September 29, 2003

September 29, 2003

In Attendance:  Ann Barden, Cassie Cammann, Corty Cammann, Dottie Coyne, David Coupland, Jackie Deron, Martha Zingo, Barbara Brodsky.

Minutes from August and Notes from the 9/14 intensive are approved as written.

ACTION ITEMS REMAINING:

• Dottie and David going into classes to promote the auction.
• Document on Decision Making has been revised by Corty and Dottie and is still in Anna Marie's hands for review. Corty and Dottie will make revisions based on her comments and will bring it back to the Board. Then Corty proposes that the document be exposed to the sangha and they have three ways to respond to it: 1) by email or in writing, 2) by phone to any Board member, 3) by attending one of the group discussions with Board members. The revision and the sangha response to be completed by the November Board meeting.
• Cassie needs to still talk to committee leaders.
• Dottie will still produce evaluation forms to be used at class closings to discover sangha sentiment about the classes.

ACTION ITEMS DONE:

• Nuts and Bolts Newsletter
• Corty has a draft of Board Responsibilities and will do the revisions.
• Employment contract for the OM and it has been signed by the OM and the board president.

FINANCIAL REPORT: "Things are looking pretty good.” The stock portfolio of Microsoft will be sold when it reaches a value of $30 per share. We had a much better August than we budgeted. Our assets are much the same in August as they were in January indicating we are earning the money to pay our bills. Rental of the small room averaged $85 a month from Kate and $33 from Rosemoon. It's not as much as we had anticipated.

VOLUNTEERS: We need a new way to bring people to helping out to help with the work of Deep Spring. 12 cards have come back from the pledge request that went out and only four had any comment of volunteering. We have a payment for services model not a membership model. IDEAS: Some could choose to be members of Deep Spring and have a lesser fee schedule while others can pay full fees for service. In some organizations, six hours a year counts as service to get your discount on classes on retreats. How can we make this appealing--fun even. Seva mornings--two Saturdays a month to clean and do tasks as a group. Great idea. ACTION ITEM: Cassie will work on this starting with one a month-- in October, November and December. Optional lunch. If needed, we can do it for two Saturdays--second and fourth.

OMA REPORT: ACTION ITEM: Ann will check into our answering machine message and post Lalita's hours on her office door. Most importantly, the OMA helped Lalita identify her tasks and other tasks that can be given to volunteers. The data base and the newsletter mailings are a critical job that need ONE person to coordinate--the office manager?? We need a computer support person for Lalita. ACTION ITEM: Ann will contact with Alice Britt to update the current email base list and Filemaker Pro in such a way that Lalita learns how to manage these programs. Alice's priority is to get it right and to write down the procedures. The Board authorizes Ann to offer Alice the job as a paid service. ACTION ITEM: Office Manager will send out the request (dated 9/29/03) to the sangha to generate volunteers to serve as a computer support group.

WEB REPORT: Alice Britt is the Keeper of the Calendar as well as Web mistress. 

ACTION ITEM: We need to have a privacy policy. It is the charge of the database group--this new group that we are requesting to form. Do we have one database or two?

ACTION ITEM: Each committee must have a written charter. Retreat and Nominating have one. Volunteer has an old one in the Board Book. Cassie will update. Newsletter has never had one. "Charter" = What is the work of this committee?

ARCHIVES: Martha, Barbara and Kate met in September. No charter as yet. Jane Grace and Carol Blotter are part of this committee.

TEACHERS: The Teachers need to reflect as to how they see their own role in the sangha. Guidelines--what is the work of this group, what is their authority, who do they link with and report to and communicate with and what resources do they have available to use?

9:30 PM a prompt adjournment.

Respectfully submitted,
Dorothy Ann Coyne