FreedomSystem.org Board of Directors Meeting Minutes
Saturday, August 22, 2026 | 10:00 AM
Elkhart County Community Foundation | E. Jackson St., Elkhart, Indiana
President Kenny Holmes called the meeting to order at 10:00 AM. President Holmes, acting as Chaplain, gave the opening prayer and declared the business session open.
Officer Roll Call
Officer roll call was completed by HR Director Jeff Schrock.
Membership Applications
No membership applications were presented.
Approval of Previous Minutes
Secretary Jeff Schrock presented the minutes from the previous meeting. A clarification was discussed regarding the purchase of the organization’s PA system. The Board reviewed the prior authorization and subsequent approval process for the purchase.
Lauren Zeugner moved to approve the minutes as presented. Sarah Holmes seconded. Motion carried.
Treasurer’s Report
Treasurer Jennifer Defrees reviewed the organization’s financial accounts, current budget position, recent donations, program support, and anticipated fundraising activity.
FreedomSystem.org’s detailed financial information, including account balances, expenditures, donations, and budget figures, has been omitted from the public version of these minutes.
Financial records and additional financial information are available upon request.
The Board also discussed using a Consent Agenda to streamline future meetings and work toward keeping regular business meetings to approximately one hour.
A. Buoscio moved to approve the Treasurer’s Report subject to audit. H. Eichhorn seconded. Motion carried.
Bills
Treasurer Defrees reported on bills and organizational expenses.
Specific financial amounts have been omitted from the public version of these minutes. Financial records are available upon request.
Jeff Schrock moved to approve payment of the bills. Sarah Holmes seconded. Motion carried.
Information Technology
President Holmes requested that T. Buoscio provide appropriate Board members access to the Marketing Folder and remove Caleb Denny from Board-level access following his resignation as Director of Youth Activities.
Veteran Tracking
Secretary Schrock reported that the Veteran Tracking folder has been added to the General area of OneDrive for Board reference. The master tracking document will continue to be maintained separately, and Board members should submit Veteran-assistance information directly to Schrock for inclusion.
The Board discussed the importance of documenting both formal and informal assistance provided to Veterans, including guidance navigating the VA system. Tracking should include the date, number of Veterans and family members assisted, branch of service, volunteer hours, mileage, and other relevant assistance information.
The Board also discussed developing a method for tracking digital engagement across Facebook, TikTok, Instagram, and other platforms. President Holmes will work on an online tracking method.
Unfinished Business
Loveway Volunteer & Media Support
Lauren Zeugner clarified that Loveway is seeking adult volunteers of all genders, with approximately 30–50 adults needed to operate its youth programming.
FreedomSystem.org will continue helping promote volunteer opportunities and increase photo and video coverage of participating youth and programs. The Board discussed using social media more heavily to engage parents and families.
Casey Hendrickson offered to use Riverside to edit full-length videos into shorter social media content at no cost to FreedomSystem.org.
Elkhart County Fair / Hometown Heroes
The Board reviewed FreedomSystem.org’s participation at the Hometown Heroes area of the Elkhart County Fair. Volunteers successfully engaged attendees, distributed stickers and organizational information, and received community donations.
Specific donation amounts have been omitted from the public version of these minutes. Financial information is available upon request.
The Board agreed that FreedomSystem.org should participate again next year. Ideas for improving the booth included interactive activities, a prize wheel, stronger lead/contact collection, and adding interested visitors to the organization’s email list.
Community Outreach Display
Following FreedomSystem.org’s participation in the Noise event, President Holmes proposed developing a professional video highlighting the organization and its programs for use at fairs, conventions, and community events.
The Board discussed creating a portable outreach setup including a television/display, media player, portable power source, organizational videos, rack cards, stickers, flyers, and other promotional materials.
Veterans BBQ
Event Director Sarah Holmes provided an update on the upcoming Veterans BBQ at Ox Bow Park.
The event is scheduled for Saturday, October 10, 2026. Board setup will begin at 11:00 AM, with the public event advertised from 12:00–3:00 PM.
Ox Bow Park has agreed to waive park admission for Veterans attending the event. The organization will have access to a shelter, a large area on the south side of the park, directional signage, and the option of a bonfire with wood supplied by the park.
The Board also discussed potentially supporting park access for military members and Veterans and exploring future tours, participation in the Military Stand Down, and scheduling the 2027 Veterans BBQ early in the year.
Specific costs and financial estimates discussed by the Board have been omitted from the public version of these minutes. Financial information is available upon request.
Media Outreach
Casey Hendrickson proposed that he and President Holmes participate in a monthly radio interview or broadcast to maintain FreedomSystem.org’s public presence and generate additional social media content.
FreedomSystem.org Promotional Video
The Board discussed Caleb Hawn’s offer to professionally produce a video showcasing FreedomSystem.org and its programs, potentially including 4 Vets By Vets, road and mountain biking, Battle of the Bands, Warriors of Faith, Trigger Therapy, Board activities, and individual Board member interviews.
The last week of September was identified as the preferred timeframe for filming.
Organizational Insurance
The Board continued discussion regarding comprehensive insurance coverage for FreedomSystem.org, including general liability, Directors & Officers coverage, and coverage associated with the Veterans BBQ, Remember, Battle of the Bands, cycling programs, Trigger Therapy, and other organizational activities.
Additional information and quotes will be pursued before final recommendations are presented.
New Business
Remember 2026
Event Director Sarah Holmes presented updates from the Remember Event Committee.
The event will remain at the RV Hall of Fame campus, utilizing a larger building to the east that provides a larger kitchen, expanded event space, and dedicated parking.
The organization’s insurance coverage will be reviewed to ensure the new event space is properly covered.
The auction process will be simplified, with items organized by category and price point. The event will feature one 50/50 drawing, one raffle, and one Pass the Boot fundraiser to reduce confusion and improve the flow of the evening.
Food and bar service will remain generally consistent with previous years. Sam Brown is expected to provide pre-event and dinner music and will explore having Julissa perform.
Board members were asked to assist with sponsorship outreach and distribute promotional materials to prospective sponsors. Sponsorship and donation information is available in the Events folder on OneDrive.
President Kenny Holmes will serve as the 2026 Remember keynote speaker. The Board also discussed pursuing an appearance on Hometown Living to promote the event and FreedomSystem.org’s mission.
Grant Development
C. Morris provided an update on FreedomSystem.org’s grant-writing efforts. The organization will pursue both short-term grants for specific programs, events, and projects and long-term funding supporting operations, facilities, and organizational sustainability.
Board members will be asked to identify programs, equipment, events, and projects for which grant funding should be pursued.
Long-term grant applications may require organizational financial history, future projections, and Board member biographies to demonstrate sustainability.
Specific grant amounts and financial projections have been omitted from the public version of these minutes. Financial records and supporting information are available upon request.
A standardized Board biography format will be developed for members to complete.
Veterans Sports Team
President Holmes announced that FreedomSystem.org will discontinue its youth baseball program due to difficulty recruiting enough Veteran coaches.
The program will instead be rebranded as the FreedomSystem.org Veterans Sports Team, beginning with interest in Veteran softball and allowing opportunities to expand into additional sports.
Goose will lead development of the program. Additional details regarding facilities, scheduling, and team structure are pending.
Trigger Therapy
H. Eichhorn proposed transitioning Trigger Therapy into an official FreedomSystem.org program.
The Board discussed the program’s controlled environment, experienced leadership, increasing attendance, scheduling, refreshments, and opportunities for Veterans to attend even if they do not participate directly.
FreedomSystem.org will explore providing food or coordinating carry-in meals as participation grows.
Specific program costs have been omitted from the public version of these minutes. Financial information is available upon request.
The Board also discussed expanding the concept beyond recreational vehicle destruction to potentially include repairing vehicles for donation to Veterans in need. Before moving forward, the organization would need to evaluate funding, vehicle acquisition, eligibility criteria, liability, title requirements, repair needs, and potential partnerships with organizations already performing similar work.
Trilogy Community Outreach
C. Morris reported that Trilogy has an internal television network/bulletin system serving residents of its nursing and assisted-living communities. FreedomSystem.org may be able to promote upcoming Veteran events through this network and potentially provide an advertising segment.
Sarah Holmes made the motion to pursue the opportunity. Lauren Zeugner seconded. Motion carried.
Director of Youth Activities
President Holmes announced that Caleb Denny is stepping down as Director of Youth Activities. Denny indicated that he would remain available to occasionally assist FreedomSystem.org as a volunteer.
The Board accepted his resignation with regret.
Good of the Order
The Board reviewed upcoming organizational events and began planning the 2027 calendar.
Upcoming events include:
- Veterans BBQ: October 10, 2026
- Remember: November 2026, with planning also beginning for 2027
- Battle of the Bands: June 2027; location TBD
- Poker Tournament: Date TBD; FreedomSystem.org participates but does not operate the event
President Holmes asked committees to begin establishing dates for 2027 programs and events, including any advance planning or coordination required.
Upcoming Board Meetings
- September 26, 2026 — 10:00 AM
- October 17, 2026 — 10:00 AM
- November 21, 2026 — 10:00 AM
- December 5, 2026 — Christmas Dinner, time/location TBD
- January 16, 2027 — 10:30 AM
- February 20, 2027 — 10:30 AM
Regular meetings are scheduled for the Elkhart Community Center on E. Jackson Street in Elkhart unless otherwise announced.
Adjournment
With no further business before the Board, Lauren Zeugner moved to adjourn. Sarah Holmes seconded. Motion carried.
The meeting was adjourned following the closing prayer.
Minutes submitted by:
Jeff Schrock, Secretary
FreedomSystem.org
Public Financial Disclosure Notice:
For privacy and administrative purposes, specific account balances, expenditures, donations, sponsorship amounts, grant projections, and other detailed financial figures have been omitted from the public version of these minutes. FreedomSystem.org financial records and additional financial information are available upon request.
