Trinity Trail Preservation Association, Inc.

Board of Directors Meeting Minutes

January 14, 2009

508 Parker Rd., Wylie, TX 7:30 PM

 

Board Members present:

·        Ruth Blom

·        Berdine Eberhart

·        Christine Churchill

·        Tom Eberhart

·        Charlie Gaines

·        Carole Kowitt

·        Kendra Lara

·        Pat Martin

·        Tracy Matern

·        Duke Monson

·        Pat Monson

 

Others present: 

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Meeting Opened at 7:31 PM   Duke Monson, President Presiding

 

1)      Call to order and roll call

a.       All Board members present

2)      October 14, 2008 Board Meeting Minutes.

a.       Motion was made by Tom Eberhart to approve the Minutes, seconded by Christine Churchill.  A vote was taken and the motion passed.

3)      Certified December 2008 election of officers.

a.       Motion was made by Carol Kowitt to certify the elected officers:  Duke Monson as President, Tom Eberhart as Vice President, Pat Martin as Secretary, and Kendra Lara as Treasurer and seconded by Charlie Gains. A vote was taken and the motion passed.

4)      Pubic Comments – none

5)      Financial Reports

a.       Kendra presented the 2008 4th quarter Balance Sheet and Profit & Loss Statement.

6)      Committee Reports – Review of 2008

a.       Public Relations, Christine Churchill

                                                   i.            Distributed trail ride and event information to various Websites, forums, newspapers and magazines. 

                                                 ii.            Will add others as contact information is found.

b.      Events, Berdine Eberhart

                                                   i.            Coordinated the massage clinic,  Halloween Costume ride, and the Christmas party

c.       Trail Rides

                                                   i.            Position is still open. 

                                                 ii.            Various Board members have been coordinating the rides.

 

 

d.      Membership, Ruth Blom

                                                   i.            Total of 228 members in 2008 including 40 new members and 4 new business sponsors.

                                                 ii.            Ruth was asked to check on the cost of car/truck window signs, “Ask me about TTPA  www.trinitytrailriders.org”

e.       Trail Steward, Charlie Gains

                                                   i.            In 2008 the campground was completed

                                                 ii.            Installed picnic table at Highland Park. 

                                                iii.            As part of the Phase II grant we will be requesting the City of Lucas to install water (water tap, road tap, meter) at Highland Park.  Duke will write the request letter.  A water line to the equestrian gate would be about $1,500. 

                                               iv.            A work day is planned for January 17th to complete marking the new trail.

f.        Grants and Stewardship, Carole Kowitt

                                                   i.            $9,000 remains on the Phase I Grant

                                                 ii.            The Phase II Grant is $99,000.  On the Phase II Grant at this time we only have permission to mark the new trail. 

                                                iii.            The new brochure is part of the Stewardship program which has been distributed to boy scouts, trailhead, and businesses.

g.       Web Master, Tom Eberhart

                                                   i.            Continuing to keep the site up to date.

                                                 ii.            Will be adding the minutes from previous Board meetings.

h.       Newsletter, Pat Monson

                                                   i.            The printed newsletter is down to 100 copies

                                                 ii.            Reduced the size of the e-mail version to 1MB.

7)      New Business

a.       Third person signature authority on bank account is needed due to Duke’s travel schedule. 

                                                   i.            The President (Duke) and the Treasurer (Kendra) have signature authority.

                                                 ii.            Tracy Matern will be added as a back up if Duke is out of town. 

                                                iii.            The current policy requires prior Board approval for amounts over $250 and two signatures on checks with the exception of planned monthly expenses.

b.      Bank Account Signatures

                                                   i.            Completed organization bank signature card. 

                                                 ii.            Authorized signatures are Duke Monson, Kendra Lara and Tracy Matern.

c.       Official address (TTPA’s) for Texas Secretary of State

                                                   i.            The address will be changed to Duke Monson’s home address.

                                                 ii.            Duke will file the change of address paper work

                                                iii.            Procedure information will be added to the Procedure and Information Book.

d.      Open Meetings Act.  This item is tabled until the next Board meeting.

 

e.       Trail maintenance 2009

                                                   i.            Need volunteers to mow trail from Brockdale north.  City of Wylie mows East Fork to Collin Park. 

                                                 ii.            Some erosion at culverts will need additional rock.

                                                iii.            There are no foreseen major expenses.

f.        Trail northward extension (Phase II Grant)

                                                   i.            Plan to complete marking trail January 17th.

                                                 ii.            Final approval must be received from the Corps of Engineers before work can proceed.  Other approvals required are U.S. Fish & Wildlife, Texas Historical Commission, and Fort Worth Corps of Engineers Archeologist.

g.       Future Grant

                                                   i.            May need a future Grant for the crossing at Wilson Creek.

                                                 ii.            July 1st is the deadline for applying for the next Grant.

                                                iii.             Long term plan is to continue the trail to McKinney.

h.       Paving Highland Park Trailhead

                                                   i.            Will use the remaining $9,000 on the Phase I Grant to add additional rock, some grading, extend the entrance culvert, mile marker signs, reserving $2,000 for water lines.

i.         Equestrian gate

                                                   i.            Install chain closers on three gates.

j.        Selling Bridge

                                                   i.            The bridge (4’ x 30’) originally purchased or $1,500.

                                                 ii.            Too narrow and too short for use on the new trail.

                                                iii.            A member may be interested in purchasing.  The selling price is $1,500.  Charlie will contact the member.

k.      Storage place for TTPA trailer

                                                   i.            Currently and will continue, for now, storing the trailer at Jennifer Funk’s.

                                                 ii.            Charlie and Carole will establish contact with the Raptor Center to determine commonalities.

l.         Coyotes on Trail

                                                   i.            Member reported coyotes on trail stalking her dogs.

                                                 ii.            Wildlife is more numerous (coyotes, bobcats, wild hogs).

                                                iii.            Notice will be put in the newsletter to be cautious when allowing dogs on the trail.

m.     Low Profile Caps

                                                   i.            Because of the cost ($15), we will not order and inventory caps.

                                                 ii.            Kendra will research Café Press and the possibility of members individually ordering caps and sweatshirts on-line. There is an annual set-up fee of $60.

n.       Increasing Membership Dues

                                                   i.            Proposal to increase family dues to $30 annually.

                                                 ii.            Primary source of income is membership dues which is used to maintain 17 miles of trail and 3 (soon to be 4) trailheads and their utilities.

                                                iii.            An alternative is to increase the number of members.

                                               iv.            Item is tabled until the next Board meeting.

o.      Reimburse parade expenses

                                                   i.            Motion was made by Tracy to handle the parade expenses as publicity and will be self sustaining and handled in the same was as the Chuck Wagon. There will be a “kitty” of $300 (prize money from the Allen parade) to be available for parade expenses. Seconded by Pat Monson.  A vote was taken and the motion passed.

p.      2009 Calendar

                                                   i.            Trail Rides/Work Days

1.      February 14th, Valentine Day Ride at Brockdale, 2:00 pm ride starts at 2:30, brown bag.

2.      February 21st workday.

3.      March 14th Trail Ride at Brockdale, 10:00 am ride starts at 10:30.  Lunch served at 1:00.  Ask Steve and Debbie Bourgeois to cook and receive the RSVPs.

                                                 ii.            Fund Raiser/Event

1.      Possible fund raiser/event in April.  Berdine will send ideas via e-mail.

2.      Pat Monson will e-mail Trail Ride Challenge affiliate agreement to Board.  Each Board member will review agreement and determine if interest is warranted.

8)      Future Agenda Items

a.       May 25th Board Meeting 7:30 at the Masonic Lodge on Parker Rd.

b.      Postponed to next Board Meeting

                                                   i.            Remaining 2009 Calendar

                                                 ii.            Procedure Book review

 

 

Adjourned At 11:59 PM

Recorded and Submitted by Pat Martin

 

 

 

 Board of Directors Meeting

January 14, 2009

Action Items

 

§         All

o       Review “Open Meetings Act”.

o       Review Trail Ride Challenge affiliate agreement.

§         Ruth Blom

o       Continue working with Carole on the Stewardship Program. 

§         Christine Churchill

§         Berdine Eberhart

o       E-mail Board suggested event/fund raiser ideas for April.

§         Tom Eberhart

o       Add previous Board meeting minutes to Web Site.

§         Charlie Gaines

o       Install chain closers on three gates.

o       Contact member interest in purchasing bridge.

o       Along with Carole, establish contact with Raptor Center.

o       Distribute equipment operating instructions.

o       As part of the Stewardship program develop a list of projects/opportunities for organization to take part in.

§         Carole Kowitt

o       Along with Charlie establish contact of the Raptor Center.

o       Along with Pat Monson develop a scout oriented TTPA brochure.

o       Continue work on Stewardship Program, working with Ruth and Charlie.

 

§         Kendra Lara

o       Research Café Press re ordering caps and sweatshirts.

§         Pat Martin

o       Update financial procedures for Chuck Wagon and add Parades.

§         Tracy Matern

§         Duke Monson

§         Pat Monson

o       E-mail Trail Ride Challenge affiliate agreement to Board.

o       Put “Notice” in the newsletter to be cautious when allowing dogs on the trail due to the abundant wildlife – coyotes, bobcats, hogs.

o       Along with Carole develop a scout oriented TTPA brochure.

o       Announce in newsletter that Board Meeting Minutes are posted on the Web Site.