Hoofer Council Meeting
Hoofer Lounge
11-30-09

Meeting started around 8:10
Minutes taken by Andrew Lee

Attendance

• Gina Slesar- Asst Marketing Chair
• Mike- SCUBA President
• Martin-SCUBA Rep
• Brad Strock- Sailing Rep
• Billy-Events Chair
• Mindy Cummings - VP-Programs
• Kyle Olsen - Renovations Chair
• Caroline Rose - Outing Rep
• Jen Limbach - VP-Finance
• Sarah Springborn - Riding Club Rep
• Drew Kozlak - Marketing Chair
• Austin Scieszinski- SnS Rep
• JJ Czpalweski - Mountaineering President / Rep
• Andrew Lee - Education Chair
• Justin Cherniak - Technology Chair
• Paul Davidsayer - President
• Erin McLaughlin– Intern
• Jim Rogers – Hoofer Advisor
• Matt Hartig – Ski & Snowboard President

Agenda modified: database demon and minute approve moved to the end.

Agenda Approved

Club Updates
SNS

• Resale coming up
• BE AT RESALE EVERYONE
• Approved subsidy for Alpine Team. 
• Rail jam was very successful and fun

SCUBA

• Planning ice dive for late Jan/Feb
• Make part of Winter Carnival
• Expand gear cage (more equipment); physically expand by Sailing moving sails

RIDING

• Painted house
• 2 new horses on trial

Outing

• Hopefully have working website soon
• Pool sessions
• Planning for winter trips

Sailing

• Goals  for board formed

Mountaineering

• Work on website
• Planning Winter Break trips to Red Rocks, NV
• Still rock climbing

President’s Report

• NICROS as wall company, 5 auto belays, design starting soon, use cushy floors
• Advance team to Ohio state
• Check out 4,000 sq ft climbing wall
• 6am depart 11pm return. 
• He’s so excited
• Possibly no meeting next Monday
• Presidential Projects added as line item to budget
• Will ask Council to allocate money e.g. webmaster (pay Justin), more all Hoofer Socials, Retreat, Food at presidents meeting, snacks at Council meetings (look for in 2 weeks)
• Union Council meeting this Thursday to review Constitution changes
• New (temporary) website LAUNCED!
• council.hoofers.org is Council’s own website

Winter Carnival (Mindy)

• Last weekend of Jan
• 3-4 events
• Ice skating rink in front of Terrace
• Statue possibly set up?
• Reps please get help from members
• Austin will chair Lady Liberty Committee

Renovation (Kyle)

• Presidents were sent request for what each club wants to see in the MU renovation (e.g. estimation on square foot areas).  Hopefully get prioritized lists from each clubs in one week. Kyle will collect and put together ideas and discuss during a future Council meeting.

VP Finance Report (Jen)

• Want to get estimates for each budget area as soon as possible.  Jen wants to meet with people to make sure this is done.

Webhosting (Paul)

• $10/mo. for new webhosting for clubs that join
• Sailing, Outing, SNS committed; SCUBA wants price guarantee
• Justin: Benefits for new webhosting
• Centralized password database
• Server maintained by company (avoids Outing Club’s hacked account): “Managed Virtual Private Server (VPS)”
• Dedicated amount of resources
• Good tech support
• $50/mo. total cost
• Paul moves that Council is allowed to charge clubs who wish to be webhosted with Council up to $10/month and Council must notify each club 6 days prior to a Council vote on a change of price.
• Drew seconds.
• Motion passes unanimously

Farm Work (Sarah)

• Dining room and kitchen needs to be painted, but mostly everything is done

Message from Erin: please respond to emails!  Keep communication

Database DEMO (Justin)

• All Hoofer Database is now complete: all 1900-2000 members are in the database.  Now, letting clubs in to database to use that information (name, contact information). 
• Each club has their own site.
• 5 features:
• Events (e.g. Lessons), also adding online payment functionality
• Attribute (e.g. Ratings, Forms obtained, etc.)
• Member Picture
• Mass email to participants
• Calendar importing
• Membership information
• Track ratings, membership cards, permission groups, history, comments
• Extensive Search capabilities
• Email lists that are automatically updated (e.g. active members)
• Search criteria
• Manual lists
• Equipment checkout system
• Club Presidents will receive email by Wednesday with instructions on how to access database and play with site.  Individual meetings with Justin & Paul to work out launch.  Contact Justin for your own club’s special needs/desires. Please start playing around with it
• Winter Break project: online sign up for clubs and updateable information

Minutes from 11/16/2009 APPROVED

To dos:
Paul: Get Constitution changes passed
Kyle: Make sure all Clubs get info on Union building project, compile list
Matt: Play around with database, and Resale
Mindy: Talk with Billy, get Winter Carnival meeting together, email assistant director about skating
Brad: Run Board of Captains meeting, start committees
Billy: Meet with Mindy, think about logistics for ice skating rink
Erin: Help out with resale, meet with La Crosse supervisor, finish off strong
Justin: setup sandbox sites for clubs, redeploy All Hoofer Database, help out with Resale, various Sailing Club,, be available to club presidents
JJ: talk to Kyle about MU Renovation, work on web site stuff and orient on All Hoofer Database
Andrew: Resale, work on sailing navigation stuff
Austin: whatever he can do on Resale, start on Statue of Liberty
Drew: help setup for Resale, meet with Gina, Mindy, Justin, and Brittney
Jen: meet with Council members to put together estimates, email current estimates, meet with Sailing treasure regarding budget revisions
Sara: Winter Carnival meeting, talk to Preisdent about database
Gina: meet with Drew, Winter Carnival meeting
Martin: meet with Mike, Resale
Caroline: talk to Caroline, update membership chair, contact skydiving, etc. etc.

Motion to adjourn seconded by Austin
Meeting adjourned 9:49pm.