Board Meeting Minutes 23-Jan-2020

                                               Villages Hiking Club Board Meeting

                                                            January 23, 2020

 

  1. Called to Order: Al Girolami called the meeting to order in Cribari Center at 9:40am followed by introductions of the new board members with each member sharing a bit about themselves.
  2. Attendance: Board Members:  President- Al Girolami;   VP Hiking & Trails-Faye Swanson;  Treasurer- Rose Eagan;  VP Social-Michelle Breslin;  VP Membership & Website-Jim Beyer;  Secretary-Cheryl Allmen.

                Others:   Dan Kato-Hill Lands (ad hoc) Trail Committee.

  1. Reports:
  2. President’s Report, Al Girolami

Reminded the board of the Hiking Club mission statement.

  1. Secretary’s Report, Cheryl Allmen: Minutes of the November 2019 Board Meeting, prepared by Debbie Siedband, were approved as modified.  Rose, with a second by Faye, moved to modify the statement on the second page to read: There will still be $500 available for unexpected expenses, omitting the word “entertainment”. Motion carried.   
  2. Treasurer: Rose Eagan, as submitted by Past Treasurer, Al reported:
  3. Hiking Club November 2019 Account:

Beginning Book Balance as of October 3, 2019:                                    $6,021.29

Income  0

Total Income: 0

Balance $6,021.29

Expenses:

Check (quarterly A/V      $99.00

Check (stamps)                 $22.00

Four Debit card uses for

Holiday party                     $467.71

10 Donation checks         $1,200

Total Expenses $1,788.71

Ending Book Balance as of November 30, 2019                    $4,232.58

 

  1. Hiking Club November 2019 Hill Lands Project Fund Account

Note: Identical to #4 below (December 2019 ) Hill Lands

 

  1. Hiking Club December 2019 Account:

 Beginning Book Balance, as of November 30, 2019:                          $4,232.58

Income:  0

Total Income:  0

Balance:   $4,232.58

Expenses:

Debit Card:  Holiday Party                             $1,284.11

Check: Reimbursement (Holiday Walk)    $15.27

Total Expenses:  $1,299.38

Ending Book Balance, as of December 31, 2019:              $2,933.20.*

* Not included is expected payment for Carmel Outing expenses of $326.15and income of $50 to be deposited check from the Fall Outing. Also, income from Accounting for the Holiday Party is expected to be $2268.

Note: Bank Balance is $2,933.20 with no checks or debit changes outstanding.*

 

  1. Hiking Club December 2019 Hill Lands Project Fund Report

Beginning Book Balance, as of November 30, 2019: $2,281.82

Income:  0;  Expenses: 0.

Ending Book Balance as of December 31, 2019:   $2,281.82

NOTE: Related to these Funds, the Evergreen Villages Foundation (EVF) also had

$5,750 specifically allocated for “Hiking Club Trails” which represented donations

by individuals (Hiking Club members, Villagers, and even a non resident donor) due

to a Fund Raiser a few years ago for reconstruction of the Step Trail, installation of

additional picnic tables, and replacing the trail sign system. These funds, plus at

least $4,000 of other EVF funds have been allocated towards the nearly completed

Trail Signage Project with the remaining cost to be paid by the Villages Club. At

years end, the work is almost complete with only a few signs left to be installed.

EVF also has recently approved $1,300 for improving the trail from Rawhide to the

Upper Gardens.

Copies of the Treasurer’s report will be posted at the general meeting.

  1. V.P. Membership and Website: Jim Beyer reports four new members, for a total of 295 members. Due to an oversight, members will be billed in February instead of January.
  2. V.P. Hiking and Trails: Faye Swanson

Faye reported a fallen, hazardous tree on the Rawhide Trail to facilities.  She plans to work on adding a “Big Basin to the Sea” hike. She also suggests that on Saturday long hikes; the ramblers schedule a rambler leader ahead of time.  There is a need for long hike leaders. She proposes adding a photo of each rambler and long hike for inclusion in the post-hike emails sent to the membership.

  1. V.P. Social: Michelle Breslin

January’s White Elephant Social was a success with 60 participants. It was recommended that participants show their gifts in the future.  The March 9th game night will be coordinated by Kathryn since Michelle will not be available.  Michelle will coordinate the March lunch at Foothill (a $325 budgeted item) for workers who support the trail maintenance project.  She will consult with Jim to ensure access to the Gmail membership list is available for RSVPs for socials.

  1. New Business
  2. Hills Land Report-Dan Kato

Dan gave a historical overview of the necessary upgrades/improvements to the trails, its current needs for maintenance, the associated estimates of cost for proposed improvements and the subsequent decision of the Villages Board as outlined in his report.  He presented a draft of a letter on the third page of his handout with anticipation that it could be modified and forwarded to the VGCC Board providing responses to the Board’s concerns and the rationale/request for funding for additional trail modifications. He stated that the hiking club could no longer request quotes from contractors and all future estimates must be handled by facilities.  He made several recommendations:  1:  Schedule a meeting with maintenance to understand what they do, how to coordinate and prioritize work with facilities, understand what is covered by maintenance,  what they oversee/when and what process to go through to get firm quotes.  2.  As a priority for future funding, target improving the step trail in upper meadows for increased safety. 3.  Reach out to the Equestrian Club to join forces and coordinate efforts in improving the Steps Trail 4.  Prioritize the needs for improvement of the trails by developing a multi-year plan with a submittal to the Villages Board of our highest priorities for fiscal funding.  5.  Establish a Hill Lands Standing Trail Maintenance Committee for 2020 which Dan Kato would be willing to chair and report to Faye.  Jim motioned that the board approve this recommendation, which was seconded by Rose.  Motion carried. 6.Lastly, in an effort to speak as one voice, Dan requested that Al and the board make suggestions/revisions to the letter after which Dan will return the revised letter for Hiking Club Board approval. Once Al receives the latest draft, if there are no further changes, it will be shared with the Board for approval. Once all of the Board has had an opportunity to comment and eventually approve, Al will sign and deliver it to the VGCC Board.   

  1. Board and Meeting Schedules

It was discussed that many clubs in the Villages do not meet as frequently during the summer.  Jim moved and Cheryl seconded that the Hiking Club eliminate the July general and board meetings from our calendar. Motion carried.   A revised schedule of 2020 general and board meeting schedule will be forwarded to the Board.

C Minutes and Treasurer’s Reports will be posted at each General Meeting.

  1. Sunshine Committee Chair Terri Vivoli will serve as 2020 Chair. Cheryl Allmen will deliver resources folder to Terri.
  2. Coffee/Snacks Chair

Cheryl has connected with Susan Brown, the 2020 Snacks Chair, and given her the signups for January and February.  It was discussed whether snacks should be donated or purchased.  It was recommended that the Chair make that decision.  Wendy has the coffee and beverage supplies and would like to pass them on to the next chair.  No volunteer has come forward to oversee the coffee/beverage oversight. Al stated that he would make sure that beverages and supplies would be at the coming General Meeting.

  1. Spring/Fall Outing Chair appointment

Al recommends announcing the need to form a committee at the general meeting whose charge will be to determine the location and plan/coordinate future outings.  A discussion followed whether we would target one or two outings per year.  Determination of frequency will be determined once the committee forms.  Faye and Michelle will meet and report suggestions at the February Board meeting.

  1. Hiking Club Mailbox Procedures. It was agreed that Al would pick up junk mail.   Jim will pick up membership applications and give Rose the checks and cash received from new members.
  2. Future Programs

Michelle indicated that the club must notify Activities 2 weeks in advance if an activity includes alcohol. It’s preferable that BYOB is used.  If the club is to serve liquor, the club must use a Village’s server resulting in additional expense. Al noted that Lt. John Nores, Jr. (ret) would speak on Identifying and avoiding danger in our Wild Lands. Al added that he had speakers lined up for February and March, but he would appreciate ideas for other Programs.

  1. Next Meeting: General Membership January 27, 2020 at 7:30pm, Foothill Center and Board Meeting on February 20, 2020 at 9:30am in the Forum Room.
  2. Meeting Adjourned: 11:30am

Respectfully submitted,

Cheryl Allmen, Secretary