December 11, 2010
Dear Club Members,
The December meeting was held on the 11th at the Hebron Village Church. Twenty club members attended.
· The date for the next meeting will be the on the second Saturday of the month, January 8, 2011, beginning at 7:30 PM, at the Hebron Village Church. There will be a chowder and stew supper before the meeting.
· Regular meetings are held the second Saturday of the month, beginning at 7:30 PM, at the Hebron Village Church, Hebron, NH. Changes to the regular date will be published.
· The web site address is www.hardycountrysnowmobileclub.net.
· Email contact address is firstname.lastname@example.org.
President – Tim French
· Called the meeting to order at 7:45 PM.
· Tim thanked everyone for coming to the meeting and for everyone’s help with the supper.
· Called for the secretary’s report, followed by the treasurer’s report.
Secretary’s Report – Susan Waring
· The secretary’s minutes of the meeting held on October 9th were presented as distributed and the report was accepted as written in its final draft. However, the Trail Master’s section of the mailed newsletter required corrections; these were made in the emailed and website newsletters. For those receiving mailed copies, these were the changes:
1. The old hemlock on the 47-foot bridge was so rotted in places that it couldn’t support foot-traffic. [overall, the bridge was still safe]
2. The fuel fill for Yeaton Oil was for the 314C excavator which was a little thirstier than the smaller one (a 311C) we had last year but had more power and was more maneuverable. [not a C311]
3. On the spruce log bridge on Route 11 South that Dave Sargent did, we used 2x8s instead of the 4x6s as it was a log bridge and not pressure treated telephone poles or metal frame. The revision resulted in a credit at Brookside, so we now have a credit of $364.15, a modest portion of which was used towards the purchase of 2 bundles of grade stakes. [wasn’t a return but a revision of the original order.]
4. Dave Sargent used the excavator to work on Route 11 South to the end of our territory and drastically improved that section. The trail is wider and smoother with the addition of two new bridges (using pressure treated telephone poles from the Braley Road Bridge on one), also fixing a waterhole and unplugging a culvert. [We didn’t add a culvert; just unplugged one.]
5. Finishing up the excavator work, Chris Colby worked on the Dorchester side of the 47-foot bridge, going from there to Bryant Pond Road, smoothing and widening the trail and easing out a sharp turn at the bridge which was difficult to navigate. [No work was done on Bryant Pond Rd leading to the parking lot. Bryant Pond Rd is privately maintained.]
· The secretary also presented an expense report for the cell phones, printer ink and sundries.
Treasurer – Tom Lloyd
· The treasurer’s report was distributed, showing the Summary of Accounts and the income and debits to date as well as the outstanding debits that have not yet cleared.
· Tom has checked with the bank on the balance remaining on the groomer loan and the amount is $9071, on which we are paying $414 a month.
· Ann Sargent asked about paying off the balance and saving on future interest payments. Tom agreed that it was a good idea but that we should see what are balance is after the season is over; Alan felt that we should wait at least until we get reimbursed for the Fall trailwork. Paying in April would save us a full year’s interest so we should look into doing it then.
· Tom was able to get an extension from the IRS for the November 15th filing date. This was necessary as the return could not filed until the resolution of the 2008/2009 returns.
Tim French – President
· The motion was made to accept the treasurer’s report, it was seconded and it was so voted to accept the treasurer’s report as read and explicated.
· Next, Tim asked the Trail Master to give his report.
Trail Master – Miles Sinclair
· The culvert behind Ed Gempke’s needed more fill. Bruce Barnard, of B.A. Barnard Enterprises, donated all the work to do that. The secretary will send him a letter of appreciation from the club.
· The 47-foot bridge is completed save for a few bolts on the outside rails which will be installed at a later time..
· On the Spruce Ridge Trail, the trail ruts have been fixed with the help of Dillon Logging. The weight of their excavator inadvertently cracked a plank on the bridge but didn’t cause any other structural damage and the plank has been repaired. We appreciate their repair of the trail.
· The log bridge, which shifted over time on the Hood Trail has been checked and realigned. There is still a berm on the trail which will need to be circumnavigated.
· The issue with the Jewell Hill Trail involving the town and the landlord has not been resolved but efforts are being made by the club members to resolve it.
· On the repairs mandated by the DOT on Rte. 118, Miles had pursued the possibility of getting an insurance reimbursement and we will receive the $3,609.90 back.
· At this time, the installation of the oil tank we moved from French’s is on hold until next year but it will not prevent us from grooming as usual.
· Since the weather is closing in, trail work is done for the year. Miles thanked Bill Sargent and Walt Waring for their dedicated support. He also wished more members would get involved, and thanked all those who have come forth to help during the season.
Trail Administrator – Alan Barnard
· Alan complimented Miles for all of his hard work on the trails; he was seconded in this by Treasurer Tom Lloyd who commented on Miles’ attention to getting the best deals for the club on supplies for the trailwork.
· Regarding the Jewell Hill Trail, Alan has been in touch with the R.J. Finley Company which has purchased the Jewell Hill Forest and has sent them the information to secure the license they require for the trail.
· The quote for the club trail maps is $375 for 500 maps on high-gloss paper. Going above and beyond, Alan has lined up advertising for the reverse side which will not only cover the cost but bring in a profit. This earned a unanimous vote from the club to go ahead with the project. At Alan’s suggestion, the club also voted that Andrews Construction be given a free ad on the map for all of the work they have done for us. As a follow-up to this, we would like to put the ads on our website at some time in the future.
· A new fence constructed on Corridor 24 along Rte. 118 is too close to the trail and crowding snowmobile traffic onto the pavement. Alan has contacted NH DOT as it is within the designated state right of way from the center line. The DOT has referred it to the Bureau of Trails to alleviate this situation.
· In a meeting with the Hebron Chief of Police, Alan raised the alternate plan of detouring the trail over Brailey Road for 425 feet until we make other provisions for the bridge we had to remove. The Police Chief had no problem with it but we are awaiting a ruling by the Hebron Selectmen. If this is not approved, all traffic through Hebron Village will have to use the trail behind the store to pass through the village.
· No feedback as yet from the town of Plymouth on the use of Wade Road, despite providing them with the additional information they requested. Alan has also met with Charlie McCloud, County Advisor on the Trails.
· Alan attended the Trail Masters’ meeting to keep up-to-date with current information on the Bureau of Trails RTP (Recreational Trails Program).
· The Hebron Village Store, who generously allows us to use the dumpster after our monthly suppers, has requested that we post advertising signs on our trails. Alan has approached several landowners who have given permission for that. The sample sign that they provided is very well done. The general consensus was that if the landowners approved, it should be workable.
· We were awarded 650 hours from Grant-in-Aid this year, which works out to $20,411.50 if we utilize all of those hours. Last year, we used only 52% of our allotted hours, which was better than several other local clubs as we had the advantage of snow in the high country. If we have an abundance of snow, it is possible to request additional hours if needed but since budgets are tight this year, the possibility of approval is low.
· We have 107 hours on the excavator for which we can present a bill for $10,700 to get a 65% reimbursement (maximum $6955) with adjustments on our materials expenditures. Our Summer Grant-in-Aid is coming and the best we can get from that will be $11,057.50.
· The County Meeting will be on December 22nd; it will be a supper. Alan, Bill and Ann went to the last one.
· Pat suggested that Plain Jane’s Diner might want to have an ad on our map.
President – Tim French
· Presented the Christmas card the club received from the NHSA.
· Passed around the plaque from our sponsorship of the baseball team, the Hardy Country Snowmobile Club Tigers, who did very well this year, winning the championship and the regionals and having the opportunity to compete at the state level.
· Bombardier is still doing their promotional coupons. The members are encouraged to fill them out as the club receives money from them when they are turned in.
· For the supper report; we collected $744.00 and served 94 people. After expenses of $307.22, our profit was $436.78 for the supper. The 50/50 raffle netted the club and Paul White $29.00 each. We had a donation of $3.00 and sold one T-shirt for $10.00 for a net income of $478.78.
· Last month we brought up doing a survey of the members to increase participation. Tim presented his draft and requested more suggestions. A copy of this will be found at the end of the newsletter; if member could fill them out and return them, it would be greatly appreciated. Feel free to add comments and suggestions.
· A motion to adjourn was received and approved and Tim adjourned the meeting at 8:42 PM.
Susan M. Waring, Secretary,
Hardy Country Snowmobile Club
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