Minutes from the Board of Director's Meeting
September 15, 2004
Attendees: Dennis Clower, Mark Crawford, Mario Gangemi, Holly Hannum, Joe Janusz, Tracy Jentzch, Del Levia, Cynthia Miller, Bill Pannill, Dan Schneckenburger, Hinda Smith, Barbara Snyder, Dan Speakman
Mario Gangemi called the meeting to order at 6:29 P.M.
The minutes from the August Board meeting were approved as amended.
President’s Report: Mario Gangemi (Meeting Agenda)
A reminder that all reports are to be emailed to all Board members 1 week prior to Board meeting. Action items and/or questions should be highlighted in those reports. It is the goal to streamline the meetings so that we can concentrate on important items and shorten the needed meeting time. This go around was very successful. Let’s keep up the good work and, maybe, shorten our meetings.
Bylaw Review – Mario Gangemi
due to the need to focus on the Fox Trot Ball, I suggest that we address this topic in October.
Program Committee: Barb Snyder
FOX TROT BALL (Cindy’s Action Outline)
Foxtrot Ball Action Outline
Dinner (Ron Perkins – 302-521-6173)A. Restaurants
Bayard House – Baked Salmon for 30
Buck’s – Stir Fry Chicken for 30
Bentley’s – Call Tom Rae (410-398-3252) 8/31 for selection – playing phone tag with Tom – left another message with Barbara 9/8
Chesapeake Inn – Eddie Greer (410-885-2040) crab cakes and muscles fra diavolo for 30
Blue Crab Grill – Will provide pasta salad and a vegetable side for 30
Nutters -- Crab bisque?
Bakers – Contacted, left flyer with Mr. Matthews – he’ll call back if can suppport.
Bay Gourmet – 410-287-4300 – mailed a flyer to Erik 8/1 – Trevor to call back by Friday
Plan B – Janet to provide crab and shrimp appetizers if necessary.
Plan B – I will make vegetable lasagna
Janet to donate 7 doz. Petits fours for dessert
BJ’s has restaurant quality desserts for a reasonable price Holly to pick up
Jean Anderson to donate chocolate cakeB. Alcohol and Beverage – Dan Schneckenburger
F. Action items
A. Public Service Announcement– Cindy Miller –Draft done – need to finalize and distribute.
WVUD – University of Delaware Radio -- done
Any other local radio stations? WXCY – Janet has list of radio stations – faxed to all 8/31
B. Press Release -- Janet Fallon
C. Announcement in Community Calendars – Janet Fallon to write 8/24 -- Done
D. Flyers – Drafted, to be distributed -- Cindy Miller
E. Cecil Whig Jumpstart Article – September 10 edition -- scheduled
F. County Herald – Lisa Tomb to write article on Fair Hill Nature and Holly 8/30 to print
G. Action Items
Leon’s Garden World – 302-366-0737 – will provide three large baskets of mums – pick up Friday before – ask for Susan Obara.
Larson’s 410-392-5175 Elkton – cannot participate this time
Outdoor Living – Will call back Monday 8/30 – Talked to Dale- wants to participate, but still needs to check with landscaper – confirmed with Angie – she’ll call back to set up details
Fair Hill Florist – 410-398-9088 – will loan us three floral arrangements to be returned to them the following Monday – pick up 9/24
Bristoll Plantation – 410-392-6001 -- will provide display – Meet Clay at Ed Wall’s Center 9 a.m. Sept. 22 to show him the space.Activities – Cindy Miller
Raffle – Cindy, but all are welcome to participate in getting raffle items donated.
I have three hand-made tote bags donated.
Fill one with horse items (hoof pick, treats, grooming implements, riding crop, etc.) PetsMart (see Jamie) will provide some items, check with local tack shops and Concord Pets (probably get a $25 gift certificate from them – see Eric)
Fill second with gardening implements (gardening clogs, gloves, seeds, trowel, spade, etc.)
Fill third with picnic supplies (bottle of wine, wine glasses, linen napkins, picnic cloth, plastic plates, cups, etc. Kohl’s having a 70% off sale?)
Lighthouse Gifts – call Debbie back 9/13 to confirm – will probably give a gift certificate.
American Home and Hardware/Elkton Supply Company -- Grill Kit
Stateline Liquors 410-398-3838 (Robert) – to provide “Basket o’ Booze - pick up next week after Monday.
Contact Elk Forge Inn -- 410-392-9007 – gift certificate for massage? FAX them a flyer with info on the fundraiser, how many people to attend, etc.
Contact The Paddock for Horse supplies/gifts
Molly – 2 Japanese pillows handcrafted made from genuine Japanese Kimono fabrics
Biddle Decoys – Provided bird carving
Sinking Springs – Wreath
Holly -- Pottery: Chicken
Holly --Pottery: Frog
Holly --Pottery: Turtle
Hand woven Irish wool blanket/throw
Ralph Young -- Antique Chest
Carriage rides –Janet to coordinate – cannot make it – already booked
Photo Sales – done
Guest Speaker – Mario
Awards for staff member & volunteer of the year
Treasurer's Report/Finance Committee: Mark Crawford
Financial Report as of August 31, 2004
August habitually has not been a strong month for the Nature center. We need to concentrate on continual growth through memberships, programs, as well as corporate sponsorships.
During this past month our income came from only two sources. The majority of the funds, $935.11, were donated to the Delaware United Fund on our behalf. The second source was our continuing membership drive that amounted to $145.00.
Expenses for the month of August were also light. Salaries and teacher wages, and related taxes cost $4,377.38. Professional fees and office expense accounted for another $1,336.19. Supplies and miscellaneous repairs accounted for the remainder.
Again, the money for Springfest was not transferred as requested. The $11,000 will be reflected in September.
Members of the board requested a comparison to the prior year. I am still in the process of designing such a report. I will hand out at the board meeting a spreadsheet that will show the financial information for the past two years.
As you will notice in the attached Profit and Loss statement we continued to loose funds. To date, August 31, we had not yet paid any salary to our new director. In addition, there is a need to look at our office equipment for all the staff. There are necessary costs that we will have to consider in the near future and budget the supply.
Mark Crawford, Treasurer
Financial reports were previously emailed to Board Members
Nature School Report: Holly Hannum
A schedule has been prepared for school classes through June 1. Letters have been sent to all principals regarding this year’s sponsors a description of the curriculum and procedures for sign ups etc. Teachers attending programs in September and early October have received information letters. Buses have been ordered through the first week in October as well. We will set up on Monday September 13 and classes begin the following day.
Our number one substitute, Chris Haight has resigned to take another temporary position. We will need to train another substitute or two.
Cindy and I will attend the United Way kickoff luncheon on Wednesday September 15. I will accept the Cecil County Arts Council Community Arts Development grant on Friday, September 17. Preparations for Fallfest activities are almost complete. We have nine activities prepared with prizes and craft supplies. Volunteers are still needed. Cathryn has contacted some groups from the U of D. They were not yet active for this school year but will get back with us after the 12th. We will be set up on the lawn of the Alliance office at the corner of North and Main Street from 8 to 5. We will attend 2 Family Day at the Farm events. Cathryn will cover the one in Warwick on the 19th and I will cover the one in Colora on the 26th of this month.
Trail Day is scheduled for September 25th from 9 to 1pm. We will have time for a nap before the Foxtrot Ball. We were running out of weekends so we had to double up activities. On trail day we will hopefully move one of our boot boxes to a different location, rebuild another boot box, weed the flowerbeds around the house and repair some erosion. We could use a pick up truck if anyone has one available.
Janet made up a flyer with fall programs to print on the back of all the school handouts. They have been sent to the libraries and to Doug for the BUZZ.
Personnel Committee: Hinda Smith
Cindy Miller has received two paychecks. There are still issues with withholding tax not being taken out. Pat will work this out with Mark.
A final contract will approved by Dennis and signed next month.
It appears that she has gotten off to a good start with Fox Trot, and that it is now time to jump in with the following responsibilities:
Beginning a fall newsletter
Membership recruitment plan - October Board Meeting
Grant strategy - November Board Meeting
Marketing Strategy for 2005
Community Relations: Doug Hill
I’m disappointed to report that I won’t be able to attend next Wednesday’s meeting. Please tell Cindy that I am taking off on Friday afternoon, the 24th, to help with the Foxtrot Ball. Whatever labor she needs (but I do have a weak back so no heavy lifting). Also, Nila and I have successfully filled a table of ten so make sure Cindy is aware of this for planning purposes. I’m working on the BUZZ tonight and will have it to the staff this weekend. Thanks, Doug
Membership: Joe Janusz
Building and Grounds: no report
Mr. Bryant, who is a neighbor of Cathryn Harjung, offered to donate the rocks in the spring. After she visited his house and realized the magnitude of his collection, she realized that we needed a cabinet – we couldn’t just put these rocks on a table or a windowsill. Cathryn contacted our local Boy Scout troop and they agreed to build a cabinet as a service project. The lovely display cabinet was built and installed by Boy Scout Troop 443, under the direction of John Harrington. They custom built the cabinet to fit the stair wall, and even put Plexiglas on the front so the rocks won’t “walk away”.
Mario will prepare Thank You letters to the appropriate folks as identified by Cathryn Harjung.
Next Meeting: ______________ P.M., at the Nature Center.
The meeting was adjourned at _______ P.M.
Respectfully submitted by Daniel Speakman