SLAGA Board Meeting Minutes
Meeting date: September 7, 2011
Present: John and Laurie Elfrank, Jim Greene, Sarah Chisholm, Mike Henthorn, Yvonne Von Der Ahe, Rich Sheffold, Tom Wolpert, Jim and Susie Nelson, Mary Beth Gianoli.
The treasurer’s report was read and accepted by a vote of 4 to 1, John Elfrank dissenting. John will come around when he has all the information. Post-meeting: John did.
John Elfrank and Sarah Chisholm presented the designs and preliminary cost estimates for the SLAGA 100 and 500 find milestone pins. These are expensive in small quantities and cash flow issues may temporarily prevent the purchase of larger quantities. Sarah will obtain quotes for various quantities of each pin. Further action was tabled until we see where we stand after the fall picnic. Because the pins use the Groundspeak cache icons (with permission), we cannot sell them unless we also set up a licensing arrangement with Groundspeak.
Sarah Chisholm displayed the SLAGA 10 Year Anniversary geocoin. As always, they came out spectacularly well. Coins will be distributed to premium members at the Fall Picnic. Extra coins will be for sale for $11 each, including the path tag. Arrangements will be made for premium members who cannot attend the picnic to pick up their coins at subsequent events.
The board tentatively set the date for the October St. Charles edition of the geocaching Q&A event for Wednesday, October 12. Post-meeting: Because this conflicts with the final date for the October board meeting, the event will be held on Monday, October 10. Added to the SLAGA calendar.
Mike Henthorn reported that SLAGA held three introductory geocaching classes at the St. Charles County Family Camping Expo on Saturday, September 3. Mike used the introductory PowerPoint presentation from geocaching.com. The classes went well, although attendance varied considerably. The board expressed its thanks to Mikeinmo, gone2thedogs, SLBC ladies and rock susan, who gave up part of the Labor Day weekend to represent SLAGA.
The board discussed Nathan Rover’s request to accept donations for the American Cancer Society at the fall picnic. The consensus was that this would be acceptable as long as there was no active solicitation of individuals. The board feels that no one should even have the illusion of feeling pressured to donate at a SLAGA event. Nate is welcome to place a donation container on the registration table. We will also mention it during the business meeting, but no active solicitation is to be done.
Jim Greene volunteered to serve as an additional advisor to the incoming board. He also volunteered to continue doing the monthly cache report for St. Louis County Parks!
Jim also reported that he does not yet have a registration count for the Complete GPS class on September 17. Post-meeting: There are five pre-registered participants. SLAGA has enough volunteers to minimally staff this, so we will hold the class as planned. A call for additional volunteers was included in the SLAGA Newsletter.
Tom Wolpert reported that the geocaching presentation at the MOAHPERD convention is scheduled for 8:00 am on Saturday, November 12. MOAHPERD requires written confirmation of our intentions. John and Laurie Elfrank had volunteered to handle the presentation and will return the necessary form.
Tom also reported that Mike Griffin needs assistance with the Fall Fun Rally Venture Scouting event on Saturday, September 24th since Mike will be out of town. SLAGA will assist only if we can find enough Scouting-oriented volunteers. Post-meeting: Mike Henthorn, Tom Wolpert and Mary Beth Gianoli will handle this, with assistance from event staff. We will solicit additional volunteers in the SLAGA Newsletter and at the picnic.
Mike Griffin mailed in a form requesting the use of the SLAGA GPSrs on the weekend of October 21 to October 23 for a Scouting district event. This is consistent with SLAGA policy and the GPSrs are not otherwise reserved for that weekend. Tom Wolpert to let Mike know that he can have them. He will emphasize the fact that we need them back in time for the Geocaching 101 class on the following weekend. Post-meeting: e-mail sent.
Tom Wolpert reported that SLAGA received an apparently unsolicited debit card for the SLAGA bank account. Since we don’t need it and banking arrangements will change shortly, Tom will destroy the card.
Mike Henthorn noted that the SLAGA web site software is out of date. Tom Wolpert to follow up with the webmaster, Mike Griffin. Post-meeting: We need to meet with Mike to go over all the paid maintenance items and expiration dates.
Those who have containers for the container contest reported no progress and less enthusiasm, given the nature of the containers. There is time remaining.
With unseemly glee (or so it seems to the secretary), John Elfrank welcomed the newly elected board members. John will give Tom Wolpert the credentials for the two SLAGA accounts on geocaching.com via e-mail at a later date. Yvonne Von Der Ahe will pass the SLAGA banking, federal tax, non-profit registration and state registration files to Jim Nelson at the Fall Picnic. Tom will introduce Mary Beth Gianoli to the secretary’s duties at a later date. He will also introduce Mary Beth, Jim and Nathan Rover to the vagaries of the SLAGA web site, probably at the October board meeting.
The incoming board members briefly discussed board meeting dates and locations which would work for everybody. Post-meeting: Meetings will be held on the first Wednesday of every month at 6:30 pm at the current location. Because of scheduling conflicts, the October 2011, April 2012 and July 2012 meetings will be held on the second Wednesday. Incoming board members and advisors have been notified.
The board took advantage of Jim Nelson’s expertise to discuss the filing of our federal tax return on form 990-EZ vs. the full form 990. Because of the amount of cash that flows through MOGA, SLAGA will have to file a full form 990 in the future.
Tom Wolpert will make the necessary changes to the SLAGA e-mail forwarding policies sometime over the coming weekend, when the new board officially takes office. Post-meeting: Done. Also changed the signatures on all the membership thank you and renewal notices.
John Elfrank reported that the pens with the SLAGA URL have been delivered. He distributed samples to the board.
The incoming board members tentatively decided not to move the mailbox in order to avoid having to change the address for various federal and state government purposes.