Emily Outing Snowbirds
Feb. 3rd, 2018 9:02 Club House

27 members in attendance

Meeting was called to order by Dean. Recognition of new club members Steve and Jim. Welcome!
Review agenda: Dean reviewed the agenda. With no changes Mark made a motion to approve the agenda. Second by Bill. Motion passed

Review Jan. meeting minutes. Revisions went out to board members shortly after the last meeting, the updated version went out with the agenda and other items. One other correction was made at the meeting indicating two non-board members were needed for the gambling review group, I had written non-club members. Sorry for the error. Other then that motion was made by Ryan, second by Randy. Motion passed.

CWCSTA minutes: Jim attended the meeting on behalf of the club. Most discussion was about the raffle. DNR also discussed any new trails that need to be GPS coordinated.

Treasury Report: Bonnie reviewed report which was emailed out. Club received a thank you card from the Gronholm family for the memorial after John’s passing.

Trail report: Groomed system couple times. Not recently due to lack of snow. Snow was falling during the meeting so hopefully it keeps snowing. Hard base is established. Grants: research done. Crow Wing County administers grants. Due to being required to have an architect design and bids done we are not prepared to submit application by the Feb. 6th deadline. This is an annual process so we will be prepared next year. Club is looking for a new trail coordinator. Need a name in March to attend April meeting.

Gambling: Deb presented report on gambling activity. 3 games were closed out in the pull tabs. We have held 6 meet raffles. Not making much money so far. Not very busy but could be due to time of year. Deb discussed a few issues that were/are being dealt with including printing of meat raffle tickets. Brainerd Games sent a letter notifying of a price increase. Deb requested to purchase envelopes and ink. This was covered in the January meeting in a motion that ongoing expenses including existing salaries did not have to come before the club for approval. New expenses or salaries would. Meat raffle: Rich does a good job. Nobody from club offered to run the meat raffle either at a salary or volunteer. The viability of meat raffle was discussed. If we aren’t making any money why continue? Meat raffle is part of the “package”. The bar sells pull tabs which makes us money. We offer a meat raffle which brings in customers which helps the bar. Dean suggested sending it to the gambling review committee for recommendation. Outing Chamber has a meat raffle every day so we would be competing no matter what day we hold it. Discussion: change day of meat raffle? Dean would like gambling review committee to come with fresh thoughts and recommendations. After discussion motion passed. Deb suggested not changing dates. Low sales could be due to lack of patronage (off season). Discussed that other meat raffles are also struggling this time of year making money on meat raffle. Lots of other discussion on meat raffle.
Looking for another non-board member to join the gambling review committee. Kathie H. offered to join the committee and Roger S. offered to join at the January meeting. Motion was made by Kay to appoint Kathie and Roger to the review committee. Second by Scott. Motion passed.

Equipment: New transfer case from Tucker. Dealt with president of Tucker. Club members were available to put it in. Scott thanked those who helped. Still need to bleed the brakes. Tucker representative would like to compensate the club besides new transfer case. Groomer will need to be taken to Wisconsin in the spring for repairs. Scott has a list of tools needed for the groomer shed instead of using club members personal items including a rolling tool box. Bruce and Shawn thought they could help with some of the items but if you have any extra tools to donate this is a list of what we are looking for: rolling tool box, screw drivers, pry bars, channel locks, vise grips, ½” and 3/8” drive sockets and ratchet extensions, pipe wrenches, dead blow hammer, bearing puller, easy outs, box and open end wrenches, crescent wrenches, high lift floor jack, nut drivers, rolling creeper, impact sockets standard and deep. Please contact Scott if you have any tools you are willing to donate to the groomer repair bay. Thank you. We will need to vote on funds for items not received at the next meeting.

Building expansion: the color picked for counter tops has been discontinued so a new selection was made at the meeting. 

Emily Day: St. Emily’s will be remodeling during Emily Day and we will not have use of the kitchen for our pancake breakfast. Discussions included using the city hall building but it is out of the way and not sure if the stoves and ovens are still operational. Or do we skip a year? Scott suggested we have a tent/table in the park during Emily Day to advertise our club. Scott made a motion to skip Emily day pancake breakfast 2018 due to church construction and road construction. Jim second. Motion passed. We want to advertise to our regular customers that we will not be offering the pancake breakfast this year. 

F-Games: Big Al’s approached Dean to run the F Games, but not given much notice. On behalf of the club Dean declined but willing to support next year.

Membership: 11 business and 85 individual/family. 96 members

Web-site: trail reports weekly, pictures of raffle banquet, mention of Grand Rapids trip. 1360 visits last month.

Facebook: Contact Adam if you have anything you want posted. You can also email them to myself or Dean to get to Adam if you don’t have his contact information.

Social Committee: Ladies night Feb. 21st 4:00 at Club House. Feb 15-16 Club ride to Grand Rapids, for anybody riding to Grand Rapids the Emily group will meet at the big intersection of the Aspen Trail at 8:30 or trailer to overflow parking in Lutcher Park. Outing Group will meet at the overflow parking area and plan to leave for Grand Rapids at 9:30. Block of rooms is spoken for but hotel will honor price if you decide to come. Ryan spoked with road supervisor for Crooked Lake township and said we are welcome to park and leave vehicles overnight in lighted lot.

Round Table: Carol would like to put a guest book at our club shelter. Kathie made a motion for Carol to spend up to $100.00 for a book, pencil, sharpener, and a shelf to put it all on. Second by Marlene. Motion passed. Kathy mentioned during a ride north of the shelter at the large intersection where three clubs meet a DNR officer was driving his vehicle on the trail. One member of the family wrote an email to the DNR and was contacted back and told this will be dealt with. It is not acceptable for vehicles to drive on the trail. Not even the DNR.

Next meeting is March 3rd 9:00 at the Club House.

Emily Outing Snowbirds
Oct. 21, 2017 Annual Meeting

40 Members in attendance

Meeting was called to order at 5:31pm by President Dean K. Will be a meeting full of thanks for all club members having gone above and beyond this year.

Reviewed meeting agenda, add T-shirt information, Motion to approve as amended by Randy. Second by Mary. Motion passed.

Review 2016 Annual meeting minutes. Motion to accept as written by Bill R. Second by Scott E. Motion passed.

Treasury Report: Bonnie reviewed income and expenses as documented in report emailed to all club members with agenda and other information for meeting. Motion to approve as reported by George P. Second by Ryan H. Motion passed. Thanks for all you do Bonnie.

Trail Report: Randy has been out mowing. Got stuck.. Very wet in ditches. Will keep mowing where possible, need freeze-out or drought. No trail work will be done during Zone 1 deer rifle season. Thanks for all you do Scott.

Gambling update: Nothing going on currently. Still waiting for new establishment to open. Thank you notes received from organizations who have received donations from club. Donations were given to 9 organizations in the Emily Outing areas which fit the criteria from our donation policy. Still waiting to hear from State of Minnesota about donation to Emily Fire (due to them having their own gambling license must be approved by state.) Until septic is replaced the bar will be closed. Andy asked about our club’s gambling “ranking” as determined by State of Minnesota. Now that we have given donations we are a 3. Anyone at 1 or 2 would be on probation.

Equipment: Issues with Groomer. Scott has been in contact with Tracks Inc. Hope to be here in November to replace tracks, wheels and other parts. We can pay out of the gambling funds. Broke windshield has been replaced. Tractor is fixed and back to work. Thank you Randy for getting tractor to Aitkin for repairs.

Building expansion. TRIVIA: how many recorded hours of labor club members have in building project: Answer: 2079. In how many days: 48. Scott thanked all the people who have offered their time and talents (skills) to work on the building project. Thanks to Scott, John and Tim for their huge contributions to this project.

Snowmobile safety: Safety driving course will be held Saturday Dec. 2nd (no meeting that day) at the Emily city hall building. Jim has requested the building and the supplied for the class. He also arranged for conservation officer to come speak. Advertisement is the new newspapers, on DNR and MNUSA web-sites. Marlene was questioned if her sled has current tabs to use for the youth class, she said they are (this time). CSO asked if there were club members interested in being certified instructors. If you are interested in taking the certification course contact Jim Johnson. We may be able to have a class for instructors. Thanks to Jim for heading up the safety training.

Raffle Tickets: thanks from Scott to all those who have taken time to sell tickets. Tickets are still available to buy or sell. See Scott. Approximately 80% of the ticket cost comes back to our club per ticket sold by our club. Good and easy fund raiser for us. Scott sold 50 at Octoberfest, Kathy sold 100 at Hay Days and Roger “strong armed” his family into buying 80. Thank you Scott for hauling trailer around with large prize items.

T-shirts: order forms are being accepted for t-shirts and sweatshirts. US funds only. If you haven’t ordered your shirts and want to please contact Jim Johnson ASAP. Club will order only necessary extras to meet minimum quotas. Orders can be sent to club PO BOX. (address on order form) thanks you Jim

Membership: Kathy reported 61 renewals including 7 businesses. 

Web-site: www.snowbirdsmn.org is the club website. Meeting minutes and event are posted on our web-site. Photos of social events and building project progress are posted. Trail report gets the most visits. John trailed to update trail report weekly. 5500 visits last year. Mostly during riding season. There is a new link to MNDOT camera on Hwy 6. Interest in Facebook page. If anyone is interested in running club facebook page please contact John B. or Dean. Chris and Victoria L. mentioned Instagram and facebook are the most popular social media sites to share information. Thanks John for your continued support of our web-site.

Social committee: thank you Carol and Bonnie for organizing great event. A group was organized to decorate and set up tables and it looked great. Carol, Bonnie, Marlene, Kris, Kay, Jinny, Mary ( I hope I didn’t miss anyone Dean talks pretty fast sometimes) The groomer bay was very welcoming! ATV rider in early October, has a great ride led by Deb. M. perfect weather. Colors were at peak. Great day on the trail. Mary mentioned a ladies group is being set up to meet for socializing once a month. First event will be held at Kay’s house on Nov. 15th for dinner at 4:00. Interested in joining ladies group contact Mary E. Winter club ride will be planned. Watch for information in upcoming emails.

Annual Recognitions: 38 members donated time (all volunteer) 136.5 hours of administration time. 132 hours of grooming time. 16 members for safety training class, 15 at pancake breakfast and 25 worked on the building project. 466 hours of trail work. 2079 hours of work on building. What a great group of people. People with over 100 hours of donated time: John B, Randy R. Scott E, Carol K. Tim M., Ryan H., Roger S., Dean K. 50+ hours: Jim J., Mary E., Josh M., Jake M., Kathy L., Bonnie S. 25+ Josh H, Terry , Al L., Tom T. Trivia: Who has the most hours of volunteer time for our club? Answer: Scott E. 298 hours. Thanks to all who help make this club function!

By-Laws: It is not required to have gambling information in by laws. Everyone was emailed current by-laws. Lots of work was done 3 years ago to clean up by-laws and update. Motion by Scott to accept by-laws with no changes. Second by Carol. Secretary will date and sign by-laws with no changes for 2017-2018. 

Elections: October meeting minutes documented elections will be held for trail coordinator and vice president. After discussions with Scott to help eliminate some of his burden Dean and Ryan agreed to take on groomer coordination, Scott agreed to maintain his position for the rest of his term. Vice President position: Ryan Huettl offered to finish the remainder of the term (1 year) which George has been holding as interim during transition from Mary E. who had to step down to take on gambling manager position. Scott made a motion to nominate Ryan H. as vice president. As required Dean requested 3 times for any other nominations before closing nominations. With no other nominations a show of hands election was held and Ryan was voted in as Vice President thru the 2018 annual meeting. Current Boars is as follows:
President: Dean Kapler
Vice President: Ryan Huettl 
Secretary: Kathy LaTour
Treasurer: Bonnie Seehase
Trail Coordinator: Scott Eppen
Board Members: Marlene Brannan and Bill Rexine
Board Members at Large: Kay Rohwer, John Bergstrom
All positions will be up for election at the 2018 annual meeting. 

Round Table: Al L mentioned has has a lot of firewood that can go out to the shelter. Might have to wait for freeze to take out due to wet conditions. Club house project created lots of kindling also. George mentions the new sign and complemented LaTour Vinyl for a great job. Ryan recognized Dean for all of his hours of service to the club.

Next regular meeting will be held Saturday Nov. 25th (After Deer hunting) at the club house. No December meeting.

Motion to adjourn by Scott Second by Ryan Motion passed.