April 2011 Minutes

The meeting was called to order by President, Richard Thompson, at 10:05 on Saturday, April 16, 2011, at Gliders Bar and Grill, Webb Lake, WI. There were 25 members in attendance with four visitors.

The club members were advised that Carl Hanson, President of the club since it was formed, has resigned from the office as president effective March 15, 2011.  Carl will be missed and was recognized for all his work for the club.  Richard Thompson, Vice President has taken over the duties of President and Harvey Thompson has been appointed by the Executive Board to finish out the term of Vice President.

Minutes of the last meeting, September 25, 2010 were read by Secretary, Mary Anne Thompson,  Motion was made by Wayne Johnson, seconded by Harry Patneaude to approve the minutes as read.

The Financial Report was read by Treasurer, Cheryl Gray:  Motion was made by Harry Patneaude to approve the financial report as read, seconded by Wayne Johnson.

President Thompson advised that the club will move forward with the Executive Board being very active in making all club modifications and major decisions effecting the club.  Harvey Thompson will continue being the head of grooming and maintenance on the tractor.  Mary Anne Thompson will continue doing the secretary work and Cheryl Gray will continue her work as the treasurer.  Ron Gray will be taking care of the workers’ time sheets and maps; Wayne Johnson will be in charge of Trail 45, maintenance and signing and John Kielkucki will be in charge of the northern trail maintenance and signing.

Because the Executive Board has been busy getting reorganized and getting  ready for the upcoming season, we have been unable to get much done on the bylaw revisions.  The Board will be meeting next week and hopefully will have recommendations for the revised bylaws at the next meeting.

It was noted that we have lost many individual members and we will have to do something to get those lost members back in the club.  Because members don’t know when their memberships expire, it was felt that perhaps we should go back to having the same renewal of membership date for everyone with a recommendation that it be June 30 of each year.  It was the general consensus that that would take care of the problem.  It was pointed out that the membership card shows the expiration date and that we have tried notifying members by mail of their due dates with very few results.  Therefore, after much discussion, we will again try the once a year renewal date and come up with wording for the new bylaws.  Those people who joined since the beginning of 2011 will  have a revised renewal date of June 30, 2012.  The Executive Board will have to work out the dates for those people whose expiration dates are further along in the year.

This year’s trail maintenance and cleanup was discussed.  It was pointed out that some signs along Highway 77 will have to be moved back and the trails will be checked to figure out where work is needed.  Nineteen people signed the check in  roster that they were volunteering for trail maintenance work.  Rick said that he would try to get something together for Saturday, April 30.  Workers should meet at Oakridge ready to work, dressed accordingly with tools.  Details will  be forwarded either by email or telephone regarding time etc.  Any workers doing maintenance on the trail at during this time should notify Rick before doing so because the Sheriff’s Dept. must be notified in advance that you are authorized to be on the trails.

No work will  be done on Trail 41 from the parking lot by Voyageur Village because the Forestry Department will be redoing that trail with gravel and do the brushing at the same time.  Forestry has applied for a grant to gravel all remaining trails that haven’t been graveled and they will continue as far as funding permits.

The new maintenance contract has been signed by Rick Thompson, Cheryl Gray and John Kielkucki.  We are now being paid $450 for 49.3 miles with the possibility of an increase in the future.

Ron Gray reported that it was decided that the club would not print a new map for this year.  However, the Department of Forestry advised that a part of the signed contract calls for a map printed by the club and that we would have to proceed with printing a map.  Since the time was so short, Forestry agreed that we could use the map from last year with the year changed on the front.  He has ordered 2,000 and should be getting them before the trails open.  He will be asking the map ad sponsors for a donation this year rather than the normal price for the map ad.   Next year we will start with a new map and new map ads.  Ron also advised that he will be doing the time sheets as required by the contract and will be providing worksheets to anyone working on trails.

Rick advised that the UTV pilot program has been extended for another two years.  They haven’t had any problems with the UTV’s and are hoping to make it permanent after the next two years.

We will be extending our warranty on the tractor for another two years and have decided to hold off on the purchase of a newer truck until next year.

There was discussion on organizing several different types of fund raisers to take place this summer.  We are in the process of renewing our gaming license and when that has been accomplished, we will again discuss possible fund raisers at a future meeting.

The next meeting will take place at the Pour House in Siren on Saturday, May 14, 2011, at 10:00 a.m.

Motion was made by Harry Patneaude, seconded by Wayne Johnson to adjourn the meeting.  Meeting adjourned at 11:50 a.m.

                                        Respectfullly submitted,

                                        Mary Anne Thompson, Secretary