RSB-NC Board meeting minutes – June 16, 2015
Present: Robert Mays, Will Hicks, Ron Evans, Robin Haynes, Diana Haynes, Judy Frey, Kathleen Wright, Tatiana Zybin.
Opened with Social Motto by Rudolf Steiner, lit candle
1. Motion to approve the Minutes of the previous meeting. Motion made by Robin, 2nded by Will, Unanimously agreed.
2. Treasurer’s Report: Robin stated that there has been no activity of either dues coming in or payments going out. Will acknowledged that it had been some weeks since he’d checked our postal box.
Regarding the License for charitable solicitation, Robin has determined that we are exempt because this license is not required for non-profits having less than $25,000/year in donations.
A discussion was had regarding how we make accounting adjustments for monies received for specific funds, whether they are held as an asset or as a liability. Robert suggested that we could use ‘classes’ to track restricted fund income and expenditures. Robin believes that because of the small amount of money we are working with, this accounting procedure is not necessary. He considers the method of holding money in trust as a liability until it is discharged may work better for us. The two of them agreed to discuss this in more detail privately since it’s purely an accounting issue.
Robin brought up the fact that it had been agreed to have 2 required signatures on the ‘Self Help’ or restricted accounts such as our Certificate of Deposit or Money Market Account. He has not done this, or set up the MM account because we need a second signer. Kathleen moved to nominate Robert to be the second signer, Ron Evans 2nded this motion and we unanimously agreed. The two of them will meet at the bank to accomplish this business soon.
It was confirmed that we would leave Will as an alternative signature on the account at BBT held for daily business of the branch in case one or the other of them is away or unavailable and access is needed to the funds.
Robert brought up the issue of having a Liability Coverage Policy for the Branch and all its activities. The upcoming St John’s Tide event was referenced as an event with high risk potential, being at night, with a fire, near a pond and children being present. This was discussed and it was clarified which activities are ‘Branch sponsored’ events and which are not, such as study groups or independent activities put on by individuals not working with the Board. It was determined that the liability coverage would be for all ‘Branch sponsored’ events. Robin moved to purchase a Liability Coverage Policy, Robert seconded it and it was unanimously approved.
3. Diana asked how we define membership since we have a list serve for ‘members only’ that currently includes 65 people, many of whom haven’t paid dues in some years. We also have a few people who only pay a small amount towards dues that we have acknowledged as full members. We also have ‘friends’ who are workshop leaders of events sponsored by the Branch. Perhaps we need to clarify our policy defining membership.
It was brought up by Ron Evans that we might be undermining the bylaws of the National Society if we allow people to be members of our branch who do not belong to the National Society.
Robert responded that we should be sensitive to those people that are truly in financial hardship and cannot pay full dues to either organization. Diana noted that the National Society is currently allowing people to join without paying dues, so it really isn’t a financial problem to be a member. We agreed that we would not require proof of financial hardship and allow less than full payment of dues.
Tatiana spoke up requesting that this should not be publicly put forth because then everyone might choose to pay less or nothing and we need these funds to operate.
Robert acknowledged that some people have ideological restrictions that prevent them from joining anything; however this doesn’t mean that they can’t be an effective and valued part of this branch. Robert also noted that in this entire area there are only 46 members of the National Society and there are 29 people who are active, dues paying members of the Branch.
It was agreed that non dues-paying ‘friends’ shall continue to be restricted from voting privileges.
4. Website: Robin has already made a tool to give access to individuals who currently lead workshops, study groups or events in this community to allow them to directly post their events on our site. They would be restricted to only adding their own information and not able to remove or change other information. If someone is unable to navigate this, one of us will help them.
Robert suggested that we improve our promotion of the National Society on our website making a direct link to their sign up for membership page. Robin agreed to do this.
Robert suggested that we add a PayPal option to contribute a monthly amount as a sustaining contribution as an additional option for membership. Robin agreed to develop this.
Robert requested that we make a Google Doc of the current members list to be available for all Board members. Robin and Robert will do this.
5. Terms of new board directors:
Robert pointed out that our bylaws require that the board membership should have staggered terms so that there isn’t a sudden loss of all board directors who have knowledge and experience. It was agreed that we should limit the terms of some of us, so that the branch may express its will in choosing to elect new people or re-elect some of the current directors, should they seek re-election.
A motion to stagger our terms was brought by Judy and 2nded by Robin. The directors then volunteered their preferences of terms. Robin Haynes, Diana Haynes and Will Hicks expressed a wish to serve only one year. However Robin was encouraged to serve an additional year. After discussion the following terms were agreed and added to this motion: Will Hicks and Diana Haynes will step down in one year. Robert Mays, Robin Haynes and Judy Frey will step down in two years. Kathleen Wright, Tatiana Zybin and Ron Evans will step down at the completion of three years. The motion was carried with unanimous approval.
6. Robert led a discussion of the Branch meeting to be held to resolve the grievances and concerns of some branch members.
Robert has still not received a narrative or list of concerns from Allen. We discussed the value of sharing the narratives with the principals involved prior to the meeting. It was agreed that narratives would only be shared among the people who have submitted their own narrative.
The possibility of one or more principals not submitting a narrative was considered and we asked if we could go forward with scheduling this event without those narratives. There were pros and cons to this discussion but ultimately it was agreed that we need this meeting soon to clear up the misunderstandings that have developed. It was decided that a time limit would have to be given for the narratives to be submitted since it becomes harder and harder to accurately remember events that are even now, some 4 months back!
Robert will make the announcement of a deadline for receiving narratives of all principals involved and schedule a meeting as soon as possible after the narratives have been received.
7. Closing Verse offered by Ron was read together:
Love is higher than opinion. If people love one another, the most varied opinions can be reconciled – this is one of the most important tasks for humankind today and in the future; that we should learn to live together and understand one another. If this human fellowship is not achieved, all talk of development is empty.
~ Rudolf Steiner
Next board meeting scheduled for July 21st Tuesday at 5:30 pm at the Mays home. Suzanne may provide dinner again, in which case we agreed to contribute $7-$10 each towards the cost of the food. Thanks given to our hostess. Meeting ended at 9 pm.
