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June Council Meeting Minutes

7 years 2 months ago #5131 by admin
Council meeting minutes from May meeting, 6:30 pm, June 11th 2012.
Attendees: Bob, Chad, James, Shaun, Steve. Quorum achieved.
  • Old Business
    • Insurance Policy - expires Sept 7th, nothing has changed since last year, no changes expected
      [/*:m]
    • Cafe Press store: council votes unanimously to make live, Bob needs to figure out how to integrate into web site
      [/*:m]
    • Rally t-shirts: available for order after the fact: Shaun will forward policy from printer for council to review and figure out how to integrate into our web site[/*:m][/list:u][/*:m]
    • New Business
      • Financial status
        • need to check with Diana/Doug about new member registrations at the rally - apparently there was at least one by check
          [/*:m]
        • Bill Burke has been paid for HITR, Michael has been paid for Monument Valley, all major vendors have been paid (tent, Blazin' M, etc)
          [/*:m]
        • We're about double in club funds where we were at this time last year
          [/*:m]
        • Made decent money on overland to expo
          [/*:m]
        • Chad needs money for stamps for membership packets
          [/*:m]
        • Tread Lightly - are we are not going to become members since they did not attend the Rally
          [/*:m]
        • In lieu of Tread Lightly, council members voted unanimously to make donations to:
          • Arizona OHV Ambassadors - they had a great presence at our rally ($250)
            [/*:m]
          • School that lent the cooking equipment for Friday night's vendor night meal ($200)
            [/*:m]
          • Cottonwood Fire Department ($100)
            [/*:m]
          • woud also like to contribute to the HAM volunteers - donate Rally t-shirts from remaining supply (need Doug/Diana to let us know about inventory)[/*:m][/list:u][/*:m][/list:u][/*:m][/list:u]
            • Rally Review
              • Rally chair not available for conference call
                • will get a further review after Rally committee does formal review
                  [/*:m]
                • T-shirts - poor quality on some them
                  • Doug, Kelly and diana to follow up on rally committee[/*:m][/list:u]
                    [/*:m]
                  • Rally was big success, but maybe too close to Expo, as we didn't get as much residual buzz - air from our balloon got put into Expo's?
                    [/*:m]
                  • suggest holding rally ealier so it's cooler and not worry about expo
                    [/*:m]
                  • ViewRanger: they've offered us 8 free licenses (not sure if it's for apps or maps or what) - council votes unanimously to distribute 8 licenses to the first two respondants in each of the following venues: AZLRO on Facebook, 2012 AZLRO Rally on Facebook, AZLRO.org, and whomever shows up at the monthly meeting (in person or via teleconference).[/*:m][/list:u][/*:m][/list:u]
                    [/*:m]
                  • Epic review
                    • grueling schedule with Rally, Epic, and Expo
                      [/*:m]
                    • too many vehicles
                      [/*:m]
                    • Bill Burke was a good draw, but probably led to too many vehicles attending causing missed camp sites and not making it to the end of the trail
                      [/*:m]
                    • 17 vehicles was too many
                      [/*:m]
                    • Upcoming trips like Hunt's Mesa, Canyon de Chelly, and Choco Canyon should probably be limited to 10 vehicles max
                      [/*:m]
                    • Monument Valley: in the future, make sure our Navajo guide has laid groundwork for us to visit the mesa
                      [/*:m][/list:u]
                      [/*:m]
                    • Expo review
                      • we could have had a better presence, but common thought was burn-out from too many great activities too close together. 10 days of non-stop action is a bit too much, even two weekends in a row at remote locations is hard to pull off.
                        [/*:m]
                      • Good follow up discussion for rally committee
                        [/*:m]
                      • Sarah from the LR Expirience and LR Corporate in general had great things to say about AZLRO at the Expo[/*:m][/list:u] [/*:m]
                      • Membership (Chad):
                        • everyone expired has received a custom note about their expiration
                          [/*:m]
                        • as expiring emails come in, chad emails them and let's them know about being able to add an Overland Journal subscription for an addtional $25. Must renew before their expiration date in order to receive the OJ discount.
                          [/*:m]
                        • Bob needs to see about adding Overland Journal fee to renewal form on web site
                          [/*:m]
                        • Chad will note in "expired" email/letter that Overand Journal discount will not be available, and expired member must contact Bob or Chad in order to get their online account set to temporary member status in order to log in and pay renewal
                          [/*:m]
                        • Overland Journal discount will also be available for new members - Bob to see about adding to new member registration[/*:m][/list:u][/*:m]
                        • azlro.org
                          • domain & hosting renewals are upcoming August & Oct, usually renewed simultaneously.
                            [/*:m]
                          • Host info, domain renenwal, web site admin - Bob will type up list of users/passes and forward to council for backup
                            [/*:m]
                          • Bob is working on new version of web site - cost will be <$100 for template if it's available and works with our current infrastructure[/*:m][/list:u][/*:m]
                          • proposed amendment to the club bylaws
                            amend Article III section 6 which states memberships renew January 31st to reflect club's current policy of memberships renewing annually on the date a member joined. Bob will draft amendment that will later be put to the club members for a vote.[/*:m][/list:u][/*:m][/list:u]

00 G500
N4GWG

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7 years 2 months ago #5135 by ronrwatkins
FYI - there were no new member sign ups at the Rally (onsite). Unless someone other than myself handled the transaction. I took a check for raffle ticket purchases.

As part of Rally Registration online we had 4 new members sign up.

T-shirt inventory - womens &amp; children styles left. No men's t-shirts.

Diana
KF7TXG

Owner of Henry (2011 LR4) &amp; Margot (2013 R-Pod 178) <!-- s:ahhh: --><img src="{SMILIES_PATH}/icon_ahhh.gif" alt=":ahhh:" title="ahhh" /><!-- s:ahhh: -->

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7 years 2 months ago #5137 by admin
Replied by admin on topic June Council Meeting Minutes
Danke!

Can you bring the info on the 4 new members to the meeting Thursday (if you're attending?)

Otherwise email me offline and cc Chad so we can make sure we've got them in the books.

Thank you <!-- s:notworthy: --><img src="{SMILIES_PATH}/icon_notworthy.gif" alt=":notworthy:" title="notworthy" /><!-- s:notworthy: -->

00 G500
N4GWG

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7 years 2 months ago #5142 by ronrwatkins
done. <!-- s:wave: --><img src="{SMILIES_PATH}/icon_wave.gif" alt=":wave:" title="wave" /><!-- s:wave: -->

Diana
KF7TXG

Owner of Henry (2011 LR4) &amp; Margot (2013 R-Pod 178) <!-- s:ahhh: --><img src="{SMILIES_PATH}/icon_ahhh.gif" alt=":ahhh:" title="ahhh" /><!-- s:ahhh: -->

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AZLRO promotes safe off-road driving, supports the "Tread Lightly" program is active in maintaining access for off-road driving as we explore all the great state of Arizona has to offer.

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