POTOMAC APPALACHIAN TRAIL CLUB 118 PARK STREET, SE VIENNA, VA COUNCIL MINUTES Tuesday, 12 August :00 PM

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1 POTOMAC APPALACHIAN TRAIL CLUB 118 PARK STREET, SE VIENNA, VA COUNCIL MINUTES Tuesday, 12 August :00 PM The Potomac Appalachian Trail Club s (PATC) regularly scheduled Council Meeting was called to order at 7:00 PM on 12 August 2014, at the Club Headquarters building by President John Hedrick. Attendance: Club Officers: John Hedrick, President; Lee Sheaffer, Vice President-Operations; Dick Hostelley, Vice-President-Volunteerism; Jon Rindt, Supervisor of Trails; Rick Canter, 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, ATC Mid-Atlantic Regional Partnership; Chris Brunton, Blackburn Trail Center; Rick Canter, MD AT Management; Phil Paschal, Trail Land Acquisition; Chris Firme, Hikes/Ridge Runners; Brian Goudreau, Maps; Susan Nelson, Grants and Donations; Bill Downes, Lands Management; Emeline Otey, Publications; Chris Firme, Trail Patrol; Henry Horn, Shelters Chapter Representatives: Section Representatives: Other Attendees: Jayne Mayne, 2015 Biennial Hikes Chair; Lindsey Davis; Steve O Conner Dan Ralston (via conference call) I. Members Comments to Council: There were no members that expressed an interest to address Council. II. General Management A. President s Remarks (John Hedrick) 1. John opened the Council meeting introducing special guest Lindsey Davis, Associate Program Director for the National Leaders Network. 2. John presented a Motion to Council (attached) to approve a lease of 24 acres of the Old Rag property to the Shenandoah National Park for use as a parking lot for hikers and access to Old Rag Mountain. Council members were very familiar with the Motion as this has been discussed for several years. There was very little discussion. MOTION: Moved that the Council of the Potomac Appalachian Trail Club approve the lease of the 24 acres to Shenandoah National Park. (APPROVED: Unanimously) B. Staff Director s Remarks (Edna Baden) 1. Headquarters Capital Projects a. The following projects have been complete: First floor restrooms, repair to interior water main and cast iron conduit, film on all south and west facing windows and doors, installation of mini-split heating and cooling system in 1

2 conference room and sales office, repair to scupper on back outside wall, and installation of 11 computer workstations. b. Pending projects include outside motion lights and improved lighting in front stairway. 2. Working on the guest list for the Annual Meeting and Awards Banquet. Current list was distributed to Council for review/comment/update. Council was also reminded about that the deadline for Awards nominations is 29 September. 3. The front office is currently looking at transitioning records to the cloud. C. Secretary s Report (Tom Avey) 1. The June Council meeting minutes were unanimously approved as written by vote of Council. 2. John Corwith is working with SNP and Walter Reed Hospital to setup a Wounded Warrior hike the first weekend in October or November. More information to follow in the coming weeks. D. Treasurer s Report (Joe Lombardo) 1. There was a technical glitch in publishing this month s budget. The monthly budget will be published and distributed to Council by Thursday. 2. Joe reviewed the 2015 budget formulation instructions and timeline. III. Trails and Lands A. Vice President for Operations (Lee Sheaffer) 1. The program for the 2015 Biennial is complete and will include 183 hikes, 83 excursions and a weekend full of workshops. 2. Lee stated that there is still a need for volunteers. 3. (Jayne Mayne) Brian has provided a sample for the hike leader map to be used during the Biennial. Have also pieced together a self-guided hike book for all hikes. B. Supervisor of Trails (Jon Rindt) 1. The number of north-bound thru-hikers has started to slow down. 2. Have started to notice more trash and graffiti along the trail. 3. The Forest Service is planning on relocating the Trail at Capon Springs. Work will probably take another year with environmental studies. C. Supervisor of Lands (Phil Paschal representing Ric Francke) 1. A Motion to Council (attached) was presented for the purchase of the Horwitz property for $292,000. This is a 32-acre parcel with a small cabin located in Rappahannock County, VA bordering Shenandoah National Park and adjoining the entrance to the Mt. Marshall Trail. With donations from two PATC members, $195,000 is required to be withdrawn from the Endowment Fund to complete the purchase. John mentioned that very little will be required to have the cabin ready to be put into the cabin reservation system and this is the only cabin that PATC will have in Rappahannock County that is outside of SNP. 2

3 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. (APPROVED: Unanimously) 2. Phil presented a second Motion to Council (attached) regarding the Kleymeyer property (with the tree house). The 38-acre property has been offered as a gift to the club and Council previously approved a motion to accept the property. Most of the land is in a flood plain however, the State of Virginia has offered up a conservation easement. In order complete the transfer, PATC needs to conduct a title search to ensure clean title to the property and obtain an appraisal to set the value of the property to obtain the conservation easement. 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. (APPROVED: Unanimously) D. Supervisor of Facilities (Henry Horn representing Mel Merritt) 1. Shelters (Henry Horn) a. Having a significant problem with trash being left at shelters. b. The Dicks Dome is now gated and locked. The four corners for the shelter as set. There is a mid-week work trip scheduled for the 27 th and 28th. c. Work at Kennedy Peak is complete. Mike Wingeart has post pictures of the work on Facebook. 2. Cabin Operations a. Blackburn Trail Center (Chris Brunton) (1) The road has been re-graded and water recently tested (2) Chris gave kudos to the Ridge Runners. (3) Removed the roof, replaced the sheathing and added tar paper for the hiker cabin. The metal roof has been ordered. (4) Was working with ATC and Harpers Ferry national Historical Park for the relocation of a trail on Loudon Heights but this has been put on hold due to potential water run-off washing out the new trail location. b. Bears Den (Dick Hostelley) (1) The new generator is up and running. (2) All restrooms and the hostel wet room have been painted. E. Mid-Atlantic Regional Partnership (MA-RPC) (Pete Brown) Sixty-one people attended the dedication of Little Cove Cabin. Most of the furniture was built by Al Black. IV. Membership, Volunteerism, Training and Communications A. Vice President of Volunteerism (Dick Hostelley) The Club received 104 resumes in response for the open part-time position of cabins coordinator. The selection committee will meet on 23 August to make a decision. B. Supervisor of Communications (Alan Day) Nothing significant to report. C. Supervisor of Membership (Rick Canter) 1. Membership is up to 7147 members with 4216 being dues-paying members. This is the first time the Club has had over 4200 dues-paying members. 3

4 2. Ric is looking for nominations for volunteer of the month. D. Supervisor of Marketing (Janis Stone) 1. A sales meeting was held the first part of July. Decided to drop about a dozen items from inventory due to lack of sales. The club is also currently out of key maps and books for SNP. Maps 12 & 13 of the Pedlar district in the G. Washington National Forest are up for revision this spring. Brian Gaudreau (Maps) has suggested using information for the guidebook and add onto the back of the maps. 2. Point-of-Sale software will be purchased with next year s budget. 3. Currently updating the new PATC brochure. 4. The sales catalog has now been distributed to customers. E. Supervisor of Activities (Rush Williamson) 1. The following events were supported: a. Extremefest in Waynesboro on 1 June by Mark Gatewood b. National Trail Days on 7 June by Trail Patrol c. Warrior Hike on 7 June by Lee Shaffer and Brian Heflin d. Shenandoah Neighbors Day on 21 June by Mark Gatewood and Dan Ralston e. Little Bennett Outdoor Feast on 11 July f. WO&D 10K race on 2 August 2. Have conducted 40 Trail Talker events this year. V. Other Items A. Publications (Emeline Otey) 1. Working on an update of Guidebook 6 and need to compress the review schedule for those that are involved in supporting that effort. 2. Two publications are in revision including Hikes of Western Maryland (out of stock). 3. Working diligently to stay ahead of outages. 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. There was a recent public meeting to discuss an indoor/outdoor shooting range near Sugarloaf. The local community was very organized opposing the issue and assembled in mass. Because there was not enough room in the meeting hall to accommodate the crowd, the meeting will be rescheduled. 2. At the MD Trail Management meeting, the Park Service briefed the following: a. Locals have proposed to the Park to have legal/legitimate hunting from Crampton 4

5 Gap Park to Weaverton and have submitted a petition. The problem with the proposal are that the exclusion areas within the proposed hunting area include 450 feet on either side of the AT and Garvey shelter plus a checkerboard of Park Lands that would be impossible to enforce. b. Commentary was expected by 1 August. A letter opposing the proposed hunting area was drafted and signed by the President of PATC. 3. A gas compression station will be located 2 miles from the AT near Middletown Valley in Meyersville. G. SMRG (Steve Weiss) Nothing significant to report. H. Trail Patrol/Ridge Runners/Hikes (Chris Firme) 1. This weekend there will be Hike Leader Training at Blackburn. 2. Mid-Atlantic Regional Ridge Runners recap will be held on 13 August. 3. The Club will be losing Ridge Runner coverage in MD in September and October. Looking at options to spread coverage. I. AT Corridor Management (Tom Lupp) Nothing significant to report. J. Mountaineering Section (Dave Giacomin) Nothing significant to report. K. Maps (Brian Goudreau) 1. Maps N (Rock Creek) & H (South Massanutten) were delivered last week which filled a stock shortage. 2. Working on Maps 9 & 11. Working diligently to have Map 11 ready by next week. 3. Map F was just delivered. This was the last map to go digital. 4. Working on hike maps for the Biennial. 5. The next GPS Rangers course will be 6 September. L. Grants and Donations (Susan Nelson) The Club just completed another successful fund raiser, soliciting 307 donors and receiving nearly $12000 for the new roof for Lambert Cabin. M. Information Technology Committee (Lee Manning) Nothing significant to report. N. Archives (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. Q. Clark County/Berryville have submitted their application for designation as an AT community. Adjourned: 8:15 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