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Executive Committee Meeting Minutes

August 24, 2009

A meeting of the Florida Trail Riders Executive committee was called to order at 7:00 p.m. on August 24, 2009 via teleconference. The president determined a quorum was present.

Roll call was as follows:

Present:

President Allen Pearce
Secretary Tiffany St. John
Treasurer Jonny Simpkins
Enduro Chairman George Tolson
Hare Scramble Chairman Joe Steidl
Motocross Chairman Carol Preston

I. Old Business:

None

II. New Business

Joe Steidl made a motion to change the Sunrunners Hare Scramble from April 10/11, 2010 to November 21/22, 2009. The motion was seconded and passed unanimously.

FTR has a Mule for our Medic Team. At this time, it will be in the possession of Donny Richardson. Joe Steidl made a motion to allow reimbursement for the fuel and maintenance of the new Mule. The motion was seconded and passed unanimously. Joe will let Donny know to keep receipts on all expenditures.

Joe Steidl updated the committee about the Scorekeeper position. Don St. John will serve as the scorekeeper and Brandon St. John will serve as Dan’s assistant.

Allen made a motion to hold a Board of Directors meeting on October 3, 2009 at 12:00 to discuss an audit. The location would be at Crooms. The motion was seconded and passed unanimously. The arrangements will be made and the Board members will be notified.

The lower turnout at the banquet resulted in a penalty from the hotel due to not meeting our minimums. The penalty amount is $24,769.52. However, they would like to have us back for the 2011 and 2012 banquets so they are offering us a deal if we sign a contract. By committing to the 2011 and 2012 banquets, they would apply an $8,000 credit towards our bill in 2011 and an $8,000 credit towards our bill in 2012. They would also lower the minimums on the 2011 and 2012 banquets to an obtainable level. Jonny will request the offer information and the contract for the 2010 banquet at the Hilton so we can compare and make a decision. The committee will meet on Monday, August 31, 2009 at 7:30 p.m. to make the final decision. Donna Hazeltine has told us she will not be able to chair the banquet next year so Allen Pearce will need to appoint a new chairperson.

A proposal has been received for the position of Layout Editor for the magazine. Currently, this position is part of Dan’s contract. No action will be taken on the proposal at this time. Dan’s contract is up for auto-renewal in 2011. At that time, per the contract, we can notify Dan in writing that the contract will be reviewed and the position will be up for bid.

A discussion was held about a member’s conduct. No action was taken at this time.

Jonny reported that the Quickbooks on-line version has some issues. Allen stated that this is a new system for FTR. The initial setup was completed but Jonny has only limited access. Allen will contact the on-line support to find out what changes need to be made.

Joe Steidl made a motion to adjourn. The motion was seconded and passed unanimously. The meeting was adjourned at 8:55 p.m.

Tiffany St. John
Secretary

 
             
 
 
     

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