September 18, 2012

Overseer Leroy Watson called the meeting to order via telephone at 8:38 a.m.  Also present by telephone were Executive Committee member Cheri Watson and Junior Granger Rachael Watson.  Present in the Saunders Library of the National Grange building in Washington, DC were Ceres Beverly Mitchell, Treasurer Amber Bell, Flora Stephanie Wilkins, Lady Assistant Steward Jessie Cope, Steward Amanda Brozana, Pomona Grace Boatright, Secretary Richard Weiss and National Grange Program Assistant Austin Miller.

Minutes from the July 17, 2012 meeting were approved as read.

President Joan Smith then joined the meeting via telephone.

Treasurer’s Reports

As of 8/31/2012 the operating fund balance at BB&T Bank was $625.84
There is an outstanding check to National Grange for convention gifts of $317.22
Leaving a balance of $308.62
As of 8/31/2012 the Kile Fund balance at PNC Bank was $25,373.38

The $3,500.00 check to Friends of the National Arboretum has cleared.  The new account for Kile Fund asset distributions has not yet opened.  Our accountant still has not filed the 2011 Form 990.  IRS has given us an extension to November 15, 2012.  Treasurer Bell will follow up with the accountant to make sure we make that deadline.

Old Business

President Smith is registered and has all her materials for the National Convention.  The measuring spoon gifts are in and ready to be shipped to Idaho.  Potomac Grange #1 will submit 1 resolution to the National Convention (See July 17, 2012 minutes.).

There will be a social media educational area at the convention.  It was moved, seconded and passed to allocate up to $500.00 from the Kile Fund to pay for signage and a possible screen and projector.  The signage will read “Sponsored by Potomac Grange #1.”

Jessie Cope reported that the 2016, 150th National Convention will be held at a hotel near Dulles Airport.  A search is on for a 7th Degree venue.

Samantha Johnson and Amanda Brozana met with officials of Kimball Elementary School, recipient of Grange dictionaries, to discuss formation of a Junior Grange at the school. They will meet again in October.   Amanda reported that Winston Elementary School and a high school may also be interested in forming Junior and Subordinate Granges.  It was pointed out that Potomac Grange #1 can only sponsor one Junior Grange.  Cheri Watson suggested a plan that would create geographical divisions such as NE and NW of an umbrella Junior Grange.  The consensus was that this is a good, workable idea.

Potomac Grange #1 continues to collect can tabs and soup labels to contribute to educational and hunger programs.

New Business

It was decided to have the Potomac Grange holiday party on January 15 in the evening with a dinner.  The agenda will include Community Recognition Awards.

Austin Miller’s Obligation Ceremony will be held at the October 23 meeting.

It was moved, seconded and passed to make a $50.00 contribution to any charity designated by Samantha Johnson’s family.  Samantha’s grandfather recently passed on.

Junior Grange

Junior Granger Rachael Watson recently ran a 3.5 miler.  She also attended a Milwaukee Brewers baseball game.  She passed her test for a second star in tae kwon do.  She will take the test for a third star in December.

There was no further business and the meeting adjourned at 9:30 a.m.

Next Meeting

The next Potomac Grange #1 meeting will be October 23, 2012 at 8:30 a.m. in the Saunders Library of the National Grange Building in Washington, DC.

Respectfully submitted,

Richard B. Weiss, Secretary
Potomac Grange #1

June 19, 2012

 Meeting was called to order at 8:30am by Overseer Leroy Watson. In attendance Lecturer, Samantha Johnson; Steward, Amanda Brozana; Flora, Stephanie Wilkins; Ceres, Beverly Mitchell; Pomona, Grace Boatright; Lady Assistant, Jessie Cope; and special guest Eric Johnson from the National Association of Counties (NAC).

Treasurer’s Reports

Received letter from the IRS that they have received our letter about the Kyle Fund and they will be in touch.

Old Business

On June 6th, Samantha Johnson, Lecturer, and Amanda Brozana visited Kimball Elementary School in Washington, DC, to drop off dictionaries. While there Samantha and Amanda met with some of the kids and Sheil’a E. West-Miller, principal. They not only gave out dictionaries, they also included the Grange comic book, 50 were donated by Samantha. Per Ms. Miller’s request we mailed another 100 Grange comic books. Amanda and Samantha also have a meeting with Ms. Miller and her staff to discuss starting a Junior Grange. No date has been set but they will meet with her before the next meeting.

So far Potomac Grange has collected 16 bras for Bras for the Cause. Samantha will be mailing this bunch to the Maryland State Grange Sectary Donna Wiles in the next week. If you still haven’t gotten them to Samantha she will be collecting them through our September meeting.

Samantha also read the Thank You letter from the National Arboretum that was sent for our donation of $3500 for the Solar Kiosk.

Also, the Grange Foundation did match the $1,500 donated by Potomac Grange #1 for the Ag in the Classroom.

The 4 certificates of appreciation for the WWII Vets will be sent to Phyllis Wilson in OR to be presented to the Vets. They were unable to stop by the Grange Building while in DC due to their trip taking place over a weekend.

Amanda spoke with National Grange Lecturer about Potomac Grange’s resolution to present certificates to WWII vets in 2013 and he was excited over this new program. Amanda also spoke to him about doing a DVD for local Lecturers to use in their programming for 2013. Friend of the Grange or Honored Friend are two of the suggestions for the Certificates.

New Business

Discussion on Delegate Gift for the 2012 Convention, it was noted we would like to stay with the Kitchen them. With that in mind Jessie Cope presented various options and it was decided to look into the multi-use measuring spoon. It comes in various colors and is dishwasher safe and is $0.74 a piece. Minimum order is 350 and it was suggested we give away any extras at Convention if a Grange Cookbooks was purchased from the Grange Store in Boise. We will make final decision on gift at next meeting.

Also, Amanda and Samantha have put together several new donation programs and they include: Pop Tabs for Ronald McDonalad, Pushpin ConAgra Foods, Labels for Education, and Box Tops for Education. If you would like to help please send the items to Samantha Johnson at 1616 H St., NW, Washington, DC 20006. Also, if you would like more information, contact Samantha at [email protected].

Jessie informed us that the Registration forms for Delegates are complete and will be ready for members in the coming week.

Jessie brought up the fact that the 150th Session will occur in Washington, DC in 2016 and as part of the Host Committee we should be thinking of anything we might like to do for the event.

Ideas were discussed on things we could do such as: reception on the Hill in the Ag Room in the Longworth Building. The National Master appears to want the tour to include the Cemeteries where four of our Founders are buried, along with a visit to the Birth Place Marker. Samantha suggested adding the Botanical Gardens to the tour, due to its connection with William Saunders. Grace talked about not having a Fly-In that year, instead doing a Hill day during National Convention.

Samantha announced the National Lecturers Photo Contest will be ongoing again this year at Convention and would like Potomac Grange to participate again. The theme for Potomac Grange photos would be images of Washington, DC, what do you think of as representing our home. Rules that must be followed it can be no smaller than a 4×6 and no bigger than 11×14 (includes matting if used); it can be in color or black and white; film or digital; no frame; Grange members only and no professional photographers. Please have entries to Samantha by Potomac Grange’s September meeting.

Eric Johnson our special guest from the National Association of Counties (NAC) spoke with us about the background of his organization and what they do to help rural America. One of their programs included educating youth in civic engagement by using a video game to help them learn all about what counties do. The National Grange hopes to work with NAC in developing programs for our Junior and Youth members. Eric also discussed the Affordable Care Act and its effect on rural healthcare and counties.

Leroy discussed with us the “Free for All” sponsored by Shakespeare and Company, August 23-September 5th, 2012. This year’s play will be All’s Well that Ends Well” and will be at Harmon Hall free of charge. He asked us to consider a donation of anywhere between $500-$2000 to Shakespeare and Company to help them put on the “Free for All” in return Potomac Grange would be listed as a sponsor and we would receive tickets. A motion was raised and passed that Potomac Grange #1 donates $500 to Shakespeare and Company from the Kyle Fund. Also, discussed that we look at Shakespeare and Company to see if they would be able to put on or help with the 7th Degree during the 150th Session.

The meeting was adjourned at 10 a.m.

Next Meeting

The next Potomac Grange #1 meeting will be July 17, 2012 at 8:30 a.m. in the Saunders Library of the National Grange Building in Washington, DC.

Respectfully submitted,

Richard B. Weiss, Secretary
Potomac Grange #1

May 22, 2012

President Joan Smith called the meeting to order via telephone at 8:33 a.m.  Also present via telephone were Overseer Leroy Watson and Executive Committee member Cheri Watson.  Present in the Saunders Library of the National Grange building in Washington, DC were Ceres Beverly Mitchell, Steward Amanda Brozana, Flora Stephanie Wilkins, Lecturer Samantha Johnson, Pomona Grace Boatright, Treasurer Amber Bell, Lady Assistant Steward Jessie Cope, Secretary Richard Weiss and intern, Mark Schuessler.

After it was pointed out to Secretary Weiss that he was reading the draft minutes of the April 17, 2012 meeting, not the final minutes, the final minutes were then approved as read.

Treasurer’s Reports

As of April 30, 2012 the operating fund at BB&T Bank stood at  $597.84
As of April 30, 2012 the Kile Fund at PNC Bank stood at $31, 494.40

Two checks totaling $6,000.00 should clear the Kile Fund in May.  After April, there will no longer be a bank fee on the Kile Fund.  Our accountant has filed an extension for the Kile Fund 990.

The IRS now requires separate Employer Identification Numbers (EIN) for Potomac Grange and for the Kile Fund.  These are corporate registrations with the District of Colombia.  Treasurer Bell paid DC $50.00 to expedite the process only to learn it would take six weeks before anybody in the DC Government can get to the matter.

Old Business

Grace Boatright reported that the Legislative Fly-in was well attended with Grangers from 13 states.  Recipients of the Potomac Grange scholarships were Chris and Lisa Bauer of Washington State, Joe Stefenoni of California and Nathan Stouter of Kansas.

Beverly Mitchell sold 30 votive candles raising $22.50 for the operating fund.

Potomac Grange #1 has collected three bras towards the Maryland State Grange breast cancer fund raiser.

There is no news on the Junior Grange restructuring program.  The final plan will be presented at the annual convention.

Potomac Grange #1 will contribute dictionaries to third graders at Kimball Elementary school in Southeast Washington.  Lecturer Samantha Johnson will contact to school to set a date for the presentation.

New Business

Potomac Grange #1 first quarter dues to National were paid at this meeting.  Total was $45.00.  It was noted that some members are in arrears on their dues.

Ag in the Classroom has requested $3,000.00 from National Grange to cover travel and expenses for their award winners.  National requested assistance from Potomac Grange.  It was moved seconded and passed to contribute $1,500.00 to Ag in the Classroom from the Kile Fund and leave the rest up to National.

Samantha Johnson reported that four Grangers from Oregon who are high-school buddies and World War II veterans will be coming to Washington and plan to visit the Grange building.  She plans to award them with certificates of recognition for their service.  It was moved, seconded and passed to also purchase Grange paper weights for them.  Cost is $16.00.

It was discussed and decided to recommend to the National Lecturer that he make 2013 a year of recognition of World War II veterans, both Grangers and community citizens.  Potomac Grange #1 will help out with the production of certificates.

Junior Grange

Rachael Watson will be going for the first degree toward a Black Belt in tae kwon do.

There was no further business and the meeting adjourned at 9:30 a.m.

Next Meeting

The next Potomac Grange #1 meeting will be June 19, 2012 at 8:30 a.m. in the Saunders Library of the National Grange Building in Washington, DC.

Respectfully submitted,

Richard B. Weiss, Secretary
Potomac Grange #1

April 17, 2012

 Overseer Leroy Watson called the meeting to order via telephone at 8:40 a.m.  Present with him in Wisconsin was Executive Committee member Cheri Watson.  Present in the 10th floor Saunders Library of the National Grange Building in Washington, DC were Flora Stephanie Wilkins, Lecturer Samantha Johnson, Treasurer Amber Bell, Ceres Beverly Mitchell and Secretary Richard Weiss.

The minutes of the March 20, 2012 meeting were approved as read.

At 8:45 a.m. President Joan Smith joined the meeting via telephone and assumed the chairmanship.

Treasurer’s Reports

As of March 31, 2012 the Operating Fund balance at BB&T Bank was $642.84
As of March 31, 2012 the Kile Fund balance at PNC Bank was $31,513.63

The $2,500.00 check to the National Grange for fly-in scholarships and the $3,500.00 check to The Washington Youth Garden for a kiosk to house a solar demonstration had not cleared the Kile Fund at the time of the Treasurers report.

President Smith will work with Treasurer Bell in filling out the IRS questionnaire regarding the Kile Fund.  Treasurer Bell has documentation showing the separation of the Kile Fund from Potomac Grange #1.  The IRS approved the Kile Fund tax free status in 1995.

The National Grange will be making a decision at the May Board of Directors meeting in regards to obtaining a group exemption letter where the Potomac Grange #1 may operate under the National blanket  tax exempt status.   If they decide against the group exemption, The Potomac Grange will then have to file for and individual tax exempt status.

Treasurer Bell has opened a separate money market account to carry any Kile Fund principal payments from Bank of America.  Signature cards will be circulated to the signees.

2011 statements have been sent to our accountant for 990 preparation.

Old Business

Votives of the new Yankee Candle scents are in.  They will be available on a loan basis.  Fliers and order forms were distributed to members to get a new fund raising campaign started.

The Washington Youth Garden check has been sent.  The kiosk will open in 2013.  It will carry a plaque recognize Potomac Grange’s contribution and Potomac Grange members will be invited to the opening ceremony.

New Business

The Maryland State Grange is participating in “Bras for the Cause.”  New and “gently used” bras are collected and given to Jess Wright of Frederick radio station WFRE.  A local business then contributes $1.00 or $2.00 to Breast Cancer Research for each bra collected.  The bras are then donated to a local women’s shelter.  Potomac Grange members are invited to participate.  Samantha Johnson is the coordinator.

In response to a Junior Grange appeal letter, it was moved, seconded and passed to contribute $250.00 to the National Junior Grange from the Kile Fund.  At this fall’s national session, an advisory committee will report on recommended changes to Junior Grange.

It was moved, seconded and passed to contribute $250.00 to the National Youth Program from the Kile Fund.

Junior Grange

Rachael Watson opened her school’s talent show singing the Star Spangled Banner.

There was no further business and the meeting adjourned at 9:30 a.m.

Next Meeting

The next Potomac Grange #1 meeting will be May 22, 2012 at 8:30 a.m. in the Saunders Library of the National Grange Building.

Respectfully submitted,

Richard B. Weiss, Secretary
Potomac Grange #1

March 20, 2012

Overseer Leroy Watson called the meeting to order via telephone at 8:35 a.m.  Also present via telephone was Executive Committee member Cheri Watson.  Present in the Saunders Library of the National Grange Building in Washington, D.C. were Lady Assistant Steward Jessie Cope, Lecturer Samantha Johnson, Treasurer Amber Bell, Flora Stephanie Wilkins and Secretary Richard Weiss.

Minutes of the February 28, 2012 meeting were approved as written and read by Lecturer Samantha Johnson.

Treasurer’s Report

Treasurer Amber Bell reported the following:

As of February 29, 2012, the Operating Fund Balance at BB&T Bank was $748.84
As of February 29, 2012, the Kile Fund balance at PNC Bank was $27,206.88

Treasurer Bell will meet with PNC Bank officials to set up a new account for deposit of Kile Fund principal payments from Bank of America (See January 17, 2012 minutes.) and to discuss elimination of fees on the Kile Fund account.

The Kile Fund 990 is due to the IRS by May 15, 2012.  Bell will work with our outside accountant to meet this date.

Old Business

Washington Youth Garden – Lecturer Samantha Johnson met with Kaifa Anderson-Hall and Dana Faulkner of the Washington Youth Garden to discuss a possible donation by Potomac Grange #1 to the Youth Garden.  Johnson was present with a “wish list” of specific donations ranging from $250.00 to $5,000.00.  After review and discussion of the list it was moved, seconded and passed to contribute $3,500.00 to install a Solar Demonstration Kiosk on the Youth Garden site.  Working solar panels to demonstrate solar energy principals and applications will be contributed by Alfred University of Alfred, New York.  Potomac Grange will contribute the “garden shed” style kiosk to house the learning site.  The contribution is contingent on some form of recognition on the kiosk itself.  Samantha will relay this to the Youth Garden people.

Yankee Candle Fund Raiser – Lecturer Johnson informed the group that the Yankee Candle spring scents are available and that Amanda Brozana is preparing promotional fliers.  It was agreed that starting April 1, Potomac Grange #1 will undertake a fund raiser featuring the Yankee Candles, which Potomac will purchase through National.  The fliers will be used to promote the candles to building tenants, friends and families.  Progress will be assessed at the April meeting to determine if the campaign should continue.

Fly-in ScholarshipsInformation about the Potomac Grange scholarships for the National Grange Fly-in has gone out and two applications have been received.

New Business

Bonding – It was moved and seconded to purchase $25,000 worth of officer bonding insurance for $99.00.  After some discussion, the motion was amended to purchase $30,000 worth for $106.00.  The amendment and amended motion both passed.

Junior Grange

Rachael Watson will sign the Star Spangled Banner at her school Talent Day.

There was no further business and the meeting adjourned at 9:15 a.m.

Respectfully submitted,

Richard B. Weiss, Secretary
Potomac Grange #1

February 28, 2012

 Present for the meeting was Lecturer, Samantha Johnson; Lady Assistant Steward, Jessie Cope; Steward, Amanda Brozana; Treasurer, Amber Bell; Ceres, Beverly Mitchell; Flora, Stephanie Wilkins; and Pomona Grace Boatright. On the phone we were joined by Master Joan Smith; Overseer Leroy Watson; and Executive Board Member Cheryl Watson.

Treasurer’s Reports

Kyle Fund as of January 31, 2012 has $27,226.38
Operating Fund as of January 31, 2012 has $638.84

IRS filing is in the process for 2011

Old Business

We discussed the Washington Youth Garden and our possible donation. We tabled the discussion until the next meeting when Samantha Johnson will have more information on the specific projects for the Washington Youth Garden.

New Business

2012 Masters Conference summary was given by Jessie Cope and Amanda Brozana.

Grace Boatright on behalf of the Legislative Depart of the National Grange presented a proposal to Potomac Grange requesting a donation of $2,500 to the Fly-In 2012 as an unrestricted grant for 2 scholarships. Scholarship will be based on essay on how attending the 2012 Fly-In will help their local Grange. There was a discussion about the donation by members. The final decision was made that Potomac Grange donate $2,500 to the National Grange Legislative Fly-In to be used only for scholarship and that the scholarship is named the Potomac Grange #1 Fly-In Scholarship. It was also moved and approved that a certificate be presented to the recipients.

It was also discussed that Potomac Grange participates in the Yankee Candle Fundraiser that the National Grange has organize.

Junior Grange

Rachel Watson was off to school and Master Smith discussed with Cheryl Watson donating Regalia from Farmingdale Grange in NJ to their new Junior Grange in Wisconsin.

Meeting concluded at 9:27am.

Next Meeting

The next Potomac Grange #1 meeting will be March 20, 2012 at 8:30 a.m. in the Saunders Library of the National Grange Building.

Respectfully submitted,

Richard B. Weiss, Secretary
Potomac Grange #1

January 17, 2012

Overseer Leroy Watson called the meeting to order via telephone at 8:45 a.m. in the 10th floor Saunders Library of the National Grange building in Washington, DC.  Also present via telephone were Executive Committee member Sheri Watson and, later, President Joan Smith.  Present in the library were Treasurer Amber Bell, Ceres Beverly Mitchell, Lecturer Samantha Johnson, Secretary Richard Weiss, Lady Assistant Steward Jessie Cope, and Pomona Grace Boatright.

The October 18, 2011 meeting minutes were approved as posted on line.  The December 12, 2011 holiday dinner meeting minutes were approved as read.

Treasurer’s Reports

Treasurer Amber Bell reported the following:

  • As of 12/31/2011 the Operating Fund balance at BB&T Bank was $740.84
  • As of 12/31/2011 the Kile Fund balance at PNC Bank was $29,220.85.  Three payments totaling approximately $1,000.00 will be made from the balance to reimburse National for catering fees for the holiday dinner and expenses for the National Convention.
  • As of 12/31/2011 the Kile Fund at Bank of America stood at $275,035.52
  • During 2011 the Kile Fund paid Potomac Grange #1 $12,917 of which $10,764 was interest and $2,153 was drawn from principal.

Discussion followed regarding reimbursement of principal paid out by Bank of America according to the dictates of the Kile Trust Fund.  The principal cannot be returned to the trust so it was decided and moved to create a tax free “Kile Capital Fund” at PNC Bank with the same tax ID number as the current tax free savings account and to immediately move $20,000.00 from said savings account into the “Capital Fund” and then to determine how much principal has been paid out over the last ten years and make up the difference from the $20,000.00.  The motion was seconded and passed.

It was further moved that each January the amount of principal paid out the previous year by Bank of America will be deposited in the “Kile Capital Fund.”  Interest earned that previous year by the capital fund may be applied to the principal make-up amount.  The motion was seconded and passed.

Old Business

There was consensus that having the holiday dinner in the Goss Conference Room of the National Grange building worked well and that we should do the same next year.  Jessie Cope asked that there be a committee to assist her with the planning and execution of the dinner.

Treasurer Weiss suggested that Potomac Grange #1 make a $2,500.00 contribution to the Youth Garden at the National Arboretum and that Potomac consider some kind of ongoing commitment.  In discussion that followed the feeling emerged that Potomac’s contribution to the Youth Garden should go towards a  specific project such as a new pavilion for which Potomac Grange can get specific recognition.  It was decided that Treasurer Weiss will assist Lecturer Johnson in contacting the Youth Garden development person to discuss possible projects to support.  Once the project is determined, the amount of contribution can be discussed.

New Business

The 2012 Fly-in is scheduled for May 14 – 16.  The nature and amount of Potomac Grange #1’s contribution to the Fly-in is yet to be determined.

Samantha Johnson reported that National Grange Month packets will go out in February.

Jessie Cope pointed out that dues and bonding payments will significantly reduce our operating fund and a fund raiser should be consider for some time in the next six months.  It was decided to offer a spring scent of Yankee Candles, a previously successful program for National.  Samantha Johnson will have materials and information for the February meeting.

Junior Grange

Rachael and her Junior Grange friends in Wisconsin are learning snowboarding.

There was no further business and the meeting adjourned at 9:45 a.m.

Next Meeting

The next Potomac Grange #1 meeting will be February 21, 2012 at 8:30 a.m. in the Saunders Library of the National Grange Building.

Respectfully submitted,

Richard B. Weiss, Secretary
Potomac Grange #1

Minutes from Potomac Grange Meeting – January 23, 2013

This was our annual Holiday Party and it was held in the first floor conference room at the National Grange Building. It started promptly at 6pm and Maggiano’s Little Italy catered the dinner. Present for this party was Master Joan Smith, Lecturer Samantha Johnson, Ceres Beverly Mitchell, Flora Stephanie Wilkins, Pomona Grace Boatright, Steward Amanda Brozana Lady Assistant Steward Jessie Cope, Assistant Steward Austin Miller, and Gatekeeper Fran Vitt. Also in attendance Leon Wilkins, Ben Wolfgang, Steve Patrick, Barbara Vitt, Andra King, and our guest speaker Paula Reichel from the Capital Area Food Bank. We had a very relaxed and entertaining meal. During dessert Paula Reichel spoke to us about what the Capital Area Food Bank does and how we can get involved. We discussed CAFB’s upcoming Urban Demonstration Garden which will begin in the spring of 2013 and their Healthy Food Initiative. Under their Healthy Food Initiative they work with over 700+ partner agencies and serve more than 500,000 individuals. Following Paula’s talk we cleaned up the conference room and want to give special thanks to Jessie Cope for organizing the food and the set up. We also signed a Get Well Card for our Secretary Dick Weiss who was unable to attend to do to surgery.

The party ended at 7:30pm. Our next meeting is scheduled for February 19th at 8:30am in the Saunders Library, 10th Floor of the National Grange Building.