Board of Directors Meeting
Friends of Lake Norman State Park
May 7, 2018
Lake Norman State Park Visitor’s Center
President Michael Polzin called the Board of Directors meeting to order at 7:05 PM. Those in attendance and constituting a quorum were:
Present: Michael Polzin, Jeff Cooper, Jenni Wyatt, Katie Gradert, Shannon Johnson, Kathie Kemp, Debbie Page, Vicki Taylor & ex-Officio Advisor Greg Schneider
Absent: Alison Hemingfield, Jeff Pelchat & James Pogue
New Chapter Status: President Michael Polzin congratulated Board members on their efforts to become a Friends of State Parks Chapter. Friends of State Parks voted on April 28, 2018 to approve FLANO By-Laws and add FLANO as a FSP Chapter.
Post Office Box Acquisition & Chapter Address: FSP paid for and acquired a post office box for FLANO. Katie Gradert executed necessary paperwork and obtained two keys for P.O. Box 1213. Katie Gradert and Jenni Wyatt each have a key. Katie will check the mail weekly and more often if warranted. FLANO officers will need to show two forms of identification (driver’s license & vehicle registration) to obtain mail. The mailing address for FLANO is P.O. Box 1213, Troutman, NC 28166.
Liability Insurance Update: Vicki Taylor has not had a reply email from FSP to determine if FLANO has level of coverage needed.
ACTION ITEM: Vicki Taylor will contact FSP to determine our liability coverage and report findings at next Board meeting.
FLANO Welcome Letter to Charter Members: Board agreed that a welcome letter will need to be sent to charter members directing to website to become members.
ACTION ITEM: Katie Gradert & Debbie Page will help edit letter to make it more concise. When website is online payment ready, this letter will be emailed to charter members.
Board Communication Process: Jeff Cooper suggested that communication might be more effective in the future with committees empowered to make decisions. Shannon Johnson said a member of the committee could be designated to report to the Board the activities of the committee.
Donation Levels: Katie Gradert proposed that we add optional donation levels for potential or existing members. The individual membership fee is $10 but individuals may also choose to donate additional funds to FLANO. The Board decided to add these donation levels to our envelopes & website:
Mallard $25, Wood Duck $50, Heron $100, Osprey $500 & Kingfisher $1000
ACTION ITEM: Debbie Page & Katie Gradert will add these donation levels to envelopes & website.
POSSIBLE ACTION ITEM: If possible, Debbie Page will create an Honor Roll on website listing each donation class and ability to input names of individuals who have contributed to that category. Individuals would also need to be able to “opt out” of being listed on the website by indicating this on their membership form.
Online Payment/Donation Process: Katie Gradert gave each Board member copies of these forms to review: FLANO Funds Transmittal Sheet, FLANO Cash Handling and Payment Collection Guidelines, FLANO Petty Cash Log and FLANO donation thank-you letter. She will use these forms to process and account for FLANO funds. Katie received permission from the Board to keep $500 in petty cash. Katie will collect funds from the donation boxes but leave some cash in the boxes for visual impact.
FLANO Membership Envelopes: Katie Gradert & Debbie Page each had templates for a membership fee/donation envelope.
ACTION ITEM: Katie Gradert will create an envelope incorporating information from both templates. Katie will contact Alison Hemingfield who has offered to print our materials and ask her to print 1,000 envelopes.
Membership Data Collection Process: Discussed what to include in membership data storage. Data would include: Name, address, email address, phone, donation level, indicated interests, (joining date?).
ACTION ITEM: Katie Gradert will create a data collection template in Excel or Google Docs. Katie will input data collected from membership forms. If this task becomes too much for one person, others will be asked to assist her. This data base will be used to email membership to notify them of the annual meeting.
FLANO Website Presentation: Debbie Page projected the website she has designed for FLANO. The Board was impressed and grateful for the quality of her work. The website excellently represents FLANO’s mission and activities. Online payments had not been activated as she had not received the assistance needed from FSP to link our payment system to theirs. Debbie donated the funds to pay for the five year domain hosting fee. The Board appreciated her generous donation to FLANO.
FLANO Facebook Page and Gmail account: Debbie Page created a FLANO Facebook page & a Gmail account. The Gmail address is: firstname.lastname@example.org
ACTION ITEM: Katie Gradert will contact David Pearson at FSP again to get our online payments linked to FSP. Debbie Page will then add online payments to our system.
ACTION ITEM: Debbie Page will make website active for Board to view. After website is online payment ready, FLANO will inform public.
ACTION ITEM: All Board members asked to send photos to Debbie Page for use on website and FLANO Facebook Page.
Logo Design: Kathie Kemp passed out copies of the FLANO logo she designed. Four logo drafts were shown and listed as A, B, C and D. In each, Kathie created a lovely detailed rendering of a Kingfisher, a beautiful gift to FLANO of her artistic talents and greatly appreciated by the Board. Font size, detail and placement varied somewhat in each logo design.
MOTION by Shannon Johnson
Move to approve logo #D as FLANO logo.
Seconded by Michael Polzin. Motion passed with unanimous assent.
ACTION ITEM: Kathie Kemp will email logos to be used in printing and on website.
Brochure Design: Kathie Kemp volunteered to design the FLANO brochure. Debbie Page volunteered to write the copy needed.
ACTION ITEM: Kathie Kemp & Debbie Page will design FLANO brochure. Will try to have a template ready for review at June 4, 2018 meeting.
Donation Boxes: FLANO Donation Boxes are being built by park staff and will be placed at Visitor’s Center and Concession Stand at the swim beach. A grant from FSP was approved for this and will be used for materials and signage on boxes.
Bike-A-Thon: Tarheel Trailblazer’s Fundraiser at LNSP on June 16, 2018 to raise funds to improve bike trails in LNSP.
ACTION ITEM: Katie Gradert will make a schedule for hosting a FLANO information and membership table at the park. Board gave permission to purchase a table banner for this and other events.
BioBlitz: Greg Schneider gave a brief overview of what this day would involve. Debbie Page will post information on FLANO website.
ACTION ITEM: When more information available, FLANO will determine how to promote and assist with this event.
FLANO T-Shirts: Katie Gradert suggested that we investigate Recover Brand t-shirts when we decide to print t-shirts. These t-shirts are made from recycled soda and water bottles. Board members expressed their desire to promote environmentally-friendly practices.
Front Porch Fest: Debbie Page offered to promote FLANO at Front Porch Fest on Saturday, May 12, 2018. She will print FLANO membership forms and give out LNSP maps at the event.
Next Meeting: Board meetings are held quarterly. However, a special meeting of the Board is scheduled for Monday, June 4, 2018 at 6 p.m. due to start-up organizational needs of FLANO.
Meeting adjourned at 9:05 p.m.
Minutes submitted by Secretary, Jenni Wyatt.
Minutes subject to approval by President Polzin and revision by Board members.