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Annual Meeting Minutes April 18 2010
On Sunday, April 18, 2010 at 12pm, the
Coldbrook Snowmobile
Club held its first end of the year annual meetings at the King Phillip
Restaurant in Phillipston, MA. After the opportunity to enjoy a wonderful
brunch offered by the restaurant, the meeting commenced.
Club president Gerry Balchuinas welcomed all members and guests.
Gerry asked if all in attendance had received the handouts of
the seventh monthly meeting minutes as prepared by the club secretary,
Michael Roy, as well as the treasurer's monthly and complete seasonal
expenses report prepared by treasurer Ben King, along with a breakdown of
the club's yearly membership and SAM totals, prepared by vice president Dean
Zuppio and all other offered handouts prior to the start of the meeting.
All of these handouts went with the power point presentation that was
prepared by the president for the members.
The first item on the agenda was to accept the monthly minutes
into record and this was completed through a motion which was seconded
followed by a verbal vote with no opposition.
The detailed treasurer's report was reviewed with minimal
feedback and/or questions from the present membership and this was accepted
into record following a motion which was seconded and a verbal vote with no
opposition.
Club president Gerry
Balchuinas
then asked all to view the handout which detailed the cost breakdowns to the
club as prepared by club treasurer, Ben King. Gerry then re-asked if any
person in the room needed this handout to go along with the slide on the
power point presentation shown overhead, all had the handout. This report
detailed the club's expenditures in categories as required by the clubs by
laws to list and show club monetary activities throughout the
2009-2010 season. This report was accepted through a verbal unanimous vote
and no one opposed or abstained.
Club vice-president Dean Zuppio presented his report on the
breakdown of club membership. Dean presented a graph chart listing all of
the membership numbers for the last 6 years as well as comparisons between
all pertaining numbers from other areas from year to year. Dean also did a
comparison pie graph on brand of snowmobile that club members have purchased
a SAM sticker for.
Gerry then thanked his respected officers for all of their hard work in
preparing such detailed information for the members.
Club president Gerry Balchuinas reported on necessary trail work
to be completed in the upcoming off-season in the Lake Dennison State
Park as well as in the Narragansett area. Specifics of the projects have
not been finalized until approval is granted by either the Department of
Conservation and Recreation and/or the Army Corps of Engineers depending on
which agency owns the land where the proposal for work is to be completed.
President Balchuinas did detail a certain area in the Back Bay as well as
near the "S" turns in the Narragansett area which involved the
reconfiguration of the trail area changing it from where a ninety degree
turn currently exists. The proposed work will also greatly improve the
ability to safely groom these areas as well as improving the safety of
riding these same trail areas.
Club president Balchuinas addressed the
present membership about the changes which are occurring between the
Department of Conservation and Recreation and the Army Corps of Engineers.
These changes between the two agencies will affect trail work approval and
bridge installation as well as which agency determines if the trails are to
be opened or closed due to weather conditions. This will also affect the
bridge over the Otter River in Baldwinville. Gerry stated that much of the
land that we ride in Lake Dennison is owned by the Army Corp of Engineers
and leased to the DCR. DCR is turning over their lease and relinquishing a
lot of land back to the jurisdiction of the Army Corp. This will change the
clubs contract with the two agencies and new contracts will need to be
written and established in order for the bridge to be reinstalled and riding
to resume. Gerry does not see any potential problems with this, and listed a
few of the benefits for the club with this new regime.
Club President Balchuinas then acknowledged Al R. who is a club member of
CSC, but more importantly is from a local equestrian club, NEECA, they are
willing to offer their support and volunteer services toward upcoming trail
work. He spoke about how there are three equestrian organizations in the
area which he has contacted that are willing to join forces with CSC to
assist in trail work as he acknowledged their appreciation for the
snowmobile club's efforts in keeping the trails rideable for their
recreation as well.
Club president Balchuinas asked the present membership if there were any
trail work projects to be discussed at this time. Because of the thorough
coverage of this topic previously contained in the power point presentation
as well as on the handout, there were no additions made.
Club president Balchuinas reported on the off-season conditioning program
for the club's groomers which included minimal repairs and more on the
maintenance side because of the little seasonal use of the trail smoothing
machines. Board of Directors member Gerry Cremin
inquired if the monies not used in the budget for groomer maintenance be
used for necessary body work to the cabs of the groomer fleet. This subject
was accepted as a viable club expenditure once it is determined,
the estimated cost of the repairs to achieve this, will be evaluated.
President Balchuinas then addressed the present membership by acknowledging
the diligent efforts of the groomer operators, those who worked on the
club's machines, and any assistants to the overall process of keeping the
groomers readied to smooth the club's trails to be some of the best in the
state of MA. A resounding round of applause by the present membership
further acknowledged the dedicated and much appreciated work of these
volunteers.
Club president Balchuinas presented the membership with proposals for future
event to be held during the upcoming 2010-2011 riding season. Currently
known proposals included a vintage snowmobile race, a SYMMS grant to
purchase an over the rail mower for the club's trail clearing usage, a
vintage ride, and the gate building to complete the requirements for the
SYMMS grant.
Gerry then turned the floor over to Dean Zuppio for the
update from SAM. Erica Balchuinas was recognized for her recent award from
SAM being named SAM Jr. Snowmobiler of the year. Following in the footsteps
of her older siblings Sarah and Kevin. Erica was given a rounding applause
as well as a second applause for Gerry told all of her recent induction into
the National Honor Society. Dean then gave the complete SAM annual meeting
overview. Saying that this past meeting was mostly a wrap up of the seasons
activities and the distribution of awards and not much really took place
that was new.
Club president Balchuinas then presented to the club
power point slides containing
the club's current by-laws and proposed changes which had already been
submitted, in advance, by club members and club officers. The proposed
changes were highlighted in red in the slide presentation while the changes
were underlined in the by-laws handout from the beginning of the meeting.
Specific areas to be changed were included in Article II section two and
Article II section four regarding changing the membership requirement to
paying members who may not necessarily own a snowmobile. The only concern
about this change was the possibility of an outside entity organizing to
overthrow the club by voting ability. A proposition was then presented to
determine a ratio of non- snowmobile owning members be allowed. Club
treasurer, Ben King, acknowledged that he will be seeking to propose changes
at the October meeting in Article IV. A motion was made to approve the
above mentioned changes in the by-laws for the club. This motion was
seconded and a show of hands from the present membership approved the
changes in the club's by-laws. All in favor, none against or obstained from
voting.
Club vice-president Dean Zuppio presented the next item on the agenda which
was a proposal to implement a reward for volunteering program to be called
the "Crib Works". This program would afford volunteers the opportunity to
earn token points for their extensive volunteer work on club approved
projects and a club sponsored events. Club vice-president Zuppio followed a
prepared slide presentation to
assist him in explaining the
proposal to the present membership. In this presentation there were pictures
of club activities from the past, club president Balchuinas explained who
the pictures were of and who the equipment belonged to in the photos
in the slide presentation. Club member Bobby Cox presented a concern of the
paperwork nightmare this proposal may encounter while firmly acknowledging
that most of the club's volunteers do such volunteering for altruistic
reasons without the expectation nor the desire to be rewarded. A motion was
made by club member Vern Lussier and seconded by Gerry Cremin before a show
of hands vote approved the implementation of this program. There were none
opposed. There were noted abstentions from this vote by certain members who
had been afforded the opportunity to state their reasoning behind the
position to abstain in voting.
The next item on the meeting's agenda was
the election of club officers as well as the club's board of directors which
was presented in a power point presentation narrated by club president
Balchuinas. The ballot of the names of the current club officers for
president, vice-president, treasurer, and secretary along with the names of
the current board of directors were handed out at the beginning of the
meeting. The returning officers seeking re-election were as follows
President - Gerry Balchuinas
Vice President - Dean Zuppio
Treasurer- Ben King
Secretary Mike Roy
At this time the floor was opened for challenging any officers position. No
persons chose to challenge any officer asking for re-election. A vote was
held and the officers were reinstated unanimously. Their term ending at the
end of the annual meeting in April 2011.
Newly re-elected president Gerry Balchuinas noted that there was a spot on
the Board of Directors that one director, Tom Donahue, would not be seeking
re-election. Gerry then explained why Tom chose not to return, mostly work
scheduling, and then started the BOD election process. Gerry nominated all
returning BOD for the Ballot
Gerry Cremin
Louis Brassard
Robin Briner
Glenn Hines
Two members were then nominated from the general membership. Chris Richard
and Dave Balchuinas.
All newly nominated parties were then placed on the power point presentation
and all were asked if they could see the nominees projected above. All were
satisfied. After a thorough explanation of how the balloting system worked
shown to the members on the sample voting sheet on the power point
presentation, members were asked to vote. Prior to the voting all members
were cross referenced back to the membership list held by club vice
president Dean Zuppio. Club secretary Mike Roy and member Jay Wrightman
counted the votes. In a very close race with one vote separating
winners all of the returning members were reinstated and new Board of
Director Chris Richards was also welcomed. Below is your list of directors
for the 2010-2011 season
Gerry Cremin
Louis Brassard
Robin Briner
Glenn Hines
Chris Richard
Gerry then Thanked the newly voted in officers and BOD for their support and
a round of applause was had for all.
Gerry then introduced Bob Cox and thanked him for his efforts
on planning the annual event for all of the members. Gerry then explained
how the BOD met with Bob and decided to have a few awards for some of the
hard workers within the club.
Gerry also explained how the whole process worked and how the voting and
decisions were made. He then stated that the BOD decision was to have three
categories, Snowmobiler of the year, friend of the year, and trail worker of
the year.
Club member Bob Cox then proposed naming
the CSC Snowmobiler of the Year award after the late Bob Taylor who passed
away in 2004. Bob informed the membership of Bob Taylor's legacy and what
he meant to the Coldbrook Snowmobile Club. Other present members who knew
Bob Taylor reminisced about Bob's importance to the club by acknowledging
his accomplishments in life as well as to the club. Club president
Balchuinas also acknowledged the memory of the late Bob Taylor. Telling of
some of the great memories he has with Bob as well as some his son had had
with Bob racing a small test car at WPI where Bob worked for so many years.
After this presentation president Balchuinas started the awards ceremonies.
Firstly he acknowledge club vice president Dean Zuppio for
his life long commitment to the Coldbrook Snowmobile Club and his importance
in establishing the club as the founding father. Gerry commented that we
are here and are what we are because of Dean. Gerry presented Dean a
Coldbrook Snowmobile Club embroidered sweatshirt for his many
accomplishments for the club. Which are just to many to list at this time,
but Gerry touched on many at the meeting.
Gerry then presented to Dawn Balchuinas an embroidered
sweatshirt, for her many hours of volunteering for club events and
activities. Mentioning that while he (Gerry) gives up many hours for club
activities, it is Dawn that sits home by the phone waiting for the I am OK
call every time he leaves out for a night of grooming or a day of club
activities. But besides that she works her tail off for the club, whether it
is a club supper or a club event she is there holding the fort down.
Gerry explained what each award signified and what some of
the thought process was involved with the decision. Gerry then thanked
committee members Jake Lyman, Vern Lussier, Dawn Balchuinas, Shannon Nugent
and Bob Cox for their time in sorting through the stack of over 40+ all
deserving nominations to select the winners. Bob then explained some of
their thoughts as the committee on the voting process and how they came to a
decision. Bob explained it was extremely tough to decide for there were many
worthy applicants. But after a thoughtful battle the following received the
clubs highest honors.
Trail Worker of the year Jay Wrightman
Friend of Coldbrook Glenn Hines
Snowmobiler of the year Ryan Grant
Gerry individually described in detail the many reasons why each winner was
worthy and then presented each member with an embroidered CSC sweatshirts.
Each sweatshirt had the recipients name on the right side, and the club's
logo on the left, and their residing title embroidered in under the logo.
Gerry then thanked all members who had helped through the past season and
stated the best is yet to come.
Gerry then introduced Ron Higgins from Higgins Powersports in Barre.
Ron presented club president Balchuinas with a check for the club in the
amount of $790.00 from the Skidoo matched early registration promotion held
in November 2009. Club president Balchuinas acknowledged the countless
support from Ron Higgins and his dealership at this time.
A final agenda item to check the club's website for a summer
outing in July 2010 was presented by club president Balchuinas at this time.
Well wishes for a healthy and enjoyable off season were given by
club president Balchuinas given before the conclusion of the meeting.
The annual meeting for the CSC adjourned at exactly 2pm Eastern
Standard Time on Sunday, April 18, 2010.
HAVE A NICE (BUT HOPEFULLY SHORT) OFF SEASON!
Respectfully
Mike Roy
Coldbrook Snowmobile Club Secretary