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Thread: July 14, 2017 Arkansas Geocachers Association Board Meeting Minutes

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    July 14, 2017 Arkansas Geocachers Association Board Meeting Minutes

    Minutes of the July 14, 2017, Arkansas Geocachers Association Board Meeting
    University of Central Arkansas, Conway, Arkansas

    The Arkansas Geocachers Association July 14, 2017, Board Meeting was called to order by President, Susan Smith Dodson

    Members present were:
    Susan Smith Dodson, President
    Kendall Tabor, Vice President
    Sharon Simmons, Treasurer
    Sue Hayes, Secretary
    Jackie Hefley
    Phoebe Sellers
    Maribeth Laster
    Visitors were: Ron Laster
    Absent were: Jason Nuckols, Web Site Manager
    Les Williams, Immediate Past President
    Eugene Smith


    The President’s Report was prepared and presented by Susan Smith Dodson

    Goal 1: Events - Each non-executive board member will host one Meet and Greet by 3/31/2018.
    Owner: Susan Smith Dodson
    Status: not yet started

    Goal 2 – Fund Raising – Implement fund raising initiatives to raise $600.00 by 3/31/2018.
    Owner: Maribeth Laster
    Status: goal met

    Goal 3 – Hold 4 CITO events by 3/31/2018.
    Owner: Sharon Simmons
    Status: in progress
    1. ArkGeo CITO & Hotdog Roast 2017 on April 8th
    2. ArkGeo CITO - Shady Grove Cemetery on April 29th

    Goal 4 – Teaching Opportunities – Teach Geocaching at 4 locations around the state by 3/31/2018.
    Owner: Jackie Hefley
    Status: not yet started


    The Treasurer’s Report was presented by Sharon Simmons.
    Treasurer's Report 6/30/17
    Beginning Balance $3,544.98
    INCOME:
    4/14/17 Merchandise sold at Annual Event $625.50
    5/19/17 Donation $100.00
    6/15/17 Merchandise sold by Eugene $33.00
    TOTAL Income $758.50
    EXPENSES:
    4/8/17 Ck #1273 Whole Hog BBQ $743.82
    4/13/17 Ck #1274 Sue Hayes - Reimburse for Annual Event Expenses $78.73
    5/9/17 Ck #1275 Clarksville Parks & Rec - Reserve Clarksville Community Center $50.00
    TOTAL Expenses $872.55
    Closing Balance $3,430.93
    Pay Pal Beginning Balance $12.25
    4/29/17 Donation for Event Planning $20.00
    4/30/17 Donation for general fund $20.00
    6/5/17 Coin Sold $15.00
    6/12/17 Postage -$2.61
    Fees -$2.50
    Pay Pal Ending Balance $62.14
    PathTag Cash Beginning Balance $15.00
    4/20/17 Give Back Credit $10.00
    PathTag Cash Ending Balance $25.00
    Pay Pal Balance $62.14
    PathTag Cash Balance $25.00
    Checking Balance $3,430.93
    Total in Checking, Pay Pal, & PathTag Cash $3,518.07


    The following committee reports were presented:

    Elections Committee Report – Kendall Tabor - Board Liaison
    Chair – vacant


    Fund Raising Committee Report: July 14, 2017

    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
    EuGene Smith - BUTCH46


    Sales: Goal of $600 in sales for this year was met and surpassed. $658.50 sold to date this year.
    4-14-2017 – Merchandise Sold at Annual Event $625.50
    6-15-2017 – Merchandise Sold by EuGene $ 33.00

    Sold one coin through the website
    The pathtag fundraiser through The Geocoin Store is complete and our account was credited in July for $70



    Events committee report - Sharon Simmons - Board Liaison

    Committee Chair - Ken and Sue Hayes

    The Annual Event at Maumelle Park was well attended. We feel it was a good event and feel like everyone enjoyed themselves. The park worked out real well for everyone and was very accommodating.

    We have reserved the Clarksville Community Center in Clarksville, AR for the Annual Event on April 28, 2018.

    We have begun the planning stages for this event. ArkGeo has received donations to cover the Community Center and to apply to the food. We have a possibility of closer camping and are checking into that. Sue is working on securing a caterer for the event at this time.

    Our CITO Goal for the year is 4 CITOs. This quarter we held two, the CITO at the Annual Event and a CITO in Hot Springs.



    Community Relations Committee: Presented by Board Liaison Jackie Hefley
    Chairperson: Pat Vaughn
    Committee Members:
    Jackie Hefley – Razorback01 (Board Liaison)
    Pat Vaughn – Woodwalker9 (Chair)
    Les Williams - Savoy
    Kent Uhrich - knkincabot
    Clark Gray - cfd29
    Hurbert Chapman - butch724

    No Community Relations Committee to report on this quarter. Maybe in the fall when school starts back up.



    Membership Relations Committee: Presented by Sharon Simmons
    Chairperson: Judy Vaughn
    Committee Members:
    EuGene Smith – Butch46 (Board Liaison)
    Judy Vaughn – MathSeeker (Chair)
    Justin Murphree - arkfiremedic
    Sharon Simmons – Flyfishingcachers
    Glynn Simmons - Flyfishingcachers
    Mike Dodson - St. Rock
    Susan Smith Dodson – St. Rock

    Profiled three cachers: April, MSHippie aka Jean Kennedy
    May, Cddulaney aka Candace Dulaney
    June, MarkSAR aka Mark Schneider



    Maribeth Laster made a motion to accept all committee reports. Sharon Simmons seconded the proposal. Motion passed.


    OLD BUSINESS
    1. Website updates for Jason
    Need to be posted on the forum thread in the sticky note for easier access for him
    Password notification has been turned over to Jason and has been added under the Log-in

    2. Meet & Greets hosted by the 4 non-executive board members.
    Arkansas was divided into 4 quarters and each host picked one for their event so we target all 4 areas of the state. Dates were discussed and hosts will submit their events for publication in a timely manner
    Jackie…Northeast Arkansas during the first quarter of 2018
    Eugene…Southeast Arkansas in Fordyce this summer
    Phoebe…Southwest Arkansas during Fall, 2017
    Maribeth…Northwest Arkansas before end of September, 2017

    3. Strategic Planning Meeting for ArkGeo
    Planning meeting was held during an April event in Hot Springs
    Susan, President, will post details on the forum soon.
    Ron provided some insight into the history of ArkGeo
    We discussed ideas on how to grow ArkGeo. It was suggested that we provide workshops for our members. Kendall has a geocaching teaching opportunity this fall

    4. October 6, 2017 Board Meeting
    We will have a web based meeting due to board member scheduling conflicts.



    NEW BUSINESS
    1. Election Chair
    This position is still open. Some cachers were suggested.

    2. Chair for 2019 Annual Event
    Ken & Sue Hayes will be resigning from Event Chair following the 2018 annual event. We need a new chairman/s.

    3. Suggestions for 2018 Board Candidates
    We discussed some cachers who might want to run for the open board positions.

    4. A suggestion was made that we specify a dollar amount for the event committee to follow when renting facilities, purchasing food, and other monetary issues related to the annual event



    A motion was made by Maribeth to adjourn, it was seconded by Sharon.
    Minutes respectfully submitted by Sue Hayes, Secretary, Arkansas Geocachers Association

    The next ArkGeo Board Meeting will be held January, 2018 in Clarksville, AR
    Last edited by Nukeworker; 07-27-2017 at 11:47 AM.

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