January 11,2019 Arkansas Geocachers Association Board Minutes

Our January 11, 2019 the ArkGeo Board was called to order by President, Pat Vaughn. We met in the Best Western Breakfast Room, Clarksville, AR.


Board Members Present at the meeting:
Pat Vaughn, President
Susan Smith Dodson, Immediate Past President
Sharon Simmons, Treasurer
Sue Hayes, Secretary
Phoebe Sellers
Candace Dulaney
Eugene Smith


Board Members Absent:
Chris Knox
Chris Rasmussen


Visitors
Judy Vaughn
Ken Hayes
Butch Chapman
Kimberly Eastridge-Pridmore

PRESIDENT'S REPORT

The Arkgeo Board has been fairly quiet this quarter.

ArkGeo Board Members have held one event this quarter, a Meet & Greet in Fordyce with several local cachers attending. It was a fun event in a great location and I appreciate plsellers for hosting.

I do have, what I believe to be, one exciting bit of news. Later in this meeting we will discuss the possibility of placing ArkGeo Adventure Caches.

There has been no new voting member added to our membership list this quarter.


Treasurer's Report 12/31/18

Treasurer's Report 12/31/18 Beginning Balance $3,620.00 INCOME: No activity $0.00 TOTAL Income $0.00 EXPENSES: None $0.00 TOTAL Expenses $0.00 Closing Balance $3,620.00 Pay Pal Beginning Balance $21.06 No Activity $0.00 Pay Pal Ending Balance $21.06 PathTag Cash Beginning Balance $100.00 No Activity $0.00 PathTag Cash Ending Balance $100.00 Pay Pal Balance $21.06 PathTag Cash Balance $100.00 Checking Balance $3,620.00 Total in Checking, Pay Pal, & PathTag Cash $3,741.06

Submitted by Sharon Simmons, Treasurer 12/31/18

Website Manager's Report

Jason Nuckols was not present at the meeting. No report available

COMMITTEE REPORTS

Election Committee

Chairman: Judy Vaughn
Board Liaison: Sharon Simmons

We have 4 Board positions to fill. At the last post in the committee forum, we have 3 members showing interest in running. We are hoping for 5 members to run for the board. As of January 1, nominations are open from the general membership. They will be accepted until January 31, 2019.

Fundraising Committee

Chairman: Vacant
Board Liaison: Sue Hayes

Last quarter Sue asked Fundraising Committee Members to consider one of them becoming the Chairman for the Committee. Seven Members viewed the request. No one replied.
No report this quarter since there is still no Chairman.

No sales were recorded by the treasurer

Community Relations Committee

Chairman: Pat Vaughn
Board Liaison: Susan Smith Dodson
No activity to report this quarter.

Event Committee

Chairman: Justin Murphree
Board Liaison: Chris Knox


Chris Knox was absent so no official report was available
Phoebe did host an ArkGeo Meet & Greet in October as asked of the four non-executive board members, She was the first to host this fiscal year
Butch Chapman reported that no food arrangements have been made yet for the annual event

Membership Committee

Chairman: Judy Vaughn
Board Liaison: Eugene Smith


Recent Geocacher Profiles: JDPC3, TIPNWIFE, Bronco's Girl, and Kimberly5775

UNFINISHED BUSINESS

Status of ArkGeo Goals

1. Fundraising

Goal of $500 in sales.
Currently we have sold just over $300

2. 4 CITO'S
1. Clarksville CITO April 29,2018 Hosted by Sue

2. Russellville CITO September 22, 2018 Hosted by Sue
3.
4.
Team St Rock has offered to host one before March 31, 2019
Eugene Smith has offered to host one before March 31, 2019

3. Our 4 Non-Executive Board Members will each hold a Meet & Greet during the fiscal year (April 1, 2018 - March 31, 2019)

1. Phoebe hosted October 27, 2018 in Fordyce, AR
2. Eugene
3. Candace
4. Chris K
Sue has hosted 5 Meet and Greets during the fiscal year: 4/27/18, 7/13/18, 9/22/18, 9/28/18, 1/11/18
Eugene plans to host one in Damascus
Candace will host before March 31, 2019
Chris K will be contacted about hosting

4. Teaching Opportunities: Teach Geocaching during four separate classes
1. AR Teaching Event hosted by Judy Vaughn, August, 2018
2.
3.
4.
Susan will try to organize a teaching event in March, 2019

Keeping Website Current

Pat will talk with Jason again about the website management


Ideas to increase ArkGeo interest/membership
Plus
Ideas to increase ArkGeo Committees membership/participation

Everyone who attends the annual ArkGeo Event must register as an ArkGeo member to participate in the free meal
Kimberly (visitor) suggested that our Facebook page be used more to promote ArkGeo
Our website is important for our continued membership and to keep our organization going. It must be kept updated

NEW BUSINESS


1. ArkGeo Executive Committee Election

Nominations were accepted and voting took place. The new executive officers are:
Immediate Past President: Pat Vaughn
President: Candace Dulaney
Vice President: Chris Knox
Secretary
Treasurer: Sharon Simmons

2. Arkansas Adventure Caches

Our state organization has been given an opportunity, by Geocaching.com, to develop a new type of caches. Judy and Pat Vaughn have volunteered to develop them. Further announcements will be given in future ArkGeo Forums post


3. Outline for incoming Executive Board Members

Pat requested that each Executive Board Member make an outline of current duties to be given to the incoming Executive Board Members to make their transition easier.

4. Next Board Meeting

The next board meeting will be held Friday, April 12, 2019 in Jacksonville, AR. Location will be determined in the future.

Motion to Adjourn was made by Pat, Susan seconded the motion, All in favor.



Respectfully submitted by Secretary, Sue Hayes

I apologize that the minutes have a BOLD print from "Keeping the Website Current" till the end where I signed my name. The minutes were not written up this way, but despite editing the forum post three times, I can't get the Bold print to go away.....

Sue