• We are doing ok on budget as set out- projected to come in under budget
• Papp- annual appeal return at $4000 now, need about $9000, but it's still early
• 530 new members so far from the bulk mailing
• Lucas moved to accept budget report, Cornell second, approved

SELECTION OF AUDITORS FOR 2003- Leinen

• Staff has gotten 4 proposals from local firms- range of cost $5500 to many thousands.
• Hungerford is Leinen's recommendation. Low bid and well recommended, used to doing non-profits
• Szabo- surprised at prices- what creates such an expense?
  • Papp- various levels of audits- complications with federal money, complex accounts
• Papp- proposal also includes prices for the next two years.
• Might be done as soon as Feb, but may not be completed by the April board meeting
• Reminder that for a Development Program, we must have an audit
• Cornell moved to accept Hungerford, seconded by Harris, approved

STAFFING TIMELINE- Papp

• Need to build Trail Foreman into permanent budget
• Problems in 2004 with budget deficit if we go ahead and hire the second Regional Coordinator
• Money from NPS already did not meet the projected need for the 2 RC's
• Membership did not grow for two years- therefore no increased income from that
• Several special event grants have been completed
• What to do? After discussion with Exec Com and NPS, Papp recommends to use the federal funds to permanantly fund the Foreman before we go ahead with East Coordinator
  • Acceptable, because this position was always included in lobbying efforts
• Cornell- good move because we have always planned ahead to be able to keep staff which we have hired
• Dill- let's make sure we explore all possibilities because it's a step backward
• Veit- he spends much time looking for funding, and has not been able to find any other source-
  • Still a step forward, just not as fast
• Leinen- we set goals, but it often takes more time to implement them
• Szarka- NPS is still operating under a continuing resolution for 2003 funds, and are not sure themselves how much funding they will receive- high uncertainty
• States have no money to tap
• Papp- in a good position to effectively lobby next year for at least some increase
• Yost- also tied to fund raising- will come into Strategic Plan discussion
• Williamson- reminder of the growth we've experienced in the past four years
• Cornell- moved to adopt the staffing guidelines proposed by Papp, seconded Leinen, approved

FIELD GRANT FUNDING- Harris

• FG budget has been $12,000/ year. Not all used- only about $9000 requested
• 21 applications for 2002- most were granted in full, most for special projects
• Proposed change in funding the grants - to take a percentage of membership dues and apply that to the funding of these grants. About 12% suggested
  • Ties membership to money for the trail
  • Tool to solicit more members (would raise this to over a third of dues going back to trail)
  • No immediate effect on the overall budget
  • Will keep it in private funds so it can still be used for federal matching
• Will put remainder of 2002 money in that account for beginning of new funds
• Young & Veit both agreed it was a great membership recruiting tool
• Tait- any idea of making it a matching grant program?
  • Papp- wanted it to be easy for Chapters to get money and practice writing grants
• Williamson moved to accept the proposal, seconded by Dill,
• Tait- do Affiliates receive grants? They can if they have signed Affiliate agreement
• Yost- do we distribute the list of who receives grants? No-
  • Veit- we can post the list in North Star once a year- will do in April issue

EXECUTIVE SESSION

• The board discussed personnel issues, wages, and benefits.

2003 BUDGET- Leinen

• see handout
• Revenues- note increase revenues projected mostly from federal funding (as we lobbied for) so projection is conservative- a wise choice at current time
• Expenses- salary increases is significant change
  • Contractural services jump is mostly change in where those costs are listed
  • Development consultant is a one time expenses against a grant
  • Benefits- due to 403(b) plan just implemented
  • Most increases are minor
  • Computer expenses will decrease due to upgrades which were made this year
  • Veit- NS increase due to increased circulation, paper costs and quality
• Disappointment is that we are tapping into our surplus funds which we gained because of delays in hiring of various people
• Williamson- do we get increase in federal money every year?
  • Papp- NO- the NPS decides what portion of their appropriation we get
  • Szarka- Congress sets an operating fund amount that NPS keeps, but there have been recent cuts, so NPS needs might impact our budget
• Williamson- but will we be always getting fed money because we are a NST?
  • Papp- YES
• Williamson moved to accept the budget
• Tait- are we setting aside money to maintain, improve, protect technology? Watch that we don't get caught with a big problem and not enough money to cover
  • Papp- tape backup every night
  • We are constantly upgrading as we go
• Tait- why is private grant income line at $0?
  • Papp- no current plans- if something comes up we will surely take advantage of it
• Leinen- we still need to get board giving at 100% participation currently 5 of 17- a MUST HAVE to apply for grants
• Cornell seconded, approved

ACCOUNTS WITH NEGATIVE BALANCES- Leinen

• Currently is no policy- proposing this to deal with it
• Szabo- will need to keep people informed of this
• Young- SPW got into the situation inadvertantly out of ignorance- reiterates need to communicate the consequences of this
• Tait- moved to accept this policy, Harris seceonded, approved

CERTIFICATION / CHALLENGE COST SHARE COMMITTEE- Cornell

• Reminder that CCS and Certification are under NPS- what we recommend can be only suggestions See handout
• Committee recommends that NCTA submit proposal to NPS to work with NCTA on certification standards
• Biggest point is that guidelines in the NPS handbook will be used in certification process for new trail
• How would we adopt such a proposal?- he would like to see us adopt this subject to discussion- i.e.- similar to public comment period- even put in NS
• Veit- will the actual guidelines be available?
• Young- it's now #2 priority for web site- could get significant section on line by April NS date
• Veit- hard to meet standards in some urban settings
• Cornell- yes, but the proposal only says we should use the standards- this is not a proposal to alter the standards
• Tait- How do we tell Affiliates what standards they should use?
  • Need to get the manual more available than on web site
  • Cornell- main goal is to educate people as to good trail standards
• Yost- would like this to also go through Trail Councils
  • Cornell- will be sending letters even before NS publication
• Szarka- already sort of implementing standards, are in favor of the proposal
• On-line version will need to have pages dated to indicate how current they are
• Menke- ammended pages have been dated.
• Young- Motion to accept proposal subject to public comment, after which it will go to NPS as recommendation, Szabo seconded, approved (Tait nay)

LANDOWNER MEMBERSHIP POLICY- Papp/ Tait

• Sort of a common sense proposal, but board must approve membership category changes
• Came from a suggestion from a landowner- should generate more members and positive relations
• Would include state parks?
  • Agencies would be a subscription only
  • Papp- this is more than a free subscription to NS…. Would give them a member status- voting rights, etc
• Discussion- landowners do make significant contribution, should have input into organization
• Might or might not want to ask them for additional contributions (annual appeal?)
• FLTC- the landowner is asked if they want to receive the newsletter- maybe should have an initial letter
• Tait- what is our definition of a landowner?
• Szarka- need to separate private from public landowners
• Beye- basic landowner negotiations are made at very local level- he feels a little reluctant to give names and people would then be asked to contribute
• Veit- we need to get over the attitude that to ask people for money puts a burden on them
• Needs to include language "for as long as the trail remains on the property"
• Szarka- change "will provide" to "may offer" a free membership
• Tait moves to accept the proposal as modified, Cornell seconded, approved

LEASE FOR OFF-TRAIL CAMPSITE- Tait

• Offer of site for backpacker campsite
  • Standard PA lease was beginning, but realized we should have our own standard form
• Cornell- when we enter a lease with indemnification agreement we put the assets of the Association at risk. Should always enter into MOU with the NPS with landowner which actually protects them more strongly. (Covers both defense and cost of damages)
• Veit- why can't we suggest the MOU to the landowner as a better alternative?
• Szarka- this is all true although many people recoil from dealing with federal gov't.
  • MOU's run for 5 years, are renewable, are fairly standard- relatively easy
• Papp- would like to see us vote to prefer an MOU with the NPS but to allow the Exec Com to enter into the lease if the landowner does not agree to that
• Veit moves as stated by Papp. Lucas seconded, approved
• Sample form in NPS manual

STRATEGIC PLAN- Leinen

• Need a concise statement of our goals- need to shorten this draft even more
• Need board members to provide input to HQ by writing before Jan 6
• Cornell- more than just one step in process of getting Development Director, but also a guide for the organization- maybe should be a regular item of review just like a budget
• Too much detail in many of the sections, will be boiled down by the committee
• Dill will condense the history section
• Committee will have second draft in February

MISSION STATEMENT REVISION- Leinen

• Williamson- recommends making it much shorter eg "The North Country Trail Associaton develops, maintains, preserves and promotes the North Country National Scenic Trail."
• Much agreement, but don't leave out trail building

VIDEO /COMMUNICATION NEEDS- Szarka

• Current slide show is 20 years old, was later converted to video
• Video format even going out of date
• Slide shows are subject to personal interpretation
• Would like to create a Powerpoint master that could be "burned" per requests
• Werner- WMI has had good luck finding digital projectors
• Young- is this a separate show from what the "Slide Show" Committee is supposed to be working on?
• Papp- hope is to create one program
• Dill- does programs all the time about BTA- has a source to make 2x2 slides of PP slides
• Menke- also highly qualified to do PP's- problems with timing of audio when used on various computers, also operator problems- he recommends DVD
• Papp- topic brought up because of the NPS budget item to create such a program
• NPS would like to work with the committee
• Veit- would like to have a way to incorporate local info
• Yost- committee should get together with Szarka and have report for April board meeting

COMMUNICATIONS WITH THE FIELD- Dill

• Have a big problem with communications- if we call HQ we get info, but not much flows down if local does not request it
• Werner- example- member in Ohio wrote a letter and Werner responded without contacting BTA and others who might also be involved
• Papp- also responded without interacting with other involved persons
• Szarka- when NPS gets copied info on issues then they can get involved at an appropriate level
• Young- we should try to always ask ourselves who might be involved on any given issue

ANNUAL TRIAD MEETING- Yost

• Chain Saw Certification Program
  • Need to meld the agency requirements to make a useful certification for trail work
  • More discussion towards that goal
  • May develop a policy about tool use on FS lands
  • Tait had a number of unanswerable questions about chain saw use and liability because we do not have a policy
  • Szarka- the NPS will not ever buy a chain saw for volunteers and will not advocate their use
  • Yost- let's refer this to new DTM and get report back for April meeting
  • Veit- would like a resolution of this issue.
  • Williamson- not only chain saws, but other mechanical tools should be included in the policy
• Commercial use on the NCT-
  • Still working on policy
  • Application of regulation/ watching by agencies highly varies
  • MOU will be amended to state that commercial uses should be compatible with NCTA
• Accessibility Guidelines-
  • Papp- is reacting to FSTAG's has 9 pages of comments ready so far
  • Each iteration is better, but will have a lot of impact on trail building
  • There will be a lot of documentation required
  • FSTAG will not have weight of law but will have a great impact on many agencies

REQUEST FOR CARTOGRAPHY COMMITTEE- Stram

• Would like to have people to work with her
• Volunteers- Werner (Chair), Howard, Dave

NCTA MEMBERSHIP- Papp

• See graph- growth is exponential- currently at high over 2800
• Breakdown graphs on back- members of NCTA AND affiliates

RECIPROCAL MEMBERSHIPS- Szabo

• The logistics of offering them are almost impossible
• Beye- hardly anyone would want to do this
• Young- nevertheless there are a small but valid group who might want to belong to Affiliates as secondary membership

AWARDS COMMITTEE- Coyne

• There is no award for 1000 hour volunteers
  • Suggestions- name on bridge or bench or public plaque
  • Young- would rather see patch, jacket, something personal
  • Szarka- thinks something meaningful to the volunteer
  • Tait- press release would also give value to the trail
  • Veit- formation of a 1000-hour club
  • Szarka- don't stop at 1000 hours
• Need to get requests for award nominations out to more places
• Leinen- also think about AHS state vol of year nominations

TIMBER HARVESTING DRAFT POLICY- Menke

• This is revision three, still a couple of weeks for input
• Szabo- the good reasons why we want input on timber harvesting are at the end- should be at the beginning And telling agencies to contact all these agencies is a sure way to make sure they won't- give them ONE contact and give them the addresses
• Szarka- use NPS and NCTA
• Williamson- "soften" preamble to be thankful to be allowed on their land
• Yost- use partnership approach
• Yost- we need to urge our volunteers to be aware of forest management policies
• Stram- how would we get this info to landowners? Timber cuts are often digitally mapped- we could send them the data to locate our trail
• Szarka- reminder that state DNR forest plans are being revised in MI and WI right now
• Bill will revise this one more time and return to 5 people who helped draft it and the Trail Councils

WILLING SELLER- Papp

• Versions that passed in House and Senate were different, so it failed.
• But are well-positioned for next congress
• Need Western Republican senators to lead the way
• Committees have been reshuffled a lot and one difficult person may be now not part of the process
• Money to buy will come from LWCF (LWCF money comes from offshore oil)

CARTOGRAPHY- Tiffany Stram

• One new map completed
• 3 student interns working
• Quite a few in production
• Also are putting data on Quadrangle sheets- this is needed by the NPS for master file- saves a great deal of time with much better map product

TRAIL FOREMAN- Menke

• See written report
• Has spent a lot of his time on map data
• Much routine stuff
• Crew outings and trail building

WEB SITE REPORT- Young

• See written report
• Explained some of the statistics- high content site
• Compares well with AHS
• We greatly exceeded the use goals for the year

NPS REPORT- Szarka

• See written report
• Need to work with SHTA for Duluth route- they have to do open houses
• Arrowhead plan got stalled in FS travel budget freeze- new date set for Jan 21
• CCS criteria sent out- some applications turned in
• Some cyclic maintenance money available- will vary from year to year
  • Does not require a match
• Small numbers of signs and posts can be supplied
• Concerns at number of projected miles to be certified proposed in the Strategic Plan
• Werner- need some guidelines as to when to apply for cyclic maintenance money
  • Recurring maintenance for structures which occur at irregular intervals
  • NPS will mostly decide which fund to pull from $12K in CMM, 49K in CCS
• Szarka- still willing to answer questions about the federal process

TRAIL SHOP NEW ITEMS- Meyer

• Aussie hat
• Supplex cat
• Long- and short sleeve "Where in the blue blazes have you been"
• Two colors of new nature shirt
• 2003 patch in progress
• mileage patches in progress

Papp- Inserts from annual appeal available Also from bulk mailing

Williamson- based on SHTA experience, doesn't think there is going to be much grant money available- we will need to scramble to get private money for about the next two years

Motion to Adjourn by Williamson, second Leinen Adjourned 4:45pm