Minutes Annual Meeting October 5,2009 Lucky Dragon Winchendon MA.
The Coldbrook
snowmobile Club held its second monthly and annual meeting for the 2009-10
season at the Lucky Dragon restaurant in
As members arrived they were given a copy of the meeting minutes from the first monthly meeting held on Monday, September 7, 2009 along with a four page document containing the agenda for this meeting. A copy of the club's by-laws was given out to each member at this time as well, and a complete club inventory of possessions list.
The meeting started at approximately 7:30 p.m. as club president Gerry Balchuinas introduced Zach Koziol who is the ranger for the Army Corps of Engineers. Ranger Koziol greeted the membership by first thanking the club for its extensive trail work in the areas which are owned by the Corps. He continually expressed his gratitude toward the club and their work in the area during these difficult economic times. He further explained his and the Corps' desire to maintain a close working relationship with the Coldbrook Snowmobile Club. He spoke for about thirty minutes during which time he emphasized the need for the club and himself to work cooperatively in being accountable for the trail work. The key to this relationship being successful is communication with the contact people being Ranger Koziol and club president Gerry Balchuinas. Ranger Koziol spoke about the successful work completed on certain areas of local trails as well as placing a strong emphasis on being safe while working with equipment on the trails. Emphasizing the use of personal protective equipment while performing work on land owned by Army Corp/DCR. He also made it clear that work to be done in the park must go through him prior to being performed. He then explained the correct avenue for doing this. Ranger Koziol did mention that one of his goals was to establish a standard code of color for the signage on trails. Members were allowed to ask questions which he answered to the best of his ability. Upon finishing the club showed its appreciation toward Ranger Koziol by a rousing ovation.
After Ranger Koziol's presentation, club president Balchuinas asked the membership if they would vote on approving the meeting minutes from the September meeting. A motion was made, seconded, and approved by a verbal vote with no objections.
Treasurer Chuck Reed gave the current treasurer's report which included the current amount of bills submitted and club expenses since September 1, 2009 to October 1, 2009 as well as projected expenses for the purchase of SAM stickers. Club president Balchuinas asked for a motion to accept the treasurer's report which was made, seconded, and approved by a verbal vote from the present members.
The next items to be addressed were the bills submitted by club vice-president Dean Zuppio and club president Gerry Balchuinas for repairs to the groomers as well as for the club phone notification system and the mailing of membership applications. A request to either repair or replace a damaged pole saw belonging to the club lead to a discussion as to the extent of the damage as well as the estimated cost to repair versus the replacement cost. A motion was made to purchase a new pole saw rather than embark on a costly repair situation which may or may not correct the current problem with the saw. This motion was quickly seconded and a verbal vote approved the motion. At the same time a motion was made by club member Bob Cox to pay the above mentioned bills which were submitted. This motion was also rapidly seconded and granted by a verbal vote.
The safety equipment needed to use the different saws in the land areas owned by the Army Corps of Engineers was the next topic for discussion. The option of purchasing safety vests along with extra large lime green t-shirts for over the clothing use was the next item for conversation. Hard hats with ear muffs and a visor along with the appropriate chaps for the saw operators were the next items to be purchased in order to be with the regulations handed down from the Army Corps of Engineers. The decision to purchase these items was not voted on because these could be purchased out of monthly allotted funds all ready present.
Club president Balchuinas addressed the members about the timeline for repairing and installing the three new gates in order to complete the club's obligation to the SYMM's grant. The deadline at the current time is December of 2010. The present members respectfully discussed this subject with questions being asked and answered by club president Balchuinas and club vice-president Dean Zuppio. Gerry stated any member that had a place to build a gate was welcome to and contact him for the materials.
Club President Balchuinas addressed the need to fuel the groomers for their initial use this season. The projected amount will range between five to six hundred dollars. McDonald Fuel will once again handle this matter for the club. Two solid filled tires will be needed for the Piston Bully with an estimated cost of two hundred dollars for each tire. A request for a volunteer to do some internet research on the availability of used tires for this groomer was made by club president Balchuinas at this time. The websites to generate this research can be given to the volunteer after the meeting. Club member Chris
The next items to be discussed are the upcoming trail projects and the areas of need by priority. The first discussion was whether the members wanted to use the clubs funds this year for the trail breakfasts. After much discussion it was voted on and just beverages will be provided by the club this year.
Club president Balchuinas began the discussion on the topic of his trail walks with Ranger Koziol as well as the trail plans which will be submitted to the Army Corps of Engineers in order to proceed with the project. The project will consist of reinstalling a culvert in the Back Bay/Fliss market area. Also the straightening of the sharp corner in the Back Bay area. One of the walks includes an area in Templeton which will also involve a conservation committee member named Dave Coonce. Additional trail work will be necessary as the poor conditions were described as devastating in some areas where washouts occurred over the off-season months. The two major priority areas included the area by Glenwood Kitchens in Templeton and on the Ware River Rail Trail behind Williamsville pond. Club member Jake Lyman suggested using loam tailings as materials to complete the repairs in one of the mentioned areas.
Outgoing board of director member, Chris Ferragamo, has volunteered to head the proposed trail boss system. This system will identify through the volunteer process members who wish to be responsible for certain sections of trails. These members will work with Chris and the clubs resources to fix the problem on their section of trail. Chris stated that a few volunteers have contacted him but more are needed.
Club president Balchuinas requested reimbursement for concrete purchased for the building of the bridge on the King Phillip trail. A motion was made and seconded to repay this amount and a verbal vote approved this request. A receipt will be turned in for said purchase.
The
next repair project would be the bridge over the
Club member Mike Chenowski and club president Balchuinas recently walked an area within the Otter River State Park to determine if there existed any new trail possibilities to get to the gas station at Waterville plaza. Further exploration into these projected new riding trails will need to be made with discussions with the Army Corps of Engineers and the Department of Conservation and Recreation. Gerry and Mike did not see a feasible way but there is one more place to investigate before shutting this trail down.
The next item on the agenda was the repair and maintenance work that has been completed on each groomer as proposed in the agenda handout given to the members prior to the start of this meeting. The agenda has detailed listings of work to be done and work that is complete. Club president polled the members present and asked if there were any questions or concerns regarding the mentioned repairs and maintenance detailed in the agenda handout. There were no concerns or questions brought to the table for discussion at this time.
The next item contained in the agenda handout was the proposed fund raising ideas in order for the club to earn monies to help with future expenses. The main fundraising opportunity suggested by club president Balchuinas was to explore having a "cook" trailer with certain food items for riders on a major trail. The necessary materials in order to create a proper trailer to successfully operate on the trails were discussed among the members who were knowledgeable in this area. A motion was made by club member Jake Lyman to further research this matter with local public health officials to determine the proper permits required as well as the necessary materials in order to be within state codes of operation. The motion was seconded by club member Chris Ferragamo and a verbal vote approved the request for further research on this item.
Club member Dawn Balchuinas presented the remaining inventory of club t-shirts which includes the club logo. Club president Balchuinas mentioned that the club will be selling jackets which are shown on the handout which was passed around the meeting room at this time. The jackets will be on the website when time allows.
The next agenda item was presented by club vice-president Zuppio who will be representing the club at the upcoming Power sports Expo at the Big "E" in Springfield on the weekend of October 17 &18, 2009. His representation will include the two Skandik used for grooming. There will not be a club booth this year. Dean was authorized a spending budget for the meeting.
Due to the projected turnout for the next three monthly meetings, club president Balchuinas asked the members if anyone knew of a larger meeting place to conduct the monthly meetings for November, December, and January. If no suggestions were made within the next couple of weeks, the Legion Post in Baldwinville will be asked to hold the meeting at a cost of seventy-five dollars and this will be posted on the club's website as well as in a message through the phone notification system. While the Legion is not a definite yet. A free site will be searched for first and approved by the BOD’s.
The increase in the late registration fee to be implemented after the December 1, 2009 deadline will remain at ten dollars.
Club vice-president Zuppio informed the members that the current SYMM's grant will be the last monies received for two years as the club did not submit a proposal for this round of grant money.
Club vice-president proposed raffling a large screen television. Members will be asked to sell a book of tickets at a cost of five dollars for six chances to win the item. A discussion followed by the members as to whether or not this would be a viable money maker for the club. The discussion included a history of failed raffles. A motion was made, seconded, and a show of hands of eighteen to seventeen in favor of moving forward with this proposal which would allot the money to purchase the television and the making of the tickets.
The next agenda item was the election of club officers which was conducted by outgoing board of director member, Chris Ferragamo and assisted by Robin Grant Briner. Ballots were handed out along with pens to fill in the choices for the offices of club president and treasurer as these were the only two positions being contested. Club vice-president Dean Zuppio and club secretary Michael Roy were unopposed. The elected position for club president was being challenged by club member Bob Cox. The elected position of treasurer was being challenged by club member Ben King. Club president nominee Bob Cox was given time to present his qualifications and proposals for the club, if elected, and he did so in a prepared presentation. Treasurer nominee was also granted time and refused. The ballots were collected from the members and brought into the other room for counting.
During the ballot count, seeing as at that juncture in time the president position was not filled, past club president Balchuinas was asked, and was allowed permission by the present members to conduct the election of two board of directors to replace outgoing directors Dave Eklund and Chris Ferragamo. The nominations of Robin Grant Briner and Glenn Hines were made and accepted by the nominees. A verbal acceptance from the nominated parties was given to the members. A vote to accept these nominees to the board of directors was held and both passed with no objections.
The election ballots were turned in to Chris Ferragamo and Robin Grant Briner, who counted the ballots and delivered the results. Chris and Robin congratulated the winners
Gerry Balchuinas to return as club president and Ben King to replace Chuck Reed as club treasurer.
Gerry accepted and thanked Chris and Robin as well as outgoing treasurer Chuck Reed for all their efforts. He also congratulated Ben on his victory.
A motion was made to table the adoption of the club's by-laws until the November meeting. This motion was very rapidly seconded and ratified by a verbal vote of the members present.
Club president Gerry Balchuinas said that his first decision as president was to adjourn the meeting at 10:15