The meeting minutes for the October 23, 2025 meeting are now posted below:
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Meeting Opening and Agenda Approval
– The meeting commenced with a call to order, followed by the approval of the agenda and previous meeting minutes.
– Members confirmed acceptance of the agenda presented on the screen, with a new task added at the end.
– A motion was made and seconded to accept the agenda as presented.
Treasurer’s Report
– The treasurer, Miss Amy, provided an update on the financial status, noting that the organization has approximately 20,000 available funds.
– She mentioned awaiting a check from a member named Jean, which would contribute to the overall financial health.
– Progress has been made in receiving payments, which is a positive indicator for the organization’s financial management.
Code of Conduct Discussion
– A discussion was initiated regarding the signing of a board of directors code of conduct, with a request for someone to review it for legal compliance.
– Suggestions included consulting a lawyer or the organization’s accountant for feedback on the document.
– The code covers essential topics such as managing conflicts of interest, sexual harassment policies, and expectations for board member conduct.
– It emphasizes the importance of prioritizing the organization’s interests, maintaining respectful communication, and ensuring board members are prepared for meetings.
– The finalized code will be distributed to all board members for signature, with a plan for collection during the upcoming annual meeting.
Membership Coordinator Position
– The need for a membership coordinator was highlighted, with discussions about the importance of reaching out to new members after events.
– A suggestion was made regarding a potential candidate, Miss Brody, who was considered ideal for the role, although no commitment was made.
– The board agreed to seek volunteers for this position to enhance member engagement and retention.
Board of Directors Election and Meeting Plans
– The upcoming board of directors election and annual membership meeting were discussed, with a tentative date set for January 24th.
– It was noted that details regarding candidates for reelection must be communicated to members at least one month in advance.
– The location for the meeting is yet to be determined, with suggestions for a restaurant venue that has previously hosted events.
– The Celebration Restaurant was mentioned as a preferred venue due to its catering services and capacity for meetings.
Coordinated Event Efforts
– A proposal was made for a coordinated sponsorship effort between the organization and Cross Timbers, where both would act as mutual sponsors for each other’s events.
– This initiative aims to foster goodwill and collaboration while ensuring minimal logistical effort.
– The motion to pursue this coordinated effort was unanimously supported by the members present.
Old Business Updates
– The core of engineers’ fly-in event was discussed, with a consensus that funding may not be available this year, leading to its probable cancellation.
– A request from the city of Anna for participation in their Arbor Day event was also mentioned, but logistical challenges regarding insurance and equipment were noted.
– The group discussed the necessity of obtaining general liability insurance for future events and activities.
Bilingual Workshop Planning
– Updates on the bilingual workshop were provided, with confirmation of three speakers and a request for an agenda to be finalized soon.
– The workshop is scheduled for February in multiple cities, including Dallas and Houston, with a focus on community engagement.
– The workshop aims to follow the successful format of previous events to maximize participation and effectiveness.
Urban Forestry Institute Updates
– The Urban Forestry Institute’s upcoming events were scheduled for May, with a name change to reflect its focus on urban forestry education.
– The committee is seeking speaker suggestions and topics to ensure the agenda is relevant and engaging for participants.
– A partnership with Dallas Parks was discussed, where they would provide a venue and potentially cover speaker fees, which would benefit the organization financially.
Website and Social Media Updates
– An update on the website was provided, highlighting the integration of new events and graphics to enhance user experience and engagement.
– The newsletter’s readership statistics were discussed, with efforts to improve engagement and content relevancy ongoing.
– Social media presence was emphasized, with encouragement for members to share photos and updates from events to increase visibility.
Action Items and Closing Remarks
– Key action items included the distribution of the code of conduct for signatures, finalizing bilingual workshop details, and coordinating the annual meeting logistics.
– The next meeting is scheduled for November 20th, with discussions about the necessity of a December meeting due to the holiday season.
– The meeting concluded with a motion to adjourn, which was seconded and approved by all members present.
Michael is a graduate of Texas A&M University in College Station, TX. He received his B.S in Recreation Administration in 2005 and went to work for the City of Grand Prairie, Texas right after graduation. Michael serves as Secretary of TBUFC and provides technical support for the organization.
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