Thursday, July 29, 2010

Board Minutes July 28, 2010


Conference Call  7 p.m.


Present:  Barb Botter, Peter Spink, Chris Matter, Karen Monsen, Wayne Monsen, Karla Miller, Linda Bosma, John Bottger, Ted Young, Anne Rykken

Karen called the meeting to order.

Approval of minutes  John moved, Peter seconded approval.  Comment – the edits will be incorporated.  Minutes approved.


Financial Report.  Balance is $1,328.00  John moves, Peter seconds acceptance of this report. 

Committee Reports:

Website C. – no business.

Membership C. -  Committee met and started setting goals for membership which resulted in needing the financial needs of the association.  We realize that we don’t currently bring in enough resources; thus we need a better understanding of the needs.  Chris presented a grid to address four main categories in membership.  Karla wondered about sending out invoices to members for annual reminder.  Maybe we could just do email reminders?  Barb suggests that all board members commit to helping with the membership drive as outlined by the Membership C.  Anything needed from board members must be very clear, specific to be returned to one person then you will get the information you need.  Karen moved that all board members support the membership committee.  100% verbal support!

Nonprofit Status C. – Linda not able to make progress on report but will have papers to attorney by August 15.

West End Re-route – Tom shared graphic with plans for reroute. 

Possible Forest Service Grant – Barb has link for a grant and will check it out.

Nominating C. – Karen noted that this committee needs to be convened each year and needs a board member to work with Karen along with a non-board member.  Please send her an email to volunteer.  Linda B. has indicated interest in running for president of the BTA.

Annual Meeting – Sat. Oct. 23 in conjunction with board meeting and potluck.  We’ll invite members from North Stars and others.  We will recognize and thank the volunteers who will be with us that day.  Karen encourages all board members to be present.

Additional Project Needs – Ted needs someone to work with him on setting up a usage agreement and a financing agreement for this new grant for equipment needs.  The grant requires taking out a loan for $6,000.00.  Linda B. will work with Ted on this project.

Trail Maintenance Report  - Ted presented the following:

1) MCC – 5 guys have been working now for 8 days, clearing from Banadad bridge for ¾ to the east and 3 miles to the west.  Three pockets need major widening.  Len Voit and Ted were out on Sun. and saw the MCC and saw they were doing a great job.  Ted suggests we give them an award/token of some kind as gratitude because they make very little money.  Anne agreed to design a t-shirt and will get back to Ted.  This could also be extended to baseball caps.

2) Trail Widening – Jim R. has a mile to clear, two pockets ½ mi each at the cost of $2,000 to be covered under our DNR grant.  He’ll do it at the end of August.  We’ll give a copy of payment check to Cheryl at the County to be reimbursed.  Ted will be submitting an invoice (for supervising the MCC group) to be paid by the BTA with reimbursement from the county.

3) Volunteer Projects – North Stars Oct. 21-24.  Minnehaha Academy Nov. 19-21  North Stars get free lodging but Minnehaha Academy has been paying a fee.  Ted proposes that the two volunteer groups with an established history receive compensation for lodging for their volunteer work.   Boundary Country Trekking would subsidize any expenses the BTA could not cover.  Karen proposes that these volunteers should be treated equally and lodging should be provided.  Discussion showed agreement with need to build this expense into our annual budget.   John moves that these two organizations currently doing maintenance on the trail receive the same lodging allowance, Linda seconds.  Motion carries with North Star members abstaining. 

4) Volunteer Insurance Coverage - Ted talked to his agent and their worker’s comp coverage would apply based upon hours worked and/or lodging costs.  Ted would need the volunteer names and addresses.  He can do this for a minimal cost that he will not worry about.  A list of names and addresses will need to be submitted to Ted.

Volks Ski 2011 -   Board members are encouraged to participate in this event with a proposed board retreat to occur the same weekend.

Midwest Mountaineering - Nov. 19-21.  Booth level is $70 or we could go in with North Pine, Pin Cushion and Sugar Bush.  We should have a meeting with these folks.  A decision about this exhibition would need to be made by the annual meeting.  Joint effort with the other associations would be a good thing.  We could invite them to our annual meeting.  This needs to be incorporated in the budget and we’ll talk to the committee members.  Peter says we need to discuss our goal – is it visibility or memberships?  John moves that we come through with a proposal at the annual meeting for a goal and plan to work with other associations.  John will work with Ted on this proposal.


Next meeting – Saturday, October 23 at Boundary Country Trekking, time to be announced.

Barb moves, Peter seconds that meeting be adjourned at 8 p.m.

Meeting notes by Barb Bottger


Thursday, June 24, 2010

Board Minutes May 4, 2010


7p.m.  Conference Call

Present:  Barb Bottger, John Bottger, Tom Rice, Karen Monson, Linda Bosma, Jim Morrison, Anne Rykken, Peter Spink, Chris Matter

Agenda Review.  Ted requests addition of web page discussion.

1.  Minutes were reviewed.  Linda moved to accept, Barb seconded.

2.  Treasurer’s Report.  $1078.54 in checking account .  All Grant-in-aid funds are in and all expenses paid out.

3.  Non-profit Committee.  All the information has been collected.  Wayne has found someone to review the application.  Next step – Linda will put it all together so the attorney can review it.  Hope for timeline around the end of May to mid June.

4.  Banadad Trail Report/meeting with USFS outlined by Barb Bottger.

5.  Trail Reroute at West End of Banadad.  Tom and Ted GPS’d the entire parcel of land which holds possibility for reroute.  Tom reports that the reroute has some nice stands of trees but it will require a lot of work to clear to the Trail due to blowdown.  Ted got the plat map for the private property.  Tom would like to translate plat map into GPS coordinates.  Ted believes the USFS will survey the property.  Cook County could provide a legal description. Ted and Barb will check into that and let Tom know.

6.  Remote Interior Widening Contract.  3 sections.  East end – 4/10 mile.  West end – 1/10 mile and ½ mile.  Ted proposes to use grant funds ($2000) for the two larger project and has contracted with Jim Raml to do the work on the 4/10 miles and1/2 mile sections.  It is hoped that the 1/10 mile section will be done by the MCC.  Before a decision is made on grant monies, board members request a comprehensive outline of the grants to be presented at our July meeting.

7.  Volunteer Weekend Plans.  Oct. 23-24 North Star Ski Club.  Minnehaha Academy will be up in November and the first weekend in March 2011.  Ted has one other group that will be in.  He would like to gather a group of  local volunteers in early October.  Members of the BTA are all willing to show up if possible.

8.  Annual meeting will be Saturday, October 23.  Details to follow.

9.  Grooming Equipment Grant.  Minnesota Recreational Trail Users Association makes the decision on grant recipients and has informed Ted that the BTA was given the grant applied for.   We will get official notice in June with all the guidelines.  The money will be available to us in November.  This is a $12,000 grant, the DNR pays $6,000 and the BTA comes up with the other half.  The county could provide a loan for $6,000.

10.  BTA Carbon Offset and Tree Planning Weekends.  All the grooming equipment mileage, ATV and automobiles total up the gasoline used.  That is used in a complex formula to determine dollars needed for tree planting.

11.  Web Page.  How does it work?  Any changes, etc. are given to Tom and he updates the web page.  Tom will look into options for the email account.

12.  Banadad By-laws dated 10/20/09 is the most recent copy.  Term of officers has been updated Section 6.5 and 7.2).  Karen will form a nominating committee in August to draw up a slate for elections at the Oct. meeting.

13.  Next meeting – July 12, 7 p.m.  The agenda will include reports from each committee and comprehensive understanding of grants.  Chris Matter will help Karla map and monitor grants.  Chris will also help with Membership Drive this fall.

14.  Karla moves and Anne seconded that we adjourn.

Wednesday, February 10, 2010

Board Meeting- 7:00 Pm January 29, 2010


Banadad Trail Association Board Meeting
Phone Conference Call


Present:  Linda Bosma, John Bottger, Chris Matter, Karla Miller, Wayne Monsen, Karen Monsen, Tom Rice, Peter Spink, Ted Young

1.  The meeting was called to order by president Karen Monsen.

2.  Board minutes from October 24, 2009 were reviewed.  Corrections were noted for Monson to Monsen and Kristine to Christine.  Linda moved for approval of the minutes, seconded by Karla.  Motion passed.

3.  Annual meeting minutes from October 24, 2009 were reviewed.  A correction was noted for Kristine to Christine.  The board determined the minutes would be presented to the total membership for approval at the next annual meeting.

4.  Executive committee terms – The executive committee will meet to discuss terms for officers and present their recommendations at the next board meeting.

5. Treasurer’s report. – The report was reviewed.  Karla will review reporting requirements.  John moved for approval of the report, seconded by Linda.  Motion passed.

6.  Trail update – Ted reported 12” of new snow.  The trail has not been groomed after the snow.  Ted will attempt grooming on January 30, 2010.

7.  Non profit status – A draft document has been prepared with the narrative description, activities, and location.  Wayne stated the education portion was not completed.  Ted will supply a copy of the Boundary Waters permit to Wayne.  A link to the Forest Service was suggested.  Ted will also supply rules given to maintenance crews.  Some grant revisions are needed.  Karla will supply financial data.  There will be a meeting on February 19, 2010 with Wayne, Linda, and Ted to review the application.  The application will need a legal review with a target date of mid March.  The application fee will be $750.  Linda moved to approve $750 for the application fee, seconded by Karen.  Motion approved.  Wayne will contact Ann McKinsey for legal services.  If Ann isn’t available, Ted will contact Bill Hennesey.

8.  Volks Ski – Ted reported 28 k were skied by 5 individuals.

9.  Midwest Mountaineering Expo – Special congratulations were given to Peter, Anne, Ted, and Karla.  It was noted that maps were in high demand.

10.  Web site – Ted will have a new map developed for the web site.

11.  DNR equipment grant – Ted reviewed the grant proposal to purchase a new snowmobile.  The submission date is February 12, 2010.  John moved to proceed with the grant request, seconded by Linda.  Motion approved.  Ted stated his fall back position was to purchase used equipment.  Ted will write the grant request with a 50/50 match.  Ted would obtain a loan for the match.  The equipment would be owned by the BTA.  Clarification of ownership was requested.  Ted requested letters of support for the request.  He noted emails were sufficient.  John made a motion for Ted to email the grant request to board members for their approval prior to submission, seconded by Linda.  Motion approved.

12.  BTA brochure – The brochure will be revised.  Ted will ask Anne to develop a skeletal map.  The revised brochure will be emailed to board members for approval.  Chris moved to approve the purchase of 500 brochures, seconded by John.  Motion was approved.

13.  Membership report – Karla will discuss a few adjustments with Barb.  Ted estimated $1000 would be contributed from trail users who are not members.  Ted will coordinate the funds transfer with Karla.

14.  Conflict of interest forms – Barb will be asked to check the status of the forms for board members.

15.  Next meeting – The next board meeting will be Tuesday April 27, 2010 at 7pm through a conference call.  Linda requested that outreach efforts be discussed at that meeting.

16.  Karen moved to adjourn, seconded by Karla.  Motion approved.