December 2022 – Council Meeting Minutes

            December 2022 – Council Meeting Minutes

                                           December 1st, 2022

Call to Order / Roll Call              Start: 7:02 pm      Adjourn: 8:35 pm                         

• = in attendance

President: 

• Jim Miller

Safety Officer: 

Rob Robinson

Vice President: 

• Glenn Piper

State Association Rep / Land Use: 

Patti Evans

Secretary: 

• Jennifer Freeman

Education: 

• Aaron Malin

Treasurer: 

• Rachael Rhoades

Event Planners: 

• Bridget M-Aman

Rock Run Coordinator:

• Aaron Malin

Board Member at Large: 

Patti Evans

Trail Coordinator:

Open

Sunshine: 

Lyndsey Smith

Merchandise:

Web Guru:

Micke Barnes

Additional Attendees:  TJ Freeman

Bells:

Yank Me – Bill Hargreaves

Prank Me – Micke Barnes

I’m Broke – Aaron Malin

New Member Votes for this Month – Glenn Piper

Current Member Count:     90    memberships                            Up for vote this month:  None at this time

Current Financial Status – Rachael Rhoades

• First Interstate Bank Account Status
  • Account has not been closed yet – per Jim, 8-31-22
  • Jim texted Christian about this account. No response.
  • Rachael does not have any information about this account.
• CPA Consult – Status Update:    On hold until the account is lined out.
• Rocket Run Seed Money – Moved all but $5,000 from Rocket Run to General Fund.
  • Patti had some questions about Rocket Run expenditures.
    • Rachael will take a look at these items with Patti to clarify.
  • For future RR events, withdrawals will only be taken from the Rocket Run fund to reduce confusion in accounting.
• Expense Report Review
  • Rachael is working on customizing the reports in the online Quickbooks environment.
• Created State Association/Ride & Rally and Toys for Tots Funds
  • State Association/Ride & Rally to fund our sponsored Warm Lake event.
  • Toys for Tots – each month, will transfer 10% of raffle income into this account.

Education – Aaron Malin        

None for December but does want to plan an advanced winching class during the Robie Creek Run – working with Factor 55.

Web Master – Micke Barnes

Sunshine – Lyndsey Smith / Rachael sending out Sunshine for Lyndsey this month.

Sunshine sent to: N/A

December Birthdays: Patti Evans 9th, Shawn Hargreaves 11th, Martin Flynn 16th, Felicity Arnold 20th, Deb Knapp 23rd, Steve Nebeker 23rd, Nora Nebeker 24th, Kendall Parish 29th, Leslie Bonney 31st, Steve Magstadt 31st.

Land Use/State Association – Patti Evans 

Previous Events and Old Business:

1. HDOR Turkey Run – November 19th

Active and New Business:

1. Christmas Party Planning
   •  Meal options have been selected

                                  i.    Discuss menu and cost of now is $51.00/person + taxes and fees and 35 more attendees this year. Looking approximately $7400 for the party. For same thing last year, it was $38/person ($48 total with taxes and gratuity/person)

                                 ii.    Bridget suggesting that we step down to the Winter Wonderland buffet = $35/person – turkey, roast beef and ham. By doing this, it would be $5700.

                                iii.    $13 of the $64/person for carving station.

                               iv.    Council agreed to drop meal to the Winter Wonderland buffet for responsible spending reasons.

1. • Need to get head count by December 1st.

                                  i.    Need to get a generalized email out – Jim will work on next week and Glenn will get it sent out.

1. • Reiterate – no drinking and driving. Be responsible and look out and be proactive to ensure no one drives impaired.
2. 2023 State Association Ride & Rally/Warm Lake – Pre-planning
   • Need someone to step up to the lead the event – Jim would like to keep it at Warm Lake.
   • Small group (Jim, Jen, Glenn, TJ & Bridget) met with Dan Sullivan on November 15th.
   • Bridget has reached out to the contact at North Shore Lodge to continue event planning.
   • Need to form a committee to take on tasks.
3. 2023 Rocket Run (May 6^th, 2023)
   • Next planning meeting, Thursday, December 15th
4. Membership Changes
   • Proposed by Jim, seconded by Jen. Council in full agreement – Raise membership dues starting in 2023 and will cover only 1 meal/membership at next year’s Christmas party.

                                  i.    Existing Membership: $45, New Membership: $60

                                 ii.    We will be covering one Christmas meal/membership.

                                iii.    Post during December meeting and vote in January 2023.

                                iv.    Get this proposal posted on the website, FB members page, and email club members – Jen

5. Proposed Club Purchases
   • FRS radios for club event use – use during RR or during trail runs

                                  i.    Retevis FRS radios are pretty cheap. No license needed and overlap with GMRS if needed. Move this to Rocket Run Planning

5. • Trash picker/grabbers for clean-ups – table for now
   • Rent storage unit to store club trailer/stuff and RR raffle prizes – table for now

                                  i.    Jim would like to see the club have a storage unit so it can be easily accessed.

                                 ii.    Aaron agreed

5. • New club sign for Tiddy Springs (old sign is missing)

                                  i.    Dan Sullivan can make up a sign for the club if we have an electronic version of what we want.

5. • 1. 1. Reimburse Dan for cost of materials
   • Balance Blocks – Patti – Jim may talk with Rob about just getting some scrap metal and mock something up.

                                  i.    TJ will follow-up with BIJC that has balance blocks and Dan will make a set for the Rocket Run

5. • 1. 1. TJ spoke with Bruce Hadley of BIJC – he was unwilling to let us take a look at their balance blocks.
6. IOR Merchandise Store – Status Update
   • The T-ZERS website is officially closed. Printing and embroidery are in progress. They will reach out for pick-up.

                                  i.    t-zers-shirt-shop-inc.printavo.com/merch/ioro

6. • What do we want to do with this inventory?

                                  i.    Take existing inventory to Christmas party and ask for $10/shirt and $20/hoodie

7. Officer Nominations
   • Start thinking about if you want to nominate
8. Ride for 22 – will come to February 2023
9. Zoom – we will no longer do Zoom after the December 2022 meeting
10. IRS Filing Status? Are we a 501C7

On-Going Discussions:

1. Group Monkey Survey – look at possibly sending one out to find out what club members want from the club. – table to after March 2023
   • Having issues with volunteer participation, but many showing for runs
   • Monthly raffle has been difficult to get volunteers
   • Education topics
2. 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 hopes to work on after the Coble Trail Runs
   • Glenn to create checklist for new members.

                                  i.    Add to FB member group,

                                 ii.    Add to IOR website

                                iii.    Get spouses/significant others

                                iv.     Get birthdays for those that want to celebrate

                                 v.    Shirt size – tear off to claim t-shirt

2. • Glenn has a prototype and will print some himself and use to beta-test. Once he is happy, he will get them printed professionally.
3. Voting Discussion: – Tabled to December 2022 (from April council meeting) should we move to an electronic format such as a QR code or SMS text?

Upcoming Events:

• Christmas Tree Run (Jim Miller) – December 3rd. Meet time: 9 am @ the Eagle Albertson’s
• IOR Christmas Party – December 10th
• Snow Run to Atlanta (Christian Dahlström) – January 28th
• Another snow run for January? Mark Hartnoll is unable to lead a snow run.

Raffle

November 2022 raffle brought in $ 326.00. Thank you, Rob and Brenda Robinson!

• 50/50 raffle for December 2022
• Pushed the three December volunteers to January 2023 – will need to solicit more for January and February 2023.

January 2023

Volunteer Club Members

May 2023

Volunteer Club Members

September 2022

Volunteer Club Members

February 2023

Volunteer Club Members

June 2023

Volunteer Club Members

October 2022

Volunteer Club Members

March 2023

Volunteer Club Members

July 2023

Volunteer Club Members

November 2022

Rob & Brenda Robinson

April 2023

Dan Sullivan

August 2022

Mark Bennett

December 2022

Volunteer Club Members

Next Meetings:

Council:           Thursday, January 5th via Teams

Club:                Thursday, December 8th at 7pm – Idaho Pizza Company in Meridian (event on FB)

                        December 2022 raffle will be a 50/50 split raffle