March 2024 Council Meeting Minutes
March 2024 – Council Meeting Agenda
March 7th, 2024
Call to Order / Roll Call Start: 7:00 pm Adjourn: 9:15 pm
= in attendance
President:
Jim Miller
Safety Officer:
Rob Robinson
Vice President:
Glenn Piper
State Association Rep / Land Use:
Jim Miller
Secretary:
Jennifer Freeman
Education:
Aaron Malin
Jon Knapp
Treasurer:
Tanya Lundberg
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: Steve Magstadt, TJ Freeman, 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: 110* Up for vote this month: No new applications
*6 confirmed memberships will not be renewing + Hartleys were voted in last month. Need to get their info into the CORE_IOR_MEMBERS spreadsheet.
Current Financial Status – Tanya Lundberg
Rocket Run Fund
Raffle Fund
General Fund
$ 4,491.15
$ 1,413.91
$ 6,274.69*
Toys for Tots
Sunshine Fund
Joe Adalpe Land Use Fund
$ 400.83
$ 1,054.95
$ 1,085.14
Total: $ 14,720.67
*$1,550.00 check written to Grizzly for the youth helmets for Valley County Backcountry Sheriff.
February raffle brought in $238.00
Will prepare payment for State Association membership – $10/member, and send via mail.
Tanya and Dianna will meet and get bank accounts moved/closed by end of month.
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: Jen Moats had surgery – sending “Get Well”
March Birthdays: Robert LaMont (1st), Jessica Arnold (3rd), Louis Keller (3rd), Jeff Davidson (5th), Scott Field (6th), Dianne Dahlstrom (7th), Wes Weidner (12th), Nathan White (13th), Mike Greenwell (15th), Ron Poulin (16th), Bridget Morrisroe-Miller (23rd), Bernadette Underwood (29th)
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.
Bronco kinetic rope accident – would like to put something together for May.
Land Use/State Association – Jim Miller
Land Use
Grandview TMP comment period is open now – closes April 1st, 2024
Morley-Nelson Snake River TMP – TMP C was chosen, lost 117 miles of trails.
Silver City TMP – closed, pending decision
State Association
“Best of” Contest – voting ends tonight. No longer charging for voting.
Review Policy and Procedure Manual – review and get back to Jim tonight. Questions regarding travel reimbursement for traveling to club meetings. Includes gas, hotel, etc. reimbursement. Jim feels it needs to be limited and discussed by the whole group at the annual meeting.
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
Must be submitted by May 15, 2024
Need year-end profit and loss and Jim will take to accountant to complete 990.
Tanya will have year-end report to Jim by end of February.
Jim meeting with accountant on March 30th.
ICCU Banking: First Interstate
Jim will go down with them to get bank account set up.
2024 Member Dues
Must be paid by March 14th (end of business meeting)
Christmas Raffle Distribution per SOPs: Council discussed and voted – removing last sentence of section. After reducing monthly raffles, it will be hard to fully fund the Joe Adalpe Land Use fund. Will continue to utilize the Christmas Party raffle to do so.
50% of the raffle will be designated to the Legal Fund with a cap of $1200.00 if there are no yearly income producing events; otherwise, the Legal Fund will be funded by a club vote out of the General fund. 10% of the year end raffle fund is designated to Toys for Tots. The Christmas Party Raffle money collected is not subject to the 50% rule regarding the legal fund nor is it subject to the 10% rule for Toys for Tots.
Jen will send out the updated SOPs to the board for review.
2023 State Association Ride & Rally/Warm Lake
$1,239.25 returned from the State Association.
AED purchased for North Shore Lodge – $625.00. Has arrived – need to deliver
Valley County Backcountry Sheriff – have $614.25 leftover
Raised $935.75 during February club meeting – Total = $1,550
Worked with Grizzly and Fly Racing – purchasing 40 helmets with the above $ amount.
Meeting with Danny (Valley County Sherrif) @ Grizzly for donation with Fly Racing rep next Thursday, March 14th @ 10 am.
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
Working with Nathan/Cliff (HDOR) and Les/Karen (Wild West)
Trail Runs
Nathan suggested that we do a good clean-up and GPS track our runs to provide evidence to BLM on use.
Easy (Aaron) – Lost Trail or Wilson Peak? 4LO has a run planned for Lost Trail the same day.
Mid (need leader) – Carnage/Meat Grinder
Difficult (Nathan) – DLS, Top Ripper/Teeter Totter
Scenic (need leader) – Jen and TJ may take on – possible run out to Fossil Butte area. Still working on specifics.
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. Silent open on March XXXX
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 will speak with Glyn Shore to see if she would like to be 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.
Looking at the “new” 4WPs (Total Off-Road) store in Boise – Glenn Morgan, Phil is still there. Ryan is the new manager.
Recon – vendor in Caldwell
Happy Campers – $500 and bringing some campers down.
Buck’s 4×4 – $500
Swag Bags? Have radios coming… check with Total Off-Road to see if they have store bags?
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 – Justin is updating the poster, not changing the brochure.
Catering – working with Julie again. Tri-tip dinner again for $25/person.
Portable Toilets – $1,320
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
Basic Winching Class w/ HDOR (Aaron Malin) – February 10th
Robie Creek Run in the Mud & Advanced Winching w/ HDOR (Aaron Malin) – February 17th
Upcoming Events
Idaho State 4×4 Association Annual Meeting – Pancake Breakfast and Trail Run – March 9th
All Club Run @ Hemingway Butte – March 30th
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, April 4th @ 7 pm via Teams
Club: Thursday, March 14th @ 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.
