October 17, 2017 Meeting Minutes

President Joan Smith called the meeting to order via telephone at 12 Noon EDT. On the line from New Hampshire were Overseer Leroy Watson and Executive Committee member Sheri Watson and from DC Secretary Richard Weiss.  Gathered in the National Grange Building in Washington, DC were Treasurer Amanda Brozana Rios, Lady Assistant Steward Jessie Cope, Flora Stephanie Wilkins, National Grange Convention and Operations Director Stephanie Tiller, Sales, Benefits & Program Director Loretta Washington and National Grange Legislative Director Burton Eller.

September 19, 2017 Minutes

Due to Secretary Weiss’s absence from the September 19 meeting, there were no published minutes.  However, President Smith read from here meeting notes to sufficiently inform us on the September 19 proceedings.  Due to a lack of a quorum the September 19 agenda items requiring a vote were carried over to October 17.

Treasurer’s Report/Bills

Current Kile Fund balance is $44,576.78
Current Operating Fund balance is $823.00
One outstanding Kile Fund bill of $51.00 for shipping charges of Ag in the Classroom brochures. 

OLD BUSINESS

Ag in the Classroom

At an October 4 meeting in the Grange Building, Ag in the Classroom representatives from Utah and Virginia advised Potomac Grange members on teacher training methods.  There is some concern about being able to relate to urban teachers and students.  Potomac has received 400 educational handouts.  Consensus was to turn attention to Ag in the Classroom after the National Grange annual convention.

Amanda moved and Jessie seconded payment of the $51.00 shipping bill.  Motion passed.

Chiller Replacement and the Kile Fund

Replacement of the Grange Building chiller will cost over $900,000.  To date, major contributions to the Building Fund toward the replacement are $400,000 from the Washington State Grange, $100,000 from the Grange Foundation and a $25,000 loan from Grange Advocacy.

The question was raised as to whether Potomac Grange should also make a $25,000 loan or even make a gift of that amount.  Leroy pointed out that the Kile Fund’s restrictions would not allow a gift to the Building Fund.  He further pointed out that because of its small amount and dated restrictions, the Kile Fund is not very attractive to the bank holding it.  Accordingly, the bank has set a flat fee that, combined with Potomac’s expenditures, will probably deplete the fund in ten to twelve years.

The question was then raised as to whether there are sufficient funds to make a $25,000 loan and cover estimated future commitments.  Joan identified the following future commitments:

  • Fly-in scholarships – $3,500
  • Ag in the Classroom costs- $5,000
  • Contribution to the National Foundation California fire relief fund – $1,000

Given that the bank estimates the fund will generate approximately $9,500 a year in income and the almost $45,000 fund balance, consensus was that the fund can handle the $25,000 loan.  Accordingly, Leroy Watson moved that Potomac Grange #1 lend National Grange $25,000 for one year at an interest rate of 0.7% with the funds to be used toward the cooler replacement.  Cheri Watson seconded the motion. The motion passed unanimously.

Leroy advised that the loan can be rolled over for more years should the need occur.

Gala

Discussion then turned to how Potomac might support the December 4 150th Anniversary Gala.  President Smith will be contributing items for the silent auction.  After discussing other alternatives Cheri Watson moved and Stephanie Tiller seconded that Potomac purchase a $500.00 “Friends” sponsorship which comes with two free tickets to the gala and 250 descriptive words of copy in the gala program.  The motion passed unanimously.  The copy will reference Potomac as the “Grange of the Founders” and the DC representative of Ag in the Classroom.

2017 Convention

President Smith announced that Grace Boatright will be unable to attend the 2017 Convention as Potomac’s Youth Ambassador.  Thus we will have no representative this year.  Grace will be eligible for Youth Ambassador in 2018.

NEW BUSINESS

E-Membership Resolution

Overseer Leroy Watson has proposed that Potomac Grange submit to the upcoming National Convention a resolution revising the current E-Membership.  Said resolution offers

E-Membership at $40.00 a year for individuals and $80.00 a year for families with individual dues income to be distributed $32.50 to the National Grange and $7.50 to the State Grange where the E-Member resides.  Family dues income to be distributed $65.00 to the National Grange and $15.00 to the State Grange.  The resolution includes benefits and conditions of E-Membership.

It was moved and seconded and passed to present the resolution to the National Convention.

There were no members sick or in distress and no further business.  The meeting adjourned.

There will not be a November meeting.

July 18, 2017 Meeting Minutes

Secretary Richard Weiss called the meeting to order via telephone at 12:05 p.m. On the line from New Hampshire was Executive Committee member Sheri Watson.  Gathered in the National Grange Building in Washington, DC were Treasurer Amanda Brozana Rios, Lady Assistant Steward Jessie Cope, Flora Stephanie Wilkins, National Grange Program Director Loretta Washington, National Grange Convention and Operations Director Stephanie Tiller, and interns Ferderica Cobb, Mandy Bostwick, Benjamin McCovy, and Kennedy Gwin.

Minutes from the July 11, 2017 Ag in the Classroom meeting were approved as read.

Financial Report

Jessie Cope reported depositing $185.00 in recent dues payments.  She will make out a check to the National Grange for $38.50 to cover second quarter 2017 dues.  Richard Weiss has sent out reminders to those who have not paid 2017 dues yet due to the very late delivery of the original dues notice.

Old Business

It appears President Smith did not have a chance to check on DC’s Back to School Week program before leaving on vacation.  Loretta Washington volunteered to follow up and report back if there is still an opportunity for Potomac Grange to participate with the Ag in the Classroom program, and, if so, what are the requirements.

There was discussion on Potomac’s delegate to the 2017 National Convention in June.  It is not clear at this point if Joan will represent Potomac or New Jersey. It was pointed out that others, such as Pete Pomper, may be able to represent New Jersey.  It was decided to carry this issue over to the next meeting when we have more information on who can represent New Jersey.

New Business

Amanda pointed out that if Potomac wants to have a Youth Ambassador to the National Convention, we need to do it soon.  Apparently, Grace Boatright would be the only Potomac Grange member eligible to be Youth Ambassador.

Amanda also noted that Potomac Grange #1 has sponsorship opportunities at the $100.00 and $250.00 levels for the December 4 150th Anniversary Gala.

It was decided that both these issues be agenda items for the next meeting.

There were no Grangers in need and no further business. Meeting adjourned at 12:35 p.m.

 

Respectfully submitted,

Richard Weiss
Secretary, Potomac Grange #1

July 11, 2017 Meeting Minutes (Ag in the Classroom)

President Joan Smith called the meeting to order at 12:35 p.m. in the Goss Conference Room of the National Grange Building in Washington, DC.  Also present were Potomac Grange Steward Amanda Brozana Rios, Lady Assistant Steward Jessie Cope, Flora Stephanie Wilkins, Secretary Richard Weiss, National Grange Program Director Loretta Washington and interns Christopher Sebastian, Benjamin McEvoy, Cait Cady, Kennedy Gwin, Mandy Bostwick, and Ferderica Cobb.

The purpose of the meeting was to develop a plan to carry out Potomac Grange’s new role as the Washington, D.C. contact organization for USDA’s Ag in the Classroom Program.

President Smith started the meeting off with a description of the June 20 – 23 National Agriculture in the Classroom Conference which she attended in Kansas City, Missouri. Attendees included school teachers, Ag in the Classroom state contact representatives, ag industry suppliers and USDA officials.  There were speakers, seminars and award ceremonies.  Joan showed us samples of materials that are available for use in the classrooms.

Potomac Plans

  • Market target – Urban youth.
  • Grade Level – Mandy Bostwick, who is a teacher, recommend grades two to four as children at that level tend to still pay attention.
  • Objective – Create awareness of agriculture’s role and importance in our lives.
  • Methodology – Become and educational resource for teachers. Give them resources to use in the classroom.  Mandy pointed out that, to be useful to teachers, our program must meet their educational standards, objectives and priorities.  Math and reading are top priorities at this level.  Initial thoughts are to offer reading material that delivers the ag message while fitting the teachers’ curriculum.
  • Roll out – Loretta Washington alerted us to Back to School week to be held at the DC Convention Center in August. The event includes vendor booths offering materials and programs to the schools. Joan will pursue a booth at the event with the purpose of getting an understanding of what might work with DC schools and teachers and generating interest in the Ag in Classroom program. We can pass out AG TODAY

In the first year, implement the program at the second grade level in a single test school.  If the initial program works at the test level, roll it out further in the second year while continuing to test programs at the third and fourth grade levels in the initial test school.

Amanda suggested that, because of our relationship with Gallaudet University for the hard of hearing, we consider doing a program with the affiliated Kimball Demo Elementary School.

There was no further business.  The meeting adjourned at 2:00 p.m.

 

Respectfully Submitted,

Richard Weiss, Secretary
Potomac Grange #1

March 21, 2017 Meeting Minutes

President Joan Smith called the conference call meeting to order at 12:03 p.m. EDT.  Also on the call were Overseer Leroy Watson, Executive Committee member Sheri Watson, Lady Assistant Steward Jessie Cope, Flora Stephanie Wilkins, Secretary Richard Weiss, National Grange President Betsy Huber, National Grange Program Director Loretta Washington, National Grange Legislative Director Burton Eller, National Grange Youth and Young Adult Director Charlene Espenshade and Youth Ambassador Mandy Bostwick (KS),  Potomac Grange Steward Amanda Brozana joined the call later.

New Business

Because some voting participants had to leave the call early, new business requiring votes was addressed first.

Potomac Grange #1 has been asked by the USDA Ag in the Classroom program to be its representative in the District of Columbia.  Representation entails the following:

  • Annual membership fee of $300.00.
  • Participation in an annual Eastern Region conference. The 2017 conference will be held in Mystic Connecticut April 18 to 20.  There is a $35.00 registration fee.  USDA will reimburse travel and lodging expenses for one representative from Potomac Grange.
  • Participation in monthly regional conference calls.
  • Creation and implementation of agriculture related educational projects with DC schools. Joan Smith cited our gardening project and the Blender Bike as examples. Amanda Brozana noted that grants up to $15,000 may be available from USDA for projects.

It was moved by Jessie Cope and Seconded by Richard Weiss that Potomac Grange #1 become the District of Columbia point of contact for the Ag in the Classroom project.  Leroy Watson moved to amend the motion by adding that an estimated annual budget be created within the next forty-five days.  Said budget to include project costs. Jessie Cope seconded and the motion passed as amended.

It was moved, seconded and passed that Potomac Grange #1 participate in the Ag in the Classroom Eastern Region conference.

It was further moved, seconded and passed that the $300.00 annual dues, the $35.00 conference fee and any unreimbursed out of pocket expenses be paid from the Kile Fund due to the educational nature of the conference.

Old Business – Bee Hive Project

At the last meeting, it was approved to fund bee hive equipment purchases from the Kile Fund.  Allison Archebault is coordinating with the Bee Hive Club on implementation of the project.  Joan Smith informed us that the Bee Hive Club instructor will also place her hive on the roof. The Potomac hive should be on the roof by the end of March and 10,000 bees will be brought in sometime in April.

It was moved, seconded and passed that Potomac Grange supply refreshments for the April 4 graduation of the Bee Hive class.

Other News

  • The 2017 Fly In hotel registration closes on March 22. Currently, attendance is around 20 participants.
  • Betsy Huber reported that the two Grange Youth Ambassadors met with their congressmen as well as others on the Hill. They also attended a Hill breakfast featuring an informative speaker.  Charlene Espenshade thanked Potomac Grange for the scholarships that helped fund the program.
  • Amanda Brozana and intern Kim Stefanick will make a presentation on publishing at a conference at the University of Mississippi. Kim, who has two weeks left on her internship, spoke of how much she learned about media and legislation during her internship.

There was no further business and the meeting adjourned at 12:50 p.m. EDT.

Respectfully Submitted,

Richard Weiss, Secretary
Potomac Grange #1

February 21, 2017 Meeting Minutes

President Joan Smith called the conference call meeting to order at 12:05 p.m. EST.  Also on the line initially were Steward Amanda Brozana, Secretary Richard Weiss and Allison Archebault. National Grange President Betsy Huber joined the call later.

The January 24, 2017 minutes were approved as read by Secretary Weiss.

Bee Hive Business

  • The Bee Hive Club has asked Joan if it could meet a couple times a year in the Grange Building’s Goss conference room. She will check availability with Stephanie Tiller.  The question was raised regarding Potomac Grange providing refreshments for the meetings.  There appeared to be consensus to do so.
  • The Bee Hive Corporation, a for-profit company that conducts bee care educational classes, also asked Joan about using the Goss conference room to conduct classes. It would require one week a night for three hour sessions.  Courses run eight weeks.  Given that this is a for-profit organization, the National Grange would charge a fee.  Due to the three-hour sessions, there would be additional expense to maintain the guard on duty beyond 7: 00 p.m.  Joan will convey the request to Stephanie Tiller.  Bee Care Corporation would like to start in March.
  • Potomac Grange also needs up to eight dates in March for its educational sessions.
  • It was decided that Potomac Grange #1 will purchase its bee care equipment needs out of the Kile Fund given the educational nature of the program.  (Allison Archebault left the call at this point.)

Fly-In/Youth Ag Day

Potomac Grange #1 has given the National Grange a $3,000 grant to cover two

Fly-in scholarships of up to $800.00 each and the purchase of Congressional guide books. To date, only one scholarship has been taken and the application deadline has been extended to March 1.  National has asked Potomac if not requested for the Fly-in by March 1, could the $800.00 be made available for the March 21 – 23 Youth Ag Day.  After discussion, it was moved, seconded and passed to make the $800.00 available to the Youth Ag Day and applied at the discretion of the Youth Leader.  Because there was not a quorum at the time of the vote, the proposal will be emailed to all Potomac Grange members for input.

Presidents’ Conference

President Smith reported on the Presidents’ Conference held in Norwich Connecticut February 17 to 19.  The 48 attendees included presidents from a variety of states as well as Connecticut past delegates.  Speakers were outstanding: informative and educational.

Other Business

  • Joan will supply Washington State with a copy of the 2016 Annual Convention budget to help them with planning for this year’s convention.
  • Joan will file for extensions on Potomac Grange’s 2013 to 2016 9090s.

 

There was no further business and the meeting adjourned at 12:47 p.m. EST.

 

Respectfully submitted,

Richard B Weiss

Secretary, Potomac Grange #1

January 24, 2017 Meeting Minutes

President Joan Smith called the meeting to order at 6:10 p.m. in the Goss Conference Room of the National Grange Building in Washington, DC.  The meeting was held in conjunction with the Potomac Grange #1 annual holiday party.

Also present were National Grange president Betsy Huber, National Grange Legislative Director Burton Eller, Steward Amanda Brozana, Lady Assistant Steward Jessie Cope, Flora Stephanie Wilkins, Program Director Loretta Washington, Secretary Richard Weiss, and Intern Kim Stefanick.

Treasure’s Report

  • We have no record of filing 9090s for 2013, 2014, 2015 and, as yet, 2016. Weiss will do a search of past minutes of any filing evidence.
  • The 2015 Kile Fund trust report has been completed, signed by Joan Smith and Leroy Watson and submitted to the bank in December 2016.
  • National convention costs are still being reconciled.
  • The Kile Fund will compensate Joan Smith up to $400.00 to cover costs of today’s event which had educational content. (See “Speakers)
  • There was some question as to whether or not third quarter dues have been paid from the operating account. Weiss will check to see if the third quarter report was submitted.

Old Business

  • There is overall satisfaction with how things went with the National Convention.
  • President Huber was pleased with the President’s reception especially that it remained in the original Hospitality room and the soups and sandwiches were a big success.
  • The Hospitality room was a big success with soups, chili and hot dogs, homemade desserts and the beverage station was always perfect..
  • The Arlington Cemetery Tomb of the Unknown wreath laying was very emotional as we have four Grange Veterans who participated. James Foster, WVA; Chip Narval, DE; Peg Johnson, PG#1; Scott Baldwin, IA.
  • The Host, Delegate, Youth and Junior tours were a success in spite of a bus breakdown.
  • Jessie Cope is going to put together a book of “lessons learned” from hosting a national convention perspective. It will be available to future Host Regions.

New Business

  • Bee care course – In order for the Grange to have a bee hive on its roof, four members must train and qualify in bee care. Accordingly, a course in bee care is offered at the University of District of Columbia. The course covers care procedures for the four seasons of the year.  Course starting January 31, the course runs thru 28 March one night a week from 6:30 p.m. to 8:30 p.m.  Cost is $90.00.  The Kile Fund will cover the cost based on its educational nature.  Those attending are:  Joan C. Smith, Allison Archebault; Amanda Brozana, Kim Stefanick.
  • The 2017 Masters Conference will be held in Norwich Connecticut. The Connecticut State Grange will provide meals and airport transportation, leaving only to and from travel expenses, hotel costs, some meals, parking and a $20.00 registration fee to be covered by participants. It was moved, seconded and passed to allocate up to $600.00 from the Kile Fund to cover President Smith’s expenses to attend the Masters Conference.
  • The 2017 Congressional Fly-In will be held April 24th to April 27th. In accordance with an earlier vote, Potomac Grange issued a $3,000.00 check to National Grange to cover two Fly-In scholarships up to $800.00 each and purchase of Congressional guide books.

Speakers

Dave Streid and Kathy Streid of The Transcendental Meditation Program gave a very informative and educational presentations on the benefits of transcendental meditation. Those benefits range from reduced stress and anxiety to better focus and brain function.  The process is easy to learn and, once learned, is simply practiced twice a day for about twenty minutes each session.  The speakers explained the steps to enroll in their classes.

There was no further business and the meeting adjourned at 7:35 p.m.  Next meeting will be a noon-time conference call on February 21st.  Stephanie will send out a notice with call numbers.

Respectfully submitted,

Richard B Weiss, Secretary
Potomac Grange #1

October 18, 2016 Meeting Minutes

President Joan Smith called the meeting to order via telephone at 12:10 p.m. EDT. Also on the call were Executive Committee member Cheri Watson, Overseer Leroy Watson, Secretary Richard Weiss, Steward Amanda Brozana, Lady Assistant Steward Jessie Cope, Flora Stephanie Wilkins, National Grange President Betsy Huber, Grange Executive Assistant Stephanie Tiller, Grange Legislative Director Burton Eller and Grange Program Director Loretta Washington.

The September 20, 2016 minutes were approved as written.

Kile Fund

2015 Report – Per a request from the US Trust, Jeri Smith, Joan has reviewed our Kile Fund financial records and Bank Statements to complete the requested forms. The 2015 report/forms have been compiled and the Term and Conditions for 2016 have been completed and provided to LeRoy Watson, Kile Fund Trustee, for signature and forwarding to US Trust. Per Jeri Smith, our 2016 quarterly allotments will continue to be provided on schedule.

IRS Reports – 990s

Joan reported that in reviewing our financials, it appears that we have not filed our IRS Taxes since 2012 or 2013. Joan will compile data and provide to our CPA for completion and filing.

Election of Treasurer

Sister Amanda Brozana was elected as our Treasurer effective 1 December 2016.
 

Junior Grange

Rachel Watson has turned 14 years old. Her school volley ball team is undefeated and going to state finals.

150th National Grange Convention
  • Junior Grange tee shirts with the sash design will not be produced due to lack of time.
  • Present in the office for the Monday evening tour will be Grace Boatright, Samantha Johnson, Jessie Cope, Stephanie Wilkins and Dick Weiss.
  • While Stephanie Wilkins will be in the office Tuesday and Wednesday of convention week, it was recommended that Dick Weiss be there also in case buses show up for a tour of the building.
  • Discussion of 7th Degree logistics focused on transportation from the hotel to the theater in Alexandria. Jessie pointed out that there will be six buses available. The set-up crew will be transported by van.
  • Potomac Grange will manage the President’s Reception on Sunday night. Joan proposed that wraps, chips, salsa and a sheet cake with the Grange logo be purchased from a nearby Costco as we will not have access to equipment or time to prepare snacks ourselves. Betsy concurred with the recommendation.
  • There will be display space for the Shoes for Souls.
  • 725 pairs of socks will be on display as part of the national community service project.

Other Business

The Potomac Grange 2015 9090 tax document has not been done and it appears that 2013, 2014 also may not have been completed. Potomac Grange has suffered frequent turnover of treasurers and has not had a treasured for several months. There is a need for a long term treasurer. National Grange Treasurer Stewart Hughes has indicated he does not want the position with Potomac Grange.

Amanda Brozana volunteered to undertake the job beginning December 1, 2016.

There was no further business and the meeting adjourned at 1:10 p.m.

Respectfully submitted,
Richard Weiss, Secretary
Potomac Grange #1

September 20, 2016 Meeting Minutes

President Joan Smith called the meeting to order via telephone at 12:05 p.m. EDT. Also online were Executive Committee member Cheri Watson, Overseer Leroy Watson, Secretary Richard Weiss, Steward Amanda Brozana, Flora Stephanie Wilkins, National Grange President Betsy Huber, Grange Legislative Director Burton Eller and Grange Program Director Loretta Washington.

Kile Fund

President Smith informed us that she is working on tracking 2015 Kile Fund contributions.  Burton Eller confirmed that National Grange received a $3,000.00 contribution from the Kile Fund for the 2015 Fly In.  It could be that the check was issued in 2014.  Joan will check the 2014 disbursements.

Minutes

The June 21, 2016 Potomac Grange meeting minutes were approved as read.

Youth and Fellows Programs

Amanda Brozana reported that she is working on a youth t-shirt design featuring a sash printed on the front with words “Future Leader.”  The plan would be for Potomac Grange to pay for the production and give the first 25 free to the youth drill team. The remainder would be sold as fundraisers.  There were some questions about suppliers and quality levels. As most of the meeting participants had not seen the design, it was decided to table a decision at this time.  Amanda will email the design to us.

Regarding the Fellows polos, Amanda has found other sources of funding and does not need help from the Kile Fund. Also, the Fellows pay their own travel expenses, so there is no request for travel funding from the Kile Fund.

150th Convention

President Smith informed us that Potomac Grange delegate Grace Boatright has been named chairman of the Transportation Committee.

Dick Weiss will help out with the Monday night tour and has volunteered to cover the office during the week.  He pointed out that he has been asked to go to the hotel on Wednesday.  Plans to cover Thursday need to be worked out.

President Smith notified us that New Jersey will again present a resolution granting voting power on resolutions but not on candidates to Potomac Grange. She also said that there has been discussion of an idea to appoint a “delegate at large” to represent Potomac Grange and states that have not yet qualified for full voting privileges. Following discussion raised questions as to how the delegate would be chosen and how differing opinions among the states would be resolved.  Consensus was that Potomac’s case is unique and we would be best off going it on our own and that NJ should continue to submit their Potomac Grange Voting Rights Resolution.

Joan noted that the National Grange President’s reception will be held in the hospitality suite. About 120 attendees are expected and the space can accommodate that many.  As the hotel’s cooking equipment cannot be used, the plan is to serve pre-prepared items such as wraps.  Jessie Cope and Joan have checked out Costco and plan to stock up from there.  Full sheet cake will also be served for dessert with our Host Region Logo.  It was decided to serve the dessert before attendees leave for the evening budget presentation. Potomac will also offer snacks at the building tour on Monday.

Joan noted the need for crock pots in the hospitality suite as some states plan to serve soup, chili.

She also reminded that Monday’s changing of the guard at Arlington National Cemetery will be at 4:00 p.m. and the laying of the wreath at 4:15.

Other Business

Betsy Huber notified us of the completion of the Grange PBS video.  She has been using it at state sessions. It will start running on 300 PBS stations in a couple weeks.

Joan alerted us that Potomac’s 2015 tax return has yet to be filed.  This stems from the fact that Potomac has been without a Treasurer for almost two years and right now National Grange Treasurer Stuart Hughes cannot fill that role.  Joan asked if someone can help out.

Dick Weiss noted that second quarter dues have yet to be paid and promised immediate attention.

Granger in Need

Stephanie Tiler’s mother has been hospitalized with heart problems.  Stephanie and her mother are in our thoughts and we offer out support during this trying time.

There was no further business and the meeting adjourned at 1:25 p.m.

Respectfully submitted,

Richard Weiss
Secretary, Potomac Grange #1

June 21, 2016 Meeting Minutes

President Joan Smith called the meeting to order via telephone at 12:05 p.m. Also online were Executive Committee member Cheri Watson, Overseer Leroy Watson, Secretary Richard Weiss, Steward Amanda Brozana, Chaplin Grace Boatright, Lady Assistant Steward Jessie Cope, and Flora Stephanie Wilkins.

There were no minutes from the April 20 party meeting.

150th Annual Meeting

President Smith reiterated that Grace Boatright is the Potomac Grange #1 delegate to the convention and that Cheri Watson is the Alternate Delegate.  Cheri pointed out that she may be unavailable one afternoon due to work commitments.

Potomac Grange will be in charge of the hospitality suite on Sunday.  National Grange has requested that the President’s Reception be held in the suite from about 5:30 p.m. to 7:00 p.m. As the room’s grills and stoves cannot be used, there was discussion on what to offer for food and whether to do it ourselves, have it brought in, or catered by the hotel.  It is estimated that approximately 120 people will be served.

President Smith asked if the meal can be funded out of the Kile Fund.  Leroy Watson determined that as Stephanie Wilkins will be demonstrating the new membership database, the function can be considered educational and therefore qualifies for funding from the Kile Fund.

President Smith has asked that someone volunteer to take over responsibility for the Sunday hospitality suite.

It appears that some individual states, including Illinois and New Jersey, plan to make bus stops to view the Grange Building apart from the official tour day and there is a concern about having someone at the building to accommodate them.

Patriotic Program

The Vietnam CD is scheduled for release in July.  Austin Miller will soon be shooting footage of the Vietnam Memorial wall.

Dues

At the request by those online, Stephanie notified individuals who are overdue on 2016 dues.  She pointed out that all dues now go from January through March.

Secretary Weiss informed the group that Potomac’s second quarter dues payment is not due until the end of July and that he and Stephanie Wilkins will work out the amount due to National.

Fly-In

Potomac will reimburse in 2017 for two Fly-in scholarship recipients up to a combined total of $1,500.00.  Any funds not utilized will be returned to PG#1.

Junior Grange

Rachel Watson recently received her third degree black belt in Tae Kwon Do.  As there is no official Junior Grange in New Hampshire, Rachel will participate on the individual basis until she turns 14 years old.

Grangers in need

Potomac Grangers are asked to keep Jessie Cope’s mother in their thoughts as she goes through physical rehabilitation.

There was no further business and the meeting adjourned at 12:55 p.m.

Respectfully submitted,

Richard Weiss, Secretary
Potomac Grange #1

October 21, 2014 Meeting Minutes

President Joan Smith called the meeting at 9:30 a.m.  Present for the meeting was Master, Joan Smith, Lecturer, Samantha Johnson; Lady Assistant Steward, Jessie Cope; Steward, Amanda Brozana; Treasurer, Andy Sampson; Assistant Steward, Austin Miller; Flora, Stephanie Wilkins; and Chaplain Grace Boatright. We were also joined by new member David Conrath.

Treasurer’s Report

Andy Sampson and Samantha Johnson were both approved to be on the BB&T Account, but we still have been unable to get approval for the banking online. Andy and Master Smith will be going to BB&T after the meeting to clear up this matter.

Andy also discussed his conversation with Overseer Watson about moving the Kile Fund into an interest baring account. It was decided that although we could do it, it would complicate our filings with the IRS and wasn’t worth it.

Eric confirmed that Potomac Grange #1 and the Kile Fund were both approved for their extensions in filing IRS paperwork. The extension is to November 15, 2014 and Eric expects to have all matters settled.

Andy brought up the possibility of updating our accounting software from Excel to Quickbooks. If the National Grange acquires Quickbooks at the end of the year, then we can add Potomac Grange as a company and would discuss paying a portion of $36 a month for the software.

Old Business

A motion was made and approved to change minutes from September 2014 meeting. The correction was in the beginning we have “old” and should be “new” business.

A discussion was brought forward by Jessie Cope and Master Joan Smith about Grace as our 2nd Delegate. Per National Master, Ed Luttrell’s conversation with Jessie and Dick Weiss to write a letter about requesting Dick’s early leaving at Convention and Grace as the delegate for the rest of session. It was suggested by Austin that Dick just come as the 2016 Coordinator and shadow the 2014 & 2015 Coordinators to help him prepare for Hosting in 2016. This would allow Grace Boatright to be our Honorary Delegate and end the conflicting problems with having 2 Delegates. This was approved.

New Business

Dave Conrath was introduced as a new member and talked about his background and what brought him to Potomac Grange.

We voted to pay 3rd Quarter Dues and the 2014 National Grange Assessment on Friday, October 24th, when Master Smith and Secretary Weiss will be at the National Grange Office.

The National Arboretum was discussed. Originally, Potomac Grange #1 donated $3,500 to help build a kiosk. As per Lecturer Johnson’s discussions with the Arboretum this project has been indefinitely shelved and they have offered us an alternative: a Bicycle-Powered Blender. The cost is roughly the same, only a difference of $3.32. We would still get recognition on a license plate. Lecturer Johnson was asked to speak with here contact and ask where the bike will be placed and if they are selling rights to other companies.

The Holiday Event was confirmed for January 13, 2015 at 6pm in the National Grange Building. The speaker will be from One Country Connect and if all 5 new members are there we will do an obligation ceremony as well.

Steward Brozana has uploaded the t-shirt design for the “I’ll be Delighted” Campaign. She will activate the link night and leave it open for the 2 minimum days required and then buy a total of 50 shirts to cover the Youth Drill Team, Youth Ambassadors, and Potomac Grange members. We will reopen the link, November 1st, for the month to raise money for the Youth in Wib Justi’s memory. We will have 2 sample t-shirts available for members to view at National Grange Session and the GrangeConnect will help members purchase their shirts. Master Smith will be paying for the initial 50 and will be reimbursed by the Kile Fund.

Discussion was brought forward about the Delegate Gift of chocolate. David told us about the human trafficking issues surrounding the harvesting of cocoa. Since, Hershey and Nestle are the worst offenders and there are very few Fair Trade Cocoa Companies, it was decided to use non-chocolate. We had 3 different versions of the message for the wrapper: “Vote for those who don’t have a voice”; “Vote for us we can’t”; and “Taxation without Representation, Washington, DC and Potomac Grange #1”. After much discussion the third message was approved along with the Grange logo mixed in as part of the stars on the DC flag. Jessie will buy the candy and labels. Amanda will come up with the design for the label.

There was no further business and the meeting adjourned at 10:50 a.m.

Next Meeting

We will have no meeting in November or December 2014.

Next meeting scheduled for January 13, 2015.

Respectfully submitted,

Samantha Johnson, Lecturer
Potomac Grange #1