Minutes — Nov 2023

*Meeting called to order on 11/7/23, 7:13pm at Potsie’s by Spencer.

Secretary’s report: 

• October and all past month meeting minutes are posted on webpage.
• Questions on October meeting minutes, as to whether the proposed expenditure limits for bylaw amendment proposal was to be $300 or $350 for approval by BOD versus club voting. 

Treasurer’s report:

• Another budget meeting held just before regular meeting.  Board of Directors and officers attended.  Intent was to revise budget proposal after learning at last meeting that club donation from years past would not be coming to the club this year.
• Minimal inflows & outflows other than membership renewals and youth snowmobile safety class refunded to Kevin.
• Frank had done a short application for 501c3, but it got denied and refunded.  Plan to reapply using the long form.  Might need assistance due to the multitude of questions on the form.  Suggestions made for others that have experience with this.  Not certain what the application might cost.

Media/Marketing: 

• Photos of the wood cutting festival were posted to the website.  HUGE thanks, appreciation, and kudos go out to Ben & Charlie Larkey for stacking all the wood at the shelter.  Great job boys!  Thank you!
• Jacquie and Eric still working on shared access to the club Facebook page.

Council Report:

• Stower trail.  Judge’s decision on snowmobile access is expected in early December.
• Some bridge re-decks have been done in the county.
• Trail near Cushing is in question this year due to land access.
• Bridge by Horse Creek was fixed.  Footings repaired.
• Maps were done this year.  Needed some additional details on some sponsor forms.

Trail Bosses Report: 

• Kevin.  Two new landowners, but both have agreed to allow trail to remain.  Both will be landowner club members.  Trollhaugen approved trail signing as normal this year.
• Scott.  Be sure to check with landowners if they plan to do any tillage before signing.
• Don Stark.  Jerry Heichel removed a fence along the lane, so that should improve that area.
• Frank.  New Trail 30.  Looks great!  Basically done now.  Thanks for all the help!  Powerlines being replaced, so that helped in some areas.  Got a couple additional landowners so trail can run on the edge of the property instead of the ditch.
• Reminder to all to track your time doing trail work so we can turn it in for the county funding.

KAOS Youth Club:

• Next meeting is next Tuesday, 11/14 at 7:00 at McKenzie Lanes in Centuria.
• Will be doing trail signs Saturday morning, 11/11.  Meet at McKenzie’s at 9:00am.
• Youth snowmobile safety class was held in October.  30 students completed the class.

Old Business:

• October meeting discussions were good, but keep in mind everyone is volunteering and trying to contribute. 
• Resolution drafted as per October meeting to set allowable expenditure limits:
  • Amounts:
    • <$100 requires club President’s approval.
    • <$300 requires approval of Board of Directors’ majority vote.
    • >$300 requires approval by club members’ majority vote at regular club meetings.
  • Draft resolution was reviewed by Board of Directors during budget meeting.  Recommendation was to allow committees to decide how their allotted budget could be spent. 
  • Lots of discussion.  So long as they operate within budget, all is good.  50+ years of club history to go on.
  • Options would be to review the draft resolution for vote on adoption at next meeting in December or to entertain a motion to scrap the draft resolution.
  • Motion was made by Kevin to scrap the draft resolution.  Seconded by Don.  Vote was majority in favor to scrap the draft resolution, not moving forward with it.  Motion passed.

New Business:

• Revised budget proposal reviewed. 
  • Recommendations brought forward to lower expenditures:
    • Club safari.  Club will not pay for the Friday dinner.  People that attend can choose to chip in for dinner or make other arrangements.
    • Scholarships.  Possibly do one scholarship instead of two.
    • Landowner’s appreciation brunch:
      • Focus on landowners.  Club members could pay for their own food and drinks.
      • No door prizes for club members.  Only for landowners.
  • Still need some ideas for generating more revenue.  Fund raising committee to come back with ideas.  We may need to trim more expenses later in the fiscal year if we don’t get enough income to balance the budget.  If we get more income, we can add back to any reductions made.
• 501c3 status.
  • Since the short form application got denied and refunded, the club still thinks it is worth moving forward with the long form application, but unsure how much the application fee will be.  Reference to a different tax application for KAOS that cost about $500.  General consensus that having 501c3 status would enable more donations from businesses and individuals.
  • Motion made by Kevin to allow for up to $600 to be paid for the application.  Amended motion made by Greg to allow up to $1500 to do this.  Amended motion seconded by Doug.  Vote was unanimously approved.  Motion passed.
• Clothing.
  • Mark Jessen is working on a new logo. 
  • Mark Krzystofiak reached out to Amery Sports & More. Easy process to set up an online store similar to how the Southern Polk County ATV/UTV club did recently.  Angel helped explain what is involved.  Some fees to create the logos if they are not already on file, approximately $50 for screen print set-up, maybe $60-70 for embroidery set-up.
  • People can then choose whatever clothing item they want, order it on-line, have it shipped directly to them.
  • Club can determine a mark-up fee (maybe 10%, TBD) that can help cover the investment costs.
  • Proposal made to have the clothing plan incorporated into the “Other Income” committee.
  • An email will be sent at a later date with more info on how to order clothing once it is all sorted out.
• Committees
  • Kate & Chris Shermach volunteered to co-chair the Fundraising / Other Income committee.  Thanks Kate & Chris!
    • Motion was made and seconded to add the clothing plans to the Fundraising committee and increase the committee’s budget to $300 so the clothing logo(s) can be paid.  Assuming the revenue return will then cover those expenses.  Unanimous approval of the motion.  Motion passed.
• Credit Card Reader.
  • Snowmobile club bought the card reader before the fair.  Local garden club offered to pay for half of the cost ($150 of $300) to be able to use the card reader for their annual event.  If club agrees, Frank would handle the set-up and coordination to do that.  Motion, seconded, voted, and approved to do this. 
• Appreciation.
  • Plaque made for Barb Durand for all her years heading up the Fair Committee.  She was not able to attend the meeting, but we will get it to her at the next meeting.
• Bob Norland, longtime landowner in Doug’s area, recently passed.  Doug to coordinate sending flowers on behalf of the club.

Trip Committee:

• Planning for same as past 2 years Round Lake, Hayward, WI area.  January 18-21, 2024.  Rooms are blocked, but only one room remained as of this week.  Prices are $69 for Thursday night and $99 for Friday & Saturday nights.  Call Mandi at 715-415-7797 to reserve a room.

Social Committee:

• Planning for club party at Eric’s on Saturday December 2.  Any time after 2:00pm.  More details to come.

Next Meeting: December 5, 2023 at Hank’s at 7:00pm.

*Motion to adjourn approved at 8:11pm

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Officers: President: Spencer Feldt (2025),Vice President: David Johnson (2024), Secretary: Kevin McNutt (2025), Treasurer: Frank Sommerfeldt (2024)

Board of Directors: Rhett Larson (2025), Cyndi Sommerfeldt (2025), Chris Keezer (2024), Austin Mueller (2024)

Trail Bosses: West: Brad McGuiggan & Jason Raska, East: Scott Carlson & Doug Kromrey, Dresser West: Arik Mahler, Dresser East: Kevin McNutt, Stower Trail: Jeff Jonas & Rick LeRoux, Trail 30: Frank Sommerfeldt & Trevor Everson

Council Reps: Eric Hallen & Jim Berg