2016 Wisconsin Geocaching Association Annual Meeting/ Board of Directors Meeting
March 5, 2016
Marathon County Public Library, 300 1st Street, Wausau, WI 54403
Meeting called to order at 9:23 AM by Chris Walker.
Election of Officers
President – Chris Walker was voted in for a third term as president.
Vice President – Rebecca (Becca) Lillo was voted in for a second term as Vice President
Treasurer – Renee Vanseslow-Tapp was voted for an eighth term as Treasurer
Secretary – Linda Hobbs was voted in as Secretary
Board Members – Dawn Children, Michael Harris, Peter Quella, Jim Rudy, and Lois Stedman
9:45 WGA Committee Reports and Reviews:
Standing Committees Review: Outgoing chairs will update the new members. The entire BOD is on each committee. Along with other designated members who would be interested. “Engaged and Involved” will be this year’s mantra for the BOD. Committees will have delegated tasks from the President upon requests.
What is “appropriate” and “not appropriate” to comment on in different groups we all belong to since we need to keep non-partial. Is there an established protocol other than what is written in the bylaws? The reigning BOD has a very good insight based on their experiences. I would like hear examples and outcomes and/or decisions
Community Education Committee Chair: Jim Members: Renee, Rebecca
Michael and Becca will do a booth at the Cornell Adventure, WI as an event and they will do some community education. They would like to make this an official WGA Sponsored Geo 101 Event. Will have a class, hide some geocaches, presentation and ask the WGA to provide some trinkets, etc. Want an event to have people show up. Last year it was a flashmob and only 2 showed up.
Linda, with WGA member Fresia Stalker (Wandering Tracks), will be doing a Geo 101 presentation during the Chequamegon Bay Birding Festival, May 19, 2016, Ashland, WI
Members have been asking for a Geo 201, GSAK, Advance Puzzle Meet, and other avenues. Maybe have this up North as the other WGA Events are in the south this year. No decision was made on this.
Renee has a Geo 101 presentation (PowerPoint) which may be shared.
Website / Media Committee Chairman: Pete Members: Michael, Chris Members will be working with Brian and the new webmasters. WGA Facebook page is intended to post and direct readers back to the website. Basically the traffic is directed to the WGA website. Pictures are powerful tools. Sharing WGA info to other FB pages would be a good idea to get more views.
Brian will continue as Webmaster (Emeritus???).
Discussion about the Website: Improve the webpage to rebuild a few things to make it direct and visible instead of pull down menus, modules, etc. Discussion was to make it more user friendly from the WGA member feedback received.
Discussion about if there are job duties for the work needed for Webmaster/Needs to maintain the webpage. What skills are needed? PHP, Linux, MYSQL, WordPress, Hosting documents Is there a need to advertise for help with WordPress, knowledge for the website? Would an Honorarium for assistance be an idea to gain help? WGA Member Chris Stolte (MTCLMBR) (email shared with BOD) has expressed interest in assisting. Another person may also be interested, but the communication hasn’t followed through to completion. Will need to discuss this further.
Social Media Committee is part of the Website committee: The WGA Facebook (FB) page is set up as only a page, not set up as a group. Postings are put off to the side for the WGA page. WGA FB pages cannot be a group. Can there be a “chat” on the website? This could be explored further. Perhaps has another plug-in. Currently the FB page links back to the WGA website. The BOD all need to be posting as a part of our day. Important items should be included to the WGA forums, not just to FB. The secretary should be aware of items that could be posted.
Membership Committee Chair: Dawn Members Linda, Lois Growing WGA members is the goal. Approximately 700 people have come into the WGA. For every new member that signs up, gets sent an email to explain the WGA and its functions. Ideas for increasing membership should link back to the WGA Website. We need to verify that members need to be re-authorized. Ideas discussed were Stickies to the Facebook page? Group? Note: 2016 meeting members are: Currently at 691 in-state members, 57 out of state members
Review Last Year’s Business
Successes: The 2015 Fall Picnic stigma of going so far north was broken at Pattison Park. The State Park series was an additional incentive to come. Discussion was that caches for the Picnics and Campouts are critical for successful attendance.
GIFF Event held at Horicon Marsh facility was a success.
Train the trainer was not completed this past year. Renee has talked about doing a Geo201 and perhaps has a PowerPoint for this. Discussion was to update the files to the website and keep updating. Links to geocaching.com to the tutorials could be done.
WGA member volunteers: Asking them to help at events is good but they would need tasks. Nothing worse than getting volunteers to give up their free time and then have them get there, only to have nothing to do. All BOD members agreed this was very important.
WGA Historian– John Sudar to continue this work. (an email was sent 3/2/16 to the BOD on his work – Great Job!)
Events: Barry will continue
Hyperactivity: Squirrel will continue
Special WGA Volunteers Updates
Cache of the Month (COTM): Jim will be the Caretaker to send out the Winner links to artwork each month. Pete will work with Jim to get him started and as a backup. Discussion was brought up about maybe add a Cache of the Year? No decision was made on this.
Lonely Cache Game (LCG) and Cache Rescue: Awaiting a reply from Dave Secondino
Will DJ and Johnny Waypoint put the rescue missions in? Pocket queries will need to be sent to have the list updated. May need a map to show the rescue caches? Archived caches don’t show up on the GC map.
WGA Website Functions for the BOD were brought up. Several functions as an Admin were reviewed for the group as a whole using a projector of the computer screen. Each of the new BOD members will have to get into the site and explore to learn the functions.
12:00 Break to go find GC24A0W Harry Angstrom/Have lunch. Get back to work.
2016 Topics from Members
The Store – WGA Retail Items for Sale. Discuss ways to get purchased WGA merchandise to its members without them having to attend a WGA function. Open for members year-round. WGA currently has a PayPal account. Direct Sales could be set up. Use a Board of Director as a lead. Shipping was a concern in the past. Could have sales open for a limited time (before Christmas). Sell through State Park Associations, since they support the State Park Series. Make it easy to sell nominal items and are easy shipper. There are website needs to fleshed out with the store concept. Each BOD could have a “Packet/Kit” of small items to sell. If taking items to events, then ask ahead of time. Jim and Lois will tackle this idea.
Big Events for this Next Year -2016: Have a BIG hiking event.
BOD Map with the BOD Pictures.
Photo Albums: I think the photo albums are gone, too. There were individual albums as well as one maintained for WGA events.
Discuss creating a WGA Facebook Group Page. (John Sudar) Maybe a FB chat option?
New Design for shirts? New WGA shirt for WBCB 4-quadrant on front, WGA logo on back.
Michael has a good source for supplies. Just need ideas for a new design. Tracking Code shirts. Use the Geocoin design? Jim has a silkscreen machine for a small design.
New Geocoin: This would be 5 months into the making. A CacheKinz takes less time because it is a silkscreen. Dawn will research this. This is about a $1000 – 2000 investment. Becca has an idea and will send to Dawn. No dates on the coins? Pete had his WGA geocoins to show for design ideas. If this is brought along fast, it might be available for the West Bend Cache Ba$h.
Pathtags: Always have Pathtags offered on an ongoing basis. Use the same design as the Geocoin?
Have a BOD Pathtags (order for ourselves)?
Workshop Day of Geocaching Topics: GSAK, Geo101, Geo201, Puzzles, Train the Trainer
Internal County Seat Challenge. Find one seat cache for each letter the county starts with. (One from Winnebago, Waupaca,Walworth, etc.) EauClaire is the only “E” county so that would be a must have.
State Trail, Forest or Recreation Areas could be a new WGA series in the future.
WGA State Trail Clean-up Day (Ice Age Trail) CITO for each chapter of the trail.
Spell out WGA somewhere in the state. (TeamNorthwoods, labzone, sweetlife, MTCLMBR)
Waysides at WISDOT caches This has been brought up over several years. There were many dead ends on this issue in the past. If any member wants to champion this then go ahead. Liability for recreation activities at WISDOT sites is prohibitive, so this doesn’t look like it will go anywhere.
Work closely with the WDNR to protect the rights of individuals to geocache in the state. Short discussion, but nothing decided on.
GeoArt: Spell out WGA Across the middle of the State. Find about 5 people to do this together. (Labzone, Sweetlife, MTCLMBR, TeamNorthwoods, may be sources) Block outline letters
Passport for geocaching. Try this at a State Park? Educational Center?
Old website had the county stats/map. The new website is not supporting this.
Personal Milestones Module: The new website is using a forum for this. Milestones Recognition at the Campout and Picnic were discussed.
There also was a module that had lists of various caches (historical, etc.) that were started by individuals but never updated. It was an interesting one that caught my eye when I originally started caching but there was no way to access it to add to them or delete archived caches on it. The individuals that started the lists apparently didn’t keep up with it. I can see why it was discontinued…too bad. I like lists of especially good caches…maybe the WGA could create and maintain links on the website to WI caches with high favorite points???
What are the items we as the BOD should focus our time on in 2016? To be relevant, the WGA needs to keep fresh ideas and events coming. The success of the WGA SPS is evidence. Use the members: They are our support system. We cannot do all and it is a great way to groom new BOD.
- WGA New Geocoin – Dawn and Becca
- WGA GeoArt across the middle of the State – Michael and Jim
- Ways to hold a Seminar, Develop GSAK, Train the Trainer teachers and locations – Chris
Other Business Items
Trackable Race Updates – Dawn will send out updates.
Future of the WGA newsletter to the agenda. Becca will get help from Dawn and Lois for the newsletter. Topics are Organization News, Recap Events, Member Submissions, New BOD Member Highlights (4), and Events
The newsletter is sent out to 1500 recipients. The articles are usually posted to the website.
How to keep each other “Plugged in?” Short discussion, but nothing decided on.
Monthly meetings via Google Hangouts Video. This has worked well over the years and will continue.
Sundays nights at 7pm, 1st Sun. of the Month. First one is April 3rd Must have a Gmail account to participate. The Secretary will send out notices of these monthly mtgs.
The Hwy 10 WGA Highway sponsorship will be dropped to invest efforts in other CITOS or events.
Keeping the FB chat for “Chat” or notification of Website posts. Website needs to be work is captured and shared.
Lonely Cache Game (LCG) – HamFam would like some WGA prizes for the event. Dawn and Jim have several donations for prizes. WGA items will be donated for prizes.
Do we want to sell Advertisements on the WGA website? This will need a webmaster before this comes about. After discussion – no ads on website, due to our mission statement.
2016 Event Dates
May 1st, Geo101 being held at Cornell, WI – Becca and Michael WGA Mill Park Geocaching 101 http://coord.info/GC6CTP0
May 13-15 Spring Campout – Pinewoods Campground, Southern Kettle Moraine Forest http://coord.info/GC6CDZD
August 8th WGA Booth at the West Bend Cache Ba$h, Mega Event http://coord.info/GC65E0M
August 9th, WGA Pancake Event, West Bend, Regner Park
September 24, WGA Fall Picnic, Black River State Forest
For the WGA EVENTS Cache Page – go to the last one, change the dates, and post it.
Spring Campout – Pinewoods Campground, Southern Kettle Moraine Forest May 13-15,
http://coord.info/GC6CDZD Co-Chair – Becca and Lois
Discussion about encouraging people to attend the picnics and the Pancake Breakfast. Perhaps have more sausages? Kids eat free?
- 14 new caches for the campout, and several 8 stage Multis
- Event Cache Page – Chris http://coord.info/GC6CDZD
- Sat. Night caches – Becca, Michael, Jim
- Cache Page Pancake Breakfast May 15th – Pete
West Bend Cache Ba$h, Regner Park, West Bend, WI Aug. 12-13 http://coord.info/GC65E0M
Co-chairs: Chris and Dawn
Pancake Breakfast Aug. 14
- Kitchen crew (6-8)
- Table crew
- Event Cache Page – Pending
Fall Picnic Dates Sept. 17th or 24th (Southwest Quadrant)
Co-chair Michael and Linda
Top choices were Devils Lake State Park Shelter 1st choice, Black River State Forest Shelter 2nd choice
FINAL LOCATION AND DATE was made post meeting for Sept. 24th, Black River State Forest
Event Cache Page – Pending
Chili Feed Date: TBD
Co-chairs Renee, Pete, Jim
Lonely Cache Game Date: TBD
Chair TBD
The following Update of By-Laws need to resolve over the Forum post. Mostly of Officer Duties.
- Motion to officially change the bylaws that the address for our financials be changed to the address of the treasurer. Chris noted I do not believe this bylaw change was made.
- By Laws update: President, VP, Secretary, Treasurer
- What are the duties? Proposal for Pres and VP
- Discussion regarding changing the by-laws about requiring 2 signatures on all checks
- Needs removed. WGA debit cards, etc. make this unfeasible.
(Again notice of any bylaw changes need to be made known to the membership and allow for feedback)
These agenda items were not discussed:
- Need WGA trailer sticker for TB winner 2015 (sweetlife) and SP sticker
- Financial disclosure.
Meeting Adjourned at 4:30 PM