Minutes: 2025 Apr 19

FreedomSystem.org – Board Meeting Minutes
Date: Saturday, April 19, 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 was offered by President K. Holmes

• Guest introduction: Brad Howard (Mountain Bike Program)

• Business session declared open

Roll Call of Officers

Completed by H/R Director J. Schrock

Membership Applications

No new membership applications reported.

Approval of Previous Minutes

• Minutes were emailed and read aloud by Secretary J. Schrock

• Motion to approve by J. DeFrees

• Seconded by C. Denney

• Motion passed

Treasurer’s Report

• Treasurer J. DeFrees provided a report on all current accounts

• Motion to approve (subject to audit) by S. Holmes

• Seconded by R. Billapando (Goose)

• Motion passed

Bills

• All bills reported as paid

• Motion to approve by C. Denney

• Seconded by S. Holmes

• Motion passed

IT Report

• No report at this time

Unfinished Business

1. Mountain Bike Program

Presented by Brad Howard. Schedule for 2025 season:

• 4/26 – Myer & Broadway, 9 AM

• 5/10 – Bonneville Mills, 9 AM

• 5/24 – Rum Village, 9 AM

• 6/7 – Valpo (TBD)

• 6/21 – Lawless Park, Cass Co (TBD)

• 7/2 – Bonneville Mills (Night Ride), 7 PM

• 7/19 – Wynonna Lake, 9 AM (Also Lawless 50 support)

• 8/2 – Potato Creek, 8:30 AM

• 8/16 – Myer & Broadway, 9 AM

• 8/30 – Family Day & Final Ride, Bonneville Mills, 9 AM (Bike Rodeo & Time Trials)

2. Road Bike Program

VP F. Schlorke to send a schedule via email. First ride:

• 5/3 – Pumpkinvine Trail (Abshire Park), 9 AM

• Treasurer to post and promote to veterans online.

3. Bike Donation

• One red medium-frame mountain bike remains

• Potential recipient located in Granger

4. Battle of the Bands – Saturday, May 10, 2025

Key Highlights:

• Marketing Video: Produced by Kenny with AI assistance. Includes event info at end to avoid confusion after-the-fact.

• Bands Confirmed:

  1. Super Kool (60s/70s Rock)

  2. Project Rip It (Modern Rap)

  3. Worth the Cover Charge (60s/70s Rock)

• Sound/Lighting:

  • EA-Pro selected via Sam Brown’s recommendation

  • Total: $1,900 (half upfront)

  • 30-minute band sets with ~15-minute transitions

  • Full setup includes drum shield, master board mixing

• Sponsors:

  • Three confirmed at $1,000 each

  • Elkhart Senior Center sponsoring a table

  • Assigned seating for sponsors; general seating for others

• Ticket Sales:

  • $35 pre-sale / $40 at door

  • Vets show ID for discounted rate

  • Ticket sales to close online Friday before the event

• Media & Outreach:

  • Caleb appearing on Casey Hendrickson’s show to promote

  • Focus on veteran organization membership (VFW, DAV, Legion)

• Battle of the Meats:

  • Each branch provides a cook and selects their meat

  • FSO reimburses up to $1,000 each

  • Cooks outside; food served inside

  • FSO provides sides, sauces, serving ware

• Event Schedule:

  • Food service: 5 PM – 8:30 PM

  • Music: Starts ~5:45–6 PM

  • MCs: Caleb and Casey

  • VFW table for member recruitment

• Logistics:

  • Setup: 9 AM (Caleb has key/code)

  • Report time: 4 PM

  • Parking overflow: Old Bag Factory/Depot w/ shuttle (side-by-sides, golf carts)

  • Venue capacity ~200; estimated revenue $7K+

• Prizes:

  • 1st: $1,500

  • 2nd: $1,000

  • 3rd: $750

  • Encore performance optional for winning band

• Voting:

  • Food: $1 = 1 vote (cash jars at food stations)

  • Bands: Poker chip voting + $1 donations in jars

• Band Merch Tables:

  • Located in hallway by bathrooms (north wall)

  • Bands manage their own tables

• T-Shirts:

  • Annual shirt idea approved (Logo + Band lineup)

• Volunteers:

  • Breakdown = All hands

  • 10–15 LCI volunteers expected

  • Military recruits possible

  • Staff t-shirts distributed

• Event Supplies & Misc:

  • Sides, plasticware, trash boxes from Gordons/Sam’s/HIMCO

  • Jell-O/pudding shots to return – volunteers needed

  • 50/50 Tickets: Jeff & Mark (two-color rolls)

  • Bartenders: Ana, Nadene, plus one

  • W-9s required for band prize payouts

  • Plaques for winners (provided by Goose)

  • Event photos by Goose and possibly Susy (Angie’s friend)

  • Security inquiry in process (Cami)

  • Credit card processing reviewed; potential Cash App backup

Additional Assignments:

• Caleb: Band checks info, cook jars

• Sarah: Band vote jars, staff task list

• Jeff: Plastic table covers

• Amber (FSB): Money bags request

• BoD: Share event on personal social media

New Business

No new business reported.

Good of the Order

No additional reports.

Next Meeting

The Event itself (Battle of the Bands – May 10, 2025)

Adjournment

• Motion to adjourn by R. Billapando (Goose)

• Seconded by C. Denney

• Motion passed

• Closing prayer offered by President K. Holmes

Minutes respectfully submitted by:
Secretary J. Schrock