Meetings Minutes

Attendees
John Roth, Bill Fordyce, Paul Stupperich, Jim Gavin, Margo Carroll, Scott Merritt, Lisa Hollenbeck, Mark Escher, Scott Durnell, Lisa (no last name) & Roberta (no last name)

 Role Call
All board members listed above with the exception of Lisa Hollenbeck, who joined halfway.

 OTA Structure

• Incorporation update presented by Roth. Initial drafts are done, will be placed on web server for all to review.

• 4 Officer positions listed: President, Vice President, Secretary, Treasurer. Roth nominated as President, Bill Fordyce nominated as V.P., Lisa Hollenbeck as Secretary and Treasurer. Nominees were all elected unanimously.

• Board meeting style was decided to be held in an executive management style.

 Status Reports

• Bill Fordyce presented plan of attack for volunteer coordination including methods of advertising and contacting the public via the internet, retail stores, and college campuses, partnerships with existing groups, scheduling, and training (including chainsaw certification).

• John Roth presented John Donjoian’s status regarding trail maintenance, construction, safety, and training guidelines, which are currently being developed. Default standards for construction will be set, with land manager making ultimate decisions. Trail Crew Leaders will attend one training session and one outing, after which time they will be certified. First trail training day is January 11th, 2003. Kirkwood Park has an old quarry site that OTA will use for training. Kirkwood Community Center will be used for classroom portion.

• Lisa Hollenbeck discussed upcoming Alpine Shop brochure, which includes full page OTA ad. Also discussed setting up OTA information table in the store on Dec 14, 15. Volunteers were asked to work the table – Stupperich, Roth, Fordyce, Carroll. Chris Rufkhar is creating an OT “fyi document” that can be used to assist volunteers.

• John Roth presented status report for Chris Rufkahr. In addition to the fyi document, Chris has put together promotional material, and a membership application letter and form. Form is complete at this time, rest is forthcoming.

• Jim Gavin presented his status of contacting local communities, and how the OTA will go about working with them. Looking for endorsements from communities along the trail which may help secure grants in the future, as well as other benefits such as fund-raising. Discussed introduction letters, informational packets, and press release material for Chambers of Commerce, etc.

• John Roth’s status – Completed kick-off meeting and incorporation setup, website construction is moving forward, Alpine Shop tasks moving forward, Mark Twain National Forest volunteer agreement is ready, chainsaw certification, training ground, membership form, trail construction and safety standards. Announced that OTA has received a $700 cash donation, and a recorder.

 2003 Goals

• Establish membership. Goal set at 100 – 200 by end of 2003.

• Construction on Karkaghne Section.

• Build and maintain website, as well as 2 mailers to membership per year.

• Establish and coordinate Maintenance crews and outings.

• Promote the Trail.

• Maintain relationships with existing groups.

• Try to get grant money, with emphasis on equipment.

Ad-Hoc Committees

• Construction and Maintenance - Chaired by John Roth

• Community Relations – Chaired by Jim Gavin

• Membership - Chaired by Bill Fordyce

• Marketing and Public Relations - Chaired by Margo Carroll

• All the above committees should have a draft implementation plan by the end of December.
   

Business Items
 

• Discussions about grants. Decided to go after small “grassroots” grants: Lisa Hollenbeck will contact Patagonia, Bill Fordyce will contact REI, and Roth will contact Ron Coleman about getting a grant writer.

• Set membership goal for 2003 at 100 – 200

• Established mailing address and phone number.

• Gave President authority to open OTA bank account.

• Accepted President’s 2002 budget. Roughly $700 for printing and mailing, web server and fees, promotional materials, incorporation fee, miscellaneous.

• Discussion about possibly picking up insurance.
   

Upcoming Meetings
Board meetings will be 2nd Tuesday of every month, at 7:00 p.m. This makes next meeting January 14th.
First general membership meeting will be sometime in January, 2003 (exact date not yet set).
 

Meeting Adjourned