North Country Trail Association Board Meeting Minutes December 2, 2000 Milwaukee, Wisconsin

President Werner Veit called the meeting to order at 9:00 AM.

Present:
Members: Cornell, Beye, Rodriguez, Lucas, Williamson, Yost, Miller, Harris, Veit, Tait, Coyne,Young, Blount
NCTA Staff: Papp, Meyer, Ford, Kindel
NPS Staff: Menke
NFS: Romanowski
Guests: Leinen, Norlin, Szabo

SEPTEMBER MINUTES

• corrections to September minutes- Leinen is not board member at moment
• Lucas moved, Williamson seconded to approve September minutes
• passed

BUDGET TOPICS
BUDGET 2001- CORNELL- VP Finance

• First budget that is not just a survival budget but a planning budget
• Now have more options where to spend money
• 2001 budget is arranged by sources of income against expenses
• goals-
  • raise salaries to meet norms for West Michigan non-profits
  • raise travel budget to adequately cover expenses
• set-aside cash reserve- $20K in bank working capital is very low. We manage to work with it only because our expenses are very predictable, but is stressful to live with
• budget priorities evident in amounts Development Director (Lowell Found. Grant covers 1/3)- that money must be spent for that person
• Reminder that budget is a planning document- don't hold line items to exact amounts
• PAPP- there will be tax on unrelated income this year (NS ads, rentals, web ads)
• YOST- can more money be made available to chapters?
  • CORNELL- lines 61+62 are transfers to chapters ($26.5K) feedback from Chapters is generally that amounts are adequate
  • VEIT- Field Grant fund has carryover- people aren't asking
  • Not all chapters are in trail building mode
  • YOUNG-Field grants are easy to get Cap is planned to be raised to $1000
  • PAPP-hope is to raise amount for Field Grants even more Plans to ask for corporate sponsors for this
  • MILLER- dues transfers out is not accurate reflection of reality because big chapters get more
  • CORNELL- dues rebate only covers costs for mailings anyway
  • MILLER- wants more help for Chapters to know how to do things
  • VEIT/PAPP- NCT office has been trying to help them learn how
  • MILLER- It's not working- only 7% of budget goes to Chapters
  • PAPP- CSC monies are not reflected in this budget
• LUCAS- why is Annual Conference expenses so much higher than 2001?
  • PAPP- 2000 was the unusual one because SHTA handled expenses differently 2001 is more typical
• TAIT- Please explain the revenues vs. expenses on maps and other Trail Shop items
• PAPP- high margin on printing $.45 to produce (not personnel), $2.00 sale One time surge in trail shop expenses to set up store-front in Lowell
• CORNELL- right now, most of mapping program is covered by a grant It should work into a self-supporting position Need a good business plan for mapping program
• TAIT- are maps being stocked in PA?- YES
• BLOUNT- REI wants to provide grants and set up a Trail Shop within their stores
  • PAPP- REI paid for their "Trail Blazer" plaques- want to work with us badly!
  • YOUNG- is this in all their stores, or just Detroit area?
  • BLOUNT- all stores along trail corridor
  • WILLIAMSON- Trail Shop sales should be better when we have store front- SHTA's are

2000 BUDGET REPORT- PAPP

• Surplus budget of $5K predicted- Annual appeal is just now going out
• Looks in good shape
• LUCAS- do membership incomes not meet expectations-
  • PAPP- yes that is true

2002 PROJECTIONS- CORNELL

• The 2001 budget shows a surplus, but 2002 does not have that because Lowell Field Grant is one-time-
• Need money to finish 18 month commitment to Develoment Director
• PAPP- request to Craig Crutchfield for NPS budget increase (Office of Management and Budget)
• This is the lobbying target for this year
• Will also try to increase funding to be given to NFS for Trail
• CORNELL- the lobbying done this year did result in increase appropriations Don't stop now- keep asking for more We are still getting very little compared to trails like the AT

APPROVAL OF 2001 BUDGET

• VEIT- called for motion to approve 2001 budget
• Blount moved, Lucas seconded
• passed

PROBLEM WITH 1998 RECORDS
CORNELL explained problem

• Transfer from Arden Johnson's system to the office software program, and new accountant
• Inconsistencies in reporting- certain sub-accounts were not good choices
• Balances came out ok, but conversion of recording formats got tangled
• Would like board approval to close out those small accounts
• Cornell so moved, Blount seconded
• passed

DUES STRUCTURE CHANGES
PAPP- dues are now ranges as suggested at Sept meeting, with addition of Nominal category

• YOUNG- will introductory flyers show ranges or just minumums?
  • PAPP- minimums
  • Renewal letters will spit out a suggested amount of renewal
• MILLER- verification of amount to chapters-
  • PAPP- 25%
• CORNELL/ YOUNG- can also solicit donations to chapters
• CORNELL- at large memberships do not support chapters- try to get people into Chapters
• CORNELL moved to increase dues, Yost seconded
• passed

BY-LAWS CHANGES TO ACCOMMODATE TRAIL COUNCILS
VEIT- Plan revised several times to separate states except MI-UP and Wisconsin- already functioning

• Structure may need to vary within Councils- Chair and State Coordinator may be same person, or not
• Proposed changes are to be loose enough to allow for these variations
• Will still keep geographic distribution on board
• "Walk-through" of minor alterations to proposed changes mostly proposed by YOST/MILLER
• mostly to clarify meanings of sections
• to prevent possibility of Wisconsin not being represented due to MI-UP, WI Council
• MILLER- still need to add training from Association to Councils
• CORNELL- Exec Dir needs guidance of By-Laws to operate. Best to keep them flexible to:
  • Allow experimentation
  • Serve dynamic organization
  • Give broad authority to board
• TAIT- substantive change suggested- that Councils ELECT board members (not to be ratified by membership)
  • VEIT- choices: leave as is, no ratification needed, state-by state needed
  • CORNELL- not usual for corporation members to be denied right to ratify
  • TAIT- withdraws suggestion
• BLOUNT- need to clarify XIV,2- already covered by YOST's suggestion
• TAIT- XIV,3 - the at large member could be any person, or an organization?
  • Persons from organizations are ok
• YOST- VI,6a- in absence of both VP's, the secretary has to run meeting- not good
  • BLOUNT- has never happened
  • Topic dropped
• CORNELL- moved to waive need to consider each change individually and to accept changes as a whole, Blount seconded
• approved

DUTIES OF THESE NEW TRAIL COUNCIL/ STATE COORDINATOR POSITIONS
TAIT- how to communicate these changes back to the states- Chapters/ Afilliates

• how to work these duties back to the states?
• How to bring at-large members into councils?
• PAPP- board needs to provide guidance to councils for responsibilities
• Each Council can define who fulfills these responsibilities
• VEIT- hopes for report from Councils by August as to how they choose to fulfil needs
• TAIT- drafted position descriptions- passed out for information
• BLOUNT- suggests for feedback on this descriptions in about a year

FINGER LAKES TRAIL CONFERENCE
CORNELL presented possibility to aid FLTC and raise them to Partner status

• FLTC is worthy of admiration- all volunteer
• Suggests merger of FLTC and NCTA
• As result of committee meeting, now suggested to give grant to FLTC to:
  • Strengthen their position
  • Increase overlap of memberships
  • Form pattern for future Affiliate agreements
• Will make better use of all our money
• Will allow them to have an office for administration
• To create an incentive for other Affiliates to follow
• SZABO- after 17 years of volunteer trail administration, FLTC needs to have paid staff and office
  • Office building located for cost of upkeep only, at good location (Letchworth)
  • Possibility of setting up by spring
• CORNELL moves to create committee to explore an agreement with FLTC to bring proposal to next board meeting, Blount seconded
  • WILIAMSON- what is this agreement?
  • CORNELL- wants to keep it loose to allow committee to set terms
  • VEIT- committee will create the wording, will bring it back to board for a vote
  • MILLER- will this include budgetary considerations?
  • CORNELL- yes
  • MILLER- committee should be expanded to establish pattern for all Afilliates
  • CORNELL- want to meet needs of FLTC AND create pattern for others
  • MILLER- must include budgets
  • SZABO- will set pattern to gain financially other than CSC grants
  • BEYE- wants all Affiliates to be treated equally and fairly
    • But FLTC needs are grown way beyond volunteer capability
    • Wants to be sure to support NCTA since over 400 miles are FLTC
    • % of trail under FLTC, Buckeye, SHTA will always be large
    • Will NCTA help them do the job?
  • CORNELL- we are trying to take Affiliate and create a Partner
  • MENKE- Pattern for Affiliate will be loose enough to fit all
  • CORNELL- plan to make closer relationships- almost a merger
  • MILLER- modify motion to include creation of pattern?
  • CORNELL- wants to be sure to keep it loose enough- can add structure later
  • MILLER- dropped request
  • VEIT- create framework for future agreements
  • LEINEN- Kekekabic agreement ready to sign, Rovers soon to possibly come on board May be considered
• Motion- call for vote-passed
  • CORNELL (chair), YOST, MENKE, PAPP appointed to committee
• Want to see proposed details of agreement at April board meeting
• Finger Lakes Annual meeting one week later- could ratify if acceptable

FOREST SERVICE ISSUES
JOHN ROMANOWSKI- National Forest Service

• Announces new Forest Supervisor in Wayne NF, Mary Reddin
• Allegheny is now looking for new Supervisor
• Will save rest of remarks for other items

MISCELLANEOUS
LEINEN- showed sample "Case Statement" of Parks and Trails Council of Minnesota
Sample postcard folder as membership solicitation brochure

VEIT- Amy Clarke is resigning due to pregnancy She will convene the ND Trail Council and will nominate Jon Lindgren to be ND member
He has indicated willingness to serve
As fall-back plan, Werner can appoint him to finish term

NOMINATING COMMITTEE
(Lucas, Waldron, Williamson, Cornell)
CORNELL reported-

• President- Yost
• VP Financial- Leinen
• At-Large Member- Szabo

CREATION OF BOD MEMBER DESCRIPTION
CORNELL- One or more of the criteria should be a characteristic of board members

OPTIONS TO FREE BOARD TIME AT 2001 CONFERENCE
VEIT- options concerning the fact that directors have little free time to participate in activities

• We can accept the situation as is
• We can come a day early
• We can have meeting not at conference- but would have to schedule another time
• VARIOUS- comments on possibilities
  • Thursday good for some not for others
  • Sunday afternoon possible- may be fatigue factor
  • MILLER- Exec Com could pick up many responsibilities
• SZABO- can we make decision now to create schedule?
• WILLIAMSON- calls for straw vote on Thursday with buffet till finished
  • Most would do this

NORTH STAR
VEIT- He is editing it temporarily

• Wes Boyd has resigned as editor
• Other possibilities did not work out
• Urges contributions from chapters
• LUCAS- does production need to come from Grand Rapids?
  • VEIT- main requirement is that editor/producer needs to know what's going on
  • PAPP- not required, but best plan is to check in often
• MILLER- called for round of thanks to Werner for taking on the job

MORE VARIOUS PUBLIC RELATIONS ITEMS

• BACKPACKER reports SHT chosen in top 10 trails in US
• ND HORIZONS article
• AHS article on cartography program
• GR FOUNDATION annual report

LUNCH 12:05-12:35

ANNUAL CONFERENCE 2001, August 9-12
SZABO- plans are well under way for conference

• Cazenovia, NY- FLT and NCTA goes right through town
• Central NY Chapter located there also
• Compact campus for our use
• Main programs-
  • big BBQ dinner
  • Barbara McMartin- known for knowledge of Adirondacks
  • Joan Young- NCTA vision for whole trail
• Many hikes planned in various topographies, Erie Canal, hills, etc

WEB SITE REPORT
YOUNG- Printed report provided

• Needs input from chapters/ Affiliates
• Wants to make more interactive to reach goal of 25% increase

E-FORUM
PAPP- E-forum sent on Friday or when 4 or 5 items comes in of trail-wide interest
Contact Margie if you want to be included or know someone who should

KEKEKABIC AFFILIATE AGREEMENT
LEINEN- Kekekabic Affiliate agreement should be accepted by then without problem today

• WILLIAMSON moved to accept agreement, Yost second,
  • ROMANOWSKI- questions boundary points
  • WILLIAMSON- language just describes current location, can be amended
  • PAPP- can be amended at any time- note this is an interim agreement until accepted by NPS
• CORNELL- called for question- approved

EXECUTIVE DIRECTOR'S REPORT
PAPP- printed report presented

• LOWELL-ELMDALE RAIL LINE Agreement to purchase by township is in negotiation (we will not have to use Land Trust)
• Rest of Exec Dir Report has no changes
• MEMBERSHIP REPORT- self explanatory

GOALS
REVIEW OF 2000

• PAPP- Good alignment of current goals with the ones set a year ago
• VEIT- Business members still needed
• TAIT- progress in creating chain-saw certification training for volunteers
• ROMANOWSKI- still concerns with the Forest Service regulations
• MENKE- Tait should bring material for training to NPS, NFS to see if we can create workable 7-state training
• TAIT- need land-owner relationship training

PAPP-GOALS FOR 2001

• CORNELL- add fund and hire a Trail Development Coordinator on 2001
• LUCAS- where is fixing and copying the slide show?
  • PAPP- it's not in good shape, but still could be done
  • YOUNG- should be made digital in Power Point
• WILLIAMSON- specific public relations ideas should be generalized and continual
• BLOUNT- do we need an audit?
  • FORD- we are on cash basis, need to switch to accrual to get on list (what list?)
  • PAPP- add goal to switch to accrual to 2002
  • CORNELL- some trail organizations qualify to have audits paid for
  • VEIT- are there advantages to accrual system
    • FORD- can recognize donations in January to previous year
    • Some other minor benefits
  • PAPP- we are sort of on hybrid cash/accrual basis now
  • LEINEN- we need to work toward accrual basis, because some foundations, etc won't give grants unless you have regular audits

HEADQUARTERS MOVE UPDATE
PAPP- Not technically official until December 11, GR Foundation approval, but no anticipated problems

• Will sub-lease some space on short-term basis
• 4-year lease agreement
• CORNELL moved to allow Executive Director to enter into lease agreement, Blount, approved
• WILLIAMSON- how many future decisions about this can be handled by Exec Com as opposed to full board?
• VEIT- will look at this question
• VEIT- do we want to have next board meeting in Lowell?
• General agreement to do this

LEGAL DEFENSE FUND
PAPP- Need to set one up to fund potential needs

• ROMANOWSKI- situation occurred this past Friday
  • Desired Future Condition
  • Call from Gary Sprung (IMBA) for FOIA on DFC dialogue
  • It was not a NEPA document, not satisfactory answer
  • MMBA (perhaps actually IMBA) will file for full documentation
  • They may: drop, seek action through state, pursue legal action
• MENKE- Sprung is high-powered guy with IMBA
  • Tom Gilbert calls Sprung the biggest, best spin-doctor he's met
  • May be from Dwayne Abramowski's research
  • 1982 plan is often interpreted incorrectly- needs to be re-written to be clear
• CORNELL- we were an infant organization without will or manpower to confront the issue
  • Have long been warned that this might happen
  • Need to find pro bono legal advice and get geared up for this battle
• YOST- Need to see how IMBA will handle the case- as test case or what
• MILLER- does NSHTA have legal defense fund?
  • PAPP- no but AHS might
• YOUNG- need to channel communications through main legal counsel?
  • CORNELL- YES
• Will take issue to Exec Com
• BLOUNT moved to set up LDF, Yost seconded
  • CORNELL- need to set up a pot to cover litigation costs- budget $1000 year from budget
• Approved

STAFFING PLANS
PAPP- Is board behind the concept of decentralizing the support structure?
Yes apparently

NPS REPORT
MENKE- additions to printed report

• Arrowhead- Land Protection Specialist trying to hire in case new President puts in hiring freeze
• Wisconsin- some planning- first priority will be to finish planning processes in progress
• ND assistance not done- too much snow already
• Need to shift some emphasis to maintenance as well as certification
• Current certification total at 1631 miles

PENNSYLVANIA CABIN LEASE AGREEMENT
CORNELL- Approval by board one year ago to enter lease with DNR if PA chapters paid insurance
PA has agreed
Chapters (or State Coordinator fund) will pay insurance

NEW TRAILS
BLOUNT- Two new historic trails: El Camino, one other in Hawaii (22 now in NT system)
Casper WY Aug 17-22, 2001 NSHTA conference hosted by OCTA (NCTA may handle registration)

MORE FOREST SERVICE ISSUES
ROMANOWSKI-

• May be a need to certify even hand tool use in National Forests
• VEIT- can NCTA be kept informed?
• YES

• Lost hikers in Chequamegon Wilderness- rangers are aware of problem
• Reassurance markers are being designed for wilderness areas
• Keep everyone in loop so that continuity/expectations can be met

CALENDAR
MEYER-First Annual Calendar is available-

• Produced as sales item
• Also as a premium for major donors

Motion to adjourn- Cornell, Miller seconded
Adjourned 2:15