Cascadian Bowmen of Eugene 2015 Annual Report to the Members Board Activities During 2015 Governance. The board reviewed the current Constitution and Bylaws and compared them to Oregon state law on non-profit organizations. There are several gaps between the governing documents (which were written several decades ago) and current state law. In addition, the board size (13 members) is more than 10% of the membership and it is difficult to recruit members to volunteer for the board. Finally, many of the articles in the constitution relating to tournaments and awards are more appropriate for resolutions or a procedures manual. The board drafted a new set of bylaws to resolve these concerns, trim the size of the board, improve transparency of board activities, and improve overall governance of the club. The new bylaws were presented to the membership for a vote at the December 2015 annual meeting and adopted. They are posted on the club website. In addition, the board clarified with the IRS that our tax status is 501(c)(4), not 501 (c)(3). This means that donations to the club are not tax deductible by the donor. Back office Administration. All expenses are now tracked using Quickbooks. This allows us to automate the printing and mailing of membership invoices. The interface between membership dues and Quickbooks is vastly improved but still needs some tweaking to make it seamless. Quickbooks prepares files for our accountant to use when preparing tax returns, which saves them time, and saves the club, money. Electronic payments: The board tried electronic payments this year. The pilot program was Safari registrations, using PayPal. PayPal did process the 1
payments, but PayPal is probably not a good fit for our club (too much administrative overhead), and the treasurer would like to explore a different vendor in 2016. Ultimately, we d like to give members to option to pay dues electronically. Membership: New membership cards were printed and mailed. All memberships have transitioned to a membership year beginning June 1. Work hours will be monitored and if households do not fulfill their volunteer obligation, they will revert to full non-working memberships in the subsequent year. We have emails for 83% of the member households. We are distributing announcements for work parties and copies of board minutes via email and the club website. Publicity: The board started to place free announcements of the open house 3D fun shoots in the community events section of the Register Guard. The board also purchased 4 ads for the Safari in the R-G. The board considered signing a contract with the R-G for a monthly display ad just before each open house and fun shoot, but the cost (about $275 per ad) does not seem to improve event turnout, though it may increase awareness of the club. The board will be very selective in placing ads in 2016. Three large, waterproof sandwich boards were purchased for placement on the two main intersections of Poodle Creek Road and the entrance to the club, for events. Web site: This is still a work in progress but it is mostly being kept up to date. Minutes: the board is making a real effort to distribute the minutes of board meetings to all members with emails, such within a few days of the meetings. Minutes are also being posted and archived on the club website. NFAA organizational membership: the renewal was sent to the wrong address and our club membership lapsed. The club will reapply. The current NFAA regional representative (John Wainwright) said he does not need to make a special site visit since he knows our facility. Grounds and facilities administration. Board members and several club members (notably Andrew Raddie), continued a myriad of improvements to the grounds. This includes: 2
Well and pump house: remove old decaying roof and installed new roof with a greater pitch to shed water, completed finish of building trim, poked and painted entire building. Outdoor practice range: rebuilt 100 yard practice target, replaced foam target bales with new compressed hay bales; installed two-cedar bales at bottom of target base, two-cedar bales on top of hay bales, and a new roof to shed water away from the bales; pulled tree stumps from trees destroyed during the 2014 ice storm. Lanz Cabinets donated plywood for a new backstop. The backstop is painted in the hope it will slow weathering. Campground outhouse: modified to supply natural light inside, and painted entire structure to improve the appearance. Firepit: Rebuilt. Storage area: A used, enclosed livestock trailer was purchased and nearly all the equipment and supplies are now secured and out of sight. All trails: cleaned, caulked, and repeated the information kiosks for each range; posted updated information sheets behind new Plexiglas panels; added gravel to the maintenance roads where needed. New backstops painted and installed on all trails. Deer range: completed steps on bottom of deer #12 and installed decorative fences to direct travel down the trail; corrected all markers on the deer range; rotated and turned all foam bales that have not been shot on the backside since installing them three or four years ago. Cougar range: removed, refinished, and reinstalled all yardage markers on the entire trail; cleaned and stained wood bench and the Charlie Barr Nature Trail sign; rebuilt wood frame for the Granite memorial marker; cleaned up and cleared vegetation for #7, memorial target for Jean Lake: leveled shooting positions for fan markers at #7 and installed new gravel for all shooting positions for #7. Bear range: removed, refinished, and reinstalled all yardage markers on the entire trail. Elk range: On #28, rebuilt the shooting position area to accommodate more room for shooters, removed old decaying structural supporting wall and replaced with new treated lumber wall. Pump house: repaired. Septic tanks: drained. The board intends the following improvements during the upcoming year: rotate the bales in the indoor range re-roof the clubhouse post downloadable trail maps and yardages on the website. 3
Events. Open house and fun shoots: the club presented five 3-D shoots, the indoor turkey shoot, and the Redding Warm-up. Revenues for these shoots were just under $7,000. All shoots had a good turn-out except for the "Last Chance" shoot in August and the date may be moved away from the first weekend in August, starting in 2016. Shoots held on-site by other organizations: Train-to-Hunt was held at the Club in July. The club was selected by USA Archery to hold an intermediate youth camp in August, but it was cancelled because of low registration. Club tournaments: There were no club tournaments this year. Safari. The annual Safari shoot had about 275 registrants. Registration income and raffle ticket sales amounted to $12,366. Expenses were $5,825 (of which half was for awards), for a profit of $6,542. Left-over ribbons and medals are useable for several more years, which should reduce expenses and increase profits. Income 12366.47 Gold Mountain Spires Enterprises Ribbon Medals Register Guard Martha Curl EX flush sanitation Spot-Hogg West 11th Archery 2039.74 buckles 630 plaques 477 medals 223.1 advertising 75.43 raffle 720 porta-potties 1351 targets 308.64 raffle Total expenses: 5824.91 Profit: 6541.56 Member demographics. As of December 31, there were 109 active households comprised of: 64 local households (including a small number of honorary members) 8 out of state households 25 out of area members Most non-renewals were out-of-area members. 4
There is also 1 complementary industry membership for the Hoyt dealer. We have valid emails for 88% of households. Financial status as of December 31, 2015. Year-end income was $41,823, expenses $35,844, for a net income of nearly $6,000. The primary income sources are: member dues, 20%, Safari & Redding Warm Up 42%, 3D fun shoots and open houses, 17%. 5
This is our highest year of income since at least 2011, which is as far back as the records go in Quickbooks. Expenses were mostly for repairs and maintenance of the trails and buildings (25%), target repairs and new 3D targets (20%), utilities (9%), and other items as shown below: It was also one of our highest years of expenses as we got caught up on deferred maintenance of the trail system and target butts: 6
Tangible assets (land, heavy equipment, playground, buildings) are valued about $160,000. We have about $15,000 in cash, equivalent to 40% of our operating costs. Major known upcoming expenditures are to repair or replace the roof of the indoor range/clubhouse. A rough bid came in over $15,000. We will be applying for a grant to cover all or some of this cost. Respectfully submitted, Susan Palsbo, Treasurer 7