Colorado BASS Federation

3rd Qtr. Board Meeting

Navajo State Park, Co.

 

President Jay McMillan convened meeting at 1:15pm

Quorum was established with representatives from 5 of 7 active clubs present. BTR, CBC, RMBM, PPBM and SWCBM were represented.

 

Secretaries Report was accepted as published on line

 

Treasurer Larry Krueger presented the treasurers report. He highlighted that at no other time in CBF history has their been as much financial activity as in the last twelve months. Please see attached report.

 

2007 Western Divisionals budget was initially set at $5000. This was an educated guess, as Colorado had not put on a divisionals in many years. Our actual expenses exceeded $10,000.00. We were reimbursed over $3900 from BASS for the banquet dinner on the night of the pairings. This reduced our expenses and the end result was we were a little over $1600 over budget. This does not include expenses that were turned in late. These amounted to approx $1000, bringing our final expenses to a little over $2600 over our initial estimates.

 

The trolling motor sales went well with our profits being around $1800. BASS provided us with 12 trolling motor propellers, which were also sold. Another 12 propellers were provided with the intent that the money raised from their sales should go toward the states youth program. These props netted almost $300, which can be utilized by the youth program.

 

Larry also provided a running balance and statement of actual expenses, which accompanies these minutes. A motion was made and seconded to approve the treasurer’s report. This passed.

 

TOURNAMENT DIRECTORS REPORT

 

Mike Hubbard started his report by outlining the possible ways to run the registration for the 2008 STQT. Many complaints were heard from many individuals about the 2007 process, and no one wants a repeat of those issues. The 2007 process involved the CBF creating our own on line registration process. As it was our first attempt at doing this there were problems. Mike is trying to avoid those problems for 2008. His choice and recommendation was to go to the system utilized two years ago in 2006. A company called Active.com was contracted to handle our registration. It went very well with no real issues. In 2006 we allowed the clubs to send in checks from the club as well as individuals being able to register online. Mike’s recommendation was to go with a 100% online process. There was discussion that we didn’t need online registration at all, and that having the clubs send a check to the tournament director for that clubs competitors was adequate. This does not allow as long a registration period, as the TD needs extra time to compile a field. The electronic registration extends the deadline as it takes less time to compile the field electronically. The online registration allows competitors to use a credit card and club checks do not allow that option. This isn’t a board decision, and it is the TD’s decision to make. Mike then made the decision to utilize Active.com for the 2008 STQT. The fees they charge will be added into the entry fee and the fee raised accordingly.

 

We proceeded to the lake selection for the 2008 STQT. Each club was to bring their three top lakes to the meeting and via a multi round voting process the lake would be selected.

Each club was allowed as many votes as they had members present to a maximum of three.

 

SWCBM started with Amistad, Choke Canyon, and Falcon. PPBM added the Mississippi River to the list. CBC added Table Rock and Grand lakes to the list. No additional lakes were added by BTR or RMBM. So the final list was

 

Amistad

Choke Canyon

Falcon

Mississippi River

Table Rock

Grand

 

The first round of voting was as follows;

 

Amistad   6 votes

Choke Canyon  4 votes

Falcon  0 votes

Table Rock  1 vote

Grand  0 votes

 

The second round of voting was as follows

 

Amistad  7 votes

Choke Canyon  3 votes

Table Rock 1 vote

 

Between the second and third place lake, there were not enough votes to displace Amistad as the lake choice for the 2008 STQT. Everyone agreed that the time to fish the lake was about the same time as last year, which was the last week of February. Mike will call Amistad and see what dates are available. He will attempt to get our tournament as close to the last week of February or first two weeks of March as possible. As soon as he knows he will e-mail the results to the club presidents.

 

 

 

CONSERVATION DIRECTORS REPORT

 

There was no report as this position is still vacant.

 

WEBMASTER REPORT

 

There have been a number of access issues with the website. Anyone using Microsoft Front Page has been unable to access the website for several months. Frank detailed that Host Centric (Our hosting company) has been unable or unwilling to resolve the problem. Frank proposed that we change web hosts. He provided information on the top three choices. If the clubs provided their own website, as many already do, then we could simply have a link to each site on the CBF site. This would save the CBF about half of what we currently spend on hosting fees and allow us to solve the access issues. It was agreed to pursue this option. Frank will give Jay a letter explaining the changes and the associated actions we need to take. He will try to get this to Jay by 9/18/07. On or around that date Jay will e-mail the clubs with the CBF website shutdown date. That date will coincide with the 4th quarter board meeting. (11/17/07) All clubs that wish to have a website, will have to have their website in place by then. The new CBF website will start shortly thereafter, with links to the individual club websites. The CBF site will still include a discussion forum, Presidents Page, and Secretaries Page. As well as pages for Tournament Director, Conservation and Youth.

 

OLD BUSINESSS

 

There was a motion tabled from the 2nd quarter meeting to purchase an electronic scale for our state tournaments. This was reintroduced and discussed. Sean Hinton, our former VP has purchased an electronic scale and has offered to run our state tournaments using this equipment. The issue with accepting this offer, is Sean has started a non BASS affiliated club, and while this offer would allow the CBF to have state of the art scale access, having our tournaments run by non BASS affiliated individuals was not acceptable to either the president or those representatives at this meeting. The discussion resumed as to the need for these scales. Discussion points were

  • The system eliminates errors caused by transcription of weights from the weigh master to the person running the computer
  • The system locks the weight the same way each time, eliminating the human error involved with reading the scale
  • The system prints a weigh slip with the weight for the competitor, eliminating the need for the competitor to carry weigh slips around for all three days of the tournament
  • There will be a large easy to read display that can be read by the crowd and the competitor.
  • The cost would be $1800 maximum, with the probable amount being $1300 to $1400, the amount depending on the options such as printer, size of display, and software customization.

 

Since the motion carried from the last meeting, a vote was taken and was approved to purchase the scale system as described.

 

NEW BUSIENSS

 

Jay asked the board for approval to purchase thank you gifts for those individuals that volunteered time for the 2007 Western Divisionals. He estimated $60 a piece or a maximum of $850. This was motioned and seconded, and was approved.

 

Jay asked the board if we wanted to purchase four more trolling motors to be sold. Under our 2007 alliance contract we can do this. He suggested that the selling price be raised. Discussion ensued and it was motioned and seconded to purchase two 85 lb and two 105 lb trolling motors to be sold at the same price as those sold earlier this year. (85lb $750 105lb $800) This passed.

 

Troy Limmer brought up an issue where the youth director at a recent youth event took down sponsor banners. The details were discussed, and it was decided that Jay would address the issue with the youth director who was not present.

 

Jay proposed a by-laws revision that was distributed more than 30 days prior to the meeting. This revision would affect Article 5, which addresses the manner and timing of meetings. Currently (See attached proposal) the verbiage says we must convene 4 times a year. It also says the president can call emergency meetings at his discretion as needed. It does not allow for electronic media meetings or conference call meetings. There has been a call for this type of meeting recently, especially considering the price of gasoline. The proposal introduced by the president would allow the CBF to conduct board meetings by electronic media or conference call. Discussion points were as follows;

  • It was felt that conference calls would dilute the meetings and not bring out full discussion as face to face meetings do
  • There are legal statues in effect that govern non-profit organizations and meetings not of a face-to-face nature. Verification of quorum is also an issue. There would be no way to verify that one person was not acting as three
  • Commitment to the CBF was discussed. Those who commit to the CBF have no problem with traveling to a face-to-face meeting. If we allow non face-to-face meetings we would be allowing a dilution of commitment to influence the direction of the CBF.
  • This was a proposal made by the president. The president cannot make a motion to accept any proposal, that must come from the board. No motion to accept the proposal was made, therefore the proposal died.
  • The president can still call meetings on any subject at his discretion. There are no criteria as to meeting type for these “emergency” meetings. We can utilize whatever format meets the need for these meetings, and keep our 4 a year board meetings in a face-to-face format.

 

Allen Mccaw asked if anyone could introduce a by-laws revision proposal or could only the president do that. Jay answered that any chapter could introduce a by-laws revision proposal as long as it was distributed at least 30 days prior to the next board meeting.

 

The next meeting will be hosted by CBC at the Loveland Sportsmans Warehouse 11/17/07 at 1:00pm.

 

Motion to adjourn and second at 3:15pm.

 

 

8/18/07 CBF Minutes

Addendum

 

8/29/07

 

I received a phone call from Sean Hinton. He was concerned about the paragraph in the minutes which described the discussion on having an outside club run our weigh in’s. Sean and I had a discussion prior to the board meeting where he made the offer to run our weigh in at the STQT. Sean told me about a company he started called 5280 productions. He also told me about his TBF club called 5280 Bass Hunters. When he made the offer to run the weigh in I mistakenly thought he meant the TBF club 5280 Bass Hunters would run the weigh in, as a bass club has always been involved when we did this in the past. Sean meant his company, 5280 Productions, would contract with the CBF to run the weigh in. Even though there were members of 5280 Bass Hunters present at this board meeting, this error was not caught or corrected.

 

Obviously the comments in the minutes were directed toward a TBF club running a BASS weigh in, which would not be acceptable. An independent company or business would not have the same issues as a non BASS affiliated club. I want to make it clear that even as the minutes read, there is no inference that Sean Hinton, or any other member of 5280 Bass Hunters, that are also BASS members, have any issues with their BASS memberships or their CBF memberships. Dual affiliation at the member level is allowed by BASS. A BASS member can also have a membership to a TBF/FLW club. As long as a members BASS membership requirements are met and maintained, there is no issue with dual memberships.

 

This does not change or alter the decisions made at the board meeting. It simply clarifies who offered to run the STQT weigh in. Should the motion be made at future board meetings to have this company run a CBF STQT weigh in, it would be considered at that time.

 

Submitted by

Jay McMillan

CBF President