Trinity Trail Preservation Association, Inc.

Board of Directors Meeting Minutes

October 16, 2007

2 Choice Lane, Lucas, TX 7:00 PM

 

Board Members present:

·        Charlie Gains

·        Bonnie Guimarin

·        Carole Kowitt

·        Pat Martin

·        Tracy Matern

·        Betty Van Houten

·        Joe Wilson

·         

 

 

 

 

Committee Members present:

·        Maggie Sico

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Meeting Opened at 7:16 PM   Tracy Matern, President Presiding

 

1)      August 7, 2007 Board Meeting Minutes.

a.       Approved with corrections.

b.      Clarified that Vice President will schedule trail rides and coordinate the schedule with the “Chuck Wagon”.

2)      Treasurer’s Report

a.       P & L, Balance Sheet and Transaction Detail reports distributed for review.

b.      Average trail maintenance cost per month:  Tracy will review report and send results to Board.

3)      Corporate Sponsor Donations 

a.       Betty will clarify with Kendra the IRS regulations concerning recognizing the donor.

b.      Tracy will look for donations request letter sent to International Paper which could be used to draft a “form” letter to request donations.

c.       Betty will try to find a good form letter for requesting donations.

4)      Insurance For Volunteers

a.       Insurance increased from $232 annually to $732.  Increase due to TTPA having a contract (which voids the Recreational Liability Limits) with Collin County.  Tracy will confer with the County prior to starting negotiations with Jeff Durham (Parks & Open Space) on the new agreement and request a “Memorandum of Understanding” rather than a contract.

5)      Donations

a.       Donations received from Mary Anne Anderson, Priscilla Darling and Carole Kowitt.

6)      Rules for TTPA property Usage

a.       Suggested we approach the Corp and ask to put an equipment storage building at the Camp Ground location.

b.      Charlie will make a list of TTPA equipment and the rules for its use for trail maintenance only and instructions for its use.

c.       Need to insure that all volunteers at workdays have a signed Release of Liability form on file.

 

7)      Calendar of Events

a.       Fun Show

                                                   i.            There were 33 entries and approximately 110 attending.

                                                 ii.            Net Profit was $798.22.

                                                iii.            Bonnie will keep ribbons, numbers, spoons, etc. for next show.

                                               iv.            Bonnie has sent “Thank You” letter.

                                                 v.            A generic banner sign was suggested for the next show.  Roger’s Signs in Allen was recommended as a vendor for signs.

b.      October 7th  Trail Ride

                                                   i.            Attendance was approximately 20.

                                                 ii.            Chuck Wagon made about $78.

c.       October 20th

                                                   i.            Work day – install posts for gates at Highland/Snider Lane and Snider Lane/Lakeview.

                                                 ii.            Tracy and Maggie will be manning the Collin County Horse Committee booth at Roundup on the Range in McKinney.

d.      October 21st - Blue Ridge Riding Club hosting St. Jude trail ride.

e.       October 27th - Raptor Rehabilitation Center will display birds.

f.        October 29th thru November 2nd – Ella Even bringing County prisoners to work on new trail.  A TTPA member must accompany her each day.

g.       November 3rd  Halloween Ride

                                                   i.            Ride starts at 2:00 PM, Contest 5:00 PM followed by games, Food 6-6:30 PM.

                                                 ii.            Maggie – Chuck Wagon, Halloween cake, cookie, punch

                                                iii.            Ruth – Coggins

                                               iv.            Debbie & Steve – Games

1.      3-legged race

2.      Piñata

3.      Wet & dry bobbing for apples

                                                 v.            Helen bringing tomatoes, onions, lettuce

                                               vi.            Steve Bourgeois, Chris Angermeier, Robert Blevins – Contest Judges.

                                              vii.            Carole has $20 gift certificates from Starbucks, Mimi’s and Chili’s for adult prizes.

                                            viii.            Need three prizes for 15 and younger and two prizes for the 3-legged race.  Betty Van Houten donated $50 for prizes.

h.       November 10th Trail Ride – no food

                                                   i.            East Fork 1:00 PM

                                                 ii.            PR sent

                                                iii.            Joe will request Permit and Insurance

i.         December 1st – Van Alstyne Christmas Parade

j.        December 2nd – Trail Ride – East Fork 2:00 PM- no food

k.      December 2nd  - Allen Christmas Parade

l.         December 8th – Wylie Christmas Parade

m.     December 14th – Annual Membership Meeting/Christmas Party 6:00 PM Wylie Community Center.

                                                   i.            Pot Luck Dinner

                                                 ii.            No separation of adult vs. children exchange.

                                                iii.            Put in newsletter that gift should be $15.

                                               iv.            TTPA will provide meat and drinks

1.      Berdine - ham and cider

2.      Carole - chicken

3.      Maggie – drinks and Chuck Wagon

                                                 v.            Bonnie has booked the Center

                                               vi.            Bonnie has table cloths

                                              vii.            Bonnie to contact Hank Copeland to conduct the gift exchange

                                            viii.            Volunteer of the Year Award

1.      Non Board member.

2.      Committee members are eligible for the award.

3.      Tracy will total the trail maintenance/grant volunteer hours.

4.      Tracy will confirm final selection after totaling and distributing the volunteer hours.

5.      Tracy to purchase Horse Head from Hobby Lobby and Carole will have engraving done.

6.      Renaissance Award (A traveling award for outstanding contributions to TTPA).

a.       Awarded to Bill Carmickel in 2005.

b.      No nomination for 2007.

n.       January 12th  – Trail Ride - Chili

                                                   i.            Brockdale, ride out at 10:30 AM, Lunch 1:00 PM

                                                 ii.            Pat to ask Sharon Berryman to cook chili for ride.

o.      January 15th – Board Meeting, 2 Choice Lane, 7:00 PM

p.      Future Event Ideas

                                                   i.            GPS Clinic – How to use a GPS.

                                                 ii.            Movie Night – Rent a projector and a movie, set it up at the trailhead, people pay to get in.

                                                iii.            Endurance Fun Ride – Fund Raiser

1.      6 mile ride:  Brockdale to Lucas Rd. and back.

2.      10 mile ride:  Brockdale to Collin Park and back.

3.      16 mile ride:  Brockdale to Collin and back then to Brockdale to Lucas Rd. and back. 

4.      Different entry fee for each distance.

5.      If the event goes well then next year it might be possible to hold a sanctioned ride.

6.      Man Power Needed

a.       Three Vets have volunteered:  Chuck Kerin, Kim Haynes, Valerie Bixler.

b.      Three volunteers to be the Vet’s scribes.

c.       Two volunteers to hand out tokens.  One at the picnic table and one at the north part of trail.

d.      Coggins checker

e.       A timer

f.        Food Service

g.       Approximately 15 would be needed.

7.      Betty will distribute spread sheet showing various entry fee amounts.

8.      Target date is March 29th.

9.      Board elected to have the Endurance Fun Ride (Fund Raiser) as proposed by Betty Van Houten.

10.  Betty will coordinate & have articles in Newsletter each month on how to prepare for the Endurance Ride.

q.      Spook Clinic by Hank Copeland for bicycles, ATV’s, etc.

r.        Suggestion to permanently set up at the Brockdale trailhead or along the trail all the obstacles that are used in a competitive trail ride for all to use.

                                                   i.            Possibly an Eagle Scout project.

s.       Carole distributed brochures at the Boy Scout store to encourage use of the trail and suggested contacting the schools to encourage their use of the trail.

8)      Status of Grant Work

a.       Tracy will be on the Lucas Parks & Open Space Agenda October 22nd.

b.      Grant reimbursement was short 20% (again), Tracy will follow up.

c.       Signs to be placed at trailheads stating the “Trail is totally maintained by volunteers, etc.” (Brockdale, Collin, Eastfork, Highland, and camp ground).

d.      Lakeview Downs has given written permission to construct the trail across their property.

e.       Tracy working on Collin County/TTPA agreement.

f.        Carole suggested a Board ride on new trail.

g.       30 Day notice to the Corps is needed for the maintenance gate at Snider Lane located next to Sashteen’s property.

h.       Camp Ground

                                                   i.            Welder will complete picnic table covers by the end of this month.

                                                 ii.            Corp has not planted trees as promised.  Cost to purchase and plant trees would be approximated $250 each.  Will have Chip Robertson mow and seed with rye.

                                                iii.            When these items are completed the camp ground can be turned over to the Corps.  Projected date is the end of November.

                                               iv.            Have grand opening and send invitations to Corp, County and City officials, newspapers.  Schedule for March 1st, 9:30 AM.

i.         Future Grants

                                                   i.            Bridge

                                                 ii.            Trailhead at Highland Park

                                                iii.            Carole volunteer to write the grants

                                               iv.             Possible future Corps project-James Murphy, head of Lake Lavon Corps, is suggesting a parking lot and trailhead where the old bridge ends.

9)      Trail Stewardship

a.       City of Wylie (Bill Nelson) mows from Eastfork Trailhead to Collin Park and weed-eats the Trailhead.

b.      City of Lucas mows the Brockdale Trailhead.  Jess Owen, volunteer, recently mowed the trailhead.

c.       Mowing volunteers have been Mark Barrett, Greg Korbelic, Cliff Martin. 

d.      Eric Peterson, Corps of Engineers, will present the Corp’s Stewardship Program the Corps is using in other locations, at the Annual Meeting/Christmas Party December 14th.

10)  Membership Drive

a.       Carole will put notice in newsletter that those joining now will receive the last two months of this year free.

b.      Suggestion to post permanent “Join Now” board at various locations or use back side of current Brochure.

c.       Keep Brochure boxes at trailhead filled.

d.      Put permanent brochure boxes at locations that would permit it.

e.       Everyone keep a supply of Brochures to hand out.

Adjourned At 9:45 PM

Recorded and Submitted by Pat Martin