03.2026 BOD Meeting Minutes

MISORVA

Board of Directors Meeting 3/25/26

Virtual via Zoom

• Call to Order/Welcome: The Meeting was called to order at 6:34pm by President Karyn Robare, followed by the Pledge of Allegiance

• Roll Call: Scott Matteson took roll of the BOD. Board members absent were Doug Baum and Mark Coe. Guests in attendance were Karen Middendorp, Nick Ferrante, Jessica Holley-Roehrs, Norm Krupp. 

• BOD absent from previous meeting: none

• Approval of Agenda: Items added to the agenda – section C of new business – Ice storm update. Motion by Mike Keith to take agenda items out of order, second by Greg Rupple – Motion carried. Motion by Greg Rupple to approve the agenda as amended, second by Dan White – Motion carried. 

• Minutes of Previous Meeting: David Low made a motion to approve the minutes of the previous meeting, second by Mike Keith – Motion carried. 

• Treasurer’s Report: Scott Matteson presented the Treasurer’s report that was included in the BOD packet. Dan White made a motion to approve the treasurer’s report, second by Paul Klein – Motion carried. 

1. 1. Report from the office: Karen Middendorp discussed hiring Kelley Cawthorn Association Management Services to handle day-to-day office tasks instead of continually hiring and training new office staff.            

• Public Comment: none

• Group Membership discussion: Karen Robare lead a group discussion about ideas to increase and maintain members.

• Bylaws – Todd Maschke: none

• Old Business:

• Technology Committee update: Scott Matteson, Sean O’Neill – no update 

• May ORV Ride: Rich Rottier discussed the May 15th ORV ride to be staged at the Benzie-Manistee clubhouse. Ride leaves at 10:00am sharp. Room block at the Mountain Valley Lodge and Campground in Thompsonville.  

• Dc Fly in and ISC: Karen Robare discussed the lack of people to go to this year’s fly-in and that we are not sending anyone. ISC – Karyn R, Mike Keith, Ernie Reimann, David Low and Scott Matteson are interested in going. Anyone else interested needs to contact Karyn Robare.

• New Business:

• Groomer Workshop 2027: Karen Middendorp discussed the dates of next year’s workshop being February 23-25, 2027. The contract is signed with Kewadin Casino.

1. 1. Groomer survey: Rich Rottier discussed a groomer survey and asked for people to volunteer for a committee to set up the survey. Sean O’Neill, Scott Matteson, Greg Rupple, Scott Veltman, and Gary Blaser volunteered to help. This group decided to meet immediately after the BOD meeting. 

• Ice Storm Update: Greg Rupple discussed trails that are closed from this year’s ice storm. His club has been in discussions with the DNR about how to proceed.

1. 1. Next meeting: May 16th, 2026 – 9:00am Benzie-Manistee Clubhouse – 14121 Industrial Dr. Kaleva, MI  49645

• Adjournment: David Low made a motion to Adjourn at 8:37pm, second by Dan White. Motion passed.

 

Respectively submitted by Scott Matteson. 

 

*Reminder: Pursuant to Section 4-11 of our policy manual, “Any delegate, elected or appointed, under this Article may have one (1) excused absence from a scheduled Board of Directors meeting without reason within the calendar year (Jan-December). Subsequent absence will require to be excused by a majority vote at the next BOD meeting and may result in being removed from the Board of Directors.” **If you cannot attend, please contact the MISORVA Secretary via email, call, or text prior to the beginning of the meeting. **

 

 Per the Policy Manual: 

• Your responsibilities as a BOD member include but are not limited to ●

1. Attend all board and committee meetings and attend as many functions and special events as possible.
2. Be informed about the organization’s mission, service, policies, and programs. 
3. Be prepared for board meetings by reviewing the meeting agenda and supporting materials.
4. Serve on committees or task forces and offer to take on special assignments when your capacity allows. 

5.Make personal financial contributions to the organization when you are able. 

6. Inform others about the organization. Advocate for the organization. 
7. Suggest possible nominees to the board who can make significant contributions to the work of the board and the organization. 
8. Keep up to date on developments in the organization field. 
9. Follow conflict of interest and confidentiality policies. 
10. Assist the board in carrying out its fiduciary responsibilities, such as reviewing the organization’s financial statements. 
11. Any delegate, elected or appointed, under this Article may have one (1) excused absence from a scheduled Board of Directors meeting without reason within the calendar year (Jan-December). Subsequent absence will require to be excused by a majority vote at the next BOD meeting and may result in being removed from the Board of Directors.
12. Board member’s first and highest loyalty must be to the organization and its mission. Social Media commentary is not only a direct reflection of you personally but also of the organization. Commentary that is considered false, defamatory, obscene, proprietary or libelous by any offended party should not be posted and will not be tolerated. Violations of any of the guidelines listed in this policy will be subject to disciplinary action, up to and including removal from the Board of Directors. If you become aware of any violations of this policy you should report the violation to the Executive Committee. 
13. Recognize that the chief function of MISORVA at all times is to serve the best interests of our constituency.
14. Accept as a personal duty the responsibility to keep up-to-date on emerging issues and to conduct ourselves with professional competence, fairness, impartiality, efficiency, and effectiveness. 
15. Keep the community informed about issues affecting it. 
16. Conduct our organizational and operational duties with positive leadership exemplified by open communication, creativity, dedication, and compassion.
17. Exercise whatever discretionary authority we have under the law to carry out the mission of the organization. 
18. Serve with respect, concern, courtesy, and responsiveness in carrying out the organization’s mission. 19. Demonstrate the highest standards of personal integrity, truthfulness, honesty, and fortitude in all our activities to inspire confidence and trust in our activities. 
19. Avoid any interest or activity that is in conflict with the conduct of our official duties. 
20. Respect and protect privileged information to which we have access in the course of our official duties. 
21. Strive for personal and professional excellence and encourage the professional development of others.