HomeMy WebLinkAbout190821 - Minutes, Ag Ed Center BoardWASHINGTON COUNTY AGRICULTURAL EDUCATION CENTER
BOARD OF DIRECTORS MONTHLY MEETING
August 21, 2019- MEETING MINUTES
The Board of Directors held their monthly meeting at the Agricultural Education Center on Wednesday, August 21,
2019. President Sue Harr called the meeting to order at 4:00p.m.
Board members in attendance: Katie Carr, Sue Harr, Joe Layos, Jay Miller, Dave Moore, Darren Olden, Mike
Starliper; excused- Denny Reeder
Staff in attendance: Dave Brooks- facility supervisor, Erin Overdorff- admin asst
APPROVAL OF MINUTES
Minutes from the June meeting will be approved during the next Board meeting as quorum was not present.
CITIZENS COMMENTS
None
COMMISSIONERS COMMENTS
None- Commissioner Cline was unable to attend
FACILITIES COORDINATOR REPORT
Upcoming Events:
August 24-25, 2019 RHM Spudfest
August 31, 2019 Western MD Tractor Pullers Pull
September 7, 2019 Shaffer Wedding
September 7, 2019 Hagerstown Model Railroad Show
September 14, 2019 Girls Inc. Muddy Mamma Run
The drainage issue at the multi-purpose building has been corrected with existing black top being removed and
new drainage added and finished with new black top.
RURAL HERITAGE MUSEUM AND VILLAGE REPORT
The RHM Committee held their first meeting. Ag Board member Jay Miller attended for support. We identified
their role and how to assist moving forward. The meeting was low attended. During the meeting the possibility of
improving the storage building was discussed.
There are currently 5 members as one resigned. Wednesday, August 28 is the next meeting.
The RHM Spudfest is this weekend- please try to attend.
The RHM Curator’s report was included in the agenda packet for reference. Staff is looking into mold test
requirements for incoming items to the RHM.
UNFINISHED BUSINESS
Stormwater pond update- should be started in the very near future; we can work around the Muddy Mama Run
Ag Board Checking account- after conversations with the County audit partner, Budget and Finance has approved
the Ag Board’s desire to open a checking account under the 50c3 EIN number. In order to do so we will hold a
meeting with the Board Officer’s and Budget and Finance to discuss accounting procedures and report filing. This
will increase the need for accountability of the Board members. Motion by Jay Miller, seconded by Darren Olden to
move forward with establishing a Ag Board checking account, motion carries. Officer elections have not been held
for 2019 and standing officer’s have been acting in previous capacity. Officer’s will need to be established before
proceeding. During the September meeting, the board will vote.
Reminder that bylaws need to be updated in the future. This opportunity will allow the board to clearly define
goals and outline structure with the museum.
Fundraising- Shooting Event Fundraiser
Documents have been distributed to potential sponsors and teams by Board members. Please come to the next
board meeting with sponsorship and team information and checks in hand as well as sold raffle ticket stubs and
money from those sales.
October 5- 8am registration, 9am start- North American Rod and Gun Club
Shooter info: $400- team of 4; Ticket includes pp 75 clay pigeons, lunch, door prize ticket, refreshments; 10
station, 75 total clay targets; Registration limited to 20 teams; Goal- 20 teams of 4 shooters (80 shooters total)
Sponsor Info: Sponsor levels will be given starting at $1000 sponsors- sponsorship levels have been established.
BOD to seek sponsors- local businesses- sponsor list reviewed
Raffle info: 500 tickets, $10.00 per ticket; 1 gun; Gun transaction handled by Hafer’s; BOD to sell raffle tickets;
tickets distributed
Auction item info: Goods or Services- Golf, shells, guided shoot; Items auctioned after shoot, during lunch
portion; BOD to seek auction items- donations
Additional items to consider: Skill prizes; Door prizes; Trophies
Food info: Steak Lunch- Dave Smith- $13.00-15.00 per person with steak price locked in to not go up; supply
plates, napkins, silverware. Drinks responsibility of board. 10 oz steak with green beans and coleslaw. Alcohol
after shoot- selling and licensing by gun club.
Additional day of info: Mulligans- $20.00 each; 50/50 raffle
Estimated net profit from the event- $5,000-$10,000
Next fundraising meeting is September 4 at 4pm.
NEW BUSINESS
Meeting Adjourned at 5:09pm
The next meeting will be held on Wednesday, September 18 at 4:00pm
Respectfully submitted by Erin Overdorff