February 2016 Minutes for OSC
Meeting of the Board of Directors
Dewitt Library, Shoppingtown DeWitt
January 26, 2016 at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Peg Hotaling, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Lee Wakefield, Bruce Kaiser, Helen Barrett, Len Kolakowski, Mary Begley, Scott Launt
ABSENT: Jan Carr, Leo Naylor, Dick Walters, George Sharan, Terri Murray, Heidi Gang
Bruce Kaiser advised that he has spoken to Dave Devendorf and that a few discrepancies have been identified and resolved. In each case, members were listed twice with different expiration dates.
OSC BOARD OF DIRECTORS MEETING JANUARY 26, 2016
6d. Trip Committee - Peg Hotaling reported. Garnet Hill trip- the XC was good. Gore was iffy. John Sonne would like to have the number of the participants recorded to make is easier for the next trip co-ordinator. Scott Launt reported that the Ellicottville trip was a success. He has sent out a survey to rate satisfaction. There were 22 signed up, 20 participated. Two dropped out, one due to needing medical attention, another was injured while skiing. Peg reported on the Whitefish trip. Banff is a set. Peg will send the complete report via email. See attachment No. 4.
6e. Nominating Committee – Jack Lancette, Chair, reported that they have one more candidate that number of openings. John Sonne asked that the candidates be sent a copy of the By-Laws. It was decided that something will be published in the Schussboomer. Mary Begley read the piece that she intends to put into the Boomer. Marion LaPierre advised that she intends to step down as the Corresponding Secretary.
6f. Long Range Planning Committee – John Sonne reported that they will meet after the Whitefish Trip, the date to be announced.
6g. Onondaga Cup Race – Jack Lancette reported that he has ordered the trophies and has a call into Rick Bunnell to get the Colleges fired up. Flyers were left at Greek Peak today. Jack will send Scott a pdf file of the flyer to Triple Cities, Finger Lakes and GE ski clubs. Jack also sent it out on Facebook.
6h. NASTAR – Heidi Gang reported to John Sonne that NASTAR was bought by the US Ski Team and that the timing system did not transfer properly, causing problems. Space at Labrador is not satisfactory. We cannot have the pizza and drinks in the Last Run restaurant. Instead we have been put into the small room that was the old bar area within the main lodge.
6i. Website – Peg Hotailing reported via email on 1/26/16, see attachment No. 2. There was a question about the number of hits per day which Peg addressed. Hits per day are calculated by the number of page hits within one visit to the website. Therefore if a single visit includes checking out 5 pages, then the “hits” are counted as 5. Peg advised that she is working on a newsletter to be put out quarterly that will offer tips for using our communication tools; the target date is March 2016. See attachment No. 2.
OSC BOARD OF DIRECTORS MEETING JANUARY 26, 2016
The next meeting of the BOD will be Tuesday, March 1, at the Dewitt Library, Shoppingtown.
No. 1 Membership Committee Report
It is early in the month to give a full report but here is the data on 1/17/16
20 new members
64 did not renew membership so far
We are working on making changes to membership so that junior memberships can be done online through PayPal and not mail in only.
We are continuing to work on the archiving system.
Dave Devendorf made some changes to dropbox so that the data is more accurate for people looking at dropbox. (used to combine expired and renewed/new.)
Carol Knowles, Membership Chairperson
No. 2 - Website Report - emailed by Peg Hotaling on 01/26/16
Website stats will be available after February 1 for a full month of data.
The committee met January 13 and below are some of the highlights/activities
1. First order of business was to welcome Mary to the committee.
2. The logo has been added to the website header.
3. We discussed how we could use the website to communicate member status after sickness or injury to rest of the club – This was a recommendation of Mike McCabe and the committee said they would review. The consensus of the committee is that we do not recommend using the website for this purpose. Primary among these are privacy issues, i.e. HIPAA laws. The updates would have to be done by the person who is ill, spouse or significant other. It was also thought that some members might be interested, but others might not know the person. It was noted that there are other sites for this, such as Caring Bridge, and anyone wanting to let their friends know about the status of their illness could use this. Mike was notified of our decision.
4. One of the challenges of a website is keeping content updated. Steve has been alerting Peg to these items and has volunteered to be responsible for policing the website for outdated material, bringing it to the attention of the committee and notifying the event leader that we need current information on their event for the website.
5. Comparing OSC membership to website membership – Peg is doing this comparison and will report findings to the committee. Anyone who is a website member and not an OSC member will be notified and reminded that they must renew club membership or their website access will be removed.
6. JotForm - After this was used for NASTAR (with positive feedback), Dave has been asked to set up the form for a pre-trip party to Banff and a possible Adirondack outing in the summer. We reviewed the many benefits of the form for use with any event where it is necessary to have names and collect money including the amount of time that can be saved by the leaders. Whether or not to use PayPal was weighed and it was determined since everyone is not in full agreement on this, we will take our proposal to the finance committee for guidance stating that: The website committee recommends the JotForm be used to sign up for all trips and events where a fee is paid and we highly recommend PayPal be used. Finance has been notified, we are currently receiving feedback from them.
7. Training for Jack and Mary on website - In order to assist with updates and have additional individuals familiar with the website, a training session will be held February 15, 7 pm at Steve Knowles
8. Communication newsletter – Peg will publish a quarterly newsletter on club communications. It will include ‘how to’ items on our many communication tools the club has. Steve suggested a title ‘Did you know?’ Peg will draft a copy and send to the committee. Target date: mid-March for end March publication. It will go to same audience as Boomer and be in a similar format.
9. Our next meeting will be March 7.
The following email was sent by Peggy Hotaling on 2/11/16:
Avg #page hits/day:
Jan - 629
Dec – 604
Nov - 626
Oct - 533
Jan 2014 – 569
Jan 2013 - 417
No. 3 Treasurer’s Report emailed to the BOD by Henry Wakefield on 2/09/16:
Account 1/21/16 Balance
Checking Acct $17,711.54
Savings Money Market $14,413.95
TOTAL Bank Accounts $32,125.49
Money Available $37,168.28
Vanguard Investments $60,972.64
TOTAL Investment Accounts $60,972.64
OVERALL TOTAL $98,140.92
Committed Funds: $30,425.69
Outstanding Deposits: $300.00 Security Deposit Refund for Bazil House at Garnet Hill
Outstanding Bills (Checks Written/Direct Charges - not currently cashed)
Dave Clark $131.36
Sherman Lovelace $10.00
Monthly Standard Bills $1,380.00
Operating Funds Available $6,601.23
No. 4 Trip Committee Report – as emailed to the BOD by Peg Hotaling on 1/27/16
Two trips are complete. Garnet Hill was a success with good cross country skiing reported; several people skied at Gore Mountain. Total of 36 people
Ellicottville was another successful trip with a 40% increase in participants from last year.
Whitefish participants are ready to leave this Friday. There is one cancellation due to a ski accident.
Stowe now has 35 people; Diane is looking for a female to fill a room
Whiteface has 8 participants
The trip committee is meeting Tuesday, February 9 before the General Meeting
No. 5 Corresponding Secretary Report from Marion LaPierre, as emailed on 2/2/16
The January 5, 2016 minutes should have reflected the following:
Corresponding Secretary Marian LaPierre sent e-mail to Rochester Funeral Home's Memorial Page expressing Club's sympathy to family of long time member Joan Salem on her recent passing. Get well cards sent to Dick Butler & Kay Kotwas.
January 2016 Minutes for OSC
January 5, 2016 at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Peg Hotaling, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Lee Wakefield, Dick Walters, George Sharan, Terri Murray, Bruce Kaiser, Helen Barrett, Len Kolakowski, Heidi Gang, Mary Begley, Scott Launt
ABSENT: Neville Sachs, Jan Carr, Leo Naylor
1.DETERMINE A QUORUM: A quorum was reached. The meeting began at 7:07 pm
2. MINUTES: Scott Launt made a motion to approve the minutes of Nov. 30, 2015 as corrected. Len Kolakowski seconded. All in favor. The motion carried.
3. CORRESPONDENCE: Marion LaPierre reported that she and talked with Joan Salmon’s daughter and sent caring cards to Dick Butler and Kay Kotwas.
4. FROM THE PRESIDENT: John Sonne updated his Committees list to reflect the following changes: Len Kolakowski is the Chair of the Marketing Committee; Donna Willis is now the coordinator of NOTT and will be helping Marion Jerose with Cross Country skiing events.
5. TREASURER’S REPORT: Henry gave a short report of the account balances as of 12/31/15. The Finance Committee will need to look at the Lodge’s budget line as we have not realized the amount of income from room rentals as anticipated. John Sonne accepted the report.
6. COMMITTEE REPORTS
6a. Membership – Carol Knowles, Chair, reported to John Sonne. See attachment No. 1.
6b. Lodge Committee – Lee Wakefield reported. Henry Wakefield called the insurance agent, who is currently doing a review of the coverage to see if it is appropriate since there is a fire hydrant now within 1000 ft. of the building, and to check on the value of the lodge which was the question that Bruce Kaiser brought up in the Dec. meeting. See attachment No. 2 for complete report.
6c. Marketing Committee – Len Kolakowski reported. Hunter Mountain is now an advertiser on our website, as is Talic, a vendor that designs and crafts ski racks and other items for storing sporting equipment, and was solicited by John Baker. Talic may have a table at the General Meeting in March. The online store for Club apparel is now linked to Spinnaker. So far there have been no orders. Heidi Gang reported that there will be a tubing event on Saturday January 16th from 10 am to 1 pm. Cost is $15.00 per person.
6d. Trip Committee - Peg Hotaling reported.
Steve Knowles has volunteered to be the OSC representative at Mountain Travel Symposium in Keystone, CO in April. The committee has voted to reimburse him $320 on a cost of $550 for the trip. Depending on additional expenses that may be incurred, the committee will discuss further reimbursement if necessary and if the funds are still available in the budget.
The next meeting will be held Tuesday, February 9 before the General Meeting to discuss budget items, trip leaders for 2017 and procedures needed for Historical committee.
6e. MeetUp – Terri Murray reported. MeetUp has 169 members. It has proven useful for events like Togg Day. Scott Launt reported that there are 78 people signed up for the party at this time and 42 will be skiing.
6f. NASTAR – Heidi Gang reported. There are 44 signed up to participate, making up 5 teams. January 17 is the first practice run. MeetUp helped her to change the start date with the weather being a factor. The program has been pushed back 2 weeks thus far. George Sharan will help with the teardrop flag at the race.
Onondaga Cup Race – Jack Lancette reported that he has sent the flyer to Jessie Novak at Toggenburg. She will put it on their website. Rick Bunnell will be used to contact the colleges that participate. Togg will sign up racers, Jack will obtain the trophies.
Scott Launt suggested that the Marketing Committee use some of their budgeted funds to provide brochures and posters to advertise the Onondaga Cup Race.
6g. Website – Peg Hotaling reported via email. See attachment No. 3 for that report.
7. UNFINISHED BUSINESS: Last month Scott Launt proposed that a mission statement be developed for all Committees. To update that effort, John Sonne advised that he is going to send out a communication to all the Committee Chairs and principle committee members to explain how the History Committee and the Board of Directors wishes to deal with burgeoning information to avoid duplication of efforts in keeping track of Committee Policies.
8. NEW BUSINESS:
9. ADJOURNMENT: The meeting adjourned at 8:29 pm.
The next meeting of the BOD will be Tuesday, January 26, 2016 rather than February 2nd, .at the Dewitt Library, Shoppingtown. This is made necessary due to the Whitefish Trip conflicting with the regular date of the first Tuesday of the month.
No. 1 Membership Committee as emailed by John Sonne 01/02/16
Membership Committee Report for January 2016
We have 661 current members.
In December, I processed 87 renewals and 19 new members. 44 members did not renew. I printed the list for the President.
We have started using an archiving system to reduce errors and overlapping of data on members. I have only been doing it for a few months and will need 6 months for everything to be working smoother. I am able to match expired members with members renewing so that there are not 2 files for people if they made any changes to their membership (initial added, shortened first name, address change, etc..). It will be a great system since we don't use numbers for each member. I am not perfect, even though I try and unfortunately, I make some human errors. I keep hand records to match with the Internet files and each month I spend time matching my records with the Internet records so that there are fewer errors.
No. 2 Lodge Committee – as emailed by Lee Wakefield on 01/05/16
December 2015 OSC Lodge Report
53 Bed nights for December 2015
Jeff Nugent received our letter of expectations for OSC Lodge Caretaker. He is just down the road, next door to Short Hills Ski Lodge, which will be much more convenient and efficient for our needs.
Brian Sargent will continue to do the winter snow plowing.
I am planning on holding a Lodge Committee meeting in January/February, to discuss 2016 priorities for Lodge maintenance.
No. 3 - Website Report - emailed by Peg Hotaling on 01/04/16
Sept - 545
Dec 2014 – 510
Dec 2013 - 445
FY 2015 – 495
Heidi reported that the sign up form for NASTAR was excellent; 14 members of NASTAR used it; all but one used the PayPal option to pay. The intent of the form was to make it easier for the chair to manage information on participants, give them another way to pay rather than by check thus having less checks to handle. The committee will discuss using it for other OSC events and trips.
Updates to site:
· The complete findings of the survey and final report were posted to a secure area of the website. Website membership is required to view it.
· Lodge pictures and 2016 schedule for families have been received from Ken Robbins
· The online store is open for lift tickets; our first purchase 12/31.
· The OSC logo store is open with a link from the Hot Deals tab.
Our next meeting is scheduled for January 13.
December 2015 Minutes for OSC
December 1, 2015 at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Peg Hotaling, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Lee Wakefield, Jan Carr, Dick Walters, George Sharan, Terri Murray, Helen Barrett, Len Kolakowski, Heidi Gang, Mary Begley, Scott Launt
ABSENT: Leo Naylor, Bruce Kaiser
1. DETERMINE A QUORUM: A quorum was reached. The meeting began at 7:03 pm
2. MINUTES: Scott Launt made a motion to approve the minutes of Nov. 3, 2015. Peg Hotaling seconded. All in favor. The minutes were approved as submitted.
3 CORRESPONDENCE: Marion LaPierre reported that Judy Swanson has been ill for a few weeks. She asked that the board members sign the card she circulated. Kay Kotwas is doing well, Remo is improving. Dick Butler is in rehab, a card was sent to him. It was noted that a more organized way to let folks know of those needing well wishes should be put into place. Peg offered to add something to the website for this purpose. This will be discussed at the next website committee meeting.
4. FROM THE PRESIDENT: John Sonne handed out an updated committees list. See attachment No. 1. The following committee structures have changed:
Happy Hour: Gail DePalma, Carol Jerose.
NOTT: Dave Constantino for half the year, Len Kolakowski will be participating.
Marketing: the committee has requested an additional person that is not on the Board Action Item
NASTAR: Heidi, George, Dawn Penniman.
Onondaga Cup Race: Jack, Rick Bunnel Terri, and Heidi. Merchandise: George, Scott Launt will be back up.
5. TREASURER’S REPORT: Henry gave a short report of the account balances as of 11/29/15. Vanguard went up again, everything is recovering as far as the stock market goes. Henry will send out the full report this week.
6a. Membership – Carol Knowles reported to John Sonne as follows: 101 members were processed in November, 18 new members, 35 did not renew, Total membership is 659. John Sonne asked Helen Barrett to contact Carol Knowles to check on whether or not the reminders went out to those that did not successfully renew their membership. Helen agreed to get the list of 35.
6b. Lodge Committee – There were 11 bed nights in November. The committee agreed to replace the person doing the mowing and keep Brian Sargent for snow removal. They may change the locks down the road. Lee reported that Ken Robbins checked on the when the last appraisal was done. He said it was about 5 years ago that the insurance company did a review. His opinion was that no significant improvements were done in the last 5 years and that the recent work (mostly kitchen) was considered updating. The tax records show an assessment of $204,000 which went up from $148,000 when the room tax came into play in Vermont.
The volunteer fire department in Granville placed a hydrant near the lodge, so now it is within 1000 ft of the structure. Henry Wakefield will contact the insurance company for a possible reduction in premium. The building is insured for $375,000 plus currently. Neville Sachs stated that this was due to the fact that the current replacement value would justify keeping the coverage at that amount.
Peg made the comment that The Survey results showed that the comments on the Lodge were good overall. The highest deterrent for using the lodge was the distance to travel and comments included kids being allowed to stay at the Lodge and whether or not a single could pay as a single and stay in a double if the lodge is not full. Lee will look into it. ACTION ITEM: Lee will meet with the committee and report to John.
6c. Marketing Committee – Len Kolakowski reported. The committee met on Nov. 23rd. Spinnaker Custom Products was selected to provide our logo wear as they offer a large selection with competitive prices, their site is easy to use and members can order directly. He expects we will have the information about the portal by next general meeting.
They are still on a quest for a new logo. It continues to be a work in progress.
Heidi Gang and Carol Knowles manned the booth at the Warren Miller Show where they reported having a good turnout. Carol processed 3 renewals, 10 to 12 persons took membership applications. Of the 850 attendees, 10% were ski club members.
Hunter Mountain asked George Sharan for an invoice for Advertising. George mailed it out and we are waiting to hear back.
Peg Hotaling suggested that the slide show that was shown at the Ski and Snowboard Sale and the Warren Miller event be available for members to see at the General Meeting next week.
Steve Knowles sent an email to Dick Walters asking if we can get more yellow jerseys like the ones that were done for cycling. These were done at Papa Sports and were offered in both long and short sleeves and were of fluorescent colors.
Dick Walters reported that he sold all 10 license plate frames at the general meeting, 15 more were ordered, and they all were sold. He will get only 5 more.
John Sonne commented that he would like to develop an all-inclusive program with Spinnaker so that license plates all other items can be available on one website. John asked that the Club put up the money for the license plate frames, that Mary put a verbal in the Boomer, and that a slide show be presented at the Gen. Meeting.
George Sharan asked Henry if he received a check from Canon Pools for advertising. Henry said that he did.
6d. Trip Committee - Peg Hotaling reported. Neville has filled the Banff trip. Whitefish is full. Scott Launt has room in the Ellicottville trip for Jan 20 – 22nd. Garnet Hill is full. It is unknown what the status is for the Whiteface Mt. trip as Leo Naylor is not present. Peg reported that the Club is invited to the Mountain Travel Symposium in Keystone Colorado in April. They would like to have someone in a decision making position to attend.
6e. MeetUp – Terri Murray reported. There are presently 161 members in MeetUp. The numbers are up due to people using it for the two of the Club events, Ellicottville and Toggenburg Day. She did a comparison to the meet up membership. There are 10 members outstanding, of these 7 renewed, 3 may have but do not show up in the dropbox. Terri will call Carol Knowles and report back next month on reconciling the differences. ACTION ITEM
In checking the website, Terri said it appears that some parts of it have not been updated since 2011. Peg explained that that date represented the date in which it was set up. A discussion regarding our different communications followed as to how we could work together to make the best use of our tools for communicating with members. John Sonne suggested that a sub-committee be formed for communications, to coordinate all the tasks of the various committees and improve efficiency. Those most involved would be Mary Begley for Schussboomer, Peg Hotaling for Website and Terri Murray for MeetUp.
6f. Survey – Peg Hotaling reported for the committee. She sent the report to the Board and the Long Range Planning Committee. If anybody wants any additional information (ie: how many members cycle only) it can be extracted by sending a request to Peg. She feels that the LRPC should be the purveyor of this data. She sent 33 follow up emails to people that had replied they wanted to volunteer for the Club. The last thing to do is to put the results on the website so that the members can all see it. Peg and Neville will talk this week to pick out a few things to present at the General Meeting. Neville suggested that we do a survey every 5 years.
6g. Social – Carol Jerose (not present) sent her report on The Happy Hour Survey which was done and put into the November minutes.
Helen Barrett reported that some members asked about door prizes. Lee Wakefield volunteered to put together a plan for the Holiday General Meeting. Helen asked what was the priority on this? Mary will put it in the S-Boomer who donated at the last General meeting. John Sonne will email Helen and Lee before the meeting to see what is going to be given. Marion LaPierre suggested that we auction off items as was done in the past. She has some articles of clothing that would be appropriate. She will have them ready for the January meeting to raise money for the race team. ACTION ITEM.
Scott Launt reported that he will be promoting the Toggenberg Day at the General Meeting and will get it on MeetUp. So far there are 31 signed up for the event.
There needs to be tables set up at Sharkey’s for the presenters next week. Jack Lancette and John Sonne will arrange that.
6h. Nastar – Heidi Gang reported that so far 20 to 25 people have signed up. People can sign up by clicking on a link on the webpage and on MeetUp. Participants can pay via Pay Pal or check. She has sent out emails to those signed up with information on exercises they can to do to prepare for racing.
6i. Website – Peg Hotaling reported that there has been a new look to the website in the last few days thanks to Dave Devendorf. The Online store is ready to go for lift tickets. See attachment No. 2 for the emailed report.
6j. Historical Committee – Neville Sachs reported. He suggests that we have a central repository for important documents and that it become assessable to members. The committee is going to meet when Judy Swanson is well. He asks that the Board come up with what they feel is important to the organization. Scott suggested that each committee come up with objectives and a mission statement. John Sonne would like this to be done by the end of this administration. ACTION ITEM.
NEW BUSINESS: Marion Jerose contacted John Sonne to ask about what the Club will be doing about Cross Country Skiing this year. We need to identify 1 or 2 people to pick spots and lead this. John asked Terri Murray to take some names and she agreed.
The Whitefish Trip will conflict with the Board Meeting Schedule for February 2016. The Board will meet on January 26th instead of February 2nd.
ADJOURNMENT: A motion was made by Neville and seconded by Peg to adjourn at 8:45 pm. All in favor.
The next meeting of the BOD will be Tuesday, January 5, 2016 at the Dewitt Library, Shoppingtown
No. 1 Committee Structure update – Email from John Sonne 12/18/15
Onondaga Ski Club Committees 2015 - 2016 v. 12/1/15
Nominating Committee: Jack Lancette, Chair, Dick Walters Anne Sonne Jean Cisar
Finance Committee: Henry Wakefield, Chair, Mary Begley Bruce Kaiser Neville Sachs, Steve Knowles, Jack Lancette
Trip Committee: Peggy Hotaling, Officer, Leo Naylor, Chair, G DePalma, S Knowles, Scott Launt, D Clark, C Lancette
Lodge Committee: Lee Wakefield, Officer, Ken Robbins, Chair, D&D Clark, C&J Lancette, Henry Wakefield, D Goulet, D Kimberly
Non-sports activities: Scott Launt, Officer
Happy Hour: Gail DePalma, Chair, Carol Jerose
NOTT: D Constantimno, Chair, Len Kolakowski
Hospitality Gen’l Mtgs: Carol Adamec, Chair, Helen Barrett
Marketing committee: Scott LAunt, Officer, Len Kolakowski, Co-Chair, George Sharan, Heidi Gang, Peggy Hotaling, to fill
Merchandise: George Sharan, Chair, rest of marketing com
Long Range Planning Com: John Sonne, Officer, Peggy Hotaling, Chair, Neville Sachs Terri Murray Steve Knowles
Membership Committee: Carol Knowles, Chair, Dave Devendorf, Helen Barrett
Website Committee: Peg Hotaling, Officer, Dave Devendorf, Chair, Jack Lancette, Steve Knowles, Mary Begley
Cycling Committee: Jan Carr, Chair, Dick Walters
Nastar Skiing Committee: Heidi Gang, Chair, George Sharan, Dawn Penniman
Onondaga Cup Race: Jack Lancette, Chair, Rick Bunnel, Terri Murray, George Sharan
Miscellaneous Administrative Groups
Program: John Sonne, Officer, Neville Sachs, Chair
Schussboomer: Mary Begley, Chair
History/Archives: John Sonne, Officer, Neville Sachs, Chair, Mike McCabe, Marv Partnode, Jack Lancette, Judy Swanson
No. 2 - Website Report - emailed by Peg Hotaling on 11/30/15
Sept – 545
Aug - 514
Nov 2014 – 428
Nov 2013 - 335
Several cosmetic changes have been made to the website – header on Home Page, colors. Be sure to check it out; feedback is welcome.
Following up on an action item from our last meeting and a request by Heidi Gang, Dave created a form for NASTAR sign-up in JotForm. It includes all participant information which can be downloaded to a PC and saved in Excel eliminating the need to reenter; payment can be made by check or PayPal. We will monitor to see how this goes to potentially use for future events and trips.
Note: JotForm is the same platform we use for membership and the recent survey.
The online store is open and ready for business. An email will be sent via Happenings to alert the membership.
A recommendation from the membership was presented to the committee to have a place on the website where we can get updates on members after an illness or surgery. We will look into this further to determine: who will be responsible to update, where it will go and how it will be rolled out to members.
Our next meeting is tentatively scheduled for early January. We will ask Mary Begley to join us so we can share ideas and she can become more familiar with what the committee is doing.
November 2015 Minutes for OSC
November 3, 2015 at 7:00 PM
IN ATTENDANCE: Scott Launt , Jack Lancette, Neville Sachs, Peg Hotaling Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Lee Wakefield, George Sharan, Bruce Kaiser, Helen Barrett, Terri Murray, Heidi Gang, Mary Begley.
ABSENT: John Sonne, Jan Carr, Leo Naylor, Len Kolakowski, Dick Walters
Henry Wakefield gave the Treasurer’s report. As of 9/30/15 the checking account balance was $44,874, the Money Market account was $14,413, PayPal was $5,291.74 and there was a total of $64,579 available. A correction will be send to the BOD to include NYC and Whiteface trips.
6a. Membership - Scott advised that he had not yet received a report from Carol Knowles. See attachment #1
6b. Lodge Committee: Lee Wakefield reported that there were 53 bed nights in October. A new caretaker had been identified, someone who lives just down the street. They will still be using Brian Sargent for snow removal. Orkin will be terminated for pest control. Henry advised them when he mailed the last payment.
OSC BOARD OF DIRECTORS MEETING NOVEMBER 3, 2015
Bruce Kaiser had questions related to all of the money that has been spent over the past few years on insulating, kitchen remodeling, room upgrades, furniture replacement etc. What is the current value of the lodge? Do we have adequate homeowners insurance (replacement cost) in the event of a fire? Lee Wakefield told him she was going to check on this. He also asked when was the last time we had an appraisal of the house which would help in determining if we have adequate homeowners insurance.
For full Lodge Committee report emailed on November 10, see attachment #2.
6c. Marketing Committee: Scott Launt reported for Len. Spinnaker will carry the apparel line for the club. They will have an online store and will take the orders directly. Samples will be made available at the General meeting next week. Neville offered to make a slide show to get some exposure. The logo is still being worked on. There are two suppliers being considered. The Board will be advised of any logo that gets approved by the committee and asked to vote for the final approval. Heidi Gang is all set for the Warren Miller Show and may not need any more help with the booth. George Sharan is working on Hunter Mt. as a potential advertiser with OSC.
6d. Trip committee: Peg reported that the Whitefish trip is now back up to full. Stowe now has 32 signed on, but the number that is hoped for is 40 to 42. The NYC bus trip is full with 55 signed up with a waiting list. Garnet Hill is full. Scott reported that Ellicottville has 15 rooms in the lodge, 9 of which are booked. Bruce Kaiser and Neville Sachs advised that the Banff trip is now full but will start a waiting list as it is always possible that some folks drop out due to health related issues.
6e. Historical Committee – Neville Sachs reported. He sent out a report via email. Financial records should be kept for 6 years. There should be a central repository – a disk or flash drive – they have not done that yet. They advise that the Lodge Committee should have a policy with guidelines. None exists at this time. It was advised that everything that relates to the Lodge as far as improvements, maintenance and finances be kept forever. Lee said she would take that recommendation to the Lodge Committee. There is a Trip Policy but Peg Hotaling said it should be updated and will work on it. Neville wants to bring this to the next BOD meeting for clarification of the procedures and processes involved to make a policy for each committee.
6f. Hospitality/Social Committee – Gail DePalma and Carol Jerose sent the results of their Happy Hour survey to the Board. The overall opinion of the Board was to publish the results in the minutes. See attachment #3. They are still looking for someone to fill in on the NOTT as coordinator. Norm is handling it through the end of the year.
6g. Long Range Planning Committee: reported by Peg Hotaling. The Survey looks good, it had 30% response rate. Some results were shared with the BOD on demographics. They hope to have a complete report by the next BOD meeting.
6g. MeetUp: Terri Murray reported. MeetUp is doing great. It’s turned a corner due to using it for two trips.
6h. Website: Peg Hotaling emailed the reort to the BOD on 11/02/15. See attachment #4
UNFINISHED BUSINESS: none
Helen advised that door prizes were needed. Certificates of Appreciation in color, now available to vendors. Marion sends thank you notes to vendors for door prizes. Linda and Mary will help Carol Jerose and Carol Knowles at the General Meeting at the door as Helen reports that there is a lot of confusion when folks show up and need guidance.
Lee made mention of the fact that the next General Meeting was the Holiday Meal. Jack will handle that with Sharkeys.
Scott reported on the OSC Togg Day. When you sign up, you pay up, there will be no tickets issued as before. The date is Sat January 9, 2016.
ADJOURNMENT: Peg made the motion to adjourn, Neville seconded. The meeting adjourned at 8:27 pm.
The next scheduled Board Meeting is Tuesday, November 30th t the Dewitt Library, Shoppingtown in the Bucklin Room.
Linda VanDerhoof, Recording Secretary
No 1 - Membership Committee from Carol Knowles to Scott Launt – emailed on November 11, 2015
We currently have 663 members. In October we had 14 new members. I had a updating meeting with Dave and Darlene his month. Things are going okay.
No. 2 - Lodge Committee – from Lee Wakefield, emailed on November 10, 2015
October 2015 Lodge Committee Report
October Lodge Occupancy 53.
OSC BOARD OF DIRECTORS MEETING NOVEMBER 3, 2015
Steve and Carol Knowles hosted Pumpkin Fest Oct 9-10-11, Columbus Day weekend. There group had a fantastic time. They gave positive feedback on how great the Lodge looks. They loved the remodeled kitchen, and gave one suggestion on dish arrangement to make things easier.
The lodge committee held a short meeting October 13, just before the General meeting. We discussed our options for the Lodge caretaker replacement. We are looking to replace Brian Sargant for the lock changes, emergency contact and lawn care. The new person we are considering lives down the road from the lodge, much more convenient and efficient, however he does not do snow removal. We have decided to keep Brian for the snow removal, as he did do a good job with that portion. We will be closing the deals soon.
We have terminated the Orkin contract for now, as we have had no issues with pests.
No. 3 – Hospitality Committee
50 surveys handed out.
Which evening is best? (M–F)
Mon = 3 Thurs = 10 Blank = 5
Tues = 5 Fri = 7
Wed = 5 Any = 1
Should the club pay for appetizers? Yes = 20 No = 9 Blank = 7
What do you want from happy hour? Mark all that apply.
cheap drinks = 23
cheap food = 13
socializing = 35
music = 10
other good food = 6 not loud = 2
not crowded = 2 good parking = 1
Is location a factor? Yes = 19 No = 17
one vote for Sharkey’s
Do you like to try new places? Yes = 34 No = 2
OSC BOARD OF DIRECTORS MEETING NOVEMBER 3, 2015
• Not on Wed. in summer.
• Wed. not good because of biking and skiing.
• Check calendar for other events.
Other places to try:
• Red Robin, Township 5 Camillus
• Green Gate Inn Camillus
• Pasta’s on the Green at Village Green
• Brasserie Camillus
• Aster Pantry & Parlor Armory Square
• Patty’s Lakeside Constantia
• Ricos East Syracuse
• Greenwood Winery East Syracuse
No. 4 – Website Committee
Oct 2015 - 533
Sept - 545
Aug - 514
July - 392
October 2014 – 492
October 2013 - 344
The website committee met on October 22. Part of the discussion included suggested changes for the website by the marketing committee. These included colors, fonts, tab arrangement on menu bar and content on site. It was determined that the changes would take at least 20 hours of development and testing. Concrete ideas and design were requested from marketing and how website changes will support their charter. The request was shared with marketing.
A button on the Home Page that links directly to the Schussboomer newsletter listing was requested by a member of the committee. This is complete.
Having a better way for members to sign up for ski trips and perhaps other activities requiring collection of money was discussed. Dave will investigate and send his findings to the committee.
October 2015 Minutes for OSC
October 6, 2015 at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Jan Carr, Dick Walters, Lee Wakefield, George Sharan, Bruce Kaiser, Helen Barrett, Terri Murray, Heidi Gang, Len Kolakowski, Scott Launt and Mary Begley.
ABSENT: Peg Hotaling, Leo Naylor
1. DETERMINE A QUORUM: A quorum was reached. The meeting began at 7:04 PM.
2. MINUTES: Scott Launt made a motion to approve the minutes of the August 4, 2015 meeting and Lee Wakefield seconded. All in favor. Motion carried.
3. CORRESPONDENCE: Marian LaPierre, Corresponding Secretary, advised that there were no communications. Lee Wakefield got an email from Remo’s daughter advising that he was doing well after open heart surgery. A card was sent to him.
4. FROM THE PRESIDENT:
5. TREASURE’S REPORT:
Henry Wakefield gave the Treasurer’s report. The 990T Tax Payment and the NYS Corp Tax payments made were for two years, 2014 and 2015. We are ahead on membership and it appears to more than just the dues rate increase making the difference. It looks like there are actually more members signed up than last year at this time. There was nothing in the way of income for the Lodge in September. The kitchen renovations have come in within budget. The Checking account has a balance of $23,903.54, the Savings account $14,413.04. Total in the bank is $38,316.58. The Vanguard balance is at $63,864.29. The available operating funds stand at $6,276.97. John Sonne accepted the report.
6. COMMITTEE REPORTS
6a. Membership - reported by Carol Knowles via email to John Sonne. See attachment #1
6b. Lodge Committee: Lee Wakefield reported that the kitchen renovations were done over the week starting Tuesday Sept 22nd. Workers trickled in through Thursday. A lot of work was done. The committee is dissatisfied with the caretaker, Brian, and is actively searching for a replacement. Ken Robbins took pictures of the work that was done. They will be presented at the General Meeting next week.
6c. Marketing Committee: Len Kolakowski reported via email. See attachment #2
6d. Website Committee: Peg Hotaling, See attachment #3
6e. Trip committee: No report was given as both Leo and Peg were absent.
Neville Sachs reported that 27 people signed up for the Banff trip in March. One female is needed to complete the room assignments. Bruce will display the trip at the General Meeting next week.
Scott Launt reported that the whole lodge is reserved at The Edelweiss Lodge for the trip to Ellicottville January 20-23nd. If we can get 15 downhill skiers we can get a discount on lift tickets at HoliMont. He is looking into a Happy Hour or a group dinner at HoliMont.
6f. Long Range Planning Committee: reported by John Sonne on behalf of Peg Hotaling. The survey was taken by 183 members. This was as was expected for participation. It reflects approximately 30% of the membership total. Prize winners will be announced this week.
6g. MeetUp: Terri Murray reported. Meet-Up is one year old. There are 139 participants. There have been 101 meet-ups. Terri has organized 39 of these. There were 12 Happy Hours, 8 NOTT’s, 7 events, 2 Adopt-a-Highway notices and 5 general announcements. She feels it represents very low participations by OSC members.
Len Kolakowski made a motion to keep Meet-Up at the cost of $20.00 per month and to review it after a few months. George Sharan seconded. After more discussion, Len amended his motion to signing on to Meet-Up for a full year, at a cost of $180.00. George Sharan seconded. All in favor, the motion carried.
6h. Historical Committee Report: Neville Sachs reported that he sent his report to John Sonne and he asked that the Board read it and discuss it at the next BOD Meeting in November. Storage of historical articles and files is a problem. Scott Launt volunteered to help with that.
6i. Adopt-A-Highway Reort: Neville Sachs reported via email. See attachment #4
ADJOURNMENT: John Sonne made the motion to adjourn, Neville Sachs seconded. The meeting adjourned at 8:40 pm.
The next scheduled Board Meeting is Tuesday, November 3rd at the Dewitt Library, Shoppingtown.
Linda VanDerhoof, Recording Secretary
No 1 - Membership Committee from Carol Knowles
We have 668 members at this time. 69 Renewed, 12 New members, 30 did not renew during the month of Sept.
Dave, Darlene, and I met last week and went over some changes in the system. We made some corrections together. Then they instructed me in the changes as well as other computer parts of our system that I needed instruction on.
We have NJ stickers and they have been sent out to all members who registered from June to September.
Membership at the meetings is going well with 2 people working together. One on the computer and one writing out cards.
Membership seems to be going well at this time. Dave and I also check concerns about Happenings. We have resolved some issues, but the biggest issue is people whose happenings is sent to their junk folder and deleted. We can not do anything about this. Members have to find it and check as not junk in order to start receiving it.
No 2 – Marketing Committee Report – sent via email from Heidi Gang
OSC Marketing Committee Meeting
Attendees: Peg Hotaling, Len Kolakowski, Scott Launt, George Sharan, Heidi Gang, Bob Dewey
Meeting called to order 10/1/15 at 7:10 pm
Approval of last meeting (8/28/15) minutes: Approved. No corrections. Forwarded to September BOD Meeting
FY 15-16 Budget Report
• Advertising: $750 Remaining: $599
• Public Relations: $50 Remaining: $50
Ski Show – Sept 18-20, 2015
• 2 free one year memberships AND 1 free week-end at the Vermont lodge will be given to Ian and Emily Stokes-Rees the next general meeting.
Pending funds to TBD for expenses incurred for the show.
Positives from the show:
114 entries to be turned over to membership to contact to join
75 flyers were given out
Made many connections with people
People liked the slide show (Nice job Bob!) and candy
Negatives from the show:
Make sure people manning the booth stand out front as people go by (next year reminder people to do this)
Canopy is not needed next year as people did not like it.
We did not know show started 1 hour earlier at 4 pm – remember this for next year.
We briefly discussed October ski show however, the group decided to pass on the show as it did not have much traffic last year.
Aquatic World agreed to advertise with the club. They will be doing a presentation in January.
George is still working on something with Hunter.
Suggested Adjustments to the Club Web Site
Next Web Site Committee meeting TBD.
Stationery & Banner
On hold until Logo is determined.
Action item: Open Item
Warren Miller film at the Landmark - November 23 - Wednesday
Heidi said she would be willing to sit at the booth for the 3 hours needed. Some freebies will be given away. 6 pm – 9 pm
Logo – Dead or Alive?
Logos were brought to the meeting and discussed. We went through many and ruled some out. We tried to determine what was common. The group like the club name spelled out. Keeping it simple and not busy was agreed by the group. George suggested he would like to talk to a friend of his (a graphic designer) and get his idea by letting the friend work independently and come up with something original. Scott said he could talk to Spinnakers again since they have a graphic designer using the same approach where the person would use their own idea not what we would bring to them to enhance. We did discuss a few of our own designs based off of the logos reviewed. All parties will submit their logos by 10/20 to the group. We will review and pick the logo we like at the next marketing meeting. Once choose, we will present it to the board on 11/3 for approval or not. Heidi agreed to write some notes up to set the stage when presenting to the board. She will have them ready for the next meeting.
•Spinnaker, W. Genesee St (1st box of samples returned by Len, 2nd box of samples received 10/1, held by George)
•Papa’s Sports, Park St (samples held by Scott) – did these get returned?
•Custom Logo, Rt 48, Van Buren (samples returned by George)
We agreed that we wanted to go with Spinnaker’s at last meeting. We met at spinnakers after giving a list to Kathleen on 10/1 to view all the items suggested by the group. Kathleen made suggestions and had additional items. We were able to keep it to 5 main categories picking a men’s
and women’s version of each item. Heidi took notes and sent the final version to the group on 10/3. We have several items that will be introduced in the spring i.e.: polo shirts, etc.
H’orderves served at Tog’s Wednesday Night Racing
Heidi would like to have the club provide 1 night only food after racing compliments of OSC. The idea is to advertise the existence of the club and encourage these skiers to join. Heidi will call Foggy Goggle or go see them to discuss prices and what can be done. – No update
Meeting adjourned 9:10 pm
Next Meeting – Date: Oct 28 2015, 7 pm
Heidi Gang’s house
2566 Cemetery Rd (off US Rt 20 and NY Rt 91)
No 3 - Website Report – emailed by Peg Hotaling
September 2015 - 545
August 2015 - 514
July 2015 - 392
September 2014 – 497
September 2013 - 350
No 4 – Adopt-a-Highway – emailed by Neville Sachs
On Saturday, September 26th, nine OSC members spent a gorgeous Fall morning helping to clean up our Adopt-A-Highway area on Rt. 81. Eileen Kimpel, Susan Stowell, Oisin McGinty, John Sonne, Walt Maier, Jan Carr, Marian Jerose, Mary Jo DiNuzzo and Nev Sachs spent the morning trying to make our world look a little better. With that small crew it was a bit hurried but we still managed to fill 28 trash bags. As usual, truck tire sections lead the way in the volume of pieces picked up, but the number of 1” to 3” long plastic hanger pieces was amazing. (Some south-bound klutz did a lousy job of moving his stuff!) More interesting finds included a valid Florida driver’s license and an American Express card that said it was good through 2016!
September 2015 Minutes for OSC
September 1, 2015 at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Henry Wakefield, Peg Hotaling, Marian LaPierre, Linda VanDerhoof, Leo Naylor, Jan Carr, Dick Walters, Lee Wakefield, George Sharan, Bruce Kaiser, Helen Barrett, Heidi Gang, Len Kolakowski, Scott Launt and Mary Begley.
ABSENT: Terri Murray
Dave Devendorf has changed the “dues structure” so that at this time the membership has become $32.00 for new members to join the club and $27.00 for renewing members.
Henry Wakefield gave his report. The Club paid $904.00 to the Federal government and $503.00 to New York State as a result of the IRS notification that we owed taxes on the gains realized in the Vanguard Account for the 2014 tax year.
6a. Membership - from John Sonne, reported by Carol Knowles via email. The current number of members stayed at 670 with 8 renewals and 8 non-renewals.
6b. Lodge Committee: Lee Wakefield reported that there were 15 bed nights in August. Ken Robbins, Dick Cisar and Jack Lancette worked from Aug 24 to 27 at the lodge. The kitchen floor was jacked up to prepare for the installation of the new cabinets. Some old plumbing was replaced with new. A Fall work weekend will be either the last in Sept or the first in October to sand and paint kitchen. For full report, see attachment #1.
6c. Marketing Committee: Len Kolakowski reported. There are 5 time slots left for coverage at the Ski Sale at the Fairgrounds Sept 18, 19 & 20. The Committee met twice last month. They are working on a slide show with a good range of photos to be viewed on a monitor. Len will pick up the teardrop flag from John Sonne to display at the show. They plan to have flyers ready to distribute from both the membership and the trip committees. The prize drawing for new members signing up is going to be two (first year) memberships and one night at the Lodge. Mary Begley offered to send out a message in the E-Schussboomer with details on the Ski Show.
Local companies that offer sales of OSC apparel have been contacted using websites. Once the appropriate vendor is identified, all sales would be handled online. It is a work in progress at this time. The Logo is still on the radar.
Mary Begley reported on her progress as the new editor of the E-Schussboomer. She described how the website can link to individual email addresses which will replace the way it has been published in the past. She will send a copy of each edition out to all Board members as a draft for their review. This will be done on the last Tuesday prior to the next month’s meeting. When she has received the Board’s responses, she will send a final copy by the 5th. Helen Barrett will help her with interest articles. Ski Racing is the subject of one that is now being considered.
It was noted that the official address for posting information to be put out on “The Happenings” is email@example.com. Debbie Yeardon picks it up.
6d. Website Committee: Peg Hotaling, See attachment #2
6e. Trip committee: Leo Naylor gave the report. The New York City trip was has been finalized. The date has been changed from November 28th to November 21st. There are still a 4 openings on the Banff Trip.
6f. Long Range Planning Committee:
Survey Sub-committee: Peg Hotaling reported. The survey committee will meet again next week to make sure it is all in order and ready to go on Sept 14th. Cash prizes will be (4) $25.00 each.
Long Range Planning: Neville Sachs reported on the speakers for the General Meetings coming up. He is looking at Doppelmayr for the November meeting, having a Holiday Party in December, and Bicycle Safety in April while the votes are being counted as it is election month.
Microphones: Henry Wakefield has purchased the microphones, the cost was $135.99, batteries will be in addition. He will test it out this week before the General Meeting.
Jack Lancette will meet with the manager of Sharkey’s in Liverpool to get a commitment from them to be the meeting place for each monthly General Meeting. It will be determined whether or not the cost to the Club will continue to be $250/month plus 20% gratuity and $750 for the December meeting.
Conflict of Interest Forms: The forms were distributed to those in attendance. Board members that signed and returned forms to the Recording Secretary were: Peg Hotaling, Jack Lancette, John Sonne and Bruce Kaiser.
Adopt-a-Highway: Neville Sachs reported that the Adopt a Highway effort will be Sept 26 at 9:30 am meeting in the parking lot of the Burger King in Tully.
Warren Mille Movie Event: Scott Launt reported that the Warren Miller Movie event at the Landmark Theater will be Nov 25th, the Wednesday before Thanksgiving. Heidi Gang and George Sharan are going to work on ski racing for the Club.
Proper Procedure for Club Activities: John Sonne reminded the Board that it is important for anyone that has an idea for the Club, like a trip or an event, and wants to promote it to the Club and intends to request funds from the Club to cover expenses, that they must first present the idea to the appropriate committee for approval. Once committee approval has been obtained, a representative would need to present the idea to the Board for final approval.
ADJOURNMENT: Neville Sachs made the motion to adjourn, Len Kolakowski seconded. The meeting adjourned at 8:05 pm.
The next scheduled Summer Board Meeting is Tuesday, October 6th at the Dewitt Library, Shoppingtown.
No 1 – Lodge Committee – as emailed by Lee Wakefield on 9/02/15
OSC Lodge Report – August 2015
15 Bed nights during August 2015
Ken Robbins, Jack Lancette and Rich Cisar did another kitchen work trip to the Lodge Monday, 8/24 thru Thursday, 8/27.
Ken had picked up the kitchen counter tops and delivered them to the lodge at that time.
The walls were worked on to prepare for painting. New wallboard was installed behind the kitchen sink.
They jacked up the kitchen floor to level it and added additional support underneath. Some flooring was replaced under the sink and stove.
The old overhead plumbing was removed and new plumbing installed. This has a new layout caused by the old chimney removal.
The Fall Lodge work weekend is being planned. The last weekend in September or first week end in October are being considered. The cabinet and countertop installation are priority to wrap up the kitchen renovation, prior to Columbus Day weekend usage.
No. 2 Website Committee – Peg Hotaling as emailed on 9/01/15
June 2015 - 374
August 2014 – 431
August 2013 - 367
August 4, 2015 at 7:00 PM
IN ATTENDANCE: Scott Launt, Neville Sachs, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Leo Naylor, Jan Carr, Dick Walters, George Sharan, Helen Barrett, Terri Murray, Heidi Gang, Len Kolakowski, Scott Launt and Mary Begley.
ABSENT: John Sonne, Jack Lancette, Peg Hotaling, Bruce Kaiser
1. DETERMINE A QUORUM: A quorum was reached. The meeting began at 7:00 PM.
2. MINUTES: Neville Sachs made a motion to approve the minutes of the July 7, 2015 meeting. Heidi Gang seconded. All in favor.
3. CORRESPONDENCE: Marian LaPierre, Corresponding Secretary, circulated whatever mail was in the OSC P.O. Box, including info from other clubs & ski resorts, and a newspaper clipping with photo of Kay & Ken Kotwas re: their 50th wedding anniversary.
4. FROM THE PRESIDENT:
- In John Sonne’s absence, Scott Launt expressed thanks to Lee Wakefield, Chris and Jack Lancette for taking delivery of the new kitchen cabinets at the Lodge on the 29th of July.
- Scott asked the Board if they wanted to have another Toggenburg Day this winter as we did last year. It was decided that he will approach them to see if they will be willing.
- Scott urged the Board to participate in the upcoming Ski Sale at the Fairgrounds on Sept 18, 19 & 20. It will be a opportunity to increase membership and bed nights at the Lodge. Len and the Marketing committee will make phone calls to sign people up for working.
- Scott commented on the fact that the Schussboomer is sorely missed. We are still looking for someone with time and talent to publish it. Mary Begley volunteered. Helen Barrett offered to help her.
- Scott reported that the Happy Hour at Beak & Skiff 1911 Tasting Room was not well attended. Heidi Gang suggested a picnic with music for next summer, and Neville offered to work with her on this.
5. TREASURE’S REPORT:
Henry Wakefield gave his report. Scott accepted the report as given. He reported on having received a letter from the IRS which was sent as a compliance check on the period ending April 30, 2014. Henry sent this correspondence on to the accountant. The Finance Committee will meet to discuss the action to take. Henry will send me the email and the figures that are involved.
6a. Membership - from John Sonne , See attachment #1.
6b. Lodge Committee: Lee Wakefield, See attachment #2. Neville commented that Sue Button asked about getting persons with disabilities upstairs. It was determined that we may need a policy set for this. Meantime, Lee accommodates as needed, using the beds downstairs in dorms for couples, when available.
c. Marketing Committee: Len Kolakowsli, See attachment #3
6d. Website Committee: Peg Hotaling, See attachment #4
6e. Trip committee: Leo Naylor gave the report. The committee met on July 23rd.
Trip to Whiteface Mt. is scheduled for March 11, 12, & 13 and will be a You Drive. Price will be about $300, two per room at the High Peaks Resort. You will also be able to book a room for Thursday night (2 persons per room) for $100 extra. Lift tickets are extra.
Trip to New York City on November 28th, the Saturday after Thanksgiving, will be an all day excursion. This trip will be open to anyone, not just members. Price $45 - $50 per person.
Neville reported the Banff Trip has 22 members signed on. There a 6 air seats open.
Henry Wakefield reported that lodging has been secured for the Garnet Hill Trip in January 2016.
6f. Long Range Planning Committee – Survey Sub-committee: Neville Sachs reported. They are all set on the survey to begin in September. They are looking for approval from the board for funding the “incentive”. Neville made a motion to approve a financial commitment for the Membership Survey Committee to be able to offer up to $100.00 in cash as incentives and the actual distribution of the $100.00 to be decided by the Long Range Planning Committee. All in favor. Motion was carried.
7. UNFINISHED BUSINESS:
8. NEW BUSINESS:
9. ADJOURNMENT: The meeting adjourned at 8:25 pm.
The next scheduled Summer Board Meeting is Tuesday, Sept 1st at the Dewitt Library, Shoppingtown.
Linda VanDerhoof, Recording Secretary
No 1. Membership Committee – Carol Knowles, as emailed by John Sonne on 7/27/15
Membership report for July
670 current members
5 new members
5 renewed members
1 member not renewed this month
No. 2 – Lodge Committee – as emailed by Lee Wakefield on 8/04/15
63 Bed nights - July 2015 (estimated as Clarks were traveling)
The cleanup from snow plowing has been completed.
The back portion of the property has been recently brush hogged.
Orkin installed the critter control screen under the back deck. Brian Sargeant was contacted regarding the incomplete roof project. He reported back that the small section of roof has now been repaired, and the roof painting has been completed.
The new kitchen cabinets were delivered to the Lodge Wednesday July 29th – received by myself and Jack and Chris Lancette.
Ken is planning another work session for the kitchen, middle of August.
No. 3 Marketing Committee Report: Len Kolakowski email of 08/12/15
OSC Marketing Committee Meeting
Attendees: Peg Hotaling, Len Kolakowski, Scott Launt, George Sharan
Excused: Heidi Gang
Guest: Bob Dewey
Meeting called to order 7/14/15 at 7:10 pm
Approval of last meeting (5/7/15) minutes: Approved. No corrections. Forwarded to July BOD Meeting
• Advertising: $750 Remaining: $750
• Public Relations: $50 Remaining: $50
• Program Speakers: $200 Remaining: $200
Members discussed options to develop “Show Special” required by the Ski Co. to be offered to the general public. Final decision was to offer a sign-up drawing with one winner to receive:
• 2 free one year memberships
• 1 free week-end at the Vermont lodge
• Winner need not be present to win
Prize would be paid for by transferring funds from the Marketing Committee budget to the appropriate Operating Fund, as deemed by the Treasurer. Estimated cost: $112
The Ski Co. requires an e-mail blast announcement when they notify the Club. Len was advised to contact Dave Devendorf for e-mail and Peggy Hotaling for the OSC website.
Len will draft an announcement to recruit members to man the various shifts in 2 or 2 ½ hour shifts. He will forward to Peggy to post in the Happenings.
Peggy will contact the Chairperson of the Membership Committee and Lodge Committee if they will have handouts available for the Club’s table.
Bob will Photoshop a draft for the vertical roll-up banner, by next meeting. Small group will visit Voss Signs when draft finalized.
Len will contact the Fairgrounds and/or Ski Co. to determine who supplies the tables, chairs, skirting, electrical and wireless connection.
Bob will develop a PowerPoint presentation of Club events, activities and trips for a continuous laptop display. It was decided to be a slideshow of pictures, no video clips. Scott will forward pictures for Bob to use.
Open Item from previous meeting
One item each was completed by George and Peggy
The list of Commercial Advertisers and Sponsors from the website was used to determine what Hot Deals were out there and current. It was decided it should be the responsibility of the marketing committee to do the follow up on Hot Deals. The following were assigned to marketing committee members for follow up as they come due:
• George – Labrador Mountain, Song Mountain
• Scott – Toggenburg
• Peg – Comfort Inn on Lake Placid, djsBoardShop, Gore Mountain, Snow Ridge, Greek Peak, Whiteface
• Heidi – Four Seasons
Other ideas of other businesses to try to partner with on these deals were discussed. The following will be approached:
• Scott – Mad River, Killington/Pico, Sugarbush, Huntington House
• George – Windham, Hunter Mountain, Okemo
• Peg – Osceola Touring Center
Current advertisers that need to be approached to see if they will continue advertising with us and who will follow up are:
• Tailwater Lodge – Scott
Gifts and Prizes for General Meetings
Committee discussed whether Marketing Committee’s involvement was necessary. Group agreed it wasn’t and would not needs John Baker’s input when he solicits these items.
Mission Statement of the Marketing Committee
Deferred to future meeting
After a brief discussion, the committee was in agreement that the mission should include items such as:
• Promoting the club in a positive light
• Expanding the membership
• Providing a revenue stream for sustainability of the club
The formal statement will be discussed and drafted at a future meeting.
Len presented revised version of stationary for review. Group agreed on version #2.
Action item: Len will revise again, using Bob’s suggestion for set-up and placement.
Bob Dewey would review previous attempts to update the logo. Scott to forward last year’s renditions for Bob’s input.
Action item: Agreed to have three members visit (3) vendors - Papa’s Sports, Custom Logo and Spinnaker. They will pick some samples and bring it back to the committee for their feedback on whether we should sell to our members. Visit dates TBD.
Review and Discussion of President’s Proposal
The group reviewed and discussed the attached proposal by John Sonne to Scott:
What do you think about using the Marketing Committee expertise to be a resource for in-Club events?
The Committee agreed that Marketing’s functions should be external to the Club. Promotion and advertising of Club activities is to attract new members. The Group felt that promoting activities inside the Club doesn’t fall into the scope of our mission. The burden of promoting an in-the-Club activity falls on that activity leader or group. The Marketing Committee does not have the manpower or resources available to take on these additional tasks.
Meeting adjourned 9:20 pm
Next Meeting – Date: Aug 11, 7 pm, Scott’s house 8/7/5
No. 4 Website Committee – Peg Hotaling as emailed on 8/01/15
Avg #page hits/day:
May 2015 – 440
July 2014 – 382
July 2013 - 285
July 7, 2015 at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Henry Wakefield, Peg Hotailing, Marian LaPierre, Linda VanDerhoof, Leo Naylor, Jan Carr, George Sharan, Bruce Kaiser, Helen Barrett, Heidi Gang, Len Kolakowski, Scott Launt.
ABSENT: Terri Murray, Dick Walters, Lee Wakefield
GUESTS: Steve Knowles, Stephen Davis
1. DETERMINE A QUORUM: A quorum was reached. The meeting began at 7:05 PM.
2. MINUTES: Jack Lancette made a motion to approve the minutes of the June 2, 2015 meeting. Jan Carr seconded. All in favor.
3. CORRESPONDENCE: Marian LaPierre, Corresponding Secretary, reported no new correspondence
4.FROM THE PRESIDENT:
John distributed documents that outlined the structure of the Committees for the 2015-16 year, identifying who does what and the responsibilities for each committee. Future committee assignments were also specified. Jack Lancette volunteered to Chair the Nominating committee. Heidi Gang volunteered to replace Chris Kraus on the Marketing Committee. The Cycling Committee needs a leader to replace Jan Carr, who is stepping down. The Schussboomer needs an editor, and we need to find a replacement for Historian as Mike McCabe is stepping down. See attachment #1.
Henry Wakefield gave his report which provided the data to compare the Income/Expense in each category for the period May 1, 2014 through June 30, 2015 and the current fiscal year beginning May 1, 2015. As of 6/30/15 we had a deficit of $4K, as was expected. John Sonne accepted the report as given.
6a. Finance Committee: Henry Wakefield reported by distributing the Report for the Fiscal Year Ending 4/30/15 (see attachment No. 2) and the Proposed 2015 -16 Budget for the current Fiscal Year beginning 5/01/15. It was noted that the budget included line items for Programs in the new structure. Motion was made by Mary Begley and seconded by Bruce Kaiser to accept the Proposed 2015-16 Budget as submitted. The members of the Finance Committee voted all in favor. Motion was made by Neville Sachs and seconded by Heidi Gang to have the Board members approve the Proposed Budget. All in favor, motion carried.
6b. Membership Committee: John Sonne reported 669 members presently, 14 did not renew. A complete report came via email on 7/08/15, see attachment No. 3.
6c. Lodge Committee : Lee Wheeler reported via email, see Attachment No. 4
6d. Marketing Committee: Scott Launt gave the report. The next meeting is scheduled for July 14th at his house. Len Kowlakowski is looking into getting a spot at the Ski Show at the Fairgrounds in September. He reported that he would like to have members of the Membership, Marketing and Lodge committees man the booth. Scott Launt advised that we would probably share the booth with the National Ski Patrollers from both Labrador Mt. and Song Mt.
6e. Trip committee: Peg Hotaling reported that the Whitefish Trip is almost sold out. There are 38 participants now and they would like 42 total. Neville Sachs took reservations yesterday for the Banff Trip, there are 19 total participants to date. The 2016 trip to Stowe will be advertised beginning August. The dates are Sunday Feb 28 to Wed March 2.
6f. Long Range Planning Committee – Survey Sub-committee: Peg Hotaling reported that the committee met on June 15th . See Attachment No. 5 . Peg added that Dave Devendorf is going to enhance the survey with formatting. Discussion followed as to whether or not a “lifetime membership” could be given as a prize. The issue is that it may not comply with NYS Sales Tax Law and the OSC By-Laws. John Sonne suggested perhaps a 10 year membership may work. This was identified as an ACTION ITEM for the August Meeting. John suggested that the Finance Committee work on this and bring their suggestions to the August meeting.
6f. Sports Activities, Cycling : Jan Carr reported that she is still looking for people to help with check in and check out.
7. UNFINISHED BUSINESS:
Conflict of Interest, compliance policy (see Attachment No. 6)
A motion was made by Leo Naylor and seconded by Len Kowlakowski to accept the Conflict of Interest Policy that was in the Agenda for this meeting (with the change from 4 to 6 years for keeping the documents on file) and use it as the guidelines for the OSC. All in favor, motion carried.
Microphones: Dick Walters and Steve Knowles are at task to have the microphones ready for the next Board of Directors meeting. This is an ACTION ITEM. It is estimated that the cost will be about $350.00, but a solid quote is needed.
Jack Lancette volunteered to approach Sharkey’s to officially lock the arrangement to have them reserve their meeting room for our monthly general meetings and to agree to honor the same price as was extended to us this past year.
8. NEW BUSINESS: Jack Lancette will contact Sharkey’s to firm up the price to rent the room for the meetings, suggesting we be charged the same rate as last year.
9. ADJOURNMENT: The meeting adjourned at 8:33pm.
The next scheduled Summer Board Meeting is Tuesday, August 4th at the Dewitt Library, Shoppingtown in the Friends of the Library Room.
No 1. From the President OSC Committee 2015-16 7-1-15.numbers (pdf) emailed by J. Sonne
No. 2 Finance Committee Report: Henry Wakefield, Treasurer, emailed on 7/7/15
Finance Committee Year-end Report for Fiscal Year ending April 30, 2015
The Finance Committee met on June 23 to discuss the year-end report and to make recommendations for the current fiscal year.
In attendance were: Henry Wakefield, Mary Begley, Bruce Kaiser, Neville Sachs, Steve Knowles, and John Sonne. Absent was Jack Lancette.
Henry Wakefield started the discussions with how we matched up with expenses vs. budgets. Several categories overran their budget amounts due to unforeseen expenses such as replacing checks, other office supplies and the Lodge. Most budget categories however underran. This helped offset other areas such as the Lodge which is not self-sustaining at this time. The deficit that was predicted was almost dead-on. The committee has agreed to continue the small deficit position to help reduce the sizable reserves that we have.
The discussion then turned to having independent verification of the club’s books. Currently the Treasurer uses Quicken to maintain the books, which basically tracks the check register for the accounts we have (checking, money market and Vangard). Reporting is limited with this tool. Quickbooks can produce better reports and help with reconciliation. Mary Begley has offered to take monthly records from Quicken put them in Quickbooks as a verification and reconciliation second set of eyes. This ensures we are above board and the records are straight. The Finance Committee recommends that a budget line item be established for software upgrades including moving from Quicken to Quickbooks for the Treasurer.
Mary has a lot of experience with running books for nonprofit organizations and made some suggestions to help tighten our books. One item was to create a separate category for any expense over a $1000 such as the furniture for the Lodge. Henry agreed to update Quicken to reflect those types of items (this action is complete). Also, in practice the Treasurer does not sign checks made out to him/her. This is a good practice and we have at least two other officers who can sign checks. However, in practice the Treasurer should not write and sign checks family member or relative. This will be put into practice.
Steve Knowles suggested that the club needs to ensure that membership dues are being spent on member activities. Steve then suggested that we provide budget to those activities that don’t normally get recognized such as cross country skiing, hiking or paddling to have a pizza party or some other social event during their particular season. Henry Wakefield will revamp the 2015/2016 budget accordingly to present at the next board meeting for discussion.
John Sonne has suggested that we rename our Social Committees to Non-Sports Activities to better delineate those activities for budget purposes.
No. 3 Membership Committee Report: John Sonne (email of 7/8/15)
Total membership: 669
Did not Renew : 7
No. 4 Lodge Committee Report: Lee Wheeler, email of 7/07/15
2 Bed nights for the month of June
The kitchen renovation is progressing nicely – some new walls, new ceiling and new lighting. The cabinets have been ordered with an anticipated delivery, directly to the Lodge, of approximately 4 weeks. We are planning another work date in August for miscellaneous work and cabinet installation.
Below are highlights of our last survey meeting, June 15, 2015. Please read and if you have any questions, we can discuss at the meeting tonight.
No. 5 Long Range Planning/Survey Committee Report: Peg Hotaling via email 0n 7/7/15
· Changes to survey:
· Items we would report when results are released:
· Distribution to the membership
· Incentive for those members completing the survey
Meeting was adjourned and it was thought that any remaining issues could be handled via email.
No. 6 Conflict of Interest Policy email from John Sonne on 6/30/15
Onondaga Ski Club
Conflict of Interest Policy
Board Member Personal Statement
The stand behavior at the Onondaga Ski Club (OSC) is that all board members will scrupulously avoid conflicts of interest with OSC on one hand and personal, professional and business interests on the other. This includes avoiding potential and actual as well as perceptions of conflicts of interest.
I understand that the purposes of this policy are: to protect the integrity of the OSC’s decision-making progress, to enable our members to have confidence in our integrity and to protect the integrity and reputation of the board members.
In the course of meetings or activities, I will disclose any interest in a transaction or decision where I (including my business or other non-profit affiliations) my family and/or my significant other, employer or close associates will receive a benefit or gain. After discloser I understand that I will be permitted to provide further information to the board. However, I will leave the room before the board begins deliberation and votes on the matter giving rise to the conflict. I will not influence improperly the deliberation or voting on the matter giving rise to the conflict.
I understand the existence and resolution of the conflict will be documented in the OSC records, including in the minutes of any meeting at which the conflict was discussed or voted upon. This written disclosure must be signed before initial election and every year of service thereafter. The Recording Secretary will keep the original disclosure with the minutes. The President will get a copy.
I understand that this policy is meant to supplement good judgment and I will respect its spirit as well as its wording.
Personal, Professional and Business interests with whom I have relationships as of this date that may pose a Conflict of Interest:
Linda VanDerhoof, Recording Secretary
June 2, 2015 at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Jan Carr, Dick Walters, Lee Wakefield, George Sharan, Helen Barrett.
ABSENT: Leo Naylor, Bruce Kaiser, Terri Murray, Len Kolakowski, Scott Launt, Neville Sachs, Peg Hotaling
1. DETERMINE A QUORUM: A quorum was reached. The meeting began at 7:02 PM.
2. MINUTES: Heidi made a motion to approve the minutes of the May 5, 2015 meeting, Helen seconded. All in favor.
3. CORRESPONDENCE: Leo Naylor’s brother died. Marian LaPierre sent a sympathy card.
4. TREASURE’S REPORT:
5. COMMITTEE REPORTS
6a. Social Committee: Jan Carr reported that she had not contacted Gail DePalma or Norm. The Spring Fling was a good time, it provided great entertainment. Biking was slow for the last two weeks as there were only 19 last week and 17 the prior week. Tomorrow night is a pizza party and the next week a dish to pass. They will do a new ride July 19th which will include a short ride of 14 miles and a long one of 50 miles. Larry talked about Letchworth State Park for white water rafting trips where you can also go kayaking. She has not picked a spot for the Road Rally as yet. Next year they will look for someone to take over the biking. An action plan for the transition, as was suggested by Dick Walters, was to use weekly volunteer ride leaders to take responsibilities for the ride which is the technique used by the Onondaga Cycling Club. The Kingston ride June 20 is not an overnight.
6b. Membership Committee: This report was submitted by email from John Sonne on May 31, see attachment #1.
6c. Lodge Committee: The report was given by Ken Robbins. There were 29 bed/nights for May. As part of the work that was done recently, more walls have been repaired in the kitchen. They are still working on Phase 1 which was approved for up to $2,000 in the 2014-15 budget. Most of that work was complete this past weekend. At this time the committee is looking for approval for expenditures outlined in Phase 3. Lee Wakefield explained that the total estimated expenses for phases 2 and 3 is $8,000 and that the $2,000 for Phase 1 has already been spent from the 2014-15 budget. A motion was made by Mary Begley to open discussion on the proposed renovations to the lodge kitchen for this fiscal year, not to exceed $10K total for all Phases. Heidi Gang seconded. The motion carried. Refinishing of the kitchen floor is not necessary but would be nice as a preventative measure. The committee will get an estimate for this. John expressed concern about the wiring (the panel in the utility room) as Tom Hotaling has suggesting a sub panel. Mary Begley asked if the committee got more than one estimate on cabinets. Ken said yes, that Home Depot carries the Thomasville line which has the features that fit the spaces required better that their basic Hampton Bay line. Heidi Gang made a motion to authorize the renovation of the kitchen outlined by phases 2, 3 & 4 for $8,000 not to exceed $8,000. John asked that all permits issued and inspections made for these improvements be documented. All in favor, motion was carried.
6d. Marketing Committee: George sent out a report via email. See Attachment #2. John Sonne made the point that all advertising attempts fall under Marketing. The logo is on hold for now.
6e. Trip Committee: The first early Western trip will be available on June 8th
6f. Long Range Planning Committee: A survey has been designed by the committee. The board emailed the survey and 17 were completed to date. Suggestions were given by the board members for the incentive to complete the survey. This could be a free night at the lodge, or something else.
6g. MeetUp: The report was given by Terri Murray via email. It is a work in progress. See Attachment #3.
6h. Website Committee: Peg Hotaling sent her report via email. There were 440 hits for May. See Attachment #4
7. UNFINISHED BUSINESS:
8. NEW BUSINESS:
9. ADJOURNMENT: Jack made the motion to adjourn, Mary seconded. The meeting at 8:22pm.
The next scheduled Summer Board Meeting is Tuesday, July 7th at the Dewitt Library, Shoppingtown.
#1 Membership Committee - Carol Knowles Membership Chair
Here is my membership report for May.
We have 667 members. In the month of May 10 members renewed, 4 joined, and 13 did not renew their membership.
I hope to meet with Dave next week to make changes that need to be updated.
#2 Marketing Committee - George Sharan emailed report on 6/02/15
Attendees: Heidi Gang, Peg Hotaling, Len Kolakowski, Scott Launt, George Sharan
Meeting called to order 5/7/15 at 7:15 pm
Approval of last meeting minutes: there were no minutes to approve. Scott passed out a series of emails he had received related to marketing dating back to May 2014. Also included were a proposed marketing flyer, Certificate of Appreciation, list of Commercial Advertisers and Sponsors from website and a document that can be presented to potential advertisers.
1. Banner - The banner was used at Onondaga Cup Race and two general meetings. Feedback was positive. The President will hold the banner when not being used
2. Hot Deals
The list of Commercial Advertisers and Sponsors from the website was used to determine what Hot Deals were out there and current. Jack recently visited all the bike shops to verify that all their current discounts are valid through this year. Peg confirmed with the Bikery.
It was decided it should be the responsibility of the marketing committee to do the follow up on Hot Deals. The following were assigned to marketing committee members for follow up as they come due:
2. Logo – Dead or Alive?
The committee will use the digital logo provided by Voss as the official logo of the OSC until an idea is presented that we are in agreement with. Action item: George will ask Bob Dewey, Larry VanAlstine (friend and artist) and Voss if they would try to create some designs for us.
1. Ski Show
2. Gifts and Prizes for General Meetings
3. Mission Statement of the Marketing Committee
The formal statement will be discussed and drafted at the next meeting.
4. Certificate of Appreciation
A certificate of appreciation will be given to any business/sponsor who donates something to the club - a gift, becomes advertiser, Hot Deal – to name a few. It has the sponsor’s name printed on the form and is given to them in a frame. Other committees will be encouraged to use it.
5. Objectives of Committee
We will discuss this at the next meeting. Everyone is encouraged to think about these and bring their ideas next time.
Len was requested to look into new stationery to replace the current watermark version. He showed the committee three different options. One was chosen with the logo in the top middle of the page with “A Club for all Seasons” on the left and our website address on the right. Len will send revised versions to the Committee for review and approval prior to sending to John for final approval.
Action item: Scott will email Len a digital copy of OSC logo
7. Eastern Mountain Sports Club Days
Held twice annually in the spring and fall, EMS will send us information on the next club day and the committee will decide if we should attend. It was thought that we would get exposure and any club member showing their card gets an additional 15% off merchandise.
Action item: George will visit three stores that sell logo items – Papa’s Sports, Custom Logo and Spinnaker. He will pick some samples and bring it back to the committee for their feedback on whether we should sell to our members.
It was agreed there are none at this time. Advertising and promotions will remain within the committee. MeetUp is separate from marketing.
Next Meeting – Date TBD, week of July 13, 7 pm
#3 Meet Up Report - Terri Murray MeetUp Chair
Current membership 133 Still encouraging trips/events to publish through MeetUp…
#4 – Website report – Peg Hotaling
April 2015 - 469
May 2014 - 329
May 5, 2015
Minutes for OSC Board of Directors Meeting
Dewitt Library Shoppingtown at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Peggy Hotaling, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Leo Naylor, Jan Carr, Dick Walters, Lee Wakefield, George Sharan, Bruce Kaiser, Terri Murray, Helen Barrett, Len Kolakowski, Heidi Gang, Mary Begley, Scott Launt
1. DETERMINE A QUORUM: A quorum was reached. John Sonne called the meeting to order at 7: 03 pm
2. APPROVAL OF THE MINUTES: The minutes for the April 7, 2015 meeting were discussed. A motion was made by Neville Sachs to approve them as corrected, Jack Lancette seconded. All in favor.
3. COMMUNICATIONS: Garre Krayenhof, an OSC member since 1976 passed last week. Corresponding Secretary Marian LaPierre circulated the obituary. Memorial services will be held on Sat. May 9th.
4. PRESIDENT’S REPORT: Reports of Officers - Welcome new board members: John introduced Heidi Lang, Scott Launt and Mary Begley. All returning board members introduced themselves. John requested that committee reports be submitted in time for Agenda distribution. He expects that Board members take responsibility for at least one project or activity each year that they have a seat on the Board of Directors.
5. TREASURER’S REPORT: Henry Wakefield gave the report for the period ending April 2015. It was noted that expenses for lodge maintenance was over budget, as expected. April 30th is the end of the fiscal year. The membership dues increase will take effect on Sept 1st raising the dues $27.00 for returning members and $32.00 for new members. Motion to approve was made by Jack Lancette seconded by Mary Begley. All in favor.
6. COMMITTEE REPORTS:
6a. Social Committee: Jan Carr reported. Beak and Skiff would like to have a Happy Hour. Gail will call them. The Spring Fling is coming along. The menu is on the Happenings. Helen Barrett has taken over Hospitality. Biking coming along, numbers are 30 and 40 for the last two Wednesdays. The Spring Fling takes the place of the “Night on the Town” this month. Norm is still handling NOTT which he will put out online for now.
6b. Membership Committee – John Sonne reported. There are 669 current members we are up 60-70 over last year. We turn over approximately 200 members every year. If someone has an interest in growing the numbers, that would be a welcome help.
6c. Lodge Committee – Ken Robbins reported. On the 26th of April they had a work week end. The ceiling in the kitchen was replaced with sheet-rock and new lighting was installed. Switches for lighting were relocated. Plans are being made to have a couple more visits in the off season to relocate the refrigerator and the cupboards. The new sofa was delivered. See Attachment No. 1 John distributed the data (figures and graphs) on the usage of the Lodge for the year. There were a total of 718 bed/nights for the year. Twice a year the well water is tested. The most recent test report passed. See attachment No. 2 for a copy of the report.
6d. MARKETING COMMITTEE: Scott Launt and Lenny Kolakowski, Co-chairs, distributed material. This Thursday, May 7th, there is a meeting scheduled. Discussion will include the logo, is it alive or dead? A certificate of Appreciation” was created to use for vendor and restaurants. Scott Launt agreed to send this to me electronically. John Sonne has the banner in his keeping; Jack Lancette suggests that it remains with John when it is not being used.
6e. TRIP COMMITTEE: Leo Naylor reported. There will be two western trips offered this 20015-16 season. A trip to Whitefish is planned and will need at least 20 participants. Another to Banff/Lake Louise will need 20 or a few less. One Eastern trip is being considered, and possibly one more. No day trips are being planned at this time. Whiteface, Stratton, and Ellicottville are possible weekend trips. George Sharan mentioned that he knows a contact person who would like to have us consider a mid-week trip to Hunter Mountain.
6f. NASTAR: Heidi Gang will be in charge of the NASTAR at Labrador Mountain (6 week program). Jack Lancette will chair the Onondaga Cup RACE to be held at Toggenberg and will use Cindy Sisto of Toggenberg for on -site help.
6g. LONG RANG PLANNING COMMITTEE: Peg Hotaling reported for the survey committee which consists of Neville Sachs, Scott Launt, Peg and Dave Devendorf. They are asking the following questions: How do people hear about OSC? What are their interests? What do they want to participate in? Currently are we meeting needs of the present members? Are communications adequate? How will they conduct the survey? Use Survey Monkey, Google Survey or Jot form? Dave uses Jot Form for memberships. Next meeting they want to finalize their questions for the survey. They plan to do a Board test in July and release to members in Sept. It was decided that an incentive to take the survey is needed. Anyone submitting their email will be put in a drawing for a free night at the lodge. Leo Naylor reported that he has had negative reactions when people ask if kids are welcome as members. John Sonne feels that we should look at this another time.
6h. MEET UP: Terri Murray reported. She asked the board who thinks it is a worthwhile effort and who does not with a show of hands. Mary Begley, Jack Lancette and Scott Launt find it useful, remarking that it saves making a phone call to RSVP or get directions to events. Helen Barrett commented it gives us a little more prestige. George Sharan supports it, commenting that it is the way of the future, offering gentle reminders via email and that the digital images are useful. We started it 10 months ago. Terri is working on getting an assistant. See Attachment No. 3.
7. UNFINISHED BUSINESS:
7a. Liability Waivers – John Sonne reported. Jan and Larry are using them for biking at this time. He asks if the waivers can be put on the Website. Peggy asks why we need to have one signed again for trips when participants will sign the liability waiver with membership and also sign a trip agreement specific for trips. John Sonne replied that it reinforces the possible risks in any specific activity. Peg and Leo will add it to the standard trip agreement form.
7b. Adopt-a-highway: Neville Sachs reported. – see attachment No. 4.
8. NEW BUSINESS: Mary Begley shared a handout detailing that fact that NYS passed a revision to the Not for Profit Law which became effective as of July 1, 2014. Board members are all responsible for government required reports. In particular, Conflict of Interest forms should be submitted by each board member for whom copies need to be kept by the secretary. Conflicts are ok but must be reported. John will work out with Mary the protocol, identifying who will do what when. See attachment No. 5
9. ADJOURNMENT: John Sonne adjourned the meeting at 8:45 PM.
June 2nd will be the next meeting in the Buckland Room of the Dewitt Library. The July 7th meeting will be in the Buckland Room of the DeWitt Library.
Respectfully submitted, Linda VanDerhoof, Recording Secretary
Attachment No. 1 - Lodge Report emailed to the Board on May 5, 2015
The following are highlights of lodge activities for the month of April.
• The lodge committee had its work weekend on the 25th -26th. Work centered on renovating the kitchen. The remainder of the chimney in the corner of the kitchen was removed to gain more space. The old ceiling in the kitchen and entry hall from the porch was replaced with sheet rock. The ceilings have new lighting with relocated switches. Outlet locations were wired near future counter tops.
• The new sofa and sectional were delivered to the lodge. The old furniture was taken away by the same outfit.
• The well water sample was tested and showed no harmful bacteria.
• There were 39 paying bed/nights booked in April.
Submitted by Ken Robbins
No. 2 – Lodge Water Test Report -
Attachment No. 3 Meetup – as emailed by Terri Murray to the board on May 4, 2015
Meetup now has 130 members.
We did successfully run a 'paid' trip through Meetup which we would encourage for other trips. The visibility and interaction make it a worthwhile consideration.
We are encouraging signups for events through Meetup and now trying for a goal of 200 members. Below is a graph of members who are actively using the OSC Meetup site. Terri Murray
No. 4 – Adopt-A-Highway
Below is a brief summary of the Adopt-A-Highway activities from last Saturday.
On a sparkling May morning 17 OSC members gathered in the Tully Burger King parking lot to help clean up our two-mile section of Rt. 81. This year we didn’t find any driveshafts or prison ID’s. But we did manage to fill more than 25 bags and, with the number of large tire pieces, that would add up to more than ½ ton of trash.
Probably the most unusual find was by Bob Dewey who pick up scads of earplugs still neatly packed in their plastic bags and Terri got paid for her work in a cash find..
The helpers included Mary Begley, Bob Dewey, Mary Jo Dinuzzo, Scott Foster, Don Goulet, Aimee Kadar, Carol Knowles, Carol Jerose, Lenny Kolakowski, Sue and Oisin McGinty, Terri Murray, Henry Wakefield, Donna Willis, and Bob Wylie.
A special “Thank you” should go out to Mike and Marilyn McCabe who had a previous commitment on Saturday, so they did their “reserved section” on Friday morning
Attachment No. 5 – email from Mary Begley on May 6, 2015
New York State has revised its Not-for-Profit Corporation Law, generally effective July 1, 2014. Mary handed out an article, “New York Nonprofit Revitalization Act: Its Effect on CPAs, Boards, and Nonprofit Management,” from The CPA Journal, May 2014. She highlighted two points: personal liability for failure to file appropriate government paper work and the requirement to have a conflict of interest policy administered by the board secretary. “Related-party transactions must be fair, reasonable, and in the best interests of the organization.” (p. 49 of the article.) Examples of related parties include board members or officers who are married to each other or who are employees of OSC vendors.
Board members can be held personally liable for failure to file appropriate documents with the state (e.g., sales tax, payroll tax, annual reports.) “It is important for the board to have a control process in place to ensure that all regulatory filings are properly prepared, reviewed, and sent timely to regulators.” (p. 50 of article).
Directors, prior to initial election and annually after, must submit a signed statement identifying related parties and potential conflicts of interest to the secretary. She must provide copies to the President. Mary handed out a draft of the statement, based on that used by United Way of Cayuga County. It was decided the recording secretary was the appropriate officer to administer the policy. Linda will prepare an OSC “conflict of interest policy” for signatures. Mary will work up a formal policy to be presented at the June meeting for discussion and vote.
Website report – see link to report here
April 7, 2015
Home of Marian LaPierre, 35 Ely Drive, Fayetteville, NY at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Peggy Hotaling, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Leo Naylor, Dick Walters, Lee Wakefield, George Sharan, Bruce Kaiser, Terri Murray, Helen Barrett, Len Kolakowski, Larry Knoble
ABSENT: Chris Kraus, Jan Carr, Larry Howard
5a. Treasurer’s Report - Henry Wakefield gave his report, which had been emailed to the board on 3/31/15. Trips are being reported on and have been coming out balanced. June may show the final balance of the season’s lift tickets. Dave and Diane Clark advised that it appears that we will come out even. John Sonne accepted the report.
6a. Finance Committee – Henry Wakefield presented the proposed 2015-16 Budget. The increase in the membership fees was reflected in the budget although it will be voted on next week. Bruce Kaiser made the motion to approve the budget, Neville Sachs seconded. All were in favor.
Board of Directors Meeting April 7, 2015
6b. Membership committee – John Sonne advised that there are 662 members at this time. He distributed a list of the member’s names whose memberships expired during the past February and March 2015. We will need at least 63 members to vote at the meeting next week in order to achieve the necessary 10% of as required by the bylaws. See Attachment #1 for the report emailed to John Sonne by Carol Knowles on April 3, 2015.
6c. Lodge Committee- Lee Wakefield reported. Dave and Diane Clark were away during March so she handled reservations. There were 132 bed/nights in March which included many new members. Year to date beginning May 2014, there were 53 free bed/nights. The next work week-end will be April 24 & 25th. The new furniture will be delivered on April 24th. The Lodge Committee will try to schedule a summer work weekend as they need to rip out windows that are to be replaced, which will require good weather.
6d. Marketing Committee – John did not receive a report, nor was one presented. The new banner has been received and looks great. John expressed thanks to both George Sharan and Scott Launt for making that happen. ACTION ITEM: Decisions need to be made as to where and when it should be displayed and who will take responsibility for housing and transporting it to events and functions. Also it was noted that there is a technique involved in getting it opened and set up.
Meetup: Terri Murray reported that there have been 126 sign ups to date. A recent trip that was posted to Meetup allowed members to view both those signed up for the trip and those on the waiting list.
6e. Trip Committee –Leo Naylor gave reported that the committee will meet Thursday April 9th to plan next year’s trips.
6f. Nominating Committee – Heidi Gang is on the ballot. Jack Lancette reported that 6 people are running for 5 positions for the Board. Of these, 4 will be for 3 year terms and 1 for a 1 year term. John Sonne announced that the General Meeting’s agenda will be as follows:
Presentation of the proposed new By-Laws
Presentation of the justification for proposed increase in Membership fee
Board of Directors Meeting April 7, 2015
The Election results
6f. Website Committee – Peg Hotaling briefly discussed. See Attachment # 2
Long Range Planning – John Sonne advised that he is looking for the expectations and structure for the following committees so as to more clearly define the functions of each: Social, Marketing, Website and Membership Committees. See Attachment #3 submitted by John Sonne as a part of the Agenda for BOD meeting of April 7, 2015.
Terri Murray and John Sonne addressed their concern over liability. Terri shared reasons why we should be looking into adopting new waivers. It was suggested that we consult with an attorney to review what is being used presently and put this into the webpage to review periodically. See Attachment #4 submitted by John Sonne as part of the Agenda for BOD meeting of April 7, 2015
Adopt a Highway Event will be May 2nd. Carol Adamac will put flyers on the tables next week and post it on MeetUp.
Neville Sachs reported that Scott Launt had made a suggestion that thank you letters be sent to sponsors and individuals that have been generous and/or supportive of the OSC.
Peggy Hotaling will be taking a survey at the General Meeting to get opinions of whether or not the Schussboomer should be published, or just use the newsletter in the webpage.
The next meeting will be held at the Dewitt Library on Tuesday May 5th at 7:00 pm.
No. 1 – Membership Committee Report
Here is the membership info. for the board meeting. As of today April 3, 2015
We have 664 members
Board of Directors Meeting April 7, 2015
In March :
6 expired that did not renew
19 New members
12 renewing members
No other membership news to share at this time. Everything is going fine. No issues for me.
No. 2 – Website Report given by Peg Hotaling
Website Report 3/1/15
avg page hits/day
Locations visited (as percentage of total hits)
No. 3 - Expectations + structure for committees Some initial thoughts
Social - the social committee is formed to promote events for OSC members to meet on occasions of a social nature. These include, but are not limited to, monthly Happy Hour and Night on the Town, and other major events held periodically such as Spring Fling and Road Rally.
The committee will be comprised of at least six and not more than ten people. It will be led by a chair and co-chair as well as two people each responsible for Happy Hour & NOTT. Special events will be chaired by two individuals, not spouses ???. Special events will be held at the recommendation of the committee and presented to the BOD. Board approval is not needed if the event is within the budgetary limits of the committee and meets the mission of the club.
Notifications of events shall be made through all the club’s communication outlets in order to reach the general membership.
Monthly reports to the BOD should include where the event was held, number of members attending, financial liability and any issues noted at the event.
Marketing- the marketing committee shall serve to help promote the growth of the club, establish promotions/discounts for the membership, create partnerships with businesses and sponsors who support OSC and develop logo items for sale to members. The committee will be responsible for any club interaction with the public such as presence at ski shows or other events that support the club mission. On occasion, it will be the responsibility of the committee to survey the membership to elicit feedback and determine interests.
The committee will be comprised of a chair and co-chair and up to eight additional members. Any events sponsored by the committee will have a chair and co-chair and solicit volunteers from the general membership as required. Members will vote on initiatives they believe are of interest to the membership. Majority vote is needed by the committee to pass. The marketing
committee will have an annual budget. Any requirements by the committee above the budget must be approved by the BOD.
Reports to the BOD will include the committee’s monthly activities, new advertising, partners or promotions, results of any events held, revenue from items sold.
Website – The website committee will be responsible to promote, maintain and keep current information about OSC on the club website. The committee will update information as received by the various OSC committees or the membership if in accordance with the mission of the club. They will also be responsible to find new ways to use the website to make it easier for members to do business with the club.
The committee will be comprised of a chair and co-chair and at least two additional people. The committee will meet as needed to discuss content, appearance and items requested by other committees.
Reports to the BOD will include average hits per day to the website in the period, pages visited and other committee activities for the month.
The membership committee will be responsible for maintaining an accurate and up to date roster of members of OSC and provide for the easy access to the information. In addition, the committee will insure that each member maintains an up to date OSC Liability Waiver.
The committee will be composed of a chair and a co-chair with additional members as needed. The committee will be responsible for submitting a monthly report including:
1. total member count
2. new members from mail or meetings 3. non-renewing members
4. on line new members
Expectations + structure for committees Some initial thoughts
The committee will be comprised of a chair and co-chair and up to eight additional members. Any events sponsored by the committee will have a chair and co-chair and solicit volunteers from the general membership as required. Members will vote on initiatives they believe are of interest to the membership. Majority vote is needed by the committee to pass. The marketing committee will have an annual budget. Any requirements by the committee above the budget must be approved by the BOD.
Website – The website committee will be responsible to promote, maintain and keep current information about OSC on the club website. The committee will update information as received by the various OSC committees or the membership if in accordance with the mission of the
club. They will also be responsible to find new ways to use the website to make it easier for members to do business with the club.
No. 4 - Rationale for standardizing Waiver language and policy
1. The current structure for certain activities leaves us open to liability for every officer and director
2. We need a uniform Liability Waiver because there are multiple non-uniform Liability Waivers - website, trip committee, cycling
3. Increase in activities that can create situations where there can be injuries
4. Issue is for participants to acknowledge they are participating in activities that can cause injury
5. Availability of a Guest waiver too that MUST be signed
a. Put full waiver on website fas part of the re-newing and New members process; to see fully and to have to initial to proceed
b. Put the Liability Waiver, the Guest Liability Waiver and the Jr Member Waiver on the website as a PACKET for Leaders to access for the activity
c. All Waivers to be sent to a designated person
d. Membership person to have all Liability Waivers available at the General Meetings and to have them appropriately signed
Revised: 21 March 2015
ONONDAGA SKI CLUB LIABILITY WAIVERS FOR MEMBERS, JUNIOR MEMBERS, GUESTS
By signing this Liability Waiver, I acknowledge that any indoor or outdoor recreational activity/event associated with the Onondaga Ski Club (OSC) can be rigorous activities, which may involve the risk of personal injuries, disability or death; I hereby agree for myself, my personal representatives, assigns, all of my family members and heirs, to be effective to the greatest extent permitted by law, to release OSC, its Officers, Board of Directors, Members, Volunteers, and Trip Leaders from any and all liability claims, losses, and/or damages for personal injuries or death which may occur during participation in any activity/event associated with OSC.
OSC participants are completely and individually responsible for their own actions and inactions, and bear solely the burden of any and all liability incurred there from. That we, as a group and individually, participate voluntarily and at our own risk.
1. I ACKNOWLEDGE, agree and represent that I understand the nature of the activity/event and that I am qualified, in good health, and in proper physical condition to participate in such activity/event. I further acknowledge that the activity/event will be conducted over varied terrain/open roads and upon which the hazards of traveling are to be expected. I further agree and warrant that if, at any time, I believe conditions to be unsafe, I will immediately discontinue further participation in the activity/event.
2. I FULLY UNDERSTAND that: (a) these activities/events INVOLVE RISKS AND DANGERS OF SERIOUS BODILY INJURY, INCLUDING PERMANENT DISABILITY, PARALYSIS AND DEATH ("Risks"); (b) these Risks and dangers may be caused by my own actions, or inactions, the actions or inactions of others participating in the Activity, the condition in which the activity/event takes place, or THE NEGLIGENCE OF THE "RELEASEES" NAMED BELOW; (c) there may be OTHER RISKS AND SOCIAL AND ECONOMIC LOSSES either not known to me or not readily foreseeable at this time; (d) ; and I FULLY ACCEPT AND ASSUME ALL SUCH RISKS AND ALL RESPONSIBILITY FOR LOSSES, COSTS, AND DAMAGES I incur as a result of my participation in the activity/event.
3. I HEREBY RELEASE, DISCHARGE, and AGREE NOT TO SUE, AND AGREE TO INDEMNIFY, SAVE AND HOLD HARMLESS OSC, their respective administrators, directors, ride leaders, volunteers, agents, officers, members, and employees, other participants, any sponsors, advertisers, and if applicable, owners and leasers of premises on which the activity/event takes place (each considered one of the "RELEASEES" herein) FROM ALL LIABILITY, CLAIMS, DEMANDS, LOSSES, OR DAMAGES ON MY ACCOUNT CAUSED OR ALLEGED TO BE CAUSED IN WHOLE OR IN PART BY THE NEGLIGENCE OF THE "RELEASEES" OR OTHERWISE, INCLUDING NEGLIGENT RESCUE OPERATIONS; AND I FURTHER AGREE that if, despite this RELEASE AND WAIVER OF LIABILITY, ASSUMPTION OF RISK, AND INDEMNITY AGREEMENT I, or anyone on my behalf, makes a claim against any of the Releasees, I WILL INDEMNIFY, SAVE, AND HOLD HARMLESS EACH OF THE RELEASEES from any litigation, expenses, attorney fees, loss, liability, damage, or cost which any may incur as the result of such claim.
I HAVE READ THIS AGREEMENT, FULLY UNDERSTAND ITS TERMS, UNDERSTAND THAT I HAVE GIVEN UP SUBSTANTIAL RIGHTS BY SIGNING IT AND HAVE SIGNED IT FREELY AND WITHOUT ANY INDUCEMENT OR ASSURANCE OF ANY NATURE AND INTEND IT TO BE A COMPLETE AND UNCONDITIONAL RELEASE OF ALL LIABILITY TO THE GREATEST EXTENT ALLOWED BY LAW AND AGREE THAT IF ANY PORTION OF THIS AGREEMENT IS HELD TO BE INVALID THE BALANCE, NOTWITHSTANDING, SHALL CONTINUE IN FULL FORCE AND EFFECT.
Indemnify - to compensate for damage or loss sustained, expense, incurred, etc.
- to guard or secure against anticipated loss; give security against future damage or liability.
Signature __________________________________ Date _______________
Liability Release for GUEST
I UNDERSTAND that OSC allows GUEST status for cycling to a non-member only once in a calendar year and that participation in OSC activities/events beyond such guest status requires obtaining membership in OSC. As a GUEST, I acknowledge that I understand the nature of the activity/event, and believe I am qualified, in good health, and in proper physical condition to participate in such activity. By signing this form as a GUEST, I acknowledge that I FULLY UNDERSTAND AND AGREE to all the terms and conditions in the OSC Liability Waiver. I also acknowledge that I have not been a guest and/or participated as a guest in OSC activities/events during the current calendar year. _______________(Guest Initial here and Sign Below)
- to guard or secure against anticipated loss; give security against future damage
Date Member/Guest Name Address Emergency Contact Phone ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________
Minutes of Onondaga Ski Club Board Meeting held on 3 March 2015 at the DeWitt Community Library (Page 1 of 2)
The meeting was called to order at 7:04 PM by President Sonne
Board and officers present included: John Sonne, Neville Sachs, Peggy Hotaling, George Sharan, Helen Barrett, Dick Walters, Leo Naylor, Jan Carr, Len Kolakowski, Chris Kraus, Lee Wakefield, Marian LaPierre, Henry Wakefield, Jack Lancette
Absent board members included: Larry Howard, Bruce Kaiser, Larry Knoble, Terri Murray, Linda VanDerhoof
Guests present included: Ken Robbins and Lee Wakefield
From the published OSC Agenda for March 3, 2015 we have:
Approval of January minutes Dick Walters made a motion to approve the minutes of the February meeting. Helen Barrett seconded the motion. Approval was unanimous.
Email from Beak and Skiff – John reported that they have contacted us with regards to holding events at their site. Jan Carr volunteered to follow up.
Reports of Officers
Treasurer's Report – Henry submitted the March treasurer’s report with the following comments:
John spoke for the committee and mentioned that the goal is to have the detailed budget at the next Board meeting. The proposed dues increase will have to be voted on at the April meeting
A copy of the report was attached to the published agenda. It mentioned that
Ken Robbins, guest and head of the Lodge Committee mentioned that the next Lodge Work Weekend will be the last weekend in April. He then listed the proposed work plan for the weekend but stated that could be changed depending on further inspection and more detailed planning.
Lodge bed-nights were 122 in January and 194 in February.
Minutes of Onondaga Ski Club Board Meeting held on 3 March 2015 at the DeWitt Community Library (Page 2 of 2)
Chris Kraus’s committee report was published as an addendum to the agenda. In addition, she mentioned that the banner should be on display at the Onondaga Cup Race this coming Saturday, March 5th.
Leo Naylor stated that the next trip committee meeting is scheduled for April 9th, at which time they expect to rough out plans for next year’s trips.
The slate was attached to the agenda.
Marian LaPierre was thanked for her continuous support of the absentee ballot program.
Chris Kraus submitted an invoice for feeding the hoard at the five Nastar races.
Also, she will be retiring as head of the Nastar Committee and will be succeeded by Heidi Gang. (Chris later mentioned that Heidi was a close friend and that Chris planned to be available to help if needed.)
The Board expressed their appreciation to Chris for a job well done.
John mentioned that the Long Range Planning Committee was working toward better defining the individual committee goals in an effort to improve the coordination and effectiveness of the volunteer activities. One of their recommendations will likely be that each committee has a co-chair to help share duties.
Peg Hotaling mentioned that there would be a questionnaire at the April meeting with the goal of understanding more about the member’s interests in OSC communications.
Ken Robbins and Lee Wakefield explained that the Lodge Committee had spent quite a bit of time looking into and getting a quote on a new pair of sofas for the living room. A motion to purchase two sofas for $2902.20 was made by Lee and seconded by Leo. It passed unanimously. (During the discussion it was mentioned that the vendor would remove the old couch and, if serviceable, offer it to the Rutland Salvation Army.)
Submitted by Neville Sachs on 3 March 2015
January 29, 2015
Sharkey's, 7:00 PM
Meeting moved to this date due to the number of people going on the Jackson Hole Trip which would be occurring during the week of the normally scheduled board meeting for February 2, 2015.
Board members in attendance: Jack Lancette, Marian LaPierre, Bruce Kaiser, John Sonne, Lee Wakefield, Neville Sachs, Len Kolakowski, Henry Wakefield, Dick Walter, Peg Hotaling, Chris Kraus, Jan Carr, Helen Barrett, and Terri Murray
Board Members Absent: Linda VanDerhoof, Larry Noble, Larry Howard, Leo Naylor and George Sharan
Meeting called to order at 7:08 PM.
John Sonne requested a volunteer to take notes for the meeting. Henry Wakefield volunteered and Jack Lancette was asked to provide additional notes.
APPROVAL OF MINUTES: Linda VanDerhoof sent out the minutes for the previous board meeting for review. Corrections were submitted by Peg Hotaling on the Website survey Action Item, Neville Sachs on the Orkin work, and Marion LaPierre for the location for this board meeting.
Meeting minutes were accepted and approved.
TREASURER'S REPORT: Henry Wakefield presented the Treasurer’s report. Report indicated ski tickets were selling well and the lodge was also ahead of last year on room fees. Logo merchandise was discussed as inventory is low. No new logo merchandise will be purchased until the updated Logo for the club is approved. Ski ticket sales were also discussed. The club gets credit for tickets we do not sell from the previous year which can help sales the following fiscal year.
FINANCE COMMITTEE: Finance Committee report was presented by Henry Wakefield and contained the preliminary budget for fiscal year 2015/2016 which indicates that we will have a deficit of approximately $4500. No action on the budget was taken and it was tabled until next meeting. It was requested that additional information available from the PayPal account be sent to Carol Knowles of the membership committee to help out with her record keeping. Henry Wakefield was assigned the action to get a better dues income assessment for next year.
Lodge Committee – no report
Marketing Committee – no report, but meeting scheduled for February.
Trip Committee -
A meeting was held on Thursday January 22, at Peggy’s house.
The following items were covered:
Review of our Responsibilities and Procedures, we keyed on submission of paperwork in a timely manner after return from a trip; and also our job in keeping up with membership of people on trips. We are going to include a change to our trip agreement (and on trip announcements) that states, you must maintain current membership or forfeit your position on the trip.
We also looked at what didn't work last year and what we should try to do again. So we will try the NYC Christmas shopping trip again, with the April General meeting being our jump off. This will give us time to fill and reserve a bus. A wine tour will also be put forth and maybe a Golf at the Lodge weekend.
We didn't plan any locations for next year at this time, but just wanted to look at what we do. With that, we are looking at (4) trips for next year. Two big trips next year, with maybe two trips out west or 1 trip out west and a trip to Europe, plus two eastern trips. All ideas for locations will be presented at the next meeting, scheduled for April 9th.
Nominating Committee was established. Members: Gail Depalma (Chair), Dick Walters, Jack Lancette, Jean Cisar and Anne Sonne. Marian LaPierre to collect absentee ballots for count. Neville Sachs presented a motion to accept the nominating committee members. Lee Wakefield seconded. Motion was passed unanimously.
Toggenburg Party has 37 signed up to attend. Deadline to sign up is February 10th – the next general meeting.
Greek Peak is also asking the OSC if we might be interested in holding a social event there.
Long Range Planning Meeting held on January 20th. Recommendation from that meeting and the Finance Committee is to increase dues for next fiscal year. Discussion held under New Business.
Terri Murray discussed the Meetup survey recently conducted. 18 responses were received all with positive feedback. Meetup statistics were presented and a discussion held on how hosting an event is done on Meetup. If we wish to continue, OSC will be responsible for a $75 fee for the next 6 months. After that it goes to $150 per year. A motion to continue Meetup for another six months was made by Bruce Kaiser. Jan Carr seconded. Motion was passed unanimously.
It was also noted that Happenings and Meetup will not necessarily continue to duplicate events.
A discussion was held on new members putting on activities for the club. Concern was expressed over sending out activities that do not necessarily fall within the club’s normal activities. However, it was stated that we do not want to inhibit new activities as long as they fall within the club’s mission. It was suggested that any new member wanting to start a new club activity should provide a presentation to the board about the activity for the board to review and approve or disapprove within a reasonable time span before the person advertises the event. A discussion on liability waivers needing to be in place was also held in relation to the new activities. New activities will be a topic for the next general meeting on February 10th at Sharkey’s.
Get well card from the board was sent to Larry Howard.
A letter thanking vendors for door prizes was sent out.
The final discussion for the meeting was held on increasing membership dues. Neville Sachs made a motion to increase the annual dues for members from $20 to $27 and new members from $25 to $32. Peg Hotaling seconded the motion. The floor was opened up for discussion. The numbers were arrived at by noting that we pay sales tax on the membership fees to the New York State and PayPal fees for those who pay via the website. The increase helps cover both of those fees instead of absorbing the fees as we do now (i.e. the $20 currently is divided by 1.08 to cover the taxes thus reducing the dues usable by the club plus subtracting the PayPal fees if applicable); essentially the taxes and fees are being added onto the dues along with an increase to dues. The club should see approximately a $5 increase per person in dues after taxes and PayPal fees. Henry Wakefield suggested that we should consider raising the dues to $30 for everyone including new members. It was noted that the difference in new member dues was to entice renewal as after the first years the dues go down and secondly to help offset the costs of setting up new members which is no longer a concern. It was noted that we could lose members over this, but it was also noted that we have steady turnover of around 100 or so members every year. Those on fixed income could also be an issue. This also involves a change to the club’s bylaws which need to be approved by the general membership at the April meeting if we want to get the increase in for the 2015/2016 fiscal year. The motion was put to a vote with the following results:
Yay – Jack Lancette, Peg Hotaling, Marian Lapierre, Lee Wakefield, Henry Wakefield, John Sonne, Len Kolakowski, and Neville Sachs.
Nay –Kris Kraus, Jan Carr, Terri Murray, Helen Barrett, Bruce Kaiser
Meeting was adjourned at 9 PM.
January 6, 2015
Minutes for OSC Board of Directors Meeting
Dewitt Library, Shoppingtown, 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Peggy Hotaling, Marian LaPierre, Linda VanDerhoof, Chris Kraus, Dick Walters, Lee Wakefield, George Sharan, Helen Barrett, Len Kolakowski, Larry Howard, Larry Knoble
ABSENT: Neville Sachs, Henry Wakefield, Jan Carr, Leo Naylor, Bruce Kaiser, Terri Murray
5a. Treasurer’s Report - Henry Wakefield emailed his report to the Board on 01/03/15. John Sonne accepted the report and provided some explanation in Henry’s absence. He advised that the balance in the checking account should stay about $4K in the steady state. Jack Lancette commented that the income and expense amounts for the Covewood Trip reflected overspending of $120.00 but it is not actually overspent as the $120 deposit is not accounted for. This amount stays with Covewood from year to year. John accepts the report.
6. COMMITTEE REPORTS:
6a. Finance Committee – there was no report
6b. Membership committee –no report
6c. Lodge Committee- Lee Wakefield reported 66 bed nights for Dec. 2014. Critter control – Orkin was contacted. Treatment will begin early spring as the ground was frozen. Roof patch was not completed and will be in Spring. The committee requested $10K for furniture and mattresses and drafty windows. John distributed a graph chart with bed-nights evaluated. Action Item: Lee suggests that whenever work is being done there, someone from the lodge committee or the board needs to be there while it is being done. Also, any independent contractor doing work on the lodge must show a certificate of insurance. Such a certificate should be obtained from Brian Sargent who does the mowing and day to day maintenance at the Lodge.
6d. Marketing Committee – George Sharan met with Garrett, the manager at the Ski Company and proposed that we exchange advertising. Garrett needs to check with the owner. George will follow up.
The Logo: George reported with Bob Dewey will be asked to come to a board meeting to talk about the logo options. The big vinyl banner has been put on hold since last June. John asked for someone to make a decision and just do it. It was decided that it was acceptable at this time to use the existing logo, the crash dummy. We will look into getting a teardrop made sign made as they are popular. They stand alone, no wall or nails are needed. Larry Van Alstein is a contact that George will approach for more help.
The NASTAR skiing program: John announced that Dawn Penniman will be added to help with the race. Chris Kraus reported on how Nastar was going this year. Chris had difficulty assigning participants to teams because skiers had opinions on what team that wanted to be on. George Sharan reported on his view of how teams come together. He suggests that Labrador impose a team limit.
Meetup: Terri Murray was absent so she delivered her report by email. See attachment number 2. The numbers have been increasing. Presently there are 88 members with 41 pending. Pending means they have not joined OSC. Terri has written to the folks in pending status about features and benefits of the ski club. Deb Yeardon and Andy Schmidt joined this past month.
6e. Trip Committee – Peggy Hotaling gave report in Leo’s absence. Elk Mt. car trip was announced today on the website. All other trips are going well. The Ellicottville trip has 14 participants. The Gatineau XC ski trip has 14 rooms reserved. The Jackson Hole trip is having the pre-trip party this Friday. The committee is getting together this month and will do some long range planning and possibly join together with other clubs for trip planning.
6f. Website Committee – the report was given by Peggy Hotaling via email. John challenged us to go on to the site twice a week. She is trying to put together something in lieu of the Schussboomer, a one page blurb on what we do during the month. She set this up for Nov. and Dec. and will continue to do that until April at which time she will look for feedback and determine if the newsletter is being utilized. The online store opened and had 5 orders for ski tickets. Jack Lancette and Peg met to discuss back up for her when she is unable to maintain the site. Hits are up this month from last year. Feedback, although it is rare, is always requested. George Sharan and Peg both feel that a survey on how members perceive the website and what is entered on it should be developed. A full survey of members has been discussed by the Long Range Planning Committee as well.
6g. Social Committee – Jan Carr sent her report via email. See attachment #3.
6h. Winter Programs (Social Sub-committee) no report given
7. UNFINISHED BUSINESS: (nothing to discuss)
8. NEW BUSINESS: John Sonne reported. The Cazenovia Ski club approached Scott Launt via email. That club will offer OSC a $20 fee to try out the hill and offer reduced rates. Scott prepared a hand-out to explain the proposal. John will offer to have Scott give Peg website materials and we will invite them to set up a display for their club at the general meetings. We will pursue that as another mountain and we will include that in the website.
Lee Wakefield said she contacted Connie Perry from Ski Otter tours in Inlet will come to a general meeting, perhaps in April while the votes are being counted.
There will be no guest speaker next week. We have a short introduction to deliver but that’s all.
9. ADJOURNMENT – John adjourned the meeting at 8:35 pm.
The next meeting will be held at the Dewitt Library at Sharkey’s in Liverpool on Thursday January 29th at 7:00 pm.
1. Long Range Planning Committee Report - John Sonne
It is a necessity for additional income in light of annual deficits if OSC operating budgets but not including Capital expenditures and Emergency repairs.
Dues increase was initially not considered a high priority.
Increasing lodge bed nights at the Lodge, advertising, hosting trips to Lodge, etc. Where should we place our priority for these and other techniques?
Developing membership and involving new people in the club there were considered a high priority.
How would we do that: obtain information on interests of new members such as why they join perhaps we should follow up on this info. Another thing that was mentioned was a new member lodge weekend. Using trips may help identify people who might be able to lead the club
Committees are not as strong as they should be and don't have enough l sharing of the leadership there may be staleness of the chairman. Is there training in place for newer members to have the ability to take over or continue in a new direction for the committee?
Committees should have guidelines and priorities set to know what the goals and purpose of the committee. The mission of the committee should be defined in a reasonably definite manner
The long-range planning committee (LRPC) should work on 1,2,5 and 10 year plans to guide our club and they should be reviewed routinely.
Communication should be more improved at board meetings as well as between committees and chair people. This communications needs to be encouraged there is sometimes too much independent work.
2. Website Report – Peg Hotailing
Monthly data 12/01/14 12/01/13
avg page hits/day 510 445
Locations visited (as percentage of total hits)
Home Page 11% 11%
Blogs 12% 12%
Photos 15% 15%
Calendar 19% 20%
Documents 24% 24%
Guests 89% 89%
Activities for December:
1) Set up December Club Chatter; short summary of events for month
to replace Boomer; will run through April and try to estimate
use; input will be needed for activities
2) Online store: 5 orders since store opened; 3 orders last year at this time
3) Jack and I met to go over some website procedures and ensure
backup when one of us is not available.
3. Social/Hospitality Committee Report – Jan Carr
as you remember i will not be at the janurary board meeting or the regular meeting. the sunny weather in florida is good for my soul. i quess it is time to look for a new chairperson for the hospitality commette, as i will be retiring in july and spending more of the winter with larry in sunny florida. this will give us enough time to find the right person to help you with your goals. i did ask john baker but he turned me down, although he has the box and will be in charge for janurary till i get back.
i will make a few calls and send you a comm. report for the meeting.
December 2, 2014
IN ATTENDANCE: John Sonne, Neville Sachs, Peggy Hotaling, Marian LaPierre, Chris Kraus, Dick Walters, Lee Wakefield,, Helen Barrett, Bruce Kaiser, Len Kolakowski, Larry Knoble, Leo Naylor, Jan Carr, Jack Lancette, Bruce Kaiser, Terri Murray
ABSENT: Larry Howard, Henry Wakefield, Linda VanDerhoof, George Sharan
5a. Treasurer’s Report – Lee presented the report in Henry’s absence. She pointed out the questions he had regarding some deltas on expenses and income mentioned in his email report (Jackson Hole, Spring Fling, Road Rally and Covewood) and asked that if one of these was related to your committee, please respond to Henry’s email.
A question was asked regarding income – if advertising has an income of $250, does that amount go back to the marketing committee. The response was that the income goes to the general club funds.
The report was accepted.
6a. Finance Committee – The committee is meeting December 23 at Henry’s. Some budgets have come in; the committee will start the budgeting process at this meeting. Email reminders will be sent to those committee chairs who have not submitted their budget.
6b. Membership committee – no report
6c. Lodge Committee- Ken Robbins emailed the November report to Board members. Lee Wakefield went over the report.
Other items from Lodge committee:
6d. Marketing Committee – Chris gave a report via email (see attachment #2). She explained status of logo. The marketing committee will ask others to look at it. They have two folks they will approach. Action item: John requested that Chris set up a timetable of how work on the logo will proceed.
A discussion followed as to the marketing committee’s lack of a professional looking pamphlet/flyer for the committee to use when promoting the club to other groups. Len and Chris will coordinate with Marian on how to use letterhead and other correspondence she has.
6e. Meetup committee - (new committee) Terri went through what has happened with Meetup since the last meeting:
Action items: January BOD meeting – will recruit more support for Meetup (currently Terri, Peg, John are working on this)
February – Survey members and hosts; track positive and negative comments; track new members
March – End of 6 month trial period; review w/Board
For December General Meeting, Terri will be available to answer questions and help those that want to sign up.
6f. Trip Committee – Leo Naylor – Approximately 56 people are going to Tremblant. They will have one bus of 50 people and the remaining will car pool.
Leo will have a car trip to Elk Mountain, Tuesday, Jan 20.
Other items: Some suggestions were given for trip committee to consider - trips with other CNY ski clubs, a late winter western trip.
6g. Website Committee – Peggy sent email report; see attachment #3.
6h. Social Committee – Jan Carr sent email report; see attachment #4.
6i. General Meeting – John said there are still issues with the microphone; he and Neville are investigating other options.
Terri is keeping a database of door prizes and donors.
Marian is sending thank you notes to sponsors donating door prizes.
The marketing committee suggested we invite our sponsors to the General Meetings; give them a few minutes to talk and promote their business.
John Baker is continuing to get door prizes for the General Meeting. Chris and the marketing committee would like to coordinate their efforts with John, NOTT and Happy Hour.
A suggestion was made to revive a practice used in the past of auctioning items at the General Meeting. The suggestion will be taken into consideration.
6k. Long Range Planning Committee – The committee met November 25. Action item: Recommendations of the committee and priorities will be brought to the BOD at the January meeting by John.
Industrial Color Labs charges 12.5 cents/foot to convert pictures to digital movie. No volunteers; to be tabled indefinitely.
George Sharan sent an email request to the BOD to use the website to sell the OSC merchandise and also to allow non-members to run classified ads as a possible way to generate revenue and attract new members. After discussion it was determined there is not enough interest by the Board to pursue this.
The decision was based on these issues - the online store cannot be opened to non-members, potential sales tax issues with online sales of logo wear, other means for people to sell their merchandise (Craig’s List) that we might not be able to compete with, would there be a big enough return for the effort needed to change from the current method.
The next meeting will be held at the Dewitt Library at Shoppingtown on Tuesday January 6, 2015 at 7:00 pm.
Peggy Hotaling in absence of Linda VanDerhoof
Attendees: Chris Kraus; Terry Murray, Peg Hotaling, George Sharon, Len Kolakowski.
Major topic was the logo. Scott was not present but the rest of us were of the same mind.
Although the logos presented by Natalie were sufficient, none were outstanding or what we had hoped for. We gave examples and direction of what we wanted to see, but none of them were anything we wanted to present to the board and vote on. Until we have something really eye-catching, we felt it best to just stay with our regular logo and continue business as usual. In the interim, both George and I know people that we will ask to take some of these ideas and expand on them. We welcome anyone who is on the creative side to help us with this task.
We decided to just use our current logo on anything that needs to be done in the immediate future.
Anew flyer is needed immediately to replace the one version that had too many symbols, fonts and colors. We need something more professional to send out. Chris was forced to send out the old one to the Bristol Meyers Ski Club. These are the types of organizations we need to target but are lacking the materials. Len has said he will put together the flier for us.
Meet-up. Apparently there were some concerns about moving forward with meet up. The marketing committee has said they think we should proceed with sending out to the general membership. We already presented to the board; and those who attend the general meeting, we need to get everyone involved. We are actually getting new members from the meet up sight alone. Just these few have paid for our money invested.
We need to synchronize our efforts with John Baker on the advertising and door prizes etc for the general meetings. He was unable to attend this meeting and continues to work independently. We need coordination between NOTT, Happy Hour, Advertising and John to maximize our donations and for our donors to get the most out of their donations.
All advertisers should be able to come and have a table and a short talk at our meetings. Tailwater, Cannon Pools, the Bikery.
George will talk to the Ski Company about exchanging ads. There had been talk that since they gave us a few door prizes, we should let them advertise with us for free. There needs to be a more even exchange set up with them.
Peg is looking into the arm bands since we are down to the last few. There is still money in our budget and most of that will be replaced with the actual sale of the bands. Peg will be ordering these soon.
Avg page hits/day 428 335
Locations visited (as percentage of total hits)
Home Page 11% 11%
Blogs 13% 13%
Photos 11% 17%
Calendar 22% 16%
Documents 26% 25%
Guests 91% 89%
Activities for November:
1) All Hot Deals updated except one with no reply
2) Updated lift ticket pricing for online store; open for orders
3) Set up document to replace Boomer; TBD if it continues, looking for folks willing to be reporters
4) Added Meetup link, added photo to background
5) Discussion forum:
We have had activity in classified ads this month; people posting their goods.
Tried to activate a discussion in The Lodge forum with no luck
One person posted a message he's going to Utah and is looking for people to join him
last month night on the town @ KOTO"S good night was had , Norm did a good job and working on a great xmas party for December at the genesee inn
happy hour @ Delimonic's we had a good crowd and a good time, many stayed to eat steak was good and I had leftovers, mary and gail are doing a good job
hospitality had extra people at the meeting ,so that went well
everybody seems willing to continue to do there jobs , we are happy there
I will ask scott at the meeting how the night at tog is going
report ended from jan
November 4, 2014 Minutes for OSC Board of Directors MeetingDewitt Library, Shoppingtown, 7:00 PMIN ATTENDANCE: John Sonne, Neville Sachs, Peggy Hotaling, Marian LaPierre, Linda VanDerhoof, Chris Kraus, Dick Walters, Lee Wakefield, George Sharan, Helen Barrett, Bruce Kaiser, Len Kolakowski, Larry Knoble, , Leo Naylor
ABSENT: Larry Howard, Henry Wakefield, Jan Carr, Jack LancetteGUESTS: Scott Launt1. DETERMINE A QUORUM: A quorum was reached. John Sonne called the meeting to order at 7: 10 pm2. APPROVAL OF THE MINUTES: The minutes for the October 7, 2014 meeting were reviewed. Lee Wakefield corrected the attendance to read that Henry Wakefield had been absent. Dick Walters made a motion to approve the minutes as amended and Helen Barrett seconded. The motion was approved unanimously. 3. FROM THE PRESIDENT: John Sonne reported that we have 8 mm film that was offered to us for our library. We need an 8 mm projector. Film is from the 1960’s ski races by the OSC. Suggestions were made by Bruce and Neville to have the films converted to a CD or DVD by using Industrial Color Labs. There is a renewed optimism among the club. Committee reports, the logo, will add to the cohesiveness of the group. He has appointed six members to work on long range planning. 4. COMMUNICATIONS: Corresponding Secretary Marian LaPierre had nothing to report. 5. REPORTS OF OFFICERS:5a. Treasurer’s Report - Henry Wakefield emailed his report to the Board on 11/02/14. John Sonne accepted the report. The report showed that as of 10/04/14 the checking account balance was $48,514.98, the Saving Money Market account balance was $11,410.18. Pay Pal $4,333.33, Vanguard Investments $70,653.23. Overall Total Funds $134,911.72.6. COMMITTEE REPORTS:6a. Finance Committee – there was no report6b. Membership committee – John has no report6c. Lodge Committee- Ken Robbins emailed the report to Lee Wakefiled. She reported the number of bed/nights for the month of Oct. The annual work weekend is set for Nov 14 to 16. Diane Clark suggested we replace the sofas. Diane checked prices in VT. Found one for $3,100 but continues to look. John/Neville asked for this to be in their budget proposal. Lee will set up a table for the Lodge at the next General Meeting. Neville said he plans on going up to the lodge the weekend after Jan 1st. He will post it in the Happenings.6d. Marketing Committee – Chris gave a report via email. See attachment #1. In addition, they are working on the logos. They want to review the logos in the running. Terri Murray is working on the meet up group. She advised that one has to use MeetUp in order to appreciate it. It is easy to plan an event. You can see who is going, email each other and etc. It is now six weeks old for this group. She wants to present it to the general membership so we can use it to its full potential. George Sharan suggests that at one of our BOD meetings we should bring a projector and have Terri bring her computer and show us how it’s done. Following discussion on this, it was decided that we will have her do this next week at the General Meeting. Individuals will be able to can get help from a few experienced members at a designated table following the presentation. John will address the audience with comments to have a quiet and respectful audience for the presentation. Leo wants to market the trips at ski sales. Maybe next year we should do this at the Fairgrounds in Sept. 2015. Len Kolakowski volunteered to go to the sale at the Fairgrounds this week end and take pictures of the layout. John asks that he chooses a couple other people help him. 6e. Logo (Marketing Sub-committee) – no report was given.6f. Trip Committee – Leo Naylor – Trips are doing fine. While marketing for Snow Search, he recruited folks for the club’s upcoming trip to Mt. Tremblant. He may need to get a second bus for this trip. Discussion followed about trying to do 2 western trips in one season. Peg and Leo advise that the trip committee needs leaders. Finger Lakes Ski club emailed Peggy to let us know that for Mt Bachelor trip in March, they need 8 more people or they will have to cancel. 6g. Website Committee –Peg reported that the committee met last week. Dave Devendorf was asked for an analysis of how members are joining the club. He reported that 70% of members are joining through the website. An emailed report from Peg dated Nov. 3rd is attachment #2.OSC BOARD OF DIRECTORS MEETING NOVEMBER 4, 2014There are a number of members who have had their membership expire and it has been a couple of months without a response from them. John is asking for someone to help Carol Knowles to follow up on these people using email contact. Marian LaPierre offered to help. 6h. Social Committee – Jan Carr sent her report via email. See attachment #3. 6i. Winter Programs (Social Sub-committee) no report given7. UNFINISHED BUSINESS: John Sonne is going to meet with the following people to discuss Long Range Planning: Steve Knowles, Diane Clark, Peggy Hotaling, Lee Wakefield, Terri Murray and Neville Sachs. Charity Groups – how do we make the decisions? If anyone has strong feelings, make them known to John. 8. NEW BUSINESS: The Feb 2015 BOD meeting conflicts with the Jackson Hole. John suggests we have it on Jan 29th Thursday at a centrally located place. Marian will check the dates for using this library. Peg liked Jan Carr’s report with the numbers for NOTT etc. Neville wants to use pictures of the recent Road Rally at the Gen Meeting to give a slide show presentation. George Sharan wants to use the website to sell the OSC merchandise and also to run classified ads from non-members as a possible way to generate revenue and attract new members.9. ADJOURNMENT – John adjourned the meeting at 8:38 pm.The next meeting will be held at the Dewitt Library at Shoppingtown on Tuesday December 1, 2014 at 7:00 pm. Respectfully submitted, Linda VanDerhoof, Recording Secretary ATTACHMENTS:1. Chris Kraus, Marketing Committee Chair: Our committee meeting was held on Oct 13, 2014, about investigating a new logo. We had previously engaged an outside marketing expert to help us with this task. Upon review, we noted that perhaps her efforts were not exactly what the committee felt were what we were looking for and redirected her efforts.As with any venture, you can have an idea in mind, but coming up with a club logo that encaptures what we want to portray, is not as simple as it may appear. We have several good suggestions, but at this point, nothing that needs to be voted on by the board. This project has not been abandoned. We have other avenues that we will explore. There are talented people within the club that may want to help us with this endeavor. Sometimes you have to spend money to get yourself on the right track. Nothing ventured, nothing gained. We are progressing but realize it is a much larger task than first perceived.We continue to fall within the marketing budget we were given. An executive decision was made by myself, as committee chairperson, to forego our participation in the annual ski insert in the New Times circular. Last year we spent $150 for our ad in their flier and we got no cognitive results. Our exposure could not be traced back to any increased revenue. I saw no reason to participate again.The committee has made great advances in perpetuating membership through our new "meet up" website.Terry Murray has put forth enormous time and effort getting this going. The marketing committee feels that this is something that needs to be supported and embraced for our clubs future. It is an effective and inexpensive way to get new members interested in our club. Terry will present her findings at the board meeting and ask for all of our participation. This started off as a "try and see" endeavor but has grown into something we cannot ignore. We need to continue with this effort, and get the backing of the board and general membership to be aware of the "meet up" aspect of our group and invite them to participate. This will need to be communicated to the general meeting to help enhance the clubs efforts.I was remiss in submitting a budget for the advancing year. I think our $750 budget is fair for this committee. Our purpose is to create awareness of the club. We have been meeting and discussing our quickest ways to achieve our goal. Our efforts have secured new advertising dollars and increased new membership. We will continue our efforts and appeal to the board where we feel additional funds are needed.Regards,Chris KrausMarketing/ Advertising Chair2. Peg Hotaling, Website Committee Chair
The website report for Oct 2014 as of 11/03/14Monthly data Oct 2014 Oct 2013Avg page hits/day 492 344Locations visited (as percentage of total hits) Home page 10% 10% Blogs 15% 11% Photos 15% 23% Calendar 19% 14% Documents 20% 26% Guests 96% 97%Activities for October:1) Web committee meeting; discussed website membership, changed to logo, color, pics on Home Page, logowear for public, using site to arrange articles/photos as replacement for Schussboomer.2) Analysis of members joining through website vs mail/at meeting by Dave Devendorf indicates approx. 70% of OSC members are joining/renewing through website approx. 72% of new members join through website. 3) Received lift ticket pricing from Tog, Lab or OSC members to be updated I Hot Deals section3. Social/Hospitality Report, Jan Carr, Chair1)nott basil leaf 22 people very good night, trouble with the bill at the end2)happy hour coleman,s good night 15 or 16 for dinner , good meal 3)hospitality we have had enough people at the table to cover and help new members4)road rally 20 teams, 49 people for dinner, winners were diane and dave clarkwe went in the hole money wise, my fault for not having a signed contract, the caterer charged us tax and an 18% gratuity which he did not charge us last year. the caterer also increased his price per dinner without letting me know. but there is money left in the bike budget and $80 from last year road rally to cover the extra cost.
October 7, 2014
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Peggy Hotaling, Marian LaPierre, Linda VanDerhoof, Jan Carr, Dick Walters, Lee Wakefield, George Sharan, Helen Barrett, Bruce Kaiser, Larry Howard, Len Kolakowski, Larry Knoble, , Leo Naylor (attending at the Finger Lakes Ski Club meeting representing the OSC)
ABSENT: Chris Kraus. Henry Wakefield
4a. Treasurer’s Report - Henry Wakefield gave his report via email to all Board Members. One change to be made to the report is the date, which should read 5/1/13 to 5/1/14. John Sonne accepted the report.
5a. Finance Committee – This report was emailed to John Sonne who forwarded it to the Board Members on Oct 6, 2014. See attachment (1) below. Motion was made by Larry Noble to send a donation of $150 to the Lower Granville Fire Dept. as a onetime occurrence. Peg Hotaling seconded it. The motion passed. With the remittance of this donation, a request will be made to have future donation requests sent to the Club on an annual basis.
5b. Membership committee – Peg Hotaling submitted the Sept 2nd report from Carol Knowles which reflected no changes in numbers, membership remained about 600 for the
MINUTES OF OSC BOARD OF DIRECTORS OCT 7, 2014
month of August 2014. Carol presented the report for September which included the annual membership report – see the attachment (4) below.
5c. Lodge Committee- Ken Robbins emailed his report. See attachment (2) below. In addition he spoke about big projects coming up, one of which is the need to correct the air leakage which showed up in the scan.
5d. Marketing Committee – Terri Murray reported on MeetUps. It has been up now for 12 days with some of the Board being among those who have joined. Currently there are 15 members of the OSC involved, 10 from the Board. There are now 22 pending new OSC members from our club’s MeetUps activity thus far.
5e. Logo (Marketing Sub-committee) – George Sharan reported in Chris Kraus’s absence. A few new renderings were passed around to the Board that were not among those seen in the Sept Meeting. The Committee will continue to work on what our image should be.
5f. Trip Committee – Peg Hotaling gave the report in Leo Naylor’s absence. Jackson Hole is going well 44 participants and a waiting list. She is looking for 2 more people. The MontTremblant trip currently has 39 participants. Garnet Hill is full and currently has a waiting list. Ellicottville – so far 4 rooms booked, 12 in reserve. The Gatineau XC trip has 10 rooms which are all booked. Lee reported that the Wine Tour trip is cancelled. Only 5 persons signed up. She will try again for a date in the spring. NYS Shopping Trip is not going well as only 10 have signed up and 32 more are needed to fill a minimum requirement. The deadline to sign up is Oct 31st. Information on the Western trips that are available through other ski clubs will be posted to The Happenings.
5g. Website Committee – Peg Hotaling emailed a report to the Board on Oct 7, 2014. See attachment (3) below.
5h. Social Committee – Jan Carr gave her report. There are still a few spots to be filled for the Road Rally. The course has been set. Everything is going well.
5i. Winter Programs (Social Sub-committee) no report given
John Sonne would like to set a policy for the club that covers how we should handle any charity involvement and promotion. Nothing was decided. We will revisit it next month.
The next meeting will be held at the Dewitt Library at Shoppingtown on Tuesday November 4, 2014 at 7:00 pm.
Finance Committee Report
The Finance Committee met on September 22nd. In attendance were John Sonne,
Neville Sachs, Steve Knowles, Jack Lancette, Dawn Penniman and Chairperson Henry
The main focus of the meeting was to discuss the current requirement of keeping 1 ½
to 2 times the annual expenditures in reserve. The committee is in agreement that this amount of reserve is excessive. What is necessary is to have enough reserves in place to keep the club going or pay off commitments in hand if the club dissolved or failed to maintain enough membership to stay viable. John Sonne presented analysis of club expenditures that indicated that the amount of reserves required is under $30,000. The club currently has over $70,000. This frees up a substantial amount of funds if so desired by the board. The Finance Committee recommends that we adopt the recommended lower reserve amount and judiciously use available funds to support capital improvements at the lodge and other proposals brought forth by committees.
A second discussion was held on budgets. A request has gone out to the committees
asking for each committee’s requirements for funding and their wish list with no
bounds on funding. It was requested that the committees send their funding
requirements and wish lists to Henry Wakefield or bring with them to the next Board of Directors Meetings.
One last item was discussed and that was how to respond to the local Vermont fire department’s request for donations. Neville Sachs suggested $150. After some discussion, it was decided to propose a $150 donation to the Vermont Fire Department in Granville, VT at the next Board Meeting.
The Lodge Report – October 2014
The following are highlights of lodge activities for the month of September.
• There were 39 paying bed/nights booked in September.
The website report for Sept 2014 as of 10/02/14
Monthly data Sept 2014 Sept 2013
Avg page hits/day 497 350
Home page 9% 8%
Blogs 13% 14%
Photos 22% 24%
Calendar 21% 13%
Documents 19% 27%
Guests 93% N/A
1) Added new advertiser, business size ad ad link to their website. Now we have 3 advertisers – Bikery, Tailwater Lodge, Cannon Pools
2) Added link to OSC Facebook page to Home Page
3) Welcome newest website members! O Home Page (include latest 5)
4) Will start Lodge discussion forum for folks visiting the Lodge
4. Carol Knowles, Membership Committee Chair, Carol Knowles and Dave Devendorf emailed the report to John Sonne. Please see separate document which includes Projected Membership Budget for 2015-16 and flowchart detailing the lifespan of memberships.
September 2, 2014 Minutes for OSC Board of Directors Meeting
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Peggy Hotaling, Henry Wakefield, Linda VanDerhoof, Leo Naylor, Jan Carr, Dick Walters, Lee Wakefield, Chris Kraus, George Sharan, Bruce Kaiser, Larry Howard, Len Kolakowski
ABSENT: Marian LaPierre, Helen Barrett, Larry Knoble
GUESTS: Scott Launt
1. DETERMINE A QUORUM: A quorum was reached. John Sonne called the meeting to order at 7:03 pm
2. APPROVAL OF THE MINUTES: The minutes for the August 2014. Minutes were unanimously approved.
3. COMMUNICATIONS: Corresponding Secretary Marian LaPierre emailed her report, see attachment (1) below.
4. REPORTS OF OFFICERS:
4a. Treasurer’s Report-Henry Wakefield gave his report. He distributed his 3 page report to all those in attendance. It was accepted as reported.
5. COMMITTEE REPORTS:
5a. Finance Committee report for 2013 – will meet within the next two weeks.
5b. Membership committee – Carol Knowles emailed her report to the Membership Committee. It was determined that Linda VanDerhoof should also be included in the report in order to record the numbers in the minutes.
5c. Lodge Committee- Ken Robbins called Lee Wakefield with his report. The roof is being prepped for painting and carpet is in and will be installed in Sept. The Lodge Committee is meeting this month. The Bed/night data was sent to Neville Sachs.
5d. Marketing Committee – Chris Kraus had a mini meeting Aug 15th about Meet Ups. Terri Murray advised that the start up would be done in stages and encouraged all the board members to log into MeetUp once the site is created so they could actually see how this site runs and how it might impact the club. She reported on feedback from a member of the Triple Cities Ski Club. She was told that not every member participates, so it is not effective in tracking numbers. Chris Kraus and Terri concluded that it is time to put it up to the Board for a decision as whether or not we embrace this. Since someone would have to show us how to set up a profile, get access, input as an organizer, and encourage the membership to sign on, John stated that one more person is needed to help Terri with this. To start, we would use it for Happy Hours and Nights on the Town, asking members to participate. Peg made a motion to sign on to MeetUp for 6 months at the cost of $75.00, Neville Sachs seconded. The motion passed unanimously.
5e. Logo (Marketing Sub-committee) – Scott Launt reported with a poster board of various logo designs prepared by a hired graphic artist. The contract is for $100 down, and $200 upon completion. He asked for input on likes and dislikes, especially color choices.
5f. Trip Committee – Leo Naylor reported.
The New York City information will be at the table at the General Meeting next week. We are still negotiating a price. The proposed trip is Nov. 29th which is the Sat. after Thanksgiving. One does not have to be a member to go on this one day trip.
Mt. Tremblant Trip – Steve Knowles will have flyers ready for the General Meeting on September 9th. The Gatineau trip is going well. It is all filled up.
Wine tour – Lee Wakefield reported on a proposed 8 am to 6 pm using a bus and stopping at 5 wineries, having lunch and going from Cayuga to Seneca Lakes.
5g. Website Committee – Peg Hotaling gave her report. She needs to put the Hot Deals on the Website, asked the marketing committee to do this.
5h. Social Committee – Jan Carr gave her report. Sunday Oct 26th is the road rally. There are 25 teams, $25 per team and 60 entries. She will give a brief talk at the General Meeting next Tuesday and have a table at the next to the Hospitality table as well. Jan also sent an emailed report, see attachment (2) below.
5i. Winter programs (Social Sub-committee) John Sonne asks for someone to come forward to plan an evening event at Toggenburg like a winter fling dinner dance event. The purpose is to build a relationship with Tog. Scott Launt volunteered.
6. UNFINISHED BUSINESS
A request was made last month for trip leader to create a first draft of standardized trip/ activity report. Leo produced one of the existing forms and gave a copy to Henry. Henry will review it and make suggestions.
Help Wanted: John Sonne needs information for the Boomer. He has published his last issue. The Club requires that one be put out the annual elections, according to the by-laws.
New member packets will be ready for the Sept General meeting which will include instructions, a handout, and a copy of the Boomer. Six of these will be available.
Committee budgets for 2015-16: we are trying to start the budgeting process early. Proposals with budgets and supporting descriptions will be needed from the committees.
Strategic Planning: John Sonne will assign 5 or 6 people to work on it.
Finance Committee: Possible Lower Granville Fire Department donation is tabled for next meeting.
New Member Greeters for the September General meeting will be Helen Barrett, Linda VanDerhoof and Terri Murray as Leo Naylor is going to be manning his table for the trips.
7. NEW BUSINESS:
George Sharan made the suggestion that we might place personal sales ads on the website. He also suggested that we might have a Swap meet event among members to sell or swap equipment. Nothing definite was decided.
Song Mt. and Labrador Mt will merge together under Peter Harris. More information should be coming at the next General Meeting.
8. ADJOURNMENT – John adjourned the meeting at 8:40 pm.
The next meeting will be held at the Dewitt Library at Shoppingtown on Tuesday October 7, 2014 at 7:00 pm.
Respectfully submitted, Linda VanDerhoof,
1) From Marian LaPierre, Corresponding Secretary:
Get well cards sent to Arley Morey & Larry Harrison. Messages of condolence from OSC officers & members to family of long-time former member Gene Beckeman via funeral home guestbook. Note of support to Tom & Sue Button. Checked with McCabes re: Dave SeGuin, former OSC Pres. Former Trip Comm. Chair Art Holben said he'd be at Sept. Gen. meeting.
2) From Jan Carr, Hospitality Committee:
happy hours going well and well attented
night on the town - same
hospitality ready for first meeting all hands on deck
biking 3 weeks left and getting ready for summer party at spaghetti warehouse
golf not so good with larry laid up but will try harder next year
looking forward to getting something going with toggenberg
Aug 2014 Minutes for OSC
Marian LaPierre’s home at 35 Ely Drive, Fayetteville NY
Tuesday, August 5, 2014
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Peggy Hotaling, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Leo Naylor, Jan Carr, Dick Walters, Lee Wakefield, Chris Kraus, George Sharan, Bruce Kaiser, Helen Barrett, Larry Knoble, Larry Howard, Len Kolakowski
1. DETERMINE A QUORUM: A quorum was reached. John Sonne called the meeting to order at 6:30pm
2. MINUTES: The minutes for the July 2014. Peg Hotaling made a motion to approve them as read. Jan Carr 2nd. Minutes were approved as read.
3. John Sonne remarks: Thank you to Marian to be holding the meeting in her home. Arly Morey is quite ill. Marian has already sent a card. He was a ski racer and made a big impact on the Club. He is at home now. John has wanted to recognize people in ski club that need some remembering, like Art Holben, and others. If names come to mind, John will send an invitation to come to the Sept general meeting.
4. COMMITTEE REPORTS
4a, TREASURE’S REPORT: Henry Wakefield gave his report which had been previously emailed to the board. Account sheet with balances were distributed. Year-to-date reports were given for the present year and last fiscal year. May 1 to July 31 both years. The budget expense and incomes are not complete because the information has not come in yet. Current checking account totals are very large do to having received deposits for the trips ahead. Jack Lancette voiced concern over what may be the outstanding payables. Presently the committed funds are for: the Covewood trip, the Jackson Hole trip, and the accounts payable to CV oil and Jackson Rubbish. This results in a balance of $7,730 in the checking account. It was noted that at this time it looks like the added insulation is keeping the cost of fuel oil down. Neville said we will continue to track this to be sure. Henry passed out forms for ski club invoices/deposits. Jack Lancette made the statement that Committee members should always go to their chair to be reimbursed when they have incurred an expense. John Sonne agreed that will be our policy going forward. Peg Hotaling pointed out that the only exception to this policy would be trips; in which case the trip leader would need to submit invoices for the trips they are leading. The accountant needs all the changes on the board members, which can be taken from the website.
4b. Lodge Committee: Nothing was received written or verbally. No report.
4c. Trip Committee: Leo Naylor gave the report. Gatineau Park trip Feb 13-15, 2014 will be two nights. There is extra space on the Jackson Hole. Peg said we currently have 38 people going and have space for 4 more. Limit will be 42. Mt. Tremblant will be advertised at the General Meeting in Sept. Greek Peak adventure is this Saturday. Marilyn Woyciesjes requested a deposit for Garnet Hill. Not the lodge, just the Owl’s Nest. Marilyn will talk to people about the trails. The trip dates are Jan 16 – 19th, 2015.
Henry Wakefield made mention of the fact that some trips have reports coming in months after closing. He asked that they be submitted in a timely manner. Lee will lead a wine tour Oct 18th. She will present it at the Sept General Meeting.
4d.: Membership Committee – no report was given. Neville has concerns about numbers going up and down. He will also look at the lodge usage. Find out who uses the lodge. Good to know the trends so we can project properly.
4e. Marketing Committee: Chris Kraus reported. The clocks are at Jack’s house. Presentation will be at the General Mtg. The distribution will be: 4 for Greek Peak, 2 for Labrador Mt, 2 for Song Mt., 2 for Toggenburg, 1 for Four Seasons. Chris Kraus held a meeting on July 17th . Scott Launt will be heading up advertising, Terri will be his assistant. The Committee has decided we need a new logo, one that will create excitement. The committee has hired someone at a minimal fee, approximately $200. The goal is to tie in the Marketing efforts with the Happy Hour and the Night on the Town events. The Meet Up group was mentioned. Terri Murray is working on using to it to attract members. Their goals are 1) to improve image, 2) to increase revenue 3) to create sustainability of the club. Chris asked that we use the OSC business cards in our everyday contacts with people.
4f: Social Committee – Jan Carr send out an report prior to the meeting. Please see attached.
Discussion followed regarding the need to have the financial reports from Trip committees filed on a timely basis. A form exists for this but trip leaders have used their own format for submitting trip reports to the Treasurer. Henry suggested that we update the form so that it fits all situations. Reports submitted on a form that is standardized and workable is the goal of the Finance Committee so it can be reviewed and approved. A draft for this will be an action item for the next meeting.
Discussion followed as to budget preparation. John stated it would be useful for the committees to make proposals for their individual budgets. Ideally they need to be submitted by September, but no later than by October for the next fiscal year’s budget. In the case of larger expenditures, a carry-over from year to year can be written in.
John Sonne commented : It is important to begin strategic planning so that we can have a vision of where we are going to be in 2 years, and in 5 years. If anybody is interested in working with John, he wants to know so that plans can be made to meet periodically.
NEW BUSINESS: Help wanted! 3 areas: 1. Public Relations has been handled by Diane Emmick in the past. She has indicated that she does not want to continue to be in this position. 2. New Member greetings at General Meetings. Neville Sachs came up with “Meet and Greet Staff” for new members. Helen Barrett and Leo Naylor volunteered to greet any new members that come to the meeting. Linda VanDerhoof offered to serve as back up. 3. John Sonne is looking for a publisher for the The Schussboomer and for people who can add articles to the newsletter.
Henry Wakefield received a letter from the Lower Granville Fire Dept. looking for donations. In the past, the Club has donated in amounts of approximately $100 to $150. John Sonne suggested that we refer this to the finance committee. A suggestion was made to send communication to the GFD and ask if they were willing to come and inspect the lodge.
Peg Hotaling reported that we need to order OSC leg bands. What percent of profit do we need to get on the clothing? Much discussion followed. George Sharan will look into finding out what is to be done with clothing sales, as part of his work with the Marketing Committee.
ADJOURNMENT: John adjourned the meeting at 8:15 pm.
The next meeting of the Board of Directors will be held on Tuesday Sept 2, 2014 at 7:00 p.m. at the Dewitt Library, Shoppingtown.
Email message from Jan Carr on July 31, 2014 to John Sonne, Ken Robbins, Carol Kmowles, Peg Hotailing, Jam Carr, Leo Naylor, Chris Kraus, Lee Wakefiled with copy to Linda VanDerhoof
we will be fully staffed for the september meeting. Carol, Neville, And Dawn will be there to man the table. i will be at the next table for the car rally and will help if needed.
night on the town, norm going strong.
happy hour ,gail and mary are doing their thing, tonight i will be at castaway's , it should be a good night.
golf, larry says it has been a bad year, the weather is not helping. we have lost a few of our regular golfers(tom and susan for one).
biking is going strong, but rain has kept us from biking a few nights. but we still get peolpe to show up when we have a dish to pass night.
i will be sending out an invite to all summer activites to join us at the spagetti warehouse sept 24th to wind up the summer season.
Email message from Peg Hotaling Sent August 4, 2014 go all BOD Members
Below are the web stats for month of July
Website Report 8/3/14
Monthly data Jul-14 Jul13
Hits/day 382 285
Home Page 10% 10%
Blogs 12% 17%
Photos 17% 12%
Calendar 21% 19%
Documents 23% 24%
Guests 91% 94%
No other activities to report for July.
July 2014 Minutes for OSC
July 1, 2014 Sonne’s house at 6:15, 101 Garnet Dr. Camillus, NY 13031
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Peggy Hotaling, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Leo Naylor, Jan Carr, Lee Wakefield, Chris Kraus, George Sharan, Bruce Kaiser, Helen Barrett
ABSENT: Dick Walters, Terri Murray, Larry Knoble, Larry Howard, Len Kolakowski
GUEST: Scott Launt
2.MINUTES: The minutes for the June 2014 meeting were circulated and reviewed by those in attendance. Linda VanDerhoof read portions that related to sales of lift tickets to verify correctness. John Sonne made a motion to approve the minutes, Neville Sachs seconded. The minutes were approved.
3.TREASURE’S REPORT: Henry Wakefield gave his report which had been previously emailed to the board. Account sheet with balances were distributed. It was noted that the checking account had a larger than normal balance due to the fact that it held deposits for the Jackson Hole Trip.
4a. Lodge Committee: Ken Robbins distributed copies of an Excel file that detailed a 4 Year Capital Spending Plan for the Lodge which identified specific repairs/improvements with breakdown of the anticipated expenditures for years 2013 through 2016. This file was created in February 2013. Ken also distributed a Lodge Proposal in Word format that detailed expenditures for two projects scheduled for the 2014-15 season. They are: the second floor bedroom and the roof. The combined estimate is $5,600. Jack Lancette made a motion to approve the proposal, Neville seconded. Open discussion followed. John Sonne mentioned that the lodge committee needs the support of the members of the board to make capital improvements in the amount of $5K per year. Prioritizing of this with a four year plan is our goal at this time. A vote on the motion resulted in all but one voted to approve, the remaining vote was to abstain.
4b. Trip Committee: Leo Naylor reported that the Kingston Trip was successful and those on the committee are very active. The group is experiencing a surge of energy.
4c. Marketing Committee: Chris Kraus reported. A written report had been emailed to the board members prior to the meeting. New committee members have been very active. They consider the OSC logo to be outdated and suggest that something is needed to replace it that would be more recognizable. Scott Launt reported that he knows a professional that will create a new logo for $400.
5. ADJOURNMENT: John adjourned the meeting at 9:00.
The next meeting of the Board of Directors will be held on Tuesday August 5, 2014 at 6:30 p.m. at 35 Ely Drive, Fayetteville.
Linda VanDerhoof, Recording Secretary
June Minutes for OSC
June 3, 2014 at 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Neville Sachs, Henry Wakefield, Marian LaPierre, Peggy Hotaling, Linda VanDerhoof, Len Kolakowski, Leo Naylor, Jan Carr, Dick Walters, Lee Wakefield, George Sharan, Bruce Kaiser, Terri Murray, Helen Barrett, Larry Knoble, Larry Howard
ABSENT: Chris Kraus
1. DETERMINE A QUORUM: A quorum was reached. The meeting began at 7:00 PM.
2. MINUTES: The sequence for the approval of the minutes of future board meetings was discussed. The minutes for the May meeting were corrected to read that Ken Robbins gave the Lodge Committee’s report, not Lee Wakefield. The May minutes were then approved as corrected.
3. TREASURE’S REPORT: Henry Wakefield gave his report which had been emailed to the board on June 2nd. He is doing a comparison between this year and last year, month by month, this month is May to May. Account sheet with balances were distributed.
John Sonne asked for an explanation on the sales of lift tickets. Dave Clark reported that the Club fronts the money (approximately $9K). The income from sales was deposited as follows: approximately $6K, $2K from Pay Pal, in addition Lee Wakefield collected $926 in ticket sales. The amount of $481.00 was refunded for tickets that were not sold. Sugarbush lift ticket sales were very low. Penalties are levied for returned tickets. We pretty much broke even as a service to the members. The club expected to realize a $1K profit for sales.
Garnet Hill applied the $600 deposit to our bottom line expenditures when they invoiced. Their final accounting was given to Henry. Marilyn W. (trip Chairperson) had not expected that.
Neville asked how many individuals bought tickets, as opposed to how many tickets were sold. This would be valuable information in planning for next year.
The financial package that is to be sent to the accountants is being prepared by Henry at this time.
4a. Finance Committee: will try to meet this month, the date TBA.
4b. Membership Committee: This report was submitted via an email from Carol Knowles. The names of new members will be put into the SBoomer. The software being used, known as I-Groups, makes it difficult to find members that have fallen out. Dave Devendorf is working with Carol to tweak the data. The point was made that Club membership and Website membership are two different things. You must renew your website memberships each year as well as your club memberships. Discussion followed with concerns about rolling vs. annual membership. Jack explained how we just left annual for rolling. This tends to handicap in our ability to forecast what our income will be from the renewal of membership dues.
Action Item: Membership list for committees. John asked for volunteers to get a handle on this. We need to collect some data so we can post the numbers consistently into the SBoomer. Our system is not historical, meaning you can’t see the datelines by person if they pay ahead of expiration or if it lapses before renewal. Neville and Bruce have offered to work on this.
4c. Lodge Committee: The report was given by Ken Robbins. Activities 18 bed nights for May. Thurs June 12th is tentative date for the committee meeting. He awaits some data from Diane Clark in order to make the date firm. John Sonne wants to be notified so he can attend.
Action item: date for next Lodge Committee
4d. Marketing Committee: Jack Lancette reported. Chris Kraus was absent but reported via an email on the meeting that they had. It was a very productive meeting. There is a lot more to marketing that meets the eye. Action item: Jack talked with Sue Wilson at Lab about the Onondaga Cup race. Next meeting is June 16th, place TBA.
Clocks - see Chris’s emailed report
Action Item : George Sharan and Chris Kraus will investigate viability of clock donation to Ski Company. Since they are not open, we can’t do much until August.
4e. Trip Committee: Leo Naylor reported. Details on the trips will be done with emails. Many dates have been determined and are on the calendar. Western Trip to Jackson Hole, Holiday valley, Garnet Hill, Mt. Tremblant, winery tours, a possible day trip to Elk Mt. Larry Knoble suggested we try to combine a trip there (to Elk Mt.) with Triple Cities. John Sonne advised that the President of the Triple Cities Ski Club is a good resource. Peggy reported on making past trips known to the general public using the S-Boomer. She asked for testimonials from members so we can get people interested. Peggy says that that the Jackson Hole trip is full with reservations but still looking for trip agreements/deposits.
4f. Website Committee: Peggy Hotaling reported. The hits to the website have been consistent. At this time, we have had an annual average number of 344 hits per day, 382 year-to-date (Jan to mid-May). Peg added some links to promote the lodge. John encourages everyone to go to the website once a week.
4g. Social Committee : Jan Carr reported. The Spring Fling was a success. She may move the Road Rally to the 26th of October so it does not conflict with one of the trips.
Meet Up groups: Terri Murray reported. She would like to talk to the person who constructed it for the Triple Cities Ski Club, then meet again with Jack Lancette and Peggy to share how TCSC structures the Meet-up website. With that done, she could report on this again by in the next meeting. Meet-Up costs $72 per year to use. Setting up is easy. She offered that anyone interested is welcome to work with the three of them.
Facebook for OSC: Jack Lancette reported. We should not expect to use it as a blog, although it could be used to promote activities. It does not look like it could be used as a tool to promote interest in our club.
5. UNFINISHED BUSINESS: John reported on the loss of an old member. Alice Beaudin passed. Marian has already sent a sympathy card.
6. NEW BUSINESS: John discussed that he wants use July 1st (Tues) not as a regular meeting, but instead use it as a meeting for planning which can be attended on a voluntary basis. Ann and John will host it. Beverages would be welcomed. Time 6:30 pm. Bring your ideas to add to what he has already put together. Agenda will be sent out to board members. RSVP by June 30th to (315) 427-8326. The Recording Sec will, if attending, will not be expected to take minutes as that would not allow her to participate. Jack says that in the by-laws state that we need to meet once month. We agreed to have quick business meeting to begin, followed by the planning meeting.
New Board Members are asked to join a committee and possibly take a leadership role.
The schedule for Summer Board Meeting – July 1st Tues at the Sonne’s house at 6:30, 101 Garnet Dr. Camillus, NY 13031. John will be emailing us a map.
7. ADJOURNMENT: John adjourned the meeting at 8:15.
May 2014 OSC Board Meeting Minutes
Dewitt Library, Shoppingtown, Dewitt
Tuesday, May 6, 2014 7:00 PM
IN ATTENDANCE: John Sonne, Jack Lancette, Peg Hotaling, Henry Wakefield, Marian LaPierre, Linda VanDerhoof, Helen Barrett, Jan Carr, Bruce Kaiser, Larry Knoble, Chris Kraus, Terri Murray, Leo Naylor, George Sharan, Lee Wakefield
ABSENT: Neville Sachs, Dick Walters
GUEST: Ken Robbins
1. DETERMINE A QUORUM: A quorum was reached. The meeting began at 7:00 pm
2. APPROVAL OF MINUTES: Lee Wakefield made a motion to approve the minutes of April 1, 2014 as written. Peg Hotaling 2nd the motion. The motion was carried.
3. ANNOUNCEMENT FROM THE NEW PRESIDENT: - John Sonne announced that he intends to use the committees to do the majority of the work and that the Board will not micro-manage. He also explained the new procedure about sending out the minutes, which will be as follows: Linda will send them to John for his review. John will add action items where necessary and return them to Linda to send out to the Board. Marian will send them out a second time when emailing the Board the reminder about the next meeting. Action items will include specifics: who was asked, what was asked, when they are expected to report back.
4. COMMUNICATIONS: Marian LaPierre reported that there were no new communications.
5. COMMITTEE REPORTS
5a. Marketing Committee – Chris Kraus reported that the next meeting will be Monday May 19th. One thing they intend to do during this meeting is to find a way to touch base with all the other committees, using effective communications. She voiced concerns that perhaps they should separate advertising from marketing or make advertising a sub-committee of marketing.
Clocks Committee Report – John Sonne has suggested, as per the agreements of the previous meeting, that the clock distribution will be as follows: 4 Greek, 2 Labrador, 2 Toggenburg, 2 Song Mt. He also made the executive decision that none to be sold privately at this point, except for Jack Lancette, as he had asked for one when we were deciding to order so as to provide enough demand to meet a minimum number requirement. John suggested that the marketing committee meet to discuss if we can approach the Ski Company. Action Item: George and Chris will investigate approaching contacts at the Ski Company as a marketing effort.
5b. Finance Committee: - Henry Wakefield distributed two written reports for 2013 and provided explanations of both: 1) Year to Year comparisons of Operating expenses for 2011/12, 2013/13 and 2013/14. 2) Income and Expense Comparison 5/01/12 to 4/30/14. Comments were made about sales taxes levied on room taxes on the Lodge in VT. It was determined that we wanted to be on the up and up and want to avoid being fined. Last Year we ran a deficit of $697.97. This was determined to be very close.
Action item: Discussion followed on income realized by the sale of Ski tickets online. Pay Pal is used in some instances. Do we break even? There should be $360 profit “on the way” if John Sonne has figured correctly. John asked Henry to check on this.
Jack Lancette asked if Henry keeps an accounts receivable line. Henry said that would be a good idea.
Bruce Kaiser raised a question on Property taxes in the reports. The two documents do not reflect the same number. Henry explained that that is due to a timing issue. The three payments are due on Oct 15, Jan 15 and May 15. Payments include both property & school taxes. They are lumped together and divided into 3 payments.
It was noted that sales tax is levied on membership fees. The amount of $18.12 is for the club, the rest goes to the State. Every county is paid where we have a member. Out of state members do not pay, thus far.
5c. Membership Committee – Carol Knowles, Chair: (not in attendance) The mechanics of the membership is doing OK. New board members all were sent got a link to the membership list on our website. The renewal dates, names, etc. are listed. Dropbox was used. It is constantly being updated. Action Item: Committee head and past board members need to get the link for this. Who specifically is to receive the link, and by what date it should be provided to them, was not decided.
5d. Lodge Committee – Lee Wakefield, reported. Work weekend was April 26 & 27th. The committee met on April 10th to discuss the work they intended to accomplish. Painting of rooms 5 & 7, women’s bathroom, etc. Cleaning was done throughout. Porch post was repaired. New keypad entry lock was installed. New faucets were installed in men’s bathroom. Storage in basement was weeded out. Poly was put down on the floor in basement. Lee is going to suggest that we have a lodge weekend for board members as a part of the lodge marketing committee design.
Next meeting for the Lodge Committee will be within May per Ken Robbins.
Action Item: John will send the date out to the board when it is identified.
The Lodge well water samples are taken two times a year. The sample taken during work week end passed the test.
Capital improvement schedule - no discussion
5e. Trip Committee – Leo Naylor reported that the committee met on April 21st. Their goal is to try to provide trips year round. The next meeting is Monday May 12th. Leo intends to ask the board for a budget of $300 to do a barbeque for the bus trip to the adventure park. Many other possible day trips were discussed.
5f. Website Committee – Peggy reported that the committee met last Thurs night Apr 24th. The members discussed marketing the Lodge. One idea was to create a photo gallery within the website which could be accessed by using a link to a slideshow, making the lodge more visible. They also want to look into another level of advertising other than the business card size ad that exists at this time. The website had 383 hits in April. Hits have been steady.
John suggested that this become an item to keep track of. We need to investigate the potential of co-ordinate the marketing committee with the website committee to “sell” advertising spots. Terri Murray was asked if she would help out with this.
5g. Social Committee - Jan Carr reported. The May Social Report includes the Spring Fling, which is a week from Friday, May 16th. There are only a couple of reservations are left. Biking hasn’t started yet. Jan suggested that if anyone wants to host a bike ride on the weekend, post it on the Happenings. Start small, the numbers will build.
The date for the Road Rally is October 19th. Jan is looking for someone to help out with the details. It will be the same venue as last year. Venue will be the Elks Club in Camillus.
Summer, Fall and Winter programs – see above. Golf is Tuesday afternoon.
6. UNFINISHED BUSINESS: John Sonne reported for Neville, in his absence. Terri had a number of events including hiking, and rock climbing.
Internet Marketing of Club – Neville Sachs suggested we investigate in last month’s meeting
Meet Up groups – Terri Murray reported on Meetup.com. This may be a way to connect with people of like interests. This could be used to attract members, even to collect dues. Terri asked for guidance as to what our goal was with respect to using Meetup.com. She remarked that it can be as simple or as complex we want it to be.
Facebook for OSC – John Sonne wants Jack Lancette to be the point person for social media. Members would have to send reports of activities that have happened (after the event) to one of the 3 administrators: Diane Emmick, Jack or Jack’s son. Action Item: Jack will continue to develop this over the next 6 months.
7. NEW BUSINESS:
Peg Hotaling talked about the OSC stickers – 500 were purchased, 100 have been sold. We need to try to sell more. She asks us to take some for us to distribute during the summer.
John Sonne wants to start some long range planning to accomplish some long term goals. He and Ann will host a meeting, date TBA, to start the planning.
Schedule for Summer Board Meeting – no discussion
Selection of Board candidates – John Sonne opened discussion on the need to fill the two vacant board positions that were made by Peg Hotaling and Linda VanDerhoof moving into officer positions. It was stated that in the general elections, votes were tallied as follows: Len Kolakowski (most), Larry Howard (2nd) and Tom Vedder (least). Peg Hotaling made the motion that we appoint the two persons who received the two greatest numbers of votes fill the vacancies. Lee Wakefield 2nd it. The motion was carried. Marian LaPierre will prepare written notification to these individuals.
8. ADJOURNMENT: John Sonne made the motion to adjourn the meeting, Jack Lancette 2nd it. The motion carried. The meeting adjourned at 8:45 pm.
The next Board of Directors meeting will be June 3rd at the Dewitt Library, at 7:00 pm.
OSC Board Meeting Minutes
Located at Dewitt Library, Shoppingtown, Dewitt
Tuesday, April 1, 2014
Attendance: Jack Lancette, Marian LaPierre, Dick Walters, Lee Wakefield, Carol Knowles, Steven Knowles, Peggy Hotaling, Richard Cisar, Henry Wakefield, Linda VanDerhoof, Dawn Penniman, Neville Sachs, Leo Naylor, Chris Kraus, Jan Carr
Excused: Larry Knoble, Gail DePalma
Absent: John Baker
Guest: Larry Howard
Order of Business:
1. Determine Quorum: Yes, we do have a quorum.
2. Approval of last month’s minutes: motion to accept as written by Neville Sachs , 2nd Jan Carr; all in favor
3. Receiving communications: Marian handed out mail to committee chairman. Get well card to Len Kolakowski and Norm
4. Committee Reports
a. Finance Report by Henry Wakefield
b. Membership report sent to Board by Carol Knowles
c. Lodge Report - Lee Wakefield
The following are highlights of lodge activities for the month of March:
d. Marketing Committee presented by Chris Kraus
e. Trip Committee by Leo Naylor
f. Website Committee presented by Peggy Hotaling
g. Nominating committee
h. Social Committee - Jan Carr
i. Onondaga Cup Race, Jack Lancette
5. Unfinished Business
a. Time Pieces or thermometers by Dick Cisar
b. Joining Capital District NY Ski Council – no response from a letter we sent to them
c. Discussion on meet up groups by Neville Sachs
d. Adopt a highway is May 3
6. New Business
a. Budget Approval
Meeting location next month?
DeWitt Community Library on May 6, 2014 at 7:00pm
7. Motion to Adjourn by Jan Carr, 2nd by Lee Wakefield, all in favor
Located at Sharkey’s, Liverpool
Tuesday, March 4, 2014
Attendance: Jack Lancette, Jan Carr, Lee Wakefield, Peggy Hotaling, Henry Wakefield, Gail DePalma, Linda VanDerhoof, Neville Sachs, Leo Naylor, John Baker, Dawn Penniman, Marian LaPierre
Excused: Carol Knowles, Steven Knowles, Larry Knoble, Chris Kraus, Dick Walters, Richard Cisar
1. Determine Quorum: we have a quorum.
2. Approval of last month’s minutes: with the following addendum: Steve Knowles made the motion to purchase as many clocks as needed up to our budget amount for public relations. Motion did not pass. It was requested that more information be sent to the Board before a decision could be made.
3. Receiving communications: Marian distributed the mail
4. Committee Reports:
a. Finance Report, Henry Wakefield –
b. Membership report sent to Board by Carol Knowles –
c. Lodge Report sent to Board by Ken Robbins –
d. Trip Committee, Leo Naylor
e. Marketing Committee, Chris Kraus – no report
f. Website Committee, Peggy Hotaling
g. Nominating Committee, Gail DePalma
h. Social Committee, Jan Carr
a. Clocks or thermometers
b. No other unfinished business
6. New Business
a. Should OSC join Capital Ski District Ski Council?
b. Candidates at March meeting? Yes
c. No other new business
7. Meeting location next month
8. Motion to Adjourn by Neville, 2nd Jan, all in favor
Tuesday, February 4, 2014
Attendance: Jack Lancette, Marian LaPierre, Dick Walters, Lee Wakefield, Carol Knowles, Steven Knowles, Peggy Hotaling, Richard Cisar, Henry Wakefield, Linda VanDerhoof, John Baker, Dawn Penniman, Gail DePalma, Neville Sachs, Leo Naylor, Larry Knoble, Jan Carr
Excused: Chris Kraus
Club sent out Thank you letter to presenters at January general meeting: Get well card to Peggy Mersereau: Condolence card to the family Karen Krohl
4. Committee Reports:
2. Membership report sent to Board by Carol Knowles
3. Lodge Report sent by Ken Robbins The following are highlights of lodge activities for the month of January
4. Marketing Committee presented by Chris Kraus
4. Trip Committee by Leo Naylor
5. Website Committee presented by Peggy Hotaling
6. Nominating committee
President: John Sonne
2nd Vice President: Mark Bidwell
Recording Secretary: Linda VanDerhoof
Board Members (4 vacancies): Terri Murray, Helen Barrett, Bruce Kaiser, Tom Vedder, George Sharon, Jeff LeMon maybe, Karen Whedon (will consider), Ken Robbins (will consider)
7. Social Committee
7. Meeting location next month?
Sharkey’s in Liverpool on March 4, 2014 at 7:00pm
8. Motion to Adjourn by Steve Knowles, 2nd by Gail DePalma, all in favor
Tuesday, January 7, 2013
Attendance: Jack Lancette, Marian LaPierre, Dick Walters, Lee Wakefield, Carol Knowles, Steven Knowles, Peggy Hotaling, Richard Cisar, Henry Wakefield, Chris Kraus, Linda VanDerhoof,, John Baker, Dawn Penniman
Excused: Gail DePalma, Neville Sachs, Leo Naylor, Larry Knoble, Jan Carr
Guest: Ken Robbins, John Sonne
2. Approval of last month’s minutes: motion to accept as written by John Baker , 2nd Steven Knowles; all in favor
3. Receiving communications: Marian handed out mail to committee chairmen
a. Finance Report by Henry Wakefield
b. Membership report sent to Board by Carol Knowles
c. Lodge Report sent by Ken Robbins
The following are highlights of lodge activities for the month of December.
d. Marketing Committee presented by Chris Kraus
e. Trip Committee by Jack Lancette
f. Website Committee presented by Peggy Hotaling
Following were activities for December:
7. Meeting location next month? Shoppingtown Library, February 4, 2014 at 7:00pm
8. Motion to Adjourn by John Baker, 2nd by Lee Wakefield, all in favor
Tuesday, December 3, 2013
Attendance: Jack Lancette, Jan Carr, Dick Walters, Lee Wakefield, Steven Knowles, Peggy Hotaling, Richard Cisar, Henry Wakefield, Chris Kraus, Gail DePalma, Linda VanDerhoof, Neville Sachs, Larry Knoble, Leo Naylor, John Baker, Dawn Penniman
Excused: Carol Knowles, Marian LaPierre
1. Determine Quorum: Yes, we do have a quorum.
2. Approval of last month’s minutes: motion to accept as written by John Baker, 2nd Neville; all in favor
3. Receiving communications: No time sensitive mail to distribute
4. Committee Reports:
a. Finance Report, Henry Wakefield
b. Membership report sent to Board by Carol Knowles - Current Members total is 689
c. Lodge Report sent by Ken Robbins – There were six bed nights at Lodge in November
d. Trip Committee, Leo Naylor
e. Marketing Committee, Chris Kraus
f. Website Committee, Peggy Hotaling
3. No other unfinished business
3. The suggestion from Leo at the last BOD meeting to perhaps get stickers that say ‘OSC’ was discussed.
6. Meeting location next month - Shoppingtown Library, January 5, 2014 at 7:00pm
7. Motion to Adjourn by John Baker, 2nd Neville, all in favor
Peggy Hotaling for Carol Knowles
Tuesday, November 5, 2013
Attendance: Jack Lancette, Marian LaPierre, Jan Carr, Dick Walters, Lee Wakefield, , Peggy Hotaling, Richard Cisar, Henry Wakefield, Chris Kraus, Gail DePalma, Linda VanDerhoof, Neville Sachs, Leo Naylor, John Baker, Dawn Penniman
Excused: Carol Knowles, Steven Knowles, Larry Knoble
1. Determine Quorum: We have a quorum.
2. Approval of last month’s minutes: motion to accept as written by Gail DePalma, 2nd John Baker; all in favor
3. Receiving communications: Marian distributed the mail
a. Finance Report, Henry Wakefield
b. Membership report sent to Board by Carol Knowles
c. Lodge Report, Ken Robbins – Activities for October
d. Trip Committee, Leo Naylor
e. Marketing Committee, Chris Kraus
f. Website committee – report submitted to Board before meeting with October activities; no discussion was held at meeting
5. Unfinished Business
a. The vote for a bylaw change requiring two signatures on checks be raised from $500 to $2500 was approved at the last general meeting.
b. Nominating Committee Chair – Gail DePalma volunteered to chair the committee; other members are Marian LaPierre, Leo Naylor, Joann Butler
c. We recently experienced an issue with the Happenings not going to members who have TWC. Jack contacted Mad Mimi to resolve the issue. Members should now be receiving these e-mails.
d. More current OSC flyers were left at Lodge replacing the older ones.
6. New Business
a. Onondaga Cup Race
b. NASTAR – will be held at Labrador again this season; will offer New2NASTAR program. Information will be sent out shortly for sign-ups.
c. Information was sent to NJSSC to update their website with our meeting location and website address. To date, it has not been updated.
d. Mary Clay needs more funding for Happy Hours; places are not offering free appetizers. Neville made motion to move $100 from Social budget to Happy Hour budget; 2nd by Leo. Aye 8; opposed 5; motion passed.
e. Gore mountain rep would like to attend our December general meeting; owners of Greek Peak will also attend.
f. Leo suggested having stickers that have OSC printed on them for members to purchase. These are often seen on cars, have white background, black lettering, example VT.
Shoppingtown Library, December 3, 2013 at 7:00pm in Friends Room
8. Motion to Adjourn by John Baker, 2nd by Neville Sachs, all in favor
Tuesday, October 1, 2013
Attendance: Jack Lancette, Marian LaPierre, Jan Carr, Dick Walters, Lee Wakefield, Carol Knowles, Steven Knowles, Peggy Hotaling, Richard Cisar, Henry Wakefield, Chris Kraus, Gail DePalma, , Linda VanDerhoof, Neville Sachs, Larry Knoble
Excused: Leo Naylor, John Baker, Dawn Penniman
Guest: Trish Dugan- owner or Syracuse Bicycle, Ken Robbins
2. Approval of last month’s minutes: motion to accept as written by Neville Sachs, 2nd Steve Knowles; all in favor
3. Receiving communications: Marian handed out mail to committee chairpeople
4. Committee Reports:
c. Lodge Report sent by Ken Robbins
d. Lodge marketing was discussed by Larry Knoble
e. Marketing Committee presented by Chris Kraus
f. Trip Committee by Jack Lancette
g. Social Committee submitted by Jan Carr
h. Website Committee – met on September 9, 2013; minutes below
Attendees: Jack Lancette, Peggy Hotaling
6. New Business
a. Proposal by Trish Dugan of Syracuse Bicycle
b. NASTAR is sponsored by the Ski Club and was at Labrador last year and organized by Rick Burnell; Chris Kraus discussed looking at whether to move it to another location for this year and who is going to run the NASTAR program
c. Need to develop a nominating committee and locate a chairperson.
d. Microphone at general meeting was not functioning properly at the last meeting and needs adjusting (placement, etc…)
Shoppingtown Library, November 5, 2013 at 7:00pm
8. Motion to Adjourn by Gail DePalma, 2nd by Steve Knowles, all in favor
Tuesday, September 3, 2013
Attendance: Jack Lancette, Marian LaPierre, Jan Carr, Dick Walters, Lee Wakefield, Dawn Penniman, Carol Knowles, Steven Knowles, Leo Naylor, Peggy Hotaling, Richard Cisar, Henry Wakefield, Chris Kraus
Excused: Gail DePalma, , Linda VanDerhoof, Neville Sachs, John Baker, Larry Knoble
2. Approval of last month’s minutes: motion to accept as written by Jan Carr, 2nd Steve Knowles; all in favor
3. Receiving communications: Marian reported that there was no mail
4. Committee Reports
A. Finance Report by Henry Wakefield
B. Membership report sent to Board by Carol Knowles
C. Lodge Report sent by Ken Robbins
The following are highlights of lodge activities for the month of August.
D. Marketing Committee presented by Chris Kraus
E. Trip Committee by Steven Knowles
F. Social Committee submitted by Jan Carr
G. Website Committee – did not meet this month
7. Meeting location next month? Shoppingtown Library, October 1, 2013 at 7:00pm
8. Motion to Adjourn by Jan Carr 2nd by Steven Knowles , all in favor
Tuesday, August 6, 2013
Attendance: Jack Lancette, Marian LaPierre, Jan Carr, Dick Walters, Lee Wakefield, Neville Sachs, , John Baker, Dawn Penniman, Carol Knowles, Steven Knowles, Gail DePalma, Leo Naylor
Excused: Peggy Hotaling, Linda VanDerhoof, Richard Cisar, Henry Wakefield, Chris Kraus, Larry Knoble
Guest: Ken Robbins
a. Finance Report
Henry will send out the report when he returns from a work commitment
b. Membership report sent to Board by Carol Knowles
c. Lodge Report sent by Ken Robbins
d. Marketing Committee -Chris Kraus was absent
The board is waiting to see the letter that will be sent to out to the merchants to purchase business size advertising on the website.
e. Trip Committee by Leo Naylor
f. Social Committee submitted by Jan Carr
g. Website Committee – did not meet this month
5. Unfinished Business
6. New Business
Shoppingtown Library, September 3, 2013 at 7:00pm
8. Motion to Adjourn by Gail DePalma, 2nd by Steven Knowles, all in favor
Located at John Baker’s house, Baldwinsville
Tuesday, July 2, 2013
Attendance: Jack Lancette, Henry Wakefield, Marian LaPierre, Jan Carr, Linda VanDerhoof, Peggy Hotaling, Larry Knoble, Dick Walters, Lee Wakefield, Neville Sachs, Chris Kraus, John Baker, Dawn Penniman, Dick Cisar
Excused: Carol Knowles, Steven Knowles, Gail DePalma, Leo Naylor
1. Determine Quorum: We do have a quorum.
2. Approval of last month’s minutes: motion to approve by Peggy Hotaling, 2nd Jan Carr; all in favor
3. Receiving communications: Marian will go Monday to the mailbox
a. Finance Report by Henry Wakefield
Henry submitted new reports that show club assets/liabilities and cash flows by category. Board would like to have a report with year over year comparisons.
b. Membership report sent to Board by Carol Knowles 631 members
Commercial memberships 25 Junior memberships 13 New memberships 116 Past presidents 16 Renewing memberships 461
Activities for the month of June:
Recommendation to have calendar for Lodge on website to check availability; Lodge committee and Lodge marketing committee will look at this to determine feasibility.
d. Marketing Committee report by Chris Kraus
Report submitted by Chris Kraus to BOD (attached)
e. Trip Committee by Peggy Hotaling
g. Lodge marketing committee
Have not held meeting; Lodge users’ group recommended. Determine if website needs to be updated with activities to do in Vermont. Larry will send any new information to Peggy to update on current web page.
h. Website Committee Minutes were sent to Board by Peggy Hotaling
6. New Business
By law change to eliminate or increase the amount of checks that require two signatures.
Presently the limit is $500. Chris Kraus made motion check limit should be changed to $2,500, second by Dick Cisar; all in favor. The change in by-law will be presented at October General Meeting.
Shoppingtown Library, August 6, 2013 at 7:00pm
Motion to Adjourn by Marian LaPierre, 2nd by Jan Carr, all in favor
Peggy Hotaling, for Carol Knowles
OSC Board Meeting Minutes
Tuesday, June 4, 2013
Attendance: Jack Lancette, Henry Wakefield, Marian LaPierre, Gail DePalma, Steve Knowles, Jan Carr, Linda Vanderhoof, Peggy Hotaling, Larry Noble, Dick Walters, Lee Wakefield, Carol Knowles, Neville Sachs, Chris Kraus, John Baker
Excused: Dawn Penniman, Leo Naylor
Absent: Dick Cisar
2. Approval of last month’s minutes: motion to approve by John Baker, 2nd Lee Wakefield – all in Favor
3. Receiving communications: Handed out by Jack Lancette
a. Finance Report by Henry Wakefield.
Budget was sent to board members and data sheets were presented
b. Membership report by Carol Knowles by email,
625 members; currently working on changes to cards, letters, etc.
Board asked for an excel sheet to show past month data in order to compare monthly/yearly data with past data.
Discussion of the fact that all individuals must be members before going to the lodge and a way to make the system work better
c. Lodge Report by Ken Robbins
26 bed nights in May, Replacement caretaker has been found at the same rate as the past caretaker,
Discussion of warning light for temperature of lodge to be above freezing and tells if lodge is occupied
4 year capital spending plan for lodge was sent to board from John Tuttle
Discussion of repairs: Do we have written bids for the work that we want done for this year? Response was that we are waiting for them to come to us from the contractors
A note was sent to family of Richard Eaton, our long-time Lodge caretaker expressing the Board's sympathy on his passing.
d. Marketing Committee report by Chris Kraus
Scheduling a meeting for the next week with committee
e. Trip Committee by Peggy Hotaling
Reviewed minutes of trip committee meeting (click here to view minutes)
Asked the board for $2,000 for deposit for Western trip in Jan.25/Feb.1 with a locked in exchange rate. Motion to approve of $2,000 for the trip deposit, 1st by Neville Sachs, 2nd by Lee Wakefield, all in favor
Jay Peak in Feb.23-26 is being organized
Presented a calendar of events to the board: Some events are white water rafting trip for Sunday July 7th ; Golfing trip in Fall; Garnett Hill/Gore in January; Winterlude in Ottawa
f. Social Committee submitted by Jan Carr
Happy hours are going very well; Green Lakes this month had 30 people or more,
Night on the Town was a great night about 30 people attended; Norm is doing a great job.
g. Website Committee Minutes notes were presented by Peggy Hotaling (click here to view minutes)
a. Club shirts are in and everyone should see Dick Walters
b. Hospitality committee was established with 6 members taking turns helping out
c. Thank you for all the people who helped at Adopt a highway
6. New Business
a. Kayaking is starting next week
b. Motion to change meeting place next month to John Baker’s house, all in favor
7. Meeting location next month? At John Baker’s house July 2, 2013 at 7:00pm
8. Motion to Adjourn by Gail DePalma, 2nd Peggy Hotaling, all in favor
Located at Dewitt Library, Shoppingtown, Dewitt
Tuesday, May 7, 2013
Attendance: Jack Lancette, Henry Wakefield, Marian LaPierre, Gail DePalma, Leo Naylor, Steve Knowles, Dawn Penniman, Jan Carr, Linda Vanderhoof, Peggy Hotaling, Larry Noble, Dick Cisar, Dick Walters, Lee Wakefield
Excused: Carol Knowles, Neville Sachs, Chris Kraus,
Guest: Ken Robbins, John Tuttle
2. Approval of last months minutes: motion to approve Dick Walters, 2nd Peggy Hotaling – all in Favor
3. Receiving communications: nothing in post box
a. Finance Report by John Tuttle/ Henry Wakefield
John report’s mismatch in Quicken report. John said there is a surplus in both reports. Lodge is on the plus side with 706 bed nights, ski tickets were in the positive this year. Lodge that is usually in the red several thousand dollars is now much better off with only one thousand in the red. Lodge needs to sustain $20,000 yearly to break even; were not there yet but very close it.
b. Membership report, Bob Wiley by email. 631 members … much higher than projected. Subscription in the Happenings is 435
c. Lodge Report, Ken Robbins
Work weekend was very successfully. New UV bulb and UV system pre-filter. Water sample completed – passed state E-Coli test. Contractor Steve Werner to provide estimate for insulation (Dave Clark went to the local building suppliers looking for recommendation for quality contractors).
Richard Eaton the caretaker of the lodge is ill and a replacement for a lodge care taker is needed.
John Tuttle reported: The year is finished with an increase to 707 room nights rented, which is almost exactly the 4 year average (706) and the budget estimate (705) for the coming year.
d. Marketing Committee report/ Chris Kraus - Chris is absent tonight, but would like to sell business card size space and a link to their business web site. Jack said that the goal is to cover website expenses.
e. Trip Committee / Leo Naylor, Peggy Hotaling - Large group meeting at trip meetings, Eastern trip is planned for Jay Peak, and Western trip is still in planning stage looking at Whitefish, Taos, Whistler. Grandparents/ children bus day-trip is in the planning stage Leo would drive the bus at no additional expense. White water rafting trip by Steve Knowles is in the planning for June, July and possible August at the Black River, Hudson River and possible Salmon River. Gail DePalma suggested a Myrtle Beach golf trip Oct 26 – 30, 2013.
a. Vacancies on the Hospitality and Nominating committees.
Carol Adamec and Neville Sachs have volunteered to do Hospitality, Jan Carr and Dawn Penniman will be backup.
Nominating Committee – Marian LaPierre will continue with absentee ballots, Leo Naylor and Gail DePalma will join the existing nominating Committee of Garre Krayenhof . They will ask Mike McCabe to join the NC.
b. Any other unfinished business?
Logo contest is dead, was tabled indefinitely
6. New Business
a. Motion to have committee chairs submit a monthly report to be filed with the monthly board meeting minutes. John Sonne asked Neville to have the chairperson to present a summary to the board on a monthly basis. Gail DePalma motioned that all committee chairpersons provide a summary report every month, Steve Knowles 2nd; all in favor.
b. Ways to increase additional income for club.
Remember Onondaga Ski Club in your Will ….verbiage to be determined. Post on all membership literature – Web, Boomer, membership cards, etc Advertise space on the back side of the membership card
c. Replacement for Dianne Emmick. Someone to sell club clothing. Peggy Hotaling is interested and will speak to Diane Emmick about amount of work involved
d. Assignments for new Board members. Chair committees? Committee List / committee members was created and finalized by Jack Lancette
e. Any other new business?
Dewitt Library in Buffalo room; June 4 , 2013 at 7:00pm
Motion to Adjourn Gail DePalma 2nd Lee Wakefield, all in favor
Committee List and Committee Members updated 5/7/13
Finance Committee: Chaired by the current Treasurer
Henry Wakefield, John Tuttle, John Sonne, Jack Lancette, Steve Knowles and Dawn Penniman
Leo Naylor (chair), Diane Clark, Gail DePalma, Peggy Hotaling, Steve Knowles, Dick Walters, Karen Whedon, Marilyn Woyciesjes, Christa Foster, Jack Lancette, Chris Lancette, Scott Launt
Chris Kraus (chair), Bob Wiley, Donna Willis, Jack Lancette, Mark Bidwell, Marian Jerose
Ken Robbins (Chair), Diane and Dave Clark, Allan Smith, Lee and Henry Wakefield, Debbie Kimberly, Dianne Emmick, Lou Wassel and John Tuttle
Website & IT Committee:
Jack Lancette, Steve Knowles, Peggy Hotaling (chair)
Marian LaPierre and Garre Krayenhof , Gail DePalma, Leo Naylor
Jan Carr (chair), Norm Pyzynski, Mary Clay, Dianne Emmick, Janice Farrelly
Bob Wiley, Carol Knowles (chair) and Dave Devendorf
Carol Adamec and Neville Sachs, Jan Carr, Dawn Penniman
Long Range Planning Committee:
John Sonne (chair), Steve Knowles, Jack Lancette
Lodge Marketing Committee
Larry Knoble (chair), John Sonne, Lee Wakefield, Peggy Hotaling (website committee rep)
Neville Sachs (chair), Mike McCabe, Garre Krayenhof, John Sonne and Richard Cisar
Tuesday, April 2, 2013
Attendance: Jack Lancette, John Baker, Joann Butler, Diane Clark, Peggy Hotaling, Larry Knoble, Chris Kraus, Leo Naylor, Dawn Penniman, Neville Sachs, Pat Toll, Lee Wakefield, Dick Walters
Excused: Mark Bidwell, Carol Knowles, Steve Knowles, Ken Robbins, Allan Smith, John Tuttle
Guest: Jan Carr, Henry Wakefield
1. Determine Quorum: We have a quorum. Official formal meeting.
2. Approval of March minutes: John Baker made motion to approve, 2nd by Lee Wakefield, all in favor
3. Receiving communications: ballots given to Joann Butler to include in count at next Tuesday’s election
a. Finance Report: no report; John Tuttle excused
b. Membership Report: No report at meeting; Bob Wiley later sent a report to Jack Lancette that there are 620 current members
c. Lodge Report: 216 people in Lodge for March. Report from Lodge committee meeting – Lodge work weekend will be May 4th. It was noted by Neville Sachs that this is the same weekend as Adopt-a-Highway and that these conflicts try to be eliminated in the future. Committee will prioritize what needs to be done at the Lodge – leveling of building, heating, insulation, repairing ducts, securing floor under kitchen have priority. Decision will be made on timing of these repairs.
5. Unfinished Business
a. First meeting for Lodge Marketing Committee – Jack stressed importance of committee. Larry Knoble, who will chair this committee, discussed some ideas to increase usage and will seek additional members for the committee. A meeting time will then be set.
b. Lodge rate increase as recommended by the Finance Committee. It was reiterated that the Board needs to keep the recommendation from the Finance Committee in mind for the near future. Before any increase in rates is considered again, the Lodge Marketing committee will meet and make recommendations and implement ideas to increase Lodge usage as well as potential repairs being made to the Lodge discussed earlier.
c. Review and condense committee list
d. Election preparation, anything needed? Nominating committee is all set for the election at the next general meeting.
e. No other unfinished business
6. New Business
a. Reimbursement to Peggy Hotaling for a trip seminar in Snowmass. Peggy will be attending a symposium for ski clubs in Snowmass to meet various ski resorts and vendors. Information will be reported to the Trip Committee on return. Cost of the trip is $520. John Baker made motion to reimburse her $300 for the cost of attending; 2nd Diane Clark, all in favor.
b. Getting a cycling team together for the Tour de Cure. Should a team be formed? No liability will be incurred by the club. Discussion followed; Diane Clark made motion to form an OSC team; 2nd by Neville Sachs, all in favor. Information on how to sign up for the team will be available at the next General Meeting.
c. Replacements for vacancies on the Hospitality and Nominating Committees. It was noted that it’s preferable to have four people on the Hospitality Committee in case someone is away.
d. There was a discussion about cycling shirts for members. Dick Walters is speaking with a vendor on this. Orders will be taken from anyone interested in purchasing a shirt.
e. No other new business
7. Meeting location next month, Dewitt Library, May 7, 2013 at 7:00pm
Adjourned: Motion to adjourn by John Baker, 2nd by Diane Clark, all in favor
Peggy Hotaling (for Carol Knowles)
Committees List and Committee Members
Finance Committee: Chaired by the current Treasurer and:
John Tuttle, John Sonne, Jack Lancette, Steve Knowles and Dawn Penniman
Leo Naylor (chair), Christa Foster, Diane Clark, Karen Whedon and Peggy Hotaling
Chris Kraus (chair), Bob Wiley, Donna Willis, Jack Lancette, Mark Bidwell, Marian Jerose
Ken Robbins, Diane and Dave Clark, Allan Smith, Lee and Henry Wakefield, Debbie Kimberly, Dianne Emmick, Lou Wassel and John Tuttle
Jack Lancette, Steve Knowles, Peggy Hotaling
Marian LaPierre and Garre Krayenhof
Norm Pyzynski, Mary Clay, Dianne Emmick, Janice Farrelly
Bob Wiley, Carol Knowles and Dave Devendorf
John Sonne, Steve Knowles, Jack Lancette
Larry Knoble (chair), John Sonne, Lee Wakefield , Peggy Hotaling (website committee rep)
Thursday, March 7, 2013
Attendance: Jack Lancette, Steve Knowles, Mark Bidwell, Peggy Hotaling, Lee Wakefield, Carol Knowles, Joann Butler, Diane Clark, Dawn Penniman, Neville Sachs, John Baker
Chris Kraus, Leo Naylor, Allen Smith, John Tuttle, Dick Walters
Excused: Larry Knoble, Pat Toll
Guests: Garre Krayenhof
1. Determine Quorum: We do have a quorum. Official formal meeting
2. Approval of last month’s minutes: motion by Joan Butler approve, 2nd by Steve Knowles, all in favor
3. Receiving communications: no mail has been picked up at the box
a. Finance Report – by John Tuttle Income $17, 037 this year; The lodge continues to run at a loss, and trips are starting to be paid off. We have more than 2 times a yearly expense in reserve. John met with Henry Wakefield for 3 hours to assist with transitions to a new treasure.
b. Membership report – submitted by Carol Knowles approximately 608 members. Membership refunds -according to by-laws any potion of membership fees will not be refunded according to article 2 section 4
c. Lodge Report - reported by Jack Lancette. Capital improvement plan was submitted to John Tuttle that reported $2,500 to $4,000 expenses a year for 3 to 5 years. Jack estimated that the figure is $17,000 for heating, roof, insulation, painting, and interior repairs, etc….
5. Unfinished business
a. Trip Agreement language changes were read by the board and they reviewed the document. Motion to approve it by John Tuttle and 2nd by Neville Sachs, all in favor
b. Budget discussed by John Tuttle and the Finance committee
c. The board discussed a marketing committee for the lodge that was just tentatively formed in January. The committee was created with members: Lee Wakefield, John Sonne, and Larry Noble.
d. Lodge rate increase as recommended by the Finance committee
e. Committee list and who is on committees was reviewed by the board and changes were made by Jack and the board members. The document was reviewed again and discussed but not finalized with the board.
6. New Business
7. Meeting location next month, Dewitt Library, Tuesday, April 2, 2013 at 7:00
Adjourned: Motion by Mark Bidwell, 2nd by Diane Clark, all in favor
Tuesday January 29, 2013
Attendance: Jack Lancette, Steve Knowles, Mark Bidwell, Peggy Hotaling, Lee Wakefield, Carol Knowles, Joann Butler, Diane Clark, Larry Knoble, Dawn Penniman, Neville Sachs, John Baker
Excused: Chris Kraus, Leo Naylor, Allen Smith, Pat Toll, John Tuttle, Dick Walters,
Guests: Ken Robbins, Dave Clark
2. Approval of last month’s minutes: motion by John Baker approve, 2nd by Steve Knowles , all in favor
3. Receiving communications: no time sensitive materials
a. Finance Report – not reported at this time by John Tuttle. Not end of the month yet.
b. Membership report– submitted by Carol Knowles approximately 653 members
c. Lodge Report - reported by Ken Robbins. Neville Sachs gave a report to the lodge committee. Lodge committee reviewed his report. Board heard some of the highlights from Neville.
a. Trip Agreement language changes were read by the board and discussed to table the agreement until the board can review the document more and approve it at the next meeting by Mark Bidwell and 2nd by Dawn Penniman, all in favor
b. Committee list and who is on committees was reviewed by the board and changes were made by the board members. Document will be reviewed next month for updates and changes
c. Any other unfinished business?
a. Budget approval as recommended by the Finance committee was tabled until next month Peggy Hotaling, 2nd by Diane Clark, all in favor except Steve Knowles. Board members requested income data and expense in detail to reviewed before the next board meeting.
b. Lodge rate increase was recommended by the Finance committee to increase the rate to $58 for two people in a room
Dave Clark presented his analysis of the lodge income:
1.Not clear that all lift ticket profit should be credited to lodge
2. Some memberships are for lodge and/or lift ticket only. So far in the 2012-13 year I can identify 73 such individuals ($20 X 73 = %1,460), more if some are new members ($25)
We give away 50 to 60 used free nights at a new member lure (average 3 yr) $1127 cost a year (over 3 yr. 705 members at $22 = $14,213)
3. Capital investments and/or improvements should not be co-mingled with expenses
4. Assuming that all ticket revenue is credited to the lodge income, and adding items 2,3, and 4 above to calculations (average 3 years) lodge income is $18,060; lodge expenses is $19,047 = LODGE lost $987 over the last 3 years
5. In over 50 years of operation the lodge has not been profitable (ski sale used to support the lodge)
6. Have the marketing people looked at the effect of a 20% + increase in rate would do to lodge use, and the club membership of the people who belong to OSC only for lodge use??
Board voted on raising the rate at the lodge, Mark Bidwell motioned to leave the lodge at the same rate, 2nd by Neville Sachs, all in favor
Discussion of dues increase for next year was started. Board discussed history of dues increases.
7. Meeting location next month, Dewitt Library, Thursday, March 7, 2013 at 7:00 Adjourned: Motion by Joan Butler, 2nd by Mark Bidwell, all in favor
Thursday, January 3, 2012
Attendance: Jack Lancette, Steve Knowles, Mark Bidwell, Peggy Hotaling, Lee Wakefield, Carol Knowles, Joann Butler, Chris Kraus, Leo Naylor, Diane Clark, , Alan Smith, Larry Knoble, Dick Walters, Dawn Penniman, Pat Toll, John Tuttle
Excused: Neville Sachs, John Baker
Guests: Ken Robbins, John Sonne
1. Determine Quorum: We do have a quorum. Official formal meeting
2. Approval of last month’s minutes: motion by Joann Butler to approve, 2nd by Lee Wakefield , all in favor
3. Receiving communications: no time sensitive materials
John Sonne addressed the board with this list of topics.
John have asked to speak to the board on two topics: 1. marketing the Lodge and 2. medium and long term planning.
"The Lodge is a very valuable asset to the club. It gives us a significant incentive for OSC membership but it is also a big responsibility. It is very well maintained and grows in user friendliness each year. We handle about $37,000 to $44,000 a year through the lodge. With the exception of one year where the books showed a net gain of $1500, there has been up to $10,000 loss (last year). The year we did not lose money was after there was a strong marketing campaign. There Lodge is both an asset and a liability. Even though the Lodge expenses represent 36% of Club income, we treat it as some a benign part of the club.
We spend more time debating spending $50 and $100 items and then ignore the much larger monetary drains of the Lodge. John Tuttle has kept excellent records on the Lodge utilization. The spread sheets he generates show that the bed utilization rate does vary due to season and the weather. There was a strategic plan in 2010 to increase the utilization rate. The efforts, such as allowing groups and having host sponsored weekends, early in this effort did produce results but I’m not sure this effort has been sustained.
I applaud the introduction of a free night at the Lodge as a door prize at the monthly meetings.
I applaud the fee night to new members but … do we actually bother to chart if these free nights are actually used? Are they of any value? Maybe there is a more effective method.
I think that there are ways to better control and anticipate the changes that will develop to maximize the value of the Lodge.
I would like to suggest that we invest more effort in the marketing side with having a group of Board members or others to concentrate on aggressively monitoring the Lodge utilization and doing active marketing. I don't have time to list all the potentials but brainstorming with interested people will produce lots of valuable ideas.
I want the club to be very successful and grow and meet the needs of present of future members. I am concerned, however, that this will be haphazard and inefficient without some organized figuring out how the club should grow and to determine what the priorities should be.
Look around you, the Board and the pool of people for new Board members are aging. We really haven’t done leadership development so that we have people to who are committed and can help the President.
That is one part of the Plan. And the other part is to have an on-going committee to do medium and long range planning. This wouldn’t be a one meeting and done but a continuum of what was started in 2009-2010. I would envision this meeting at least annually to follow the plans and and make adjustments as needed. If you don’t know where you want to go, how are you going to get there? Are you going to be passive and react to or is it better to assess priorities and be proactive. We have a 5 year Capital from 1/17/2010 (3 years ago) spending plan but ….. has anything been done to follow through with this? Does anyone know what the value of the Vanguard Fund in May of 2010 - $42,493 what was it May of 2012? - $51,323 ( $54,600 12/31/12). Are we just accumulating money or can this be better utilized? I don’t know the answer but some long range planning sure could answer that.
Another planning topic that could be looked at is the cycling component of our activities. With at least 50% of our local participation is with cycling, should we pend time in developing and enhancing that activity. Could we promote that as a way of growing the club for those that are interested cyclists but not in the category of hard core OCC people. Many of the things we enjoy in the Club such as the interactive website and financial strategy are due to the 2010 Strategic Planning but some of that developed strategy has fallen by the way side but I would love to see this planning group re instituted. I am enthusiastic with dozens of ideas that I have that can benefit the club but …. for such a committee it takes participation and buying into this . If there is no interest then any plan will fall flat.
I think it is our responsibility and obligation to give direction to the future Boards."
John Sonne 3 January 2013
Discussion followed by the board. Board needs a committee list. Who is on the long range planning committee? Do we have action plans?
First vice president and second vice president will over see the committees. Possibly a strategic planning committee should meet in the fall and then financial committee should meet in the spring.
Discussion of ways to get more members involved in the club organization by being on committees.
Marketing committee and long term planning committee will be developed with Jack Lancette. We need to define the committees.
Have committee chairperson submit to Jack and the board about the monthly meetings, programs, etc…. each month so the board has info. about it committee each month.
Discussion of how to focus the board to be more productive.
a. Nominating committee approvals-Joanne Butler, Kay Kotwas, and Marian LaPierre, Marilyn McCabe, Garre Krayenhof. Motion to make this committee is Mark Bidwell, 2nd by JohnTuttle, all in favor. Positions to be filled: 1st VP, Treasure, Corres. Secretary, 6 board member positions to be filled for next year.
b. Volunteer recognition and appreciation was discussed.
Rates were provided from past advertising
Motion that we change price from $100 to $150 for the year based on the past rates for thebusiness card size, motion by Mark Bidwell, 2nd by John Tuttle, all in favor
Peggy will provide Board members with an updated ‘OSC-info sheet order form’ used in procurring ads for the Boomer to reflect website pricing. A list of current commercial advertisers listed on the site will also be sent to the Board.
3. Any other new business
7. Meeting location next month, Dewitt Library, January 29th, 2013 at 7:00pm
Tenatively -March 7th, 2013 at 7:00
Adjourned: Motion by Lee Wakefield , 2nd by Alan Smith, all in favor
Tuesday, December 4, 2012
Attendance: Jack Lancette, Steve Knowles, Mark Bidwell, Peggy Hotaling, Lee Wakefield, Carol Knowles, Joann Butler, Chris Kraus, Leo Naylor, Diane Clark, John Baker, Alan Smith, Larry Knoble, Dick Walters
Excused: Dawn Penniman, Pat Toll, John Tuttle, Neville Sachs
4. Committee Reports:
Mostly full for Christmas and New Year’s
No issues or concerns at this time
Tremblant trip is going to be presented to the general membership at the next meeting. It is almost full. Cut off is the next meeting.
Move to Sharkey’s starting on Tuesday, Dec. 11
Some Board members will stay upstairs to greet members
Sharkey’s will start advertising starting in January
Discussion Advertising on the website- discussion followed
We won’t charge the mountains to advertise
Business card size ad in website – $100 for the year
Vender under hot deals on separate page with link to company – at current market price
Motion by Mark Bidwell, 2nd by Joanne Butler, all in favor
Difficulty keeping current with information
Happenings is sent by Deb Yerdon
Discussion of how to solicit hot deals for the members (statement on Happenings to be added by Website committee with a contact e-mail)
Free night at the lodge, 50-50 funds will be used to purchase more door prizes for the next month, solicit some door prizes from venders
Motion by Carol Knowles to use the 50-50 profit funds to buy the door prizes for the next month or social event prizes as needed, 2nd by Peggy Hotaling, all in favor
a. Questions for the Board meeting- Box at the general meeting for club members to put their ideas, concerns, or suggestions
b. Comment corner on the website
7. Meeting location next month, Dewitt Library – Thurs. January 3, 2012 at 7:00pm
Adjourned: Motion by Peggy Hotaling, 2ndby Leo Naylor, all in favor
Located at Sharkey’s Sports Lounge, Liverpool
Tuesday, November 6, 2012
Attendance: Jack Lancette, Pat Toll, John Tuttle, Mark Bidwell, Peggy Hotaling, Dawn Penniman, Lee Wakefield, Dick Walters, Carol Knowles, Joann Butler, Larry Knoble, Chris Kraus, Leo Naylor, John Baker
Excused: Steve Knowles, Diane Clark, Neville Sachs
1. Determine Quorum: We do have a quorum. Official formal meeting
2. Approval of last month’s minutes: motion by to approve Joann Butler, 2nd by Peggy Hotaling, all in favor
2. Membership report – submitted by Carol Knowles approximately 641 members. Discussion of membership committee concerns and issues
3. Lodge Report - reported by weekend repairs went well, internet is up and working, occupancy is down from last year, reduced the numbers of beds to be in compliance with Vermont regulations.
We are researching a new heating system; current heating system is inefficient with limited airflow to some registers.
Water was tested and passed all tests completed.
No damage from hurricane Sandy
4. Trip committee- reported by Leo Naylor.
Tremblant trip is not filled, need to hold rooms by Dec. 10th with initial deposits.
Mark Bidwell is looking at the trip agreements with committee and assisting with changes that are needed.
Updated the document of trip committee organization, responsibilities and procedures by changing the Financial Report section of the document. Motion to approve the changes to the financial section of the document by Mark Bidwell, 2nd by Alan Smith, all in favor.
5. Marketing committee- reported by Chris Kraus
Sharkey’s is going to advertise our group, provide a waitress. First meeting is set for Dec.11, 2012 at Sharkey’s. Volunteer table, membership table, trip table, ski resort tables. Food and cash bar in the room
Discussion how the meeting will be organized and info presented. Speakers discussed
One sheet broad overview of our club to give to organizations, clubs, etc.. by e-mail was presented to the board and discussed by the board
a. Website updates: Made some changes to website, calendar was activated, added a new tab called about us, updating hot deals for members
b. Any other unfinished business?
Discussion of club data and info from the past. Ask John Sonne about committee to archive data??? What should members do with data that they have??
a. Guest speaker at general meeting. Ask Rick Bunnell to do a short clinic presentation at the next meeting on ski waxing?
b. Any other new business?
Send a sympathy card to Covewood Lodge, Get well card to John Sonne
Change in Shussboomer! What do you think discussion by the board
Board meeting needs to be changed from January 1st to January 3rd
7. Meeting location next month, DeWitt Library, December 4, 2012 at 7:00pm
Tuesday, October 2, 2012
Attendance: Jack Lancette, John Tuttle, Mark Bidwell, Peggy Hotaling, Dawn Penniman, Lee Wakefield, Carol Knowles, Joann Butler, Larry Knoble, Chris Kraus, Leo Naylor, Neville Sachs, Diane Clark
Excused: John Baker, Steve Knowles, Pat Toll
Absent: Dick Walters
2. Approval of last month’s minutes: motion by John Tuttle to approve, 2nd by Lee Wakefield , all in favor
3. Receiving communications: nothing at this time to share
4. Trip committee- reported by Leo Naylor - Committee is meeting in 2 weeks to work on there fund wording in the document
5. Marketing committee- reported by Chris Kraus
2. No membership computer with Bob Wiley yet. Dave Devendorf needs to connect with Bob Wiley and website committee for training in October
3. Website update work meeting set for training on October 11th. Need to make changes and have the info become more current
4. Any other unfinished business?
Is anyone organizing hiking? Have sign up sheets at the next meeting for volunteers at the door when people arrive. Hosts will encourage everyone to look at the possible ways that they can volunteer.
We have a speaker(Laurel Sterling) whom was invited by John Baker come from NatureTime to discuss nutrition, etc… related to skiing for the next general meeting
At the general meeting have the membership sign up with ideas/ suggestions for general meeting speakers.
2. Marketing committee recommendations-previously discussed
3. Any other new business.
Discussion of Steve Knowles’ e-mail to Jack Lancette
Charitable donations at the general meeting: No more than one organization will be mentioned briefly per meeting to be decided by the Community Outreach Committee. Member can make suggestions to the Community Outreach Committee.
7. Meeting location next month, To Be Determined: November 6 , 2012 at 7:00pm
Adjourned: Motion by Mark Bidwell , 2nd John Tuttle, all in favor
Located atDewitt Library, Shoppingtown, Dewitt
Tuesday, September 4, 2012
Attendance: Jack Lancette, Steve Knowles, Pat Toll, John Tuttle, Mark Bidwell, Peggy Hotaling, Dawn Penniman, Lee Wakefield, Dick Walters, Carol Knowles, Joann Butler, Larry Knoble, Chris Kraus, Leo Naylor,Neville Sachs
Excused: Diane Clark, John Baker
Guest: Bob Wiley
Order of Business:
1. Determine Quorum: We do have a quorum. Official formal meeting
2. Approval of last month’s minutes: motion by Carol Knowles to approve, 2nd by John Tuttle, all in favor
Listed below are some ideas that we mentioned:
5. Unfinished business
7. Meeting location next month, Dewitt Library October 2 , 2012 at 7:00pm
Adjourned: Motion by John Tuttle, 2nd Jack Lancette, all in favor
Tuesday, August 21, 2012
Attendance: Jack Lancette, Steve Knowles, Pat Toll, John Tuttle, John Baker, Mark Bidwell, Diane Clark, Peggy Hotaling, Dawn Penniman, Lee Wakefield, Dick Walters
Excused: Carol Knowles, Joann Butler, Larry Knoble, Chris Kraus, Leo Naylor, Neville Sachs
Guest: Bob Wiley, Garre Krayenhof, Ken Robbins
2. Approval of last month’s minutes: motion by John Baker to approve, 2nd by Mark Bidwell, all in favor
5. Unfinished Business
7. Meeting location next month, Dewitt Library September 4, 2012 at 7:00pm
Adjourned: Motion by John Baker, 2nd Lee Wakefield, all in favor
Tuesday, July 10, 2012
Attendance: Carol Knowles, Steve Knowles, Joann Butler, Jack Lancette, John Tuttle, Lee Wakefield, Leo Naylor, Pat Toll, John Baker, Alan Smith, Larry Knoble, Dick Walters, Dawn Penniman, Mark Bidwell, Peggy Hotaling, Chris Kraus
Excused: Diane Clark, Neville Sachs
Guest: Bob Wiley
1.Determine Quorum: We do have a quorum. Official formal meeting
2. Approval of last month’s minutes: motion by Joanne Butler, 2 by JohnBaker, all in favor
3. Receiving communications: Two for trip committee
Read and filed by the board
Pig Roast was over budget by a large amount as the price charged to attend was not enough to cover the expenses. The club went into the red over the event. In the future we need to be fiscally responsible when organizing events and have a committee and not just one person run an event.
Motion to have a presentation at the next board meeting of the budget for the Pig roast, money taken in, and other information about the event by Dawn Penniman, Joanne Butler is 2nd, all in favor
Working out well on the computer at this time, but we still need a computer and printer
Discussion of Boomer for September as more than just a postcard
Continue discussion at the next meeting
Ken sent the board members a copy of past group lodge rate proposal from 4/27/2010
Tabled discussion until Ken or lodge committee representative is present at a future meeting
Last year in June 16 occupants with cumulative number of 31
This year in June 18 occupants with cumulative number of 47
1. Snowmass is the western trip in Colorado and is full at this time, with a waiting list
2. Tremblant is being organized with tentative dates of Feb. 24-27
3. Do we want to post the Finger Lakes trip on our website? Discussion followed. As a courtesy we will add this to our website.
4. Garnett Hill should be added under the umbrella of the trip committee and should follow the trip committee procedures
5. All trips should go through the trip committee before coming to the board with a request
Motion by Mark Bidwell that anyone who presents a request to the board for money to submit a detailed written distribution of any exposure (risk of funds) to the club as well as submit a contract for review before anything is signed
2nd Dawn Penniman, all in favor
Motion by Al Smith, 2nd by Dawn Penniman, all in favor
There were more entries submitted over the last month. Logos were presented to the board members. Larry presented the old revision of the logo from the ski sale. We are still looking at choices and options. The contest is on going.
Still working on it
None at this time
a. New starting time for general meetings; new start time is 7:30
Jack Lancette will let Barbagallo’s know the time change
b. Event notice to the newspaper for the general meetings
Dawn Penniman presented the newspaper directions to add a statement about our monthly club meeting to the paper. Dawn will be do this each month. Also we should put a statement on the happenings each month that matches the newspaper statement
c. Purchasing a laptop and printer as recommended by website committee
Motion to set aside $ for the laptop and printer and supplies
Not in the budget so it should be sent to the finance committee to look at initial cost and annual costs
Motion to have the finance committee make a presentation to board after looking at costs by John Baker, 2nd by Mark Bidwell
Steve Knowles and Peggy Hotaling were not in favor, more discussion followed, vote finalized
1. Need a volunteer to get guest speakers for our monthly meetings; a notice will be sent out in the happenings and on the main page of the website
2. Motion to change the date of the August meeting from August 7 to 21 by Carol Knowles, 2nd Mark Bidwell, all in favor
3. Motion to look into the board taking a month off during the summer by John Baker
Jack Lancette will look into the bylaws regarding this motion
4. Discuss of new pins for the new board members and what should be written on the badges - official language from the board of director’s responsibilities document says director
7. Meeting location next month, Dewitt Library August 21, 2012 at 7:00pm
Adjourned: Motion Mark Bidwell, 2nd Steve Knowles, all in favor
Tuesday, June 5, 2012
Attendance: Carol Knowles, Steve Knowles, Joann Butler, Jack Lancette, John Tuttle, Diane Clark, Leo Naylor, Pat Toll, John Baker, Mark Bidwell, Scott Severance, Alan Smith, Larry Knoble, Dick Walters, Lee Wakefield
Excused: Dawn Penniman and Neville Sachs
Guest: Bob Wiley, Ken Robbins
2. Approval of last month’s minutes: motion by Joann Butler , 2nd John Baker, all in favor
3. Receiving communications: Mail from Vermont that John Tuttle will handle
Mailed to board members, a few outstanding checks that have not been cashed, check to see if we made a contribution to the Friends of the library for letting us use the room each month for board meetings, discussed the yearly expenses from last month’s meeting
Motion to give $50 to Friends of the library by John Tuttle, 2nd by Diane Clark, all in favor
The committee for membership needs a printer and a computer that belongs to membership committee. Ask Dave for what the computer needs to run our website. Need the program to be easy to use. Does it need to be new computer or is a used one okay?
The web team will speak with Dave about what is needed
Occupancy report 29 beds last month, replaced solenoid valve on the water system, water system is turned on and off by the occcupants
They also attended the training session for membership. Only one person should have access to the program so that it is not altered by anyone by accident. Bob Wiley went for training on membership.
Ask Dave for IGROOP assistance with paying for the service?
Covewood is full. 28 signed up with 8 on the waiting list.
Next years trips are all in the works right now. Snow Mass is the western trip in Colorado and Tremblant are the big trips being organized.
Vote for the three entries submitted to the contest: No submissions were approved by the board
Discussion to extend the contest until the end of the year and research the costs for the club of changing the logo on all our materials
Motion Larry Noble, 2nd John Baker, all in favor
Website rate structure is correct. It should be changed to $300 for the first night and $100 for each consecutive night.
All occupants staying at the lodge must register as members before staying at the lodge.
They have not had a chance to meet yet. It was tabled until a future meeting.
Need 60 people to break even, have 38 preregistered at this time
Ask the caterers for a child’s rate?
a. Discussion: Trip committee has asked about posting our trips on our website and allowing members to pay with Paypal.
2.9 percent charged by Paypal, so everyone has to pay 2.9 percent more for the trip to cover the costs
Motion: to allow the trip committee to use Paypal to pay for trips by John Tuttle, 2nd John Baker, all in favor
Trip committee will include the 2.9 percent to the cost of the trip
Already discussed at a group rate of $300 for the first night, $100 each additional night, and each occupant will register as a member before visiting the lodge
More discussion next month on group vs. family rates
Motion to remove the last paragraph on the website for groups which states OCS memberships included benefits by Steve Knowles, 2nd Peggy Hotaling, all in favor
Need a volunteer to get guest speakers for our monthly meetings
No one from the board volunteered
7. Meeting location next month, Dewitt Library, July 10, 2012 at 7:00pm
Adjourned: Motion Steve Knowles, 2 nd John Baker, all in favor
OCS Board Meeting Minutes, 2012
Tuesday, May 1, 2012
Located Dewitt Library, Shoppingtown, Dewitt
Attendance: Carol Knowles, Steve Knowles, Pat Toll, Jack Lancette, Lee Wakefield, Dawn Penniman, Peggy Hotaling, Joanne Butler, Chris Kraus, Alan Smith, John Baker, Larry Noble
Excused: John Tuttle, Diane Clark, Neville Sachs, and Leo Naylor
Any corrections? None
Motion to accept Allan Smith, 2nd Steve Knowles, all in favor
Mail for John Tuttle to be given to him
b. Membership Report
My membership report last month was incorrect. I am quite sure that this month's report is correct. This report covers the club fiscal year of May 1, 2011 to April 30, 2012 New members 145.......Paypal 103, cash 42 Renewals........474.......Paypal 221, cash 253 Junior...............22...........................cash 22 Total..............641 Bob Wiley
c. Lodge Report
Neville will provide a professional report to the H2O committee and they will report to the board at a later date.
*Attached: Water test results
Submitted by Ken Robbins 5/1/12
d. Website report:
e. Trip committee: Meet April 17th to discuss trips and make plans for next years trips
To:“If there is a trip surplus of funds it is at the discretion of the Trip Leader as to the equitable distribution of said funds between the trip participations and/or the Onondaga Ski Club”
From: If there is a surplus of funds, after the conclusion of the trip, that is $20.00 or more per person, the club will retain $10.00 per person and all monies exceeding $10.00 per person will be refunded equitably among the participants. If the surplus is less than $20.00 per person, the club will retain all surplus funds.
They are waiting for written report from Neville Sachs
John Baker and Carol Knowles volunteered
By Joanne Butler ,2nd John Baker , all in favor
Next month meeting: Dewitt Community Library
Tuesday, June 5th at 7:00
Discussion of the July meeting date: We will change the meeting from July 3rd to July 10th at 7:00 due to the 4th of July holiday
Motion to Adjourn:
John Baker moves to adjourn, 2nd by Steve Knowles, all in favor
Tuesday, April 3, 2012
Attendance: Carol Knowles, Steve Knowles, Joann Butler, Jack Lancette, Neville Sachs, John Tuttle, Diane Clark, Allan Smith, Leo Naylor
Excused: John Sonne, Pat Toll, Art Toll, Dawn Penniman, John Baker, Mark Bidwell
Absent: Scott Severance
1.Determine Quorum: We don’t have a quorum. Official informal meeting
2. Approval of last months minutes:
3. Receiving communications: None to present at this meeting
Transferred money this month due to; outstanding check from Garnett Hill Trip, exceeded budget by $10,000 this year
Applied for a credit card as a business
Submitted by John Tuttle
Filled for audit
As of April 1 we have 661 Members.
Last year at this time we had 664 Members
Rolling membership is more confusing, so we will look at a annual membership starting at one date
presented by Bob Wiley, OSC Membership
Lodge work weekend is the last weekend in April; they have a list for repairs to do, 12 people are signed up
room rentals is down 14% this month
Presented by Diane Clark
Jack, Steve, and Peggy have been learning the website and its components
Very involved program and they have had 6 hours of instruction
Ongoing instruction to continue
Presented by Jack Lancette
All set for April meeting
No write in nomination has been given and the time is past
Presented by JoAnn Butler
Meeting for trip ideas and discussions April 17th 7:00 pm at Diane Clark’s home
Presented by Leo Naylor
Jack and Chris Lancette will handle the Covewood trip as trip coordinator
Question for trips: Cape Cod trip this year? Not an official trip
a. Vermont Sales Tax
No final resolution yet from the State of Vermont
b. H2O Committee
Meeting scheduled for later this month with the person who designed the septic system for the lodge
c. Electronic Boomer
Are we printing the paper boomer ourselves and mailing them out?
Paper boomer discussion: Next Sept. no advertisers and no subscription
If members want a copy of it then the cost for the member is $20
Presented by Bob Wiley
d. Logo contest entries
Have two entries so far submitted to the board
Deadline is that they need to be received electronically by May 6th
e. Any other unfinished business
1. Returned tickets for ski resorts that were pre-purchased and are waiting for a reply from NJ ski council for credit
presented by Diane Clark
2. Talk with marketing committee about advertisers on the website and cost for advertisers and have them report back to the board
Presented by Bob Wiley
3. Connecticut Ski council- Might be a way to promote the lodge; waiting to hear from the council about joining
researched by Neville Sachs
4. Adapt a Highway is May 5th 9:00am presented by Neville Sachs
a. Establishing a committee to retrieve archival data and reports
John Sonne has volunteered to chair
Appointed by Jack Lancette
b. By Law change regarding modified membership dues
Presented to the membership at the April meeting
Approved at the last board meeting
c. Any other new business?
For Groups going to the lodge: Group leader must be a member and then they are able to rent the lodge for 20 people for 1 night $300 plus tax, then extra night for $100
( details are on the website)- Club by-laws don’t allow the statement on the website
This needs to be changed on the website and be addressed with the board
2. IGroups has new owner and we are waiting to see how this affects our website
7. Meeting location next month, Dewitt Library, May 1, 2012 at 7:00pm
Adjourned: Motion Jack , Diane 2nd , all in favor
Onondaga Ski Club
10 April 2012
At Barbagallo’s Restaurant
Present: 74 OSC members
The meeting started at 8:00:00 PM.
Officer and Board Member Elections
The following members were appointed as Inspectors of Elections for the 2012-2013 club year:
Ballots for the officers and Board members were opened with the following results:
Elected for two year terms
PRESIDENT Jack Lancette
Second VP Steve Knowles
Recording Secretary Carol Knowles
Board Members Peggy Hotaling
Change the By-Laws:
Article II, Sec 5. from:
Sec. 5 INITIATION FEE – There shall be a one-time initiation fee for each new adult member in the amount of $5.00.
Sec. 5 INITIATION FEE – There shall be a one-time initiation fee for each new adult member in the amount of $4.63.
Add new Article II, Sec. 6
Sec. 6 Taxes – All dues amounts shall be subject to applicable taxes.
The Board of Directors is also proposing a reduction in the dues as per Article II, Sec. 3
Under this proposal the base dues would be reduced from $20.00 to $18.52.
Both measures were passed by a voice vote without dissent.
John Sonne, Secretary
OSC Board Meeting MinutesMarch 6, 2012
Attendance: Carol Knowles, Steve Knowles, Pat Toll, Art Toll, Joann Butler, Jack Lancette, Neville Sachs, Diane Clark, Dawn Penniman, John Tuttle, Allan Smith, Leo Naylor, Mark Bidwell, Scott Severance
Excused: John Sonne, John Baker, Bob Wiley (guest)
Guest: Peggy Hotaling, Garre Krayenhof
Determine Quorum: yes, more than 10 in attendance
Approval of Move to approve by Joann Butler, Steve Knowles 2nd, (the motion passed unanimously)
Received communications: some mail from with info from other groups
1. Ski tickets sales up, last year a loss, this year a gain, balances out over several years
Tickets left: 25 Sugarbush, 3 Gore, 7 Killington as of this date
2. Lodge expense were high this year as well as sales tax
3. Probably will end up in the red
4. Report attached as submitted
Membership Report: 652 members as of this month-3 more than last year
1. CV Oil has done some work
Need a booster fan ( to be done in April)
Damper control was replaced
Kink in the duct under the kitchen, replaced
Rebuilt the burner box, igniter, combustion chamber (refurbished in Jan.)
2. Feb. occupancy was 129
3. Still supplying bottled water every two weeks
Report attached as submitted.
*Proposal: from Neville Sachs - formal technical analysis that will evaluate our heating system including adetailed drawing of the current system along with technical and economic analysis of several possiblealternative heating methods
As it seems to be an old system and we should see if there is a better way to heat the building: Somedampers are not working, unbalanced heat distribution exists in building and trouble with temperature limitscontrolling furnace. No drawings of the system are available.
The Lodge committee will investigate and get a proposal for this analysis and present it to the board.
Discussion of time frame for presenting to board
First motion: Neville Sachs, John Tuttle 2nd , all voted and approved (the motion passed unanimously)
Website report: Peggy and Steve are presently working on a schedule to learn the system from Dave Devendorf
Nominating committee: Joann Butler stated that all things are set for the April meeting, 6 absentee ballots distributed, no write ins
Trip committee: Leo Naylor reported that they are working on a date and time for an organizational meeting
Vermont Meals and Room Tax: John Tuttle reported that we sent the $4524.61 in. We have not heard back from them.
H2O Committee: Neville Sachs is doing research at this time. He will talk with the person that did the last water design and then look at a current water design. He will make a proposal to the board.
Does the board agree that we want to maintain the value of the lodge as though it were salable property?
Discussion of H2O committee proposal from last month appears to answer this question.
Electronic Boomer: Bob Wiley proposed that we do away with the paper boomer last month.
Peggy Hotaling reported the cost to print $1.96 for every copy: enveloped, postage, (four people do the one task), 47 paper subscription that were paid $10 for it and 41 have an e-mail, advertising in the boomer was discussed.
Looking at sending out a postcard to remind people to register for the next year.
Website boomer and e-mail is the system most preferred at this time
Discussion: Should trip committee maybe sending out a flier of yearly trips if needed?
Should we be printing one for people who are paying for the boomer?
John Tuttle moved that we remove the paper boomer, 2nd Scott Severance, discussion
Opposed: Mark Bidwell, How do we know that people are reading the electronic boomer?
Discussion: Anyone can read the boomer as it is on the general population section of the website? People can print it from the website. Some feel that it is our only marketing avenue.
Discussion of ways to market the club differently then the boomer. Will we have advertisers in the website vs. the boomer?
Discussion: Let’s separate the boomer from the marketing issues.
Let’s give the people who want the boomer in print to cover the actual cost of it.
Modified proposal with an amendment: Motion by Scott Severance that we change the paper boomer price to $20 a year for anyone who wants it.
2nd by Neville Sachs, anymore questions, all in favor (the motion passed unanimously)
John Tuttle proposed: To cease mass production of the paper boomer and move to an electronic version. Electronic version can be printed and mailed to subscribers but to cover the cost subscribers will pay $20 a year.
2nd Joann Butler, questions. The motion passed unanimously.
Logo contest: Jack has the password and there has only been one inquiry so far to the contest.
Connecticut Ski Council: Nothing to share yet
Technology committee for consolidating the past records was proposed last month: Nothing to share yet
Board Vacancy replacements: All set until next month and new members are voted in
John Tuttle gave recommendations from budget for the finance committee:
1. Increase the dorm rates to $50 for a private room for room and taxes, dorm/half room $22.94 plus taxes to be $25
2. Reduce the dues so that the dues $18.52 and sales tax of $1.48. Keep the amount of the money collected the same at $20.00
Discussion of Paypal
PalPay costs the club money as we are paying the fee for members to use it.
Accept the budget presented to the board members: motioned John Tuttle, 2nd Dawn Penniman, discussion of item 3-may have to be amended, all in (the motion passed unanimously)
By-Law change: read by Garre Krayenhof
The changes I would recommend would be change Article II,Sec. 5. From
Section 5- Initiation Fee-there shall be a one-time initiation fee for each new adult member in the amount of $5.00
TO READ: Sec. 5 –Initiation Fee- There shall be a one-time initiation fee for each new adult member in the amount of $4.63
Add new Sec.6
Sec. 6 Taxes- all dues amounts shall be subject to applicable taxes
This would cover us if the State or County changed their tax rates, but we would then lose the round number advantage. The base dues are not a By-laws issue but the reduction in dues to $18.52 would still need Board and Membership approval.
The purpose of these changes would be: to bring the By-Laws and the dues structure in to line with NY State Tax Laws. There is no change in the amounts to be paid by members.
It will be posted in the Boomer per our By-Laws.
Motion for by-law changes
Neville Sachs, 2nd Steve Knowles, no questions. The motion passed unanimously.
Motion that the dues of the club be reduced to $18.52 plus tax.
Scott Severance, 2nd John Tuttle, questions, all in favor
Resignations: Marv Patnode, Past President, Mary Ann Zeppetello, Board member and Dave Devendorf, 2nd VP.
Other New Business:
Adopt a Highway – May 5th
Discussion: Trips committee will report to the Board
Committee members list given to the board members
Ask marketing committee to advertise in the newspaper about our monthly meeting (calendar is free)
Next months meeting:
April 3rd at DeWitt Library at 7:00 p.m.
Motion by Mark Bidwell, 2nd Jack Lancette, The motion passed unanimously.
31 January 2012
(this meeting represents the February 2012 meeting )
Present: Jack Lancette, John Sonne, Dawn Penniman, Pat Ray Toll, Joann Butler, Dave Devendorf, Mary Ann Zeppetello, Diane Clark, Steve Knowles, Carol Knowles, Marv Patnode, Dave Devendorf, Neville Sachs, Art Toll
Guests: Ken Robbins, Lynn Miller, Garre Krayenhof
Excused: Mark Bidwell, Leo Naylor, Scott Severance,
The meeting started at 7:00:00PM.
The minutes were approved.
John Tuttle could not prepare the financial reports due to the early meeting date.
Bob Wiley's report stated that the membership is 625. The full report is attached.
Bob will present at the next meeting his recommendation to eliminate the paper Boomer. Board discussion pointed out that there was much volunteer work to produce the needed 47 Boomer copies as well as some significant expense. John Tuttle suggested that the Finance Committee take up the discussion from the standpoint of the effect on the budget.
Ken Robbins summarized the work on the water system to date. The water sample testing shows no presence of coliform organisms. It was noted by Neville Sachs that there was significant heat loss and erratic operation of the furnace. A part was replaced.
Neville suggested that we look at the furnace sinc eit appers to be quiute inefficient and the dampers in the ducts don not allow for accurate heat delivery that the thermostats are calling for.
Twenty-eight new members and thirty people renewed via the website. The email membership reminders got a great response and saves more than $100 in postage.
Dave Devendorf will step back from responsibility of the Website and that the Treasurer can take care of the costs of the MadMimi and domain name.
Slate: President- Jack Lancette, Steve Knowles- Second Vice president, Secretary- carol Knowles
Directors: John Baker, Chris Krauss, Larry Knoble, Peggy Hotaling, Dick Walters, Lee Green, Mark Bidwell
The club is participating in paying VT tax up until May 2012. The liability will be around $4200 plus interest. The VT tax of 9% will be added to the room rate effective with the next reservation. ACTION
Sales Tax for NY
There still is some uncertainty in the sales tax from clothing sales. It will be discussed with Diane Emmick. ACTION
Garre Krayenhof led the discussion and presented a written report that was summarized during the meeting. The details are presented in the report.
The motion was made by John Tuttle to accept the Lodge Water Committee recommendations including short term 1, 2, 3 and long term 1 but exclude long term 2. Seconded by Diane Clark. The motion passed unanimously.
Steve Knowles made the motion to permanently document the water safety investigations and reports in a permanent location. Seconded by Carol Knowles. Passed unanimously. ACTION
Marv Patnode moved that we store the pertinent information in a secure location seconded by John Tuttle. Discussion by the Board produces the suggestion to solicit info from past Presidents and committee heads Marv added the motion that there be a means of sharing this information. Passed unanimously. ACTION
Dave Devendorf introduced the question of if the well testing be submitted to the Vermont so that we have fully complied with any requirements. Kenny was uncertain if this was done or if it was required.
Lynn Miller raised the question of whether OSC carried insurance for the board members and that it was a consideration for her when asked to consider running for the board. The question was answered that there is not insurance in force to protect the board members specifically. It was noted that there is some protection because we are a 5013C corporation and if a member sues the organization they are suing themselves. It was stated that insurance for the board members was too expensive. Lynn asked for a ballpark estimate of the cost of such insurance and the answer provided was "a lot" and that it was usually purchased by larger organizations.
Caitlin Devendorf has resigned from the Board. Suggestions were solicited and Diane Clark suggested John Baker. Joann Butler moved that we approve Mr. Baker for the position . The motion was passed unanimously.
The Finance Committee was restructured by President Lancette to include Dawn Penniman, Steve Knowles, John Sonne with John Tuttle chairing the Committee effective this date. The motion was seconded. Passed unanimously.
John Tuttle suggested that we consider term limits.
Pig Roast scheduled at Pratts Falls for June 24, 2012.
Adopt a Highway May 5.
Neville Sachs posed the question if we considered joining the Connecticut Ski Council that may have significant benefits. Dawn Penniman will investigate and report back. ACTION
The meeting adjourned at 8:35. The next meeting will be at the Dewitt Library at 7:00 p.m. March 6, 2012.
John E. Sonne, Secretary
Monthly OSC Membership Report for January 28, 2012
Membership Year 2009 2010 2011 2012
Totals members to date 584 608 613 625
New members - 159 146 134
Junior 13 13 22 20
Paper Boomers 50 - 51 47
Non Renewals 153 - 196 212
Interesting note 95 of the 134 new members joined using Paypal
Bob Wiley 1/28/2012
H2O Committee Meeting
24 January 2012
Meeting Commenced at 2:15 pm
Meeting adjourned at 4:30 pm
All Committee Members are present: Lou Wasel, Art Toll, Garre Krayenhof, and Mike McCabe
Others Present include: Jack Lancette and Steve Knowles
Lou opens the dialog stating that our sources of technical information may not be valid and a need for an expert is desired.
Q? – why is the septic system so close to the house?
Garre replied that the locations are historical facts and we may never learn the reasons why.
Jack called OSC member ‘R Carter’ but learned he is not the same ‘R Carter’ whose name is on the septic drawing.
Mike questioned if the size of the septic system is adequate for the size of our lodge. The septic drawing states that the septic is sized for 45 occupants.
Our current well has a ceramic tube extending from below ground up approximately 4 ft. We are not sure if flood waters from hurricane Irene entered the well, but Jack thinks not due to the presence of high water marks which are approximately 36” on other items.
Garre cautions the board to be concerned about law suits. Mike says he has talked with Mark Bidwell, who is an attorney, and says signs in place are adequate for advising lodge guest not to drink water from the faucets. Bottled drinking water has been provided and will continue to be provided until a long term solution has been implemented.
Jack states the UV system is past the storage tanks. He can install a solenoid to stop the flow of water and wire it so it’s on the same power switch as the hot water tank, which is listed in the lodge guest instruction sheet. Jack provided an email from the UV manufacturer that states a solenoid cutoff valve would break the flow of untreated water when water flow is not required.
Lou suggested using double solenoids for a back-up; it was decided that this was excessive.
References of being sued over water issues by a member results in that member suing them self. – a question for a lawyer.
Discussion continued for a long term solution.
Art asks if we should locate a new well. Mike suggested we hire a hydrologist to help us understand our septic system location – where are the distribution tanks and leach lines.
Mike, Jack and Art thought Neville would be helpful in communicating with VT professionals who could help us understand the difference in a ‘public’ and ‘private’ well; and which one is the best fit for us and if it is decided a new well is needed at all.
(We have since learned that we qualify as a private facility.)
Garre recommend that we should ask Neville to act as the ‘Engineering Director’ for the project.
The waiver that the Lodge Committee was originally supposed to use is still under
Lodge Water Committee Meeting
Committee Recommendations to the board.
1) The signs prohibiting consumption of the water shall remain in place and bottled water shall be provided to protect the members until a long term solution is implemented.
2) Lodge committee is to take water samples (before the filter) during “Work Weekend” two times per year. The board is to require the test results be presented at the following board meeting and permanently documented.
3) An electrically controlled water cutoff solenoid valve shall be installed in the UV system per the VT state recommendations.
1) Board is to ask Neville Sachs to be the ‘Authority’ in this matter on behalf of the club, to communicate with VT professionals, provide guidance and pass along understanding of actions that need to be accomplished to this committee.
2) The board should allocate funds as needed to hire a professional VT engineer. One who can investigate the health of our well and septic system, and to investigate state requirements relative to well type, ‘public’ / ‘private‘ and how each type would pertain to the lodge.
Mike McCabe has accepted the chairmanship of this committee.
Click here to view copies of Water Test Reports for the Lodge
Bob Wiley, OSC Membership Chair
6 December 2011
Present: Jack Lancette, John Sonne, John Tuttle, Pat Ray Toll, Joann Butler, Leo Naylor, Dave Devendorf, Mary Ann Zeppetello, Diane Clark, Steve Knowles, Marv Patnode, Scott Severance, Art Toll, Allan Smith, Dawn Penniman, Caitlin Devendorf
Guests: Ken Robbins, Debbie Kimberly
Excused: Neville Sachs, Carol Knowles, Mark Bidwell
The meeting started at 7:10:10 PM.
John Tuttle mailed the monthly financial reports to Board members. He made the comment that we were behind in Dues and Lodge income and Lodge expenses were up. John Tuttle reported that there were some deposits not reported yet but that the totals should add about $9400.
Bob Wiley's membership is attached. We have fewer new members this year than last year at this point. Marv pointed out that we are ahead in the membership renewal for this time period.
Ken Robbins reported that the water purification system was installed this past weekend by Jack Lancette and Dave Clark. This resulted in significant savings over commercial installation. Tests will be made of the water quality after the system has been running for a while.
Marv questioned the use of the well under the Lodge. The guidelines in the Town state that the well should be greater than 100' from the leach field. The well currently is closer than 100'.
Dave Devendorf suggested and insisted that there be a sign banning the use of the water until the water has been tested. Diane Clark also tells each Lodge tenant to bring their own water. Debbie made the suggestion that there be a regular program of water quality and safety. Additional Board members suggested that there also be a written warning to Lodge tenants.
Caitlin Devendorf spoke about the continuing Logo contest program and will speak to the membership at the January meeting.
Marv reported about some changes in the website layout and advertiser awareness. More specifics will be forth coming. John Tuttle asked about any data available about members taking advantage of the the programs for advertising in lieu of charges to ski areas.
As of this date 275 members have used the website to join. There was some discussion of sales tax for clothing the issue of which still needs to be resolved.
Bus trips to Elk Mtn ($32 lift tickets) can be arranged. All we are waiting for is the snow.
Leo also wants to do other day trips to nearby hills.
Warren Miller Film
All the 29 tickets were sold and $85 came through PayPal.
We do not have any sales tax liability with lift tickets. The sales tax collection for clothing is difficult to pay to the correct entity. It may be a moot point because we pay sales tax and the mark up is very small.
Election Committee for 2012 elections
Joann Butler has an anomaly with the numbers of Board of Directors. It should be four as dictated by the constitution. A suggestion was made to pick a member to resign who can then stand for a Board of Directors position in order to get us into synch.
There we discussions of changing the meeting to 7:30 p.m. Scott Severance made a motion to change the meeting to 7:30; seconded by John Tuttle. The motion was amended to make the effective date for the September 2012 subject to the approval of the Barbagallo' s Restaurant. The motion passed unanimously.
The meeting adjourned at 8:44:41. The next meeting will be at the Dewitt Library at 7:00 p.m. Jan 10, 2011.
Membership report for Dec 1, 2011
As of December 1 we had 489 total members for our 2012 season:
2011 season 2012 season
as of 12/1/10 as of 12/1/11
New 77 74
renew 337 399
Past pres 16 16
TOTAL 430 489
We have a total of 288 members that have not renewed.
On line membership was very busy the month of November with 29 NEW memberships.
Method of joining/renewing
Past pres. 16
At mem mtg 121
US mail 158
On line 194
Bob Wiley, OSC Membership
1 November 2011
Present: Jack Lancette, John Sonne, John Tuttle, Pat Ray Toll, Joann Butler, Leo Naylor, Dave Devendorf, Mary Ann Zeppetello, Diane Clark, Steve Knowles, Carol Knowles, Marv Patnode, Scott Severance, Dave Devendorf, Leo Naylor, Allan Smith
Guests: Ken Robbins, Bob Wylie
Excused: Mark Bidwell, Neville Sachs, Dawn Penniman
The meeting started at 7:16:10 PM.
John Tuttle mailed the monthly financial reports to Board members. He made the comment that we were behind in Dues and Lodge income and Lodge expenses were up. Pat Toll asked about the discrepancy in the Lodge taxes. The treasure said we were current and could not explain the difference.
Bob Wiley's membership is attached. We have fewer new members this years than last year at this point.
Ken Robbins reported an the lodge weekend. The repairs that were anticipated we're made along with the routine maintenance. The attic was insulated and the ceiling in the second floor rooms and it is hoped to make a difference in the ice build up. The follow up with a second water tests showed the presence of coliform bacteria still. Jack explained and described the second well which is in place but Joann noted that the well was never connected.
There was some discussion of short term and long term solutions.
John Tuttle made motion to have Ken get three bids and find the best way to mitigate the problem. Seconded by Joann. The motion passed unanimously. It was suggested that we provide safe water in the meantime.
Scott moved to provide safe adequate drinking water for visitors. Seconded by Allen. The motion passed unanimously.
Marv reported on the various efforts including the Warren Miller film (which has 8 tickets left) programs with the ski hills and the club logo contest.
Dave Devendorf explained the glitch in the membership notice and reported that it has been remedied. The website is averaging 2500 website visits a month. Online lift tickets should generate considerable interest in belonging to the club. John Tuttle presented conflicting tax information with information found out about sales tax on ski tickets included in sporting ticket tax law. Marv Patnode suggested that Dave Devendorf and John Tuttle sit down with our accountant to render a decision.
Caitlin Devendorf presented more details for the logo contest. Steve Knowles suggested rewording the poster to better fleet the ownership of the entries.
Some expressed that the $500 was too much and suggested lesser amounts. There was concern that more of the membership should help determine the logo choice. Marv will post the Marketing Committee meeting and interested people can attend. Caitlin moved that there be a cash prize of $500 for the winner seconded by Maryann Zeppetello. Passed unanimously.
Adopt a Highway was discussed and it's flagging interest. Jack expressed the possibility of other community efforts. Marv suggested that if we really wanted to have a significant effort for additional community projects it would require a coordinated committed member to do it as a year round effort. The Board will solicit volunteers. Mary Ann Zeppetello suggested that Jack Lancette point our to the members that the Adopt a Highway is a responsibility for the Club. Marv pointed out that using the OSC Happenings would reach more people. Perhaps we could use the Rt 81 sign in promoting the committee.
John Sonne introduced a discussion on the appropriateness of some communications in OSC Happenings. There waas discussion about protocols for OSC Happenings oversight. Maryann Zeppetello , Carol Knowles and John Sonne were appointed to this Ad Hoc committee by executive decision of President Jack Lancette.
We discussed paying for capital improvements for the Lodge. Marv stated that we just need to apply the expenditures in conjunction with the financial guidelines established by the previous administration.
4 October 2011
Present: Jack Lancette, John Sonne, Dawn Penniman, Mark Bidwell, Pat Ray Toll, Joann Butler, Leo Naylor, Dave Devendorf, Mary Ann Zeppetello, Diane Clark, Steve Knowles, Carol Knowles, Marv Patnode, Scott Severance, Dave Devendorf, Leo Naylor, Allan Smith
Guests: Ken Robbins
Excused: John Tuttle
The meeting started at 7:14:10 PM.
The minutes were approved.
John Tuttle mailed the monthly financial reports to Board members. Jack Lancette questioned if the account numbers were printed on the reports. The answer is that the account numbers are evident. The financial reports will be filed as presented.
Bob Wiley's report stated that the membership is over 700
The burner unit of the water heater was repaired/replaced; the reserve water tank pressure switch was replaced. The well tested positive for coliform bacteria possibly due to the flooding. Presently, the water is not to be ingested pending further testing. There is a secondary well but it has never been used.
Ken wants to do further insulation and a replace the reserve water tank during the work weekend. He wanted to present this to the Board for approval as a capital expense. John Sonne moved that the expenditures be made as described by Ken pending approval by the Treasurer and his decision for classification of such expenditures.
The motion passed unanimously.
Al Smith requested that Ken be reimbursed for his travel to the Lodge for the additional travel expenses associated with the storm at a rate of the IRS mileage reimbursement. This was deemed an administrative decision of the Lodge Committee.
Al Smith also expressed further concern with the water and additional testing as a routine.
Marv showed a trailer for the Warren Miller film on November. Six tickets have been sold to date and there will be a booth set up by OSC there. Marv presented the full report previously in an email to the Board. The report is attached.
Various suggestions were made to enhance the marketing/advertising
Warren Miller tickets can be purchased now. Clothing will be available shortly.
The website store allows on line sales. Warren Miller tickets have been sold this way. Dave has redesigned the site to make it less arduous to dig for info. Eighty-two have renewed online. Dave will have gurus available at meetings to answer questions.
Caitlin Devendorf presented a comprehensive report for the logo project whose main focus will be a professional logo resulting from a logo contest to be held from Nov 1 2011 to April 2012. This will involve a cash prize of $500 to elicit serious, quality entries.
Vermont Ski Pass
The information has been presented to the membership about this 3 and 5 day deal. It is available on OSC Happenings and in the future on the website.
Display wall for Marketing Committee. The committee wil come back with a complete report for a traveling presentation board.
Diane Emmick requested additional money for clothing sales.
Mary Ann Zepetello moved that we allocate $300 for clothing inventory; seconded by Marv Patnode.
John Whalen requested a new hiking chairperson. Jack will suggest names and the general membership will be solicited also.
Leo Naylor attended both the Rochester and. Ski shows . McCauley Mtn and Snow Ridge have special pricing that Leo will make available.
The meeting adjourned at 8:34:31. The next meeting will be at the Dewitt Library at 7:00 p.m. Nov 1, 2011.
6 September 2011
Present: Jack Lancette, John Tuttle, John Sonne, Dawn Penniman, Mark Bidwell, Pat Ray Toll, Joann Butler, Leo Naylor, Dave Devendorf, Mary Ann Zeppetello, Diane Clark, Steve Knowles, Carol Knowles
Guests: Bob Wiley, Ken Robbins
Excused: Neville Sachs, Caitlin Devendorf, Marv Patnode, Art Toll, Alan Smith
The meeting started at 7:12:10 PM. The minutes were approved with the correction of adding Steve Knowles to attendees.
John Tuttle will mail the monthly financial reports to Board members. Steve Knowles asked about the Lodge utilities and the difference in costs. John Tuttle explained the discrepancy and the "catch up" in the costs.
President Lancette said that he checked with Barbagallo's concerning a contract. The restaurant is prepared for us for the September meeting but he will prepare a written contract with the help of Mark Bidwell for our use of Barbagallo's,
Bob Wiley asked for volunteers for member sign up at the General Meeting. He asked that those volunteers arrive early by 7:15.
The recent Storm Irene caused some damage due to the presence of water in the basement caused By a power failure which then affected the sump pumps. We will be checking to see if there is any additional serious damage. Road access continues to be a problem for the Rochester, Granville and Warren areas.
Ken Robbins did get some estimates for the repair of the Lodge roof which is part is old and part is the original. Replacing the old roof was given an estimate of $9800 and the complete roof would amount to $ 16000. Ken will seek some additional estimates but the recent storm may delay the process. the Lodge Committee will also pursue the installation of insulation in the roof.
Dave Devendorf reported on the automated membership sign up. At least 10 members have signed up successfully. There have been 45,000 website visits since the inception but Dave will reset that for this coming year. Dawn Penniman asked that the be in informational review as part of future meetings. Leo Naylor had the problem of a friend signing up on Leo's computer but then would not allow Leo to get access on his own. Leo has to make sure the friend log out and then Leo can log on himself.
The On Line Store is just about ready pending discussions with Diane Emmick on the protocols.
There was discussion on the tax implications of lift tickets. No decision was made but the suggestion was made for Jack to appoint a committee to research this. John Tuttle, Bob Wiley, Dave Devendorf and John Sonne will serve for this effort and report back next month.
There is a blog available for people to make remembrances on people similar to the one for Heinz Wuerslein. There was general agreement with this.
Caitlin Devendorf 's report was made by Dave Devendorf. Her request was to run a contest for suggestions as to a new branded logo. John Tuttle moved to have a logo design contest open to the general membership and public with the details to be structured by Caitlin. Seconded by Scott Severance. Motion passed unanimously.
Warren Miller Film
Marv Patnode suggested that we participate with a level on marketing effort. It was suggested that we gauge the interest with prepaid money for the discounted tickets.
Carol Knowles proposed that we enter into the Tier I partnership with the Warren Miller organization per Marv Patnode's recommendation; seconded by John Tuttle; the motion passes unanimously. Carol and Steve Knowles volunteered to work with Marv on this project.
Leo Naylor reported on the Gull Wing riders Association and the clarification to their members to use the Lodge. It might be successful for two summers hence.
Jack Lancette announced for chairman Neville Sachs that the Adopt a Highway will be 10/8/11.
The Road Rally will be 10/16/11 with the start being at The Piano and Organ Warehouse.
The Ski Sale on 9/17 needs volunteers. Jack Lancette and Steve Knowles will head up trying to find additional volunteers.
There may some question of where're the Columbus Day weekend will happen because of Storm Irene damage. The Stowe trip has a good base of participants.
The meeting adjourned at 8:24:21. The next meeting will be at the Dewitt Library at 7:00 p.m. Oct 4, 2011.
2 August 2011
Present: Jack Lancette, John Tuttle, John Sonne, Dawn Penniman, Mark Bidwell, Caitlin Devendorf, Al Smith, Art Toll, Pat Ray Toll, Joann Butler
Guests: Bob Wiley
Excused: Neville Sachs, Leo Naylor, Dave Devendorf, Mary Ann Zeppetello,
Not present: Scott Severance, Marv Patnode
The meeting started at 7:15:12 PM. The minutes were approved with no corrections.
John Tuttle will mail the monthly financial reports to Board members. There were no questions.
President Lancette presented a list of all the committees and their members to the Board.
The membership stands at 686. No new database for membership but plans are to institute a new database system pending a report from Dave Devendorf and Marv Patnode. There was some discussion on this current new process will be accomplished.
There was no report on the facilities. The lodge usage was up.
Marv Patnode had circulated the report on the research on new membership software.
John Tuttle made a motion to authorize the expenditure of $9.95 per month for a membership database system; seconded by Dawn Penniman. Motion carried unanimously.
Discounted lift tickets for VT. Art Toll described the program and reiterated that there was one month left to make purchases.
Caitlin Devendorf was able to be rate some quick examples of a logo and presented some mock ups at the meeting. The suggestion was made to solicit ideas from the general membership - perhaps even examples. The action will be taken through the marketing committee. An October date was suggested. An initial explanation of the intent for the logo was suggested by Joann Butler.
President Lancette presented some initial level of marketing for the Warren Miller fundraiser. Marv was not present to describe the program. The was some interest in participating as a marketing tool for OSC.
Bob Wiley introduced the idea of more articles for the September Boomer with a call for more articles.
Notice that John Baker is running the kayak program for OSC. John Whelan will run trips as a co-leader.
Fall Fling: There will be combined Road Rally Fall fling combined event. October. 16 place to be determined. The Don Elliot group will provide entertainment.
Dawn Penniman queried about introducing charitable organizations and giving them an opportunity to speak at monthly meetings. There was not much enthusiasm for this effort.
Jack Lancette asked for the guidance about reimbursing Glen White for the flowers that Glenn sent to the family of Heinz. Mark Bidwell moved reimburse Glen; seconded by Steve Knowles, passed unanimously.
Suggestion was made for a Sunshine Committee to respond to ill members. Jack will set up committee with Pat Ray Toll as chairperson.
The meeting adjourned at 8:17:21. The next meeting will be at the Dewitt Library at 7:00 p.m. Sept 6, 2011.
Onondaga Ski ClubMeeting Minutes12 July 2011
Present: Jack Lancette, John Tuttle, John Sonne, Dawn Penniman, Dave Devendorf, Leo Naylor, Joann Butler, Pat Ray Toll, Mary Ann Zeppetello, Art Toll, Diane Clark, Scott Severance, Marv Patnode
Guests: Ken Robbins, Bob Wiley
Excused: Neville Sachs, Al Smith, Mark Bidwell, Caitlin Devendorf
MinutesThe meeting started at 7:10:12 PM. The minutes were approved with no corrections.
Treasurer ReportJohn Tuttle mailed the monthly financial reports to Board members. There wer no questions
MembershipThe membership stands at 678. We have determined that membership monies can be returned via PayPal.
Lodge ReportKen Robbins discussed potential capital expenditures including blown in insulation and repainting the roof. Jack Lancette inquired whether replacing the roof has been considered in light of recent observations. Ken will investigate the costs.
There was an inquiry about the presence of Wifi at the Lodge and its source. Numerous speculations were made but no action was taken.
Marketing CommitteeThe Marketing Committee was unable to meet since the last meeting.
TripsThe Park City, Utah trip for the period Feb 4 - 11, 2012 is full and a waiting list h.as been started.
WebsiteThere have been upwards of 30,000 hits so far. Dave reported that a prototype eStore is set up to use when we wish to implement. In addition, he has found software for online reservations for the beds in the Lodge.
Over the winter, Dave will be devising an easier membership database and membership joining.
A total of145 members have joined the website to date. More automated use of the website has been planned. Peg Hotaling has expressed an interest in the online process and will be posting the Boomer directly following the administration privileges from Dave Devendorf.
Club LogoCaitlin was not able to be present but members reported that they had given her feedback for the logo development.
New BusinessPresident Lancette introduced information from the Warren Miller fundraiser commercial program for this Winter. It apparently is scheduled for 11/23/11. There was some discussion of having a table at the event and noting it was the day before Thanksgiving but no action was taken.
Diane mentioned the disappearance of Kayaking from our activity scheduling. John Whelan will be approached about this.
Bob Wiley asked if we were filing Federal Form 990 (required from for non profit entities). John Tuttle replied in the affirmative. In addition, Bob questioned if we intended to send out the September Issue of the Boomer. The consensus was that we will do that. Board members expressed the importance of a year end summary in the Boomer. During the discussion, JohnTuttle asked the question about how long we will continue to publish a paper Boomer due to concern for the paper use and costs. Members discussed the real value to advertisers and new members and those that do not have computer access. The paper Boomer is covered by the Budget.
Bob will do an analysis of the Boomer and the Pros and Cons and present that to the Board.
Marv will write an article that emphasizes the ability to use online membership. This form will put the online information at the top of the form. Various ideas were expressed including not duplicating the Boomer but using it as a summary for marketing and a call to join for the year.
Meeting adjourned at 8:14:21. The next meeting will be at the Dewitt Library at 7:00 p.m. Aug 12, 2011.
Respectfully submitted,John E. Sonne, Secretary
Onondaga Ski ClubMeeting Minutes7 June 2011
Present: Jack Lancette, John Tuttle, John Sonne, Dawn Penniman, Dave Devendorf, Leo Naylor, Joann Butler, Diane Clark, Caitlin Devendorf, Steve Knowles
Guests: Ken Robbins, Debbie Kimberly
Excused: Neville Sachs, Mary Ann Zeppetello, Al Smith, Carol Knowles, Mark Bidwell, Pat Ray Toll,
Minnutes:The meeting started at 7:14:02 PM. The minutes were approved as corrected.
Treasurer Report:John Tuttle mailed the monthly financial reports to Board members. The reports are attached.
Membership:The membership stands as it was last month at 671. There are an additional 4 whose payments are in transit.
Lodge Report:The following repairs were made: water tank replaced, Rm 3 painted, repaired the well pump and porch railing was replaced from damage due to ice. Ken feels that he heat loss from the roof contributed to the issues. There was some discussion on energy savings including insulation and zone heating.
JohnTuttle reported that we paid Richard at the Lodge an additional $350 for plowing and mowing.
Marketing Committee:There is a Marketing Committee meeting planned in the near future.
Trips:The western trip this years will be to Park City, Utah for the period Feb 4 - 11, 2012 with a cost of $1370.
There will be a trip to Stowe, VT run by Christa Foster.
The present concern is that the required deposit for the Park City trip is due soon for $2100 and the By Law limit is $2000. President Lancette stated that we could address that by early deposits. Future By Law changes may need to be made. A motion by John Tuttle to approve the trips and seconded by Joann Butler. The motion was approved unanimously.
Dave Devendorf moved to spend the $2000 for the trip deposit it was seconded and approved.
Information technology:Dave Devendorf stated that the information Technology meeting will be held this week.
New features to the Website:1- Can sign up for OSC Happenings2- Can change address3- Have changed the ads to be very visible on the site and to take visitor to the advertiser website. Marv is informing the advertisers of this service.
Dave is working on new membership forms. Sending membership cards electronically will cost us abput $15 a month.
Members will be reminded electronically about expiring memberships.
Club Logo:Caitlin Devendorf reported on researching a new club logo. She presented some examples to the Board members for their review and suggestions for the next meeting.
The meeting adjourned at 8:14:21. The next meeting will be at the Dewitt Library at 7:00 p.m. July 12, 2011.
Respectfully submitted,John E. Sonne, Secretary
The financial reports will be in the Website copy.
5 April 2011
Present: Jack Lancette, Marv Patnode, John Tuttle, John Sonne, Remo Bianco, Dave Devendorf, Al Smith, Leo Naylor, Marian LaPierre, Mark Bidwell Joann Butler, Arley Morey
Excused: Neville Sachs, Mary Ann Zeppetello, Scott Severance,Diane Clark Bob Wiley, Marilyn Woyciesjes
The meeting started at 7:15:02 PM The minutes were approved as corrected..
John Tuttle reported that the was about a $3000 net gain for the month. John noted that there was a discrepancy in the ski ticket income vs cost. When this is resolved we will be very close to a break even point on the Lodge. The Budget meeting was held and a written report will be forthcoming
Checking - $15462.43
Savings - $21348.64
Vanguard - $48726.93
The membership total is 664
Al Smith reported for the Lodge Committee. It has been noted that there was some ice/roof damage. Al Smith suggested that an inquiry be made into whether insurance will cover nay repairs. Joh nTuttle will check into that issue. There was some discussion about repairs and prevention. Parking was restricted to 5 spaces due to the heavy snowfall and Jack questioned if the plowing could be done differently. What about access to back door when there is a lot of snowfall.
The March Lodge Bed night report is attached. The bed night tally was a bit lower than last year.
Marv Patnode summarized a Vision Statement for the Club which reflects the focus for the club for the present times and the changing demographics.
Leo brought up that the internet allows for booking even from the NJ Ski Council. At the present time, that capability is not available. John Tuttle pointed out that there was still some “vetting” of the individuals by Diane Clark that has some definite benefits. The online feature may be available later and still allow for a personal conversation.
There have been some efforts to provide for supervision of the Lodge by a Lodge Committee member. This would provide some confidence in knowing no damage was being done.
There will be another Trip Committee meeting in April.
Adopt a Highway
This Highway Clean up is on April 30. Contact Neville Sachs for info and to participate.
There were more than 1200 hits to the website. Dave is working on the Forum communications to realize up to the minute communications. Presently, there are 112 signed up members.
Dave is automating membership report queries by the membership Committee and allowing for downloading PayPal data to go directly to the Treasurer in Quicken format.
Information technology proposal
Dave Devendorf propose that we have an Information Technology Committee to over see the use of hardware, software and protocols. John Tuttle made the motion and Marv Patnode made the second. The motion passed unanimously.
Club Credit Card
Some vendors we deal with want a credit card to back up PayPal or to use independently. Mark proposed that Dave D. and Marv P. investigate the relative advantages and costs of credit vs debit cards. Seconded by Remo B. The motion passed unanimously.
The meeting adjourned at 8:31:21. The next meeting will be at the Dewitt Library at 7:00 p.m. May 3, 2011.
1 March 2011
Present: Jack Lancette, Marv Patnode, Diane Clark, John Tuttle, John Sonne, Remo Bianco, Scott Severance, Dave Devendorf, Marilyn Woyciesjes, Al Smith,,, Bob Wiley, Leo Naylor, Marian LaPierre, Mark Bidwell
Guests: Ken Robbins, Garre Krayenhof
Excused: Arley Morey, Neville Sachs, Mary Ann Zeppetello, Joann Butler
The meeting started at 7:15:10 PM The minutes were approved as corrected..
John Tuttle reported that the Vanguard Funds are up by $6000 since the beginning of the year. The Budget Meeting will be on March 29 at John Tuttle’s office at 6 PM.
Jack reported that the old website directs all inquiries to the new onondagaskiclub.com
The membership total is 649. Bob Wiley asked that someone be the membership representative at the next meeting.
The February Lodge Bed night report is attached. The bed night tally was a bit lower than last year. No specific data on the oil tank costs is available. Ken Robbins checked on the insurance liability for environmental contamination and the answer is yes.
Work weekend is April 30 and May 1.
Marv Patnode summarized the Marketing Committee report that is attached.
Some additional users of the Lodge to market to is the Finger Lakes Ski Club and the Car Club Association that meets in Barbagallo’s
Leo reported that 40 people will be on the Tremblant trip and will leave from the Tops Market.
Leo questioned the trip risk amount that is $2000 for an approved trip. It was explained that that amount is specified in the By Laws but trip leaders can request a lower amount.
Jack Lancette asked about a Gore trip but the sticking point is to have a leader. It would be on March 23. Leo said he would approach Karen Whedon.
Dave that there have been 3000 hits in the past 10 days. There are 5 brand new members and a total of 79 are registered users. The transfer of membership money via PayPal worked well.
There mechanisms in place to deter getting into the members area if they are not members.
Dave intends to allow activity chairs to directly post to the site.
Garre Krayenhof questioned the process of the email query concerning the By Law change and the subsequent changes that were made and whether it was an emergency. President Lancette stated that the language in the By Laws uses the term urgent. The Board felt that there was urgency and the alteration of the By Law was appropriate.
There was discussion of how to word the By Law change to include the intent and cover any problems. The marketing clout of being a member of OSC is tool that will allow us to attract a younger membership.
Marv P. moved to rescind the motion on Junior membership that is pending and seconded by Mark Bidwell.
Mark Bidwell proposed the following language to the ByLaws: Junior membership may be held be anyone under 18 years of old for the sole purpose of affording club discounts unless otherwise excepted by the Board of Directors. Seconded by John Tuttle. The motion was unanimously approved.
Reciprocity with other Clubs for TripsThe previous policy of trip participants needing to be members will be maintained.
Marv Patnode propose to seek advertising on our website that would allow us freedom to have more than 800 members and off set the costs of running the website. John Tuttle seconded. The motion passed unanimously.
Dave Devendorf introduced a request for a credit card to use with PayPal to ease the logistics. The question was discussed but rather than have a Club card, we will look into using the present bank accounts for the required security.
Garre Krayenhoff offered to be the keeper of the ByLaws to maintain its accuracy and integrity. President Lancette approved this offer during the term of President lancette and thanked Garre.
The meeting adjourned at 8:59:29. The next meeting will be at the Dewitt Library at 7:00 p.m. April 5, 2011.
FEB 17, 2011 OSC MARKETING COMMITTEE MEETING
Location: Marvin Patnode’s Home at 7:00 PM
Present: Jack Lancette, Diane Clark, Marian ;, Bob Wiley, Dave Devendorf, Dianne Clark, Marvin Patnode
Excused: Mark Bidwell, Donna Willis
The committee met to discuss how to integrate our commercial advertisers into our new website, and how to expand our reach to new commercial advertisers.
The meeting began with Dave Devendorf showing us how the new website could be utilized to display advertisements. These included:
a) Banner ads
b) Slide-up ads
c) Replacement of present Igroops ads
d) Placing target ads on appropriate activity pages with links to the advertiser’s websites.
e) Featured links
f) Hot Deals
After much discussion, it was decided that the best overall approach was to go slow as we unroll the potential use of the website for commercial advertising. This would allow us as an organization to flex into the sale of commercial adds and build up any club support necessary to support such an effort. Thus, the following plan was agreed on:
1) PHASE 1: Start by replacing the present Igroops ads that appear on our website with those of our present advertisers.
a. We would create the new sized ads ourselves the first year, and then ask our advertisers to provide the art work they want in subsequent years to fit the size requirements of our website.
b. Eliminating the present Igroops ad space for our own use would involve our having to spend about $50/month.
i. The committee will approach the Board at the next meeting for approval of this expenditure.
ii. The website budget money could be used to pay for the first year’s expense.
iii. Future payment for this capability would be offset by added advertisers and by a small extra premium we would charge all advertisers for the use of this space.
iv. Eventually extra advertising would become an income stream that more than pays for the added cost of our website.
v. Our present advertisers provide the club with an annual income stream of about $2,400.
2) PHASE 2: Embed specific ads into specific web site pages.
a. Have Biking ads imbedded specifically in the biking related website pages.
b. We would charge extra for an advertiser to do this since it would guarantee exposure to individuals interested in Biking.
c. This would involve selling our existing advertisers and approaching new advertisers. See “selling of Website ads” below.
3) PHASE 3: Down the road enhance our offerings with:
a. the use of “mouse-over” type ads
b. Use of teaser ads with link to bigger ads would be another strategy
c. The above to be done as we develop a strategy for selling and pricing.
4) Selling of Website Ads:
a. Develop a selling and pricing strategy to match the capabilities built into the Igroops software.
b. Use our website statistical history to enhance website ad sales.
i. For example, from our built-in analysis capability, between Feb 17th and Feb 28th, we have had some 3,500 hits on our website – with the greatest proportion coming from guests.
ii. The statistical use of our website could also be enhanced and tailored for our sales effort by the use of Google Analysis software.
c. Selling responsibility would not rest in a single club individual – rather it would be shared by all members of the Marketing Committee.
Marketing Committee Chairman
Onondaga Ski ClubMeeting Minutes1 February 2011
Present: Jack Lancette, Marv Patnode, Diane Clark, John Tuttle, John Sonne, Remo Bianco, Scott Severance, Dave Devendorf, Marilyn Woyciesjes Joann Butler, Al Smith, Neville Sachs, Mary Ann Zeppetello, Bob Wiley,
Excused: Arley Morey, Leo Naylor, Marian LaPierre
Minutes The meeting started at 7:10:14 PM The minutes were approved as corrected..
Treasurer ReportJohn Tuttle reported that the backup files were corrupted and may have to re enter a good deal of data. There was a brief discussion on insurance for environmental spills and if we were covered for that liability. Jack Lancette asked Ken Robbins to review that concern and report at the next meeting.
MembershipThe membership total is tracking at the same rate as last year. Bob Wiley stated that there has been more inquiries about memberships for members younger than the Junior membership level.
Lodge ReportThe January Lodge Bed night report is attached. The oil tank was repaired after Neville sachs discovered the potential for a serious leak. There is also a report of some roof leakage possibly due to ice jam.
Marketing CommitteeMarv Patnode reported that the new website is close to going live.
Nominating committeThe slate is as follows:
1 st VP Leo Naylor Treasurer John Tuttle Corr Sec Pat Ray Toll BOD Remo Bianco Mark Bidwell Carol Knowles Steve Knowles Dawn Penniman John Baker Caitlin Devendorf
according to Nominating Co Chairs Joann Butler and Marian LaPierre
TripsLeo said he is searching for a parking location for the Tremblant trip people. Members of the Board suggested Tops on Rte 11.
Leo has set up all the logistics for a day long Gore trip. All he needs to know is what the date would be.
Marilyn Woyciesjes reported that the Garnet Hill trip went very well. Dave Devendorf moved to have a 2012 GH trip. Seconded by Diane Clark. The motion passed unanimously.
The Big Sky trip has one opening for a male due to an accident.
Trip committee meeting will be February 18 at Jack Lancette’s house.
Website CommitteeDave reported that thing are moving smoothly. He even enrolled two new members through PayPal electronically via the website.
Proposal to lower the age for Jr MembershipThe committee did meet to discuss this issue. Bob summarized things from his perspective proposing we have a simple Jr Membership for all ages less than 18. This will fit in with the efforts of the Marketing Committee and be an incentive to join for families.
Bob Wiley made the following motion:
Junior membership shall be held by a person who has not reached eighteen years of age. A junior member joining the Onondaga Ski Club must be sponsored by a parent, grandparent or legal guardian who is a club member. Junior members may be restricted due to age.
Seconded by Remo Bianco. There was some discussion about the restrictions because of age.
The motion passed unanimously.
OSC Treasurer Qualifications (TQE)John Sonne presented a short document that would describe the minimum qualification expectation for Treasurer candidates.
Serving as a Treasurer for another organization or be knowledgeable of financial management Filing appropriate federal tax forms Knowledge of balance sheets and profit and loss reports
Computer experience Familiarity with Quicken or Quickbooks Owning a computer or having expertise in computer use
Conclusion:The nominating Committee will use the TQE in recruiting candidates for Treasurer
New Jersey Ski Council stickersThe problem of the dates listed on the stickers was discussed because some agencies will look at the date and potentially void the benefit. Marv suggested that the discusion be referred to and be settled by a committee. Presently the stickers are attached to the membership card and mailed to the members.
Promotion of Adopt a waterwayRemo is pursuing Canal waterway and adopt a waterway efforts. He wanted the Club to be aware of this and that it may result in some promotion for the club.
The meeting adjourned at 8:21:29. The next meeting will be at the the home of Marian LaPierre at 7:00 p.m. March 1, 2011.
Respectfully submitted,John E. Sonne, Secretary
Actual Beds Occupied
Potential Bed Occupied
Monthly Membership Report, February 2011Onondaga Ski Club
January Data February Data
2009 2010 2011 2009 2010 2011
Total Members 519 558 570 584 608 613
New Members -- 140 124 -- 159 146
Junior 9 10 17 13 13 22
Out of State 65 45 57 84 59 64
Out of Area Code -- 95 105 -- -- 121
Paper Boomer 50 42 49 50 -- 51
Non renewals 168 208 214 153 -- 196
Bob Wiley 1/29/11
Onondaga Ski ClubMeeting Minutes4 January 2011
Present: Jack Lancette, Leo Naylor, Marv Patnode, Diane Clark, John Tuttle, Arley Morey, John Sonne, Art Toll, Remo Bianco, Scott Severance, Dave Devendorf, Marilyn Woyciesjes Joann Butler, Al Smith, Marian LaPierre, Bob Wiley
Excused: Neville Sachs, Mary Ann Zeppetello
Minutes The minutes were approved as corrected. The meeting started at 7:09:14 PM.
Treasurer ReportJohn Tuttle reported the bank balances verbally. John will have the P&L reports for this month sent via email within the week.
MembershipThe membership total is 570 and is tracking at the same rate as last year. There are 214 non renewals thus far.
Lodge ReportDecember had 96 bed nights which was twice the previous year. It was felt that the early snow helped the numbers and some were new participants. The Killington tickets are being sold in greater numbers than Sugarbush.
Some plumbing repairs were made on the first floor bathrooms.
Marketing CommitteeMarv Patnode and Dave Devendorf will meet soon to firm up website release date.
TripsLeo plans another Trip Committee meeting on Tuesday Jan 18th at 7 PM . Recruiting trip leaders will be a priority. Joann Butler suggested a Seminar format.
A Gore trip is still in the works but there is no snow yet at Gore. Late February and early March will be considered.
Website CommitteeDave anticipates going live with the new website at the end of January. A presentation will be made at the General Meeting in January.
By LawsThe By laws changes will be printed and available for The January General Meeting since there will be a vote at this meeting. Garre Krayenhof will run this part of the meeting.
Presentation by Past President Jim Skvorak for a Clinic at Toggenberg or Song to analyze their skiing as a One on One evaluation using video for 90 minutes. The participants would be asked to make a $30 donation to the Deaf Skiers Scholarship Fund.
Marv Patnode moved to have the presentation to the membership at the General Meeting in January, seconded by Arley Morey. The motion passed unanimously.
Proposal to lower the age for Jr membersDiane Clark suggested that it might be advantageous to lower the age so that families can take advantage of reduced lift tickets at the ski hills. This will be a future task as it will require a By Laws change. Bob Wiley suggested the age to be lowered to 5 years. Marv suggested that Bob investigate the details. Scott Severance, Marv Patnode, Diane Clark and Leo Naylor offered to participate.
The meeting adjourned at 8:07:30.
The Next meeting will be at the Dewitt Community Library at 7:00 p.m. Feb 1, 2011.
Respectfully submitted,John E. Sonne
Onondaga Ski ClubMeeting Minutes7 December 2010
Present: Jack Lancette, Leo Naylor, Marv Patnode, Diane Clark, Mary Ann Zeppetello, John Tuttle, Arley Morey, John Sonne, Art Toll, Remo Bianco, Scott Severance, Dave Devendorf, Marilyn Woyciesjes
Absent: Bob Wiley
Excused: Joann Butler, Al Smith, Neville Sachs,Marian LaPierre
MinutesAfter John Sonne described the correction, the minutes were approved as corrected.
Treasurer ReportJohn Tuttle reported that attempts by someone caused the password to be mixed up and John could not produce the monthly Vanguard report.
John Tuttle will change the names on the account for more easy access. Marv moved to change the names listed on the account to be Jack Lancette, John Tuttle and Mike McCabe and was seconded by Art Toll.
John does not have the P&L reports for this month.
MembershipThe membership total is 430 and is tracking at the same rate as last year. The expectation is about 650 members for the year. Thosew that haver not renewed so far will receive a reminder letter. Bob Wiley presented the letter he was sending which is attached.
There was a request by one member to have their children join to take advantage of the weekday evening OSC ski area rates. Some of this would require By Laws changes. After some discussion, the agenda resumed without resolution to this question since additional by law need to be changed.
Marv reported that the Median Age of OSC is 64 years old.
Lodge ReportNovember was a low occupancy month.
TripsTremblanrt has 25 participants and the trip is closing fast. There is also the possibility that Birnie Bus will have a bus available for Gore for a Wednesday day trip.
Garnet Hill may have a single male opening.
Mark Bidwell suggested that an email be sent out to inform the general membership of trip openings when a full trip has a cancellation. The Board concurred with this policy.
Marketing CommitteeThere has been no activity in this committee
Website CommitteeChair Dave Devendorf reported on the progress.
Christa did the proof reading of the entire site. Dave has made amny changes for compatibility with different browsers. A few details remain but Dave is hoopeful of going live shortly after the January Meeting.
By LawsCopies of the bylaws changes will be made available via email to inform the general membership.
New BusinessA request by Zoe Kinney for donations - money and equipment, to the Nottingham Ski Club ESL program was introduced by President Lancette.
The pros and cons of this request and how we might help in this endeavor were discussed including ski equipment and clothes. John Tuttle stated that the need was primarily for financial help. With no concensus, John Sonne moved yo table the discussion. It was seconed by Mark Bidwell and passed 9 to 3.
Mark Bidwell moved that Zoe Kinney come to meeting and briefly speak to the membership= and was seconded by Marv Patnode. The motion passed withone nay.
December meeting schedule Jack asked when the meal should be served in conjunction with the meeting. Mark suggested 7:30 which will allow the dinners to spread out time wise. This time was ageed on by all.
Also Jack asked the Board about a representative speaking to group form Trillium. Scott knew a bit about the group and pointed out that it had a religious bent. Jack will speak with the individual and express the Board's reservations.
The meeting adjourned at 8:14.
The Next meeting will be at the Dewitt Community Library at 7:00 p.m. January 4, 2011.
Respectfully submitted, John E. Sonne
2 November 2010
Present: Jack Lancette, Leo Naylor, Marv Patnode, Bob Wiley, Joann Butler, Al Smith, John Tuttle, Arley Morey, John Sonne, Art Toll, Marian LaPierre, Remo Bianco, Scott Severance, Neville Sachs, Dave Devendorf, Marilyn Woyciesjes
Guests: Ken Robbins, Garre Krayenhof
Excused: Diane Clark, Mary Ann Zeppetello,
Approved as corrected
The financial reports were presented by John Tuttle. The P&L was reviewed with the trips removed from the report.
Arley Morey asked John Tuttle about the array of funds that we have in the Vanguard account and whether this was an appropriate set of investments. John thinks it is a good array with a 50:50 ratio of bonds and stocks . Arley asked John to give a summary in the future.
The membership total is 346 with 370 non renewals.
During the work weekend the women's dorm was redone, Room 1 was repainted and shelves added to the Men's dorm. The trash can enclosure was rebuilt . Jack asked about the hot water pump. Ken is concerned about some weeping. When Jack asked about a contingency plan in the case of failure, Neville suggested replacing the anode to slow the corrosion.
The lodge occupancy data with a graph was supplied by Marv. The tickets for the skiing are available with the prices posted on the website.
Leo will look into Wednesdays at Gore (Coke promotion ticket is $38). Garnet Hill Committee may do some alterations to accommodate the waiting list.
Bob Wiley proposed a new social interactive website. The proposal as listed below was seconded by JoAnn Butler.
It is proposed that (1) the OSC Board approve the development of the new social interactive website, and that the existing website be replaced by the new interactive website. (2) That the new website contain all of the key information that is available on the existing web site plus enable the Club to conduct business with its members over the internet. (3) That the new website also provide the ability for members to interact with each other through the new web-site's social networking capability. (4) That the Website Committee develop a plan and schedule for implementation. (5) That the new website go live with the domain name HYPERLINK "http://www.onondagaskiclub.org" www.onondagaskiclub.org (6) That upon going live the existing domain www.osc-ski.org) be redirected to the new website until the lease expires.
During discussion, Mark suggested onski.org as a domain name but it is already in use as a .com. Neville thanked Arley for all his input in providing valuable concerns in pursuing a new website.
There was a unanimous vote in favor of the motion.
Dave Devendorf stated that he has a plan to have the committee correctly stage the 'roll out' for the new website. JoAnn Butler suggested a presentation at a meeting. Arley pointed out that the busiest time is approaching so that deserves some concern.
JoAnn Butler pointed out that there will be a meal at the December meeting. The concern is that a significant numbers of non renewed people will attend and how do we account for that. Additional discussion brought up the likelihood of an insignificant number of increased attendees and it was not worth worrying about. We will need to advertise the larger food availability. Further details will be done by JoAnn.
Marv Patnode reported that we increased the data capacity for MadMimi to 1000 members.
Garre Krayenhof presented By Law changes. In order to use the on line membership renewal, the By Laws must be altered. Garre listed the Article II and Article VI proposed changes.
ARTICLE II - DUES
Sec. 1 TERM of MEMBERSHIP - The term of membership shall be twelve (12) months extending from the date a person’s application is originally approved. Each renewal shall be for an additional twelve (12) months.
Sec. 2 DUE DATE – The annual dues for membership shall be payable by the end of the twelfth month of the aforementioned term. Any member whose annual dues are not paid by that date shall be dropped automatically from the membership roll.
A billing notice for annual dues for the following year shall be sent to each person whose membership is about to expire.
Sec. 3 AMOUNTS – Annual dues will be recommended by the Board of Directors and approved by a majority vote of the members present at the Annual Meeting or a Special Meeting called for that purpose.
Sec. 4 NON-PRORATION OF DUES – The annual dues for any new member or for any former member dropped from the membership roll for non-payment of dues shall not be reduced or increased in consideration of the date he or she becomes a member.
Sec. 5 INITIATION FEE – There shall be a one-time initiation fee for each new adult member in the amount of $5.00.
ARTICLE VI – PROCEDURE
Sec. 1 GOVERNANCE – All matters of procedure not specifically covered by the Charter or By-Laws shall be determined by Robert’s Rules of Order.
Sec. 2 FISCAL YEAR – The fiscal year of the Club shall extend from May 1 to April 30 of the succeeding year.
Sec. 3 PUBLICATION(s) – The “Schuss Boomer”, in various forms, shall be the official publication of the Club. These forms shall include, but not be limited to, printed and mailed or hand delivered; incorporated into the Club web site; and/or e-mail. It shall be the responsibility of each member to keep their contact information up to date with the Membership Committee.
Mark dislikes the rolling membership enrollment date. He suggested that the membership dues be $25 with an on time renewal discount of $5.00. To change the dues requires only a majority of those present at the annual meeting to change the dues. Discussion ensued on the definition on the membership period rolling or for a defined start date for all. The automated system will give a reminder a defined interval prior to the renewal date for a member.
A motion was made to accept the proposals made by Garre by Remo Bianco and seconded by Al Smith. The motion passed unanimously. The correct notices will be put in December Boomer and voted on at the January meeting.
Diane Emmick asked about maintaining an inventory. There was no understanding of the details. Jack will approach Diane with a proposal to the Board . Neville requested that she make at least an annual report on the program.
New Members Program
Lately the effort to approach and greet people has slipped. In the past, the first VP was in charge of that effort;. Leo Naylor volunteered to chair that and numerous board members volunteered to also participate.
Ken Robbins asked about a ID and password for access to the NJ Ski Council deals that are listed.
Meeting Adjourned at 8:25.
The Next meeting will be at the Dewitt Community Library at 7:00 p.m. December 7, 2010.
John E. Sonne
5 October 2010
Present: Jack Lancette, Leo Naylor, Marv Patnode, Bob Wiley, Joann Butler, Al Smith, John Tuttle, Arley Morey, John Sonne, Art Toll, Marian LaPierre, Remo Bianco, Marilyn Woyciesjes, Scott Severance, Diane Clark, Neville Sachs, Dave Devendorf
Guests: Ken Robbins, Jan Carr
Excused: Mary Ann Zeppetello,
The financial reports were presented by John Tuttle. The P&L was reviewed. We are ahead with the utilities and have more income than expenses with the trips taken out of the report.
With the new banking regulations, John arranged for us not to sign up to have bad checks covered by the bank in case of inusfficient funds.
The membership total is 698 with 457 non renewals. New members were solicited at the Ski Show and Leo Naylor made an introduction of the club at a Rochester Ski Show.
Work weekend is Oct 23 and 24. Kenny Robbins will look for another couple for the Lodge Committee since the Marrones did not renew their membership. Seven Committee members and also seven volunteers will participate at the weekend. There are opportunites for additional new individuals to join for the weekend.
Bike weekend participation was less than expected. Marv questioned if it was advertised and fully staffed. Ken stated that there was adequate participation well before the actual weekend.
Marv Patnode reported that he is waiting for the reaction and response to the presentation from Dave Devendorf because it is an integral part of the Marketing Committee.
The Marketing Committee is Looking to branding the OSC presence and develop strategies to grow the membership particularly with a younger demographic.
Dave Devendorf stated that this meeting's presentation was a continuation of the presentation from last year. The present site has served us well but there is a different level of use for the website. We want to bring a higher level of interactivity, appeal to the younger mebers in a way that they use and find more appealing and automate the functions of the club to reduce the work load a we grow. In addition, it is valuable to allow members to collaborate to arrange trips and activities and allow purchase of OSC merchandise on line.
Dave then showed the potential new website using the iGroops software showcasing many of the features from articles and forums to Schussboomer viewing, Lodge reservations and many other features.
There was discussion about the need for addresses on the website. Presently, the forms do not capture the addresses for the Club. Non computer users can be enterd into the website database or could be handled separatey in another member database. Dave presented the idea of online trip signing up and the advantages of this feature. The security in ordering lift tickets was discussed.
The timeline for becoming operational is one month according to Dave. Neville posed the question about transition from the old site. Arley questioned ithe timeing. Neville suggested a 30 day trial by the Board to see if they can beta test it to see if it wil work smoothly.
Remo asked about whether there will be a membership list as he enjoys this feature. This does exist on the new website but is available to members only.
A Motion made to proceed with the intersctive website by John Tuttle seconded and by Remo Bianco. John Tuttle stated that interactive website appears to be the way we want to proceed after a testing for a month trial by the Board. After some discussion, John withdrew his original motion.
John Tuttle made a second motion that we proceed with the website with goal of bringing the site on line at a time to be determined at the next Board meeting, Seconded by Remo Bianco. The motion was approved unanimously.
Neville Sachs reported that Adopt a Highway had 11 particpants for the October 2010 clean up.
The donation to the Library of an additional $50 motion witdrawn. The question was posed whether this location would be used forever.
Dave Devendorf pointed out that Mad MIMI can send out photos but they must be small.
Diane Emmick has requested a $300 allocation to purchase items in advance for sales to the Club. John Tuttle moved to approve the allocation and was seconded by Dave Devendorf. John Tuttle request that an inventory be maintained by Diane for financial purposes. The motion passed unanimously.
Neville requested the special night skiing be arranged and posted on the Calendar. It is already posted along with the details.
Arley spoke about Kurt Weaver that has a pass to lab that wants to sell. He is not a member so the matter was dropped.
Should General Meetings be shortened? Marv Patnode suggested having the speakers all lined up so that the transition to each speaker would be quicker. Dave said some topics like fully booked trips need not be presented.
Meeting Adjourned at 8:41.
The Next meeting will be at the Dewitt Community Library at 7:00 pm November 9, 2010.
SEPTEMBER 7, 2010
PRESENT: Remo Bianco, Mark Bidwell, Joann Butler, Diane Clark, Dave Devendorf, Marian LaPierre, Arley Morey, Marv Patnode, Scott Severance, Al Smith, John Tuttle, Bob Wiley, Marilyn Woyciesjes, MaryAnn Zeppetello. Guest: Ken Robbins. Excused: Neville Sachs, John Sonne, Art Toll.
President Jack Lancette noted that we have the required quorum and called the meeting to order at 7:15pm at the DeWitt Community Library Friends Room. Joann Butler made a motion to accept the August Board minutes as posted on our website. Dave Devendorf seconded . Motion approved. Communications received and disbursed.
FINANCE: Treasurer John Tuttle e-mailed financial report to board members. We are about $700 ahead of last year at this time. We paid Richard Eaton, Lodge caretaker, twice this month because he was not paid last Fall. Awaiting Janice Farrelly’s contract for Fall Fling at Traditions.
LODGE, Ken Robbins, Allan Smith: Attendance YTD slightly above last year’s. Work weekend at Lodge scheduled for ____, September Bike weekend____ and Columbus Day weekend Oct 9,10 &11. Ken has checked broadband but not available yet at Lodge. Caretaker Eaton has dish service. Lodge phone number under Tom Button’s namesince it is cheaper under an individual’s name.
MARKETING, Marv Patnode: Marv has stickers for brochures indicating Barbagallo’s as our meeting place. Jack will take lead setting up volunteers to man OSC booth at the upcoming Ski Sale at PEPSI Bldg. at State Fairgrounds. Arley volunteered to assist. Marv wants to raise awareness of the OSC name. Mark suggested the volunteers wear our Neon Green armbands. Remo noted that the Ski Company is holding a ski sale at Labrador.
TRIPS, Leo Naylor: Leo reported Tremblant trip set to go March 11-14, $460, bus, accommodations, lift tickets, breakfast, hot tub and Party (ies?). Marv moved to approve Leo’s trip, Arley seconded, board approved. Big Sky, Montana trip full and taking waiting list. Scott’s Aosta Itala trip has two paid to date. September 30 is deadline. Scott will advertise at OSC general meeting and Sept. 17-19 Ski Show.
MEMBERSHIP, Bob Wiley: Bob e-mailed membership report to board. Club has 671 members, 19 new, 33 renewals to date. He distributed new club business cards to the board.
OSC BOARD MINUTES, SEPT. 7, 2010 (2)
EVENTS: Covewood is this weekend. Kay & Ken Kotwas leading Kingston biking trip Sept. 10. Fall Fling & Road Rally scheduled for October 17. Bike wrap-up party at Spaghetti Warehouse Sept. 28. Adopt-a-Highway cleanup scheduled for October 2 and Neville needs volunteers.
Debbie Beaumont is our new club e-mail person. We thank Nina for her past leadership in this role.
Barbagallo’s is confirmed as out new general meeting place. We’ll be meeting in their Diamond Room. Parking is at the rear of the building. Tammy is our contact and she is looking forward to feedback from us. Allan Smith volunteered to redirect people who may go to the Ramada in error for the Sept. general meeting.
Liftopia coupons: Arley advised that a $5 discount gift card is available to our club membership as a club sponsorship. You purchase your lift tickets on line and print out the ticket from the e-mail they send, complete with instructions. Ticket is good for one day only, both adults & kids, rentals, food & beverages, discounts vary. John Tuttle has used them for years out West and has found great discounts. Arley thinks this might help keep people in the club rather than losing 150 members a year. There is no charge to us for the gift cards and Arley can post it on OSC website. Joh says it is mostly mid-week rates. Marv moved we approve the Liftopia cards to incentivize renewals & new members on a first come-first served basis.
Library donation: Marian suggested we make a $50 donation to the Library for the use of the Friends of the Library meeting room for the next six months. We have made a $50 donation earlier in the year. John suggested we table the recommendation until we research what our previous donation represents. Agreed.
There being no further business, meeting was adjourned at 8:20pm
October 5 Board meeting will be at 7pm in the Friends of the DeWitt Library Room’
Scott Severance, Acting Recording Secretary
3 August 2010
Present: Jack Lancette, Leo Naylor, Marv Patnode, Bob Wiley, Joann Butler, Al Smith, John Tuttle, Arley Morey, John Sonne, Mary Ann Zeppetello, Marian LaPierre, Mark Bidwell
Guests: Ken Robbins
Excused: Remo Bianco, Marilyn Woyciesjes, Scott Severance, Diane Clark, Neville Sachs
The financial reports were presented by John Tuttle. The reports were unanimously approved.
Insurance coverage is for $330.000 but the validity of that value was questioned. It was suggested by Arley Morey that we have an appraisal so that we know the correct figure for the insurance value. John Tuttle will make the call to find out how the insurance company arrived at the $330,000. Ken Robbins will be contacted by John to follow up.
The P&L was reviewed. We are ahead with the utilities and have more income than expenses with the trips taken out of the report.
The membership total is 662 with 10 renewals so far. With the dissolution of the Ski Hawks, the dual membership category will be removed.
Lodge rooms showed more utilization as compared to last year. We were up 117% over last year at this time.
The door lock was replaced.
Lodge Sub Committee
Art Toll reported that the discounted lift tickets is the one area he will be following up on but they are not available as of this date.
Marv Patnode has met with some chapters of the Gold Wing motor-cycling group. They expressed interest but the contact this year is too late to have an impact on potential use.
The committee met and have planned for informing the membership of new meeting venue address. A marketing plan was developed too ( see attached report) Short term approach is to reach out to 40 + age group and the long term effort will be for the 20-40 year olds.
Mark Bidwell expressed the observation that there is a tremendous set of resources that could provide expertise and advice for people new to the sport.
Leo is working on the Tremblant trip time but it is too early to pinpoint dates. Big Sky and the Italy trip are running smoothly.
Barbagallo's was contacted by Diane Clark with a written agreement.
Interactive Internet website
Dave reminded us that he had made a suggestion of a working group to resolve the way to proceed for the handling of any changes to our website presence. The Club has to decide where we will be in a few years and the website may be essential in meeting that growth of the Club. Dave will convene the committee consisting of Marv Patnode, Arley Morey, Jack Lancette, Bob Wiley, John Sonne and Diane Clark.
Bob Wiley brought up, on behalf of Jan Carr, the continuing problem with timely changes to events. Mark Bidwell suggested that when there is a last minute change to Nina, that Jack be notified simultaneously to follow up on the posting.
Jack did speak to Nina with the concerns from the last meeting. Jack stated that Nina did understand the desires of the Board.
There was expression of interest in using the 'MeetUp' concept. Bob Wiley will help us become knowledgeable with this concept.
Discussion of some plans for the September meeting at Barbagallo's. The will be no program other than the traditional Mountains and initial skiing programs.
Meeting Adjourned at 8:15l
The Next meeting will be at the Dewitt Community Library at 7:00 pm September 7, 2010.
MARKETING COMMITTEE REPORT – AUG 2010 BOARD MEETING
The Marketing Committee has been active during the month of July both in terms of reaching out to groups to book the Lodge during summer months, and in having our first meeting. In our first meeting we created a strategy to notify the membership of the new club monthly meeting site, and also shaped the basis of a club marketing plan.
NEW MEETING SITE: The committee has put a plan in place to notify our membership of the club’s new monthly meeting site that involves club email, Boomer, club calendar, club website, vendor notification, and mailings to paper Boomer recipients. The plan is presently being executed.
PROMOTION OF GROUP USE OF THE LODGE: Leo Naylor and Marvin Patnode met with one chapter of the Gold Wing Motorcycle Club at the Euclid restaurant on July 14th and presented the advantages of utilizing our Lodge during the summer to some 28 individuals. Marvin Patnode also met with two other chapters of the Gold Wing Motorcycle Club at the Viena Hotel on July 22nd and made a similar presentation to some 38 individuals.
Those in attendance at both meetings expressed interest in possibly using the OSC Lodge as a stop-over or as a base of operation when their group planned a tour in Vermont. Such a tour might not take place until this Fall or perhaps next year.
Leo and I have one more chapter to present to, and will continue to follow up with these 4 chapters as time goes by.
MARKETING PLAN: Committee agreed that Marketing was the process of bringing together what OSC had to offer (product or service) with individuals or groups that have need for such products and services.
WHAT DOES OSC HAVE TO OFFER? After much discussion we arrived at two basic ITEMS that OSC has to offer – Social Groups and Financial Benefits:
Social group sharing in events and activities: This represents some 150 to 200 of our 670 members. People looking for other people to share activities with and create personal bonds of friendship. People in this category consider OSC to be all or a great part of their social life. It should be noted that this group of people attend club meetings and provide the resources for future club leadership for the club as we are presently structured. An IMPORTANT FACT is that people below 40 and much more so below 30 do not join the traditional group structure that forms the present basis of the OSC organization. The younger people do join groups, however, these groups are not formed in the traditional sense older people are accustomed to. Instead, they join groups centered on the internet and the communications software available to them – Blogs, Facebook, etc. Meet-up is a typical example of this process in action.
Financial benefits of being an OSC member: This represents some 450 - to 500 of our members. People who join OSC for the financial benefits they can enjoy from being a member. It should be noted that this group of individuals represents the largest portion of the OSC membership base, and provides the largest part of the club’s financial support through membership dues and Lodge bookings. These individuals are not likely to attend monthly club meetings or participate in any large manner in the club’s social or event type activities. They have their own social groups and are members simply because of the financial benefits they enjoy. These club benefits include:
inexpensive lodging at our Vermont Lodge
discounted ski lift tickets at Sugarbush and other non-local mountains
discounted lift tickets at local mountains - Lab, Tog, and Song
ability to purchase ski cards at Stowe Mountain, and possibly other mountains
discounts at local equipment vendors (Bikery, etc.); etc.
DEMOGRAPHICS OF PEOPLE THAT NEED THESE SERVICES? People who utilize the OSC benefits of social grouping and financial incentives can be grouped into the following demographics:
Social Group Sharing: People needing this aspect of OSC are essentially the 40 and older aged individuals or couples and empty nesters. These people tend to share the traditional sense of joining groups for social interaction.
Financial Benefits: People needing this aspect of OSC include the 40 and older individuals, however, this area represents the greatest potential for expanding our membership into the 20 to 40 year old people that include young single or married professionals, working mothers, etc. They will join OSC if they find it financially beneficial. Also it is more than likely they will not participate in our monthly meetings, and not participate in group activities made up of older individuals And, if we provide them with the appropriate communications tools, they may meet in younger groups under the banner of OSC.
MARKETING PLAN: We agreed that we needed to focus on both a short term plan and on a long term plan. The short term plan included branding - expanding the recognition of OSC in central NY; and on soliciting members from the 40+ age group.
The long term plan would focus on reaching out to those under 40 since they represent the future of the club both in terms of numbers and future leadership. After all, the 20 and 30 year olds of today will be the 40+ year olds of the future, and OSC needs to be aligned with the way they communicate and form groups.
Respectfully Submitted Marvin Patnode OSC Marketing Committee Chair Aug 2, 2010
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Onondaga Ski Club
6 July 2010
Present: Diane Clark, Jack Lancette, Leo Naylor, Marv Patnode, Bob Wiley, Joann Butler, Scott Severance, Al Smith, Marilyn Woyciesjes, John Tuttle, Arley Morey, John Sonne, Mark Bidwell, Mary Ann Zeppetello, Marian LaPierre, Remo Bianco
Guests: Jan Carr, Ken Robbins, Gary Woolschlager
The financial reports were presented by John Tuttle. The reports were unanimously approved.
Investment subcommittee did meet to discuss a long range plan. A formal report will follow. The motion was moved and seconded and approved.
Bob Wiley proposed eliminating the $5.00 surcharge for new members. He moved this and Marv Patnode seconded.
JohnTuttle voiced reluctance to change the fee because he didn't wan to give up revenue. He suggested delaying this idea until we look at any potential increase in dues. Disc ensued. The motion was defeated 8 to 6.
Lodge rooms were 33 compared with 26 for last year.
New oil contract specifies $2.99 a gallon for the budget plan price for about 1700 gallons. We budgeted for a higher cost and a larger volume.
Leo Naylor reported on trips. Initial feelers for the ski trip to Italy in January resulted in 11 people expressing interest. There were people in GE Ski Club that are also interested. Leo asked the Club to sponsor the trip so we could proceed. Moved by John Tuttle and seconded by Marilyn Woyciesjes. Passed with no nay votes
Diane Clark reported that here are 23 participants so far for the Big Sky trip.
Jan Carr wanted to report that she will lead a day trip to Bristol Mountain. Covewood is running in the Fall and there will be a Garnet Hill trip too.
General Meeting venue
The committee searching for a new monthly meeting location for the full membership presented their report. Barbagallo's was researched as a venue. The fee will be $300 per month with food. This facility has alcoholic and non alcoholic drinks available and food in a newly redecorated room. Gary Woolschlager reported on food the various choices. The Christmas time December meeting would command a fee of $1000.
Remo Bianco suggested that we send a memo of understanding of the terms of the rental. Diane Clark will draft that memo. A motion was made to approve the findings of the committee by Mark Bidwell and seconded by Arley Morey. Passed unanimously.
Marv Patnode brought up the need to advertise and inform the membership for the new venue. Marv will propose to Marketing Committee to that committee to take on the responsibility. The motion passed unanimously.
Jan Carr voiced 2 concerns lack of being able to make a timely notices and allow for spontaneity. The long format is a bit unwieldy.
Remo Bianco felt he would like to advertise kayaking at the last minute.
Discussion ensued about how to correct this. Marv Patnode expressed the expectation that the new website will allow for a blog like ability to post trips and parties when they organizer wants. The present website, according to Arley Morey, will have a database that will send out the approriate newsletter email to those that have signed up for that activity. Scott suggested using we use meetup.com as a means to inform the membership since it is set up for this.
Marv Patnode suggested that those that run the events should be the announcers of the events where in the future but the present form of the e-Newsletter will not work.
President Jack Lancette proposed to use the present email OSC Happenings but modify its structure. Bob Wiley suggested contacting Nina since she indicated she could change content 3 times a week. Jack will talk to Nina about the suggested changes and instruct her that we don't have to advertise all the events in each issue. If there are any problems then Jan will do the work. This will be a transition program until a more comprehensive program is implemented.
Interactive Internet website
Arley Morey reported that he had found a secure web server in Colorado with good technical service. With this secure server service, we have the capability to build a database. This service could have an endless number of capabilities but involves Arley and his daughter to design and run the service.
At the same time Marv explained that the system Dave Devendorf proposed with a lot of functionality is an investigation into defining a more extensive and useful functionality that matches the club’s future communications and growth needs while reducing the work load of key club functions (Membership, Treasurer, Lodge Bookings, etc). Arley expressed that the larger server and potential new programming of our present system could possibly achieve this functionality.
The consensus was that our final direction on this issue will be established by a work group made up of Bob Wiley, John Sonne, Marv Patnode, Arley Morey, Dave Devendorf, Dianne and/or Dave Clark and Jack Lancette. The work group will define the club’s future website functionality needs, and look into the possible use of our existing website or the use of the new IGroups site, and then present it’s recommendations to the board.
Meeting Adjourned at 8:40.
The Next meeting will be at the Dewitt Community Library at 7:00 pm on August 3, 2010.
John E. Sonne
Onondaga Ski Club
1 June 2010
Present: Neville Sachs, Diane Clark, Jack Lancette, Leo Naylor, Dave Devendorf, Marv Patnode, Bob Wiley, Art Toll, Joann Butler, Scott Severance, Al Smith, Marilyn Woyciesjes, John Tuttle, Arley Morey, John Sonne, Mark Bidwell, Remo Bianco
Guests: Janice Farrelly, Ken Robbins, Peg Hotaling
Excused: Mary Ann Zeppetello, Marian LaPierre
President Lancette proposed the appointment of Mark Bidwell and Arley Morey as new Board Members, each for a one year term. There was unanimous approval by the Board.
The financial reports were presented by John Tuttle. The reports were unanimously approved.
The present number is 657 with one renewal thus far. Next month, Bob Wiley will present the idea of eliminating the $5.00 initiation fee along the with the financial impact data.
Lodge rooms were 22 compared with 26 for last year.
Ken Robbins presented a 5 Year Capital Spending Plan. The Plan is attached.
Some suggestions were made about boiler life expectancy and assigning present values to allow for the eventual replacement costs.
Lodge Sub Committee
Art Toll presented an extensive list of resources for many activities available in the vicinity of the Lodge. The resource is a website that incorporates many outdoor activities and events. The consensus was to provide link to that website in any of our communications to the membership.
Marv Patnode presented the new Marketing color tri-fold handout which contains a membership form. Each copy costs $.60.
Leo presented the results of the recent trip committee meeting.
1. Italian ski trip - all inclusive $2500 plus ski rentals.
The dates and details are not firm at this time.
2. Big Sky Montana - Janice Farrelly and Peg Hotaling presented the details for a potential Western trip to Big Sky. The potential date left is February 12-19, 2011. Discussion developed about the financial risk and this being a Club sanctioned trip.
John Tuttle moved to have a Club sponsored trip to Big Sky Montana, seconded by Marilyn Woyciesjes. Discussion involved the pros and cons. Janice will obtain the minimum financial risk figure and the dates for cancellation. The motion passed with 4 opposed
Neville suggested that,in the future, the Trip Committee or a trip leader present in written form a summary of the proposed trip when presenting the facts on the trip.
General Meeting venue
The committee searching for a new monthly meeting location for the full membership is still investigating locations. The committee will present their findings at the next meeting. See the attached report.
Post Office Mailbox
Various concerns were raised as to the need for a Post Office Box. Discussion transpired with the consensus that there was a value in maintaining the PO Box despite the $120 cost per year. The President offered to make himself available for picking up the mail in addition to the Corresponding Secretary, Marian LaPierre.
Dave Devendorf presented a very comprehensive example of implementing a commercial website for membership, ordering Sugarbush tickets, searchable OSC minutes plus many other features.
The member benefit portion of the website is proposed as a member only access website and it would use PayPal or a credit card for on line ordering and membership dues. There is also a general portion of the website open to the public and enticing visitors to join OSC. Due to time constraints, the presentation was not completed.
The Next meeting will be at the Dewitt Community Library at 7:00 pm on July 6, 2011.
John E. Sonne
We had 7 new memberships and 1 renewal in May for a total of 658
4 May 2010
Present: Neville Sachs, Diane Clark, Jack Lancette, Marion LaPierre, Leo Naylor, Dave Devendorf, Marv Patnode, Ken Robbins, Joann Butler, Bob Wiley, Art Toll, Scott Severance, Al Smith, Mailyn Woyciesjes and Mary Ann Zapatello
President Lancette made his opening remarks and welcomed the new and past Board members. Due to an opening in the Board Leo Naylor was sugggested as a First VP.
Marv Patnode moved to approve Leo Naylor as first VP; seconded by Joann Butler. The motion was approved.
This leaves an opening for another Board member. Don Goulet, Chris Anderson, Tim Hanna and Lauren Laley were mentioned as potential choices. By laws stipulate membership for a full year is required for candidacy so Lauren Laley does not technically qualify. The issue was not full resolved.
A suggestion was made by Secretary Sonne for Committee Heads to prepare reports ahead of time and submit them to the Secretary by email.
The present number is 650 and this represents the maximum number for the 2009-2010 year.
Attendance up was 10. For the year it was down 90. Ken summarized the improvements for the work weekend.
The Lodge capital improvement plan is still being devised by the Lodge Committee as well as the group room rate. Marv Patnode has put together suggestions for structuring a rate plan.
Art Toll has been investigating early season tickets from Sugarbush; the State of Vt was contacted for activities such as hiking, kayaking, where and what. Art will send out email notices to Board members and others when appropriate. This committee is primarily looking at the “off’ season activities.
Tom Button has indicated that he would turn the committee over if there were another person available President Lancette asked for suggestions or volunteers. Marv Patnode was suggested and he accepted the position.
Marv mentioned that there will be a time insensitive handout detailing events and facilities for the Club that can be used for marketing at ANY event.
Diane Clark is taking care of present membership plans and Art will concentrate on the new additional efforts.
Leo Naylor reported Tremblant and Mammoth mountain and Snow Mass were potential destinations suggested. Leo will hold a meeting on May 18 at 7 pm at the home of Marv Patnode to discuss further trip planning.
Mary Clay will continue as Happy Hour chairperson and cross country leader. Norm Pyzinski will continue as Night on the Town committee chair.
Marv gave a summary of the financial strategy of the club:
• the operating budget is set to keep 1.5 times the budget as reserves in cash assets only
• the lodge should not act as a drain on the club budget
• have a capital plan to plan for needed upgrades and improvements.
Treasurer Tuttle reported: We have surplus primarily due to reduction in Lodge expenses. The investment portfolio value has increased and is comprised of about 85% stocks and 15% bonds and cash.
Adopt a Highway
Neville Sachs reported that 16 people participated on April 24.
The France cycling trip is postponed to Sept 2011.
Dave Devendorf reported that PayPal is set become operational. Additional features may become available such as reservations and online database. Goal is for members to join on line by the Fall of 2010. It may also allow the centralizing of our digital info. The additional benefit of these plans will be to save the volunteers’ time.
Remo Bianco has looked at encouraging and developing a ‘paddle party’ at the Lodge to encourage Lodge use and in an ancillary effort to clean up waterways near the Lodge.
Group Rates for the Lodge
Dave Devendorf reported the committee proposals/recommendations. (See attached report)
Discussions ensued on the membership definitions and record keeping. John Tuttle expressed that it is appropriate to go through the same process as for regular members rather than having an abbreviated process for the group members. Ken Robbins asked what happens now to the applications - they go to the membership committee and are kept on file. Discussion centered on whether an application was absolutely necessary or whether the summer memberships are sufficient when they are just submitted en mass by the trip leader.
Bob Wiley expressed the desire to have a hard copy with the name and address and some indication if the fee for this summer membership.
Motion by John Sonne to accept the Group Rates proposal for the off season form May through Oct for a 1 year period with a hard copy for the Membership Chair; seconded by Scott Severance. Passed unanimously.
New Meeting Location
There was discussion for a committee to find another venue other than the Ramada Inn. Joann and Bob Wiley will be Co-Chairs for this committee.
Meeting Adjourned at 9:09.
SUMMER RATES (NON EXCLUSIVE USE OF THE LODGE):
The basic principle behind the pricing schedule is that Summer rates should be less than winter rates to encourage use of the Lodge when no one makes use of it. This is similar to what other motels and hotels do in the area. These rates should be published on the website, in the Boomer, and through our email service. We are recommending that summer rates for individuals be at $15/person/night from May 1st through October 31st (Summer).
BLOCKED LODGE CLUB EVENT TIMES:
In addition, formal scheduled events, Like 4th of July at the Lodge, September Bike Weekend, etc., would be blocked out of the calendar and carry the normal $22/person rates. The blocked out events should be scheduled well in advance and published on the website, in the Boomer, in the club calendar, and through our email service.
The summer rate should be viewed as somewhat negotiable, however, the rate of $22/night/person is not an acceptable solution for summer rates - it offers no incentive to come during the summer.
GROUP RATES (EXCLUSIVE USE OF THE LODGE):
Building on our existing group rate structure from May 1st through October 32st, groups can book the Lodge based on the rate structure below. The rate structure is based on the principal that the longer one books the lodge for exclusive use, the lower the cost per night becomes for each individual. Benefit - low cost per night for the group members, and income for the club to fill summer time when no income would normally be seen. Rates are quoted for up to 2 weeks to accomodate vacation bookings, and rates for a low as 1 night are published for pass through groups like Leo's motorcycle group, and Mike's Miata group.
No Nights Rate/Day
7 $800 (one night free)
Beyond 14 days, the rate structure repeats itself.
OSC MEMBERSHIP INCLUDED:
Included as part of the booking rate will be club membership for each group member - remembering that these people are more than likely temporary OSC members, and will not renew their membership. If any of them do renew, then that's a plus.
GROUP BOOKING FORM:
To facilitate groups, and to make the jobs of our membership chairperson and Lodge room booking person less, all that would be required for the group booking is that the group leader be a full member of OSC (in the traditional sense), sign the group form, and include the name and a contact phone number of each member of the group. The address of the group leader would obviously be required of the group leader, and our disclaimer would also be printed on the group form. Obviously, the group leader would also send a check covering the group booking along with the group booking form. The group leader can arrange individual payments to himself by individuals within the group - this will not be an OSC function.
Under this system, we do not need to place any individual in a room - the group will sort this out for themselves. The group booking form is sent by the group leader to the lodge booking person. The lodge booking person simply sends confirmation back to the group leader - not to individuals. The lodge booking person also needs to provide the group leader with a list and/or map of the rooms and their tennant capability, and lodge useage rules. This keeps it simple.
The group form (or a copy thereof) is them passed by the lodge booking person on to the membership chair for his part.
Using the group booking form, the membership chair need only enter the name and phone number of each group member into the data base, and send membership cards to the group leader. The group leader will distribute membership cards to those in the group. This keeps it simple.
Jack, this should be used as the map of the suggested process that can be adjusted with a sit down meeting with the lodge committee. The rate structure should be viewed as somewhat negotiable, however, the rate of $22/night/person is not an acceptable solution for group rates for 1 or any number of nights. Also, not acceptable is having each group individual complete an OSC membership form. This is too cumbersome to process by the individuals and by the OSC membership chair.
For your information, the group rates atart at about $15/person/night for a typical group of 20 people - that's where the $300 for 1 night comes from.
May 10, '10, 10:04 PM
Board Meeting Minutes
April 6, 2010
Present: Mark Bidwell, Dave Devendorf, Christa Foster, Scott Foster, Garre Krayenhof, Jack Lancette, Marian LaPierre, Leo Naylor, Marv Patnode, Neville Sachs, Scott Severance, Allan Smith, Art Toll, John Tuttle, Mary Ann Zeppetello, Bob Wiley, Marilyn Woyciesjes
Absent: Tom Button, Mary Clay
The April OSC board meeting was held at Marian LaPierre’s in DeWitt. President Marv Patnode called the meeting to order at 7:09 pm after determining that the required quorum was represented.
Secretary’s Report: The March board minutes were e-mailed to board members and posted on the OSC website. Scott F. made a motion to accept the minutes, Dave seconded. Motion carried.
Communications: Mail was distributed.
Bob presented a detailed report of present and previous year membership data. Current membership is 643, compared to 614 in April 2009, 546 in April 2008, etc. We have 64 out-of-state memberships, down from 84 at the same period last year. A number of the new members indicated that they joined to use the lodge.
John’s financial reports indicate that Vanguard investments stand at $42,968. Current checking account balance is $14,237, Money Market balance $21,307. We were able to go through the year without having to move money from our reserves and have currently about $7,000 income over expenses. We should end the year in very good financial shape.
The lodge occupancy report shows that bed occupancy in March was 133, down from 155 in March 2009. Total March occupancy was 15.3% of available beds. Year to date (May 2009 to March 2010) occupancy is down approximately 100 beds. The work weekend is schedule for the first weekend in May and an announcement will be made at the general meeting asking for volunteers. Leo asked if there is a DVD showcasing the lodge to present at a meeting of his bikers club.
Ken and Allan were asked again to come up with a capital spending plan that will include capital improvements and a schedule and cost of replacements. The lodge weekend will be used by the committee to come up with such a plan. It was suggested that they should be proactive rather than reactive to bring lodge to the level we’d like it to be.
Lodge Subcommittee: No outside club soliciting has been done. Art has gathered information relative to different activities offered in the Central Vermont area.
Marketing: No report.
Trips: The Mt. Tremblant trip was a great success with beautiful weather and spring conditions.
Night on the Town will be April 16, 6:30 pm, at Panera Bread, 3401 W. Genesee St, Fairmount.
Happy Hour will be April 20, 5:30 pm, at Tassone’s in Baldwinsville.
-- Club Insurance and Incorporation: At a recent meeting with a lawyer, it was recommended to find out from our accountant if the OSC has 501(c)(7) status, a tax-exempt social and recreation club. We were told that we are a 501(c)(7) organization. Since all members are part of the club, no lawsuits can be brought by members against the club. Our lodge liability insurance policy protects us from external lawsuits related to activities at the lodge. For the many types of athletic activities we sponsor, we are protected by waivers participants sign at these activities. The Erie Insurance policy we had for a number of years was taken out for protection during our ski sales and we have now cancelled that policy.
-- Club PayPal Account: Dave reported that PayPal is up and running and a notice at the club homepage will announce that it is in operation. Dave will look into the ability to have a ‘members only’ part of the website for address lists, lodge booking, ticket purchasing, etc.
-- Bulk email account: The email service through madmimi.com is also up and running. Dave is looking for a way to make address updates very simple.
-- 2010-2011 Budget Approval: The Finance Committee met to come up with a 2010-2011 tentative budget. John outlined some of the changes, i.e., an additional $1,000 is allocated for marketing; operating expenses for the lodge will probably rise in the coming months; more has to be budgeted for Boomer expenses, technology expenses, honorariums for speakers, etc. Garre made a motion to accept the proposed budget, seconded by Neville. Motion passed.
June Hydroboat Opportunity: Don Goulet contacted Marv to suggest that we participate at the Syracuse Hydrofest that features hydroboat races on Onondaga Lake, June 18-20, sponsored by the UpDowntowners. If we encourage members to volunteer at the Hydrofest, we will get a half page ad in their newsletter. Marv proposed that we as a club pursue that endeavor and he included $500 for having an ad professionally designed that can also be used for other occasions. Mark seconded the motion. Motion carried. The event will be mentioned at the general meeting, through email blasts, and in the Boomer.
MaryAnn mentioned two upcoming volunteer opportunities, both involving packaging food and other supplies for earthquake victims in Haiti. She’ll have details sent to members through the e-mail service.
Neville is looking for volunteers for the club’s spring Adopt A Highway project on April 24, 9:30 am, meeting at Burger King in Tully.
John Whalen is looking for someone to coordinate hiking outings.
Marv concluded the meeting with comments on his two years of presidency. He had an objective for the club and many good things have been accomplished and are in motion. The board and volunteers as a group have been very good to work with. He urged that the new board continue with the same spirit of openness and have a projected agenda for the future.
There being no further business to discuss, Garre moved to adjourn the meeting, seconded by Mark. Meeting adjourned at 8:40 pm. The May 4th board meeting will be held at Art Toll’s house in Radisson; the June meeting will be at the DeWitt Library in Shoppingtown.
March 2, 2010
Present: Tom Button, Mary Clay, Dave Devendorf, Christa Foster, Scott Foster, Jack Lancette, Marian LaPierre, Leo Naylor, Marv Patnode, Scott Severance, Allan Smith, Art Toll, John Tuttle, Bob Wiley, Marilyn Woyciesjes
Excused: Mark Bidwell, Garre Krayenhof, Neville Sachs
Absent: Mary Ann Zeppetello
Guests: Ken Robbins
The March OSC board meeting was again held at DeWitt Community Library. President Marv Patnode called the meeting to order at 7:02 pm after determining that the required quorum was present.
Secretary’s Report: The February board minutes were e-mailed to board members and posted on the OSC website. Scott F. made a motion to accept the minutes, Jack seconded. Motion carried.
Communications: No report.
Current active membership is 633, up 25 members over the same period in 2009. 180 of them are new members this year. Non-renewals stand at 182.
The various February financial reports were distributed via e-mail. Vanguard investments stand at $41,229. Current checking account balance is $12,424, Money Market balance $21,304. At this point, lodge revenue exceeds lodge expenses. We are in a healthy position.
The February lodge occupancy report, distributed by John via e-mail, indicated that bed occupancy in February was 134, down from 150 in February 2009. Total February occupancy is 17% of available beds vs. 19% last year. Ken was asked to develop a wish list of improvements with members of the lodge committee, such as replacing mattresses, living room couch, water heater, etc. For financial planning purposes, John would like a tentative schedule of repairs and maintenance for future years. Dave suggested we have a floor plan of the lodge on our website for members’ convenience when they make their reservations.
Art mentioned that he spoke with one person who’d like to help out in organizing group trips, one of our young members who also uses the lodge in spring and summer for fishing, etc. Art also reported on less expensive Vermont lift tickets. Motion made by Art to educate people on availability of discounted lift tickets in Vermont. Tom seconded. Discussion. Motion carried. Rental of the lodge in the non-ski season is $500 for three days, $800 for the week. Membership dues for non-members are included in these charges.
The tri-fold club brochure was not updated and Dave suggested waiting until fall to include more current information. Tom suggested printing it now so that it can be placed in bike shops, etc. He will have it designed for summer use.
Mt. Tremblant has 46 people signed up, 6 on waiting list. Mostly downhill skiers. Christa reported on a very successful Crested Butte trip.
Night on the Town will be March 4, 6:00 pm, for a prime rib dinner at Highland Forest. Reservations required.
Happy Hour will be March 22, 5:00 pm, at Colorado Mining Company.
-- Lawyer meeting for LLC, Insurance, and Treasurer Control: One of the issues discussed was insurance for the club and its officers. We are a member corporation and as such we should be a 5017C, a not for profit corporation. That would protect us from law suits. We’re waiting for information from our accountant on that before continuing with selecting the appropriate policy. Our former insurance has been dropped.
-- Discussion: Finance strategy vs. proposed dues increase: Dave mentioned that Mark made a good point at the special meeting. We had set up a strategy and should hold to it until we know what our financial situation is. If cash reserves are adequate, then why raise dues? Scott F. brought up the proposal of dropping the initiation fee. Dave suggested that if we eliminate the initiation fee, we also discontinue the free night at the lodge for new members. It is a marketing issue, whether used or not. Marv pointed out that one reason to drop the initiation fee is to simplify our booking system in preparation for online booking. Scott F. moved that we pull the two joined proposals of increasing dues and eliminating the initiation fee. John seconded. Motion passed.
-- Club PayPal account: The club now has a PayPal account. We’ll use membership to try this new system. Dave found software called “Century”, $5/month, that ties into PayPal and will set up the website so that we have a “members only” and a “public” section of the website. PayPal will be rolled out in the fall.
-- Status: Bulk email account: Sandi Patnode and Darlene Devendorf found “Mad Mimi” application that would give us an unlimited number of e-mails, keep track of bounced emails, keep sub lists for different activities, such as trips, biking, etc. It has a tremendous amount of security, doesn’t take up space on our server, and provides good tech support. For 1,000 e-mail addresses, cost is $10/month. Dave proposed that we spend $10 monthly for Mad Mimi, $5 for Century. Scott F seconded. Motion passed.
Adopt a Highway – Approval for Neville to sign contract: John motioned to allow Neville to sign the contract, Tom seconded. Unanimously approved.
Election: Marian asked for permission to make copies of a list that explains who’s coming off and who will replace them, to be handed out at the March general meeting.
Bob Wiley asked how email to membership is handled now, since there are some rejected emails that shouldn’t be rejected. Marv explained that messages are sent out in groups of 75. Presently, Sandi is doing the e-mail and Donna is doing the calendar.
Marian moved to adjourn the meeting, seconded by Jack. Meeting adjourned at 8:34 pm. The April 6th board meeting will be held at Marian LaPierre’s home in DeWitt.
Special Meeting – February 09, 2010
In Attendance: Jack Lancette, Garre Krayenhof, Scott Foster, Christa Foster, Mark Bidwell, Marv Patnode, Maryann Zeppetello, Marian LaPiere, Scott Severance, John Tuttle, Mary Clay, Leo Naylor, Dave Devendorf, Art Toll, Allan Smith, Bob Wiley
Called to order at 7:08 pm.
Purpose of the special meeting: Bylaws put together by Garre, three bylaws amendments, First proposal:
Section 5 Meetings of Board
Garre made motion, John Tuttle seconded. Carried.
Second Proposal: Lodge rates
Garre moved that Sec 6 be replaced with…….
John wants recommendations from Lodge Comm and Finance Comm and approved by bod. Scott S seconded John amended, Garre seconded amendment. Carried.
Third Proposal: First Initiation Fee, second: Increased Dues
Mark commented that we had decided not to change any of the fees unless really necessary. Also, why change initiation fee? Discussion…is init a deterrent? John at last meeting adding PayPal and there’s a cost. In order to make up shrinkage, we have to adjust other income. Also considering the lodge improvements … financial strategy. Fees increase would be based on cost to operate club, Marv. Mark: is increase needed? We decided on framework to increase rates and we’re ignoring that. Implement changes and then look at increase. Needs to be done on fiscal year boundry. Bylaws amendment is deleting init fee; membership approval is needed for dues increase. John suggested that FC will decide if needed after approval is reached. We can approve now, withdraw anytime before April meeting if we’ll present it to membership… Marv. Garre said it could be withdrawn before it goes into Boomer or before presented to membership. Scott said we should decide one way or other tonight. Proactive vs reactive.
Seconded by Scott F. Motion passed 8 to 6.
Meeting ended at 75 pm.
February 2, 2010
Present: Tom Button, Mary Clay, Dave Devendorf, Christa Foster, Scott Foster, Garre Krayenhof, Jack Lancette, Marian LaPierre, Leo Naylor, Marv Patnode, Neville Sachs, Scott Severance, Allan Smith, John Tuttle, Bob Wiley, Marilyn Woyciesjes, Mary Ann Zeppetello
Excused: Mark Bidwell, Art Toll
The February OSC board meeting was held at DeWitt Community Library. President Marv Patnode called the meeting to order at 7:02 pm after determining that the required quorum was present.
Secretary’s Report: The January board minutes were e-mailed to board members and posted on the OSC website. Scott made a motion to accept the minutes, Marian seconded. Motion carried.
Communications: With a letter of appreciation for the use of the meeting room, Marian sent a $50 OSC contribution to the DeWitt Community Library for the use of their meeting room. She also thanked Dr. Steven Nash for his presentation at the January general meeting that was very well received by those present. Also received was a note of thanks for our $50 donation to the Corner School restoration in Granville, Vt.
Current active membership is 608, up 24 members over the same period in 2009. Non-renewals stands at 187. Currently also 25 fewer out-of-state members. Bob stated that we have a number of membership categories and that we should try to eliminate some. Garre pointed out that the $5 ski trip category has never been presented to the membership and is therefore not official.
John gave a brief report on the current balances in our various accounts.
At this point we have a full slate running for open positions at the April elections. Mike McCabe will take photos of candidates at next week’s meeting. Bios and photos will be run in the March Boomer.
The January lodge occupancy report, e-mailed to all by John, indicated that bed occupancy in January was 159, up from 147 in January 2009
John reported in Art’s absence that he, as well as Art, have spoken to a few members about summer rentals.
No report. Scott S had offered to print some copies of the trifold brochure but hasn’t been given a copy. Dave volunteered to update and forward the copy to Scott.
Leo provided the Board with copies of trip committee guidelines. This was as follow-up to the January discussion about a planned trip to Cape Cod on Memorial Day weekend. Garre pointed out that the board has responsibility for any activity that involves the club financially. In other trip news: Mt. Ttremblant still has opening for three persons.
Night on the Town, February 19, 6:00 pm, at Spaghetti Warehouse.
Happy Hour, February 24, 5:00 pm, at Smorols on Avery Avenue.
Tabled Finance Committee Strategy: The proposed meeting with a lawyer is scheduled for February 10th. John T., John S., Garre and Marv will participate in the meeting and topics will be insurance coverage for a proposed Limited Liability Corporation, treasurer control, and other insurance issues.
-- PayPal Account: Dave has investigated this issue further and reported that the club can set up an account with no expenses incurred until it is used. Some of the options are: printing envelopes, buying postage for mailings, etc. Dave asked the board’s approval to work with John to set up a PP account, starting with membership dues. Garre made motion to permit Dave to go ahead, Allan seconded. John mentioned that the only negative is a cost of 3%, but expects the benefits to outweigh this expense. Motion carried.
-- Bulk E-mail Account: The club listserv is too large and requires messages to be sent in a several bundles. Darlene Devendorf looked into bulk e-mail server service availability. One offer is up to 5,000 messages a month, which would allow for two messages a week. Jack suggested a message/activity board on the club web site, however, board discussion did not favor this approach. Dave will continue to explore the expected expense and also who would coordinate this function.
-- Lodge Committee Capital Spending Plan Proposal: Dave suggested we need a capital plan for the lodge that would include a systematical replacement of furniture and bedding, modernizing and updating public areas of the lodge. With WiFi in the lodge we could control heat and security. Scott F. pointed out that our current security system has the ability to remotely control different functions. John made motion for the Finance Committee to compile a capital spending plan for the lodge. Garre seconded. After discussion, question was called. Motion carried.
-- Other: Scott F. referred to a discussion at a former board meeting when Garre suggested dropping the $5 initiation fee and possibly increasing membership dues to off-set the expected loss. After a lengthy discussion, Garre moved to eliminate the initiation fee and raise dues from $20 to $25. John seconded. Discussion. Garre pointed out that there are other by-law changes that need to be presented to the membership, such as electronic board meetings. The motion was approved.
Garre then proposed to amend by-laws Article VII, Section 6 to read that “rates for the lodge shall be established by the Board of Directors upon considering recommendations from the Lodge Committee.” John seconded. Motion carried. A special meeting will be called before the general meeting next Tuesday to approve the wording of the various amendment proposals.
Marilyn questioned what to do with left-over money from trips. There are guidelines within the trip committee guidelines that have to be revisited and perhaps updated.
Scott S. moved to adjourn the meeting, seconded by Neville. Meeting adjourned at 8:43 pm. The March 2 board meeting will again be held at the DeWitt Community Library.
January 5, 2010
Present: Tom Button, Mary Clay, Dave Devendorf, Christa Foster, Scott Foster, Garre Krayenhof, Jack Lancette, Marian LaPierre, Leo Naylor, Marv Patnode, Neville Sachs, Scott Severance, Allan Smith, Art Toll, John Tuttle, Bob Wiley, Marilyn Woyciesjes, Mary Ann Zeppetello
Excused: Mark Bidwell
The January OSC board meeting, held at DeWitt Community Library, was called to order at 7:07 pm by President Marv Patnode after determining that the required quorum was present.
Secretary’s Report: The December minutes were e-mailed to board members and posted on the OSC website. John made a motion to accept the minutes, Scott seconded. Motion passed.
Communications: Distributed. Marian asked about a donation to the Friends of Dewitt Community Library of $50. John made motion to give $50, Scott seconded. Motion passed. A motion was also made by Bob to support the Corner School Resource Center of Granville with a $50 donation to renew the building. Neville seconded, motion passed.
Bob reported that current active membership is 558, compared with 519 at the same time in 2009. There are still 208 non-renewals and invoices were mailed to them in December. Scott S talked about retention and finding out why we have almost 20% that didn’t renew. Marv tabled the discussion until later in the meeting.
John’s treasurer’s report emailed to board members consisted of Quicken financial statements, including YTD comparison with prior year, balance sheet, and December 09 vs. December 08 comparison. Also included were the December Citizen’s Bank statement and the Vanguard Portfolio Summary. The treasurer’s report was received and filed.
John’s December lodge occupancy report indicates that bed occupancy in December was 50. We’re running a little behind for the year as of December. So far 104 people signed up for January. A group of 12+ from the North Country group will go in February or March. No sign-ups yet for family week in February. Ken mentioned that he had contacted the phone company about the availability of DSL service for the lodge.
Art pointed out again that most people using the lodge are from out of state. He feels that availability of rooms should be published. To make family weeks work we need a sponsor, but no one has stepped forward. Since Allan and his family will be at the lodge around Presidents Week, he’ll check if they can be leaders and then promote it.
No report. Reduced lift ticket prices should be posted online, on e-mail, in Boomer. Dave has the pdf file of the tri-fold brochure designed by Donna and Scott S. offered to print out a larger number of copies. MaryAnn suggested asking ski areas to list our meetings on their web sites; Leo suggested targeting area special events to market the ski club.
January 15 Gore trip can take up to 24 people. Garre moved that the club will pick up the difference of expense on the off chance that the trip doesn’t fill. Dave seconded. Motion carried. The Garnet Hill weekend has an opening for one male. Mt. Tremblant trip is all set, rooms are booked; 30 people signed up.
Scott S. made motion for the trip committee to review the existing regulations on Boomer ads for announced trips versus sponsored trips. Dave seconded. Motion carried. Leo will investigate and report at the next meeting.
Night on the Town, January 22, 6:30 pm, at Wegmans in DeWitt.
Happy Hour, January 28, 5:00 pm, at Copper Top Restaurant.
-- Erie Insurance cancellation: The current policy, at an annual cost of approximately $900, is not a good fit with who we are now, since it doesn’t protect us against a lawsuit from members involved in any sport-related activity. Scott S. made a motion not to renew the policy, Scott F. seconded. Motion passed. Discussion followed on how we best protect the officers of the club. One suggestion was to set ourselves up as a limited liability corporation. Dave motioned that the board approve getting advice from a lawyer on how to best proceed. Garre seconded. Motion passed. John asked that our accountant, a CPA, takes part in the meeting to make set-up simple for the treasurer.
-- $500 check writing limit and treasurer control: The issue of treasurer control will be brought up in Marv’s discussion with the lawyer.
-- Finance Committee strategy: Marv suggested another meeting of the committee and tabled this issue until next month.
-- Mike McCabe on Finance Committee: John as chair of the finance committee appointed Mike and Mike accepted the appointment.
-- Core and Sustaining Members: Dave showed a PowerPoint presentation that (1) outlines the two kinds of OSC members, core and sustaining, and (2) how the club can be moved into the 21st century. It points out that core members, approximately 20% of the membership, are usually long-term members who are willing to take on leadership roles. Sustaining members join for specific activities or to take advantage of deals available through the club. Most of the annual approx. 25% turnover comes from this group. In order to expand the club’s sustaining membership, steps suggested are: Increase non-traditional use of the lodge during the off season. Offer the capability to purchase lift tickets, handle membership transactions, and make lodge reservations online through available technology, such as: Paypal, Volusion (to sell tickets, collect dues), ReservationKey (bookings). Neville made the motion that Dave should continue to look at the use of technology that would streamline operations of the club and decrease the work of the treasurer, membership chair, and lodge reservations chair. Garre seconded. Motion passed.
There being no further business to discuss, Garre moved to adjourn the meeting, seconded by Allan. Meeting adjourned at 8:55 pm. The February 2 board meeting will again be held at the DeWitt Community Library.