MINUTES

SENIORS OUTDOORS! BOARD MEETING

October 28, 2009

Present were: David Wright, Co-President; Clark Lagow, Co-President; Bill Cagle, Treasurer; Mary Ann Bryant, Secretary; Dorothy Bregar, Outings Chair; Nancy Mead, Membership; Becky Rodefer, Programs; Kate Martin, Hospitality Chair; and Carol Milliet, Singles rep. I

The meeting was called to order at 6:40 pm. Minutes of the previous meeting (July), which had been circulated to Board members, were approved.

Old Business:

• Follow up items from previous meeting: David will follow up with Dick Reitz to determine the status of Dick’s effort to start a quarterly newsletter and Dick’s progress with coordinating publishing software and website options with Lyle.

Clark will follow up with Dick Reitz who was to get a list of potential new moderate hikes for the Outings Committee.

• Budget report: Bill presented the FY09-10 budget year-to-date activity. Revenue is higher than budgeted based on members of 352. Bill will correct the notation on the satellite phone service line item to delete “12 x $45”. Bill will send the FY09-10 budget to Lyle to post on the SO! website.

New Business:

• Proposed “fact sheet”: Nancy presented Barb Hancock’s proposal to provide a one-page fact sheet to prospective and new members instead of a full member information packet. The fact sheet would include basic information regarding the SO! organization and a reference to the SO! website for potential and new members to review on their own. Following discussion, the Board agreed to implement this by having a fact sheet available at meetings and on hikes. Nancy Mead will coordinate with Barb. Nancy can email the one-page sheet to new members when they sign up. We agreed that Nancy should use up her existing mailer packets first until she runs out of them.

• Circulation Committee issues. The Board discussed volunteer issues surrounding the Circulation Committee responsibilities to mail out specific outings schedules. David volunteered to serve as Committee Chair for now in addition to his other duties. He will print mailing labels and handle the copying of outing schedules at the Rec Center. He will also contact Barb Hancock for possible more volunteers. Kate also has the name of someone to check with regarding the mailing process. She will give that information to David. Mary Ann reminded the Board that at which time this Committee’s procedures change in the future, we will need to update the Procedures Manual accordingly.

• Website: Mary Ann noted that the website needs to be updated with the following items: FY09-10 budget; the updated New Member Information Packet (sent out August 24, 2009) and the Member Recognition Program. David will follow up with Lyle on these items. The Board also noted what an excellent job Lyle performs in maintaining our website. Thanks, Lyle!

Committee Reports:

• Hospitality Report: Kate reported the Christmas party potluck planning is progressing. The Board agreed that we will have door prizes at the event within the approved budget. Kate will inform the coordinators of this.

• Membership Report: Nancy Mead reported 352 paid members, including 102 singles, as of this date.

• Outings Report: Dorothy reported that Trimble Crossing has agreed to allow SO! to use their parking lot as another meeting/pick up stop for outings participants. This will be in addition to DMR and Animas City Park locations. Participants will be encouraged to thank Trimble Crossing proprietors as they patronize those stores. Dorothy also reported that the Outings Committee will meet November 19 for winter schedule planning.

· Singles Report: Carol reported there were no issues.

· Programs: Becky reported on the status of the coming year’s program speakers. She has reserved the Rec Center through May 2010 except for February when we will meet at Fort Lewis College (FLC). Becky also reported an option of using FLC at no cost in the future. We will evaluate the space at the February meeting including space for social time. The Board agreed with Becky’s suggestion to plan November meetings for presentations on adventure travel by members.

The next meeting is scheduled for Wednesday, January 27, 2010, at 5:30pm and will include a pot luck dinner. Location will be at Mary Ann Bryant’s home.

David motioned to adjourn; Clark seconded; the motion was carried. The meeting was adjourned at 7:55 pm.

Respectfully submitted,

Mary Ann Bryant, Secretary

SENIORS OUTDOORS!

SUMMARY OF DECISIONS

October 28, 2009

1. David will follow up with Dick Reitz to determine the status of Dick’s effort to start a quarterly newsletter and Dick’s progress with coordinating publishing software and website options with Lyle.

2. Clark will follow up with Dick Reitz who was to get a list of potential new moderate hikes for the Outings Committee.

3. Bill will correct the notation on the satellite phone service line item to delete “12 x $45” and will send the FY09-10 budget to Lyle to post on the SO! website.

4. Regarding a new one-page fact sheet, the Board agreed to implement this by having a fact sheet available at meetings and on hikes. Nancy Mead will coordinate with Barb. Nancy can email the one-page sheet to new members when they sign up. We agreed that Nancy should use up her existing mailer packets first until she runs out of them.

5. David volunteered to serve as Circulation Committee Chair for now in addition to his other duties. He will print mailing labels and handle the copying of outing schedules at the Rec Center. He will also contact Barb Hancock for possible more volunteers.

6. David will follow up with Lyle to update the website with the FY10 budget, New Member Information Packet and the Member Recognition Program.

7. The Board agreed that we will have door prizes at the Christmas potluck event within the approved budget. Kate will inform the Hospitality coordinators of this.

8. We will evaluate (for possible future use) Fort Lewis College space at the February meeting including space for social time. The Board agreed with Becky’s suggestion to plan November meetings for presentations on adventure travel by members.

Respectfully submitted,

Mary Ann Bryant, Secretary