Wisconsin Geocaching Association
February 26th 2012
Board of Directors Meeting Minutes
Meeting was called to order at 9:00 am In attendance were: Ralph Edwards, Renee Vanselow-Tapp, Peter Quella, Brian Kling, Barry Butrymowicz, Brian McKay, James Bliefnick, Rob England, and Lisa Schewe Daniels.
Wisconsin Geocaching Association
February 26th 2012
Board of Directors Meeting Minutes
Meeting was called to order at 9:00 am In attendance were: Ralph Edwards, Renee Vanselow-Tapp, Peter Quella, Brian Kling, Barry Butrymowicz, Brian McKay, James Bliefnick, Rob England, and Lisa Schewe Daniels.
Election of Officers:
The new officers for the 2012 year are as follows:
James Bliefnick – President
Brian Kling – Vice President
Renee Vanselow-Tapp – Treasurer
Barry Butrymowicz – Secretary
Treasurer’s Report:
Currently there is $400.10 in the paypal account, and 6,069.49 in the checking account. Sales from yesterday still need to be added to this total.
Renee also noted that members have been asking for long sleeve T’s and Hats.
2012 Budget:
The 2012 budget will be worked out in the BOD forums and posted when completed
Web Site Report:
Brian went over the Stats for the last year, and broke down the current membership count.
Brian also noted that Dave Secondino (Team Deejay) will be assistant webmaster.
This year we will need to upgrade our software on the site, there will be no functional differences, but it is to keep our site current and up to date. Re-write the registration module to make it more back end friendly. Upgrade the forum software and and many enhancements to it. Upgrades will take several months as Brian will be working on this in his spare time. There should be minimal down time of the site.
Education and Membership Committees:
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.
Goals for both committees will be set when the members on committees are set for the year.
Ralph made a motion to purchase 2000 WGA pencils with the same 2 color logo (green/brown) for distribution next year, Rob seconded the motion, all present were in favor.
Jim noted that we should come up with “Member Benefits” so more “WGA friends” become Members.
There was discussion on having a Train the trainer for the Geo 101 classes. Possibly in multiple areas in the state if there is enough interest.
Brian is looking for a single label printer, to do on site name-tags at events.
Committee assignments for 2011:
BOD members that are on the following committees for 2012
Web committee: Ralph, Brian M. and Brian K.
Education Committee: Renee, Lisa, Pete
Membership Committee: Rob, Jim, and Barry
Jim will send out emails to current general members on the above committees to see if they are still interested in staying active.
Campout at Gov. Dodge (June 1-3)
BOD Chair: Brian (UWS 22)
T-Shirt Designs: Ralph will work on setting up a T-shirt design contest, Barry will take final design and adapt it for pathtag. T-shirt and pathtags will be sold on the website as a presale for pickup at the event.
Brian (UWS22) will write up the page for the campout,
Brian (UWS22) will look for volunteers for Night Cache coordinator, Family activities, and placing permanent caches.
Brian (Black Cat) will print out the Bingo Cards completed blackouts brought to the pancake breakfast on Sunday will receive $1 off breakfast.
Jim looking into pricing for a possible Pig Roast for the Saturday Dinner.
Geocoins and Pathtags:
There are still 180 of the 2011 Geocoins in stock, we also have 22 of the Chili Event pathtags.
A motion was made by Ralph and second by Brian M. for the 2012 geocoin:
*Whereas the WGA membership has expressed a strong interest in developing a 2012 geocoin we will proceed as rapidly as possible with geocoin development, with geocoins to be ready for the picnic and Cash Bash.
Whereas the 2012 is the 10th anniversary of the first WGA event, it has been proposed that the theme for the 2012 WGA Geocoin reflect that, and,
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 2012 WGA geocoin.
All present were in favor of the motion.
We also have different amounts of past coins, Jim brought up possibly framing complete sets and using them as a silent auction item.
CITO Events:
Pete brought up about a second stretch of highway cleanup in the south east part of the state, after discussion, it was decided to not take on another Adopt a highway.
There was discussion on possibly starting a CITO committee.
A motion was made for the 2012 CITO events, Ralph made motion, Rob with the second, all present in favor. Motion as follows:
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, and
Whereas, the bylaws of the WGA state that part of our mission statement 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 6(?) successful CITO events in 2011 at a budgeted expence of $150,
Be it resolved that the WGA will host a CITO event on or about April 14th, 2012 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 or about April 21, 2012 in Appleton.
Be it further resolved that the WGA host a CITO event on May 5th, 2012 along the Wiouwash trail near Oshkosh.
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 – 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 2012 in locations that we have member support for placing a CITO.
Brian (BlackCat) brought up about the WGA and “Leave no Trace” we will ask Dave (Cache-no-trace) for more info on how the WGA can be more involved.
Fall Event Location:
It was decided to follow the “10 year anniversary” and hold our fall event at Pike Lake State Park. Date should be September 22. Jim and Rob will be Co-Chair for the event.
Annual Meeting./BOD feedback forum
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.
Limited Edition Geocoin Awards and Service Plaques
It was approved to purchase 3 service plaques for the out going board members Cheeto, DJ, and Justin.
It was also approved to award Limited Edition Geocoins to 2 members.
Motion for the above was made by Brian (BlackCat) and seconded by Renee, all present in favor.
WGA Property Storage
Currently most of the WGA property is being stored in the trailer, Pete currently has the trailer.
A outdoor fire pit was purchased for the Chili event, Motion was made by Ralph and second by Renee, to reimburse Pete for the purchase, all present were in favor.
Renee currently has the Download equipment, one computer, two-toned special edition geocoins plus a limited number of all past geocoins for historical purposes. .
Possible purchases for the 2012 fiscal year.
New Griddle
Portable Shelter
New Bins for trailer so all are same size to stack better
Nesco
Costs should be researched for the above.
2011 T-Shirt Report and Inventory
Currently we have 70 shirt of various sizes.
Best way to track WGA Assets
looking at a online program for this.
COTM Administrator
Rob will be taking over as admin for this year.
Cache Rescue/LCG administrator
Pete and Dave (Team Deejay) will again handle these for the 2012 year.
Online Contests
Brian (BlackCat) discussed about possibly having a trivia contest, photo contest, Easter egg contest; possibly quarterly. Ralph made a motion to have a Spring photo contest, from March to May time frame, with a $50 for prizes. Rob seconded motion all present were in favor.
LCG Event
A motion was made as follows, Ralph made motion Brian (BlackCat) second, all present in favor.
Whereas the WGA Lonely Cache Game has been successful in improving the geocache playing field for over 4 years, and whereas the first 2 annual LCG events were non-WGA events, and the past 2 LCG events were WGA events , and quite successful.
Be it resolved that the WGA sponsor the 5th annual LCG event in January of 2013. Be it further resolved that the event be held on or about Saturday, January 26th, 2013, at the Horicon Marsh International Education Center, between Horicon and Mayville.
Prize donations from the WGA will be decided at a later date.
Winter Event – Location
Check for possible locations, Renee will check the field house, now that the new addition is complete, BOD to check for other places and pricing to rent.
COTM
Discussion was brought up to post on Facebook to get more interest in the COTM. Post monthly winners and reminders to post your favorites. Brian will bring up in the forums.
West Bend Cache Bash
Committee Chair for the event is Mr. Greenthumb
Last year we had 2 Board members that are also on the committee, we will need to decide who will cover this.
Currently name tags for the Cache bash will work like previous WGA events, by using the preregister form on the website. If we purchase the single label printer, we may be able to produce on site if we have the manpower to print and laminate them.
Newsletters
We will try again this year to produce a quarterly newsletter. Rob will head this up.
Commercial Sales in the WGA forums
All BOD are to watch for commercial sales, and will be dealt with on a case by case basis.
Round Table Discussion
Brian (BlackCat) discussed about using Skype for Board meetings if needed.
Pete brought up about posting out of state events on our site, currently Barry is handling the events on the site has only been posting WI events, Mega events will be posted, and certain out of state events that might be of interest to our membership.
Pete also brought up that the WGA trailer does not have a spare tire, Ralph made a motion to purchase a spare tire, Barry seconded the motion, all present were in favor of the motion. Pete will purchase the tire, and it will be kept in the trailer.
Rob discussed holding a CITO in Sheboygan area.
Meeting was adjourned at 1:30pm
Minutes prepared by
Barry Butrymowicz
WGA BOD Secretary