May 2022 – Council Meeting Minutes

          May 2022 – Council Meeting Minutes

                            May 5^th, 2022

Call to Order / Roll Call              Start:  19:00    Adjourn:  20:30                         

• = in attendance

President: 

• Jim Miller

Safety Officer: 

Rob Robinson

State Association Rep / Land Use: 

• Patti Evans

Vice President: 

• Glenn Piper

Education: 

Aaron Malin

Secretary: 

• Jennifer Freeman

Event Planners: 

Ginny Simms &

• Bridget M-Aman

Rock Run Coordinator:

• Patti Evans

Treasurer: 

Rachael Rhoades

Trail Coordinator:

Open – TJ Freeman is considering the position.

Sunshine:

Ginny Simms

Board Member at Large: 

• Patti Evans

Merchandise/Marketing: 

Lindsey Smith*

Web Guru:

• Micke Barnes

Additional Attendees:  Glenn Morgan, TJ Freeman, and Dan and Marcy Sullivan

*Lindsey Smith officially accepted the Merchandise/Marketing position – spoke with Jim.

New Member Votes for this Month:  Micke Barnes / Glenn Piper

Current Member Count: 84 member units              Up for vote this month: Ray Ellen Wisse and Jay Vanwormer

Current Financial Status:  Rachael Rhoades – not in attendance. Patty covered current financials with council.

• Patti and Rachael will also get together to update the IOR bank account this Saturday, May 7th.
• There is a First Interstate Bank account that needs to be closed.
• PayPal account will need to be moved over to Rachael
• Jim has received questions for various IOR members about financials.  Plan is to get accounts transferred over and fully accounted before we send out donations to the various charities.
• Currently, all deposits go into the general account and then $$ gets moved to the appropriate sub-account.
• Council would like to see a separate debit card that transacts directly from the Rocket Run. Possibly set-up a separate Square account for just the Rocket Run that links to the Rocket Run sub-account.
• Rocket Run income:  $8,505.00 for online registration/presales, $11,944.56 in cash and card transactions through Square on day of event, and $9,400.00 in sponsorship income = $29,849.56. 
  • Approximately $15,000.00 in expenses – also included expenses for marketing video, graphic design, steps, printer, etc.
• Seed money of $5,600.00 of RR money to General Fund and remainder to stay in RR account.
• 
  Will need seed cash for the State Association Ride & Rally 2023 – we are hosting.

Education Presentation:  For May 2022 General Meeting – Aaron presentation?

• Discuss Rocket Run – safety concerns, reasoning for cancellation, stewardship of land.

Web Master:  Micke Barnes

Previous Events and Old Business:

• Ride for 22
• Rocket Run 2022:         Cash $9,250.00 and $8,000.00 in raffle prizes
  • Upcoming Swag Party (4/13/22).
  • Patti has invested in vests that can be reused each year.
  • $450 for a videographer which the content will serve has marketing for future events and to bring in larger vendors such as Metalcloak. 
  • Still have expense for portable toilets.
  • Printer was purchased and will be used for printer raffle tickets, etc.
  • Approximately $10,000 in sales on day of run
  • Grizzly brought in $2000 check for sponsorship

Active and New Business:

1. May 14th HWY Clean Up
   • Brenda has reserved the shelter nearest the restrooms.
   • Bridget to pick-up ITD equipment – signs, vests, bags, etc.
   • Rob will bring RTI ramp and do tech inspections
   • Who is bringing grill/Camp Chef? – Jeff Davidson?
   • Need food helpers/cooks. Looking to feed 50 people.
     • Jim will pick up hamburgers, hotdogs, and buns. Additional plates
     • Need volunteers to bring condiments, side dishes.
2. Rocket Run Post-mortem – schedule for Thursday, May 19^th @ Yogurtz
   • Rocket Run Cancellation
     • First priority – Finalize the raffle winners/prizes.
       • Post list on the Facebook page / IOR website and email to registered individuals.
     • Have raffle winners come to the Federal Way Albertson’s on May 14^th from 9 am – noon to get prizes. Patti, Marcy, and Jen will man this.
       • Will get prizes from Dave and move to Dan and Marcy’s this coming Sunday, May 8th @ 4 pm.  Will organize and place in Dan’s snowmobile trailer to take to Hwy Clean-up.
         • Sullivan’s house:  10422 W Roan Meadows Dr., Boise, ID 83709
       • All prizes must be picked up by XXXXXXXX.
     • Offering a $20 discount for 2023 registration. Will be offered to all 2022 registered participants. Will figure out logistics of this when we have more band-width to address.
     • Glow worm tickets need to be sent in to our PO Box or brought to next member meeting for our July meeting drawing for the winch.
     • Poker/main prizes were raffled with other prizes
   • Council discussed banning Chris Wisvary (“Raptor dude”) from any future club events

3. Trail Maintenance
   • Our adopted trails are: Tiddy Springs and Two-Headed Dragon
   • Suggested that we use some funds from the Rocket Run to do trail clean-up; however, Glenn Morgan stated that there are some Federal/State Parks funds that may be coming that may help with this.
   • Coordinate and work with private owners on trail clean-up – Joyce Ranch/Nettleton
   • Marcy suggested that we do trail maintenance twice/year.
4. Rocket Run 2023 Planning – meet in May 2022 to get started on the next year? Some members felt it is best to not leave too much time between the current year’s event and the start of the next planning session.
5. Create Membership & Meeting Committee – Tabled to June Council Meeting
   • Glenn gathering list of committee members – Marcy, Travis Moats, Nathan White and Paula Tuttle
   • Some proposals to brainstorm at next council meeting: Create membership levels, sliding fee for membership
     • Membership Application + fee? Have potential members carry a stamp-card – this will track # of runs and # of volunteer events, + tech inspection

5. • Need to control meeting attendance (limit guests) or get larger venue (suggested Senior Center @ the Village)
     • If we change venue, do we need to obtain AV equipment, laptop? Does the council have adequate equipment to cover this?
   • Membership Cap? – This was an extensive discussion. There are concerns that the club is exceeding a manageable number of members. There are also concerns that we are running out of room at our monthly member meetings. Do we limit guests at the monthly meeting or do we find a larger venue?
6. Voting Discussion: (from April council meeting) should we move to an electronic format such as a QR code or SMS text? – Tabled/Not Discussed

Bells

“Yank Me” – Brian Thompson

“Prank Me” – Micke Barnes      

“I’m Broke” – Glenn Morgan

Raffle

April 2022 (50/50) Raffle brought in: $ 82.50

• We are looking for more volunteers for the months of June, August, October, and December.
• At May 2022 General Meeting – will ask members if we should move to a “White Elephant” style/donations raffle.  Ask for 10 members to volunteer for each raffle to bring one item as members may not feel they can fully cover a raffle on their own.
• Discussed club to buy one $50-75 item/gift card for each raffle.

January 2022

50/50 Raffle

May 2022

Council Members

September 2022

Mark Bennett

February 2022

Cat Gantz

June 2022

Your Name Here

October 2022

Your Name Here

March 2022

Dan & Marcy Sullivan

July 2022

Davidson/Parrish

November 2022

Rob & Brenda Robinson

April 2022

50/50 Raffle

August 2022

Your Name Here

December 2022

Your Name Here

•     Mother’s Day Snow Run – May 6^th – 8th

•     Hwy Clean-Up and Tech Inspection (May 14^th)

•     Birch Creek/Coffee Pot Crater (Arnolds) – June 4th

•     State Association Ride and Rally – June 17^th – 19th

•     4th of July Campout – Stanley. Need people to head up and reserve spots on the 28^th – 29^th/mid-week.

Next Meetings:

Council:           Thursday, June 2nd at 7pm Bull Pen Room at Legends in Boise

Club:                Thursday, May 12th at 7pm location – Idaho Pizza Company in Meridian

May 2022 raffle will be provided by Council members – each member to bring 1-2 items to raffle and Patti will pick up a gift card to put in raffle.