Immediate Past President: vacant
President: Rich Swanson
Vice-President: Les Williams
Secretary: Linda Tredway
Treasurer: Sharon Simmons
Website Manager: Kevin Cackler

Roundtable Discussion (6:00-6:30pm)

Call to order at 6:30pm by President Swanson
Board members present: Rich Swanson, Les Williams, Linda Tredway (by phone), Sharon Simmons, Sandy Fryar, Jason Nuckolls, Jackie Hefley, & Maribeth Laster
No visitors present

Presidents’ Report:
Goal 1 Membership: Increase active membership by 20% measured by an increase in the number of votes in the annual election in 2015. Goal includes the task of cleaning up the membership as outlined in the Standing Rules.
Owner: Morgan O’Neal
Status: Membership roster has been cleaned up. Only 58 voted in annual election compared to 72 last year. Goal not met.

Goal 2 Fundraising: Implement fund raising initiatives to raise $350.00 by 6/3/15 Owner: Sharon Simmons
Status: $1115.25 raised since 7/1/14 per the annual Treasurer’s report. Goal met.

Goal 3 Events: Hold one general membership meeting by 6/15/15
Owner: Sandy Fryar
Status: General membership meeting held in Paris in 2015. Goal met.

Goal 4 Events: Hold 4 CITO events by 6/15/15.
Owner: Jason Nuckolls
Status: 5 CITO events were held. Goal met.

Goal 5 Events: Each board member to hold one “Eat & Greet” by 6/15/15
Owner: All Board members
Status: 6 “Eat & Greets” were held. Goal not met. (only 6 full time Board members this year)

Goal 6 Teaching Opportunities: Teach Geocaching at 4 locations around the state by 5/31/15.
Owner: Kent Uhrich
Status: Goal met. Nov 18 – Janet Huckabee nature center (Geocaching 101)
Nov 19 – GIS event. Had a booth & a few minutes to speak at the conference.
Jan 1 – Lake Ouachita State Park (first day hike event) Did a presentation.
Feb 27 – Bentonville PE Teachers Workshop –did a presentation and hands-on field class.

Treasurer’s Report:

Arkansas Geocachers Association Statement of Income and Expenses
for April 7, 2015 – July 5, 2015
Prepared by Judy Vaughn

Beginning Balance



Donation in Memory of Linda Shaffer


Merchandise sold (Raffle and Donations included) at Annual Event

$ 381.75

TOTAL Income

$ 406.75


Check 1260 Reimbursement for Annual Event purchases by Sandy Fryar


Check 1261 Reimbursement for Annual Event purchases by Ken & Sue Hayes


Transfer Money to PayPal to pay balance on Annual Event Path Tag


TOTAL Expenses

$ 463.59

Closing Balance


PayPal beginning balance:

$ 214.87

Paid with PayPal:

Unified Registrar (Website Domain)


Geocoin Club (Purchase PathTags for Fund Raising)


Geocoin Club (Purchase Annual Event PathTags)


Transfer from Checking Account:

Balance to pay for Annual Event Path Tags


PayPal ending balance



PayPal Balance

$ 0.00

Checking Balance


TOTAL in Checking & PayPal


$20.00 in Merchandise bank bag

NOTE: The cost of the Annual Event Path Tags was $222. The $20 Path Tag Cash in the ArkGeo account was applied to the order, leaving a balance of $202.
Last edited by MathSeeker (http://arkgeocaching.org/posthistory.php?p=32181); 07-08-2015 at 08:52 PM. Reason: Added note about Annual Event Path Tags.

Election Committee: Linda Tredway – Board Liason = Jackie Hefley (Razorback 01), Maribeth Laster (mbl), and Karen Peters (Ladybug Karen) became our new Board members after the vote during the month of May.

Fundraising Committee: Judy Vaughn – Board Liason = The committee consist of chairperson, Sharon Simmons, Clark~Griswold, rklmbl, Angel06, Hogwilffamilyof6, and St Rock. The committee sold merchandise and raffle tickets at the Annual event. The committee purchased 3 bags of ArkGeo PathTags to sell to members.

Community Relations Committee: Kent Uhrich – Board Liason = No report

Events Committee: Sandy Fryar – Board Liason = Annual event went well. Still making a decision for 2016. 60th Anniversary of Lake Quachita is in the works for Sept 12, 2016. The new chairpersons for this committee are Nukeworker and RacquetballGirl. The roster for the committee needs to be updated.

Membership Relations Committee: No Board Liason (needs to be elected). The current members are Ron White (ronwhite), Judy Vaughn (Mathseeker) – chairperson, Justin Murphree (arkfiremedic), Sharon & Glynn Simmons (Flyfishingcachers), and Susan & Mike Dodson (St Rock). The newsletter has highlighted Ironhorse4 (Jon Jacoby)in May, Buckshot/MamaLlama (Jesse & Becky Crowley)for June, and OR-NPL191 (Ron & Tami Smith) for July.

Jason made a motion to approve the reports as presented. Sandy seconded; then all approved.

1. Introduction of new Board Members – completed.
2. Status of pathtags from Annual meeting – they are still in production & should be delivered in 6 weeks. The board will distribute the pathtags to all who attended the Annual Meeting event in Paris shortly after they arrive.

1. Moving election and Annual meeting to Mar/Apr.

Pros: 1)Don’t have to rely on a facility with A/C. Event could be held in almost any state park allowing it to rotate around the state.
2) Moves the event out of the prime vacation window and away from those that travel to GeoWoodstock.
3) No change required to By-Laws or Standing Rules.
4) We could hold our April Board meeting in conjunction with the Annual meeting (maybe the night before) and save ourselves from having to travel to an additional meeting each year.

Cons: 1) It is different. Not really a con, but change is sometimes hard.
2) We would have to start recruiting candidates earlier and have a list finalized in Feb. Really only a con the first year.

The proposed ArkGeo Election Schedule, if approved.
Jan Board meeting: Board elects new Executive Committee (this determines how many positions will be open)
Jan 1: Nominations from General membership begins (open for 30 days).
Jan 31: Nominations close.
Feb 8: Board compiles a slate of nominees. This may be done via Forum discussion or email.
Feb 15: 1)Election committee posts finalized ballot to website. Ballot should include all nominees and the number of open Board positions to be filled.
2)Election committee sends notification (including ballot) to Voting members (must be at least 2 weeks prior to beginning of election).
3) Website administrator sets up election.
Mar 1: Election begins the first day of the month and will remain open until the final day of the month.
Mar 31: Election closes and winners announced.
Apr Board meeting: Newly elected Board members take office and should be prepared to fulfill their duties. The goal is to hold the April meeting in conjunction with the ArkGeo Annual meeting.

Motion made by Maribeth to accept these changes. Seconded by Sandy. All approved.

2. New Committee Liasons
Election Committee = Linda Tredway
Events Committee = Sandy Fryar
Fundraising Committee = Maribeth Laster
Membership Relations Committee = Jason Nuckolls
Community Relations Committee = Les Williams

3. ArkGeo Goals for 2015-2016
Goal #1 – Membership: Increase the voting membership by an increase in the number of votes in the Annual election in 2016.
Owner: Jason Nuckolls
Goal #2 – Fundraising: Implement fundraising iniatives to raise $450.00 by 3/31/16.
Owner: Sharon Simmons
Goal #3 – Hold three CITO events by 3/31/16
Owner: Sandy Fryar
Goal #4 Eat and Greet: Each Board member to hold one by 3/31/16 (hosted under Arkansas Geocacher’s Association)
Owner: Rich Swanson
Goal #5 – Teaching Opportunities: Teach geocaching at three locations around the state by 3/31/16
Owner: Les Williams

4. Lake Quachita Cache Bash Challenge status – GC5XBXJ To start at 9am at the Visitor’s Center. 10:30 – 2:30 is for fellowship, games, caching, classes, and a picnic lunch. So far 2 boats have been secured (working on a third boat) for an 8 island tour to be at 3:30-4:30pm CITO is planned at 6pm. There may also be another cookout. A promotional video after the event is in the works.

5. Les is following up on a 10-15 scubatrail caches with the Corp of Emgineers.

6. Other – DeAnna O’Malley on Oct 24th want a 20-30 minute talk about geocaching. Another possibility discussed would be to have a card table with geocaching info; as well as T-shirts, manned from 10am-2pm. The location is south of Texarkana. Jason to talk with dean to get more details.

Next Board meeting is October 9. 2015 in Conway
Following Board meeting is January 8, 2016 in Clarksville.

Meeting adjourned at 8:40pm

Respectfully submitted by Linda Tredway, Secretary