Trinity Trail Preservation Association, Inc.
Board of Directors Meeting Minutes
March 25, 2009
Board Members present:
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· Christine Churchill |
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· Pat Martin |
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Others present:
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Meeting Opened at 7:30
PM
1) Call
to order and roll call.
a.
All
Board members present except
2) Approve minutes of January 14th meeting.
a. Previously approved via e-mail.
3) Review of “Action Items”
a. Refer to “Action Items” list
b. Kendra reported on ordering TTPA t-shirts, caps, etc. from Café Press.
i. Members can order directly.
ii. Annual fee to TTPA is $59.
iii. Information on how to order will be put in the newsletter and that our official color is red.
iv.
v. A small supply of t-shirts will be inventoried.
4) Review Financial Reports
a. 1st Quarter 2009
i. Total Income: $3,940.54
ii. Total Expenses: $9,707.15
iii. Net Income: ($5,766.61)
iv. After Grant Expenses of $9,010.95 are reimbursed the “Income” will increase by that amount.
b. Chuck Wagon receipts are to be reported quarterly to the Treasurer. The Vice President is to submit this report.
5)
Committee
Reports
a. Trail
Extension
i.
New trail is marked and passable with a “gator”.
ii.
Waiting for archeologist to inspect the trail.
iii.
Still trying to get appoint with North Texas Municipal
Water District to get their approval to route the trail in front of their
facility.
iv.
Working with NTMWD on coordinating the needed crossing
at
v.
NTMWD has agreed to give TTPA the excess dirt from the
excavation of their new pipeline. It
will be used to raise the elevation of one section of the trail.
b. Trail
Maintenance
i.
Two trees need to be cut down near the previous water
leak at Raptor center; the trail at the gate is too narrow. Charlie will ask
ii.
Culverts on the north trail will need to be cleared on
the next work day.
c. Web
Site
i.
Tom will add to the web site a list of the “Pony”
sponsors.
6)
New Business Items
a. Newsletter
Budget
i.
Will continue to print and mail newsletters for members
that have not switched to the e-mail newsletter.
ii.
Will put 2009 Budget in newsletter.
b. Barnes
Waste Disposal continues to pick up the trash at East Fork and Brockdale at no
charge. Duke will contact them to see
about sending them a donation receipt letter.
c. Fundraising/Stewardship
i.
To insure the future preservation of the trail we need
to expand our source of fundraising in a way that would perpetuate funding of
the trail.
1. Possibilities:
a. Selling
the privilege to name a section of the trail for a certain number of years.
b. Grants
for trail maintenance.
c. Partnering
with the cities.
2. Board
to send ideas to Carole for summation.
3. PayPal
a. Kendra
to check on details of setting up a PayPal account for TTPA that can be used to
receive donation and dues.
d. 2009
Calendar
i.
Trail Rides/Events/Workdays
1. March
28:
2:00 PM, Brockdale.
2. April
11: Workday (& Board
to inspect new trail)
3. May
2: Spook-proof Clinic at
Copeland’s
4. May
9: Workday
5. May
30: Rain date for
Spook-proof Clinic
6. June
6: Moonrise ride.
7. June
10: Board Meeting
8. July
11: Workday
9. July
18 & 19: Campout and Clinic
10. August 1: Moonlight ride
11. August 15: Workday
12. September 9 Board Meeting
13. September
12 Workday
14. September
19 Trail ride
15. October 10 : Workday
16. October 31: Halloween ride & trailer
trick/treating
17. November 7: Workday
18. November
14: Trail ride
19. December 4: Christmas party
20. December
12: Workday
21. January 9: Workday
22. January 13: Board Meeting
23. January 23: Chili
Ride
ii.
Possible event: obstacle course
1. Berdine will research types of obstacle.
2. Charlie
will check with Corps about setting up obstacles along side the trail.
iii.
Spook-Proof Clinic
1. Charlie
will direct parking.
2. Pat
Martin will handle the silent auction – need more donations for silent auction.
3. Christine
& Mike will provide the Chuck Wagon.
4. Limited
to 8 in clinic, unlimited number of auditors.
5. Flyer in the April newsletter.
6. E-mail
committee will distribute flyer.
e. Procedure
Book
i.
ii.
Expense reimbursement procedures needs to be updated.
iii.
Add blank letterhead to forms sections.
7)
Future
Agenda Items
a. Parades
b. Obstacle
course event.
Adjourned At 9:15 PM
Recorded and
Submitted by Pat Martin
March 25, 2009
Action Items
§ All
o Review “Open Meetings Act”.
o Solicit donation for silent auction at Spook-Proof Clinic.
o Board to send ideas to Carole for summation of possible perpetual funding ideas.
o Board to inspect new trail after workday April 11.
§
o Continue working with Carole on the Stewardship Program.
o Present “Parade” info at next Board meeting.
§
§ Berdine Eberhart
o Coordinate Spook-Proof Clinic.
o Prepare list of obstacle for possible Obstacle Event.
§ Tom Eberhart
o Prepare list of obstacle for possible Obstacle Event.
o Report Chuck Wagon receipts to the Treasurer quarterly.
o Add to the web site a list of the “Pony” sponsors.
§
o Install chain closers on three gates.
o Distribute equipment operating instructions.
o As part of the Stewardship program develop a list of projects/opportunities for organization to take part in.
o Ask
o Check with Corps about setting up obstacles along side the trail.
o Direct parking at Spook-Proof Clinic
§
o Along with Pat Monson develop a scout oriented TTPA brochure.
o Continue work on Stewardship Program, working with Ruth and Charlie.
o Escort archeologist to inspect the trail.
o Summarize info/ideas received from Board on perpetual funding.
§
o Check on details of setting up a PayPal account for TTPA that can be used to receive donation and dues.
§ Pat Martin
o Handle silent auction at Spook-Proof Clinic.
§
o Continue working with NTMWD on coordinating the needed crossing at Wilson Creek and possibly using their pipeline crossing as the base for the horse crossing.
o Continue working on the “History”.
§ Duke Monson
o Update the expense reimbursement procedure.
§ Pat Monson
o Along with Carole develop a scout oriented TTPA brochure.
o Announce in newsletter that Board Meeting Minutes are posted on the Web Site.
o Put info in newsletter on how to order t-shirts, caps, etc. from Café Press & specify our official color is red after it is set up.
o Put Spook-Proof Flyer in the April newsletter & have e-mail committee send out flyer.