July 2022 – Council Meeting Minutes

              July 2022 – Council Meeting Minutes

                                           July 7th, 2022

Call to Order / Roll Call              Start: 7:06 pm      Adjourn:  8:55 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:

Open

Board Member at Large: 

• Patti Evans

Trail Coordinator:

Open

Sunshine / Merchandise-Marketing: 

• Lyndsey Smith

Web Guru:

Micke Barnes

Additional Attendees:  Dan Sullivan

Bells:

Yank Me – Brian Thompson

Prank Me – Micke Barnes

I’m Broke – Glenn Morgan

New Member Votes for this Month – Glenn Piper

Current Member Count:      80     member units              Up for vote this month: Matt and Deb Walker

Current Financial Status – Rachael Rhoades

• ICCU Bank Account Status: 
• Patti and Justin still have debit cards to the account for Rocket Run and Sunshine purposes – these need to be transferred to new contacts for these positions.
• Pattie sent off ICCU paperwork two weeks ago for the bank account.
• Rachael will call ICCU tomorrow (Friday, July 8th), to see if we can finish getting the account transferred over.
• QuickBooks purchase for the club to better manage accounts. Jim motioned; Rachael seconded.
• Rachael sent an email on 6-3-22 – see last page for pricing and plan options.
• Council voted on purchasing the online “Simple Start” Quickbooks.  It is currently $12.50/month for 3 months, and then $25/month afterward.  Jim asked that we check for an annual purchase, rather than a month-to-month payment.  Rachael will look into an annual payment.
• Jim proposed, Glenn P. seconded. Unanimous vote from council.
• If Rachael determines we need a Quickbooks software upgrade, we will look into it at that time.
• CPA Consult
• Council agreed that with the growth of the Rocket Run, we are concerned about the tax implications for the club.
• Would it be best for the club to separate Rocket Run as its own nonprofit, tax-exempt corporation?
• Rachael had reached out to a CPA that she works with; however, he has not responded.  She will attempt contact again.
• Dan Sullivan also suggested Lynn Nixon (an ex-member) as a possible CPA source if Rachael’s source does not work out.

Education – Aaron Malin

N/A – Aaron was not present.  Council agreed to substitute the Rocket Run 2022 4WP winch drawing and Owyhee County Sheriff/EMS donation for the education segment of the July member meeting.

Web Master – Micke Barnes

1. While converting, we received a special offer that allowed IOR to keep the accounts for free through Sept. 23^rd, 2022.
2. Special offer of $3 / account (vs $6 / account) will hold until September 2023
3. Micke has reduced Account Footprint from 17 to 10 with plans to reduce further to 8 in coming months.
4. Micke paid $30 for first month of subscription

Sunshine – Lyndsey Smith

July Birthdays: Kathryn Aldape (12th), Lola Hartnoll (12th), Mark Gamas (14th), and Mark Hartnoll (28th)

Land Use/State Association – Patti Evans

1. 2023 Idaho State Association Ride & Rally @ Warm Lake, preliminary information – Dan Sullivan
1. June 15-18th, 2023 – Father’s Day weekend
2. Warm Lake Lodge is applying for permits with Forest Service and will provide insurance for the event.
3. Insurance – we may also need to supply our own insurance for activities/runs offsite from the lodge.
4. Marcy has developed a rough-draft of the logo.  They will reach out to Sheri Davidson’s brother to rework and integrate the State Association into the logo.
5. They are planning 5 runs over the 2 days, with two-a-day start times to reduce the number of Jeeps in each run.
6. Looking at 100 participants
7. Camp grounds will need to be reserved 6 months in advance – still working on details.

Previous Events and Old Business: Can anyone provide info/pictures for these events for the club meeting?

1. Idaho State Association Ride and Rally/Lavapalooza – June 17th – 19^th – Jen will provide pictures and guestimate for IOR attendance.
2. Trail Maintenance – Two-Headed Dragon, June 25^th – Glenn has a few pictures, 14 rigs
3. July 4^th Club Campout – Stanley/Bull Trout Lake – Patti will provide a page-pictures for member meeting. 27 people + 10 dogs

Active and New Business:

1. Council Meeting Venue – the manager at Legend’s stated that they will not take reservations from now through the first week of September due to volume of customers and the Thursday Thunder event.
• We will need to find another council meeting venue for the months of August and September 2022.
2. Sunshine / Merchandise-Marketing: Lyndsey Smith is not officially a member. Should she be included in Rachael’s member unit? What can be done to grandfather her into membership?
• Lyndsey has been identified as Rachael’s member unit.

                                  i.    Jen updated the Core IOR Member spreadsheet to reflect this.

3. Event Planner:  Will Ginny continue with X-Mas party/Event Planner position?
• Patti stated that Ginny already has the X-mas party venue and dinner planned.
• Lyndsey will reach out to Ginny to see if she can help with the X-mas party planning.
4. ICCU Bank Account:  Continue to have issues getting the account transferred to the current council.
• Jim proposing to switch to another bank if we continue to struggle with getting the account transferred.
• Rachael will give us an update

5. 2022 Rocket Run Clean-up

1. Rocket Run Glow Worm/Extra Poker Card Raffle for the 4WP winch!!! – John will be at the July meeting to draw the winch winner
2. Owyhee Sheriff and EMS coming for July meeting…

                                  i.    Checks for donation – $1000.00 to Owyhee County Sherriff, and $500 for EMS

1. Patti will write these checks and prep “display” checks

3. BLM Fee Payment – BLM takes 3% of gross revenue ($185 application fee is pulled from the 3%)

                                  i.    Until Rachael has access to the ICCU account, she cannot fully account for Rocket Run proceeds.

                                 ii.    She will continue to work on getting access to the bank account and finalize RR gross revenue.

4. Unclaimed Raffle Prizes – Status

6. Rocket Run 2023 (May 6^th, 2023) – initiate planning in September 2022
• Any volunteers?  As of yet, still no volunteer to lead this up.
7. Trail Maintenance – Tiddy Springs
• Should we postpone to next spring or do we do Tiddy Springs trail clean-up instead of the September Hwy Clean-up?
8. September Hwy Clean–up/Octoberfest Is Christian still doing Octoberfest portion? Date? What do we need to reserve?
• ITD anticipates Hwy 21 road work between May and late July 2022.
• Jim will reach out to Christian to determine if he is still going to do Octoberfest.

Upcoming Events:

• Deadwood & Scott Mountain Lookouts (Arnolds) – July 17^th
• Coble Riggins Trail runs – August 4^th-7^th
• South Fork of the Boise River, Fairfield, ID – August 13^th, Bill Hargreaves
• Hot August Nights & Blazing Lights (Glenn M. and Jeff D.) – August 20^th
• Labor Day Campout (Sheens) – September 1^st – 7^th          
• Penn Basin, Mark Bennet, along with Kathy and Mike Greenwell are hosting with the Sheens.
• Graham Guard Station/Jackson Peak (Arnolds) – September 11^th

Raffle

June 2022 raffle brought in $215

• We are looking for more volunteers for the months of September, October, and December.
• Club to supply a $50-75 gift card for each raffle
• For July raffle, Jim will purchase 2 x $25 Fred Meyer gift cards
• Patti suggested asking for pizza coupons from Idaho Pizza Company

January 2023

Volunteer Club Members

May 2022

IOR Council Members

September 2022

Volunteer Club Members

February 2023

Volunteer Club Members

June 2022

Volunteer Club Members

October 2022

Volunteer Club Members

March 2023

Volunteer Club Members

July 2022

Volunteer Club Members

November 2022

Rob & Brenda Robinson

April 2023

Volunteer Club Members

August 2022

Mark Bennett

December 2022

Volunteer Club Members

Next Meetings:

Council:           Thursday, August 4th at 7pm – TBD venue

Club:                Thursday, July 14th at 7pm – Idaho Pizza Company in Meridian

                        July 2022 raffle will be donated raffle items from volunteering club members.