MINUTES DEC. 3.

December 3, 2011 CVOA Board of Directors Meeting 3:00 PM

Attended: Chris Rushton, Pete Weston, Paul Trueworthy, Sandy Jamison Don Fowler, Stephanie Rushton, Nancy Perry, Bonnie Stagers, Jim Heichel, John McCatherin, Sherie Packard, Neal Trask, Linda Trueworthy, Ron Stagers, Harvey Packard, Glenn Bickford, Barbara Kovach.

Treasurer’s report - about $24,000 net worth. Went over P & L statement. Sales taxes- we’ve collect $33 in sales tax. Pete explained some expenditures as listed on the P & L statement.

Room rent for CV library function room for $50.00. We have not had to pay for it in the past. Now we are charged for $30.00 for hall and $20.00 for kitchen. Chris is going to check into why we were charged for using it.

Nancy advised that we were never charged for the calendars. Her feeling was that we had so many problems, that the company has given the calendars to us. We may still end up getting billed for them, but have not to this point.

Don moved to accept the treasurer’s report, Nancy 2^nd it and all approved.

Raffle – John advised that the mailing will be done at the printers for a nominal cost. They will stuff and mail. Letter, raffle tickets and application will go out in the next day or so, if not already out. John ordered 300 applications which will be duplicate forms. He suggested we get receipts to give to members. We can give them the receipt as a reminder of when they paid their dues. Discussed when memberships are due (October).

Chris discussed sled (had sample of it). It will include the CVOA logo. Probably will get the sled for almost nothing – max. of $100.00. Will be here by by 12/15/11. Annual meeting will be March 24^th and that will be when it is raffled off. To buy one costs about $200. Pete suggested the possibility of having them made to sell to membership. Chris will ask if that is a possibility.

John talked about Maine Huts & Trails – package value of $700. to stay in all three huts.

Discussed rifle for the raffle. Someone picked up a rifle for $700 which has a $1,000 value. John feels we should make about $2,500 on the raffle. Chris felt the members enjoy the raffle as well.

Range Report -Neal Trask . Building project – names that worked on it. Harvey Packard, Peter (donating), Don Fowler (slate for stove), Al Burnell, Mike Trask, Bob Allard, Mark Fournier, Rob Healie (give a membership for doing the electric), Houlie, Rick. Many others were mentioned as well.

Pete provided the stove, Harvey provided the windows, Neal – kitchen table and chairs, Al Burnell brought wood, Stones – deck chairs and coffee maker. Jim Clements gave us fridge and microwave, Bonnie & Ron gave a microwave, Cole Harrison, Jim Wilson – 8 new folding chairs. A lot of help putting the warming hut together.

Eagle Scout projects both very successful. Matt got poles from CMP and did it way under budget. John explained what they did. Recommend life memberships for the two Eagle scouts. John, Neal, Harvey, Nancy are life members. Who are the life members? John made a motion to Ian Wilson and Matt Beaugard give a Life membership. Board approved. Nancy suggested the board should vote on Life membership nominations. Bonnie will come up with some guide lines for this.

Ian and Matt put a sign together as to who donated and John would like to add who did the projects to show recognition. Cost? John will price out.

First Shots program – Keystone gave us 5 cricket rifles for holding the shoots. They now belong to CVOA. They loaned us pistols and rifles. Our only cost was to clean them and ship them back. For each two participants, there was at least one range member. Scott Nichols did an outstanding job. Neal would like to see him get some kind of special thanks. Scott will do a concealed weapon permit for any CVOA membership. He wants 3 people minimum to do it. He issues the permit.

Maine Waste Water had a shoot here in August.

Trap shooting – shot almost 8,000 clays. $1,610.

Next year, would like ID tags for the range members with the combination. ID tag would also serve as a device to get members to pay up. They will be changing the combination.

Create a budge for just the range. Neal proposed create a budget with income from the range membership and other items. They will present to the board in the spring.

Sporting clays. We have a new member, John Diller. John asked if we would be interested in partnering with the mountain. Paul asked what the difference was. Neal explained that it would be at different levels. Chris asked about cost. Neal needs to check into it, insurance, legal, amount of land needed? We already have some people who come and pay for just one day. John will check on the insurance side of it (waiver).

Projects – take care of parking lot, brumes, clean up the piles.

Gun safety – Ron asked if we should require gun safety from all that use the range? There is always a range officer on duty to run trap machine and to help new shooters, etc. If they have the combination to the gate, we need to know they have safety knowledge. If people duck the gate, they are trespassing. Don feels we should be covered for that and the landowner liability act, where the owner of the land is not liable. Ask the question to Wilson.

Motion made to accept the range report, Nancy 2^nd, all in favor.

Minutes from last meeting approved.

Nancy brought up the old brochure and if we should update.

Winter Social – hall and band (Delta Knights) is booked. Janurary 21^st. Paul asked how many volunteers do we need for the winter social. He has been calling members we don’t know and asking if they would like to volunteer. Chris will send a list of what (who) is needed to Paul. Barb will do the food again.

Silent auction. Sheri felt if members had things to donate for a silent auction. 25 items would be a good number of items. Don advised that Jan. & Feb. has other organizations doing auctions as well (Ski Club and Museum). Put an item in the newsletter and have people donate for the silent auction and email Sheri. Sheri will head up the auction. Chris will also find some items. Logo wear can be included in the silent auction.

Annual meeting – March 24^th? We have to book the Outdoor Center. Paul will call Scot Dolan. Paul is handling the annual meeting. Plan to cook turkeys.

Pete questioned how we get the money for the bottle redemption. Chris will check into it. Bonnie suggested that we donate the money to the heating fund. Pete felt we should take the money and then find or decide if we should donate the money. Chris suggested we talk about it and perhaps adopt a procedure for it down the road.

Events Calendar – Linda and Nancy. We need some group leaders for a couple of events. Nancy went over events. Some discussion of Homecoming. Possibility of a raffle. Calendar will go out in the next newsletter.

Pete made a motion to update the brochures, Chris 2^nd it, board approved. We’ll have them by the annual meeting.

Budget – Chris brought up the idea of creating a budget. Pete advised we are still waiting to hear from the IRS. Nancy asked if we have ever made a decision about when does the board need to approve spending (dollar amount). If an event (raffle, cookie swap) has already been approved by the board, that includes what is spent on it.

Pete brought up the membership – having someone do the membership to relieve Sandy from some duties. Sandy advised that she didn’t see how it can be separated. Peg is going to take over snail mail.

Pete thought we should get a hiking guide. Nancy will head up the hiking guide.

Don made a motion to adjourn the meeting. Neal 2^nd it. All approved. Meeting adjourned at 4:30.

Respectfully submitted,

Sandy Jamison

CVOA Secretary

Minutes

CVOA Board of Directors Meeting

CVOA Board of Director’s Meeting October 1, 2011 3:00 PM

Chris & Steph Rushton, Paul & Linda Trueworthy, Pete Weston, Nancy Perry, Bonnie Stagers, Don Fowler, General membership – Ron Stagers, Alan & Susan Frazer, Mike and Jeanette Parker

Treasurer’s Report: New worth $23,301.81. Statements handed out and reviewed.

P & L statement.

IRS (C7 status) received notice that they received our application and we will hear in 90 days.

Pete explained some expenditures.

Range – broke even. Does not include insurance cost. This is now taken out of general account.

We approved $5,000 to range for building and various projects. Because of various donations (windows, lumber), they will not be using the whole $5,000.

We agreed to pay Boy Scouts $800 for their project. Pete has sent $300 for cost of the archery range.

Nancy questioned the $1,000 donation to Tanglewood. Chris advised they had matching funds for this and we will actually be sponsoring 8 kids.

Sales tax? Linda advised that we paid sales tax when we purchased the merchandise. We do not have a tax number at this point. We will sell as usual. Don Fowler advised that we have “occasional sales” then we would be ok. But, if we are selling every year, then there may be some “risk” to our sales activity.

Total sales - $2,300 worth of merchandise sold.

Pete advised that he would look into the sales tax situation.

Nancy motioned to approve the treasurer’s report, Paul seconded.

Range notes: (from email John McCatherin)

Outlined Homecoming events. Nancy brought up the concern about voluntary (donation) to the event which is costing us $500.00. Normally we “charge” for events to cover the cost. Concerns that we won’t raise enough to cover the cost. Chris will check in with John.

Insurance – warming hut - $72.00 to insure the increased limit on the building. Board approved.

Cover over the rifle range and is ready for roofing. Neal thought he could use some of the left over lumber to help with noise level. Archery range. Pete and Chris said range is looking really good.

Homecoming

Booth – Nancy & Linda went to Houlies and organized things needed for Homecoming. Peg Bickford is picking up tomorrow. Cookbooks will be sold for $10. Calendars – 2 for $25 or 1 for $13.00. Logo wear will be available. Discussed price of calendars – decided to change price of single calendars to $15.00. Still 2 for $25.00

Volunteers – still short. Peg agreed to do all day Saturday & Sunday. Need to check with Peg since the newsletter said to check with her to volunteer for the booth. Chris will check with Peg.

WSKI – Pete and Chris will do together 8:10 – 8:30 Saturday AM.

Sunday - hike

Monday – bike ride.

Peg has posters for 2012 events and Homecoming events for the weekend. Pete asked that she have them to pass out as well.

Peg has agreed to send snail mail.

Date of renewal of membership. By-laws state that membership renews is October. Discussed membership and sending out individual letters for those who are delinquent on their membership. Discussed sending out notices in December & April. If membership is not renewed, they are then deleted. Discuss with Peg to see if she would be interested in doing membership delinquent notices.

Links to community news. If they want to link to us, we ask them to offer some kind of discount to CVOA members. Pete asked if we can have links for the Ski Club and other local ones so that we are linked to each other.

Social Event Coordinator needed for the 3 big events. Winter Social, Annual meeting, Homecoming. Pete said in other organizations said it was the Vice president’s role to organized the events. Linda suggested that the VP find a person for each event to head up each event. They are not tied to do it, but have the responsibility of finding a person to head up each event. Steph suggested it would be nice to have someone who had already done it to show the new person. Don suggested a co-chair and not have just one person. Paul asked for a list of all members with phone numbers.

AT maintenance. Paul explained history of AT maintenance and procedure. Need to be certified (attend school) to operate a chainsaw. Chainsaw school good for 3 years. CPR is good for one year. First aid good for 2 years. Paul would like someone else to step forward and take this certification. If a group of CVOA people work on the AT and someone gets hurt and a chainsaw was being used by someone who is not certified, club and individual could be sued. Club needs to come with someone over the next couple of years to take the certification and attend the school. Chris asked if the same person has to be certified in all 3 areas or if it can be different people. Paul had to pass the first aid and CPA course before he can do the chainsaw. Chainsaw school costs $65.00.

Pete reminded us that one of the reasons this club exists if to maintain trails in CV. He suggested maybe we should focus on this area and not the AT. Nancy suggested getting a pool of people who would be interested being the go-to group when it came to trail maintenance. Don thought we should not take on the burden to find people to do the certification process. Paul said he will continue to do if for a couple of more years and the club has time to think about this. Decided to table it and bring up again in the future.

New board members. Bonnie contact Joe Loughlin. Bonnie asked Chris to call and Joe would be interested.

Linda is not a board member but she is willing to become board member.

Jim Heichel has agreed to be a board member.

Don said we don’t have to fill all 15 positions. Susan & Alan have been asked.

Board or anyone can nominate. A nominating committee can control who is on the slate.

The board can fill positions. At the annual meeting, they are voted in.

Add Jim in to the one position. Pete made a motion, Paul 2^nd, board approved. Linda will wait until March.

Club freezer was bought for the 4^th of July booth. We paid $50.00 for it from the Snowmobile Club. Linda & Paul offered to buy it. Board approved selling it to Linda & Paul for $50.00.

Sephone bill for $199.00. Chris told Pete not to pay it. Chris emailed Kelly about the bill and received no response. When Paul had talked to Kelly, one bill was received that was in error. Chris will call and advise that we will not pay this unless we get an explanation about the bill.

Reimbursement for going to Baxter to obtain our spot for our annual trip. Nancy suggested we increase the cost of the weekend from $20.00 to $30.00. Bonnie pointed out that we may cause a problem because others who are organizing trips could ask for reimbursement of their expenses. Bonnie suggested we ask people who go on the trip to kick in “something” for the cost of going up for those who go. So, charge those who are going on the event extra to cover the cost.

Speaker for the annual meeting. Pete has volunteered to speak at the annual meeting.

Next meeting – December 3^rd , 4:00 PM

Website – Pete talked about what is on Mt. Washington showing temp. etc. Pete is suggesting that we have something similar as Nancy Perry’s house to increase usage of our website. Alan will look into how we might be able to do it. Weather underground?

Chris thanked everyone for the work they are doing.

Next year’s tentative activities.

Nancy went through list of events. Not a lot of new stuff because we had a lot of new stuff last year. Discussed the idea of doing Bar Harbor in May. Discussed other possibilities and sporting camps.

Steph felt we had committed to a band for the Winter Social. Chris will ask John.

Meeting was adjourned at 4:37 PM.

Minutes

CVOA Board of Directors Meeting

May 21, 2011

www.carrabassettvalleyoutdoorassociation.com

The meeting was convened by CVOA President Chris Rushton at 5:10 pm. Board members present at the meeting were:

Bonnie Stagers; Neal Trask; Paul Trueworthy; John McCatherin ; Sandy Jamison; Stephanie & Chris Rushton; Don Fowler.

Treasurer’s report was read by President, Chris Rushton.

Chris went over Profit & Loss statement submitted by Peter Weston

Questioned the range membership dues. Shows dues from January. Many people renew in October during homecoming.

Website fees – some are being credited back after discussions with Kelly.

$15.95 monthly maintenance fee.

Discussion regarding website. Paul has had discussions with Kelly and charges in question have been resolved.

Paul motioned to accept treasurer’s report as read. Board accepted.

Range: Neal Trask discussed storage building.

Building 16 x 20 x 7 storage building. Neal passed out Jordan Lumbers quote for materials, $4,134 estimate. Neal passed out pictures of a similar building. Asphalt shingles. Metal roofing might be an additional $200.00. Building will be movable (on skids). An advantage to having it movable is that we could sell it.

Storage for trap equipment, targets, etc. Place to get in out of the weather and get warm (wood heat). Harvey Packard has the windows. Side with the windows will be towards the mountains. No insulation. Minimal electricity to run some lights. Chris has nails that we may be able to use. Floor is plywood. No running water.

Range is asking for $5,000 for building. Money is for materials. Labor will be donated.

Chris asked if there are any security problems. (Not at this time.) John feels there should be signage that says, “No guns to be stored in building.”

Don was concerned about people using the wood stove and control over loading/using the wood stove. Only open for events / trap shooting. Neal and John felt there would always be a board member there.

Building could also be used for board meetings, etc. Ask members to donate tables, chairs, etc.

John brought up that there is a $7,000-8,000 building accoun. John would like to leave that money where it is. Chris thought the money has been merged into one account.

Chris proposed to grant the $5,000 and if it goes over that, to revisit. Board approved the motion.

John discussed Boy Scout projects. Archery range as been requested by members.

Canopy for rifle range.

Cost on pistol canopy was just under $3,000. But, once the boy scout was able to get donations for materials, and discounted concrete, etc. the canopy was around $1,200.

Try to get telephone poles for pole building, might be able to use Pete’s lumber and so cost would be minimal for the rifle canopy.

John passed out map showing a potential archery range area. Six stations that are in natural settings and are circular (one way).

A lot of labor, some equipment usage and fill. Might be $600 cost. Will be posted on the highway and southern end. Safety process when someone goes to recover their arrow. Would need to be a safety policy provided by the range. No increase in insurance.

Chris would like to see some more refined numbers. How much is the overall cost and how much will be donated? John feels the two projects would cost approximately $800.00.

Bonnie suggested we poll the general membership for interest. Also, we could ask members for donations towards the projects.

Paul made a motion that the club give the range money not to exceed $1,000 for the two projects. Neal seconded the motion. The board approved the motion.

Chris talked about Tanglewood / Blueberry Cove, University of Maine Cooperative Extension. Cost per child is $500. Chris proposed sponsoring $250 per child. Chris is looking for 8 kids to go. He has matching funds from other resources in the area. He is asking $1,000 from CVOA. Huge press and publicity. They can help with clean-up and other community / range projects. Feels this is a way to put some money back into the community. Chris passed out mission statement and information about the organization.

Bonnie mentioned that we had discussed something more local program and not a place so far away. Chris explained that the kids chosen will be from local schools.

School is for outdoor activity with the objective of helping kids enjoy, respect their environment. When those kids come back and go to high school and bring it back to their own areas. They will bring kids from the coast and bring them up here in the winter for skiing, etc.

John asked do we want to become a charitable organization where we put away a certain amount of money every year to be contributed to charitable organizations.

Discussed trying this as a pilot for one year only.

Paul made a motion that we contribute $1,000 to the Tanglewood / Blueberry Cove organization, 50% boys and 50% girls from the two local schools, Kingfield and Stratton for one year.

John made an amendment to the motion that we have matching funds from local individuals or organizations (which Chris is already in the process of doing).

Board approved amended motion after discussion.

John made the point that we should discuss the fact that perhaps we should set aside a certain percentage of our funds targeted for charitable organizations on a yearly basis. This can be discussed at a future board meeting.

Chris asked if we should add additional board members for transition purposes. Bylaws say 6, not more than 12. We currently have 9 board members.

Bonnie suggested Joe Loughlin. Neal recommended Jim Heichel. Other names, Betsy Chatman, Linda Trueworthy, Susan & Al Fraser. People with check to see who might be interested.

Don moved that we adjourned. Meeting was adjourned at 6:40 pm.

Respectfully submitted,

Sandy Jamison

CVOA Secretary

CVOA Board Meeting  February 12, 2011  3:30 PM

Linda & Paul Trueworthy, Stephanie & Chris Rushton, Neal Trask, John McCatherin, Kelly Cotiaux, Peter Weston, Nancy Perry, Sandy Jamison, Don Fowler

Voted and approved Kelly Cotiaux as board member, Paul Trueworthy as VP & Chris Rushton as President.

April 9th - Annual meeting.  Nancy & Linda are taking care of the food.  Speaker is Bill Pierce. It will be held at the Outdoor Center, 5:00 happy hour, 6:00 dinner and then speaker.   Charge $10.00   Stephanie will man both doors.

Website, personal information on the web will be removed from the list of Directors.  Use just CVOA secretary email.  Leave on Event coordinators and Kelly’s email address.

Web Talking Points discussed.

Discussed the importance of keeping the web up to date.

Have a contact base for logo wear and merchandise.

To be able to put newsletter on the web.  Kelly can do it if I send a PDF.  Kelly will show us how to access the web.  Nancy, Sandy, Linda should have access.  Put the sale of merchandise on hold for now.  Continue to do it the way we have been.

Membership cards.  Important for the range.  Reason for it was so people knew what year what they paid for.  Change in the by-laws.  Used to give out cards at Homecoming.  Peter wants to change the membership year October to October. 

Will meet with Kelly and Nancy and Sandy to go over web.

Bylaws.  General purpose is to help clarify our purpose and more inline with what we do.  Will help to clarify to IRS.  Don Fowler has reviewed.  The first one is changing the description of what we do.

John… 2.1 The phrase “non-profit” should be in there.  Can we beef up the educational aspect of it. 

Peter… Will add education.

Types of memberships.

Dues – changed to October.  Take out membership card.  (Range will still receive one).

Annual meeting changed to March.

Notice of meetings – through email.

Number of directors (in the original bylaws).  John thought Peter wanted to increase number of directors.  Changing to 15.  We currently have 11 directors.  Directors shall include President, VP, secretary, treasurer, clerk and past president.  We had talked about increasing the number of directors. 

Neal.  Shouldn’t whoever is running the range be included on the board?  How long should past president be on the board?

Don felt the clerk should not be on the board.

John proposed to add range chairman to the board.
 board members and 6 officers.    Cynthia is currently past president.

Certificate of Organization states number of board members.  Can’t have any more directors than what is on the certificate.  Don thinks he has it in his office.  Don will look it up and Chris will touch base with Don.

Article 5 – meetings John asked,  Do we want to designate at least 4 times a year?  Chris doesn’t want to put anything in there that we then violate the bylaws.  Peter feels requiring an annual meeting, by law is enough.

5.2 & 5.5  meetings.  Notice may be by email for meetings.

Quarem – requires 6.

Peter will make those corrections and get them out to the board.

Bylaws should be dated with revision.

Treasurer’s report – Peter

Went over balance sheet, P & L statement, balance sheet for end of year 2010, P & L statement for January – December 2010.

Vail trip made us some money and will make at least $1,000 for us.

Job Profitability summary – shows cost and revenue.

John – Patrick Beaureguard – boy scouts has been accepted to West Point.   John read the email from Patrick.

Bylaws – Tax status.  Peter will file form with IRS and it will costs us some money to apply for tax status.  501C7 Social / hunting club type of association makes the most sense.  Peter will send it in prior to the annual meeting.  It means that we can’t profit from it personally.  We will still need to pay income tax if we make income.  Sales tax is a state thing.  Cynthia had been working on that.  Once Peter gets the IRS file done, Peter will check into sales tax status with the state.

Caribou Pond project.   Trust for public land is looking to purchase some land and then turn it over to state for recreation use.  In order to do this purchase, they need a grant of about $8 million from the government.  They need as much support as possible for this project from local community.  Dave Cota had set up a public forum to explain project.  Peter is putting it out there if this is something we will support or not.  Meant to be multi-purpose.  Bigelow preserve is not a model.   We are gaining public access, not losing any. Caribou Pond road itself is privately owned with ROW’s.  Hopefully will remain open to us to use.  Plum Creek will not allow ATVs on their land unless we get permission.

Peter made a motion to support.  Nancy & Neal 2nd the motion.  Board approved.

Bill Pierce – Proposed Rainbow Trout for the Carrabassett River
Not much growth rate because it’s a spring runoff river.  Not a lot of insect population.  8 years ago there was a study for ecotourism.  Study said to create tourism, have to have infrastructure.  We have this due to alpine skiing.  Access exists for the CB river because it is close to the road.  To be good, has to be a created fisher.   Rainbow trout grow larger than brook trout (thus marketable).  Opportunity here because of the river and the infrastructure already available.  Rainbow trout are more suitable because it will bite when the temp. is higher.  He is a proponent of wild fisheries first.  If we are going to have a viable fishery, it needs to be created.  Looking for partnership with state, community and investor (like Poland Springs).  He feels we will see an economic benefit from this.

Dead River – feels we should petition the state to protect parts of the river.

Chris asked if fish that were stocked were sterile.  They are not sterile.  It has to be an artificial fishery because they will not maintain.  Rainbow will tolerate higher temperature.

John asked does the introduction of Rainbow compete with the native?  It will according to Bill.

Bill is saying we have an opportunity but is not saying, this is what we should do!

Don Fowler says a biologists are against having Rainbow trout above the dam in Kingfield because of competition.  It would devastate the local brook trout.  Rainbow can’t substain themselves but if you put them in there but they ruin the trout we do have.

In the angling community, CB is considered a waste of time.  (Bill)

Don:  Those of us that fish the CB catch fish but they are not very big.  If rainbow disrupt the population and then we stop stocking it, we lose the population of brook trout.

It would be a created fishery.

They are below the Kingfield the dam.

Linda:  Does the state raise Rainbow trout?  (Yes)

Chris:  Why is the Dead River ‘catch & release” connected to stocking the CB?

Late 60’s, early 70’s was when they last stocked the CB with Rainbow.

Linda:  How much would it cost to stock this?

Bill:  He doesn’t know.

We’ll take it under advisement and get back to him.

Adjourned meeting at 5;05 pm

November, 2010 Board of Directors Meeting  3:05 PM

August 14, 2010

The meeting was convened by CVOA President Cynthia Pernice at the Carrabassett Valley Town Office at 3:05 pm.  Present at the meeting:

Cynthia Pernice; Harvey & Sheri Packard; Bonnie Stagers; Sandy Jamison; Chris & Stephanie Rushton; Dave Hughes (President of new Biking Assoc.) and Josh Tauses (member of the new bike assoc.)  Peter & Judy Weston; Paul Houlares; Don Fowler

Introductions were made since we had visitors.

Priorities:

Resolving tax issues and need for liability insurance.  Jim Hickle has been advising Cynthia on possible insurance needs - protection against embezzlement, additional auto, and liability against injury.  D & O not necessary because no paid members (all volunteers).

Upgrade to website.

Grow the range membership and offer more to make it a true community benefit.

Expressed need to have range meetings more often.

Activity guide - on our website from trips we go on.  Chamber of Commerce is supposed to be creating an area activity guide.

Dave & Josh:  Mountain Bike Club.  Josh has been working for years to get improved trails at the touring center.  2005 the town - comprehensive plan.  subcommittees, Josh is on committee to push for better mtn. bike trails.  Need to improve user ship here to garner more support from municipalities and communities.  Decided to form a club to increase the riders.  First thought was to join ours, but went off in their own direction and connected with the International Mtn. Bike.  Needed a club to support the efforts. Mtn. bike industry to help figure out how to create a club.  501-C3 and liability insurance is covered under the national organization they are now affiliated with.  Wanted to be formed before the Selectmen meeting last week.  Was able to show support.  Town allocated $5,000 to improve outdoor center.  Also going to get a pump track going with some of that money.  Outdoor Center is owned by the town and is free to use in the summer.  Mountain operates it in the winter, but doesn’t in the summer.  Group of riders in Farmington were given permission to build some trails at Titcomb.  Hopes to help them with that.  Boyne is being kept informed but not supporting anything they are doing at this point.  Trails project for next weekend to connect Narrow Gauge to Huts trail.  Discussed charging vs. not charging.  

Cynthia suggested using Homecoming Weekend to give a tour of some of the trails. They want to support our club and our activities during Homecoming.  Not just about maintaining and building roads, want to organize some rides, trail building clinics and bike riding clinics.  Currently a Tuesday night ride informally (2 - 8 people).  Very broad based group and abilities.  Our group’s similar interests and needs (such as website and membership database).

Trail clean up next Saturday, meet right at town office.  Maine Huts offering $35.00 for the night who is working on the trail.  

Send out info for Saturday to membership.

Membership Survey: Club House project

Harvey, Sheri, Pete - came up with a set of plans for the clubhouse (year and half ago) and then tabled.  Take it to the Board of Directors to discuss and then take it out to the membership (if the board approved it).  Formulate fun raisers.  Different ways to do it - from contractor (expensive) to barn raising (least expensive).  24 x 36 building with day light basement.  If we are going to do a survey, have those questions in there.  Survey first or board endorsed first?  Members need to know what it is - clearly defined.  Pete would like to site the building so people can visualize it, then how are we going to pay for it and upkeep once done, what are those costs, what are we going to use it for, rent it out, needs to be presented with all this information in a packet.  There is some opposition - a lot of money to build it and upkeep.  ($5,000 a year)  Members on the board were totally against it or felt it was feasible.  If it is even really needed.  Insurance cost (if renting).  Need a comprehensive plan before presenting it to the membership.

Cost - materials of $130,000 (complete).  Permits - $600.00 (could be waivered).  Cynthia suggested having a billboard at Homecoming to show the building and a few FAQ available for members to see.  Pete suggested clearing the area to help show where it would be.  Harvey will take care of the photos.  Harvey will get pictures to Chris. Cynthia will do a FAQ and Pete will clear out area.  Once we do Homecoming, we’ll talk about doing a membership survey in the winter.

We’ve been given a building to move to the range.  Needs to be moved and should happen next month.

Treasurer’s Report

Balance Sheet - net worth $26,106.20

P & L new income $3,448.32  (includes some future events)

Pete did prior years (2007 - 2009)

List of all events and what each event cost and what we’ve made on each trip.

Pete would like to get just range operations from the beginning.  Raffle money is used for range.  

Range needs to meet to discuss Homecoming.  Committee needs to talk if there is coverage to do a BBQ.   Sheri pointed out that other range members need to become more involved.  Cynthia will go to John to get a committee meeting going.

Website upgrades.  Cynthia would like to see the website used for renewing membership, donations.  About 30 members do not have internet access.  Company has given us a lot of free / reduced labor and software.  She is a member of the club and range.  Cynthia recommends doing online registration, to have an accurate list of members, possible sign up for events online, use a credit card.  Online event management and membership.  Needs about $4,000 to upgrade website and then $200 annual fee.  Monthly fee will stay at $15.00.  Would use PayPal which does charge a certain percentage.  Not sure what the charge is.

Board approved the expense to upgrade website.

Homecoming Weekend:

Chris will head up the weekend.  Need to have people signed up to man the booth.

Sandy will organize the hike for Homecoming

Bonnie will organize the bike trip on Monday.

BBQ at the range.  

Things for sale at Homecoming:  Logo wear, calendars, cookbooks.  

Plowing AT parking area:

Tom Spring will check with Dave Cota on plowing the AT parking lot.  $375.00 for the season (Ray Cloutier).  Should be state responsibility.  Dave was going to check to see if state would do it.  Pete said he would email Tom.  Consider it a civic duty to plow the parking lot and keep things much safer and more access.  Range was plowed last year for the Border Patrol.  Harvey will ask Bill Casey what he will charge and bring it to the board.  Don brought up the liability issue by doing something we are not authorized to do (plowing the AT parking lot).

Stocking pond - Neal will look into at a later date.

Winter Social - looking for a volunteer to run the social.  Put out in next newsletter that we need someone to plan the Winter Social.  Usually in January.

Kathy Gagne has resigned so we are looking for a board member.  Kathy’s term ended in 2012.

Possible speakers for annual meeting.  Bill Green would be interested in doing it.  In the past, he’s been free.  Outdoor Center worked well and will try to get it again for a weekend in March or April.

Raffle - 3 or 4 people were looking into prizes. Chris has gotten a rafting trip with Northern Outdoors. Neal and Terry always handled the tickets.  Raffle at Homecoming?  Pete suggested we draw at Homecoming.  Bonnie suggested we give away a GPS at Homecoming if we do a raffle then.  Sheri suggested having more than one prize.  

Civic activities - include list of activities we do for the community at Homecoming.

Meeting was adjourned at 5:00 pm.

Respectfully submitted,

Sandy Jamison

CVOA Secretary

CVOA MEETING MINUTES