Meeting Minutes

April 2009

2009-08-25T18:27:21.133-05:00

The meeting was called to order by Bob Garrett at 7:00pm.
Prayer by Keith Hair.
The minutes were read by Debbie Fritts. Motion to accept by Herb Fritts. 2nd by David Lemarr. Motion passed.
Financial report given by David Lemarr. Motion to accept by Herb Fritts. 2nd by John Israel. Motion passed.
Herb Fritts made a motion for the President to appoint a Club Chaplin and an Event Coordinator. 2nd by John Israel. Motion passed.

ELECTION:
The President, Vice President, Secretary, Treasurer, and Media Coordinator were all uncontested offices. A vote was held to confirm the uncontested positions. All these offices were confirmed.
President – Bob Garrett
Vice President – Ernie Gipson
Secretary – Cheryl Lemarr
Treasurer – David Lemarr
Media Coordinator – Jay Maddux.

We then moved on to the Board of Director positions. They are as follows:
Janet Green will be starting her 2nd year of a 2 year Board position.
Keith Hair was elected to a 2 year B.O.D. position.
1 year B.O.D. is as follows:
Doug Murphy
John Israel
Leonard Allmon
John Maddux

Bob Garrett appointed Tammy Murphy as Events Coordinator and Keith Hair as Club Chaplin.
All officers and B.O.D. will take office on May 1st.
Bob Garrett gave a State of the Club Address.
The Fall Ride date was changed to October 22nd-24th.
There will be a Club ride at Pickett on May 30th.
Herb Fritts made a motion to adjourn. 2n by David Lemarr. Motion passed.
Meeting Adjourned.

March 2009

2009-08-25T18:26:43.397-05:00

The Windrock ATV Club meeting was called to order by Leonard Allmon .
Prayer by Leonard Allmon.
There were no financials or minutes given.
Both changes to the By Laws were voted in. The changes are as follows:

ADDENDUM TO ARTICLE 1: MEMBERSHIP
Persons holding any elective office in The Club, whether elected or appointed, shall have been a dues paying member of The Club at the time of their nomination or appointment and also must have fulfilled any other requirement pertaining to holding office.
January 2nd of the year following election or appointment, all such members shall be granted, as a token of appreciation for their service, free membership in The Club
for the ensuing year.
Any person appointed or elected or otherwise installed in any Office or position of Directorship must serve at least 6 months to qualify for such free membership.
The Board, after deliberation and for just cause, shall have the power, through a proper vote, to approve or disapprove the above described benefit to any person.

ADDENDUMTO ARTICLE IV: FIDUCIARY RESPONSIBILITIES
The President of The Club shall have the authority to make expenditures not exceeding $500, without prior approval of the Board, subject to the following limitations:
1. Such expenditures shall be within guidelines already established and must be co-incidental with The Club’s mission and objectives.
2. Such expenditure cannot be a portion of a larger amount due a specific vendor, supplier, or other recipient of such expenditure.
3. Such expenditure cannot be paid to any officer or member of The Club.
Herb Fritts made a motion to have an oath of office for officers and Board of Directors. 2nd by John Israel. Motion passed.
Nomination for officers are as follows:

President – Bob Garrett
Vice President- Ernie Gipson
Secretary – Cheryl Lemarr
Treasurer – David Lemarr
Media Coordinator – Jay Maddux

2 year B.O.D. -
John Israel
Casey Kennedy
Keith Hair

1 year B.O.D. –
Keith Hair
Casey Kennedy
Bob Kennedy
Doug Murphy
Tammy Murphy
Leonard Allmon
John Israel
John Maddux

Meeting adjourned

February 2009

2009-08-25T18:25:51.683-05:00

Meeting called to order by Leonard Allmon.
Minutes read by Debbie Fritts. Motion to accept by Herb Fritts. 2nd by John Israel. Motion passed.
No financials given.
The General Insurance policy rates went down $600 since we are no longer involved with the Coal Creek property.
The trash pick up ride will be March 14th.
AMA & ATVA fees were discussed. Herb Fritts made a motion to pay the minimum amount for now and discuss it at the next meeting when we have more information. 2nd. By John Israel. Motion passed.
Nomination for officers and Board of Directors will be held at the next membership meeting.
Herb Fritts made a motion to have the Fall Ride October 16th – 17th. 2nd Ernie Gipson. Motion passed.
Motion by Herb Fritts to let CHATDC have an ATV safety course at Coal Creek. The club can help if needed. 2nd by John Israel. Motion passed.
MEETING ADJOURNED

January 2009

2009-08-25T18:25:18.364-05:00

The Windrock ATV Club membership meeting was called to order by Bob Garrett on January 27, 2009 @ 1900.
Minutes read by Debbie Fritts. Motion to accept by Herb Fritts. 2nd. By David Lemarr. Motion passed.
Financial by David Lemarr. Motion to accept by Herb Fritts. 2nd by Keith Hair. Motion passed.

Reports of committees:
Scholarship committee – Casey Kennedy
$8000 set aside to fund Windrock ATV and Coal Creek scholarships. $2000 for Windrock ATV Club scholarship. Scholarship forms and rules are being finalized.
Memberships-
Jay Maddux has set up the membership form so that it can be bought online.
Event Committee: Ernie Gipson
Volunteers can sign up online. The events will have an addition of track races.
Charter and by-law committee:
Leonard wants changes sent out as soon as possible.

Motion by Herb Fritts to give a free membership to officers the next membership renewal after taking office. 2nd Leonard Allmon. Motion passed.
Discussion about parades and Christmas party.
We have been granted a 501C7 non profit status.
Herb Fritts made a motion to check on prices to re-up membership in Tread Lightly and the Blue Ribbon Coalition and bring to next meeting. 2nd David Lemarr. Motion passed.
Casey Kennedy made a motion to check with AMA/ATVA on possibility on becoming a promoting club. 2ndHerb Fritts. Motion passed.
A February 12th meeting has been scheduled with Coal Creek to discuss the clubs relationship with them pertaining to the events and property.
Meeting adjourned.

August 2009

2009-08-25T18:23:13.679-05:00

Coming Soon...

July 2009

2009-08-25T18:22:43.279-05:00

Windrock ATV Club Monthly Club Meeting for July
(7-28-2009)

The Meeting was called to order by Bob Garrett, and opening prayer was also led by Bob Garrett.
Minutes were read by Cheryl LeMarr. Motion to accept the minutes as read given to David LeMarr. The second to the motion came from Doug Murphy. Voted taken, motion passed.
The financial report was given by David Lemarr. Motion to accept was made by Jay Maddux. The second to the motion came from Doug Murphy. Vote taken, motion passed. Checking account balance was as follows, $51,639.25. The money market account balance was as follows, $32,148.92, as of June 30, 2009.

Old Business:
Pugh & Co. has cost approx $25,000 in legal fees, etc., but $14,700 of that went to the I.R.S.
A motion was made to have Pugh & Co. continue to handle the club’ business on a yearly contract. Doug Murphy made the motion, Leonard Allmon seconded the motion. Vote taken, motion passed. The 1st and 2nd quarter tax returns have been taken care of.
Scholarship monies are being dealt with now. Coal Creek is dealing the checks. We will hand out certificates as a club.
Event Report was given by Tammy Murphy. She is still waiting on many sponsors as well as the Comfort Inn. We have online advertising sent out to 25 clubs.
Trent Whicker will take his father’s place as Land Manager for the Coal Creek Company.
After a brief discussion, the club feels it best to post the minutes from the monthly club minutes from the monthly club meetings, on both sites, being the club website and forum.
The Prentice Cooper ride was dry, dusty and lots of fun. 10 to 12 of our club members participated. There were also approximately 10 to 12 who showed up for work day on the mountain, and a large amount of work was accomplished.

New Business:
August 19, 2009 Windrock Night ride (Hoot Owl Ride), meet at the upper shed at 6:00 P.M. A TWRA permit is required a small game permit/WMA permit required. John Israel will be the guide.
Don’t forget your 50% discount card. It’s well worth it.
There is an open position on the Board of Directors that needs filling. Greg Gray (wrenchead) was nominated. Motion made by Leonard Allman, and seconded by John Maddux. John Israel is now the Vice President of the Windrock ATV Club.
Raffle Drawing Winners: David Lemarr (wrenches), Greg Gray (tow-straps)
A motion was made to adjourn by Jay Maddux, seconded by Tammy Murphy.
Meeting Adjourned.

May 2009

2009-07-29T20:45:15.336-05:00

The meeting was called to order by David LeMarr. Followed by the opening prayer led by Cheryl LeMarr. Minutes were then read by Cheryl LeMarr. A motion was made to accept the minutes as read by Leonard Allmon. A second to the motion was made by Doug Murphy. Vote taken, motion passed. The financial report was then read by David LeMarr. A motion was made to accept the finance report as given, was made by Jay Maddux. The second to the motion was made by Doug Murphy. Vote was taken, motion passed.

Old Business
Scholarship Committee reported that there were 4 scholarships that were looking really good at this time. The events coordinator (Tammy Murphy) and several other club members, because of the way things were worded, have questions as to charge or not charge the vendors at events. So we decided to table this question until we can look further into the concerns. We feel that Coal Creek will have a bearing on this decision. Tammy also raised the question as to her eligibility to vote because of the fact that she was appointed to her position. The club would also like this to be researched.

New Business
Brimstone, White Knuckle ride, was reported on by, Tammy and Doug, aside from being hot and dusty, the ride was great. The turn out was really good too. Huntsville, barricaded the right hand lane of the highway, off to regular traffic, allowing only four wheelers access, all through the town. There was no news on the by-laws. Membership Apptreciation Day Dinner that is set for Sept. 5/th 2009 was given a time for 11:00 A.M. by our events coordinator. Vote was taken, all agreed. A suggestion was made to help boost the membership. A possible opportunity to join for 2 years and get the 3/rd year free. This idea came from WinWun. Charlie Duncan of the D.A.V. was present, so we asked him if he thought it would be alright, for the club to store all of the items that we plan to sell at the auction, in a room at the D.A.V. building, until the auction. Charlie stated that there would be no problem with this. We thanked him at that time. The Pickett Ride was then announced for May 30th 2009. Deb Fritts brought printed off directions for those who needed them. Deb and Herb also brought an itemized list of all the stock left in the trailer. There are apprx. 200 items left, but they are all in odd sizes. So at this time, it was agreed to leave the on line store closed. We still need ideas for new T-shirt designs.
All the new officers and Board members were welcomed once again. At this time a motion to adjourn was made by Jay Maddux, it was seconded by Doug Murphy, Vote taken, meeting adjourned.

June 2009

2009-07-29T20:44:56.522-05:00

Bob Garrett called the meeting to order

Keith Hair said the prayer

Bob read the minutes from the last meeting and Leonard Allmon moved and David Lamarr seconded the minutes.
Treasurer’s Report was read by David. We have 52,695.76 in our checking account and 32,120.01 in the Money Market. Bob explained what the Money Market account was for to all members.
Bob read a letter of appreciation from the Bill Hall, principal for the Cheerleader Memorial Fund. Bob explained that the club did something great for others and it shows just how much it was appreciated.

Old Business
Scholarship Committee met on the 24th and 5 students were picked. All five students will be notified that they will receive the scholarship. Bob will contact Coal Creek that we are ready to give out the scholarship.
Tammy sent off over 70 personal letters to vendors and sponsors with the dates of the fall event. Tammy will keep working on getting more sponsors and vendors to commit.
The monthly ride had a low turn out at Windrock this month. The Pickett ride was very well attended. We should encourage all club members to take the rides. The next schedule ride will be in Chattanooga.
Leonard outlines the procedures for a 2-2year BOD position. Bob stated that we will leave the by-law as it stands.
Bob cleared the confusion on whether Tammy has voting rights on the board. He explained that even if the position is appointed, they still have the right to have their vote count since they are technically part of the board.

New Business
All back taxes have been filed and waiting to hear from IRS. Bob sees no problem with the IRS.
Quarterly taxes have been placed in the mail
Bob is working on “sponsor packets” for Tammy and other members to give out. Should have them available for next meeting.
Bob stated that the Newsletter should be continued once again. Lots of discussion was had over members feeling that they weren’t getting anything for their money. The club needs to reach out to the members to let them know what is going on. All members were encouraged to help Jay with information to go in the newsletter. Jay needs all info to later than the 3rd week of July to make the August 1st date for the letter.
The MAD event was discussed. It will be held on Sept 5 at 11:00. The club will pick up the price for the meat and drinks and other members were encouraged to bring a side or dessert.
Bob stated that the club needed to get back to working on Cleanup Days. It was stated that the second Saturday of each month, we should get the members together and pick up trash. Most importantly, trail 26 and 27 to Petro should be cleaned up. To get permission to go to Petro for lunch, it is helpful to make the landowners happy that we will do our part to help with the mess. The next clean up day is scheduled for July 11. We will leave at 8:00 and go concentrate on trail 26 and 27.
Bob is working on the Club t-shirt and Fall Event design. He hopes to have the new designs at the next meeting. Also, it was discussed on what items we wanted to sell. Members agreed that we should keep our ordering to “low cost” items. John Israel will talk to the man in Kodak about making us a deal on the miniature license plates and report back at the next meeting.
Bob stated to the members that we need to replace our VP since Ernie had to step down. The BOD will meet and take nomination and vote on the VP following the members meeting.

Other business:
Keith Hair had 50% off offers from Fuddruckers. This card was given to all members that were there to get the discount.

Meeting was adjourned – Leonard moved and Jay seconded.