ArkGeo Board Minutes
October 3, 2014

Immediate Past President: Kent Uhrich
President: Morgan O’Neal
Executive Vice-President: Rich Swanson
Treasurer/Secretary: Judy Vaughn
Website Manager: Kevin Cackler

ROUND-TABLE DISCUSSION (6:00-6:30)
Open Discussion

CALL TO ORDER (6:30) ROLL CALL OF MEMBERS PRESENT
Board Members present:

Morgan O’Neal
Judy Vaughn
Rich Swanson – Call in
Sandy Fryar
Sharon Simmons
Linda Tredway
Kristie Moore

OFFICER REPORTS
** President's Report: prepared by Morgan O’Neal
October 03, 2014 Board meeting

Goal 1 - Membership -- Increase active membership by 20%.
Measured by an increase in the number of votes in the annual election in 2015.
Goal includes the task of cleaning up the membership as outlined in the standing rules.
Task is to include sending a verification email to the membership who would be having their accounts made inactive to let them know they are at risk and to allow them an opportunity to log in in order to keep their membership and voting privileges.
Owner: Morgan O’Neal
Status – 305 registered voters. 72 Votes Last Election.
Membership Relations Committee has set up an email to be sent out this quarter

Goal 2 - Fund Raising – Implement 2 fund raising initiatives to raise $350.00 by 6/30/15
Owner: Sharon Simmons
Status – $124 Towards this goal has been raised this quarter (35%).

Goal 3 – Events – Hold 1 general membership meeting by 6/15/15.
Owner Sandy Fryar
Status – General Membership Meeting to be held in Paris in 2015.

Goal 4 – Events – Hold 4 CITO events by 6/15/15.
Owner Kristie Moore
Status - 3 CITO events were held this quarter.


  1. GC58QDA, Daisy Park
  2. GC5A0E7, Riverside Park
  3. GC5A5PP, SE Region


Note: Challenge was issued to double the goal for this year since the annual general membership CITO will be scheduled during the weekend of the annual meeting.
Note: It needs to be noted that ArkGeo still needs to hold a CITO at the campgrounds in Fort Smith.

Goal 5 – Events – Each board member Hold 1 ‘Eat & Greet’ by 6/15/15 in the following regions of the state:
NW – Owners Morgan O’Neal and Kristie Moore
NE – Owners Linda Tredway
Central – Owners Judy Vaughn and Rich Swanson (50% Complete)
SE – Owners Kent Ulhrich (100 % Complete)
SW – Owners Sharon Simmons and Sandy Fryar (50% Complete)
Status – 3 Events were held this quarter


  1. GC58QM1, Glenwood, AR (SW)
  2. GC5A0GG, Searcy (Central)
  3. GC5A5JE, SE Region (SE)


Goal 6 – Teaching Opportunities. Teach Geocaching at 4 locations around the state by 5/31/15.

Owner: Community Relations Committee - Kent Uhrich
Status – 2 Events are Scheduled.

** Treasurer’s Report:
Arkansas Geocachers Association Statement of Income and Expenses
for July 11, 2014 – October 3, 2014
Prepared by Judy Vaughn, Secretary/Treasurer

Beginning Balance $1,864.77
INCOME:
Geocoins sold 124.00
TOTAL Income $ 124.00
EXPENSES: 0.00
TOTAL Expenses $ 0.00
Closing Balance $1,988.77


NOTE:


One coin sold online.
PayPal Balance $ 202.54
Checking Balance $1,988.77
TOTAL in Checking & PayPal $2,191.31


$20.00 in Merchandise bank bag

Sandy Fryar made motion to accept treasurer’s report. Second by Linda Tredway.
Motion carried. Treasurer’s report accepted as reported.


* Website Manager's Report: Kevin Cackler
Everything is going good with the website.

COMMITTEE/OTHER REPORTS

** Election Committee: Linda Tredway – Board Liaison

There is an opening on the board to fill the position vacated by Mark Willis.
Jason Nuckols (jclaudii) and Les Williams (Savoy) are the candidates for the open position.

** Fund Raising Committee: Judy Vaughn - Board Liaison
Committee Members:
Flyfishingcachers, Chairperson
The_Griswolds
rklmbl
Angel 06
MathSeeker, Board Liaison
Hogwildfamilyof6
St. Rock

Committee Activities:
Committee welcomes St. Rock!
Path Tag back design was approved and submitted.
One geocoin was sold through PayPal: 1 coin ($12.33 after postage and fees)
11 geocoins were sold at events: 7 coins for $12 each and 4 coins for $10.00 each ($124.00 total)
There was a poll to determine the amount of interest in an ArkGeo PathTag. There is enough interest to proceed. The Fund Raising Committee would like to purchase three bags of the ArkGeo PathTags to sell to members.
The Fund Raising Committee is ready to send this to the Membership Relations Committee for a design contest.

** Community Relations Committee: Kent Uhrich - Board Liaison
Paris1time will
conduct a Geocaching 101 class at Janet B. Huckabee Nature Center on Tuesday, November 18th @ 6pm.
ArkGeo has been invited to participate in the annual GIS Day Event.

** Events Committee: Sandy Fryer - Board Liaison
There has been a lot going on with the Events Committee since the last meeting.

The plans for the 2015 Annual Event is truly coming together. There have been a number of threads on the forums that have been set up to better organize the upcoming event. Examples are Food, Games, Volunteers, and Pathtags.

The Events Committee is planning (with the funds coming from the Paris Chamber of Commerce) to have 150 Pathtags made to distribute at the Annual Meeting.

There has been no work or discussion on a 2014 or 2015 Challenge Event to my knowledge.

The Events Committee is currently working on the location for the 2016 Annual ArkGeo Event, but has nothing to report at this time.

Respectfully Submitted,

Sandy Fryar

** Membership Relations Committee: Morgan O’Neal - Board Liaison
Current Membership Relations Committee Members:
Morgan O'Neal - 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 - Jerry and Bonnie Turner - CacheMates
September - Jason and Lisa Nuckols - jclaudii and southerngirl
October - Les Williams - Savoy

ArkGeo Newsletter:
Hiatis


Committee has worked on an Email/Letter to be sent to Members who have not logged on the website in over two years.


Committee is working on ArkGeo Cache of the Month/Year requirements – Look for announcement soon!


UNFINISHED BUSINESS


  1. Bylaws & Standing Rules Proposed Revisions
    1. Thoughts From The Forums – discussed forum posts
    2. Thoughts From the Board Members – Morgan made a motion to form an internal sub-committee within the board to review, clarify, and/or amend the By Laws, Standing Rules, and all other ArkGeo documents as needed. Second by Kristie Moore. Motion carried.
    3. Recommendations To Proceed – Continue receiving comments and feedback from the membership in the forum through December 31, 2014. The internal sub-committee will complete the review process by April 10, 2015.


  2. Communication - improving
  3. Clarksville Meeting Location Confirmation – Rich Swanson will contact and confirm.



NEW BUSINESS



  1. ArkGeo Sponsored/Hosted Mega Event (Forum Suggested) – must build up to a mega event, mega event requires a lot of work and manpower/volunteers
  2. Sandy Fryar made a motion to approve the recommended 100 points for annual event PathTag design contest entry and 1000 points for the contest winner. The winner will also be presented a canvas of the winning design. Second by Kristie Moore. Motion carried. Events committee will conduct the contest for the annual event PathTag design.



Next board meeting - January 09, 2015 (In Clarksville at the Best Western)
Following board meeting – April 10, 2015
Following board meeting – July 10, 2015 (Joint Meeting of New/Old Board Members)


Adjourn