July 17, 2018 Board of Directors Minutes

Board of Directors Meeting
Friends of Lake Norman State Park
July 17, 2018
Lake Norman State Park Visitor’s Center


President Michael Polzin called the Board of Directors meeting to order at 6:10 PM.  Those in attendance and constituting a quorum were:
Present:  Michael Polzin, Jeff Cooper, Jenni Wyatt, Shannon Johnson, Kathie Kemp, James Pogue, Vicki Taylor & ex-Officio Advisor Greg Schneider
Absent:  Katie Gradert, Alison Hemingfield, Debbie Page & Jeff Pelchat
Visitor:  Jenni Wyatt introduced Ashley Thompson who volunteered with FLANO at the Bike-A-Thon.  After the meeting, Ashley expressed an interest in serving on the Communication/ Outreach committee. 


Current Business
Formation of Committees:  Jeff Cooper led the discussion.  Since FLANO is still growing its membership, it was decided to only activate two of the committees that were added 6/4/2018 to the already existing Nominating Committee.  A Communications/Outreach committee and a Sponsorship Committee will be activated with a minimum of five members serving on each of these two committees.  Michael Polzin will be the Interim Chairman of the Nominating Committee as the by-laws state that it is his responsibility to appoint members to this committee.   Jeff Cooper proposed composing an email letter with Michael Polzin to solicit volunteers for both committees.  Letter will include committee descriptions, FLANO accomplishments to date and future opportunities for involvement.  It was suggested that in the near future FLANO schedule a general membership meeting to engage new members.   
MOTION by Jeff Cooper
Announce the formation of these two new committees and solicit volunteers with an email letter sent from Michael Polzin to FLANO membership and contact list.
Seconded by Shannon Johnson.  Motion passed with unanimous assent.


ACTION ITEM:  Jeff Cooper will draft a letter with Michael Polzin to send to FLANO membership and contact list describing committee volunteer opportunities.  Jeff Cooper will ask Debbie Page to post information on FLANO website.  Jeff Cooper will write short announcement that Jenni Wyatt will post on NextDoor and possibly Debbie Page could post on Statesville Free News website.  


ACTION ITEM:  Shannon Johnson graciously agreed to be Sponsorship Committee Interim Chairman.  Debbie Page was suggested as Communications/Outreach Committee Interim Chairman as she has been doing an excellent job of this for FLANO…without a committee!  Also, since Debbie was volunteered in her absence, she may never miss another Board meeting.  If Debbie declines, Jeff Cooper volunteered to do this.  


Brochure Distribution:  Kathie Kemp distributed FLANO brochures to each board member.  If a Board Member needs FLANO brochures, the boxes of brochures will be stored on a shelf in the office Conference Room in the storage cabinet.  Kathie Kemp wrote a heartfelt thank you email to Alison Hemingfield who printed these beautiful tri-fold brochures at no cost.   The Board expressed their gratitude for her generosity.    


ACTION ITEM:  If possible, add a Wall of Honor to the FLANO website.  With permission from Alison Hemingfield, list her company as a donor of services.  If Kathie Kemp has a company to be listed, with her permission, list as a donor of services.


Liability Insurance Update:  NCFSP policy renews in August and will include FLANO as a named subsidiary.  


ACTION ITEM:  Vicki Taylor will report when we have documentation of FLANO liability coverage.


Treasurer Report-Jenni Wyatt read Katie’s email notes to Board Members.  To date, FLANO has 22 members.  Membership Dues/Donations to date are $960.  Less start up expenses: $878.68.  


ACTION ITEM:  Greg Schneider asked about procedure for collecting funds from donation box.  How often is box to be emptied and by whom?  Katie Gradert will email Greg Schneider and executive committee on this procedure.  This probably has been previously communicated but secretary failed to record.


T-Shirts-Katie Gradert emailed a written request to print T-Shirts with FLANO logo to sell and give to Heron and above donors.  


MOTION by Michael Polzin
Final T-shirt design will be logo style “D” which is consistent with the logo on FLANO brochure.  The “S” will be deleted from the word FRIENDS so the T-shirt will say FRIEND OF LAKE NORMAN STATE PARK.   Kathie Kemp will provide artistic input regarding final T-shirt design details such as logo placement and color selection.  Katie will contact Recover for pricing of T-shirts and report back to Board.  
Seconded by James Pogue.  Motion passed with unanimous assent.


ACTION ITEM:  Katie Gradert & Kathie Kemp will design T-shirts with logo specified by the Board.  Katie Gradert will bring Recover pricing to Board for T-shirt purchase approval.  Katie will consult with Greg Schneider and gift shop staff to help determine initial quantity needed for each size (based on their experience of selling LKN State Park T-shirts).


PROJECTS:
Group Camp Projects:  Katie Gradert has begun researching the costs associated with upgrading group campsites.  A very rough estimate for the project is around $5000 and will be an excellent opportunity to solicit corporate sponsors.  This will also be an opportunity for hands-on volunteers to donate the labor needed.  Greg Schneider stated that his greatest need is ten pedestal grills and five group fire rings.  He thinks he can provide the lantern hooks.   More picnic tables are also needed.  Greg will research his vendors and provide Katie with a cost list/proposal to present to the Board. 


ACTION ITEM:  Greg Schneider will help Katie Gradert create a budget proposal for Group Camp.  


ACTION ITEM:  Brainstorm ways to recognize our corporate sponsors.  Could we announce in a FLANO press release to different media outlets noting the area businesses who are making contributions to the park?  What other ways could FLANO recognize their contributions?  Board members will present ideas at next meeting.


Historian Talk-James Pogue has contacted a local Historical Society and other sources.  He has been unable to find someone to give a history talk.  He asked for the Board’s help in locating someone to do this.  


ACTION ITEM:  Jenni Wyatt will contact Lake Norman Currents for possible contact.  Vicki Taylor will review past contacts and archived material.  All Board Members are encouraged to help James with this. 


Email Letter to Local agencies announcing FLANO-James Pogue given approval at 6/4/2018 Board meeting to draft and send email to agencies announcing chapter creation.  


ACTION ITEM:  James Pogue will draft email for FLANO to send to local agencies.  As this letter should be signed by President Michael Polzin before sending, James will get final approval of letter from Michael Polzin.  James will email letter to local agencies.  At next Board meeting, James will bring a list of the agencies he notified of FLANO creation.  


Get Fit & Party in the Park-Postponed discussion until next Board Meeting when Debbie Page can present details.
ACTION ITEM:  Discuss Get Fit event and partnership opportunity at 8/14/18 Board meeting. Discuss and sign up FLANO booth volunteers for Party in the Park.


ACTION ITEM:  Jeff Cooper mentioned the need for organized method of erecting FLANO booth and banner.  Shannon Johnson will put together a list of needed materials such as scissors and tape to make a kit to take to events.  (Purchase black tablecloth?) Jenni Wyatt will contact Joy Shuck regarding donating a tent to FLANO to use at events.  At the Bike-a-Thon, Joy mentioned that REI does not sell these tents in the store but may have a used one that we could have.


Volunteer Day in the Park:  Greg Schneider presented an opportunity to enlist volunteers to help the park rangers in removing aluminum wire from downed power lines.  Aluminum wire could be sold to benefit FLANO.  This could be done in a few hours on a Saturday morning with about 20 volunteers.  


ACTION ITEM:  Greg will choose a date for park beautification/clean-up.  (Greg, would this be an opportunity to enlist a Scout troop to help in addition to other volunteers?)


Fishing Line Collection System:  Board members were given copies of the fishing line recycling program.  The Board members were in favor of supporting this program although additional information is needed.  How would containers be emptied?  Greg Schneider does not have the ability to dispose of this material or manpower to empty containers.  The park would support the installation of these containers if a procedure is in place to address these concerns.  We could also install a FLANO label on the containers to promote FLANO.


ACTION ITEM:  Address these concerns at 8/14/18 Board meeting.


Trail Building Day 8:00 a.m.-11:30 a.m. on September 29, 2018- Katie Gradert submitted email description of this trail building project being staffed and organized by LKN State Park staff.  Volunteers are invited to work with staff to construct a short section of new trail to adjoin the Bridge Trail.  


ACTION ITEM:  Jeff Cooper will help LKN Park staff promote this event and recruit volunteers by including in letter being sent out about committees and Debbie Page will add to calendar of events on FLANO website.  At next Board meeting, discuss further FLANO involvement in this event.


Saturday in the Park-Arrange dates for FLANO volunteers to hand out coffee, information, solicit members & sell T-shirts


ACTION ITEM:  Prioritize FLANO events, including Saturday in the Park, for September and October at 8/14/18 Board meeting.


School Field Trips to Lake Norman State Park-Katie Gradert 


ACTION ITEM:  Postpone discussion until 8/14/18 Board meeting.


Our next Board meetings are scheduled on 8/14/18 at 6:00 p.m. and 9/18/18 at 6:00 p.m.


Meeting adjourned at 7:45 p.m.


Minutes submitted by Secretary, Jenni Wyatt.
  
Minutes subject to approval by President Polzin and revision by Board members.