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Present: Board Members (with representation): Jane Burton-Bell (SJIFMA), Bruce Gregory (SJICD), Greg Hertel (Port of FH), Rick Hughes (OIFM), Candace Jagel (WSU Ext.), Megan Jones (at large), Elaine Kendall (SJIFMA), Christine Miller (SJC Fair Board), Rebecca Moore (SJIFMA), Cloud Oakes (at large), Suzy Pingree (at large), Madden Surbaugh (restauranteur), Rob Waldron (IGFC), Bill Watson (EDC), Peggy Weir (SJIFMA)
Project Director: Lovel Pratt
Observer: Hawk Pingree
Absent: David Bauermeister (NABC), Denise King (SVC)
Meeting convened: 1:30 p.m.
MINUTES
Motion (by Bill, seconded by Madden): The minutes of the last board meeting should be approved.
The motion was passed unanimously.
BOARD COMPOSITION AND DECISION-MAKING
Elaine explained changes to the board composition and representation, as follows: Eliza Buck stepped down from her position as CD representative, as well as Guild treasurer, because of other work commitments. Bruce Gregory, who had been representing the EDC, agreed to represent the CD in Eliza’s stead, and Bill Watson agreed to represent the EDC in Bruce’s stead and also to serve as treasurer.
Agreed by consensus: The board approves the above changes to the composition of the board and thanks Eliza for her excellent work.
Agreed by consensus: Most board decisions will be explained and captured in the minutes as motions or as an agreement made by consensus. When there is consensus that a formal resolution is required, then a resolution will be drafted.
Agreed by consensus: Decisions can be made by e-mail unless there is dissent (less than 100%), in which case discussion will be deferred to a board meeting. Candace will track the e-mail replies and keep them for the record. Items agreed by e-mail will be ratified at the following board meeting.
3. WEBSITE DEVELOPMENT
Motion (by Candace, seconded by Cloud): Recognizing the need for a website, the Ag Guild Board should accept the generous offer by board member Suzy Pingree to develop and maintain a website for the guild.
The motion passed unanimously with one abstention (Suzy).
4. FINANCES AND MAIL PROCESSESA. Financial processes: Newly appointed treasurer Bill met with Lovel to discuss financial procedures, which will be as follows:
Motion (by Bill, seconded by Bruce): Processing data that will be presented to the board for approval. Rick Hughes will undertake financial record keeping for the Guild. He will not be handling money or writing checks but will process financial data using QuickBooks. Get the revised wording of the resolution from Lovel (Lovel will send).
The motion passed unanimously with one abstention (Rick).
Motion (by Madden, seconded by Bruce): The treasurer, the chair, and vice-chair will be signers on Guild financial accounts.
The motion passed unanimously with three abstentions (Peggy, Bill, and Elaine).
Motion (by Jane, seconded by Bill): The secretary and project director will have keys to the PO box.
The motion passed unanimously with one abstention (Candace).
PROJECT DIRECTOR STATUS REPORT
Agreed by consensus: We will continue to use the term “permanent farmers market” among ourselves but will weave the term “multi-use ag facility” into the website texts for the benefit of potential funders visiting the website. Lovel and Suzy will refine the website text as per Lovel's e-mail.
Motion (by Rebecca and seconded by Jane): The Guild chair and vice-chair will submit an application to the WA State Charities Program. The motion was passed unanimously with two abstentions (Peggy and Elaine).
Agreed by consensus: Greg will research conflict-of-interest language used by taxing districts and send this to Peggy. Peggy will put together a text for the board review and approval.
Grant Proposal Status
Agreed by consensus: the ARC will approach the county council separately, raise the subject of the Guild's application for hotel/motel tax funding, and state its support.
Motion: (proposed by Candace and seconded by Christine): Recognizing that a year-around covered farmers market facility will serve visitors to San Juan Island and recognizing that lodging tax funds have been used in other communities in the state to construct such facilities, the board should support the submission of a grant application for the Farmers Market Agricultural Facility on San Juan Island to the San Juan County Lodging Tax Advisory Committee for project funding from the 2009 Lodging Tax Facilities Program.
Agreed by consensus: Lovel will discuss the situation with Pete Rose and proceed with the application (or not) subject to Pete’s recommendation.
Agreed by consensus: Bill will draft a budget for the board’s review. In the meantime, we will not submit an in-kind budget for the organization and the PFM project.
Agreed by consensus: The Guild activities will be amended to include a board retreat (to demonstrate board development) scheduled for fall 2008.
6. FUNDRAISING DINNER
The fundraising dinner, hosted at Steps, has been scheduled for the evening of Sunday, May 18. It is being organized in conjunction with a WSU marketing workshop the day before and a joint SJI FMA and Ag Guild meeting, also on Sunday, from 2:00 – 4:00 p.m. The keynote speaker for these events is Vance Corum.
The meeting was adjourned at 3:28 p.m.
NEXT MEETING: May 6, 1:30 – 3:30 p.m. at the CD office.