Trinity Trail Preservation Association, Inc.

Board of Directors Meeting Minutes

March 25, 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

 

 

Committee Members present:

·        Maggie Sico

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

1)      Endurance Ride Status

a.       Flow chart for contestants completed and will be forwarded to Tom to post on the web site.

b.      Donated prizes have been gathered from various vendors.  Some of the new donated tack can be used for prizes.

c.       Carole, Jack and Jeff Kowitt will be taking picture of the contestants and with two lap tops will be printing and selling the 5”x7” plus wallets sizes for $10.  Might also purchase and provide picture frames.

d.      Carole will make 4”x6” completion awards.

e.       Power Supply at Brockdale – Charlie will try to get second power pole relocated and working.

f.        Volunteers have been assigned duties.  Additional volunteers will be needed for the registration table and parking attendants (Tracy, Charlie, Joe volunteered for parking attendants).

g.       Dry run for all volunteers will be 1:00 PM Sunday, April 13th at Brockdale.

h.       Final planning meeting at Betty VanHouten’s 7:00 PM Tuesday, April 15th.

i.         For the Endurance Ride on April 19th all volunteers to be at Brockdale at 6:30 AM.

j.        Concession Stand – Maggie

                                                   i.      Breakfast – coffee/tea, donuts, koloches.

                                                 ii.      Lunch – hamburgers, hotdogs, energy bars.

2)      January 15, 2008 Board Meeting Minutes.

a.       Approved with corrections.

3)      Treasurer’s Report

a.       Add bush hog, two chain saws and computer software as assets to report.

b.      Determine tax consequences of donations from corporations.

c.       Send 2007 final financial report to Board.

4)      Grants

a.       Grant reimbursement request for $20K from Texas Parks and Wildlife should be received soon.

b.      Possible next Grant

                                                   i.            Bridge over Wilson Creek (near Woodhaven Stables) - approximate cost $100K.

5)      Membership Form Change

a.       Decision made to change membership form to include: Area of Interest/Expertise and categories to volunteer for.

b.      Information will be recorded on the membership spreadsheet.

c.       Need someone on Phone Committee that can call members that do not have e-mail.  Tracy will put request in newsletter

d.      Joe Wilson will contact those that volunteered for workdays.

6)      Brochure Distribution

a.       Information about Trinity Trail needs to be distributed to more locations.

b.      Carole will add the campground information and other revisions to the Brochure and print enough for members to distribute.

7)      Other Web Sites

a.       LUCASTX.COM offered to put our newsletter on their web site – decision was made to decline this offer.

b.      Carole will send “Calendar of Events” and a brief description of TTPA to Brenda Rizos for the LUCASTX.COM.

8)      Tack & Rummage Sale

a.       Working on recruiting volunteers to help with the sale.

b.      Signs are being made.

c.       Amy is working on the flyer.

d.      Ellis will need to check the donated tack.  He will be in charge of pricing the tack.

e.       Tracy will provide verification of liability insurance for the Masonic Lodge.

9)      Calendar Planning

a.       June 14th trail ride, 7:00 PM at Brockdale.

b.      To be determined:  Possible July 19th Moon Light trail ride or Educational Speaker.  Suggestions were Mike Marley, Corps program on snakes, Raptor Rescue group, trailer loading, Master Naturalist, Chip Roberson-pasture care.

c.       August 16th Lunar Eclipse trail ride.

d.      Decision was made to eliminate providing canned drinks at trail rides due to the problem of storing left over drinks (exploding in the heat and freezing in the winter) and replace with tea/lemonade/etc.  Maggie will purchase Igloo coolers.

10)  Northern Extension Phase I Grant Status

a.       Signs for Lakeview Downs are to be ordered.

b.      Waiting for response from James concerning the road signage on Snyder Lane.

c.       Highland Park Trailhead

                                                   i.            Bill Carmickle drilled the post holes.  At the April workday volunteers will set the post (approx. 20) and remove the large tree that fell across the trail.

                                                 ii.            The trail is ready for the Corps to inspect.  James is to send one of his Rangers to complete the inspection.

d.      Meeting with Fairview and McKinney

                                                   i.            Tracy and Charlie met with Fairview to explore the possibility of them working with us – some of the trail is in their ETJ. 

                                                 ii.            Tracy and Carole are meeting with McKinney March 26th to discuss future plans.

                                                iii.            Tracy will give Pat their e-mail addresses for sending newsletter.

11)  Suggestion to e-mail copy of Board Meeting Minutes to all members in order to better inform the members and get them more involved.

 

Adjourned At 9:30 PM Recorded and Submitted by Pat Martin