Minutes of NWSSA BOD Meeting 07-16-2025 (Draft)

NorthWest Stone Sculptors Association
Established 05/27/1988
Board Meeting Minutes

ORGANIZATION NAME: NWSSA 

Date: 07/16/2025
Time: 6:30 P.M. PST
Location: In Person, Camp Pilgrim Firs, Port Orchard, WA

ATTENDANCE

Board Members Present: Tamara Buchanan, Carmen Chacon, Markos Weiss, Karen Roe, Aerin Sizelove, Ken Barnes
Absent Board Members: Michael Yeaman, Oliver Harwood
Quorum: Yes 
Guests: Cyra Jane Hobson, Ben Mefford
Staff: Renee Roberts

CALL TO ORDER
A meeting of the Board of Directors of NWSSA was duly called to order on 7/16/2025 at 8:10 P.M. PST. Tamara Buchanan (President) called the meeting to order.

Welcome New Board Members : Carmen Chacon & Ken Barnes

Election of Executive Committee:
Motion: A motion was made (Ken) to vacate the current officers and elect the new officers. The motion was seconded (Markos) and approved unanimously.
Motion: A motion was made to elect the new officers (Markos). The motion was seconded (Aerin). Those nominated: President – Tamara Buchanan, Vice President – Carmen Chacon, Secretary – Karen Roe, Treasurer – Ken Barnes. All were voted in and the motion was approved unanimously.

Consent Agenda/Minutes Approval: Motion: A motion was made to approve the consent agenda and minutes from the 6/11/2025 board meeting (Markos), seconded (Aerin). Approved unanimously.

Reports:

Pilgrim Firs – Ben and Cyra reported things are currently running smoothly at the camp. There are a total of 97 attendees including 12 new members. Cyra stated the Co-director plan is working out very well. Sharing the workload has made a significant difference in operations.

Grant Manager Report – Cyra briefly discussed the 4 Culture Grant. Money has been received and she will set up a meeting with the BOD at 1:30 P.M. on 7/17/2025 to discuss in detail how it can be used. She will also discuss additional grant opportunities.

Old Business:

• Website report – Aerin interviewed 25 companies re: the rebuilding of the Carvestone.org website. She narrowed it down to 3 candidates. After review of Aerin’s extensive research and much discussion, a company was chosen. Motion: A motion was made (Ken) to hire Cornershop Creative to rebuild and manage the website. The motion was seconded (Karen) and approved unanimously. The project is scheduled to start in August 2025. Grant funds may be available to help with the cost. Cyra will clarify grant requirements and restrictions.
• Insurance inspection at PF – No new information, inspector has not been seen onsite.
• Data entry position – Renee will continue to follow up with Sonja.
• BOD Liaison to Grant Manager – It was suggested that Ken, as treasurer, would be a good candidate. Motion: A motion was made (Markos) for Ken to be the BOD liaison to work with Cyra, the Grant Manager. The motion was seconded (Carmen) and approved unanimously. 
• Winter Party Date: The winter party will be held from 4-9 P.M. on Saturday, January 24th at the Seward Park Lakewood Community Center. Markos and Aerin will be co-coordinators. Details to follow.

New Business:

• Board Retreat Date: The BOD retreat will be held November 7- 9, 2025 at the home  of Markos in Seattle. Details to follow.  
• Conflict of Interest Policy – All members present have signed the policy.
• Vancouver Island Symposium – It was decided to financially support the Vancouver symposium by sending 1 person and paying for their registration to the symposium. Motion: A motion was made (Ken) to support the Vancouver Symposium, sending Renee as a participant. The motion was seconded (Aerin) and approved unanimously. 

Tabled items to be revisited in the future:

1. Bylaw update – September
2. Knowledge Manager. Define roles and responsibilities – September 
3. Discussion on organization of Google Drive (Aerin) – October.
4. All BOD: Be prepared to discuss OR Events – Member Participation, # of events. Are we wanting to encourage membership growth in OR (or OR/CA) – October
5. Names of Symposiums – Changed? – September
6. Adopt roles and responsibilities of Exec Committee – September

Next Board meeting: September 17, 2025 (Moved from September 10th)  

The Board will continue to meet on the 2nd Wednesday of each month at 6:30 P.M.

Meeting Adjourned at 9:08 P.M.                                                                              

Minutes respecfully submitted by Secretary Karen Roe