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November 20, 2004 - Board
Retreat minutes
In attendance: Ed Lynch, Matt Carpenter, Ramsy Rayner, Mary
Burger, and Karl Stang.
Arriving a few minutes late: Bob Johnson. Arriving at noon: Steve
Jennings.
As the first order of business, Karl was elected to the
board by unanimous acclaim. As a general note: Ed, Steve, and Ramsay are
due for re-election next year. Mary and Matt are ‘up’ in ‘06. Bob, and
Karl will now be ‘up’ in 07.
We reviewed the annual meeting. The following suggestions
are for next year:
A slide show would be a good addition
The scrap book should have been available sooner. People enjoyed it, but
did not have enough time to look at it.
Bob suggested a comedy skit with the tools.
We need a more organized agenda.
We should say on the invitation a buffet dinner rather than a light
dinner.
We should try harder for more diversified speakers.
We should have more awards for project participants. Think up creative
ideas.
The caterer was Picnic Basket. The food was generally good,
but we needed more to drink, and more veggy stuff. The price was slightly
less than we paid previous years.
A review of the “voting” shows: Yes No
We would like more educational programs 21 3
We should add a fund raising component 6 18
We should do more plantings 12 8
We should have monthly members meetings 7 13
People would volunteer more if we had shorter days 3 17
People would volunteer more if we had w/e 1 18
We should work more with COS parks 3 19
We should arrange carpooling 2 20
We do NOT need food on projects 2 19
On the write in question the thing most people would like to receive for
volunteering is “thank you".
From this we decided to do more to educate our project
participants. We will look for speakers or naturalist to address our
projects at end of day, especially on w/e projects. We could ask some of
our volunteers who are on a project to give the talks to reduce logistical
nightmares.
We will offer a place for carpooling to occur. For
liability reasons we will not arrange the car pools.
And, we will continue to offer food and other free bees on
projects, and will attempt again to send out formal thank you letters to
each project participant. We discussed the idea of an escalating premium
being mailed to project participants, but tabled that discussion.
Mary brought up that she is really burning out on the
administrative tasks associated with running all the projects, and keeping
the data base. Ramsay said he if overburdened as well. We agreed to
explore hiring an administrative person. Matt offered tentative on
understanding all the tasks involved. We checked the by-laws and found we
can hire a director to do specific tasks. Mary and Ramsay will write up
potential job descriptions, and give them to Matt. If Matt decides not to
take the job, Mary, Matt and Ramsay will find another alternative.
The financial report was given and accepted. We then
discussed the budget. Next years budget is much the same as this past
year, with the exception of marketing which was allowed a budget of
$2,000. This past year we did not budget marketing. Bob presented a rough
draft marketing plan. Karl agreed to help with distribution of flyers.
Matt brought up that he is beginning to feel that the FOTP
budget is a burden on the Barr Trail income, and FOTP is not doing much on
Barr Trail. We agreed to hold at least two work days next year on Barr
Trail with Matt deciding what the priority work would be. As long as Matt
finds work for us to do, we will continue to hold “official” FOTP workdays
on Barr Trail. We used to do this every year.
Matt also brought up that he is beginning to look into an
improvement plan for the Barr Trail parking lot. The board agreed to
support that initiative.
Bob proposed we hold at least one board meeting out of
doors at the Garden of the Gods Visitors Center next year. They have a
patio which we could use for free.
We discussed, briefly, the toilet at A frame. Ed now has
the drawings, and will work with the USFS to obtain materials and get the
structure built. Steve will get a signed contract with a vendor to remove
the effluent once it is dried.
After lunch, we discussed the Memorandum of Understanding
we are currently working under with our agency partners. We are now 10
years old, and much of the original charter has been accomplished. We also
have moved on to several new initiatives. Steve took notes on some of the
suggestions and will write up a new MOU. Mary will attempt to get it
approved.
The meeting adjourned at 2:45.
October 12, 2004
In attendance: Matt Carpenter, Ramsay Rayner, Bob Johnson,
Ed Lynch, and Mary Burger
Minutes of last meeting approved.
Financial report presented and approved
Discussion of annual meeting, and awards party:
Ramsay needs assistance with caterer. Mary will call him and work out
details.
Agenda for meeting:
5:30 Arrival, registration, and voting per last meetings suggestions.
6:00 or so, dinner
6:45 Welcome Review of years events. Mary
7:00 Recognition of crew leaders Bob
7:15 Recognition of section leaders Matt
7:25 Recognition of signage committee Mary and Carol
7:45 Recognition of volunteer of the year Mary
Break
8:00 Steve’s presentation “Forests of Pikes Peak"
Door prizes
Clean up.
We will “retreat” on November 20th, from 8:30 until about
3:00, or until we are done.
We will retreat to the community room at the co-housing unit per Ramsay’s
invitation
Our agenda for that meeting will be:
Reports from all active agenda items
New MOU with partners
Develop business plan for 2005
Budget to support 2005
The meeting ended 7:20
September 14, 2004
In attendance: Ramsay Rayner, Ed Lynch, Matt Carpenter,
Mary Burger
Guests: Karl Stang, and Phil Foster
Treasurers report was accepted
A frame toilet update. We ran out of time before the mule
train was scheduled to deliver. New plan, we, fotp, will purchase the
materials and get them delivered to the USFS workshop in Woodland Park. We
will schedule a few Saturday work days with the forest service and
whatever carpenters we can round up to build the facility. The forest
service will arrange for deliver by mule train the second week of June. Ed
will work directly with Dave Griffeth of the forest service to make this
happen. Meanwhile we will need to have a signed contract with a vendor for
emptying the facility on a routine basis. Steve will make this happen.
Barr Trail
Mary attended the race spaghetti dinner, and covered who was doing what on
the trail. She felt the presentation was too long. Next year recommend we
just say thank you. Rain had caused damage, but we had it cleaned up.
Donation tube money should be in to bank by this week.
Projects
We had one more work day scheduled for RTP, and one more for Bear Creek.
VOC is considering joining us for Putney Gulch. Board approved the MOU
with VOC.
Newsletter is due.
Mary will cover projects with pictures, and Pondering the Peak
Matt will cover the A frame toilet
Ed will write up a short article about the COG
The end of year meeting is coming up quick.
Matt will arrange for the invites, and discuss stationary at the same
time.
Ramsay will explore the caterer. Dany will not be available, perhaps she
can recommend someone?
What else can we do at the meeting to cause people to mingle? How about
asking them what they would like to see added. Some suggestions were:
Silent Auction, More pictures, guest speaker from outside FOTP, Trail
building demonstration, Mock up of the toilet at A frame. Slides of Pikes
Peak, more involvement in the running of the organization. These and any
other ideas we come up with can be voted on at the meeting by those
present.
August 10, 2004
adjourned due to lack of a quorum
July 13, 2004
Board Members in attendance: Mary Burger, Steve Jennings,
Bob Johnson, Ed Lynch, Ramsay Rayner. Guest: Karl Stang.
Meeting convened 6:50
Minutes approved
Web site was down for a few days because of a late payment.
Non-profit standing has been renewed with the state.
Treasurers Report:
Ramsay gave the treasurers report.
Bob reported;
- there was an ad placed in the Independent for work days
- is working on placing ads in the Gazette for August work days
- has made a flyer for work days and distributed it around town
- faxed a PSA to radio stations
- put a PR packet together for the Independent, Gazette, After 50, and
West Pioneer
- is working on TV coverage
- is still working on the pamphlet
- a t-shirt revamp is upcoming
The Board authorized Bob to get 2 ads for the Independent,
1 ad in the Gazette, and 1 or 2 weeks on KRCC for the first August
project.
Steve reported;
- that the A-frame toilet is progressing. Installation is scheduled for
the end of September. A scoping trip is scheduled for mid-July.
Mary reported;
- that the June 12-13 project drew around 18 people per day. 1300 ft of
trail was constructed. 1500 ft is left to do. The trailhead sign is being
worked on and it is hoped that it will be ready for the dedication of the
RTP Trail in July. Fifteen people are projected for the July 17-18
project.
- The signage committee has installed signs form Mt Ester to the Crags
area and from Bear Creek to Jones Park. They are avoiding the urban
corridor for now. Approximately $5-6000 has been spent for signs include
temporary end-of-trail signs.
The meeting adjourned 7:50
June 8, 2004
May 10, 2004
April 13, 2004
Board Members in attendance: Mary Burger, Matt Carpenter,
Steve Jennings, Bob Johnson, Ed Lynch, Ramsay Rayner.
Meeting convened 6:33
Minutes approved
Treasurers Report:
Ramsay gave the treasurers report.
The operating plan has been approved by all parties.
The newsletter has been mailed out.
The signage committee is moving along. The logo has been
picked for the signs. The logo is a reflective paste on.
Sue Miller is looking at a September date for the
installment of the A-frame toilet.
Steve will write a letter in response to the Forest Service as a comment
on the construction of the A-frame toilet. The letter will address the
partnering of FOTP with the Forest Service.
Matt reported on the Incline. There will be a meeting on
the Incline with all the owners on April 15 to assess the conditions and
options for the Incline. The Barr Trail is in good shape. An Eagle Scout
has volunteered to paint the rails on the Barr Trail fence.
The advanced crew leader training is scheduled for April
24.
Bob reported no progress on the Boy Scout get-together at
Glen Eyrie. Work continues on the new brochure. There is an upcoming
volunteer day with County Parks and Recreation that FOTP may coordinate
with.
Matt has reserved Manitou City Hall for the end of the year
party on Nov 13.
A proposal was made that the Board organize the budget.
Mary talked with the Cripple Creek City Planner, Larry
Manning, to establish an MOU on the routing of RTP
The meeting adjourned 8:11
March 9, 2004
Board Members in attendance: Mary Burger, Matt Carpenter,
Steve Jennings, Ed Lynch, Ramsay Rayner. Guest: Bob Johnson
Meeting convened 6:39
Treasurers Report:
Ramsay gave the treasurers report.
Matt requested that Barr Trail funds be tracked separately
The Wild Oats donation of $10,000 has been received
The operating plan has been approved by the Forest Service.
Colorado Springs Utilities is reviewing the operating plan and the Highway
will sign. The operating plan includes a map of signage and volunteers for
the A-frame toilet.
The signage committee is being led by Carol Beckman. The
committee is looking at symbols for the sign. Three have been made the
first cut. A request has been made of REI for 2 GPS units. The next
meeting will be at the Forest Service Office at 4:30 on March 17.
Matt reported on the most recent Incline meeting. Bill
Nelson indicated that the application process for trail designation of the
Incline was unworkable. Support for closing and rehabilitating the Incline
is growing and is favored by the governmental agencies and the Cog. The
Board voted unanimously to support the reclamation of the Incline.
Sue Miller with the Forest Service has indicated that a
June trip to the site of the A-frame toilet is in the planning stages. The
exact plans for the construction of the toilet are tentative. Steve will
attempt to get more information.
Matt is working on the possibility of paving the Barr Trail
Parking Lot.
The Board selected November 13 for the Annual Meeting. Matt
was designated to reserve Manitou City Hall.
Ramsay and Bob Johnson were elected to the Board with terms
expiring in 2007.
Other Board Members terms are
Expiring 2005 Ed and Steve
Expiring 2006 Matt and Mary
Mary proposed a retreat in the fall. One topic would be
whether FOTP would want to adopt the Ute Pass Indian Trail.
Bob has taken up PR for FOTP. He proposed interacting with
a Boy Scout get-together at Glen Eyrie, bagels from Einstein’s for work
days, and a new brochure.
The meeting adjourned 7:43
February 10, 2004
adjourned due to lack of a quorum
January 20, 2004
Board Members in attendance: Mary Burger, Matt Carpenter,
Steve Jennings, Ed Lynch
Meeting convened 6:36
Treasurers Report:
Ramsay gave the treasurers report.
Wild Oats will donate $8500.00 now and the remainder from the 5% day
The operating plan is submitted and in review.
Frank Landis has suggested a schedule of recognition with
levels of recognition for donations and a certificate for big donors. Mary
will work on developing the schedule
A signage committee has been chartered in order to
establish directional signs.
Mary Lou Makepeace oversaw a meeting about the Incline.
Some progress was made toward figuring out how to increase access to the
Incline. Another meeting is planned on January 26.
Emblems for the RTP were discussed and the selection of a
symbol for the signs was left up to the signage committee.
Sue Miller with the Forest Service has indicated that NEPA
for the A-frame toilet and the Crags reroute is in progress.
Matt Carpenter reported that Gail Allen and Donna
Paderewski put up 75 rails and 5 posts on the Ws section of Barr Trail.
The meeting adjourned 7:12
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