POTOMAC APPALACHIAN TRAIL CLUB 118 PARK STREET, SE VIENNA, VA COUNCIL MINUTES Tuesday, 9 September :00 PM

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1 POTOMAC APPALACHIAN TRAIL CLUB 118 PARK STREET, SE VIENNA, VA COUNCIL MINUTES Tuesday, 9 September :00 PM The Potomac Appalachian Trail Club s (PATC) regularly scheduled Council Meeting was called to order at 7:00 PM on 9 September 2014, at the Club Headquarters building by President John Hedrick. Attendance: Club Officers: Lee Sheaffer, Vice President-Operations; Jon Rindt, Supervisor of Trails; Ric Franke, Supervisor of Trails; Alan Day, Supervisor of Communications; Rick Canter (phone), Supervisor of Membership; Rush Williamson, Supervisor of Activities; Janis Stone, Supervisor of Marketing; Joe Lombardo, Treasurer; Tom Avey, Secretary; Edna Baden, Staff Director Committee Chairs: Pete Brown (phone), ATC Mid-Atlantic Regional Partnership; Phil Paschal, Trail Land Acquisition; Chris Firme, Hikes/Ridge Runners; Brian Goudreau, Maps; Susan Nelson, Grants and Donations; Emeline Otey (phone), Publications; Chris Firme, Trail Patrol; Tom Johnson, Archivist Chapter Representatives: Bob Wise (phone), North Chapter Section Representatives: Steve Weiss, SMRG Other Attendees: Jayne Mayne, 2015 Biennial Hikes Chair I. Members Comments to Council: There were no members that expressed an interest to address Council. II. General Management A. President s Remarks (Lee Sheaffer acting in John Hedrick s absence) - Lee presented a Motion to Council (attached) to restore the voting rights to the Club Archivist. The position had a vote in the 1990s, but it was withdrawn because the archivist never attended Council meetings, and Council needed a quorum to vote on motions. The current archivist regularly attends Council meetings, and participates in debate on motions. There was very little discussion. MOTION: Moved, that the Council of the Potomac Appalachian Trail Club approve restoration of voting privileges to the position of archivist. (APPROVED: Unanimously) B. Staff Director s Remarks (Edna Baden) 1. Edna provided the guest list for the Annual Meeting and Awards Banquet to Council for a final review. 2. Anne Corwith is the new Cabin s Coordinator. C. Secretary s Report (Tom Avey) 1. The August Council meeting minutes were unanimously approved as written by vote 1

2 of Council. 2. Walter Reed Hospital has been slow to respond to John Corwith regarding a Wounded Warrior hike in October or November. At this late date, an October date is unlikely. Walter Reed also will no provide transportation for those in wheelchairs so that is an additional logistical challenge to overcome D. Treasurer s Report (Joe Lombardo) 1. The budget report was distributed and was up-to-date as of July. Expect to have an update Budget consolidation by the 24 th for the Budget package distribution along with guidance and historical information. 2. Joe moved to distribute the monthly Budget to Council electronically vice in paper form at Council meetings to provide the budget to Council in a more timely manner and to conserve paper. (APPROVED: Unanimously) III. Trails and Lands A. Vice President for Operations (Lee Sheaffer) Nothing significant to report. B. Supervisor of Trails (Jon Rindt) 1. Have scheduled two crew work trips to the North District and Central District. 2. The Club has entered into a partnership agreement with the Forest Service to repair the Lions Tail Trail. The trail was built in 1999 by the Lions Club to be accessible by sight-impaired hikers. A grant has been awarded by Page County to update the trail. PATC has two years to complete the work which is mostly fixing erosion. The Forest Service will provide equipment for rolling crushed stone. C. Supervisor of Lands (Ric Francke) 1. Moving toward settlement on the Kleymeyer property. Based on the appraisal, the club will be receiving 6 conservation credits vice three. A motion was made to apply $1000 from the endowment to attorney s fees for preparing the deeds. (APPROVED: Unanimously) 2. On the Horwitz property, a boundary agreement will have to be recorded before final settlement. D. Supervisor of Facilities (Henry Horn representing Mel Merritt) 1. Shelters (Henry Horn) a. The Whiskey Hollow shelter is under construction at Dicks Dome. b. Working with the contractor on the Garvey Shelter. 2. Cabin Operations Nothing significant to report E. Mid-Atlantic Regional Partnership (MA-RPC) (Pete Brown) Nothing significant to report. IV. Membership, Volunteerism, Training and Communications A. Vice President of Volunteerism (Dick Hostelley) Nothing significant to report. B. Supervisor of Communications (Alan Day) 2

3 1. Request was made for special recognition for those that worked on the Kennedy Peak project. It was suggested that a Record of Achievement be written up as an After- Action report to capture Lessons Learned. 2. Wolf Trap is sponsoring a campout for first time campers on the September. Hikes will be scheduled and the Park Service will be providing tents. C. Supervisor of Membership (Rick Canter) Nothing significant to report. D. Supervisor of Marketing (Janis Stone) 1. Currently the Club is running low on badges 2. Map 11 is at the printer. Maps 9 and 11 will be the last print jobs this year. There should not be any other immediate needs until spring. 3. Edna asked about the success of the map app. Brian stated that the Club has received more revenue than expected. With the update to Map 9, the Club is ready to update the map app so it will be ready for the Biennial next year. The Club will be receiving some new capabilities without any additional cost. 4. Lee mentioned that the Club should speak with International Mapping (map app developer) regarding them having a vendor booth at the Biennial. E. Supervisor of Activities (Rush Williamson) 1. The following events were supported: a. WO&D 10K race on 2 August b. Shenandoah Wilderness Week/Weekend on 30 August 6 September c. Frederick on 13 September 2. Frederick County Schools has a successful pilot outreach program for year olds. Working on teaching skills such as trail maintenance, equipment safety and trail work 3. Rush displayed several shirts that are being proposed for PATC-logo polos. V. Other Items A. Publications (Emeline Otey) Nothing significant to report. B. Trail Land Acquisition (Phil Paschall) Nothing significant to report. C. Conservation (Russell Riggs) Nothing significant to report. D. North Chapter (Bob Wise) Currently very concerned with invasive species. Speaking with PA, MD and ATC to investigate what the Club can do. E. Land Management (Bill Downes) Nothing significant to report. F. MD AT Management (Rick Canter) 1. The new Park Manager at South Mountain Recreation Area is Mary Ironsides. 2. The petition for hunting area from Crampton Gap Park to Weverton will be decided shortly by DNR. 3. Currently working issues with moving the Devils Race Course shelter. 3

4 G. SMRG (Steve Weiss) 1. Since June's Council Meeting, SMRG has had 12 callouts, nine of which resulted in live finds and only one remained unresolved. a. Two of these searches were very high profile: a search in Lancaster Co (Northern Neck) for a woman missing after leaving a tiki bar on the water there, and support for the major search for the pilot of the F-15 that crashed in Augusta Co. b. Two searches have been in Fairfax Co, who is newly emerging as a strong partner for SAR. One of the finds in Fairfax was likely life-saving, and three members of SMRG were on the find team. 2. Working on a general regional solution to ease a way for other Virginia resources to respond to searches on the eastern panhandle of WV (Virginia SAR resources are generally closer than WV resources). 3. Hosted a constructive meeting between officials from the Virginia Department of Emergency Management and the Appalachian Search and Rescue Conference to discuss prospective deployment of resources to provide "remote support" (providing search planning from the comforts of home or office) for searches throughout the Commonwealth. 4. In August at Hemlock Overlook Park, SMRG held an Advanced Rescue training, which drew 44 people (of roughly 110 SMRG members). H. Trail Patrol/Ridge Runners/Hikes (Chris Firme) 1. Have conducted 52 hikes this year. 2. Held a Trail Patrol Hike Leader class at Blackburn.10 participants signed up 3. Ridge Runners has good coverage in MD through end of season. 4. Al Aleman has declined to take over Ridge Runners program. In search for a new lead. I. AT Corridor Management (Tom Lupp) Nothing significant to report. J. Mountaineering Section (Dave Giacomin) Nothing significant to report. K. Maps (Brian Goudreau) - Next month Brian will be working elevation profiles for the Biennial hikes exclusively. L. Grants and Donations (Susan Nelson) Provided Council a characterization nationally by donor type and field of interest. On average, individuals give 70% of donations, foundations give 15%, bequests make up 7% and corporations provide 6% of all giving across society. Only 3% of donations are for the environment and animals. PATC received $11,710, in recent campaign for the Lambert Cabin roof. M. Information Technology Committee (Lee Manning) Nothing significant to report. N. Tom Johnson Nothing significant to report. O. North Shenandoah Valley Chapter (Brian Heflin) Nothing significant to report. P. (Janis Stone) Currently working an issue of possible trail closure at Bull Run. 4

5 Q. Jayne Mayne is looking for a hike leader with some photography and history background for one of the slower hikes for the Biennial. VI. ATC hired a new boundary steward coordinator for the Mid-Atlantic. Have recruited four new volunteers for five vacancies. Adjourned: 8:26 pm Respectfully submitted by Tom Avey, Secretary, PATC 5

6 8/12/2014 MOTION TO COUNCIL SUBJECT: Approve the signing of the Old Rag Property Lease. ISSUE: Should the PATC approve the lease of 24 acres owned by PATC and known as the Old Rag property to the Shenandoah National Park for use as a parking lot for hikers and access to Old Rag Mountain. BACKGROUND INFORMATION: In 2002 PATC purchased some 24 acres in Weakley Hollow from Ms. Kestenbaum for the purpose of acquiring the land for a parking area and access trail for Old Rag Mountain. The property would then be leased to Shenandoah National Park (SNP). The club also received a $60,000 grant from the Virginia Department of Conservation and Natural Resources to reimburse PATC for part of the acquisition cost. The club received $30,000 with the remainder being provided upon completion of the parking lot. Subsequently, the Park went thru the very lengthy process of public hearings, engineering studies, and county approval with the result that the Park Superintendent is now ready to sign a lease. The lease has been reviewed by the Park and is acceptable. PURPOSE OF THE MOTION: This motion authorizes the PATC President, acting on behalf of the PATC, to sign a 99 year lease that donates to SNP the 24 acres for the purpose of constructing a public parking lot and a public hiking trail. CLUB COORDINATION: The Executive Committee has approved the lease. LEGAL CONSIDERATIONS: The Club s legal counsel has approved this transaction. FINANCIAL CONSIDERATIONS: There is no cost associated with this agreement. Upon completion of the parking lot PATC will apply to the State of Virginia for reimbursement of the additional $ RESPONSIBLE OFFICER/COMMITTEE CHAIR: The President will sign the lease. LANGUAGE OF THE MOTION: Moved that the Council of the Potomac Appalachian Trail Club approve the lease of the 24 acres to Shenandoah National Park. 6

7 8/12/2014 SUBJECT: Purchase of the Horwitz property MOTION TO COUNCIL ISSUE: Should PATC authorize the use of funds from the Endowment in order to purchase the Horwitz property. BACKGROUND INFORMATION: The Horwitz property is located in Rappahannock County, VA, bordering Shenandoah National Park and adjoining the entrance to the Mt. Marshall Trail. The tract contains 32 acres as well as a small cabin requiring very little work to put into our cabin system. Purchase of this property will help protect the park boundary from further development and will provide a new cabin for the PATC system. There is a good access road to the cabin and the property contains a small pond. The cabin is currently being rented by the owner and the cabin maintenance has not been neglected. The cabin has electricity, septic and a well. PURPOSE OF THE MOTION: To authorize PATC to purchase the Horwitz property in Rappahannock County, VA for $ Bob Goldberg will contribute $100,000 to this purchase, so PATC will need to withdraw approximately $195,000 from the Endowment to complete this transaction, including closing costs. PATC member Richard Biby has offered to contribute $10,000 to this purchase, but as his funds will not be available until next year. We will deposit these funds to the Endowment as a partial reimbursement when they are received. CLUB COORDINATION: Supervisor of Lands, Chairman of Land Acquisition. The Executive Committee has approved the purchase and forwarding the motion to Council. LEGAL CONSIDERATIONS: The Club s legal counsel has approved this transaction. FINANCIAL CONSIDERATIONS: $195,000 initially to complete the purchase, subject to a later $10,000 contribution from Richard Biby. RESPONSIBLE OFFICER/COMMITTEE CHAIR: Supervisor of Lands & Chairman of Land Acquisition - for the purchase Supervisor of Facilities for assessing the cabin and determining if any minor updates are necessary. LANGUAGE OF THE MOTION: Moved that the Council of the Potomac Appalachian Trail Club approve the withdrawal of $195,000 from the Endowment in order to complete the purchase of the Horwitz property. 7

8 8/12/2014 MOTION TO COUNCIL SUBJECT: Funding a title search for the Kleymeyer property, and of an appraisal necessary for the granting of a conservation easement on the property ISSUE: In order to move to settlement on the Kleymeyer property, PATC needs to: a) Obtain a title search to ensure clean title to the property, and b) Obtain an appraisal to set the value of the property BACKGROUND INFORMATION: Council has previously approved accepting a donation of 38 acres in Frederick County, VA from Charles Kleymeyer. In order to move to settlement PATC needs to obtain a title search in order to ensure that the seller has good title to the property. PATC s purpose in accepting this donation is to place a conservation easement on the property to the Virginia Outdoors Foundation and then sell the resulting tax credits. In order to grant such easement an appraisal is required to set a value for the property both before and after the placing of the easement. The appraisal money will not be spent unless the donation is completed. PURPOSE OF THE MOTION: To approve the withdraw of funds from the Endowment to obtain a title search and appraisal on the Kleymeyer property. CLUB COORDINATION: Supervisor of Lands, Chairman of Land Acquisition Committee, the Executive Committee has approved forwarding the motion to Council. LEGAL CONSIDERATIONS: To ensure proper title to the property being donated, and to provide an appraisal basis for a conservation easement and tax credits. FINANCIAL CONSIDERATIONS: The title search will cost approximately $500 and the appraisal will cost approximately $4,000. RESPONSIBLE OFFICER/COMMITTEE CHAIR: Supervisor of Lands, Chairman of Land Acquisition Committee LANGUAGE OF THE MOTION: Moved that the Council of the Potomac Appalachian Trail Club approve the withdraw of up to $4,500 from the Endowment for the funding of a title search and a conservation appraisal of the Kleymeyer property. 8