FreedomSystem.org – Board Meeting Minutes
Date: Saturday, June 8, 2024
Location: Holmes Residence, Elkhart, IN
Time: 3:00 PM
Opening
Meeting was opened in due form by President K. Holmes
Opening prayer was given by President K. Holmes
Business session declared open
Roll Call of Officers
Completed by Secretary J. Schrock
Membership Applications
President K. Holmes introduced two prospective members:
Cami Morris – Motion to accept as Marketing and Grant Director by J. Schrock, seconded by L. Zeugner – Motion passed
Russell “Goose” Billapando – Motion to accept as a volunteer by L. Zeugner, seconded by S. Holmes – Motion passed
Reading of Minutes
Minutes from the last meeting were read (emailed) by Secretary J. Schrock
Motion to approve as read by T. Buoscio, seconded by S. Holmes – Motion passed
Treasurer’s Report
Motion to suspend reading of Treasurer’s Report (focus on AAR) by S. Holmes, seconded by J. Schrock – Motion passed
Bills
Motion to suspend reading of bills by L. Zeugner, seconded by T. Buoscio – Motion passed
IT Report
No report
Unfinished Business – Fundraising Dinner After-Action Review (AAR)
1. Venue – RV Hall of Fame
Pros: Spacious, plenty of parking, great sound system, hall donated (saved ~$4,000), ideal flag-hanging area
Cons: No stage floods (owned by a church), parking lot lights failed at night
Note: Suggestion made to keep the same venue each year
Attendance: Estimates ranged from 196 to 220 attendees (excluding staff)
2. Entertainment
Band: Doubious – Great feedback; they requested a longer set
Speaker Chad Fleming was overwhelmed post-performance – suggestion for a green room
Band guests (wives/GFs) not communicated beforehand – missed meal counts
3. Food – Chubby Trout
Pros: Food was well-liked; Chubby Trout discounted ~$2,000
Cons: Dry chicken, missing brisket pan, inconsistent salad/meal service
Plastic silverware issues – suggestion to switch to metal (cost: ~$1/person)
Consider buffet-style with staffed portioning
4. Speaker – Cpt. Chad Fleming
Did a fantastic job and discounted fee to $750
Airfare issues arose due to late booking – cost nearly doubled
John Burk suggested for 2025
5. Event Layout
Flow worked well; layout was functional and accessible
6. Weapons & Boots
Three weapons auctioned (previously two); M-4 auctioned too late, sold at a loss
Boot donations good, but only two boots used – more boots needed next year with dog tags for motivation
7. Raffles & Auctions
Too many small raffles too quickly – caused confusion
Suggest spacing raffles and having clearer displays (i.e., taped ticket numbers, poster boards)
8. Glassware
Requests received for individual branch glasses (ironic reversal from previous feedback)
9. Miscellaneous Suggestions
Add printed/event schedule to PowerPoint and booklet
Improve visibility of the POW/MIA table – white tablecloth required
Address needs of Vietnam-era vets (non-physical programs, outreach to other orgs)
Sound levels too high – poor acoustics due to block walls
Volunteer shortage – food vendor also understaffed
Planning for 2025 Fundraiser
Venue
K. Holmes mentioned a possible barn venue (fits 350 people), but concerns raised about parking/access
Motion by S. Holmes to retain RV Hall of Fame for 2025; seconded by J. DeFrees – Motion passed
Entertainment
Sam Brown to remain pre/dinner performer
C. Morris to explore well-known band options and Scott Austin as MC
Food
Motion by L. Zeugner to use Chubby Trout again with formal silverware; seconded by J. Schrock – Motion passed
Desserts
Brownies left uneaten due to poor communication – should be served
Eisenhower Bagels suggested (pending refrigeration logistics)
Guest Speaker 2025
John Burk recommended – would likely require hotel and airfare
Photography
J. DeFrees to check with Jim Pinkerton
T. Buoscio to check with Kelly Shaffer
Marksmanship Contest
“Top Score” idea with gel guns, safe shooting lanes with camo tarps
Possible traveling trophy between branches
Quilts
T. Buoscio’s fiancée wants to help – quantity TBD
Financial Report
Merch via Zettle: ~$5,800
Total Profit: ~$8,800
~$2,800 deposited after event, most of it allocated to pre-event expenses
Year-to-year comparison requested by VP F. Schlorke
Individual Development Account (IDA)
Suggested by C. Morris – allows access to certain grant opportunities
OneDrive Archive
J. Schrock reminded BoD to store 2024 files in “2024 Dinner” folder under General > Events
New Business
Land Donation
Mod-Way will be donating ~5 acres, likely in 2026
Future use: martial arts, softball, events, possible headquarters
Storage Unit
S. Holmes reserved a 5’x15’ unit for $38/month
Motion to seek donation/discount in exchange for charitable letter (501c3 status)
Mod-Way to donate a heavy-duty lock
Organizational Absorption
For Vets, By Vets may be absorbed by FSO along with its BoD (pending)
Public Speaking Outreach
Board supports members speaking at events on behalf of FSO (Kenny, Fred, Chad)
Next Podcast
Scheduled: Monday, July 15 @ 1830, Holmes Residence
Jeff handling food orders
Podcast Gear
K. Holmes proposed selling old mics to help fund new gear ($2,300)
Casey approved proposed equipment
Motion to approve by J. DeFrees, seconded by T. Buoscio – Motion passed
Good of the Order
Mountain Bike Ride earlier that day was a success
Brad Sutterby (former Army, future USAF) rode
Next ride: June 22 @ Bonneville Mills, time TBD
Next Meeting Schedule
Sat, Jul 13 – 3 PM, hopefully at Goshen VFW (Pending availability)
Sat, Aug 24
Sat, Sep 14
Sat, Oct 12 (To be changed)
Sat, Nov 16
Sat, Dec 7 – Possible Christmas Party at: Doc Pierces, McRee’s, The Rue, or Uptown Kitchen
Adjournment
Motion to adjourn by L. Zeugner, seconded by C. Hendrickson – Motion passed
Closing prayer by President K. Holmes
Meeting adjourned
Minutes respectfully submitted by:
Secretary J. Schrock
