1. Notify the person/club trails chairman by phone and letter. In the letter state some points you made in the phone conversation. Give specific examples of where and how the work is not being done. Include information from the Trails Policy regarding the frequency of maintenance and reports. Send a copy of the letter to the Trails Council Chair and to the club president (if a maintaining club).
2. If the person or club fails to comply, follow up with a second letter with a reminder that you sent a letter on a particular date. Restate some information from the first letter and give examples of why the work is not adequate. Offer to answer any questions that he/she might have. Send a copy of the letter to the Trails Council Chair, NYNJTC Executive Director, and to the club president (if a maintaining club).
3. In the final letter removing a maintainer or club, make sure that you include information about the appeal process (needs to be adopted by Trails Council). Send a copy of the letter to the Trails Council Chair, NYNJTC Executive Director, NYNJTC president and to the club president (if a maintaining club).

Feel free to use the following sample letters, making changes suiting your particular case and citing specific examples.

Sample letter that can be sent to a maintainer who has not sent in reports

June 30, 1998

Justin Thyme
87 Overhill Ave.
Little Rock, New Jersey 07989

Dear Justin,

To follow-up on our telephone conversation last night, I am reminding you that trail maintenance includes going out on the trail twice a year and filling out reports. These reports are due May 31 and November 30. I have enclosed a copy of the section of the Trails Policy that pertains to trail maintenance.

Although paperwork can be a drag, it is important. The parks rely on the Trail Conference to maintain the trails. Without the documentation, we cannot tell them what work has been done. Maintaining trails is a service that we have been doing for over 70 years and greatly benefits the hiking public.

A Trail Conference maintainer has found that if he carries a notebook and pencil in his pack while doing maintenance, he is able to record what he did and note problems. Filling out a report becomes just a matter of copying the information.

I look forward to hearing from you and trust that you mearly overlooked the importance of the paperwork.

Sincerely,

Val N. Teer
Trails Chair
New York New Jersey Trail Conference

cc: G.G. Neffinger, Trails Council Chair

Sample follow-up letter that can be sent to a maintainer who has not sent in reports two times.

December 27, 1998

Justin Thyme
87 Overhill Ave.
Little Rock, New Jersey 07989

Dear Justin,

As a follow up on our telephone conversation last night and a letter dated June 30, 1998, I am again reminding you that trail maintenance includes going out on the trail twice a year and filling out reports. These reports are due May 31 and November 30. Just doing the trail work is not enough. The Conference needs to know that the work has been done.   

This letter is a warning. I realize that you do your trail maintenance; when I was out hiking on Sunday, I saw that you had refurbished all your blazes, cleaned water bars and removed litter. However, you consistently fail to send in your reports. Unless you report on time during the next reporting period, I will be forced to replace you. If you have any questions, you can reach me in the evenings at 201-555-4567.

Sincerely,

Val N. Teer
Trails Chairman,
New York New Jersey Trail Conference

cc: G.G. Neffinger, Trails Council Chair
     Anne Lutkenhouse, Projects Director

Sample letter releasing a maintainer who has not sent in any reports in the past 2 years.

January 30, 1999

Justin Thyme
87 Overhill Ave.
Little Rock, New Jersey 07989

Dear Justin,

I have written two letters to you about failing to send in your trail reports. One was dated June 30, 1998 and the other December 27, 1998. I have also talked with you on June 29 and again on December 26. At each time, I mentioned that you had not been sending in trail maintenance reports. As of this date, I have not received reports from either period. Therefore, I have no choice but to remove you as the maintainer from the Rockfree Trail, effective immediately.

If you feel that you have been unfairly treated, you can appeal your case at the next Trails Council meeting, on March 12. The appeal process as spelled out in the Trails Policy is on the enclosed sheet.

If you have any questions, you can reach me in the evenings at 201-555-4567.

Sincerely,

Val N. Teer
Trails Chairman
New York New Jersey Trail Conference

cc: G.G. Neffinger, Trails Council Chair
     Anne Lutkenhouse, Projects Director
     Gary Haugland, President

December 28, 1990

Scott Free
17 Trails End
Mountainville, NY 12579

Dear Scott,

As per our telephone conversation last night, I am reminding you that trail maintenance is going out on the trail at least twice a year and filling out reports. Going out once a year simply is not enough. I realize that in the past your club has scheduled a work trip every fall. You feel that your members take care of the summer growth. It is necessary to go out earlier in the hiking season to clean water bars and remove downed branches and trees.

I do walk the trails in the area I supervise. Trails that have at least two maintenance trips per year are consistently in better shape. Unless you agree to do and then do a second maintenance trip per year, Reluctantly I will be forced to remove you as the maintaining club. I have enclosed the section from the Trails Policy that states the Trail Conference position.

Sincerely,

Val N. Teer
Trails Chairman
New York New Jersey Trail Conference

cc: G.G. Neffinger, Trails Council Chair
    Anne Lutkenhouse, Projects Director
    Gary Haugland, President
    Al Timiter, Club President