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Andrea Duggan, Rob Bailey, Melissa Haddad, Carol French, Steve Herheim, Marlene Coker, Lisa Walls
Steve Ashmore
Audit of Summer Trips (Jenn Overlie has volunteered; waiting for one other volunteer). Host for Gift Exchange & Christmas Party (asked Chad Harms; waiting for response). Christmas Party/General Meeting Details.
Winter Trips:
Table Rock Close Out: Steve H. reported that the financial details of
the Table Rock trip would be ready for closure soon.
Upcoming Events: Christmas Party - Rob reported that the Christmas Party
would be held at the December General Meeting and would be a White
Elephant gift exchange. Andrea indicated that Chad Harms would be
contacted to check his interest level in emceeing the event.
Rob indicated that the 2006 Social calendar would conclude with the
Christmas party.
APPROVED: Motion Made (Cathy), seconded (Lisa), and duly approved to send Steve Herheim as WSC representative to Mountain Travel Symposium.
Financial Update: Cathy reported approximately $19K in the WSC account.
Cathy noted that several trip deposits have been made and more
deposits/payments will be necessary for the winter ski trips.
Debit Card Application: The Debit Card application was completed and Carol
reported delivering it to the Bank this week.
General Meeting Location: Carol reported that the Pumphouse has been ruled out as a possible centrally located meeting place for the WSC general meetings (because of the size of the "back area"). Carol indicated that she has run out of locations willing to offer free space for 30-50 members of the WSC on a monthly basis - in a central location - to even investigate their offerings into relative to the monthly general meeting location. Carol noted that she would continue to pursue any viable location.
Email Updates & Newsletter Address Updates: Lisa indicated nothing to report regarding membership or newsletter address updates. Andrea reported that the membership list and new members being added, etc., has become an issue. The membership list should be reconciled with the printer for ensure both lists are current and accurate.
Newsletter Address List: Melissa indicated that the newsletter printer entity would be notified to check addresses with the master membership list.
16 Racing for WSC at Flatlands-Heavenly: Steve H Reported that 16 WSC
members will travel to Flatlands to race for WSC.
Lift Ticket Comp for WSC Race Chair at Heavenly: It was proposed that a
lift ticket be purchased for the WSC Race Chair, Steve Herheim, as a
compensation for the time and effort involved in the Flatlands
FSA
business.
Motion made (Cathy), seconded (Lisa), and duly approved to purchase a lift ticket for WSC FSA Race Chair, Steve Herheim, during the Flatlands FSA trip.
WSC VolleyBall - Registration Fees: Steve Ashmore proposed that the WSC cover registration fees for two WSC volleyball teams with the members of the Volleyball teams being responsible to repay the cost of the registration fee to the WSC Treasurer.
Motion made (Lisa), seconded (Cathy), and duly approved to purchase two Volleyball registration fees to be repaid by the members of the Volleyball teams.
There being no further business to come before the Board meeting, said meeting was adjourned by President Duggan.
Andrea Duggan, Rob Bailey, Melissa Haddad, Carol French, Steve Herheim, Marlene Coker, Cathy Stenz
Lisa Walls
Steve Ashmore (To report 2006 Winter Trips to Board)
Winter Trips:
Table Rock Close Out: Steve H. reported that the financial details of
the Table Rock trip would be ready for closure soon.
Upcoming Events: Christmas Party - Rob reported that the Christmas Party
would be held at the December General Meeting and would be a White
Elephant gift exchange. Andrea indicated that Chad Harms would be
contacted to check his interest level in emceeing the event.
Rob indicated that the 2006 Social calendar would conclude with the
Christmas party.
Financial Update: Cathy reported that the monthly financial statements
have not been received at this time.
Schedule Audit of Summer Trips: Cathy reported that an audit of the summer
activities/trips will be pursued and a date confirmed.
Discussion regarding General Meeting Location: Marlene reported that she has had several members questioning the reason for the change of the general membership monthly meeting and the dislike of the Fox & Hound because of its far east location. Carol also indicated that she has heard reports of some disgruntled members dislike of the non-centrally located general meeting. Carol noted that she had reserved the Fox & Hound for the months of November and December 2006, and January 2007. Andrea noted that disgruntled members should be told to call her for an explanation of the change rationale.
There was no update on the Membership of the Club.
Jump Drives: Melissa indicated that she would be purchasing the Jump drives soon.
FSA Fall Meeting was in Topeka.
There being no further business to come before the Board, the meeting was adjourned at 7:10 pm.
Andrea Duggan, Rob Bailey, Melissa Haddad, Carol French, Steve Herheim, Lisa Walls
Steve Ashmore
September Trip Sign Up Meeting: The September General Meeting will be the annual Trip Sign Up Meeting as set forth by the By-Laws of the Wichita Ski Club. It was agreed that the WSC will furnish hors d'oeurves at the Sign Up Meeting; Carol will make arrangements with Emerson Biggins.
Winter Trips:
Table Rock Close Out: Steve reported that Table Rock closeout will be
complete after the payment from Amy Carpenter.
Pig Roast - Showed a profit of $101.87.
Upcoming Events:
Halloween Party - Rob discussed the Halloween Party on Friday, October 27
at House of Schwan. Carol indicated she would purchase the tablecloths and
tableware prior to the party.
SuperBowl Party - Andrea will check the interest level with Walt Chappelle.
Financial Update: Cathy reported that a discrepancy was discovered on
the State of Kansas tax return and the return will be resubmitted.
Schedule Audit of Summer Trips: An audit of the summer trips will be
scheduled for the week prior to Thanksgiving.
Meeting Location Update: Carol reported that the Fox & Hound has been reserved for the WSC General Meetings for the months of October, November, December 2006, and January 2007 at no cost to the Club.
The Committee agreed that the November Board Meeting would be held at Margarita's Cantina. The Committee concurred that the starting time of the Board Meeting would be changed to 6:00 p.m. instead of the current 7:00 p.m.
Lisa reported that the new membership database is functional. Lisa was unsure of the membership numbers at this time.
Jump Drives: Melissa reported that she has not purchased the jump drives, but anticipates shopping for them soon.
FSA Fall Meeting, Sunday in Topeka: Steve indicated he would attend the FSA Fall meeting in Topeka on Sunday, October 15, 2006. Steve stated there was nothing to report at this time.
2005 Board Renumeration: The Board discussed the 2005 Board Renumeration as approved at the General Membership meeting in April 2005. The approved renumeration was in the amount of a $150 voucher for the 2005 Board of Directors and could be used only for Wichita Ski Club trips. The renumeration voucher would be accepted as partial payment for a trip. It was agreed that an audit trail would be necessary for tracking purposes; the Member would pay the necessary fee and would be reimbursed when the voucher was utilized.
Melissa to purchase Jump Drives.
Andrea Duggan, Carol French, Steve Herheim, Marlene Coker, Cathy Stenz, Lisa Walls
Rob Bailey, Melissa Haddad
Steve Ashmore for Rob Bailey
The meeting was called to order by Andrea Duggan, President, at 7:10 p.m.
September Trip Sign Up Meeting: The September General Meeting will be the annual Trip Sign Up Meeting as set forth by the By-Laws of the Wichita Ski Club. It was agreed that the WSC will furnish hors d'oeurves at the Sign Up Meeting; Carol will make arrangements with Emerson Biggins.
Winter Trips:
Financial Update: Cathy reported that the most recent August financial statements have not been received.
Schedule Audit of Summer Trips: Cathy noted that per Carol's suggestion, a semi audit of each trip should occur shortly after the trip receipts/disbursements have been closed.
General Meeting Location: The committee discussed the circumstances that have evolved with Emerson Biggons relative to the General Meetings and the need for a new location for the General Membership meetings. Carol will research new locations and report to the Board at its September 2006 meeting. Locations to be researched include (but are not limited to) the Fox & Hound, Martini's, River City Brewery, The Dugout at Oscar's, Margaritas, and Whiskey Creek Saloon.
Meeting Location Update: Carol reported meeting with representatives of prospective general meeting locations who agreed to host the WSC meetings as follows:
Decision: The October General Meeting, Tuesday, October 17, will be held at the Fox & Hound on the Waterfront at the regular meeting time.
The October Board meeting, Tuesday, October 10, will be held at Margarita's Cantina at the regular meeting time.
Update on Number of Members: Lisa reported that she was unsure of the number of current WSC members.
Electronic Membership Database: Lisa distributed copies of the current membership from the newly developed database. Lisa indicated that she would request that the membership list be updated (by WSC members) at the next general meeting. Lisa noted that she would have members in attendance at the next General Meeting confirm their respective information.
(Melissa was not present)
Steve H. reported that there was no racing update at this time.
Melvern Close Out.
Table Rock: Steve H. reported that one boat was full with Amy Carpenter taking an open spot. Steve H. stated that the deposit and fee for the second boat was forfeited by the boat rental company (to the WSC benefit). Steve H. reported the expense of $280 for damage or broken items on the boat (slide damaged and two broken chairs). Steve indicated that the WSC would incur a loss on the 2007 Table Rock House Boat Trip.
Decision: Motion made, seconded, and duly approved to cover the $280 expense.
Volleyball Teams: Steve A. reported the formation of the WSC volleyball teams and that the registration fees have been paid (that will be reimbursed to the WSC). Teams have been formed and volleyball will proceed at the East YMCA on Sundays.
Upcoming Events: Steve A. reported on the upcoming events.
There was no other business discussed at this time.
There being no further business to come before the Board, the meeting was adjourned at 8:20 p.m.
Andrea Duggan, Carol French, Steve Herheim, Marlene Coker, Melissa Haddad, Cathy Stenz, Lisa Walls
Rob Bailey
Steve Ashmore for Rob Bailey
The meeting was called to order by Andrea Duggan, President, at 7:07 p.m.
Meeting on Friday-Ashmore to Coordinate: Steve reported that a Trips Committee, consisting of Herb Schoenetzer, Laurie Mulford, Patty Yoon, J.D. Frederick, and other interested members will be held on Saturday, August 12, at Players Sports Bar at 6:00 p.m. Steve indicated that a representative of the Trips Committee will attend the Board Meetings to report to the Board.
Winter Trips: December with Kansas City to Copper Mountain-Race Clinic; January WSC Bus Trip - To be determined; February Flatlands to Heavenly in Tahoe; March with Oklahoma City - To be determined; April Commando - Steve Ashmore.
Tax Return: Cathy reported that the tax report and the annual report are completed and ready to be mailed on Wednesday, August 9, 2006.
Audit: Cathy noted that the audit comment document has not been received from Carol Ebel.
General Meeting Location: The committee discussed the circumstances that have evolved with Emerson Biggons relative to the General Meetings and the need for a new location for the General Membership meetings. Carol will research new locations and report to the Board at its September 2006 meeting. Locations to be researched include (but are not limited to) the Fox & Hound, Martini's, River City Brewery, The Dugout at Oscar's, Margaritas, and Whiskey Creek Saloon.
Update on Number of Members: Lisa reported that the she was unsure of the number of paid members at this time.
Electronic Membership Database: Lisa reported that progress is being made on the electronic membership database.
Jump Drive: Melissa reported that the two jump drives (approved at last month's Board Meeting) have not been purchased at this time.
Steve H. reported that racers are being recruited for 2007 Flatlands and several members have voiced interest in being a race participant.
Update on Melvern Trip: Have three boats; hopeful of 30 attendees. Rob and Mark in charge of ticket sales. Table Rock Lake Trip: Steve H. reported that there are seven paid registrants at this time with 24 slots to be filled with two boats. The invitation will be extended to the Tulsa and Kansas City Ski Clubs respectively.
September SNO: Will be held at the Scotch & Sirloin on Tuesday, September 5.
Close - out of Fall River Trip: Steve A. reported on the close-out of the Fall River trip and indicated that the WSC cleared $37.41.
Chief's Pre-Season Game-Saturday, August 12: Player's - 7:00 p.m. kick-off.
Pool Party-Terradyne on August 26: Tentative plans at this time; pool cost is $100 and $20/hr for a lifeguard.
Volleyball Teams: Steve A. stated that volleyball season is approaching and teams are being recruited.
There was no Other Business brought up for discussion at this time.
The meeting was adjourned at 7:50 p.m.
Andrea Duggan, Carol French, Melissa Haddid, Cathy Stenz, Marlene Coker, Steve Herheim
Rob Bailey, Lisa Walls
Steve Ashmore for Rob Bailey
The meeting was called to order by Andrea Duggan, President, at 7:05 p.m.
Board meeting changed to Tuesday: The Board Meeting will be held on the second Tuesday of the month; next meeting would be Tuesday, August 8, 2006 at 7:00 p.m. New location to be announced.
The minutes of the Board Meeting of Tuesday, June 14, 2006, were read to Board Members and approved as presented.
Need to Fill Position. Andrea reported that a Debra Stanwix submitted a letter of resignation as the Trips Coordinator on the Board via email and that the letter of resignation was accepted. Andrea indicated that the position needs to be filled; Laurie Mulford and Patti Yoon have noted that they would like to serve on the committee. Andrea further stated that she has taken responsibility of the Flatlands 2006 trip.
FSA Lodging at Horizon Casino: Andrea and Scott Branum have been working on the FSA trip and lodging has been secured at the Horizon Casino (where the Saturday evening FSA Banquet will be held) at a cost of approximately $79 to $86 per night. Ten rooms (2 per room) have been reserved with a $100 deposit to accommodate 20 people (15 have shown interest). Southwest Airlines have flights available in the $275 range- more information forthcoming.
Winter Trips: Kansas City and Oklahoma City: The Kansas City and the Oklahoma City ski clubs respectively, have offered to extend invitations to the WSC members to join their ski trips (must be members of their clubs to participate). More information as it develops.
Audit results: Cathy reported that an audit was held and Carol Ebel has indicated that she would forward report with suggestions / comments regarding the audit in the near future.
WSC Certificate of Deposit: Cathy reported that the CD matured and the entire amount (with interest) was rolled over instead of the interest being deposited separately.
Cathy indicated that she has started to process the new year information and suggested a different process to facilitate the reconciliation of the bank accounts via the new software. Cathy noted that currently the accounts separate the deposits/withdrawal under the various account headings, e.g., general, social, trips, etc.
Tax Return Due: Cathy reported that the WSC tax return is due on August 15, 2006.
Carol reported that the minutes of this meeting would be distributed later than usual due to vacation. Marlene offered to fill-in at as acting Secretary at the General Meeting on Tuesday, July 18, 2006 at Emerson Biggins. Carol stated that she would again pursue other location opportunities for next month's Board Meeting and would email the location of the next Board Meeting to Andrea prior to the meeting date.
Recruiting New Members; Brainstorm Ideas: Ways to recruit new members for the club was discussed at length; flyers at area sporting goods stores; flags and/or banners displayed at the WSC events for increased visibility to the community, etc., were suggestions.
WSC Business Cards: Andrea reported that development of the WSC business cards is in process.
Jump Drive: Melissa requested that a Jump Drive be purchased for her home computer to assist in the compilation of the newsletter. Melissa will compare shop for the best price and two Jump Drives will be purchased; one for Melissa and one for Lisa Walls. Motion made by Cathy and Seconded by Melissa and Duly Approved by al) to purchase two Jump Drives for Melissa and Lisa home computers to accommodate WSC information.
Pictures for Newsletter: Melissa requested that names be included when WSC event pictures are emailed.
FSA Summer Meeting on June 24 - 25: Steve H. reported attending the FSA Summer Meetings on June 24 & 25 that were held at the Four Points Sheraton in Wichita; Scott Branum hosted the after-meeting hospitality gatherings at his home.
Safety at Flatlands: Safety will be a big issue for the Flatlands after the incident this past year when a Topeka member/racing skier was injured and there was no immediate help available via the FSA staff. This issue will be readdressed at the October FSA meeting.
Steve Ashmore acted as proxy for Rob.
House of Schwan Contract: The WSC Halloween Party will be held on Friday, October 27, 2006 at the House of Schwan at a contracted cost of $450. The contract was executed and a check will be sent/delivered to the House of Schwan. The cost of the party for WSC members was discussed; either a member appreciation party or at a low cost.
Decision: The Board approved that a check in the amount of $450 be secured for the WSC Halloween party at the House of Schwan on Friday, October 27 and also concurred that the event for WSC members would be free with a snack or food item; cost for non-members would be $10 each.
Crested Butte - Fourth of July Trip Reconciliation: Steve Ashmore, Trip Captain for the Crested Butte trip submitted the trip financial reconciliation to the Board. Upon full discussion of the reconciliation, the Board noted that requests for refunds for WSC trips must be submitted to the Board in writing. It was further noted that non-members are not subject to WSC member refund policies.
Steve reported approximately 30 people attended the Fall River gathering.
Pool Party: August 26 at Terradyne. More details forthcoming.
Cheney: September 30, Indian Summer Celebration.
Action Items from past Board Meetings: Andrea will forward WSC artwork to Rob Ryder and Veronica Casados for development / completion of the WSC business cards. Andrea will contact Deb regarding a WSC liability waiver form.
The meeting was adjourned by Andrea Duggan, President, at 8:20 p.m.
Andrea Duggan, Carol French, Lisa Walls, Rob Bailey, Melissa Haddid, Cathy Stenz, Marlene Coker, Steve Herheim
Deb Stanwix
The meeting was called to order by Andrea Duggan, President, at 7:10 p.m.
The minutes of the Board Meeting of Tuesday, May 9, 2006, were read to Board Members and approved as presented.
Committee for winter trips planning
Oklahoma City Ski Club and winter trips not discussed at this meeting.
Audit results and Recommendations: Cathy reported that the results of the audit conducted on Friday, June 9, 2006, by Andrea Duggan, Laurie Mulford, and Carol Ebel have not been finalized at this time.
Audit Recommendations from Laurie: To reconcile trips in a timely order, e.g., one month after event to ensure all monies/receipts turned into Treasurer - audit results within the next month. To request separate checks from Members for dues, trips, events, etc. Separate receipts and payments (do not allow subtracting payments from cash received, etc.).
Cathy indicated that she has started to process the new year information and suggested a different process to facilitate the reconciliation of the bank accounts via the new software. Cathy noted that currently the accounts separate the deposits/withdrawal under the various account headings, e.g., general, social, trips, etc.
Recommendation: The software would operate more efficiently if there would be a general account that would have various sub-accounts accounts (social, etc.) and a separate Trip account.
APPROVED: The Board agreed to separate the accounts with a General account and a Trip account.
Cathy reported that the WSC CD (243 day at 3.918% interest) matured on June 12, 2006, in the amount of $15,341.95. The interest will be separated and the CD renewed at the best current market rate to be researched by Cathy. The interest of $341.95 will be separated and will be kept in the general account for scholarships to be offered later in the year.
Carol discussed and clarified the WSC By-laws stating that minutes should be taken of the General Membership Meeting. Going forward, minutes of the monthly General Meeting will be recorded. Carol noted that the minutes of the Board meeting would be emailed to Board members for their approval prior to the next meeting of the General Membership on the 3rd Tuesday of each month. The minutes will be posted on the WSC website also.
Lisa reported that there are currently 55 paid members. The Board discussed the need for business cards and determined that a general WSC card would suffice instead of having a specific card for each Board member. The business card would have contact information for the Social Chairperson and/or the Membership chairperson. It was noted that either Rob Ryder or Veronica Casados would assist in the completion of the WSC business cards.
ACTION: Andrea will forward WSC artwork to Rob Ryder and Veronica Casados for development/completion of the WSC business cards.
Newsletter Deadline-July 4
Address Changes: Melissa will review address changes and forward revisions to Sullivan's (Katie Pusch).
FSA Summer Meeting - June 24 & 25. The FSA Summer Meeting will be held in Wichita on Saturday, June 24, and Sunday, June 25, 2006; the meetings will be attended by Steve, WSC Racing Chair, and Andrea.
Will Williams - FSA Representative for Wichita Ski Club
Rob reported on the recent Social calendar events:
Expectations for Boat Drivers:
The guidelines/expectations for Boat drivers was discussed and reiterated that boat drivers should be cognizant of time and attendees. The Board discussed possible liability issues and the necessity of liability waiver forms for summer activities.
ACTION: Andrea will contact Deb regarding a WSC liability waiver form. Andrea will seek legal counsel to relieve WSC of liabilities relative to summer-activities.
Newsletter Discussion: The current cost of printing & mailing the newsletters was discussed; a bulk rate is in effect for 200 newsletters (un-mailed newsletters are forwarded to Melissa). If bulk mailing rate is not utilized, mailing costs are much higher for fewer delivered newsletters.
Electronic-Newsletter delivery was discussed. Members wishing to receive an e- newsletter will be discussed at the next General meeting; a sign-up sheet will be available.
Time of General Meeting: The Board discussed a suggestion that that time of the General Meeting to begin at 8:00 p.m. instead of the current 7:00 p.m.
ACTION: The time of the General Monthly Meeting will be discussed with the membership at the next meeting.
Action Items from last Board Meeting: Steve H. is going to make WSC business cards. Andrea is going to schedule and complete Financial Audit with two independent auditors
The meeting was adjourned by Andrea Duggan, President, at 8:20 p.m.
Andrea D., Steve H., Steve A., Marlene K., Melissa H., Carol F., Cathy S., Rob B., Lisa W., Debra S.
Andrea new President, Marlene outgoing President, Lisa W. new Membership, Carol leaving board, Steve A. leaving board, Cathy new treasurer, Charlotte resigned Secretary position (spot to be filled soon by election or appointment, to be determined by Andrea).
Andrea needs to finish old year transactions before transferring books to new treasurer.
Not applicable
Melissa wants people to keep sending her pictures and stories by e-mail; she does have a scanner for those who want to hand her pictures.
Lisa is new chair; she suggested having business cards printed off so members could pass them out to potential guests and members. Steve H. volunteered to do so. All board members will be given about 100 cards to pass out. Lisa will keep the membership list up to date.
Still need to close out Breckenridge Commando trip. Took a $327 loss due to difference in lift ticket prices and 1 skier short. Need to go over Winter Park Trip-did not keep good records on lift tickets. Debra wants a uniform Trips sheet that all trip captains will fill out. Suggested having a committee of more than one person. Debra will get with Andrea to determine criteria for persons to fill spots.
Canoe trip made about a $76 profit. 35 people went; rafted instead of canoed due to high water. Rob handed in trip info to Cathy. Next SNO will be June 6th at Shorty Smalls. Next camping trip is in June at El Dorado Lake, to be captained by Mike Hand. Golf tournament in May at McDonald Park, captained by Carol E. & Jill. Possible makeup for hiking trip at Medicine Lodge (Gypsum) on June 10 & 11th, captained by John Hough. Rose Manz, on behalf of Grace Presbyterian Church, has offered to sell the Club hamburger, candy and soda for $100. Andrea gave a check to Rob. We will use items for social events.
Normally have an audit for trips and another audit for end of year. Steve A. suggested that we combine the two into one. Andrea will schedule when she is ready.
We will now be meeting on the second Wednesdays of the month at 6:00. Will meet at The Broadview for June board meeting.
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