October 23rd 2002 Meeting Minutes

THE OVER THE HILL GANG VOLKSSPORT CLUB MEETING

October 23rd, 2002

Held at Round Table Pizza, Auburn, Washington

CALL TO ORDER:
Club President, Jack Maxcy, called the meeting to order at 7:01pm .  There were 20 members present.

MINUTES OF SEPTEMBER 25, 2002 MEETING:
The September meeting were discussed and approved.

CORRESPONDENCE:
We received correspondence from Trail master concerning the Atlantic Region walks in August and September.  Also, the Gulf Shores event is next February.
EMAILS RECEIVED:  One from JP:  Eye surgery went well, and he is doing super; One from Tina in Oklahoma , just saying Hi, and that they miss us.  They won’t be coming for our Christmas Social.  We will miss them.

TREASURERS REPORT:
Ken Grieser reported that as of Sept. 25 to Oct 23rd, 2002 :  Income: $777.24. (from walk fees, membership dues and sales.)  Expenses:  $890.78.  (self storage cost, AVA, ESVA, walk expenses, and donations.)  Check Book balance:  $6,434.27.

COMMITTEE REPORTS:
KENT YRE: 162 WALKERS TO DATE
FEDERAL WAY YRE 141 WALKERS TO DATE
DUPONT WALK & BIKE 140 WALKERS & 28 BIKERS TO DATE
SALES: Alicia:  She has books and club shirts.
MEMBERSHIP: Marianne: We have 75 members. 2 honorary members.
SICKNESS AND SYMPATHY: Joan sent a get-well card to JP Prizmich after very successful eye surgery.
SOCIAL: No report was made.

CHECKPOINT:
Dean reported on a few issues.  On September 18, 2002 Jackie Wilson became the Acting Executive Director at AVA Headquarters.  Jo King was released during her probation period.  There will be no change to normal functions.  As of January 1 2003 , the maximum amount that may be charged for credit-only walkers will be $3.  AVA will receive $1.25 for each paid participant from the collected fee.  It should be noted that the $3 being the maximum, the only requirement is that AVA receives their portion.  The cost for required liability insurance and organizational management of events must be paid for and when a non-IVV fee is charged the overall costs are spread out among more participants.  While the “free” category has been historically offered, the operational costs must then be supported by those who pay participation fees.  Use of the non-IVV fee will financially assist AVA and clubs to provide sporting events at a reasonable cost to participants.  Also, some of our members have inquired about a shipment they have received form New Balance.  If you receive a small gift from NB this is your New Member Welcome Gift.  It is yours to keep.  If you receive gift certificates from NB, they are no longer providing mini catalogs with the certificates.  You can log onto their web site, www.newbalance.com to see what is available.

ESVA:
Next meeting will on November 2nd in Seattle .  Jack still needs trail checkers for Sunday Feb. 2nd, 2003 for our NW Trek walk..  Two clubs on the Peninsula , Bremerton and Pt Townsend will merge effective January 1, 2003 .

AVA:
Proofs for 2003 YRE’s have been received, reviewed and returned to AVA.

UNFINISHED BUSINESS:
Dean reported on our walk at Norpoint.  The walk was on October 5th.  We had 246 walkers.  27 Awards were given out.  7 awards were left over and they were sold later on the Internet.
The Girl Scout walk on October 13th at DuPont went great as always.  205 Girl Scouts + 8 others for a total of 213.  It was a beautiful day.  There were fire engines and firemen on site.  A special thanks to Alicia, Linda James, Bob and Betty Hellers and Paul and Laura Bastin.  The Girls are ready to do it again.
Our March 22, 2003 walk at DuPont is progressing well.  The Fire Dept. has asked if they can help and be on site somewhere.  Linda James will submit the permit for approval. It was decided at our meeting that the hatpin for this walk will be a fire engine.
The NW Trek walk will be on Saturday June 7th, 2003 .  It will be a joint walk with the Girl scouts.  JP and Dianne will be in charge of the walk.
Our Juneau 2002 YRE ended Sept. 30th.  The final count was 174 walkers.
Our YRE walks brochures and map/directions have been printed and folded.

NEW BUSINESS: 
For all club events in 2003 we will charge $2 for club members and for-credit walkers will be charged $3.
2003 STARTING POINT:  If you are going to order one please let Alicia know by November 1st.  You won’t be billed for it until the club receives them.
DONATIONS:  A motion was made that we donate $150 to Norpoint for letting us use their building for a starting point.  It was seconded and a unanimous vote was made. We will be sending a check to them for $150.  Dean will be hand delivering it.  Also a donation to the Parks Foundation of DuPont for $50, and $25 to the Fire Department of DuPont will be made.  Jack will deliver it to them.
CHRISTMAS SOCIAL:  December 15, 2002 at the Tacoma Elks Lodge.  1965 So. Union Ave. , Tacoma .  Social Hour will be 4pm .  Dinner will be at 5pm .  There will be music for dancing until 8pm .  Entrée choices will be limited to one from each of the following groups:
Buffet                                        $13.75
Poultry Group:
Chicken Marsala                         $12.00
Lemon Chicken Almondine        $12.00
Beef Group:
Top Sirloin (8 oz,)                      $13.50
London Broil                              $12.75
Please phone or email Alicia of your choice of entrée, no later than December 1st.  Your check should be sent no later than December 5th.  The amount of the entrée that you have selected already includes tax and gratuity, and coffee or tea.   Please make checks payable to:  Alicia Maxcy,  PO Box 23057,  Federal Way , WA    98093-0057 .  Any questions, call her at (253) 927-4580.

MISCELLANEOUS:  
Jack and Alicia will be unavailable from November 6 to the 26th.
A donation of $100 for the silent auction at the National Convention in Colorado has been sent.
Telephone number for the Quality Inn in Hope , Canada is 1-800-899-5996.  Put the last weekend in September 2003 on your calendar for this great outing.  Some members have asked for an overnight train trip to Vancouver , BC on the 2nd weekend in September 2003.  If enough are interested, Jack will look into organizing this event.  Let Jack know if you are interested.

The meeting was adjourned at 8pm .


Secretary, TOTHG