Crescent Lake Regional Sno-Riders, Inc.

December 9, 2007 Meeting Minutes

Call to Order – 9:45 AM by President Eric Callum

12 members.

Minutes of last meeting read by Mark Wilson

Motion to accept by Terry Callum, seconded by Doug Jeffrey, motion carried.

Treasurer’s Report by Mary Jeffrey

Savings Account $13,429; Checking Account $1462, CD for future Tucker maintenance, $2000. Expenses incl. trail master’s meeting attendance, excavation bill for P399/Black North area, P399 bridge material, 100 gal diesel for Tucker, maintenance parts for Tucker, trail signs, postage, Quick Books software. Received Grant in Aid payment from state for bridge materials. Motion to accept by Terry Callum, seconded by Tim Davis, motion carried.

Communications

The Secretary mailed followup letters and membership applications to previous members who have not yet joined for 2007/2008 (50 sent).

Committee Reports

Trail Report

Doug Jeffrey reported on trail work to widen and brush Rte 5 from the Heartbreak junction to the root cellar, and from DeCunha’s to Sheffer’s field to Glidden Hill Rd. That included widening a stone wall and replacing the short bridge at Kingston’s. Doug also opened gates in anticipation of the start of riding and staked Barber’s field.

Tucker service was completed Dec 8. That included grease, oil change, filters, replacing a hydraulic hose and shift cable, and adding flaps to keep snow off mirrors. Just needs to have some fluid added to the hydraulic lines to finish.

Terry Callum reported that we still need to remove a few trees on Rob Vogel’s trail next to Coffin Hill Rd and on the Boat Landing trail on Sirkin’s property. Also brushing on Potato Hill trail. Terry applied for a wetland’s permit for the work on the Unity Store trail, and Glenn seeded and hayed. The town has said we can continue to use the trail. Will revisit when the landfill is capped (they may use that lot for a new transfer station).

More discussion of when trails officially open. The state Landowner Liability policy is in force year-round, as is the club’s Allied Insurance policy covering liability and groomer damage. The state doesn’t reimburse for grooming until Dec 15, and even then may withhold payment if there isn’t 8 inches or more of snow on the ground continuously between Dec 15 and Jan 1. So you can ride whenever the trails have enough snow (respecting landowner’s property at all times – not okay to damage lawns etc because of insufficient snow). And the club equipment can go out whenever needed to check/clear/pack trails, but we don’t start grooming until there is enough snow after Dec 15.

Jeff Lucarelli reported on his attendance at the Trail Master’s meeting Dec 1 and on the groomer safety training course he took. After that we had a general discussion of the club’s groomer usage and training policy. Jeff volunteered to work on it in conjunction with the current groomer operators and bring back a draft for review.

Fundraising

Discussion of the annual Radar Run and Ride-In to be held Saturday, February 23. (Terry reported that the Washington club is holding their Radar Run on Feb 24, so no conflict.) Discussion of minimum ice thickness needed to hold the event and to plow the track or bring grooming equipment on the ice. We have been working with 8-12 inches as the right number, but Todd will research and report back.

Some discussion of the duties of the chairperson. Eric volunteered to organize the event with Todd’s help. Glen volunteered to plow the track and work on Friday setup. Todd to send for state event permit. Mary to get insurance in January. Mary and Mark to get food and supplies for food tent

Old Business

Mark Wilson reported on progress on IRS tax exempt status since Roger Wright’s presentation at the November meeting. The IRS says our tax ID number is inactive and that according to their records we have never applied for exempt status. IRS will reactivate EIN and send confirmation to current club address.

Mark started working on paperwork for IRS 1024 tax exempt application. Mark, Jean and Mary worked on organizing the club’s financial records for the current year and the past 3 years, entering them into QuickBooks software, and creating the necessary reports for the 1024 application. We do have some questions for an accountant about how to treat certain income and expenses, and about depreciation of club assets (groomers, drags, chain saws). Money for this was approved on November.

Next steps: Mark will finish draft of paperwork, schedule time with an accountant for review, and send everything in. After that we need to work on a Form 990 return for last year (Sep 1, 2006 – Aug 31, 2007). That’s due early next year.

Motion by Terry Callum, seconded by Tim Davis, to spend up to $1000 (in addition to amount approved last month) for IRS 1024 application fee ($750), copying and delivery costs, and any additional professional advice needed for 990 preparation. Motion carried.

Motion by Terry Callum, seconded by Tim Davis, to instruct the Treasurer to move $2000 from savings to checking to cover upcoming expenses, motion carried.

New Business

Terry Callum reported that Glenn Baron has assembled a 125 gallon diesel fuel tank and pump for use as a secondary fueling station for the Tucker. This tank will be placed at Larry Leclerc’s house, which is located at the other end of the trail system and convenient to Rte 5.

Motion by Terry Callum, seconded by Larry Leclerc, to authorize up to $400 for delivery of 100 gallons of diesel fuel to Larry’s for the fuel tank, motion carried.

Jeff Lucarelli and Terry Callum discussed the desirability of getting signs for ATVs used for trail work that identify the vehicle as a club work vehicle. This would help avoid issues with landowners who allow club ATVs for trail work but otherwise ban them. Glenn Baron volunteered to get information about options and cost and report back.

Discussion of ways to provide storage, cover and UV protection for the Tucker. Larry described a shelter his son had purchased that sounded appropriate; he will bring more information. Also some discussion of getting a small generator to power the Tucker block heater if it is stored or parked away from convenient electrical service. Larry indicated that a 1000 watt unit would be sufficient. Eric Callum will check into options and prices and report back.

Meeting adjourned at 11:45 AM.