April 11, 2017 Board Meeting Minutes

April 11, 2017 Board Meeting Minutes Note to readers of these minutes: These minutes are a compilation of reports submitted prior to the meeting and discussions had during the meeting itself. Present: Jim Wellendorf, Tom Hall, Fran McElhinney, Ned Bushong, Faye Haering, Mark McMaster, Joy McMaster, Wayne Boggs, Derek Eberly, Dan Van Buskirk, Barry Witmer, Bill Henry Absent: Bob Kutz, Greg Wilson, Garry Longenecker, Jenna Mitchell, Bill Nolan, Mark Ebner, Mike Burcin SECRETARY S REPORT: Bill Henry/Tom Hall Tom s minutes with addendum by Joy approved as published TREASURER S REPORT: Dan Van Buskirk Report approved as published INCOME: 13,922.51 EXPENSES: 3,526.70 Balance: 101,743.71 Other items of note: Checked with our Accountants about delayed filing, they see no problems, and are waiting until after April 15 s 1040 tax filings to submit our return. After taxes are filed, Dan will explore other accounting firms regarding the required audits and filings. Objective being to find a lower cost. All bank accounts have been reconciled. Due to computer problems, Banquet results will not be available until Wednesday or Thursday, initial numbers look positive. Banquet accounting not complete at this time. CONSERVATION: Bob Kutz/Greg Wilson The Drumore Township Park project is winding down, Lancaster Conservation District has paid $71,250 to USF&W and Drumore Twp is sending in $5000 and invoicing for the $5000 that is still being held. We had a successful tree planting day, we had over 30 volunteers, from DTU, LCC, Friends of Fishing Creek,5 Cub Scouts and their parents and the Millersville 5Rivers club also helped out. We have more areas to add trees as we get more varieties and plants grown out in the nursery. The higher stream flows are flushing out the sediment, and I am anxious to see it since last week s high water event. Bob and I met with the many partners at the Hammer Creek/Walnut Run location. The partners will be PAF&B, PAGC, USF&W, American Rivers, DEP, LCD and DTU. DEP has been monitoring the site since the earlier dam removal. After looking at the site it was determined to remove more of the old dam on Hammer Creek, thus lowering the channel, and scouring the silt above. allowing this to settle out as phase 1, then return, remove the dam on Walnut Run, and possibly remove legacy sediment and some old walls allowing better floodplain reconnection. And adding structures in the previously impounded area. When the dam is removed on Walnut Run, the concern is with the existing road culvert, so that may also be addressed as to not allow head cutting. Matt Koffroth

suggested we engage Elizabeth Township and secure some gravel road funding to work on the culvert. I think this will be a good project. Bob and I also thought this may be our best opportunity to secure the Embrace-a-Stream Grant since it has the wild Brook Trout component. Mark Metzler contacted us as there are some funds left in the account for the Weaver repair. He is no longer going to be doing his side business and recommended that we contact LandStudies about replanting Weaver s. We met at the site with Mark and Matt from LandStudies. Matt is submitting a proposal to plant 275 trees, install tree shelters, mow, and spray the site this year and another application next year, using up the remaining balance, approximately12k. Adam Smith of USF&W said they plan to do the project at Peters Creek probably in June. We are trying get the Camp Andrews Project on the schedule, but they are extremely busy, so it may not happen till next year. We are also waiting to hear the dates for Metzler, Fishing Creek and the Stolzfus bridge replacement on Climbers Run. I attended a meeting for the Fishing Creek AG BMP grant last week. It is moving forward, have not heard of any actual implementation getting scheduled. I spoke with Chris Sigmond from Team Ag to keep us posted as projects arise, so we can look at the streams before the fencing is installed. I inquired about funding for tree shelters and they said that we can invoice for those, so that is good news as we committed to supply trees and labor. Jenna is working on figuring out which grant to apply for to try to get the funds for the Herr Project, the cost estimate is about $190,000. I really appreciate her help on the grants, she has a very busy work schedule. COMMUNICATIONS: Jim Wellendorf I sent the draft of the April Calendar of Events to the Board for their review and approval at the April Board Meeting. (Approved with additions: Fly on Run, Stocking, Derek s May 13 event.) When it is approved Wayne Boggs and Mark McMaster will send it to our Members and to our Communications Contacts. I will send to Ad Crable and P J Reilly. By Mark McMaster Am working on the MailChimp mailings and have updated that mailing list with newest members. Board approved expenses for publications (membership application & about DTU flyer) as requested by Mark. Approx $670. EDUCATION: Ned Bushong No report at this time. Ned will have a full report for next months meeting. FUNDRAISING: Barry Witmer The Spring Fund Raiser was a successful event. Patric and his hardworking committee produced an enjoyable evening, selling more than 50 tickets over last year. The committee had paid all expenses before the event and went into the evening $2,000 in the black. His committee meets the evening of the 13 th for a debrief/wrap up meeting. There is little doubt that the results will be better than last year. The experiment of using a professional auctioneer seems to have been a

success. While final figures for funds contributed specifically for the $5,000 need for Camp Andrews are yet to be provided, my hand tally that night indicated we met, or nearly met, the $5,000 goal. Committee members continue to work on 1) the Membership Contact Campaign; 2) production of a new County map showing all DTU restoration work in the County. Open Committee goals are as follows: Goal: Expansion of the Fundraising Committee by one or two members (carried over from last month) Goal: In consultation with the Conservation Committee, completion of a fundraising plan for $179,020 for the Herr Project. YOUTH INITIATIVE: By Jim W 5Rivers Club has an event planned at Wenger s pond April 22. Jim noted that DTU should have someone there at the beginning just to get things started off on the right foot. Derek agreed that he could probably do it. Tom noted he could pitch in if Derek has a problem. 5 of the 6 applicants were accepted for the Rivers Camp. The sixth is on the list in case there is a drop out. The additional expenses for the fifth person was approved by the board. Mark noted that Kevin Fausey has requested DTU participate in the Youth Field Day event. It was decided that it would take 12 volunteers, 6 for the AM and 6 for the PM. It was agreed to participate if Kevin can get the 12 volunteers from club members. Mark will contact Kevin with this info. VETERANS INITIATIVE: By Jim W Senator Aument has agreed to attend and to make a short speech at our Veterans 2017 Kickoff Event on Saturday April 8, at the Millport Conservancy. I relayed this information to Bill Nolan. MEMBERSHIP: Fran McELHINNY MEN WOMEN YOUTH M YOUTH F NEW DROP TOTAL 709 35 6 0 8 758 Welcome letters were sent to 9 new members. So far Fran has gotten minimal response from these mailings. It was agreed to continue with the program. PROGRAMS: Derek Eberly Tom Gilmore is coming next week. I will reach out to him today and make sure everything is still good. May 13th Intro to Fly Fishing Event is coming along well. Derek expects 20 to 25 participants and will require a minimum of 10 to hold the event. I have confirmed and secured the availability of the Millport mill.

I have filed a requisition with the PFBC to waive the license requirement for our participants. I have filed a requisition with the PFBC for education publication materials to include in our handout package to students I have a rough schedule of the day worked out I am filing a request through Wawa's regional office for a donation of coffee and donuts for the morning I am currently talking with John Thompson on how he would like us to handle using his meadow for the fishing part. He is open to the idea but unsure if we should keep the stream closed from Thursday into Saturday. I let him know I am open to whatever he would like to do. I have a backup plan to use the Conservancy if Mr. Thompson does not want us to use his meadow. I also considered asking the Hess's. I will decide this week when I hear back from Mr. Thompson Logan Myers is helping me secure an outhouse for the meadow through the provider for the FOTR WHAT I NEED: I need volunteers to help from 7am until 2 or 3. (Derek indicated he already has about 10 volunteers.) I need to get a Lunch sponsor (I am working on one but having another wouldn't hurt). Fran requested Derek give him all pertinent info and he would see what he can get from Stauffers. I need board approval to purchase Intro to Fly Fishing guides from Fly Fisherman magazine. These are very helpful and should cost around $2 a piece. I would like to buy extra for future events. Perhaps 50 total? ($100) I am working on flyers now. Once approved I will canvas social media and the local area to quickly determine interest. The board approved the event and expenses required. It was agreed to have the June 21 Picnic at Millport. Derek will contact Lynn to get this on the schedule. NURSERY: Garry Longenecker Saturday, spring planting will start at the nursery. Trees and shrubs will be picked up today and Thursday, with ground arriving Thursday also. Four planting dates scheduled to follow. By May 9 th we should have 2,500 to 2,800 trees and shrubs in the nursery depending on donations we may receive in the next few weeks. Nursery equipment preparation for this season will be done Friday morning beginning at 8:30. Planting dates are set April 15-22-29 starting at 9:00 AM each day. If you are planning on participating contact Gary to let him know so he can plan accordingly ANNUAL FUNDRAISER/BANQUET : Patric Nephin Wrap up meeting scheduled for Thurs April 13 when it is expected to get a full accounting.

WEBSITE/NEWSLETTER: Mark McMaster Website: March was one of our busiest months yet, with over 850 distinct visitors. The sponsors page has been added and is the third most visited page at present. Thanks to Lydia Martin and Greg Wilson, I've updated the slideshows for Climbers & Fishing Creek with photos of our work on the Pennsy Road & Drumore Park projects. The April Mayflyer has been dl'd 60 times in the first 10 days of the month. Mayflyer: As I reported earlier, the Mayflyer is now a bit ad-heavy for my taste, with 10 of the April issue's 21 pages devoted to ads. If any of you are in the habit of printing a copy, rather than reading the pdf, I'd appreciate knowing if my setting the ads not to print worked. If not I'll try to refine the technique for June. Speaking of which, the deadline for that issue will be approximately May 26. With the variety of our Spring activities being finished by that time I hope I can count on reports from several of you to offset the ads. PAST PRESIDENT: Jim Wellendorf 2017 Land Conference May 4-6: I attended a meeting with Joy and Greg at Climbers Run which was chaired by Lydia Martin. We discussed DTU s role in the planned presentation and tour of the Preserve on May 4. Greg and I agreed to submit an outline for the tour to Lydia by April 17. My role was to be a tour guide along with Greg as Bob Kutz was not able to attend. It now looks as though he will be able to attend and join Greg as a guide. This is fortunate as I may not be able to attend the tour because of a personal issue. 2017 Water Week June 4-10: Jim has a meeting with Fritz upcoming to nail down details of our participation. Power Point Presentation: I have not started work on the Chapter s Power Pont presentation. DTU and 2017 Rivers Camp Caps: I mailed 3 dozen TU caps in assorted colors to Clark Hall of CVTU Chapter for the 2017 Rivers Camp. I gave Fran McElhinney 4 dozen DTU caps in assorted colors for our Chapter. Lawyer: Jim says Angelo Fiorentino will probably agree to work with us on a Pro Bono basis as required. Jim is following up.

VICE PRESIDENT: Tom Hall Fly On The Run: Banquet @ 4:30 on May 10, Stocking on May 9 @ 9:00 am (Meet at Oregon Dairy @ 8:30), Fishing event @ 7:00 [breakfast] @ Millport. Tom is assembling his list of participants. PRESIDENT: Joy McMaster New Members Rebate: We received notice that we will receive $350 for the new members signed up at the introductory rate in 2016. Since TU had no record of our filing our 2016 taxes, Rob Shane wrote that our rebate may be held up. I explained to Rob that our accountants felt we needed an audit. Rob updated his records and would like to be notified when our taxes are filed. We should receive this money in 30 60 days. As of Nov. 15, 2017, in order for a chapter to receive a rebate check, there must be a designated financial reviewer, the appropriate tax form filed with the IRS, and the TU annual report filed before Nov.15. LL Bean Give Away Program: TU sent information about this program before it appeared in Lines to Leaders. I requested 8 rods for our Veterans Program. Hopefully we ll receive a few rods. Each rod/reel has a value of $89 retail. LCC Picnic: Greg forwarded information from Claire Landis at LCC. She and Lydia Martin are planning for their Picnic on the Preserve which will take place at the end of Water Week (June 10). They are hoping to have activities scheduled from 3 5 PM. Lydia spoke with Greg about a Fishing Derby on the Pond. Claire asked if DTU was interested in organizing and supervising this activity. As Jim is our contact for Water Week, I have asked him to follow up on this. There may already be plans in the works for DTU to assist elsewhere during Water Week. More to follow. Oregon Dairy Family Farm Days: I received an invitation from Sallie Gregory, Education Coordinator with the Conservation District, to participate in this event. It runs June 13 15 from 10 AM until 7 PM each day and is held at the Oregon Dairy Farm. The promotion flyer states This event provides that by increasing awareness of the important role of our farms and agri-business in the community by demonstrating that we CARE for our (C)ommunity, (A)nimals, (R)esources and (E)nvironment. Together let s provide an exceptional firsthand experience at a working farm. Nonprofits can have an Exhibit Space or Educational display for $150. This garners a 6 x10 space in the Exhibit Tent, table, 2 chairs, electric if requested, and 2 meal tickets each day. The application form states that the nonprofit should be ag related and fit the mission statement of the event which is: To increase awareness of the important role of our farms and agri-business in the community and the environment by providing an educational, firsthand experience at a working farm. Sallie suggested TIC or fly fishing might be of interest. It was agreed that this event does not fit DTU s Mission and we will decline to participate.

Vulnerable Population Policy: Discussion did not accomplish much since most members had not studied the policy presented by Barry recently enough to have a meaningful discussion. It was agreed that we must take action on this proposal ASAP. It was agreed that all would study the document and Joy would request each up or down vote by email. This to be accomplished prior to next month s meeting. Meeting was adjourned @ 9:05 PM Respectfully submitted by Bill Henry