DRAFT MINUTES

Friends of the State Line Serpentine Barrens Board Meeting
May 31, 2015

Friends of the State Line Serpentine Barrens

Board Meeting – May 31, 2015

Attending: Bob Gray, Anna Hull, Tracy Raymond, David Ross in person; Molly Anderson via phone 3:00 at Lincoln University, Nelson Center, Rm 235

A) Key Dates

1. Our next board meeting is scheduled for

            Sunday,  June 28, Rm. 235, Lincoln University, 2:00-4:00

 Conference Dial-in Number: (716) 748-0224 (potential toll call)

 Host Access Code: 445962*

 Participant Access Code: 445962#

2.  Hikes, Talks and Other Commitments

Presentation/discussion with Oxford Region Planning Committee, June 24, 7pm, Lower Oxford Township Building, 200 Township Road, Oxford.

            Hoping to confirm botanical hike at 9:00-12:00, July 18 at Goat Hill

B) Action Items Going Forward

Molly Anderson

            Leader for June 5 Stewardship Day

Will identify dates in July that will work for TNC staff, then Bob will follow up with Joe and Jay.

Mike Bertram:

Point person for our history initiatives

Bob Gray:

Contact Marci to see if she is comfortable having us use revised FSLSB/PPFF release. Do we need to signatures on workman’s comp forms for Goat Hill?

Leader for June 6 and June 20 Stewardship Days. Will confirm June 20 day with the Hannums

Bob will contact Rick Hartlieb and Kelly Stich to share our desire to

i)                    finish assembling the Glade Spurge cages

ii)                  Remove cedars from Site 93

iii)                Approach Boy Scouts about clearing the trail to Site 19

Will propose a time to meet with David for June 24 ORPC meeting.

Point person for monitoring our strategic plan.

Chris Hoess:

            Will identify photos and other content for Facebook and web pages.

Anna Hull:

            Arrange to host June 28 Board meeting at Lincoln.

            Will check with Chris to see if Saturday, July 18 will work for walk at Goat Hill

will review the packet of grants

Point person for science and education initiatives.

Tracy Raymond

Will update our volunteer contact spreadsheet and ensure that Stewardship Day leaders get updated email lists.

Will update the Dropbox spreadsheet and draft a list of dates to share with our partners.

            Point person for outreach initiatives.

David Ross:

            Will bring FSLSB release to June 5 event for non-Deloitte participants

            Will bring FSLSB equipment, including brush mower to June 5 and 6 Stewardship Days

will connect Tracy to Tom Stahl to arrange for New Texas Serps days to be promoted via Lancaster County Conservancy Facebook.

            David will contact Ray Hayden about trail to Site 19

David will share the list with Jay Gregg for inclusion in the Park newsletter.

      David will call Pal and ask if he can come

Point person for administrative initiatives.

Kent Wagner:

Point person for recreational uses and trail planning initiatives.

Henry Whitesel:

C) Agenda Items Considered

1. Approved Minutes from Board Meeting of 3/22/2015.

2. Approved agenda agreeing bounce around as needed to address immediate responsibilities.

3 June board meeting date, time and location.

            Sunday, June 28, Rm. 235, Lincoln University, 2:00-4:00

4. Action Item from 3/22/2015 Board Meeting and 5/3 Stewardship Day planning meeting

a)  Liability Releases and Contact Information

Anna has revised the FSLSB volunteer form to reflect the liability waiver language used by PPFF. Bob will contact Marci to see if she is comfortable having us use this form instead of separate PPFF and FSLSB forms.  Volunteers need to sign a separate release for each event.

We will also use make sure that volunteers complete the TNC form once each year.

We need to determine whether the additional BoF forms need to be signed for workday activities at Goat Hill.

David will bring FSLSB release to June 5 event for non-Deloitte participants.

Stewardship Day leader is responsible for providing Tracy with contact information from releases for new volunteers.

b) Stewardship Days Procedures

Tracy is responsible for maintaining and updating our volunteer contact database. She will devise a system for distinguishing recent maintenance/restoration volunteers from folks who might attend lectures, hikes and the like. 

Tracy will make sure the Stewardship Day leader has the latest list of emails for the blind copy email. Leader is responsible for drafting and sending out Steward Ship Day email. Tracy will send prompt 10-7 days before the event.  She will collect photos of the event and transmit to leader following the event.

Stewardship Day Leader sends thank you to those who participated.

c) June Stewardship Days

Deloitte/Chrome – June 5 – Molly leader (with Kent and Mike)

In addition to the plan outlined in Molly’s 5/28 email

We will attempt to remove tires and long pvc pipe between bridge and brook in Lower Chrome.

David will replenish oil/gas mix for brushwacker. Weather permitting, David will bring walk behind brush mower from Goat Hill shed along with the rest of our equipment.

Chrome – June 6 – Bob leader

Bob’s primary goal is to finish up whatever Deloitte missed in areas 3-4-5-6 in Lower Chrome

Our hope is that there will be enough volunteers for someone to tackle NE site at Upper Chrome with the walk-behind

New Texas – June 20 --  Bob

Bob to clear date with Hannums. Plan is to return to the area we tackled last visit.

David will connect Tracy to Tom Stahl to arrange for New Texas Serps days to be promoted via Lancaster County Conservancy Facebook.

d) Summer follow-up work at Goat Hill

Bob will contact Rick Hartlieb and Kelly Stich to share our desire to

iv)                finish assembling the Glade Spurge cages

v)                  Remove cedars from Site 93

vi)                Approach Boy Scouts about clearing the trail to Site 19

David will contact Ray Hayden about the last item

Remaining items (to the degree not covered in #4:

5. Monthly reports from board member “Leads” as applicable:

            Tabled to June

            a. Conservation / maintenance (HW)

            b. Science (AH)

            c. History (MB)

            d. Education (AH)

            e. Recreation / trails (KW)

            f. Membership / outreach (TR)

g. Administration (DR)

h. Strategic Plan (BG)

6. Upcoming events:

a) Summer Botanical Walk –

Anna will check with Chris to see if Saturday, July 18 will work for walk at

Goat Hill – in hopes of finding blooming Fame Flower

b) Tracy is proposing that we schedule a September hike at NCP – birds and warm season grasses

Will discuss during June board meeting

c) October event at NCP for local school children with potential participation of Lincoln students as mentors

Will discuss during June board meeting

d) November event – indoors potentially linked to Native American heritage in region

Will discuss during June board meeting

7. Priorities and Program for 2015;

 -Review workday program –  Fall 2015 schedule

Tracy will update the Dropbox spreadsheet and draft a list of dates to share with our partners. David will share the list with Jay Gregg for inclusion in the Park newsletter.

Closer to the fall we will review

 -  outreach, notification

                                                - Planning

 - On-site Supervision

                                                 - Logistics – Equipment

-  ID grant sources, dates, writing responsibility for equipment, planning efforts –(PA  grants – per Liz and Molly)) . 

Anna will review the packet of grants

8. Additional Collaborative initiatives: Line up Ursinus and WCU workdays, Etc. (DR);  

Tabled

9. Agreements (a) NCP shared equipment, storage.  (b) BoF use of TNC barn (DR and BG)

Tabled

10. Rare species protection – update Site Tracker, map, (AH)(BG & HW)

Tabled

11. Master Plan:

 -  June 24 mtg with Oxford Region Planning Committee

David  will call Pal and ask if he can come

David and Bob will consult before meeting

-          Follow up with Joe re. updating plan, burns, new internal trails, trail to NCP, etc.

Molly will identify dates in July that will work for TNC staff, then Bob will follow up with Joe and Jay.

-          Latest on trail connection between NCP and Goat Hill.

Tabled

12.  Other business

Listed below are tabled Action Items from Earlier Meetings

Bob

Bob will request $25 from Marci as support from PPFF.

Will review scanned map files on the CD provided by BoF and identify those that should be stored on Dropbox (estimated time, 1 hour).

Will talk with Marci about finding systematic way for PPFF to share networking opportunities with chapters (so Anna isn’t responsible for bugging Jen).

Will remind Jay that we are waiting for feedback on draft MOU for shared equipment cost, maintenance expense and permanent storage.

Will remind Jay that MOU about shared equipment acquisition cost, maintenance expense and permanent storage is in his lap.

Will renew request to Molly and Liz to draft a shared agreement (based on similar agreements we assume exist at other TNC sites) between TNC and BoF granting Friends access.  

Will schedule follow up phone sessions with Henry to update Site Tracker for Goat Hill and New Texas for winter Break

Anna –

           Glade Spurge

For accessing PA Heritage gateway

·         Will draft letters for Liz (TNC) and Jay (NCP) to send authorizing access to restricted information.

·         Will ask Rocky to talk her through navigating the site.

            Schedule late spring 2015 search for hairy chickweed at Pilot

Tracy

           Facebook

David

Contact Tom Stahl (Lancaster County Conservancy) about sharing information about activities and events of mutual interest.

Facebook

Contact Gary Coutu about creating a Web-based solution for sharing imagery (and mapping) with interested parties.

Will follow up with Brandywine Conservancy on Goat Hill – NCP trail.

David will keep Dockstader Foundation grant application on the agenda

Other

Developing a longer term branding/communication strategy

We agreed that we will need to allocate a separate meeting/retreat to explore these issues at length.

13. Adjourned at 5:10 with thanks to Anna for hosting.