Below are the minutes of three August ETA committee meetings. The membership and finance committee is also very active, but I forgot to ask for minutes. The ETA minutes will be attached to the ETA's Sept Agenda.

August Minutes:

1) Governmental Committee, August 5, 1999
2) Trail Development Committee Meeting August 19, 1999
3) Executive Committee August 3, 1999

September Calendar:

The next ETA meeting will be in Springvale at SMRPC's new offices on Wednesday 22 September at 1 PM.
The next Governmental Subcommittee - Springvale at SMRPC on Wednesday, September 8 at 1:00.
The next Trail Development and Maintenance Committee 9/16 at 7:00 PM at the Kennebunk Town Hall
The next Executive Committee meeting in OOB Town Hall on Wednesday 8 Sept at 9 AM.

Eastern Trail Governmental Subcommittee
Meeting Notes
Thursday, August 5, 1:00 p.m.

In Attendance (from Sign-In Sheet):

Kate Albert, Planner, Southern Maine Regional Planning Commission
John Andrews, Chairman, Eastern Trail Alliance
John Balicki, Bicycle/Pedestrian Coordinator, Maine Department of Transportation
Judy Bernstein, Town Planner, Kennebunk
Jonathan Carter, Town Manager, Wells
Dan Fleishman, Town Planner, Arundel
Sue Foley-Ferguson, Town Councilor, Scarborough
Roger Littlefield, Code Enforcement Officer, North Berwick
Burnham Martin, Rivers and Trails Program, National Park Service
Jim Noel, Planning, South Berwick
Rick Oliver, Parks Foreman, Biddeford
Rich Roedner, City Planner, Saco
David Schmidt, Town Planner, Kittery
Parker Van Hoogenstyn, Conservation Commission, Old Orchard Beach

Agenda Items

Kate Albert, Southern Maine Regional Planning Commission: Welcome and Introductions

After the group introduced themselves, Kate Albert explained the history of the "Eastern Trail." It started out on a local level and grew into a regional concept. Since SMRPC became involved one year ago, every municipality that the Eastern Trail intersects has been receiving meeting notices, agendas, and meeting notes. To enable all affected municipalities to have maximum input into the process of creating a multi-use recreation/alternative transportation trail, SMRPC solicited and received appointments of representatives from each municipality.  Handouts:

· Sample of letter sent to municipal officials requesting appointment of representatives
· Municipal Appointments to the Eastern Trail Governmental Subcommittee (updated August 10, 1999)
· Map of the proposed trail
· Names and Address of Eastern Trail Alliance Subcommittee Members

John Andrews, Chair, Eastern Trail Alliance: Vision of Eastern Trail

John Andrews presented a brief slide show depicting sections of the proposed Eastern Trail. There are sections of the proposed trail that are presently in very good shape; there are other sections where drainage is a problem; and other sections that are not passable because of missing bridges.

Burnham Martin, Rivers and Trails Program, National Park Service: Formation and Structure of the Eastern Trail Alliance

Burnham Martin explained that the proposed Eastern Trail is mostly owned by Granite State Gas. The Eastern Trail Alliance (ETA) formed to assist with creation and management of the entire trail. It will advocate for the trial, lend volunteer support, raise money, and help make decisions about planning and management. The ETA is a corporation in Maine and has applied for IRS non-profit status. The ETA is working to secure an agreement with Granite State Gas for a permanent multi-use recreation/alternative transportation easement. Burnham's program is assisting in researching ownership of the corridor. Burnham explained how the Eastern Trail is an example of the strongest approach to trail development in that it is a collaborative effort of nonprofits, municipalities, state and federal agencies.

John Balicki, Bicycle and Pedestrian Coordinator, Maine Department of Transportation: Process of Development, Study Funding, Trail Development, Trail Construction, Trail Maintenance

John Balicki pointed out that federal transportation policy and the Maine Department of Transportation (MDOT) 20 Year Plan targeted development of recreation/alternative transportation trails. MDOT has funded a feasibility study to evaluate potential alternative routes. During the study there will be five public meetings to gather input from the public. The funding from the Feasibility Study will assist in obtaining an easement and developing an intermunicipal agreement. John went on to elaborate on the statewide significance of a continuous trail. He then outlined the possible points that the municipalities may need to agree on, such as trail location, easement ownership, prioritizing trail sections for construction, trail financing, and trail management. He explained that the Kennebec River Rail Trail was similar to, but not exactly like, the Eastern Trail. Handout:

· Eastern Trail Governmental Subcommittee, August 5, 1999

Kate Albert, SMRPC: Example of Intermunicipal Agreements

Kate explained that Madge Baker, Esq. has been working with the Eastern Trail Alliance on a number of legal matters; so she asked Madge to develop a rough draft interlocal agreement. Madge used several different kinds of interlocal agreements to develop this sample. Handout:

· Sample Interlocal Agreement for the Eastern Trail Recreation Greenway

Group Discussion: Questions and Answers

Concerning potential uses of the trail, the question was asked if ATVs would be allowed. It was explained that the easement with Granite State Gas will prohibit the use of motorized vehicles. Also, federal enhancement funds prohibit use of ATVs (which include motorcycles and dirt bikes). However, ATVs may be allowed on other sections of the trial. The focus of Granite State Gas is the need for extreme safety awareness when building and maintaining trail.

The question was raised whether the group assembled would begin to decide issues affecting the trail or focus on setting up a process to answer those questions. It was decided to set up the process. As such the group will focus on the draft of the Intermunicipal Agreement and explore what needs to be done to get that approved in each municipality.

The question was raised and discussed (but not answered) about the meeting day and time of this group so as not to exclude those who work during the day.

The status of the East Coast Greenway (ECG) was discussed. The ECG is the inter-urban equivalent of the Appalachian Trail, linking cities and towns from Maine to Florida. A section of the South Portland trail is being nominated for designation as an official segment of the ECG.

Other topics briefly discussed included: possible ways to raise matching funds, liability, and the need for extreme safety awareness when building and maintaining the trail.

Item for the next agenda: How do we organize and where do we go from here?

The group decided to meet again on Wednesday, September 8 at 1:00 at the SMRPC Office. The focus of the meeting will be comments on the Sample Interlocal Agreement for the Eastern Trail Recreation Greenway and how to operate internally.

Eastern Trail - Trail Development Committee Meeting
Minutes of 8/19/99 at Kennebunk Town Hall

Attendees:

Pam Partow Windham Chairman, member of MEAC
Peter Chace Kennebunk Member of Trail Dev. Committee
John Andrews Saco President of ETA
Bill Heath N. Berwick Vice-president of ETA
Michelle Draghetti Standish
Bruce Wakefield Saco
Ethan Davis Kennebunk
Jeanne Goodman Kennebunk
Elyse Goodman Kennebunk

John Andrews went over the status of the easement between ETA and Granite State Gas. At this point in time, Granite State Gas lawyers are uneasy  about liability. John is attempting to arrange a call between GSG and a Maine lawyer that has knowledge of Maine’s landowner liability law. Some introductions were made although most everyone knew each other from last month’s meeting. There was a discussion on forming groups to become familiar with sections of the trail. John Andrews will be the contact person for Saco, Old Orchard, Scarboroug and Biddeford.

Ethan has graciously let himself be the leader of the group that will go over the gas line section from So. Berwick to Biddeford. Bill Heath will try to   get more contacts in the southern end of this section. There was discussion of forming a committee for the Kittery to So. Berwick section that will be going over roads. I will try to contact a few people to see if we can get something going there. (John Andrews to provide me  contact information). The best way to record trail information was brought up and Bill Heath  suggested I contact John Balicki (prior to Wilbur Smith Associates starting  up the contract) to see if there is a standardized and easy to use form.

There was a major discussion about getting over the turnpike, especially where horses are involved. Michelle works for a firm that does small bridge design and said she would look into this. There was talk about whether an 8 foot shoulder on the route 35 overpass would be adequate. It was also brought up that the need for horses to cross the turnpike would be a good subject for the public meeting. In addition, there was discussion about possibly putting the trail under the bridge over the Kennebunk river.

As you can tell, we are looking at all sorts of alternatives. The format for the first public meeting was brought up and it was agreed that the format for the Mountain Division Meeting held on 6/29/99 was good one to follow. The meeting could be held in the Kennebunk town hallauditorium or Kennebunk High School. Again, all of this depending on signing of the  easement with Granite State Gas.

Bruce volunteered to video tape the trail as is (from his bike) and it was felt to be a nice thing to have for before/after comparison. Bill Heath discussed access to the trail from downtown Kennebunk, widening the shoulders and the route 35 overpass. A question was asked about spur trails, the feeling is that the Eastern Trail should be first priority but if there is local interest (and commitment of time  and energy) spur trails should be pursued to allow more access to the trail. Next meeting will be 9/16 at 7:00 PM at the Kennebunk Town Hall.

Minutes of ETA Executive Committee August 3, 1999

Attendees: John Andrews, Larry Glantz, Tom Daley.

August Meeting:

It was agreed to not hold a regular August ETA meeting, and to pick up again in September. GSG easement work and committee efforts will continue, and updates will be given by e-mail as needed. The Executive Committee will stay in touch by phone and e-mail to make decisions and respond as necessary.

Membership Recruitment:

Larry completed the membership mailing (201 letters) and mailed them with SMRPC's help and bulk mail permit at the Sanford Post Office. Mailing was later requested by the Post Office - has to be SMRPC's mailing.

John agreed to pick up the envelopes from Kate when at the Intermunicipal Agreement meeting on Thursday, and to then affix regular postage and mail out the letters as soon as possible.

Tom is discussing with the Scarborough Land Trust the donation of enough funds to allow ETA to get their own bulk mail sub-permit. This would cost $200 for the first year, $100 per year thereafter. Take awhile for post office to approve, and thus wouldn't be an option for ETA in the near future, even if Scarborough Land Trust does approve some type of donation.

Agreed that Peter Sargent will be granted ETA membership, since he donated $1000 to ETA. A new membership solicitation will not be mailed to him. Other similar large donors will be awarded ETA membership. When membership applications come in to the ETA postal box, the checks should go to Parker and the membership forms should go to Larry for processing.

There was discussion about the format for ETA membership cards. It was agreed that it would be best to have a place for member name, membership number, membership level, and membership expiration date on the card - each of these can be handwritten in prior to sending to new members. Cards this year could say "Charter Member;" possibility also of separate cards printed for members joining at Pioneer and Life membership levels.

Action Steps:

1. John will take another pass at a design for a card, one that can be printed on cards on an inkjet or laser printer.
2. Tom will talk to a printer to see about costs and donation possibilities of printed membership cards.
3. Larry will draft a new member welcome/response letter.

ETA Web page:

Still a few page links don't work, and membership form doesn't print out correctly.

Action Steps:

4. Larry will make sure all web pages work and will adjust the membership form
5. John will produce a membership form in .PDF format to enable better printing
6. Larry will see if the width of the page can be tightened up in reference to Kenyon's complaints that the page spills off of many computer monitors.

Grant Development:

There was discussion regarding ways to increase ETA efforts to develop proposals to submit to foundations and other funding sources. John has an application for Tom's of Maine. We need to look at ICE-T, air pollution abatement and other grant fund sources. We need to find people who are available and good at developing these kinds of proposals.

Action Steps:

7. John or Tom will talk to Lorraine Swaney about possibilities for developing another proposal for the ETA.
8. Larry will talk to David Willauer of GPCOG about possible funding sources and approaches.

Scarborough/OOB Committee:

There is a need to reactivate a local Scarborough/OOB committee to coordinate ETA and related linkage trails in this area. The group has met in the past, but not lately, and needs to get active to work along with Pam's Trail Development Committee and also the Inter-municipal group.

Action Steps:

9. Parker and Tom will set a meeting date for this committee.

By-Law Amendment:

John indicated interest in a by-law amendment which would allow Advisory Trustees to be recognized at ETA meetings as full trustees as needed to establish or maintain a quorum. Saco Bay Trails uses a similar provision.

Action Steps:

10. John will draft language for an amendment and forward it to members of the Executive Committee
11. John will show the language to Madge and/or Mac Sexton for input and approval
12. ETA trustees will be notified of the proposed amendment as defined in the by-laws