Southern Utah Rock Club

Board Meetings

The Board meets every month only, the Thursday before the monthly Club Meeting.
All are invited to attend. Access the Zoom meeting here.

Meeting Minutes

2025–January • February • March • April • May • June • July • August • September • October • November • December
2024–January • February • March • April • May • June • July • August • September • October • November • December
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Minutes for October 30, 2025 UNAPPROVED

Quorum established.
Directors present: President Mitch Elwood (presiding); Alison Crowly, Vice President; Cindy McReynolds, Secretary; Shannon Cowan, Treasurer
Members present: Ed Kanet, Communications;
Also present: Rafael Arteaga, Show Chair, William and Mary Appleby, former Washington County Reps; Eric Vogt
Absent: Lynn Dalton, Shop Manager/Iron County Rep.; Shari Ernest, Membership

Recap

The meeting began with administrative discussions about Halloween costumes and meeting documentation processes, including the implementation of AI-generated meeting minutes. The board meeting covered various club operations including upcoming shows, shop maintenance, and financial updates, with particular attention given to display case requirements and membership matters. The club discussed event planning, including field trips and competitions, while addressing shop maintenance needs and organizational improvements to better manage resources and documentation.

Summary

Meeting Notes and Agenda Updates

The meeting began with President Mitch Elwood and Vice President Alison Cowley discussing Halloween costumes, including Mitch’s elaborate helmet with magnetic horns. Alison then informed the group that she would be undergoing hip replacement surgery on the 10th, expecting to be out for about a month. The team discussed using a shared Google Doc for meeting notes, agreeing to use it as a working document for both board and club meetings. They reviewed the process for using AI to generate meeting minutes, which would be sent to Mitch for distribution. The conversation ended with Mitch sharing the meeting agenda and preparing to present the board meeting notes via screen share.

Board Updates and Show Planning

The board meeting began with establishing a quorum and a reminder about an upcoming rock show in Hurricane hosted by Antonella. The group discussed the November shop calendar, which is fully updated, and plans for hosting the Rocky Mountain Mineral Federation’s 2029 show. Eric Vogt shared updates on the successful Lost Wax casting class and mentioned the need to confirm display case criteria with the Rocky Mountain Mineral Federation. The group also discussed potential direct shipping from China, with Rafael providing insights on tariffs and shipping methods, and agreed to document each board member’s responsibilities to better define roles and tasks.

Club Bylaws and Membership Updates

The board discussed updating club responsibilities and bylaws, with Ed offering to share a Google group document for collaborative editing. They agreed to reimburse Tiffany King for her membership fee and copying services, with Shannon confirming that Sherry cannot handle the Venmo refund. The board also confirmed that Tiffany’s removal from the club was approved by a supermajority vote, though Rafael noted she had already decided to leave.

Club Events and Field Trip Plans

The club discussed upcoming events, including a rock show and a meeting in Hurricane where Mitch will give a class on Lapis Lazuli and sodolite. They agreed to move the December coin competition/potluck to the 20th due to potential scheduling conflicts around Thanksgiving. The group also discussed field trip plans, with Mitch noting that Holt has been over-mined and may need a year’s break, while they scheduled a trip to the Red Cloud Mine near Wickenburg for December, which will be a pay-dig operation.

Mineral Site Access and Maintenance

Rafael described a location with colorful minerals similar to Youngite, recommending four-wheel drive for access and noting that collection is often delayed by weather or events. Alison updated on shop maintenance, including sandbags and gutter repairs by volunteers, and discussed challenges with machine upkeep due to aggressive use and lack of volunteers. Shannon and Alison discussed pending paperwork and payments, with Shannon planning to handle deposits and documentation.

Shop Cleanup and Maintenance Planning

The meeting focused on organizing a shop cleanup event, with Mitch requesting a date to be set and an email to be distributed to the entire club for participation. The Vice discussed the need to share the workload among supervisors who are becoming fatigued, and mentioned that more paper bags are needed for oil filtering. The group also discussed updating machine maintenance procedures and potentially ordering new wheels, with the Mitch emphasizing the importance of keeping the shop in good condition. Additionally, Cindy requested contact information updates and suggested including financial reports in the meeting minutes, which Shannon agreed to provide.

Club Financial and Show Planning

The club discussed several key topics including financial updates, show planning, and administrative tasks. Mitch reported checking account totals of $1,464.17 and savings of $16,007.97, noting the need to move funds to checking to avoid defaulting on the building payment. Rafael presented updates on show logistics, including new pricing of $400 per day (up from $350) and potential sponsorship opportunities modeled after the Las Vegas club’s program. The group addressed concerns about access to various club resources, with Ed taking responsibility for creating a master shared drive and organizing documents. Shannon and Rafael discussed the need for better tracking of vendor payments through Venmo, with Shannon agreeing to send Rafael screenshots of payments when possible. The conversation ended with Alison announcing plans for hip replacement surgery, which will temporarily limit their availability for club activities.

Assignments

  • President
  • Confirm with Rocky Mountain Federation Mineral Society if the club display cases meet their criteria
  • Send out distro email to entire club about Hurricane meeting next week
  • Confirm December potluck date with the school
  • Schedule next board meeting one week before December club meeting
  • Send distro email to entire club about missing orange traffic cones, shovels, and pick from the show
  • Find and send EIN number to Cindy
  • Forward AI meeting summary to entire board
  • Vice President
  • Coordinate with shop team to set a date for club-wide shop cleaning event
  • Forward information about ordering new wheels to Lynn
  • Reach out to Gary about removing Tiffany King from membership system
  • Swing by Rafael’s on Saturday morning to pick up postcards and drop off wires and charger
  • Bring double-sided membership cards from Amber to Hurricane rock show
  • Call about grants tomorrow
  • Send Red Cloud Mine information to the group
  • Deliver money box with payments, paperwork, and new checks to Shannon
  • Secretary
  • Check on name tags
  • Treasurer
  • Work with Allison to refund Tiffany King for membership and copies via check
  • Screenshot and send large Venmo payments to Rafael automatically when they come in
  • Show Chair
  • Send Mitch a list of missing items for club-wide email
  • Leave mailbox key and storage unit key with Allison in the box
  • Provide storage unit access code to designated board members
  • Send storage unit receipt to Shannon
  • Send pictures of church specimens to the group
  • Finalize and distribute sponsorship package information
    Communications
  • Send email to everyone with link to access Google Groups
  • Set up Google Group discussion for board responsibilities with reference documents from other clubs
  • Set up shared document for bylaws editing
  • Create master shared drive for all club files and notify everyone of location
  • Convert cabochon entry forms and bid forms to PDF and post on master drive
  • Contact Ashley next week about Instagram and Facebook access for Rafael
  • Send password reset to Washington County rep when he is available

Minutes: May 29, 2025

to be posted upon Board approval

Minutes: April 24, 2025

to be posted upon Board approval

Minutes: March 27, 2025

Quorum established.
Directors present: President Mitch Elwood (presiding); Allison Crowly, Vice President; Amber Bennet, Secretary;.Lynn Dalton, Shop Manager/Iron County Rep.; William and Mary Appleby, Washington County Reps.; Shari Ernest, Membership; Ed Kanet, Communications;
Absent: Treasurer Shannon Cowan.
Also present: Rafael Arteaga, Show Chair.

Show report

  • Rafael said that the decision was made to no more provide 10×10 space; they will now be 12×12 and 12×24.
  • Due to some comments the Sunday hours for the next show will be extended to 5pm.
  • Allison comments that they are going to put more value on the auction items by marking them with regular price.
  • The question was raised about giving club members a discount for a table. Rafael was asking for input. No decisions were made.
  • Recommended that the name of show to be changed. Instead of Cedar City it could be Festival City or Color Country. Instead of Gem and Jewelry requests for names should be given.
  • Mitch said it should be Rock and Gem Show.
  • Rafael said he would get suggestions and make recommendations.
  • He suggested that merchandise be sold (clothing). Discussion about having some suggestions.
  • Diamond Z building needs to be paid. Rafael will mail copy of bill to Allison who will pay it.
  • Rafael brought up a Facebook feed item needed to be deleted: someone was posting agates and calling them jade. Because we have a responsibility to educate we need to make sure postings are accurate.
  • Rafael needed to be excused early.

President’s Comments

  • Next meeting is in Enoch.
  • Mitch Recommended buying a projector for less than $500. Board approved to make the purchase.
  • May class suggestions requested. No decision.
  • Dino Dig in St. George. If there is going to be Dino Dig club event it will be a spur-of-the-moment thing. Allison said they have a signup sheet. They are working on organization and coordination. There are 3 paleontologists on site. They have found some small fossils so far.
  • Discussed about improving the email system

Field Trips

  • Amber’s survey results gave the input for the field trip schedule
  • Ed recommended view the table he formulated on the proposed and previous field trips.
  • Discussion on possible field trips. One for fluorite. Hummingbird Mind was another. Allison to gather the information and get. It to Ed.

Liability.

  • Mitch brought up liability concerns that have been raised for field trips. He said that he is not going to give out liability forms on the field trips. We can use email message announcing the trips with a disclaimer. Allison added that we should also bring it up at each club meeting.
  • Mitch was Going to contact our insurance company.
  • Liability insurance is part of membership fee.

Vice President Report

  • Allison has been sending out emails to vendors for Fall show.
  • Going to contact Maria who said that we should qualify for an advertising grant for 2026. Too late for 2025.

Secretary Report

  • Amber said that she is going to be stepping down
  • Mitch said he would include in the next member meeting email that we are looking for anyone interested in serving as secretary.
  • Everyone wished Amber the best and looked forward to seeing her at the meetings if possible. Mitch extolled her service to the club.

Iron County/Shop Report

  • Lynn said he was going to contact the LV club (Southern Nevada Gem and Mineral Society) about what is a good blade so that newbies couldn’t wear out in a month, like what has been happening.
  • He reported that he went to the Timpanogos Gem & Mineral 2025 Rock Show March 14-16, 2025 at the Spanish Fork Fairgrounds. It was a good show; he said that he broke his previous sales record by $200. This show has existed since 1958. Maybe SURC coordinate with them to start a shop.
  • Solar Wind Claim (proposed paid field trip) has topaz that is not UV. Mitch thinks the Topaz Amphitheater is a better deal.
  • Shop training videos were discussed. Wendy is going to help her write a script.
  • Mitch said that we want Jared’s help, but don’t want him on camera. He wants to do an intro to the shop and might be a good idea for him to narrate the one, but not for the training videos.

Washington County

  • The Applebees said that they are going to be gone for several months. They will give the key to Valley to Allison.
  • If there is anyone else who wants to take over, they would be willing to turn it over. They have been doing it for 3 years.
  • The can be presented to the members at the next meeting in Hurricane (May).

Communications

  • Ed brought up a number of suggestions, dealing with forming committees and seeking members to fill volunteer positions in an effort to get more members involved and to reduce the workload of the Directors. The main concern was to work on the By-Laws. He made the point that they should be reviewed every year by a committee (as required by the By-Laws).
  • It was suggested that Ed address this to the membership next week to form a committee that could discuss this and bring the suggestions to the Board for approval or editing.
  • Lynn expressed that he thinks that every meeting would should be talking about positions. Ed agreed.
  • Mitch reviewed the issues as to why documentation for the previous changes made to the By-Laws are not available. Lynn said that you need to talk to Trevor (former VP) who had them. That brought some laughs since it has been difficult to get a hold of him; Mitch has and can see about further efforts to find him.
  • Ed suggested an idea that other Directors agreed that efforts to form additional committees come from members and not the Board. For example, Shari said that she and another member are interested in working on merchandising as a means of fund raising. She and Ed already have a member (Ashley) interested in heading un any club social media efforts as her full time job deals with this type of promoting.
  • Board decided to have Evan Jones present on “Iron Mining and Manufacturing in Utah” on Saturday, March 31. This event would be planned for a location on the SUU campus and involve the SUU GEO Club who can make arrangements for the meeting place. Ed will take care of this event and report back to confirm the date.

Membership

  • Shari said that she needs some technical assistance with her laptop to access membership files.
  • Mitch reported that there are 291 members as of March 4
  • (93 families, 75 individuals, 67 family renewals, and a number of individual renewals which brings an estimate of about 500 registered members.
  • Question raised: If someone doesn’t renew their membership do they get kicked out of the system? No answer for that. Amber said that the membership program is a plug-in that can be found in the WordPress Dashboard. Ed said he would look into it to discover how it works and so he can give some answers.

Minutes: February 27, 2025

President Mitch Elwood conducting.

Open Discussion

  • Ed K raised questions during an open discussion period at the beginning of the meeting:
    Where are we with the polling? Amber said she would get it to him.
  • He brought up the question about eliminating the Facebook feed items on the web home page and suggested that he find an appropriate place on the web site (e.g. on the What’s Happening page) so that can stream there. Those interested in posting happening to be posted there can do so by emailed them to communicaiton@southernutahrockclub.org.
  • The By-Laws have been posted on the web site, the ones established when the club was made a non-profit (in 2017). There have been updates. Amber said that she could get them to Ed for updating on the web.
  • Ed said the he set up a Pinterest account for the club with over a dozen boards of the top interests to members of the club. A YouTube channel was also established. These are to be developed as an effort to create funnels to feed people to our web site.

Anouncements

  • Club Presentation presentation to be given by Lily Hunt at the next meeting. Use your club email account for communicating with each other; for security reasons
  • DoBel Ranch trip was great. Good trip.
  • Mataqua field trip next month. Waiting for response from Peacock Opal.

Vice President (Allison)

  • Question on the liability on the field trips. Liability can take a unity down in a heartbeat.
  • Seen incredible teamwork to pull the show together. We will do what we can. Let’s just have some fun.
  • She ran down the $6K grant and found it. Pulled from the 2025 Grant. We still can apply for the 2026 grant.

Show Chair (Rafael)

  • Official address for club for the non-profit status address is listed as 495 N. 100 W., (Box 10), Cedar City 84721. EdB said that is show as 497 N. Mitch said that it needs to be updated/corrected. Assigned to Allison.
  • Scott Karkos brought up that the Diamond Z contact needs proof of insurance. Mitch said that the liability insurance for last year goes through April, which is why Diamond Z hasn’t been asking for it.
  • Mitch said he will put together the liability form for the show and the trips.
  • Allison said that we are getting a lot of feedback from vendors about last show. Probably be wise after the show the talk to the vendors. There is a lot of unsureness coming back from the Fall Show. We have to win a lot of people back. In the past years, the show was stronger and people were more happy about it.
  • Mitch: Crystal Palace is a power house. A lot of people are assuming that THE Hurricane Rock Show is ours.
  • Allison is going to the Vegas Rock Show. Amber will get some contact cards available to Allison.
  • Rafael discussed the signage for the show and that he has 6×4 banners for the show. Cannot put them out until a week before the show.
  • Need to get input on how attendees found out about the show.
  • Discussed last-minute details for setting up the show. Electrical.
  • Currently sitting at 16 vendors, 3 not sure about,
  • Lost a few because of the Fall results.
  • Application for vendor for Fall will be at the Spring show.
  • Need to make some changes on the current application form.
  • VOTED: Propose that vendors can share space. “One way to attract new vendors.”
  • QR code on poster not working. EdK will fix. (NOTE: it turned out he could not fix it)
  • RV Camping at Diamond Z grounds will cost $20/night. They can pay us or the venue.
  • Lynn said that he needs space to sell shop equipment.
  • Main complaint last year was the venue was chilly. Need additional space heaters.
  • Amber has club brochures. Amber to send out an email requesting any propane/diesel/kerosine heaters.

Shannon (Treasurer)

  • Table clothes for show are are at Shari’s place.

Lynn (Shop Foreman)

  • A lot of people have come in to help out.
  • 18” and 20” saws are now up again, thanks to Grant
  • Trying to put together a video for how to use the machines. Next on my list. I don’t cab any more, I just fix machines.
  • Rockhounding Utah (Jared) has some videos.

Classes

  • Eric Vogt has put in a lot of work into Silversmithing. He needs about $500 for incidentals to get the classes going.
  • VOTED: unanimous to make the $500 purchase.
  • Allison suggest keep the deposit for No Shows.
  • Got a lot of things we have that wears out

Shari (Membership)

  • Most people did not sign up for auto renewal.
  • Paper applications needs to have who took the application, payment typed.

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Minutes: January 30, 2025

Mitch announced that Rafael Araega is willing to take on the responsibility of the Gem, Mineral, and Jewelry Show.

Upcoming Show

Rafael Araega (Show Chair)

  • Rafael, first president and founder of the club, said that he has been a club member on and off over the years. He was announced as the new Show Coordinator. He said that he was “glad to see that it has grown as large as it is now.”
  • Reporting on the upcoming show he said that at the present moment, with the way the club has scheduled for second week of March, I am not sure that the show is feasible.
  • Amber reported that a lot of vendors have emailed her asking about the show.
  • A couple of vendors at Quartzite were also expecting to come.
  • It was also considered delaying the show by two weeks, since there is no heating in the Diamond Z facility and that there is a higher chance of warmer weather then. Rafael suggested “in the future, we should aim for April.“
  • For this year, If we can get 12 vendors it would be possible, though no vendors have signed up yet.
  • We need to create an updated application form. Current one is in Google Docs.
    Update any information for liability, cost.
  • It cost $350/day to use the facility at the Diamond Z (scheduled for 4 days). One of the days is free. Club has charged $150 for 10×20 space.
  • The first few years it was a 3-1/2 day event. Last year there was a full day for set up; the show was F, Sat, and Sun.

Expenditures Decided

  • Voted to buy 60 black linens for tables ($500) to be included with table and space rental.
  • Voted to pay 20% of proceeds to the Show Chair.

There will be a meeting on Sunday with Bennetts.

Club Meeting Presentations

February—Astrid Cawley scheduled to report on Utah’s Minerals
March—Alison committed to present
April—Jacob Crump (SUU Geo Club President) would like to present on Varisite

Quartzite Report

  • Mitch reported that he had spent $2000 for 12 boxes of raffle prizes (and for the Show silent auction) at the recent Powwow. “Shopping was fun.” Rough rock, slabs, specimens were part of the purchases.
  • Among the treasures is some amethyst from Brazil, smokey quartz, and celestite.

Field Trips

Next trip is Feb. 15 is at DoBel Ranch in Arizona. 26± have signed up as of this meeting.

Mitch said a list of field trip for 2025 is being made. Future trip possibilities were discussed.

FYI: Opalized Fluorite in Nevada ($200 / heaping bucket). It is an expensive dig, but it is a new find located north of Tonopah. Rob on Minerals in Motion has a sphere of it. Alison shared this photo of a raw sample (see below).

  • Peacock Opal mine in Northern Nevada is worth it. Best place to dig is at the base of the wall. Free camping. Showers. Hot springs.
  • Bonanza mine (can collect only from tailings). There are carnelian and opalite just north of the turnoff to the mine; camping south of turnoff
  • Hyalite opal claim (Bigfoot Crystals) also has obsidian, apache tears. $100 for the day
  • Suggested local trips
    • Leeds site (right next to the Tortoise Preserve) and
    • Motoqua, Utah in Washington County has petrified wood on BLM land
    • Cedar City agate, which Lynn earmarked for May 17

Officer Reports

Vice President (Allison)

  • I have the paperwork for the shop payments, but I haven’t made the deposits
  • Voted to give Alison signing authority to pay people (write checks) on the club account account

Secretary (Amber)

  • Bylaws, Meeting notes/outlines are in a binder which Amber will locate

Treasurer (Shannon)

  • Gave thanks to Alison’s and Amber’s help at every turn.

Shop (Lynn)

Reported the following:

  • The 20” and 18” saws have issues. A couple new parts need to be machined by Grant
  • Report that the lab machines are being pushed too hard. Newer members are aggressive and they are going to burn them out. They are putting their weight into it. He gives a pitch about how to use the machines. Did this the last 2 meetings. He said he would write down a script for a video.
    (The club used to have a 2-hour training class. Sandio:We had classes on how to use the machine.
  • Classes
    • Eric Vogt has rejoined the club and wants to offer a jewelry class.
    • Scott Karkos is also willing to teach silver soldering
    • There are several people who want to teach wire wrapping.
  • Everyone who is supervising at the shop needs a partner.
  • Recommended that a centrifuge for each saw to filter the oil would make the cost of oil to go down. They are expensive (Ed Bennet suggested to start with one or two for the most heavily used machines)
  • Lynn bought new blades and oil at Quartzite

Communications (Ed K)

  • Discussed benefits for Google for Nonprofits. Kanet was to investigate the details.
  • Brought up information about the SNGMS Ore Car Mining Claim, another potential club trip.
  • Amber said she would call the field trip guy for SNGMS
  • Question as to whether the club registered for Google for Nonprofits. (Ed Bennet assured we have.)

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