TXGA Board Meeting 5/4/21*

A meeting of the Executive Directors of the Texas Geocaching Association was held on May 4th, 2021, at 7pm by zoom.

Members Present:

Brian Erickson                 BE Viking                        President

Julia Bailey                      jbopto                               Vice-President

De Vickery                       Team-DnD                       Events

Michael Cash                   mijkie                              Finance/Compliance

Marcellus Cadd                Atreides_78723                Central

Vince Rowe                      TTO2                               North

Cleo Nordquist                 QueenofD’Nile                  East

Brenda Mark                   thewildroseoftexas           South

Patricia Elkins                 MsPatt                             Southeast

Michelle Bridges              gonefishing2                     West

William Davis                  TerraViators                     Information Technology

David Vickery                  Team-DnD                       Membership

Members Not Present:

Julien Tagnon                  paintballvet18                  Secretary

Esther Lopez                    Bigguy In Texas               Education

MINUTES

The meeting was called to order at 7:00pm.

The minutes from the Executive Directors meeting dated April 6th, 2021, are approved.

Finance

Michael Cash presented the financial report.

Current account balance of $9,994.06.

Mingo expenses/incomes will be factored into next month’s financial report.

A physical accounting of the statements and cash on hand will be done by the President and the Vice President.

Receipts will be kept for all expenses over $25.00.

The Board discussed procedures for sales at the three out-of-state mega events.

Surveys

The TXGA surveys received a little over 100+ responses split between member and non-member responses

The responses were summarized by Brian and discussed with the Board

The most common priority for respondents was membership (whether a person was a member, what benefits one gets from being a member, etc…)

The Board discussed a proposal for auto-renewal of memberships

The Board has created and approved a committee for membership proposals

The Board has appointed Brenda as Chair and Michael Cash as support, and will send out an email to members to get five (5) active members to join the committee, potentially one from each region

Media Outreach

The second biggest priority for respondents is the need for more communication via social medias and email – a communication strategy needs to be implemented

The Board has created and approved a committee for media outreach proposals

The Board has appointed Esther as Chair and will send out an email to members to get five (5) active members to join the committee, potentially one from each region (NeonCowboy – NTX committee representative?)

Region Rep Ownership

The Board discussed the need for more visibility by regional representatives, particularly at local events

The Board will create shirts and “business” cards for Board members for outreach purposes.

Motion passes unanimously

Website

A lot of responses concerned improvements to the website

The Board has created and approved a committee for website proposals

The Board has appointed William as Chair and Vince as support, and will send out an email to members to get five (5) active members to join the committee, potentially one from each region (NeonCowboy – NTX committee representative?)

Survey Results

Survey results will be shared to the membership

Motion passes unanimously, De Vickery abstains

The Board discussed hosting four town halls, one each quarter (Challenge, Roundup, then two more), starting with one to discuss the survey results with the membership

The first town hall has been discussed for mid-June, more details TBD

Cacher of the Month

Central nominee for May is submitted

June nominee will come from East

Cache of the Month

The Board is implementing a Cache of the Month

William will build an HTML code for both Cacher and Cache of the Month for recipients to receive

Immediate Past President

The Board has proposed an amendment to the bylaws to create an immediate past president position

The position will be advisory and non-voting

Motion passes unanimously

Maze

The Board discussed Maze obligations for Mingo, Midwest Geobash, and Jackson County

The meeting was adjourned at 8:31pm.

The Board will next meet June 1st, 2021.

Julien Tagnon____                                                         May 4th, 2021

Secretary                                                                             Date