IHCCof VA Chapter 41 Meeting, August 14, 2016

● An informal meeting was conducted before the picnic. Cynthia handed out copies of the

minutes from the June Meeting.

● Steve Kegley asked if we wanted to participate at Somerset in 2017. If we did we

needed to pay $100.00 to reserve the location we have this year for next year. The

members voted to participate.

● The members were asked if they wanted to do a fundraiser in October. The date

suggested was October 8, 2016. We would make BBQ sandwiches that were pre­sold.

Tyrone would check back about the date. Also we would have the meeting on that

Saturday after we finished with the sandwiches. Members would be notified of the

fundraiser and the meeting.

● The Groggs asked about the club participating in the Creative Work Farm on Purple Cow

Road as we did last year. The date would be Sunday, October 9, 2016. There was a

motion made and seconded for members to attend and display items if they wanted to.

It was approved.

● News Letter­­­ email Winona with any information or interesting stories you would like to

have appear in the News Letter.

● Winona asked if anyone would be interested in taking charge of the auction for next

year. Please think about it.

● There was discussion about renting a stack of chairs for the Summer Show. These

chairs would be available for anyone to use inside and for the auction. Also, could we

get 4 picnic tables for outside by the food booth for use by anyone wishing to have a

place to sit and eat. A motion was made to get these from the Fair. It was seconded

and approved.

● Kids Activities­­­Gary Mitchell asked if we could have a signup sheet for help with Kids

Activities. There was a lot of participation in the activities.

● Food­­Cynthia reported that there was good feedback on the food vendors. Winona

suggested we write a Thank You Letter to the food vendors and invite them to participate

again next year.

● Winona suggested we put Tom Weaver’s name in our newspaper ad as he has quite a

following for his auctions. He gave us his state number­­VA# 2367­­ as it is required to

be published with his name. A motion was made to give him free membership as he

does all our auctions. It was seconded and approved.

● It was suggested that the club reimburse David Seal for payment to the band that

performed on Friday night. They did not receive as much as they normally get for a

performance and he made up the difference. A motion was made and seconded. It was

approved. Bobby Menefee suggested the club be aware of costs, if any, before

entertainment is asked to perform.

● The Groggs invited the club to participate in the Fall Festival at Churchville on

September 24, 2016. International Tractors will be featured.

● Cynthia mentioned that most of the inquiries about advertising were from members or

word of mouth.

● The meeting was adjourned. The blessing for the meal was given by Tom Weaver.

June Club Minutes can be accessed below or by using this link.

IHCC of VA Meeting, June 12, 2016

● The meeting was called to order by Tinker Moats.

● The minutes from the April Meeting were read. A correction was made concerning the Tractor Games under Activities for the Summer Show. Bobby Menefee said he would help with the games instead of coordinating them. The correction was noted. A motion was made to accept the minutes with the correction. It was seconded and approved.

● The Treasurer’s Report was given. There is $2,914.11 in the checking account. The cost to the Fairground for the Summer Show is between $900.00 to $1500.00. Steve Kegley was not available to give the amount.

● The Advertising Report was given. A motion was made to set the budget at $500.00, but if more was needed to proceed with what was needed. It was seconded and approved.

● The Food Report was given by Joey Kline of J&J’s Bar B Que. Breakfast would be available Saturday and Sunday mornings. They will have hot dogs, hamburgers, pulled pork sandwiches and plate meals to include BBQ , Chicken and Ribeyes. There also would be drinks and snacks.

● Tyrone gave the report on vendors that had committed to the show. He is still working on other vendors.

● Kids Activities: Gary Mitchell will have general activities for kids in a designated area.

● Barrel Train: Jerry McDonald said the train would be ready for the Show. There was discussion about having a set area for the train to run so it would not interfere with pedestrian traffic.

● Set up ­­ Clean up: Bill Shaver and Berlin Zirk will coordinate these items. ALL HELP is needed with clean up.

● PA System: The system is still questionable, but will continue to look into it.

● Threshing and Baling Activities will be handled by Jerry McDonald.

● Auction: There are pictures of auction items on the website, Fairbook and Tom Weaver’s auctionzip.com. Winona said we still would like to have more items.

● :Vendor Spaces: There are still spaces available inside. Becky said she was talking to some people about being inside.

● There will be Kettle Korn and ice cream available.

● Relay for Life Team: Becky reported that Relay for Life made $10,000.00.

● Newsletter: Winnona said she still needed information for the Newsletter. Either email her or call her with anything you wanted put in the Newsletter. There will be information about the Summer Show in the Newsletter.

● Shuttle: There will be a golf cart available for transporting people if needed.

● The upcoming shows where our club will be represented are Berryville, Sommerset and Rockville.

● Jennifer said that yearly dues are due now.

● The meeting inside was adjourned to be continued outside for discussion of where displays were to be set up. Tyrone would make a map which would be available to the members.

● The meeting outside was adjourned.

Join us this Sunday for a brief meeting with a picnic to follow, starting at 5:30pm on August 14th.

Meat and tableware provided.

Bring a covered dish, drinks and chairs.

Loation: Shelter #3 (with bathroom) at

Oakdale Park

299 Will Lane

Bridgewater, VA

Join us at the Rockingham County Fairgrounds for our club meeting on Sunday June 12 at 3pm. We will finalize plans for the show. Be sure to bring your annual club dues.

IHC of VA Meeting April 9,2016

● The meeting was called to order by Tinker Moats

● The Board Meeting Minutes were read. A motion was made to accept the minutes as

read. It was seconded and approved.

● The Minutes from the February Meeting were read. A motion was made to accept the

minutes as read. It was seconded and approved.

● The Treasurer’s Report was given. The beginning balance is $1591.85. This was after

the taxes were paid on the purchase of the trailer and the title transferred. The rough

numbers from the Sandwich Fundraiser was $1500.00 . After expenses of $780.50, the

new balance was around $3000.00. An accurate total will be available at the next

meeting. A motion was made to accept the report as given. It was seconded and

approved.

● Old Business­ Tinker thanked everyone involved in the installation of the shelves in the

trailer. Thanks was also given to the Committee for the Newsletter. Everyone agreed it

was a very good Newsletter.

● New Business­­

● Jennifer asked about the reporting of new Officers and Board Members. This should be

included on the Annual Report. The club should pay the Franchise Tax and do the

Annual Report at the same time.

● Our next Meeting will be at the Rockingham County Fairgrounds on June 12,2016 at

3:00 P.M.. The Summer Show will be discussed further at that time.

● Discussion was had about the amount of money to be given to Relay for Life from the

auction proceeds. A motion was made to give 30% of the proceeds. It was seconded

and approved. A motion was made to give Relay for Life $300.00 at this time. It was

seconded and approved.

● Tinker asked if we wanted to have a picnic in August. Last year it was held at the

Grottoes Town Park. There is a fee to use the Park Shelters. It was suggested we could

have it at Bridgewater where there would be no fee. It was tabled for further discussion.

● A motion was made to donate $200.00 to the Crosskeys Worship Center for the use of

the building for our meetings and fundraisers. The money would be given to them at the

Christmas Dinner in December. It was seconded and approved.

● Joy McDonald asked members to send her new pictures for the web site. She asked if

members could send her pictures of implements at the gmail address at the club web

site.

● Insurance for the Trailer­­There was discussion about insurance for the trailer and

contents. The person towing the trailer is covered by their liability policy. The trailer and

contents is covered by the National Policy as long as it is at a sanctioned event. There

needs to be a business policy covering the trailer and contents going to and from

sanctioned events. A motion was made to have the president check about a policy. It

was seconded and approved.

● Committee Reports­­

● Auction­­ Winona is now accepting items for the auction. If you have an item, either get

it to Winona or email a picture to her.so it can be put on the web site. Tom Weaver is

the auctioneer. The auction will be on Saturday, at our show at 5:00 P.M.

● Advertising­­­Cynthia gave the report of expenses for last year and kind of advertising

used. It was decided to use more radio advertising and Craigs List as well as well as the

newspaper ads and other publications. Flyers will be available for members to disburse.

It was suggested we ask people how they heard about the show. This would give us a

better idea of the use of our advertising.

● Food­­There will be breakfast available on Saturday and Sunday mornings as well as

food available all day. Kettle Korn will be available and ice cream is still being

researched.

● Regular Activities­­­Bobby Menifee said he could do tractor games. Also, if anyone had

any other ideas please discuss them with him. There will be a Kiddie Pedal Tractor Pull

and a parade on Saturday and Sunday..

● Registration­­­It was suggested we put where people are from on the registration paper

displayed on all entries at the show. Jennifer said we would be able to do this.

● Bobby said he would furnish trophies for the Kiddies Tractor Pull and get more pens.

● The schedule of events was read from last year. There will be a similar one for this year.

● There was discussion about having entertainment for Friday and Saturday evenings.

Joy McDonald said she would check into this. She also said she would check about the

PA System for announcements.

● Relay for Life Report­­­Relay for Life will be at the Rockingham County Fairgrounds on

May 6th starting at 6:00 P.M. If anyone wants to help contact Becky Seal.

● Tyrone thanked everyone for helping with the sandwich fundraiser.

● There was discussion about making hand held fans to give away as advertising at the

Summer Show.We will contact people about putting them together.

● As there was no other business a motion was made to adjourn. It was seconded and

approved.

IH Collectors Meeting, December 13, 2015

• The meeting was called to order by Steve Kegey.  He made the suggestion that we have an informal meeting.  It was accepted by the members.  Steve commented that we had a great year.
• The Treasurer’s Report was given.  The current balance is $3606.62.
• The Tenderloin Sandwich fundraiser made a profit of $974.00.  We made over 500 sandwiches.
• Becky Seal gave a report on Relay For Life.  They made $904.00 from their fundraiser.  They made $2200.00 for Relay For Life.
• Old Business:  The status for 501 C3 for our club is official.
• New Business:  Becky told the club about an “Adopt a Grandparent” for a nursing home.
• The cost to sponsor one Grandparent is  $10.00.  A motion was made to sponsor 10 Grandparents.  The motion was seconded and approved.
• A motion was made to have a power unit and a gas engine on the plaque for the Summer Show.  It was seconded and approved.  The Summer Show is July 8-10, 2016.
• Our next Meeting will be February 14, 2016 at the Crosskeys Worship Center.
• There was discussion about having the April Meeting at Keystone.  It will be decided on at the February Meeting.
• We need two new Board Members. If anyone is interested or knows someone that might be interested, let a board member or officer know.
• For the February Board Meeting and the regular meeting, members were asked to think about a Spring Fundraiser and Show Committees.  
• The Maryland !H Club is still wanting us to have an East Coast Show in 2017.  
• There was discussion about doing a Newsletter four times a year.  Jennifer will be in charge of this project.
• The Fall Festival in Churchville,Virginia, will be the last Saturday in September. Internationals will be the feature.
• The Toy Show at Churchville Elementary will feature IH Toys.  It is held sometime the last of October.  A date will be given later.
• Jennifer reported that there was good representation at the IH Auction
• The meeting was adjourned after which Bob Selkirk gave the blessing for our Christmas Meal.

IHC Meeting, August 9, 2015

• The meeting was called to order by Tinker Moats.  The Board had decided it was not necessary to read the minutes at each meeting. Cynthia provided handouts for members to read.  The main points for the June Meeting were read.  A motion was made to accept the minutes. It was seconded and approved.
• The club will be represented at Sommerset, Sept. 11-13, 2015 and Rockville, Sept. 18-20, 2015.
• There was a good turnout at Berryville.  The club received applications for new members.
• For the Rockville Show if you bring a tractor you will receive two or three passes for the Show.
• The Fairgrounds is booked through 2020 for our Show.  The Show in 2016 will be July 8-10, 2016 and the Shows after that will be the fourth weekend in June.
• Tyrone said that October 10, 2015 will be good for our fundraiser.  We will do BBQ sandwiches again.  The sandwiches will be $3.00.  The sandwiches will be presold.  Jennifer will let everyone know the date she needs the total number of the sandwiches. Tyrone will need help to cook the meat on October 9th.  The club will meet at Cross Keys Worship Center October 10th at 8:30 A.M. to make the sandwiches.  
• The National Auction is October 30-31, 2015.  The Maryland Club is having the Auction.  Our Club will take a table and help with the Auction.
• Raymond Grogg asked if our club would be interested in participating in The Creative Work Farm.  The event is for children to learn about farming and farm equipment.  The event is on October 11, 2015 from 12:00 to 5:00.  The Farm is on Purple Cow Road.  Members could bring tractors that the children could climb on and sit on.  A motion was made to have our October Meeting at this event.  It was seconded and approved.
• Tinker said he knew a caterer that would possibly be available for our Show.  Tinker was asked to follow up on this.  
• Tinker said he had an individual that would set up activities for kids in a designated area for our Show.  There would be a designated entrance and exit.  A motion was made to follow through with this idea.  It was seconded and approved.
• Having more help with our auction was discussed.  There will be more discussion at a later date.
• As there was no other business, a motion was made to adjourn.  It was seconded and approved.