WILDERNESS TREKKERS
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES

DATE: May 31, 2011

TIME: Call to order – 7:17PM

PRESENT: Clark Getz, Micheal Shugg, Jim Douglas, Shelley Claudin, Ann Marshall (Membership - Ocala)

ABSENT: Rich Miller, Ken Knapton, Lee Simmons (Past Pres.)

Discussion: It was stated that no one replied to the emails sent out asking for the position of club President to be filled.
The question was asked if any present board member wanted to be club President, there were no takers from those present.

Motion: Since there is a requirement that the Not-for-Profit Organization retain a president to continue in its existence, not to mention, the required leaderhip necessary to keep the club going, Michael proposed that the Wilderness Trekker organization be dissolved. Within discussion, Shelley recommended that the motion be amended to remove dissolved and state that the club "go inactive". It would remain in an inactive state until February 1, 2012; and that Shelley would remain as the Treasurer for that remaining period no longer than March 1, 2012 so checks could be written, at which time all the monies would have been distributed and the account balance is zero. There was a 5 to zero vote in favor.

Discussion: By leaving the club in an "inactive" state, if another board wanted to form from former members, they could assume the name, web domain, and existing by-laws, applicable only to Florida. They could have access to names and addresses of the active roster, but nothing else from the membership roster since some members requested information remain private. The web domain is good until about November 2011 and the Service Provider is good until about March, 2012.

Treasurer's Report: There is $3032 in the account with an outstanding check of about $109 debit, there will be a $250 tax fee before the end of the fiscal year, there is an insurance check refund due us yet, and there will be postage associated with forthcoming membership refunds.

Motion: That all members, new or renewed, that sent their application form received by membership on January 1, 2011 and forward from that date would receive a full refund to be mailed out toward the last of June. There was a 5 to zero vote in favor

Motion: That all remaining funds in the treasury, estimated to be between $1200 and $1800, be given to a project that promotes use or access to hiking, paddling, or mountain biking on government lands. We want the monies to go to a specific project that is underway or proposed or to be proposed by any organization that seeks to make such improvements. The motion explicitly leaves open and non-specific, until June 25th, at which time the board will vote on specific project(s) brought forth and voted on at that time. There was a 5 to zero vote in favor.

Motion: That monies for a pavilion rental for a single day at Kelly Park (Rock Springs) be set aside for a September 24th or 25th cover dish bash where all Wilderness Trekkers, active and inactive, can come in a final event to gather as friends and re-union one last time. The club will not need provide any additional funds for this event and there is no fee to the membership to come to the event other than park entrance fee. There was a 5 to zero vote in favor.

Discussion: Clark will immediately pare down the web site leaving pages and content that show the existence of the club such as trip reports, prior calendars, gear list and history. The main page will inform the viewer the status of the organization. It will continue to contain and be maintained with events associated with other organization (e.g. Paddler's Rendezvous) and links to other clubs in the area. The main page can be updated by former members sending an email to Clark Getz about prospective notices that other former members might take an interest including links to other clubs. The message board and active.com will be disabled.

WILDERNESS TREKKERS
BOARD OF DIRECTORS OFFICIAL EMAIL VOTE

Clark Getz made this proposal via email and with all board members responding, it was unaminously passed: Permit the Wilderness Trekkers to utilize their funds to pay for the Event Host appreciation lunch being held March 6th, and that the expenditure is no more than $11 per person. This proposal is made in light of the change in insurance premiums being reduced significantly. Currently we have 6 people confirmed. The enrollment may grow to 12.

You can vote Yes, No, or No with a change to the basic proposal for which may become the new proposal if this proposal is voted down.

WILDERNESS TREKKERS
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES

DATE: Feb 8, 2011

TIME: Call to order – 7:00PM

PRESENT: Clark Getz, Bob Lyle, Rich Miller, Ken Knapton, Micheal Shugg, Jim Douglas
ABSENT: Ann Marshall (Membership - Ocala), Shelly Claudin, Lee Simmons (Past Pres.)

PRE-MEETING VOTE: Shelley could not make this meeting, but she did conclude some business with a new insurance agent. The board voted to switch carriers, via emails, with a unanimous YES votes.

DISCUSSION:

Insurance Report, Shelly has made the arrangement and secured a binder for new insurane, the annual cost will be approximately $ 820.00 per year, a 66% reduction from the previous policy. Shelly expects to have the actual policy soon, but was assured by the underwriter that it would cover all of the WT activities, the BOD members and the Hosts.

Treasurers Report, Balance as of 2-8-2011 = 3,005.00,
    Outstanding Checks and unpaid invoices = $820.00
    Available Funds = 2,185.00
Shelly anticipates we will get a small refund from the current policy once it is cancelled

Membership. Clark indicated we have about 130 paid memberships which includes both individual and family memberships

Host Leadership Training Event, Michael has currently scheduled the Host Leadership Training event for current and potential Hosts for Sunday March 6 . He has received about 6 RSVP's to the functionso far. Clark suggested that since the treasury report was much improved due to the lower insurance rate that the WT pay for the food served at the Host event. He will organize an email vote this week

General Discussion,
– It was suggested that we try to schedule more short paddle events in local lakes. Something that would only take a couple of hours and could be done in a ½ day. Something like lake Conway or one of the other lake chains.

– Clark stated that he had recently made a number of personal calls to current menbers, Many of whom were outside the Cental Fl Area. He said the respons was very positive that the appreciated the personal touch.

– Jim suggested we ut together a brief email survey to send out to try and get feed back about what the members would like to see happening with the club and the type of activiteis the prefer

– Rich suggested we modify the Message board so it could send out an email burst message to themembers whenever someone puts a post on the board

– Michael and Ken both thought we should start having regular scheduled meeting for the all of the members, it could help develop more of a social aspect to the club. Rich suggested we have speakers at these meeting to also promote the activities of the Club. It was thought by all tha we could probably get the use of some local restaurants meeting room,provided we could promis them some F&B revenue.

– Ken suggested that we get each of the BOD Members to pick a Local sporting goods store and then try to develop a personal relationship with themanager and staff, get to know them and get them to promote the club to its customers.

– Bob suggested we might offer the Stores that promote the clug the ability to give coupons for free WT memberships to customers who buy kayaks, canoes or bikes from them. This would not really cost the club anything, but would give the stors a marketing tool and also help get us some new members

– Michael stated that part of the problem with the club was that it did not have a clear image of what its Mission and Goals are. He said that we should try to beter defin these and the revise the collateral material and possible the Logo to better represent them.

– All present agreed that we should try to build a better social network among the member, to try and get more of them to know each other. It was thought that this might help improve the participation in the trips activities.

– Ken, Rich and Jim said they would look into possible changes to the Logo, possible loose the hikers and add a bike and a kayak.

Meeting Adjourned – 8:20 PM

WILDERNESS TREKKERS
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES

DATE: Jan 10, 2011

TIME: Never had a call to order since there was no quorum.

PRESENT: Clark Getz, Shelly Claudin
ABSENT: Ann Marshall (Membership - Ocala), Bob Lyle, Rich Miller, Ken Knapton, Micheal Shugg, Jim Douglas, Lee Simmons (Past Pres.)

DISCUSSION:
Shelley and Clark discussed club origins and issues with respect to rules that the Wilderness Trekkers have in their By-Laws or else where. No rules have been added was the conclusion.

WILDERNESS TREKKERS
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES

DATE: Dec 2, 2010

TIME: Call to order – 7:00 PM

PRESENT: Clark Getz, Rich Miller, Shelly Claudin, Ken Knapton, Micheal Shugg
ABSENT: Activities Director in transition, Ann Marshall (Membership - Ocala), Lee Simmons (Past Pres.)

DISCUSSION:

1 Treasury Report:   From 10/30/10 - 11/30/10     Start Balance: $2648
    Credits: $637  (Annual Gathering & Memberships)
    Debits: $400   (Annual Gathering)
    Balance: $2885

2. Activities Director - Curtis Gashlin wishes to make vacant his position as Activities Director because of other commitments that consume his time. Clark has had discussions with Curtis over the course of a couple of calendar periods by which Curtis feels he cannot at this time devote the effort to the time-critical nature of the task. Clark has since asked and received acceptance of this position from Jim Douglas. The duties, responsibilities and time-critical details of the task are well documented on-line under the board of directors listing and Jim agreed that the position is acceptable to him. With Clark's nomination, the present and quorum board voted positive for Jim's acceptance as Activities Director

3. Patrick Toland as Mountain Bike Host - Patrick would like to be a Mountain Bike host. He is planning a mid-December event. A current host will support him. He will be co-host. The broad is in full support of Patrick's goal and will continue to support him in his hosting and are appreciative of his leadership in this growing area of the club.

4. Host Appreciation Gathering, Lunch, Knowledge and Experience Exchange - Michael Shugg has put together an Outline for Event Host Training and Knowledge Exchange. This event is to be held on Sunday January 30th with lunch provided by Bubbaloos Bar-B-Q and will be held at Lake Mills Park. The purpose is to provide a format for host discussion, exchange of ideas and to review an outline of all possible considerations in planning and executing an event. We hope to have all event hosts attend as each person has experiences and lessons learned that can be discussed and would be food for thought for newer WT members. Michael is going to write up an invitation and email it to Clark who will print and U.S. mail to the Event Hosts. The plan is to get the letter out by mid December.

5. Insurance - Shelley says the current agent is coming up empty on insurers, but still has a couple of underwritters that have not returned an answer.

Adjourned – 8:05 PM Next Meeting: 1/11/2011

WILDERNESS TREKKERS
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES

DATE: Oct 12, 2010

TIME: Call to order – 7:05 PM

PRESENT: Clark Getz, Rich Miller, Curt Gashlin, Shelly Claudin ,Bob Lyle, Ken Knapton, Micheal Shugg, Gil Hidalgo, Mary Bruce (dropped in) ABSENT: None

DISCUSSION:

1 On-Line Registration; Clark Getz provided an update to the use of Active.com on-line registration service. He re-iterated it does not cost the club to keep the service, there is not begin or end duration associated with this service. The service simply gets a cut from every registration that is made on-line. They take their cut as part of the collection process and pass us on a check twice a month for the remaining proceeds collected. However, he further went on to say that this service is NOT a club membership service, it is an event service. So each time a person registers, they are registering for a single event and there is no such thing as a termination date or expiration date associated with the registration. As such the service does none of the expected and explained features of being able to provide membership expiration notices and dues due. This service will continue to be in effect since it still might serve the purpose of providing instant membership signup for some folks. Clark Getz might work on a Wilderness Trekker home grown on-line registration with money collection via Google checkout, but this has to be made available before the middle of February when the March expiration notices get sent out.

2. Annual Gathering - The rest of the meeting was to discuss the actions and assignments of the tasks to ready and perform the Annual Gathering. Clark walked the list of the 2009 duty outlilne and for the most part Event Host are aleady assigned, Gil and Mary would work on getting door prizes, Shelley would bring projector and computer for slide show, Bob would take care of the coffee and Clark would either assign at the door "duties" or just do them. There was no money allocated at this meeting for expenditures. We agreed that the Host Appreciation Cake would continue and that the 40 to 50 dollar cost would be covered by the AG registration costs. It was asked if there was any desired to purchase host items as part of the appreciation, but it was discussed that it would take away from the profits of the event that might be required for insurance due in March.

3. Social Day - in September at County Park on Wekiva River, was very successful Should try to do something like this every couple of months.

4. Christmas Party - December 11 at Clarks House

5. Treasurers Report - balance as of 10/11/2012 is $2,333

6. Insurance - Shelly said she had spoken to the Ins Carrier and tha he was unable to find anyone who wrote the kind of ins we needed. She indicated he was not sure we were covered for out hosts, she is trying to get a decision from the agent.

Adjourned – 8:20 PM Next Meeting: 11/12/10

WILDERNESS TREKKERS
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES

DATE: Aug 10, 2010

TIME: Call to order – 7:05 PM

PRESENT: Clark Getz, Rich Miller, Curt ,Shelly ,Bob Lyle, Ken Knapton, Ann present via phone
ABSENT: Michael Schuggs, , Gil Hidalgo

DISCUSSION:

1 On-Line Registration; Clark presented the updated information regarding the Active.Com on line registration process, the cost works out to $2.60 for individual and $3.20 for family membership processed via the on line software program service. There are no set up costs, and they can use our form.
A motion was made and seconded to begin using the on-line service;
Shelly abstained, all others approved, the motion was passed

2. Membership: S- New Members 4 singles, 3 couples
New memberships appear to be coming in at about 2-3 per week last years membership was 182,this year membership to date is down to 100
It was suggested that we call those who have not renewed personally, Clark said he would compile a list and send it for the board members to review. Names con be picked for call.

3 New Member Orientation: - New member orientation will be Saturday August 28 at Big Tree Park, the typical agenda will be followed. There will be a short hike to follow, Clark will sent an e-mail to the new members.

4. History Page: It was noted that the History page was difficult to locate, it was agreed that the link should be moved to the front page.
Shelly will provide Clark with a list of the past Officers

5. WT – Social Event September 18: - Social will at Wilson Landing Park in Seminole County
- There will be several activities offered, Biking, Hiking, Paddle
- After the activities, there will be a short Social Event in a small pavilion on site, it will be a pot luck, with hot dogs etc.

6. Nantahala Outdoor Center Guest Appreciation:
- The NOC has an annual Guest Appreciation activity, this year it is September 24-26, Clark and Rich will offer this trip on the Website for anyone who wants to go.

7. Host Training:
It was agreed that this discussion would be postponed until Michael Schuggs was present.

8. Pavilion at Silver River:
Clark noted that the cost for the pavilion was up to $79.00 for this year.

9. Insurance Cost;
Bob noted that the coverage amount of 2M was pretty high and that a premium reduction could most likely be obtained if we reduced the amount to 1M on less.
- Rich presented a policy Quote that was much lower that that received from our current provider.
Clark offered to call to get more detail and to check to see if there was any difference between the meaning of the terms “Non-Profit” and “Not For Profit”. Once this info. Was obtained, the Board could decide if it should cxl the current policy and obtain a new one.

Adjourned – 8:15 PM Next Meeting: 9/14/10

WILDERNESS TREKKERS
BOARD OF DIRECTORS MEETING
OFFICIAL MINUTES

DATE: July 5, 2010

TIME: Call to order – 6:30 PM

PRESENT: Clark Getz, Rich Miller, Ken Knapton, Shelly Claudin, Bob Lyle Jim Fox - potential host
ABSENT: Michael Schuggs, Curtis Gashlin, Gil Hidalgo

DISCUSSION:

1 Annual Gathering: Proposed date Nov 5,6,7, 2010, May need to be rescheduled till Nov.12-14 - Rock Springs was discussed again, they have the Pavilion, and group camp area as well as biking, hiking, kayaking close bu and the swimming area. Shelly motioned to moe on with this site, second by Bob, All were in favor. - Bob will talk to OC Parks and Rec Mgr reserving camp sites/pavillion prior to September
-Meal Schedule was discussed, with decision to be
-Friday night usualy Pot Luck dinner
-Sat Nite Catered dinner
-Sat and Sunday - Pancakes, Bacon and Sausage prepared by volunteers
- There was discussion of several possible revenue sources during the AG;
-Staggered registration fee- $5 extra for anyone who registers after cut off date
-Silent Auction for donated Items
-50/50 raffle

2. Treasury Report; Shelly distributed the Balance sheet;
-Current balance on hand is $2,432.27 as of 6/30/2010
- this dangerously low, and it was discuddes that we need to look very hard for ways to bring in some additional revenue, as the potential exists for a budget deficit, if we do not increase revenue or cut expenses.
- It was recommended that we raise the cost for WT merchandize by $1-2, we currently sell the items basically for cost, we should try to get a little profit

3 Travel Country Outdoor - Outstanding payments Rich indicated he had not had a chance to talt to the mgr at TCO. He als mentioned that it might be difficult for him to approach him as he was now distributing a competitive line of kayaking equipment. It was decided that he could negotiate for TCO to renew its adv. On the website foranything at or above $250.
Rich also is going to try to find out when TCO will be having special events that we might be able to set up a table at to try and promote WT to his customers. Clark said he would check with one of the other outdoor equipment retail outlets

4. Membership: Only about 100 currently paid memberships, Received 2 renewals and 3 new memberships since last month.
We need to work on getting the membership numbers up inorder to help with the budget number Clark brought p that the new member letter was wofully out of date, he said he will do some work on updating the new member welcome letter and send it our via email for review and approval

Jim Fox was introduced as a potential new Host. He has extensive experience with the Boy Scouts, he does a lot of hiking and back pack camping with them,he has also done several hikes with lynn and Kurth.
He will try to get a recommendation from them, Ken also said he would sponsor him on a couple of trips so he can meet the qualifications.

5. Liability Waiver -The revised Liability waiver was presented and discussed, after some discussion, it was felt that it would work well with minor revision to to the second paragraph.
Motion to accept by Shelly, second by Bob, All in favor
-the insurance policy was brought up an nop one has seen it as yet, Shelly will bring it to the next meeting

6. On line registration and renewal;
- Clark presented info showing that the process would be much more convenient and would allow instant registration from the website.
- Clark will gather more info and present it to the board via email so it can be voted on prior to the next meeting

7. Meeting Schedule;
-Ken suggested that we should attempt to meet more ofter for the forseeable future. All agreed and it was decided that the BOD would meet monthly until further notice. Next meeting will be Aug 10
-Possible new meeting site will be the Golden Corral on 436 at Michigan Street

8.New Member Event for the Fall:
-it was again discussed that we should have some sort of Quarterly social event.
-Ken said he would try to organize something for September


Adjourned – 9:15 PM Next Meeting: Date open

WILDERNESS TREKKERS BOARD OF DIRECTORS MEETING OFFICIAL MINUTES

DATE: May 11, 2010

TIME: Call to order – 7:05PM

PRESENT: Clark Getz, Curtis Gashlin, Marcy Kallenberger, Joan Landon, Ken Knapton, Michael Schuggs, Bob Lyle, Michael Shugg, Rich Miller

ABSENT: Shelly Claudin, Lee Simmons, Gil Hidalgo

DISCUSSION:

1 Spring Gathering May 15, 2010
Discussion of activities, Clark said he did not have any specific agenda planned, expected it to be mostly a social event for members to get to know each other for an hour or so, and then have have the vote for officers. Once the vote is finished, the groups can break up for various activities:
Michael Shuggs is taking a group on a paddel of the Econ should be 8-9 miles
Lynn is planning a hike of the Little Big Econ
Rich MIller is to lead a bike ride scheduled either on or off road which ever is the most wanted
Clark mentioned that there were still several possitions on the board that did not have anyone to take on; Membership does not have a definite taker, one volunteer (Anne Marshall) but will not able to attend meetings due to distance from Orlando. Discussed possibly having 2 to handle it, but also discussed allowing Anne to attend via phone from home.
Special Activities is also open, mostly handles the annual gathering coordination

2. Annual Gathering: Proposed date Nov 5,6,7, 2010
- Clark stated that there had not been any plannig started for the AG as yet, and indicated that we needed to get going very soon. By Mid June so it can be published and plans can be started
- It was presented by Clark that we had been to the same spot for several years and that it might be nice to try another site possibly closer to the center of the state, which might make it easier for us to get better participation.
- Joan mentioned the Baptist Campground
- Clark suggested possibly Hontoon Island
- Ken suggested Wekival Falls
- Clark said he would ask Lee to look into River Forest and see if the renovations were done yet
All were asked to check on possible sites and report back via email.

3.Travel Country Outdoor - Outstanding payments
Rich brought up that Shelly had said that TCO had not paid for its website add for the past several years. It appears that we had not invoiced them so no payment was received.
There was discussion about submitting an invoice for the previous years payments and Rich pointed out the TCO was not having the best of years due to the ecomomy and that we might loose a supporter if we pressed for the previous years payments ($1,000). After some discussion it was recommended to the group that Rich might want to talk to the Owner with the tack that we were going to forgive the past payments and stry to negotiate for him to continue paying for the Web adv. and see what he was willing to pay.
Rich also is going to try to find out when TCO will be having special events that we might be able to set up a table at to try and promote WT to his customers

4. Host Training Michael presented a draft for the leadership traiing program, several copies were given out so they could be review by the BD and possible suggestions made at the next meeting. It was suggested that we might schedule several Host Trainig sessions per year. The sessions could be on a sat/sunday with a campout etc. the sessions could spend Sat on classroom and Sunday on practical application. This will be discussed in more depth next meeting.

5. Membership: Still have a number of old members that have not paid dues, only about 83 are currently paid several present admitted to being overdue. Clark brough up the possibility of signing up for an on line service that would handle membership, dues and also payment for tha annual gathering. Clark submitted that Google provied the service for about $1.50 per transaction. All felt that this was a very good possibly way to handle the collection of dues from new and old memberers and also for the Annual Gathering.

6. WT History Rich asked it it would be appropriate for the website to contain something about the Lippies and their contribution to the founding a development of the Wilderness Trekkers as an organization. Clark mentioned that he was working on just that and that he would send a link to the proposed draft, that he was thinking of adding to the website.

6. Inter-club web link sharing Clark asked how the group felt about putting links to other groups similar to WT on the website, he pointed out that it would be a way of getting our name out to others and might promote us to possible new members that we might not otherwise see.

Adjourned – 8:26 PM Next Meeting: Date open

After the formal meeting it was mentioned that we might want to start having the meetings at a location more centrally located for the new members of the BOD. Clark asked for recommendations to be presented before the next meeting, so an online vote could be made.

Wilderness Trekker E-Mail Proposal and Vote by the board - March 16th, 2010

Clark Getz proposes "that the WT board provide $50 toward the purchase of a photo album that contains 2009 event pictures. This would be similar to the 2008 hardbound album of about 22 pages. The purpose of the photo album is to be used for membership enjoyment, new member promotional props and club historical records."

The following persons weighed in on the proposal, Clark Getz, Lee Simmons, Ken Knapton, Joan Landon, Marcy Kallenburger, Bob Lyle and Rich Miller. All votes were YES for the proposal. Shelley Claudin and Don Chihak did not weigh in on the topic when the majority vote was tallied.

DATE: March 9, 2010 TIME: Call to order – 7:05PM

PRESENT: Lee Simmons, Clark Getz, Joan Landon, Marcia Ken Knapton, Gil Hidalgo, Bob Lyle

ABSENT: Shelly Claudin, Don Chiak

DISCUSSION:

1. Insurance,
-The question was asked if the insurance was now active, Lee indicated that it was.
-There was discussion among those present regarding the increased cost, Ken suggested that if we had a formal eduction program for the hosts that could be presented to our carrier that it might be possible to get he premium lowered.
-Bob will try to get the contact info from Shelly when she returns, so he can contact the carrier to see if there were any programs that they could suggest to get the premium reduced.
-it was also suggested that Michael Shugg should check the policy to see if it had any restriction relating to the various trips, such as biking, kayaking etc.
-Lee was to ask michael to put together a list of training points for hosts of the various biking, hiking and kayak trips.

2. Outstanding sales tax penalty
-Lee stated that he penalty had been an issue for 4-5 years, that it resulted in a delay in filing that happened due to a delay in transfer of records during a change in members on the board.
-Bob indicated that we needed to get the letters from the state so the we could see exactly what the state wanted. He will ask Shelly to send him copies so that he can look them over and try to see if there was any statuatory was to get out of paying the penalty.

3. Upcoming Elections
-Ken recommended Kurt Gasklin for the position og Activities Coordinator, clark said he would contact him to discuss.
-Marcia sadi she would contact Sue Boardman about the positions ofSpecial Activities Coordinator
-Clark said the if the insurance issue could be handled that he would consisider accepting the nomination for President, if Lee did not run again.

4. Membership:
-Current membership is 177
-Marcia and Joa are having trouble with the software for the mail out for the membership renewal forms, but will try to get the forms in the mail by 3/15.
-There was discussion that we needed to work harder at expanding the presence at related functions in order to attract new member so that we bring in enough revenue from dues to cover the increased insurance and other expenses.

5. Spring Gathering:
-Spring gathering is set for May 15
-Clark suggested we try a new location this year, he will send out suggestions via email

Adjourned – 8:15 PM
Next Meeting: May 11, 2010

Wilderness Trekker E-Mail Proposal and Vote by the board - February 22th, 2010

After reviewing both the increase in insurance costs and the prior year's club expenditures, Clark Getz put forth a proposal to all current WT Board members for an immediate vote. The immediacy of the vote was because annual membership notices needed to be sent to the total club membership within days, and a "dues amount" needed to be part of that notification. The proposal simply states "that the WT start charging $20 per person and $30 per family". The E-mail notice further said that "Since we can't communicate interactively, we will have to skip the "second" the motion and the discussion portion and just vote Yes or No."

The follow persons weighed in on the proposal, Clark Getz, Lee Simmons, Shelley Claudin, Ken Knapton, Joan Landon, Marcy Kallenburger, Bob Lyle and Don Cihak. The vote was a unanimous YES for the proposal.

The on-line application form was changed on February 25th, 2010

Wilderness Trekker Board Meeting - January 12th, 2010

Attendence: Gil Hidalgo, Joan Landon, Ken Knapton, Lee Simmons, Don Cihak, Clark Getz

Quorum: Pres - Y, VP - X, Treas - N, Sec - N, Activities - Y, Education - Y, Special Event - X, Membership - Y - Hence 4 voting officers Present, 2 voting officers Not Present, and 2 voting offices Vacant. We claimed a quorum.

1. Joan Landon will head up or at least initiate a group that will be the officer nominations committee. The attendees provided a suggested list based on those stepping down and those having a desire to move positions. Suggestion:Treasurer - Shelley Claudin (returning), Membership - Don Cihak (new position), Public Relations - Ken Knapton (returning), Education - Michael Shugg, Special Events - Clark Getz (A.G & S.G), Merchandise - Gil Hidalgo (returning). Open positions are President, Vice President, and Activities Coordinator. Ken Knapton and Don Cihak had some recommendations too that Joan might obtain from them.

2. There was a motion to increase dues to $18 per individual and $28 for family, the motion passed 4- 0. (Public Relations and Merchandise are not voting members under the current reading of the By Laws, but thanks for your support)

3. We discussed the need for an informal group gathering, not to replace the Spring Gathering, but just 3 event hosts from each discipline and then after the events, meet at a common location, even an open public field, for a pot-luck gathering. Clark Getz would round up event leaders and find a location. Objective, bring all of the WT together as friends and do it with as little bother and no costs to the club and board.

4. Clark handed out the attached document from Jim Ostrander. He is offering his time and expertise in the area of concern of liability and how it relates to safety or dissemination of safety by the board and the event hosts. This was a result the intersection of 2 distinct events, 1 - he was told to wear a PFD at the A.G. for the Silver River run and 2 - Gil Hidalgo initiated a general statement about personal responsibility and accountability as a member which was followed by safety concerns as it relates to insurance, which then cascaded into an multi-member discussion regarding "rules" in general. All board members should read the attached document provided by Jim. Please read with an open mind. There are references within the document that might not make sense because this is a rendered version of about 3 email correspondences between Jim and Clark as well as a 1 and a half hour phone conversation. Moreover, his response is to my email which does appear at the end of the attachment. This is above and beyond what you may have read just before Thanksgiving. We ran out of time at the meeting and did not have a moment to read or start reading the document, but we did have some conversation in general, nothing worth documenting since no decisions were made. The board must be prepared to take up this issue at the next meeting.

Next Meeting: March 9th. 7:00 Panera.

Recorded by Clark Getz

Wilderness Trekker Board Meeting Se[tember 15th, 2009 @ 7:00 PM

Attendance: Shelley Claudin, Bill Smith, Vickie Smith, Don Chak, Marcia Kallenberger, Joan Landon, Gil Hidalgo, Clark Getz, Bob Lyle, Lee Simmons, Lynn VAnHorne, Valerie Mundo
Notes Taken by Bob Lyle

Annual Gathering Discussion:
- Work to do list; will need to prepare a sign up list for work that needs to be done so members can volunteer. The list will be available at the registration table
- Training Sessions; There will be 2 training sessions for Sat AM. Lynn will do 30 minutes on how backpacking skill can help with retirement planning and Michael will instruct on how to prep for a Kayak Expedition.
- There will be a group discussion after Dinner Friday or Saturday regarding possible out of state trips to sites such as Vogel State Park in GA, or Arkansas or The Cumberland area.
- The group discussed possible methods of providing additional space for attendees who can’t get there own space through Park Services.
a. There are up to 4 tents allowed per site, w/ 3 cars allowed
b. The Primitive sites are wide open,
- Lee indicated that we will not need as much fire wood as last year and Bob Lyle volunteered to pick it up on his way up on Friday. Lee will send Bob the directions via email.
- Host gifts were discussed Gil posited the possible use of a Gift Certificate, the decision was to provide a Gift Certificate with a $20 value, good toward the purchase of WT merchandise currently in stock.
- Gill also asked to have a sale on in stock items at the AG so that the inventory can be moved out to provide money for purchase of new items. This was approved by the Board. Gil will present a list of new inventory items at the next BOD meeting for review and approval.
- Discussion was held regarding door and raffle prizes, the decision was to try to get items valued at approximately $5 donated by local vendors. Gil volunteered to talk to Travel County, Clark and Bob will go to Mosquito Junction in Apopka.
- Host Appreciation Cake for Sat Dinner – Joan Will ask Carol Knoll to talk to Publix
- Coffee for meals, Merle was volunteered by Clark, Bob volunteered to bring a 3 pounds of coffee from his private stock ( Gavelia )
- It was decided that all AM activities ie. Meals and training sessions would be done by 10:30 so that everyone could make their bike or kayak trips and be back in time for dinner.
- Discussion was held on the possibility of having a game night after dinner on Friday, several present offered to bring games that would be played by members.
- Clark indicated he would send a list of the WT campsite users to the park Ranger once all were assigned.
- Check in for campsites is Friday afternoon, after 3 PM, but if sites are empty, the rangers usually allow access earlier. Registration for WT / AG attendees will be in Cabin 2 starting at 3 PM on Friday.
- Arrival packages for attendees, Clark volunteered to prep the packets which will include; a list of activities, Maps of the sites and location for activities, raffle tickets for door prizes
- Clark will add to the Minutes the list of AG assignments that the BOD members agreed to perform.

Next BOD Meeting:
There will not be a BOD meeting at the Annual Gathering

Christmas Party:
- Clark agreed to host the Christmas Party at his house in Orlando, tentative dates are December 5th or 12 (both are Saturdays)

There being no further matter to discuss, the meeting was adjourned at 8:15 PM

Wilderness Trekker Board Meeting July 7th, 2009 @ 7:00 PM

Attendance: Lee Simmons, Bill Smith, Ken Knapton, Gil Hidalgo, Bob Lyle, Marcia Kallenberger, Joan Landon, Clark Getz, and Vickie Smith

Absent: Shelley and Eric

Notes Taken by Bob Lyle

1. Annual Gathering Silver River State Park -
    Registration and Fees:
        WT has 12 sites reserved in its name, which can be used by WT members who are current with ther dues as of July 15, 2009. The space will be available on a first come basis and must be reserved for both nights. It is hoped that the members will shae the sites with 2 campers per site. Cost is $23.00 per site per night. It is important to get the registration form out ASAP so the members will reserve the WT sites to avoid WT not getting all of the sites paid for.
        WT cost for sponsorship are estimated at $350 (Annual Gathering less food) which set the registration cost at $7 per person. Expenses covered by WT are: Pavillion, Registration mailout, wood, cake door prizes.

    Meal Costs:
        Meal expenses per person are to be: breakfast - $7.50, lunch - $6.00 and dinner - $8.00
        Speakers will be provided free dinner, members who have hosted at least 4 trips during the last year will get 1/2 off dinner
        Need to have the registration forms back by October 15, 2009, so that the budget is confirmed and the food orders can be made on time.

    Speakers:
        Clark to see if Park Ranger would be available to give a presentation.
        Ken to contact Russell Farrow about speaking to the group.

    Misc:
        Eric has not been responding to inquiries regarding the planning of the functions, Lee is to call him to see if he needed any assistance.

2. Membership -
    New members - 4
    New member solicitation; Clark is working on developing a brochure to be distributed by the board members. He will distribute drafts for the board to review and provide comment.
    Gil to check on printing cost for a tri-fold flier
    Ken is going to check on bumper stickers

Amended July 31st to include the meal costs.

Wilderness Trekker Board Meeting March 23, 2009

Attendance: Lee Simmons, Ken Knapton, Valerie Mundo, Eric Kendrick, Marcia Kallenberger, Joan Landon, Clark Getz

Notes Taken by Clark Getz

Item 1 – Coincide the Hosting Benefit of free membership with the membership cycle of April 1st as proposed by Erica Johnson. Voted 7 – 0 in favor. This requires a change to the web page on Host Benefits. Moreover, it requires the Ac tivities Director to recalculate free memberships for those that host 4 events since last April 1st of 2008 until March 31st of 2009, only for those that submitted their sign-in registration as required, and submitted a Trip Report for same events. These 3 requirements are stated as prior requirements and this vote did not change those requirements.

Item 2 - Insurance for the Wilderness Trekkers Inc. This insurance is for the host so if a participant has a desire to sue the host for negligence, then we have a policy that would cover such a suit (besides their personal homeowners if they had that too). As it turns out, the insurance agreement is very confusing because the underwriter wanted to insure all hosts individually at $250 each. Shelley Claudin discussed the real workings of the WT organization and the hosting activity with the agent and was able to convince the insurance agent to continue the policy at the current rate and insure those that are hosts at the time of the event. Something of a revolving door of persons insured. She needed board approval to submit a letter to the agent that says as much. Voted 7 – 0 in favor. However, we would like Shelley either to summarize the highlights of the policy or scan the policy into an image form so it could be emailed to the board for review as we really don’t know the details of the coverage and cost.

Item 3 – Nominations for 2009 – 2010 officers were discussed in detail. We classified the board as the nominating committee to streamline the process. In summary, these persons volunteered for these positions:
President – Lee Simmons
Treasurer – Shelley Claudin
Public Relations – Ken Knapton
Membership – Joan Landon and Marcia Kallenberger
Activities – Clark Getz (along with Web Services)
Past President – Eric Kendrick
These following positions need filled:
Education
Special Events (Annual Gathering)
Vice President
Merchandise
The follow people were suggested as persons for open positions:
Bob Lyle, Don Cihak, Bill Smith, Mariam Mohsien, Mabel Magarinos, Sonia Magarinos
Clark Getz was going to contact Bob Lyle,
Valerie was going to contact Mabel and Sonia
Ken was going to contact Don, Bill and Mariam
Nothing had to be voted on. The board must come up with a slate to vote on by April 15th. Those on the final nomination list will be published on the web site 30 days prior to the Spring Gathering where the general vote will take place as required by the By-Laws.

Item 4 – Spring Gathering. Decided that May 16th was as good a date as any since there was no one handling the new member orientation. It was recommended that we seek out Sylvan Park again this year near Heathrow ( and that was obtained on the 25th). Volunteers to assist in pulling off the Spring Gathering are Joan, Valerie, Lynn, Clark and Eric. Nothing voted on, but we migh t need an email vote on expenses as it was just indicated that somewhere between $100 and $150 is required to pull it off. The pavilion is $40 for the morning.

Item 5 – Carol Noll has been producing our printed calendar and she indicated that it costs almost $5.00 per person annually for the effort. The board voted 7 – 0 to increase the mail out option to $5.00 on the registration form. It would not be required for the 2009 – 2010 registration renewals as those reminders have already been published, but the web site registration form will be updated immediately to reflect the $5.00 requirement for those wishing hard copies (please throw away or mark-up any printed application forms).

Addendum 3/27/2009: An email vote for $150 toward the Spring Gathering was approved. This was a followup to item 4 above where we did not vote on monenies necessary to carry out what we planned.

WT Board Meeting 1/13/09
Attendees: Joan Landon, Marcia Kallenberger, Lee Simmons, Clark Getz, Valerie Mundo, Ken Knapton, Bill Maish

Issue

Action

Follow-up

Special Events: Many thanks to Cathy Edwards for organizing the AG at a new site-as well as identifying the steps

*It is suggested that the person assuming the role in the coming year(s) have several people organizing several subsections.
*Fees for food will be increased to match costs.
*People attending the day are expected to pay the day registration fee.
*We will try to make registration for 12 sites together, 2 nights for cabin (WT only pay for part of 1), and 1 day for a large pavilion(Likely 1 or 2 weekend in November -total $828) at at Silver River State Park

 

PR Chair

Ken volunteered to fill in

Ken to report next month

Positions coming open with new year starting in June: Merchandice, Activities, Special Events (open now), nominations committee. Many thanks to those who've volunteered in this group to make it great-and to those who will volunteer next year!

Nominations to follow in upcoming months.

 

Community service:

Several worthy sites considered. Will look into Fl River Cleanup Day (often early May) for Wekiwa, Little Econ, Ocklawaha

Valerie for next meeting

Affiliation with Am Canoe Assn.

Pros/cons discussed. Will not be pursued further at this time

None needed

Report on member registered in last 4 months

Provided by Marcia and Joan.

Clark at next meeting

Upcoming Orange Co Parks:

Members will be asked if they have connections to get brochures printed. Will print brocures & 250 business cards (Green logo and web address) for WT (max $75). Club members needed to join in on these dates. Water bottles, etc. will be solicited from local outfitters

Notify Clark if you have printing connections OR if you are able to help Notify Ken if you have connections for donations.

Treasurer's report:

7/1 bal $3912 and 12/31/08 bal. 2249.

Shelly

November 15th, 2008, Silver River S. P. -

Attendees: Lee Simons, Clark Getz, Joan Landon, Marcia Kallengerger, Bill Maish, Shelly Claudin (for 1 part on voting new hosts)

1. Advertising/getting members: meetup.com website listing trial approved, $76/6 months. Recommended that new members list how they found out...and this be listed as an option. Clark to set up website listing.

Carol Noll offerred to rework WT color glossy brochure. Discussion of trying 1st placing the existing WT brochures in Gander Mt, Sandy Point, Travel Country Outside, etc 1st--have section to indicate where got the info (e.g., website, friend, brochure in store, etc). Then measure the outcome. ______ to do this.

2. Conference calling: several options presented with costs. Group not sure costs are worth expenses. Best interaction is in person and any dial up is a 2nd choice. Let's try using cell phones with speakerphones to connect with those who cannot make the meeting.

3. Website: membership app will be on line with dues mailed in. Annual gathering sign up will be on line with payment mailed in (and not registered till check received).

4. Annual gathering-3 cheers for Catherine Edwards for the success in 2008. She offerred suggestions that there be some specific suggestions on what needs to be done for next year (and subsequent years) so volunteers can be sought out for specific tasks (many hands make for lite work).

2009. Sign up will be on line at WT website with payment mailed in (and not registered till check received). Suggetion made to preregister 12 sites in one loop to facilitate interaction in group. Approved.

5. Trip Hosts: Group voted to approve: Bill Smith, Ken Knapton, Jim Ostrander. Anita Adams Zabek will be approved once she cohosts a 2nd trip.

The new hosts will be added to the insurance by Shelly.

Nametags: not specifically voted on--shall we do it by email????___ Some discussion followed about what are the specific qualifications that we might consider in the future (e.g., first aid training, etc). No specifics identified at this time.

Tabled items History/issues with event hosts that do not post trip reports

Next Meeting Tues, Jan 13 at Paneras in Lk Mary starting at 7pm sharp. Send your discussion items 1 week ahead so the group can be ready to ask any final questions and discuss it.

Corrections/completions/etc: please submit to the group in the next week while the meeting is fresh in your minds.

Respectfully submitted,

Bill Maish

WT Secretary

September 2nd, 2008, Panera at Lake Mary -

Attendees: Joan Landon, Marcia Kallenbarger, Lee Simmons, Clark Getz, Valerie Mundo, Shelley Claudin, Bill Maish

Respectfully submitted, Bill Maish

July 19, 2008 Lake Mills Park -

Attendees: Clark G, C Edwards, V. Mundo, Shelly Claudin, Bill Maish

1. Minutes from last meeting approved.
2. Website-The changes are now ready to go live in about 1 1/2 week. As before, if you see any changes that need to be made, please let Clark know. Clark will talk with Dennis about the message center (info for use).
3. Board meetings--We will meet separately from an outing (to avoid conflicting with the outing itself again). Next meeting is set for Sept 2, 7pm, location to be determined. Send your agenda items 1 week ahead. Clark will look into costs for teleconferencing (to get broader pariticipation by board members, and potentially save money on transportation). Board meetings will start within 5 min of slated start time.
4. Events/Hosts: let Valerie know if 1) you are a host and 2) if you need a WT nametag to use while hosting. (let her know your name, email address, mail address). Valerie will order the name tags from Central Florida Images (company used in the past). Carol Noll was voted in as a host (and 2 others are very close--to be presented next meeting).

Next meeting is set for Sept 2, 7pm, location to be determined.

Respectfully submitted, Bill Maish