January 17 2010

Newberry Hill Heritage Park Stewardship Group
Meeting minutes

Agenda:
1. Approve minutes from 12.17.2009
It was asked that the Secretary send out minutes after the meeting as well as before the next one. Minutes approved.

2. Report from signage subcommittee.
Leadership Kitsap is planning 3 entrance sign kiosks. 1 is targeted to be completed my March.
KSS Woodshop will be doing the sign routing and construction.
Discussion of possible naming schemes
- numbers?
- geography?
- historical?
- County guidelines?
Leadership Kitsap will review and follow County guidelines for trail and park naming.
Lori will send LK County specs for kiosk construction.
Discussed possibility of adopt a trail program.
- County guidelines are that in the event of trail adoption, after a period of time “Adopted by [group name]” can be appended to trail names.
Reiterated the possibility not all trails existing today may exist at end of master planning.

3. Bylaws: How do we govern ourselves, voting, etc.
Tabled governance methods for future discussion.
Bylaws need to be finished before we can file for non-profit.
Before bylaws could be finished, we needed to determine membership definitions.
During membership discussion, it was brought up that the NHHP SG may want to remain just a non-profit entity and not collect membership dues as collection of dues would require an anual audit by the County. Alternatively if a separate entity was created and applied for 501(c)(3) status, it could collect, hold and distribute funds for the NHHP SG and not require County audits.
Motion made to keep NHHP SG a non-profit entity, not collect dues and to create a 501(c)(3) separately.
Seconded and approved. NHHP SG will continue to be open to the public without the collection of membership dues and a new entity will be created in the future.
That settled, the following changes to the bylaws were made:

2.2 Qualification for Membership
There are two membership classes; Junior Members and Members.
Junior Members are defined as children between the ages of 12 and 17. Junior Members in good standing have voting rights on motions (or the equivalent input weight under a to-be-determined system of governance) but not on voting for officers.

Members are defined as someone who has attended 3 NHHP SG meetings.

Members and Junior Members in good standing are defined as someone who has attended 6 total meetings in a 12 month period, inclusive of the original 3 meetings.

(Not discussed: length of time good standing is defined as)

2.7 Notice of Meetings
The blank in “At any time, upon the written request of not less than ____ of the members entitled to vote at the meeting…” was defined as 3.

2.9 Quorum
Quorum was defined as 7, which is 2 more than the number of officers on the board.

4. Report from equine tour
Gail Rase reported on the equine tour through the park. 6 people attended.
Another tour is planned for February 27th, meeting at 10am and starting at 11am. RSVP as before, Gail is the contact.
Future events may involve 4h clube members and other equine interest groups.

5. Update on bike/hike tour sign up
BIKE- to date no sign ups.
HIKE- to date 18 sign ups for Weds tour (north park) meeting at the K, from 1 to 3 pm. 20 sign ups for the Saturday south park hike from 10am  to 12pm meeting at the blue gate, parking inside the gate at the fork.
Discussed doing more promo reminders for the tours with KMB.

6. Feedback on January master planning process so far. Reflect on where we’re going.
Tabled for future discussion.

7. Brush picker concerns: Answers from Dec 09 meeting questions.
Questions were: “What are the brush picker policies, how to handle pickers?”
Answers:
There is no brush picking on Kitsap County property within the park. The County has no licenses/permits with brush-pickers for the park. DNR does have agreements with brush-pickers only on the center section which is still DNR land.

Best way to handle is to only approach if you feel safe doing so and you feel they’re on County park property. Vehicles must have a placard as well. Unlawful picking can and should be reported to the sheriff and to Lori Raymaker so the County can track occurrences. Please include license plate numbers.

8. Fundraising
Tabled for future discussion.

9. Other
Our Treasurer gave resignation notice due to family needs. Steve Taylor volunteered for the position and was voted in to complete the unexpired term.

Meeting adjourned.

In attendance:
Tom Coleman
John Pearson
John Limberg
Lori Raymaker
Colen Corey
Joann Corey
Gail Rase
Regina Taylor
Steve Taylor
Wade Larson
Randy Kruzan
Cathy Choon

Leadership Kitsap
Nancy Frank
Rick Smith
Mike Pelmeth