FAIR HILL NATURE CENTER

Fair Hill Nature and Environmental Center
Minutes from the Board of Director's Meeting
March 11, 2003

Attendees: Bob Carroll, Dennis Clower, Dan Schneckenburger, Nancy Simpers, Hinda Smith, Dan Speakman, Rick Waterhouse

Dan Schneckenburger called the meeting to order at 6:35 P.M.

The minutes from the February Board meeting were approved.

Program Committee: Barb Snyder (reported by Nancy Simpers)
39 people attended the Maple Sugaring program.

On October 11, BEPAC will be sponsoring a marathon. We will talk to them about a possible partnership.

We have 362 active members.

Pat will send out information to all of last year’s campers about this year’s sessions in the summer.

Chase Brooks list has produced two companies who are suggesting that they might give product donations.

We should have 503 forms for tax exemption to give to groups who are potential contributors.

Coming programs:
March 15 - Trail Day
April 4 - Frog Frenzy
April 12 - Wildflower Walk
May 3 - Spring Fest
May 9 - Conservation Gardening
June 13 - Bees
June 14 - Fair Hill Training Center
July 18-29 - Cecil County Fair
July 19 - Busy Beavers
August 8 - Skipjack Martha Lewis
August 16 - Stargazing
September 12 - Fox Chasing
September (date to be determined) – Fox Trot Ball
October 17 - Hayride
October 18 - Leaf Walk
November 15 - Wreath Making
December 6 - Santa Hayride
December 11- Board/Staff Party

Spring Fest: Barb Snyder
The next meeting is March 12, at 4:30 at the Ed Walls Building.

Finance Committee: Larry KIevans
Financial Report as of February 28, 2003

1. In February 2003 income ($12,935) exceeded expenses ($4,907) by $8027. The majority of income items were $5000 from the County Bar Foundation, $4992 from United Ways of DE and MD, $2500 from membership dues.

2. Major expenses for February 2003 were $3010 for staff wages, $277 for payroll taxes, and $1095 for office expenses.

3. As of Feb 28, 2003 our Year to date Income (YTD) totals $17,524 vs a budget of $18,274, while YTD expenses total $9,175 vs a budget of $18,284. Thus, our YTD net income is $7,803

4. The Fund Balance as of February 28, 2003 was $23,866. This is increase (from $15832 on Jan 31) is a result of the positive cash flow in February.

5. Although our balance is over $20,000, our income is behind our budget , and our general donations have yet to materialize. Keep working the issues.

Larry Klevans, Treasurer

Although I will be absent from the Board meeting on March 11, I will be around on Wed to pick up the bags of money as I did last month.. Don't let me down!

Discussion:
We had a good month. We need to continue to have events like the Spring Fest and the Fox Trot Ball to keep our balance moving in this direction. If we are able to keep a strong positive cash flow, Dan Sch. will begin a serious search for an Executive Director. We would pay in the mid-thirty thousand dollar range. If necessary, we would take a loan to hire someone, with the expectation that they would bring in enough funding to repay the loan and pay their salary.

Dan Sch. and Hinda will be given $310 to cover the registration fee for the Kim Klein Fund-raising Seminar on Thursday, March 27. Other board members are welcome to attend as well, but registration must be done by March 15.

Nature School Report: Holly Hannum (reported by Dan Sch.)
Holly is away, working on a grant.

The Outreach program finished on March 10.

18 people are signed up for Trail Days.

We are looking for substitute teachers for the nature center program, due to the facts that Cathy Harjung has accepted a job at Leeds Elementary and Taffy’s husband is ill. Dawn Preske will cover one day a week. Karen Aspinwall, Janet Hokuf, and Nathan Graham may be available.

Holly was asked by Rick Lonie to look into a schoolyard habitats grant, provided by the Chesapeake Bay Trust.

FHNEC Grants/Personnel Committee: Hinda Smith
We are looking at release time for Nature Center staff. This becomes more problematic with the staffing shortages this spring.

Hinda is working on classes for technology training for the staff. She recommends that we pay $89 for a class on Access that begins on April 19 given by CCC, for Pat Hollaran. At the end of the class, she will be reimbursed for her hours when she successfully completes the course. A motion to this effect was made by Nancy and seconded by Dennis. The motion passed.

Special Appeal : Mario Gangemi
No report.

Public Relations: Doug Hill
No report.

Membership: Bob Carroll
This report was prepared and presented by Dennis and Bob.

I. Proposed Guidelines for Gift Memberships:

Current Board Members and staff members, only, can grant gift memberships at any time of the year.
Gift memberships can include individuals, families, clubs and appropriate organizations.
A supply of gift certificates will be available at the Nature Center (requires only the names of recipients and donor.)
The donor must pay a five-dollar ($5.00) administrative fee to the Nature Center for each gift certificate granted.
Gift certificates are good for one year, only.
Under no circumstances can a gift certificate be granted to an individual, family, club or organization more than one time (single year).
Recipients of gift memberships will receive a packet of information about the Nature Center (see below) along with announcement of their gift.
Membership records at the Nature Center will include a permanent, separate category for gift members. When a recipient becomes a regular member their name will be removed from this list.

II. Proposed Guidelines for Membership Records:

When a new membership is received, a “packet” that includes the following will be sent promptly:
1. A “thank you” letter (signed by the President of the Board) that provides a brief overview of the Nature Center and benefits of membership (should include privilege of renting facilities and rates).
2. Nature Center brochure (up-to-date!)
3. Most recent (monthly) issue of “What’s The Buzz?”
4. Most recent issue of the quarterly newsletter.
5. Nature Center decal (with a notation that more are available for a fee).

Membership records at the Nature Center will include all of the following:
1. Date when membership began.
2. State, city, area code, and e-mail address of each member.
3. Level of membership, i.e., individual, family, patron, life, etc.
4. Mailing labels to members will indicate when membership began and level of membership.
5. Life members will not receive a membership renewal notice! (A separate letter asking for a donation could be sent.).
6. Three months after a membership renewal is delinquent, a letter will be sent encouraging renewal. This will be repeated at six months.
7. A member who has not renewed their membership after one year will be removed from the membership and mailing lists. (A “past-member” category could be created.)
8. An appropriate computer program (with training) will be instituted at the Nature Center to maintain current membership records and these will be made available (with mailing labels) to Board and staff members for recruitment and development purposes.
9. It is imperative that current, well-organized records of membership be maintained!!III.

III. Proposals for Future Membership Campaigns:
No “mailing campaign” for new members has been made during the past few years. The following are some suggestions for a future campaign:

Include the Nature Center in a “direct mailing” that will reach every household in Cecil County. The agency responsible will help us develop the advertising materials and the cost will be approximately $500.00. We would need to obtain approximately 20-25 new members to break even. The disadvantage is that we would be part of a “larger” advertising campaign. The advantage is the broad “advertising” of the Nature Center and potential large numbers of new members.
A mailing to parents of all school students (Cecil County and private schools) who have participated in programs of the Nature Center during the past year. The advantage would be that this should be a receptive audience. The disadvantage is the large mailing list. Mailings would be spread out over a year’s time.
A mailing to parents of all students who have participated in Summer Camps and the Winter Outreach programs during the past 2-3 years. The advantage would be a receptive audience. No disadvantage is apparent.
A mailing to all those adults who have participated in programs at the Nature Center during the past 2-3 year. The advantage would be a receptive audience. No disadvantage is apparent.

Discussion:
The new Access software program would be able to handle many of these tasks of membership record-keeping. Dan Sch. suggested that the committee spend a little time with Pat H. to explain all of these new guidelines.

Nancy suggested that we contact American H. and H. about putting a brochure into customers hands. They have done this for the Fair Hill International.

We will consider spending $500 for the “direct mailing” campaign mentioned in the report.

We need to look into getting approval from the CCPS for handing out nature center brochures to students who visit the center.

The Membership Committee should have input into the setting of differential pricing for members and non-members for programs.

Buildings and Grounds: Mario Gangemi
No report.

President’s Report: Dan Schneckenburger
It is time to start thinking about new board members for next year. Hinda, Rick, Nancy, and Dennis have been asked to serve on a nomination committee. They should try to come up with a slate by June. Dan Sch. would like the committee to also start thinking about potential members for an honorary board.

Dan said that we will target October 11, 2003 for the Foxtrot Ball. He wants to confirm this date with sponsors first.

Lodge rentals were discussed. Maggie Doordan wants to hold her wedding and reception here. Susan Doordan has talked to park people about having a group here after dark, and has their “okay”. Dennis will look into liability insurance for such an event, and for similar ones in the future.

New Business:
A report on the Eagle Scout project was presented by Phillip Harjung. A LAN has been put into the nature center building. There is a hub in the basement. There are several locations around the building where a computer can be connected to the Internet. We now have five (or six, including Larry Klevans’) laptops, a desktop server, a desktop computer for use with the digital scanner and camera, a digital camera, networking software, a color laser printer. Phillip