Board Meeting Minutes – Oct. 19, 2012

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Daniel Boone Wilderness Trail Association

Board of Directors Meeting Minutes

October 19, 2012

 

The meeting of the Daniel Boone Wilderness Trail Association was held at the Cove Ridge Center on October 19, 2012 at 12 pm.  Present at the meeting were Robert Chapman, Gretchen Cope, Larry Fleenor, Erwin Forrest, Megan France, Joe Fuller, Sally Kelly, John Mullen, and Joan Short.

 

Approval of Minutes:

Sally Kelly moved that the minutes from the June 15 meeting be approved as written.  Larry Fleenor seconded the motion and it was approved unanimously.

 

Treasurer’s Report:

Joe Fuller delivered the Treasurer’s report. A full copy of the report is filed in the Secretary’s archive.

 

Sally Kelly moved that the financials be approved as reported.  John Stafford seconded the motion and it was approved unanimously.

 

Park Report

Robert Chapman reported that the park was winding down from the busy season, but that they were beginning to work on some other projects now that time allowed. Robert added that the Christmas lightings were scheduled to begin the Saturday after Thanksgiving.  Robert also announced that there was some woodpecker damage on the Blockhouse Visitor Center and that it was being addressed.

 

Joan and Robert discussed the possibility that the Blockhouse chimney needs to be cleaned before cold weather.  Robert stated that he would look into the matter.

 

Travel through Time

Megan informed everyone that Travel through Time is a 2-day workshop for local teachers.  During the workshop they hit several sites along the Wilderness Road and are given wonderful opportunities to gain knowledge that they can then implement in their classrooms.

 

Review of Summer Wilderness Trail Institute

Megan France reported that the Summer Institute went over well.  She explained that the Winter Institute focuses more on local teachers whereas the Summer Institute focuses on teachers across the region.  She added that the teachers that participated in the Summer Institute stayed in the lodges at the Cove Ridge Center and participated in the program from 8am to 9pm for the entire duration of the course.

 

Discussion Items

Kane Gap Trail Maintenance

There was much discussion on the matter of organizing a group to do some maintenance and marking on the Kane Gap Trail.  It was decided that there would be another meeting to discuss the matter further on Tuesday, November 13th at 6:30.

 

Dr. Larry Fleenor made a motion that a Kane Gap Trail Committee be established.  Sally Kelly seconded the motion and it was approved unanimously.

 

Activities along the Trail

Joan announced that Home Crafts Days was taking place that coming weekend, October 19, 20, and 21. The Park will have an information tent which they have offered to share with the DBWTA.

 

Autumn Harvest Festival

Joan reminded everyone that the Fall Festival was scheduled to take place the following week, Saturday, October 27 from 10 a.m. to 5 p.m.

 

Old Business:

There was no old business.

 

New Business:

There was some discussion about ways that might attract people and get them involved with the Association.

 

Announcements:

There were no announcements.

 

Adjournment:

John Stafford made the motion to adjourn. Sally Kelly seconded that motion and it was approved unanimously.

Board Meeting Minutes – June 15, 2012

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Daniel Boone Wilderness Trail Association

Board of Directors Meeting Minutes

June 15, 2012

 The meeting of the Daniel Boone Wilderness Trail Association was held at the Cove Ridge Center on April 20, 2012 at 12 pm.  Present at the meeting were Jim Addington, Robert Chapman, Gretchen Cope, Megan France, Joe Fuller, Sally Kelly, John Mullen, Joan Short, John Stafford

 

Introductions:

Craig Seaver introduced new park manager Robert Chapman.

 

Approval of Minutes:

John Mullen moved that the minutes from the April 20th meeting be approved as written.  John Stafford seconded the motion and it was approved unanimously.

 

Treasurer’s Report:

Joe Fuller delivered the Treasurer’s Report and Summary of 2012 Siege Expenses.  A full copy of the report is filed in the Secretary’s archive.

 

Sally Kelly moved that the financials be approved as reported.  John Stafford seconded the motion and it was approved unanimously.

 

Review of Action Taken at May Association Meeting

NEA Grant Funds

The Board decided to wait until after the NEA through Roadside Theater grant check was actually received to decide in which account the funds would be placed.

 

Park Report

Robert Chapman reported that the park was experiencing increased attendance and revenue and that the same was happening all across the Virginia State Park System.

 

Report on Siege

General Overview

Joan reported that attendance during the morning and the evening was good, but that it was a little slow during the day due to the heat and the numerous graduation ceremonies that were held on Saturday.  She pointed out that over 100 were in attendance at the campfire and there were 32 in attendance at the Sunday Morning Church Service (not including re-enactors).

 

Reports were distributed that listed some of the areas that visitors came from as well as a list of re-enactors.

 

Blacksmith Shop Dedication

Joan announced that the new blacksmith, Mark Ramsey, not only teaches blacksmithing but is also a re-enactor in four different historical periods.  She also informed the board that his wife Suzanne Adams Ramsey can spin, weave, and make pottery.  Joshua Wilson was given the first nail that Mark made in the blacksmith shop in gratitude for raising the money to construct the shop.

 

Joan also announced that the Auction was very successful.

 

 

 

Consider new date for next year?

The Board decided to consider changing the date of the Siege to the 3rd weekend in April.  The consensus was that if the date was changed the Association wouldn’t need to worry about competing with the event at Southwest Virginia Museum or battling the extreme heat that sometimes comes with late May.  The 3rd weekend in April was mentioned because it doesn’t interfere with any events held at either Sycamore Shoals State Park or Wilderness Road State Park.  Another option mentioned was partnering with FunFest as an attempt to boost attendance. The only concern was that the heat still would not be avoided by that option.

 

Summer Wilderness Trail Institute

Megan France explained that since there had been so much success with the 12 week course offered through Mountain Empire she and Joan had been asked to provide a condensed 1 week Summer Course which still offered 3 hrs of college credit.  She went on to say that they were able to put such a course together and that it would take place the week of June 18, 2012.

 

Joan and Megan explained that Mountain Empire provided the funding for Randall Jones as well as some printed materials.

 

Old Business:

New driving brochures

Some of the new driving brochures were distributed to those in attendance and Joan informed everyone that there were 25,000 brochures in the storage area at the Blacksmith Shop.

 

Sally Kelly reminded the Board that locations at which to distribute the brochures had yet to be decided.  Joe Fuller suggested that some be placed at the Scott County Chamber of Commerce.

 

New Business:

Re-order for “The Blockhouse on the Holston”

Sally moved to order 60 of The Blockhouse on the Holston books, which would cost $384. John Mullen seconded the motion and it was approved unanimously.

 

Fly for Blacksmith Shop

Joe Fuller moved that a fly similar to the over the cooking area and the one at the side of the Blockhouse be purchased for the Blacksmith Shop. Sally Kelly seconded the motion and it was approved unanimously.

 

Dale Taylor had informed the Board that he could find the material as well as find someone that was able to sew the material. John Stafford added that he could arrange for the grommets to be put in the material.

 

Announcements:

There were no announcements.

 

Adjournment:

John Stafford made the motion to adjourn. Sally Kelly seconded that motion and it was approved unanimously.

Board Meeting Minutes – Apri 20, 2012

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Daniel Boone Wilderness Trail Association

Board of Directors Meeting Minutes

April 20, 2012

The meeting of the Daniel Boone Wilderness Trail Association was held at the Cove Ridge Center on April 20, 2012 at 12 pm.  Present at the meeting were Jim Addington, Gretchen Cope, Robert Chapman, Larry Fleenor, Erwin Forrest, Megan France, Joe Fuller, Sally Kelly, Bob McConnell, Joy Nihil, Craig Seaver, Joan Short, John Stafford, James Stallard, and Dale Taylor.

 

Introductions:

Craig Seaver introduced new park manager Robert Chapman.

 

Approval of Minutes:

Bob McConnell moved that the minutes from the February 17th meeting be approved as written.  Joy Nihil seconded the motion and it was approved unanimously.

 

Treasurer’s Report:

Joe Fuller delivered the Treasurer’s Report.  A full copy of the report is filed in the Secretary’s archive.

 

Larry Fleenor moved that the financials be approved as reported.  Erwin Forrest seconded the motion and it was approved unanimously.

 

Opening of Blockhouse Season:

Volunteers

Dale Taylor reported that May 5th was the first day that the Blockhouse would be open and that October 28th was the last.  He added that there were 55 days that the Blockhouse would be open and that 11 of those days still needed volunteers.  Mr. Taylor also stated that he would email the schedule out to the Association members periodically so that they may volunteer or change the schedule if necessary.

 

It was decided that it would be left up to each volunteer as to whether or not they wanted to stay from 2 to 5.  Megan France stated that she would add the scheduled hours and dates of operation of the Blockhouse to the events schedule.

 

Mid-week Openings

Joan Short announced that Anne Sturgillis interested in volunteering to staff the Blockhouse for a couple days during the week.

 

Park Report

New Walkway to Blockhouse

Megan France reported that Alternative Spring Break Students installed landscaping pavers in place of the concrete sidewalk at the Blockhouse.  Most of the pavers had been installed, however a few still needed to be put in place.

 

Wilderness Trail Institute

Plans for Summer Institute

Megan announced that at that time there was one individual from Giles County interested in participating in the Wilderness Trail Institute.  She also stated that she would be working hard to get more involvement.

 

Siege

Overview of Plans

Megan stated that she had met with Pam Eddy and Jean Hood and that they had done a lot of work toward the meal plan. Pam and Jean along with Pam’s Good Wives Group would be feeding the entire camp this year.  Joan also added that the park was doing the concessions.

 

Dale Taylor announced that he could arrange for 6 or 7 packs of ½ liter bottles of water to be donated for concession.

 

Jim Stallard announced that he had contacted the Watauga Valley Fife and Drum and that they would be back to perform at this year’s Siege.

 

Blacksmith Shop/Josh Wilson Recognition

Joan announced that the recognition would probably take place on the morning of Saturday, May 26 but that the Event’s Committee would make a definite decision during their meeting on April 23.

 

Dale Taylor suggested that Gary Williams be recognized for donating the logs.

 

Auction Items

Joan announced that there would be an Auction and that period-appropriate items were needed.

 

Sponsorships

Joan stated that she was planning to send letters to the members asking them to check on any sponsorships that might be available to help with the Siege in any way.

 

Old Business:

There was no old Business.

 

New Business:

Website Update

Joan announced that the website was slowly improving, but that there were still several issues that needed to be corrected.

 

Announcements:

Jim Stallard announced that a Genealogy Jamboree was to take place on June 7-9 in Cumberland Gap.

 

Joan stated that there was interest from the Scott County Historical Society to have a Genealogy Workshop during the Siege.

 

She also announced that there were 77 acres of land for sale in the KaneGap area for $80,000.  Bob McConnell and Larry Fleenor explained the significance of this land and the surrounding land and the idea of preserving it.

 

Joe Fuller announced that letters had been received both from Netherland Inn and Hal Spoden’s son in regards to the donation that was given to Netherland Inn in honor of Hal Spoden.  Both letters are filed in the Secretary’s archive.

 

Adjournment:

Bob McConnell made the motion to adjourn. Sally Kelly seconded that motion and it was approved unanimously.

Board Meeting Minutes – Feb. 17, 2012

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Friday, February 17, 2012

DBWTA BOD meeting

Cove Ridge Center

 

Present: Bob McConnell, Dr. Larry Fleenor, Joe Fuller, Craig Seaver, Erwin Forrest, Megan France, John Stafford, Sally Kelly

 

The meeting was called to order at 12:10 by Bob McConnell, acting for Joan Short.

Bob announced that Ron Short has had heart surgery.  An agenda was provided by Megan

The minutes of the December BOD meeting were approved as posted on the web site on a motion by Dr. Fleenor, seconded by John Stafford.

Joe Fuller, Treasurer, made a report of financial activity from January 1 – February 15.  The current balance in all accounts is $33,833.24.  Income for the period was $2,096.28, and expenses were $1,147.70.  The full report is in the minute book.  The report was approved on a motion by John Stafford, seconded by Dr. Fleenor.  The expenses were approved on a motion by Sally Kelly, seconded by John Stafford.

 

No Old Business

 

New Business

Driving Brochure:  Sally is working to get the document ready to bring to the printer.  Dr Fleenor and Bob McConnell have provided suggestions for changes to the text and pictures.  Bob suggested the addition of GPS coordinates for each stop.  Dr. Fleenor stated that the route is currently hard to follow because road names have changed in Lee County for 911.  Sally will get together with Mary Erwin and drive the route with a GPS and make note of difficulties with following the route.  John Stafford suggested that we check with VDOT to see if any other changes are expected.  Joe will contact a Mr Christian, VDOT liaison for Scott County, about this.  According to Bob we have extra signs, but it may be difficult to get VDOT to erect them.

Summer Wilderness Trail Institute

Megan announced that the current session doing very well with 12-15 students.  She has been asked by SueElla Boatwright if there could be a week long intense session in summer.  Megan and Joan have created such a session for  this summer, June 17 – 23.  It will be open to teachers from Roanoke west.  They plan to have up to 12 teachers for the initial course.  Tuition to MECC is $366 for participants.  She would like to ask DBWTA for $300 to fund continental breakfasts and a closing 18th century dinner for the participants.  Joe Fuller made such a motion, it was seconded by John Stafford and approved.

Secretarial support:  Bob reported that management at NTSP has been approached to ask if Gretchen Cope could provide secretarial services for the DBWTA. She would come off the NTSP clock and work for us for a stipend during our meetings.  A simple contract for this work would be drafted.  We would pay the same hourly rate offered by the NTSP (about $12 per hour). She will submit her time sheet to Joe at each BOD meeting for payment.  The little amount paid will not require tax withholding.  John Stafford so moved, the motion was seconded by Sally Kelly and approved.  Sally will train Ms Cope at the March DBWTA meeting and turn over secretarial archives.

Bob announced that the VTC westward migration route was  approved last year by the Virginia legislature as The Wilderness Road, Virginia’s Westward Migration Route. VTC has a grant to erect interpretive panels in each of county/city partners in the project, asses inventory and print a tour guide.  Some work is underway in Tennessee to get its portion of the Wilderness Road corridor a similar designation.  Getting National Historic Trail status for the route requires that each state so designate it first.  TDOT has not been very receptive

The Scott EDA received word that the project at Duffiel, Daniel Boone Wilderness Road Interprtive Center, is to be opened up for bids again shortly.

Craig announced that he is no longer manager at NTSP.  He is now Operations Manager for all Virginia state parks.  He thanked the DBWTA BOD members for the model partnership that was created here; and the BOD thanked Craig for his inestimable contributions over the years. Craig and his family will continue to live in Scott County

 

 

The meeting was adjourned at 12:55

 

Respectfully submitted,

Sally Kelly,

Secretary

 

 

 

Board Meeting Minutes – Oct. 15, 2010

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Daniel Boone Wilderness Trail Association – Board of Directors Meeting

October 15, 2010, Cove Ridge Center

Present: Mary Erwin, Dale Taylor, Bob McConnell, Dr Larry Fleenor, Joe Fuller, Lisa McConnell, Joy Nihil, Sally Kelly,Joan Short, Jean Brown, Barbara Reed, Craig Seaver

The meeting was called to order at 12:10 by President Joy Nihil. Joy thanked Craig Seaver of the Park and Jean Brown and Barbara Reed of the Furnishings Committee for their presence.

Secretary Sally Kelly asked if there were any additions or corrections to the minutes of the August BOD meeting as posted on the web site. There were no corrections or additions. Mary Erwin made a motion to acceptthe minutes as posted, it was seconded by Dr Larry Fleenor and approved.

Treasurer Joe Fuller presented a report covering the period August 16 – October 15, 2010. He reported a beginning balance in operations of $9,448.80, income for the period of $704.48, and expenses of $422.26. The total amount in all accounts and cash on hand is $32,306.07. The complete detailed treasurer’s report is available in the minute book. The Treasurer’s report was acceptedon a motion by Mary Erwin and a second by Dale Taylor. The expenses for the period were approved on a motion by Sally Kelly and a second by Lisa McConnell. Treasurer Fuller then presented bills just received in the amount of $418.56. He made a motion to approve these further expenses, the motion was seconded by Mary Erwin and approved. A motion was made by Bob McConnell and approved to close the Gift Shop/Credit card account and transfer those funds to the operations account.

Committee reports for the period were distributed by President Nihil. She pointed out that the Furnishings Committee is asking the Board: 1) for direction on how the Blockhouse is to be used to help determine the appropriateness of existing implements and furnishings and guide them in future acquisitions; and 2) to identify the role and function of this committee going forward. President Nihil summarized the Committee’s past role and spoke of how the use of the Blockhouse has evolved over time since the committee was formed seven years ago. Committee member Kay Addington asked specifically for the Board to say if the Blockhouse is to be for viewing or as a working classroom. Committee member Barbara Reed also reviewed the past actions of the Committee and how it has made decisions regarding acquisitions. Committee member Jean Brown shared information regarding activities at the Blockhouse that may not be within the guidelines established by the Park and the Association for its use. Craig Seaver shared a document from 2006 that established some guidelines. He spoke of the very good work of the Furnishings Committee in acquiring furniture and the hard decisions that must be made concerning the Blockhouse’s use. He made the point that at one end of the spectrum of possibilities, the Blockhouse could be viewed only through the locked gate ;and at the other end, we could allow the public to have complete interaction with all objects there. Dr Fleenor made a motion that the purpose of the Blockhouse be defined as a hands-on living history teaching facility, that visitors be adequately supervised, and that the Furnishings Committee make decisions regarding what items fit that purpose and which should be removed. The motion was seconded by Joan Short. There followed some discussion regarding supervision of visitors and appropriateness of furnishing items. The motion was voted on and approved. The Furnishings Committee asked for some further guidance regarding how the Blockhouse will be used. Craig suggested that use guidelines be developed to guide interpreters and re-enactors. Jean Brown also asked that more members who are active as interpreters be appointed to the Furnishings Committee. Craig stated that we may look forward to having another secure building by next Spring or that the Blacksmith facility may accomodate items that are too big for the Blockhouse. All interpreters will be encouraged to make more use of the surrounding area to relieve some of the demand on the space inside the Blockhouse. A question was raised as to whether this issue should be brought before the Association. It was emphasized that the new role of the BOD for taking on the business of the Association requires only a report of its actions at Association meetings. Only expenditures over $500 need be acted upon by the Association as a whole. The other committee reports are attached below.

Old Business

President Nihil informed the BOD of updates to the web site. Only committee information still needs attention. No one has volunteered to take on the direction of the geocaching project, so that will be tabled. The Hobbs family has been informed that the Association will not be able at this time to accept their offer of the donation of a cabin.

New Business

President Nihil had hoped to ask for a review of the Association’s mission and its needs and wants over the next 2 – 3 years to examine the efficacy of having our work done by committees. In the interest of time these items are tabled until the next meeting.

A motion to adjourn was made by Joe Fuller, seconded by Bob McConnell, and approved. The meeting was adjourned at 1:40 PM

Respectfully submitted, Sally Kelly, Secretary

Board Meeting Minutes – Aug. 20, 2010

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August 20, 2010

Meeting of the Board of Directors of the DBWTA

Present: Bob McConnell, Joe Fuller, Dr Larry Fleenor, Joan Short, Joy Nihil, Sally Kelly, John Mullen, Benny Reed

The meeting was called to order by President Nihil at 12:10. There were no additions to the agenda. Bob McConnell made a motion that the minutes, as posted on the web site, be approved, the motion was seconded by Benny Reed and approved.

Treasurer Joe Fuller gave a full treasurer’s report. The expenses for the period were $260.80, the ending balance in checking was $9,448.80, and the ending balance in all accounts and cash on hand was $32,241.00. The complete treasurer’s report is in the minute book. A motion was made by Joan Short to accept the treasurer’s report as read, seconded by Dr. Fleenor and approved. John Mullen made a motion to accept the expenses report, it was seconded by Benny Reed and approved.

Old Business

President Nihil reported that the Association has received the money connected with turning over the operation of the Interpretive Center shop to the Park. The Center is open Friday through Sunday from 10 AM until 6 PM and will continue to be so through the rest of our season. Jean Brown is working to have an interpreter in the Center whenever there is one in the Blockhouse.

The dues restructuring suggested by the BOD was approved at the DBWTA July meeting. The new levels of membership will be posted on the web site.

Joy met recently, along with volunteer Dr Joe Brown, with web site manager Jared Bentley. They learned that we are able to post the meeting minutes directly to the site. Joy and Sally Kelly will continue to work with Jared to get the site into its most effective state.

A summary of the Committee reports was distributed and discussed. The Infrastructure Committee reminded of the need for funding for additional interpretive panels. The Board instructed that a grant application be submitted to the Tobacco Commission during the next appropriate grant cycle. Only the Events Committee required an action by the Board. It needs funds to finance a raffle for the Doug Hall donated print (up to $300). Tickets are to be sold at various events and venues during the coming months and the drawing for the winner will occur during the 2011 Siege at the Blockhouse. To advertise, promote and supply Harvest Celebration the Committee needs up to $500. Bob McConnell made a motion to that effect, it was seconded by John Mullen and approved. The summary of the Committee reports is posted on the web site.

New Business

A Hobbs family at Stickleyville has an old cabin that it has offered to donate to the Association. President Nihil visited the cabin with Rex McCarty and reported their findings. After considerable discussion, it was decided that the date of the cabin (1880s) is a different era than the Blockhouse site. At some future date, the Association my develop an interpretive area for the Fincastle Turnpike era of our history. The cabin would be appropriate for that. The Hobbs family will be thanked and encouraged to pursue other opportunities for the cabin if they desire. However if the cabin is still available when and if the Fincastle area comes to pass, the donation to the Association is still a possibility. Such a project may meet the requirements for a Preserve America grant. There is already a Bill before the Virginia Legislature to make the Fincastle Turnpike a Scenic Byway. President Nihil will relate to the Hobbs family the interest for a future project by the Association .

President Nihil reported on her efforts to determine the status of the Geocaching project commenced by the Association some time ago. There is still interest by Dennis Mott, geocacher, in working on such an effort. After some discussion, it was decided that the success of such an effort requires an interested person from the Association to spearhead it and keep it on track. The membership will be asked at the next meeting if there is such an interested individual who would like to volunteer. If there is not, the project will be dropped.

President Nihil reported on the Finance Committee’s suggested new purchasing plan Discussion suggested that a change in purchasing procedures is not needed at this time.

A motion was made by Bob McConnell that the Board ask the Media Committee to focus, at this time of limited funding, on revising and reprinting our current promotional materials, including the driving brochure and the driving guide; and to produce an informational brochure about the Blockhouse. The motion was seconded by Sally Kelly and approved.

Joan Short provided a draft of a new Membership brochure. That committee will meet on Wednesday, August 25 at 1:30.

President Nihil adjourned the meeting at 1:45 PM

Respectfully submitted, Sally Kelly, Secretary

Board Meeting Minutes – June 18, 2010

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DBWTA Board of Directors Meeting


Cove Ridge Center

June 18, 2010



Present:   Benny Reed, Dale Taylor, John Stafford, Bob McConnell, Wanda McConnell, Margaret Crouch, Dr. Larry Fleenor, Joe Fuller, Joan,Short, Joy Nihil, Sally Kelly

The meeting was called to order at 12:06 by President Nihil.

Secretary Sally Kelly reported that the minutes had been sent in summary form to the Board members with the meeting notice.  There were no additions or corrections.
Bob McConnell made a motion to accept the minutes as read, the motion was seconded by John Stafford and approved.

Treasurer Joe Fuller gave his report for the period May 16-June 15, 2010.  There is a balance in all accounts + cash of $25,022.71.  Total income was $969.90 with total expenses of $1905.70.  Final balance in all accounts:  Operations checking $2376.35, IC checking $20,011.01, Gift shop/credit card acct. $2418.78 & Share acct. $143.47.  The complete treasurer’s report is available in the minute book of the Association.  Dale Taylor made motion to accept the report, the motion was seconded by Joan Short and approved.  Motion was made to approve the expenses by Benny Reed, seconded by  Bob McConnell and approved. Treasurer Joe Fuller also presented a summary report of expenses for Siege at the Blockhouse: $2463.35 paid out,  income of $461.28, a loss of $1822.07.

Old Business

:

Wanda’s Gift Shop Oversight Committee provided an Inventory of its stock. Bob McConnell made a motion that the Board approve the following: Approve the inventory after removing a few selected items, sell the inventory to Natural Tunnel State Park for $6310.27, return the credit card machine, sell the cash register & safe  and amend the Memorandum of Understanding with NTSP. Discussion followed concerning the fact that the safe and cash register were purchased with grant money.  Bob recommended that we donate the cash register to a nonprofit, since it was paid for by a grant.  He recommends  that the Association keep the safe. McConnell mentioned that prints in our inventory have previously been awarded on the web site for Frontier Kids.  He suggests we no longer offer the prize. The motion was amended to contain those stipulations by Sally Kelly, seconded by Dale Taylor and approved.
President Nihil announced that Wanda is willing to stay on the Interpretive Center Oversight Committee.  She has asked Jean Brown if she would coordinate volunteers to be at the Interpretive Center in addition to the Block House.

New Business:   Bob McConnell reported that there is an effort underway to get additional early trails in SW Virginia designated as Scenic Byways by the state. For this purpose, he offers that we consider  the portion of the DBWT Driving tour  from the state line to Cumberland Gap.   That trail is already designated a Virginia Byway. Bob recommends that we suggest that the existing VA Byway originate at Moccasin Gap. He asked if the Association  wants VA to place their Byway signs on Rt 58 or along the historic trail as marked in our driving tour.  After some further discussion, Bob made the motion that our Association recommend to Erica Jeter of VA Scenic Byways that the point of origin for the D B Scenic Byway be at Moccasin Gap and that it follow the trail  marked by the Daniel Boone Wilderness Trail Association,   Also recommend that VDOT designate 58 from Bristol to Moccasin Gap as part of its existing scenic Byway, Virginia’s Westward Migration Route.  In doing this we are not changing our endorsement of the fact that the actual historic Wilderness Road comes through Tennessee via Reedy Creek, Bloomingdale Pike, and Lucy Road.  The motion was seconded by Dr Larry Fleenor and approved.
President Nihil presented a summary of Committee Reports to the Board.  Only one, the Infrastructure Committee, called for Board action.  The complete committee reports are in the Association minute book.  Bob McConnell stated that the Infrastructure Committee has identified 4 potential locations for more interpretive panels.  One is before Moccasin Gap, another at Duffield (Little Flat Lick), one at the to-be-constructed Daniel Boone Interpretive Center (Kane Gap), and, fourth, one in Lee County near White
Rocks (not yet pursued with Lee County).  Bob made motion that  we pursue a Tobacco Commission grant request for three panels. (Bob has asked Kurlock for an estimate of the cost).  The motion was seconded by Benny Reed and approved.
There followed some discussion regarding purchasing land in Kane Gap, another Infrastructure project. Bob stated we are not eligble to apply for a Transportation Enhancement Grant until all money from a previous grant is spent on The Daniel Boone Interpretive Center. In maybe three years, we could pursue another grant for the purchase of land.
There was considerable discussion regarding what direction to take with our web site. We pay $100 per month for site maintenance. Joy suggested that we bring the issue
to the next Association meeting to see if there is a volunteer interested in doing the web site’s management. Joy will work with Jared Bentley and will ask at the next Association meeting regarding a volunteer
Finance: Joy provided a handout of recent financial trends of the Association that indicate a decline in funds over a period of years.. Bob explained how we got the cash we do have. 55Kwas gotten from a Lee County grant to provide for installation of our driving tour signage. Basically the 25K currently in our account is what was left over at the completion of the project. All other projects have been funded with various grants. This demonstrates that we have actually been functioning at the same level of solvency over the years.  Discussion continued regarding dues for membership.  Sally made a motion that we ask the association at the next meeting to raise the basic dues to $25.  It was seconded by Benny Reed.  Further discussion agreed that the $30 level be removed and that the other levels of membership remain the same.  Bob amended the motion to add a student membership level at $10. Joe seconded it.  The motion was approved. 
President Nihil suggests the creation of a budget and a purchasing procedure at
some later date.  She asked the Finance Committee to look at the issue.
Joe announced Marcia Holland graduated at the top of her law enforcement class, becoming the first woman to do so.
President Nihil adjourned the meeting at 1:55

Respectfully submitted, Sally Kelly, Secretary

Board Meeting Minutes – March 26, 2010

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DBWTA Board of Directors
March 26, 2010
Cove Ridge Center

Present: President Joy Nihil, Bob McConnell, Benny Reed, Lisa McConnell, Dr Larry Fleenor, John Mullin, Sally Kelly, John Stafford

The meeting was called to order at 12:10 by President Joy Nihil. She expressed thanks to the members of the Board for meeting two Fridays in a row; and explained that one of By-law changes was for the Board to begin to conduct much of business of the Association. The primary purpose of this meeting is to determine how to do that. Nihil expressed that there is a wish to have some Association meetings that will be program meetings. One possibility is of alternating Association business meetings and Association program meetings. We might consider having the major committees report directly to the Board; and whether to do that by the chairs attending the Board meetings or by submitting a report. It was suggested that minutes of these Board meetings will go to the membership, along with the minutes of the Association meetings. Discussion ensued regarding how often should the Board meet? One suggestion was for even months for the Board and odd, as it is now, for the Association. Joy pointed out that most Board members responded that they would be able to make this meeting. There was some discussion regarding the Association’s efforts to have some evening meetings; and the fact that noon actually seems to be best for most people. It is also important to consider if the Committees are doing most of the work of the Association. It was agreed to do the even/odd plan and see how it goes. Most members expressed a feeling that the role for the Board will gradually evolve; and that it is important to get meetings on the calendar so that members can plan. At some point it may become possible for the Board to do its work by email. Our by-laws provide for that. It was agreed that a meeting will be better if an issue involves a lot of discussion. Sally made a motion that this Board will meet in even months on the third Friday; and the Association will meet in the odd ones. It was seconded by LIsa McConnell and approved. The secretary, Sally, was asked to send both sets of minutes to the membership. Committee Chairs will be asked to write up a report and forward it electronically to the secretary prior to the Board meeting. Those minutes are to be included with the minutes sent to the membership prior to Association meetings. During Association meetings, committee chairs could give a brief overview. Perhaps it will be prudent to give committee chairs a deadline to get their minutes to the Secretary. We can also better control the length of meetings by asking the membership to read the minutes and form questions ahead of time.
It was suggested that if we have programs, there must be criteria for that. Providing a time frame, and asking that the nature of the program be consistent with mission of the Association would be important. Programs need to be historically documented. Dr Fleenor stated that most programs could be about 30 minutes with 15 minutes for questions.
It was suggested to take to the membership a change of meeting format where the detailed treasurer’s report would go to the Board. And in the minutes to the membership. A summary report would be given at Association meetings. There was some discussion regarding US mail of minutes. Getting it there costs more than membership dues bring in. As only four members get the minutes and meeting notices by US mail, it was agreed to continue with that.
Bob believes our financial approach needs restructuring. We started with little inventory of material. Then we added the Driving Tour, prints, medallions, books, and clothing. No careful inventory of these materials was kept. All goods at the Interpretive Center are carefully inventoried. The Association is gradually moving all inventory to the Interpretive Center. We have three ways of selling goods in addition to the Interpretive Center: Internet (The Kingsport Times News processes, sends notice and address to Bob and he packages and ships.); Bob sells items (Folks call him, he gets checks to Joe who has the receipt book.); We have orders from Eastern National via Cumberland Gap Park orders (These go to Joe, Bob ships, invoice goes to EN, they send Joe a check.) At the Interpretive Center, we take cash, check, and credit card. There are three different bank accounts. The Association needed to have a credit card as most inventory must be ordered that way; and that is why the Interpretive Center has a separate account. Now we have our CDs, thanks to Ron Short, and we want to market that in a professional way. Our approach is convoluted. Bob and Wanda are working on an accurate inventory. The Association requires an annual physical inventory. Joe is also concerned about counting from several directions. With most nonprofits, all money goes into one account, all dispersals are from one account. Bob suggests that the Board should meet with Joe, Wanda, and Short for the purpose of reassessing our financial works.. Lisa says this type of account is called a Trust Fund Account. There was discussion regarding whether such a meeting requires the full Board, or just the Finance Committee. It was decided that the Committee will meet and report to Board. Our present Finance Committee includes Joe and Margaret. It needs to also include another Board member in addition to Joe. They can create a logical financial set up that can be easily followed by future officers. Such a finance committee will be asked to meet.

Planning

Nihil suggested that we revisit our Strategic Plan to look at progress. Our organization needs to know in advance any needs for funding, especially concerning applications for grants.
Discussion made clear a number of ideas. Our Association should be eligible to apply for a Transportation Enhancement grant in 2013, so the Kane Gap Trail project can become a priority, especially as Joe Brown now owns the Yoakley property in the gap. A geocaching project is still an excellent idea so it will be left on the list. Resources for that are needed. Renovation of the monument at the Anderson Blockhouse site is still viable. It was pointed out that visitors to the Wilderness Road Blockhouse and the Interpretive Center often express interest in visiting that site. Scott County owns that property, it was deeded to Clerk of the Court. The site needs work, though, as there is no place to park. We could perhaps install an interpretive panel. We decided to leave it on the list, in spite of problems associated with the project. After some discussion, it was decided to combine the projects regarding interpretive panels along the Wilderness Road. A Transportation grant could be applied for without specifying the sites. The earliest we could do that is 2011, as the annual deadline is April 1. No decision was made regarding print marketing. Discussion revolved around the possibilities of a new brochure, a revised driving tour, and, perhaps. a business card.
It was suggested that we need to have a membership committee to pursue more members to get our large work load of projects accomplished. Perhaps Joan Short would be willing to head that. Joy will continue to look at the committees and will contact the chairs to ask if they will continue in that position. Bob will send Joy the prioritized file of the strategic plan so that it can be undated with new priorities. He will present a power point presentation concerning these projects. At the next Association meeting.

The meeting was adjourned at 2:02 PM

Respectfully submitted, Sally Kelly Secretary