November 2022 – Council Meeting Minutes

              November 2022 – Council Meeting Agenda

                                           November 3rd, 2022

Call to Order / Roll Call              Start: ­­­7:00 pm      Adjourn: 8:53 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:  Dan Sullivan, TJ Freeman

Bells:

Yank Me – Dan Sullivan > Bill Hargreaves

Prank Me – Micke Barnes

I’m Broke – Aaron Malin

New Member Votes for this Month – Glenn Piper

Current Member Count:     87    member units              Up for vote this month:  1.  Glyn Shore, 2. Nick Kovach 

Current Financial Status – Rachael Rhoades

• First Interstate Bank Account Status
  • Account has not been closed yet – per Jim, 8-31-22
• 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.

Education – Aaron Malin         Aaron will be gone for November meeting – No education    

Web Master – Micke Barnes

Sunshine – Lyndsey Smith

Sunshine sent to: Leslie and Dan Bonney (sister-in-law passed), Ray-Ray? 

November Birthdays: Chase Coble (6th), Dennis Debord (11th), Ben Wicke (22nd), Cierra Knapp (22), JoAnna Allison (24th), Lynette White (24th)

Land Use/State Association – Patti Evans

Idaho State 4X4 Association

1. Current holdings = $12,000 with $2,000 ear-marked for IRC donation.  What would you like to see done with all/some of the remaining $10,000?
2. Participation/interest in IS4X4A is waning. Any SA action requires a quorum of members from clubs. Clubs that are no longer participating or attending meetings.

Some ideas discussed to improve participation:

2. • Canvas for ideas on how to get the State Association’s word out to encourage membership and participation.
   • Club Based Reward Program targeting people found to be championing club and SA’s ideals and land use philosophies & SA could possibly match the reward.

                                  i.    Nomination > Review> Decision

                                 ii.    Anyone (members/non-members) could be eligible for nomination. Review by Leaders (Club & SA)

3. Micke Barnes and Tom Brooks are our voting members for State Association.

Previous Events and Old Business:

1. Tiddy Springs Trail Run and Maintenance – October 15th
   1. Great participation and went a few miles.  18 Jeeps
   2. Suggestions came in about approaching the clean-up from two directions and maybe not worry about lunch. 
2. Miner’s Grave and Beyond – October 29th (Christian Dahlström)
   1. 28 vehicles, multiple non-members attended. We hit snow up to Miner’s Grave and then 4″ up at the rock pile.

Active and New Business:

1. Glenn will be leading the November 2022 club meeting – Jim and Aaron are out of town.
2. Bylaw and SOPs – Glenn and Jen will work to get these available
3. Christmas Party Planning
   •  Meal options have been selected

                                  i.    Discuss menu and cost of now is $64.00/person

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

                                iii.    Going forward (2023) Dan Sullivan suggested that the club only offer to cover one meal/member unit.

3. • 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.

4. 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.
   • Jim and Dan will get together on November 15th @ 6 pm to pass down planning information. Dan will find a place to meet. Glenn Piper, Jen and TJ Freeman offered to help.
5. 2022 Rocket Run Clean-up – Final Task

1. 1. BLM Fee Payment – check was sent for 3% of net income. Net income – $11,857.75

6. 2023 Rocket Run (May 6^th, 2023)
   • Next planning meeting, Thursday, November 17th
   • Need two pre-paid credit/debit cards to give to Aaron Malin and Mark Gamas

                                  i.    Will place $200/card and reload as needed. 

                                 ii.    Jim – We already have two cards that are being used for Xmas party and will roll over for Rocket Run.

6. • Larger purchases (>$200) – get invoices and submit to Rachael and/or Jim
7. Proposed Club Purchases

                                  i.    FRS radios for club event use – use during RR or during trail runs

7. • 1. 1. Retevis FRS radios are pretty cheap. No license needed and overlap with GMRS if needed.

                                 ii.    Trash picker/grabbers for clean-ups

                                iii.    Rent storage unit to store club trailer/stuff and RR raffle prizes

7. • 3. 1. Jim would like to see the club have a storage unit so it can be easily accessed.
        2. Aaron agreed

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

7. • 4. 1. Dan Sullivan can make up a sign for the club if we have an electronic version of what we want.
        2. Only cost materials

                                 v.    Balance Blocks – Patti

7. • 5. 1. TJ will follow-up with BIJC that has balance blocks and Dan will make a set for the Rocket Run
8. IOR Merchandise Store – Status Update
   • Last count (Friday, October 28th), we had 29 orders placed with T-ZERS.

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

8. • Existing merchandise has been accounted and a spreadsheet completed.

                                  i.    What do we want to do with this inventory?

                                 ii.    Spiderwebshade trail sack with bungee – Patti stated that Micke had paid for one, but had not received it.  I set it aside and confirmed with Micke that he had still not received it. I will get it to him at the HDOR Turkey Run.

8. • 2. 1. 5 is minimum order – Harvey @ Spiderwebshade
        2. Jim suggested we buy 5 and raffle them at Christmas Party

                                iii.    4 – 3XL men’s shirts given to Shawna Vanwormer to create quilt and pillows with IOR logo for the Toys for Tots raffle/Xmas Party raffle. Delivered 11-9-2022

9. Tom’s Service Station, Idaho City
   • Dirt parking lot, next to (west of) Tom’s Service station is private property – no longer affiliated with the service station. If we want to use it as a meeting location, we must call ahead and request access to park there.
10. Toys for Tots – Additional raffle at November meeting
    • David Hopkins had some more expensive items that he would like to raffle off, separately from the normal raffle to raise funds for the Toys for Tots.
11. Treasure Valley Night Light Parade (Caldwell Christmas Parade)
    • This activity has been cancelled.  Cost and only allowing 2 vehicles. – Patti
12. Officer Nominations
    • Start thinking about if you want to nominate
13. Ride for 22 – will come to February 2023

On-Going Discussions:

1. Group Monkey Survey – look at possibly sending one out to find out what club members want from the club.
   • 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:

• HDOR Turkey Run – November 19th
• Christmas Tree Run (Jim Miller) – December 3rd. Meet time: 9 am @ the Eagle Albertson’s
• Treasure Valley Night Light Parade – December 3rd, Patti Evans cancelled
• IOR Christmas Party – December 10th
• Snow Run to Atlanta (Christian Dahlström) – January 28th
• Another snow run for January? Rachael will talk to Mark if he would be interested in leading a snow run

Raffle

October 2022 raffle brought in $ 351.00

• Do a 50/50 raffle for December 2022
• Push the three December volunteers to January 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, December 1st via Teams

Club:                Thursday, November 10th at 7pm – Idaho Pizza Company in Meridian (event on FB)

                        November 2022 raffle will be donated by Rob and Brenda Robinson.