Category Archives: Minutes

Skidaway Farm Board Meeting Minutes: 7/24/2019

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

Minutes May 22, 2019

 

   SKIDAWAY FARM BOARD MEETING MINUTES,

MAY 22, 2019

Present: M Kahn, J Kollmann, R Dillard, L Dillard, R Hinz, K Burroughs M Hughes
Absent: J Tyson, S Burns

1) Review of Bylaws, discussion re officers, terms and duties of officers
 Bylaws amended: Vice President/Farm Manager added, term voted to be 2 years,
Motion per J Kollmann, 2nd per M Kahn, approved by Board with 1 Nay
Added duties of Vice President/Farm Manager, Motion per R Dillard, 2nd per K Burroughs, unanimously approved.

2) Election of Officers:
J Kollmann elected to Vice President, motion per R Dillard, 2nd per M Hughes, unanimously approved.
M Hughes elected to position of Secretary, motion per L Dillard, 2nd per R Dillard, unanimously approved.

3) Treasurers Report: Current Assets:
Checking: $20,233.04,
CD, Live Oak Bank, 1) $20,105.06, 2) $9,000
All but one outstanding account have been received
Net $3600 from Spring Festival, $405 from raffle
T Rosen generously donated $$ for the food, Written thank you to be sent per M Hughes.

4) Solarization policy:
Motion to charge $ half years rent if plot turned in and needs solarization in addition to the cleanup fee, motion per J Kollmann, 2nd per R Dillard, unanimously approved.
Terms: $50 for 10x 20 plot, $75 for Raised bed, rental form will be updated to reflect the change.

5) Raised bed addition:  R Hinz will research cost for materials and labor.

6) Plot Markers: not cost effective, Ralph has made a plot map to hang in Pavilion to reflect the section/ number

7) Message Board /comment cards: Discussion re need or not, decided to continue with message boards at front and rear entrance of the farm.  No need for comment cards as most needs are communicated to J Kollmann either at the farm or via email.

8) Marketing Update: L Dillard has an idea for a large fundraiser for the fall, details to follow.

9) Thank you baskets, per L Dillard,  basket will be prepared for L Lewis first, then for Jerry at the Twatl.  Motion to prepare baskets per L Dillard, 2nd per R Dillard, unanimously approved .

10) Survey Review: tabled until next meeting, each Board member will review and report what they think might be a needed change, will be discussed at next Board meeting.

Motion to adjourn per J Kollmann, 2nd per L Dillard

Next meeting July 24, 4 pm @ the farm

Annual Board Meeting Minutes, April 17, 2019

Present: M Kahn, J Kollmann, M Hughes, J Tyson
Absent: R Hinz, L Dillard, R Dillard, K Burroughs, S Burns

This was our annual meeting and about 20 farmers attended.  Introductions were made and farmers were asked how they heard about the farm. The farmers who attended also participated in the discussion of marketing ideas the board could utilize to attract more farmers.

1) Festival Update per T Rosen:
Menu is set, 3 protein dishes, 3 sides, 2 desserts, will provide ice and water.
Jane will order tables and chairs for 4/30, pickup 5/2, will get needed dinner supplies.
Monica will send blast to Farmers for volunteers on 5/1 starting at 10:00 for table setup and flower arrangement.
Linny will have table for 50/50 raffle, Ron will man the admission table.
Tom Kollmann will direct parking.
All hands on deck by 3:30.

2)  Newly elected Board :
Karen Burroughs, Joe Tyson, Jane Kollmann 3 yr term
Susan Burns, 1 yr term with roll over to 2020 election. 

3) Survey discussion among Farmers at the meeting, M Kahn updated group on depreciation of assets, noting 57% of plots are rented therefore farm revenues have declined. Farmers were asked for suggestions on how to raise revenues and cut costs.
Suggestions are as follows:
 Increase rental fee on raised beds,
 Place plot rental availability in Twatl using free monthly add
 Getting more Landings residents to the farm by:
  a) having a produce giveaway gathering an evening/month
  b) having a farm booth at the Health Club Health Fair
  c) farm open house
  d) farm on garden tour in 2020
  e) increase number of raised beds, Blake will contact Duke for cost
  f) discussion of increasing plot rental fee, to be added to farm satisfaction survey
  g) Farm Facebook page, Instagram page

4) Farm repairs, light on electric fence lamppost needs to be replaced, Jane will find volunteer to help with this.  Also message boards needing repairs, Jane will contact Barn Builders to help with this.

5) Irrigation update:  all raised bed filters cleaned by soaking in soapy/bleach solution per Jane, all in good working order.  Jane will contact all raised bed farmers to let them know how to maintain filters so Irrigation is in good working condition.

6) Solution for lost revenues on plots needing solarization: if plot is cleared and has gone to seed, Farmer will lose weed deposit.

7) Veggie baskets:  decided to wait until May when more produce is available

8) Treasurers Report, added per email of 4/18:
Balance sheet: Checking $16,197 which has grown to $18,000 plus month of April to date. Motion to move $12,000 to short term interest bearing account per M Kahn, second per J Kollmann, unanimously approved. The $$ will remain in this account until needed for operating expenses.
$50 Board credit on plot rental donated to farm per L Dillard. Item should be addressed at next meeting , this is not sanctioned in current bylaws, should cease practice or amend bylaws. Also needing discussion is length of terms of the officers which isn’t addressed in the bylaws.
Past due statements sent to farmers in 31-90 day category, and also to 1-30 category. F/U per phone if payments not received.  
Festival update: 132 participants registered, R Dillard offered to man the registration table.  

9) Other business:  M Hughes will put together a cell phone # list to improve communication among the Board members.

Next meeting, May 22, 4:00 pm at the Farm

Board Meeting Minutes March 27, 2019

Present:  M Kahn, J Kollman, M Hughes, J Tyson, R Hinz, R Dillard,  L Dillard  Absent: C Adler

1) Treasurer’s Report:

2019 budget was presented and approved by the board. Board reviewed balance sheet, income statement and delinquent accounts. Improved interest accrual noted in 6 month CD at Live Oak Bank.

President’s Report:

Plot Rental down from last season, continue to add farmers.  Concerns for lost income, discussion re building more of the popular raised beds. Cost/benefit will be assessed before decision made.  Survey will be written and sent to farmers to determine farmers thoughts on a potential plot rental rate increase as well as to advise farmers that the farm is experiencing financial difficulty due to insufficient rentals. 

2) Nominating Committee Report:
Slate of candidates reported by M Kahn and board approved.  Ron will draft a vote ballot via Survey Monkey and send the email 2 weeks before Annual Meeting on 4/17/19 so the board candidates can be installed at the annual meeting.

3) Spring Festival Update:
Joe reports his team will soon be meeting and firming up the menu.  70 participants are registered so far.  Monica will send a blast reminder per week.  Jane will post on message boards at the farm.

4) Marketing:
Linny will set up 50/50 raffle at the Spring Festival, also will check with Publix re selling the tickets at the store site.  She has been writing articles in local periodicals, searching for possible grant opportunities and getting our name out to the Skidaway community.

5)) Other business:
Power washing team of M Kahn & L Dillard to meet Sunday 3/31 to clean and repair benches and picnic tables.  R Hinz reported 5 new irrigation controllers purchased at lower cost. Discussion re Irrigation issues with filters on raised beds and cleaning challenges.

Next meeting, Annual Meeting 4/17/19 at the farm

Board Meeting Minutes, February 21, 2019

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.

Board Meeting Minutes January 22, 2019

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

Farm Board Meeting Minutes, 12/12/2018


Minutes for Farm Board Meeting, December 12, 2018

Present: Mike Kahn, Jane Kollman, Ron Dillard, Ralph Hinz, Monica Hughes
Absent: Joe Tyson, Cathy Adler, Linny Dillard

Insurance:
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.

Financials:
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:

Member Expiration
Joe tyson 2019
Cathy Adler 2019
Jane Kollman 2019

Mike Kahn 2020
Ron Dillard 2020

Ralph Hinz 2021
Linny Dillard 2021
Monica Hughes 2021

Irrigation:
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.

Blast:
Monica will send a blast to farmers of raised beds to protect their timers from freeze when temperatures drop.

Defibrillator donation
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.

Farm Board Minutes November 14, 2018

Present: Michael Kahn, Jane Kollman, Linny Dillard, Ron Dillard,   Ralph Hinz, Monica Hughes 

Absent: Joe Tyson, Cathy Adler

Treasurer’s  Report: Ron presented board members with updated docs: revised annual budget, balance sheet (including depreciation of assets), A/R aging summary which included farm plots that were in arrears, and a revised plot rental form . All of our financial documents and accounting are now in outstanding order.

A motion was made by M. Kahn and seconded by J. Kollman, passed unanimously to approve our new treasurer to have internet access to the farm bank account at South State Bank.

Marketing Report: Linny presented a visual plot plan that showed our farm and the plots that were vacant, currently farmed and grassed over.  61% of our plots are rented and 85 plots unused, some of these grassed in and a majority in the organic section. Linny will execute a plan to market the farm in the hopes of gaining new farmers and renting more plots.

Weather Link: Ralph reported on the status of our new weather station which has been installed, minus the soil monitor and soil temperature monitor which he will install soon.  It was decided to begin with one monitor which will be installed at the front west side flower garden.  The weather station updates every 5 minutes and contains twenty different items.  To get the free app: weatherlink2, to view all data: weatherlink.com, user id: rhmaint, password: 3dogs1cat  The farm’s website also has a link on the left hand side of the opening page to the weather station.

Communication:  Monica will send a blast to Farmers re new billing process which will now be done by e-mail and new policy which will require farmers to volunteer  two hours every six months  for  general maintenance of farm. Notice of a work party to be scheduled on Saturday, December 1 at noon. She will also revise farm rules to include the newly required  volunteer hours.

Meeting adjourned at 6:15 pm.

Minutes approved by Kahn, Kollman, Dillard and Hughes

Next Meeting: Wednesday, December 12 at 5pm.

Board Meeting Minutes October 10, 2018

Present: M Kahn, J Tyson, R Hinz, J Kollman (via skype), L Dillard, R Dillard, M Hughes, B Caldwell, R Cunningham
Absent: C Adler

1. Weather Station: Blake, Rick and Ralph presented information re the new weather station which will be installed at the Farm the end of this month.  This will provide soil temperature, humidity, moisture level and wind speed information wirelessly through a battery and solar powered system.  The data  will be available through Weather Underground for anyone to access.  The funds for this were provided by Audubon.

2. Computer Programs and Software: Ron reported that the farm computer has quick books, excel, word, and adobe reader. The budget and financials, all accounting is organized on quick books, the plot map is newly maintained        on excel which will keep current who is farming and on which plots.  The information is backed up frequently.  The Dillards have spent hours searching through information to organize all of this on the farm’s computer.
Software currently used by the Farm is Word Press to maintain the farm’s website, Civi CRM and Drupal which are used to maintain membership lists, event planning and payment, mailings etc. This software has multiple uses that are not currently being used and it was decided that Dillards, Caldwell and Cunningham will meet to explore these options further. Rick will also create a spreadsheet with the farmer’s information for Ron to use for plot renewal purposes.  Currently Rick, Blake and Monica are authorized to use CiviCRM but new access will be determined and who is doing what decided.

3. Budget and Bank Accounts: Ron will review budgets of past 5 years to determine a proposed budget for 2018. A motion was made to reduce dollars in the checking account and to establish two savings accounts, an asset replacement account and the other a savings account to provide a more interest positive method for our monies. Dillard proposed, motion seconded by Kahn, motion carried.

4. Plot rentals renewals are being e-mailed as of now and will be in the future.  Motion was made by Hughes to stipulate that all farmers put in two volunteer hours per 6 month period at the farm. Discussion followed. Dillard seconded, motion carried.  Monica will send blast when renewal forms and new farmer forms are edited to reflect this.  Also blast that rental renewals will be sent by e-mail.

5. New Forms for use at the Farm to better organize information were created by Ron: accounts payable disbursement voucher, invoice receipt form, plot rental form.  He also had a draft 2018 annual budget and a balance sheet that he had put together using the information he received from Bob Rogers.  

5. History: Our new president needs to get the historical information and documents from Cathy.

Meeting adjourned at 6:30.

Next meeting set for Wednesday, November 14th at 5:00 pm at the Club board room.

Board Meeting September 19, 2018

  • Present: M Kahn, J Kollmann, M Hughes, R Hinz, J Tyson, C Adler, L Dillard

1)  Finance report per B Rogers, outgoing Treasurer:
    Checking Account, $ 11,836.19, Asset Replacement Account,                $19,286.29

a) L Dillard was officially installed as new treasurer for the farm with a motion by J Kollmann, seconded,  C Adler.
Unanimously approved.

b) M Kahn was officially installed as President of the farm board with a motion by M Hughes and seconded by J Kollmann.
Unanimously approved.

2) Welcome to our two new bee hives! Hopefully they will stay healthy and our crops will do well with their presence.

3) Weather station for the farm has been approved by Skidaway Audubon.  They will fund installation and operating  costs.  This will be installed by R Hinz.

4) Pathways are in need of new  pine straw, a cost of around $500 approved per the Board.  A work party will be scheduled for mid to late October for distribution on the pathways.

5) Work party set for Saturday, 9/22, 8-11.  Discussion ensued to look at finances and increase maintenance budget to have more of the cleanup work done by the team that currently takes care of mowing, weed control on pathways and plot clearing as needed.

6) Signs will be obtained by R Hinz for fence line  reminding farmers not to throw debris over the fence.  It gets caught on the electric fence wire causing it to short out.  

7) Tractor needs repair, new seat has been installed, and fuel pump is on order reported by R Hinz.

8) Need to update Data Base and Farm Map.  C Adler to email R Cunningham and B  to meet with the Board to accomplish this.  

Motion to adjourn per J Kollmann, second per M Kahn

Next meeting, 10/10, 5pm @ the board room at club offices.