Deep Spring Center
Board Meeting Minutes
February 18th at 6:45 p.m.					 Action items are underlined

Location:  Deep Spring Center

Attendees:  Delyth Balmer, Linda Longo, Simon Ha, Curt Fish, Peg Tappe,  Barbara Brodsky, Martha Zingo. Unable to attend: Susan Klimist

Agenda
1.	Sangha commentary (none)
2.	Treasurer’s report (Linda)
a.	2008 Budget – Draft budget by 17-Mar still target date. Peg and Linda to meet in coming days to review info on classes, retreats and library budget.
b.	2007 Tax return – will do after budget is finished.	
c.	Financial status-Stock gift received, and OM’s December pay reflected in January figures. Linda emailed full budget report to board members, presented summary sheet for discussion. January 2008 Total Liabilities and Equity $61,508. Net income $3137. Total assets are on track and above both last month and January of last year. Board agreed that the summary sheet is adequate for general presentation at board meetings. For future Board meetings Treasurer will email the full budget report to Board members for their records and provide a copy for the Board book, but use just the one page summary for the Board meeting.  
3.	DSC Teachers (Peg)
a.	Teachers’ meeting at DSC 7:00 p.m. February 19, 2008. Curt and Simon to attend and address the needs of the teachers regarding a Coordinator. 
b.	Barbara reported on the GTAG meeting held last night and reviewed how the process of developing and coordinating the calendar has been handled in the past.
c.	Key components of discussion regarding roles of coordinator, GTAG, Alice and teachers:
i.	Coordinator would obtain class information from the teachers and get it to Alice in a timely and efficient manner. 
ii.	The role would be mostly administrative, the coordinator would have the big picture for what teachers are planning to offer and identify what is needed for a balance of levels and range of classes that are to be taught then present this to GTAG.
iii.	GTAG would be responsible for approaching teachers if a need for a particular class is identified.
iv.	The coordinator would report to GTAG-preferably one person would be identified as the key contact person
v.	Coordinator would keep a time sheet for hours worked (a monthly system showing each weeks time worked was suggested).
vi.	Board would set hourly wage.
vii.	An estimated 6-8 hours a month, 100 hours a year was proposed.        
viii.	GTAG contact person would approve and monitor the hours worked.
ix.	If time goes over or there is some other issue the 4 persons on GTAG would review the issue and advise. 
x.	If there needed to be a change in hours (plus or minus) this would be brought to the board.
xi.	The coordinator would need to know what is a Deep Spring event and what is an Affinity event but would not be responsible for marketing classes. Coordinator would get the material about the event to the appropriate person. GTAG for approval/Alice for promotion on DSC events. 
xii.	Coordinator would not be responsible for creating class materials; the teachers are responsible for participating in the teacher training program and being certified as teachers, for creating a syllabus or class outline. For intro classes we have a basic outline for what is to be covered. 
xiii.	Coordinator would need to come to one hour of the teachers circle meeting once a month. 
xiv.	Retreat committee would continue to coordinate retreats. Coordinator may be called upon to help with events if necessary at times. 
4.	Wireless internet access at the center (Curt)
a.	So far no problems. Mention internet access at teachers meeting tomorrow night.
5.	Aaron archives (Simon & Curt)
a.	Current status, review the test site: Simon, Curt and Terry have met and discussed the site. “CMS made simple” has been selected. Mambo very powerful and complete, but found CMS (Content Management System) to be simpler to use. It’s use is free (public domain).
b.	Curt demonstrated how the system could work. There will be a link on the DSC web site. A full text search of all documents in the archive is possible. Key words could be listed as a drop down menu or on a bar on the left as well as talk titles/dates, etc.
c.	Will begin with only Aaron’s talks, may decide later to add Barbara’s talks and other teachers talks.
d.	Roles:
i.	Terry Gliedt – Tech volunteer: Building website, figuring out how to store documents, in what format, etc.
ii.	Phil Harding – Talk Distribution Coordinator: Getting talks from Barbara and sending them to the readers.
iii.	Bob Bartz – Topic Feedback Coordinator: Receiving talks that have been read with key words listed by readers.
iv.	Coordination/Next steps:  Need to create a ‘cheat sheet’ for process of handling the talks.
6.	Building lease (Curt)
a.	Quotes on other space? No further work done on this.   
b.	Lease up June 2008
c.	Dianne Austin will serve as point person with our landlord - Bob Amick
7.	What is a Deep Spring Event? (All)
a.	Barbara, Susan and Delyth met a year ago and identified 3 categories for events. Further clarification was needed. Barbara presented a document developed at GTAG last night and content was discussed at length and board accepts the recommendation with two changes. (1.) Add: “The social committee events are planned and carried out by the committee and are not part of this 3 tier system.” (2.) Remove the word “Yoga” from the examples under affinity event. Barbara will update document and send it to the board.
b.	Accessibility and “open to the public” events: All DSC or Affinity events must be accessible.
8.	Newsletter status (Delyth):  Nothing new to report
9.	Retreat committee report (Peg): Eleven people have signed up for the personal retreat. March retreat planning and preparation is on target. 
10.	Social committee report (Linda)
a.	Discussion of One, the movie: David Bell and Amy Garber of Interfaith and Peg and Linda have been coordinating. The creators of “One” provided DSC with emailable ‘flyer’.  Linda will print flyers off for Deep Spring and for Peg and will do sangha text email for Alice to send out. Peg  to post flyers around town. Interfaith will have the movie information placed in the calendars of the Ann Arbor Observer, Current and the Ann Arbor News. An email notice via Crazy Wisdom’s email data base costs $89.00. Linda asked how the board would want to handle this cost. 
b.	The Board approved $89.00 expenditure by the social committee to use as they find suitable, Crazy Wisdom email list or for any other expenses related to the event.
11.	Board book maintenance (Curt)
a.	Review master board book – Curt updated book with board minutes. 
b.	Individual board books– continue to use as desired to keep track of documents, but no need to keep hard copies of minutes and financial reports.
c.	Tentative proposal for moving to electronic system will discuss further. Peg reported she had made markings in her board book on info that was obsolete, inconsistently worded, etc. and this can be referenced at a future meeting.
12.	Organizational goals (Curt)
a.	Needed for online donation resource: DSC is on list of nonprofit organizations, each organization has information regarding goals, will brainstorm DSC’s goals at next meeting.

Meeting adjourned at 9:00 p.m.
Next board meeting March 24th, 2008 at 6:30p.m.

Wireless at Deep Spring:  
Name:  DeepSpringWiFi
Password:  mindful1

Respectfully submitted, 
Delyth Balmer