Trinity Trail Preservation Association, Inc.

Board of Directors Meeting Minutes

June 10, 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

·        Kendra Lara

 

 

Others present:  Monica Lara

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

 

1)      March 25, 2008 Board Meeting Minutes.

a.       Approved

2)      Treasurer’s Report

a.       2007 Report

                                                   i.            Annual Trail Maintenance Cost

1.      Brockdale & East Fork Utilities:  $852.70

2.      Brockdale & East Fork Supplies:   $598.94

3.      Utilities & Supplies monthly average:  $120.97

4.       Total monthly average including insurance appox.:  $500.00

                                                 ii.            Kendra will check on the possibility of an interest bearing account for reserve funds.

b.      2008 Report

                                                   i.            Currently running negative $1,588.25 until Grant reimbursements arrives.

                                                 ii.            Trailer Inventory – Depreciable Assets

1.      Tracy will contact Maggie for cost/value of items that are non-disposable good.

2.      These items will be shown as “Trailer Inventory Assets”, and depreciation will be taken on them.  

c.       Corporate Donations

                                                   i.            There is no tax consequences related to asking for or receiving corporate donations.  However, anything that would be unrelated to our 501(c)3 status and considered “advertising” in the newsletter or web site would be unrelated business income and would be taxable income. 

1.      We are not in business to sell advertising.

2.      Carole will change newsletter from “Classified Services for Pony Members” to “Sponsors”.

3.      We can “thank” someone for being a Sponsor without placing their business card in the newsletter/web site.

3)      Motion was made and passed to elect Christine Churchill as Public Relations Chairman.

a.       Tracy will meet with Christine June 20 and review current PR procedures.

4)      Motion was made and passed to elect Berdine Eberhart as Event Chairman.

a.       A possibility for the vacated position of Phone Committee was briefly discussed.  Tracy to follow up.

b.      Berdine will train replacement.

5)      Phase II grant deadline and extension

a.       Accomplishment and Status

                                                   i.            Culverts are installed,

                                                 ii.            Range Paul Bennett completed an inspection ride June 5th.

                                                iii.            Austin Bridge replaced the large culvert and it is now passable for maintenance vehicles.

                                               iv.            The underpass at bridge on Lucas road is finished except for the guard rail.  They plan to have the road open June 25th.  After that the old bridges will be taken out.

                                                 v.            Signs have been placed on the private land.

                                               vi.            Additional rock at Highland Park, per Lake Manager James Murphy’s request, is completed.

                                              vii.            Trailhead fence at Highland Park is complete except for the final white paint on about half of the fencing.

                                            viii.            Signs will need to be made.

                                               ix.            James Murphy has requested a grand opening ceremony.

                                                 x.            This grant is officially over the end of August.  We have received a notice from Texas Parks & Wildlife that we can request a one year extension.  Due to the newness of this section of the trail and the possibility of unforeseen changes or additions needed, the motion was made and passed to request the one year extension.

                                               xi.            Charlie will ask Austin Bridge to classify the rock they are placing at Highland Park as a donation to the Grant.

                                              xii.            Signage or light is needed on Snider Lane.  The next Collin County Grant may be a possibility of this.

1.      Deadline for this grant is two weeks.  Carole and Tracy will complete and submit by deadline.

                                            xiii.            Meeting next week with the Water District re rerouting the trail in front of their building rather than behind to avoid the low water area.

b.      Lakeview Downs

                                                   i.            Waiting for response on final easement agreement.

c.       Naming Trail Crossings & Locations

                                                   i.            Decision was made not to name the trail crossings, etc. after a person.

                                                 ii.            The standard procedure will be to base the names on the location, environmental surroundings, etc.

6)      Membership Directory

a.       Cost of printing, postage, envelopes would be approximately $350.

b.      New members are left out until the next year’s printing.

c.       Motion was made and accepted to e-mail (via the Phone Committee) the Membership Directory to all members each quarter in PDF format.  The few without e-mail will be snail-mailed a copy.

7)      Campground

a.       Decision made to deny request from Lake Manager for TTPA members to check coggins, etc. at the campground.  The campground is now under their authority and those using the campground pay a fee to the Corps.

 

 

8)      Revised Brochure

a.       Decision made to use color on one side, replace the directions with a map and update the story.

b.      Will use the updated map for distribution at Trailheads and campground kiosk.

9)      Proposed New Masthead for Newsletter

a.       Decision was made to change the newsletter masthead to the circle logo to give the newsletter an updated look and reduce size of the masthead allowing for more printable space.

10)  Calendar Planning June through September 2008

a.       Trail Ride

                                                   i.            June 21, 9:00 am at Brockdale, bring your own lunch.

                                                 ii.            July 19, 7:00 pm at Brockdale

1.      Education Clinic - Possible:

a.       Tom Christ – Trailer Loading

b.      Kris McFarland - Massage for Colic

c.       Chiropractor - Dr. O or Dr. Parish

2.      Will have deserts and drinks

a.       Berdine will coordinate deserts.

b.      Tracy will bring drinks.

                                                iii.            August 16, Moonlight ride (Lunar Eclipse) at Brockdale. Tracy to determined time.  

b.      Work Days

                                                   i.            July 12, 8:00 am at Brockdale

                                                 ii.            August 9, 8:00 am, location to be determined.

11)  Volunteer Recognition

a.       Purpose is to recognize TTPA members for their volunteer hours: 50, 100, 200 hours. 

b.      Tracy keeps a spread sheet for grant and non-grant volunteer hours.

c.       Suggestions were ribbons, pins, patches, and cap with volunteer hours.

d.      Ruth to check pricing for a low profile, six panel cap with the multi-colored circle logo embroidered on the front with the number of volunteer hours embroidered on the back.  Cap color to be determined.

12)  Stewardship Program

a.       A conservation plan used in Arizona was reviewed and compared to what TTPA is currently doing.

                                                   i.            The Arizona program uses classes at a community college to train volunteers.

b.      The comparison showed TTPA is currently doing several of the things the Arizona program is doing but not in a formalized program.

c.       Suggestion was to organize and structure TTPA’s current activities and add conservation education type classes and develop a formalized program.

d.      Carole will continue research on program.

13)  Distribute Board Meeting Minutes to Members

a.       Motion was made and approved to post the Board meeting minutes on the Web site, minus the Action Items.

 

Adjourned At 10:00 PM

Recorded and Submitted by Pat Martin