Skidaway Farms Board Meeting Minutes: July 24, 2019
Present: Susan Burns, Karen Burroughs, Ron Dillard, Linny Dillard, Ralph Hinz, Monica Hughes, Jane Kollman, Joe Tyson
Absent: Michael Kahn
Raised Beds: R Hinz presented information on the cost of raised beds using lumber and using concrete blocks. The costs were about equal for both but the resilience of the concrete was noted. There may be the possibility of having Bethesda Barn Builders, a volunteer organization, build the wooden raised beds and J Kollman will get in touch with Ed Case, her contact with this organization, when she returns from vacation This would defray the labor cost substantially. Tabled until September meeting when we have this information.
Maintenance: Blue Bird houses are in poor condition and need to be replaced. K Burroughs will request the Landings woodworker’s club to make 5 – 10 more bird houses as they are making some for Audubon.
Farm Bell: K Burroughs requested that her family farm bell be relocated from her garage to be hung at the farm. The board unanimously approved this and will look for a way to secure the bell and a good location for it.
Treasurers Report: R Dillard reported and emailed copies of the June Balance Sheet, June Income Statement, Accounts Receivable Report, and Farm Plat. Our cash position remains solid. Renewed our General Liability, Directors & Officers, and Accident Insurance policies this week for $1356.00 which was the same premium we paid last year. Our property casualty policy doesn’t renew until later this year. One of our CD’s matures in August which will be renewed.
Survey: Farm survey was reviewed and discussed. There were the usual complaints about weeds encroaching on farmer’s plots as well as uneven water distribution from the over head sprinklers. Both are constant problems that farmers need to address by keeping their farms tidy and reporting any nearby plots that have encroaching weed problems. Watering system is checked in entirety every spring and when there are new seedlings or very hot weather plots may require more water than the overhead sprinklers provide. Discussion about raising garden plot fee by $25 ensued with a decision made to check finances again in October before any decision is made.
Meeting was adjourned.
No meeting will be held in August.
Next meeting will be Thursday, September 26, 2019
Educational Event Plant Sale
Last Sunday two of our board members were photographed sprucing up the farm tables and benches! A big thank you to Michael Kahn, board president and Linny Dillard, marketing director!
A delightful Dinner In The Garden – no need to login – just click the “Register Now” button
The 2019 Skidaway Farms Spring Festival
Come join us for an evening of great food and fun and show your support for Skidaway Farms
Dinner in the garden at Skidaway Farms
Wednesday, May 1, 4:30 – 7:30
The menu will be designed and managed by our two favorite Farmer/Chefs,
Tom Rosen and Joe Tyson
and the Skidaway Island Men’s Gourmet Group
Bring Your Own Beverages (water will be provided)
Seating is limited to 125, so get your tickets now. To purchase, just click the “Register Now” button (top right or bottom left).
A portion of your ticket price will be a tax deductible contribution to support farm educational projects. We will celebrate our spring /summer gardens and enjoy another successful garden season.
See you at the Farm!
Wednesday, May 1st, 2019, 4:30 PM – 7:30 PM
Savannah, GA 31411
Tickets and Donations: http://www.skidawayfarms.net/members/civicrm/event/register?id=17&reset=1
Individuals $ 35.00
Couple $ 70.00
Family $ 90.00
Present:Present: M Kahn, J Kollmann, L Dillard, R Dillard, M Hughes, R Hinz
Absent: J Tyson, C Adler
Unanimous Board Approval for By-law changes and Officer election. Farm Rules updated per R Dillard, Monica to post changes for both By-laws and Farm Rules on Farm website.
Treasurer Report per R Dillard:
Asset Replacement Account transferred to Online Savings Bank, Live OakBank. The amount of $20,000 was placed in a 6 month CD to earn a better interest rate. This move was Board approved at the January meeting.
2019 Budget Approval: Discussion, need for modification determined, Advertising Budget decreased from $900 to $450. The $900 in roads and paths will remain as records indicated an amount near that number for pine straw delivery and installation done in October.
Nominating Committee approved for upcoming election:
M. Kahn, Jane will enlist K Smith and Linda will ask J Duren to participate.
Vote to be held online April 3
Annual Meeting set for April 17, 5pm
Spring Festival set for May 1, 2019, Monica will blast to save the date. Ticket price set at $35 per person, increase noted to be needed as this is Farms only fundraiser and farm revenues are down.
Grant application for irrigation cost sent, result should be known by April..
Work party 3/9/2019, 10am-??, Monica will send blast and Jane will post on message board at the farm.
Discussion regarding ways to improve Farm revenues:
Sell more plots, Marketing Campaign Ongoing per L Dillard
L Dillard looking into community business support for a raffle at the Spring Festival.
Next meeting, 3/27 4pm at the farm. Report from Nominating Committee is expected regarding folks willing to run for vacant Board positions. Monica will send a blast to Farmers to solicit interest in running for the Board.
Present: M Kahn, J Kollmann, L Dillard, R Dillard, R Hinz, M Hughes
Absent: J Tyson, C Adler
1) Irrigation update:
Hose bibs have been relocated from center of pathways to the edge to better accommodate wheelbarrows and carts safely, cost, $850. New irrigation installed in wildflower beds at both north and south ends of the farm. Will benefit both the existing pollinator bed and will help to establish the new pollinator bed at the south end of the farm. Cost, $1500, Jane will write a Landlovers grant request to cover the cost
2) Marketing Activity: Report from L Dillard, Marketing Director
A) Farm brochure updated, membership form on the back of brochure and new sign bracket attached to the fence at Farms front gate.
B) Articles written for upcoming issues of the Twatl and the Skinnie
C) Monthly mailing to Our Club New Members List
D) Articles with photos to these groups: Oakridge, South and North Landings, South Harbor Neighbors websites.
E) Real Estate Office no longer includes farm brochures in information packets, will get brochures to Tonnie Glick to include in her welcome packet.
3) Depreciation Schedule for Farm Assets:
Schedule discussed per Board and revised to:
Pavilion/25yr, Irrigation system/15 yr, Raised beds/10yr,
Fence/10yr. Motion to approve per J Kollmann, second per L Dillard, unanimously approved.
4) Procedure for authorization of emergency expense:
Board proposed to do an authorizing vote via email in such situations, must have a quorum for approval. This will occur on amounts over $250. Motion to approve per J Kollmann, second per M Hughes, unanimously approved.
5) Financial Statement, delinquent account review per R Dillard:
Finances reviewed, revealing farm needs increased income, ie more farmers, fundraising to increase revenue. Discussion on how to proceed. Marketing the farm, and potential raffle or silent auction at Spring Festival.
Delinquent accounts: a last communication will be sent to the farmer with outstanding rent due stating they have one week to rectify the situation and if they haven’t done so their rental will be terminated.
6) High yield savings account:
Discussion re best option to improve return on monies in Asset Replacement Account.
R Dillard has researched on “Best Business Savings Account Rates in 2019” website.
Motion to open 6month CD account with Live Oak Bank per L Dillard, second per J Kollmann, unanimously approved.
7) Annual Budget Review and Approval:
Budget discussion set for next meeting, 2/21/19 to prepare and approve a budget for presentation at the Annual Meeting in March 2019.
Also need to select nominating committee to prepare for upcoming elections for Board Members whose terms will be expiring this year.
8) Farm Rule and Regulation Review/ amendments
Bylaws page 2 section “3.03, number and election of Directors:
Number of Directors shall be seven, should be changed to maximum of Directors shall be nine.
Also, to make clear expenditure limit:
In Bylaws, page two, section “3.01” : Duties of Directors:
Board of Directors limited to a sum of $250 that can be spent on behalf of the Farm without the approval of the majority of the entire Board.
Monica and Ron will update the website with the changes.
9) New Farmer Class will be held on 2/17 at 1:00, Monica will send blast to Farmers
10) Compost Delivery set for 2/13/19, Monica will send blast to Farmers
11) Spring Festival:
Set for May 5, 2019, Discussion per options for catering the event. L Dillard will look into options for catering.
Next meeting 2/21/19 at 4:00
Motion to adjourn per J Kollmann, second per L Dillard
Present: Mike Kahn, Jane Kollman, Ron Dillard, Ralph Hinz, Monica Hughes
Absent: Joe Tyson, Cathy Adler, Linny Dillard
Ron has been working at finding adequate insurance coverage for the farm. He will contact Clark Lane at Remer Lane Insurance who wrote our previous policy which lapsed in 2015. He will report back to the board via e-mail the specific coverages and price for the board to approve by e-mail vote. Hoping to get wind and hail coverage and coverage for pumps, pavilion and electric fence.
Ron presented our balance sheet as of 11/30 and once again there was concern about our depreciation vs our revenue. The farm needs more revenue to adequately ensure replacement costs will be funded. Ron will readjust our depreciation schedule to more realistically reflect our needs but the need to rent more plots is a reality to keep the farm sustainable.
Amendment to By-Laws:
Mike Kahn made a motion to amend Skidaway Farm’s Bylaws to increase the maximum number of directors to nine from seven. Motion was seconded by Jane Kollman and passed unanimously.
Motion was made by Jane Kollman to nominate Ron Dillard to the Board of Directors. Seconded by Ralph Hinz, passed unanimously.
The board accepted Linny Dillard’s resignation as treasurer and appointed Ron Dillard as treasurer. Linny will serve as marketing director.
Terms of Office:
Discussion re directors terms:
Joe tyson 2019
Cathy Adler 2019
Jane Kollman 2019
Mike Kahn 2020
Ron Dillard 2020
Ralph Hinz 2021
Linny Dillard 2021
Monica Hughes 2021
Two irrigation matters were presented by Jane and Ralph:
1. Need to remove the hose bibs that are in the paths to a more protected place as they continue to be damaged and are a hazard to farmers. An estimate to do the work was $850.
Ron Dillard made a motion to proceed with the work, Mike Kahn seconded and passed unanimously.
2. Wild flower beds need source of water. There are four flower beds, two at each end of the farm which require a watering system to be put in place. This was estimated to cost $1350. Jane will write a grant to Landlovers in January to help defray this cost and the board will revisit this issue in the new year.
Monica will send a blast to farmers of raised beds to protect their timers from freeze when temperatures drop.
A donation was made by a group named SLICK,” Saving lives in Chatham County “, represented by Carol Naser . They are donating an IED/ defibrillator, free of charge, which will be placed in the Pavilion. They will also conduct a tutorial for the farmers on the use of it.
Meeting adjourned at 6:15
Next meeting: Tuesday, January 22, 2019 at Club small board room.