Cardinal Collins Notes from the September Partnership and Planning Meeting

Good Afternoon,

Attached is a Word file that summarizes the activities from the September meeting at

the Hunter Education Training Center.  All who have been involved feel that the

meeting was a success in that we are moving toward a common goal of operating a

training facility with conservation as its goal.  There are many that are concerned

and involved, and some may have been inadvertently missed with this e-mail.  If we

have missed some one, please forward their information to be added to the mailing

list.  We intend to work together as a group, sharing information about changes,

requests and needs for continuing and improving the facility.

Thank you for your support.

Cardinal Collins

Hunter Safety Coordinator

Ocala Youth Camp Partnership and Planning Meeting

September 25, 2003

 

            Representatives from the Florida Fish & Wildlife Conservation Commission, the Friends of the Ocala Youth Camp, the Wildlife Foundation and the National Wild Turkey Federation came together for a planning meeting to help steer the future of the Hunter Safety Training Center, formerly known as the Ocala Youth Camp.  The meeting allowed the group to develop a support strategy and begin the process of prioritizing needs and focusing on objectives.  The resulting plans are to provide for long-term support and expanded use of the facility.  The following bulleted list summarizes the meeting in no particular order.

 

·         The FWC will work to develop a Fact Sheet that, through the Friends, will develop into a brochure to use as a tool to enlist additional support.

 

·         Support is to be directed through the Wildlife Foundation.  In the future, an additional mechanism will be established that allows direct support to the Center through the State Game Trust Fund.

 

·         Support in the form of funds, materials and value can all be used for the Center.  Community and Political support is appreciated by the FWC but must come from outside the FWC.

 

·         The Center staff will develop a 5 year plan that will include:

o       Developments of management strategies that take into account eligible Federal Aid reimbursable activities and other activities that will require non-Federal Aid support.

o       Research to identify user groups for marketing purposes.

 

·         In the short term, Center staff will develop the following:

o       A prioritization of needs of the facility for repairs and continued development.

o       Develop a fee system to generate revenues that can directly support the Center.

o       Details of how we may fund the facility in the immediate future.

o       A concise report that may be provided to Commissioners and groups concerning a brief history, costs and a current needs assessment.

 

·         As a whole, the group is to come to agreement or a degree of comfort on the following:

o       A name for the facility, the Ocala Conservation Center has been proposed and has had a positive response.

o       Within 2 weeks, have opportunity to review and comment upon the development of a fee structure and the draft of proposed fees.

o       In all matters concerning the Center, continue with an open line of communication from all parties so that we can develop a Center, combining our common goals to make it a reality.

 

 

 

 

Minutes

FOYC Quarterly Board Meeting

Sept. 13, 2003   11:30 am- 4:30

 

Board Members Present:  Jeff Marr, Ella Foerste, Bill Bondank

Guests: Katie Kight, Greg Workman, Matt Givens

 

Minutes of June 28- approved.

 

Old Business

Info from Greg regarding outside funding sources, donors, sponsors

            The group congratulated Greg on the summer camp. Good support, good enrollment.  Senator Pruitts family had a great time. Several new contacts for FOYC as a result of camp. Greg reported that he and Cardinal were preparing a report to their new supervisor, Nick Wiley, Wildlife Division.  Info would be shared at the upcoming partner meeting.

 

Thanks for Tables

            Bill Pace and the Sundbergs built 10 very sturdy picnic tables for camp. Greg said they are great and really provided additional meeting places for cabins and classes.  Donations from BOW and others provided funds through the foundation.

 

Kiosk and Resources

            The Sundbergs, Larry French and Ella Foerste stayed after the June Board meeting and refurbished the educational kiosk for opening week of camp. FOYC donated books and educational materials including topographic map set to camp.

 

Plans for invitation for FWC and legislative delegation

Meet at camp and tour of camp for Governor, Marion County legislative delegation and Commission postponed until future information on camp status.

 

New Business

Plan Agenda for September 25 meeting

Nick Wiley, Wildlife and UF/IFAS Dr. Mike Spranger, Dean for Natural Resources are confirmed. Additional invitees names were given by Greg.  Letters of invitation, maps, FOYC goals and officers will be sent by Ella. Dana will chair the meeting.  Greg provided camp photos on CD. Ella will have computer for showing. He will have a camp exhibit and has historic photos to show.  Ella will bring refreshments. Dana will discuss lunch arrangements with Greg.

 

Ella presented draft letter to potential donors she and Larry worked on since last Quarterly Board Meeting and will have copies for partner meeting.

 

Maintenance- Kim Sundberg and Bill Pace were working on getting a secure door for Gun Storage room.   Water and power went out during BOW. No kitchen or bathroom with 120 in camp. Not a pretty picture. Greg called in repairs but cost will be high.  Old systems.

 

Larry is working on a staff training handbook including history. Greg asked for a copy for his report.

 

Adjourned.

 

Action Items Pending:
      

·        respond to ACA requests for information

·        send letters to potential donors with info on facilities and programs

·        develop an intro on the web as new members come onboard and letter to invite them to January reunion

·        facility needs evaluation by Kim

·        staff training handbook by Larry

·        post minutes to the web

·        contact Criders regarding planning for reunion

·        plan for work party

·        contact Ted Ensminger, Bass Pro for public relations meeting

·        establish bank account

·        develop public relations calendar with committee

·        tour for legislative delegation and commission

·        meet with new legislative sportsmans caucus

 

 

 

 

Quarterly Board Meeting Minutes

June 28, 2003, 11:30 am- 4:30

Ocala Youth Camp

 

Attending:

Officers: Dana Ste. Claire, Jeff Marr, Bill Bondank, Ella Foerste,

Grady Caffin

Members: Larry French, Bill Pace, Kim Sundberg, Kason Sunberg

 

Officers and members arrived and shared lunch followed by discussion of key issues.

 

• Results of Legislative Session- Discussion regarding proposed conference language that continues support for camp to June 30, 2004 if camp demonstrates sustainable funding. What does the language really mean? Need clarification from Cardinal Collins and Ken Haddad regarding where are funds coming from and what is counting toward hunter ed and what counts toward camp.  Eleanor will try to get clarification.

 

• Celebrate the Positives-Eleanor made a presentation to the FWC at their meeting in Kissimmee and thanked Commission for continued support. We have camp and are in the youth education business for another year.  She expressed the FOYC commitment to assist the FWC in identifying support for long term continuation of their education programs. Eleanor was invited and attended social after meeting and had informal discussions with Dennis David, Ken Haddad, Jackie Fauls, Sandra Porter of FWC and Ted Ensminger (Bass Pro) and Commissioners.  All showed verbal support for camp.

 

• Contingency Plans- based on feedback that budget will move forward with supportive language, no alternative was planned.
  
  
• Info from Greg regarding outside funding sources, donors, sponsors- Nearly $10,000 in pledged private donations were held back to see if legislative funding would be secure.
        
• Plan for ways to assist the camp:

The group had a lengthy discussion on possible options.

·        Invite Commission to visit camp

·        Invite Governor or Mrs. Bush to attend

·        Construct tables for summer program Bill Pace purchased materials and worked with Kim Sundberg and his son Kason to build an 8 foot pressure treated picnic table to donate to camp. We set a goal of 10 for the summer.  Those in attendance donated funds to build tables and turned over to Bill to purchase supplies.  Submitted receipt for materials to Greg for reimbursement to Bill to purchase additional supplies.  Additional funds for tables already in Foundation including donations from spring BOW participants and staff. Kim Sundberg and Bill Pace offered to build tables and organize a work day when funds are collected and schedules allow.

·        Schedule meeting with key agency staff- Dana and Eleanor will set a meeting with FWC staff to clarify ways FOYC can assist in a long term funding strategy.

·        Update Kiosk for camp staff and campers to learn more about camp. Kim, Kason, Larry and Ella planned to stay after meeting to update displays on nearby trails, camp activities and nature near camp.  Greg gave Ella photo cd to duplicate photos to be added as photo collage to update additional panels.

·        Assess projects- We need to work with Greg on a list of needed assistance. Kim agreed to develop a list and plan for priority repair and replacement needs.

·        Storage of Equipment- Kim, Bill and Grady identified some problems with equipment storage facilities and will submit ideas for addressing the problems.

      

• On Line research report from Wendy and Sally regarding funding possibilities- The group reviewed the extensive funding list researched by Wendy on the web. (attached) Ella thanked her by email. 
        
• Plan response to ACA requests for information- A brief discussion suggested a draft letter, but final consideration to be postponed until meeting with FWC staff.

 

• A suggestion was made to develop an introductory letter to go to individuals who are interested in our efforts that would refer them to our website.
        
• Draft letter to potential donors with info on facilities and programs- Larry and Ella will work on a draft following conclusion of meeting (draft attached.)
        
• Organize tour of camp for Governor, Marion County legislative delegation- An additional special session was called so planning was postponed until additional info is gathered.

 

• Plan strategies for long range planning
• Investigate contact with insurance companies or lawyers for endowments to camp- start with Ocala area (Suggested by one of commissioners)
• Establish a support network to help efforts move forward
• Acquire FWC information on operations and budgets to develop a better understanding as a foundation for more assistance in the future
• Curriculum development- Larry agreed to begin work in revising the old staff training manual. Work on curriculum development with Greg to provide a historic perspective as well as supplement existing materials.

 

Recognition- Dana presented a plaque from the Friends to Ella for her help in retaining the camp in the budget during the legislative session.- The Denver Ste. Claire Award for Outstanding Effort in Supporting and Promoting YCC and Environmental Education for Youth  Ella expressed sincere thanks but shared that it was a team effort. Additional recognition should be given (perhaps at annual meeting) for outstanding support as there are others who have been working hard as well.

 

Grady provided contact information to add to the database: Jessie Thrash, Kevin Congdon and Gordy Sharp who are interested in supporting the camp programs.

 

Meeting adjourned.

 

Respectfully submitted

 

Eleanor (Ella) Foerste, Secretary

Friends of the Ocala Youth Camp/Youth Conservation Camp

FOYC/FOYCC

Quarterly Board of Directors Meeting

March 8, 2003   4:30 p.m.

Ocala Youth Conservation Camp

 

Minutes

 

Board Members Present: Jeff Marr, Vice-Chair, Grady Caffin, Historian and Eleanor (Ella) Foerste, Secretary.

Other members present: Bill Pace, Nina Jo Moore, Hunter Crider, Rebecca Walton Curran, Brian Rivers, Lisa Kight, and Mike Chancery.

Greg Workman was available for questions.

 

Jeff Marr, Vice-Chair called the meeting to order in the absence of Dana Ste. Claire, Chair who was working out of town.

 

Grady moved to accept the minutes of the January 18 and 19 meetings.  Ella seconded.  Passed.

 

Greg reported good attendance and help at the work day.  Electricity and lighting is available at the waterfront and other work was done on cabin 8.  A large pile of pine trees and brush were burned. Work was also done on building a structure for the archery range and the swimming docks were straightened and renailed.      

 

Ella presented some of the information she printed off the FWC legislative webpage regarding budget. The Governors budget does not include funding director positions for either camp.  The budget proposed by the Commission included privatizing the Everglades camp and reducing major portions of the Office of Information Services budget, the part that Hunter Ed section is under.  Ella has contacted Dennis David, FWC lobbyist and Ocala regional director for additional clarification and is awaiting a reply.  He had contacted her through Greg for contact information on all of the officers.

 

A lengthy discussion followed regarding possible scenarios.  The board has identified the following actions:

 

1) By March 28, send a letter to each of the Commissioners and the Director stating that we understand the budget constraints but do not support closing the camp and will ask to meet with them to discuss options.  We agreed to commit to identify outside funding sources to support camp operation.  We will invite each of them to visit the camp during operation this summer so they can see the youth involvement in the program they began just over 50 years ago.

 

2) Attend Fish and Wildlife Conservation Commission meeting in Tallahassee, March 26-28, make a brief presentation for history, thanks and  awareness, express our concerns about the budget and commit to assist. Jeff and Ella are available.  Need to identify others who can attend.  Ask to work together with the Commission providing leadership and us helping them find outside funding.  We will modify the powerpoint presentation and share testimonials. (The agenda and meeting details were just posted on the web at http://floridaconservation.org/ as an announcement on the home page.)

 

3) Aggressively seek outside funding sources.  Use key word searches on the internet for foundations that fund conservation, outdoor education, hunter education, self esteem, self confidence, fire arms safety, youth development, non-traditional activities for girls, etc.

 

4) Draft a letter to use to approach funding agencies and organizations.

Need info from Greg on camp facilities such as acreage, sq, footage and dimensions of buildings, number of bunks (capacity), number of canoes, kayaks, size of each gun range (number of stations) and info on improvements needed.

 

5) Identify possible partners for grants or support.  Examples include Florida Department of Environmental Protection, (DEP),  Florida Division of Forestry (DOF), Marion County Schools, Project Wild and WET, USGS, fishing clubs, Wild Turkey Federation, Florida Wildlife Foundation, Safari Club International

 

6) Assist in getting publicity and brochures into the community so families and business sponsors know about camp.  Ideas include fishing and hunting stores, bait shops, gun stores, outdoor stores, civic clubs, etc. If we need to keep camp, we need to make sure camp has a waiting list.  Try to find sponsors to donate money so needy kids can go to camp.

 

7) Personally invite the Governor to attend camp this summer for a special presentation to see the kids in action.

 

8) Get information to update the powerpoint slide presentation and info packets for the commissioners.  How much private dollars have been contributed so far in past 2 years?  Still have 17 years on the lease from the US Forest Service. Estimate of number of youth participants?

 

9) Build picnic table before summer camp sessions begin.  Bill Pace presented budget information and materials list for approximately $71 per 8 foot table.  There was some concern about the safety of CCA pressure treated wood at a youth facility.  Eleanor will contact Univ. of Florida for possible donor list.  FOYC/FOYCC members can make donations to cover costs for bolts and hardware.

 

Other information:  Walt Meggison, former camp director, is retiring and there will be a retirement function at the Hunter Education Training Center on March 22.  Contact  Greg Workman at camp if you want to attend.  352-625-2804.

 

Next meeting will be in April, to be announced.

Adjourned 6:15 pm.

 

Respectfully submitted,

Eleanor C. Foerste

Minutes of the FOYC Meeting 01/18 and 01/19/03

The annual meeting and reunion started off with working on the Bylaws for the FOYC.

In attendance at the meeting Saturday at approximately 1:00 Pm were;

Jeff & Phyllis Marr

Larry & Robin French

Becky Currens

Vince Walton

Bill Pace

Nina-Jo Moore

Lisa Lungmus Kight

Katie Kight

Bill Bondank

Ella Foerste

Grady Caffin

 

(Parenthesis were added), underlined were deletions.

 

Article I was passed as is.

 

Article II was amended and passed as follows:

Article II - Organization/Corporation Purpose
The FOYC/FYCC is a not for profit organization/corporation dedicated to the (perpetuation) promotion, preservation and support of the conservation education and (outdoor) recreational programs of the Ocala Youth
Camp located at the Hunter Education Training Center on Lake Eaton (in the Ocala National Forest).           

 

Article III was passed as is.

 

Article IV was amended and passed as follows:

Article IV Meeting

1. General Membership Meetings will be held once a year during the Annual
   Reunion at the Ocala Youth Camp/Youth Conservation Camp.  Date and time
   will be determined at the previous (annual) meeting.
2. The Officers/Board Members will meet quarterly at the Ocala Youth
   Camp/Youth Conservation Camp, at a date and time to be determined by the
   Officers.

1.      This meeting is open to the FOYC/FYCC membership wishing to attend.

2.      Only Officers and Board Members have voting power at these meeting.

3.      Officers and Board Members reserve the right to exclude visitors from
discussion of FOYC/FYCC business.

4.      Officers and Board Members reserve the right to call emergency meetings
as deemed necessary.

3. A quorum at a general meeting is any number of members present plus a
   minimum of two (2) officers.
4. ROBERTS RULES OF ORDER will govern all meetings.

 

Article V was amended and passed as follows:

Article V Officers

The officers of the FOYC/FYCC shall consist of a Chairman, Vice Chairman, Secretary, Treasurer, and Historian.

The Chairman shall preside over all meetings and shall appoint other members to perform specific tasks of the FOYC/FYCC.

The Vice Chairman shall preside in the absence of the Chairman.The Secretary shall keep minutes of all meetings and file all correspondence for the FOYC/FYCC and post to the website within 30 days.???

The Treasurer shall:

1. Provide an annual revenue/expenditure report with appropriate narrative to the membership at the annual meeting or upon request of a member.
2. Create and maintain an account for all funds and donations (handled by the FOYC.) 
3. Secure a quorum approval prior to expenditures of said fund.  This can be secured via emails, written or verbal consensus.   
4. All checks will require two signatures; one by the treasurer and one other officer.

 

Article VI was amended and passed as follows:

Article VI - Board of Directors
     The Board of Directors consists of five (five) elected officers.

 

Article VII was amended and passed as follows:

Article VII - Nominations and Elections

A.     Elections of officers will be held once a year at the Annual Meeting.

B.     A nominating committee of three appointees/volunteers will be
established by the officers and Board Members to oversee all elections
activities as follows:
a. Seek out nominees and secure their interest.
b. Count ballots
c. Report results to the membership.

C.     Nominations for elected positions will be accepted from both the
nominating committee and the General membership at the General Membership
Meeting.

D.     The newly elected Officers will take office at the close of the meeting.

Article VIII was amended and passed as follows:

Article VIII -Terms of Office

A.     The term of office will be from one General Meeting through the next.

B.      Any vacated position will be filled by appointment of the Board unless the vacated position is that of the Chair, in which event, the Vice Chair will fill the position, for the remainder of the term.

 

 

Article IX was amended and passed as follows:

Article IX Voting

A.       Issues coming before the board shall be voted on by FOYC/FYCC officers.

B.        Issues coming before the general membership shall be voted upon by a
show of hands and decided by the majority of those voting, a majority being 50 percent plus 1.

 

Article X was amended and passed as follows:

Article X - Dismissal from Elected Office

A.       Failure to attend two consecutive Board meetings will be considered
grounds for dismissal from elected FOYC/FYCC Office.
B. Dismissal from office requires a simple majority vote of the Officers.

 

Article XI was amended and passed as follows:

Article XI - FOYC/FYCC Records.

A.       Financial records shall be audited by an internal auditing committee appointed by
the FOYC/FYCC officers on an annual basis.

B.        Complete record of all current FOYC/FYCC members shall be kept by the
Secretary.

C.       All FOYC/FYCC records shall be open and available to all FOYC/FYCC
members upon request.

 

Article XII was amended and passed as follows:

Article XII - Amendments to By-Laws

A.       Bylaw of the FOYC/FYCC can be amended by a majority vote.

B.        Pending amendments to the Bylaws shall be made available for review at least 30 days prior to the General Meeting.

C.       Proposed amendments by any member must be made to the Board at least 45 days prior to the general meeting.

 

Article XIII was amended and passed as follows:

Article XIII - Dissolution
In the event of dissolution of the FOYC/FYCC, all assets will be donated to the Wildlife Foundation of Florida.

 

            An auction of donated small items was held and over $100. was generated.  Another $100. was given in the form of donations.  Bill Pace donated two original pen and ink artworks by the artist Cyprus, which were the original artwork on the covers of Florida Wildlife Magazines in the 1950s.  Grady Caffin donated a mounted 10 point deer head for educational purposes.

 

            A complete list of attendees to the Reunion will not be available until the sign sheets are compiled into one list.  There were approximately 50 people in attendance at the camp.

 

Submitted by Grady Caffin, Secretary