Trinity Trail Preservation Association, Inc.

Board of Directors Meeting Minutes

April 10, 2007

2 Choice Lane, Lucas, TX  7:00 PM

 

Board Members present:

·        Berdine Eberhart

·        Tom Eberhart

·        Charlie Gaines

·        Bonnie Guimarin

·        Carole Kowitt

·        Pat Martin

·        Tracy Matern

·        Betty Van Houten

·        Joe Wilson

·         

·         

·         

Committee Members present:

·        Ruth Blom, Maggie Sico, Debbie Bourgeois

Members present:

·        Tom Pollard, Sally Ballis

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Meeting Opened at 7:10 PM   Tracy Matern, President Presiding

1)      January 23, 2007 Board Meeting Minutes.

a.       Approved with corrections.

b.      Action Item Follow up:

                                                   i.            Bonnie will contact Wells Brothers to solicit a Business Membership, Tracy will send Bonnie a Sponsorship packet.  Also, will locate phone number of 4-H clubs for Debbie.

                                                 ii.            Debbie is Horse Trough Chairman at Brockdale and Ruth & Charle Whitted at Eastfork.

                                                iii.            Tracy to contact TXU and Grayson Collin for reduced electrical rate.

                                               iv.            Tax Exempt ID #’s for Lowes is Charlie’s cell phone number, Staples and Tractor Supply is Tracy’s home number.  Any new one should use either of the numbers.

2)      Treasurer’s Report

a.       Treasurer’s report is not available.

b.      Tax return has been filed.

c.       Account balance is low due to delays in receiving County grant money.

3)      Status of Grants

a.       Final approval has been received for the trail extension.

b.      Camp ground construction is going well. The County sent our reimbursement check ($23,748.22) to Amy Lester old address.  County will correct the address in their data base.  County will issue a new check and Tracy will pick it up.

c.       Tracy filed 2nd reimbursement request to County for $6,719.57 on April 9, 2007.

d.      These reimbursements will provide funds to pay the electrician and the dirt work will be split into two payments to allow for the first reimbursement before the final payment is made.

e.       Cash payments to the worker were temporarily disallowed.  Charlie will need to get a receipt for the $285 of labor paid in cash (per Jeff Durham).

f.        Camp Ground: 

                                                   i.            Water lines complete with 11 pulls with water and electricity and each one has a hydrant, a protective post and a electrical pedestal.  The Corp changed requirement to 50-30-20 amp service.  Only thing lacking on the electrical is James needs to set up appointment with TXU to plug the meter in and send the bill.  Then each breaker will be checked for 50-30-20 amp on each pedestal.  Then we’ll pay the electrician. 

                                                 ii.            Holding Pens:  cost for building holding pens would be $15,000, cost for buying 77 Prefert panel seconds was $6,000.  Assembly will start on the next work day.  We will tack-weld the pins for extra security.

                                                iii.            Trees:  Corp used tree planting machine to transplant some small trees – may need to purchase some fast growing trees.  May need to seed or sod the islands if money is available.

g.       Trail Extension:

                                                   i.            Trail needs to be marked from Snyder Lane.  Need someone to go through with a laborer that will chain saw what needs to be cut.

4)      Hitching Rails

a.        Hitching rails at Collins Park need to be re-welded – will schedule for a future work day.

5)      Food Price

a.        Now at $4 will be increased to $5.

b.      Sharon volunteered to bring the Chuck Wagon and provide lunch to some of the all-day work days for the trail extension.

c.       Sharon has received one RSVP for Poker Ride – Tracy will send flyer out again.

6)      Promotional Item Prices 

a.       T-Shirts $11, Cap $8, Pullover Sweatshirt $22, Zip-up Sweatshirt $25.

b.      Not satisfied with current Vendor.

                                                   i.            Bonnie will write specification for items and Bonnie (Barb in Georgia), Tracy (Bobbie Gilbert) and Pat (Mr. G’s Tees) will get completive prices from these Vendors.

                                                 ii.            Bonnie will get price of embroidered patches.

7)      CD of Best of TTPA

a.       Cost approximately $2 to reproduce.  Selling price will be $5 with a plastic case and paper label.

b.      Tracy will make several and test-market the sell of them at the Fun Show.

c.       Endurance Clinic video is complete and Tracy will copy some to sell at Fun Show.

8)      Web Issues

a.       Links to “horse related” sites will be limited to non-profit organization.  Links for businesses will be limited to TTPA Sponsors at the Horse or Draft levels.

9)      Upcoming Events

a.       Poker Ride

                                                   i.            Supplies in Trailer – Bonnie to check and buy what is needed.

                                                 ii.            Determined items needed and assigned duties.

                                                iii.            Tom Pollard donating 2nd and 3rd place prizes and a couple of raffle items.

b.      Fun Show – May 12th

                                                   i.            Preliminary Show schedule

1.      Helmets required

2.      Minimum age limits changed on various events due to liability concerns

3.      Diana Mussett and Diana James will be the Judges.

4.      Name tags suggested for Judges, Registration, etc.

5.      Tom Eberhart will put Registration form on the Web.

6.      Bonnie will make schedule of duties with person(s) responsible.

7.      Charlie and Sharon will be responsible for coordination of food cooking and sales.

8.      Bonnie will announce and help with Registration.

9.      Need two Ring Stewarts.

10.  Bonnie will meet with Judges and review procedures for the Show.

11.  Review critique from last show and correct “glitches”.

12.  Microphone

a.       Purchase price starts at about $700 – due to current account balances this item is Tabled.

b.      Bill Carmickle volunteered the loan of his microphone system for the Fun Show.  Kristy Brookshire and Sharon Berryman are possible sources for borrowing a microphone also.

c.       Lovejoy Community Service Day

                                                   i.            April 26th at Brockdale, trail will be closed until 2 pm.

                                                 ii.            Charlie working with the Corp. Tracy will attend planning meeting on April 13 and offer to give a presentation on TTPA at the Service Day.

d.      Event Ideas

                                                   i.            Sally Donlevy – Certified Police Horse Trainer

                                                 ii.            Diana Mussett – Spook Clinic

                                                iii.            Ken Delana

                                               iv.            Hank & Selena Copeland

10)  Calendar

a.       July 28th change evening ride to 6 am morning breakfast ride at Eastfork.

b.      September 8th change Fundraiser to Trail Ride.

c.       September 22nd change Trail Ride to 10:30 am Spook Clinic.

d.      November 10th change Spook Clinic to 1:00 pm Trail Ride at Eastfork.

e.       Check about using Masonic lodge for Dec. 14th Christmas party.

11)  Purchase of 4-wheeler & trailer, chain saw

a.       Charlie to check with Andy Goldbloom to see if purchase of a 4-wheeler and a trailer with Trail Extension Grant money is acceptable.  The Grant pays 80/20 and Bill Carmickle volunteered to donate the 20% with bob-cat work.

b.      Charlie will check on prices of 4-wheeler and trailer if purchase is approved by Andy Goldbloom.

c.       Carole Kowitt volunteered to buy a chain saw and donate it to TTPA.

d.      Carole suggested a Stewardship Program, assigning a Stewart to a certain section of the trail and providing training for the Stewart.  Carole will write a description of the Stewardship Program and the training used in Arizona.

12)  Charter Statement

a.       Any revision must be sent to the state – Tracy to check original charter for references to “9-mile trail”.

 

Adjourned At 9:30 P.M.

Recorded and Submitted by Pat Martin