BCHA Executive Committee Agenda Tuesday, November 27, 2018

8 – 9 PM ET VIA Conference Call: 712-770-5216, 471409

Members attending: Freddy Dunn, Don Saner, Ginny Grulke, Sherry Copeland, Becki Krueger, Yvette

Rollins, Mark Himmel, Mike McGlenn, Darrell Wallace

Members absent: Staff: Erica Fearn, Randy Rasmussen

Actions taken:

Motion made to approve the consent agenda. APPROVED.

Motion made to receive and file the financial reports. APPROVED.

Motion made to approve submittal of a pre-decisional objection with US Forest Service on the Central

Cascades Wilderness Strategies EA. APPROVED.

Motion to approve spending up to $1,000 legal funds for an attorney to review Randy’s pre-decisional

objection letter. APPROVED.

Motion to accept the language for the governance policy with revision. APPROVED.

Motion to approve the 2019 TrailMeister Agreement. APPROVED. Darrell Wallace abstained.

Action items:

Review sponsorship for the National Board Meeting

Ad hoc membership committee should review the TrailMeister Agreement

Over the next week or two, contact Freddy on outstanding action items

Topic Accountable Topic & Outstanding Actions

Welcome Freddy Dunn Changes & additions to the agenda

TrailMeister Proposal

Granting Committee Language

Freddy Dunn Consent agenda: Minutes of the October meeting

Leadership Reports:

Headquarters Report

Fundraising Report

Donation Report

Media & Marketing Report

Volunteer Hours Report

Committee Chairs Conference Call Notes

Finance Sherry Copeland Financial reports as of end of October.

We need to go after more grants/sources of grants. We are six months

in our budget year; there are places where we will pick up money.

Treasurer Copeland reviewed gains in income/budgeted committee

expenses that will not be spent. Potential for grants – Don Saner is

pursuing two to three grant sources.

Approval of National Board Meeting budget and fees, tabled for

grant.

Strategic

Agenda

Darrell Wallace

Don Saner

Ginny Grulke

Darrell Wallace, Sherry

Copeland

Mike McGlenn

Freddy Dunn

Randy Rasmussen

Mark Himmel

Ginny Grulke

Discussion on Youth Membership – contact with youth.

Education committee should have resources available to assist the

state in determining the state’s policy.

Education Foundation Update

The BCHA Education Foundation has voted to dissolve. Karen

Saner, Joanne Mitchell, Mike Murphy will be BCHA committee

members. Governance policy change recommended.

NBM Sponsorship- committee will make a recommendation

Business Plan Update-2018, No report

Advocacy Partners Update-purchased AHC E-Directory. Four

subcommittee members ready to make calls. Expect payment from

Frisian Horse Association and group from Pennsylvania.

Action Item Updates

Public Lands & Recreation Report –rationale for pre-decisional

objection with Forest Service in Oregon. Regulations require formal

objection before the agency decision is published. Randy and Jerry

Bentz met with Forest Service supervisors (Deschutes and Willamette

NFs) but they resist excluding pack and saddle stock from proposed

“limited entry permit system” in five Central Cascades Wilderness

Areas. The available science does not implicate equestrians as part of

the overuse problem.

National Park Service Rivers, Trails and Conservation Assistance

(RTCA) personnel are active in every state. Help local groups and

communities plan trails on non-Park Service lands.

USFS 10-Year Trails Challenge (10YTC), part of their new National

Strategy for a Sustainable Trail System. Will hopefully keep the

national spotlight on FS trails and the maintenance backlog.

TrailMeister Proposal-BCHA be the only sponsor at the clinics and

shows. 57 clinics in 2019. Investment $10,000. Investment in

membership.

Granting Committee language-change paragraph

Legacy Fund- remind EC to donate to the Legacy Fund. Please let

Erica know your commitment. Everyone who donates will get a gift.

We need 3-5 names of potential donators from each EC member.

Becki thanked Freddy for the video for GivingTuesday.

Resources Committee Action Plans https://drive.google.com/open?id=1zdAVSEa1C5thQKllL5SWWcZb

M_JPLHNJ

Parking Lot Style and Branding Guide

BCHA Program of Work

Employee Handbook

Adjourn Next meeting date December 18, 2018 PM ET via conference call.

2018 Action Items & Status (May to December):

Move all action items from previous minutes to current

agenda. Erica Fearn. (181023)

Send out January YTD Comparison should be sent out to

EC. Erica Fearn. (181023)

National Board Meeting agenda items and time needed

should be sent to Erica Fearn by December 1. (181023)

Create Giving Tuesday YM donation page(181023)

Follow up on NC Grant(181023)

Resend NBM budget with changes (181023)

US rider $19 (181023)

Add to the BCHA State and Chapter Handbook the requirement that all states have an EIN. Darrell Wallace and Freddy Dunn will create the language for the handbook. (180928)

Add policy on pass through of funds to the policy manual. (180928) Ginny Grulke will create a document that can be used to promote the BCHA Legacy Fund. (180928) Add resolution to Protect the Principal and Spend Gains/Interest from the BCHA Legacy Fund to the

national board meeting agenda. (180928) Freddy Dunn, Darrell Wallace, Sherry Copeland, and Erica Fearn will have a conference call regarding

membership. (180828) Education and Marketing plan for the BCHA Friends program. (180828) BCHA Style Guide/Branding Guidelines – need to create. (180724) Pursue debtor. (180724) Create form for public lands contacts – Randy Rasmussen will draft. (180724) National Equestrian Trails Conference (NETC) and BCHA’s role. (180724) EC to review the Advocacy Partnership program documents for changes. Documents will be finalized at

the next Executive Committee Meeting. (180626) Randy to write a letter to CRT on behalf of Freddy explaining our contribution of $500. (180626) Darrell, Sherry, Erica to review ideas for the National Board Meeting. (180522)

Erica to resend marketing proposal to EC and marketing committee. (180522)

Erica and Randy will work to get the BCHA MOU’s updated. (180522)

Review sponsorship for the National Board Meeting (181127)

Ad hoc membership committee should review the TrailMeister Agreement (181127)

Over the next week or two, contact Freddy on outstanding action items (181127)

Key:

To be completed and/assigned

Task completed

Task assigned

( ) Meeting date (YYMMDD)

Public Lands & Recreation Update

Critical Partnership Opportunities

U.S. Forest Service

Partnered with the National Wilderness Stewardship Alliance (NWSA) and others to begin developing public

comments in response to the Forest Service’s draft 10-Year Trail Challenge (10YTC):

https://www.fs.fed.us/managing-land/trails/10YTC The joint comment letter is expected to be submitted in

December.

Note: From last month’s Public Lands & Recreation update: According to the USFS, the 10YTC will serve “as

a catalyst (to) invite partners, volunteers, and employees to develop and implement a bold, national 10-Year

Sustainable Trails Stewardship Challenge toward achieving a sustainable system of trails.”

Worked with the Following BCH States

BCH Oregon

In coordination with BCH Oregon president, reviewed the final EA and Decision Notice for the Central

Cascades Wilderness Strategy. Despite our best efforts, the forest supervisors intend to include equestrians in

the proposed “limited entry permit system.” Consequently, it’s likely that BCHO and BCHA (with approval of

the EC) will submit a “pre-decisional objection” within the 45-day objections period.

BCH Virginia

Continued to assist Golden Horseshoe chapter seeking clarification from the local USFS ranger district

requesting on the apparent change in Trail Classification Standards for four trails used by equestrians. Analyzed

the district ranger’s response to our previous request and suggested follow-up items to chapter members.

Legislative Efforts Developed BCHA action alert seeking congressional co-sponsors for:

HR 6759/S. 569, which would reauthorize and fully fund the 50+ years-old Land & Waters

Conservation Fund (LWCF); and

S. 3604, which was introduced last month and would ensure that the Recreational Trails Program

receives full funding each year.

Based on responses to BCHA’s alert to date, tailored state-specific talking points for BCH officers/members in

MT, CO, NC, MI, ID, CA and WA.

Worked with the Following Partners

National Park Service (Rivers, Trails and Conservation Assistance program)

Note: This might be of particular interest to BCH officers in IA, ND, SD, KS and MO.

Spoke with equestrian “lead,” Brian Leaders, of the NPS’ Rivers, Trails and Conservation Assistance (RTCA)

program. RTCA provides technical assistance to organizations and communities interested in planning new

trails, irrespective of whether or not the trails cross units of the National Park System:

https://www.nps.gov/orgs/rtca/index.htm

The NPS is “rebuilding the equestrian side of RTCA” and wants to assist more on equestrian-related trail

planning and development. Brian resides in IA (and currently working with BCH IA on county and state park

trail issues). He invites BCH officers in the states of IA, ND, SD and KS to contact him regarding trail

projects/ideas in these states. NPS RTCA expects to soon hire someone to cover also MO. Brian also is willing

to link BCH officers to his counterparts in other states. He is happy to schedule a webinar (date TBD) for

BCHA members to describe the ways in which RTCA might assist BCH states/chapters.

Sharing the Trails Conference

Along with BCHA Chairman, represented BCHA in what originally was billed as the National Equestrian Trails

Conference (NETC) but was altered by the Arizona Horse Council to become a broader “Sharing the Trails”

conference: http://www.sharingthetrails.com/

Participated in panel discussion on the topic “Looking Forward on National and State Issues.”

Fundraising Report June 2018 July 2018 August 2018 September

2018 October 2018

Trails Forever Fund

Number of Donors 59 59 57 57 68

Amount of Donations $915 $860 $675 $660 $945

Spur Fund

Number of Donors 35 115 22 12 11

Amount of Donations $2903 $10,421** $2,817*** $2,329 $420

Legacy Fund $2.500 $2,000

Legacy Committee Accomplishments Pledge Agreement developed (for donor to agree to amount and timeframe of gift)

Confidentiality Agreement developed

Two color flyers developed: One is detailed (for EC and prospects); one is more like a mini-ad

(Attached)

Transfer instructions for appreciated securities completed

Current donor/prospect Google sheet developed (limited access)

Under Development:

Donor Communications plan

List of EC members, NBM, former chairs etc. for donor database

Assessing online Donor Management Systems (would be for all fundraising)

Still searching for 3 more committee members

Finalizing gifts for “Legacy Founders”

Article for Winter newsletter

Developing program to inform all NBM members before NBM meeting

Way to get donors to invoke matching corporate matching funds more

Starting to discuss next FY goals and budget

Trails Forever Accomplishments 1: Giving Tuesday... November 27

$20K NBM CHALLENGE STATUS: $14,500 received or pledged

Giving Tuesday has been our main focus for the time being.

Developed 2 videos that will be on the Facebook page (Robert Eversole; and Jason Ridlon/Kathy

Young) to promote Giving Tuesday.

Primary promotion is Facebook

Donation page just for GT created (Erica)

Stretch goal is $2,000.

2: Friends of the Trail Announcement & implementation delayed until January.

Sponsorships AirMed Network sent materials to all states about discounted subscription services

Plan to have an announcement article in the winter newsletter.

Headquarters report: Committee support:

o Attended committee chair conference call

o Attended legacy committee calls- Erica Fearn

Staff designed two Legacy Flyers

Numerous calls with chairman

o TFF Support

Created link for GivingTuesday

Updated auto response to donors

Thank you sent to all TFF donors Kim Testoni

o Expansion

Calls with leadership on chapter/state issues

Email support for new state inquiries

o Ad Hoc Committee meeting support

Communications

o Kim Testoni TFF thank you mailer

Spoke with North Carolina, Michigan, Minnesota on various topics

Media & Marketing November Report BCHA 2018 TrailMeister numbers

Robert Eversole

BCHA numbers - 2018

Expo /Clinics

Venues total 14

Individual clinics 57

States 8 (WA, ID, TN, FL, OH, IN, OR, CA)

BCH affiliated venues 6

BCH affiliated clinics 21

Clinic attendance abt 19,000

Web

Ad on Video pages run dates 02/28/2018 – 02/28/2019

Views 1,276,114

Clicks 90

NOTE: After looking at your CTR I’m adding the ad to a few more pages. Please consider changing the

ad image.

Flyers

? I distributed all that I’ve received.

Videos

2 of Trailer Project series distributed to date (biweekly distribution schedule)

Part 1 - fb 8k views

Part 2 - fb 8.1k views

Newsletter

July 2018 - Viewed by 6,734 users

Clinic Breakdown:

01/20/18 Washington – Northeast Chapter BCHW

01/27/18 Washington – The Grange, Issaquah – 6 clinic event

02/17/18 Idaho, Coeur d’Alene – Panhandle Back Country Horsemen

02/23/18 Tennessee – Southern Equine Expo – 5 clinic event

03/10/18 Florida – Spotted Dance Ranch Clinic - 6 clinic event

03/17/18 Washington – Back Country Horsemen Rendezvous - 5 clinic event

03/29/18 Ohio – Smoke Rise Ranch - 7 clinic event

04/06/18 Indiana – Hoosier Horse Festival - 5 clinic event

05/04/18 Oregon – Klamath Falls Wilderness Skills Expo - 5 clinic event

05/17/18 Santa Rosa, CA – Home & Ranch Readiness Summit - 5 clinic event

05/30/18 Spokane Washington – Ty Evans Clinic – 2 clinic event

06/23/18 Bonners Ferry Idaho – BCHI land navigation day – 3 clinic event

08/04/18 Kennewick Washington – 40 Something Cow Girls Club – 4 clinic event

10/06/18 Spokane Washington – North Idaho Saddle Mule Club

Bold = BCH affiliated

Two Minute Video Requested by Media & Marketing Committee

60,000 Facebook Reach

29,000 Video Views on Facebook

Face Book From Kelli Rohloff

Here's an overview of what we covered in the Social Media Marketing 301 6 week online course: -Creating goals for social media -Matching strategies to reach your goals -How to turn strategies into a content plan -How to most effectively use different social media platforms -Creating a social media calendar -How to run social media efficiently and productively

Web Site Marty has about 70% of the “members home “ section of the Website completed. Each catagorie will be under

one button, easier to edit and up date.

Granting Committee Language for BCHA Governance Policy

4.12.11 The Chapter Support Grants Committee (to incorporate the Duties and responsibilities of the former

Back Country Horsemen Education Foundation of America)

4.12.11.1 The specific purpose of this committee is to perform the grant request receipt, evaluation, and approval

processes to determine the priority distribution of financial support of projects consistent with BCHA’s objectives and

purposes.

4.12.11.2 Funding support for this Committee will be provided annually from the BCHA treasury using funding

received through Allocated (currently Trails Forever Fund), Designated and Restricted donations. Committee may seek

additional support from other sources.

4.12.11.3 The committee shall be composed of five persons who are members in good standing of

BCHA, appointed by the BCHA Chairperson. The term of appointment will be one year, with

reappointment possible for an additional year. These five persons will elect from within themselves a

Chairman and a Recorder.

4.12.11.3.1 The Chair of the Committee is responsible for:

Organizing and overseeing the functions of the

Committee, including preparation of agenda and

support materials for Committee meeting at the NBM.

Primary contact for Executive Committee.

Annual report to NBM

4.12.11.3.2 The Recorder of the committee is responsible for:

Assisting Chairman in preparation of the agenda and support materials

Taking minutes at each meeting of the Committee and distribute them to each member of the

committee and to the BCHA Treasurer within 30 days of each meeting.

4.12.11.4 The Committee will prioritize financial support for qualified programs in support of a wide

range of public interests:

Training, certification and/or presentation to promote programs benefiting equestrian saddle

and pack stock in:

(a) minimum impact practices with saddle and pack stock, e.g., Leave No Trace;

(b) trail construction and maintenance;

(c) advocacy programs that promote cooperative interaction with other user groups and public

land managers;

(d) educational programs for safety, care, and protection of our backcountry resources.

Research concerning the wise and sustaining use of the backcountry resource.

4.12.11.5 The Grant Process will be as follows:

January- Determine from BCHA Treasurer the budgeted funding available for prioritization during the Upcoming

Fiscal Year.

February – Prepare and send Grant Request Application communication to BCHA membership.

March - Receive Grant request Applications from BCHA State and Chapter Units

April – At NBM, the committee meets to prioritize and determine funding disbursement requirements. The degree of

financial support will depend upon merit of project and resources available. Partial funding with leverage of funds will

receive special attention in the review process.

Committee Chair provides BCHA Treasurer with the prioritized project list containing the Project Description,

Recipient State/Chapter address and the recommended amount of funding.

Committee Chair presents Report of Committee action to NBM.

The BCHA Treasurer reviews the list to ensure compliance with 501c (3) requirements, resolves any issues with

Committee Chair and disburses the checks as required, following BCHA policy