Fall 2012 RMR BOD Meeting Minutes

                                                           ROCKY MOUNTAIN REGION 

Minutes of Meeting: Saturday, November 10, 2012

At Caboose Hobbies – Denver, CO

Gary Myers called the meeting to order at 3:00 p.m.

ROLL CALL AND CALL FOR PROXIES

OFFICERS

            President - Gary Myers                                                   Present

                        Vice President - Richard Hunter                                   Present

                        Treasurer - Don Francis                                                 Present

                        Secretary - Greg Long                                                    Present

DIRECTORS

            2011-2013

                        Al Hovey                                                                      Present

                        Scott Bergey                                                                Present

                        William Tulley                                                              Absent (proxy)

            2012-2014

                        Jim Laird                                                                     Absent

                        John Griffith                                                                Absent (proxy)

                        Ken Berry                                                                   Absent

PAST PRESIDENT

                        Former President - Harold Huber                                  Absent (proxy) 

DIVISION SUPERINTENDENTS

                         2-Sunrise                        Jim Laird                                 Absent

                         3-South Suburban         Denny Krausman                     Present

                         4-Pikes Peak                  Bob Binder                              Present

                         5-Estes Valley                Bob Trump                              Present

                         6-Rio Grande                  Bill Sedivec                             Absent (proxy)

                         7-Road Runner              Michael Weiss                         Absent (proxy)

                         8-Flat Irons                      Roy Johnson                            Present

                         9-Northern Colorado     Don Allender                           Absent

                        10-Silver San Juan         Dr. Martin Pirnat                      Present

                        12-Southern Wyoming   Ted Erickson*                          Present

                        13-Colorado Western     Wayne Kennedy                      Absent

                        14-Northern Wyoming    Harry Buhler                           Present

                        15-Wasatch                     David Shearer                         Absent

                        16-Front Range              Paul Brennecke                      Present

                        17-Arkansas Valley       Greg Long                               Present

                        19-Roaring Fork             Paul Petty (Acting)**                 Absent

                        20-Southern Utah          Doug Whetstone                       Present

                        * Nathan Beauheim represented Ted Erickson

                        ** Inactive Division

ANNOUNCEMENTS FROM PRESIDENT

The original plan of a private sale after the meeting, with 15% off almost everything in the store has changed. The meeting needs to finish before 5:00 p.m. and the discount of 15% is to be applied to only two items that are purchased.

MINUTES OF FALL 2011 MEETING

The meeting minutes of the Fall 2011 Board meeting were sent out to BOD members electronically before the meeting. The minutes were not read. It was noted that the approval of the RMR Constitution and By-Laws was omitted from these notes. Motion to accept the Fall 2011 Meeting Notes by Al Hovey, 2nd Paul Brennecke. The motion carried.

MINUTES OF SPRING 2012 MEETING

The meeting minutes of the Spring 2012 Board meeting were sent out to BOD members electronically before the meeting. The minutes were not read. Motion to accept the Spring 2012 Meeting Notes by Al Hovey, 2nd Harry Buhler. The motion carried.

TREASURER’S REPORT

Don Francis passed out copies of the Treasurer Report and 2012 Budget to the BOD. Don stated that the budget was almost identical to that presented at the Spring board meeting. The 91 day CD was closed and transferred to checking to cover the 2012 Convention expenses. Motion to accept the Treasurers Report by Jack Sousa, 2nd Richard Hunter. The motion carried.

AUDIT COMMITTEE REPORT

Denny Krausman reported that the committee overall found no problems with the audit except it was noted that there needs to be another board member appointed that can sign checks. Currently the Treasurer is the only board member able to sign checks. The President of the region will be the other member. Gary Myers also noted that there is a question about the Treasurer being bonded. The By-Laws state that the Treasurer needs to be bonded or sufficiently insured. Martin Pirnat suggested that one other board member or director have electronic access to the bank statements. Motion to approve Audit Committee Report by Al Hovey. 2nd Martin Pirnat. The motion carried.

COMPANY STORE REPORT

Jack Sousa stated that the Company Store is still making money. The store did well during the 2012 Convention. Insurance and registration are coming due soon on the RMR trailer. Tires for the trailer were purchased for $200. Jack is retiring and there are still isn't anyone to take over the job. A notice will be printed in the next Callboard.

CONVENTION REPORTS

2012 Big Horn Mixed - Richard Hunter went over the highlights of the convention report. Motion to accept the 2012 Convention Report by Jack Sousa, 2nd Bob Binder. The motion carried.

2013 Rails Along the Rio Grande - Al Hovey passed out a convention report that included the latest information on the convention. The break even number of registrants was determined to be 100. It was suggested that the RMR donate a train set for the Train Show Drawing. A train set is not in the RMR budget. The convention committee should contact Lionel or other manufacturers about donating a set or sets. If more than one set can be obtained, they should be in different scales. Motion to accept the 2013 Convention Report by Richard Hunter, 2nd Bob Binder. The motion carried.

2014 Salt Lake - Ken Berry was not present at the meeting. Information about the convention is needed before the Board meeting in June. The Wasatch Division will be contacted by e-mail.

2015 Denver - Denny Krausman reported that the convention would be held in the Denver Metro area. The South Suburban division will hold the first convention planning meeting on December 1, 2012. First order of business is lining up a hotel for the convention.

2016 Bid - No formal bid yet. Gary Myers would like to see another convention in the western part of Colorado.

CHAIRMAN'S REPORT

The Achievement Program, Model Contest, Boy Scout and Callboard Editor reports were all combined into one document. Suggestions brought up after reading the Callboard Editor report was the ability to view the Callboard online and to be able to download the Callboard in other formats other than Adobe PDF file. The Membership report did not make it in time for the meeting. It will be forwarded by the President after the meeting. Motion to accept all Chairman’s Reports by Richard Hunter, 2nd Bob Binder. The motion carried.

OLD BUSINESS

Revision of Constitution and Bylaws - The proposed changes to the Constitution and By-Laws were sent to the BOD electronically before the meeting. It was decided to approve the documents as a whole, after discussion, instead of one article at a time. Motion to accept all changes to the Constitution by Al Hovey, 2nd Jack Sousa. The motion carried.

Under By-Laws Change Proposal 13: Sec. (8) -The change “An exception to this rule is if there are Constitution changes to be voted on by the general membership.” has been modified to read “An exception to this rule is if there are Constitution changes or other Region business to be voted on by the general membership.” A correction was made in By-Laws Change Proposal 18: Sec.1 The reference to Section 7 was changed to Section 8. Motion to accept By-Laws with corrections by Al Hovey, 2nd Martin Pirnat. The motion carried.

The membership now has to approve the Constitution and By-Laws by vote.

NEW BUSINESS

Financial Policy Amendments - Along with a minor title change and matching fund addendum the convention profits/loss policy change was discussed. Losses suffered by any convention shall be divided between the host organization and the Region as determined by the Board of Directors. A motion to accept the Financial Policy Amendments with the split of the profits from a convention to be 60% to the host division and 40% to the Region after the 2013 convention by Martin Pirnat, 2nd Harry Buhler. The motion carried. Motion to allow the Sunrise division 100% of the Chama Convention profit by Don Francis, 2nd Al Hovey. The motion carried.

Memorials and Honorariums - The RMR will not use any funds or award special status to any region member that is having monetary difficulties due to illness etc. The Region will not buy flowers etc. for members that pass away. The division that has a death in it is encouraged to produce an obituary to be printed in the Callboard.

Proposed Chair Position - Scott Jesienowski is the current Yahoo Group Moderator. Any change to this position will be approved by the Board of Directors. No new Chair position is needed. A motion to accept Scott Jesienowski as the Yahoo Group Moderator by Martin Pirnat, 2nd Richard Hunter. The motion carried.

2013 Election Committee Appointees - Three appointees named to gather nominees for 2013-2015 Directors are: Martin Pirnat, John Griffith and Paul Brennecke.

NMRA Strategic Plan Committee Appointees - Currently only Ken Berry is the only appointee. Motion to accept Ken Berry and Gary Myers as the NMRA Strategic Plan Committee members by Martin Pirnat, 2nd Don Francis. The motion carried.

ISSUES/CONCERNS

Roaring Fork Members/Division Reassignment - tabled until next meeting.

Wasatch/Southern Wyoming Members Transfer/Division Boundaries - Some Green River members want to transfer to the Wasatch division since it is closer. Gary Myers would like to see the Green River members form a club and still support the Southern Wyoming division.

AP Program Support - Jim Laird has a concern that there is lack of support for the AP Program. Gary Myers would like to see a web page of the Region AP Program Chair with all the division AP Chairs listed as well as model judges.

Website Information Updates - The question of how the Region charged for making changes and or updates to the web site was discussed. The web master, Chris Fox, charges by the time taken to make the changes. Usually a minor change isn’t charged. Jack Sousa lets Chris know what updates or changes need to be made. Jack has asked Chris to send a bill every three months. Don Francis would like to know what rate is used and will determine when he needs a quarterly bill to line up with the Treasurer reports.

OTHER NEW BUSINESS

Bob Binder reminded the board that the Pikes Peak division came to the Region, about a year and a half ago, looking for matching funds to purchase a trailer for storing and transporting modules. At the time the division did not have the funds available. Now the division has $1500 and is asking for $1500 in matching funds from the Region to purchase a 5’x8’ trailer. The funds are needed ASAP in order to purchase the trailer. The Treasurer does not write a check until it is proven that the division has spent their funds and some sort of bill of sale is produced. A motion was made to approve $1500 of matching funds to the Pikes Peak division to be paid after a copy of a bill of sale is produced by Richard Hunter. 2nd Al Hovey. The motion carried.

NEXT BOD MEETING TIME AND LOCATION

Sunday June 9th at the 2013 RMR Convention in Albuquerque, NM.

Motion to Adjourn – Bill Sedivec, 2nd Al Hovey. The motion carried.

Meeting adjourned at: 4:42 p.m.

Respectfully submitted by:

Gregory Long, RMR Secretary, NMRA

10 DECEMBER 2012