Board Meeting - July 30, 2009

Banadad Trail Association Board Meeting

Conference Call

7 p.m., Thursday, July 30, 2009

Present: Barb Bottger, Linda Bosma, Karla Miller, Karen Monson, Wayne Monson, Jim Morrison, Ann Rykken, Pete Spink, Ted Young

Absent: Tom Rice, Mel Peterson

1. Karen called the meeting to order.

2. Welcome Ann Rykken!

3. It was moved and seconded to approve the minutes from the April 28, 2009 Board Meeting were presented.

4. Treasurer’s Report. Accounts have been opened at Grand Marais State Bank with a $35 balance. Barb and Karla will talk about depositing and reporting donations and Karla will include in next Treasurer’s report.

5. Membership Report. A draft letter seeking donations was presented. Letter and levels of membership and sponsorship were approved with the following additions:

· Add a line stating that the non-profit status is pending. Pete suggested that we could say “Your contribution is tax deductible as permitted by law.” Linda will confirm that this is complete legal wording as we are not to give tax advice.

· Add a line for extra donations.

· Add a level of individual membership at $100.00.

6. Website Report. Thanks to Ted for developing the website. John Ludwig of the Twin Cities will put it up for about $500.00. He is the web designer that Ted works with. Website Committee will do final approval with the board and will send it on to a designer. Ann will work on a logo.

7. Report on Nonprofit Status. Progress is being made as they work through questions on the Form 1023.

· Questions exist to relationship with Boundary Country Trekking and with Karla Miller.

· Three narratives need to be written as far as past, present and future plans. Ted’s report will be a source for those narratives.

· Also need a description of our fundraising.

· Need to describe the easements in regards to the State, Federal and County lands. Ted says it may not be an easement but more like permission to use. Does it need to be a legal easement? We must talk to the Forest Service. An agreement exists with the DNR. A lawyer will look over this.

· Compensations with employees and independent contractors will need to be submitted with the application as well.

· Need to have a conflict of interest policy as well.

· Need to send in a statement of revenue and a balance sheet. The cost of setting up the non-profit depends on the budget which will be over $10,000.

This process needs to be completed within 27 months from the concept of the corporation; thus, our timing is very good. The goal is to have it completed by the October meeting. Items needing action are - Financial items, contract with Ted and BCT, and a legal review of the application. Dick Swanson may consider doing our work. Ann McKenzie will be our first choice.

8. Trail Report. Ted reports two grants have been received. 1) The DNR grant of $4,500 with 2,500 to complete the Tall Pines Trail and $2,000 to widen another interior mile of the Banadad Trail. 2) The USFS $2,000 grant to replace the Banadad bridge. We must match with in-kind services or cash. Ted sees no problem with in-kind match coming from volunteers and some paid staff to complete this project. It will take $1,00 to bring in poles by horse. $400-$500 has been spent bringing poles in by truck to the yurt. This will be part of the match.

West End Trail Reroute – Tom Rice, Mary Baker and Ted laid out a good route for about one half of the distance. More volunteer labor can be used as part of the grant match to finish this.

Summer/Fall Work Schedule – Aug. 6 – six people from MCC will go out for 8 days widening 2-1/2 miles of the trail from the west end. They will be sleeping in the yurt.

Bridge replacement – 3-40’ utility poles have been delivered to the Croft Yurt. We can pay someone to go out and pull the old decking off and lay the new decking after the stringers have been put back in or we can do it with about 4 volunteers. Ted guesses it will be at least one day of work. We could ride/walk in by truck or canoe in. Pete Harris has volunteered. We need a crew sometime in September.

Volunteer Schedule for the year –

· Sept. - 4-5 crew

· Oct. 22,24,25 – North Shore Ski Club.

· Nov. 5-8 Adventure Club.

· Need to set up two additional weekends. Ann hopes to bring up 1-2 groups from Minnnehaha Academy.

Parking at the East End – Parking fee on west end will be dropped. We can open 4 spaces on the east end on DNR land which will not require approval. Anything larger will require approval by the DNR. Ted will ask if expansion is feasible for the future.

Federal grant needs to be spent by 9/2009. The DNR grant is a one-year grant.

9. New Business Items.

Contract between BTA and BCT. Ted has a sample from Sugarbush and Lutsen/Tofte. Need task force to put together a draft. Ted has some ideas to offer that task force. Linda and Wayne will work with Ted on this in September.

Karla wants to make sure the numbers used on forms being filed are consistent.

10. Next Meeting. Annual Meeting - Saturday, October 24. Meeting at 5 p.m., potluck at 6 p.m. Contact Ted if you’d like to come up for the annual meeting if not able to be up for trail clearing. By-laws will be checked in regards to elections. Quorum must be met so be sure we don’t get too many members-ha!

11. Karla moved to adjourn. Seconded by Barb. Meeting adjourned at 8 p.m.

Respectfully Submitted by

Barbara Bottger

Secretary