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Thread: ArkGeo Board Meeting Agenda & Minutes

  1. #1
    Join Date
    Feb 2005

    ArkGeo Board Meeting Agenda & Minutes

    Here is a list of all Board meeting agendas and minutes. In the future, all new agendas and minutes will be added here as they become available.
    The Minutes and Agendas are linked to Google Docs as a backup procedure in case something were to happen to the website.

    Board Meeting Agendas & Minutes
    October 2015
    - Minutes
    July 2015 - Minutes
    April 2015 - Minutes
    January 2015 - Minutes
    October 3, 2014 - Agenda --- Minutes
    July 11, 2014 - Agenda --- Minutes
    April 11, 2014 - Agenda --- Minutes
    January 17, 2014 - Agenda --- Minutes
    October 11, 2013 - Agenda --- Minutes
    July 12, 2013 - Agenda --- Minutes
    April 19, 2013 - Agenda --- Minutes
    January 11,2013 - Agenda --- Minutes
    October 12,2012 - Agenda --- Minutes
    July 13,2012 - Agenda --- Minutes
    April 20,2012 - Agenda --- Minutes
    January 13,2012 - Agenda --- Minutes
    October 28, 2011 - Agenda --- Minutes
    July 22, 2011 - Agenda --- Minutes
    April 8, 2011 - Agenda --- Minutes
    January 14, 2011 - Agenda --- Minutes
    October 10, 2010 - Agenda --- Minutes
    July 16,2010 - Agenda --- Minutes
    April 16,2010 - Agenda --- Minutes
    January 8, 2010 - Agenda --- Minutes
    October 9 , 2009 - Agenda --- Minutes
    July 10 , 2009 - Agenda --- Minutes
    April 10, 2009 - Agenda --- Minutes
    January 9, 2009 - Agenda --- Minutes
    October 10, 2008 - Agenda --- Minutes
    July 11, 2008 - Agenda --- Minutes
    April 25, 2008 - Agenda --- Minutes
    February 7, 2008 (Special Session) - Agenda --- Minutes
    January 11, 2008 - Agenda --- Minutes
    September 28, 2007 - Agenda --- Minutes
    June 29, 2007 - Agenda --- Minutes
    March 9, 2007 - Agenda --- Minutes
    Last edited by jclaudii; 10-19-2015 at 09:21 AM. Reason: Add links for Agenda and Minutes

  2. #2
    Join Date
    Apr 2007
    October 9, 2015 Minutes

    ArkGeo Board Meeting
    October 9, 2015

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

    Round-Table Discussion (6:00-6:30PM)

    President called meeting to order at 6:30PM. Members present: Rich Swanson, Linda Tredway, Sharon Simmons, Maribeth Laster, Sandy Fryar, Jackie Hefley, Karen Peters, and Les Williams (via phone).
    Guests present: Angie Betis (Brat22), Diane Reynolds (AR Rocket), Ron Laster (rkl), and Eugene Smith (Butch46)

    President’s Report:
    Goal 1 – Membership-Increase voting membership as measured by an increase in the number of votes in the annual election in 2016
    Owner: Jason Nuckols Status: Open

    Goal 2 – Fundraising- Implement fund raising initiatives to raise $450.00 by 3/31/16.
    Owner – Sharon Simmons
    Status - $595.00 raised since 7/1/15 Status – Goal Met

    Goal 3 – Events- Hold 3 CITO events by 3/31/16
    Owner: Sandy Fryar
    Status – 3 CITO events have been held (2015 ArkGeo CITO Raiders Quest 6/7/15, 2015 Cache Bash VI CITO 9/12/15, and CITO of Sandy Beach – GF Lake Cleanup II on 9/1/2/15) Status – Goal Met

    Goal 4 –Events- Each board member hold one Meet & Greet by 3/31/16
    Owner: Rich Swanson
    Status – 2 Eat & Greets have been held (A Geocaching Gathering – Fun Times on 9/11/15 Sandy & Sharon and ArkGeo Bubble Flash Mob on 7/25/15 Sandy & Sharon) Status - Behind Schedule

    Goal 5 – Teaching Opportunities- Teach Geocaching at 3 locations around the state by 3/31/16.
    Owner – Les Williams
    Status – 1 Teaching Opportunity has been held (2015 Cache Bash VI Challenge on 9/12/15) Status – On Track

    Treasurer’s Report:
    As of 7/1/15 beginning balance was $2,535.93
    Merchandise sold at Fired Up for Geocaching Event at El Dorado & other sales= $ 226.00
    Merchandise sold (raffle & donations included) at Cache Bash Event at Lake Ouachita= $ 429.00
    Total income= $ 655.00
    Check 1262 to Sams Club stores for food at Cache Bash Event (at Lake Ouachita)= $ 75.00
    Total expenses = $ 75.00
    Closing Balance in checking acct. = $ 3,115.93

    Paypal beginning balance=$ 0.00
    Geocoin sold (net after shipping & fee)=$ 12.22
    PayPal ending balance=$ 12.22

    PathTag beginning balance=$ 0.00
    July 9 – give credit back=$ 16.50
    July 16 – Fundraiser credit = $ 75.00
    August 9 – give back credit = $ 10.00
    Pathtag Cash ending balance = $ 101.50

    PayPal balance $ 12.22
    Pathtag Cash Balance $ 101.50
    Checking balance $ 3,115.93
    Total in checking, PayPal, & Path Tag cash = $ 3,229.65 (with $20.00 cash in store bag)
    Election Committee – Linda Tredway – Board Liaison
    No activity at this time, but committee will need to get busy to present a slate to the Board in January so the vote can occur in March prior to the annual meeting in April.

    Fundraising Committee – Maribeth Laster – Board Liaison
    Fund Raising Committee Report: October 9, 2015
    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

    We want to welcome our newest members: Sandy Fryar (likestocanoe) and Judy Vaughn (MathSeeker) to the Fund Raising Committee.

    Sales: Goal of $450 in sales for this year has been met
    $182 – August 15, 2015 - FIRED UP FOR GEOCACHING 2015 – El Dorado
    $429 – September 12, 2015 – 2015 Cache Bash 6.0 Challenge – Lake Ouachita State Park
    $ 44 – Miscellaneous Sales
    $ 15 – Geocoin sold by Rich Swanson (including shipping)
    $670 – Total Sales since July 1, 2015

    Second order of new pathtags are on the GeoCoin Website now.

    We are getting new quotes for tshirts and hats now to discuss at the October 9 meeting.

    Community Relations – Les Williams – Board Liaison
    Some first-timers came to the Cache Bash event. There were 83 or so people who attended the teaching opportunity. It was well received.

    Events Committee – Sandy Fryar – Board Liaison

    The recent Cache Bash 6.0 was held at Lake Ouachita State Park on September 12, 2015. ArkGeo was well represented at this event with member and board members participating and assisting with the business at hand. The ArkGeo store was open the entire day, also. The event committe would like to thank each of those who assisted in making this event a success.
    The Events Committee is well into the planning stages for the 2016 Annual ArkGeo Event. It should be published within the week. The event is scheduled at Crater of Diamonds State Park for April 9, 2016. The main event, the CITO, and the Hot Dog Roast will all be held on the same day, but camping will be available for those who wish to come early or stay until Sunday or later. The events committee have a number of contests and games planned for the day's activities as well as a fun outside trip to the mine itself if members who wish to participate.
    Respectfully submitted
    Sandy Fryar, Board Liasion
    Committee Chair - Ken and Sue Hayes
    Linda made a motion to allow $500.00 for budget of the annual meeting in 2016. Sharon seconded, all approved.

    Membership Committee – Jason Nuckols – Board Liaison

    Current Membership Relations Committee Members:
    Jason Nuckols - drmo913 (Board Liaison)
    Ron White - ronwhite
    Judy Vaughn - MathSeeker (Chair)
    Justin Murphree - arkfiremedic
    Sharon and Glynn Simmons - Flyfishingcachers
    Mark Willis - thefab5willisclan
    Chris Dickinson - Saint Aubie
    Susan and Mike Dodson – St. Rock
    Valerie Biendara – Ceeker7

    Membership Relations Committee Activities:

    Selected Arkansas Geocachers to profile on the ArkGeo website:
    August 2015 - David and Kim Solomon aka KSDS97
    September 2015 - Chris Rasmussen aka Razz007
    October 2015 - EuGene Smith aka bUTCH46

    Sandy made a motion to accept all the reports. Linda seconded, with all approving.

    1. Status of pathtag distribution from 2015 Annual meeting- Sharon has a list. Passed out to those who attended the Lake Ouachita Cache Bash event. Different Board members to distribute some to members that live near them. Sharon will see if she can contact others.
    2. Status of Annual Event – Discussed above in detail.
    3. Location for April Board meeting – to be found by Sandy (possibly a room at Queen of Diamonds Inn).

    1. Teaching Opportunities
    A. Bogey Creek Event 10/24 in Texarkana – this will not happen due to communication difficulties

    B. Geocaching Lesson for Bentonville Jr. High Students – Les has info, but not able to do. One problem is no contact info available. Community Relations, Pat Vaughn-chairperson, should address this. Another thought is to possibly have cacher TNT in NWA be made aware of this after we have more info.

    C. Kendall (coon&bud) wants to do some teaching at a flashmob on 11/6 from 11-11:30am at the Statehouse convention . Again community relations committee needs to be made aware of this possibility (Sharon to notify Pat about this & previous one).

    2. Fundraising Committee –Purchase of shirts and hats
    Sharon presented current merchandise we have on hand. They asked for $800.00 for an order of long sleeve, short sleeve with pocket, short sleeve with chest design, tye dye shirts, & hats. Rich made motion of $800.00 for fundraising to make purchase, with Maribeth seconding. All approved. Suggestions for logo made by Board –accepted.

    3. Next Year’s meeting dates:
    January 8th – Clarksville (before Paris event) possibly at Best Western breakfast room. Clark to check for availability.
    April 8th – night before annual meeting. Sandy to check in Murphreesboro.
    July 15th and October 7th in Conway

    4. Maribeth made a motion to have Round Robin from 6-6:15pm & then start meeting. Rich seconded, all approved.

    5. Jason brought up the idea of Ambassador Membership for those 12-18 years old. Board discussed this in great detail. Due to non-profit status there needs to be in writing if this is okay. If so, Linda will come up with an application that would include an essay and interview before the Board. Tabled at this time until the Board has more info.

    6. All Geocaching Events need to be put on the Forum Calendar – secretary to post these.

    7. Any member wishing to talk to the Board needs to notify 2 weeks prior to meeting. (stated in the By-Laws).

    Meeting adjourned at 7:44PM

    Respectfully submitted,
    Linda Tredway, Secretary

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