Board of Directors

Board Meeting Minutes
July 2011 - pdf

Board Meeting Minutes

Location: Deep Spring Center

Attendees: Tana Dean, Ken Morley, Lisa Zucker, Thomas Slank, Sherry Hansen, Phil Kneessi

Also Attending:

Not Attending: Barbara Brodsky

Sharing/Brief sitting

Agenda

1.  Sangha commentary: Phil presented the idea of DSC providing a summary financial report each month to membership. Sherry mentioned this information is available with the meeting minutes online.

2. Silent Auction: Lisa mentioned the importance of all board and committee members making a gift or service donation for the event.

A link will be established on the DSC website to provide information about the event.

Sherry suggested an email, with "Please Reply" in the subject line, be sent indicating requested items for the event, with instructions to contact Lalita about the donations.

Lisa suggested DSC send out weekly update emails.

The board decided not to provide a "pre-bid" period in advance of the auction date, except to allow bids 1 or 2 days before the event for individuals who will be unable to attend.

Lalita is to provide an updated list of offered items to Tana for insertion to the event link page. Pictures of items are optional, but considered helpful for event marketing purposes.

3. Phone call from Friends Lake (Tom)

Tom received a phone call of a daughter of an elderly regular attendee of retreats and Sunday sittings indicating her interest in DSC providing transportation options to elderly individuals. A discussion ensued about providing transportation to elderly or other needing individuals to retreats and classes. It was decided DSC would indicate on future event marketing materials an offer of transportation to be requested by contacti9ng the office.

4. New board member: Tony Rome will be joining the board in September replacing Sherry Hansen.

5. Picnic: An email was recently sent to social committee and others requesting help.

6. Teasurer's report/Financial matters: YTD performance is significatly improved over 2010 yet DSC continues to lose money with net income through June 30, 2011 of $1,819.

A donation of $1,000 was recently received. This gift prompted a discussion of initiating a process of sending thank you notes from the president, as a no recognition program is currently in place. It was decided a hand written note would be sent to any donors making an individual donation of $100 or more to any individuals who enroll in the automatic donation program.

7. Summer Fundraising: Tom is currently working on content of the letter, will review it with Barbara, and send out asap.

8. Newsletter: A $3,000 expense for the newsletter is projected. Several ideas were discussed including sending out an email to all recipients requesting an affirmative response for continued mailings, or to offer an "opt out" option to discontinue receipt.

The board decided to discuss these ideas wqith Rori at the October board meeting.

Tana will review the current newsletter recipient list for potential deletions, based on recipient's inactivity with DSC.

9. Potential use of building fund: A list of building fund dnors was provided by Sherry. A letter will be sent out at an undetermined time to those donors, providing options for disposition of their donation. Tana will gather address information of these individuals.

10. Administrative:

a) Two year lease signed. The signed lease was mailed to the landlord. Once receipt is confimred the locksmith will be contacted to fix the door lock.

b) DSC credit card changes: Currently Tana, Sherry and Linda Longo have cards. Our card issuer will be contacted to close Linda's and Sherry's card, and to request a card for Tom.

c) Other items: The board decided to change the name of the Fall Howell Vipassana retreat to "Fall Insight Meditation Retreat" in order to improve marketability and appeal for the event resulting in higher attendance.

d) Tana will purchase the recently replaced office laptop for $100.

11. Social committee: No meeting has occurred recently.

12. Board Intensive: Phil will create 2 or 3 questions of the theme "getting to know you" as a social exercise at the upcoming intensive. Date is tentatively scheduled for 9/10 or 9/11 in the afternoon, pending Barbara's availability. The meeting will be held at Sherry's.

Secion vii of the event's agenda, as listed in this board meeting's agenda, will be revised to only include item 1 "Brainstorming" with deletion of items 2 and 3 "Breaking into groups" and "Come together to produce final list of strategies and tactics" items.

13. Calendar: Next board meeting will be held 9/26/11 at DSC at 6:30 pm.

Meeting adjourned at 9:00 pm

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Respectfully submitted,