Trinity Trail Preservation Association, Inc.

Board of Directors Meeting Minutes

January 23, 2007

2 Choice Lane, Lucas, TX  7:00 PM

 

Board Members present:

·        Berdine Eberhart

·        Tom Eberhart

·        Charlie Gaines

·        Bonnie Guimarin

·        Sharon Kouba

·        Carole Kowitt

·        Kendra Lara

·        Pat Martin

·        Tracy Matern

·        Betty Van Houten

·        Joe Wilson

 

Committee Members present:

·        Ruth Blom, Maggie Sico

Members present:

·        Tom Pollard

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Meeting Opened at 7:05 PM   Tracy Matern, President Presiding

1)      Welcome new Board members.

a.       All Board members were introduced.

b.      Appointed Board positions, Sharon Kouba (Trail Ride Chairman) and Betty Van Houten (Membership Chairman) were elected unanimously to the Board.

2)      Approved October 24, 2006 Board Meeting minutes.

a.       Pat Martin will make and distribute a list of vendors where TTPA is registered as tax exempt along with the ID number;

3)      Treasurer’s Report

a.       Kendra Lara distributed copies of the 2006 Profit & Loss statement and the 2006 4th Quarter Profit & Loss along with the 2006 4th Quarter Transaction Report.

b.      Donations

                                                   i.            The IRS law now requires all donations, in order for it to be deductible by the individual making the donation; the individual must be given a receipt for the donation specifying the amount.  For items that are donated, the individual donating the item must set the value of the item.

                                                 ii.            Donation receipts (which Tracy e-mailed to all Board members) must be given to the individual making the donation and a copy mailed to Kendra Lara.

                                                iii.            Pat will then send an acknowledgement letter to the individual making the donation

                                               iv.            Donations of time or labor are not considered deductible by the IRS, but it does apply to TTPA Grant work.

                                                 v.            IRS does allow mileage to be deducted in the course of volunteering time or labor.

                                               vi.            Kendra will send the Board the revised IRS rules concerning donations and Pat will send a copy of the letter she will be sending the individuals that make donations to TTPA.

c.       Business Memberships

                                                   i.            Motion made and Board voted to revise the allocation of Business Membership dues and Business Membership advertising retroactive to include the year 2006 as follows.

1.      Pony Level:  $75 membership dues and $25 advertising = total $100. 

2.      Horse Level:  $150 membership dues and $50 advertising = total $200.

3.      Draft Level:  $225 membership dues and $75 advertising = total $300.

d.      Kendra will revise the Chart of Accounts to better reflect TTPA’s organization and functions.

e.       IRS requires that a flyer be on file for every special event.  Kendra will maintain this file along with the other IRS required documents.

f.        Since Quarterly membership meetings are not required the “verbiage” will be changed to “membership update”.  Tracy will continue to keep the membership informed.  The required Annual Membership meeting will continue to be held in conjunction with the Christmas party.  Tom Eberhart will check Web site for wording.

4)      2007 Calendar

a.       General Discussion

    • Current Calendar has 12 trail rides, with two being “special type” trail rides; one work day a month (may need more for Grant work).
    • Waste of resources to schedule trail rides during bad weather months (December, January and February).  Schedule indoor events during these months.
    • Focus more on Preservation.
    • Establish guidelines (temperature/rain) for cancelling a trail ride.
    • Eliminate use of the wording “social club or equestrian organization” in publications in order to maintain status as a Non-Profit Preservation organization.  Tom Eberhart will check Web site, Carole Kowitt will check Brochure.
    • Schedule indoor speakers/lectures during bad weather months.  Possible locations:  Wylie Community Center, Masonic Lodge in Wylie, Double B Arena
    • Schedule Dr. Bixler, dental specialist, for educational event August 18th.
    • Consider Breed demonstration for future education event.
    • Microphone needed for events.  Bill Carmichael may loan use of his system for DeYoung event – Charlie Gains will check on this. 
    • Motion passed for Kendra Lara to research cost of TTPA purchasing wireless microphone system.

b.      Trail Rides February through April

                                                   i.            Trailer transferred into TTPA’s name is stored at Kouba’s.

                                                 ii.            Trailer insurance has been dropped as previously agreed by the Board.

                                                iii.            Ruth Bloom will be Sub-Committee Chairman (under Sharon Kouba) and be responsible for Coggins, Waivers and Trail Ride Signs at trail rides and events.

                                               iv.            Board agreed that rain dates will be scheduled for trail rides, but they will be Brown Bag Trail Rides.  The Chuck Wagon will not be scheduled for rain date trail rides.

                                                 v.            February

1.      February 4th Sunday, Trail Ride at East Fork starting at 1:30 PM. (No Chuck Wagon for this ride.)  Rain date February 10th.

2.      Is there a need to have a rain date for trail rides?  Trail Ride/Chuck Wagon would have to reserve two week-ends every month.

                                               vi.            March

1.      March 3rd, Saturday 1:00 PM, Trail Ride at Brockdale.  No Chuck Wagon.

2.      March 24th  ,Bonnie to schedule DeYoung’s Andalusians for educational event at Brockdale trail head.  Chuck wagon to supply lunch at 12:00 noon and event start at 1:00 PM.

                                              vii.            April

1.      April 10 Board Meeting 7:00 PM – Review events through June.

2.      April 14th, Saturday, Poker Ride/ Obstacle Course – Show Case Tom Pollard, Realtor.  Registration 9:30 – 10:30 AM, Ride starts at 10:30 AM, ends at 12:30 PM.  Lunch starting at 12:30 PM, Tracy to give quarterly update at 1:30 followed by Awards presented at 2:00 PM.

a.       Bonnie Guimarin will not be available to help with this event.  Bonnie to check with Debbie Bourgeois to see if she is available to coordinate this event.

b.      There will not be a rain date for the April event.

                                            viii.            May

1.      May 5th trail ride Brockdale at 10:30 AM – no chuck wagon

2.      May 19th Fun Show with a 10:00 AM start time.

a.       Chuck Wagon will need shift help for food sales.

b.      Possibility of using Double B, but those attending seemed to prefer the open and casual atmosphere of Hill Side.

c.       Bonnie to check with Hill Side and Double B location for holding Fun Show

                                               ix.            June

1.      Would like to have spook clinic, possibly the Houston Policeman.  Bonnie will check on possibility of having a two day spook clinic November 10th & 11th – replacing the November Scavenger Hunt.  Bonnie will check on a reduced price.  If price is too high Diana Mussett is another possibility.

2.      June 2, Saturday trail ride, 9:00 AM at East Fork – no chuck wagon

3.      June 12th Board meeting 7:00 PM – be prepared to review events through August

4.      June 30th Midnight trail ride, 8:00 PM at Brockdale – chuck wagon will provide “snacks”.

                                                 x.            July

1.      July 28th trail ride 8:00 PM, chuck wagon will provide “snacks”.

                                               xi.            August

1.      August 7th Board meeting 7:00 PM – be prepared to review events through October.

2.      August 18th Dr. Bixler, equine dental specialist.

3.      Possibility of a 5:00 AM, sunrise ride.  Carole will put survey request in Newsletter for interest in a sunrise ride in August followed by a light breakfast.  Survey response should contact Sharon Kouba.

5)      Vice Presidential Duties

a.       Contact Business Member about renewing and/or upgrading.

                                                   i.            Contact Wells Brothers in Plano as possible member.

                                                 ii.            Carole Kowitt needs to be notified (for the Newsletter) when a Business member upgrades to higher level of membership.

b.      Joe Wilson, under Charlie Gains’ direction, will be responsibility for trail maintenance.  This will enable Charlie to concentrate on the new trail extension and the camp ground Grants.

                                                   i.            Joe will record trail maintenance volunteer/equipment hours and forward to Pat Martin monthly.

c.       Sponsorship package

                                                   i.            Tom Pollard submitted a CD with revisions.

                                                 ii.            Tracy will review for correctness before Joe distributes to Board.

6)      Donation Procedures (Previously covered in Treasurer’s report)

7)      Expense Reimbursement Procedures

a.       Discussion

    • As a whole, the Board is ultimately responsible for all expenditures.
    • The Board is not being informed of the Grant money expenditures.
    • Tracy will send copy of the Grants to all Board members.
    • Tracy will e-mail monthly updates to the Board of current and planned expenditures.
    • Charlie will inform the Board of planned large expenditures/bids for the Board’s information and review.

b.      Procedures accepted with the following changes:

                                                   i.            Trail Ride Chairman submits Expense Report or Reimbursement Form for each trail ride/event.

                                                 ii.            Item 2 the limit is reduced to $250.00

8)      Grant Work Update

a.       Trail Extension Status

                                                   i.            Notified TTPA received trail extension grant in October, 2005

                                                 ii.            THC requires a registered Archeologist to walk the trail – weather has delayed this.

                                                iii.            Work on the trail extension is on hold except for continuing to mark the trail.

                                               iv.            Need to continue to mark the trail up to Highland Park.  Will need chain saws to clear the way for marking due to the denseness of the vegetation.

                                                 v.            Charlie has a Boy Scout that will stake for the mile markers on a portion of the trail.  Carole Kowitt volunteered to accompany the Scout the week-end of January 27th – weather permitting.

b.      East Fork Grant Status

                                                   i.            The Corp is in the process of putting in the bath house, water and sewer.

                                                 ii.            Charlie and Tracy met with James of the Corp.

1.      Grove of “junk” trees must be removed

2.      Five contractors have been given the plans and sample contracts (of approximately $50,000 for dirt work, road, etc.) to submit bids.

3.      One bid has been received for $55,000.  Waiting for other bids that will hopefully be lower.

c.       Contract

                                                   i.            The contract is a standard contract used by engineers.

                                                 ii.            James of the Corp reviewed and approved the contract as well as his boss in Bardwell.

                                                iii.            The contract will be used as issued.

                                               iv.            Copies of all contracts/agreements will be sent to the Secretary (Pat Martin) to be filed for future references if ever needed.

9)      New Grant Planning – Tabled

10)  Newsletter Submission – completed

11)  Membership

a.       List procedure resolved last year.

b.      Membership spreadsheet has been transferred

c.       Scout Master list – Betty Van Houten

d.      Price of Hats, T-shirts and Sweatshirts

                                                   i.            Price needs to include a moderate mark-up.

                                                 ii.            Current Selling Price:  Hat = $5, T-Shirt = $10, Sweatshirt = at cost

                                                iii.            Current Approximate Cost:  Hat = $6, T-Shirt $9, Pull-over Sweatshirt = $18, Zipper Sweatshirt = $22.

                                               iv.            New Selling Price:  Hat = $8, T-Shirt = $11, Pull-over Sweatshirt = $21, Zipper Sweatshirt = $25.

12)  Horse Trough Cleaning Chairman (Sub-Committee under Trail Stewart)

a.       Bonnie to ask Debbie Bourgeois to volunteer for this position.

b.      Volunteers were asked to check the East Fork bathroom and replenish toilet paper when needed.

c.       Volunteer hours need to be recorded since this is part of Trail Maintenance and reported to the Secretary.

13)  Directors Reports/Questions

a.       Cars are cutting “donuts” in parking lots during wet weather – If observed, record license plate number and call Collin Count Sheriff.

b.      Boy Scout that wanted to landscape around the East Fork bathroom can landscape the new camp ground shower house.

 

Adjourned At 10:25

Recorded and Submitted by Pat Martin