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Meeting Minutes - October 6, 2005
Meeting was called to order at 7:06 PM
Present: Tom Dimaggio, Rhonda O'Hearn, Greg Barker, Jim Lalla, Bill Bartlett,
Josh Stevens, Bob Spoerl, Bob Heckman, Keith Bryar, Danae Colbath
Secretary's Report:
Minutes of September meeting distributed and reviewed.
Correction made: Rhonda was not assigned the task of designing the MOA
sticker. Greg Barker completed this task. Motion made to accept the minutes by
Jim Lalla, seconded by Josh Stevens. All in favor.
Treasurer's Report:
Presented by Bob Heckman. Hard copies distributed.
Motion made by Jim Lalla to accept the report, seconded by Josh Stevens. All in
favor.
MEMBERSHIP COORDINATOR REPORT:
Presented by Rhonda O'Hearn. We currently have 81
members. Rhonda sent out a mailing two and a half weeks before the NNE EXPO
in an attempt to recruit new members. Fifty one flyers were mailed no
response received.
Tom DiMaggio asked Rhonda to make phone calls to three or four previous
members who have not renewed their membership this year to see if there are
specific reasons why they have not renewed. She agrees.
WEBSITE:
The MOA has been removed from the website.
Membership Application three pages long! Motion made by Rhonda to simplify
the application. Keith seconds. All in favor. Rhonda will simplify the application
and Jaye will update the website.
MOA:
The MOA has not been signed: The wording (ATV) is being reviewed and may
need to be updated. DRED is awaiting a letter of approval from the Federal
Highway Department. Two trails in the Keene area and also the Northern Branch
of Andover/Danbury have not been accepted at this point. It has been requested
by NHMA that the Kisker Trail in the Winchester/Chesterfield area be added.
Tom DiMaggio proposes that we proceed to have the MOA stickers made and
monitor the NHMA website for approved trails. All agreed.
MOA STICKERS:
Sticker design projected for viewing. Much discussion ensued concerning the cost
and details of the sticker.
All agree on the design of the sticker. Per Bob Heckman, the printer is
requesting a higher pixel picture (600 vs 300). Greg Barker and Bob Heckman
agree to work on the details. The price of each waterproof sticker will be
approximately $1.50.
Motion made by Rhonda O'Hearn to institute a fee of $5 for members of NHMA
to obtain a sticker and $20 for non-members. Bill Bartlett seconds. All in favor.
Bob Heckman proposed a process for obtaining MOA stickers from the NHMA.
The proposal was titled ATV Sticker Pilot Program Process and consisted of four
separate documents. Each document was projected for all to view and
discussion followed. The first area of discussion concerned the wording of the
title it was agreed to change the wording (ATV) to be consistent with the
updated MOA.
A. Application: It was reviewed and decided to include the fee of the
sticker on the application.
B. Rules
C. Process: It was agreed to reword the portion concerning maintenance
of trails to state "volunteer to maintain trails."
Motion made by Keith Bryar to accept all four documents. Seconded by Greg
Barker. All in favor.
NNE EXPO:
NHMA represented by Rhonda, Tom, and Jim. One new member recruited and
two memberships renewed.
TRAIL REPORTING SYSTEM:
Tom requests specific people to be dedicated to updating certain trails. This is a
request only, not mandatory.
ANNUAL PLAN:
Presented by Bob Heckman. Documents reviewed (Mission Statement and
Strategy). These documents were reviewed as guidelines accepting the
documents means we were accepting the format but not each individual item as
presented. Documents can be updated. Contact Bob Heckman for any additions
or subtractions. Motion made by Greg Barker to accept the documents as
guidelines/format. Seconded by Jim Lalla. All in favor.
MUSHER CONTROL:
Discussion centered around mushers who want to run at Hill Village without
permission slips. They are not our members. Do we have any authority to
address this issue? The consensus was that we do not, however we are very
concerned about the impact it could have on whether or not Hill remains open to
mushers.
HILL VILLAGE:
Discussion on how to improve our relationship with the Army Corp of Engineers.
Keith Bryar motions for Bob Heckman and one other person (delegated by Bob
H.) to establish a relationship with the Army Corp of Engineers. Motion not
seconded. Tom DiMaggio states he will call the Army Corp of Emgineers by next
week.
INCIDENT REPORTING SYSTEM:
Web Form reviewed and discussed at length. Differing opinions on what
information should be required (if any) to make the system valid and credible.
Several voiced concern that people would not complete the form at all if the
name field is required. Concerns also raised about who would be responsible for
reviewing the information and who would have access to the completed forms.
Greg Barker states the information should be stored in a database. He will work
with Jaye to design the database.
Jim Lalla (Trail Safety) nominated to receive the forms – they will be submitted
directly to him (and sent to the database at the same time) when the SEND
button is activated. Information will become a part of the Trail Safety Committee
Report.
Proposed changes to current form:
A. Add "May we contact you?"
B. Add a check box for option to not have name recorded.
C. Add "sent to NHMA Director of Safety."
Motion made by Keith Bryar to update the Incident Report Form and send to the
Board via email. Board Members will have four days to review the form and
propose changes and then it will be posted on the website. Bob Heckman
seconds. All in favor.
NEW BUSINESS:
URL was renewed for 3 years ($69).
Absenteeism Minutes: Rhonda expressed concern about how to best have Board
Members views expressed when they could not be present at meetings. It was
agreed that the secretary is not responsible for reading email responses to the
Proposed Agenda. It was agreed that the best option is for the absentee Board
Member to appoint a representative. This will allow for discussion to take place.
Meeting Minutes: Per Tom DiMaggio, Meeting Minutes to be forwarded to Greg
Barker for posting on the Website. Board members can review and email
corrections, additions, etc. to Greg.
Keith Bryar would like to make meetings less frequent.
Thank You to Leif Erickson who presented Steve Hessert with a sled that was
identical to the one that was destroyed in the snowmobile/musher accident!
Next Meeting: November 3, 2005. It was agreed that if no progress had been
made with Hill Village or the MOA, the meeting would be moved to a later date.
Meeting adjourned 8:45 PM.
Respectfully submitted by Danae Colbath, Secretary
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