December 22, 2002

December 22, 2002

ATTENDING: Ann Barden, Jane Grace Bowman, Cassie Cammann, Corty Cammann, Dottie Coyne, Jackie Deron, Su Hansen (office manager), Pat Shalis, Martha Zingo

SUBJECTS THAT CAME UNDER DISCUSSION

1. NEWSLETTER--Jane Grace Bowman

   We as a Board are concerned primarily with the purpose of the newsletter.

   ACTION ITEM: Jane Grace will create a survey to get information from the general sangha on their opinions as to the purpose of the newsletter. She will email it first to the Board members and then to the sangha. A further discussion will be on the agenda for our next Board meeting February 9th. Once we are clear on the purpose of the newsletter, then the committee can come up with the particulars of the process to achieve that purpose. The newsletter committee at present is Jane Grace Bowman, Barbara Brodsky, Roann Altman and Nicholas De Paul.

2. OUR NEXT TWO MEETINGS:

   February 9th, Sunday, 1:30-3:30, to replace our January meeting.
   The February meeting will be the fourth Monday as usual, February 24th, 7:00 to 9:30.
   Both meetings at the new center.

3. MINUTES FOR NOVEMBER: read and approved.

4. NEW BUILDING USAGE:

   Dianne Austin and Jane Grace Bowman have agreed to be co-program managers.

   We have signed a three-year lease.

   Cassie has handled the departure from Friends' Meeting House with a letter. (handout)

   January 12 dedication -- Barbara Brodsky is planning and will be master of ceremonies. 1:00 to 4:00 PM on that day will be the main dedication, following a 9:30 Sunday sitting and an 11:00 altar dedication with prostrations.

5. FINANCIAL REPORT presented by Pat Shalis with two handouts--"Profit and Loss, January through November, 2002" and" Profit and Loss Budget vs. Actual, year to date, 2002"

   We're in pretty good shape with expenses and income. This month is unusual because of the December building activity. Building Rental expenses and income are in the reports and will be budgeted next year.

   Donations, Income from Deep Spring activities and Income from Non-DSC activities will be three categories in 2003. Donations can be gifts to the general fund with the exception of the donations to moving-in expenses. Right now we want to see that the move-in costs are covered. Over the long term there will probably not be direct donations to building support. 

   Big thanks to the Ufers insurance for bundling the entire insurance package for $500 so there is no incremental insurance cost for the new rental building.

   Asset Report will come at the end of the year to see where our Building/Capital Fund total is at. Until liquidated, stock gifts are asset items not income items. Year-end letters will go out to acknowledge donations as last year in January. These letters will also contain a financial summary for Deep Spring for this year. The letter text and the financial summary on DSC for the year will come to Board for review. This summary will also go to the sangha meeting.

   ACTION ITEM: Martha and Pat will work on this together.

   The Retreat income and expense has been rather normal this year. The June retreat brings in the most income because of the large attendance, the winter retreat just about breaks even. We have a policy not to make money at retreats as a priority. To change this policy, we must discuss it at a future meeting and it requires a board decision.

   ACTION ITEM: Jackie will create a sangha survey before this discussion--Maybe in April after the March retreat.

   ACTION ITEM: Pat will do a one page summary of the November retreat, income and expenses.

   We're carrying a negative budget balance but not a negative bank balance. Our income is not meeting our expenses as of $4,000 so far this year. But we are dipping into funds that were on hand at the beginning of the year.

6. DIRECT SERVICE LINKAGE--reported by Su Hansen (handout)

   This service is for Internet and email, done with a phone line but does not tie up the phone line. Our service provider is Digitalrealm. At present we also have dial up--for Barbara wherever she is. DSL cannot go out to the cabin.

   We currently we pay $81 a month for the set up at Charing Cross and when we move, it would be $50 in addition each month for a second location. The question arises, does the Sangha continue to carry this expense both for Barbara's personal computer station at Charing Cross and for the computer station in our new office? Corty proposes that this is a very fundamental question that we can't answer quickly, i.e. the relationship of Barbara and Deep Spring regarding finances, etc. It's a legitimate work expense for the moment but we need to clarify our relationship between Barbara and Deep Spring in business matters.

   Today the Board decides to cover the DSL expenses of the present and also revisit this question of our financial arrangements with Barbara. The new router is $195 and the ongoing expense is $50 a month additional.

   A decision: The Board agrees to leave the router for Barbara and pay the DSL expenses for six months, through June. This is not a gift so much as organizational support for Barbara and Aaron's work. In addition, we will purchase a router for the office and pay for that usage.

   ACTION ITEM: Two board members (Corty and Ann) agree to meet with Barbara and come to the April Board meeting with proposals regarding the relationship between Barbara and Deep Spring. After Board review, we can take the issue to the sangha, but actually it will be a Board decision to set the policy.

7. DIRECT DEPOSIT OF DONATIONS--Su Hansen (handout)

   The fee for this arrangement is $60 a month which may seem way too much. Su makes a counter suggestion to try it for a while.  It may increase donations. The Board decides to implement this for six months and Pat/Martha will report every two months.

8. COPIER FOR THE NEW OFFICE

   DSC office needs one.  The Board authorizes Su to shop for one.  They are no longer an expensive item.  Pat is authorized to spend $200.

9. FEE POLICY RECOMMENDATIONS AS OF DECEMBER 02 --Ann Barden--(handout)

   The fee structure for our new space is in a draft mode. The policy will be in effect until June. After the first six months of use, we can assess this policy again.

   In planning use of space, classes and Deep Spring activities will have priority in the planning stages.  But after the schedule is set, that's it. If someone rents the space in an open slot, then they have it. When we make a contract then it is set. Board sets the policy and the building usage committee--Corty, Diane Austin, Kate--Su is the end implementer. Things can't be done without talking to Su, but the Committee is the final arbiter.

   No charge for Sunday sittings.

   ACTION ITEM: a dana bowl with a slotted and locked box will be provided and Barbara has posters about dana to educate the sangha members.

   Aaron is quoted as saying: "I cannot support any organization that charges fees for the teachings.”   So--the teachings are on a dana basis and the rental fees are to be met with a set fee. We have to figure how much it costs to rent the building and how much income we can generate. The committee needs to meet again and review this issue of monies for classes and talk it over again with Barbara and Aaron.  Ann suggests that there be a workshop in the future regarding financial issues and practice.

   Fundraising Events Policy is approved as written:  (last paragraph of the handout). New Board Folders will have a policy section.  We'll review the policies quarterly. 

   Class Fees questions are deferred until the committee meets again. All inquiries should be deferred to the committee. Not a lot will happen until after the 30th of January.

   ACTION ITEM:  Su will notify the sangha of the fees and that we will be renting the spaces. Corty will draft this message after the holidays.

10. NEW BUILDING RENOVATION TASK FORCE -- Dottie Coyne

    In a very brief report, Dottie informed the Board that the painting and clean up is on schedule and on budget. The $2,000 from the Board did pay for the painting, wallpapering, floors--carpet and tile. In addition, sangha members have donated over $5100 which will allow us to purchase those items that Deep Spring can take wherever we move: bookshelves and the zafus and zabutons, and chairs.

    ACTION ITEM: A detailed report of the expenses for this project will be presented at the February 9th meeting.

The meeting adjourned at 4:10 PM.