2004 Board Meeting Minutes

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