Maryland Agricultural Resource Council s1

MARYLAND AGRICULTURAL RESOURCE COUNCIL Executive Committee Meeting

November 5, 2014, 8:30 – 10:15 AM

MINUTES

Present: Dick Watson, Julia Jitkoff, Keith Wills, Dr. Michael Harrison, Greg Davis, Gail Ensor

Discussion:

1. Arena

a) Julia Jitkoff reported on her visit to the Maryland Therapeutic Riding center in Crownsville, Md. and conversation with the Director, Ken McCreedy. They have 15 horses, 9 staff and schedule up to 87 children/adults per week. This is the group that may contract with Baltimore County to operate the Therapeutic Riding at the Ag Center. There are 7 therapeutic riding programs in Anne Arundel County but this is the largest one. They are nationally certified by PATH which reviews and monitors programs, instructors and facilities.

b) Dick Watson showed a design and designations for Phases I through IV in developing the Arena. Phase I could be done as soon as funding is tallied from Baltimore County Farm Bureau and donations to MARC. Farm Bureau is in agreement and understanding of the Phase plan. There is now a total of $314,715 including two recent donations of $5,000 and $10,000 by visitors and a $10,000 pledge not yet received. Discussion continued on the cost savings of doing all the site work (Arena, Therapeutic Riding, parking, roads, etc,) at one time.

c) Dick Watson led discussion on management of the funds in separate account, and future release of funds as Phases are completed: separate accounts will show transparency separate from general account. Discussion continued on bidding process by MARC.

d) Dr. Harrison suggested that MARC continue to pursue sending a letter to Mr. Fred Homan asking for a meeting to review phases and to show MARC’s deep commitment to the Arena and funding on hand. Understanding of the scheduling and branding of the Arena as part of MARC needs to be discussed with Mr. Homan

e) Committee recommends Dick Watson/Julia Jitkoff prepare an up to date plan and progress report on the Arena at the November 12, 2014 Annual Meeting.

2. Therapeutic Riding Building and Program

a) The County will operate the program, considering having 10 horses, need for paddocks and pasture.

1 b) Need to discuss future relationship of operation of the therapeutic program by the County and interfacing with farm events and cropping and other agriculture demonstrations and space requirements.

3. Budget Report

a) Keith Wills reviewed income sources from Family Farm Day, suggested show corporate contributions separately.

b) Discussion continued on which service to use for recordkeeping, using new Quick Books program. Dick has been contacted by Pam Saul of Farm & Equine Business Services. Keith and Dick will select a new service starting 2015 or continue with current service. It was suggested that a CPA review the books once a year at the end of a year. Currently a compilation is submitted to Prager_____ and he signs off. One issue was to clarify as an employee how much internal record keeping Bronwyn can do. Keith asked if there had been follow up of “exception” for filing over $200,000 or $250,000 as a time limited special project for charitable organizations.

c) Discussion continued on a separate restricted account for Arena donations, especially since donors have been told their full donation will be returned if the Arena is not built.

MOTION: Julia Jitkoff made the motion to set up a separate account at Farmers and Merchants Bank for the Arena donations and that the current funds are transferred soon and all future donations be deposited in that account.

Greg Davis seconded the motion.

Motion carried unanimous.

d) Keith Wills recommended that a policy/procedure be set up for future threshold for making separate restricted accounts. Dick Watson indicated that he would consult other 50lc organizations on their policies.

4. Governance Committee

a) Julia distributed the report from the Governance Committee. She indicated that George Mayo has accepted nomination as president in 2016. Julia’s term will be end in 2015 therefore the Governance Committee suggests consideration of selecting a person to fill the vice president position with future succession to president.

b) Resumes of two new Board members were discussed and the Governance Committee recommends that the Executive Committee and then the Board approve. MOTION: Dr. Harrison made the motion that the Executive Committee accepts the nomination of Bill Edelen and Rick Bernstein as Board members.

Seconded by Keith Wills

Motion carried unanimous

c) The Governance Committee recommends the current officers remain. Dick Watson, president: Julia Jitkoff, vice president: Keith Wills, treasurer: Gail Ensor, secretary.

MOTION: Dr.Harrison made the motion to accept the slate recommended by the Governance Committee

Seconded by Greg Davis

d) The Governance Committee recommended that the current at-large members continue on the Board: Dr. Michael Harrison, Henry Holloway, and Greg Davis.

Motion: Keith Wills made the motion that the named at-large board members continue as recommended by the Governance Committee.

Seconded by Dick Watson

e) There was discussion on attendance policy requirement for board members. Some members have not attended because morning meetings conflict with their business/position so it was suggested that the members be polled to see if evening meetings would be more convenient for them. Changing for the November 12, 2014 meeting may be not possible because schedules are already planned, follow up for future 2015. (Dick Watson will take a quick poll before the Nov. 12, 2014 Annual Board Meeting.)

5. Audit Committee Report (Greg Davis, chair: Dick Price, Bradley Moore, and Gail Ensor)

a) Greg Davis presented the report which focused on two issues: 1) bilateral contracts related to the Arena are drawn as needed for separate parts of the project but that a general policy is discussed, 2) an “end date” for fund raising for the Arena is considered to facilitate door year- end tax planning.

MOTION: Julia Jitkoff recommended that the Audit Committee report be approved and that the present people continue on the committee.

3 Seconded by Dick Watson

6. Governance Committee composition.

Motion: Gail Ensor made the motion that the Executive Committee accept Governance Committee remain as is: Julia Jitkoff, chair: Dick Watson, Dan Colhoun, George Mayo, John Sullivan

Seconded by Keith Wills

7. Budget

a) Committees were asked to submit 2014 income and projected budgets for 2015 for approval by January 1, 2015. Program and Farm Committees need to meet to coordinate events consistent with mission and good use of time for return in impact on education and cost coverage.

b) With the increase in educational programs Dick Watson recommends that a part time Ag Educator be added to staff to assist Bronwyn and to coordinate and present parts of programs. Salary would be at $12.00/hour, no benefits; hours flexible on as needed basis, up to 4 hours a day or 3 days a week at different times of the year. Greg suggested the executive committee have funds in pro forma in the budget for considering an extra staff person.

c) No contracts have been made for the current intern; details for internships need to be clarified as to hours, job description, and paid or non-paid.

d) Discussion about a winter appeal for operating funds and possible confusion/conflict between raising Arena funds vs. operating funds. It was suggested that the tone of the letter be very positive in moving toward accomplishing a big part of the Master plan. A reminder letter will be sent to outstanding donations from Charter givers; charter money goes to operating costs.

e) Several suggestions were made for a Christmas Party Open House event for the public at the Ag Center with tallest hay bale Christmas tree lighting as a fund raising event, light refreshment such as hot cocoa and ask for small donation from the visitors. Short time to organize and advertise: idea was not pursued

f) The silent auction is being coordinated by our current intern, Hannah Frank. So far only 50% of expected items have been donated or recruited by Board members. Each is expected to obtain donations from community business/recreation, art items, etc.

e) For 2015 need to raise $20,000 to replace shindig which is not scheduled for next year. f) Dick Watson will be the “go to” person for the Extension grass demonstration project for coordination with David Martin. Pay out for work and records will be kept by MARC

g) Current operating account has $60,000 unrestricted, monthly draw approximately $3,200/month.

8. General Discussion a) Contact has been made with Dr.Wei, Dean of the College of Agriculture and Natural Resources University of Maryland. Also Dr. Wright will accompany him. Julia talked with Dr.Stephen Wright at the BBQ fund raiser and Julia and Gail talked briefly with Dr.Wei at the Extension 179 th Anniversary reception. He is scheduled to meet with a small group at the Ag Center on December 2, 2014 in the Extension Conference Room. The purpose of the meeting is to learn the focus of the College for the next five years and how MARC can work with the University in farmer and land owner education, and what assistance MARC obtain from the College with our work to make it scientific and transferrable to farmers. Attendees: Jeff Meyers, Dave Martin, Dick Watson, Julia Jitkoff, Gail Ensor, Dan Colhoun, Greg Davis and others? b) More frequent Executive meetings were requested: selecting a date of the month and meeting that same day each month, and at other emergency calls as needed. Dick Watson will look at the schedule and select a day. c) With the changes from the general election MARC will need to be aware of the changes and be active making contact with key people. There may be position changes of key people related to agriculture at the State. Julia reviewed a conversation she has had recently with John Hawks about the perception of MARC in the farm community and ways to assure that the programs are good fit with the mission. This issue will be pursued.

Meeting Adjourned at 10:15 AM

Respectfully submitted: Gail Ensor