Minutes of the General Meeting of the Greater Phoenix Orienteering Club (GPHXO) Location: Boulders On Broadway, Tempe, AZ Date/Time: Jan. 21, 2017 6-8PM Participants: Forest Brown, Sheryl Berling-Wolff, Charles Wolff, Erik Ringnes, Gary Hickey, Ron Birks, and several club members and non-members Agenda ====== - Introduction - Establish Quorum - Info About The Club - Reports: Treasury, Membership, Permits, Equipment - New Business - Pre-registration - Event Fees - Membership - Election of 2017 Officers - Summary and Adjournment Minutes ====== Note: in the following, the term "agreed" means unanimous approval by all Board members present. Ron Birks opened the meeting. A Quorum was established: we had 12 participants present at the meeting, 7 of whom are paid members. General Info About The Club: - Ron Spoke about Club Goals, Planned Events for 2017, and the various types of orienteering events we offer. Election of Officers for 2017: - For 2017 the Board recommended that we keep the same set of Club Officers as in 2016. These were as follows: President: Ron Birks, Vice-President: Glenn Haselfeld, Treasurer: Forest Brown, Secretary: Gary Hickey - There were no additional nominations or volunteers. - These officers were re-elected "by acclamation." - This motion was seconded by Forest and Gary. - The motion was voted for in the affirmative by all present at the meeting. - The Election was therefore concluded. - Results: President: Ron Birks, Vice-President: Glenn Haselfeld, Treasurer: Forest Brown, Secretary: Gary Hickey - Volunteer Officer position appointees remained the same as 2016 also. Forest gave the Treasurer's report. The club has sufficient funding. This is $5624.40 in the bank acct and approximately $1500 that is in ou rPaypal account or is incoming from recent events. Sheryl continues to maintain the list of paid members and report related info to OUSA. We briefly talked about how to better implement the Member Database. Ideally, the Newsletter creation tools could access the database when generating, addressing and emailing the newsletter. Forest researched the use of Meetup last year. It was not quite capable of supporting what we need. We'll continue to use it as a way to reach out and generate interest in Orienteering. Forest is looking into a web-hosted membership management tool to manage our membership. Erik talked about permits. He has obtained the necessary permits from BLM and Tonto National Forest for our 2017 events, except for the March 2017 event. He continues to manage the ongoing fees issues and personnel changes at BLM. Erik also kept us up to date with insurance certificates. A new certificate needs to be obtained each year for each event site. Ron is looking at creating maps for two new locations. We are also trying to make contact with a Prescott-area JROTC instructor who is looking for a new event site to the west of our current Lake Pleasant event site. We would offer to work together with them to create a new map. This would make a good alternative to our current Lake Pleasant site, which has become unpleasant due to the large number of target shooters nearby. Ron suggested we charge members one fee per year, maybe $35 individual/$50 family, which would cover unlimited participation in our regular events. It was tentatively agreed the yearly membership period will run January through December. Those who sign up during the year would pay a pro-rated fee (breakdown would be by quarter-year). We want to encourage pre-registration. It speeds up the registration process at events, and it reduces the number of extra maps, etc that are printed and discarded. Ron suggested a way to encourage pre-registration. Charge a surcharge (penalty) to anyone who does not pre-register. Glenn had previously submitted a suggestion to charge a $2 increase to all event fees, and then offer a $2/entry discount for everyone who pre-registers at least (for example) 2 days before the event. These ideas will be discussed further by the Board. The floor was opened for Questions and Answers. This was concluded quickly. The Board thanked everyone for attending and particpating. Additional suggestions can be sent to the club or to Board members via email, etc. These Minutes submitted for approval by Gary Hickey, Secretary, GPHXO.