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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.
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Friends of Lake Norman State Park volunteers had a great time volunteering at the Cedar Stump Pub and Tarheel Trailblazers Bikeathon fundraiser on Saturday at the park. The event raised money for bike trail repair and construction of new trails for visitors to LNSP to enjoy! Thanks to volunteers Michael, Greg, Katie, Jenni, Jerry, Debbie, Vicki, Sarah, and JW! Thanks to Troutman Parks and Recreation for inviting FLANO to the ECS Party in the Park event! We enjoyed spreading the news about FLANO and meeting a lot of great people!  Board of Directors Meeting
Friends of Lake Norman State Park June 4, 2018 Lake Norman State Park Visitor’s Center President Michael Polzin called the Board of Directors meeting to order at 6:18 PM. Those in attendance and constituting a quorum were: Present: Michael Polzin, Jeff Cooper, Katie Gradert, Debbie Page, Vicki Taylor & ex-Officio Advisor Greg Schneider, Sarah Pogue, Kathie Kemp, Will Washam Absent: Jenni Wyatt, Shannon Johnson, Alison Hemingfield, Jeff Pelchat & James Pogue Current Business Establish Committees: Jeff sent out email for proposal of committees. Already established by by-laws is the Executive Committee, which consists of President, Vice President, Secretary, and Treasurer. We have a nominating committee established by bylaws. It was suggested that we wait and fill this committee once more members exist. Creation of a new Membership committee geared toward gaining and engaging members is crucial, recruiting and retaining equally important. The purpose of which is to recruit, maintain, and engage the Friends membership. The Membership committee’s will be responsible for the web page, newsletter, soliciting and responding to feedback, etc. Very communications focused. Rename committee Communications/Outreach less focused on managing membership, more focused on recruiting and maintaining members. Another new committee would be the Sponsorship committee, the purpose being to raise funds to support the activities of FLANO and the needs of the park. We would be getting money from the membership so this committee would focus more on corporate sponsors and the State Friends group for NC funds. A group focused on contacting the REI’s, Lowes, and local Troutman business. We need a way to engage volunteers, members, and sponsors. This is where the Events and Programs committee comes in. It will help with efficiency. Our members and our sponsors will want something to get them excited (or to promote at) and so this group would work with the Communications/Outreach and Sponsor committees to develop events/programs to support their objectives. Having committee will allow for the development of a degree of expertise, would be more efficient and utilizing (re-utilizing) materials across both groups so that we don’t duplicate. MOTION by Jeff Cooper: Friends of Lake Norman State Park will add three committees to the already established Executive and Nomination Committees. The committee additions will be Communications/Outreach, Sponsorship and Events/Programs. Seconded by Michael Polzin. Motion passed by unanimous assent. ACTION ITEM: Name interim chairman for each committee: Nomination, Communications/Outreach, Sponsorship and Events/Programs. Brochure: Kathie Kemp and Debbie Page finalized the FLANO brochure. Present members agreed that the wording on the brochure should be revised to remove the words “Additional Donation”. Clarification was made that the membership levels include the $10 annual membership fee. MOTION by Kathie Kemp FLANO brochure is approved for print after revision to membership levels removing “additional donation” is removed. Seconded by Katie Gradert. Motion passed by unanimous assent. ACTION ITEM: Katie Gradert will email Allison Hemingfield and copy Kathie Kemp to notify her that the board has decided to hold off on printing remittance envelopes now that online donations are available and ask is she is able to print 2500 FLANO brochures. FrontPorch Fest: Debbie handed out several membership forms and engaged with community members. Party in the Park is an event coming up in June, August and October. ACTION ITEM: Debbie to reach out to Party at the Park for a chance to have a booth for FLANO. If approved send out email/sign-up for volunteers. Liability Insurance: Vicki chatted with Insurance provider for FSP regarding the liability insurance. She was given a liability insurance form to fill out as a subsidiary for insurance liability. She received a reply back from FSP. We are still uncertain of coverage. ACTION ITEM: Vicki Taylor to continue to follow-up on liability insurance. REI Feedback: Great outreach event. Some new members gained. Discussed that focus was on notifying visitors of Lake Norman State Park. Board members discussed several potential outreach events coming up. We discussed that with the small amount of current members it would be wise to gear outreach and recruitment at events to Lake Norman State Park and Troutman area events. At these events people will be familiar with Lake Norman State Park and more likely to become members and volunteer/donate. Upcoming events discussed include: Independence Parade June 30th 5-9 at Troutman Fairgrounds, Party in the Park, and September Chili Cook-Off, in addition manning a table Saturday morning’s outside Lake Norman State Park Visitor Center. ACTION ITEM: Debbie Page will email contact regarding table to promote FLANO at Independence Parade. Email will be sent out to members to sign up for outreach event. ACTION ITEM: Katie Gradert to create Saturday sign-up for FLANO table outside Lake Norman State Park. See if local coffee shop will donate coffee. 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. Katie will send from flanosp@gmail.com email. ACTION ITEM: Katie to send email. Reimbursement: Procedure needed to track and approve purchases and reimbursement. Treasurer can forward receipts or be copied on receipt to track expenses. If possible batch monthly to FSP. MOTION by Katie Gradert Purchases for FLANO up to $500 in value require approval of two Executive Committee members prior to purchase in order for FLANO to issue reimbursement. Purchases of greater than a $500 value require majority board approval. Email and phone approval are acceptable. Seconded by Kathie Kemp. Motion passed by unanimous assent. Events: Bike-a-thon: Will Washam gave an introduction to Trailblazers and his role. Will Washam states that the goal of the event is to raise funds for the Hawk and Northwood Loops. With their volunteer force it would take too long to go through and make all the repairs. The grant is to bring in professionals to maintain the trails to a state where the Tarheel Trailblazer volunteer task force can maintain it thereafter. They have received a $10,000 grant from REI. The Bike-a-thon is the cherry on top to gain more funds. He stated at the bike-a-thon they would have vendor tents. FLANO can set up a tent in area. They are raffling a bike and superlatives for bikers that come out. James set up a Friends of Lake Norman State Park fundraising and riding team. He discussed the volunteer needs of the Tarheel Trailblazers. Sign up sheet to man FLANO vender booth passed out. ACTION ITEM: Notify members of event. Recruit volunteers for Trailblazers. Sign up to be a FLANO rider. Sign up to man FLANO member table. Katie Gradert to distribute membership collection information. Future Projects: Discussed with Greg the possibility of a volunteer trail day event with park staff. ACTION ITEM: Katie Gradert to contact park staff to set even date. Member dues were collected. Discussed membership dues will be grouped yearly by thirds to make collection of annual dues an easier process. ACTION ITEM: Katie Gradert to send out reminder email to Board Members who have not paid membership dues. New Business: James Pogue talked to Historian regarding speaking about the history of Lake Norman State Park. ACTION ITEM: James to follow up and coordinate with park staff on event date. James Pogue researched lobbying days to advocate for FLANO/FSP. Found local agencies to reach out to. ACTION ITEM: James to draft email and send to agencies announcing chapter creation. Approval given to send. Future Meeting Dates: 7/17/18 6:00pm 8/14/18 6:00pm 9/18/18 6:00pm Meeting adjourned at 8:17pm. Minutes submitted by Treasurer, Katie Gradert. Minutes subject to approval by President Polzin and revision by Board members.  THANKS TO Patrick Wurtz and Greg Johnson for Building and installing the Friends of Lake Norman State Park donation box AT the Lake norman state park Visitor Center!The next FLANO board meeting is Monday, June 4, at 6 p.m. in the classroom at the Lake Norman State Park Visitor Center. Board members are reminded to bring their $10 dues to this meeting.
Board of Directors Meeting
Friends of Lake Norman State Park March 24, 2018 Lake Norman State Park Visitor’s Center President Michael Polzin called the Board of Directors meeting to order at 1:10 PM. Those in attendance and constituting a quorum were: Present: Michael Polzin, Jeff Cooper, Jenni Wyatt, Katie Gradert, Shannon Johnson, Kathie Kemp, James Pogue, Vicki Taylor & ex-Officio Advisor Greg Schneider Absent: Alison Hemingfield, DebbiePage, and Jeff Pelchat Secretary’s Report—Jenni Wyatt Minutes of the March 13, 2018 Friends of Lake Norman State Park organizational meeting were distributed to each board member to read. MOTION by Vicki Taylor: Move to approve the minutes of the March 13, 2018 organizational meeting. Seconded by James Pogue and carried without dissent. Current Business President Michael Polzin displayed a proposed draft of FLANO By-Laws on the projection screen. This draft had been sent to each board member prior to this meeting. Each member had been asked to review the draft By-Laws and make suggestions for revision. President Polzin made copies of these suggestions. These copies were distributed to the board members at the meeting. Using the draft By-Laws projected on the screen as a template, each article and every section was reviewed, discussed and revised as needed. MOTION by Jeff Cooper: Move to accept the Friends of Lake Norman State Park Chapter By-Laws. Seconded by Kathie Kemp. Motion passed with unanimous assent. President Polzin stated he would send the By-Laws and other needed documentation to Friends of State Park to obtain charter approval at their April 28, 2018 Board of Directors meeting. ACTION ITEM: President Polzin President Polzin asked us to discuss the frequency and timing of future Board Meetings. Board Meetings will be held quarterly. Special meetings will be called as needed. By unanimous consent, the next Board of Directors meeting is scheduled for Monday, May 7, 2018 at 6 p.m. at the Lake Norman Visitor’s Center. The consensus was quarterly board meetings would be held Mondays at 6 p.m. Future meeting dates will be discussed at the next Board Meeting. The agenda format used at today’s meeting will be the agenda template for future meetings. New Business Jenni Wyatt presented a sample letter that she drafted after the organizational meeting. This letter was given to each board member to review. Because many have expressed interest in Friends of Lake Norman State Park, it was suggested that we send out an email letter updating our charter membership of our activities to date. The draft letter will reviewed and revised by the Board. ACTION ITEM: Board members will review letter and email Jenni Wyatt their revisions. Secretary Jenni Wyatt will make revisions, email final copy to Board members for approval and then email letter to charter membership Tour of park by Park Superintendent, Greg Schneider, scheduled for April 9, 2018 at 6 p.m. ACTION ITEM: Greg Schneider will schedule van for park tour and arrange a time for Debbie Page to tour park facilities if she is unable to attend. Kathie Kemp stated she is starting to work on logo and asked Greg Schneider for iconic images associated with the park. ACTION ITEM: Kathie Kemp will work on logo for possible presentation at the May 7, 2018 Board meeting. Friends of State Park liability insurance document was given to Vicki Taylor to review. ACTION ITEM: Vicki Taylor will review document and follow-up with Jim Richardson of FSP to determine status of liability insurance for Friends of Lake Norman State Park Board members. It was determined that an accounting process for donations and expenditures will be needed. Once approved, our chapter will also need a mailbox address. The consensus was the chapter mailing address would be Troutman, NC. ACTION ITEM: Treasurer Katie Gradert will contact Jim Richardson to determine how funds will be deposited, accounted for and distributed from FSP. She will develop an accounting process for the chapter and report on it at the May 7, 2018 Board meeting. Meeting adjourned at 3:00 p.m. Minutes submitted by Secretary, Jenni Wyatt. Review and approved 3/26/18 by President Polzin. Board of Directors Meeting Friends of Lake Norman State Park
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