St. Louis Area Geocaching Association

MEETING MINUTES 2021

14th Oct 2021/ 6:30 PM / meet at SmithPro Painting and via Zoom 

ATTENDEES

Steve Bromley, Michael Smith, Robert Klemme, Nan Dabler, Melissa Pierce

Meeting called to order at 6:34 pm.

      Motion called to approve September 2021 minutes by Robert, seconded by Michael.

• There were a few typos, sent via email. Melissa will put in the corrections.

Motion called to approve September 2021 treasurer's reports by Melissa, seconded by Robert.

• Nan has added notes to certain cells with relevant information
• We will have Robert use the debit card for ordering milestone awards.
• No money came in this month.

Retrospective

• Brentwood Parks and Recs would like to see the agreement with St. Louis County Parks to understand what they require for geocache placements.
  • Steve will put together what he remembers about it. Maybe Laura MacLeod can help with this.

       Events

• GC 101 at Queeny Park is scheduled for October 16, 2021
  • Steve brought some swag for the class.
    • The box of class supplies is still missing at this time.
  • Volunteers for the class are lined up. We have four at this time.
    • Cindy Smith, Bill Lange, Dan Sovar, and Sandy Riley
  • Class will be held outside again.
    • This could be an issue at future classes in the spring. Would like to get the use of a pavilion.
  • Steve send the gpx file 
• Fall picnic will be hosted by Patricia Hutchison at Snyder Memorial Park on October 30, 2021
  • Gift cards for the prized need to be bought
    • We were too late to place the order with Kathy DeWitt
    • Steve will purchase them this week
      • Will purchase multi-packs instead of individuals if possible so we have them for later events.
  • The arrangements to have the trailer brought to the picnic have been finalized.

      Ongoing Business

• Procedures/Systems
  • Website host has been changed to A2 Hosting and is now live
  • Found a new error on the SLAGA website regarding a choice in jacket color.
    • Jackets will be black only.
      • Will email David for the correction on this.
• SLAGA bylaws
  • Reviewed the changes to be made in the bylaws
    • Article II - Membership, #7 Annual dues
      • Needs to be changed to reflect the new prices
      • Also noted that the change needs to be emailed prior to the January 1st effective date.
    • Article III - Board of Directors
      • # 2 Term of Office
        • Will change President and one Vice President to be voted every two years starting 2022
        • Will change Vice President, Treasurer, and Secretary to be voted every two years starting 2023
          • This will extend Nan’s current office holding by one year.
          • This takes care of the bank account issues.
      • # 4 Nominations
        • Change wording for the nomination finalization. Instead of “at least one month prior” to a strict end date of July 1st.
      • # 5 Elections
        • Change the wording from “prior to” to “following” regarding the electronic notification of the elections.
      • # 7 Position Duties
        • President
          • Add bank duties to the President role, in conjunction with the Treasurer.
        • Vice President
          • Divide duties between the two individuals
          • Remove “fundraising committee” and replace with “milestone awards and merchandise”.
        • Treasurer
          • Will share some duties with President
          • Add time frame of 90 days prior to fiscal year on the budget
          • Change “taxes” to “tax returns”
        • Secretary
          • Change all document types to electronic maintenance.
    • Article IV - Board of Directors Appointments
      • Section 7. MOGA will be completely deleted.
        • MOGA has been dissolved.
    • Article IX - Bylaws
      • Please note that we are to review yearly.
  • Suggested that we look into adding a social media, public relations section.
  • Nan will make the changes to the bylaws
    • We will have a Zoom meeting to review and vote on October 28th.
  • Membership due changes will take effect on January 1, 2022.
    • Melissa will send out email blasts about this.
• Milestone Awards
  • Robert has pins and coins
  • Robert took the backs of the chairs to David
    • Three awardees for these
      • Blue Daisy
      • RickNJoy
        • Concern was voiced about only getting a single chair. The membership level is for individual, not family. A single chair is correct.
      • SpiritWolf922
  • Jacket was not purchased.
    • It is for IamGrateful
    • Email about purchasing the jacket was sent to the wrong email and was not discovered until tonight.
    • We will order the jacket now, but probably can not get the embroidery done in time for the picnic.
  • We have one 1,000 coins
    • MathManBill
  • We have three 5,000 coins
    • Flamingo4Ever
    • Breezy406
    • Geokid12
• PayPal
  • Nan was finally able to get added to the account.
  • Currently Nan, David and Kathy DeWitt have permissions on the account.
    • Kathy DeWitt can be removed now that MOGA is dissolved.
  • Nan spoke with Luke Omaha in the tax department.
    • He was able to change the name on the PayPal account to match the tax documents. PayPal was listed as SLAGA instead of the full name.
    • The documents may still get rejected. It might be considered “too soon” to the name being changed within their system.

New Business

• 1099K tax document
  • There was some concern over this
  • SLAGA would have to make over $20,000 per year AND have more than 200 transactions per year in order to meet the criteria for filing.
    • We should be ok as we don’t do that much with MOGA no longer being a concern.
• Nan went by the SLAGA mailbox.
  • Checked with them on our contract.
  • We will need to renew in February 2022.
  • Because we are long standing customers, we can pay in whatever terms we’d like.
    • We will get it set up to be a January and July six month payment schedule.
      • This will enable us to keep looking for better prices on mailboxes with real addresses.
    • Cost is $25.00 per month
• Bank
  • Have not changed official location at this time.
  • Should be going to the nearest bank to the treasurer, to make the job simpler, as long as everything can be accomplished there.
• Last Pass
  • Would like to use this in order to simplify all of the SLAGA websites.
  • Also would be easier to change at each election cycle.
• Steve announced that he will be learning David’s job after his retirement later this year so that we will have more than one person with the knowledge to take care of the systems we use.
• Steve would also like for us to try out Google Meetings
  • We would use this instead of Zoom, as the Google platform is free.
• John Elfrank brought us the remaining MOGA items in multiple boxes.
  • Included ammo cans, preforms, raffle tickets, pens, other office supply items, and many other things.
• SLAGA trailer might have a new storage area, courtesy of Michael. We can look into this as it becomes more feasible.
  • Question was brought up about licensing the trailer and the insurance on it.
• Another concern that was raised was if SLAGA needed to carry our own liability insurance.
  • Michael was going to talk to his insurance agent about it.

CLOSED EXECUTIVE MEETING

• None

Meeting adjourned at 9:15 pm by Nan and seconded by Robert.

NEXT MONTH’S INFORMATION

Monday, November 15, 2021 at 6:30 pm at SmithPro Painting, 2655 Metro Blvd., Maryland Heights, MO 63043 

map, 10/9/2021 @ 1919

map, 11/15/2021 @ 0949