NEA 5/4/13 meeting minutes (1 Viewer)

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rain76king

Wicked Pissah Cruisah Haulah a NLC.
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Feb 3, 2008
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Location
South Shore, MA
Northeast Association of 4WD Clubs
Saturday May 4, 2013
Snowbound Club Winchendon MA
10am - 3 pm



Executive Officers: Brian Churchill, President; Jeremy Martineau, Vice-President, Scott Hatch, V-P Environmental Affairs


Delegates:
Pat Charron, Baystate Jeepers; Jason Ghelli, Cape Cod Jeep Club;
Mark Kosciukiewicz, Central CT 4 Wheelers; Tim Connors, Deep Woods Extreme; Ryan Schneider, Freedom Tail Riders; Caleb Sugarman, Green Mountain Crawlers, Mike Eastland, JonFund; Chip Redmond, Long Island Off Road; Tom Sotiridy Mass Krawlers; Paul Regish, New England 4Wheelers; Bob Butler, New England Jeepz; Mike Ciccolo, NEXterra; Eric Borgendale, Northeast Toyota Crawlers; Mike Largesse, North Woods Off Road; Eric Weybrant, Ocean State Jeepsters; Eric Lafrenais, Ronin Wheelers; John Price, South Shore Wheelers; Billy Watkins, Underground Jeeps; Robert Gatautis, USA Jeep Owners; Dan Molind, Vermont Jeep Association; Nick Janes, Western Mass 4x4; Bob O'Connell, Yankee Toys.

Guests: Eric Stenzel, Deep Woods Extreme; Pam Roumas, Jim Steele, Wendall Cameron, JonFund; Cody Soninski, Northeast Toyota Crawlers

Absent: Adirondack Jeep, Northeast Jeep, North East Willys Jeep Organization, Summit Crawlers


Meeting called to order by President at 10:12 am. Quorum was present.

Introductions were done by introducing person next to you, their club and user name on forum. (attendees given name tags).

Eric W. talked about and did a presentation about GIS systems; explained how to use. Eric noted that system allows one to access alot of information: landowner, property information, location, topo lines, boundaries. He did a visual demonstration of maps; showed features; topo overlay option. Eric will post the site on the forum. One can zoom in close and see ridges, streams, rocks.

John Price spoke about the We-Pay set up for Fall Crawl registration. The test went well. The system is all automated. Tickets are assigned; there will be driver's tickets, passenger tickets and child's ticket. Participants must present ticket at event check-in. Registrants will have 30 minutes to confirm their registration or it automatically re-sets.

Filling out the e-form will generate an email confirmation. There is a $2/3 service charge added to the registration that goes directly to We-Pay, the NEA does not benefit from that fee.
The system will keep track of trail status and once a trail is full, will reject the choice. You can go back to makes changes with your ticket ID #.

John will work on putting limited information on QR as We-Pay does not include any on theirs. The windshield sticker is water proof and easy to remove.

A paper option will be available but online registration is preferred. A few spaces on each trail will be held for a limited time for paper applications.

BC mentioned the pricing for Fall Crawl. On forum, most wanted the cost to stay the same. BC would still like to see a good profit and reduce waste.
The food option on the registration should help eliminate excess food.
Property owners agreed to reduce the user fee by $1000 in exchange for some concessions.
Present cost is $62. A cost increase is being looked at for the 2014 FC.
The raffle area of the event is all profit.

BC spoke about some sponsorship options:

Sponsor (base) - green - $250 cash or $500 in product includes one ticket to event plus name on back of t-shirt/pamphlet.

Bronze - $500 cash or $750 in products includes base sponsor items plus website ad, .25 page in calendar and newsletter mention.


Silver - $750 cash or $1000 in products includes bronze items plus additional FC ticket, larger calendar ad (1/2 p.) and plaque.

Gold - $1000 cash or $1500 in product includes silver items with a full page calendar page and trail name.

Platinum - $1500 cash or $2000 in product includes all of above plus 2 additional event passes and a sleeve ad.

Pat noted that t-shirt options and pricing is presently being discussed with Al at Advanced Print Technology. A beige color was being considered, but attendees suggested a gray color.

A motion was made by Scott to keep the cost of Fall Crawl the same ($62); 2nd by Bob B.
Adults pricing is for 12 and up; children under 12 would be $30.

Motion mended to $60 with registration fee being covered by participant.

Motion passed with majority vote, one abstain.
Motion was made by Tom S. to accept February minutes; 2nd by Eric.
Unanimous.

Treasurer's Report
Paul noted that dues rec'd have been deposited in bank.
The Land Acquisition Fund (LAF) balance is $33,554.96
As of 5/1 checking balance is $10,370.48
Maintenance Fund is the same, approx. $3,400.

Eric asked about the transfer of funds in the LAF. The November and February minutes were checked and there was a transfer motion made in Nov. Paul is pretty sure the transfer was made as he balanced out t the end of the year.

Bob B. inquired about the treasurer's assistant we were suppose to have for Paul. That did not seem to materialize; the main issue being in spring when Paul is mostly unavailable due to work load. Bob is willing to help as needed.

Eric asked for clarification of the dues invoice. Paul noted that in early January he asked the clubs for membership numbers. In February he emailed the amount due to the clubs.
Payment was due March 1.
Someone collecting numbers and sending invoices would be a big help to Paul.
Eric noted that this process seems too complicated.

This is delegate's responsibility - they should supply membership numbers and make sure payment is made by their treasurer.
If an invoice is needed, generate a club invoice.
Not up to treasurer or president - DELEGATE !!!
Dan M. felt that depending on one person could be problematic. If invoice is sent, done, payment due; not relying solely on delegate.
This is topic for later discussion.

Generating Sustainable Revenue


BC talked about going to Elias 4WD, spoke with Lou Kiklis about reconnecting to support the NEA.
We need sustainable income to maintain properties; we don't produce a product that generates continuous revenue. Fall Crawl is our only income and that is held once a year.

Suggestions: On-going income can be generated by an on-going raffle.
Ex. - buy a winch and sell online. $10 a ticket, sell 100 tickets then do the raffle. Proceeds = $1000 which would give us a net profit after deducting the cost of the winch; try to purchase the winch at cost.

Elias, Crown and Clayton could all factor into the concept.

Ideally, Brian would like to see $600-700 monthly.

BC and Bob B have visited Superwinch; BC also visited Crown.

Crown may be willing to do a rebate system to the NEA on products purchased by members.

BC will put in writing the outcome of his visits and submit them for review.

Paul mentioned that continuous raffle do go stale after awhile. BC is looking at a national raffle. We should go for it and modify as necessary.
A big ticket item, like a Jeep, has a high ticket price; BC prefers it simple and small to start.
Discussion included pros and cons of a continuous raffle; how and where to advertise/promote. Don't want too much, too fast, too soon. Noted that Tread Lightly! does national auctions. Regional, national, global.
We-Pay allows raffles - some sites don't allow.
It was noted that having land involves taxes, maintenance and management - how can we buy property if we don't have the above plus a sustainable revenue? We have access to land now and we don't necessarily management/maintain as we should.

Financial Committee

Eric reviewed financial policies based on previous discussions and motions. Four key points were: 1) budgets 2) cash receipts 3) reimbursements 4) debit cards

Paul felt the points were good, he would like to see some responsibility with handling cash.
No suggestions for how to work without being heavy handed.
Possibility is to have two responsible people at events, both to count, witness and sign-off on amount.

Pat suggested putting a form on the forum that could be printed out prior to an event and used by persons handling money for recording amount and verification signatures. Form would be kept at least until the deposit is verify by treasurer.
Topic was tabled to discuss and vote online with regards to wording for responsibility with cash.

Mission Statement
Scott noted that mission statement was compiled by a group of people when Association was first formed.

Education aspect on a state level would include writing to representatives and introduction oneself.
In New Hampshire we sit with various state reps and officials including the State Trails Advisory Committee (STAC); anyone can sit in at STAC.
In Massachusetts there is the Mass Recreational Trail Advocacy Board MARTAB).
In Vermont, the Trails and Greenway Council.
In Rhode Island = RI Trails Advisory Committee.

In order to review funding, states need to have these boards. You do not need to be a member of the advisory board in order to receive funds.

Lunch break hosted by JonFund. 12:25 to 1 pm.

Educational trailer, that is well under utilized, is presently at Paul Regish's in Hadley, MA.
What is in it for educational materials? It is believed that there is not much educational inventory, maybe some Tread Lightly! items.
NEA tri-fold pamphlets reprinted???

Suggestions: - contact town councilors or selectman
- get involved in a parade (throw candy)
- car show
- touch a truck with big rigs/equipment

We need an educational person; we need manpower; we need volunteers !!!

Events should be club level supported by the NEA.
Paul feels we should start now with a hard list/ target list of events.

Possibilities: CC4W Races
Go Topless Day
Great American Jeep Rally
Molly Bish Ride

Pam suggested a 101/swap meet on a local bases.
Options would be Jeep dealers, Elias, Crown and/or Clayton.



Land

Scott noted that, generally, due to not alot of snow this past winter, extreme fire danger in NE and he suggests no smoking on trails, no throwing butts out of windows.

Specifically, the NEA needs volunteers in leadership positions. Scott is not planning on doing everything - people need to step up. Members need to accept responsibility for properties.

Massachusetts

Gremlin Graveyard recently received a clean up by Western Mass 4x4 of brush, they also cleared some trails.

Summit - Jay lost the key to the gate so a combination lock will to used with the key lock (owner has key). Some re-routing was done, however, some work still needed; bridge is in great shape.

MaBell received a small clean up, nothing new to report; remember to turn around at the peak - do not descend and come back up. Owner of this property is Russell Poleroy.

No report for Old Florida Road.


Vermont

Vermont Off Road Association (VORA) received a grant from Yamaha for assessing trail damage done by storms.
There is 250 acres available in Rutland for wheeling.

BC will be in Maine with the Western Maine Mt Jeepers on June 1 for their invitational. VJA is inviting WMMJ to run Moose Mt.

No reports for Rhode Island, Connecticut, Maine.

All work should be documented for use in showing what we do. We forget the importance of that.


New Hampshire

Field & Forest new owners are Bob and Liza Siwinski; Scott Dollard is land manager.

Swanzye website was down; need someone as a liaison with LMFT (Little Monadnock Family Trails). Bob O'Connell of Yankee Toys has some background and is acquainted with Rick Smith, property manager.

Eric noted that there is a club with "Monadnock" as part of their name, but not affiliated with LMFT. Several attendees were aware of club.

Carnage owner is Sherri Smythe.

May 19 = maintenance at Carnage on perimeter trail by river and mud section.

Moose Mt restriction should left on June 1.
VJA has volunteered to maintain the Moose Mt property. Planning on June 8th for a full day of trail work; meeting at the Blackwater Restaurant. BC will follow up with parking at store. Paul asked about possibility of improving road to landing; maybe get grants to help that that.

Jericho Mt. State Park
NH House Bill 348 passed the state Senate, as of 5/4 no word if Governor has signed yet. North Woods Off-Road will be the managing club. Scott will be attending meeting with NWOR.
Expiration date on when works needs to be completed is three (3) years from when the law passes.
Scott noted that this is significant for our sport! He recognized the work that Mike and Mark of NWOR put into getting this bill passed. The Association will help the club co-ordinate process and grants. Chris Gamache is the trail bureau contact.
The question was asked if there are any concerns with full rigs and ATVs/ Scott said that for now, they will be using separate trails.

Cowls Property Update

Cowls' V-P of Forestry did not follow up with Eric so he re-contacted Cinda - the option is still on the table. Cinda has become involved with Mass Conservation folks, which could be a great opportunity for us.


Mark Shea attended the MARTAB that was taking place the same time as the NEA meeting. Eric will touch base with Mark for an update from that meeting.

We need folks to step up and help.


Land Acquisition

Things to consider: - Money to pay for property
- Man power
- Insurance
- Government/Landowners

BC discussed each of the above. Number 4 involves Public Relations and People !!
As a group, we discuss alot, but we don't go forward.
Bob O'C noted that he sees the same people at meetings and events which can lead to burnout; we need to expand membership to have new volunteers.

We are not in a property crisis - we have plenty of property access. Josh Schwald is looking into Property Usage Potential VS Property Usage Actual.

Mike E noted the involvement of property ownership; it can become consuming - it is a BIG commitment.

We should compile a list of current properties to see what needs management.


Open Forum

Mark K. handed out the CC4W race schedule for the 2013 season and noted some of the changes and new things for this y ear. They can always use volunteers on the event date.

Ocean State Jeepers reminded folks about Go Topless Day taking place on May 18th on Monson MA at the Quabog Riders Hill Climbs site. There will be trail rides, the hill climb will be available and some great raffles.

OSJ have partnered with Bach Jeep dealer in N. Kingston. There is 40 acres behind the dealership and the intent is to offer trail rides, 101s and invite legislators.

A second pig roast is scheduled for September or October on the Blackstone, MA area.

Motion to adjourn was made and second. 2:18 pm
 

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