Trinity Trail Preservation Association, Inc.

Board of Directors Meeting Minutes

January 12, 2008

2 Choice Lane, Lucas, TX 7:00 PM

 

Board Members present:

·        Ruth Blom

·        Berdine Eberhart

·        Tom Eberhart

·        Charlie Gaines

·        Carole Kowitt

·        Amy Lester

·        Pat Martin

·        Tracy Matern

·        Joe Wilson

 

 

 

Committee Members present:

·        Maggie Sico

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Meeting Opened at 7:14 PM   Tracy Matern, President Presiding

 

1)      October 16, 2007 Board Meeting Minutes.

a.       Approved with corrections.

2)      Welcomed Ruth Blom, elected by the Board to be Membership Chairman.

a.       Tracy to send Ruth various forms and a list of items for setting up the membership table.

b.      Membership Renewals

                                                   i.            Pat to send Craig’s Car Care a “membership renewal request” letter.

                                                 ii.            All members have been e-mailed the first renewal notice.

                                                iii.            March will be the last month business members will have business cards in the newsletter or the Web site unless renewed.

                                               iv.            Carole will put a notice of the March deadline in the newsletter.

                                                 v.            Joe Wilson and Pat will follow up on business members that have not renewed.

3)      Treasurer’s Report

a.       Non-Grant Income 2007

                                                   i.            TTPA Income:  $10, 724.57 – Average monthly income:  $893.71

                                                 ii.            TTPA Expense: $ 6,045.83 – Average monthly expense:  $503.82

                                                iii.            E-mail newsletter

1.      Carole will put notice in newsletter offering the option of receiving the newsletter via e-mail.

2.      Put the same option on the membership application form.

                                               iv.            Kendra will review tax consequence of asking for funds from bigger donors.

                                                 v.            No Christmas party expenses.

4)      Calendar planning – January thru April 2008

a.       January 19th Workday at Highland Park:  Steve Bourgeois coordinating.  Tracy and Berdine will send out e-mails.

b.      Discussed alternating months for trail rides and on the off month have longer workdays with the Chuck Wagon serving a simple lunch to the volunteer workers. Decision was made to try a few times to see if it would increase the number of volunteers on workdays.

c.       February

                                                   i.            February 23rd:  Workday at Brockdale 9:00 a.m. to noon.

1.      All meet at Brockdale for assignments

2.      Lunch at noon at Brockdale – Maggie will bring Chuck Wagon and provide simple lunch – hot dogs, drinks & chips.

d.      March

                                                   i.            March 8th Workday at Campground, 9:00 A.M.

                                                 ii.            March 14th:  Grand Opening Campground

1.      Lunch at noon

a.       Paula and James will provide and BBQ a pig.

b.      Maggie will coordinate with Paula and James and bring Chuck Wagon and provide rest of meal.

2.      Ask Mary Gaines to design, print and mail invitations from list provided by Tracy.

3.       Install dedication plaque.

4.      Set up horse shoe pit

5.      Tracy will put info in newsletter & send to newspapers and Tom will put info on Web Site with RSVP to Maggie.

6.      Ask members to arrive on Friday morning with trailers to camp overnight.

7.      Announce Stewardship Program

8.      Kiosk (Boy Scout Project):  Encourage completion by March 14th.

                                                iii.            March 15th:  Trail Ride at East Fork

                                               iv.            March 25th:  Board Meeting 7:00 P.M.

e.       April

                                                   i.            Plans on hold until date for Endurance Ride is set.  Betty will set date and hold planning session when date is determined.

                                                 ii.            Lovejoy students may volunteer to be scribes.  Evelyn Linville is the contact.

                                                iii.            For newsletter put in Web Site for the Endurance Ride Handbook.

                                               iv.            Web Site needs specifics for distant and locations for the ride, level of riding, conditions of trail, water location.  Tracy will send info to Berdine.

f.        May

                                                   i.            May 17th:  Tack & Rummage sale (Rain date May 24th)

1.      Wylie Masonic Lodge parking lot located on Parker Road at Paul Wilson Road.

2.      8:00 A.M. to 5:00 P.M.

3.      Collector Plates will be kept for a later event after value is determined.

a.       Tracy will ask for e-bay expertise in newsletter.

4.      Berdine will ask Jerry Shaw to bring his saddles.

                                                 ii.            May 10th:  Workday, 8:00 A.M.

5)      Northern Extension Phase I Grant (from Brockdale to Highland Park)

a.       Gate

                                                   i.            Width of horse gates will remain as installed, 3 ½ feet to 4 feet.

                                                 ii.              Riders uncomfortable with the gate width are encouraged to lead their horse through the gates.

b.      Mounting Blocks

                                                   i.            Possible Scout project to build and install mounting blocks along the trail.

c.       Picnic Tables

                                                   i.            Two new picnic tables are ready to put along the new trail.

                                                 ii.             Tom will adjust seat height of one table on the trail.

d.      Concrete vs. White Rock at Creek

                                                   i.            One member threatened to complain to the County Commissioner if a concrete crossing was not installed in the creek crossing.

                                                 ii.            Approximate cost would be $10,000.

                                                iii.            Have already requested and received approval from Andy to use the left over Grant money for the Highland Park trail head.

                                               iv.            The rock is already stacked in place and ready for installing.

                                                 v.            Could apply for another grant to install a concrete crossing if it is warranted – will continue to observe the condition at the crossing.

                                               vi.            Motion was made and passed to continue with the original plan to use the Grant money for building the trail head.

e.       Lakeview Downs

                                                   i.            Working on document that gives permission to ride across property.

                                                 ii.            Tracy has requested to be on the agenda of the Lucas Parks and Open Space Board to add an amendment that shows the trail coming out of the Corps land up and around this private property so if that property is every developed the trail will be documented.

                                                iii.            Signage on Snider Lane

1.      Waiting for James to meet with John Kleinhexel.

                                               iv.            Trail Head

1.      Larry Kouba and Jack Gilstrap are working on trail head.  We will be invoiced for work.

2.      Charlie is requesting required permit from County to install culvert. 

                                                 v.            Lovejoy Service Day

1.      Pick up trash between Highland Park and Snider Lane.

6)      Northern Extension Phase II Grant (north from Highland Park)

a.       Work cannot start until the County and Corps renegotiate their contract.

b.      Tracy planning to meet with Collin County Risk Manager to request a Memorandum of Understanding rather then a Contract.  A contract with a government entity or property owner requires a $500 liability insurance policy.

7)      Miscellaneous Items

a.       Recycle Bin

                                                   i.            Permanent recycle bin is too susceptible to vandalism.

                                                 ii.            Recycle trash can will be utilized at trail rides.  Ruth will handle the recycle.

b.      Volunteer Award Program

                                                   i.            Carole will include in the Stewardship program.

                                                 ii.            Corps agreed to give a free night in the camp ground for a certain amount of volunteer hours.

c.        Welcome Committee

                                                   i.            Joe will coordinate.

                                                 ii.            New volunteers:  Betty Hall, Mildred Mason, Helen Bailey, Elaine Kortkamp

d.      Newsletter - Publishing Other Organization’s Events

                                                   i.            Full page advertising will no longer be used for other organization’s event.

                                                 ii.            Other organization’s events can be listed in the “Calendar of Event”.

e.       Parades

                                                   i.            Parades involvement will continue as a non-sponsored activity.

f.        Insurance for Gator

                                                   i.            The current Release of Liability forms signed by members negates the need for a liability insurance policy specifically for the Gator.

                                                 ii.            TTPA is incorporated which is limited by the assets of the corporation.

                                                iii.            Motion was made and passed to not carry insurance on the off-road gator.

g.       Dues Increase

                                                   i.            Financially TTPA is stable.

                                                 ii.            Cost increases warrant a $5 increase in 2009.

                                                iii.            Board members to talk with members to get a feel for their response regarding a $5 dues increase in 2009.

h.       Chuck Wagon – potential volunteers

                                                   i.            Sally Ballis, Sylvia Harmon, Bonnie Guimarin, Sharon Berryman Elaine Kortcamp.

i.         Classified Ads

                                                   i.            Too much to  keep up with for Web Site

                                                 ii.            Tom will research possibility of setting up a “blog” for buy/sell/chat.

j.        Fire Extinguisher

                                                   i.            Maggie will purchase a small “A-B-C” fire extinguisher for the Chuck Wagon.

 

 Adjourned At 10:10 PM

Recorded and Submitted by Pat Martin