Minutes: 2024 Nov 16

FreedomSystem.org – Board Meeting Minutes
Date: Saturday, January 11, 2025
Location: Goshen VFW, 1201 W Pike St, Goshen, IN
Time: 4:00 PM

Opening

• Meeting opened in due form by President K. Holmes

• Opening prayer by President K. Holmes

• Business session declared open

Roll Call of Officers

• Conducted by Secretary J. Schrock

Membership Applications

• No report

Reading of Minutes

• Secretary J. Schrock read the minutes from the last meeting (emailed in advance)

• Motion to accept the minutes as read by S. Holmes, seconded by C. Denney – Motion passed

Treasurer’s Report

• Treasurer J. DeFrees provided the monthly report

• Motion to accept the report subject to audit by J. Schrock, seconded by S. Holmes – Motion passed

Bills

• Treasurer J. DeFrees reviewed bills paid

• Motion to pay bills by C. Denney, seconded by S. Holmes – Motion passed

IT Report

• No issues reported

Unfinished Business – Poker Tournament Planning (Feb 2025)

1. Overview

   • President K. Holmes introduced John to explain the tournament setup

   • Format: 3 preliminary tables, 1 final “Freedom System” table

2. Structure

   • No cash at tables (per Gaming License)

   • Buy-ins:

     • Early Bird (online) – discounted

     • At the Door – standard price

   • Re-buys allowed until 7 PM

   • All money handled by designated bankers (Jeff & Jenn)

   • Payouts to top 4 players + 1 from each non-final table

3. Logistics

   • Doors open: 4:30 PM

   • Tournament: 5:00 PM – 9:30 PM

   • Awards & close: by 10:00 PM

   • Final table dealer must be on Gaming License; no tipping allowed

4. Bank & Gaming License

   • Start-up cash to be brought by Treasurer J. DeFrees

   • Gaming license updated and ready to be mailed (J. Schrock & F. Schlorke listed)

5. Raffles

   • Reminder to sell raffle tickets for the weapon

6. Food & Drink

   • Menu: $10 food baskets (e.g., burgers, tenders, sides)

   • All proceeds from food and alcohol benefit the VFW

   • No food at game tables; drinks permitted

7. Volunteer and Staff Duties

   • Arrival time for BoD and volunteers: 3 PM

   • Dealer training available via Syracuse Eagles on Thursdays

   • T-Shirts:

     • Volunteers: alternate color w/ “Volunteer” label

     • Board: black – sizes to Sarah

8. Roles for the Event:

   • MCs: Cami Morris & John

   • Floaters: Lauren & Sarah

   • Dealers: Bo, Alyena, Kenny, Fred

   • Kitchen & Volunteers: Caleb Denney

   • Bankers: Jeff & Jenn

9. Sponsorship & Marketing

   • C. Denney proposed tiered sponsorship: Bronze, Silver, Gold, and a Top-Tier ($5K–$10K co-sponsor level)

   • Suggested outlining FSO’s mission and programs:

     • Mountain Bike Association

     • Martial Arts Program

     • Resume Workshops

     • Youth Baseball League

     • Transition Assistance for Veterans

   • Encouragement to boost membership at VFW, American Legion

   • Flyers and a Giving Tree display discussed

New Business

• No new business

Good of the Order

• No additional reports

Next Meeting

• Date: Saturday, December 7, 2025

• Time: 6:00 PM

• Location: The Chubby Trout – Annual Christmas Party

• Note: Bring 2026 calendars to schedule upcoming meetings

Adjournment

• Motion to adjourn by J. Schrock, seconded by Goose (R. Billapando) – Motion passed

• Closing prayer by President K. Holmes

• Meeting adjourned

Minutes respectfully submitted by:
Secretary J. Schrock