October 22, 2016 Meeting Minutes

IHCCofVA Meeting, October 22, 2016
The meeting was called to order by Tinker Moats.
The August Minutes were read and approved.
The August Board Minutes were read and approved. After the Board Minutes were read there
was further discussion concerning insurance dealing with sanctioned activities by the club. The
discussion concerned non-members participating in activities at the sanctioned shows.
According to our attorney, you must be a member in order to participate or show at the
sanctioned functions in order to be covered by the IHC National Policy. The club is waiting for a
letter from our attorney clarifying this policy.
The Treasurer’s report was given by Jennifer. The beginning balance is $3145.55. Roughly
$2600.00 will be added from the sale of sandwiches and $813.05 spent for the tenderloin
sandwiches will be subtracted. A motion was made to accept the report. It was seconded and
approved.
Old Business: Auction ; Winona asked once again if anyone would like to be in charge of the
Auction for next year. Please think about it and let her know. There is a lot of work involved
with identifying each item and preparing cards. The Auction Committee needs a lot of help to
set everything up. Winona has done a wonderful job with the auction but would like for
someone else do the job for a while. Please think about it and let her know if you would be
interested.
New Business: Newsletter: The club would like to do a Memorial for David “Mac” McAllister,
who passed away on September 16, 2016, in the Winter Newsletter. If anyone has anything
they would like to share about Mac, please let Winona know.
Relay for Life: Relay for Life will be May 5, 2016, starting at 6:00 P.M.
Donations for the Relay for Life Auction need to be given to Becky or David Seal by April
1,2017. The club donates 30% of the Auction money to Relay for Life. The amount this year
was a little over $1194.00. A motion was made to round that figure to $1200.00. It was
seconded and approved. The club will be listed as an associate on the back of the Relay for
Life T-Shirt as we donated more than $1000.00.
Becky reported that Relay for Life helps cancer patients in Rockingham County and
Harrisonburg. They have a list of organisations and individuals that they can call on if there is
some kind of special need that needs to be filled. A motion was made for the club to be added
to this list and put aside $200.00 to help if we are called on. It was seconded and approved.
Becky said to let her know if an individual would like to have their name put on the list as willing
to help if needed.
The Christmas Dinner will be the second Sunday in December (if that day is available) at Cross
Keys Worship Center. It will be a covered dish meal. Tyrone will provide the meat. The club
will provide drinks, plates and utensils.
Tyrone said he would invite all the vendors from our summer show to attend our dinner.
A review was done to see the amount that the club was donating to Cross Keys Worship Center
for letting us have our meetings and Christmas Dinner there. At the April Meeting in 2016 a
motion was made, seconded and approved to donate $200.00 to them at the Christmas Dinner.
As there was no other business, the meeting was adjourne

Reminders:

REMINDERS:

IMPORTANT! The OCTOBER MEETING will be held SATURDAY, OCTOBER 22, following the sandwich making at around 1:00 p.m. at the Cross Keys Worship Center.

FUNDRAISER-Pork Tenderloin Sandwiches $3.50 each
Club members will meet at 8:30 am on Saturday, October 22, at the Cross Keys Worship Center to make the sandwiches. Orders can be picked up starting at noon.

Presale totals are due Monday, October 17! Please call or text Jennifer at 540-820-9763 with the number. Thanks!

Club Meeting Minutes: August 14, 2016

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.

 

IHCC of VA Meeting, June 12, 2016

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.

IHC of VA Meeting Minutes April 9, 2016

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.