Board Meeting Minutes - July 22, 2011
ArkGeo Board Meeting
ROUND-TABLE DISCUSSION (6:00-6:30)
CALL TO ORDER (6:30)
ROLL CALL OF MEMBERS PRESENT
Richard Lee (idratherbehiking)
Tim Stone (BSA534)
Beth Daniel (topkitty98 )
David Spicer (paris1time)
Chris Denton (cpdenton)
Ron Laster (1/2 of rklmbl)
Kent Uhrich (KnKinCabot)
Judy Vaughn (mathseeker)
Ron White (ronwhite)
Kevin Cackler (thecacklers)
Kim Uhrich (1/2 KnKinCabot)
Anna Cackler (1/2 theCacklers)
Jeremy Rowland (daTexanBoy)
Pat Vaughn (woodwalker9)
Mike Waid (CardsFans55)
MariBeth Laster (mbl of rklmbl)
Wayne Lunsford (gaddiel)
President's ReportPresident’s Report to the Board
by David Spicer
July 22nd, 2011
The activities for ArkGeo in the last quarter included the board elections, Annual Event, Eat-N-Greets, and other activities.
Probably the most important activity was the election of new board members. The Election Committee worked hard on finding candidates and the election was held in May with the announcement of the new board members at the Annual Meeting at Lake Ouachita State Park. Chris Denton, Ron White, and Kent Uhrich were elected and take office in July. I want to congratulate them all and thank them for their willingness to serve.
There were a total of 54 that voted in this year’s election. As of Thursday, July 21st there are a total of 211 registered voters, of which approximately 100 or more members have not even logged into ArkGeo for the last year. Voter turnout continues a downward trend in those voting each year. There has been discussion in the past on how to increase voter turnout, and it continues to be an issue to be worked on in the coming year.
ArkGeo held its Annual Meeting, Hot Dog Cookout, and Cache In Trash Out Event at Lake Ouachita State Park on June 4th and 5th, 2011. Turn out was good and a lot of great work was accomplished to help repair some of the damage done by the spring storms to the park. Thanks again to the committees and all those who helped with the events.
During the quarter ArkGeo Eat-N-Greets were also held in Texarkana and Springdale.
The ArkGeo web site has also continued to perform well and thanks to Kevin Cackler for his work on the web site and insuring the online elections were held without any problems.
I wish Richard Lee as the new Board President, the board, and its officers good luck over the next year. Thanks to all of those who volunteer to serve and spend some of their time promoting ArkGeo and geocaching in the great state of Arkansas.
Beginning balance 3/31/11 $1887.97
* Total deposits: 972.09
* Total disbursements: 723.26
Ending balance 6/30/11 $2135.83
* Donations $ 427.00 ($200 specified – Arkansas Challenge Event)
* Interest 1.09
* Fundraising 544.00
* R. Swanson (carabineers) $225.98
* 4:13 Graphix (t shirts) 350.76
* R. Lee (annual meeting/picnic supplies) 146.52
Website Manager's Report
The traffic to the website has more than doubled since the annual meeting!
Election Committee prepared by Beth Daniel - topkitty98, Board Liaison
The Election Committe's current members are:
Will Pumphrey (Flannelman) (chairman)
Reid Henry (SJClimber)
Richard Lee (IdRatherBeHiking)
Edie O'Bryant (EdieO)
Beth Daniel (topkitty98 ) (Board liaison)
The Election committee actively recruited eligible members to run for the Board. Elections were held and the results were announced at the annual membership meeting in June.
The following members volunteered, have been approved, and placed on committees:
Brad & Nadia Lambert - DctrPepper - Membership Relations
Jerry Turner - Cachemates - Election
Morgan O'Neal - drmo913 - Membership Relations
Deanna O'Malley - Hogwildfamilyof6 - Fundraising
Chris & Kristie Moore - Pizzaboy2600 & Guwisti - Events
Sharon Simmons - Flyfishingcachers - Fundraising
Mike & Jen Waid - Cardsfans55 - Fundraising
Fund Raising Committee
There's been a lot more discussion since receiving our new committee members. We began the sale of carabineers this quarter. We have discussed the possibility of a new geocoin. We have discussed additional choices of hats, particularly those with mesh. We know that caps are big sellers and want to keep those in stock. We have a list of current merchandise inventory. We discussed an online store.
Community Relations Committee - Prepared by Judy Vaughn - MathSeeker Board Liaison
The Community Relations Committee is made up of:
Judy Vaughn (MathSeeker) (Board liaison)
David Spicer (paris1time)
Jim Sick (sayitagain)
Clark Gray (cfd29)
Brett Phillips (brettp2004)
Jim and Susan Yeager (Apache_Scout)
The committee has discussed educating Arkansas Law Enforcement about Geocaching.
The committee members solicited door prizes for the annual meeting.
Jim and Susan Yeager (Apache_Scout) were added to the committee.
Events Committee - Prepared by Richard Lee/IdRatherBeHiking Board Liaison
The Events Committee is made up of:
Richard Lee - idratherbehiking (Board Liaison)
Jason & Lisa Nuckols - jclaudii & southerngirl(Co Chair)
Ken Hayes & Sue Hayes- Nukeworker & Raquetballgirl
Brian Bryant - B62GTAWK
Blair Shelton - pshelto
Jim Fryar & Sandy Fryar - likestocanoe
Judy Franklin - jffok
Ron White - Ron White
Kim and Kent Uhrich - KnKinCabot
The committee planned and prepared for our annual event in June and it was again a success.
The committee members also solicited door prizes for the event which continues to be a challenge.
Planning has begun for next years event at Lake Ft Smith State Park to be held on June 2nd and 3rd.
We are still in the planning stages for the Arkansas Challenge Event to be held in November at Mt. Nebo State Park. Cache page will be published by August 10th.
We are planning a trail maintenance CITO for the fall. The road into the area should be completed by that time to allow easier access to the northern portion of our section.
All committee work was done either in the forums or email. No conference calls were held this quarter.
Chris & Kristie Moore - Pizzaboy2600 & Guwisti were added to the committee.
Membership Relations Committee - Prepared by Tim Stone (BSA534) Board Liaison
The Membership Relations Committee is made up of:
Tim Stone - BSA534 (Board Liaison)
Judy Vaughn - MathSeeker (Chair)
Justin Murphree - arkfiremedic
ArkGeo has published 4 new caches since the Annual Meeting, bringing the total of ArkGeo caches to 6.
Committee Chair Judy Vaughn has continued to maintain the list of member participation points.
The photo contest discussion has not progressed and the idea of member interviews has received no discussion at all.
The committee is down to 2 members and not much discussion has gone on in the forum. It is my hope that a new board liaison and some additional members will make this committee active once again.
I. Status of ArkGeo Goals
The meeting of all goals was discussed. Goals were revised.
II. Possibility of producing another ArkGeo Geocoin
The Board approved the Fundraising Committee, along with the Membership Relations Committee, doing further research into the design and pricing of a new edition of an Arkansas Geocoin.
III. Moving the ArkGeo bank account to a new bank
The Board approved moving the Arkansas Geocaching Association's account to Regions Bank. The signature members will be the current President, Richard Lee, and current Secretary/Treasurer, Lizebeth Daniel. We are a non profit 501c7 organization.
We will be activating a new PayPal account when the bank account is at Regions.
IV. Getting caches approved in National Parks (Buffalo River and Hot Springs)
The Buffalo River National Park will be discussing at their next meeting the possibility of allowing us to place Earth Caches in their park. Virtual Caches are also a possibility, should they be available to us in the future.
Hot Springs National Park has not returned our inquiries yet.
Both of these projects will be forwarded to the Community Relations Committee.
V. New website ideas and direction going forward.
* We will be moving the ArkGeo email to an ArkGeo.org address. The gmail account will be forwarded to the new address.
* In order to facilitate easier communication, we will set up the ability to send ArkGeo email directly to the appropriate committee liaisons, officers, or the entire board.
* We will be moving the points for participation spreadsheet from google docs to the database. This will facilitate the use of points when we are able to use an online store.
* Web site accounts that have not been active for over two years and have no forum posts will be deleted. Web site accounts that have been inactive for over two years, but have posted in the forums in the past will have their voting privileges removed. This will be reflected in the standing rules.
* Web site will now have links to enable anyone to find and read the minutes of meetings. All discussion of the minutes will stay in the forum threads.
VI. ArkGeo trading cards
The Board approved the production and purchase of ArkGeo trading cards at a cost of $ 113.66. These will be used for promotional purposes.
I. ArkGeo History
The Board approved Wayne Lunsford to begin a written history of the Arkansas Geocaching Association to be used for archival purposes.
II. Making the Standing Rules a public document.
The Board approved that the Standing Rules will now be a public document.
III. ArkGeo Scholarship
The possibility of an ArkGeo scholarship was tabled for further discussion in the future.
IV. Annual Meeting Minutes
Minutes from the Annual Meeting will be taken and posted in the future.
V. ArkGeo treasurer/fund raising reporting. Standardized and detailed.
Records must be kept of all costs and all profits for each fund-raising activity. Fundraising committee liaison will give full accounting of funds entrusted to the committee in written form to the Board at each quarterly Board meeting. This will include an inventory report and a sales report. An amount of 40 dollars will be kept with merchandise and will be verified before any sales are made. All other monies will be deposited in a timely manner.
VI. ArkGeo Facebook Page - This was tabled for later discussion.
VII. ArkGeo board member participation and commitments - This was tabled for later discussion.
VIII. Improving communication with the membership through the Forums - This was tabled for later discussion.
IX. Getting Geowoodstock to Arkansas - This was discussed briefly, then tabled for later discussion.
X. New Board liaisons
The following liaisons from the Board to the committees were appointed:
Election Committee - Chris Denton (cpdenton)
Membership Relations Committee - Ron White (ronwhite)
Community Relations Committee - Kent Uhrich (KnKinCabot)
Events Committee - David Spicer (paris1time)
Fundraising Committee - Tim Stone (BSA 534)
Comments from the membership: Open discussion
Next Board meeting is October 14th, 2011 in Conway