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MINUTES SENIORS OUTDOORS! BOARD MEETING July 27, 2011 Present were: Clark Lagow, Co-President; Bill Cagle, Treasurer; Sandy Hoagland, Secretary; Rhonda Raffo, Membership; Mary Ann Bryant, Outgoing Secretary; Dorothy Bregar, Outgoing Outings Chair. The meeting was called to order at 6:50 pm. The agenda was approved after adding items 3a (Betsey’s concerns) and 3b (Discussion of Equipment for multi-day camping trips). The minutes of the previous meeting (April), which had been circulated to Board members, were approved. 1. Follow up items from previous meeting: a) Bill shared information regarding possible cabin rental/lease for member use. It was decided not to pursue this any further. b) Clark confirmed that Sandy Newman is available and will present a mushroom talk in August. c) Barb Hancock provided updated coffee-making/hosting instructions to the meeting hosts and Mary Ann Bryant updated the Procedure Manual. d) Mary Handrick will follow up with Becky regarding the status of the projector bulb model # for Bill Cagle to investigate replacement/cost. 2.
Betsey’s
Concerns: a) Kate Martin needs to
be aware of the Board’s decision for Hospitality to provide a meat dish. Kate has submitted information regarding
the costs of some different options for extra meat dishes at pot luck
events. She requested that an
additional $130 be added to the hospitality budget. b) John Martin is willing to keep his position as trip bag
coordinator, but will no longer be responsible for charging radios. Trip leaders should be made aware that
they need to charge the radios and chargers must be provided in the trip
bags. 3.
Multi-day Camping
Trip Gear: John Martin would like to have S.O. take over the equipment
purchased for the multi-day trips and he would like someone
to store them. Bill will talk to John
to see what equipment John wants to donate to the club. Bill
will talk to Lyle and John regarding whether Lyle could store this now. 4. Treasurer report: Bill presented our fourth-quarter financial report. Our revenue is 106% of budget and our expenses are at 115% of budget for year-to-date. The contribution to San Juan Mountains Association will be submitted in the first quarter of FY11/12 instead of last fiscal year. Bill expressed his concern regarding the lack of board approval for the actual expense of the Trip Leader dinner. There was some discussion about whether this was a worthwhile expense. Though this probably will not be an annual event, it was decided that the expense should be approved prior to a subsequent event. 5. Approve revised web documents: The updated Procedure Manual and the Member Information documents were approved. Sandy will request that these be updated on the web site. Committee Reports:
· Programs: No report. · Membership: Rhonda reported that 336 members have paid their membership dues for 2011-12, with 100 members yet to renew for the 2011-12 fiscal year. Members have until the end of August to renew before they are purged from the membership roster and master e-mail list. $5,040 has been collected for the 2011/12 membership. 92 of the 336 members are also SOS members. · Circulation: No report. · Webmaster: No report. · Singles: No report. The next meeting is scheduled for Wednesday, October 26, 2011 at 5:30pm and will include a pot luck dinner. In their absence, the board volunteered Betsey and Rich Butler’s home for our next meeting. The meeting was adjourned at 7:31 pm. Respectfully submitted, Sandy Hoagland, Secretary SENIORS OUTDOORS! SUMMARY OF
DECISIONS July 27, 2011 1. Bill shared information regarding possible cabin rental/lease for member use and it was decided not to pursue this any further. 2. Clark confirmed that Sandy Newman is available and will present a mushroom talk in August. 3. Barb Hancock provided updated coffee-making/hosting instructions to the meeting hosts and Mary Ann Bryant updated the Procedure Manual.
4. Mary Handrick will follow up with Becky regarding the status of the projector bulb model # for Bill Cagle to investigate replacement/cost. 5.
The Trip Bag Coordinator will not be responsible for
charging radios. Trip leaders need to
be made aware that they need to charge the radios and satellite phone, and
chargers must be provided in the trip bags. 6. Bill will talk to John Martin to see what equipment John
wants to donate to the club. Bill will talk to Lyle and John
regarding whether Lyle can store the gear used for multi-day camping trips. 7. The Board agreed that in the future, the actual expense for a trip leader dinner should be approved prior to organizing the dinner. 8. Sandy needs to let Lyle know the new Procedure Manual and the Member Information Documents were approved so he can update the web site with this information. The list of Board Members also needs to be updated. 9. John Martin needs to submit a bill for the recently purchased pop-up shelter. Respectfully submitted, Sandy Hoagland, Secretary |