Trail Planning and Maintenance

Discussion of Ralph C. Wilson, Jr. Foundation Grant for Hojack Trail.

Grant has been awarded, pending acceptance by the Board.

Initial concerns of the Board:

• Insurance. Chris and Pat S have investigated this, and it appears our current insurance is sufficient, pending appropriate terms in the work contract.
• Scope of the contract. Pat S is working with Central Roadways (trail work contractor) to clarify the exact locations for culverts, the placement of silt fabric, and the timing of the work.
• Contract details for a not-to-exceed amount. This will be worked out by Pat S.
• Costs of administering the grant. Additional accounting assistance will be investigated as the need arises. Some possible sources are already in mind. Going forward, a larger Finance Committee will be investigated to divide responsibilities.

Additional concerns raised:

• Risk that the funding could be withdrawn is high consequence, but low risk, with most terms within the control of FWT.
• Costs could be incurred before funding is available. More than 50 percent of the total grant amount and matching funds could be in hand by mid-July, and the remaining grant dollars are contingent on reporting of progress, so this is low risk.
• NY Charity Bureau filing needs to be completed. ACTION ITEM: Ben and Chris will commence work on this.
• Removal of additional trees. ACTION ITEM: Ben and Pat S will take care of overhanging tree near VanAlstyne.
• Any environmental concerns? Not anticipated because the use will remain the same and the contractor will remove excavated materials.
• Need for a gift agreement with donor. ACTION ITEM: Pat S and Ben will see if the current letter of intent is sufficient.
• Who is responsible for removing the existing gates and the portable toilet. ACTION ITEM: Ben will inquire with the town.
• ACTION ITEM: Ben will also confirm if Matt is the sole contact with RGE.

Motion to authorize Anna and Pat S or Ben to accept the grant with the condition that the scope of work is agreeable to FWT, the Town, RG&E, and the trail contractor.

Approved by unanimous vote.