BOD Minutes

2019 BOARD OF DIRECTORS MEETING

2019 WGA BOD Meeting

 

Saturday, February 23, 2019

McMillian Memorial Library

Wisconsin Rapids, WI

 

Attendees

Present: Dawn Children, Lois Stedman, Brian Zubowski, Aaron Wurster, Jim Peterson, Robert Hamblin, Rebecca Brinkmeier, Daniel Bednarek

Absent: Renee Vanselow

 

Agenda

 

Call to Order at 9:15 am by Dawn Children

Treasurer’s Report: The treasurer report was handed out by Dawn Children with a balance of $8,861.68

 

Election of New Officers: Prior to elections Renee was contacted via phone so she could cast her votes.

President:  Lois nominated Dawn, seconded by Renee. Dawn: excepted nomination. No other nominations all voted yes. Dawn will continue as President.

Vice President: Dan nominated Brian, Dawn nominated Lois, Aaron seconded both nominations and both accepted. In a close margin in the vote’s Brian wins 5-4. Brian is new Vice President.

Treasurer: Dawn nominated Jim, Lois seconded and Jim accepted. No other nominations and all voted yes. Jim is new Treasurer.

Secretary: Lois nominated Aaron Jim seconded and Aaron accepted. No other nominations and all voted yes. Aaron is new Secretary.

 

10:05 am break

 

10:15 am end of break

 

Changing all WGA Passwords: All passwords need to be changed for the new incoming BOD. Lois will head that up and will update when completed.

Committee Reports and Assignments:

 

  • Community Education Committee: Dawn and Renee will head up the committee  
  • Website Committee: Rebecca, Lois, Dawn with the help of Chris, Jon, and Amie
  • Historical posting: No access outside of the board. The current BOD or the event  committee will keep the current history up to date.
  • Social Media from the Website Committee: Aaron, Lois, and Rebecca on committee. Instagram password needs to be found to access account. Dawn needs to switch admins on the facebook page. We will run a 3 month trial on opening up to member posting on page with the board approval before it is published. (all hands on deck for this). Lois to update website events and Dawn updates events on facebook. Will be posting POTM on top of the facebook page.
  • WGA Newsletter: Rebecca, Bob, Aaron and Dawn committee members. Will continue mailchimp as newsletter software. We will continue the quarterly “big newsletter” as well as a new monthly newsletter which will be a smaller one but hopefully keeps the member base in tune with the WGA. Ideas are Member spotlights BOD first than will reach out to WGA members. Bob is making a template to assist on the articles.
  • WGA Webpage Articles: All members of BOD on board. We will try to keep it fresh.
  • WGA TB-Race: Brian is the BOD contact with lacknothing. We will continue as is with lacknothing doing an awesome job. Brian will be in contact with lacknothing.
  • Membership Committee: Jim, Dawn, and Bob committee members. Will continue on a 2 week rotation.
  • COTM Committee: Dan and Brian will be chairing. We will switch to doing 1 COTM for the state with a 2yr moratorium.
  • WGA Spring Campout: Bob and Dan chairing the event. The event will be held at Gov. Thompson SP on May 17-19th. Cache page needs to be done.
  • WGA Spring Campout Pancake Feed: Bob and Dan chairing same as #10
  • West Bend Cache Ba$h: All hands for the bash. Dawn and Brian will be contacts with Craig from the West Bend Chamber.
  • West Bend Cache Ba$h Pancake Breakfast: Bob,Jim(captain pancake),and Rebecca will chair this event.
  • WGA Fall Picnic: Dan and Bob chairs. It was decided it should be in NW quadrant. Will be held Sept 21.2019. Have to look for a venue.
  • WGA Winter Chili Feed: Ongoing planning. Discussions on location etc to be discussed at the monthly hangout discussions.
  • Support of Member Driven Events: As a group we need to reach out and get members involved with different areas of the events. Games serving cleanup. Any help is appreciated.
  • New Committee Suggestions: Dawn and Rebecca head up this. The annual GIF as official WGA event to be held at Horicon.
  • POTM Committee: Brian and Dawn chairs. Continue as is working great. Talk is to post winning photo to the top of the FB page.

 

 

12:00 pm Lunch

1:15pm Back from lunch

 

Special WGA Volunteer Updates: Bod felt Kelly king did a great job with the kids club and hopes she will continue to help. Dawn will be in contact with Kelly to see if she will continue to help out.

Maintenance of the WGA GeoArt: Jim with the help of reloader and tapmews will continue with maintenance of the geoart. Will continue as is.   

Cache Rescue/LCG administrator: Pete does not wish to continue with the LCG. Jim and Dan will chair and Dawn will still be contact with wiskid.

 

Events Map on the Webpage: WIP

 

Trustee: After much discussion it was BOD decision to stick with the bylaws and continue as the VP to maintain the assets of the WGA.

 

Hyperactivity:  Squirrel will continue.

 

Webmaster:  Chris, Jon, and Amie help with the website. Called Chris Stolte on the website and the different issues that was going on. Different issues included speed, different pages not loading properly. He stated we were running out of room and the api was issue. Chris suggested different way to fix the issues. We agreed to go to a webshare host. Not only we would have unlimited storage it would save the WGA money in long run. Chris estimated that a turn around of 3-6 months but no longer than a year. The website should not be down more than a couple days when the transition is ready. Different ideas brought up to change or modify to current and future website is a auto membership renewal, the newsletter sign up, and see when people have logged in to the website. We thanked Chris on his continued help. Call ended at 2:10pm.

 

Unfinished business

 

 

  • Distribution on older WGA geocoins in inventory: We will use them a door prizes at upcoming events to give members a chance for the great items.
  • Kidz Club: Aaron and Dawn will head this. Dawn will contact Kelly King to see if she will still help out.
  • When spending requires the need for a motion: Will continue business as usual.
  • Donations and Solicitations: Members will continue to work with event local businesses for donations.
  • Sales Kits for BOD: Members that take merchandise are responsible for items that they take and getting money to Jim.
  • Inventory tracking app to avoid hand count: Looking into a inventory app to keep track of inventory at point of sale. Looking into our current paypal system. Also looking into other possible POS systems.

 

 

New Business

 

 

  • Former BOD voting in the WGA elections even if they live out of state: No, according to the bylaws must reside in the state of Wisconsin.

 

 

2019 WGA Merchandise and Swag

 

 

  • Theme for 2019: Uniquely Wisconsin theme has been chosen.
  • BOD pathtags: As previous years, the BOD will buy pathtags to pass out at events at their own expense.
  • Geocoins: The WGA will purchase a limited supply of coins that will not exceed 100 coins.
  • Shirts/sweatshirts/hats:  Will let Renee lead but has to be done in a timely fashion to avoid extra fees. We have plenty of hats so just worry about shirts. Also other ideas were brought up to sell and raffle prizes.
  • Cachekinz: None to be ordered.
  • Candyman merchandise/WA stickers: WGA will look into other sources for bisons etc.
  • Information relevant to hosting events: We need to encourage members to volunteer to help with events. It is their WGA.
  • Look into a user-friendly storage bins for the WGA merchandise. Brian and Renee will head this up.
  • The WGA seems to be in good standing with the food server certs.

 

 

Other items of discussion.

 

Games: Skill vs chance

 

 

  • Donations are welcomed by anyone but there will not be any silent auctions at this time.
  • Dawn is in contact with a lawyer from Glendale to work out education on caches in their community.
  • Monthly meeting will still be on hangouts.
  • Email Chris on changes to the COTM
  • Buckhorn SP would like the WGA to have a event at their park. Will check out possible ideas.
  • WGA will continue business as usual until we get a budget established.
  • Dawn and Lois will send letters out to the SP trailbosses to thank them and to check if they are willing to continue helping.

 

 

Hack1of2 suggestions

 

 

  • Concerns about COTM and merchandise: We have changed up the COTM and will be working on updating the bookmarks. Always working on new exciting WGA merchandise.
  • WGA sponsored GSAK class/event: Moved idea onto the education committee to get member event in the works.
  • Photo albums: WIP
  • Host a geocaching 201 education day: Will move idea to education committee and get member involvement.
  • Making printable log sheets available: Already available.
  • Printable stash sheets: Already available.
  • Cache Labels: Already available.
  • Geocaching 101 powerpoint: Already available on flash but WIP for a downloadable file on website.
  • Wants to keep tabs of relationship with WDNR yearly: The WGA already has a strong working relationship with the WDNR. Dawn will work with Rebecca and her contacts to get more DNR contacts.
  • Pathtags: None board issue.
  • BOD needs to promote COTM better: NA
  • Facebook pages: WIP

 

 

Rest of the issues and concerns will be address at upcoming monthly meetings.

Meeting adjourned at 4:50pm