(NOTE: Minutes presented here are paraphrased summaries of discussions and comments of meeting participants. Only statements with quotation marks represent exact quotes. Content and phrasing of the Minutes is subject to final approval by the board of directors.)
Board members present: Ryan Gallagher, Wendell Goodwin, Eric Hadder, Tom Paradis, Jerry Snow.
Meeting was called to order at 7:45pm, Tuesday, Mar 6, 2002.
1) Minutes from previous meeting read and accepted.
2) Membership Applications. Paradis presented draft of the updated application for membership. Board members viewed and decided on alterations to be made. Decision reached to present as a finished draft to the club membership at the next regular board meeting.
3) Review of Proposal-writing guidelines and proposal form. Board members reviewed draft of new proposal writing guidelines and proposal form as discused in last special board meeting. Summary of project prposal procedure is Discussion Stage, Proposal Submission, Proposal Review by Board of Directors, Final Club Vote, and Implementation of Project and Compensation of Funds. All projects and changes (maintnence/repairs excluded) will require submission no mater how short the proposal may be. Decided that all incomplete projects should be resubmited in order to reafirm progress. Guidelines and form are futher revised and to explain the proceedure for project proposals that would run over one fiscal year in funding length. Proposal guidelines and form accepted with changes by unanimous vote. New form and guidelines to be presented to club membership at next regular board meeting.
4) Editing of This year's schedual for proposal submissions and deadlines. New and current project proposals for the current fiscal year to be resubmitted for first round funding decisions by the last Tuesday of April . Decided on special board meeting on Tuesday, May 7, to award funding for projects by board of directors. Club membership will vote on approved projects on the following regular board meeting. Board of directors decides that maintenance projects (cleaning, track repair) are to be conducted primarily during work nights and remain seperate from projects. Possibility of adding a schedule of work night maintenence to be discussed in future meeting.
5) Treasurer's report. Snow explains that fee discrepencey with Bank One had been resolved, whith the ten dollar fee refunded. Fees on closed Wells Fargo account have yet to be resolved. Contact required during regular buisness hours to resolve fee conflict. Snow would attempt to resolve the paccount problem later in the week. Funds in Bank One checking account come to the amount of (Budget numbers not available on web. See hard copy of minutes for these numbers) in Central Arizona Credit Union to cover insurance deductable. Snow will contenue to examine other insurance coverage options.
6) Budget process for the remainder of fiscal year 2002. Paradis presents idea of designating a percentage of club budget as a carry-over to next fiscal year. Members of board of directors agree. Budget to be seperated into four categories insurance, projects, savings (carry-over), and maintenence. Discresionary funds to be a sub-category of maintenence and include cleaning supplies. Club membership will be informed as to purchaces over $50 from the maintenence budget befor purchases are made. Insurance is paid, (Budget numbers not available on web. See hard copy of minutes for these numbers) Leftover funds will be reallocated at the discression of the board of directors. Budget accepted by unanimous vote.
7) President's report. Paradis summerizes the outcome of his meeting with Todd Graeff with regards to county fair. Todd Graeff requested a list of concerns from the club to be addressed at a later date. The fair is now going to become more interactive in the future. Graeff asked if the club was willing to offer more interaction (running the layout as we do on club nights) and possibly outdoor activities. The rent has not be determined as of yet, but it will be determined by the county. Graeff will then determine a value of our service to the fair and be subtracted from the total rent with the balance to be paid from the club budget. The issue of access to latrine facilities is still under consideration. The windows on the east side of the building must remain unblocked but can be curtianed. The club will contenue to have access to the facility by keeping a key in the lock box on the south end of the building. Questions for Graeff include possible operations in conjunction with activities other than the fair.
8) Vice President's report. One or two days on the weekend of May 10-11-12 and following weekend are under consideration for a open house to coincide with activities at Grand Canyon Railway. Hadder will find out more information regarding the possible operation of a portable layout or handing out information to promote our possible open house. Pardis suggested useing an open house as a test for more interactive possibilities during the fair.
9) Trainmaster's report. The layout is almost completely functionable. The local cab in Hill Valley is under repair. Switch #43 is bad. There is now a shelf designated for the storage of locomotives. The list of club locomotives and rolling stock is completed. Shelf organization needs to contenue including the addition of a rip-track. East Flag is still under manual operation.
10) New Business. The club has been enrolled in the "World's Greatest Hobby Campaign" as featured in Model Railroader. The meeting was adjourned at 10:00pm. End of Minutes.
End of Minutes.