Goshen Farm Preservation Society

Goshen Farm Preservation Society

Meeting Minutes December 17, 2014

Called by: / GFPS Board / Type of Meeting: / Board of Directors
Facilitator: / Louis Biondi / Recorder: / Sharon Biondi
Date: / December 17, 2014 / Time: 7:30 / 7:35 PM
Location: / Cox Room, CSC Clubhouse
BOD Attending: / Lou Biondi, Becky Benner,Sharon Biondi, Roy Benner, Stu Bailey,Terry Brandon,Rose Mary Stocker and Barbara Morgan
Members
Attending: / Michael Buchet

1.The meeting was called to order on Wednesday, December 17,2014 at 7:35 PMby President Lou Biondi.

2.President’s Remarks (Lou Biondi) - (Report as submitted.) Lou asked the Board If there were any questions concerning his report. Hearing none, Lou spoke about additionsto his report. He finally responded to Stu’s Draft Windows Plan. Stu will get back to Lou and he will send this plan out to the Board for discussion at the February Meeting. He also stated that for the Annual Meeting we do not have an election as no one’s term is up. Lou asked Stu if he was stepping down as Building Chair and from the Board as well. Stu stated that he was removing himself from the Board. Lou asked if there was anyone else who is stepping down. No one responded but Barb did express that due to personal issues, she will need more help on the Events Committee in 2015. Lou also stated that the CSCIA will contact Public Works to replace the light at the parking area behind the Clubhouse. This will give safe lighting for our meetings at the Cox Room and events.

3.The Minutes of November 19, 2014were reviewed. A motion was made by Sharon to accept the Minutes. Discussion ensued. Terry Brandon seconded to accept the Minutes as corrected. The motion carried.

4.Treasurer’s report (Joe Poist) - (No Reportsubmitted.)

a)Balance in the Checking Account as of October 31, 2014was $12,692.89.

5.Committee Reports:

a)Building & Maintenance (Stu Bailey) –(Report as submitted.)

(1)Lou asked that Stu contact Mike to remind him to check the plywood on all of the windows, nail up the 2 X 4’s in the support wall in the kitchen and verify that the House has been cleaned per contract up until 1/1/15. (Action:169-12-14)

b)Communications (John Maggio) – (Report assubmitted.)

c)Events Coordination (Barbara Morgan) – (Report as submitted)

d)Garden(Terry Brandon) – (Report as submitted)

i)Terry spoke to updates to his report. Becky has weeded the lettuce garden in the Hoop House and it looks great. There are 16 plots rentals that have not yet been paid. Becky stated that this is not unusual and many plot rentals come in early January. We have 7 plots available.

ii)Roy has added sensors to the Hoop House which run off themselves to open and close the vents. These are working well to maintain the temperature.

e)Grounds (Roy Benner) – (Report as submitted)

i)Lou reminded Roy to will write up the November BrownieFieldtrip event and send to Lou(for his annual report to AACPS) and John (for the website).(Action 170-12-14)

f)History & Research (Scott Powers) – (Report assubmitted)

g)Membership (Becky Benner) – Report as submitted)

i)Becky has been sending out GFPS membership cards for renewals and new memberships. It has the expiration date which will help members know whether they are still “active”.

i)We have 157 memberships for 2014 and 43 memberships for 2015.

ii)Roy suggested we check out the Captain Avery Museum website. They have many activities they we may wish to attend or possibly adapt for GFPS.

b)Ad Hoc Development Committee (Terry, Becky, and Lou) – (Report as Submitted)

i)Lou stated that it has been a pleasure working with Becky and Terry on the Development Committee. The St. Margaret’s Church Grant Application was a great cooperative experience. We hope to find a Chair for this Committee. Terry stated that he recently found out that 80% of donations that come to non-profits, come from individuals. He also reminded us that we can use the Library Meeting Room as a venue for meeting with groups to educate them about GFPS and our goals and our fundraising needs.

6.On-going Business

a)Review of Open Actions was completed. A new action resulted related to the Emergency Vanity Number. Roy will make new posters to put in several locations with directions to call the Vanity Number and 911 in case of an emergency. (Action:171-12-14)

b)Roy has determined the locations for the Memorial Grove and the Orchard. He showed the Board a map. The Memorial Grove will be near the old driveway, either one side or on both sides. Lou will send out the list of trees that Hillary Catan, Stream Restoration Grant Project Manage, Advanced Studies and Programs, AACPS, can supply and plant. A minimum of 50 trees will need to be planted. They will be 5 to 7 feet in height. Discussion ensued about types and locations. Not all of these trees need to go into the Memorial Grove. For example, trees that have fallen on the property could be replaced. Fruit trees that she can supply are Fig, Persimmon, Paw Paw and Apple. These would be appropriate for the Orchard. This grant will be a spring project. Michael mentioned that we could make cider from the apples. Terry suggested that we can remember people important to Goshen Farm’s history with trees in the Memorial Grove. Barbara suggested that we have some evergreens that would allow us to make “Holiday Greens” as another fundraiser. The Wye Oak descendant trees would cost GFPS $30.00 each (the trees cost $50.00 and we could receive $20.00 per tree from the AACPS Grant).

c)Terry is reworking the Sharing Garden Packet. (Action: 172-12-14)

d)Roy is installing a new flagpole which will display a U.S. Flag and a 1783 Shaw Flag. (Action:173-12-14)

e)From the Floor

i)Rosemary asked if we could plant several of these trees that we receive from this grant at CSCES. They lost at least one tree in front of the school. Lou will check with Hillary on this and if this can be done, contact the principal.

7.New Business

a)Ad Hoc Development Committee

i)As relates to the Ad Hoc Development Committee, Terry stated that if the grant for the Composting Toilets does not come through, or it does and the toilets are not completed by spring that we rent a Port-a-Pot in early March. The Board agreed.

b)Events

i)Barb feels we need to survey the membership to get input on what may make all of our events more appealing. Barb will investigate Survey Monkey and if that does not work for us, at the January Events Meeting we can create a list of survey questions to go out to the Master Membership List. Barbara will check on available dates for using the Cox Room so that she can send out an e-mail to the Board with possible dates for an Events Meeting in early January. The purpose of this meeting will be to discuss events and dates for 2015. (Action: 174-12-14)

ii)Barb will order more t-shirts and sweat shirts for 2015.

iii)Barb explained the concept of a “Phantom Ball” fundraiser. It is an invitation to a ball that you don’t attend but pay for a ticket. This will be discussed at the January Events Meeting.

c)Garden

i)Terry asked approval of a $100.00 Honorarium for Dr. Gouin to speak to GFPS and CSC Garden Club members on March 24th, at Broadneck Public Library from 7- 8 pm. A motion was made for this expenditure by Roy and seconded by Stu and passed.

d)Garden and Grounds

i)Roy, Terry and Lou will plan for work projects for MAG Group Program in the spring. (Action: 175-12-14) Lou will drop off CD’s and write-up of last MAG event and Environmental Literacy event with Broadneck High School to Roy and John (for the website).(Action: 176-12-14)

ii)Roy will check out the member who does Bull Roasts and see if he can do the Maryland Day Event.

e)Security System

i)Lou needs volunteers to monitor the security system on a scheduled basis. He will send out a schedule for Board Members to complete and return. (Action: 177-12-14)

8.New Actions were not reviewed.

9.Final comments from the floor

a)Stu wanted everyone to know that he has enjoyed working on the Board for eight years. He will remain a member and participate in as many events as possible. Lou stated that Stu and Karen were huge “cogs in the wheel” for making so much happen in the last 5 years. Stu said, “There were all those years working to make things happen and now they are happening.”

b)Michael Buchet updated the Board on his progress with recreating the power point show for GFPS. He is whittling down the hundreds of slides to a fifteen minute presentation. He is going for a “nostalgia trip” – “This is where we were and this is where we are now.” Michael thought it should start and end with “Education, preservation and restoration” as our general goals. He will send this out to the Board for comment. Michael needs an aerial view to complete the slide show. Roy will check with the AASCD to see what they have in their files that we could borrow or copy. (Action: 178-12-14)

c)Becky reported that The Small Museum Association is having their conference February 15th through 17th in Ocean City. It costs $120.00 per person. Room reservations are $73.00 per night. She said it is a way to learn more about how to do what we do and to get reenergized. Information and registration will be online at their websitein January.

d)Becky voiced a concern about road construction on CSC Road as it will block the view of our driveway for our Maryland Day Event. She recommended the Vista Flag with flagpole to make the announcement stand out. Terry made a motion to spend up to $100.00 for an appropriate flag signage. This was seconded by Barb. This motion carried. Becky gave the Board website, vistaflag.com so we can decide on the wording for the flag. Lou will call County Roads to see if we can put up a permanent brown sign at the driveway.

e)Terry did not submit his budget because he did not get the information he needed from the Treasurer. He wanted to know our projections for income. Lou stated that we only have three sources of income: membership, garden plot rental and profits from events. Joe will need to complete a Budget for presentation at the Annual Meeting. Lou restated that he will send out the refillable form for donations. (Action: 179-12-14)

10.A motion was made by Rose Mary and seconded by Roy to adjourn. The motion carried. The Meeting was adjourned at 9:15 PM.

1

ACTIONS
Status Key: New, Working, Completed (CTD), Overcome By Events (OBE) / Color Key: Green: On target; Yellow: Issues; Red: Problems; Blue CTD or OBE
Cntrl # / Task / POC/
Lead / Due Date / Status / Comment
056-03-11 / Research available private sector and other grants for GFPS and create a feasibility report on upcoming grants (Development Committee) / Lou, Becky, Terry / 05-30-11 / Working / 135-03-14 was folded into this action
We need an updated Strategic Plan
104-10-12 / Lou will contact A.A.Cares about putting a video of GFPS on their website / Lou / 12-30-12 / Working / Lou will video tape Barb talking about GFPS
113-07-13 / Update the Business Plan for the BoE / Stu, Mike, Barbara, Lou / 08-21-13 / Working / General terms
141-05-14 / Create a library of Financial Forms (i.e. fillable donation sheet) / Joe / 06-18-14 / Working / New Chairs should receive this
146-06-14 / Update Committee Responsibilities / Lou / 7-15-14 / Working / With written input from committee chairs
147-06-14 / Develop list of community events in which we may participate / Becky / 8-15-14 / Working / Public Relations necessity
156-08-14 / Review By-laws to check tracking of donations for specific use requests / Joe / 09-31-14 / Working / Would like to keep funds “general”
158-08-14 / Inventory existing shutters / Lou, Mike, Roy / 09-15-14 / Working / Need total useable shutters to determine what shutters need to be purchased or built
164-10-14 / Write a proposal for a security camera system / Doug McClelland / 11-05-14 / Working / Additional security coverage
165-11-14 / Reinstall plywood faux window in shute window and tighten screws in plywood on window on east side and check all faux windows for tightened screws / Mike Maggio / 12-15-14 / Working / Security / weather protection
167-11-14 / Create Monthly Safety Checklist for Main House / Mike Maggio(with John’s help) / 12-15-14 / Working / So Board knows what to look for when inspecting house
168-11-14 / Strengthen downstairs support walls / Mike Maggio / 01-15-15 / Working / ASAP To facilitate group tours
169-12-14 / Contact Mike Maggio to secure all window plywood, secure support beams in kitchen, and check that house is clean by 1/1/15 per MJM Construction and Repair contract / Stu / 12-24-14 / Working / Stu will report back Mike’s response to Lou by 12-24
170-12-14 / Write up November Brownie Troop Fieldtrip and send to Lou and John Maggio (website) / Roy / 1-15-15 / Working / Write up needed for Lou’s report to the BOE and for John to update GFPS Website
171-12-14 / Create several posters to display at the Farm with emergency Vanity Number and directions to call this number and 911 / Roy / 1-31-15 / Working / Roy will decide the number of posters and locations to post
172-12-14 / Rework Sharing Garden Member Packet / Terry / 2-15-15 / Working / Needs updating
173-12-14 / Install flag pole to display US Flag and Shaw Flag at Farm / Roy / 3-01-15 / Working / In Roy’s Master Grounds Plan
174-12-14 / Set up Events Planning Meeting in Early January in Cox Room / Barbara / 12-23-15 / Working / Review success of current events and discuss possible changes. Try to set an Events Calendar
175-12-14 / Set up plans for MAG projects for spring / Roy, Terry / 1-31-15 / Working / Related to Memorial Grove and Orchard trees
176-12-14 / Write up last MAG Event and the Broadneck HS Environmental Literacy Event at Goshen Farm and send to Roy and John Maggio for website / Lou / 1-31-15 / Working / Update website and give Roy a copy for his records
177-12-14 / Set up a fillable form for scheduling security system monitoring and send out to Board / Lou / 1-31-15 / Working / Will determine which Board member the system will call first for scheduled weeks.
178-12-14 / Contact AASCD to see if they have an aerial view of Goshen Farm and surrounding area that can be enlarged and edited / Roy / 2-15-15 / Working / Michael Buchet needs this for the Power Point slide show he is creating for GFPS
179-12-14 / Lou will resend the fillable form he created for donations / Lou / 12-31-14 / Working / Needed so Chairs can monitor committee expenses and create their committee budgets
RECURRING ACTIONS
GFPS Audit / Treasurer
Annually / ID Cards for new and changed BOD / President
Karen Bailey has done in 2013 and 2014 / Every February / New and Changed Board Members
Every 2 years / Renew Website Domain Contract –Host Gator / Treasurer/Communications Chair / April / Both Treasurer and Communications Chair should receive contract renewal notification Renewed in 2014.
Annually / Annual Report to the AA County Board of Education / President / January / Chief Operating Officer (Alex L. Szachnowicz, P.E.)
Renew 501 c3 status / Treasurer / ?
Annually / Non Profit Tax preparation and filing / Treasurer / April / Annapolis Accounting has donated preparation in 2011 and 2012 (Chris Batista)
Every two years / CNR-First Insurance Services Renewal (liability), agent is Sharon Shipley, CPCU,CIC / Treasurer / Every other February / 166 West Street, Annapolis, MD 21401 Phone:410-897-9890, ext. 219,
COMPLETED ACTIONS
002-02-10 / Update/create new Capital Campaign Letter / Barb/Karen / 03-31-10 / CTD / Target June
005-02-10 / Keys to back door & gate will be made and tested / Patty / 03-01-10 / CTD / Blizzards prevented testing of keys, Keys tested
006-02-10 / Response to General Services re :bond extension / Patty / Unknown / OBE / renewed
009-02-10 / Make call to obtain donated kayak(s) raffle item / Sharon / 02-31-10 / CTD / Gene Barnhart did not respond.
010-02-10 / Call Dave about bushel of crabs raffle item / Karen / Unknown / OBE / Not in raffle
013-03010 / Get industry info on work masks for future clean-ups / Tom / 04-01-10 / CTD / Presented at April meeting
016-04010 / Find people with chainsaws to cut down fallen trees, branches / Stu / 05-01-10 / CTD
004-02-10 / Update web site / Stu / unknown / CTD / Barb will e-mail clean-up volunteer list-Stu
008-02-10 / Contact Lana Truelove re oral histories / Patty / Unknown / CTD / MRMS, LA project started
012-03-10 / Contact Act. Chmn from Future Care for oral history sources / Kay / 04-01-10 / OBE / Project has started
015-04-10 / Set up site meeting with Tim Lindsay, Corrine, Barb / Karen / 05-03-10 / CTD / Meeting June 11,2010
017-04-10 / Locate, have donated, or purchase kayak(s) for raffle / Stu, Tom, Smitty / 05-01-10 / CTD / Barb has two at cost –Bass Pro Shop
018-05-10 / Draft and send letter to Bass Pro re: Kayaks at cost / Barb / ASAP / CTD / Bass Pro gave two at cost
020-05-10 / Send e-mail to Sam Gallager re: CSCIA Bd. Laison / Stu / 05-30-10 / OBE