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NorthEast Association of 4WD Clubs
March 7, 2009
Exeter, RI Grange Hall
Attendance:
Exec Officers: Jason Ghelli, Tammy Van Gemert, Pat Charron
Excused: Paul Regish, Scott Hatch
Delegates/Alternatives: Andrew Lawton (BSJ); Jim Kane (CCJC); Mark Kosciukiewicz (CC4W); Steve Lucier (OC4x4); Shawn Legassey (DWE); Colin Pellearno (FTR);
Mike White (JF); Garrett Mouro (LIOR); Liza Snow (NE4WI); Bob Butler (NEJs);
Chris Donoghue (NEZR2); Doug Sarette (NEWJO); Eugene Wallace (NEXT);
Steven Doherty (NEJO); Brian Victorino (NTC); Mike Largesse (NWOR); John Price (SSW);
Roger Blanc (SC); Ken Morse (TSJNT); Michael Fox (YT)
Excused: Mass Mudders
Unexcused: Berkshire 4W, Legal Jeepers, Patriot Jeepers, Vermont Jeep Asso.
Provisional Clubs: Jon Wellington, Ocean State Jeepsters
Bill Watkins, Underground Jeeps
Club Members/Guests: Jonathan Lapointe (NTC); Jay Keith (OSJ); Jay McLearn (DWE);
Joseph Levanti (LIOR); Bob Siwinski (SC); Scott Kreutzberg (SC); Evert Gawendo (SC);
Tom Harney (SC); Tabitha Peixoto (OC4x4); Michael Almeids (OC4x4); Warren Reynolds (OC4x4); Nick Riley (UJ); Robert Sutter (Western Mass 4x4); Lyle Smith (WM4x4);
Ernest Leland (NEXT); Mike Ciccolo (NEXT); Mark Lamonde (NEJO); David Parrish (NEXT);
Derek Pacheco (NEXT); Tim Miano (BSJ & FTR); Chris Kyes (OSJ); Joe Bento (OSJ);
Gavin Robinson (Vt Expedition Society); Ken West (NEJO).
Meeting was called to order at 10 am. A quorum was present.
Introductions were made.
Motion to accept the previous meeting minutes as posted was made by Liza and 2nd by Mike W.
Motion passed by majority, one abstain.
No online motions were made since the January meeting.
REPORTS
Treasurer's Report submitted by Paul Regish
From the January Meeting:
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.
I made a very fundamental error in reading the prior treasurers reports, and I think unfortunately more than just I was misunderstanding how the fund balances where presented.
$6,400 in the General Fund
$5,000 in the OFR Fund
$4,316 in the Trails Fund
This led me to believe that there were $15,716 in three different accounts. This is not the case, the OFR fund is the only other separate fund there is, the Trails fund is, and always has been WITHIN the general fund monies. The money is only accounted for on a spreadsheet as restricted funds within the General fund. What we really have is $6,400 less a restricted $4,316 leaving $2,084 free cash in the checkbook.
Snow Run Results:
The Snow Run had its most huge turnout ever. $2690.28 was brought in and $1802.60 was expended for a profit of $887.68. Insurance on the run was 339.36 making the net $548.32. Some of this money still sits in Paypal, I transferred $500 out, I still have $500 more to go.
Expenses were:
$300 Hall Rent
$290.10 Food & Supplies
$1212.50 Sweatshirts
**The treasurer suggests we go with long sleeve T's next year since everyone already has a sweatshirt! )
The current balance in the checkbook is $8488.69, of that $5,016.41 is restricted to the trails fund leaving a General Fund balance of $3472.28. Dues money is beginning to flow in from a few clubs. General Expenses since the last meeting are almost nil. The first installment to K&K Insurance is paid for $819.31.
Special Items to Note:
** I've got $271.00 in petty cash sitting here in a box from Steve.
** Special Thanks to NTC, they overpaid their pro-rata dues last year and had a credit of $183.75, They decided to pay their full dues amount again and donated that extra money to the trails fund. This amount is still outstanding in the balances as I have the check still in the treasurer's bag.
**Scott was being harassed by WM for an overdue $85.58 dumpster bill from the Fall Crawl, NE4Wi paid it for him, you're welcome.
**Special Thanks to Jeff Santucci who donated $50 to the Trails fund and an additional $50 to the General Fund. (Note: it was noted at the meeting that this donation is from New England Jeeps, Jeff is their treasurer)
**The A4A Fund, also a fund within the general fund, has no money in it. We should probably come up with some fundraisers for this.
**The NEA was assessed a $660.00 penalty for late filing of its 2007 IRS form 990. I am in the process of filing abatement in an attempt to get this money back. In the past I have had a very high success rate with my clients in getting this money returned. I cannot guarantee it but it would be a welcome ?stimulus? to our organization. I have a change of address form I filed with the IRS last week, in another week or so when that gets processed I?ll send in the abatement form.
**We have $664.94 still due to us from EC4WDA Region D for half the Cowls clean up, half the Cowls gate and half the FOCH website costs. After repeated hounding they said they sent a check last month and they don?t know what happened. By next month if we don't get our money I will have them send proof of the stop payment order and fee, I will pay it and have them re-issue our check.
Treasurers Closing Remarks:
We have just enough money to pay insurance and cover a few small events, we can't afford to lose thousands on an event anymore or send any members to any far away conferences unless there are extra fundraisers done for them. It's going to be lean until we get to the fall crawl and hopefully we will have thousands for a surplus at that time.
Jay mentioned the need for some belt tightening concerning spending.
Tammy reported that the Access For All vehicle is now insured in the state of NH with State Farm Insurance. The cost is $484.70 every 6 months and includes full coverage (glass, fire, road services). Insurance is under the Association; the Cherokee is now registered and insured in NH.
A replacement tire for the damaged one has been purchased at a cost of approx $180. It needs to be mounted on the wheel. The cost came out of the AFA fund. The windshield will be replaced under warranty. Andre (AFA manager) did receive the CB donated by JonFund and the hi-lift jack donated by Twin State Jeeps 'n Things.
Consensus was that would like to see the AFA fund maintained and kept up by having fundraisers as needed.
Jay mentioned that donations made tend to be earmarked for specific funds. In the past, donations went into the General Fund where now with specific earmarks it limits our cash.
Land Use
MASS
Mike White reported that the Northampton Conservation Planner should be attending JonFund's run to MaBell, most likely in April. No changes to MaBell status.
Gremlin Graveyard - Sturbridge
Jay did a brief update. The landowner did up a waiver that needs to be signed. Basically it states that it's ok for us to use the land and we agree not to sue. The owner would like $20 per vehicle per use; Joe Ostrenga will be overseeing its use. This property is not available during mud season, approx. March to mid-May. The owners would like to see the property be self-sufficient enough to cover their taxes ($6000 for 280 acres).
The existing trails are mild. Due to this being a new property for the NEA, Jay does not wish to spend a lot of time & effort for a year or so to see how things work out. The family's overseer
is willing to add rocks and/or change the landscape for most challenging options. There had been some logging on the property.
Sign up will be like other NEA properties - on the NEA site.
Trail parking is available if needed, but as mentioned, it is mild wheeling.
The Gutter
No many changes. A hold on cut/clearing is in effect due to being unsure of "good" trees.
Requesting that users stay on the power lines for now due to snowmobile use in the other areas.
Bill Barnes has been posting signage.
Remember: This is private land with public access.
Old Florida Road
No changes. As previously noted: Mark Dupont has worked with the state and local officials for this area. We can now travel the length of OFR, however, users must stay along the tree line when traveling thru the water at the north end (Florida side).
NEW HAMPSHIRE
Scott plans to resume his duties shortly; Jay would like to see the state land chair people get their reports to Scott on a regular basis to alleviate some of Scott burden.
In Barrington, a snowmobile club is trying to close a class 6 road; there have been reports of a local 4x4 group?s overuse, which has caused rutting. The deep ruts make it difficult for the snowmobilers to access the road with their grooming equipment.
Tammy, Paul and Jay have discussed NEA involvement in this situation and feel that the groups involved should remedy their situation. The NEA will help if asked. The snowmobile community puts $2 billion into the NH economy so they usually get what they want.
Roy has done some investigating ? he contacted someone from Explore NH. Roy's initial contact with a snowmobile person did not go well as that person does not like 4x4s; Roy then checked the NH F&G snowmobile regulations. He spoke with a 2nd snowmobile person who was more understanding and communicative. The Barrington land is managed by a specific snowmobile club that maintains that class 6 road that is an important part of the snowmobile corridor. The 2nd person would like to not have 4x4s on that road.
Although the NEA is not interested in this particular class 6 road, we do not like to see the roads closed as it sets precedence. There is a town meeting on March 23, which Jay plans to attend to observe. The Explore NH group will be attending to voice an opinion.
It is unknown how the properties used by the NEA are after the storms of this past winter. The first few trails uses will probably need to be cut/clear runs.
The power lines in the Carnage area have been graded due to work by the power company.
The trails can still be entered by the power lines.
Work on the Springfield and Swanzy properties should be our focus for 2009. The other properties are more maintaining. Springfield (Moose Mtn) is classic New England wheeling- rocks, mud, rocks- not a stock vehicle area. At least 33's and a locker are recommended. All Springfield rides for 2009 will be cut and rides. The NEA has had this property for 4 years.
A member of Twin State Jeeps 'N Things mentioned that because there are somewhat local to Moose Mtn they would be a good club for stewardship of this property.
CONNECTICUT
No report from Joe Milie
MAINE
No reports from Scott Brown.
It was noted that the All-Wheels Off-Road Park in Lewiston has potential, but there are some concerns.
RHODE ISLAND
Bob Butler reported that there is not much new; still looking for properties.
NEW YORK
No report.
Question about trail parking at Swanzy - Jay has not checked, however, understood that area by fire tower between Swanzy and Carnage was being used.
Volunteer Trail Patrol Program
Tammy has been working on a VTPP. Last year 30 people attended a UFWDA session. Tammy explained that the program is about how to observe activities in an area. She is re-developing the original program and has worked with Capt. Acerno of the NH F&G; he will back the program and allow use of the F&G logo for signage. The original VTPP that the NEA had sponsored was based in NH, however, Tammy would like to see the program in other New England states. Information obtained for the observations would be recorded and passed on to the proper official on request. It will not be a tattletale type of situation. Basic First Aid with a certified EMT will be included with the training.
Strategic Planning Committee
Tammy reported that the SPC is keeping low and still working on strategies. It is a 10 steps process and things are moving along - hopefully will have something ready for May meeting. Presently on step 7. Tammy noted that a lot of thought and work has been put into this planning so she ask that attendees keep an open mind about it.
A new SPC will probably start up in the fall.
OLD BUSINESS
Snow Run
Jay was very pleased with this year's Snow Run. Due to snow melting the trails were not as challenging as previous years but all had a good time. Attendees were divided into groups:
two for moderate options and two for Wayne's World.
Jay thanked the kitchen help: Jay, Mary, Jay, Jen, Tammy, Clayton and Pat.
It was suggested that the fees be raised if this event is a fundraiser.
Mike W. asked how the insurance for the Snow Run worked; Tammy said that she filled out the required form and sent it in. She didn't hear back so assumed it was ok.
Provisional Clubs
Ocean State Jeepsters
Bob Butler accompanied the club on this trail ride. Bob reported that it was a good run; the group stuck together.
Club presently has 43 members with stock to slightly modified Jeeps.
Motion to accept Ocean State Jeepsters as full members was made by Roger; 2nd by John P.
Motion passed by majority with one abstaining
Underground Jeeps
Club recently had a major turnover of officers; the president is the only remaining officer, the other are new to the positions. Bill noted that looking over UJ past membership lists there are only three original members still in the club at this time.
Jay noted that there is still 7 months left on the probationary period from their previous NEA membership. UJ members understood and are ok with that.
Colin from FTR attended UJ trail ride. He reported that the ride went well.
Motion to accept Underground Jeeps as full members was made by Liza; 2nd by Mike W.
Motion passed by majority vote with one abstaining.
SEMA
It is necessary to decide if we wish to send someone to SEMA or not. Based on Paul's financial report, Jay would like to forego funding sending a rep to Las Vegas.
It was noted that it cost approx. $2500. to send two people: one for the vendors and one to attend the North American Motorized Recreational Council (NAMRC) conferences.
It was asked if the donations received from the vendors make it worthwhile to spend the $2500.
Tammy feels that it is important to send someone to SEMA. Even before the economic downturn companies/sponsors were cutting the donations. She feels that letters and calls won't cut it any more and sending a rep would make a difference. Doug thought we might have a gauge for 2009 with not sending a rep in 2008.
This issue could be re-visited at the August meeting based on how the Fall Crawl donations pan out. Roger mentioned that he and Heidi started the donation letters in January based on the companies' budgets starting then. He felt that the response has been decent.
Suggestion was made of the possibility of using the money that would cover going to SEMA to buy raffle prizes.
Tammy mentioned that the NAMRC conferences are an important part of the event. Maybe we could send someone just to attend the conferences, which are attended by the national organizations and associations.
Jay agreed about the importance of NAMRC - topic shelved until August meeting.
Insurance
The insurance issue was re-visited so that attendees would understand how it works:
The NEA pays a $3,300 premium ( paid in 4 quarterly installments). In addition to the premium, a cost of $333 is required for each event that insurance is needed. These events can be up to 10 days in length for the $333.
At the January meeting, it was motioned and passed that a club would pay $150 per day for an event that they needed insurance coverage for and the NEA would cover the balance. Ex:
For a two-day event, a club would pay $300 ($150 per day) and the NEA would pay the $33 balance.
The NEA cannot afford this based on anticipated events and how much the clubs would presently be contributing. With the current set up, it could cost the Association approx. $5600 for insurance -considering that only $5400 is taken in by dues.
Jay would like to see the clubs pay the $333 premium and the NEA would cover the premium. He understands that might be difficult for some of the clubs, but necessary.
Some discussion took place of previous insurance carrier (Dolan and Mahoney) and present carrier (K&K).
Tammy noted that the cost is high this year, but we will be able to negotiate after this initial year with K&K. The insurance is offered as a benefit to the member clubs, however, clubs are welcome to contact Kurt at K&K for their own policy. The cost would be much higher.
Mike W. mentioned that for a club to have insurance, it would cost $2000 for the premium then $5 per club member is charged. The charge is deducted from the $2000. Ex: JonFund paid $2000 for club insurance, they use the insurance for 100 for a total of $500. The $500 is deducted for the $2000 premium. A Club policy is different from an Association policy).
Tammy went over our policy coverage for attendees, it is also posted on the main page of the web site. She will be submitting applications for insurance.
Motion was made by Bob B. that clubs pay the $333 per event insurance; 2nd by Liza.
Bob amended the motion to be clubs pay the full amount of the per event insurance fee.
Jay asked if everyone understood the insurance. Motion passed unanimously.
Tammy asked that a representative from a club make requests for insurance coverage to her at least two weeks before their event. Waivers are supplied by K&K and they need to be signed by all attendees.
NEW BUSINESS
New Club Seeking Provisional Status - Vermont Expedition Society
Gavin Robinson represented VTEP. He mentioned that the club was established in 2002, based out of VT and that its members are from throughout New England. They are not hard-core wheelers. Presently have 40 members and they allow 5 new members per year. Potential members are accepted after they attend a club-sponsored event and are approved by the officers.
VTEP is working on Vermont's class 4 roads; it's biggest event is the Trans-Vermont Expedition which starts at the Canadian border and runs to the MA border it is a 4 day event that travels as few paved roads a possible. The club is also working on some Maine trails. VTEP is not vehicle specific.
Jay asked if attendance at the NEA meetings will be a concern. Gavin said that because club members are scattered it should not be an issue.
Motion to accept VT Expedition Society as a provisional club was made by Bob B; 2nd by Liza. Passed unanimously.
National Organization renewals
Renewals are becoming due and with our financial situation Tammy thought we might wish to reconsider some of the organizations the NEA belong to. The options and dues are:
Blue Ribbon = $100 yearly
TreadLightly = $100 yearly with no voting rights; $250 yearly with voting rights
United 4WD Assoc = $100 for NEA but prefer that individual clubs join at $25 per member.
It was noted that U4WDA has financial problems with no change in sight. We are not planning to attend the convention this year. Carla is an asset as their lawyer, however not to us here in the New England states. That United is a national organization is the only plus for us. Individuals and clubs are not discouraged from joining United, it is just not feasible for the NEA.
Motion to re-join Blue Ribbon and TreadLightly but not United was made by Bob B; 2nd by John P. Motion passed by majority with 2 abstaining.
Cinda Jones (member of the family that owns The Gutter property) has invited the Association to join the Mass Forestry Association , which involves a $50 fee. It was felt that with the thousands of acres that the Cowls allow us to use, this is a no brainer.
Motion was made by Bob B. to join the MFA; 2nd by Andy. Passed unanimously.
Fall Crawl
Last year the executive team established the event outline, presented the delegates and then recruited volunteers from the member clubs. Tammy suggested that the team do the same for this year's event. Fall Crawl is starting to run itself. The dumpster and bouncy house were pluses so they will be done again. Due to popular demand the Fat Bastard Cafe plus one will be back for the Saturday night meal. Bob Butler offered to improve the PA system for announcing.
Scott will again be handling trails and land use, new trail options are being looked into.
Price of event will be all-inclusive and include 2 days of camping, 2 days of wheeling, Saturday night meal, Sunday continental breakfast, t-shirt and decal.
A team meeting will take place soon and the details will be available at the May 2 meeting.
It is also hoped that registration will begin earlier this year, probably mid-June.
The August meeting will be held at Field & Forest (hosted by NEWJO); the location will work well for FC prep and for pre-running trails.
Heidi Blank is in charge of the raffles. She and Mark D. have been soliciting donations. It is expected that the raffle table will be set up by registration on Friday for maximum exposure.
2009 Volunteer Raffle
Any time a person helps with an NEA event (cut, trail maintenance, Snow Run, FC, etc), their name is added to the volunteer raffle. The more times an individual volunteers, the more times their name is added to the kitty. NEA executive officers are not allowed to participate.
Jason Shoemaker was the 2008 winner of a winch.
Someone is needed to maintain the list for 2009. Liza volunteered.
Club Information Updates
Jay stated that this is a sore spot for him; he will not continuing chasing people for giving or receiving information. It is the delegate's responsibility to make sure that their club members are informed as well as update their information for NEA records. The Assoc Secretary needs to be keep aware of the following: club president, treasurer, email and delegate/alternate delegate.
Also, need to streamline meetings - Jay is (adamantly) requesting:
- Land reports should be written rather than oral.
- Silence cell phones and/or leave room if necessary to take call.
- Smoke breaks should be avoided, that's what the mid meeting break is for.
- Side conversations need to cease
The next meeting is May 2 at the Mass Maritime Academy 101 Academy Drive in Buzzard Bay.
PLEASE PLAN ACCORDINGLY - The November meeting is being hosted by Long Island Off-Road on Long Island. Jay still expects to have a quorum for this meeting.
OPEN FORUM
Doug mentioned that he is unable to open Paul's Treasurer's Report. Can this be rectified?
Jay will create a section on the forum for a "Read Only" treasurer report.
Tammy suggested we look at fund raising. Open to ideas. Simple fund raisers, like 50/50 raffles.
The NEA is strapped but not in dire straits.
Jay thanked Summit Crawlers for hosting the meeting and supply lunch. Wheeling is available after the meeting, see Liza, Bob or Roger.
Mike White informed attendees that it is necessary for him to step down as Mass Land Chairperson. He will continue with MaBell but can no longer be chairperson for
personal reasons.
Motion to adjourn was made by Roger; 2nd by Bob B. 1:30 pm.
Submitted by Pat Charron
3/17/09
_________________
How many wrenches can one man own? Don't ask stupid questions.
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