August 2022 Board Meeting Minutes

Meeting called to order – 16:11

Welcome June 11, 2022 meeting minutes were reviewed and approved by the board.

President’s Report – Working on streamlining processes. Still looking for someone to fill the president’s position.

Secretary – Continued focus on streamlining and documenting the different processes that take place within the MSAA: event planning, membership processing, tournaments, etc. Working document in place for secretary and treasurer roles. Will work on creating tournament checklists and increasing the emphasis on board communication to both Area Governors and Club Presidents.

Treasure’s Report – Presented most recent financial reports. Concern about balance, but know that club membership drives are starting soon, so income from membership fees should start to increase. Discussion around management of each of the accounts that we have. Motions were made to transfer all but $100 from both the Conservation and Promotion accounts and move the General Fund. The promotion fund will remain intact. Would like to transfer the remaining balance and close the Conservation fund at the Policy Meeting in January. A motion was also made to include an increase in the mileage reimbursement amount to be voted on at the Policy Meeting.

Indoor VP – Regional dates set for January 21st and 22nd , January 28th and 29th , and February 4th and 5th. Duluth Archery club would like to be one of the hosts. Venue to be communicated at a later date.

Outdoor VP – Field is done. Had a successful field. 50 MSAA shooters. 42 MAA shooters. There was some crossover here. Good weekend. 900 – happy with the numbers and profit that came out of this. Great River was happy and expressed interest in hosting this again. Reminder that host clubs need to get the scorecards to someone at the end of the shoot AND send the electronic file to the board as well. Financials – go to Treasurer. Memberships – go to Secretary.

Records Chair – All records are done except for the field. Has also made changes to the policy. MSAA does not share addresses to anyone. Secretary is responsible to sending these out. This has not been the responsibility of the Records Chair. Board and the Governors should work together to review issued records for this year and take back records for people that they know. Reviewed classes. Would like to remove “A” from the basic Adult class as this is not needed. Discussion took place over the enormous number of classes. Reviewed the list. There are 167 classes today. Want to make sure that this list is included in each of the packets. Would recommend putting together a template to put these on a jump drive so that each host has a defined template to use for their record entry. Would recommend connecting with each regional host at the end of the policy meeting to go over the information in the packet, what they will need to host the event, the help that is provided to each club by the MSAA board, etc.

Webmaster – Facebook business account, went back to the Monday after the 50-meter. Since the week after the 50-meter, we’ve had a paid reach of 14,264 people. Paid impressions 39,125. Regular page has reached 16,364 people – this is all organic reach. Total current followers 2,117. State – grossed $670.00. Payout was $600.00 on July 25 th .

The Conservation Chair position is open. We are looking at closing the Conversation fund. Should we also eliminate the position? This position was related to anything related to land, Initial and second motion made to remove the Conservation Chair position, since we are eliminating the fund. All in favor. Will look at what needs to be done to make this change.

Arrow Editor – Stacie will be working on the next edition. This will be the first digital issue. There will be a lot of results in this one. Would like to keep feature stories for the printed version; going to use this opportunity to highlight board members. John is going to get something for the Hall of Fame to add to this edition. Would like to publish this by midSeptember. Would like to work on a Club Highlight from the President of the Clubs. Should also work on getting pictures of Cory and Nick with their Big Buck Awards. Add these pics into the next issue of the Arrow. Next printed version will be the end of November. Need to get a list of items to include in the Fall edition. Stacie will work with the Duluth club as the highlight club. AUGUST 6, 2022

Governor at Large – Applications have been posted on the website. Gearing up for the Youth hunt. Sitting well with funds.

Awards Chair – Big Buck; Big Bear – earlier reporting of Big Buck or Big Bear for this fall. A lot of people get contacted. Usually like to have the measurements done by the end of the year. Include a general reminder. Need to include details about this in the next Arrow.

Audit Committee – Nothing to report.

Indoor Tournament Committee – Nothing to report.

Old Business: Positions to Fill/Responsibilities – will be handled as we review the different duties under each. Would really like to have the President position filled. Please get out and start asking about this. Anything we can do to make this position more attractive? Need to be more clear on the responsibilities and the benefit of being a part of the board. Also need to place emphasis on the onboarding and exit processes for board members to allow for streamlined transitions. Discuss around making a Life Membership an option for whoever fills this role. Todd – make a motion that each president who fulfills their term receives an MSAA Lifetime Membership. Mark seconded. All in favor. Amend motion to make this effective immediately. All in favor.

Five Minute Recess

Governor Communications – be nice if we had more governors attend these meetings and communicate with their shops and pro shops. Including features in the arrow will help spread the word on these. By-laws and Constitution Changes: By-laws – we can vote on these changes as a board. Constitution Changes – first reading…today; second reading is at the policy meeting.

New Business: Policy Changes – refer to State Records sheet that Jan provided. By-law change of Records Keeping: will keep all state records digitally and…will see that they are available at the indoor shoot and then sent to the secretary to mail to the individuals.

FIRST READING: Section II, letter C…scorekeeper and two witnesses and this becomes the official score for that event. D. Add that records will be maintained in a digital format. V – make noted changes. VI –make noted changes.

Conversation was had around the difference between using words will, may, shall. Decided to leave the term “will” as we have digital records going back to the early 90s.

Motion to accept the changes on first reading on the State Records. Jan motion. Todd seconded. All in favor. Motion carried.

Proposed Policy Changes

1, 2 and 3 – updated to emailed when possible. Todd to motion. Jan to second. All in favor.

4 – Separate Big Game chair, add 50-meter to the events list and remove the Conservation Chair. Paul motion. Roger second. All in favor.

5 – Make Webmaster a voting member. Jan motion – but cannot vote on issues pertaining to his salary. Todd second. All in favor.

FIRST READING: Discussion had around adding a Modern Bowhunter division. Jan motioned to incorporate this as a first reading. Todd seconded. 4 yay. 2 nays.

Increase family membership max from $30.00 to $40.00. Jan motioned. Roger seconded. All in favor.

Barebow – John. Need to come in line with what other organizations are doing so that the shooting rules are consistent. Want to look at the definition of this and updating these so they align with what other organizations are doing.

Discussion around equipment failures during a shoot. Two-day shoots we’re able to change equipment on the second day. Equipment failures during the shoot. We need to get this in the rules. Would like to add, into the Bowhunter policy, that shooter cannot change equipment half way through the shoot. There is no equipment change while scoring. Dar to write this up and bring it to the next meeting.

Read thank you from the Scholarship Recipient.

Set Tournament Dates for 2023 Regionals Set Indoor – April 1st and 2nd 900 and 50 – June 10th and 11th Field – 15th and 16th 3D – August 5th and 6th

January 14th Policy Meeting – Kimball Bar & Grill – 9:00am; Policy meeting – vote on 2024 Indoor Shoot

Next Meeting: November 22nd – Tuesday Night – Zoom at 7:00pm

Meeting adjourned – 19:15