Board of Directors Meeting - September 29, 2009

MBGA Directors Meeting September 29, 2009 Jeffrey's Restaurant

Attendees

Steven (ertyu), Tim (TurdleEggs), Dani (dani_carriere), Jacques (OHMIC), Stan
(Ztirnats), Mike (glacier_ice), Jeff (Hogger Jeff & the Piglets)

Missing

Sandra (junglehair), Jon (Trove Chasers), Jayson (Jaypeg), Carmène (Mosaik Voyage), Joe Graves (Shinook & White Juan)

Members

None present

Agenda Items

Minutes for August 6th, 2009

Motion: Jeff, Second: Dani, Passed

GeoVenture 2009

Tim (turdleEggs)

Discussion

A lot went well, the challenge wasn't kid friendly. Maybe we should have hardcore challenge and a Kid/family friendly cache. Food amount was near perfect. Night cache was fun. Game needed to be little more glow in the dark. Games were great.

Conclusions

2nd to last weekend in August seems to be a good date. Family friendly challenge needed.

Action Items Person Responsible
Family friendly challenge to be added to the next Geoventure Mike

Top Hiders

Tim (turdleEggs)

Discussion

Discussion revolved around who (active/historical) should be on the list.

Conclusions

List should be current hides. Archived hides will be a criteria for the New Cacher Hall of Fame. A poll should be done for cache of the month.

Action Items Person Responsible
Cacher hall of fame to be rolled out Stan/Tim
Cache of the month logistics to be worked out and implemented. Steve/Tim

Winter contest

Dani (dani_carriere)

Discussion

Contest needs to get moving, follow up in email.

Conclusions

Follow up in email within 2 weeks

Action Items Person Responsible
Follow up in email within 2 weeks Dani/Mike/Scott

Open Reports

Mike
Merchandising moving forward, advertisers are being prospected.

Dani for Sandra
Parks update, looking good, minor changes done, finalized soon.

Roundtable

Board Insurance

Action Items Person Responsible
Board insurance to be pursued through Manitoba Sports only Tim
Tim to look into Incorporation Tim

Coin discussed

Conclusions

Coin to be ordered

Action Items Person Responsible
Paula to be contacted and Landsharkz to be paid $500 to start Tim/Dani
Associations to be contacted for pre-sales of coins. Dani

Mega Event

Conclusions

We need to get moving. By the next meeting the committee will have: Event description, date, place and Start of promotion to other clubs.

Action Items Person Responsible
Report on items for next meeting Mega-event committee
Delegation to other executive members for tasks Committee

Directors Items

5 Minutes

Discussion
  • Hiding Seminar to be done, In conjunction with Winter event?
  • Mug required for Nick for all of the Seminars that he has done.
Action Items Person Responsible
Mug to be done Dani
Website safety - documentation and backups Steve
Planning committee for budget/budget policy/logo policy Tim
Seminar to be planned and implemented. Sandra

Next Meeting October 28th 7:00 PM

Reports

MBGA Events Report

September 28, 2009
by Sandra (junglehair)

Upcoming Events
  • Tavern Tales - October 2, 2009 - To be held at Tavern United on Pembina Hwy
Seminars
  • Should consider doing some sort of seminar this fall. Possibly a hiding seminar, or some other topic.
Past Events
  • GeoVenture 2009 - August 29, 2009
    • Another successful event with 35 Attended logs. This is up from last year when there were only 27 Attended logs.
    • There were a few hamburgers/hot dogs left over, but not too many (ordered 60 hamburgers and 70 hot dogs). Tim's estimate of 1.5 meat units per person seems to work well.
    • ToDo list for organizing GeoVenture has been posted on the FTP site for future reference.
    • Prize bin is now empty other than a few children's items
  • 09-09-09 Multi-Event: Manitoba - September 9, 2009
    • 34 Attended logs. Best attended pub night yet.
    • All coins were sold at the event.
Other Non-MBGA Events
  • Healthy Brandon's Geocaching Meet & Greet - August 26, 2009
    • 14 Attended logs for this event
  • Creature Feature at Jenga Ranch! by TurdleEggs - September 19, 2009
    • Over 100 people attended, 34 Attended logs.
    • Many newbies and many families with children were there.

MBGA Membership Report

September 29, 2009 by Steven (ertyu)

As of September 29, 2009, there are currently 482 registered members, 453 are Manitoba residents. A net gain of 24 and 21 respectively since August 5.

MBGA Treasurers Report

September 23, 2009 by Jon (Trove Chasers)

PREVIOUS BALANCE
Chequing Account Balance Forward $1,254.38    
PayPal Account Balance Forward   $297.63  
Total balance forward     $1,552.01
INCOME
Merchandise sales (Travel bugs, coins, crests May-Sept) $200.00    
09-09-09 Geocoin Sales $500.00    
MBGA Mug raffles $114.00    
Web Advertising - Google Adsense $116.62    
Geoventure camping fees $225.00    
Geoventure donations $92.23    
Subtotal $1,247.85 - $1,247.85
EXPENSE
July & Aug Bank Service Charge $(4.50)    
Refund to Paula Ehn - Churchill Trip $(103.00)    
Geoventure expenses $(160.29)    
09-09-09 $(342.56)    
Subtotal $(610.35) - $(610.35)
CURRENT BALANCE
Currrent Balance - Chequing $1,891.88    
Current Paypal Balance   $297.63  
Total Account Balance     $2,189.51

Suggested Liability form for events if required

Release of Liability and Assumption of All Risks

MBGA, MANITOBA GEOCACHING ASSOCIATION, its officers, directors, successors, agents, representatives, and assigns (collectively MBGA) does not own or operate any entity which provides, or is to provide, goods or services for your event including, for example, lodging facilities, transportation companies, food service providers, equipment suppliers, etc. As a result, MBGA is not liable for any negligent or willful act or failure to act of any such third person, or of any other third party.

In addition, I acknowledge that I have voluntarily applied to participate in the event designated on this application. I am voluntarily participating in this event with the knowledge of the numerous risks and dangers involved including but not limited to: negligence in any manner on the part of MBGA including, without limitation, negligence in the conduct or arrangement of the event in any respect from inception to completion, negligence with regard to transport selection or maintenance, in the maintenance or operation of any van or other motor vehicle utilized to transport passengers, etc.; physical exertion for which I am not prepared; forces of nature; transportation failures whether by plane, train, auto, boat, canoe, kayak, bicycle, ski, horseback or other animal, by foot, or by any other conveyance; consumption of alcoholic beverages; risks associated with food or impure water; dangers associated with wild or other animals; accident or illness without access to means of rapid evacuation or availability of medical supplies or services; the adequacy of medical attention once provided; epidemics or the threat thereof; and stolen, lost, or misplaced luggage or property. I acknowledge that the enjoyment and excitement of adventure travel is derived in part from the inherent risks incurred by travel and activity beyond the accepted safety of life at home or work and that these inherent risks contribute to such enjoyment and excitement, being a reason for my participation. I HEREBY AGREE TO BE RESPONSIBLE FOR MY OWN WELFARE AND ACCEPT ANY AND ALL RISKS OF DELAY, UNANTICIPATED EVENTS, INCONVENIENCE, ILLNESS, INJURY, EMOTIONAL TRAUMA OR DEATH.

I acknowledge that the cost of all MBGA events is based upon event participants executing this Release of Liability, Assumption of All Risk, and Arbitration Agreement. Therefore, as lawful consideration for being permitted to participate on such event(s), I hereby RELEASE AND DISCHARGE FOREVER MBGA FROM AND AGAINST ANY AND ALL LIABILITY ARISING FROM MY PARTICIPATION IN THE EVENT. I agree that this release shall be legally binding upon me personally, all members of my family and all minors traveling with me, my and their heirs, successors, assigns, and legal representatives, it being my intention fully to assume all the risks associated with this event and to release MBGA from any and all liabilities to the maximum extent permitted by law.

KNOWING AND VOLUNTARY EXECUTION: I have carefully read and fully understand the contents and legal ramifications of this document.

Name _____________________________________________Date_______________________________

Previous Meetings