October 28, 2002

October 28, 2002

Attending: Ann Barden, Jane Grace Bowman, Cassie Cammann, Corty Cammann, Pat Shalis, Martha Zingo

Visitors & Others: Dave Coupland (Site Selection Proposal), Su Hansen (Office Manager), George SanFacon (Scribe)

• Minutes of September 30 Meeting. Minutes were approved with only minor revisions…Action items were reviewed. All were completed except for: (1) phoning of donors, (2) formation of the Fund Raising Committee, and (3) formation of the Finance Committee. These are in progress.

• Board Member. Martha T. Zingo was welcomed as a new member on the Deep Spring Board. Martha will also serve as the Assistant Treasurer.

• Financial Report. Pat Shalis distributed the monthly and year-to-date financial reports.

• Office Managers Report. Su Hansen recommended that a clearer process be established for setting fees related to classes, retreats, and activities. Action Item: Board needs to lay some ground work for addressing these issues…Su has been working to consolidate all Web-based and Internet services under a single service provider…Related to maintaining the computers, it has been concluded that DSC needs to minimize the use of procuring technical support, which is very expensive. Volunteers can help a lot here (as Susan Weir recently did). It was understood that Su is the best person to provide direction on where to go from here. Action Item: Ann to ask Alice Britt for recommendation on a back up for her as Web Mistress when she’s not available…Su informed the Board that she will be changing her office hours to the following: 8:30 am to 1:30 pm Monday, Thursday and Friday; 8:30 to 1:30 Tuesday; and, 8:30 to 10:30 Wednesday.

• Site Search Committee. Dave Coupland attended the meeting to review the Deep Spring Building Selection Proposal developed by himself and Ann Barden. The proposal included recommendations for: (1) a Site Search Committee, (2) Building Oversight Committee (for property management and operations), (3) budget, (4) present Sangha resource commitments, (5) periodic financial evaluation, (6) uses for the building, (7) building criteria, (8) lease period, and (9) the related decision-making process. Several revisions were agreed upon. Action Item: Dave will revise the proposal, which will be sent out to the Sangha for comments… Ann will draft an accompanying letter and forward it to Sue, who will be sending out the proposal package…Cassie will contact Kalindi Trietley about someone serving as a Progam Coordinator for non-residential retreats, as well as Diane Austin and the teachers about related program content.

• Board Books. The Board Books need to be updated within the context of the new office infrastructure and present needs. Action Item: Su and some volunteers will be re-organizing the books. They will have materials ready for Board books to updated in November. Board members will bring and leave their books with Su at the November meeting. The books will then be updated with the help of volunteers by the December meeting.