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September 2010 Council Meeting Minutes

8 years 8 months ago #675 by James Howard
AZLRO Council Meeting 2010 September 8, 6:30 pm

Council members attending: Rob Modica, Doug Lawyer, James Howard (taking minutes), Rob Woodward
Guests: Jayson Stangel

Jayson presented the plan for the 2011 AZLRO Rally

Trail Leaders
Feedback from last rally: Trail leaders underprepared, and not enough of them
Incentive for trail leaders & tail gunners:
Club sponsored 2 day training session with Bill Burke
Cost is $900/day
Nominal fee for trail leaders $100 or $50, club to cover the rest
For 20 people cost to club is ~$1000
Jon Christensen in charge of coordinating with BB
Plan for January or February
Council votes3-0 in favor of setting this up, Rob Woodward had not yet joined.

Trail list being prepared by Jon Christensen

Safety Coordinator is Steve Thomas
Coordinating Wilderness 1st aid with Craig Ludwig
Coming up with Communication plan, EMS, Towing

Venue
Contract being reviewed by Leo Martinez

Marketing plan in place, comprehensive

Pricing
for 1 member + 1 passenger = $85 (this is a little unclear on the written plane - propose making it clearer)
Need an incentive for people to come on Friday.
Want 150 vehicles/ 200-250 people

Sponsorship
Goal to have 100% of rally cost covered by sponsors
Sponsorship levels, vendor night - social event, smaller raffle on vendor night, early registration raffle friday night
Do we have room for all the sponsor’s logos on t-shirts? Yes
Doug to revise sponsorship dollar figure
Registration
Website needs to be launched.
Kelly to handle operational stuff at rally
Signage with Doug’s help

Merchandise (Swag)
AZLRO beer
Maps book for sale
Chuck is underappreciated - compensate him
Members get discount?
Push memberships.
membership ribbon on name badges

Budget
Assumption: 150 PEOPLE, not vehicles
Room fees more because 2 nights instead of 1
Permits - need them (BLM) to call back
Sponsorship packets are amazing
Refreshments - disregard this section
Insurance - is club insurance up to date?

Hillary & Leo set it up before. $350
Should be a club expense, not a rally expense

Council votes (4-0) to sign contract with Gold Canyon

Jayson will give maximum 15 minute update at next council meeting

Jayson & Rob W sign off

Koly - website
Pay Koly $500 for work so far
switching software one time tech fee $100-$300 (includes $80-$100/year hosting fee)
plus $600-$800 fee (the $600 to $800 includes the one-time $500 above…for work so far)
$100/quarter for monitoring site
Vote 3-0 in favor of turning on website and forcing Bob Kolander to take our money.
Website open to everyone - members only can do certain things, such as post photos, classifieds, etc

Rally Logos - combine Chuck Powell’s and Koly’s

Stickers - oval sticker with member on bottom a la Land Rover Special Vehicles
Decided to discuss rest of agenda at next meeting. Meeting adjoirned at 8:10 pm.

ACTION ITEM: Check on club insurance

1968 Land Rover Dormobile
1992 Range Rover
N1JH

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AZLRO

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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