June 30, 2003

June 30, 2003

Board of Directors Meeting
June 30, 2003

In attendance: Ann Barden, Jane Grace Bowman, Corty and Cassie Cammann, Jackie Deron, David Coupland, Martha Zingo. Guest: Lalita Doke, new office manager.

Minutes for May not approved as not ready.

ACTION ITEMS:

• In September, Linda Kurtz and Dottie Coyne will do a newsletter for Deep Spring.
• Archive Committee will be handled by Martha Zingo.
• Corty Cammann will make the changes in the document describing the Role of Barbara in Deep Spring.
• The Board Retreat will be September 14, 9-5, Cammanns' house. Topics:
  • Governance and Self-Assessment. Ann and Corty will prepare this.
  • Ann and Corty have already worked on a decision making document.

PRESIDENT'S REPORT, Ann Barden

• Susan Weir will take the lead in creating a fund raising letter which will include volunteer projects. 
• The need for a sangha social event annually will be answered by a picnic, August 24th. The Board will be responsible for coordinating this potluck outing.

FINANCIAL ADVISORY GROUP REPORT, Ann Barden

This committee has met once and will meet again July 20.

ACTION ITEM: Lalita will bring to the December Board agenda the idea of an article in the Observer about Deep Spring.

ACTION ITEM: At the Board's July meeting, we will set the Board meeting dates for the fall.

TREASURER'S REPORT, David Coupland

• New Balance Sheet and New Profit and Loss Statement formats. The Board's job is to keep abreast of the trends.
• Proposal: a midyear budget assessment.
• Proposal: A major committees submit a budget for the coming year--estimated expenses and income.
• Proposal: A Budgeting Workshop for Board members conducted by Corty and David.

ACTION ITEM: Corty and David will send out forms for each committee to present budget information to the Board. This information could be assembled at the July 28th Board meeting.

QUESTION: Are we breaking even? ANSWER: NO. We are about $5,000 down this May versus last May. We need to raise more money to support our Center and our activities. An idea: John Roche and an eBay type of online auction.

The Board authorized the purchase of some new computer equipment and the new financial procedures, Quick Books etc. 

ACTION ITEM: Ann will purchase a gift of flowers ($50) for Pat Shalis and Kris Kurnit for their work in hiring our new office manager.

OFFICE MANAGER'S REPORT, Lalita Doke

ACTION ITEM: next OMA committee meeting needs to be scheduled.

Questions of locks and security in the office need to be addressed.

THE DECISION MAKING DOCUMENT

ACTION ITEM: Ann will email everyone a copy of her paragraph. We each will make an editorial markup and bring it to the next meeting. 

The Sangha Development Committee needs to be involved in the creation of this document. And perhaps in the fall a sangha-wide meeting on the subject would be ideal.

BARBARA'S ROLE IN DEEP SPRING DOCUMENT

We need to present this to the sangha as a work-in-progress and get their input.

ACTION ITEM: Meeting of the sangha, August 12, 7-9 PM. Building Committee requests permission to rent the large space from 5:15 to 6:45. ACTION ITEM: Corty will work out the logistics on this.

Newsletter Committee: Jane Grace stepping out of the role of content manager, will focus on Aaron archives.

ACTION ITEM: Newsletter needs a new manager.

ACTION ITEM: Cassie and Corty will post Labor Relations Regulation.

Archive Committee needs a charter statement to set the direction of this work.

Next Board Meeting, July 28th.

Respectfully submitted,
D.A. Coyne