MINUTES

SENIORS OUTDOORS! BOARD MEETING

February 2, 2011

 

Present were:  Clark Lagow, Co-President; Betsey Butler, Co-President; Bill Cagle, Treasurer;  Mary Ann Bryant, Secretary; Dorothy Bregar, Outings Chair; Becky Rodefer, Programs; Rhonda Raffo, Membership; David Wright, Circulation; Kate Martin, Hospitality; and Sally Barker, SOS representative.

 

The meeting was called to order at 6:45 pm. The agenda was approved with the addition of a telephone tree request. The minutes of the previous meeting (October), which had been circulated to Board members, were approved.

 

1.      Follow up items from previous meeting:  a) Bill will correct the following items: budget line item descriptions to match on both the budget and the quarterly financial report; move the membership renewal costs to the proper line.  Bill will also pursue information related to a cabin rental/lease for member use. b) Clark reported that Lyle Hancock will store the tent shelter to be purchased, and that John Martin recommends the purchase of avalanche shovels not probes.  c) Dell Manners will wait until Spring to split up Wednesday Wanderers walks.  d) Clark will confirm if Sandy Newman is available to present a mushroom talk in August.

 

2.      Officer/Volunteer Changes:  Rhonda Raffo has replaced Nancy Mead as Membership Chair; Sally Barker has replaced Dell Manners as the Singles representative. Mary Ann will update her email group list to reflect this; Lyle Hancock will update the SO! website to reflect these changes.  Mary Ann will send her email list of board members and volunteers to Betsey to check for completeness.

      Mary Ann Bryant and Dorothy Bregar will not be seeking re-election to their positions of Secretary and Outings Chair, respectively. David Wright will send an email to the membership asking for volunteers who seek election to these positions effective July 2011.

 

3.      Treasurer report:  Bill reported our revenue is 102% of budget year-to-date. Our expenses are at 51% of budget for year-to-date. Bill asked that Becky Rodefer obtain a room rental receipt from the Durango Rec Center and give to him for club records.

 

4.      Hospitality discussion:  There have been concerns raised regarding the need to simplify the coffee making process for the monthly meetings. Betsey proposed the purchase of two three-liter carafes for coffee and the use of the small urn for hot water. The Board approved this purchase for approximately $80 total.  Betsey will update the written procedures for the Hospitality volunteers. It was noted that the Christmas potluck including prizes was a great success.

 

5.      DMR Ski report:  Dorothy noted that two members, Bruce Rodman and Jim Shadid, have volunteered to organize and lead groups to ski together at DMR based on ability levels. Dorothy will assure procedures relating to this activity are added to our procedure manual document when we conduct our annual update of the manual.  Rhonda will add a line on the annual membership renewal form for ski group volunteer opportunities.

 

6.      Phone tree request:  The Board confirmed that we do not use a member phone tree for notifications of outing changes, and we have no plans to do so.  Members are responsible for contacting trip leaders of their intent to participate in an outing.

 

7.      Board meeting minutes: Betsey questioned if our Board meeting minutes are posted on our website. Although they currently are not posted, the Board agreed they should be. Mary Ann will send an email to Lyle to request him to post all approved meeting minutes. The most recent meeting minutes may be posted clearly labeled as “DRAFT” once distributed to the Board. Board meeting minutes are not “approved” until the subsequent Board meeting.

 

Committee Reports:

 

  • Hospitality Report:  Hospitality issues as discussed above.

 

  • Outings Report:  Dorothy reported the next Outings Committee meeting will be held February 23 to develop the spring schedule due out by March 4.  Dorothy and Clark will coordinate a meeting date to plan the summer schedule. Dorothy noted the new tent shelter to be purchased should have sides. The Fridays Afield outings are being reconsidered due to a lack of leaders. The Club needs more slow-paced hike leaders. Dorothy will remind members of this by email. Discussion occurred on continued non-compliance of outing participants and leaders relating to dogs on hikes. The Board agreed that Dorothy is to email all members repeating our rules and clarifying both leader and participant responsibilities relating to dogs on outings. A meeting will be scheduled with outing leaders to review leader guidelines.

 

·        Programs:  Becky has reserved the Rec Center through August of 2011. Becky noted a potential problem with the Club’s projector, possibly the bulb. We’ll continue to monitor its operation; Becky will get the bulb model # to Bill Cagle who will investigate replacement/cost.

 

·        Membership: Rhonda reported a current membership of 387 including 117 SOS members.

  

·        Circulation:  David reported the mail distribution is now 38 (27 are SOS members); the singles group does their own mailing with labels provided by David.

 

·        Webmaster:  No report.

 

·        Singles:  The Board welcomed Sally Barker as the SOS representative.

 

The next meeting is scheduled for Wednesday, April 27, 2011 at 5:30pm and will include a pot luck dinner. Location will be at Mary Ann and Barry Bryant’s home.  The July Board meeting will be hosted by Clark Lagow.

 

The meeting was adjourned at 8:00 pm.

 

Respectfully submitted,

Mary Ann Bryant, Secretary