FreedomSystem.org Board of Directors Meeting Minutes

Saturday, July 11, 2026

The FreedomSystem.org Board of Directors met on Saturday, July 11, 2026, at the Elkhart County Community Foundation on E. Jackson Street in Elkhart, Indiana. President K Holmes called the meeting to order at 10:30 AM. Prior to opening the business session, the meeting was briefly paused to recognize John O'Neal, who presented a donation check to FreedomSystem.org.

Chaplain W Hawn delivered the opening prayer. President K Holmes then declared the business meeting open.

Roll Call

Roll call of Officers was completed by H/R Director J Schrock.

Membership Applications

No membership applications were presented.

Approval of Previous Meeting Minutes

Secretary J Schrock presented the minutes from the previous Board meeting, which had been distributed by email. No corrections or amendments were offered.

• Motion: W Hawn
• Second: F Schlorke
• Result: Motion carried.

Treasurer's Report

Treasurer J Defrees reviewed the organization's financial accounts.

Financial information is available upon request.

The Treasurer's Report was accepted subject to audit.

• Motion: J Schrock
• Second: L Zeugner
• Result: Motion carried.

Bills

Treasurer J Defrees also reviewed the bills that had been paid.

• Motion to approve payment of bills: J Schrock
• Second: S Holmes
• Result: Motion carried.

Department Reports

Information Technology

The Board discussed the need to better maintain the organization's shared calendar after several action items were missed.

Action Item

• S Holmes accepted responsibility for maintaining and updating the organizational calendar.

Veteran Service Tracking

President K Holmes reported that he, S Holmes, and J Schrock completed development of the Veteran Service Tracking spreadsheet and online reporting process.

Board members should continue recording Veteran service activities through the online reporting system at:

https://tracking.freedom.system.org

Each submission is automatically sent to K Holmes and J Schrock, allowing the organization to accurately report annual Veteran services to donors and grant organizations.

Board members were reminded not to edit or return the master spreadsheet. Anyone wishing to review the tracking spreadsheet may request a copy from J Schrock.

Unfinished Business

Warriors of Faith Bible Study

The Board discussed recent updates to the Bible Study program.

Current Schedule

• Third Tuesday of each month
• 6:30 PM
• Goshen VFW

The Board directed that all promotional flyers and social media graphics be updated to reflect the new meeting time.

Remember Event

Planning continues for the Remember Event scheduled for November 7.

Several Board members will travel to Sweetwater to purchase a professional sound system that will be used during the Remember Event and future FreedomSystem.org events.

Sound System Committee

• K Holmes (Chair)
• C Hendrickson
• J Defrees

Sam Brown will assist with equipment selection and will store the system after purchase.

Battle of the Bands Financial Review

Treasurer J Defrees reported that both the first and second-place bands donated their winnings back to FreedomSystem.org. In addition, Modway Homes, LLC made a post-event donation.

These contributions allowed the event to finish financially positive.

The Board directed that thank-you letters, including FreedomSystem.org's 501(c)(3) information, be sent to each donor.

Committee Updates

Media & Creative Committee

• L Zeugner (Chair)
• K Holmes
• C Meyers
• Goose
• C Hendrickson

The committee will work toward meeting twice each month, including virtual meetings when appropriate.

Peer Support & Outreach Committee

• W Hawn (Chair)
• K Holmes
• F Schlorke
• A O'Toole

Perception & Wellness Committee

• F Schlorke (Chair)
• D Mickelson
• A O'Toole

Veterans Sports Committee

• Goose (Chair)

Veteran Summer BBQ

Planning continued for the upcoming Veteran BBQ.

Event Details

Date: Saturday, August 29, 2026

Time: 1:00 PM – 4:00 PM

Location: Fisherman's Shelter / Red Pine Campsite, Ox Bow Park

Discussion Highlights

• Confirm whether the park entrance fee will be waived for participants.
• Approximately 100 promotional flyers will be produced.
• Flyers will be distributed to local Veteran organizations and during the Elkhart County Fair.
• Casey will promote the event on his radio program.
• Sponsorship opportunities may be offered at a limited level to help offset event costs.
• There will be no rain date.

Poker Tournament Donation

John O'Neal formally presented FreedomSystem.org with proceeds from the Poker Tournament, including an additional donation resulting from donated food expenses.

The Board expressed its appreciation for the continued generosity and support.

Common Veterans Podcast

President K Holmes reported continued growth of the Common Veterans Podcast.

Highlights included:

• Increased listener engagement.
• Numerous requests from prospective guests.
• Continued opportunities for future interviews with both individuals and organizations.

After Action Review

Battle of the Bands

The Board conducted an extensive After Action Review of the event.

Successes

• Outstanding performances from all participating bands.
• Positive attendee feedback.
• Strong volunteer participation.
• Excellent setup and teardown efforts.
• Website traffic increased significantly following advertising campaigns.
• The top two bands donated their prize winnings back to FreedomSystem.org.
• Modway provided an additional financial contribution.

Lessons Learned

The Board identified several improvements for future events.

Marketing

• Begin marketing earlier.
• Increase sponsorship efforts before the event.
• Continue using the website, which generated noticeable traffic increases.

Venue

• Seek a larger venue.
• Keep food, entertainment, and beverage service within the same room.
• Consider outdoor space or a larger facility to improve visibility and family participation.

Event Operations

• Establish a dedicated planning committee.
• Clearly assign responsibilities.
• Improve communication with participating bands.
• Complete sound checks before doors open.
• Clarify voting procedures.
• Prevent unauthorized admissions.
• Explore alternative food options or food trucks.
• Consider auctioning a signed guitar from the winning band.
• Continue investing in organizational equipment to reduce future rental costs.

Battle of the Bands Committee

The following committee was proposed:

• S Holmes
• Goose
• J Defrees
• C Denney
• C Hendrickson (Possible)
• Cami Morris (Possible)

New Business

FreedomSystem.org Canopy

Treasurer J Defrees announced that the new 10' x 10' FreedomSystem.org canopy has arrived and will be used during the Elkhart County Fair.

Goshen VFW Donation

Treasurer J Defrees presented the previously approved $2,000 donation check to the Goshen VFW.

Secretary J Schrock accepted the check on behalf of the Goshen VFW and thanked FreedomSystem.org for its continued support.

Elkhart County Fair

The Board reviewed preparations for the organization's participation in the Elkhart County Fair.

Activities include:

• Canopy setup.
• Veteran outreach.
• Distribution of promotional materials.
• QR code sign-up opportunities.
• Community engagement.

Board members assisting with setup will arrive at 7:30 AM on Saturday, July 25.

LoveWay Partnership

L Zeugner presented an opportunity for FreedomSystem.org to partner with LoveWay, encouraging Veterans to serve as positive male mentors for youth.

The motion was approved.

• Motion: L Zeugner
• Second: W Hawn
• Result: Motion carried.

The Board also discussed the organization's continued partnership with 5-Star for Life and encouraged members to continue sharing information through their personal social media accounts.

Trinity Booster Club

S Holmes presented a request to support the Trinity Booster Club.

The Board approved a $400 donation.

• Motion: Goose
• Second: C Meyers
• Result: Motion carried.

Good of the Order

President K Holmes encouraged all Board members and volunteers to remain committed to FreedomSystem.org's mission and continue giving their full effort toward supporting Veterans.

Planning also began for major 2027 events, including:

• Battle of the Bands
• Poker Tournament participation
• Veteran BBQ
• Remember Event

Committees were encouraged to begin placing event dates and planning activities on the organizational calendar.

Secretary J Schrock also informed the Board that:

• The Elkhart County Veterans Service Office will be relocating to the former Elkhart County Courthouse.
• Indiana's updated property tax exemption process for service-connected Veterans became effective July 1 and requires submission of the new application.

Upcoming Board Meetings

• Saturday, August 22, 2026 — 10:00 AM
• Saturday, September 26, 2026 — 10:00 AM
• Saturday, October 17, 2026 — 10:00 AM
• Saturday, November 21, 2026 — 10:00 AM
• Saturday, December 5, 2026 — Christmas Dinner (Time TBD)
• Saturday, January 16, 2027 — 10:30 AM
• Saturday, February 20, 2027 — 10:30 AM

Location

Elkhart County Community Foundation
E. Jackson Street
Elkhart, Indiana

Adjournment

With no further business before the Board:

• Motion to Adjourn: F Schlorke
• Second: J Schrock
• Result: Motion carried.

Chaplain W Hawn offered the closing prayer, and the meeting was adjourned.

Respectfully Submitted

J Schrock
Secretary
FreedomSystem.org