MINUTES
Officers
President: Anne Squire
Vice President: Mary Smith
Secretary: Roberta Berkman
Treasurer: Al Peters
Past President : Elliot Barenbaum
Group Representatives
Amblers: MaryLou Thompson*
Marianna Tubman
Ramblers: Toni Edgar
Harriet Schwartz
Trekkers: Rich Kinsey
Scramblers: Marcelle Welch
Membership Support
Hike Leader Training: Harriet Schwartz
Calendar Coordinator: Sue Wetzler
Event Coordinators: Molly Clopp
Kathy Devine
Membership Coordinator: Lori Miller-Klein (2025)***
Publicity Coordinator: Ellen Gilman**
Registrar: Joanie Boyle
Technology Coordinator: Diane Hinds
Trail Steward: Larry Barclay
Committee Chairs
Rossmoor Trails Committee:
Larry Barclay
Technology Committee:
Anne Squire, Diane Hinds, Molly Clopp
Anne Squire opened the meeting at 4:00 PM. Roll call was taken. There was a quorum.
Board approved motion to select Roberta Berkman to join Board as Secretary for remainder of 2024.
Arlene Kahn has resigned as Ambler Group Rep from the Board due to illness. MaryLou Thompson has agreed to assume the position for September and November 2024 Board meetings.
Sue Wetzler has resigned as Publicity Coordinator. Ellen Gilman has agreed to replace her.
Jean Fiske resigned as Membership Coordinator in June. Lori Miller-Klein has agreed to take the position starting in January 2025. Anne Squire will assume responsibility until then.
Bill Patten has agreed to be the Trekker representative beginning in 2025.
Anne Squire will send out a email Club-wide reminding people that if they have an article or picture that they would like to see published in the Rossmoor News that it be sent to Ellen Gilman and send out reports on new membership data to the Group Reps for the remainder of 2024.
REVIEW OF AGENDA: Anne
Anne recognized the significance of the day, September 11 and recollected her ties to New York City and Washington D.C.
APPROVAL OF MINUTES JULY MEETING: Anne
Minutes approved for September with the addition that the spelling of Jacky Poulsen’s name was corrected.
REPORTS:
Treasurer's Report: Al Peters reported that the Club is solvent and noted that the over $8000 in income more than covers budgeted expenses of $7500.
Club Membership, Joanie Boyle reported that 85 new members joined year-to-date and total active membership is now 427 people. Current breakdown of membership:
Amblers: 140
Ramblers: 176
Trekkers: 67
Scramblers: 44
Trails Steward, Larry Barclay reported the following for year-to-date:
3 work parties installed 30 new wooden steps on the Rockcrest Trail heading north from the Oakmont Drive trailhead resulting in a significant savings from the cost of contracting it out. (21.5 hrs.)
8 work parties were held to clear trees and branches obstructing trails. In two cases the Landscaping Department was called in to finish clearing due to dangerous conditions and the size of the tree. (36 hrs.)
Five work parties accomplished general trail maintenance. (68 hrs.)
Miscellaneous time spent on tasks for trail maintenance. (10 hrs.)
The total volunteer trail work hours year-to-date is 135.5 hours.
Larry reported an update on the trail name change signage. The goal is to complete the trail post signs and map by year’s end. The signage information is supplied to Charlene Liu who in turn submits software with signage details to John T., GRF Landscape Manager for purchase and installation. A sign company creates the signs.
Also, the new proposed trails map is currently available on the Club website under “hiking”. Bruce Freeland will post the completed trails map. Discussion was centered on what information should be posted on signs to indicate distances to various locations on the trails.
There was a request to publish information about the Rossmoor trails at the Fitness Center. It is possible to have the wood shop create a case for the exterior of the building to hold the trails map. The GRF budget includes fund for doing work and for putting up the trail signs.
Ellen will write an article on trail signage with pictures for Rossmoor News.
Anne expressed much appreciation for the work done by the 33 crew members.
Upcoming Events:
October Annual Meeting—Potluck & Pumpkin Contest, Oct 22
Kathy Devine is coordinating plans with the two hosts. Holiday Party information will be announced at this event and emailed on November 1, rather than handing out flyers. Discussion centered on when during the evening to hold General meeting.
Ellen expressed requests for pictures of pumpkins from previous meetings.
Anne will try to reserve a larger venue for next year.
Appreciation Brunch: November 14, 10-12 @ Fireside Room
Anne proposed an invitees list: Board Members, Support Positions,
Quarterly Captains,Hike Leaders that led 6+ hikes in 2024, Event & Safari Hosts and Trails crew leaders which came up to a list of 50 people.
Anne questioned what kind of budget to have for this event. A motion was passed that included $750 in the budget for this event.
Holiday Party: December 12
The Holiday Party will be a sit down dinner which includes servers, clean up crew, two protein choices, bread, risotto, salad, dessert, and club provided coffee.
Lori requested adding another green vegetable to the vegetarian menu. It will not be a vegan meal.
The Club will not purchase alcohol, it will be BYOB. Wine and water glasses will be put on the tables.
Stanley Moleski and Jacky Coulson negotiated with the vendor Classic Catering. Club subsidy is $1000. The price will be $45 per member and $50 for non-members.
Motion was passed to approve the Classic Catering contract.
Upcoming Safaris
Fall 2024 Safari: October 8-11th, Asilomar Conference Center & Hotel in Pacific Grove.
35 members are registered. An Orientation session was scheduled for September 24th in the Vista Room, Gateway.
Spring, 2025 Safari: April 15-18, Chico, CA
John was on a hiking trip to this area this past April and is proposing a trip for the Club. He is asking for approval by the Board to set up lodging at Holiday Inn Express for 20 rooms with online registration. There are many good hiking opportunities away from the burn area. Hike leaders will be recruited from the members who register for the trip.
Motion was approved for Chico Safari.
Summer 2025 Safari July 21-July 26: Sisters, OR:
Safari approved via email vote (9 for, 3 no replies). It is being hosted by Mary Smith and Don Barber. The current registration is 50 and the wait list is open. The first orientation was scheduled for September 12, 4-6 , Club Room.
MEMBERS FORUM:
Rich Kinsey expressed thoughts about the summer Potluck Party. He said there should be a more welcoming atmosphere and we should work on welcoming everybody, including providing name tags and identifying new members. He suggested that portable fans should be used to keep bees away from the food and will research best products. Marianna Tubman volunteered to research the possibility of donating leftover food from catered events.
OLD BUSINESS:
Results of Nomination Committee:
President, Mary Smith
VP, Don Barber
Secretary, Bobbie Berkman
Treasurer, Al Peters
Ambler Reps: Carol Evans, Lina Birch (both 2 yrs)
Rambler Reps: Harriet Schwartz (1 yr), Nancy Verner (2 yrs)
Trekker Reps: Rich Kinsey (1 yr), Bill Patton (2 yrs)
Scrambler Reps: Marcelle Welch (I yr), Slava Tetelbaum (2 yrs)
NEW BUSINESS:
The PA system which includes a rolling speaker and two Bluetooth mics have worked very well. Anne proposed additionally purchasing a canvas cover and mic case.
Mic, cords & manual cast cost ($25)
Cover cost ($50 plus tax)
Budget Committee Meeting is scheduled for a November presentation. Anne will work with Mary to set it up.
Proposal was approved to allow President a discretionary fund of up to $500 per annum for Club purchases. This would not require Board approval, with receipts submitted to the Treasurer and items purchased listed in Board Minutes at next upcoming meeting. Miscellaneous items that are purchased for the Club may be submitted to the President or the Treasurer.
Discussion of donations to local nonprofit organizations was considered. Anne had not found much support for donating to area organizations but it will be a topic brought up at the November meeting.
Review dues and Application/Guest Waver forms for 2025: It was decided that there is no need to raise dues. It was approved earlier that the the Club set a limit on guest hikers to 18 years of age and older and to the approval of the hike leader. Current forms work well, including revised sign-up sheets and incident reports.
Major changes to Event Room Registrations for 2025: Anne Squire, Kathy Devine and Molly Clapp attended the registration process orientation. Mary signed the Club Approved organizational form for 2025.
GRF Guest Policy has not been clearly defined. Anne will get additional clarification. The “quote” is mandated and has to be put up for a vote. It was noted that the Club does not allow members to live outside of Rossmoor.
MEETING ADJOURNED at 5:26 PM
Respectively Submitted By Roberta Berkman, Secretary
Translated into Wild Apricot, Anne Squire, Webmaster