Northeast Association of 4WD Clubs
June 27, 2009
Henniker, NH Grange Hall

Attendance:

Officers: Jason Ghelli, Paul Regish, Scott Hatch, Pat Charron

Delegates/Alternates: Paul Maxwell (BSJ); Chip Redmond (B4W); Bob Cobb (CCJC); Andrew Heavisides (CC4W); Tammy Van Gemert (DWE); Ryan Schneider (FTR); Garrett Moore (LIOR); Rich Fell (NEJz); Clayton Range (NEZR2); Dan Stonesifor (NEWJO); Ernest Leland (NEX); Steve Doherty (NEJO); Brian Victorino (NTC); Marc Pouliot (NWOR); Rich Banfield (PJ); Mike Almeida (OC4x4); John Price (SSW); Liza Snow (SC); Tom Hasselmann (TSJ?nT);
John Songy (UJ); Brian Churchill (VJA).

Excused: Ocean State Jeepsters; Yankee Toys

Unexcused: JonFund; Mass Mudders; NE4WI

Provisional Clubs: Lyle Smith, Western MA 4x4; Vermont Expedition Society not represented

Club Seeking Membership: Green Mountain Crawlers represented by Greg Sewell and Ben Gagne.

Club Members/Guests: Joe Levanti, Glenn Teplica, Evan Silverman, Andrew Levanti, Amanda Moore,Gorden Madden (LIOR); Warren Reynolds (OC4x4); Michael Stevens, Tiffany Chabot (NEX), Robin Luich (PJ); Jared Scerbinski (NTC); Ken West, Kate West (CCJC); David Collise (TSJnT); Peter Nason (NEWJO); Steve Camara (NEJO).

Jay went over meeting etiquette.
Jay spoke about Kevin Dupont, Mark Dupont's brother, who passed away on June 17th from serious injuries received while serving overseas. There will be a 50/50 raffle during the meeting break to benefit Kevin's family.

Introductions and a count of delegates; a quorum was present. 10:10 am

Administrative Hearing: Jay explained that it was decided at the last meeting to address the clubs that are outside of the attendance policy (per by-laws). He said there is no need for this to be involved or for there to be a negative attitude. After the May meeting, Jay had contacted the delinquent clubs and asked them if they were aware of the situation, how they hoped to rectify it and what they thought was an appropriate penalty. The clubs were: Central Ct 4 Wheelers; Long Island Off-Road, Patriot Jeepers and Legal Jeepers.

Legal Jeepers was dropped from the Association as they failed to pay their dues.

Central Ct 4Wheelers
Andrew Heavisides presented Central Ct 4Wheelers. He mentioned that CCW is a racing club; that they do not use NEA trails or utilize NEA events. They do not mind how the decision goes and accept whatever course of action the delegates decide. Two questions that were asked: Use of insurance and how quorum is affected? They did not use the insurance this year.
Andrew mentioned that part of the reason is lack of communication and also work schedules.
The remedy would be better communication. He agreed that three meetings a year should be do-able and will try to involve other club members to represent CC4W. The delegates agreed with Andrews assessment.

Patriot Jeepers
Rich Banfield represented Patriot Jeepers. Rich mentioned that he is busy and that Patriot Jeepers? members are busy, He feels that the wording is inappropriate; what is excused and unexcused and who decides? Jay said that it is his decision whether a club is excused or not.
Rich said he doesn't understand this situation and quorums or what the big deal is.
Jay said that no by-law changes will happen that has been discussed and voted on several times. He also stressed that this is not to remove clubs, it's about enforcing the by-laws and consideration for the people who make the effort to regularly attend meetings.
Rich said he will post to his club and hope for the best; he cannot force people to attend; as for an appropriate punishment, Rich felt there shouldn't be any punishment.
John P. mentioned that this is rule and everyone has rules to follow. Rich said this is not a rule.
Others said Yes, by-laws are rules?.
Bob C. reiterated that it's not a witch-hunt; it's about running the Association properly. By joining the Association, clubs agree to abide by the by-laws and the good of the Association.
The Association is asking for a commitment from Patriot Jeepers.
Paul R. asked if Patriot can be put on suspension and not have it affect the quorum. Some felt that this is giving Patriot Jeepers a break they shouldn't have. Jay mentioned that is not about Rich- it's about Patriot Jeepers' lack of attendance.
Rich said it is what it is he's here today.
Jay said that no consequence for Patriot is unacceptable. The delegates felt that the by-laws should be abided by and seeing a club dismissed is not the intent.
Tammy mentioned that if the club is committed to the NEA then another Patriot member should be able to represent their club.
Rich did not understand why this is such a big deal.
It was mentioned that maybe a verbal warning or some other option, but that would violate the by-laws. We are just looking for a commitment and if that is not achieved then we follow the by-laws.
Can we agree that Patriot will try to stay within the attendance policy and the BOD will proceed as needed if the discrepancy happens again? Rich understood this.
Max said that by-laws state "may be considered for expulsion", which means there are other disciplinary options. These can be decided by the BOD.
( It was clarified that BOD consist of club delegates).
Tom asked if this involved just meeting attendance? Or trail cuts and other events. Patriot does contribute to other NEA activities.
Today could be a warning for Patriot, no disciplinary action unless further discrepancies.

Mark P. made a motion the Patriot Jeepers be on probationary status with condition to be that they must meet meeting attendance policy of the by-laws. 2nd by John P.
Mark amended his motion to include a time limit of 4 months probation; amendment 2nd by John P.

Max suggested that we establish disciplinary action now rather than later to avoid further issues. John P. felt that loss of all Association privileges would be an appropriate action.
It was asked if any of this would affect quorum.

Mark P. amended his motion to include that failure to comply will result in loss of all Association privileges for a year. Motion 2nd by John P.

Patriot Jeepers must attend the next two meetings.

Motion passed with majority vote; 2 opposed, no abstain.

Disciplinary action to start immediately with next missed meeting.

Long Island Off-Road
Joe Levanti, club president spoke for LIOR. Joe asked which meetings were missed, Jay supplied the information.
Joe said that the Long Island O-R BOD discussed the situation and they were confused:
they didn't realize that they could send any member; they didn't know that there was an excused/unexcused option. This meeting was a 9-hour trip for attending members. LIOR wants to support the NEA, however, the distance is a hindrance. Joe said the club now has a Massachusetts member, which should help with the club's attendance. Long Island O-R has recalculated their travel expenses to help their representative and maybe would sponsor more meetings.
Jay said that he joined LIOR to help with the distance issue with the understanding that he cannot be delegate and president at the same time.
LIOR said they feel a little put out because they try to contribute as much as possible and then find out they are on the table for not attending meetings.
Scott commended the club for making the effort because of the travel involved.
Joe said the club will accept whatever is decided; but suggested a by-law change or establish a new class of membership non-voting, etc. They do not wish to lose their association with the NEA. LIOR is an active club within the NEA; they try to plan weekends around cuts, etc.
To be in compliance, they must attend next two meetings.

Dan S. made a motion that Long Island Off-Road be under same compliance and disciplinary action as Patriot Jeepers. 2nd by Steve D.
Motion passed by majority vote; one opposed; one abstain.

BOD Meeting officially called to order at 11:20 pm

Liza made a motion to accept the minutes of the previous meeting. 2nd by John P.
Unanimous.

No on-line voting since last meeting.

REPORTS

Access for All Vehicle
The damaged tire has been replaced. The decals from Wicked Sticky look really good.
The CB donated by JonFund needs to be installed. A member of Twin State Jeeps n Things will be taking the Jeep today to work on the spare tire carrier and bumper; probably install the CB as well. Should be ready for the DWE Truck Show in a few weeks.
Cape Cod Jeep Club has donated a lug wrench and air compressor. Josh Schwalby has donated a First Aid kit.
A locker is available that needs springs and pins.
Brian Churchill of Vt Jeep Association will have the vehicle at the 4x4 Show in Essex Jct, Vt the first weekend in August.
Jay felt that managing the A4A vehicle can get involved with keeping track of where going and what needs to be done. Baystate Off-Road will be taking for the winter.
Mark Pouliot is putting together a display for the Jeep he is looking for club's decals to add to the display.
The windshield still needs to be replaced.
Targeted for next meeting: Bumpers/spare tire carrier; windshield wipers; CB installed.

Treasurer's Report - Paul

There is $4500 in the Trail Fund; $142. in the Access for All Fund.
Checking has $15, 137 plus $6,901 for a total of $22,039
The funds are high due to Fall Crawl registrations, however, Fall Crawl expenses haven't occurred yet.
Basically, free cash is $4,500.
Jay mentioned that the Spring Poker Run had a good turnout. $1040 collected with $520 to the winner and $520 minus $130 in expenses for a net of $390 for the NEA. Jay mentioned that he overlooked deducting the expenses prior to splitting the kitty.
Rich asked where the Great American Jeep Rally funds go. It was mentioned that the GAJR is not an NEA event and organizers decide how the funds are distributed.

How do we put the A4A vehicle out there for usage? We need a plan for this; we would like to branch out with its use. There are liability issues and harnesses to address down the road. Right now working on PR.
Should we have a target for vehicle?s expenses to know what we should have in A4A fund so that we don?t have funds sitting. Hope is to have vehicle be self-sustaining.

Land Reports - Scott

Massachusetts
Brushy Mt (The Gutter) the trail on the eastern side of the powerline needs work and it was suggested that that area get limited use. We are being watched by the greenies there and the Cowls receive e-mails that people are cutting trails. If you see anyone cutting, stop them. We don't want to lose use of this property.

If a club wishes to use Gremlin Graveyard in Sturbridge, your request can be made on the forum.

Tunnel Road in Rowe - Rich explained to attendees his recent experience: When he used the road in May for the Rubicon Run, the landowner of property at the road entrance suggested to Rich that he use the access along the railroad tracks. He complied. A few weeks later, there was a train on tracks so Rich used the regular access.
There is a hand made sign once you cross the tracks and begin to enter Tunnel Road that states Private Property, No ATVs, Jeeps, etc.
Rich checked and the road is an unmaintained town road. Torrey Mtn Road is also town owned.
Andrew mentioned that Western Ma 4x4 was looking into the situation.
Andrew and Rich can work on verify what?s what.
Pat mentioned that before she used Torrey/Tunnel Road in late May, she spoke with Todd Landers and Keith Gammel. Keith lives in Charlemont and both men were organizers of the Mohawk Jeep Jamboree for many years. Keith said that both roads are open for use. Pat was also told that use of railroad property is trespassing and could be fined. Tunnel Road should be accessed at its regular entrance.

Joe L. asked about MaBell's lack of signage.
Mike W. hopes to meet with the town to ask if we can put signs up. The town is fine with our use of the property. They have said it is the cleanest property they own. We need to be pro-active and stay on trails, no bypasses.

Connecticut
CT has a new land chair - Mike "Svendog" (forum name). No report.

Vermont
Brian said that Vt OHV Association is looking to use the forest roads; could be interesting.
The VJA has acquired private land but cannot get property cut.

New Hampshire
Swanzy property is still being mapped may need some bridges. More cuts will be scheduled and posted. Scott said that the LMFT property (Lower Monadnock Family Trail) does not seem to be progressing and he will contact landowner about the property.

Moose Mtn (Springfield) still being worked on.

Map 6 the Vista program is not compatible with the Map 6 program. Scott is working on that. Let Scott know is you need class 6 maps for a given town, he can send them to you.

Lunch provided by Deep Woods Extreme. Meeting resumed at 12:50 pm

A discussion in regards to OHV use and NH Fish & Game included that F&G requires permits for events involving OHVs, like the DWE Truck Show. Tammy said that DWE has paid for a permit the past few years. Scott said that the description of OHRV is still not specific in the F&G guidelines. Scott will contact Major Acerno in regards to OHRV at the Truck Show.

OLD BUSINESS

Provisional Club Seeking Membership
Western MA 4x4 was represented by Lyle Smith. Their provisional run was attended by John Songy. John reported that it was a good run, a good day; the group worked well together. The group made good choices and traveled the water hole at the north end of OFR correctly. John recommended accepting Western MA 4x4 into the Association.
Lyle mentioned that they passed another group that was drinking beer; they were traveling southward.
It was mentioned that the NEA lifted its restriction concerning the water area; it was noted that this discussion is not about Old Florida Road, but Western MA 4x4.

Rich made a motion to accept Western MA 4x4 as full members; 2nd by Ernest L.
Passed unanimously.

Vermont Expedition Society was on a run today; not represented.


Northeast Recreation Patrol Program - Tammy
The NRPP is the NEA's equivalent to United 4WD's Volunteer Trail Patrol Program and similar to the NEA original Safety Patrol of earlier years.
The program is about information; it's non-confrontational observation and education.
We have brochures and once they complete a training session, volunteers will receive a program t-shirt, decal and antenna flag. A logo for the program is presently being worked on.
Tammy will coordinate training and the trainees can patrol areas they wish to cover. Patrols are to be set up and organized by the trained volunteers.
Tammy was asked the cost to implement the program; Tammy hopes the program will be self-supporting as there will be a fee to take the course to cover the costs.
Those who took the United course are set to patrol now.

Fall Crawl Update

There are presently 228 people registered for this event. As of June 27th, there are still openings on the following trails: 1,2,3,5,9,15,16 and 17. There are still opening on the moderate trails. Tammy said that she does the registration as they are received.
If one does not get their preferred trail for Saturday, Sunday morning sign up will be on a first come, first served basis.
Among the raffle offerings are two winches: one from Super winch and one from Warn. There is a list of raffle prizes on the forum.


NEW BUSINESS


Club Seeking Provisional Status - Green Mountain Crawlers

Green Mountain Crawlers was represented by Greg Sewell.
The club is based in central Vermont. It is a new club, formed in January 2009. They strive to be a family orientated club with stock to very modified vehicles. GMC tries to be in the public eye with many of things they do, such as meal-on-wheels, etc. The club has 25 supporting members and 81 forum members. They are still figuring things out and liked the NEA's good track record and wanted to be part of it. GMC does have access to some private land and is looking into more. Not vehicle specific.
Jay asked about meeting attendance - they did not see a problem.

Bob C made a motion to accept Green Mountain Crawlers as a provisional club.
2nd by Liza. Motion passed unanimously.

Jay mentioned that an NEA representative will need to attend a trail run with GMC and recommended that it take place before the next meeting on August 29th.


Strategic Planning Committee Report

While Tammy was handing out to the Strategic Planning Committee reports, Jay mentioned that this is an initial stage report. He suggested taking it home and reading it over.
Peter Nason did the overview, noting some highlights of the plan.
Majority of the questions pertained to land management by individual clubs. It needs to be considered that all clubs have I-just-want-to-wheel members; the concern is that if club members have to be involved in property maintenance, there is the possibility that clubs could lose members.
Tammy noted that land issues seem to be important to attendees, however, she feels that financial (fiscal) issues are equally important. Our financial stability is important.
It was mentioned that Public Relations (PR) should be our main concern !
Scott was concerned that changing land managers now that we have already established a rapport with some of the landowners.
The strategic planning report can be shared with other club members but not with the public. It is a preliminary report. Jay encouraged the delegates to distribute it to club members.
The report will be posted on the forum.
Tammy facilitated, but she remained neutral; the committee consisted of: Peter Nason, Chris Donahue, Josh Schwalby and Roger Blank


Shane Beard Award Overview

Jay did an overview of the award and it's namesake. The 2009 award is for the 2008 year.
The award, consisting of a roving plaque and including a rubber chicken, is presented at the Fall Crawl when the recipient is announced.
At this time, nominees are Chris Donahue, Brian Churchill, Bic White and Joe Ostrenga.



Elections

It was noted that there will be three executive positions coming up for election: President, Vice-President - Environmental Affairs and Secretary. Nominations will be open at the November meeting; voting takes place at the January meeting.


Deep Woods Extreme Truck Show

Tammy noted that the Truck Show will again take place at the Hopkinton Fairgrounds in
Contoocook, NH on Sunday, July 12th. Clubs can set up a booth at no charge. Cost is $10 per spectator. All are welcome to be part of the show section. The Rock Crawl still has registration openings. Scott is the event MC.
Event beneficiaries are Children's Hospital of Dartmouth (CHAD) and the NEA.


OPEN FORUM

Rich would like to see the land use management divided up to help alleviate the load.
Paul recommended having Rich oversee/manage Torrey/Tunnel Roads.
Rich's suggestion will be continued on-line by Scott as land issues are under Scott.

Lyle mentioned OHV use in the Wildlife Management Area in Ludlow, MA. Scott mentioned that WMA are illegal for motorized recreation. Scott suggested contacting the EPO (Envir Police Officer) of the area and make them aware that the use is not be organized clubs.

Tammy has insurance waivers available for clubs to take.

Dan mentioned that NEWJO will be hosting the next meeting, which is taking place on August 29th at the Field & Forest Campground in Hancock, NH. This will allow some on-location Fall Crawl planning/work as needed.

Scott would like to incorporate a food drive with the Fall Poker Run, to benefit the Hillsborough Food Pantry.

Liza made a motion to adjourn; 2nd by John P. Unanimous. 3:07 pm