Annual Meeting October 23, 2010 Poplar Creek Guesthouse B&B (Draft)

(Karen asked Julie Kilpatrick to take minutes since the secretary was absent.)- 33 people present.

Call to order:  Karen Monson called the meeting to order shortly after 5:30 pm

Approval of agenda

Treasurer’s Report:  Karla Miller, treasurer, gave a brief financial report indicating that the BTA has a positive checking account balance.  Full financial report information will be distributed to the board soon after the meeting.

President’s Report 

            Karen showed the “Banadad Beavers” t-shirt and encouraged people to consider buying one.  The t-shirts were designed to thank trail volunteers from the  the Minnesota Conservation Corps (MCC) who helped with trail work this summer

            Karen thanked everyone for contributing to the BTA and presented gifts of appreciation to each of the founding trail association members.  She announced that she was finishing her term as chair.

            Karen introduced the new board members and slate of officers:  Linda Bosma President, Andy Jenks Vice President; Kate Kelnberger, Treasurer;; Barbara Bottger Secretary, Tom Rice, Peter Spink, Anne Rykken, Chris Matter, Wayne Monsen, and  Karla Miller.  Barb Bottger and John Bottger are also on the board but were uanble to attend the meeting.

Linda Bosma announced that BTA will be establishing a finance committee early in the year to ensure that BTA establishes sound financial producedures and record keeping process to maintain compliance with our impending non-profit status.

Trail Maintenance and slide show.  Ted Young gave an update on trail maintenance.  Over ten miles of trail were groomed over the weekend.  Most of the Banadad was not damaged by the prescribed burns conducted during the week by the Forest Service.  An area of red cedars was burned by mistake.

Jim  Rice showed a slide show of the weekend’s maintenance.

A comedy presentation was made by “The Looney Divas”.

Linda Bosma concluded the meeting, and thanked Karen Monson for her service as the founding Board President.  She also thanked all the volunteers in attendance at the meeting for their work grooming and clearing the trail.

           

Meeting Adjourned.

A potluck supper followed the meeting.

Board Meeting- October 23, 2010 at Poplar Creek Guesthouse

Present: Karen Monsen, Linda Bosma, Karla Miller, Kate Kelnberger, Tom Rice, Peter Spink, Anne Rykken, Chris Matter, Wayne Monsen, Andy Jenks, Julie Kilpatrick, Ted Young, Jim Morrison

Julie Kilpatrick took minutes since Secretary Barb Bottger was unable to attend the meeting.

Karen Monson gave the nominating committee report.  The Nominating Committee was Karen and Ted Young.  Officers nominated were Linda Bosma, President; Andy Jenks, Vice President;Kate Kelnberger, Treasure; Barb Bottger, Secretary.  Karen asked for a vote of acclimation for the slate of officers.   Slate elected by acclimation.

Karen said she would like to stay involved as ex officio past president member.

Non Profit Designation

            Wayne Monson reported that the application is done and an attorney is reviewing it.  When feedback is received from the attorney, application will be submitted as soon as needed revisions can be made.

Membership Committee

            Peter Spink gave the membership committee report.  The committee has identified the following tasks to undertake immediately:

            Staff Midwest Mountaineering both only if sufficient number of volunteers are able to staff the booth; cost is $70 (Peter, Linda, Chris, Wayne, Karen, and Karla volunteered; Peter will send out a schedule to try to recruit more help; Linda stressed the importance of staffing the event and that BTA should not pay the fee and plan to do it unless enough people can help.)

            Committee will work with BCT to send letter to ski guests who use the Trail  and through an arrangement with BCT when they book guests. 

Linda will work with Ted to incorporate member info in the press release for Cook Co paper.

Chris will take the lead on researching and installation of a contribution box that can be placed at the trailheads to accept donations. 

Outreach to North Stars Ski Touring Club to solicit memberships.

Business memberships/sponsorships will be created in the following categories:  $500 level receive link on BTA website and ad in newsletters, $250 level receive website link, $100 level have name listed on website; Midwest         

Motion:  BTA will pay the $70 fee for a table at Midwest Mountaineering Expo contingent on sufficient volunteers committing to staff the table.  Motion passed.

           

Finance Committee

            Linda announced that a Finance Committee will be established.  This is needed so that we ensure we are monitoring the grants BTA receives and establishing sound financial and accounting procedures to stay in good standing.  Linda will be contacting members to invite them to be part of the Finance Committee soon after the meeting.  Anyone interested in volunteering should contact Linda.

Re-Printing Needs: Motion carried to do the following:

            BTA Brochure 1000 8.5x11 will cost between $200-250

                        Need edits and phone no. Ann will revise brochure

            Banadad Trail Maps 500 8.5x14 will cost $200 to 300

                        In a month we need new maps. Tom and Andy will make new maps.

Motion: Brochure should be redesigned and maps should be redesigned.  Motion passed.

Events

Volkski 500 will take place this year on February 12, 2011.  BTA participated last year and much of the trail was skied. All are encouraged to come and ski that weekend, as it will be a good opportunity for publicity.  Members decided BTA should participate and encourage people to ski all sections of the trail.  It was also agreed that it should be advertised in the BTA newsletter.

Trail Plan

Linda reminded the board that the BTA, with Ted’s leadership, created a detailed Trail Plan for the Banadad last spring.  The Trail Plan was created in part in response to a request from the Forest Service for all trail organizations in Cook County to provide up-to-date trail planning information.  The Forest Service was very impressed with the BTA Trail Plan and reported that they planned to use it with other trail organizations as an example of what a trial plan should look like and include.  Linda told people to let her or Ted know if they need a copy of the plan, as it did not seem that everyone had seen it.  The Trail Plan will need to be updated this year, based on current plans, conditions, and resources. 

Equipment Lease

The BTA applied for and received an equipment grant to purchase a snowmobile and drag for tracking the Banadad Trail. BTA will own the equipment until the lease arrangements are successful fulfilled by Boundary Country Trekking whereupon Boundary Country Trekking would become Co-owner of the equipment with BTA  Ted and Linda B, Karen M, and Chris M. have negotiated and/or reviewed the lease conditions.

Approval of preliminary Budget

Karla Miller presented a preliminary budget to the group, which was approved.  More detailed, written budget information will be sent out to the board shortly after the annual meeting, for approval by email.

           

The agenda for the annual meeting was reviewed and approved.

Other Business:  Karen modeled the new Banadad Beavers t-shirt.  Shirts are for sale for $20.  They were designed and printed originally to present to MCC who worked on the  trail this past summer doing maintenance. 

           

Meeting adjourned.

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

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.