Trinity Trail Preservation Association, Inc.

Board of Directors Meeting Minutes

June 12, 2007

2 Choice Lane, Lucas, TX  7:00 PM

 

Board Members present:

·        Berdine Eberhart

·        Tom Eberhart

·        Charlie Gaines

·        Pat Martin

·        Tracy Matern

·        Betty Van Houten

·        Joe Wilson

 

 

 

 

 

Committee Members present:

·        Maggie Sico

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Meeting Opened at 7:15 PM   Tracy Matern, President Presiding

 

1)      May 10, 2007 Board Meeting Minutes.

a.       Approved

2)      Treasurer’s Report

a.       Tracy will distribute to Board at later date.

3)      Resignations

a.       Leslie Harper has taken the Presidency of her Church congregation and has resigned her Board position. 

                                                   i.            Carol Kowitt updated the Grant application which Tracy submitted, for the trail extension from Highland Park to Woodhaven Stables, meeting the June 1st deadline. 

                                                 ii.            Tracy has been and will continue doing all the requests for reimbursements.

b.      Sharon Kouba has resigned her Board position due to her father’s illness.

                                                   i.            Tracy will put a request for a replacement in the newsletter and Tom will put it on the Web Site.

                                                 ii.            Tracy will pick up the Chuck Wagon and temporarily store it at her house.

                                                iii.            Chuck Wagon responsibility will rotate on a volunteer basis until a permanent situation can be determined.

4)      Events

a.       June 30th moon light ride at 8 p.m.

                                                   i.            Ask Ruth Blom to check Coggins papers.

                                                 ii.            Tracy will ask Helen & John Bailey to provide the Chuck Wagon (desserts and drinks).

b.      July 28th sun rise ride at East Fork at 6 a.m.

                                                   i.            Ride starts at 6 a.m., breakfast at 9 a.m.

                                                 ii.            Will ask Cliff Martin and Tom Eberhart to provide the Chuck Wagon breakfast.

                                                iii.            Reservation for the camp grounds must be made through the l-800 number.  Charlie will ask James if he can block out the night of July 27th for TTPA and possibly other dates once or twice a year.

c.       Education  Event August 18th, Dentist Valerie Bixler (not confirmed)

                                                   i.            Location possibility – Masonic Lodge for indoor meeting.

                                                 ii.            Other speakers possibilities:  Dr. Kerin, X-FBI agent, Doug Smith (equine dentist), Dr. O (chiropractor).

                                                iii.            Consider having two speakers.

                                               iv.            Have refreshments.

                                                 v.            Schedule for 7 p.m.

d.      August 25th trail ride, 8:00 p.m. at Brockdale – snacks only.

e.       September 8th  trail ride, 10:30 a.m. at Brockdale.

                                                   i.            Charlie Gains Joe Wilson will provide the Chuck Wagon and cook hamburgers.

f.        Tracy will ask for Chuck Wagon volunteer in the President’s message.  It was suggested that the subjects in President’s message be separated by “headlines” rather than paragraphs due to its length.

g.       Charlie Gains asked that a written quarterly report be sent to Teresa on the East Fork camp ground status.  Tracy may have already sent the report – she will verify.

h.       Fun Show, September 22

                                                   i.            We have the ribbons, flyer can be revised.

                                                 ii.            Reserve location – Hill Side

                                                iii.            Concession stand needs more people and shifts assigned.

                                               iv.            Pre-assign duties

                                                 v.            Schedule pre-event planning meeting.

                                               vi.            Registration:

1.      Discussion:

a.       Possibility of Maggie Sico designing excel program for registration.

b.      Betty Van Houten volunteer to purchase a generic program if one is available.

c.       Betty Van Houten suggested using the Cutting Horse Show’s method of using a separate sign-up sheet for each class. 

                                                                                                                           i.      They are spread out on a table and the person puts their entry number, name, age bracket, their horses name on each sheet for the class they are entering. 

                                                                                                                         ii.      The class is closed one class before (Class #3 is closed at the end of Class #1.  The other sheets/classes are left on the table for late sign-ups. 

                                                                                                                        iii.      Use the current registration form to total the money owed. 

2.      All agreed the Cutting Horse Show’s method would work best for the Fun Show.

3.      Charlie and Berdine volunteered to organize and furnish the concession stand.  Will need a cash box to keep bills separated.

i.         Christmas Party/Annual Membership Meeting.

                                                   i.            Bonnie to call Wylie Community Center on Tuesday, September 4th to schedule date of December 14th if possible.

5)      Status of Grant Work

a.       Camp Ground

                                                   i.            Water, electricity, and bath house is complete. 

                                                 ii.            Sod has been put around the bath house. 

                                                iii.            Concrete pads are poured for the picnic tables.  Bill Carmickle cut 6”x6” square tubing that went in the center of the pad.  The tables are ready to shorten and set in the tubing, then they will be welded. 

                                               iv.            The Corps will be planting several oak trees, a donation valued at $500 each.  We will need to buy about 20 “water gaters” for the trees. (Available at Home Depot for about $10 each.) 

                                                 v.            The bath house will be shared with the tent campers.  An Eagle Scout will build four benches for the bath house, two inside and two outside. 

                                               vi.            Tracy will give Charlie photo of mounting block that will need to be built – perhaps an Eagle Scout project. 

                                              vii.            Holding pens need to be finished.

b.      Trail Extension

                                                   i.            From Brockdale to the new bridge has been cleared, putting in about 9 culverts.  Two more 18” culverts need to be installed. 

                                                 ii.            More donation are needed to meet the 20% of the Grant. 

                                                iii.            Andy at A to Z Guest ranch donated a 20 gal. spray rig that goes on the back of a 4-wheeler, valued at $325 – Tracy will check to see what forms need to be filed for the donation to be counted against the Grant. 

                                               iv.            Need lots of help for the Saturday work day to weed-eat, trim, cut down a fallen tree on the trail, pick up trash. 

                                                 v.            Tracy may need to call Andy for the Web Site that lists the allotted dollar amount for equipment used in Grant work.  Equipment used in the persons business is allowed to use their normal charge-out rate, but the “certification” form must be filed. 

                                               vi.            Need directional signs for the new trail – James might provide. 

                                              vii.            Charlie has put up “stay on trail…” sign at the Raptor Preserve.

 

6)      Lovejoy Community Service Day

a.       The day went very well.  There were about 600 children and we saw about 1/3 of that, 6th graders mostly.

7)      Purchase of 4-Wheeler/Gator and Bushhog

a.       Money was designated in the Grant for a 5’ “bush hog”.  Charlie will go ahead with purchase.

b.      Possibility of using money left over in the Grant for the purchase of a 4-wheeler/gator.  Will need 4-wheel drive, a bed to haul equipment and a small trailer.  On hold until cost of the camp ground is finalized.

c.       Discussed pros and cons of the possibility of building a storage building on Corp property.

d.      If easement is not obtained from the housing development we will have to re-route to the low water crossing on Snider, then ride down Snider about ½ mile. 

                                                   i.            Check possibility of other easements in the area to “piggy-back” on, other private property, or the original owners of the housing development property. 

                                                 ii.            There is a tax break for property owners that allow recreational trail easements.

8)      Stewardship Program

a.       Carol is investigating a Stewardship that was started in Arizona, which was eventually incorporated into the junior collages where they trained people to take care of the trail. 

                                                   i.            People would “adopt” a section of the trail, similar to the “adopt a highway” program. 

                                                 ii.            They would be responsible for that section, except for mowing. 

                                                iii.            Maggie will contact Donna to get more information about the same type of program in the Oklahoma Trail Riders Association.

 

Adjourned At 8:55 PM

Recorded and Submitted by Pat Martin