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.

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.    

Banadad Trail Association's Annual Meeting- October 24, 2009

October 24, 2009, 5:00 p.m.

Poplar Creek Guesthouse B & B

Present: Linda Bosma, Barb Bottger, John Bottger, Pete Harris, Karla Miller, Jim Morrison, Tom Rice, Anne Rykken, Peter Spink, Ted Young, Lee Wenzel, Tom McCann of USFS, Maggie Barnard of CCEVB

1. Meeting called to order by vice-chair Linda Bosma. Linda welcomed all present.

2. Minutes. Barb presented the minutes of the founding meeting. John moved and Pete seconded a motion to accept minutes as read. Motion passed.

3. Treasurer’s Report. Karla presented the report. She reminds all to keep receipts for expenses, even if it is being donated, and forward to Karla. Financial procedures must be established. Karla will work with Barb on procedures and file sharing of records. A reconciled statement shall be verified quarterly by the president. Budget 2009-10 was presented. Budget includes line item for the carbon neutral trail award. Ted uses a calculation to figure the number of trees to plant to sequester the carbon emissions by motors, etc. The deficit budget is to be covered by BCT. Ted reported that this proposed budget shows the lowest deficit on record. BCT will charge an association fee for yurt guests. This is included in the income. John moved and Anne seconded a motion to approve the budget. Motion passed.

4. New Board Member. Board president Karen Monson appoints Kristine Matter as a board member to fill out the term of Mel Peterson.

5. Committee and Task Force Reports:

Bylaws and Nonprofit Status – Linda Bosma. By-laws were adopted in February. Work on the application for nonprofit status continues.

Membership – Barb Bottger. November will be Membership Month. Ted’s mailing list will be used. The BTA will have a table at the Midwest Mountaineering Expo the weekend before Thanksgiving. Membership forms were passed out to those present. The membership committee is considering adding a lifetime membership, as well as a premium for charter members. Anne suggested a larger non-business opportunity. Lee suggested we consider long term memberships with the goal of eventually setting up an endowment. The committee will discuss and make a decision on levels and will work with Anne on formatting. Any hard copy formatting must coordinate with the web design. Barb asked for volunteers to work the table at the Midwest Mountaineering.

Website – Ted Young. Ted worked with John Ludwig, longtime designer for BCT. It looks great! Anne Rykken volunteered to be the site blogmaster. Tom Rice agreed to be the site administrator and would do content changes, not design or structure changes which would be done by John Ludwig. Hope to eventually get a message board up and running in the future. Anne suggested that anyone who skis the Banadad to post on Skinny Ski website as well.

6. Trail Report. We have approved a contract with BCT for the regular maintenance and grooming of the trail. Ted presented the trail report which follows these minutes. The re-route of the west end is proceeding and will take about 2 years to complete. The route will go near a lake (Tripp Lake) and wetlands which will require setbacks and federal permits. Ted thinks we should get a site we are comfortable with and then approach the landowner. Ted has 50# of non-invasive seed that will be planted on Tall Pines Trail.

7. New Business:

Volks Ski Fest 400 – Maggie Barnard. January 23, 2010 is the kick-off day of a week-long festival. This is to simply be a great day of skiing and to get skiers out on all kilometers of the trails. volkskifest.com will register teams. Can we get Team Banadad together? Linda and Anne will talk further about recruiting folks to ski on that day.

8. Other Business:

Linda expressed thanks on behalf of the BTA to all those who have helped with maintenance.

9. John moved to adjourn and it passed!

A potluck dinner was enjoyed by all.

Banadad Trail Work Plan

May 1, 2009 through April 30, 2010

Work completed as of October 23, 2009:

· West end of Banadad – Minnesota Conservation Corp (MCC_

Widened 4 remote interior miles cut-our many down trees

along 8 miles of the west end. –300 hours

BCT staff time assisting MCC 13 hours

· Moved Banadad Bridge beams to yurt

· Cut out large trees outside BWCA from Knapp Trail to BWCA a Meads Lake Portage and Knapp Trail

· Completed bulldozer work on Tall Pine Trail (DNR Infrastructure grant)

· East end parking area complete can accommodate 4-5 vehicles

· Information kiosk installed at east end trailhead. Still needs to be painted and information put up.

Anticipated Maintenance October 24 to April 30, 2010 (for estimated cost see budget)

Volunteer Crews with BCT staff support

10/22-25/09 NSSTC & others 10 people 200 hours of labor. BCT Staff time 20

hours BCT lodging for 10 people- West end trail head east -3 miles and Winchell Lake fire trail west-2 miles

11/6-8/09 Adventure Vacations 5 people 80 hours of labor BCT staff time 16 hours Widened from Meads Portage (going in by boat) to eastern Trailhead 4 ½ miles.

BCT Staff Crew

During November-complete opening of the trail with

snowmobiles during trail snow packing.

Regular storm/down tree clearing as need during snow season

Anticipate Grooming begins and trail Opening December 15 +/-, 2009 (for estimated cost see budget)

BCT grooming during season

Special Project

· Complete Bridge

· Complete Reroute at west end – ½ of proposed reroute has been identified.

· Interior widening- less then 1 ½ miles remaining to be widened

· Ground cover seeding of Tall Pines trail needs to be completed this fall (DNR infrastructure grant)

Board Meeting- October 24, 2009

Present: Barb Bottger, John Bottger, Linda Bosma, Karla Miller, Karen Monson (via phone), Jim Morrison, Tom Rice, Ann Rykken, Peter Spink, Ted Young

1. The meeting was called to order by vice-president Linda Bosma.

2. Kristine Matter has been appointed as a board member by board president Karen Monson to fill the role of Mel Peterson.

3. Conflict of Interest Policy. Linda presented the policy as part of a good, transparent, business operation. The format recommended by the IRS was used to write up the policy. Tom moved and Karla seconded that the policy be accepted as written. Motion passes. Board members present signed the policy.

4. Contract with BCT. Linda presented the contract. Karla suggested that a bullet be added to cover the costs of lodging for trail maintenance volunteers but it was decided that the wording in the contract is broad enough to cover this collaboration. We want to make sure that we continue to help support the relationship between BCT and volunteer organizations such as North Star Run and Ski Club. John moved and Anne seconded that the contract be approved. Motion passes.

5. Staggered Board terms. Ted passed out slips in random order naming terms. They are as follows: 2010 - Wayne Monson, Anne Rykken, Peter Spink. 2011 – John Bottger, Jim Morrison, Tom Rice.

6. Midwest Mountaineering Winter Expo scheduled Nov. 20-22 (weekend before Thanksgiving). Great opportunity for exposure if we have enough resources to attend. It is a 3-day event, $70 cost for a table – 4 ft. We would need a banner and such. Anne volunteered to decorate the display and create hand out materials but not able to attend. Peter volunteered time at the table. Karla and Ted will be at the BCT booth and could take a turn at the table. Barb, Peter and Anne will coordinate this effort including a conversation of business sponsorship to cover costs. Ted is presenting and would welcome a BTA board member to speak during his presentation.

7. Banadad Bridge. Two weeks ago Ted went in with 2 horses to take the poles into the bridge. The project is stalled. Ted is in conversation with the District Ranger on alternative methods to move ahead on this project.

8. John moved and Anne seconded a motion to adjourn. Motion passes.

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

Board Meeting - April 28, 2009

Banadad Trail Association Board Meeting

Conference Call

7 p.m., Tuesday, April 28, 2009

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

1. Meeting called to order by Karen.

2. Minutes from the inaugural board meeting were approved (Karla) and 2^nd (John B.).

3. Agenda: Add to July agenda – Set target date for fall trail clearing.

Reports:

1. Incorporation status - We are incorporated! Thanks Wayne and Linda! Wayne will mail the paper copies of incorporation (bylaws, articles of incorporation, certificate of incorporation, EIN number). Ted will scan EIN document and email it to board members. BCT was used as the official address for the BTA. Original documents will be kept in a 3-ring binder in the possession of the board secretary.

1a. Nonprofit status – Includes a 30-page application with financial plan for the next 3 years, balance sheet, letters stating purpose and need for nonprofit status. We have 27 months from the month of incorporation to get nonprofit status. Once achieved, the date will be retroactive to the date of incorporation. Linda will help Wayne in working towards the nonprofit status. The board agreed that this is a priority.

Tom mentioned the BTA to Ann McKenzie and she might be interested. She is an attorney living on the North Shore and is a member of the North Star Ski Touring Club. Barb and John Bottger will contact Ann about legal work on nonprofit application.

2. Bank Account – Karla reported that Grand Marais State Bank offers a nonprofit checking account with a $500 minimum plus an annual charge. The North Shore Credit Union offers the same at no charge. John and Barb Bottger will contact Mike LaVigne of GMSB about adjusting the charges. Motion made that the four officers of the board (Karen M., Linda B., Karla M., Barb B.) should be given authority to sign, motion passed. NOTE: Correction to Bylaws 11.2 a. For any amount of $200.00 or “more” (delete “less). Karla will prepare procedures for reimbursement for the July meeting. Only one signature will be needed.

3. Meeting with Forest Service – Report received. Ted will distribute the Memorandum of Understanding when it is received from the USFS. New route for the west end will be laid out this summer using a GPS. The $750 amount budgeted for each trail was a general comment and Ted thinks it could be used for the bridge. An adult crew from the MCC will be going out to do work this year.

4a. Profit and Loss – Ted explained errors and will make corrections which will be submitted along with the minutes. Need incorporation and post box expenses for the year. John reminds us that a financial report is a picture in time. The second financial is a budget which includes estimated expenses for the year.

4b. Review of 2008-09 – Lots of skiers because there was great snow everywhere. Ted calculates that 20% do not fill out permits.

5. Projects for 2009-10 - Bridge work will depend on weather. Trail widening is dependent on grants and work crews. Regular maintenance must be done. Reroute of west end will start with a layout this summer and will probably take 3-4 years to complete. Tall Pine resurfacing is grant dependent as well.

6. Committee Appointments -

Finance – Jim M., John B, Karla, Ted

Membership – Linda B., Peter S., Barb B.

Web Page – Tom R., Karla, Barb B.

Nonprofit Committee – Wayne M., Linda B.

Each committee will prepare a written report to be submitted to Karen one week before the July meeting.

Membership– a couple people have asked Ted about contributing money and he is wondering if a letter could simply be sent out to solicit for membership. Letter should be coordinated with nonprofit status. Ted will work closely with nonprofit committee.

Web Page - Domain name recommendation is banadad.org. This is a priorty. John Bottger will pay for the registration and domain fees.

7. Next meeting – Thursday, July 30, 2009

8. Annual Banadad Meeting & North Stars Ski Touring Meeting - Possible dates are Thursday, Oct. 22 - Sunday, Oct. 25. The Banadad Annual Meeting would be Saturday, Oct. 24.

9. Any other business – Tom requests transmission of documents as .pdf or .doc as others could carry viruses.

10. Meeting was adjourned.

Respectfully submitted,

Barb Bottger

Secretary

First Board of Directors Meeting -February 14, 2009

Banadad Trail Association (BTA)

Inaugral Board Meeting

February 14, 2009

Present: Wayne Monsen, Tom Rice, Karen Monsen, Linda Bosma, Jim Morrison, John Bottger, Barb Bottger, Peter Harris, Karla Miller, Ted Young, Barbara Young

Agenda was accepted as proposed.

Actions approved by consensus:

1. The BTA will maintain the 46 kilometer Banadad Trail System currently maintained by Boundary Country Trekking (BCT). The Banadad Trail system includes the 30.4k Banadad Trail, 5.8k Knapp Trail, 1.6k Seppala Trail, 3.2k Tall Pines Trail, and the 5.0k Lace Lake Trail.

2. The BTA will contract with BCT to continue the maintenance and grooming with details to be worked out by the Association’s Officers with Board Approval. A lawyer will be consulted in writing the contract.

3. The treasurer, Karla Miller, will select the Association’s bank, preferably one in Grand Marais.

4. The secretary, Barb Bottger, will select the Association’s mailing address, possibly a post office box in Grand Marais.

5. The following Membership Classes and Dues were adopted:

Individiual - $25

Family - $35

Business:

Supporter - $100

Sponsor - $300

These class names will be listed on a future website.

6. Wayne, with Linda’s help, were selected to be responsible for filing incorporation papers with the state.

7. BCT will contact the Gunflint Ranger District and the Minnesota DNR (Tom Peterson) about the new Association. Ted, Barb and John Bottger will initiate the conversation and will be sure that it does not jeopardize any grant monies applied for this year. This is a transition year.

8. A press release, drafted by Ted Young and approved by board members, will be sent out to announce the new association.

9. Next meeting will be in April and conducted as a conference call. Details to come.

Other business:

1. Karen expressed her gratitude for the interest, dedication and expertise offered by the board members to the purpose of the BTA.

Meeting was adjourned.