Minutes of Lake Superior SFA Annual Meeting March 13, 2008
By Cree Bradley, Secretary
Present: John Fisher-Merritt, Gene Dutkin, Paula Williams, Kelly Smith, Joel Rosen, David Hopkins, Katie Hanson, Deb Shubat, Cree Bradley and
Guest Paul Sandstrom, Laurentian Resource Conservation and Development
I. Adoption of Agenda - Add Early Adopter’s Program under new business. Add SFA State Chapter report after approval of minutes.
Motion: Move to adopt agenda as amended. Joel, Deb seconded, passed.
II. Minutes from February 8, 2008 - Under coordinator’s report, change director to program coordinator to read: Katie is their new program coordinator.
Motion: Move to adopt minutes as amended. Joel, Paula seconded, passed.
III. State Chapter Report - State chapter met in Belle Plain, MN on Friday, March 7, 2008. Some interesting board politics going on with a contested board election for both president and vice-president. Joel Rosen was nominated as president. Accepted the position for one year with the understanding that another trusted individual would take over next year. Jerry Ford was nominated and accepted as vice-president. The rest of the officers remain the same.
Spent a lot of time discussing how the state chapter gets things done - committee structure, by-laws, et cetera. Joel interjected his personal opinion that it’s important to streamline what an organization is doing and how it’s getting things done (structure) but that it’s also very important to not loose site of the overall purpose of an organization (ideas). State chapter will meet this summer for a strategic planning session and is interested in hiring a paid facilitator to help with the session. We discussed how our strategic planning session went quite well without a paid facilitator. Dave commented that one thing we lacked was coming away from the session with a clear strategic operating plan. Joel will relay information from our chapter’s session back to the State chapter.
A ceremony will be held for Ken Peterson on April 16 to present him the Farmer Americus award at the Wright Lutheran Church from 1 pm to 3 pm. All encouraged to attend.
IV. Order of the Day: Paul Sandstrom, Laurentian RC&D - Paul Sandstrom is the new Laurentian Resource Conservation and Development (RC&D) Service coordinator. Started January 7, 2008. Took over for Steve Kluess who retired. Paul has been spending these first months familiarizing himself with the various aspects, enterprises, need and opportunities within the Laurentian region.
Job of Laurentian RC&D - Find local needs and when possible, package them up in the form of projects. With project approval from Council, RC&D can assist with facilitating meetings, provide advice, collaboration and other capacity building activities. There is no money for grants but can assist with approaching other funder’s, accessing funds and writing grants. RC&D councils are non-profits with funding supported by the United Stated Department of Agriculture (USDA) and the Natural Resource Conservation Service (NRCS). Biggest challenge to the position - how many projects are manageable.
Joel inquired about RC&D’s attitude toward agriculture in the five county Laurentian region. Paul responded that Laurentian, as well as the Onaanagozie Council (borders Laurentian and includes Carlton County) recognizes the value and need for agriculture in the region. Felt that there was enough interest in it to devote some time and support for an agriculture project.
V. Coordinator’s Report - Dave has been working on the chapter’s legal status with Dave Edwards. Is looking for copies of our by-laws and articles of incorporation. Board doesn’t know where they are located. Suggested that Dave contact Drew Maneater, chapter secretary around 1998 when incorporated. Dave indicated that boiler plate templates are available if the documents need to be re-created. Asked if they should be customized. Joel indicated that the old articles of incorporation were basically a copy of the State Articles with a couple modifications to make them more local. As for by-laws, the State chapter would like to see these in a more formalized form across the state. Joel thought local chapters should write their own however, to show subtleties of how individual chapters operate. Customized by-laws allow for change when or if the need arises. Deb suggested that legal status discussion be sent to the executive committee.
Fiscal receiver - Dave suggested that the chapter needs a fiscal receiver both presently, while re-incorporating into a 501(c)(3), and possibly longer while the organization gets re-established. The Duluth Community Garden program is an option; 20% fee for service. Cree indicated that she would inquire with Silver Creek Institute (SCI). Currently, fiscally sponsored programs cost a 10% overhead fee. Since fiscal receiver responsibilities would be far fewer than SCI’s fiscal sponsorship policy responsibilities, Cree indicated that she would discuss this with the board to see if there could be a reduction in overhead cost. Dave will look into these and other possibilities to find out options, cost and benefits and will report back to the board.
Dave would like to work with the executive committee to have a serious discussion about work contract, staff development and office space. Goal is to expand the scope and dynamics of the organization and the coordinator position with the goal of creating an executive director position, providing a full time staffed office, all who receive salaries and benefits. John led discussion with comments about this plan being out of the scope of what this chapter has traditionally had. Joel indicated that the chapter will have an executive committee and that the committee would be willing to look and discuss this plan when the money is present. Paula indicated that this issue - having an executive director or not, having a staff and office or not - is a choice: do we want to raise the money to find and hire for this position or do we want to wait for the money to come? Dave mentioned that there are certain specific mandates and code of ethics for non-profits that funders and the IRS look for - adherence to routines, effective work of an executive committee, appropriate management of staff, et cetera. Dave indicated that the use of contractor’s is questionable as a mode of operation as opposed to an employee of the organization. Dave suggested that there are funders available. Deb added that the more accurate portrayal is that there is the possibility of funding. Joel and John questioned the sustainability factor of having long-term dependents. The organization got away from that because it took away from other work that was happening. Dave raised the question about whether we were a non-profit or a grassroots organization. He has been under the perception that we wanted to be set-up as a non-profit. John indicated that it was a good question. Suggested that the executive committee needs to look at this issue and discuss it or that the whole board needs to discuss this when appropriate attention and time is given to it.
Biodiesel - Dave felt that it may be time to move on from this project. Received only 1 survey from a few hundred that were distributed. John and Karola both indicated that they would like to see the survey. Suggested that this work could refresh itself by finding a specific target group, potentially in a focused area (the area around Wrenshall is a possibility) and survey again through 1-on-1 conversation. Also suggested that educational information be gathered that explains biodiesel, compares numbers, potential savings, et cetera. Seems to be a lot of mis-information or no information available or at least, easily accessible. May see more interest if folks know more about it.
Paula suggested that we table the coordinators report for now as time is an issue and move onto committee assignments. John suggested we do treasure’s report first. Joel recommended that we read coordinator’s report before board meetings so time can be used more efficiently. Coordinator’s report continues on item VIII.
VI. Treasure’s Report - Financial report indicates $4264.16. Balance is at roughly the same place as this time last year. $300 has been paid for movie showing of King Corn and should be subtracted from balance. Deb asked that if and when the bank account needs to be changed for incorporation, she would like to know the moment it should happen. She will take care of it then. At some point, we need to pay State chapter dues. Web hosting has been paid for the year; helps eliminate confusion to have paid it in full. SARE grant hasn’t been received yet but is written to SFA. Deb will deposit it into its special account when received. John will pass the long form financial report onto Loren.
VII. Committee Assignments - After deliberation, board decided upon 8 committees with a minimum of 2 board member representatives per committee. Role of committees is to discuss policy and make recommendations to the board. Committees are as follows:
Executive Committee (All officers)- Loren, Joel, Deb, Cree. Loren is chair.
Membership Committee - Joel, Gene, Jenifer. Joel is chair.
Finance - Deb, Janaki, Gene. Deb is chair.
Harvest Festival - Joel, Gene, John. Gene is chair.
Programs - Deb, Karola, Paula, Kelly. Karola is chair.
Publicity - Paul, Joel. Paula is chair.
Farm Beginnings - Katy, Kelly, Karola. Katy is chair.
Steering Committee - Loren, Joel and Cree. Joel is chair.
VIII. Coordinator’s Report (continued) - John raised the concern of coordinator burn-out given the amount of work and effort Dave has extended to the position. Dave indicated that yes, more time and money would be nice. John recommended that Dave prioritize items that are most important, especially since Harvest Festival is soon approaching and a lot of time will need to be dedicated to it. Job description and hiring committee mentioned that the top priorities are membership and being the main contact for the organization. Dave is concerned with what projects to trim. Deb suggested that Early Adopter’s be dropped.
Earth Day Event - Katy and Cree will combine Silver Creek Institute and the Duluth Community Garden booths to host the SFA display in the middle. Katy and Cree will man the booth. Paula said that she could be available to help. Dave is also available and feels it is important to be present as the main contact. Dave is welcome to attend. With all the volunteer help, not sure if it is a good use of paid time.
Harvest Festival - Dave suggested that we dump the idea of having beer on the scene. Nells Hirsh is decidedly against alcohol on site; concerned that we may loose vendors. Stated that we are one of the only non-alcoholic subsidized events and are succeeding. Having alcohol costs more money and requires more security. Board agreed to stay on track with the festival as is. Mary Dragich is concerned that she won’t have enough volunteers to pull off the Slow Food picnic and is thinking about scraping the idea. Has called a meeting at Beaner’s on Tuesday, March 25 for anyone concerned or willing to help. Cree suggested that it’s early still and that Slow Food has been known to have a good amount of volunteer consumer help for events in the past. Cree will be in touch with Mary to lend a gentle nudge of support to continue on with her plan. Another meeting is planned on Monday, March 24 at Beaner’s to talk about the music venue. Dave will attend this meeting and will inquire with Mary about changing her Slow Food meeting to Monday as well. Will report back to the board via email about the possible date change.
Farm Beginnings - Interviews for facilitator position were on Tuesday, March 11. Five really good candidates interviewed. Cree Bradley is being recommended to the board for the position. Kelly will urge other applicants to serve on SFA committees; talents and enthusiasm are needed. Training will occur April 14-16 in New Prague. Katy and Karola will attend training as steering committee members. Steering committee training will occur shortly after facilitator training in the Carlton area. Both sessions are in the budget.
Motion: Move to approve Cree Bradley as the facilitator of Farm Beginnings. Deb, Joel seconded, passed.
IX. New Business: Early Adopters Program - Dave inquired about our interest in being involved with this training program set up to get Twin Port organizations in tune with the Natural Step system. Questions arose about what it would require of SFA. David indicated that it was a one year process that trained organizations to become more sustainable. Better understanding of actual commitments is still needed. Idea - Could a chapter member be a liaison to this group? Jane Fisher-Merritt is interested in the Natural Step philosophy. Could she potentially be involved? Cree suggested that she will look into the program to see if it’s something Silver Creek Institute should be involved in. Will report back to the board (and to Jane Fisher-Merritt) with more information about the program.
X. Next Meeting Date - April 11, 2008: 7:30 am to 9:00 at Carlton County SWCD
XI. Adjourn. Motion: Move to adjourn with the rider that before people leave, make arrangements for committee meetings. Joel, Deb seconded, passed.
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Minutes of Lake Superior SFA Annual Meeting January 26, 2008
by Kelly Smith, Secretary
Present: 26 members.
Welcome by John Fisher-Merritt.
Approval of Last Annual Meeting Minutes: Minutes read by Kelly Smith. M/S Doug Hoffbauer/Tiger
LeVeque to approve. PNO.
Treasurer’s Report: Deb Shubat presented written report and budget proposal. Discussed.
2007 expenses were $19832. Income was $20563. Farm Beginning funds are separate.
M/S Joel Rosen/Tiger LeVeque to approve. PNO.
Elections to the Board: Four board positions are open. John & Janaki Fisher-Merritt’s
& Jenifer Buckley’s terms are up. Phil Thieling & Kelly Smith have resigned.
There are 3 three year terms & 1 one year term available. Nominations were John
& Janaki Fisher-Merritt (shared position) Cree Bradley, Paula Williams, &
Katie Hansen. Paula volunteered to run for the 1 year term. M/S Joel Rosen/Doug
Hoffbauer to accept the slate of candidates. PNO.
Coordinator’s Report: Dave Hopkins reported an increased demand for locally produced
foods, & and increased need for outreach and SFA membership. Harvest Fest planned
to become a 2 day event, partnering with the Live Green Expo. More farmers will
be needed for the second day. The biodiesel initiative was discussed.
State Board Report: Joel Rosen spoke of the Youth Confabulation in St. Peter Feb
1, and the annual conference Feb 2.
Farm Beginnings: Kelly Smith gave an update. Funding is in place. Facilitator job
posting is out.
Farmland Trust: Kelly Smith gave an update. Planning discussions underway.
SFA Farmers Market at UMD: Deb Shubat reported increased UMD support for the market
and the need for more growers. Discussions on marketing regulations.
Duluth Farmers Market: Lois Hoffbauer called for more growers on Wednesdays.
St. Lukes Hospital: Lois Hoffbauer spoke of SLH’s policy of buying local healthy
food. More growers needed.
Chicken Bus: Joel Rosen reported there were 6 users this year. Schedule your use
early.
Grass Roots Farm: Jeff Greensmith spoke of effort of Whole Foods Coop employees,
Loaves & Fishes Catholic Worker Houses, and Linda Ward to grow vegetables for
market.
Egg Producers Needed: Mark Thell spoke of the demand for local eggs.
Urban CSA: Katie Hansen reported on efforts to start an urban, multi-plot CSA in
the Twin Ports.
Sustainable Living Center: Scotty spoke of the center she’s starting north of Cloquet.
Livestock Opportunities: Troy Salzer spoke of livestock and hay workshops via U
of M Extension coming up. A local milk bottling plant operation is being explored.
Adjourned.
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MINUTES OF MONTHLY BOARD OF DIRECTORS MEETINGS |
FEBRUARY 8, 2008
by Kelly Smith, acting Secretary
Present: Joel Rosen, Paula Williams, Gene Dutkin, Loren Nelson, Karola Dalen, Dave
Hopkins, Katie Hanson, Kelly Smith, Deb Shubat, John Fisher-Merritt
Minutes of 1-18-08: M/S Joel/Loren to accept. PNO.
Election of Officers: M/S Joel/John for Cree Bradley for secretary (Kelly can assist).
PNO. M/S Joel/Paula for Deb for treasurer. PNO. M/S Gene/Deb for John for vice chair.
PNO. M/S Joel/Deb for Loren for chair. PNO.
Welcome New Board Members: Paula Williams, Katie Hanson, Cree Bradley.
Thanks to Departing Board Members: Phil Thieling, Jenifer Buckley, Kelly Smith.
Coordinator Report: Written report discussed. Chapter 501c3 status in question discussion.
Need to find articles of incorporation and bylaws discussed. Attended MN Council
of Nonprofits. There is a chapter in Duluth. Grant opportunities are increasing.
Picked up a directory of MN grantors. Discussed chapter expanding to help farms
get started, putting local food buyers on our website, facilitating St. Lukes relationship
with local growers, pooling resources with local nonprofits, the need for more growers
to meet rising demand, networking with Chequamagon Bay growers. TJs in Mahtowa is
opening a farmers market. Duluth Community Garden Program would like to work with
us to build urban farmer capacity. Katie is their new director. Discussed training
new growers in meeting needs of buyers such as restaurants and retailers. Discussed
chapter mail pick up options.
Treasurer’s Report: Written report discussed. Opened 2008 with $5206. Dues income
$390. Annual meeting income $898, expenses $987. Deb proposed we show King Corn
at the DECC during HF for a fee. Deb proposed we change the chapter cell phone plan
to unlimited or tracking. Deb proposed we pay our website host 1 yr at a time. Chapter
is now a member of MN Council of Nonprofits. M/S Deb/Joel to fund $300/yr for miscellaneous
coordinator networking. Separate coordinator networking items may be approved for
funding as well. PNO.
State SFA Meeting: Well attended and run. Excellent turnout of youth, with wide
spectrum of values, lots of creativity and enthusiasm. Ken Peterson won the State
SFA Farmer Emeritus award. State SFA chair to be elected in March. Joel may be interim
chair for one year.
FTTStage: March 29 at Amazing Grace. Joel coordinating the talent. Dave doing publicity.
Farm Beginnings: We have 3 applicants for facilitator so far. Application closes
Feb 15. Karola, Paula, Kelly will do interviews and make a recommendation at next
board meeting. The SARE grant will be providing us ~ $4500 up front funding soon.
Chapter Annual Meeting: Went very well, though lots of confusion. Proposal to move
meeting date to early February.
Focus Team: To manage our creative tension we will hold a board retreat March 1,
9 – 4pm, at the Food Farm.
Next Meeting: 7:30 am, March 14 @ the SWCD office.
Adjourned.
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JANUARY 18, 2008
Minutes by Kelly Smith, Board Secretary
Present: Board members Joel Rosen, Jenifer Buckley, Gene Dutkin, Karola Dalen, Kelly
Smith, John Fisher-Merritt, Deb Shubat. Chapter coordinator Dave Hopkins.
Agenda: Moved/Seconded Joel/Karola to adopt adgenda. Passed Unanimously.
Minutes of 12/21/07: Moved/Seconded Jenifer/Karola to approve. Passed Unanimously.
Coordinator Report: Written report discussed. Legal name change discussed. Lake
Superior Sustainable Farming Association? Lake Superior Sustainable Food Association?
Tabled.
Coordinator contract not resolved.
BioDiesel initiative looked into by Dave. Many issues to resolve to bring to our
area. Dave making an interest survey. Some farmers in our area already growing canola.
Chapter website is much improved and downloads more quickly. Dave will obtain software
to use the membership database.
Chapter newsletter is out. Name is changed to Farm and Market News for now.
Farm Products Directory input requested, more farms needed.
We have an info table reserved at the Living Green Conference, Feb 2, Coppertop
Church. Dave will arrange for tablers.
Dave would like to move the coordinator job to full-time, with addition of a secretarial
assistant, expanding funding and SFA programs. Focus committee will consider this.
Treasurer’s Report: Written report discussed. Current Balance $4827.
State SFA: We nominated Ken Peterson for State SFA Farmer Emeritus award. If he
wins try to attend the State Annual SFA meeting Feb 2.
Chapter Annual Meeting: 1 pm Sat Jan 6 at Marshall School. Jenifer has posted many
King Korn posters. $700 outlay for annual meeting so far. Kelly has resigned from
the Board. There will be 4 board positions up for election: three 3 years terms
(John/Janacki, Jenifer, Phil Theiling) and 1 one year term (Kelly). Deb will present
the Chapter annual budget proposal to the membership.
Harvest Fest: There will be a Live Green Expo event that Sat and Sun at the DECC.
We will attempt to recruit farmers marketers for Sunday. We need to determine: tent
rental costs for Sunday, garbage fees for Sunday, Bayfront use fees for Sunday.
Moved/Seconded Joel/Gene for Dave to negotiate with LGE to cover our major costs
of the second day at HF. Passed Unanimously. Volunteer recruitment effort is needed.
Moved/Seconded Deb/Jenifer to charge $2 admission (age 7 and under free) for HF.
Passed Unanimously. We will hand out an SFA mission statement slips at gates. Discussed
having alcohol at HF, or part of the time. Tabled. We will offer Jason a music opportunity
Sat eve. He will handle his own gate fee, etc. We will negotiate a cut in profits
for the chapter. Moved/Seconded Joel/Deb The Saturday SFA HF farmers market is open
only to LSC SFA area growers. The Sunday SFA HF farmers market is open only to MN
SFA member growers. Passed Unanimously.
Farm Beginnings: $10k grant from Carlton County Economic Development Council tentatively
approved. FB now has the funding it needs for year one. Facilitator job announcement
has been sent out. NE MN Sustainable Development Partnership may provide some funds
and U of M help instructing and curriculum building. The partnership would like
to see LSC and Fond du Lac work together more towards indigenous food education,
such as the Gitigaan project.
Farmland Trust: More planning meetings. Pilot farm ideas discussed. Discussion of
program will be at the annual meeting.
Focus Team discussion: Tabled.
Next Meeting: @ SWCD office Friday Feb 8, 7:30 am.
Adjourn: Moved/Seconded Joel/Gene. Passed Unanimously.
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December 21, 2007
Minutes by Kelly Smith, Board Secretary
Present: Kelly Smith, Dave Hopkins, Joel Rosen, Jenifer Buckley, Loren Nelson, Karola
Dalen, Deb Shubat
Minutes of 10-19-07. M/S Joel/Jenifer to approve. PNO.
Minutes of 11-30-07. M/S Joel/Deb to approve with addition “speed dating between
chefs and farmers”. PNO
Treasurer’s Report. Written summaries of 2006, 07, and budget for ’08 discussed.
Farm Beginnings funds will be kept separate for now. 2008 budget proposal approved
to be voted on at annual meeting.
Annual Meeting: Prices will be: Annual meeting, workshops and meal: $15 nonmembers,
$10 students or members, 7 and under free. Movie: $8, students $5, 7 and under free.
3 pm biz meeting, 4 pm workshops, 5:30 dinner, with a keynote by Loren and discussion
time. 7:30 pm movie. Karola will make posters. St. Lukes might help with outreach
and costs. Movie is 90 minutes long. Please let Joel know what food items you’re
bringing asap. He can prepare things at home or you can bring something to heat
up keep warm. We need to bring our own cups, plates, bowls, utensils, serving ware,
etc. Will try to get cider and coffee donations. Theatre seats 180. Loren will check
into a big screen for the movie, and will bring an LCD and small screen for the
workshops. Workshops are soil basics with John FM, Backyard foodscaping with Francious
M, and Northern Farmland Trust with Jeff Corey. Dave will look into tabling for
Biodiesel, Duluth Community Farm Program, and Slow Food.
Coordinator’s Report: Written report discussed. We need a contract with the coordinator.
Dave is going to change the chapter name with the State.
Harvest Fest: Committee is Joel, Gene, Dave. Living Green Expo would like to collaborate
with us for a farmers market Sept 6 & 7. There may be extra HF costs for us, but
could be more income too. We would need more growers. Dave will proceed with this.
Dave will circulate a draft Urban Chicken policy paper for board comments. Dave
would like to make the coordinator a full time position if funding can be found.
Dave would like to attend the MN NonProfits meeting. Cost is $125. Membership is
$50. Dave will attend to learn about grant writing and network with grantors. Board
will consider reimbursement for Dave later. Dave would like to have our chapter
run a Biodiesel coop. IATP may have a reactor for us. Dave is giving an interest
survey.
Membership Committee: They discussed collaborating with university extension to
increase rural farmer membership with SFA.
Next Meeting: Friday Jan 18th, 7:30 am, at SWCD office.
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