Minutes

Gillett Rail Runners ATV Club

June 5, 2006

1.

President, Chris Engebretsen, called the meeting to order.

2.

Secretary's Report – Kaye Lietz read the minutes from the May 1, 2006 meeting. Jerry Wendt made a motion to approve the minutes as read, second by Jordan Rank, carried.

3.

Treasurer's Report – Gary Pemrich presented the Treasurer's Report which indicated a current balance of $468.38. Dick Rudie made a motion to approve the report, second by Dallas Hoerres, carried.

4.

Terry Coplien, WATVA Regional Coordinator, gave an update from the state level. Some items of particular attention include:

a.

Ride for Charity – Vilas County , weekend of July 21 & 22

b.

Trail Patrol Ambassadors Training

c.

Funding for signage

d.

Information on poker runs

5.

Old Business

a.

Printed Materials – Gary has had items printed at the school, including posters, membership forms, and membership flyers.

b.

From this point forward, any item for the ATV Adventure Weekend must include the complete logo (the person on the ATV, the tire tracks, and the font for the letter of ATV Adventure Weekend).

c.

Loan Status – Gary gave an update on the loan through Oconto County Economic Development, including interest rate, number of years, number of payments, and so forth. To move forward, we must have a borrowing resolution approved by 75% of our board of directors (our Executive Committee).

i.

Troy Kohn made a motion to require the Executive Committee to vote on a borrowing resolution, second by Tom Lietz, carried.

ii.

Perry Gilbertson made a motion for the Executive Committee to pass the borrowing resolution, second by Shane Rank, carried.

iii.

A roll call vote of the Executive Committee was taken:

Chris Engebretsen

Yes

Shane Rank

Yes

Kaye Lietz

Yes

Gary Pemrich

Yes

Perry Gilbertson

Yes

Todd Rudie

Yes

Jordan Rank

Yes

The borrowing resolution was approved by 100% of the Executive Committee.

d.

Trail Updates:

i.

Gillett to Trestle – work day is needed for signage and gates need to be installed.

ii.

City Route – there are issues with the DNR getting back to the club. Terry from WATVA will contact them. Signs need to be purchased such as 10 mph, 5 mph, ATV trailer parking, arrows, no ATVs, stay on pavement, and so forth. Diggers Hotline needs to be contacted. The route to the Sleepy Hollow Motel has been approved for one year ( Washington to Green Bay to Robinhood). There may be a donation of $100 from the motel to help offset the costs of signs.

iii.

Trestle south to County Line Rd – gates will be coming from Forestry Dept. for County Line Rd at grade, which will need to be painted and installed. A work day is needed for clean up and brushing. Also a ditch needs to be cleaned and a culvert needs to be installed for an approximate cost of $2000.00

Tom Lietz made a motion to approve Cecil Excavating to do the culvert installation, second by Jesse Jenerou, carried.

iv.

County Line Rd South and East to Green Valley Road – a work day is needed here too, estimate of 6 to 8 people for 8 hours. A culvert needs to be installed and driveway permit is needed from the township of Green Valley , with gravel needed for access. There will be a public hearing on the trail on June 7 at 7 pm at the town hall.

v.

Green Valley Rd into Green Valley – once approval is obtained from the township of Green Valley, route signs will need to be purchased and installed.

vi.

Gillett North – as of July 1 this section of trail is ours to maintain. There should be someone who rides this section to clean up any areas that need it and to survey possible maintenance issues.

Shane Rank made a motion to approve the grading of the trail from Potawatomi Rd to Suring, second by Troy Kohn, carried.

Trail Identification signs needed on this section of trail – Gary will contact the snowmobile club to see if they are interested in a joint sign.

vii.

Fourth of July – there is a work sign up sheet and club members need to sign up for a work time.

At a previous meeting, Chris had been authorized to spend club money on the ad for the 4 th of July weekend. The amount for that will be $25.00.

Chris asked if the club wanted to donate a bicycle for the bike raffle after the parade. Gary Pemrich made a motion to approve the donation, second by Troy Kohn, carried.

viii.

Insurance Issues – trail insurance costs are $490 per year. The first of three payments has been made. We are insured as of June 1, 2006 with two more payments due this year.

e.

ATV Adventure Weekend – as mentioned before, all publicity must have the logo included.

i.

RGI has been notified that they will receive the JEM grant for $35,000 with a matching in-kind amount. That means that $70,000 can be spent to advertise the event, but the grant stipulates that all of the money must be spent outside of our area of the state.

ii.

All funds for this event must go through the RGI books. Julie Rank has volunteered to be the financial coordinator for our club for this event. All bills for anything our club does related to the weekend must go to Julie. Each event (pull, drags, and parade) needs to develop a detailed budget to be submitted for the weekend. All food and drink items will need to go through the Event Committee's commissary for the weekend. All of this will help in balancing the books for the event and in reporting to the Department of Tourism.

iii.

Pull – an update was given on this event.

iv.

Drags – an update was given on this event. A work day is needed to prepare the grounds.

v.

Parade – the committee will be meeting shortly.

f.

Printed Material – this item had been discussed earlier in the meeting.

g.

Rail Runners Decals –available for purchase, 8” decal for $11, 4” for $4, volume pricing available. Troy Kohn made a motion to approve the purchase of 100 4” decals for putting in the folders of the participants in the ATV Safety classes, second by Perry Gilbertson, carried. Anyone who is interested in purchasing decals should see Gary .

h.

Polaris Grant – a committee needs to sit down and work on this as there is a July 1 due date.

i.

Club Ride – a suggestion was made to set a date for a club ride. Also discussed was food and refreshments. The date is set for Sunday, July 9.

6.

New Business

a.

Shane Rank mentioned that there was potential of co-hosting a lawn tractor pull in July or August. Troy Kohn made a motion for Shane to proceed with the planning, second by Dan Gumieny, carried.

b.

Jerry Luther asked for support for asking the town of Gillett to open up a route to his business. Gary will go to the meeting.

c.

There have been many people asking for trail maps. A request was made to Dusty Trails to get maps in businesses in our area but apparently the decision was made by that club to only put out maps for sale in businesses that advertised on the map.

7.

Adjourn – Jordan Rank made a motion to adjourn the meeting, second by Jesse Jenerou, carried. The next meeting date has been changed due to the 4 th of July celebrations. The next meeting will be held on WEDNESDAY, JULY 5 , 2006 at 7:00 pm at Spirits.