View Full Version : July 14, 2017 Arkansas Geocachers Association Board Meeting Minutes

07-27-2017, 11:38 AM
Minutes of the July 14, 2017, Arkansas Geocachers Association Board Meeting
University of Central Arkansas, Conway, Arkansas

The Arkansas Geocachers Association July 14, 2017, Board Meeting was called to order by President, Susan Smith Dodson

Members present were:
Susan Smith Dodson, President
Kendall Tabor, Vice President
Sharon Simmons, Treasurer
Sue Hayes, Secretary
Jackie Hefley
Phoebe Sellers
Maribeth Laster
Visitors were: Ron Laster
Absent were: Jason Nuckols, Web Site Manager
Les Williams, Immediate Past President
Eugene Smith

The President’s Report was prepared and presented by Susan Smith Dodson

Goal 1: Events - Each non-executive board member will host one Meet and Greet by 3/31/2018.
Owner: Susan Smith Dodson
Status: not yet started

Goal 2 – Fund Raising – Implement fund raising initiatives to raise $600.00 by 3/31/2018.
Owner: Maribeth Laster
Status: goal met

Goal 3 – Hold 4 CITO events by 3/31/2018.
Owner: Sharon Simmons
Status: in progress
1. ArkGeo CITO & Hotdog Roast 2017 on April 8th
2. ArkGeo CITO - Shady Grove Cemetery on April 29th

Goal 4 – Teaching Opportunities – Teach Geocaching at 4 locations around the state by 3/31/2018.
Owner: Jackie Hefley
Status: not yet started

The Treasurer’s Report was presented by Sharon Simmons.

Treasurer's Report 6/30/17

Beginning Balance


4/14/17 Merchandise sold at Annual Event

5/19/17 Donation

6/15/17 Merchandise sold by Eugene

TOTAL Income


4/8/17 Ck #1273 Whole Hog BBQ

4/13/17 Ck #1274 Sue Hayes - Reimburse for Annual Event Expenses

5/9/17 Ck #1275 Clarksville Parks & Rec - Reserve Clarksville Community Center

TOTAL Expenses

Closing Balance

Pay Pal Beginning Balance

4/29/17 Donation for Event Planning

4/30/17 Donation for general fund

6/5/17 Coin Sold

6/12/17 Postage


Pay Pal Ending Balance

PathTag Cash Beginning Balance

4/20/17 Give Back Credit

PathTag Cash Ending Balance

Pay Pal Balance

PathTag Cash Balance

Checking Balance

Total in Checking, Pay Pal, & PathTag Cash

The following committee reports were presented:

Elections Committee Report – Kendall Tabor - Board Liaison
Chair – vacant

Fund Raising Committee Report: July 14, 2017

Committee Members:
Maribeth Laster – rklmbl (Board Liaison)
Sharon Simmons - Flyfishingcachers (Chair)
Rich Swanson - Clark~Griswold
Deanna O'Malley - Hogwildfamilyof6
Linda Tredway - Angel06
Susan Smith Dodson & Mike Dodson - St. Rock
Ron Laster - rklmbl
Sandy Fryar – likestocanoe
Judy Vaughn – MathSeeker
EuGene Smith - BUTCH46

Sales: Goal of $600 in sales for this year was met and surpassed. $658.50 sold to date this year.
4-14-2017 – Merchandise Sold at Annual Event $625.50
6-15-2017 – Merchandise Sold by EuGene $ 33.00

Sold one coin through the website
The pathtag fundraiser through The Geocoin Store is complete and our account was credited in July for $70

Events committee report - Sharon Simmons - Board Liaison

Committee Chair - Ken and Sue Hayes

The Annual Event at Maumelle Park was well attended. We feel it was a good event and feel like everyone enjoyed themselves. The park worked out real well for everyone and was very accommodating.

We have reserved the Clarksville Community Center in Clarksville, AR for the Annual Event on April 28, 2018.

We have begun the planning stages for this event. ArkGeo has received donations to cover the Community Center and to apply to the food. We have a possibility of closer camping and are checking into that. Sue is working on securing a caterer for the event at this time.

Our CITO Goal for the year is 4 CITOs. This quarter we held two, the CITO at the Annual Event and a CITO in Hot Springs.

Community Relations Committee: Presented by Board Liaison Jackie Hefley
Chairperson: Pat Vaughn
Committee Members:
Jackie Hefley – Razorback01 (Board Liaison)
Pat Vaughn – Woodwalker9 (Chair)
Les Williams - Savoy
Kent Uhrich - knkincabot
Clark Gray - cfd29
Hurbert Chapman - butch724

No Community Relations Committee to report on this quarter. Maybe in the fall when school starts back up.

Membership Relations Committee: Presented by Sharon Simmons
Chairperson: Judy Vaughn
Committee Members:
EuGene Smith – Butch46 (Board Liaison)
Judy Vaughn – MathSeeker (Chair)
Justin Murphree - arkfiremedic
Sharon Simmons – Flyfishingcachers
Glynn Simmons - Flyfishingcachers
Mike Dodson - St. Rock
Susan Smith Dodson – St. Rock

Profiled three cachers: April, MSHippie aka Jean Kennedy
May, Cddulaney aka Candace Dulaney
June, MarkSAR aka Mark Schneider

Maribeth Laster made a motion to accept all committee reports. Sharon Simmons seconded the proposal. Motion passed.

1. Website updates for Jason
Need to be posted on the forum thread in the sticky note for easier access for him
Password notification has been turned over to Jason and has been added under the Log-in

2. Meet & Greets hosted by the 4 non-executive board members.
Arkansas was divided into 4 quarters and each host picked one for their event so we target all 4 areas of the state. Dates were discussed and hosts will submit their events for publication in a timely manner
Jackie…Northeast Arkansas during the first quarter of 2018
Eugene…Southeast Arkansas in Fordyce this summer
Phoebe…Southwest Arkansas during Fall, 2017
Maribeth…Northwest Arkansas before end of September, 2017

3. Strategic Planning Meeting for ArkGeo
Planning meeting was held during an April event in Hot Springs
Susan, President, will post details on the forum soon.
Ron provided some insight into the history of ArkGeo
We discussed ideas on how to grow ArkGeo. It was suggested that we provide workshops for our members. Kendall has a geocaching teaching opportunity this fall

4. October 6, 2017 Board Meeting
We will have a web based meeting due to board member scheduling conflicts.

1. Election Chair
This position is still open. Some cachers were suggested.

2. Chair for 2019 Annual Event
Ken & Sue Hayes will be resigning from Event Chair following the 2018 annual event. We need a new chairman/s.

3. Suggestions for 2018 Board Candidates
We discussed some cachers who might want to run for the open board positions.

4. A suggestion was made that we specify a dollar amount for the event committee to follow when renting facilities, purchasing food, and other monetary issues related to the annual event

A motion was made by Maribeth to adjourn, it was seconded by Sharon.
Minutes respectfully submitted by Sue Hayes, Secretary, Arkansas Geocachers Association

The next ArkGeo Board Meeting will be held January, 2018 in Clarksville, AR