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, 5 members

Treasurer’s Report: New worth $23,301.81.

P & L statement.

IRS (C7 status) received notice that they received our application and 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 boyscouts $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.

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 – single calendars will sell for $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. 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.

Links to community news. If they want to link to us, we ask them to offer some kind of discount to CVO 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 school. 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 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 2nd, board approved. Linda will wait until March.

Club freezer was bought for the 4th 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 3rd , 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 possibilites 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.