Wisconsin Geocaching Association

February 27^th 2011

Board of Directors Meeting Minutes

Meeting was called to order at 8:08am In attendance were: Ralph Edwards, Renee Vanselow-Tapp,

David Secondino, Peter Quella, Shane Heule, Brian Kling, Jay Sampson, Justin Korpal, Barry Butrymowicz.

The new officers for the 2011 year are as follows:

Peter Quella – President

Shane Heule – Vice President

Renee Vanselow-Tapp – Treasurer

Barry Butrymowicz – Secretary

Will be posted along with the 2011 Budget.

Was not worked on at the meeting, but will be worked out online in Board Forums and then posted when completed

Brian went over info about the new website and talked about the change over date.

Ralph is working on getting interest and new members on both committees and both will need to come up with ideas for the new year.

Education committee goal: organize and execute a geocaching 101 class in each region of the state.

Also possibly work on distribution of the Law Enforcement pamphlets.

Membership committee goal:

BOD members that are on the following committees for 2011

Web committee: Brian, Jay, Dave

Education Committee: Renee, Justin, Shane

Membership Committee: Ralph, Pete, and Barry

BOD Chair: Shane

T-Shirt Designs: It was discussed to ask Bakrds to come up with a couple of designs and let the membership vote on them.

Dave will write up the page for the campout, as he can access the older info and copy to the new page.

Brian will coordinate the placements of the night caches with help from the membership with the hides.

Mr. Greenthumb has volunteered to run the family activities: there will be a fishing contest at the campout. More info to follow as the event nears.

Permanent Cache placement: Ralph will work with local cachers and park staff to place permanent caches. There are some SNA’s in the southern end of the park to be aware of

There will be a separate CITO event during the campout to pull mustard weed. Will have to coordinate the time to not overlap the family fishing times.

There will also be a pancake breakfast during the campout, Jeff Little will be asked to run this.

There are still 105 of the 2010 Geocoins in stock, we also have 4 sets of the 2010 pathtags and a few misc loose tags of various colors.

A motion was made for the 2011 geocoin:

*Whereas the WGA membership has expressed a strong interest in developing a 2011 geocoin we will proceed as rapidly as possible with geocoin development, with geocoins to be delivered          to members around August 1^st.

Whereas the process used for the 2010 geocoin of having a similar design contest by the members was effective and yielded great designs, we will use a similar process for design in 2011 and announce a design competition as soon as possible after the board meeting.

Whereas the process of using an ad hoc committee of interested board members and non-board members to oversee the development of a geocoin was effective last year, the existing ad hoc committee will be revitalized with new members interested in working on the project this year, and tasked to oversee the development of the 2011 WGA geocoin.

Be it resolved that the ad hoc geocoin committee will announce as soon as possible the 2011 geocoin design contest lasting 2 weeks for entries, after a membership vote, the ad hoc committee will work with the BOD to produce the 2011 geocoin.

Motion was made by Ralph, 2^nd by Dave, All 9 board members voted in favor of the motion.

A motion was made for the 2012 Winter event:

*Whereas, the membership of the Wisconsin Geocaching Association has expressed interest in the Association sponsoring an annual winter event.

Whereas, scheduling of any event can become more difficult, as the desired time period draws closer.

Beginning in 2010, the Wisconsin Geocaching Association began holding an annual winter event. Given the success of our first annual winter event, be it moved that we continue this practice. The 2012 winter event will be held on the Saturday proceeding the fourth Sunday of February at a location agreed to by the Wisconsin Geocaching Association.

Be it resolved that the WGA will hold the annual winter event on the Saturday proceeding the fourth Sunday of February at a location to be agreed upon by the WGA.

Motion was made by Ralph, 2^nd by Jay, All 9 board members voted in favor of the motion.

A motion was made for the 2011 CITO events:

Whereas, an important part of the mission of the WGA is to promote the “Cache In Trash Out” program and to help in the maintenance of parks and trail systems.

Whereas, a section of the Highway 10 has been designated by the WI Department of Transportation as cleaned by the WGA, and the signs have been up along the highway.

Whereas, the bylaws of the WGA state that part of our mission is to promote the “Cache In Trash Out” and “Leave No Trace” programs to help in the maintenance of parks and trail systems.

Whereas, the WGA sponsored 7 successful CITO events in 2010 at a budgeted expense of $150;

Be it resolved that the WGA will host a CITO event on April 16, 2011 focused on cleaning the section of Highway 10 designated by the WI DOT.

Be it further resolved that the WGA host a CITO event on April 23, 2011 in Appleton.

Be it further resolved that the WGA host a CITO event on April 30, 2011 in Gibraltar.

Be it further resolved that the WGA will host as many regional CITO events in the coming year as practical, with a goal of 6 to 10 CITO events, spread out in all parts of the state.

Be it further resolved that the WGA will fund each CITO with a budgeted expense of $150, and will fund up to 10 CITO events in 2011 in locations that will have member support for placing a CITO.

Motion was made by Ralph, 2^nd by Jay, All 9 board members voted in favor of the motion.

Ideas were brought up on possible places to hold the event, per past rotation of previous events, the fall event should be in the Northwest part of the state, Further discussion will follow in the forums, but possible places brought up were: 9 mile, Near Wausau; Dells of the Eau Clare County Park, Northeast of Wausau; Pattison State park near Superior; Amnicon Falls State Park, near Superior; or Copper Falls State Park, near Ashland.

Ideas were brought up on what time during the campout event would be the best time to hold the annual meeting. Decision was made to Table this and save it for the committee that plans the campout

Ideas brought up were to possibly have the meeting fall between the event photo and the door prize drawing.

Currently the WGA property is being stored in various locations

It was approved to purchase 2 service plaques for the outgoing board members Seth and Gwen.

It was also approved to award Limited Edition Geocoins to Cachecows, and Jeremy as founding members of the WGA and years of service to the Association.

Currently on hold until the State budget is finalized. Cost to put out caches in all of the State parks would be about $2000 for containers and swag. If the WGA wanted to go forward with this with out the help of the State Parks we would have to fund this entirely or have local cachers hide caches under the WGA name.

During the 2010 year the WGA was a member of the Wisconsin park and rec association at a cost of $225. Being a member proved to be no help with securing or maintaining relations with local park and rec departments so as a group we decided to withdraw our membership for 2011.

At this time this is a dead subject until we can find a better contact in Madison to move forward with.

Ralph noted that there is a Wiki for incoming board members that can be updated and added to to help with the transition of new board members in future years.

In past years Ken has had a booth at this event, usually it involves the membership helping him for the day. If he needs help again this year, we will find members to help him.

Dave will work on this and report back.

A motion was made for a logo change

*Whereas it has been suggested in the public and committee forums that the logo created by bakrds (Jay Stoflet) for the 2010 WGA tee-shirt design be adopted as the official WGA logo, and

whereas the difference from the proposed logo to the current logo is relative minor, meaning that the current logo and the proposed logo could co-exist without issue, and

whereas work is still being done on the new website, so adopting the proposed logo now would add minor minimal extra work,

be it resolved that the proposed logo be adopted as the official WGA logo when the new website is online.

Be it further resolved that the majority of the changes to the website be completed before the new website is online, and any remaining changes being made as they are brought to the attention of the webmaster.

Motion was made by Brian, 2^nd by Jay, All 9 board members voted in favor of the motion.

Current Asset Report – In the Online Board Forums, post as to what is in your possession at this time.

Trailer – Jay is looking into purchasing a trailer, making sure it is large enough to hold all the WGA possessions and the future purchase of a Portable Shelter.

Excerpt from the WGA Bylaws

The Above being said, It was decided to amend the bylaws to clarify the BOD term start/end dates

*Whereas the bylaws specify that board members serve a 2 year term, without mention of a start and end date. Whereas officers are elected at the annual board meeting, held the 4^th Sunday in February, and it is necessary for there to be officers in place for the transition.

Whereas a motion was approved by the board 4 years ago establishing the annual Board meeting to be held on the 4^th Sunday in February, and this has been an effective practice.

Be it resolved that it be clarified that the term of each Board member be defined as starting and ending on the 4^th Sunday in February.

Be it resolved that the paragraph in Article IV pertaining to board member terms be amended from:

Terms: A board member’s term in office shall be two years and will commence on the day of the first Board of Directors meeting of the year, which is held annually the fourth Sunday in February of the year. Terms will be arranged s that approximately half of the Board positions will be up for election each year. Board Members may be re-elected. Individuals elected to fill vacancies will serve the remainder of the standard terms of office.

Currently assets are tracked in a Board forum, a spreadsheet should be developed and attached to the forum or possibly use a “Google doc” to track assets.

Brian is currently the COTM admin, he will hand the reigns over to Jay within the month.

Pete and Dave will handle these for the 2011 year.

Whereas interest in pathtags has been high, and

whereas pathtags are easy to design and inexpensive to produce,

be it resolved that the WGA will produce a pathtag for the annual campout and the annual picnic event and possibly the West Bend Pancake Breakfast.

Be it further resolved that the details of designing, ordering and distributing the pathtags will be discussed by the geocoin committee and recommendations made to the board of directors.

Motion was made by Ralph, 2^nd by Jay, All 9 board members voted in favor of the motion.

Tabled until needed later

currently there are 36 shirts left in various sizes.

A motion was made to purchase 100 shirts in various sizes and styles with the same generic logo.

Be it resolved that the WGA purchase 100 shirts in various sizes and styles with the same generic logo.

Motion was made by Barry, 2^nd by Ralph, All 9 board members voted in favor of the motion.

Brian brought up the idea of having online contests on the new website; hidden pictures, photo contest, Trivia, etc. Will discuss further online in Board Forums

Was tabled to work up ideas. Minimum/Maximum Distance, Flat Fee, Hardship Clause, etc.

A motion was made as follows:

*Whereas it is often asked if caching teams of spouses have a single vote on WGA issues as a team or have 2 individual votes as 2 individuals, be it resolved that the WGA membership be notified that spouses may each vote as individuals for COTM, Board of Directors and other issues that may come up, provided they both meet the other eligibility requirements and create their own WGA accounts.

Be it resolved that caching teams with one name on Geocaching.com will be allowed separate votes for each member as long as they create separate accounts on the WGA website for this purpose.

Motion was made by Ralph, 2^nd by Brian, All 9 board members voted in favor of the motion.

A motion was made as follows:

Whereas the WGA Lonely Cache Game has been successful in improving the geocache playing field for over 3 years, and whereas the first 2 annual LCG events were non-WGA events, and the third annual LCG event was a WGA event , and quite successful.

Be it resolved that the WGA sponsor the 4^th annual LCG event in January of 2012. Be it further resolved that the event be held Saturday, January 28^th, 2012, at the Horicon Marsh International Education Center, between Horicon and Mayville.

Motion was made by Ralph, 2^nd by Dave,  8 board members voted in favor of the motion, 1 opposed.

 Currently the Facebook/Twitter posts are mainly the same info that is posted on our home page. It was discussed that the BOD should monitor what is posted to these sites.

Committee Chair for the event is Mr. Greenthumb

Board members that are also on the committee will be Ralph and Barry

Name tags for the Cache bash will work like previous WGA events, by using the preregister form on the website. This way we will only be producing name tags for our membership and this can be done prior to the event and not at the event.

Newsletter will be published Quarterly if you have any info get it in early, possible info to include: elections, CITO, Cache Bash, etc.

There was discussion about possibly having a summer event in the northwoods to offset the fact that there are three major WGA events in the southern half of the state, ideas were brought up about possibly the Trees for Tomorrow camp in Eagle River.

Meeting was adjourned at 1:58pm

Minutes prepared by

Barry Butrymowicz

WGA BOD Secretary