Friends of Black Rock High Rock
Board Meeting Minutes
March 19, 2010
Airport Plaza, Reno

Attendance:
Board Members: Will Roger Peterson, Dave Cooper, Jim Kurdna, Dan O’Day, Debbie Smith, Liz Margerum, David Book, Lorraine Watson.

Jim Linebaugh is proxy for Dennis Porter, Dan O’Day is proxy for Wayne DeGeere, David Book is proxy for Lucy Mortensen Hall. A quorum was established.

Staff Attendance: Matthew Ebert, Bill Carson, and Janet Moran (is to be appointed treasurer)

BLM Representative: Dave Hays

Agenda: Debbie Smith moved to accept the meeting agenda and Jim Kudrna 2nd. Motion carries.

Approval of Meeting Minutes of December 12, 2009: Debbie Smith moved to accept the approval of the December 12 meeting minutes and Jim Kurdna 2nd. Motion carried.

Discussion regarding the incomplete September meeting minutes that were not approved - Metric will review and finish the minutes to be approved at the next Board meeting.

I. Executive Director Report:

Michael Black has been hired as the part time volunteer coordinator.

Margie Reynolds has separated from Friends as an independent contractor. This was her decision and she will keep the door open for future work with Friends.

Metric is working with Sophie Sheppard and she has 4 BLM brochures done or nearly done. The High Rock Canyon brochure is completed and ready to print, the Soldier Meadows brochure should be done in April and Metric will send it to the board for review. The Playa and Geology brochures are also nearly done.

Friends has paid Margie Reynolds $1,000 for the BlackRockFriends, BlackRockRendevous and BlackRockDesert.org web domain names that are now legally owned by Friends. Friends also have: Friendsofblackrock.com, .net and .org as well as friendsofblackrockhighrock.com, .net and .org.

Taxes have been filed through the old contract with Rand and Associates.

Metric will hire a summer VISTA AmeriCorps volunteer position (with stipend) for Gil Grabow. He will be hired to work with radio project and help with the visitor contact trailer through the summer. Friends is providing a $500 match for the position.

Janet Moran has been hired as the bookkeeper for Friends.

Metric has drafted a 2009 Annual Report and would like any comments by April 1st. Suggested that this be bound and professional looking document. Refer to handout.

Received a $3,000 grant from NCOT and matched it with $2,000 for the billboard on I-80 west. Need to get a photo of the billboard for the board.

II. Executive Committee

Review of Bylaws:
Refer to handout of proposed bylaw changes.
Discussion followed. Regarding Advocacy and clarifying what is intended. The issue of advocacy will be determined by the board as needed. The Executive Director may consult with the president of the board, who may survey the board, on issues of advocacy. The board is the check and balance on these issues.
Discussed charging the Fundraising committee for membership categories and funding document. Reestablish the terms of membership – Metric is to devise a solution and bring to the May membership meeting.

Discussed the descriptions of committees. Determined we do not need a permanent HR committee.
Article VII – add - and/or email.
Article VIII – Under #7 add – at the discretion of the board or not less than every 2 years.
Article II – paragraph #1 purpose under item #6 add to the end of the sentence = for the benefit of the region.
Change the year in the title to 2010.
Metric is to finalize the changes for adoption at the membership meeting in May.

Dan O’Day moved and Jim Linebaugh 2nd to approve the changes to the bylaws as presented and allow the Executive Director and president to make non sustentative changes as needed, for approval by the membership at the May meeting. Motion carried.

HR Committee:
The HR documents are not ready but the committee will have them done before the membership meeting in May. Dan O’Day made changes open to track changes in the document.

III. Treasurer’s Report:
Our thanks to Tonya Flint for her time spent as treasurer for Friends.

Dan O’Day moved to fill the treasurer position with Janet Moran in the interim until the official general membership meeting in May. Debbie Smith 2nd. Motion carried.
Dan O’Day moved that all current officers serve in their capacity until the general membership meeting in May. David Book 2nd. Motion carried.

Janet Moran reviewed the budget analysis for the board. Refer to handouts.

We are well within our budget at this point in time.
Give feedback to Janet on what financial report you would like to see. Contact Janet at Janet@blackrockdesert.org.
The Executive committee reviews the financial statements monthly.

IV. Conservation Committee:
The last meeting was in November. Metric met with our partners (Nevada Outdoor School, Friends of Nevada Wilderness, and BLM to collaborate on projects for the year. Projects include: soldier Meadows in March, BR Rendezvous fence the dunes route rehab, spring inventory methodology to train volunteers, Guru Road restoration in July, NPLD and other projects. Refer to the Friends calendar.

V. Education Committee:
Need a chair for the committee. Liz would like someone else to take over the committee as she has other commitments.
Discussed the new brochures being developed. The revised visitor guide and map is done, High Rock Canyon is done with Soldier Meadows, the Playa and Geology brochures to follow. There is a new BLM California NLCS brochure that mentions the Black Rock NCA.

Newsletter articles are need for a draft in April.
Spring kickoff party at Great Basin Brewery is Saturday March 20. The tent display will be up.

Planning to do Earth Day activities in April.
Talk at REI regarding the emigrant trail or subject of interest.

The Visitor Contact trailer solar panels will be installed and the VC will open Saturday March 27.The summer VISTA will work with the VC trailer.

Liz suggested that we do radio spot announcements at Burning Man. Also suggested that we do signs at Burning Man with the approval of BRC LLC.

Rendezvous is coming together with 5 confirmed for talks and 4 tours. See the website for the itinerary at blackrockrendevous.com

Radio Station:
Metric cannot build the FM radio station by himself and carry on the activities required as ED. Good job with the $79,000 grant application. We need a $27,000 match by October. Need to do some fundraising now.
The radio station needs its own articles of incorporation or volunteers or who can lead the effort? Needs its own board, staff, etc.

VI. Fundraising Committee:
Dan would like to resign as chair of the fundraising committee by the next meeting. We need a new chair by the general membership meeting.

There is a question whether we will get the $27,000 needed as a match for the radio station.

A donation catalogue was suggested as a tool to take to potential donors.

Need to solicit new committee members.

Suggested deadlines for programs, projects, strategies, etc. Need follow through with good ideas and put them in time and place to raise funds. We need to ask for money.

Will is to write a letter to the membership asking them to help with fundraising.

We all need to develop political and monetary contacts.

Need to set deadlines for Burning Man signs (May 15) and fundraising. Preplanning needs to be done well in advance like 2 – 3 months ahead of time. Need fundraising plan with strategies and specifics?

VII. Old and New Business:
Discussed Article III Membership in the bylaws.
Dan O’Day moved and David Book 2nd the motion to – Move the member policies from the bylaws to a separate policy document and reference that policy in the bylaws. Motion carried.

The Executive Committee will look at the final changes to the bylaws. Meeting is the 3rd Thursday in April. Also look at the executive limitations policies and reference operating policies in the bylaws.

Meeting adjourned.
Submitted by Dave Cooper, Secretary

invite media to Rendezvous, contact AAA, Natl Geographic,
target BMan plan by June 30
target Juplaya
Larry Johnson = good fundraiser
mention HR, conflict, other policies? ME put together.