April 2024 Council Meeting Minutes

April 2024 – Council Meeting Agenda

April 4th, 2024

Call to Order / Roll Call Start: 7:00 pm Adjourn: 9:20 pm

= in attendance

President:

Jim Miller

Safety Officer:

Rob Robinson

Vice President:

Glenn Piper

State Association Rep / Land Use:

Jim Miller

Secretary:

Aaron Malin

Education:

Jon Knapp

Treasurer:

Dianna Magstadt

Event Planners:

Bridget M-Aman

Rock Run Coordinator:

Aaron Malin

Board Member at Large:

Patti Evans

Trail Coordinator:

Sunshine:

Leslie Bonney

Merchandise:

Web Guru:

Micke Barnes

Travis Moats

Additional Attendees: Mark Gamas

Bells:

Yank Me – Daniel Rodriguez

Prank Me – Micke Barnes

I’m Broke – Bruce Ambler

New Member Votes for this Month – Glenn Piper

Current Member Count: 91* Up for vote this month: No new applications

Need to get their info into the CORE_IOR_MEMBERS spreadsheet.

Current Financial Status – Diana Magstadt

Rocket Run Fund

Raffle Fund

General Fund

$ 4,491.15

$ 1,413.91

$ 6,274.69*

Toys for Tots

Sunshine Fund

Joe Aldape Land Use Fund

$ 400.83

$ 1,054.95

$ 1,085.14

Total: $ 14,720.67

March raffle brought in $238.00

Web Master – Micke Barnes & Travis Moats (Travis – thewebmaster@idaho4x4.com)

Travis will work on cleaning up member access to the website.

Sunshine – Leslie Bonney

Sunshine sent to:

March Birthdays: Ricardo Cortes (3rd), Susie Smith (18th), Glenn Piper (21st), Ernest Underwood (25th), Tim Adams (25th), Christian Dahlstrom (28th), Dan Bonney (30th),

Education – Jon Knapp

Fire Extinguisher 101 – Jon is working with Don Kartchner to provide the training @ FireXperts. Working on a date in April.

Meridian Middle School parking lot – location, maybe somewhere else.

Land Use/State Association – Jim Miller

Land Use

Grandview TMP comment period is open now – closes April 12st, 2024

Silver City TMP – closed, pending decision

State Association

Review Policy and Procedure Manual –

Idaho 4WD Association – they are providing education. Ask club if they are interested in this information.

Active and New Business

Idaho Secretary of State Annual Report

Annual Report submitted – Jen/Aaron.

Spoke with Tanya, will addend annual report on Thursday, March 14th so that the new bank account can be opened by Dianna.

IRS Form 990 for 501C

Submitted April 1st, 2024

ICCU Banking: First Interstate

IOR Merchandise Store – (https://t-zers-shirt-shop-inc.printavo.com/merch/ioro)

Finalizing with T-Zers. Will open tomorrow or Saturday – April 15th

Deliver order to May club meeting.

All Club Run – March 30th @ Hemingway Butte was a success

Coble Riggins Runs 2024 – Chase is looking to move the weekend into October 4th-6th, between hunting seasons.

Rocket Run 2024

Website – Needs Updated, registration dates – March 15th – April 15th.

Registration price remaining the same as last year.

Keep RR account at ICCU open until after event.

FB Page – Jen created a page for RR that can be used to post out of in various locations.

Aaron did speak with Glyn Shore and Nick & Glyn are involved in the social media aspect.

Raffle

RTI Ramp – John will help get the RTI ramp ready

Balance Blocks instead? – Tanya and John can possibly build some for the event.

Music Playlist – Travis has and will update, can run during day.

Sponsors – Steve and Dianna will help out. Aaron to send sponsor flyer to them.

Peterson’s is in for $1500, but do not want to be the headliner.

Recon – vendor in Caldwell

Happy Campers – $500 and bringing some campers down.

Buck’s 4×4 – $500

Swag Bags? Have radios coming

Glow Worm – Boise 4×4 would like to sponsor winch and TJ & Dillon to lead.

Rover – Jay Vanwormer

3 – 4 Towers – David Hopkins, Bill Hargreaves, and one to two more… Will ask Jeff Palmer again.

Light Towers – new lights that Aaron is setting up.

Brochures/Poster –

Catering – working with Julie again. Tri-tip dinner again for $25/person.

Portable Toilets – $1,370

Tent, table/chairs – same rental prices as last year – $600 total

April Club Meeting – Glenn will run meeting. Jim will be out of town.

New Club Signs for Tiddy Springs & Two-Headed Dragon Trailheads – Status Update

Previous Events

All-Club was a success – March 30th

Upcoming Events

Ride for 22 – 9th Annual Veteran Suicide Awareness Rally and Event – April 20th

10th Annual Chuck Coble Memorial Rocket Run – May 4th

Mother’s Day/Warm Lake Snow Run (Dan Sullivan) – May 11th

Hwy 21 Clean-up and Trail Run – June 1st

SIORA hosted Ride & Rally 2024 – June 6th – 9th

Trips and Trails

January 2024

27th – Snow Run to Atlanta (Aaron Malin)

July 2024

TBD – 4th of July Club Campout

February 2024

10th – Basic Winching Class w/ HDOR (Aaron Malin)

17th – Robie Creek Run in the Mud & Advanced Winching w/HDOR (Aaron Malin)

August 2024

2nd – 4th – IS4X4 Annual Boulder Basin Rendezvous

TBD – Hot August Nights & Blazing Lights (Glenn M. & Jeff D.)

March 2024

9th – Idaho State 4×4 Association Annual Meeting – Pancake Breakfast & Trail Run

30th – All Club Run @ Hemingway Butte

September 2024

TBD – Labor Day Campout

April 2024

20th – Ride for 22 – 9th Annual Veteran Suicide Awareness Rally and Event

TBD – Swag Party for Rocket Run Volunteers @ the Davidson’s

October 2024

TBD – Coble Riggins Trail Runs (Cobles)

TBD – Hwy 21 Clean-up & Trail Run

26th? – Miner’s Grave and Beyond (TBD)

May 2024

4th – 10th Annual Chuck Coble Memorial Rocket Run

11th – Mother’s Day/Warm Lake Snow Run (Dan Sullivan)

November 2024

TBD – Tiddy Springs Trail Run, Maintenance & BBQ

TBD – HDOR Coble Gobble Turkey Run

June 2024

1st – Hwy 21 Clean-up and trail run

8th – SIORA hosted Ride & Rally 2024

TBD – Two-Headed Dragon Trail Run & Clean-up

December 2024

TBD – Christmas Tree Run

7th – Christmas/Winter Party – The Riverside Hotel

Raffle

March – Toys for Tots “Shake the Can”

April – Raffle, need volunteers

January 2024

Toys for Tots

May 2024

Toys for Tots

September 2024

Toys for Tots

February 2024

Volunteer Members

June 2024

Volunteer Members

October 2024

Volunteer Members

March 2024

Toys for Tots

July 2024

Toys for Tots

November 2024

Toys for Tots

April 2024

Volunteer Members

August 2024

Volunteer Members

Christmas Party 2024

Club Sponsored

Next Meetings

Council: Thursday, May 2nd @ 7 pm via Teams

Club: Thursday, May 9th @ 7pm – Idaho Pizza Company in Meridian (event on FB)

On-Going Discussions

New Member Dues – Discussed at last council meeting – want to move away from pro-rated dues. Found that bylaws indicate that we must prorate…. Will need to have membership vote on this.

Will put on hold for now and will include with the next bylaw change.

Will look at reviewing membership process and requirements.

Article II. Membership > B. Membership Requirements > Section 3.

Initiation fees and membership dues are due immediately after fulfillment of above-mentioned requirements. If the membership acceptance does not occur during the allotted annual payment period, the first-year membership dues will be a prorated amount of the annual amount. The initiation fee will not be prorated.

DreamHost will support 501C3 for free. Travis suggested this webhosting platform. Should we consider switching to them – maybe next year?

Micke says we could drag and drop our current website to a new site.

Best timing would be next December that Travis and Micke would work on. Micke feels they could do in a weekend with some planning ahead of time.

Bylaws & SOPs Review – Continuous

Jen proposed that we do a full review of our bylaws in February to make clarifications and strengthen language. It may be beneficial to invite prior officers to help clarify our questions and expectations.

Quorum questions – bylaws only establish quorum for voting in a new member. A quorum has not been established for voting changes to bylaws, regular business voting, or in electing officers.

“All business requiring membership voting will occur during the monthly meeting.” – What does this mean? There is no description of “business requiring membership voting.”

Review of SOPs – should these be inclusive of the prolific “tribal knowledge” so that the Board of Directors are up-to-speed on all activities?

Examples: IOR sponsored All Club Run, Christmas meal coverage, Rocket Run, Hwy Clean-up prep and procedures, Idaho Secretary of State annual report, PO Box maintenance, etc.

Document specific procedures of the duties required of each officer?

Prospective Member Cards – Glenn will edit the proposed card and get these printed. We will try to start using these ASAP for prospective members.

Glenn to create checklist for new members.

Add to FB member group

Add to IOR website

Get spouses/significant others

Get birthdays for those that want to celebrate

Shirt size – tear off to claim t-shirt versus keep a small inventory for these new members

Glenn has a prototype and will print some himself and use to beta-test. Once he is happy, he will get them printed professionally.

Glenn will come up with a post-membership checklist to ensure continuity for members.