Board of Directors

Board Meeting Minutes
June 2011 - pdf

Board Meeting Minutes

Location: Deep Spring Center

Attendees: Tana Dean, Ken Morley, Sandra Villafuerte, Lisa Zucker, Thomas Slank, Sherry Hansen, Phil Kneessi\

Also Attending: Lalita as part of the Fundraising (FR) Co9mmittee

Not Attending: Barbara Brodsky

Sharing/Brief sitting

Agenda

1.  Sangha commentary (5 minutes)

2. Silent Auction (15 minutes)

a. Report from committee (Tom/Sherry/Sandra/others)

1) Tom to send the letter announcing the event. Lalita will be the contact person for Sangha members who would like to volunteer

2) Sherry is compiling donation rules based on information she obtained

3) The committee meets again on July 10th

4) Plan the visit to West Newport clubhouse to assess the size of the place. Sherry and Tom are planning to go

5) Craig Brann offered his band to play music at the event or other FR events

6) Lalita mentions Susan Weir has some experience with silent auctions and suggests to contact her for suggestions. Lalita also suggested to inform the Sangha with the list of items for auction before the event

7) Tom will put together an Agenda for next meeting

8) Before approaching some businesses we will first wait for responses from the Sangha

9) Lisa Zucker will join the FR committee

3. Sangha Meeting follow-up (continued from last meeting (20 minutes)

10) Create "opt-in" groups: not moving forward at this time

11) Publish list of DSC contributors: no support for this at this time

12) Solicit for volunteers after each class/retreat: consult with GTAG to add a thank you note to students that includes information of additional programs and volunteer opportunities

13) Membership fee: no support for this motion

14) T-shirt and/or mug sale: defer to the FR committee. Phil suggests inviting the Sangha for a design activity

15) Sale of "personal" stuff with share of proceeds: defer to the FR committee

16) Barbara's "mindful consumption" email (vs. cup of coffee): will be included in the appearl letter for July fundraising

17) Another survey to Sangha asking for fundraising idea: not yet

c. Summary of actions taken from Sangha recommendations:

1) Building use fee for classes increased to $8.00

2) Lisa to follow-up with teachers regarding "free" class

3) Phil to follow-up with retreat committee regarding reduction for first time retreatants.

4) Lisa to investigate Zen Temple and Jewel Heart funding teachnique: Jewl Heart has an International membership and fundriasing efforts. Locally they organize small events. A membership of $40/month that allow members to take classes for free and discounts on retreats. Non-member fees for each class is $10.

5) Tom to generate a letter to Sangha about Sangha meeting.

6) Tana to create list of office needs for suggested donations of items or time.

4. Suggestions for new board members (all) (10 minutes)

Sherry's husband has agreed to serve on the Board. The first year as a general board member.

Lisa will speak to Dottie and Mary Gliedt. Phill will approach Hugh Danville

All involved will get back by e-mail.

5. Picnic (Tom) (5 minutes)

The picnic will take place Sunday August 14th @ 2 pm at Friends Lake. No alcohol drinks are allowed.

a. Web page/email for picnic: Tana to make the flyers and e-mail announcement

6. Teasurer's report/Financial matters (Sherry) (10 minutes)

a. May 2011 actuals

Balance sheet: there is an improvment on the general fund. An income of $1,000.00

P&L: improvement in program revenue. In occupancy there is a difference of $4,200.00 reflecting retreat savings

P&L by class: Emrich retreat will not lose money

Improvement in equity trend

7. July fundraising letter (Tom) (5 minutes) The letter to be ready by July 1st and send it by July 18th

8. Administrative (Tana/others) (25 minutes)

a. Sign two-year lease & call about lock: the lease was signed. The owner will pay for the lock and will be asked to fix blinds. New mailboxes are installed. Ken will review the contract.

b. Purchase lap top as recommended by Tony: bought from Gateway with no extended guarantee

c. Olga's fundraiser: will not be pursued at this time

d. Newsletter deadling: Sherry offers to write about the silent acution for the newsletter. Deadline is June 29th.

e. Bookstore purchase request from Bob Schwartz: DSC does no longer purchase books. Tana to inform Bob Schwartz about this.

f. Salary adjustment for OM: the salary is increased in 5% and will be revised in one year. A one time bonus will be considered.

g. Disposal of old equipment: Ken will take it to a recycling or thrift shop

h. Office window blinds not working: Tana to call the owner

i. Cleaning of windows (pay to get done?): Phil, Ken, Tom and Lisa volunteer to clean windows on Sunday after sitting

j. Open Facebook and Twotter accounts? Approved. Tana will open and manage the accounts.

k. Preparing article for fall issue of Crazy Wisdom: Tana will contact Crazy Wisdom about the specifics of the article

l. Fix color on office monitor: Tom will help

m. Fundraising suggestion regarding garage sales: refer to the FR committee

n. Office updates from Tana: about 20-25 new people through opt-in in the website. Tana is trying to build a database

o. Other items

      o. Other items

9. Building fund discussion (1 minute): Ken talked to George San Facon. George was very clear that funds were specific to buy a building. Suggestion: send a letter to donors asking if they want their money back since buying a building at this point is not an option or if they want to donate it. There are tax implications if the former. Phil suggested being proactive and act on this. Sherry will get the complete list of donors.

10. Teachers corner (5 minutes) ( Lisa): nothing to report

11. Social committee report (2 minutes): nothing to report

12. Calendar (10 minutes)

a. Next meetings - July 25, no August meeting - all at DSC @ 6:30 PM

b. Board intensive - when, where, preparation? To be held at Tom's house. Tom will send the Agenda. No date yet.

Meeting adjourned at 8:55 pm

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Respectfully submitted,