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Meeting Minutes - May 23, 2005
Meeting was called to order at 7:10
Present: Bob S, Bob H, Greg, Tom, Rhonda, Jaye, Leif, Jim and Bill
GENERAL COMMENTS
Would like to maintain some type of meeting etiquette and keep us on topic so that
we can assure all agenda items are covered
BUREAU OF TRAILS:
Tom announced that the mushing section on the Bureau of Trails website is live. Bob
S. walked is through each of the pages. The design and content was well received.
Mike Hayward from Hill Village, US Army Corps of Engineers spoke to Tom about two
instances of complaint that occurred during dry season training. One involved a pair
of hunting dogs, the other, a person who was out pleasure-walking her dogs.
After hearing this, Rhonda stated that she regrets not contacting the US Army Corps
of Engineers when a pair of snowmobile drivers cursed at her and Bob to get of the
trail.
The reason these instances were not brought to the mushing community when they
occurred is that Mike did not know who to contact.
We need to develop an incident reporting process.
Tom has invited a representative of the US Army Corps of Engineers to attend our
annual meeting as a guest speaker. Next meeting: come up with ideas on how to
politically tackle the issue.
OFF ROAD COMMITTEE REPORT:
Tom presented a copy of the bound version of the NH State Trails plan as published by
Russo. No feedback yet from the legislature regarding the bill for the funding of
the recreational trails.
OUR WEB SITE:
We would like the front page to look different and inviting in order to draw regular
and frequent visitors.
Bob H asked for an ADDR (hosting company) visitor history report to be presented at the next meeting.
Jaye and Greg reiterated that their job is not to create the content; but need to be
informed as to when to change/delete/add something. If this communication back to
the webmasters does not take place, then the homepage content will remain the same.
Jaye agrees that the date sorted detail as presented currently on the home page
could be construed as boring. Suggested adding a news alert section.
Also to change the featured photo on a monthly basis.
Trails section: We need to do away with
the guest vs. members. Seemed a good idea when it was designed but now is a road
block and creates a false image of exclusivity. Need to publicly announce that the
trails database is not members only. Jaye agrees that the trails section is what
ultimately will drive users to the site. As a trail user, she tries herself to keep
trail condition reports up to date for those she frequents. We ought to have a
disclaimer on the trails section that NHMushers Assoc. is not liable for the
conditions of the trails and comments are those solely of the poster. Although we
have room on the ADDR server to host the trails database, it is presently stored on a
server owned by IX Interactive rather than ADDR because of coding/scripting and server space
issues and security. Greg mentioned that linking to the various snowmobile club
trail maps would save us space and time but many times do not contain enough detail
in the maps themselves. We could perhaps overlay a hand drawn map onto a topo if the
scale happens to be the same.
Jim shared with Jaye his concept of what categories of information ought to be
available on the various pages of our website. Now that the organization and
information that we are posting has expanded, the site requires a bit of
housekeeping, including the movement of the navigators to the left side.
We need a new bulletin board. All agree that the style DESDC is using would be
appropriate. However, DESDC pays a monthly fee for the code. Jaye is going to
work on writing something similar for us.
Minutes of prior meeting should state at the top "pending board approval". Gives the
team an opportunity to review and edit before filing as official.
ADDR offers us a number of free Email accounts. In listing our member's names on the
website, the idea was suggested that perhaps we also include a phone number and
Email address for each contact. We then retracted the idea and decided that a
listing of the names and board position was sufficient and instead, Jaye will put
all BOD's on copy to incoming correspondence from the NHMushers main Email account.
Rhonda disagreed with the mass blind copy. She has been managing the incoming Email
since the inception of the organization and forwards all non junk mail to the BOD.
Access to the Yahoo mail box is not privately owned and can be accessed by any BOD
who knows the ID and password.
Bill asked how often the site can be updated given IX Interactive's available resources and what
IX expects from us since they are doing this work probono. The board voted
unanimously to give Jaye a polo shirt. Tom asked what the typical turnaround time
is for general updates. Jaye stated 48hrs if IX Interactive has the staffing at the time, 2-3
days if the CEO is the one to do the work. To do the redesign, Jaye said 20-22
hours.
Jaye will come up with some design alternatives over the next two weeks. Greg agreed
to distribute to the BOD for feedback. Our immediate feedback would allow Jaye to
have something solid for our next meeting
ANNUAL MEETING:
Bob H shared with everyone, a proposed meeting agenda complete with time slot
breakdown of activities. We will have a doggie stuff swap shop. Vendors will be
invited to participate provided Sendashi is in agreement. The NHMushers will provide
paperware, plastic goods, hot dogs, hamburgers, soda and green salad. Any other food
stuffs, persons are welcome to bring as Pot Luck. Need to have on hand and made up
in preparation; copies of the trail etiquette and safety flyer and membership forms.
Hope to have the following guest speakers: NH Fish and Game, rep from US Army Corps
of Engineers, landowner from the Massabesic Water Works area and a White Mt National
Forest Ranger
Bob H and Rhonda will send out flyers (postcards) to members to inform them of the
annual event. Bob H will send an electronic copy of the flyer to Sendashi so that
they can post it on their web site.
BI-LAW CHANGES
Jim presented two proposed changes to the Constitution and Bi-Laws to be brought for
discussion with the general membership
Article II - Meeting, Section 2 - Special Club Meetings
• Change: "receipt of a petition signed by twenty five (25) members" to "receipt of
a petition signed by 25 percent (25%) of members"
No objections from the floor. All in favor. Will bring to the membership for
approval.
Article III - Directors and Officers, Section 1 - Board of Directors
• Change: "Each one will represent a different county or counties in New Hampshire
to "when possible, each one will represent a different county or counties in New
Hampshire"
No objections from the floor. All in favor. Will bring to the membership for
approval.
• Add: "Members of the Board of Director and Directors who have three (3)
consecutive unexcused absences from meetings shall be deemed to have vacated his
position and a replacement shall be named under the terms of "Vacancy" (section 5).
Counter proposal to reword "shall be deemed to have vacated". Bob H opposed to the
added bi-law. Subject to be tabled until next meeting.
Rhonda presented two proposed changes to the Constitution and Bi-Laws to be brought
for discussion with the general membership
Article III - Directors and Officers, Section 2a - President
• Change: "The President is authorized to spend up to $1000 without prior approval
of the Board"
Initial revision was presented and counter argued among the board with the following
text to be brought up before the general membership: "The President is authorized to
spend $250.00 without prior approval of the Board. Any expenditure above $250.00
requires a 2/3rd approval of the Board".
All in favor. Will bring to the membership for approval.
Article III - Directors and Officers, Section 3 - Directors
• Change: 7 Directors to 8 and add "reserve as a special post for the
Representative (Chairman) of the Off Road Committee".
Rhonda's argument on the topic is that the Off Road Committee (Chairman's position)
is a very important one, one in which the NHMushers Assoc greatly benefits. To
assure the organization receives a monthly, or as newsworthy suitable, she would
like to see a position (chair) reserved on our Board for a rep of the Off Road
Committee. Subject to be tabled until next meeting.
NEXT MEETING:
July 21st
Meeting was adjourned at 9:15
Respectfully Submitted by Rhonda Hendry O'Hearn
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