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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