Arkansas Geocachers Association

Board Meeting Minutes
October 10, 2008

Board Members Present: Frank Philpott, Wayne Lunsford, Pat Vaughn, Mike Pinkston, David Spicer, Jerry Turner, and Beth Daniel (Via Phone).

Board Members Not Present: Bert Drake; Rich Swanson

Guests Present: Mike Beavers

The business meeting was called to order by Frank Philpott, President, at 6:30 p.m.

Minutes from previous meeting were approved as presented.


Reports were given in person by Frank Philpott (President's Report); Beth Daniel (Treasurer's Report and Election Committee Report); David Spicer (Community Relations Committee Report); and Pat Vaughn (Events Committee Report). The Fund Raising Committee Report was provided in writing by Rich Swanson. A Website Manager's Report was not provided.

Unfinished Business:
Progress reports were given on the status of the current ArkGeo goals. Frank Philpott moved that Goal # 6 (Ouachita National Forest geocache permit fee issue) be noted as complete. The motion was approved.

The following Board actions taken since the July Board meeting were acknowledged:

1. New committee members were approved via website forum postings:
* Ryan Lehman (ShadowCachers) - Events
* Ken & Sue Hayes (Nukeworker) - Events
* Sandy Fryar (Likestocanoe2) - Events
* Chris Akins (OENavigator) - Fundraising
* Tim Stone (BSA534) - Fundraising
2. Approval was provided by the Executive Board via email for the purchase of nine copies of "Robert's Rules of Order in Brief" by Frank Philpott, with a copy provided to each Board member.

New Business:

A motion was approved to change the wording in Article V, Section 2 of the organizational bylaws. The new wording is as follows: "With the exception of Secretary, Treasurer, and Website Manager, members may not be re-elected to a particular office in the course of their current term as Board member."

A motion was approved to change the wording in Article III, Section 3 of the organizational bylaws. The new wording is as follows: "Members (see Article II, Section 2) shall be notified at least 2 days prior to the beginning of the voting period."

A motion was approved to accept the invitation of the Boy Scouts of America (BSA) for ArkGeo to have a geocaching display at a BSA event at Ft. Chaffee in April of 2009. David Spicer volunteered to take the lead for this project.

A motion was approved to create a special committee to investigate website management continuity, consisting of the following members: Wayne Lunsford, Mike Pinkston, and Bert Drake.

A motion was approved to change Section III.B in all committee charters. The new wording is as follows: "Recommendations to the Board should come through the Chair and should include details about what is being recommended, what is being requested, and why it is needed."

The next Board meeting is scheduled for January 9, 2009 in Conway, Arkansas.

The meeting was adjourned at approximately 8:30 PM.