September 2022 – Council Meeting Minutes

              September 2022 – Council Meeting Minutes

                                           August 30th, 2022

Call to Order / Roll Call              Start: ­­­­7:02 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:

• *Aaron Malin

Board Member at Large: 

Patti Evans

Trail Coordinator:

Open

Sunshine / Merchandise-Marketing: 

• Lyndsey Smith

Web Guru:

Micke Barnes

Additional Attendees:  None

Bells:

Yank Me – Allan Hansel

Prank Me – Micke Barnes

I’m Broke – Glenn Morgan

New Member Votes for this Month – Glenn Piper

• Current Member Count:      84     member units              Up for vote this month: Bruce & Shelly Ambler                                                                   

 Marina Balliet? Need completed application, will be there for vote.

Current Financial Status – Rachael Rhoades

• First Interstate Bank Account Status
• Account has not been closed yet – per Jim, 8-31-22
• QuickBooks Update
• Rocket Run proceeds – status
• Still working on matching receipts up from sales, purchases – Square and Paypal
• Thinking it will be another month. Have over 500 receipts to get through and reconcile to the bank statements.
• Goal is to have everything sorted by the October meeting.
• Aaron and Jen offered to help with data entry
• Jim reaching out to Christian to get details for Paypal for Rocket Run.
• CPA Consult – Status Update:    On hold until the account is lined out.
• 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.
• Rachael’s contact is super busy right now. 
• Dan Sullivan also suggested Lynn Nixon (an ex-member) as a possible CPA source if Rachael’s source does not work out. – Lynn is unable to assist

Education – Aaron Malin

Tire inflation/deflation – scenarios, advantages to airing down and up.

Aaron will email Jen image to put into slideshow.

Web Master – Micke Barnes

Sunshine – Lyndsey Smith

Sunshine sent to: Allan and Deb Hansel (loss of sister), and Amy Shearn and Roger Nelson (Amy’s daughter passed in July)

September Birthdays: Michael Hasslbauer (1st), John Knapp (3rd), Dillon Asay (4th), Glenn Morgan (7th), Linda Rawlings (12th), Dan Sullivan (19th), Jim Miller (19th), David Hopkins (21st), Cathy Greenwell (22nd), Ray Turner (27th).

Anniversary:  Ron & Linda Rawlings (53rd anniversary)

Land Use/State Association – Patti Evans

Previous Events and Old Business:

1. South Fork of the Boise River, Fairfield, ID – August 13^th, Bill Hargreaves
2. Hot August Nights & Blazing Lights – August 20th, Glenn Morgan and Jeff Davidson

Active and New Business:

1. Printable Raffle Tickets – Does Mark or do we want to continue this for monthly raffle meetings?  For Rocket Run for sure.
• Aaron will catch up with Mark Gamas and Patti at the Labor Day event to discuss.
• Simpler if Mark purchases and get refunded? > $500 for 2000 tickets
• Regular vs printed tickets – cost?
• Jim will pick up more regular raffle tickets before next member meeting.
2. IOR Mailing Labels – Glenn will look into ordering.  Glenn obtained original IOR logo image.
3. Merchandiser Position – Lyndsey needs to step away from this role as she is doing Sunshine.
• Find someone to fill this position

                                  i.    Dan & Leslie Bonney will coordinate with T-Zers Shirt Shop to create a virtual shop

• Lyndsey to get merchandise to the club trailer – will catch up with the Davidsons or Jim needs to pick it up to get tires changed.
• Lyndsey is still unable to get into the G-Suite
3. Council Meeting Venue:  Do we return to Legend’s Bar and Grill?
• Next council meeting will need to be moved to September 29th from October 6th
• Council agreed to keep these meeting on Teams for now, unless we have someone request an in-person meet-up.
• Add this to the agenda.

                                  i.    If someone has something to bring to Council, email president@idaho4x4.com close of business Monday, before meeting.

5. 2022 Rocket Run Clean-up – Final Task

1. BLM Fee Payment – BLM takes 3% of gross revenue ($185 application fee is pulled from the 3%)
2. Pending Quickbooks work by Rachael

6. Rocket Run 2023 (May 6^th, 2023) – initiate planning in September 2022
• Any volunteers?   NOPE
• Aaron – will work on grounds crew
• Jen, Rachael, Lyndsey – Registration
• Jen will reach out to Patti to get checklists/spreadsheets
• Aaron Malin will take on lead role for now – he will follow-up with Patti to discuss.

                                  i.    Get Micke to push rocketrun@idaho4x4.com email over to Aaron – coolrider11577@yahoo.com

• Line-out area bosses
• Starting in October, initiate monthly planning meetings.
6. September Hwy Clean–up/Octoberfest – September 17th
• Jen will reach out to ITD and arrange pick-up of equipment.
• Who will be the point of contact for the event and can pick the equipment up?

                                  i.    Aaron Malin will take point for this.

                                 ii.    2 signs, 40 vests, 30 trash bags

                                iii.    Send Aaron link to waiver

                                iv.    Divide clean-up in 3 sections to move through it quickly.

8. Tiddy Springs Trail Run and Maintenance – October 15th with BBQ
• Glenn Morgan will coordinate with Paul Nettleton
• Trail above tub/cabin that he would like to have cleaned up.
• Jim will get BBQ supplies for event – BBQ on trail.

                                  i.    Club supplies meat (hamburger/hotdogs), plates/silverware, and attendees bring a side dish and their own drinks.

• And will get with Glenn Morgan to discuss logistics
• Meet @ Dan’s Ferry @ 9 am.
• Revisit this @ council meeting.
8. Website/FB Event Coordination: Glenn Piper will reach out to Micke to coordinate events from IOR website and FB club private and public pages.
• Do we want to divide and conquer entering events into FB?

                                  i.    Monthly member meetings – Jen and Glenn will tag team these.

                                 ii.    Council meetings – do these need posted? No need

                                iii.    Trail runs – should these be set-up by the trail leader? Try to post events 3 months before. Glenn will work on this.

10. Raffle Ticket Sales @ Member Meetings
• Need additional assistance in selling tickets…
• Rachael will help out with this and come early.
11. IOR Merchandise Store – Status Update
• Will get this going with new Merchandiser

                                  i.    During Labor Day campout, Dan Bonney volunteered to take on the task of coordinating the merchandise store front with T-Zers Shirt Shop

• Rachael/Lyndsey will bring merchandise to meeting so we can discuss what we want to do with it.
11. November Runs – Need dates for the following…
• HDOR Turkey Run (Jen contacted Andy Reid of HDOR)

                                  i.    Received flyer – November 19th.  Registration starts September 5th

• Christmas Tree Run – trail leader(s)?   Plan for November 26th or December 3rd? Jim would lead December 3rd.

                                  i.    Jen will reach out to Patti to see if she intends to lead up the Caldwell Christmas Parade on December 3rd.

13. 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

14. Membership & Meeting Committee – Tabled to December 2022, will see how the next few months are at our current venue.
• Glenn gathered list of committee volunteers – Marcy, Nathan White, Travis Moats, and Paula Tuttle
• Zoom continue thru end of year and see how things go.
15. 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:

• Labor Day Campout (Sheens) – September 2nd – 5th          
• Penn Basin, Mark Bennett, Cathy & Mike Greenwell, with Ray & Karleen Sheen.
• Graham Guard Station/Jackson Peak (Arnolds) – September 11^th
• September Hwy 21 Clean-up/Octoberfest – September 17th
• Tiddy Springs Trail Run and Maintenance – October 15th
• Miner’s Grave Run / Idaho City – October 29th
• HDOR Turkey Run – November 19th
• Christmas Tree Run – TBD

Raffle

August 2022 raffle brought in $ 460.00

• 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
• September raffle, Jim will purchase gift cards
• Jen will ask about pizza coupons from Idaho Pizza Company

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 & Marcy Sullivan

August 2022

Mark Bennett

December 2022

Volunteer Club Members

Next Meetings:

Council:           Thursday, *September 29th (3 of the 4 officers will be out of town that week – need to push up a week)

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

                        September 2022 raffle will be donated by volunteer members.