FRIENDS OF HULLETT
MINUTES OF BOARD OF DIRECTORS MEETING - HELD AT EXETER TOWN HALL
24 October 2017 7:30 PM
Present: Mike Cardinal, Bill Dineen, Ryan Bayne, Danica Rush, Wade Beaudoin, Jim Bayne, Mat Shetler, Chris Ambrose.
Guests:  Scott Austin
     
Absent: Duane Inkpen

Meeting called to order 7:36 PM
Review  September Minutes:  Approved as circulated

Treasurer's Report: 
Ryan reports where we are now as compared with last year. We have a surplus of $11,000 in assets and savings. Overall assets around $6,000. The surplus will be more, as we are expecting more incoming funds. 
Expenses close to what last year's were. Income is slightly ahead of last year. 
Discussion on what to do with our surplus...suggested it goes into the privy.  
Scott updated the board on some expenses and monies coming in. 
Ideally we're in pretty good shape. 

Marsh Report: 
- We have had no representation from the OMNRF for several meetings. Should we contact the Guelph Office to see if a temporary member should be in attendance until Lorraine's return?
- Scott reported on some goings on at the marsh, 
DUI driver and a serious car accident at the intersection of Conservation Road. 
Short discussion had regarding membership and marsh users. 

1. Grassland Cutting - Scott wants $65 per acre. Discussion on how we are quoting on grass cutting.  The stumps are a problem as they are hard to see. Further discussion on the different mowing locations. 

2. Flynn will be happy with a tradeoff jobs so he'll look after the tile repair.  We will do some of his grass land cutting as a trade. We can wave his grassland cutting charge from last year in lieu of the tile repair.  Scott reports east of the office is another problem area for bad tile. Discussion on what it costs to repair field tile that needs repair. Scott to talk to Flynn and get back to us. 

3. Request from Seve Towle to move a big rock from by the gate on Conservation Road for horse access to trail.  It looks like it's looked after - someone has moved the rocks already.  There are other ways to get around the gate so the rocks aren't a problem. Scott to call him.  

Report on Privy; Regarding Merner's tank and pad.  He's digging this week.   Scott sees the tank going into the ground right away. 

9. Discussion on the pheasant release - It appears the supplier is overloaded with the market as there are less suppliers staying in this business.  Many of our birds are not as big as in the past. There was discussion on hunter participation and the future of this program. 

14. Sactuary Mini Bridge culvert crossing sanctuary.  If the concrete bridge was excavated it could be used for drainage to the river.  The ditch just needs to be cleaned out. It's just before the iron bridge. Maybe Flynn could do that when he's got his backhoe at the spot. Suggest it to him that this would help the field drainage situation. 

15. User Guide. It's good, only next year to get the map in the middle of the guide. Paper is thinner; maybe the cover needs to be heavier. GPS co-ordinates needs to be on the back of the map next year. Also get some maps separate from the user guide so we don't waste user guides. 

17. Student Funding - We have been paid up.  Nothing more coming to us.

18.  Possible Capital Spending /Term Needs: 
Big ticket items to be targeted: tiling, fencing to keep out ATV's, 
Rubin Van Den Assem has priced a new deck for the office. After much discussion, the problem of eaves trough problem, head room, and not making it too small, it was decided to look at lowering the deck to allow the roof line to be continual, thus correcting the water discharge problem of the eaves trough. The roof to match the existing room material on the office trailer.  
Scott to get a new price on a differently designed deck to make more room.  8X18 feet in size
Motioned up to $7500 Jim second by Mat.  8 in favour, 1 opposed. 

26. Looks like Kim sold the Albion. Golf Course is an option the Sunday before Mother's Day.  The Club house location will be used for this.  Devon Tabor will do the food if the Albion sells.  Do we go with the food as we have in the past - High End meal? The golf course should be locked down for the event.  
The Albion will cater if it's the same people.  
Derick will get the liquor sales.  
Decision on the venue....how many tickets available - ? talk to Derick. 

New business: We have had no representation from the OMNRF for several meetings. Should we contact the Guelph Office to see if a temporary member should be in attendance until Lorraine's return?

Personnel; Raeshawn - Scott recommends she stays on till March.  Post for a new employee 1st of March.  This agreed upon. 
Is there paperwork needed to extend Raeshawn's contract?  Yes, a letter of understanding. 

Beavers are still a problem.  Question is: are the trappers trapping?  How do we get new trappers involved.  Our regular trappers haven not filed their reports. 

Adjourned: 9:50 PM