Present: John and Barb Bottger, Linda Bosma, Ted Young, Kate Kelnberger,
Ann Rykken, Chris Matter, Tom Rice, Peter Spink, Karla Miller, Andy Jenkins
Meeting was called to order by Linda.
Motion was moved (Barb B.) and seconded (John B.) to accept the minutes of the October 2011 Board Meeting. Minutes approved.
Finance Committee Report: Preliminary is in the first column. Few changes -
most significant - DNR grant in aid - $2,000 more than original, so
$8,000. Revenue - $6,000 loan and $6,050 grant? Ted says the $6050 loan is
what Ted is paying. On a cash budget, it should appear on a balance sheet
rather than a budget. Debt and equipment balance out on a balance sheet.
Linda recommends that we approve the preliminary budget with instructions for
the Finance committee to iron out these reporting details. John says that
for the next meeting we should have a copy of the budget and a copy of the
balance sheet. Motion carries.
This discussion exemplifies to the exec committee that we must understand the
financials. Thus, a finance committee has been proposed.
The finance committee members will schedule a meeting within the next two
weeks to discuss this matter.
Kate reports the bank statement with a balance of 1451.31 with an invoice of
$237.11, the ending balance is $1,218.20.
The invoice for this conference call is included in this budget. When BCT
gets that invoice, it should be submitted to Kate who, will in turn,
distribute to the Finance C.
BTA 1099 Tax Form from Cook County - Paul K. explains that the money from
Cook County is reflected in that 1099 which goes into your non-profit tax
return. Should we be issuing a 1099 to BCT? We're too late for this year.
We can issue a 1099 at the end of 2011. Not anything to worry about at this
point as far as a penalty situation.
Tracking grants for accurate matching - Chris is reviewing the grants for
the ongoing maintenance through the DNR. We need to get logged grooming
time to be submitted to the state. The state pays us. BCT bills us and we
pay BCT. We've gone through that process and we are waiting for the state
to reimburse from the now $8,000 grant. Our first submission was for
$3,071. The finance committee is also reviewing this submission. Chris
recommends that we make clear documentation on the ins and outs of this
grant.
Executive C. Meeting - Structure for efficiency and effectiveness.
Committee formations - 1) Finance 2) Trail maintenance/reroute 3)
Membership/Fundraising
Peter has agreed to chair Membership. Kate K. will chair Finance C.
Maps - Enough printed til the end of the season. These are not the glossy,
heavyweight maps. These are BTA maps on lesser quality paper. Tom, Andy
and Ted will work on a higher quality map for next season.
Non-profit status is still in the waiting mode. No sense to the turn around
timing.
Need for director's and officer's insurance for the Board. Karla reported
that she talked to an agent who impressed the importance of covering current
and retired board members. Quotes are coming in from $521 to $1150/year.
Advice includes making sure that our by-laws cover this. Pete thinks this
insurance is very helpful. Chris says it is imperative. John agrees and
says it is another budget item. Linda says there is a recommended piece to
put in the by-laws. Karla moves that we put this in place if the Finance C.
finds a bid comes in up to $600. Kate seconds. Motion carries.
Membership Committee - Peter reports the committee consists of Barb, Ann,
Linda, John, Peter. We've blessed a press release from Ted. Chris worked
hard on a collection box which has raised about $5.00. We also did a draft
for renewals and for BCT guests. To do's consist of articles in magazines,
a survey of potential members, local and TC and resorts. We need to meet
and put together a work plan for this year. As of Jan. 27 we have 13 new
and 4 renews for a total of $800.00.
Trail Maintenance & Reroute Committee Report - Andy reported on the 2010-11
Trail Plan.
Ted - The trail is in pretty good shape, with clearing of downed branches
done as of two weeks ago. The trail will be tracked the end of this week
after a predicted snowfall. Ted will get maintenance information to Andy to
apply to the trail plan. The pattern of weather has made it difficult to
maintain this year, especially with the low number of people to maintain the
trail. Linda wondered about reporting the difficulty in maintaining on the
weekly trail report. Does the reality of the situation mean we should report
the true condition? Should we ask for more volunteer help in these
situations? Should we have an emergency crew to get out and work on the
trail?
Plans for 2011-12: Ted needs someone to do all the grooming, as an employee
of BCT. Due to serious cash flow this year, Ted would like to set it up to
receive an automatic monthly payment to cover his expenses instead of a once
a year reimbursement. By the annual meeting, we'll have grant dollars and
Ted can submit a proposal.
West End Property sale - the land has been purchased and will be closed this
month. Ted believes we will be able to work with the new owner. More
information after the closing at the end of March.
Andy and Tom as co-chairs of Trail Maintenance and Mapping? Both are
interested in the mapping aspects but not maintenance. John proposed to
talk with Ted about the best way to do this. The map piece needs to go into
this thinking as well. Andy, Tom and Ted are well into this conversation.
Ted suggests that he needs a North Star rep on this committee to line up
volunteer weekends, as well as Ann's group. Ted will take on that role for
North Stars. Karen and Wayne may be willing to help as well. Ted reports
that North Stars is making a donation to a bridge project. Tom suggests if
someone wants to formulate a request for trail type funds, ie. bridge
project, he would bring this to the North Stars.
Other Business
Articles/News Items for Banadad Bulletin in March. How about a story about
the trip that Linda, Chris and Karla did.
Website Updates. Board positions have been updated. Need to change photos
so the BTA is differentiated from the BCT. The Facebook page should be included as a place to share photos and experiences.
Cook County Community Fund Meeting on March 8 - Kate will try to get to this
meeting on March 8 at 2 p.m.
Motion was made to adjourn. Motion passed.
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