ECOWICE Foundation Board Meeting Minutes

Date: 03/01/2026 Location: Virtual Meeting Prepared by: Felician Chemihanda, Secretary

Participants 1. Heike Perko – President 2. Felician Chemihanda – Secretary 3. Sarah Benton – Treasurer 4. David Hammerstein – Technical Advisor 5. Miranda Kristein –Outreach officer

Opening of the Meeting

The meeting was opened by Heike Perko, President of ECOWICE Foundation. She welcomed participants and thanked members for their continued engagement in supporting the development of the Foundation. Each participant briefly introduced themselves and their role within the organization. The meeting then proceeded with a review of the agenda items related to governance, financial status, program development, and fundraising strategies.

Approval of Previous Meeting Minutes

The board reviewed the minutes from the previous meeting. Heike asked if members had any corrections or comments. After confirming that no changes were required, a motion was made to approve the previous meeting minutes. The motion was seconded and the minutes were formally approved by the board.

Treasurer’s Financial Report

Sarah Benton, Treasurer, presented the financial report for ECOWICE Foundation. She reported that the current balance in the Foundation’s bank account is approximately $400, with no major transactions recorded since the last meeting. The funds primarily represent early donations and initial contributions that supported the establishment of the organization.

Legal Status and Administrative Updates

Felician Chemihanda provided an update on the administrative and legal status of ECOWICE Foundation. He confirmed that the organization is fully registered as a 501(c)(3) nonprofit organization in the United States and has successfully opened a bank account to manage organizational funds. Felician noted that one remaining administrative step involves verifying the Foundation’s bank account with PayPal by submitting a voided check. This step will enable the Foundation to activate full nonprofit donation functionality on PayPal, which will make it easier to receive online contributions. Sarah confirmed that she had received the required documentation and would forward it to Felician so the verification process could be completed.

Support to ECOWICE Tanzania

The board discussed the Foundation’s role in supporting ECOWICE operations in Tanzania. Felician explained that, since the establishment of ECOWICE Foundation, no funds have yet been transferred to ECOWICE Tanzania. The long-term intention of the Foundation is to support the field programs in Tanzania financially and technically. Heike proposed that the Foundation consider transferring $300 to Tanzania while keeping $100 in the U.S. account to cover potential tax preparation or administrative expenses. Sarah suggested consulting a tax accountant to better understand possible filing requirements or costs related to nonprofit financial management. Heike agreed to explore this further by contacting the bank and seeking advice from Raccoon Creek regarding possible tax preparation support. The board agreed in principle that the first transfer of funds to Tanzania should take place by the end of March or early April, depending on the outcome of the tax consultation.

Coordination with ECOWICE Tanzania and Reporting

Miranda raised a question about financial management and accountability in Tanzania, asking whether there is someone responsible for accounting and operational oversight. Felician explained that ECOWICE Tanzania currently has a Program Manager, David, who oversees day-to-day operations. In addition to the program manager, the organization works with three facilitators and several volunteers, including two international volunteers from Germany and a recent graduate from Sokoine University. Felician noted that the Tanzania-based team is not yet formally linked to ECOWICE Foundation in the United States. To ensure transparency and proper governance, he suggested establishing a formal agreement between the two entities. This agreement would define how funds are transferred, how activities are reported, and what type of reporting schedule should be followed, such as quarterly or project-based reports. Felician also emphasized that because he plays leadership roles within both ECOWICE Tanzania and ECOWICE Foundation, creating a clear structure would help prevent potential conflicts of interest and ensure transparent accountability. Heike agreed that maintaining a clear record of how funds are used is important. She suggested that the reporting process does not need to be overly complex at this stage, since the amounts currently involved are relatively small. A simple report outlining the intended use of funds and the actual activities carried out would be sufficient for now.

Digital Visibility and Communications

Felician presented updates on the Foundation’s digital outreach and communication platforms. He reported that the Foundation’s website has been launched and includes information about ECOWICE programs, board member profiles, and an online donation page. He also informed the board that social media platforms have been established for the Foundation, including Facebook, Instagram, and LinkedIn. These platforms are being used to increase public visibility and share updates about conservation work and community programs. Felician requested that board members provide short biographies and profiles so they can be added to the website. These profiles will help donors and partners understand the leadership and expertise behind the organization. Felician also shared that a recent educational presentation at Solid Ground School helped raise approximately $200 for the Foundation, demonstrating the potential impact of community engagement and educational outreach.

Program Portfolio and Technical Development

The board discussed the Foundation’s core program areas. Felician explained that ECOWICE’s work focuses on three main areas, including environmental education, community-based wildlife monitoring, and human–elephant coexistence initiatives. He described the current elephant monitoring approach used in Tanzania, which relies on community members sharing information about elephant sightings to alert nearby farmers and villages. David Hammerstein, Technical Advisor, presented an overview of a developing AI-driven early warning system designed to improve elephant monitoring and alert communities earlier when elephants approach farmland. The system is currently in a pilot phase and requires further testing under real field conditions. The board discussed the need to secure funding and logistical support in order to conduct proper field trials and implement the technology effectively.

Fundraising Strategy and Donor Engagement

The board discussed ways to strengthen fundraising efforts and donor engagement. Felician reported that he has compiled a list of previous donors and organized their email contacts into a centralized communication platform. This will allow the Foundation to send regular updates about activities and progress. The donor list currently includes supporters who have contributed through personal networks, board member connections, and educational fundraising activities. Heike suggested that the Foundation reach out again to previous donors with a new fundraising appeal. Since these individuals already know about ECOWICE, she suggested making a simple request for additional support. To make the fundraising appeal more engaging, she proposed creating wildlife-themed donation tiers linked to different giving levels. Sarah suggested establishing clear donation options such as $10, $20, and $50. Felician agreed to update these donation levels on the Foundation’s website and to design a fundraising letter that can be shared both digitally and in printed form. Miranda emphasized that the fundraising message could be shared through multiple channels, including physical letters, social media posts, and the organization’s newsletter. She also mentioned that she may be able to assist with printing materials.

Annual Fundraising Target

Felician suggested that the board establish a 12-month fundraising target to guide planning and measure progress. Miranda noted that approximately $3,000 had been raised between 2023 and the present through informal fundraising efforts. She proposed that raising $3,000 within a single year could serve as a reasonable initial target for the Foundation. Heike supported this approach, noting that it is often better to set a realistic goal and exceed it rather than set an overly ambitious goal and risk disappointment.

Board Roles and Responsibilities

The board briefly reviewed current governance roles. Felician serves as Secretary and is responsible for documenting meetings and maintaining records. Sarah serves as Treasurer and oversees financial reporting. Heike serves as President and manages organizational correspondence and leadership responsibilities. David serves as Technical Advisor, providing expertise on technological and programmatic development. Miranda serves as Fundraising and Outreach Coordinator, supporting donor engagement and communication efforts. Board members agreed that, although roles are defined, all members will collaborate actively in fundraising efforts, including reaching out to personal networks and potential supporters.

Next Meeting

The board discussed scheduling regular meetings moving forward. Members agreed that holding monthly meetings would help maintain momentum in organizational development. Because the first Sunday of April falls on Easter Sunday, the board agreed to schedule the next meeting for Sunday, March 29.

Action Items

1. Sarah Benton will contact Raccoon Creek to seek advice regarding tax preparation and nonprofit financial requirements.
2. Heike Perko will consult with the bank regarding potential tax preparation services and associated costs.
3. Felician Chemihanda will complete PayPal bank verification once the required documentation is received.
4. Felician Chemihanda will design a fundraising letter and share it with board members through Google Drive for review.
5. Board members will submit short biographies for publication on the Foundation’s website.
6. Felician Chemihanda will work with David Hammerstein to develop a budget and planning framework for the AI early warning system.
7. All board members will participate in fundraising outreach by contacting friends, family members, and supporters.
8. The board plans to transfer approximately $300 to ECOWICE Tanzania by the end of March, pending clarification of tax considerations.

Adjournment

The meeting concluded with appreciation from the President for the contributions and ideas shared by all participants. Members reaffirmed their commitment to strengthening ECOWICE Foundation’s fundraising capacity and program impact in support of conservation and community initiatives in Tanzania.