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.

• Letter to the editor response by Cynthia and signed by Mario was well received and received good responses.

Coming programs:

Fall Fest

• This is set for September 18th.  We will need volunteers to staff this event.
• This is a rain or shine event.
• FHNC will set up on the corner of North and Main in Elkton.
• Volunteers should attempt to sell Fox Trot Ball tickets at this event.  Posters need to be made. 

FOX TROT BALL (Cindy’s Action Outline)

Foxtrot Ball Action Outline

Dinner (Ron Perkins – 302-521-6173)

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 cake

1. Liquor License – Dennis Clower to do.
2. Beer and Wine donations
   1. Chesapeake Spirits to donate wine and beer for 130 people
   2. Stateline – donating basket o’ booze for Raffle.
   3. Weavers?
3. Bartender  -- Dan has someone lined up
4. Soft drinks, coffee, tea and water

1. Lisa Welch will coordinate this effort if available. Busy Saturday, but will help with set up Friday afternoon.
2. Proposal: Combination rent/purchase
   1. Rent linen tablecloths, napkins, table skirts, silverware – on reserve, must confirm numbers two weeks in advance.
   2. Purchase elegant plastic plates (Fulton Paper), wine/beer glasses (Lisa will buy for us at cost through her distributor). Plates are nice enough to keep on hand for any future events. Will need volunteers to wash and rinse plates. Mario/Dan’s sons to do?. 
   3. Lisa to donate up to 100 place settings of silver and chafing trays along with any other items needed that she has on hand free of charge
   4. Reserved: whiskey sour fountain – self serve for punch – cost $40 must confirm as soon as possible. Do we want this or not? NO
3. Proposed color scheme:
   1. White linens and skirts for buffet tables -- ordered
   2. Green linens w/white napkins for dinner tables -- ordered
   3. Burgundy and yellow/orange mums for centerpieces -- Ordered

1. Servers or Self Serve? Buffet – no volunteers needed
2. 2 people to bus tables/take care of buffet table Saturday Janet’s husband need one more
3. Set up – Board members and staff  – Lisa Welch to come by Friday to help with table set up.
4. Food delivery? We pick up? Pick up time 5:30 p.m. – need 3 people for Saturday afternoon-evening
   Dan Schneckenburger – Chesapeake Inn, Bayard
   Barb – Buck’s
   Molly or Cindy – Blue Crab Grill
   Hinda – Bentley’s
   Nutter’s – Cindy
   Bay Gourmet --
5. Bartender – 1 person to work for tips. Dan has someone lined up
6. 4-5 volunteers to help with Sunday clean up.
7. Cathryn Harjung sent e-mail requesting volunteers – one positive response that I know of so far 9/7

1. Cathryn Harjung – e-mail: charjung@zoominternet.net
   1. Will send out e-mail requesting volunteers as soon as we identify our volunteer needs– sent 8/27
   2. Volunteers for: Set up, Clean up, help with landscapers, serving dinner, pick up food, etc.
   3. Ticket takers/registration?
   4. Mums for centerpieces – burgundy/orange
2. Ron Perkins – Food  -- 302-521-6173
   1. Fax something to restaurants? -- done
   2. Nail down complete list of who is participating and what they’re providing.
3. Publicity – Janet Fallon – 410-398-2557
4. Dan Schneckenburger – Alcohol–
   1. Liquor License – Dennis Clower
   2. Alcohol donations -- done
   3. Other beverages? Donated or purchased.
      1. Coffee, tea, sodas, water, ice, cooler

F. Action items

1. Nail down restaurants
2. Nail down volunteer needs – done, awaiting response
3. Alcohol
   1. Beer/wine for 130 taken care of
4. Make decision regarding Place settings/tables – done
5. Soft drinks/ coffee, tea, etc.?
6. Call Lisa Welch – Called 8/25 (see attached estimate). – Done
7. Design a floor plan for the room

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

1. Cecil Whig – Letter to Editor
2. UD Newspaper
3. Newark Post
4. Rising Sun Herald
5. Chamber of Commerce  -- invitation distributed 8/24
6. The Buzz – E-mailed copies of flyer and invitation to Doug Hill for inclusion 8/25

C. Announcement in Community Calendars – Janet Fallon to write 8/24 -- Done

 D. Flyers – Drafted, to be distributed  -- Cindy Miller

1. Libraries – distributed 8/24
2. Fair Hill – distributed 8/24
3. School District -- Barb
4. University of Delaware
5. Local businesses
6. E-mail jpeg of flyer to board members for additional printing and distribution

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

1. Write Press release
2. Write community calendar blip -- done
3. Write Public Service Announcement – draft done 8/24
4. Coordinate with Doug (Buzz) on invitations for membership – done 8/25
5. Finish distributing flyers
6. Distribute Press release, PSA and calendar blips
7. Finalize VIP list, print formal invitations and mail
8. Put up signs on Rt. 279 – Get letters from Carla Monday

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.

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

1. determine activities -- done
2. beg for raffle items
3. Find photographer -- done
4. Hire carriage team? No – they’re booked
5. Find Guest speaker -- Mario
6. Evening events program? – No

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.

Respectfully submitted,

Mark Crawford, Treasurer

Financial reports were previously emailed to Board Members

• Mark will check on the Waterfowl Festival check.  It was not listed in either the July or August Financial reports.

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.

• The trails around the nature center are in incredible condition.  This is due to the great help of the Lokey Center’s help
• Mario suggested that we write a “Letter to the Editor” or give some other type of recognition to the Lokey Center for their invaluable help.

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

Volunteers

Strategic Planning

• Personnel Committee met after the Board meeting.
• Committee heads need to meet with Cindy soon.  Cindy will coordinate to set up these meetings/interviews.  Ultimately, she needs to meet with all Board members.

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

• Buzz will be mailed Thursday, September 16, 2004

• Doug will be showing a film on Global Warming.  See the write up in the Buzz.

Membership: Joe Janusz

• Joe has had difficulty in transferring data to the FHNC computer.  Loss of membership database has been a major setback.
• Pat has been working to restore the database.
• We need to improve the databases, data processing
• Email was down for a few days.  The power was out at the FHNC one day.
• Joe would like to have a computer consultant come in and examine our current situation and advise us on ways to improve.
• Discussion was tabled.  Joe will explain his ideas with Cindy and the Board will act on ideas after Fox Trot.

Building and Grounds: no report

• Work needs to be done around the weather station.   Everyone was complimenting the website data feed.  Del et al. will trim and mulch around the weather station.  Care must be taken not to damage the wires from the station.
• If anyone wants the data feed to be customized, contact Del.

Old Business:

• Honorary Board (tabled until after Foxtrot Ball)

New Business:

• Computer Replacement :  conversation tabled until after Fox Trot. Hardware upgrade needs will be determined after Fox Trot.
  

• Rock Collection - A wonderful rock collection was recently installed at the  Nature Center.  Tim Bryant, a local retired chemist and amateur geologist, generously donated his collection of Cecil County rocks.  All rocks were gathered by him over the past 30 years.  He has detailed each rock’s information on cards, which are housed in the display cabinet.

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.

• Tracy Jentzch suggested that the board add a new event.  She attended an insect fair.  The FHNC has some insect displays and the UDEL has an excellent entomology department.  Mario mentioned a local student? that has a great collection and has won numerous awards at local fairs, including the Cecil County Fair.  The Board agreed that this was a good idea.

Next Meeting: ______________ P.M., at the Nature Center. 

The meeting was adjourned at _______ P.M.

Respectfully submitted by Daniel Speakman

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