Minutes: 2025 Jun 28

FreedomSystem Board Meeting Minutes
Date: Saturday, June 28th, 2025
Location: Goshen VFW, 1201 W Pike St, Goshen, IN
Time: 3:00 PM

Opening

• The meeting was opened in due form by President K. Holmes.

• President Holmes introduced guest Chaplain E. Wayne Hawn (BoD), who is also Chaplain for Goshen VFW and GPD/GFD.

• Chaplain E. Wayne Hawn gave the opening and closing prayers.

• President Holmes declared the business session open.

Roll Call

• Completed by H/R Director J. Schrock.

Reading of Membership Applications

• See New Business.

Reading of Minutes

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

• Motion to accept the minutes as read by J. DeFrees, seconded by S. Holmes; motion passed.

Treasurer’s Report

• Treasurer J. DeFrees explained all accounts.

• See Treasurer’s report for details on Battle of the Bands event.

• Motion to approve report subject to audit by S. Holmes, seconded by F. Schlorke; motion passed.

Bills

• Treasurer J. DeFrees reported bills paid.

• Motion to pay bills by J. Schrock, seconded by S. Holmes; motion passed.

IT Report

• No reports.

Unfinished Business

1. Remember Event

   • John Burk confirmed as keynote speaker; recently featured on The Common Veterans podcast.

   • Estimated expenses: airfare, hotel, speaker fee.

   • Hotel Elkhart suggested; reservation approved (Nov 6–10, ND weekend). VP F. Schlorke to book, using John’s credit card for points.

2. Sponsorship Letters

   • Letters need updating for 2025 and other corrections.

   • Target to send out first week of August; follow-up in second week.

   • Some sponsors will receive personalized letters.

   • Goal: increase and secure sponsors before event; sponsorships for specific items (food, music, speaker, etc.).

3. Auction Items

   • Meeting with Scott and Karen McMeeken (Pheasants) scheduled for July 17th to discuss auction donations.

4. Auction Tickets

   • Tickets purchased like last year.

   • Each item will have a bucket for tickets; drawings at end of night.

5. Donations

   • Passing around combat boots was successful last year; plan to do it again with multiple boots.

6. Weapons Raffle

   • Limit raffle to two weapons (down from three).

   • Consider adding a non-lethal “Byana” gun (~$500) from Ft Wayne as raffle item.

7. Food

   • Caterers Chubby Trout and Smokin’ Fatty’s confirmed as good last year except for cheap silverware issues.

   • Discussion about renting metal silverware or buying Dollar General silverware (pending).

   • Food planned for ~250 people (estimate from last year 220-250).

   • Sarah to handle food, venue, silverware.

   • Bar rental (~$200 last year) to be arranged again.

8. Entertainment

   • Fred to coordinate with Sam Brown; Julia will perform with Sam.

   • No separate band this year.

   • Sam and Julia may bring one guest each, no charge.

9. Marketing

   • Website live, tickets not yet on sale.

   • Posters/flyers approved with color flame. Print numbers increased from last year.

   • Billboard rental inquiry ongoing (~$500 for 6 months).

   • Yard signs planned for high-traffic areas; Jeff and Lauren to assist; Sarah to get estimates.

   • Press release(s) planned but delayed about one month.

   • Media interview time to be scheduled prior to meal.

   • Ticket prices: Individual $65 (up from $60), Couple $110 (up from $100), Table $500 (unchanged).

   • Hardcopy tickets available at Goshen VFW and George’s Gyros; rest sold online.

   • Request for “better beer” noted.

   • Promotions on-air by Casey Hendrickson; two couples tickets to be given away.

New Business

1. Youth Baseball League Sponsorship

   • Nu-Way donated $1,441 for tournament sponsorship; helped cover budget shortfall. Thanks extended.

2. Next Podcast

   • Scheduled Mon, July 21, during Elkhart County Fair.

   • Topic: Military wives’ perspectives on deployments.

   • Hosted by Jeff; participants Sarah, Jenn S, and possibly Cami.

3. Road Bike Association Rides

   • Wed, July 2, 6 PM, at Bonneville Mills.

   • Sat, July 12, 8 AM, at Abshire Park, riding the Pumpkin Vine Trail.

4. Veteran BBQ

   • Considering hosting at Island Park, Elkhart this year (more central location).

5. Chaplain Nomination

   • Wayne Hawn nominated and voted in as FSO Chaplain.

6. VFW Golf Outing Sponsorship

   • Event Sunday, August 24, Black Squirrel Golf Course.

   • Registration 7 AM; shotgun start 8 AM.

   • FSO to sponsor a team ($500 for two carts).

   • Volunteers: Kenny, Casey, Kenny Jr., 4th player TBD.

   • J. Schrock motioned, C. Hendrickson seconded; motion passed.

   • Treasurer to write check; J. Schrock to handle entry forms.

Good of the Order

1. President K. Holmes named “Hero of the Night” for South Bend Cubs game; encouraged attendance.

2. Indiana Veterans interested in partnering with FSO; suggested FSO involvement in Military Stand-Down event again.

3. DAV contacted FSO about sending 5 people to suicide prevention training (year-long commitment).

   • Volunteers: Kenny, Adam, Fred, Wayne (hardest schedule: Fred and Adam).

Next Meeting

Date: Saturday, July 26
Time: 10:00 AM
Location: Grandma’s Restaurant, US-33, Dunlap, IN

Adjournment

• Motion to adjourn by J. Schrock, seconded by J. DeFrees; motion passed.

• President K. Holmes gave closing prayer.

• Meeting adjourned.