Board Minutes 2008-2009
The ZMS year begins in August with our annual meeting at the Shaman's Gathering, at which new board members are chosen. We have no predefined schedule for meetings, but choose the next meeting date at each board meeting. We may meet every month or bimonthly, as needed.
DRAFT
Annual Board Meeting 08/14/2008
In attendance: Mikee, Tony V, Sinnergee, Mohabee, Micca, John, Stuart, Redwulf, TOS, Munk, Miri Mariki, Stephen, Ponder
Absent: Joel, Mudpuddle, Maqui, Tony O
Check-Ins:
*Stephen - visiting for a month, in final phase of recovery, here for grounding
*Miri Mariki - set intention for stewardship
*Munk - been here for 5 years, after gathering wants to move into education, evaluation, & issues of privacy / energy anchors
*TOS - here, there, & back again, sticking around, wants to continue stewardship
*Redwulf - off & on since 1999; has been working for 4-5 months; needs to be at Ancient Way permanently; needs less torque to accomplish aspirations: finding sanctuary - & being as involved as can be.
*John - here for 2 months, loves cooking, set intention for stewardship
*Micca - Love this place; requesting acknowledgment of stewardship from the Board; enjoys the love, comradeship, helping to get over our shit; plans on being here for a long while.
*Stuart - Candy Kitchenette; lots of involvement over the years; life is going on with wonderful progress
*Mohabee - visiting from Starland, very happy to be here; offering outsider perspective
*Sinnergee - Visitor; meeting junkie; likes circles where shit gets done
*Tony V - living here & staying here; wishes the days were longer
*Mikee - here for a long time; likes being here; sees being here for the foreseeable future
*Ponder - Sorry was late, love this place, hope to stay
Articles of Annual Meeting:
Required Quorum (50% of current Board members & 3 non-stewards) Met
Incorporation of new members
Board Officer Elections
Q: How often are board meetings? A: 1/month or every other month
Q: Who wants to be a board member?
Ponder, Micca, John, Stuart, Redwulf, TOS, Munk, & Miri Mariki all raise hands
Consensus reached - all new members added
Board Officer Elections:
Facilitator - Mikee
Stuart nominated for Coordinator, consensus reached
Mikee nominated for Treasurer, consensus reached
Ponder nominated for Deputy Coordinator, consensus reached
Miri Mariki nominated for Secretary, consensus reached
Potty / Smoke Break
Review of Last Board Meeting Minutes
Minutes not present;
Deputy Coordinator requests to include a review of previous minutes
at next board meeting.
Micca's Stewardship
Finally?
Consensus reached; very happy to be a part of this community
Q: Five Stewards?
A: Mikee, Tony V, Munk, Micca, (TOS?)
Several voices of ambiguity over accepting TOS as steward.
Consensus Not Reached; motion to table discussion at future House Meeting.
Committee Reports:
Finance:
For The Year (FTY)
Steward Account (SA)? Expenditures: 16,228.65
Deposits: 15,450.96
Restricted Funds Account (RFA) ? Exp: 18,806.51
Dep:
Money Market Fund (MMF) Starting: 50,104.77, current balance 36,842.13
Bath House Fund (BHF)- current balance 13,648.97
MMF Unallocated: 24,693.16
Q: Munk proposes movement of money from MMF to SA to add cushion for Sanctuary/steward needs
A: Board finds merit in proposal & requests investigation into potential interest rollover or other options.
Infrastructure:
New Bath House & garden additions ? plans available for viewing in Juniper Office
Few loose odds & ends
Plumbing & Electrical
Tabled for next house meeting
Communications:
Branching out of Office to include Wellness
Focusing on better message delivery
Task Orientation
Initiative
Information Seeking
Opinion Seeking
Opinion Giving
Information Giving
Maintenance Orientation
Encouraging
Standards
Gate Keeping
Harmonizing
Compromising
Self-Serving Orientation
Disagreeable
Aggressive
Recognition Seeking
Withdrawing
Dominating
Self-Confessing
Help Seeking
Website:
No change; board requesting the keeping of "ZMS.org" instead of changing domain names; Mudpuddle not present to report.
Newsletter:
At least once a year
Q: Constraints?
A: Everyone Responsible; deadlines usually by Equinox
Q: Zine?
Q: Editor?
A: It's a committee deal. (Unspoken secretarial Q: Who's on Newsletter Committee?)
Fundraising:
Approximately $1598 needed for BHF
New Business:
Wellness Committee / Healing Center proposal from Munk
Q: Mission Statements?
A: Check the handbook!!!
Letter from Huilo
Feeling unable to trust the safety of this sanctuary (Grievances regarding the destruction of his artwork)
Q: Accountability???
A: Huilo needs personal account of the healing here
Tense energy in air; discussion tabled for future house meeting because everyone is Very Hungry.
End of Board Meeting
Board of Directors Meeting - October 15, 2008 FINAL
In Attendance: Stuart, Mikee, Ponder, John, Tony C, Miri Mariki, Maqui, Joel, Micca, Leopard, RedWulf, Dennis, Jackie
Absent: TOS, Munk
Facilitator: Leopard
Old Minutes read from May & August 2008
Issues: People moving away because certain people's energies
Cautions, threats
Previous Board decisions: Let John & Huilo work it out.
Final Clarification: There is an open dialogue with Huilo. John has left message, no response. John is willing to begin healing process.
Motion to approve previous minutes, seconded, & consensus reached.
Check-Ins:
Miri Mariki, Tony, Ponderosa, Mikee. Redwulf, Micca, Maqui, Joel, John
Concerns over present directions; winter community; challenges, achievements, & participation.
Treasury:
Paid Propane for 6 months
Needs: land tax payment this fall, Fruit Trees for Permaculture
Steward Account - 880.00 + 150
Reserved Funds - 2140.98 (250 for Fruit Trees & 250 for Bath House)
Money Market - 38942.50
includes Bath House - 14650
Money Market - remainder unallocated
Discussion about "cushion" in SA
If funds fall below $1000, there is a $12 finance charge
Proposed: moving amounts as needed or $1000 cushion for Steward Account (unavailable for spending) to avoid charges. Do what it takes, - spoken by Joel.
$1000 Seconded, consensed
Land Tax-exemption? Mikee is working on it.
2007 Taxes? Long Form 990 completed & sent
Communication:
Email list up to date
Q: How are we addressing the communications problems between residents?
Discussion tabled for later in meeting
Website:
Owl is currently paying for http://www.zms.org
Dependency on hosting - zms.org must be kept.
Opened discussion about taking over payment, tabled for further discussion.
Miri - If format isn't changed, then text at least must be updated.
Newsletter:
Projected release: winter solstice/ holiday season
We still need database for newsletter.
Q: Bulk mailing discounts for non-profit?
Miri will investigate.
Infrastructure:
Working project List broken down by priority levels: common house doors, clean up of camp hill, gathering wood, maintenance of storage space, & reparation of erosion areas being a few primary concerns.
Miri would like to see drawings for Tea Rooms - Solar greenhouse additions
Wood Gathering - 4 cords need to be taken from Candy Kitchen. NOW
Q: Is the there a buried electrical line for Tea Rooms?
A: We need junction boxes at Bath house & Tea Rooms
Maqui has wood stove to replace stove in Studio - it needs to be picked up from his property. He would like the stove in Studio to give to Ross.
Fundraising:
Bath House - nearing the end of our matching-fundraiser
Sister Grant deadline December 8
-Wish List - needs update
Art Outreach:
Miri is painting rocks & canvas to sell as Fund Acquisition Group
Old Business:
Water proofing in Juniper: still has not been completed
New Business:
Stuart: Proposing ways to increase population
Joel: does everyone have indoor space?
A: ponder is still in a tent, but is getting indoor space.
Q: Do we need a new building for Housing?
Q: Like a Bunk House? Hostel variety?
The Bath House will attract new people
There are concerns over having enough Human energy to do all the work
We have to find practical ways to attract people with resources, skills, money, & physical labor
We would like to eventually see more Private Houses/residences
Q: What filters or controls would we use for finding people?
Creating a healing space?
Q: What does that mean to all of us?
Q: Why can?t we focus on attracting elders?
Hospice Care, Elder Shaman's resources?
Q: Do we want to pursue this?
A: Long-term thinking - implementation - 10-15 years - just an idea to consider for the long run.
Dialogue is Open about revising our Mission
Are we thinking about changing our message?
It certainly feels like a convalescent home sometimes - we need to be careful - Random Elements?
The need for Quality Space
Building individual residences?
Current Projects - being taken for granted - it's easy to push for more when a lot is happening - don't focus on what we don't have - work with what we have
Joel - It will not grow forward until people love here
Maqui - You have to have love, Keep an open dialogue
Communication Problems Continued
Between two people: they need to work it out with dialogue
You have to honor the meeting no matter what
Q: Are heart circles needed more frequently - Once a week?
A: maybe more frequently, but certainly not once a week
Maqui - If people aren't getting along, then they'll get along down the road. Drama Club? If you are too wounded, maybe this is not for you - some people may be too sick for sanctuary.
It's not going to go away unless you let it go away.
Expectations of Meetings?:
House meetings - strong encouragement for visitors? Mandatory for Stewards
Steward meetings - mandatory for stewards
Heart circles - strong encouragement for visitors and stewards alike.
No New Date for Next Meeting Set Officially (Tentative Date - December 15, 2008)
Board Minutes 12-10-2008 Final
Present:Stuart, miri Mariki, Munk, Tony C, Joel, john, Flutter, micca, mikee
Absent: TOS, Maqui, Redwulf
Check-ins:
Old minutes were read; clarification & completed sentences were requested for future readers - to make better sense of what has been accomplished.
Q: how should we list updates? A: updates should be listed within each committee section.
It was requested that Board Drafts be available in the Studio Office -as opposed to the Common House. Motion to approve minutes; Seconded, & Consensus reached - no one opposed, & no one standing aside.
Treasury:
$180 petty cash + $100 check to be deposited into the steward account
$2,342.87 Restricted Funds
$1,532.00 Steward Account
$1000 cushion / restricted $532 available
$38,142.09 Money Market
Rates dropped from 3.2% to 2.72%, $94.01 earned interest during month of October
$15,502.00 Bath House Fund includes: $8,751.00 Anonymous Matched Funds, ($1,249.00 left to match)
In general, the steward account remains tight. There has been a large amount of donated food & cash - not all of which is accounted. It seems to be working. Steward Account has paid for one year of car insurance through GEICO ($330.00). Liability coverage has been raised to $100,000.
Land Vehicle Driver Policy:
Coverage is currently only for 4 drivers (John, Micca, Mikee, Tony). Additional drivers must be listed (case-by-case consensus for adding drivers). If insurance rates are raised, the new driver must pay difference.
There are still questions over liabilities & sufficient levels of coverage. Treasurer will contact the former Sanctuary Lawyer & hopefully find answers to these legal questions.
[Discussion about slight irregularities in Accounting]
To fulfill the request for better accounting of cash & food donations, the Treasurer asks for individual stewards & visitor/residents to declare monthly contributions in the official log book in Juniper Office. Financial Report for 2007 Steward account spending & 2007-2008 restricted funds account spending listed in current newsletter.
Communications:
Motion to retroactively recognize both Maqui & Joel as current board members - despite their absence at the Annual Meeting. Seconded, Consensus reached.
Unlimited Long Distance phone plan is now active.
New Email list has been highly effective in promoting events & increasing participation from the greater-local community. There was a Commumications Committee proposal to further differentiate email lists to promote individual programs (arts, wellness, permaculture, building, etc) and to elicit feedback from those people interested. Munk is spear-heading this endeavor.
Website:
Copies of approved minutes need to be delivered to Stuart to be placed on the website. Miri's overhaul of the website format still needs to include all current information. Also, we need to check with Owl about his willingness to continue to pay for the zms.org web address.
Newsletter:
The final edits are taking place within the next few days. The Shaman?s Faerie U gathering dates were proposed, seconded, and consensus was reached during the House Meeting. Consensus was also reached to spend the necessary funds from the Steward Account to pay for printing and postage.
Also, the date of Beltaine Ceremony has been established for the Bath House Ground-breaking.
Infrastructure:
There are some logistical issues regarding the Bath House fund. We may still not have nearly enough funds raised to build the simplest of designs. We should think about potentially using more of Cassandra?s endowment to actualize this goal.
The Solar System needs more panels, and batteries. Miri will ask Twinkle Toes about the potential for more solar panels. After the upgrade, multiple items of solar paraphernalia will be available to our neighbors if they need it. Two (12v) inverters and controllers might be available.
Power usage is still paltry on grey days. After the upgrade, we should have a better idea about what our system is capable. The inverter shed is 90% complete - and will be finished upon Mikee & Tony's return from vacation.
Fundraising:
A grant proposal with the Sisters of Perpetual Indulgence has recently been submitted for an office / computer update. We are awaiting information from the Mistress of Grants. The EMAAC art show?s submission deadline is early January. Miri will be submitting several items into the show in hopes of selling paintings for the Sanctuary.
Arts of Wellness:
There has been a request for resources regarding the strengthening of community dynamics. Over the past 6 months, Jerry Buie & Bill White gave two workshops; both have been highly successful in promoting the general health of the Steward and visitors on the land.
Munk proposes creating an advisory or wisdom council with regards to health and well being of the Stewards. What can we do when there is someone or something beyond our capacity to handle? Steward circles are needed to revise the Steward Handbook & Visitor Policies: how long they can stay, intervention protocols, etcetera; the formulation of a screening process or questions the Stewards need answered before someone, with a problematic history on the land, can return to the Sanctuary. We need to establish fall-back positions on certain issues without having to have another meeting.
If Steward Handbook policies don't work - they aren't set in stone (like the Articles of Incorporation and Articles of Community) & they can be easily changed.
Old Business:
Please check Committee reports.
New Business:
There are issues regarding how we handle the income of both the Steward Account and Restricted Funds Account. Currently the Steward Account is funded through guest and Steward fees - all other funds are required to go to the Restricted Account. This is simply not enough. Treasury proposes changing the wording in the Articles of Community to reflect what actually happens, to allow more flexibility, and to allow Steward Sponsorship. Proposal is seconded, and consensus is reached.
Other issues:
Consensus on banning someone does not happen lightly. Our current fall-back position is welcoming, and being sensitive to people's needs. All we can do it observe behaviors, and deal with them accordingly.
"These are the growing pangs of a place that is becoming more attractive."
Next Meeting is scheduled for Thursday February 12th - with a snow-day option of February 19th.
Shaman's Gathering Dates: August 14-23, 2009 (Friday - Sunday)
Beltaine Ritual & Bath House Groundbreaking Ceremony - May 1, 2009
Board Meeting 18 March 2009 5:30 PM FINAL
Present: Maqui, Tony, Joel, Balance, Munk, Miri Mariki, Mikee, Stuart, Camille, John, Standing Feather, Micca
Absent: Redwulf
Last Minutes reviewed, amended for minor numerical changes, & approval reached consensus.
Check-ins:
Micca is leaving on March 27 to continue his healing path in Arizona, & will effectively step down as Steward on that date - He is still a current Board Director. Needs are met, and there are many wants. Everyone is contributing as they are able.
Treasury:
$111.00 in cash & $170.90 is available in the Steward Account after propane, satellite Internet, and telephone bills were paid. Eking by thanks to reasonable contributions from visitors.
$1,687.86 in Restricted Funds Checking Account / $39,486.10 in the Money Market. Total Restricted Funds: $42,173.96 - after next matching funds, $43,223.96. Bath House Fund - totals $16,350.22. $26,873.74 currently unallocated.
Infrastructure:
New Controller & Inverter are in place and Buried Electrical & wiring + outlets for all Tea-Rooms completed hours ago thanks to Kim from Arrowhead.
Solar System Upgrade Proposal from the Permaculture committee: to add 4 panels & 16 new batteries for a cost of approximately $3,622.00. The batteries are still fresh and this additional system will maximize energy collection, storage, battery cushion, and potential; forming a foundation for the energy required for the 2009 capital improvements including the Bath House water-pumps, washing machine, and increased pond irrigation for larger gardens. The new system will also allow the Sanctuary to gain more independence from gasoline generator power. This is a one-time expense. Motion seconded & consensus reached.
Proposal: The Studio needs a new 8' stove pipe to accommodate the large stove from Maqui without being a hazard (currently, the stove pipe is inefficient & passes through the north wall before heading through the roof.) The new pipe will go directly up & be lifetime investment in double-wall stainless steel. Motion seconded & consensus reached.
Proposal for ideas & considerations for general building fund (to be replenished annually) for individual building maintenance & capital improvements.
Communications:
There has been a larger influx of visitors - many new, but some are return-visitors. We have more on the way!
This year should hopefully draw in much-needed physical energy for the construction projects.
Brainstorming has begun for the Queer Shamanism Gathering & Faerie U.
Rainbow Gathering is in Taos, New Mexico this year, & we should be prepared to also have a larger turnout this summer.
Website:
As soon as finalized information is given to Stuart, he can update the website. Miri will be sending the required documents shortly.
Maqui would like a link to Ancient Way Cafe & El Morro RV park on the website
Moon has established a new fund acquisition group - an online publishing company titled "Oso Conscious". This will allow the Sanctuary to publish books, cds, and graphic art books as needed & receive direct deposits for on-line sales.
Newsletter:
Preliminary article brainstorming has begun & committee meeting in a few days.
Projected release is early April to allow for sufficient head-up on summer happenings.
Arts & Wellness:
Discussions of art opportunities in the area, Santa Fae gigs, & Miri stretching & painting canvas for the Old School Gallery Shows.
Protocols are needed regarding clarification from an artist who decides to leave or "gift" art with the Sanctuary. The Sanctuary does not have the space for storage - the closest monthly storage facility is located in Ramah.
Old Business:
Amendment to Finance clause: discussions about diction regarding donor-advised funds; semantics regarding the movement of funds, & Board oversight obligations. Further discussion is needed. Treasurer will redraft.
Steward Handbook protocols - Guns? Balance retells story of one resident who had several guns in their personal vehicle. The resident admitted to having the firearms, and was allowed to stay as long as the weapons were disposed-of properly. Unfortunately, one firearm was not removed from the premises until it was found 5 years later in the tool shed loft. The Steward Handbook needs to be seriously developed with regards to policies and protocols.
Questions for Steward Candidates
Check-ins: Miri Mariki - glad to be back from visiting family & faerie outreach projects in Texas, plugging in a myriad of ways, feels the Sanctuary is really making major progress, & glad he can be here to help out. John - feels that the group here is really good, and glad to be here. Davey - not present. Camille - the most recent Steward candidate after following the 1-month protocol, plans on being here 1-5 years
Miri needs to contact the wolves as soon as possible about schedule request.
New Business:
Ceilings in Common House need to be one priority; the roof needs new flashing in 2 spots before that can happen.
Maqui volunteered to help in a Common House Spring Cleaning project. To be announced. General building maintenace is needing higher priorities.
Discussion about the wording of the Gathering - and what it means to individual people: Faerie Shamanism Gathering, Queer Shaman's Gathering, Faerie University, et al.
Next Board Meeting set Wednesday May 20th.