June 29, 2002, Notes from the Board Intensive

June 29, 2002, Notes from the Board Intensive

Intensive and meeting were held at the Camman's house.

In attendance: Pat Shalis, Jackie Deron, Ann Barden, Jane Grace Bowman, Aiji Pipho, Cassie Cammann, Barbara Brodsky, Dottie Coyne. Kalindi Trietley and Len Puustinen have both withdrawn formally from the Board. Martha Zingo is signing for Barbara.

Defining the Board and the roles of the officers of the Board.

Ideally the Board of Deep Spring has nine-ten members, each serving a three-year term, three new members each year. Barbara is a nonvoting member. At the present we stand in need of two new members. The definitions of the officers as described in the by-laws need to be revised. We are a new board with new officers and we will use the next six months to clarify the roles of the officers, then update the by-laws. Today we will define the positions as follows:

President--creates the agenda, receives questions, knows all that is going on, chairs the meeting, embodies the leadership, has power to sign the checks and sign contracts, provides wisdom for the sangha, oversees the work of the office manager and the committee work, works intimately with Barbara, talks often personally with sangha members.

Vice-President--primary advisor to the president. The above tasks can be split between these two as personalities and time dictate. These two form the administrative team. They are the "master weavers" of the fabric of the sangha activities and talents.

Secretary--takes responsibility for the notes of the board meetings and oversees their dispersal through the office manager and on to the web site.

Assistant Secretary--serves as a backup to the secretary, oversees the archival effort, essentially the Aaron tapes. We are in need of an assistant secretary.

Treasurer--the prime financial officer of Deep Spring Center is responsible for overseeing the work of the accountant, reviewing and correcting the monthly financial transaction records, reviewing the monthly and annual financial reports and drafting the annual budget. The Treasurer presents the budget and financial reports to the board for review and approval. The Treasurer also writes and signs checks to pay the bills, signs contracts, reviews and signs the tax and employment forms, works closely with the President and Vice President, generates the annual donation acknowledgment letters, writes the newsletter financial report and works closely with the Office Manager on financial matters. The Accountant keeps the books, generates the financial reports, completes and files required financial employment and tax forms.

Assistant Treasurer--in training with the treasurer to assume these duties at a future time and serves as a back up to the treasurer. We are in need of an assistant treasurer.

Selecting a new president and vice-president--Members of the Board were polled to see their interest in the two open officer positions vacated by Kris and George.

• Ann has the time and interest and experience to be president. Ann was unanimously elected to be Board president.
• Cassie is very interested in planning the agendas and overseeing the volunteers and being a support to the president. She would like to be part of the organizational team, not president now. Cassie was unanimously elected Board vice-president.
• Jackie is very interested in being one of those who assist the president in agenda planning and sangha outreach.
• Aiji has very little time right now and would rather provide support than be an officer at present.
• Jane Grace is very busy as the managing editor of the Newsletter.

Officers for the Board of Deep Spring Center:

President - Ann Barden
Vice-President - Cassie Cammann
Treasurer - Pat Shalis
Secretary - Dottie Coyne

Sangha Outreach--Kalindi may be still interested in volunteer coordination. Jackie is willing to be the Board conduit. Just posting the position doesn’t seem to work. So many people want to help--Barbara knows who.

Sangha Directory- Nicholas has it done. Ask for objections only. ACTION ITEM: Ask Su to send out an email asking people to respond only if they wish to be removed from the directory and give a "respond by" date. Then the directory can be distributed at the July sangha meeting. The directory will be distributed only throughout the sangha for now.

Nominations for Board Members--

Board Member Requirements: the requirements were read as listed in Part Two of the Board Handbook. In addition, at present we need someone with financial expertise. (Pat’s term is over in January. As an all woman board, it would be good to have two men come on board. But we do need a future treasurer, male or female.

Nominating Committee: Jane Grace, Aiji Pipho, Barbara Brodsky, and possibly Kris Kurnit and Kalindi Trietley.

We could put out the following statement to the sangha:

Who would have the time or be interested to serve on the Board if they meet that stated requirements and the current needs.

Then the specific treasurer needs stated. It's our intention to be inclusive and to have the sangha feeling supported.

Consensus vote: Corty Cammann as a new board member.

Guests at Board Meetings--

Policy: Sangha members can be guests observing and possibly speaking only three-five minutes at the beginning of the meeting, best to have it in writing. This time will be for a maximum of 30 minutes at the start of the meeting. Also a sangha member can request in writing to have a point brought before the board. It may be handled through committee or discussed at a future board meeting. Decided 7-9:45 board meeting parameters. ACTION ITEM: review this item in six months.

We’re going back to Charing Cross for board meetings, with pre-set card tables. We now have a Deep Spring Board address. (board@deepspring.org) ACTION ITEM: Ann Barden will put out the word to the sangha.

The Board Meeting Minutes

In attendance: the eight board members named above with Martha Zingo continuing to sign.

May minutes are approved as corrected:
2. Insurance cost is revised to $288.
3. F. Whitehall Convalescent Home.
(further corrections by email in the interest of time)

Credit Card: Who should have it: Treasurer, Office Manager (a staff card).

Nicholas: His monthly computer support checks end with the June check. For future paid jobs, we will agree in writing to a price per job and pay when complete.

Office Manager: Su needs support. ACTION ITEM: Dottie will check in on her July 10th and then once a week to see how she is doing for the summer and the board will decide if this needs continuing. The OMA will meet on July 15th.

ACTION ITEM: Dottie will contact Ann/Cassie if the OM needs to be an agenda item for July’s meeting. The board votes Su a 20 hour week for the rest of the year.

Computer for John Orr to be given to Deep Spring and then to John for tax purposes. ACTION ITEM: Pat will check with our Accountant to see how this should be done and documented.

Pat's Absence in July: ACTION ITEM: July financial reports to Board and Sangha will be done by Ann Barden.

Financial Report:

Six months in to our fiscal year, we need to adjust the budget projections. The good news is the bottom line. Our income and expenses are continuing to be relatively balanced. ACTION ITEM FOR AUGUST BOARD MEETING: We will review Pat’s "Understanding the Statements" report, the examples and also approve a revised budget for Deep Spring Center.

The Newsletter: The current issue came in 50% less costly than the previous one!

Retreat Report:

Bookstore took in over $1800. Attendance through the end of the week increased by ten persons and we had more out-of-towns which made a very big difference in our profits.

ACTION ITEM: Sangha Directory is a must do item!

Sangha Meeting Agenda: In reviewing the agenda for July 28, the following ACTION ITEMS were determined.

• Ann Barden will give a Board and Retreat and budget report.
• Dottie will prepare a one-page summary of the three recent board meetings for Ann.
• Cassie will connect to George and Kris to report on No-Frills and Teacher activities.
• Jackie will connect to Kalindi regarding volunteers and get back to Cassie to report.
• Jane Grace will follow up on the site search group.

Barbara Brodsky announced that she may take a sabbatical in 2004, January until June when she will prepare for the long retreat, then a quiet summer, back on the job in September. This will mark her fifteen years teaching the dharma.

Meeting adjourned 1:30 PM.