Tag Archives: minutes

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