RSB-NC board meeting minutes – May 26, 2015
First Meeting of New Board.
Present: Robert Mays, Will Hicks, Ron Evans, Robin Haynes, Diana Haynes, Judy Frey Absent: Kathleen Wright, Tatianna Zybin.
1. Elected Robert Mays as chairman for this meeting and Diana Haynes as recording secretary.
2. On communication and decision making guidelines
Agreed to aim for consensus but depending on the matter being discussed, agreed some matters would need to be voted upon if consensus hasn’t been reached after reasonable discussion. Other matters may require longer discussion, debate or to ‘sleep on it’ before coming to a vote. Robert made the motion to use Henry M. “Robert’s Rules of Order” to structure our meetings. This was seconded by Ron and adopted unanimously.
3. Clarify the mission of board. financial/legal versus cultural
Robert discussed the history of this Board, beginning in 1985/6 in his home when a group of 7 decided they would apply to become a branch of the Anthroposophical Society. From there, a planning committee evolved which took on the tasks of promoting and developing cultural events for the community. By the late 90’s this activity had reached a level where the community hoped to collect funds to build a branch home. It recognized that all activities needed financial support: ie first class, heart fund, event committee, newsletter etc. The branch sought to formalize its operation within a Non Profit Corporation for the purpose of giving tax benefits to contributors. The Board then became the body that continued to plan events and organize the social and cultural life as well as additionally meeting the fiscal and legal obligations of the corporation. So, the board grew out of the cultural life of the community as the best way to manage the financial aspect of its growth.
Motion proposed by Robin that:
- The mission of our board does include the cultural and spiritual sphere as well as legal and economic.
- The board recognizes pre-existing committees, such as the Cultural Group, who may wish to continue their work in the cultural sphere and particularly with regard to Festivals.
This was seconded by Will and unanimously agreed.
Motion proposed by Robert to appoint Judy as a liaison to work with the Cultural Group, seconded by Diana and unanimously agreed.
A suggestion was made to review the mission statement of other Anthroposophical Boards to decide on a statement that best suits ours at our next meeting.
4. Define the roles and responsibilities of officers: Robert read these descriptions from the bylaws and they were discussed as needed for clarification.
5. Election of officers
- President – Robert Mays nominated by Robin, 2nded by Will, Unanimously approved.
- Vice President – Will Hicks nominated by Judy, 2nded by Robin, Unanimously approved.
- Treasurer Robin Haynes, nominated by Judy, 2nded by Ron, Unanimously approved.
- Correspondence Secretary – Judy Frey, nominated by Diana, 2nded by Robert, Unanimously approved.
- Recording Secretary – Diana Haynes nominated by Ron, 2nded by Judy, Unanimously approved.
6. Financial management issues
Ron asked about increasing security of our bank accounts. Discussion was held on who should sign checks and whether additional signatures should be required for amounts over a certain limit. We also discussed moving sums from non-interest bearing accounts into a money market account which would not have as steep a penalty for withdrawal of funds as the CD.
After a full discussion, Robert made a motion:
- to transfer $5,374 from BB&T into the Self Help CD to bring that CD to $25,110 (to match the amount in the Building Fund).
- to open a money market account at Self Help Credit Union and transfer $5,000 from the BB&T account to this account, leaving approximately $4,150 in the BB&T checking account for ordinary operating expenses.
- that the accounts at Self Help shall be protected by requiring two signatures.
- that the BB&T account will continue to require only one signature.
Motion 2nded, by Robin, unanimously agreed.
Correspondence secretary was asked by Robert to send letters of appreciation to all outgoing board members.
7. How do current tensions affect our ability to fulfill our mission? What actions should we take to bring about greater harmony and inclusiveness?
Allen Barenholtz has asked to have a meeting with the board. It was discussed and agreed that all parties who have expressed concerns should be invited to this meeting. Robert volunteered to moderate the meeting and will attempt to schedule it as soon as possible. Two hours will be scheduled and any follow-up meetings will be held if they are needed. We will request that concerns be sent to the Board in writing before the meeting, so that all the principals will have time to understand the concern and prepare responses. When a concern is considered, a response from the principals who were involved in the concerning event will be given and then comments from any other principal will be heard if they choose to add anything. Clarifying questions and brief comments from other members will be allowed. The matter will be considered heard and resolved to the best of the Board’s ability after this process. If more than one person brings forward the same concern it will be addressed as one concern and not repeated.
8. Decide on Committees and appoint leaders for each one
By-laws – Robert, Robin, Ron
The PR and Outreach – Kathleen, Will
Budgets – Robin
Events – Diana
Website – Robin, Kathleen
Newsletter – Kathleen, Robin
Listserv – Will, Robin (request made that the guidelines for use of the listserv be published at least yearly)
Library Committee – Kathleen, Judy
Membership Committee – Kathleen, Robin, Ron
Heart Fund – Will, Diana
CIC – Judy will serve as liaison to the CIC
9. Discuss Website and listserv
Motion from Robin that we should use test website he has created as an interim site for the branch and allow continued work from Lynn & Allen on a new website. Seconded by Robert and unanimously agreed.
Motion made by Will to renew the branch web Domain name and move the branch website to A2 Hosting for not more than the current cost of $100/yr. Seconded by Judy, unanimously agreed.
10. Questions about general branch meetings tabled until next meeting.
Date for next Board meeting Tuesday, June 16, 2015 from 6-8 pm at the Mays home.
