VSC Board minutes

2/12/07

PRESENT: Carla, Ann R, Alice, Bruce, Mary Grace, Jill, Margaret, Dan, and Bill

ABSCENT: Ann Z

NEXT MEETING: 3/12/07, Dan’s House

Treasurer’s Report: Checking, 7,847.48

Savings, 20, 035.98

Petty Cash, 100.00

NFG 1,047.14

undeposited funds 287.00

Security Deposit 4,238.65

Total, 33,556.25


Finances are doing well. Bill to change our financial institution, there was discussion about most institutions having some objectionable practices and Bill will make a decision on his own.

Since we made over 25,000.00 Bill thinks we may need to file 990. Mary Grace suggested Bill contact Mark Sponzalara at SRMC or the accountant from IMC to confirm. 

Emailing is a possibility for the 2006 contribution statements. 

Tricycle costs $108.00 for our add and is budgeted, the add needs to be corrected.

No insurance is needed for the family program at this time.

Retreat coordinators decided we will need $25.00 per person more this year. collecting methods for scholarships was discussed.

Publicity: 

Carla: focus on newsletter, quarterly. Internal email for producing flyers is working. Dan is to receive flyers from Russell for May Retreat

Design:

Sound proofing, G spoke to Tom Nadilski about increasing the sound barrier from library to hall. The cost could be up to $1,000.00. To increase sound proofing at this time we shall keep the library door closed and possibly weather strip the office door.

Facilities:

Alice resigned. Ann Russell is the manager at this time.


The job description was submitte and changes will be made, possibly 2 positions. Bill, Mary Grace, and Ann Z will finish the JD after board members give input.

Status of building: external lights work. 

We need to negotiate maintenance of parking lot and landscaping with Elizabeth. Design Committee to give suggestions to Facility Manager. 

Dan asked if we could get a key to the power box, Ann to request one from PG&E.

Programs:

May Retreat, moving along

Donald Rothberg here for Easter week end. Either or both days may be attended.

Fund Raising: Bill will be on the committee. 

A new letter of needs and solicitation will be sent out. Hard copy will be placed on cushions. This will be done in the early Fall.

Carla will come up with a visual aid for dana needs.

New Business: 

We will be looking for 4 new board members to fill David, Richard, Jill, and Bruce’s places. Qualifications are 1yr with the Sangha, 2 yr. practice, and one 7 day retreat. Announcement will be made last of Feb. or first week of March for board member search.

Survey is almost ready, it will be available hard copy or on the net which can be printed off and sent in. We will have a community meeting after the results are in. Possibly 5/3/07 after a 1/2 hr. sit. 

Flier policy, VSC, SRMC, BPF, Dharma Punxs, Mary Graces flesh and spirit classes, and prison project are okay, rest must be placed in a basket for approval. 

For outside requests for use of the hall, ALL board members must respond to the requests via Email. A teacher must be involved with the decision, no teachers respond= no to the request. A board member must attend the event. 

PLEASE NOTE statements from Carol are awaiting her clarification. I am asking that the policy concerning outside requests be revisited as there was 1 person not in agreement with the wording and Mary Grace and I feel this must be 100% agreed upon. I am also asking that a space be created electronically to store our policies so they are readily available to any board member (in 2007 or 2017). 

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ADDENDUM: Here is the official statement from Carol:
"I agreed to do the facilities managers job with Ann for as long as it takes to find a permanent replacement..Mary Grace said that may be as long as 6 months and that is ok with me. It was never discussed if I would be assistant, a shared job with Ann or if I was filling Alice's role."
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