Coast Rifle and Pistol Club

Ad-Hoc Meeting

June 3, 2009 6:00 p.m.

An ad-hoc meeting was held at the clubhouse at the request of the club president to fill Randy Brownlee’s past president position. The president provide a meeting agenda of items to discuss and identified two items on the agenda that required board action. The installation of Dennis Ingram in the past president directors postion and a displenary action review of Mr. White. The primary purpose of the meeting was to install Mr. Dennis Ingram and have an agenda which would allow him to see what the current and near future plans are at the club. The following Officers and Board members were present:

Chester Abbott Glenn Dawson

Tom Wilz Andre Champaigne

Joe Newman Guy Saenger

John Stubbendick Paula Wiles

Other club members present were Dennis Ingram, Craig Williams, Ken Hablitzel, Hale Switzer, Brian Sandidge, Larry Shook, and Jon Lewis.

The following items were discussed:

1. Randy Brownlee informed multiple officers and board members that he did not wish to hold the office of past-president.. Mr. Brownlee fulfilled the by-laws requirement of finding a replacement if a director or officer resigns. Mr. Brownlee did not attend the meeting, but by contacting multiple officers and directors requested Dennis Ingram be his replacement. Mr. Brownlee’s resignation was accepted by the board. Mr. Dennis Ingram was nominated to fill the past-president position. A motion was presented and seconded on this nomination. A vote was taken. The vote was unanimous. Dennis Ingram now holds the position.

2. Randy Brownlee sent word to the meeting that he would like his name and contact information removed from the club web site.

3. A discussion was held concerning the renewal dates of membership. A motion was made and seconded so that all members paying $200 annual fees in 2008, their renewal date would be the date they joined in 2008. A vote was taken. There was one vote against, all others were in favor. The renewal dates will be retroactive to the date members joined in 2008.

4. Mr. Barry White came before the board on May 20, 2009 for a disciplinary hearing. An incident occurred between Mr. White and Joe Newman (Club Safety Officer). After this hearing, inappropriate emails and phone calls were made by Mr. White. A motion was made and seconded to permanently revoke Mr. White’s membership from the Club. A vote was taken. The vote was unanimous. Joe Newman read a letter which will be sent by certified mail to Mr. White on June 4, 2009 terminating his membership.

5. Chester Abbott email officers and board members with quoted insurance rates. These quotes were from Beacon Insurance and are as follows: Club liability $2,397.75/year, Director’s liability $944/year, and Worker’s Compensation $570/year (estimated on hours worked at facility). A motion was made and seconded to accept this quote and provide all of these insurances for the Club. A vote was taken. The vote was unanimous. Andre Champaigne will write a check to Beacon Insurance for these policies.

6. Chester Abbott requested that members be thinking of long range improvement plans for the Club. One known improvement will be to provide parking facilities. The parking may be on asphalt or possibly white rock. Members were asked to email improvement ideas to me in the order that they would like to have them accomplished.

7. The entrance to the pistol range is in need of repair. Possible repair options were discussed. Chester Abbott will work with Neil to use club materials and repair the entrance at no cost to the club.

8. A raffle was held last year which made $22,000 for the club. The possibility of holding another raffle this year was discussed. A volunteer to chair this raffle was requested. No one volunteered. A raffle will not be held this year.

9. A local doctor volunteered to donate a container for use and storage of 4-H equipment and supplies. A motion was made and seconded to allow the container to be on club property and to provide a concrete pad for placement of this container. A vote was taken. The vote was unanimous to allow and provide for the container. The exact location of the container will be determined. Chester Abbott will contact Ms. Knight with this decision.

10. Guy Saenger will coordinate with Jean to determine what the 4-H Club needs/wants in terms of shooting mats for the students. These mats would be used when students lie on the ground to shoot.

11. Several names were proposed for free membership to the club including Donnie Lamey, Terry Lamey, Royce Lamey, Neil Fuller, Craig Williams, Henry Parker, Henry Parker Jr., and Jimmy Dobson. A motion was made and seconded for these free memberships. A vote was taken. It was unanimous to provide the membership for these gentlemen.

12. The meeting minutes and reporting process were discussed. The minutes will be recorded by me. I will send the minutes by email to the officers, board members, and chairmen. Each has five days to respond if they have issues or objections to the minutes. After that time period, the minutes will be forwarded to Craig Williams for posting on the website and a copy will be placed in the minutes log book located in the club house. The minutes will then be approved by the board at the beginning of the next meeting.

13. The Club Treasurer requested that all invoices and receipts be provided to him on an 8 ½” x 11” piece of paper for handling and filing purposes. Each receipt should also have the intended use of the materials purchased.

14. A discussion was held concerning the reporting of checks written. During the monthly meeting, the treasurer will report any checks written for services, equipment, etc other than routine maintenance costs.

15. During the regional 4-H shoot this year, a tent, tables, and chairs were order by the past president, Randy Brownlee. Randy Brownlee has requested that the club pay for the rented items. A motion was made and seconded to pay for the items. A vote was taken. It was unanimous that payment would be made when a receipt from the rental agency was presented to the treasurer.

16. The restrooms at the fire ranges do not have adequate storage and dispensing for paper products. Guy Saenger and John Stubbendick will work together to provide for storage and dispensing.

17. The club secretary, Paula Wiles, came before the board last fall to request permission to hold a skeet shoot this fall for a transportation conference that will be held on the coast. The board granted permission for use of the facility. Paula provided an official letter to the club today with some details of the event (see attached). It will be held on Tuesday September 1, 2009 from 9 am until 3 pm. The transportation committee will provide for all needs of the event, the club will not be asked for anything other than use of the facility. Mr. Joe Newman will be onsite during the event for support and for safety purposes.

18. The requests for bids have been provided to potential contractors for the construction of the new skeet fields. A site walk will occur this Friday, June 5, 2009 at 4:30 pm. Bids will be accepted until June 15, 2009. The board will meet possibly on June 16, 2009, to open the bids and select a contractor.

19. A discussion was held concerning the water well which currently services the club. In the near future, the club may be grassing or sodding the newly constructed skeet fields as well certain areas of the shooting ranges. Chester Abbott requested that the board consider a 4” submersible deep well to accommodate the club including future expansion as well as grassing. Tom Wiltz will make some phone calls to establish estimated costs for this well. Other options were discussed for possible use in lieu of grass or sod including sand and recycled tire walkways. The discussion was tabled for now.

20. The board had previously voted that associate members to the club would be spouses only. This policy was discussed because there is at least one member who has a dependent child as an associate. The board proposed that the ruling stand, that no board action to sign up spouses as associate members is required. If any other family member of a regular member requests associate status they will have to go before the board for approval. Each request would be handled on a case by case basis with an understanding that an 18 year old immediate dependent possibly in college would be favorably considered for associate member status. A motion was made and seconded. A vote was taken. It was unanimous to accept this ruling and understanding of associate membership.

21. The club has asked Randal to mow the entire club facilities. He has not yet provided a price to the club to do this additional work. He has stated that this should be approximately 14 hours of work in addition to the 14 hours to mow the regular areas which he mows for $475. He will be onsite tomorrow to begin mowing. The club will accept and review his bill for this mowing. If necessary, the price of the work will be negotiated before the next full mowing of the facility.

22. There have been previous discussions of videotaping the safety briefing. Joe Newman and Ken Hablitzel will work together to produce this video.

23. Tools have been bought for regular club maintenance purposes. It was decided to provide the tools to Robert Lee for his use and safe keeping. The tools are to be returned to the club if and when they are needed or when Robert Lee no longer intends to work for the club.

24. Currently 359 out of 1253 members have renewed their membership. A recommendation was made to hire outside help for the renewal process to allow members more opportunities to renew. A motion was made and seconded. A vote was taken. It was unanimous to hire help for 10 days (no weekends) from 4 pm until 8 pm (Monday thru Friday) at $10/hour beginning June 10, 2009.

25. Brian Sandidge has volunteered to be the Skeet Chairman. Glen Dawson will assist him in counting and reporting targets used and targets paid.

26. The Young Lawyers Association Charity Skeet Shoot will be held this Saturday June 6, 2009. All proceeds will go to The American Red Cross. Once the events were scheduled it was determined that the shotgun shell cost could be approximately $1,000. Several members donated boxes of shotgun shells. A motion was made, seconded and voted upon to pay for any shotgun shells required for the shoot in addition to those donated. It was unanimous to pay for the additional shells. Several members volunteered to provide guns for the shoot. Ken and Dennis will set up the pistol/rifle event. Tom and Glen will set up the shotgun events. A motion was made, seconded, and voted upon to donate two club memberships to the Young Lawyers Association to use as a prize and as a raffle item. The vote was unanimous to donate the two membership certificates.

The meeting was adjourned.