Red Cedar Zen Board of Directors
meeting minutes Wednesday, July 1st 2009
full value contract
In Attendance: Tim Burnett, Mary Apple, Jeff McKenna, Joan Dow, Fran Hecht, Barb Crowley, Marti Bartlett, Brian Davidson
Our Guest’s Business
VP Workgroup Business: open discussion by members of welcome, sustainability, and outreach workgroups.
Joan shared her efforts distributing print materials around the community. She also recently took up the task of responding to RCZC voice mails. She noted that there is a display at WWU that should be up but someone needs to check with the contact Paul Piper. Joan has also been doing extra cleaning around the Dharma hall and will work on the weeding in the front until Christa gets back. Joan discussed with the board, ideas for improving the breadth of distribution. Ideas included posting a distribution site list and allowing individuals to sign up. This list would be available in the lobby along with printed materials and referred to after zazen. It was suggested that a suggested number of print items could be printed next to each site for reference.
Barb shared her efforts working with publications for RCZC. She said that we may be out of brochures and that we may need to print another round. The group discussed that these might want to be updated. Barb said that she is learning how to work with the Pages program for the Mac. The group discussed producing a poster for the upcoming picnic.
Fran shared her efforts with welcoming and posting welcome emails. Fran also shared that after serious consideration, she will be leaving September 1st to pursue a more intensive practice. The board and the sangha want to wish her the best and offer our assistance with her transition.
action: Mary will check with Paul Piper about the WWU display
action: Brian will check with the Bellingham Roller Betties to see if they have an updated distribution list.
action: Brian will contact Joan about the existence of this list and assist her to develop a sign up sheet.
August Workgroup Invitations: workgroups formally invited to attend the board meeting in
decision: Finance and Building Workgroups on 8.5.2009
action: Marti was invited at the meeting.
action: Jeff will talk with Gregg and invite the others.
Our Old Business
5th Wednesday Sangha Gatherings: identify goals and decide on the format
RCDH Logo: review the survey data and make recommendations.
decision: This item will be moved to the next meeting.
action: Brian will email instructions on how to access the Survey monkey Account
All Board members will review the Survey Monkey site for online discussion
Two Regularly Scheduled Meetings: review last meeting’s proposal open sangha board meetings and formal board business meetings.
decision :The Board will meet on the 1st Wednesday of the month, formally invite individual workgroups to each meeting , and keep an open invitation to sangha members to come and address the group. The Board requests pervious notification of agenda items when at all possible.
decision: The Board will also meet on the 3rd Saturday after zazen and breakfast to perform Board Related work.
Our New Business
501(c)3 Status: proposal to apply for independent status with BIMS (Tim)
The 501(c)3 that is used by RCZC was granted through an unusual legal mechanism thought the Bellingham Dharma Association. This may make us an obscure 501(c)3 to someone outside looking in trying to determine our non-profit legal status, but it is valid none the less. BIMS wants to pursue their own 501(c)3 status independent of the Dharma Association, and they asked RCZC if they wanted to apply along with them. They are going to hire someone to file for them which would cost about $900 plus labor. Marti suggested that each group would have to file independently, and therefore neither would likely save any money by doing it together unless the contracted individual wanted to give the two groups a deal.
decision: RCZC will keep an eye on BIMS and see what they come up with. If a deal presents itself, the issue will be revisited at that time, but it is not a pressing issue for RCZC.
New Treasurer: Greg expressed his need to step down from the treasurer role, but he was unable to attend to discuss his transition
action: Jeff will discuss the transition with Greg
Red Cedar Zen Community Ning: presentation by Brian.
decision: This item was moved to the next meeting.
on relationships, process, values and mission
of good value
upholding the contract
sangha on the horizon
next assembly: Wednesday, August 5th 2009