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Thread: ArkGeo Board Meeting Agenda & Minutes

  1. #1
    Join Date
    Feb 2005
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    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
    Posts
    55
    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)

    OFFICER REPORTS
    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
    Income:
    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
    Expenses:
    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)
    COMMITTEE REPORTS
    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.



    UNFINISHED BUSINESS:
    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).

    NEW BUSINESS:
    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

  3. #3
    Join Date
    Apr 2007
    Posts
    55
    ArkGeo Board Meeting Minutes - January 8, 2016

    Meeting called to order by President Rich Swanson at 6:30PM.

    Those present were: Rich Swanson, Les Williams, Linda Tredway, Sharon Simmons, Jason Nuckols, Karen Peters, Sandy Fryar, Maribeth Laster, and Jackie Hefley.
    Guests were: Eugene Smith and Ron Laster

    OFFICER REPORTS

    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 – Fund Raising – Implement fund raising initiatives to raise $450.00 by 3/31/2016.
    Owner: Sharon Simmons Status: Goal met
    $642 has been raised since July 1, 2015

    Goal 3 – Events – Hold 3 CITO events by 3/31/2016
    Owner: Sandy Fryar Status: Goal Met

    2015 ArkGeo CITO Raiders Quest on 6/7/15
    2015 Cache Bash VI CITO on 9/12/15
    CITO of Sandy Beach –GF Lake Cleanup II on 9/12/15

    Goal 4 –Events – Each Board member host 1 event by 3/31/16
    Owner: Rich Swanson Status: Behind Schedule

    ArkGeo Bubble Flash Mob on 7/25/15
    A Geocaching Gathering – Fun Times on 9/11/15
    2015 Cache Bash 6.0 Challenge on 9/12/15
    S.W.A.G. Holiday Happening III joined by ArkGeo on 12/2/15
    ArkGeo Eat & Greet: Clarksville on 1/8/16
    ArkGeo Eat & Greet: ElDorado on 2/12/16

    Goal 5 – Teaching Opportunities – Teach Geocaching at 3 locations around the state by 3/31/16
    Owner: Les Williams Status: Goal Met

    2015 Cache Bash 6.0 Challenge 9/12/15
    S.W.A.G. Holiday Happenings III joined by ArkGeo on 12/5/15
    In Little Rock by Les to High School students on 12/16/15

    Treasurer’s Report:
    Beginning Balance of $3,115.93
    Income of $17.82 (merchandise sold plus postage)
    Expenses of $635.80 (for T-shirts)
    Closing Balance of $2,497.95

    PayPal beginning Balance of $12.22
    2 Geo Coins sold (net after shipping & fee): $24.44
    PayPal Ending Balance: $36.66

    PathTag Cash beginning Balance: $101.50
    Credit on Nov 5 of $20.00
    Fundraiser credit on Dec 17: $75.00
    PathTag Cash ending Balance: $196.50

    Total in Checking, Pay Pal, & PathTag Cash: $2,731.11

    COMMITTEE REPORTS:
    Election Committee: Linda Tredway, Board Liaison
    We have three positions open, but only have 2 candidates at this time (several others are still thinking about it). Eugene Smith, aka Butch46 and Chuck Schwab aka Flowten have agreed to run for the election in March 2016. Nominationa close Jan 31st with voting starting March 1st (until Mar 31st). Maribeth made motion, with Sandy seconding it to accept these nominations; as well as the other names mentioned.

    Fund Raising Committee: Maribeth Laster, Board Liaison
    Committee Members include: Maribeth Laster – Board Liaison, Sharon Simmons – Chair, Rich Swanson, Deanna O’Malley. Linda Tredway, Susan & Mike Dodson, Ron Laster, Sandy Fryar, and Judy Vaughn.
    The Goal of $450.00 in sales for this year was met before the October 9, 2015 meeting.
    Wrapped up the second order of Pathtag sales at the Geocoin Store, they deposited $75.00 to our Pathtag cash account.
    Ordered 61 t-shirts from Roostee’s in Harrison, AR. Shirts have arrived, ready to sell at Paris event.
    12 more hats have been ordered from Sew Perfect. (Sharon picked these up today to have for the Paris event tomorrow).
    Have not proceeded with the Polo shirts due to lack of participation. The price break would come with 10 shirts being ordered. We have had 5 for orders and 3 with questions. We may have to see if these are willing to pay more to get the shirts. Board discussed one order up until April 30, 2016.

    Community Relations Committee: Les Williams, Board Liaison
    This committee needs some rejuvenation after the annual meeting in April.

    Events Committee: Sandy Fryar, Board Liaison
    Committee Chair - Ken and Sue Hayes

    The planning stages for the Annual ArkGeo Event are in full force. January finds discussions in full force on food options, cache day activities, and the event schedule. Also, in the works is getting volunteers assigned to particular jobs. The plan for February will be to get the permanent and temporary caches in place and either published or in Frank's hopper for publishing the day of the event. We hope to have some caches published on the day of the event and some a couple of days ahead for those who wish to come in early and find some smilies.

    A number of campsites have already been reserved by cachers from Arkansas and Oklahoma. Attendees can contact the state park for reservations. If information on what area most of the cachers are booked in and what sites are reserved by our group cachers can call Sandy Fryar at 501-617-6962.

    The CITO is planned for the same day as the annual event and is, also, in the planning stages. The committee hopes that if at all possible attendees at the day event will be able to attend the CITO as well. The Hot Dog Roast will follow the CITO and the meal will be provided by ArkGeo.

    The events committee has maintained contact with the state park personnel concerning the events and have been very pleased with their assistance and helpfulness.
    There are no other active activities planned by the events committee at this time.
    The Annual meeting is scheduled for April 9, 2016 .

    Membership Relations Committee: Jason Nuckols, Board Liaison
    Cacher Profiles for the past quarter:
    November – Bondebond-Eric Bond
    December – Plsellers- Phoebe Sellers
    January – ABJCM-Angela Munden & family
    Current activity:
    A goal to increase membership participation in our election and even increase eligible voters. Previous stats (some may be off some as I had to dig this up in the forums)
    2015 we had 58 of 165 registered voters?
    2014 we had 44
    2013 we had 72? of 305 registered voters
    2012 we had 63 of 253 registered voters
    2010 we had 81
    I also created a survey to send out and hopefully the members will have it approved at time of the election process. This was shared in the Membership Relation Committee area and some have edited and others have issues viewing the survey completely. Once we have it fixed up and they approve it I’ll let the board see it before it goes live.
    The questions on the survey are:
    ArkGeo Membership Survey
    This is a questionnaire that will help ArkGeo's Membership Committee and Board of Directors to better understand our members and what our organization can do better to retain existing members and recruit new ones. This is completely voluntary and the results are all anonymous with no way to link back your response to your identity. With that said, we are a close knit group and if something needs aired out please try to do so without personal insult.
    Do you visit the ArkGeo website atwww.arkgeocaching.org at least once a month?

      • Yes
      • No

    This is a dynamic survey that changes the next page based on the inputs of the current page. There are still a few spots that don’t make sense to have with the current selections but basically we are asking the following:
    Are you a Voting Member or just a website Member? *
    Were you aware that ArkGeo has Website Members and Voting Members (Organization Members)?
    How did you find out about ArkGeo?
    Is there a reason why you have not signed up to become a voting member? *
    If there is a reason it ask you to fill out and skips the questions on why you are not a member
    If you are not a voting member it asks these questions:
    Why are you not a voting member?
    Please let us know why you have not signed up to vote in board elections.
    How would you rate ArkGeo's representation of geocachers in Arkansas from 1-10?
    How well do you think ArkGeo represents the geocachers of Arkansas?
    1 2 3 4 5 6 7 8 9 10
    What could ArkGeo improve on?
    Please let us know your thoughts on our organization, projects, or leadership.
    What could ArkGeo do to better represent geocachers of Arkansas?
    Please type in constructive feedback, solutions, or actions you would like ArkGeo to look into.
    Closing statement:
    ArkGeo Closing
    How can ArkGeo attract and maintain voting members?
    We want to grow not just in numbers, but in members who will be involved in the organization to promote geocaching in Arkansas.


    Arkgeo January 2016 Website Manager Report - Jason Nuckols
    Kevin handed over the reigns and information in November of 2015. I am keeping this information non-published and will share it with any of our webmasters as needed. In the move he did recommend we find another hosting company and mentioned ‘BlueHost’ as a cheap candidate. His reasoning was in case he ‘got hit by a bus or something’ we could still continue on. I have asked for a timeframe and asked if he would like compensation for hosting arkgeo. BlueHost’s plan that would fit our needs would be 6 dollars a year for first year and then would be:
    Term Month Price Year price
    12 month 12.99 155.88
    24 month 11.99 143.88*
    36 month 10.99 131.88*
    *Would need to be paid full amount based on term
    There is a vBulletin update available from version 4.2.1 to 4.2.3 I will research and see if we need to apply this now or if it can wait.
    Statistic Data:
    Most hit web URL’s seem to be /member not sure why as no info can be gained followed by the main website and then /register
    Website visits for Dec has doubled from what it was previous months before from 11k visits to 20k visits. Will continue to monitor to keep from getting into a Denial of Service attack or other issues.
    I’m still learning how to use the vbulliten admin panel, and how to filter out the trash, so at this time I do not have an accurate number of new users that are legit new users. This will be more accurate after we send out the register to vote thing.
    Current List of Moderators:
    Angel06
    Arkgeo_Board
    Clark~Griswold
    Floaten
    Flyfishingcachers
    Gaddiel
    jclaudii
    kcackler
    knkincabot
    ladybug_Karen
    likestocanoe
    mathseeker
    rklmbl
    Savoy
    thefab5willisclan
    Removed:
    drmo913
    paris1time
    Razorback01
    Board stated knkincabot and thefab5willsfan need to be removed. Razorback01 needs to be added back on.
    Les suggested that the Board authorize Jason to develop a website transfer plan. Once approved go for a cut-over date for immediate implementation after the April Annual meeting event. Maribeth made a motion to this effect, Linda seconded. All approved.

    Sandy made a motion to accept these reports, Sharon seconded. All were in favor.

    UNFINISHED BUSINESS
    Status of new shirts for Fundraising – already discussed in Fundraising Committee report.

    Update for Annual Event – already discussed in Event Committee report.

    Location for April meeting – Breakfast room at Queen of Diamonds Inn in Murphreesboro.

    Status of Board member hosted events – already discussed in President’s report.

    NEW BUSINESS
    1.New Website Manager is Jason Nuckols

    2,Election of New Officers:
    President: Les Williams nominated by Rich Swanson, seconded by Sharon Simmons. All in favor
    Vice-President: Karen Peters nominated by Sharon Simmons, seconded by Sandy Fryar. All in favor.
    Secretary: Maribeth Laster nominated by Linda Tredway, seconded by Jason Nuckols. All in favor.
    Sharon Simmons continues as Treasurer and Rich Swanson will be Immediate Past President.

    3.Candidates for next election – already discussed in Election Committee report

    4.Hangar for car regarding “Not abandoned”. Sharon to provide a sample from S.W.A.G. to Linda as she does some research into this possibility for a fundraiser.

    5.Possible Change to By-Laws: under Section 2 Term of Office. Note change in bold. Members of the Board shall serve a three-year term with the following exceptions. If the outgoing President has served three years, he or she can serve a fourth year on the Board as the Immediate Past President. Anyone elected to fill the Vice-President position will have their term extended to complete the transition through President and Immediate Past President. The Website manager and Treasurer are exempted from the three year limitation due to the unique qualifications for these positions. Upon completion of the term, a member of the Board shall not be eligible for re-election as a Board member until one full year has elapsed, unless that member was selected to fill a Board vacancy with a term of less than a year (See Section 3).
    Maribeth Laster made a motion to approve this change, Les Williams, seconded it. All were in favor.

    6.Jason to do a pamphlet of FAQ for new Board members and their positions. He will present it at next meeting.

    Next Board meeting, April 8, 2016 in Murphreesboro
    Following Board meeting is July 15, 2016 in Conway

    Meeting adjourned at 7:35PM (Motion by Maribeth Laster, seconded by Rich Swanson- all in favor)

    Respectfully submitted,
    Linda Tredway, Secretary

  4. #4
    Join Date
    Oct 2005
    Location
    Russellville
    Posts
    954
    Under Committee Reports, for the Events Committee section, please revise this statement,
    The plan for February will be to get the permanent and temporary caches in place and either published or in Frank's hopper for publishing the day of the event.
    to read as
    The plan for February will be to get the permanent and temporary caches in place and either published or in the Geocaching.com reviewer's hopper for publishing the day of the event.
    The changes are noted in bold.
    "Wildness is a necessity." -- John Muir

    "I would rather wake up in the middle of nowhere than in any city on earth." -- Steve McQueen


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