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NorthEast Association of 4WD Clubs
Saturday January 3, 2009
Worcester. MA Public Library
Attendance:
Exec Officers: Jason Ghelli, , Pat Charron, Tammy Van Gemert acting Treasurer Paul Regish
Excused: Scott Hatch
Delegates/Alternatives: Carl McIssac (BSJ);Chip Redmond(B4W); Ryan Schneider (FTR); Mike White (JF); Garrett Moore (LIOR); Bob Butler (NEJz); Clayton Range ( NEZR2); Doug Sarette (NEWJO); Steve Doherty (NEJ); Rob Tracey/Brian Victorino (NTC); Marc Pouliot (NWO-R); Rich Banfield (PJ); John Price (SSW); Liza Snow/Roger Blanc (SC); Tim Korade (YT)
Unexcused: CC4W, Crazy Jeepers, Legal Jeeper, MM, NE4WI, Nexterra, VJA, DWE
Provisionals: Tom Hasselmann - Twin State Jeeps n Things
Bob Cobb Cape Cod Jeep Club
Guests: Ken Morse (TSJNT); John Songy/ Nick Riley/ Bill Watkins- Underground Jeeps
William McCarthy (JF); Jay Keith/John Wellington Ocean State Jeepsters
Mike Largesse/Troy Lachance (NOW-R); Andre Dion (NE4WI)
Bob Pacheco (RIOHVA)
At 10:10am it was determined that a quorum for voting was not present ( two more delegates needed for required 15), so Jay began with not voting issues.
Steve Nordby's many years of service as Treasurer will be recognized on January 17th at the Boston Billiard in Nashua, NH. And RSVP is required for the food service.
The 2009 meeting dates are March 7, May 2, June 27, August 29 and November 7. Clubs are encouraged to host the meetings so that the meeting locations can be moved around in the hopes of being fair to all member's traveling distances. Hosting simply means that the member club finds and books a location; supplying food for the meeting is not a requirement of hosting.
At 10:20am 15 delegates were present and the meeting was officially called to order.
Previous minutes were approved unanimously with a motion made by Rich and 2nd by Liza.
No on-line voting took place since the previous meeting (Nov 1, 2008).
REPORTS
Treasurer
Paul Regish reported that Steve had turned over the records to him and that Steve kept meticulous records. There is $6400 in the general funds, $5,000 in the OFR fund and
$4,316 in the Trail Maint. Fund. For the fiscal year ending January 2009, the Association took in $35,000 and paid out $37,000 a $2000 deficient. Paul would like to trim spending to prevent another deficient. Paul, Steve and Scott need to get together to change the signatures on the account. Paul hopes to make quarterly reports for the delegates. Jay felt that Paul could make updates at the meetings and delegates could request details if they like.
Land
Jay stated that there are no changes with the properties, Cemetery Hill is still unavailable; Moose Mt (Springfield, NH) is coming along well, could still use more trail cuts. Tim Jones is the project manager for Moose Mt and Josh Schwalby has also been very active with this area.
Sturbridge MA property it is difficult to get access to owner rep Pontbriand. Jay and rep are looking at maybe $20 per vehicle for use. The area is a good stock to moderate option, not extreme or difficult terrain; nice location as it is central for many of the member clubs in MA, CT and RI. Jay is still waiting to hear from Mr P. Area does need to be marked. Paul suggested one or two recons for mapping and marking.
It was noted that with the recent severe ice storm in southern NH, the NH trails and class 6 roads will be in need to a lot of cleaning and clearing this spring.
OLD BUSINESS
Nominations & Voting
Paul is the interim Treasurer and it is necessary to officially vote him into office. There have been no other nominations and Jay asked if there were any further nominations or volunteers.
A motion was made by Tim K to do a roll call vote for electing nominees. 2nd by Liza.
Passed unanimously.
It was noted that Dan Spalinger from Nexterra offered to assist Paul as needed because in his job as is a CPA, Paul becomes very busy in the spring due to tax season.
The two open positions of Executive V-P and Treasurer were uncontested with Tammy Van Gemert willing to remain as E V-P and Paul Regish willing to be Treasurer.
Both were unanimously voted in.
A motion was made by Mike W. to appoint Dan S. as Paul's assistant in a non-executive position, 2nd by Rich B. Passed unanimously.
Poker Run
The Poker Run that took place on November 15th, based out of the Deering F & G was a success.
Mrs. Beard did not charge us for use of the hall and the food was donated so the funds raised were clear profit. Overall $500 was collected, with $250 for the winner and $250 for the NEA.
Ryan Vercellone of Legal Jeepers had the winning hand and he so generously donated $200 back to the NEA for the Trail Maintenance Fund. Thank you, Ryan.
K & K Insurance
At the last meeting we discussed insurance options: Dolan & Maloney barely covered our general needs and with K & K back in business as an insurance provider for our sport, they offer better coverage. The yearly premium with K & K would be $3,277 compared to $5,000 with D&M for insufficient coverage. The numbers work out to be $333 per event for up to a 10-day event. It was suggested that maybe the clubs could cover $150 and the NEA could cover the $183 balance for a one day event; possibly a two day event would cost the club $200 with the NEA covering the $133 balance.
Steve had estimated that we used 15 days of insurance in 2008 with D & M charging us for 22 days of use.
A discussion ensued about how to distribute the $333 between the member clubs and the NEA.
It was noted that K & K covers Nascar, Motorcross and similar sports so their coverage is more inline with what we do, D&M was just a general business policy and probably would not have been much benefit if we actually had a claim.
A motion was made by Bob B to keep at $150 per day; 2nd by Rob T. Motion was amended to cap at $333.
Liza felt that $150 per day does not seem to be sufficient; the insurance is a benefit to the clubs and the clubs should be paying sufficiently for it.
The NEA would be paying the $333 for its own events. The discussion is to determine the clubs per-use payment.
The motion passed with 12 for 2 opposed one abstain
Provisional Clubs
Club Across the Bridge
Bob Cobb represented the Cape Cod Jeep Club.
Jay accompanied Club Across the Bridge's run at Carnage. Jay noted the good teamwork and also how prompt they were even with a 2.5 hr drive to the meeting spot. Baystate was also at Carnage that day and Club Across the Bridge was flexible and worked with BSJ for using the area. Club appears to be family orientated; they aided and spotted as needed. Jay was impressed by a member who opted to strap to minimize damage rather then to keep attempting a hill. Jay feels that Club Across the Bridge would be an asset to the NEA they are a large, active club. Jay noted that Club Across the Bridge was previously part of the NEA; they left in good standing and are welcome to come back.
A concern was expressed of trail overuse; it was noted that this was addressed at the November meeting. When asked, Bob (Club Across the Bridge) noted that their membership as of Nov 08 was 123.
Motion was made by Rich to accept Cape Cod Jeep Club, 2nd by Bob B.
Paul R. mentioned that all clubs have members that they need to keep an eye on.
Passed unanimously.
Twin State Jeeps n Things
Tom Hasselmann and Ken Morse represent TSJNT.
The club is based out of the Claremont, NH area, close to the VT border. Roy Van Gemert attended the club's run. Roy was not at the meeting, but provided a report, which was read. He noted that it was a good ride; a nice group of people. The run took place on private land and the club members showed respect for the property.
TSJNT presently has 28 members. The club has access to 200 acres and they hope to get back some closed areas.
Motion to accept Twin Sate Jeeps N Things was made by Rob T., 2nd by Liza. Unanimous.
Jay noted that the NEA now has 25 members clubs and meetings will require 17 delegates for a quorum.
Liza asked if Carnage and Swanzy close by. It was noted that they are adjacent to each other.
Swanzy is an open access area owned by Carroll Concrete and they operate very much like Cowl?s in Mass they believe in multi-use with respect for other users and the land. The land gets RTP grants but mostly by the snowmobile clubs. The property is managed by the Lower Monadnock Family Trails (LMFT) and they are looking to separate the users groups for better management.
Liza asked about trailer parking Tammy mentioned that DWE used the lot by Carnage.
Paul R. asked about signage. It was noted that the signage at Carnage is good. Lane is working on Swanzy and it about 80% done. Jay is not sure if any mapping has been done or completed.
Property in Jaffrey, NH that Club Across the Bridge was working on did not pan out. The club did three trail cuts and then the owner wanted $30 per vehicle to use it.
Paul felt that property might be worth looking into for Fall Crawl. Jay's understanding is that the town in general as well as the abutters to this property is environmentally conscientious folks, which might cause issues for us. The owner, who owns the Grandview Inn, is looking to make money from his property.
NEW BUSINESS
Provisional Clubs
Ocean State Jeepsters is looking to join the NEA. They were represented by Jay Keith. The club was started in early 2008 and Jay is the new president. As of their October meeting, OSJ has 43 members. They are a Jeep specific, stock to slightly modified club. OSJ is active in charities and trail work and they are hoping to grow as a club.
Jay G., Jay K. and Joe (club founder) have discussed the NEA's expectations from its member clubs. Jay G. mentioned the importance of attending meetings not only to maintain a quorum but for the information. OSJ were formerly part of EC and had looked into the NEA and felt that the NEA would best meet their needs.
The club is based out of RI and Jay K. did not feel that use of and work on the NH properties would be an issue for the OSJ members.
Jay G. again mentioned about attending meetings due to quorum issues. Jay also noted that the NEA has a large amount of members but the volunteer list is not appropriate to that amount; there are a lot of repeat names. If clubs like milder trails, then they need to attend trail cuts and make milder options.
Mike W. mentioned that OSJ started a land use forum that they invited other clubs to join.
Mike also felt that being a RI club will bring the NEA membership a little further south.
A motion to accept Ocean State Jeepster as a provisional club was made by Bob B.,
2nd by John P. Passed Unanimously.
A trail ride will need to be organized.
Lunch break at 12:10 pm; resumed at 12:40 pm.
Underground Jeeps
Jay started by giving some background on Underground Jeeps and the NEA: it was reported in late 2006 that an UJ members was drinking on a trail ride. A NEA special meeting was held to address the issue which resulted in a probation of one year, revoked voting rights for one year as well as a one year stipulation that NEA land could only by used by the club without an NEA rep accompanying them.
UJ left the NEA on their own due to non-payment of dues. Jay noted that if accepted in the Association, they will need to complete the remainder of the probation.
John Songy represented UJ, he is a member of the club's BOD. He said that the club presently has 25 members with 7-10 active. There has been a lot going on with the club the past few years.
There was a breakdown of trust between the club and the NEA and they would like to get beyond that and work with the Association. John was acceptable to finishing the probation period and its stipulations; UJ would sit back and observe for a while.
Rich asked if club has new officers from 2 years ago. President is now Marty Gosselin.
It was asked what Joe Kaminski's role in club is. Joe is a member only and is not active at this time. Paul R. noted that it is somewhat difficult when clubs return to the NEA after conflicts.
The issue was with UJ's president at that time. Paul mentioned that UJ has been well represented at events that he has attended and they have been well behaved and involved.
Motion to accept Underground Jeeps as a provisional club was made by Bob B., 2nd by Tim.
Jay asked UJ about its multiple use of same trails on consecutive weekends and about pick up runs that cause over use and abuse; he noted that UJ will be representing the Association.
John S. said that the club has done pitch-hit runs on UJ property. He did not see a concern if one is involved in a club pick up run; if an UJ member wishes to do a run and the club does not have one scheduled, they will try to connect with another club to run with them.
Jay's other concern was that they understand that Underground Jeeps is representing the NEA.
An UJ members mentioned that it is a club issue because a lot of folks have UJ stickers but are not members; it is a tough thing to control.
Rich mentioned possibility of changing name. It was mentioned that it's not a clubs name but how its members act.
Tim, unaware of previous dealings, sees a club that wishes to join the NEA
Motion passed by majority with one abstain.
Tim made a motion that Underground Jeeps? probation status run concurrent with the provisional status and that eligibility is based on completion of probation; 2nd by Bob B.
Bob felt that UJ is now a different club and that probation period be eliminated.
Motion did not pass, majority voted no; one abstain.
Liza made a motion that Underground Jeeps probationary status starts when the provisional ends; 2nd by Rich. Motion passed by majority: 10 yes 6 no
RIOHVA
Jay noted that this is not to discuss how RIOHVA is run but how RIOHVA and the NEA can work together.
Bob Pacheco was guest speaker for the Rhode Island Off-Highway Vehicle, a group who's goal it is to open motorized recreation in RI. Its 5-year goal was to have 500 members; it is now at 473 and still recruiting. There are limited 4x4 trails and snowmobile trails in the state with no ATV trails. Bob P. feels that RIOHVA has worked with the NEA in the past and showed T-shirts for their last four annual events that displayed the NEA logo.
RIOHVA is committed to working with the NEA and use of our insurance allows t them to have 4x4 events.
The NEA was a paid business member ($100) four years ago, however, the past three years the contribution has been to provide insurance. Paul felt that it is good to be associated with other associations. Liza stated that it is felt that we are used by RIOHVA with nothing in return, the BOD is getting away from serving its members. Rich asked if RIOHVA has a 4x4 delegate/representative on its BOD. Bob P. said it does not. Bob P. does see some personality conflict with some RIOHVA and NEA members, it is what it is. Doug felt that the 4x4 aspect of events should be run by a 4x4 club, an NEA club for insurance purposes.
The event is a meeting and then recreation and is open to 4x4, quads and dirt bikes.
Bob P. would like to bridge gap between RIOHVA and the NEA. Paul R. felt that Bob P.'s presence at the meeting was an indication of effort.
Rich offered to be the 4x4 rep with RIOHVA. Several members felt that an attempt has been made and did not work well.
Access For All Vehicle
Andre Dion is now the project manager.
Jay would like to set goals and a budget for the AFA vehicle. We also need to look into insurance for the vehicle; it is registered in NH but it is believe it is not insured because the state does not require it. Paul suggested a white vehicle with a wheelchair on the doors. Chip, based on his experience with the handicapped , felt that signage would not be appropriate.
Some discussion followed. It was felt that there is no need to repaint, just obtain and apply the necessary decals. A deadline of the May 2 meeting was established for sponsor decals.
The AFA Jeep needs two tires. One to replace the damaged tire and one for the spare. Pat will look into cost. Also a cracked windshield (due to improper installment) needs replacement.
The first priority for the vehicle is for it to be publicly presentable (decals). The 2nd is for it to be drivable on the road. It is a PR/goodwill vehicle for the NEA.
It was felt that its last use was unnecessary and not as intended. Previous discussions included that the Jeep was to be driven by the BOD and project manager as needed. Roger mentioned about safety harness. The present concerns are tires, windshield and insurance.
TSJNT is donating a hi-lift jack. The donation was noted and appreciated.
2009 Budget
Travel Fund - it was noted that Steve did not separate expenses, ex: travel, Fall Crawl, etc., so it is difficult to determine previous costs for budget planning. As noted in the treasurer's report we were $2000 over budget for 2008, however, that appears to be what we lost by hosting the U4WDA convention as it did not do as well as expected. As Paul just took over as treasurer he has not had a chance to prepare a breakdown of expenses.
It was suggested that the executive board do a budget for presentation at the March 7 meeting.
The NEA tries to attend the SEMA convention and the U4WDA annual meeting. Due to unforeseen circumstances, the 2008 SEMA was not attended and we lost the plane ticket purchase.
A motion was made by Rich that the NEA not attend SEMA; 2nd by Tim. Motion was amended to not attend the U4WDA Convention. Motion passed with 12 yes 5 abstain
Tammy felt that SEMA is important as we do a lot of networking there. The 2009 dates are Nov 3-6. (SEMA is held annually in Las Vegas).
Roger suggested setting a dollar amount and staying within that budget. Jay thought that $2,000 would be sufficient to cover the two people that we usually sent to SEMA one to make contact with the dealers and one to attend the conferences. It was questioned whether we need to send two.
If SEMA is in November it was decided to shelf until March 7 meeting.
Paul will do a breakdown for budget planning.
Snow Run 2009
Date: Saturday February 21
Trails: Wayne?s World and Class 6 road
Dinner: American Legion in Hillsboro
Jay needs volunteers. A cost has not been determined yet, sweatshirts need to be priced.
The per person cost will be an all-inclusive and will include trail ride, sweatshirt, decal and supper meal.
The Volunteer Raffle prize is a Smittybuilt winch. The volunteer list is for the calendar - January to December, with the winner being drawn at the Snow Run supper.
OPEN FORUM
On behalf of Yankee Toys, Tim presented the NEA with a $600 check for the rail Fund.
Rich asked if $600 could go to AFA vehicle instead. Tim will check with his club.
Jay suggested a round table of member club presidents to help clubs with their concerns plus relay what the NEA can do for them. Would probably work best if in conjunction with something else. Jay has posted this topic on the forum and will continue to discuss there.
Tammy is working on holding another Volunteer Trail Patrol session.
Roger mentioned a coalition of some of the clubs has formed to work on land issues. It is in the early stages and is not competing with the NEA or EC. It is called the SouthEast New England 4WD Coalition.
Another group was using the room after us, so meeting needed to end.
Motion to adjourn was made by Liza, 2nd by Mark P. Unanimous. 2:35 pm
Submitted by Pat Charron
1/10/09
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