Maryland Agricultural Resource Council

Maryland Agricultural Resource Council Executive Committee Meeting March 27, 2013

Assembly and Quorum. Pursuant to prior email notice the meeting convened in the conference room of the Ag Center Extension offices at 2:12 pm with President Kevin Atticks participating via phone en-route to the Ag Center from Annapolis, Maryland. The following members were present: Kevin Atticks, President Julia Jitkoff, Vice President Jim Bosley, Treasurer Gene Swackhamer, Secretary Greg Davis, At-Large Henry Holloway, At-Large Kelly Dudeck, Executive Director

Agenda and Announcements. Kelly distributed an agenda for the meeting, which was accepted (Exhibit 1).

Financials. Jim Bosley stated that the February 28, 2013 financial report presented at the March 13 board Meeting remains the most current report. Since the February 28 monthly closing, activity has included receipt of 2 grant amounts--$5,000 from MDA concluding the NFT program payments and $2.500 from Nestle for a “pollinator” trail. Also, one $5,000 donation has been received. Kevin Atticks arrived at the meeting phone in hand.

In addition, Kelly reported 2 additional grants still pending finalization. One is a Maryland State Highway Administration – National Recreation Trails grant for three pieces of equipment to assist with trail development and maintenance. And the second is a Baltimore Orchard Project grant (Nina Beth Cardin, Rabbi, director) for a fruit tree area.

In regard to grants, many are for operating farms and MARC has difficulty complying because it does not have a 1040 F form to attach. Discussion suggested that there might be operating arrangements which could provide a substitute for the 1040 F qualifying through a lessee or renting farmer. Greg will have the Finance Committee explore options further.

Audit Status. Greg Davis, Chair of the Finance Committee, said that he had met with Chris McCollum to discuss the discrepancies between Chris’ part- time MARC payroll pool records and Baltimore County’s payroll records for 2012. It appears that the final pool payment amount provided by Chris to Jim Bosley at the time MARC terminated its use of the County’s payroll services to move to Paychex was understated by nearly one month of salaries or $9,200.

All employees were paid in accordance with the time sheets, but the county claims it payed out more than MARC deposited into the pool. If subsequently confirmed MARC will work with Chris to correct the account. Because an additional month of pay was not expected in 2013, Chris expressed a willingness to spread the restoration over time. On MOTION by Henry Holloway, seconded by Gene Swackhamer, and passed, the committee authorized Greg to resolve the disputed claim to the best of his ability and to request a payment plan for the balance of the year, possibly $1,000 per month. Greg said that he felt that it might be best to proceed with issuance of the audit letter in a timely manner prior to the final accounting for the payroll pool discrepancy.

Greg further reported that Ken Prager, CPA has been hired to replace Todd Levy in preparing the 2012, 990 tax statement, which is due by May 15. Ag Center Operating Agreement. Kevin explained that as farm type activity continues to increase at the Ag Center and more projects require day-to-day decisions, both he and Chris McCollum feel a need for a clear understanding of operating responsibilities. Also, due to the absence of a Chair of the Land Management committee due to the resignation of Doug Radebaugh, the XC may need to temporarily serve as the Land Management committee to expedite seasonal activity. The XC committee agreed and authorized Kevin to continue to meet with Chris to develop an operating plan.

Development Committee. The committee has two non-board members, Mary McGuire and Barbara Glass, community volunteers who are assisting with a spring donor and prospect fund-raising appeal. Also, they along with Kelly and Bronwyn, constitute a work group to devise a new category to replace “Charter Member” and new annual and cumulative giving level titles and benefits. (Exhibit 2).

Gene further reported that the EqWine fund raiser with Josh Pons will not be scheduled this spring, but may be held later in the year as the pressure of foaling at Country Life and Maryland farms diminishes. Also, an internet auction for the period June 3 to June 13 coordinated by Richard Watson and Barbara Glass is being planned. It will use the license purchased last year from Bidding For Good that is good to September 2013.

Marketing-Communication Committee. In order to simplify promotional materials the committee has developed a “rack card” (Exhibit 3) for displays, the kiosk and mailings. The card was reviewed and some word-smithing was suggested to make it better conform with MARC’s vision statement and to avoid needing to define the word “development.” With these changes the XC said go ahead with its use.

Governance Committee. Julia, a member of the committee, and Kelly discussed the process being developed to vet possible board candidates for the present vacancies. There was discussion of talents needed, ensuring that candidates understand the role of a MARC director and possible ways to lessen board member time demands.

Finance Committee. Greg distributed the Finance Committee notes of its February 22, 2013 meeting. He said that the committee desires to develop several “best practices” for financial transactions to ensure efficient operations, provide reasonable checks and balances and to avoid missing reporting or certification deadlines. Some areas of uncertainty include:

a. Journaling of donor activity. In the ensuing discussion it appeared that perhaps more was being done to document receipt of gifts and responses within MARC to tract individual gifts from receipt to deposit than the committee was aware. Greg will review current procedures before finalizing the audit report. b. Documenting of lobbying activity. Both Kevin and Kelly said that they were not engaged in lobbying on behalf of MARC in Annapolis. Kelly said that MARC does not take a position for or against any legislative proposals or engage in the support or opposition of any legislator or public official. Her involvement during this legislative session has been to collect and report information on agricultural issues relevant to farmers and farm businesses as has been reported on MARC’s website. Also, she has been introducing MARC and its regional role to a wider audience. Greg said that perhaps just a policy statement or a Board acknowledgment would be sufficient to avoid any questions should we ever have an IRS audit. c. Security of critical documents. Greg recommended that a lock or locking system be obtained for Kelly’s desk or office file to provide a secure location for personnel information, payroll records, selected documents, etc. The XC approved acquiring whatever locking system will best do the job needed.

Staff Roll on Committees. The question of how to fill committee member vacancies including Chairs was discussed. A quick review of the Bylaws appeared to confirm that a Special Committee (as opposed to Governance, Finance or Executive) could be chaired by a presidential appointment other than a MARC board member. Although the Bylaws are silent on staff roles on committees, the sentiment of the committee was that it should be avoided.

Future Meetings.

April 15, XC Meeting at 1:00 pm May 1, Board Meeting at Ag Center

Adjournment. There being no further business to come before the meeting the President declared the meeting adjourned at 4:35 pm. Respectfully submitted,

______Gene L. Swackhamer Secretary