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Board of Directors
Board Meeting Minutes
October 2011 - pdf
Board Meeting Minutes
October 24, 2011 at 6:30 PM
Action items are underlined
Location: Deep Spring Center
Attendees: Tana Dean, Phil Kneessi, Ken Morley, Tony Rome, Thomas Slank, Sandra Villafuerte, Lisa Zucker
Also Attending:
Not Attending: Barbara Brodsky
Sharing/Brief sitting
Agenda
1. Sangha commentary (5 minutes):
At Sunday sitting Phil announced to the Sangha that the Board was meeting next day and we welcome any commentary anyone may have. He pointed out the importance to remind the Sangha of this opportunity.
2. Silent Auction Wrap-up (15 minutes):
a. Report from committee (Lisa/Tom)
Tana reports a total income of $ 3,428, expenses $1,275.95 with a total profit of $ 2,152.05. Lisa still needs to send the report on behalf of the Silent Auction Committee.
b. Write up for NL by Oct 26 to Rori.
Tom will prepare a short note with the highlights and results from this event. He will send it to Lisa for final review.
c. Photos for NL by Oct 26 to Rori
Tony took photos at the event and a CD was prepared for Rori to choose photos for the NL. Rori will pick up the CD.
3. Purchase of New Chairs (all) (5 min)
A grey chair was purchased from Sam’s club for members to try at $ 21. It is similar to the chairs at the center. Diverse reactions were received. Lisa suggests purchasing good and comfortable chairs and asking the Sangha to contribute to this purchase, one chair at a time. Tom leans toward buying cheaper chairs like the one from Sam’s Club. Ken will inquire at Jewel Heart about their chairs. Keep looking at chairs. We have until beginning next year to make a final decision. This item is kept in the Agenda.
4. Addition of seventh board member (Tom/all) (5 min)
Tom does not have anyone in mind. Someone proposes Terry Gliedt. Tom will talk to him.
Phil will call Hugh Danville.
Lisa will talk to Erica.
This item is kept in the Agenda
5. Review of committee structure (Phil) [NEW ITEM] (5 min)
Nine committees are listed in the “Overview” document found in the first section of the Board handbook, under Section 3, DSC Infrastructure. Phil pointed out that the Board role is administrative and less executive. He invites Board members to review the section on the Board book Overview of DSC Board of Directors handbook and to consider reviving some or all of the committees listed, as a way of involving the Sangha more actively in the operation of Deep Spring activities. This item is kept in the Agenda.
6. Teasurer's report (Tom) (10 minutes)
a. August 2011 actuals
b. September 2011 actuals
The net income difference between August and September is very little - only a change of $115.74. The page with Year-to-date P&L detail was not included. Tom will work with Tana on this as it appears to be out of balance with compared to the other summary sheets.
Additional issues discussed: a change of billing date for payroll, need to file Annual update for Officers and a policy on money orders, (a 10 day hold before releasing any product paid for by a money order was adopted).
7. Administrative (Tana/others 15 minutes)
a. DSL modem for Barbara
Barbara purchased a new modem and asks to be reimbursed and passed it on to Digital Realm. Tana still needs to send the bad modem back to Digital Realm. Reimbursement to Barbara is approved and Tana to talk to Digital Realm about some kind of credit.
b. Purchase approval of Cosmic Healing and The Aaron/Q’uo Dialogues
DSC approves the purchase of 70 Aaron/Q’uo Dialogues, 50 for Barbara and 20 for the Center. Barbara will pay for these (50) books plus she will donate $ 1/ book for 32 of these books.
Tana will ask Random House if the books will arrive by December 16th, day when Barbara will present the book at DSC, and what is the shipping cost if any.
Also, DSC approves the purchase of five 47 Stories of Jesus book
c. Raise for Cleaning Lady, Zakia
DSC approves the raise for Zakia to $ 35 and a holiday check for $ 70 .
d. Board approval for funds for Summer Retreat at Emrich (Ken)
DSC approves to pay the deposit of $100 for the 2012 Summer retreat at Emrich. The retreat committee is considering raising the cost on $40 to cover for the increased cost. Ken will ask the retreat committee to consider looking for other venues for the summer retreat in 2013 as soon as possible, due to the increase in costs at Emrich.
e. Other items
· Newsletter – planning/discussion for distributing online, either eliminating or cutting back on printed newsletters
The minimum number of print copies to be mailed and pay postage for bulk mail is 200. In addition Tana will calculate the appropriate number of additional Newsletters for distribution at the center.
· Year end Fundraiser – set mailing date and coordinate with treasurer
The date to stuff envelope is November 13th after Sunday sitting and letters will be mailed on November 14th. Lisa will ask Barbara to write the letter. Tana will prepare the bookmark with a new image. She will send the new design to the Board for approval. Tom will work with Tana to prepare the financial charts based on the budget adopted for 2011 and compared to previous years to see the progression. Charts to be ready by October 31st. Regarding printing, Phil will find out if he can print the C fold.
· DSC maintenance – Jim Fuller, maintenance, phone call
Tana will call maintenance to repair two outlets in the main room and let jack know on the repair
– dropping off smoke
detectors for us to install
Jim Fuller will drop smoke detectors and possibly install them
- note from Karen Mori about moisture in boxes, roof drains were
cleaned last week. This may be the reason of the moisture in boxes.
8. Teachers' corner (5 minutes) (Lisa)
Phil suggested mentioning to the new teachers that there is an expectation to have teachers on the Board, and that new teachers are urged to consider Board service for the future. Lisa will bring this up at the next teacher training meeting.
a. Potential use of building fund (Ken) (5 minutes)
Before contacting the donors, Ken and Tom suggest we choose a theme
on how the funds will be used. Ken will
talk to a non-profit CPA about this.
b. Follow-up/prioritize issues from Board Intensive
-discuss Board role in Sangha
The discussion of reviving/reorganizing committee
structure deals with some of these issues
c. Supporting the OM: not discussed
a. Next meetings – November 28, December 19th - all at DSC @ 6:30 PM
Meeting adjourned at 8:55 pm
Wireless at Deep Spring:
Name: DeepSpringWiFi
Password: mindful1
Respectfully submitted,