Rocky Mountain Flycasters

Leadership Meeting Minutes

July 8, 2020

Attendees: Mickey McGuire*, Colin Glover*, Ryan Hogan*, Ruthie Ketola*, Wil Huett*, Dennis Cook, Zach Jory, Mark Miller, Dick Jefferies, Paul Wehr, Phil Wright, Dave Hausler, Dave Beede*, Jeannie Weaver* (minutes).

(*board members - quorum present.)

Called to order at 6:05 PM via Zoom

  1. President’s comments

    1. None

  1. Board Business

    1. Consent agenda

    2. Pulled Consent items - None

      1. A motion was made by Ryan and seconded by Ruthie. The Board unanimously approved the Consent agenda.

  2. New Business

    1. Facebook/Social Media - Mark/Zach Mark and Zach have been working on the RMF Facebook page and discovered there were three pages. A review of each page was done and will be migrated to the final official page over the weekend. Zach will send the new page to Paul to add a Donate button. Dave Hausler asked for a fourth page for the Youth link.

    2. Raffle - Jeannie attended two Zoom sessions from TU and CTU for new fundraising tools for chapters. The Financial Development Committee approved the use of the platform from TU by Event Groove for a Legal Sweepstakes to be held for the next general membership meeting in September. Updates will be provided to the committee and Board as the platform work is completed.

    3. Update Key Contacts - Mickey requested board members help develop a chapter listing of key contacts to be posted in the Google Drive.

      1. ACTION ITEM: Provide Jeannie contact information from vendors, business partners or coalitions that need to be included on the list.

    4. Trout Friendly Lawns - Mickey was contacted by this group to ascertain if RMF would be interested in helping in their efforts to control lawn nutrients getting into our waterways. Mickey will reach out to get more details because it was unclear what kind of assistance was needed; it could be provided to us by being a speaker at a RMF meeting or by a donation, if that’s what they require.

  3. Old Business

    1. Website review - Zach said that the Squarespace Website frontend is almost complete, easily updated once it’s Live, and due to rollout by the end of July. Dave Hausler asked whether there was a Volunteer button on the Education page. Zach said a review of existing volunteer management applications hasn’t provided a successful candidate. For now, the President’s email will be provided as contact information for new volunteers and Mickey will send those to the appropriate chairperson.

    2. Position descriptions update - Draft language was prepared by Dennis, Colin and Mickey. The language (in the 20200610 Meeting folder) is meant to be included in all position descriptions for Board members and committee chairs. The language consists of common phrases in each description for uniformity and use in recruiting.

      1. ACTION ITEM: Each Board Member and Committee Chair should review the draft language and get comments to Dennis, Mickey and Colin. If the language is satisfactory, each person should add the specifics to their position and complete by the end of July.

    3. Google Drive update - Wil has developed an outline of the new committee structure for updating the drive and would like a Zoom meeting with Mickey and Jeannie to accomplish the migration. Jeannie will schedule a Zoom meeting next week.

    4. Update from Financial Development Committee - New Chairperson, Ron Hanser, held a meeting on July 7 and the minutes were posted for review by the Board. Discussion concerned Mickey’s concern that the 68% program figure seemed low on the draft fundraising mailing being reviewed and asked how it was obtained. Ryan noted that it was based on the IRS rules that don’t contain fundraising and management hours in Programs. It was suggested that more dollars spent on Program hours could increase the percentage or that maybe the 68% figure could be removed from the mailer. Mickey stated that he would give more thought to the item and send out an email to the Board. An online fundraising platform offered for chapter use by TU for a Legal Sweepstakes will replace the Raffle held at general membership meetings. The committee approved Jeannie to work to develop the sweepstakes for the September meeting. Ron will also prepare an annual Fundraising Plan.

  4. Meetings/Events

    1. Poudre River Festival Aug 24-29 - This will be a virtual event and RMF will be on the agenda.

    2. Sept 12 - Rist Canyon Mountain Festival - Cancelled

    3. October 23-25 - CTU Rendezvous - still being planned

Adjourned at 7:23 PM

Submitted by Jeannie Weaver, Secretary Approved Sep. 9, 2020

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