June 2022 – Council Meeting Minutes

          June 2022 – Council Meeting Agenda

                            June 2nd, 2022

Call to Order / Roll Call              Start:  7:05 pm      Adjourn:  8:35 pm                         

• = 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

Sunshine:

Ginny Simms

Board Member at Large: 

Patti Evans

Merchandise/Marketing: 

Lindsey Smith

Web Guru:

• Micke Barnes

Additional Attendees:  TJ Freeman and Brenda Robinson

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

Current Member Count:      80     member units              Up for vote this month: None, per Glenn P. email.

Current Financial Status:  Rachael Rhoades

• Rachael continues to work on getting the bank account transferred into her and Jim’s name. Christian is officially off account. Patti and Justin still have debit cards to the account for Rocket Run and Sunshine purposes.
• Council would like to purchase QuickBooks for the club to better manage accounts. Jim motioned; Rachael seconded.
• Rachael will research options and bring back to council.
• Council would like to solicit advice from a CPA on the best approach to managing the accounts. We will bring this to the club to see if there is anyone within our club that may be able to help with this. Jim motioned; Jen seconded
• 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?

Education Presentation:

Aaron Malin – General and Medical Preparedness education presentation to present at June 2022 meeting.

• Aaron will place presentation on the IOR webpage for future reference.

Web Master:  Micke Barnes

§  We currently have 17 @idaho4x4.com GSuite users. These 17 users are costing $1,224/year.  We reviewed and decided to trim 10 users and keep only the necessary accounts (7 total):  webmaster, postme, president, secretary, sunshine, treasurer, and vice president. This will reduce our financial burden to $504/year.

§  rocketrun@idaho4x4.com will become a distribution email rather than an individual user. We will need to determine which emails will be on this distribution.

§  Must be paid for by June 27^th, 2022. Micke will take care of and work with either Patti or Rachael to pay for these subscriptions.

Sunshine:  Sunshine was sent to Sheri Davidson – wrist surgery on 6-1-22. Shawn Hargreaves – stroke in her visual cortex/eyesight loss is unknown.

Previous Events and Old Business:

1. May 14th HWY Clean Up
2. Rocket Run Post-mortem – met on Thursday, May 19^th @ 7:00 pm – Yogurtz
• Rocket Run Cancellation
• Offering a $20 discount for 2023 registration.
• Glow worm and poker card tickets need to be sent in for our July meeting
• Publish an updated raffle prize list on FB/IOR website and maybe the State Association page – done. Have approximately 5 remaining gifts (2 with names and 3 white ticket) that have not been claimed.

Active and New Business:

1. Rocket Run 2023 Planning – to give everyone a break for the summer, meet in September 2022 to get started.
• Have contacted BLM and we can either take the last Saturday or April or move it to May 6^th – will bring to June 2022 club meeting to discuss.
• We have set May 6^th, 2023 for our next Rocket Run.
2. Create Membership & Meeting Committee – Tabled to July 2022, will see how the next few months go at our current venue.

• Glen gathering list of committee members – Marcy, Nathan White, Travis Moats, 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
• 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?

3. Voting Discussion: – Tabled to July 2022 (from April council meeting) should we move to an electronic format such as a QR code or SMS text?
4. Trail Maintenance – Ask for volunteers to head-up trail clean up.

• 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.

5. Sunshine position – Ginny no longer has the bandwidth to fulfill the requirements for the position. We will look for someone to volunteer to cover this position in the June 2022 club meeting.
• We also need to discuss with Ginny if she wants to continue with the X-mas Party/Event Planner position. Jim will follow-up with Ginny.
6. Hot August Nights & Blazing Lights – do we have a date lined out yet?  Cobles hosting a run August 4-7^th in Riggins.
• Per Patti, Hot August Nights is set for August 20^th.
7. September Hwy Clean–up/Octoberfest (Hosted by Christian) – Date? What do we need to reserve?
• Aaron thought that ITD may be doing construction on Hwy 21over the summer and it may post an issue with September clean-up.
• Jen will reach out to ITD

Bells

“Yank Me” – Brian Thompson

“Prank Me” – Micke Barnes      

“I’m Broke” – Glenn Morgan

Raffle

May 2022 (50/50) Raffle brought in: $364.00

• We are looking for more volunteers for the months of June, July, August, October, and December.
• Club to supply a $50-75 gift card for each raffle – Jim will purchase @ 4WP

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

Upcoming Events:

• Birch Creek/Coffee Pot Crater (Arnolds) – June 4th
• State Association Ride and Rally/Lavapalooza – June 17^th – 19th
• 4th of July Campout – Stanley. Glenn Morgan and possibly Mark Bennett
• Deadwood & Scott Mountain (Arnolds) – July 17^th
• Hot August Nights & Blazing Lights – Glenn M. and Jeff D. – August 20th

Next Meetings:

Council:           Thursday, July 7th at 7pm Bull Pen Room at Legends in Boise

Club:                Thursday, June 9th at 7pm location – Idaho Pizza Company in Meridian

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