Tustumena 200 Minutes

March 27, 2008

The meeting was called to order at 7:12 PM by President Todd Stone at the Riverside House in Soldotna.

In attendance were Jane Fuerstenau, Lonnie Kay Brooks, Gary Katsion, Duane LaFleur, Jan Casey, Dave Wartinbee, Cliff Vaught, and Todd Stone.  As Cliff was new to the meeting he introduced himself.  He resides in the Kenai area, is a member of the Kenai Peninsula Sled Dog Racing Association, and is interested in getting involved with our organization.

Previous Minutes:

The minutes from the January meeting could not be reviewed, as they had not been written up following that meeting.  Todd is to go back and write/post them.  They can be reviewed at the next meeting.

Treasurer’s Report:

Jane Fuerstenau reported on our accounts.

Regular Acct:  $13,281.96

Gaming Acct:  $4275.73

Community Assistance Acct: $2024.99

Jane reported that we have trouble with our accounting program.  The program previously used is not compatible with the new program and information has been lost.  She still has all old records and is sorting it out with our accountant, Steve Tarries.  We discussed the possible need to use a bookkeeper.  Jane to talk to Steve to find what program he wants books kept in and if he is interested in taking on more of our process.

Pull tabs have been handled this last year by Kim.  Due to other commitments, she is interested in turning it over to someone else.  The process, as best we knew it (Kim wasn’t there) was discussed.  Kim picks up the supply of tabs and delivers them to the three locations when needed.  The biggest problem is that the three locations are spread out (Soldotna, Kasilof, and Clam Gulch) and the tabs are sometimes needed on short notice.  Lonnie Kay indicated that Alaska Indoor Sports will deliver tabs to us rather than having to go pick them up.  This could save time.  We need to see if our supplier can do the same for us.  Cliff volunteered to be primary person handling pull tabs, with Jan Casey being alternate.  Kim will need to get with Jan and Cliff to make the transition.

Duane moved to accept the report and Lonnie Kay seconded the motion.  The motion carried unanimously.

Old Business:

• 2008 Race
  • Outstanding bills – Clam Shell Lodge lost records on costs incurred for food and lodging during 2008 race.  Jan Casey estimated it at $275 based on discussion with Rose.  There was also a bill for straw that had not been collected by us from the 2007 race for straw given to them.  Due to extenuating circumstances surrounding these bills and the fact that the Clam Shell had supported our race so well in the past, it was decided to pass on collection for the straw and pay $275 to Rose. A motion was made by Dave and seconded by Duane regarding this.  A bill of $461 for printing remains to be paid.  Todd thought a sponsor had agreed to cover it and will check into it.  The bill for Port-a-potties is still outstanding because they bill quarterly.  That bill should arrive in early April.
  • Race Thank You Letters – all have been written.
  • Equipment – all has been returned to rightful owners.  Most equipment owned by T200 has been stored in Race Central.  At this time the key is with Todd.

New Business:

• Fund Raiser – Gary said he had been in contact with the company producing the film on Rachael Scdoris.  His idea was to “premier” this film locally when released, combining it with mushers from the Iditarod so that people could meet them and get autographs, etc.  It could work to highlight our race.  He will stay in contact with Company; as yet a release date has not been set.
• Funding – We need to acquire major funding to support our race at the current level.  Companies set their budgets in early part of year so funding for 2009 may be difficult.  However, we need to work toward the future.
• Sponsor Fees – We currently charge $100 for sponsorship of bibs.  Consider increasing that fee.
• Summer Fund Raiser – consider summer fund raiser.  Discussion indicated that past attempts have been marginally successful because too many other tings going on.  It’s a lot of work by a few with little gained.  The idea was tabled.
• Budget for 2009 – Jane suggested that she print out figures from past races for our review.  It might help us to curb discretionary spending as well as see where we might get “like in kind” donations.
• 25^th Anniversary Race – Next year is the 25^th anniversary of our race.  It was agreed that we should do something to highlight it.  Jan Casey felt it should be something “crazy” to help make it stand out.  Gary suggested a summer meeting to develop a plan.  A motion was made by Duane and seconded by myself to have Gary lead a meeting this summer.

Election of Officers/Board Members 

The positions of President, Vice-President, Treasurer, and Secretary, three Board members, and one Musher Representative were opened for nomination.

• Board Members
  • Jan Casey was nominated by Lonnie Kay and seconded by Dave Wartinbee.
  • Duane LaFleur was nominated by myself and seconded by Dave Wartinbee.
  • Cliff Vaught was nominated by Lonnie Kay and seconded by Jan Casey
  • Bill Steyer was nominated as musher rep by myself and seconded by Jan Casey.
• Officers
  • President – no nomination taken.
  • VP – Cliff Vaught nominated by Lonnie Kay and seconded by Jan Casey.  Note: It wasn’t until after the meeting that it was realized that he can’t hold a position on the Board and be an officer too.  This will need to be resolved at next meeting.
  • Treasurer – no nominations taken.
  • Secretary – no nominations taken

Since the officer slate was not filled it was decided to table it until next meeting.  In the meantime I will write something for our website regarding need for membership support.  It was also highlighted that voting can’t be done until 30 days have passed since nominations.  The next meeting will be held on April 17^th at the Tustumena Lodge.

The meeting was adjourned at 8:53 PM. 

Respectfully submitted,

Todd Stone – President T200