Greyhound Friends of North Carolina

Greyhound Friends of N. C. Inc.
All meetings are open to the public
 

Board Meeting March 9, 2008 @Juice ‘n Java- Greensboro, North Carolina

Meeting Called to Order at 1:00 p.m.
Board Members in Attendance: Dan Griffin, Sandy Lucas, Rick Montgomery, Linda Landry, Blanche Fedor, Shirley Skelton, Bonnie Searles, Randy Barrow, Bruce Lee

Board Members Not in Attendance: Alisha Navarro, Lory Hartmann, Barbara Brooks

Others in Attendance: Wayne Lambert, Blanche Fedor, Scott Hanson
 

Dan welcomed everyone and outlined issues for discussion.

• Challenges for 2008
• Greyhound transfer program
• Fundraising

GFNC needs to be proactive in developing strategies to ensure long term financial, personnel, and facility stability for the organization. Bruce Lee will chair a committee which will identify specific needs. Our permanent documents need to be in a central location. Linda Landry will check with Dennis Brooks, past president, regarding any documents he may have. Any other officer or board member with pertinent information is asked to bring it to the kennel.

Lawndale Veterinary Hospital has previously given us a 50% discount on services. In January 2008, the discount decreased to 45%. Effective July 2008, the discount will be 40%. With the increase in veterinarian costs and gas costs, the Board has decided to increase the adoption fee from $275 to $295. This increase is effective April 1, 2008.

Wayne Lambert, kennel director, reported a current census of 33 dogs. There are 18 males, 15 females, and 5 are vet ready. These dogs came to us from Melbourne and Ebro Florida and from West Virginia. Walter Johnson, one of our volunteers, has installed gutters inside the kennel. He has installed a much needed new bathtub and is replacing the walls surrounding the tub. Our dog food is donated to us from the local SPCA and this should continue. The driveway is in need of repair. Gravel will be ordered to eliminate some of the problems. The Pathway Bricks will be cleaned and sealed. Randy and Shirley will investigate a fire alarm system for the kennel. T

Financial Report:

Sandy Lucas, treasurer, reviewed the December 31, 2007 financial statements. Our cash position is stable at this time. Contributors have responded to our requests for help with several unexpected medical issues. The one day October Open House was a financial success.

Randy Barrow presented the Fundraising report. The committee is in place and working on filling the "empty months" in 2009’s calendar. For March 2008, we are pairing with Purina at various meet and greets at Wal-Marts throughout the region. Purina is excited about working with us and the first event in Mount Airy was a success. On May 3 & 4, 2008 we have our Spring Open House at the kennel. Mountain Hounds is scheduled for May 29 – June 1 in Gatlinburg Tennessee. In September 2008 GFNC will have its annual fundraiser with Earth Fare and members will attend Beach Bound Hounds. In October 2008 we have our Fall Open House and membership drive. The annual on-line auction will take place in November and our End of Year Giving Campaign will be held in December.

Gail Partington and Randy Barrow will meet with representatives from other rescue organizations. There may be opportunities for us to combine efforts with some of the other regional rescue groups.

We are placing an order for Pathway Bricks and will work on installation of the walkway. Randy will contact Donna Koegler and Mike Ingram for assistance with grant writing and estate planning.

The first on-line issue of our newsletter, Southern Comfort, is on our webpage. These newsletters will publicize our fundraising activities, kennel needs, and provide information for our readers.

Volunteer Report:

The volunteer appreciation program is in place. A drawing is held monthly and the volunteer receives a $25 gift certificate from a local pet supply store. Volunteer training on a bi-monthly basis will resume. There is a continuing need for volunteers at the kennel, particularly for the evening turnouts.

Charlotte Satellite Report:

Preparations for Mountain Hounds are well underway. The city of Gatlinburg will have a link to our website and we’ll be getting a cover story in the local paper the weekend of the event. The host hotel is very excited about our event. All vendor spots have been sold and the number of registrations to date exceeds last year’s number.

The Charlotte group holds 6 meet and greets monthly at various locations in the area. Two dogs are currently being fostered. Peatie, the deaf greyhound, has found his forever home in Florida with a group that takes greyhounds with special needs.

Dan Griffin asked the group to consider participation in a greyhound transfer program. We have many wonderful dogs at the kennel who have to wait too long to find their forever homes. Grateful Greyhounds in New York does adoptions, but does not have a kennel. They may have a family looking to adopt and we would provide the dog. We can also email other satellite groups when we have a dog needing a home. Dan has asked Wayne, Blanche, Scott, and Sandy to work with him on guidelines and parameters for this program. The Board of Directors for Grateful Greyhounds has approved working with us on the program.

We have close to 90 applications. Randy Barrow will contact other NC groups and invite them to participate in our program and receive a share of the proceeds. Without more participants, it may take too long to reach our goal of 300 plates.

The meeting adjourned at 4:00 p.m.
Respectfully submitted,
Sandy Lucas  Secretary

Board Minutes to Meeting July 22, 2007

 Meeting Called to Order at 2:00 p.m.  Conference Cal

 Board Members on Conference Call:  Dan Griffin, Lory Hartmann, Sandy Lucas, Rick Montgomery, Linda Landry, Blanche Fedor, Shirley Skelton, Alisha Navarro

 Board Members Not on Call:  Lory Hartmann, Barbara Brooks, Bonnie Searles

 Others in Attendance:  Randy Barrow (executive director), Lynda Montgomery, Gail   Partington

 President’s Report: Dan welcomed everyone and outlined issues for discussion.
 

• Fundraising
• How to increase number of adoptions
• Volunteer appreciation
• Utilizing technology

 GFNC has 10 dogs coming from the Melbourne racetrack (closed for the season).  Another 12 dogs are scheduled to arrive August 4^th.  We need to communicate to our membership and the Greyhound community that we are being proactive regarding this particular situation. 

There was a discussion regarding the best methods of communicating.  There is a database with emails, but emails change often and it is expensive to have a program that will send to all our members.  The Charlotte satellite has an email listing as does Coastal Greys.  There are smaller Yahoo groups and “Watch My Hounds”, a GFNC website. 

 GFNC needs to use all the programs currently running to publicize our issues.

 Financial Report: 

Sandy Lucas, treasurer, reviewed the June 30, 2007 financial statements.  There have been several unexpected medical issues with the dogs.  We have a special request on the website, requesting donations to cover these unusual expenses.  The Open House in May was a financial success.  We have to balance the expense of fundraising activities with the anticipated revenue.   

Fundraising Report:

Gail Partington has volunteered to head our fundraising committee.  The fall Open    House is scheduled from 10-5 on Saturday, October 27, 2007.  Sunday is the rain date.  EarthFare is sponsoring GFNC for the month of September.  Our group will get a portion of the revenue (around $800 in 2006).  Gail has contacted Backstreet, a local restaurant.  It has chosen 3 groups (American Cancer Society, Victory Junction Gang, and GFNC as its charities for a week of fundraising (September 18-22).  A portion of the sales will be shared by the three groups. 

 Beach Bound Hounds is scheduled in September.  Several of our members are attending.  Jack & Shirley Skelton have volunteered to vend.

 There will be a quarterly newsletter.  It will publicize our fundraising activities, membership drive, our wish list for the kennel, and provide information for our readers. 

Executive Director Update:

 Randy Barrow reported that adoptions are picking up.  The microchip program is going well, providing a service and providing revenue.  A grant application has been sent to Triangle Greys.  Those funds, if approved, will be used to make the improvements required by the agriculture inspection.  The Blanket Program is working well.  We have a source of blankets - $2.00 each.  “Customer care” continues to be a focus.  The kennel staff is available to handle routine as well as “panic calls”.  The installed HVAC system is working well.

 There will be a quarterly newsletter.  It will publicize our fundraising activities, membership drive, our wish list for the kennel, and provide information for our readers.           
Volunteer Report: The volunteer appreciation program is in place.  A drawing is held monthly and the volunteer received a $25 gift certificate from a local pet supply store.

 Charlotte Satellite Report: The group is looking for foster parents.  A volunteer is trying to set up an E-bay store for old inventory.  The tennis tournament is scheduled for October.

 The Mountain Hounds planning committee has met to discuss this year’s event.  There will be a different host hotel for 2008.  The registration fee may be reduced and attendees can pay for special events separately.   The feedback from attendees was very positive.  The speakers were well received.  Mountain Hounds is scheduled the weekend after Memorial Day.  Restaurants aren’t as crowded and room rates are off-season. 

In October four male dogs will need homes.  These dogs are currently with emergency vets in Charlotte and are used as blood donors.  They have been rescued from tracks in Alabama (with kill policies).   

Wilmington Report: The group has 5-6 adoptions per month.  They take many of our special needs dogs and have successful placements.

Proposed Board Member:

 Bruce Lee has expressed an interest in joining the Board of Directors.  Randy Barrow will request a resume and submit it to the board members. 

Conference Calls:

 The members discussed the advantages of holding some board meetings through conference calls.  This method eliminates travel for many members.  The call in number could be provided for non board members interested in participating.  There will be at least one physical board meeting a year- the next one will be in January. The next conference call date will be Sunday, October 14, 2007 at 2:00 p.m.

Board Meeting  January 28, 2007
All Pets Considered, Greensboro, North Carolina
Meeting Called to Order at 2:00 p.m.
Board Members Present:  Dennis Brooks, Dan Griffin, Lory Hartmann, Sandy Lucas, Rick Montgomery,  Linda Landry, Blanche Fedor, Bonnie Searles, Alisha Navarro
Board Members Absent:  Kristen Freye, Barbara Brooks, Shirley Skelton

 Others in Attendance:  Randy Barrow (executive director), Lynda Montgomery, Leah Cales, Bob Navarro
President’s Report:
Decisions from the last meeting and open issues were discussed.
 

• License Plate Wording and Design- A decision was reached on license plate wording and design.  Action:  Alisha Navarro will get permission from the artist and Leah Cales will get permission from its owner.  Action:  Linda Landry will put the approved design on the website and include the new deadline for applications (extended through May Open House).  The money for license plates is in a separate account at Bank of Oak Ridge.
•  HVAC unit- The one previously purchased will not be installed at this time.  A smaller unit has been installed and is meeting needs at this time.

 Financial Report:
Lory Hartmann, treasurer, presented the December 31, 2006 financial statements.  There was a loss for 2006, primarily due to rain at the spring Open House and a decrease in total adoptions.  The 2007 budget was adopted- operating expenses are at 2006 levels.  The rent at the kennel will increase to $1,000 starting in March.

 Executive Director Update:

 Kennel Report:
·        The kennel had its annual agricultural inspection.  The cleanliness and medical record information was excellent.  The outside kennel conditions were excellent.  The kennel needs to add 24” wallboard on walls in new office.  This is in progress now.  Wallboard flooring will be installed in the male kennels in the spring.

·        The new deck will be installed this spring as an Eagle Scout project.  It has been approved by the Arnolds.

·        Adoption counselor meetings are scheduled resume Tuesday, February 6^th at 6:30 p.m. the kennel.

·        The volunteer coverage for the year was excellent (thanks to Blanche and Donna).  There have been many community service people during the year.

·        The special foster program has worked well this year and allowed homes for more senior dogs.

·        The Hogan Fund has been very productive and has allowed us to help these dogs, where we would not have been able to otherwise.

·        The adoption figure for 2006 was 166*, with an increase in monthly adoption towards the end of the year. (*Final annual numbers are being reviewed, the total should be closer to 190 based on revenue)

·        As of January 26, 2007 there are 35 greyhounds at the kennel.  The longest stay is eleven months.

   Volunteer Report:
There is a need for more volunteers.  Wednesday and Thursday nights are open.  Action:  Linda will put a notice on website regarding need for volunteers on particular days.  Volunteers are essential to the success of our organization.  Action:  Dennis and Dan will work on a letter of recognition for the volunteers.

Product Sales Report:
Products are currently being ordered on an as requested, as needed basis.  Action:  Buy in bulk near the 2 fundraisers.  Action:  Bob Navarro will look at new designs.

Action:  Rick Montgomery will check with other rescue groups regarding trades of inventory.  Product sales can be done on Ebay- there’s a 10% fee.  Linda Cummins is handling Ebay sales.

Charlotte Satellite Report:
A new playgroup has been formed at Continental Boarding
Playgroup participants are asked to sign a “hold harmless” form is case someone gets hurt during playgroup.

 The fostering network continues to expand.  A meeting will be set up with the Charlotte foster families and Randy Barrow, kennel director.

The Charlotte satellite is rethinking the Halloween gala.  It would but a strain on the volunteer base.
Mountain Hounds is the next major fundraiser.  Sponsors will be given a choice of sponsorship levels, with benefits tied to different levels.

 Fundraising Report:

 Spring Open House is scheduled for May 5^th & 6^th 2007 at the kennel.  The silent auction will be discontinued (lack of interest).  The Hound Dash was a success and the entry fee will be $2.00.  A free trip to Mountain Hounds will be the grand prize.  Six vendors have already registered for the Open House.

 Decision pending:  Fall Open House will be held only on Saturday in October 2007 with extended hours.  Sunday will be the rain date.

 Action:  Randy and Linda will contact Mike Ingram, a financial advisor, for   information regarding estate planning.

 Action:  Dan will continue to work on a Cesar Milan seminar in North Carolina; decisions are made late March/early April.  Dan is also working on improving relations with the Triangle Greyhound Society.

 Action:  Randon will work on a placard for placement at vet’s offices around the state.  He will also work on incorporating a postage-paid envelope into the GFNC brochure.
 Newsletter:

           Quarterly newsletters will begin in April, 2007.  It will be mailed to approximately 3,000 persons in our database.  It will include a president’s letter, information regarding various fundraising events (Spring Open House, Mountain Hounds, Pathway Bricks, and Fall Open House), a vet’s letter, and a Greyt story/update.
Action:  Bob Navarro will handle the layout of the first newsletter.

 Resignation:
Dennis Brooks, president of the board, announced his decision to resign.  He will remain as president until a replacement is found or until the two spring fundraisers are complete.  The board members expressed their appreciation to Dennis for his years of hard work in many capacities.  Anyone interested in the president’s position or interested in serving on the board is asked to contact Dan Griffin, Lory Hartmann, Sandy Lucas or any other board member.

August 20, 2006
Panera Bread, Concord Mills, North Carolina
Meeting Called to Order at 2:00 p.m.

Board Members Present:  Dennis Brooks, Dan Griffin, Lory Hartmann, Sandy Lucas, Rick Montgomery, Shirley Skelton, Linda Landry, Blanche Fedor, Bonnie Searles, Alisha Navarro

Board Members Absent:  Kristen Freye, Barbara Brooks
Others in Attendance:  Randy Barrow (executive director), Lynda Montgomery, Cynthia Atkins, Dick Sloyan,  Leah Cales, Carol Vale, Jean Bell, Cathy Riopko, Linda Cummins, Sharon Bacon, Bob Navarro, Randon Morgan
President’s Report:
Dennis welcomed everyone to the meeting.  The board members were introduced.  An overview of the meeting’s agenda was given.  The board schedules four meetings annually- two in Greensboro, one in Charlotte, and one in Wilmington.
Decisions from the last meeting and open issues were discussed.

• License Plates-  Randon Morgan, marketing coordinator, announced our application for a greyhound license plate had been approved.  Before the order can be placed, 300 applications (along with payment of the fee) must be collected.  Action:  Sandy will open a separate bank account for these fees.                                  Decision:  The organization has set December 31, 2006 as our goal for collection of the 300 applications. A copy is available on the GFNC website.  Completed applications and payments should be mailed to GFNC  2908 Oak Ridge Rd., Oak Ridge, NC  27310.
• License Plate Wording and Design- A motion was made to make the wording on the plate as generic as possible in order to increase appeal.  Interested parties are encouraged to submit to Randon Morgan ideas for the plate design.  The executive committee will make the final decision on the design.
• HVAC unit- The one previously purchased will not be installed at this time.  A smaller unit (cost around $600) will be bought to handle current needs.
• Database- Randon Morgan will work with a programmer to switch database into a more useable format.

Financial Report:
The operating account balance is low.    The cancellation of the open house on Sunday in May due to rain had a major effect.  Adoption rates have slowed during the summer, but the last couple of weeks have been strong.  Action:  Lory will do a trending analysis to determine when cash would be depleted if the current trend continues.
Executive Director Update:
Randy Barrow gave the background of the 5 greyhounds rescued from the Pruett Farm in St. Paul, NC.  Our group has worked closely with the Triangle Greyhound Group in this rescue effort.  Triangle Greyhounds made a $500 donation to help defray our costs.

 Kennel Report:
 

·        Over the past two months, the adoptions are up and the returns are less (return rate below 2%).  The end of vacations appears to have brought more visits and adoptions.

·        The use of Hogan’s Fund has been less in the past few months.  Many foster people have chosen to cover expenses themselves.

·        The average population of the kennel has been 35 in recent months.

·        Adoption counseling meetings will resume on Tuesday, September 5, 2006 at 6:30 p.m. at the kennel.

·        The St. Paul girls are doing great and are ready for adoption.

·        On August 17^th, eight greyhounds arrived from Melbourne, Florida.

·        All dog files are up to date and all kennel sheets are noted to medical needs, heartworm, and frontline treatment.

·        The longest stay dogs are Jenny and Aries.  Aries will be placed.  Raven has gone to Wilmington to Foster.  Don is adoption pending and Brodie is doing fine in his new home.

·        An Eagle Scout is building a deck on the new addition- completion this fall.

·        The air conditioning has worked well during this hot summer with the current equipment.

   Volunteer Report:
There is a need for more volunteers.  Wednesday and Thursday nights are open.  Action:  Linda will put a notice on website regarding need for volunteers.
The number of adoption counselors is good.

Product Sales Report:
There is a need to have different types of products available for sale.
Action:  Randy will ask Denise to analyze product sales

Charlotte Satellite Report:
The Charlotte Satellite group held a meeting August 4, 2006 and elected officers. 

Rick Montgomery is the lead, Dick Sloyan is co-lead, and Lynda Montgomery is treasurer.  The group has several monthly local events, including five meet & greets at different PetsMarts, one-two additional meet & greets, three pet therapy visits to different facilities, a monthly GFNC dinner, and playgroups at two different locations.

 Five dogs are currently being fostered.  It is anticipated the foster families will adopt their dogs.  A 12 year old is coming to live with the Montgomery family.

The group focuses on fundraising activities to support the kennel’s operations.  The cost benefits for vending at various events were discussed.  Revenue estimates are $2,000 for Sandy Paws, $1,500 for Beach Bound, and $900 for Mountain Hounds.
 An on-line auction is scheduled for August 29^th through September 7^th.  The Charlotte group is also working on its 5^th annual tennis tournament (to be held October 6-8, 2006).    

 Action:  Auction items need to be submitted immediately.
Dick Sloyan presented an idea for a “26 week raffle”.  200 tickets would be sold for gross revenue of $5,200.  After payouts, the net profit would be approximately $2,825.  Action:  Lory will research NC licensing requirements regarding raffles.

Action:  Lory will check regarding 1099 requirements for prizes over $600.

Action:  Send information on satellite activities to Linda so they can be promoted on our website.
Rick Montgomery showed examples of plagues which could be given to thank our many partners.  Action:  Rick will contact Barbara Brooks and let her know they are available for her group’s use.

Fundraising Report:
The Charlotte Satellite Group is working with other rescue groups in Charlotte on the 1^st annual GFNC/GAFSE Halloween Gala in October 2007.  The planning is in the preliminary stage.

On September 30, 2006 the annual membership drive kick-off will be held at the kennel
from 12-3. 
Open House is scheduled October 28^th & 29^th, 2006 at the kennel.   The committee is seeking new ideas for products and activities.

      Action:  Randy and Linda will contact Mike Ingram, a financial advisor, for information regarding estate planning.
Action:  Dan will continue to work on a seminar in North Carolina.  Dan is also working on improving relations with the Triangle Greyhound Society.
Action:  Randon will work on a placard for placement at vet’s offices around the state.  He will also work on incorporating a postage-paid envelope into the GFNC brochure.

January 29, 2006

Unity Church, 1935 Opal Drive, Greensboro, NC
Meeting Called to Order 2:00 p.m.
Board Members Present:  Dennis Brooks, Lory Hartmann, Dan Griffin, Rick Montgomery, Shirley Skelton, Linda Landry, Blanche Fedor, Bonnie Searles, Sandy Lucas
Board Members Absent:  Larry Slotnick, Alisha Navarro, Kristin Freye, Barbara Brooks
Others in Attendance:  Randy Barrow (Executive Director), Leah Cales, Lynda Montgomery, Randon Morgan
President’s Report:
Board Member:
Dennis presented a nomination for Sandy Lucas as a board member.  Sandy was accepted as a board member, and nominated and accepted as secretary.
Decisions from last meeting and open issues were discussed:

• Randon Morgan, marketing coordinator, presented some preliminary sketches for the GFNC logo.   A previous discussion of the state’s graphic being included was revisited. Randon also suggested more press releases regarding the activities of GFNC, as well as TV promotions on local news shows.  Action:  Notify satellite groups that Randon is available for press releases on their activities.  Action:  Continue with new logo development.  Action:  Update the GFNC brochure.
• The in-house merchandise for sale was discussed.  If an item is found at another venue that would enhance our inventory, it was suggested a few be bought at wholesale price (if possible).  Action needed:  A spending approval limit for individuals acting on behalf of GFNC when purchasing items at other venues.
• The optimal level of dogs at the kennel is 40.  Each dog’s clipboard is updated with any issue that arises, including medication and treatment.  Action:  A clipboard will hang in the kennel to record any issues noted during turn-outs.
• Dog food vendors are being pursued by Rick Montgomery and Dan Griffin.  Randy Barrow said the kennel’s food is supplied currently by the local SPCA.  Rick and Dan will get contacts for future use if supply situation changes.
• Phone costs and plans were reviewed.  The 800 line currently costs about $6 per month.  The cell phone plan could be reduced by $30 a month if switched to Sun Com.  Action: Lory will check on switching the plans.
• The Contacts listed on the website need to include Randy and Wayne’s numbers along with the 800 number.  Dan needs to be listed as vice president.
• The paperwork is completed for the trailer registration.  Action: Lory will register the trailer with DMV.
• The purchased HVAC unit has not been installed.  It will be around $3,000 for the installation (including duct work).  Since the temporary solutions are working and are significantly less expensive, the new one might not be required and perhaps should be sold.
• Linda Landry discussed the need to improve the current database system. Action:  a committee was formed with Leah Cales as chairman, and Randon Morgan, Dan Griffin, and Linda Landry as members.

 Kennel Report presented by Randy Barrow:

• Adoptions for 2005- 198. Adoptions for January, 2006- 13

• Currently 37 dogs in kennel, 2 for adoption in Charlotte, 1 for adoption in Wilmington

• Special need dogs-  D.B. with skin problems

• Last adoption counselors meeting was January 3, 2006 with good attendance.  Next meeting February 7 at 6:30 p.m.

• Oldest dogs at kennel are Betsy (12), Ressor (10), Irish (10), Coal (11), and Jenny (11). Currently working with a couple on Betsy.

• Longest stay dogs- Betsy (9 months), Aries (9 months), Jenny (12 months).

• No dogs schedule until population is near 30 at the kennel. 

• Work in progress to get full profiles on all kennel sheets plus full medical information

• Visits increasing at kennel and in Wilmington-  February expects to be great month

• Hogan’s Fund is used regularly for senior dogs, a great help

• Special Foster program very successful in placing senior dogs where GFNC can be involved in medical needs when necessary

• Short run of a virus (24-48 hour bug) which affected 6 dogs- Dr. Crawford was involved in treatment.

 Budget Review:
Lory Hartmann presented the 2005 Financial Report and 2006 Budget Review.  Hogan’s Fund (for seniors) is doing very well.  Lower adoption rates and the resulting decline in purchases of merchandise have reduced revenue.  Action:  Only essential spending for next few months.  Hold off on additional inventory purchases.

Charlotte Satellite Group Report:

Monthly dinners are being held.  A couple who adopted a greyhound has a restaurant and in February will donate a portion of the proceeds.  Black Swan Farm, a teaching farm for school kids, is donating its facilities for meet and greet as well as playgroups.  Mountain Hounds planning is well underway.  The park has been reserved for 2 days and fencing in the baseball field area has been donated.  The Gatlinburg arts and crafts community has been contacted.  Lots of plastic will be needed to cover the flooring in the facility.

Wilmington Satellite Group Report:
Barbara Brooks submitted a report via email.  Coastal Greys did Santa Paw Pictures and participated in the annual Wilmington Christmas parade.  There are plans to participate in the St. Patrick’s Day Parade.  Action:  Provide green t-shirts for some of the participants.  The group has Saturday Meet n Greets and “walking” meet n greets in different locations.  Adoptions are up- 6 new adopters and 2 more applications in process.

 Volunteer Coordinator Report:
There are several new volunteers.  Blanche has modified a copy of the volunteer form used by the Guilford County SPCA.   Action:  each volunteer will provide contact information and there will be written rules and procedures to follow.
Also, reinstituting the “Volunteer of the Month” was suggested.  Action:  inform satellite groups so they can submit nominations.
Open House Report:
The Open House is advertised on the website.  Three vendors have already committed.  Randy will line up the bluegrass group.  It was suggested that promotions include “free bluegrass concert”. 
Fundraising:
Brick wall is up in the office and the brick pathway will be developed in sections. 

Shirley Skelton discussed the cost of embroidery on t-shirts, hats, and golf shirts.  The set up fee for a new design ranges from $35-$50.  Decision (non-vote):  It is okay for a greyhound to be shown with a racing silk.

 Other issues:

• On April 1, 2006 the NC State College of Veterinary Medicine will have an open house.  Dan, Randy, Dennis, Rick and Lynda are planning to attend.  Dogs available for adoption will be brought (in shifts to avoid stress).  Attendees will wear t-shirts and we should have an updated brochure.
• There’s a need to ensure communication links are maintained when someone is out of contact. 
• Action:  An entrance sign will be posted on the new office door and an “employees only” sign will be posted on the old office doorway.  These signs will prevent confusion by visitors to the kennel.
   

The meeting was adjourned at 4:50 p.m.
The next Board meeting is scheduled for Saturday, April 22, at 2:00 p.m. in Charlotte- location to be determined.
Respectfully submitted,  Sandy Lucas, Secretary

 Greyhound Friends North Carolina
Board Meeting
December 4^th, 2005
5805 Autumn Gate Drive, Oak Ridge, NC
Meeting Called to order 2:00 pm.
Board Members Present:  Dennis Brooks, Lory Hartmann, Dan Griffin, Rick Montgomery, Shirley Skelton, Larry Slotnick, Linda Landry, Blanche Fedore, and Alisha Navarro. Board Members Absent:  Kristin Freye, Barbara Brooks, and Bonnie Searles.
 Guest: None
Welcome and introduction of guests and new members: 

1. The formal announcement that Donna Marie Koegler resigned from the Board of directors was made.  Donna Marie’s decision was based solely on prioritization of personal time.  Donna Marie will still be active within GFNC as an Adoption Counselor, Member of the Executive Director Committee, and other Greyhound related functions.
2. For some, this was the first opportunity to meet Lory Hartmann
3. (Not discussed).  With the utilization of email since the last board meeting, Dan Griffin was voted in as a Vice President.  His primary role will be to engage our contributors and adopters.

 Review decisions from last meeting and discuss any outstanding issues. 

1. Linda Landry and Lory Hartmann have reviewed and detailed the various insurance policies.  They have documented the renewal dates and will begin a competitive quote search prior to the end of each policy.  The Directors and Officers policy will probably not change, however there could be a 35% savings with the Liability policy.
2. The health insurance policy for full time employees has been implemented with Randy accepting the policy.  Currently, GFNC is paying for 50% of the premiums. 
3. The registration of the trailer is still outstanding and Lory has agreed to pursue the issue.  It was mentioned that the GFNC auto policy prohibits the towing of the trailer with the company van. The trailer will be utilized by volunteers who participate in remote Greyhound events and promote GFNC with the sale of merchandise.
4. The forms and reports to be delivered by the Executive Director were highlighted in Randy’s report.  He provided good information which was reviewed in detail during the ED portion of the meeting.
5. The additional names and bricks were finalized and the order has been placed.
6. The Executive Director committee has approved a more formal evaluation form to be used on a regular basis with the ED. (minimum quarterly).  The intent of this form is for the ED to get regular, documented feedback on the quality of his efforts.  This form will also serve as a guide for future payroll and incentive issues for the ED.  An Incentive Program was also introduced for the ED, however at this time, the ED committee has not approved the final version.  As GFNC is a non-profit, there are several common incentive goals which cannot be utilized as targets and the individual areas need to be reviewed with the ED for input and suggestions.
7. Larry finalized the current review with Randy and provided input that the communication between the ED and the Board has improved and continues to be strong.

1. home, and not from a home back to the kennel.  (Action) Additionally, there are tax issues around fostering and Lory will review and make recommendations.
2. The GFNC logo was discussed and a straw vote of the members present showed that many thought it was a good idea to pursue.  Our existing logo is open art which we adopted many years ago and many Greyhound supporters us the same.  It was noted that the logo should include ‘Greyhound Friends’ NC or North Carolina.  However the logo may only be the name.  (Action) -The provided drawings were reviewed again and the board agreed (non-vote) for Lory to continue to pursue additional options for the board to consider.

 Area Reports

1. Lory provided a summary of the financial status year to date including the Fall Open House results.  It was requested that a year to year comparison be made for both the Spring and Fall Open Houses.  Additionally: 
   1. Noted was the lower than budgeted internet sales and a discussion on potential ways of increasing the sales, most notably was the variety of products offered.  It was agreed (non-vote) that Shirley would pursue the embroidered items which she and Jack had offered in the past, but this time, GFNC will be financially responsible, thus we should be able to increase the volumes.  Additionally, we should consider wholesale items from other vendors which would increase our in-house sales.  By utilizing existing designs, we can buy limited quantities and can provide a wider variety to our visitors at the kennel.  (Action)-determine a financial approval limit for individuals acting on behalf of GFNC to purchase items they come across at various Greyhound events.  Linda Landry pointed out that we do receive a fair amount of income from out partners on the web site, thus we should promote these a bit more. (Action)—redesign the partner page to better promote this.
   2. The Orange County Hounds fund was discussed and GFNC still has responsibility for 3 of those hounds.  (Action)-It was requested that the foster families be contacted to ensure they know we will cover any of the medical expenses for the OCG’s.
   3. The outstanding vet expenses have been covered and GFNC is now current with all veterinary debts.

2. We reviewed the Kennel Report Randy provided..
   1. The total adoptions for the last three months were strong, primarily with an above average October.
   2. The number of hounds in the kennel is currently within acceptable levels, running approximately 80% of capacity.  (Action)-The board should determine an optimal level.  This level should be determined to assist volunteers with turnout, minimize the washing/drying time and expenses, along with maximizing the dog food donations.
   3. Currently, there are no foster hounds available for adoption at the satellites.
   4. The next Adoption Counselor meeting is scheduled for Tuesday January 3^rd with a guest speaker from the SPCA.
   5. The outside lighting was installed.  Also, a window heater/AC was purchased.  These temporary solutions are priced such that it is very difficult to justify the $3000 installation of the permanent HVAC unit.
   6. There is a good mix of males and females with only 2 dogs considered ‘Seniors’.  Betsy and Jenny are covered under the “Hogan Fund” medical expenses, thus any special vet care they may need should be addressed.

1. (Action)-With the review of the aging report, it was discussed by the board that a clipboard be created for the hounds. The staff must, on a weekly basis, do a full review of each hound, looking for any item(s) which may need to be addressed by the Veterinarian.  Additionally, the volunteers will have a place on the form to note anything they may notice during turnout or other interactions with the greyhounds.  The form will have a place for the staff to initial that they have checked the item mentioned by the volunteer.
2. (Action)-It was also mentioned with the aging report that a plan be developed on actions to take when a greyhound has been with GFNC for 6, 9 and 12 months.  This plan will provide advancing steps of marketing for the hounds until it can be placed in a home.

2. There are currently no issues with the kennel volunteers
    

3. Barbara Brooks provided the Wilmington report via email.  She would like to work on a more effective way to market the greyhounds.  The summary was highlighted by a low adoption rate during the holiday season, but is normal for this time of year.  Wilmington will participate in Santa Paws pictures and the annual downtown parade.  She is very positive about spreading the Board meetings to other areas, especially Wilmington were many of the volunteers would like to attend.
    

4. Rick provided a summary of the Charlotte area including confirming there are currently no fosters and for some reason, the holidays brings a larger number of returned hounds.  Additionally:
   1. He also mentioned that with the loss of Luke (OCG) that the foster family would like to have the ashes.
   2. The City Pass coupon books fundraiser has been closed. 
   3. The Tennis Tournament was again a success, and 2006 is the last year under the existing contract. 
   4. The preparation for Mountain Hounds is well underway with a trip scheduled to Gatlinburg the 1^st of January to reserve the Park and negotiate contract issues with the hotel.  An advertisement is Celebrating Greys is already planned.
   5. (Action)- Rick would like to pursue a potential offer from Pedigree to provide free dog food. He will determine what strings are attached and quantities required. 
   6. (Action)-Dan agreed to speak with his local Nutro representative about a similar offer.
       

5. Dan Griffin provided a Christmas donation letter sample which was well received by the board.  Dan has accepted the challenge to review our contact methods with adopters and donors and will work on avenues to bring the message to them, as apposed to waiting for them to come to us.  Dan has also agreed to work with Triangle Greyhound Society to better promote our relationship with them.

 High Level Planning

1.      Open Houses still scheduled for the first of May of the end of October.  The new date this year was well received.

2.      The Mountain Hounds event is scheduled for the first of June.

3.      Tennis Tournament in Charlotte, October 7^th

4.      Beach Bound Hounds, September

5.      Sandy Paws, March

1.      Yard Sales: Charlotte, Wilmington, and the Triad will schedule as it fits their volunteers needs.  Wilmington had a very successful group sale last year, where as Charlotte prefers to have multiple smaller sales.

2.      (Board Vote)—The board unanimously voted Randon Morgan as a Marketing Coordinator.  This vote should give Randon the approval to begin his efforts.  (Action)- develop a budget for the Marketing Coordinator, including an approved spending level.

3.      Cost Savings were discussed

a.       (Action) Review Cell phone plans to see if there is an “All you can eat plan”  Currently, GFNC uses more than 8000 minutes each month.

b.      (Action), Rick will conduct an efficiency review on the kennel to see if heaters, insulation, light timers,  etc. can be installed or improved.

c.       (Action) review current telephone line, is the 800 service being utilized?

d.      Reduce the standing population in the kennel would reduce washer/dryer time as well as other utilities. 

e.       Consider alternative bedding to blankets to reduce washer/dryer time.

f.        Blinds are being donated to the new office which should help reduce temperature differences thru the windows.

Board meetings for 2006.  It was agreed that four primary meetings be scheduled for 2006.  Additionally, other meetings can be called if needed.  The “primary” meetings will be longer in nature and have general topics. The ‘other meetings’ will be shorter and will cover special areas of interest.

1.      The first 2 meetings of 2006 were discussed.  January’s meeting will include summaries for the different areas as well as a full financial report for 2005 and a budget for 2006.  The April/May meeting , will be in Wilmington and will consist of area reports as well as detailed planning and preparation discussions.  This meeting may take place in 2 time frames due to it’s length. (break for dinner?)

2.      The other 2 meetings can be discussed/scheduled during the planning meeting in the Spring.

Outstanding issue—Nomination and election for the Executive Board position of Secretary.

 The meeting was adjourned at 5:20
The next Board meeting is scheduled for January 29^th.  Location to be determined.
Respectfully submitted,
Dennis Brooks, President

GFNC Inc. Board Meeting Minutes
Sunday, October 2, 2005. The meeting was called to order officially at 3:00 p.m.
Board members present: Larry Slotnick, Bonnie Searles, Dan Griffin, Dennis Brooks,
Linda Landry, Shirley Skelton, Rick Montgomery, and Blanche Fedore. Also in
attendance: Executive Director, Randy Barrow, Leah Cales and Donna Marie Koegler.

President's Report:
Larry announced the outgoing officers: Bonnie Searles as Secretary and himself as
President.
The minutes from the last meeting of June 4, 2005 were approved and accepted.
Larry thanked Dennis Brooks for holding two offices both as interim Treasurer and Vice
President. Larry announced that Alisha Navarro had resigned as Fundraising Chairperson.
Fundraising was discussed and clarified as NOT being made from adoptions, but rather
from varying means such as memberships (which will be being collected all year as
opposed to just in the Fall at Open House), receiving of Grant monies (Dennis and Linda
were successful in accomplishing this during this past year) as well as with matching
funds from employers to employees with donations.
Larry presented two nominations for Board Members: Donna Marie Koegler and Lory
Hartman were both accepted to the Board of Directors.
Shirley Skelton nominated Donna Marie Koegler was further as Recording Secretary.
this nomination was voted for and accepted. Lory Hartman was nominated and accepted
as Treasurer.
Larry presented the issue of the Board of Directors needing a Vice President and asked if
anyone would like to serve in this capacity. Dennis further suggested that the Vice
President also create and carry a subtitle. No one volunteered to run as Vice President.
Several members suggested that Rick Montgomery run, but Rick stated that he really felt
that it would be important for the Vice President to live locally rather than be at a

Satellite Group.
Larry presented the nomination of Dennis Brooks as President of the Board of Directors
for GFNC. Dennis was voted in and accepted in this capacity by the members of the
Board. Larry further stated that until the Board was able to appoint a Vice President that he
would run a meeting if Dennis Brooks were unable to attend.

Executive Director's Report:
Randy Barrow, Executive Director, discussed the secondary dog virus that has been
concerning all animal rescues. He stated that he had been in touch with both Dennis
Tyler of the Southeastern Greyhound Pets of North Carolina and Dr. Cindy Crawford of
Florida State University regarding this virus. It appears that only two dogs (both
Boxers) in all of North Carolina have been reported as having this virus.
Randy further stated that in order to provide safety for the kennel of Greyhound Friends,
Inc.,. there would be a three week wait before bringing in any new greyhounds.
Randy also presented the fact that if any dogs were returned to the kennel, there would
need to be a health certificate from the veterinarian who had treated the animal(s) before
being allowed to enter the kennel for placement. There was concern and questions raised as to racing kennels accepting greyhounds from breeders and how this might affect a dangerous potential for our kennel. Randy stated that we will only take greyhounds who had been existing for multiple location before we accepted them for placement into our kennel.

Outgoing President Report:
Larry Slotnick reported that he had been in the position of President of the Board of
Directors of Greyhound Friends of NC, Inc. for five years. He further stated that he will
remain on the Board of Directors as well as remaining in his volunteer position as an
adoption counselor. Larry stated that he was proud of the organization that he had been able to help facilitate with the Board and that he was also satisfied with the structure as it has now been
developed. Larry felt he was pleased with the introduction and enlistment of Joe Listman as the
Board's CPA. Larry had also made sure that all of the insurance policies had been renewed with the help of Linda Landry and that he has also begun the implementation of a health
insurance policy/plan for employees. Larry suggested at his time that the Board get estimates for future veterinarian fees and for emergency fees as Dr. Eiler of Lawndale Veterinary Clinic will be retiring soon. Dr. Eiler has been extremely generous with GFNC over the years, but future fees are
uncertain after he leaves.

Treasurer's Report:
Dennis Brooks presented the financial Report which brought us current through the
month of August. He stated that this report did not include the latest veterinarian costs
for Harry. Dennis was clear to explain the delineation between kennel costs (those costs to operate the building itself) from the operation costs (those costs involved in running GFNC). Dennis opened the floor to some discussion about the downward trend in our kennel adoptions, yet clarified that the goal of GFNC was more than to adopt new dogs, but also and rather to support the existing owners and their dogs. It was further noted that Project Racing Home had been in existence now for the two years that our trend had begun to slope downward and that they had also been moving in to "top" Charlotte. They have not affected adoptions in Wilmington. There was some discussion of the need to consider the possibility of expanding the satellite in the Asheville area and it was noted that the Raleigh area was doing quite well in cooperation with the Triangle Group. Dennis discussed the cancellation of the Wells Fargo Contract for the Norvergence Communication Equipment (part of this was also a contract with Wells Fargo for the equipment), He stated that this contract had been successfully canceled and that we had received a reimbursement of $800.

Volunteer Coordinator Report:
Blanche Fedor reported that everything was going quite smoothly within our volunteer "staff" even given the different vacations which had been presented some vacancies in the regularly scheduled volunteer times.

Open House Report:
Linda Landry stated that we had begun our new vendor policy which will give us $25 per vendor plus their donation of 2 gifts OR a vendor fee of $75. This change in vendor fees will significantly increase our profit. Linda stated that the food had been donated by Wayne and Elaine Bunting which is as always befitting of their generosity to GFNC. Linda further reported that there would be a memorial service at the end of the Open House on Sunday for Harry as well as our Blessing of the Animals. Linda also mentioned that there would be two Meet and Greet events before the Open House and brought the Board up to date on the Ceaser Millan event which is scheduledfor July 22, 2006.

Charlotte Satellite Report:
Rick Montgomery reported on the success of this year's Beach Bound Hounds. There was a profit of $750 directly from product sales. Rick stated that he and Jack Skelton were working on getting the trailer licensed, which would save us money in the future events such as Beach Bound Hounds. It seems as if the foster parents have all been "failures"...these fosters have become full time "hounds" now in their forever homes. Rick did report with sadness to the Board that Luke was positive for cancer. Rick Montgomery mentioned the two events that would be taking place before Open House: The Tennis Tournament which will take place October 8 and 9, 2006 as well as the Bark In The Park Event.
It was announced that Mountain Hounds is scheduled for June 1 - 4, 2006.
Rick Montgomery reported that there was a good relationship with Greyhound Lifesavers being established and maintained and has resulted in a once per month dinner...the two groups are successfully coordinating efforts together. Rick further mentioned that Leah Cales had produced a new and more comprehensive spread sheet for the census, and had all the necessary forms utilized in the kennel adoption procedures/packages set up and organized in the new kennel office as well as a completed policy and procedures handbook.
Dennis Brooks recommended that the spread sheet, forms and handbook be merged with all of our GFNC areas for all to go over before the December Board of Directors Meeting.

Building Report:
Dennis Brooks presented the report that the $250 Brick Wall was finalized. He further stated that there were 70 bricks and that we needed 90 bricks for the completion of this project. He explained and clarified that the purchase price of these bricks is $18 and suggested that we utilize the other 20 needed bricks as a dedication to outstanding donors (of time and/or money) that GFNC were grateful to and for. This motion was voted upon and accepted unanimously!
Linda Landry reminded the members that there was a plaque that had former people who had given large donations to GFNC and that these names could also be incorporated into the brick wall.

Executive Director Committee Report:
Larry Slotnick presented and read the two month interval report for the Executive Director. There was a motion to accept this report -- the report was voted and accepted. Larry informed the Board that he wanted to give his support to GFNC having group health insurance as well as paying for 50% of the premium for Randy Barrow...the portion that Randy would have to pay would be a pre-taxed withdrawal. Dan Griffin asked when the last time there had been a review of Randy's wages and any possible cost of living increase. Larry stated that there was a review in 2003 and that Randy had received a 3% increase. At this time it was clarified to the Board that the job description that Randy had provided for the ED Committee was more that of a Kennel Director as opposed to an Executive Director. Dennis Brooks proposed that he would create for the ED Committee an incentive program and the necessary evaluation form by which to provide Randy with financial incentives based on individual goals. It was further decided that the ED Committee would take the next three months to present Randy with these goals and incentives and help him to "fine tune" his duties as an Executive Director. Larry Slotnick said that he would be responsible for discussing the current evaluation with Randy.

Old Business Report:
The Board of Directors agreed with Dennis Brooks to keep the Orange County Greyhound Funds in their present allocation as needed for further/future medical treatment of the remaining Orange County Greyhounds. There was discussion about the revised Adoption Contract which Dennis Brooks managed to fit onto one page

New Business:
Dennis Brooks proposed the motion to close the old Building Fund account with Carolina Bank and open a new one with Wachovia Bank. The motion was passed and accepted. Rick Montgomery began discussion about the expansion of the former plaque that had been in the old office of the kennel...by placing it on the Web Site. This discussion lead to the further suggestion of reinstating the Volunteer of the Month, which use to be done earlier in the GFNC program. While there was discussion of these two suggestions, there was no motion, vote, or decision made at this time. Rick Montgomery suggestion the possibility of a permanent Senior Foster Program. Some different ideas were suggested, however Randy Barrow, the Executive Director maintained that any fostering needed to be kept and maintained as an individual decision by him as we do not have a "Foster Program" at our kennel.
Dan Griffin reminded the Board that he had begun the Hogan Fund for the explicit purpose of helping to keep the senior dogs in the kennel and provide the quality of care that they might need while they were at the kennel awaiting adoption.
There was discussion of exploring the possibilities of developing Communications Secretary and Marketing Director positions which would help us at GFNC to have more exposure in different venues and arenas. There was no further discussion, motion or vote made at this time.
Leah Cales presented the Board with different sketch possibilities of a new GFNC logo. There was discussion of the different selections, however there was no decision made. Leah did express the fact that GFNC needs to begin to step out in the forefront by making some of these different marketing decisions so that we are not "left behind" while other organizations are being more assertive in this type of exposure. Donna Marie Koegler stated a strong agreement to this statement. Leah presented Dennis Brooks with the selection of logo sketches for further consideration.
Dennis Brooks recommended that we have four Board Meetings per year, with one being held in Charlotte and one being held in Wilmington. There was a motion which was accepted and agreed upon unanimously by the Board. Rick Montgomery presented the motion that we set up a date for the next Board Meeting in December and the date of Sunday, December 4th at 2:00 p.m. was selected. It was not decided where the meeting would be held at this time, since the present location would possibly be closed down.
The meeting was adjourned at 5:30 p.m.
Respectfully submitted,
Donna Marie Koegler, Secretary