And other members
President Jaye Foucher opened the meeting at 3:00 PM.
Races and Memberships from the previous season generated $1,995.75 in income
Trade Fair booth was successful bringing in new memberships and early payments
Trade Fair booth was donated by organizers
NCM Calendars production cost was paid for by advertising. Remaining calendars will be sold and given to major race sponsors.
We are expecting the same number of races next season.
GNW Stage race had a late start, permit issues and snow conditions changed the format. The towns welcomed the race and want it to join their Winter Carnaval. The town of Pittsburg would also like to be part of the race. This year's race includes Milan, Pittsburg and Colebrook.
Member At Large, Loranne Carey Block, has resigned. The BOD unanimously voted in Corina Alexander in as the new Director At Large.
Financial Statement was read by Treasurer Rhonda O'Hearn. She reported we have $5,122.07 in the bank and $600 in a PayPal account.
Jaye Foucher recapped the BODs two summer meetings which resulted in recommended changes to the clubs by-laws. Jaye read each revision / addition and they were unanimously approved by members.
Jaye Foucher outlined a proposed Siberian Husky Showcase to be held in early spring. Gail Castonguay is the chairman. There was a lively discussion and suggestions from the membership including possible locations and the inclusion of mix bred dogs. All options will be considered.
Jaye Foucher outlined the history of the club and asked the membership where they would like to see the go from here. Members agreed they would like to see a mix of professional and fun races.
Rhonda O'Hearn outlined a point system used by the Pennsylvania Sled Dog Club to award trophies or money to racers each season. A committee was formed to develop a program for NCM headed by Rhonda O'Hearn.
The membership agreed they would like to use some club money to award race purses.
Steve Renner was unanimously elected as club Secretary
Corina Alexander was unanimously supported as Board Member At Large.
The Bylaw changes proposed at the July 26th meeting were reviewed with Corina. There were no questions. All suggested changes to the Bylaws and Mission Statement must be voted on by the club members at the Annual meeting.
Rhonda proposed the following additional bylaw changes:
To add the following to the treasurer's description: "In addition, the Treasurer will be the keeper of the master Membership List. The list shall contain name, address, phone number and e-mail. This list shall be in a format easily accessible by the BOD."
To add the following to the bylaws: "BOD's and Members at Large will be required to pay their annual dues at the annual meeting."
Further discussion entailed regarding the Member At Large duties. It was decided that the Member At Large would be responsible for fielding questions/comments from the general membership to the board of directors. A Member At Large description in the bylaws will be added to state exactly that.
Upcoming elections and board member positions were discussed. Jaye announced that Steve Renner had expressed interest to her about joining the board this fall as secretary. Gail is unsure of whether she will want to continue in that role or not. It was decided that an announcement should be posted on our Facebook page about the upcoming elections, which positions were up for election and inviting anyone who would like to hold one of these Board positions.
Rhonda is trying to obtain a student discount version of QuickBooks to use. Corina said that if Rhonda is unable to get this that she can likely get a discount through her family.
Rhonda had the applications for obtaining a debit/credit card from our bank for signing.
Rhonda also reported that the bank requires a copy of our 2013 Annual Meeting minutes . Gail's computer that housed those notes has fried so we are unable to locate a copy of them, however Gail feels she may still have the handwritten version and will continue to look for them.
Gail asked about using our insurance for a sleddog showcase. Some discussion ensued regarding the best place to hold the showcase and whether NCM insured events could only be held in the state of NH. Rhonda will look into whether that is the case or not. It was unanimously agreed if no insurance concerns, Gail may proceed with organizing an event.
In order for an event to use our insurance all event participants must be NCM members.
Rhonda reviewed again what it means when the club is acting as an RGO. We are an RGO when we host and manage an event and proceeds from that event are either 100% the asset of the NCM or shared with a supporting club.
Jaye would like to ask the general membership at the annual meeting what they would like to see the club's future goals be.
Motion was made by Jaye and seconded by Corina for Rhonda to write a history of the club to be posted on the web site. Passed unanimously.
Calendar prices and quantities discussed. Gail will get prices from Vista Print. The Board members would like to give a free or discounted calendar to anyone who pays their dues at the Trade Fair. The board decided that an amount of 25-50 calendars was sufficient to start, and that the pricing should be under $10 per calendar to be worth doing this. It was also suggested that the calendar months start in Sept-Oct so they incorporate the full upcoming season and events.
Trade Fair table will be used to promote all our events and fundraising. The First Aid Class at the trade fair was also discussed; we are unsure if Loranne is still looking into this and it was determined that she should be asked this before anyone else assumes the responsibility.
Rhonda would like to revise her former motion to approve that no board member can spend more than $100 without board approval. Motion was approved by all.
Jaye reported GNW race has secured a 3rd location in Milan for the race; the schedule will be based on snowmobile club input as to when the least amount of snowmobile traffic is on the trails we are using. Richard is working on sponsorship. There will be a Presenting Sponsor for both the 3 Day Race and the 1 Day Race. This sponsor would receive promotions which could include a banner at the race start and other items.
Jaye presented an initial GNW budget. They are developing promotional items for the sponsors such as hoodies and items with logos.
Rhonda asked what portion of entry fees would be refunded if one leg of the race was cancelled and how that would affect the budget. Jaye agreed to take that scenario into consideration in planning refunds and budgeting.
Jaye made a motion for the club to pay Richard a 10% commission on all money raised. Motion was seconded by Gail and passed unanimously. Jaye will also clarify with Richard what his policy would be regarding donated goods instead of cash. Rhonda reminded Jaye that Richard would need to provide a W9 to us. In addition, all NCM events with a purse that is estimated to pay a placement award of $600 or greater , entrants will be required to complete a W9.
Since we may be required to prepare 1099s Rhonda will consult with an outside CPA at the time of tax preparation.
Jaye asked for clarification of what the BOD wishes to be consulted on regarding this race in upcoming months. It was decided that in matters of Legal, Liability and Money that the board should be consulted and/or kept up to date; otherwise, Jaye will send an occasional email update once or twice a month to the board with progress of the race plans.
Jaye Foucher, Steve Jaillet, Rhonda Hendry O'Hearn, Loranne Carey Block and Gail Castonguay
Jaye brought up the suggestion that the NCM By-Laws and Mission Statement should be reviewed and updated. The following changes (in bold) were voted on and approved by the board to be presented at the annual meeting for voting on by the assembled membership:
The Officers of the club shall be President, Vice-President, Secretary, and Treasurer. All officers shall be elected (majority vote) by the membership present at the Annual Meeting and serve two year terms. President and Secretary shall be elected in even numbered years; Vice President and Treasurer shall be elected in odd numbered years. In the event that an elected officer cannot complete his/her term a new officer will be elected before or during the next annual meeting.
The President shall preside at all meetings, preserve order, oversee operations and events and promote the purpose of the club.
The Vice-President shall fill the role of President in the absence of the President and serve as Special Event Liaison/Coordinator.
The Secretary shall provide a record of the business and affairs of the club, and shall assist with public relations.
The Treasurer shall record all debts and assets of the club. A true and accurate record of all monies and any property shall be maintained.
If the Board deems that more assistance is needed in the operations of this club they may appoint additional roles to the board. Members-At-Large may be added as needed in order to continually have an odd number of members on the board at all times.
Discussion also was held regarding when the club is an RGO versus when we are a host/sponsor of a race, and in which instances the insurance fee would be waived. It was decided that:
Loranne suggested we add the word Education to the mission statement. This was unanimously agreed. The revised Mission Statement will read: "Our purpose is to encourage the growth and understanding of the sport of dog mushing in Northern New England by promoting and sanctioning races, organizing social, educational and fund-raising events and ensuring the safe and ethical treatment of all participants."
Jaye requested the club open a Paypal account and obtain a business debit card. After some discussion it was agreed that 2 debit cards would be obtained and held by the President and Treasurer. Rhonda made a motion when the card is used, a receipt initialed by the user and noted with the items purchased and the event must be given to the Treasurer. Unanimously approved.
Rhonda requested permission to purchase a copy of Quickbooks. Unanimously approved
Rhonda made a motion that all expenditures (club or hosted event related) over $250 be pre-approved by the BOD. Unanimously approved.
It was agreed that we will participate in the Trade Fair by renting a booth consisting of a 6' table for $85.
NCM membership cards will be printed and given out with every paid membership. Proposed by Rhonda, Seconded by Steve with unanimous vote
Jaye has contacted the Red Cross regarding a canine first aid class to be held at the Trade Fair and sponsored by NCM. We need to verify time and location. The door will be monitored for prepaid participants. Jaye will continue to finalize details. The proposal was made by Gail, seconded by Steve and unanimously accepted.
Jaye has contacted several people about conducting a Wilderness First aid class but has not received a response from most. Brian Coolidge from Summit First Aid did respond and said that the estimated cost is $250 per person but can differ by the number of participants. Jaye will continue to look into options but it was agreed that this event be scheduled for spring 2015.
Gail and Loranne will gather photos for a NCM 2015 calendar. Steve will solicit advertising for the inside back cover. Rhonda will contact the NE RGO's , Jaye will produce the final layout. A sample will be submitted to the BOD for approval.
At the annual meeting /rig race/camping we will have seminars of interest to our members. Suggestions include line making and dog house building. Steve will research campground or other location options. There was much discussion regarding the Great North Woods Race. Rhonda informed us that there are limits to the amount of prize money we can award or subcontractor fees we can pay, without issuing a form 1099. A CPA will be consulted.
Jaye and Steve are the major organizers of this race and will keep the BOD informed during the planning process.
Proposal that the BOD meet in person twice a year in addition to the annual meeting. This was unanimously approved.
Our Bank balance is $3,456.32 as of 6/27/14
Please note: the actual meeting minutes were lost - these minutes have been reconstructed by the board to the best of our memories
Margaret & Doug Sweeney
Motion to pay and continue Mush With Pride membership. Unanimously approved by members.
Discussion of new stage race to be held in Northern NH and called the Great North Woods Challenge. Race will have three stages each with a different start and finish location. Jaye Foucher and Steve Jallet will develop the race and format for a date in 2014 and keep membership up to date.
Rhonda O'Hearn, Treasurer
Steve Jaillet- Vice President
Unanimously approved by the members
Brought in $870 in revenue last year
Current balance in account is $2,424.27
Membership is down by approximately half since prior years.
The only NCM Race held last year was the Stratford Nighthawks Race. Sandwich Notch race was not held due to lack of snow. Attempted to put together a Spring Fling but it was cancelled due to warm weather.
Discussed potential dates for the Stratford race this year. Agreed to talk to the snowmobile club about the 2nd weekend in February as that does not conflict with any other local 30 mile races. This year we also wish to set an alternate date from the start for the weekend following can-am. It was proposed that we try to have more NCM fun events to increase membership. Steve suggested the possibility of a dryland event and it was decided that NCM would host a Christmas Fun Run on December 2nd at Profile Falls. Participants must become a member to race. No entry fee, but all racers must bring a wrapped present for a Yankee Swap which will be used as prizes for all participants. Classes will be bikejor/scooter 4 mile, 6 mile 8 dog, and 12 mile open class. Use of ATVs to race is permitted. Discussion was held on whether to open up the Facebook Page to non-members of NCM. It was agreed that non members would be approved as “friends” only if they lived in the greater New England area where they may be likely to attend our events. The insurance fee for NCM sanctioned events will continue to be $300 this season. Motion approved to renew our Mush With Pride membership. Rhonda stepped down as Vice President, and Steve Jaillet was voted in as new VP. Other board positions remain the same - Jaye Foucher: President, Rhonda O'Hearn: Treasurer, Lorrane Carey-Block: Member At Large, Gail Castonguay: Secretary.
The meeting was brought to order by Rhonda O'Hearn.
2011 Income Made From The Following Sources:
The previous meeting minutes were posted on Facebook and the website and accepted.
The board of directors would like to formulate a plan for a race purse program. We are looking for someone to spearhead this effort.
2012 NCM membership dues will be as follows:
Insurance costs to race organizers will remain at $300 per race.
To provide our members with benefits, Gail Castonguay will seek discounts from regional outfitters. This will require proof of membership; outfitters will be listed on our website.
A donation of 4 orange vests was received by Gail Castonguay. Iron-on letters reading STAFF will be added so they can be worn by race officials.
The Board of Directors continues to encourage all members to join their local snowmobile clubs and help with trail maintenance.
There is a possible new event for 2012 in the southwest corner of NH being planned by Dustin Taylor.
There was a discussion of how to make our season-ender a fun event with a treasure hunt / poker run etc.
The new Board of Directors was unanimously voted in:
Rich and Loranne Carey Block
Rhonda and Bob O'Hearn
Scott and Linda Isabelle
Corina and Scott Alexander
Meeting was called to order at 1:30pm.
The report was not read at the meeting, but it was posted on the website for members to read. There were no objections and the report was accepted.
The full version is available to members upon request. The highlights reported at the meeting were that the club has 33 members; there is $2070.45 in the bank account and expenses for the year were about $1000 including the purchase of an EZ-up tent, a timer, insurance and race expenses. The report was accepted as read.
There was a bylaw change of moving the fiscal year to Nov 1st to October 31st and the reference to the location of the membership meeting was revised to allow a location south of Plymouth.
The club purchased a very nice printing stop watch for timing races.
The new orange bibs are in and members are no longer required to wear orange vests at races.
The club approved a Mush with Pride membership of $100
The membership agreed to becoming members of the Strafford Nighthawks Snowmobile Club. The North Country mushers will be business members and will have our name on cards distributed by the snowmobile club.
New snow races in Jefferson and Lancaster are in the works. Jefferson will be the priority because of the more dependable snow conditions. Gail Castonguay will be the club contact working with snowmobile clubs in the area. The race will be small to start but could grow over time with interest and support. The race will be the weekend after the Can-Am.
Co-sponsor insurance was raised back to the original $300
The slate of officers was passed and a signature card was signed.
A year end points systems was discussed and a small committee was formed to work out the details. A more formalized plan will be presented to the club.
The meeting was adjourned at 2:00pm
Respectfully submitted by Jocelyn Bradbury, Recording Secretary.
Mike & Sue Ellis
Meeting called to order 9:15 AM.
Minutes approved for last meeting.
NCM has received Federal Tax ID # (20-5263463) and State of NH Business ID (561987)
Rhonda presented a draft for a brochure which was discussed and accepted with minor changes. Rhonda will run off about 50 for distribution at the upcoming trade fair.
Rhonda has $305 in membership donations which will be transferred to the NCM bank account as soon as it is set up. Each Board Member contributed $100 for "seed money" in order to obtain insurance and have some monies available for misc. anticipated expenses. Contribution to be refunded when and if treasury is sufficient to do so. Insurance to be applied for ASAP.
Brief discussion of sanctioning of races followed. Craftsbury seems to be interested but is meeting to discuss and will advise us as to outcome. Other races will be considered as they come up.
Meeting adjourned 11:00 AM
Rhonda & Bob O'Hearn
Mike & Sue Ellis
Meeting called to order at 10:20 AM
A discussion of proposed By Laws for the organization was the first order of business. The name of North Country Mushers was approved by unanimous vote. Officers are to be Mike Ellis-President, Rhonda O'Hearn-Vice President, Jim Lalla-Secretary, Sue Ellis-Treasurer, Mitch Ingerson-Member at Large. Some minor changes were made to the Membership section, Meetings, and Amendment section and the By Laws were approved as amended. A copy of the approved amended By Laws was sent to all present by Mike Ellis via email on 7-24-06.
Application forms for SS-4 Employer Federal ID number and NH Non Profit forms were discussed and filled out. Forms to be submitted by Sue Ellis. Address for the organization will be the Ellis home address.
Focus of the organization will be the Stratford Nighthawks Sled Dog Race initially and a brief discussion of other possible events followed. Jim Lalla will send a "feeler" to Craftsbury Race (Ingrid Bower) to see if there is any interest in working together on that race.
Discussed a brochure followed. Thought best to be a three part fold out with membership application as part of it. Rhonda will rough draft something for all to review.
Some sort of "How to" manual for putting on a race was felt to be something we should develop and everyone agreed to research what may be already available.
Rhonda indicated she had about $300 donated from leftover entry fees from cancelled Stratford Race which could be used to start our treasury. Mike Ellis will send out a "thank you" letter as well as welcome to the organization to those donors.
Next Meeting to be September 10, 2006 at Igerson's. Meeting adjourned at 1:00 PM. Jim Lalla