Meeting Minutes
WES HUNTING CLUB
Meeting Minutes
Sat, April 26, 2008
Present: 17 Members Listed Below
Next meeting: Sept 6, 2008 7:00 AM, Deer Camp Little House-Hwy 46
Attendees: Johnny Sides, Curtis Boyce, Mike O’Brien, Ronnie Boyce, Ernest Wells, Bob Mackey,Danny Mackey, Jerry W Jones, Roy Johnson Jr., Steve Uckman, Roy K Johnson, Dale Simmons, Dan Simmons, Danny Looper, David Standridge, Brian O’Barr, and Glynn Adams
I. Announcements
Informal collection and receipt of the following dues and/or keys:
DUES KEYS
Ernest Wells Paid $430.00 cash & $5.00 cash for keys
Danny Looper Paid $430.00 ck 4092 and $5.00 ck for keys
Bob Mackey Paid $430.00 ck 5264 ________________
Dale Simmons Pd $430.00 ck 2479 date (6-5-08) _______________
Danny Mackey Paid $430.00 ck 2602
Total Dues Collected for immediate deposit:
$1720.00 (1290.00 cks, and $430.00 cash)
Total Key Money Collected:
$10.00 ($5.00 cash and $5.00 in ck # 4092-Danny Looper
Total Dues & Key Money
ready for deposit: $1730.00
Total Post Dated Dues Collected:
$430.00 dated for 6-5-08 deposit
II. Discussion and Actions
Informal discussion to determine how many 2007 members would not be returning to hunt in 2008. It was determined that we need to have a maximum of 35 members to retain the same amount on dues. The calculation was based on the lease amount for 2007, as it is not known at this time the amount of this year’s lease. This general discussion of the need for new members and the determination and recovery of the open member numbers and open hunting areas lead to action on two business items, with those being:
1. Current member numbers and current year (2008) should be made visible on the access points into your stand(s) and on something at the site of your stand, and on your stand if it is a permanent stand, before September 6, 2008
2. Deadline for payment of dues for 2008 is May 15, 2008. If dues are not paid in full or payment arrangements are not made by May 15, 2008, your number and hunting area(s) will be open.
III. Roundtable Actions
Roundtable discussion continued which resulted in the following actions:
1. A cleanup group consisting of the members that camp at the little house is to provide clean-up and camp maintenance at the little house and it is to be based on a schedule and commitment and the schedule is to be posted at the little camp house.
2. Motion was made and agreed upon to maintain member information securely at the little camp house.
3. It was agreed that at the meeting on September 6, 2008, members are to come prepared to break off into groups, using brush hogs, chain saws, lawn mowers, pruners, and man-power to clean up areas and to open up areas to maximize the hunting areas and stand sites.
4. It was further agreed that the Spring 2009 meeting would be held on the first Saturday AM in March, 2009.
5. Any problems between members or issues relating to hunting issues or club issues are to be presented to the Organizational Committee for resolution, without exception.
6. A list of 2008 open stands will be provided by Wes Hunt Club, through committee effort and will be subject to approved and agreed rules of stand purchase and/or placement.
7. It was agreed that signs would be made and placed to encourage new members. For anyone wanting to volunteer for that, please contact your president, Dan Simmons.
New information will be sent to the membership as soon as it is available, such as:
Equipment that will be on hand Sept 6, 2008-
Project plans for September 6, 2008, with regard to the goals for the days work-
We are working on FOOD for the day-If anyone has any suggestions, please email me, Glynn Adams, at sadams0725@aol.com.
This concludes the minutes of the 4-26-08 meeting of Wes Hunt Club
Glynn Adams, Secretary
WES HUNTING CLUB
Meeting Minutes
Sat, Sept 6, 2008
Present:Lots of new members and the basic group of existing members
Next meeting: Nov 15, 2008 6:30 PM, Deer Camp Little House-Hwy 46
Attendees: Dan Simmons, Bob Mackey, Danny Mackey, Glynn Adams, Ian Adams, and others. Emails received from Jim Harrell and Ronnie & Curtis Boyce explaining their absence, all for good reason, understood.
I. Announcements
The 2008 Lease amounts were paid in full thanks to a lot of hard work in getting a total of 17 new members into the club for this 2008 season, bringing the total membership to 37 total, which includes 3 lifetime members.
II. Discussion and Actions
With the new members, the 2009 dues will remain the same at $430.00 annually.
Items and Business action:
1. Current member numbers and current year (2008) should be made visible on the access points into your stand(s) and on something at the site of your stand, and on your stand if it is a permanent stand. Please help us locate and mark damaged and/or abandoned stands for the safety of our hunters. Please mark the access areas with orange tape, which will be provided at the camp house. Once all members have a stand, then second choice stands will be located and marked.
2. Deadline for payment of dues for 2009 is May 30, 2009. In order to have the dues paid in full by May 30, 2009, a payment option was introduced in which a member can make payments starting January, 2009, at the rate of $86.00 per month for January through May, thus having the dues paid in full by May 30, 2009. If your dues are not paid in full by May 30, 2009, your number and hunting area(s) will be open. The lease has already advised that they will not tolerate late payments or extensions in 2009. Please help out by taking advantage of the payment plan or make your payment in full no later than May 30, 2009.
3. Organization committee was ratified with unanimous support by yea vote and no nay vote, with the members of the committee being, Curtis Boyce, Roy Johnson Sr. and Robert Ray. This committee is for problem resolution and for discussion of any ideas for change that will keep the membership content and improve hunting and fellowship of the members.
4. The lost members from 2008, since the April 2008 meeting were identified as follows: Jerry Jones, Mr. Barnhill, and Rod Martinez. These persons will not have hunting priviledges in 2008 at WES Hunt Club.
5. The Treasurers’ Report was given by Glynn Adams, summarized as follows:
Account opened at Malvern National Bank, 5-21-08 with a balance of $2,160.00.
Deposits totaling $12,763.91(incl $2.91 interest)
Checks issued for lease 2008 -$13,169.54
Withdrawal by Dan Simmons -$800.00
For repairs and materials to camp house
Balance on hand in bank as of 9-6-08 $954.37
No payment has been made to Glynn Adams for him paying our short amount to keep the lease last year. It was further stated that Dan Simmons will present an accounting of the $800.00 and it will be available at any time upon request.
It is to be noted that withheld from the $435.00 2008 dues paid by Terry Bradley, on 9—6-08, cash tickets in the amount of $337.56 were turned in by Bill Fletcher, and a copy of the transaction will be attached to the Treasurer’s report Nov 15, 2008, or available upon request at any time. The balance of $97.44 was over paid as $100.00 and the $100.00 was deposited 9-8-08 into the bank account, leaving an additional credit on Bill Fletcher’s account of $2.56, as he would not let us make change.
III. Actions
Roundtable discussion continued which resulted in the following actions:
1. Cleanup was started at the camp house and great progress was made. The cleanup needs to be completed as well as making water and electricity available to this years campers. Roof repairs still need to be completed on the camp house roof and porch.
2. A list of members with contact information was presented to the members present and emailed to those we had email addresses for. Members are encouraged to contact Glynn Adams and give him(or Sylvia) your email contact info and cell phone and contact numbers. Along with that list was a copy of the Treasurer’s report. A copy is available to any member at any time.
3.It was agreed and announced that the next general club meeting will be Saturday, Nov. 15, 2008 at 6:30PM at the camp house.
4. It is still agreed that the Spring 2009 meeting would be held on the first Saturday 8:00 AM in March, 2009. Weather permitting, we will cook and have a family fun day at that meeting for camp cleanup and maintenance.
5. Any problems between members or issues relating to hunting issues or club issues are to be presented to the Organizational Committee for resolution, without exception.
6. STILL PENDING COMPLETION: A list of 2008 open stands will be provided by Wes Hunt Club, through committee effort and will be subject to approved and agreed rules of stand purchase and/or placement.
New information – We are attempting to secure topographical maps for locating your stands on and it will be kept at the camp house.
If anyone has any suggestions, please email me, Glynn Adams, at sadams0725@aol.com.
This concludes the minutes of the 9-6-08 meeting of Wes Hunt Club
Glynn Adams, Secretary
WES HUNTING CLUB
Meeting Minutes
Sat, Sept 6, 2008
Present:Lots of new members and the basic group of existing members
Next meeting: Nov 15, 2008 6:30 PM, Deer Camp Little House-Hwy 46
Attendees: Dan Simmons, Bob Mackey, Danny Mackey, Glynn Adams, Ian Adams, and others. Emails received from Jim Harrell and Ronnie & Curtis Boyce explaining their absence, all for good reason, understood.
I. Announcements
The 2008 Lease amounts were paid in full thanks to a lot of hard work in getting a total of 17 new members into the club for this 2008 season, bringing the total membership to 37 total, which includes 3 lifetime members.
II. Discussion and Actions
With the new members, the 2009 dues will remain the same at $430.00 annually.
Items and Business action:
1. Current member numbers and current year (2008) should be made visible on the access points into your stand(s) and on something at the site of your stand, and on your stand if it is a permanent stand. Please help us locate and mark damaged and/or abandoned stands for the safety of our hunters. Please mark the access areas with orange tape, which will be provided at the camp house. Once all members have a stand, then second choice stands will be located and marked.
2. Deadline for payment of dues for 2009 is May 30, 2009. In order to have the dues paid in full by May 30, 2009, a payment option was introduced in which a member can make payments starting January, 2009, at the rate of $86.00 per month for January through May, thus having the dues paid in full by May 30, 2009. If your dues are not paid in full by May 30, 2009, your number and hunting area(s) will be open. The lease has already advised that they will not tolerate late payments or extensions in 2009. Please help out by taking advantage of the payment plan or make your payment in full no later than May 30, 2009.
3. Organization committee was ratified with unanimous support by yea vote and no nay vote, with the members of the committee being, Curtis Boyce, Roy Johnson Sr. and Robert Ray. This committee is for problem resolution and for discussion of any ideas for change that will keep the membership content and improve hunting and fellowship of the members.
4. The lost members from 2008, since the April 2008 meeting were identified as follows: Jerry Jones, Mr. Barnhill, and Rod Martinez. These persons will not have hunting priviledges in 2008 at WES Hunt Club.
5. The Treasurers’ Report was given by Glynn Adams, summarized as follows:
Account opened at Malvern National Bank, 5-21-08 with a balance of $2,160.00.
Deposits totaling $12,763.91(incl $2.91 interest)
Checks issued for lease 2008 -$13,169.54
Withdrawal by Dan Simmons -$800.00
For repairs and materials to camp house
Balance on hand in bank as of 9-6-08 $954.37
No payment has been made to Glynn Adams for him paying our short amount to keep the lease last year. It was further stated that Dan Simmons will present an accounting of the $800.00 and it will be available at any time upon request.
It is to be noted that withheld from the $435.00 2008 dues paid by Terry Bradley, on 9—6-08, cash tickets in the amount of $337.56 were turned in by Bill Fletcher, and a copy of the transaction will be attached to the Treasurer’s report Nov 15, 2008, or available upon request at any time. The balance of $97.44 was over paid as $100.00 and the $100.00 was deposited 9-8-08 into the bank account, leaving an additional credit on Bill Fletcher’s account of $2.56, as he would not let us make change.
III. Actions
Roundtable discussion continued which resulted in the following actions:
1. Cleanup was started at the camp house and great progress was made. The cleanup needs to be completed as well as making water and electricity available to this years campers. Roof repairs still need to be completed on the camp house roof and porch.
2. A list of members with contact information was presented to the members present and emailed to those we had email addresses for. Members are encouraged to contact Glynn Adams and give him(or Sylvia) your email contact info and cell phone and contact numbers. Along with that list was a copy of the Treasurer’s report. A copy is available to any member at any time.
3.It was agreed and announced that the next general club meeting will be Saturday, Nov. 15, 2008 at 6:30PM at the camp house.
4. It is still agreed that the Spring 2009 meeting would be held on the first Saturday 8:00 AM in March, 2009. Weather permitting, we will cook and have a family fun day at that meeting for camp cleanup and maintenance.
5. Any problems between members or issues relating to hunting issues or club issues are to be presented to the Organizational Committee for resolution, without exception.
6. STILL PENDING COMPLETION: A list of 2008 open stands will be provided by Wes Hunt Club, through committee effort and will be subject to approved and agreed rules of stand purchase and/or placement.
New information – We are attempting to secure topographical maps for locating your stands on and it will be kept at the camp house.
If anyone has any suggestions, please email me, Glynn Adams, at sadams0725@aol.com.
This concludes the minutes of the 9-6-08 meeting of Wes Hunt Club
Glynn Adams, Secretary
WES HUNTING CLUB
Meeting Minutes
Sat, Nov 15.2008
Present:Lots of new members and the basic group of existing members
Next meeting: Saturday March 7, 2009 8:00 AM, Deer Camp Little House-Hwy 46
Attendees: Dan Simmons, Glynn Adams, and others that hunted today and others that were present. No emails were received from anyone explaining their absence
I. Announcements
II. Discussion and Actions
With the new members, the 2009 dues will remain the same at $430.00 annually.
Items and Business action:
1. REMINDER: Current member numbers and current year (2008) should be made visible on the access points into your stand(s) and on something at the site of your stand, and on your stand if it is a permanent stand. Please help us locate and mark damaged and/or abandoned stands for the safety of our hunters. Please mark the access areas with orange tape, which will be provided at the camp house. Once all members have a stand, then second choice stands will be located and marked.
2. REMINDER: Deadline for payment of dues for 2009 is May 30, 2009. In order to have the dues paid in full by May 30, 2009, a payment option was introduced in which a member can make payments starting January, 2009, at the rate of $86.00 per month for January through May, thus having the dues paid in full by May 30, 2009. If your dues are not paid in full by May 30, 2009, your number and hunting area(s) will be open. The lease has already advised that they will not tolerate late payments or extensions in 2009. Please help out by taking advantage of the payment plan or make your payment in full no later than May 30, 2009.
3. Remember, if you have any issues involving another member or problems with WES HUNT CLUB, please get with a member of the Organization Committee, which is Curtis Boyce, Roy Johnson Sr. or Robert Ray. This committee is for problem resolution and for discussion of any ideas for change that will keep the membership content and improve hunting and fellowship of the members.
4. Comment was made and noted that for the 2009 hunt, WES HUNT CLUB will furnish visible ID Tags for ATV’S and vehicles on the lease. Once these ID TAGS have been issued, please approach with caution any unidentified vehicles that may be present on the lease and ask for identification or record their license and vehicle information and for to the Organization Committee for research.
5. The Treasurers’ Report was given by Glynn Adams, summarized as follows:
Account at Malvern National Bank 9-6-08 balance of $954.37
Deposits $435.00
No checks written
Current Balance $1,389.37
Bills in the amount of $175.85 were presented to Glynn Adams from Dan Simmons for gasoline used by tractors on the lease. Dates and amounts were:
8-11-08 $30.00, 8-25-08 $30.00, 9-?-08 $41.67 Date not readable,
9-23-08 $30.00,9-25-08 $24.18,9-26-08 $20.00
For payment to be made a motion to pay and a second will be necessary as is standard on payment of all expenses.that are just turned in as cash tickets. Please advise.
Check in the amount of $150.00 from Mr. Cantrell (ARCOUNTRY HOMES LLC) for guests hunting was presented by Dan Simmons to Glynn Adams and will be deposited.
No payment has been made to Glynn Adams for him paying our short amount to keep the lease last year, the balance of which is approximately $4000.00.
6.No mention or accounting was made of the $800.00 expenditure to Dan Simmons that was mentioned at the 9-6-08 meeting.
7.Announcement was made by Mr. Doug Cantrell that his wife had undergone surgery and was dealing with some health problems and that was important to him and was the reason for him not responding to Dan’s attempts to contact him prior to the September 2008 meeting, which was subsequently the reason he was replaced on the Organization Committee. He wanted everyone to know and understand the reason. The reason was understood and the explanation appreciated. It was acknowledged that Mr. Cantrell is a member in good standing with members of WES HUNT CLUB.
8. WES HUNT CLUB has a web site, weshuntclub.com
Glynn Adams, and Adams Pest Control of LR Inc has furnished WES HUNT CLUB with a secure web site, domain name, and has provided the web development to date. Bill Fletcher has volunteered to assist in the web site maintenance and that has been accepted. Also, he suggested creating a portal to upload photos of 2008 deer taken, and that was accepted also. Thanks Bill, look forward to having your help.
III. Actions
Campfire meal was prepared by members and notably Cathy oversaw the cooking on the open fire and Bill Fletcher and others provided the rest of the meal for the meeting. The chili was GREAT! The fellowship was GREAT! The fire pits really MAKE the environment. Just use caution so as not to cause a problem with the fires.
Roundtable discussion continued which resulted in the following actions:
1. Roof repairs still need to be completed on the camp house roof and porch, and repairs still remain needed to the shed, as was agreed by WES HUNT CLUB in exchange for the use of the grounds.
2. It is still agreed that the Spring 2009 meeting would be held on Sat. March 7,2009 8:00 AM . Weather permitting, we will cook and have a family fun day at that meeting for camp cleanup and maintenance.
3.New information – We are attempting to secure topographical maps for locating your stands on and it will be kept at the camp house. Also- at some point in time we will provide a GPS for the members to locate their stands so they can be placed on the map, and transferred to the web site !!
4. As soon as is possible and BEFORE the 2009 season, WES HUNT CLUB caps will be made available for purchase by mail or web site.
5. Food plots were discussed and will be further discussed, as there is a need for them
If anyone has any suggestions, please email me, Glynn Adams, at sadams0725@aol.com.
This concludes the minutes of the 11-15-08 meeting of Wes Hunt Club
Glynn Adams, Secretary
WES HUNT CLUB
Meeting Minutes
Saturday, March 21, 2009 9:00 AM
Present: All Officers & More than a majority of membes
Next meeting: Saturday May 16, 2009, 8:00AM, Camp House
President Dan Simmons called meeting to order in presence of more than a majority of members.
I. Announcements
A $10.00 fee was added to the Dues this season to cover the expense of water and electricity for the camp house throughout the year.
II. Discussion
ü Open discussion about the $10.00 fee, asked for anyone’s objections, none received. $10.00 fee accepted by Wes Hunt Club, majority present.
General discussion about the number of deer taken this last hunt.
ü Also discussed the area near the “beaver pond” and it was motioned and seconded to write a letter to the management company asking for assistance on the road repair.
ü General discussion from membership interested in purchasing hunting caps online at website, and that will be accomplished soon.
ü General discussion about keys. Dan is to make them available to anyone who does not have them
ü More discussion about identifying and removing unused and abandoned stands and placement of more stands.
ü General discussion about the club’s agreement to maintain and keep in repair the camp house and the storage building for use of the area at no charge to the club, other than the water and electric fees paid to Dan Simmons while you are camped there.
ü General discussion on number of paying members, and current number is 38; membership cap is currently at 40.
III. Actions
Ø Work day and next meeting day motion made and carried to meet and have a workday on Saturday, May 16, 2009 at camp house at 8:00 AM, as that was the weekend after Mother’s Day weekend. (Trying to do before it gets too hot and to do it in time for dues to be in by May 20, 2009 for those paying by check rather than cash to have time for the checks to clear and funds to be available for club to write check for lease by May 30, 2009, as has been requested by RMS.
Ø Mark Modlin will be issued #100, 24380 Modlin Ln, Paron, AR 72122
Ø Motion made and carried to discontinue camping on any area other than the camp house site because the Club will have to pay $100.00 for each campsite and it will have to be paid along with the lease. So, there will be no camping other than at the camp house for 2009-2010 hunt.
Ø Treasurer’s report read, balance as of 3-21-09 $2616.94
Ø One member cancelled by phone with Dan, Jim Harrell won’t be returning, no problems with the club.
General comments by Pres. Dan Simmons and members on how officers are elected and how bylaws are changed. More information to be discussed at May 16, 2009 meeting. Also, the date for the fall meeting and work day was discussed, but will be firmly set at May 16, 2009 meeting.
Meeting concluded with all members in agreement and harmony.