Arkansas Geocachers Association Board Meeting
Minutes for July 12, 2013
Immediate Past President: Chris Denton
President: Kent Uhrich
Vice President: Jim Sick
Secretary/Treasurer: Judy Vaughn
Website Manager: Kevin Cackler
Round Table Discussion: Open Discussion, additional minutes for calling card purchased using Judy Vaughn's credit card.
Call to Order with Roll Call of Members Present:
Board Members Present: Kent Uhrich, Ron White, Sandy Fryar, Judy Vaughn, Morgan O'Neal (phone), and Mark Willis (phone)
Members Present: Wayne Lunsford and Pat Vaughn
President's Report: Prepared by Kent Uhrich
Goal 1 - Membership -- Increase registered voters by 20% by 5/31/13.
As of 7/13/12 there were 253 registered voters.
Status 7/12/13 We have 282 registered voters, an increase of 29 registered voters. While this goal wasnt met for fiscal 2013 we did see an increase of 29 registered voters.
On June 8th, ArkGeo held our annual meeting at Witt Stephens Jr. Central Arkansas Nature Center. We had a great turnout with an attendance a little better than at Daisy State Park. Thank you goes out to all those who showed up on June 13th for the CITO over at Burns Park. Over all the weekend with the State Event, Hot Dog roast and CITO was outstanding.
There are several challenges before us as a board and organization this coming year. I look forwards to working with each and every one as we make this coming year the best Geocaching year it can be!
Future reports will take on a new look. Here is a sample:
Goal 1 Membership Increase registered voters by 20% by 5/31/14 Owner Kent Uhrich
Status We had an increase of x registered voters this past quarter.
Goal 2 - Fund Raising Implement 2 fund raising initiatives to raise x amount by 5/31/14 Owner Judy Vaughn
Status - ..
Goal 3 Events Hold 1 general membership meeting by 6/15/14. Owner Jim Sick
Status Event is planned for this date this location
Goal 4 Events Hold 2 CITO events by 6/15/14. Owner Kent Uhrich
Status Events are planned for this date this location
Goal 5 Events Hold 2 Eat & Greets by 6/15/14 in the following regions of the state:
NE Planned on this date this location Owners Morgan and Chris
NW Planned on this date this location Owners Linda and Chris
Central Planned on this date this location Owners Mark and Judy
SE Planned on this date and this location Owners Kent and Jim
SW Planned on this date and this location Sandy and Ron
Goal 6 - ..
Goal 7 - .
Goal 8 - .
This format should keep our goals and progress out in the open and help keep us accountable.
Treasurer's Report: Prepared by Judy Vaughn, Secretary/Treasurer
Arkansas Geocachers Association
Statement of Income and Expenses for June 8, 2013 - July 11, 2013
Beginning Balance $1,493.34 INCOME: Fundraising (Geocoins & Merchandise) $ 381.00 TOTAL INCOME $ 381.00 EXPENSES: Sam's Club (Food for Annual Meeting Weekend) $ 117.40 TOTAL EXPENSES $ 117.40 Closing Balance $1,756.94
PayPal Balance $ 278.24 Checking Balance $1,756.94 TOTAL in Checking and PayPal $2,035.18
Website Manager's Report: prepared by Kevin Cackler
Website continues to run well. Updates were performed to bring the site's software up to date (Security patches). I began work on placing the ArkGeo merchandise in an album on the site so that members can view our merchandise online. There is still work to be done there in resizing the images and making the link more prominent. (http://arkgeocaching.org/album.php?albumid=8)
I spoke with Reid (SJClimber) about possibly converting the ArkGeo Phone-a-friend spreadsheet into an interactive online app so that members can more easily update their info, view the list on the road, search for users, etc... Work on that has begun and it is nearly ready to launch. After launch, I intend to add a feature where members can upload their "My Finds" query to the system so that other users can log in and search by GC code to find people who have found the particular cache they're hunting for.
I have enabled the photo album feature so that members can upload photos to their own albums here on the Arkgeo website. I am currently writing a script to turn those albums into a gallery interface so that all public member albums will be available via a single grid layout.
46 Members Cast Vote
Fund Raising Committee: prepared by Judy Vaughn
Candidate's Name Caching Name Votes Percentage of Votes Mark Willis thefab5willisclan 41 89% Sandy Fryar Likestocanoe2 40 87% Linda Tredway Angel06 26 57% Lisa Sanderock specialteacher 24 52%
Fund Raising Committee sold merchandise at the Ark Geo Annual Meeting and 3 coins through the website.
Inventory on hand:
ArkGeo Merchandise July 12, 2013 Item Description Number in Stock Selling Price Sm Beige T-Shirt 1 $13 Med Beige T-Shirt 2 $13 2XL Beige T-Shirt 9 $15 3XL Beige T-Shirt 2 $15 Large Pink T-Shirt 4 $13 XL Pink T-Shirt 4 $13 Large Blue T-Shirt 5 $13 XL Blue T-Shirt 1 $13 2XL Blue T-Shirt 2 $15 Med White T-Shirt 2 $13 Large Grey T-Shirt 2 $13 Youth Sm Beige T-Shirt 1 $13 Youth Med Beige T-Shirt 4 $13 Youth Large Beige T-Shirt 3 $13 Red Cap 5 $13 Blue Cap 3 $13 Black with Red Cap 1 $13 Black with Silver Cap 1 $13 Pink Cap 2 $13 Carabineers 145 $2 Baby Soda Bottles Regular 2 $2 Baby Soda Bottles Small 32+ (Sold by bag for $4) Hiking Stick Medallion 1 $6 ArkGeo Geocoin 296 $12
Community Relations Committee: Prepared by Kent Uhrich (Board Liaison)
Paris1time attend the following:
Geocaching segment on KFSM Channel 5 in Fort Smith/Fayetteville and had this to update us with.
ArkGeo brochures were passed out to all in attendance, about 40 people. He also went on to say that he thought the ArkGeo website and logo may have been displayed during the segment. He did say he had on his ArkGeo shirt and there were several pictures taken of the back of it.
The EAST Lab has asked ArkGeo to have a booth again this year. The following have said they will be happy to be there. Pat (Woodwalker), Sharon (Flyfishinggachers), Sandy (Likestocanoe) and Jon (IronHorse4).
I am looking forwards to hearing how this went!
Events Committee: prepared by Jim Sick, Board Liaison
The Annual ArkGeo meeting was held June 8th at the Witt Stephens Jr. Central Arkansas Nature Center followed that evening by the 5th annual hot dog roast and campout at the Burns Park Campground. The North Little Rock Parks Department and campground managers Martha and Charles Green waived all fees for use of the group camping area in exchange for ArkGeo holding a CITO on Sunday June 9th to help remove downed limbs and trees still remaining from the December ice storm. After the CITO the idea was brought up to the events committee about the possibility of having another Arkansas Challenge since the one held last year was such a success. Everyone seemed to like the idea and preliminary plans are being made as to where, and when to have the event. Plans are also being made for next years annual meeting and it is hoped that the time and place can be decided within the next few months in order to give everyone ample time to plan to attend. One idea being discussed is having it at the JonesCenter in Rogers. GeoWoodstockXII is scheduled to be in St CharlesMissouri next year and a suggestion has been made by Paris1time that possibly ArkGeo host an event in conjunction with that called ArkGeo meets GeoWoodstockXII.
Membership Relations Committee: prepared by Morgan O'Neal (Board Liaison)
Current Membership Relations Committee Members:
Ron White ronwhite
Judy Vaughn MathSeeker (Chairperson)
Justin Murphree arkfiremedic
Morgan ONeal drmo913 (Board Liaison)
Sharon and Glynn Simmons Flyfishingcachers
Chris Dickinson - Saint Aubie
Membership Relations Committee Activities:
Selected Arkansas Geocachers to profile on the ArkGeo website:
May Max Slaughter aka nonnipoppy
June Jim Sick aka sayitagain
July Mark Willis aka thefab5willisclan
April Missing In Action.
June Published-David Soloman guest columnist
1. Possibility of selling coins on eBay - Kent Uhrich did not have any success with selling ArkGeo Coins on eBay. Kent Uhrich will look at Craig's List.
2. ArkGeo History update - Wayne Lunsford is still working on the organization's written history.
3. Arkansas Challenge - March 2014 update - location and date need to be nailed down - Events Committee is working on
1. Welcome new board members:
Mark Willis - thefab5willisclan
Sandy Fryar - Likestocanoe2
Linda Tredway - Angel06
2. Assignment of Committee Liaisons
Election Committee - Chris Denton
Fund Raising Committee - Judy Vaughn
Community Relations Committee - Kent Uhrich
Events Committee - Jim Sick
Membership Relations Committee - Morgan O'Neal
3. 2014 and 2015 State Event
Month of State Event - Annual Meeting Event will stay at the beginning of June
Motion made by Ron White and Second by Kent Uhrich to recommend for the Events Committee to look at the Fort Smith area for the 2014 Annual Meeting with the meeting date being June 7, 2014. Motion carried.
Discussed announcing the date for the 2015 Annual Meeting Event at the 2014 meeting.
4. President's blurb in the Newsletter - Kent Uhrich will provide From the President column for the Newsletter.
5. EAST Lab Project - to be held July 18, 2013 at the Embassy Suites in Little Rock. Members Sharon Simmons, Sandy Fryar, Jon Jacoby, and Pat Vaughn will man a booth to answer questions and provide information for the EAST Lab facilitators.
6. Discussion of Chair vs. Liaison Positions - The chairperson is elected from the committee members. The liaison is the go between for the board and committee. We will continue to follow the committee charters. Each committee needs to do a committee roll call to see who is still willing to serve on the committee.
7. Bylaws revision - The suggested changes were discussed. The immediate past president position will remain a voting position. It makes 9 voting positions on the board, alleviating the possibility of a tie. Article III, Section 2 will remain as is. The board needs members with experience to remain on the board as officers. When board members rotate off of the board, they can be elected to be on the board again after being off of the board for one year.
8. Cache of the Month/Year - Possible contest for ArkGeo to use. Kent has the guidelines.
9. ArkGeo Board Goals were updated.
10. Events - ArkGeo will develop guidelines for sponsorship. ArkGeo will host our own events. ArkGeo will not co-host an event.
11. Ron White made motion and second by Sandy Fryar to reimburse Judy Vaughn $31.48 for the purchase of the 500 minute calling card. Motion carried.
Next board meeting October 11, 2013