Minutes of NWSSA BOD Meeting 06-11-2025

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

ORGANIZATION NAME: NWSSA 

Date: 06/11/2025
Time: 6:30 P.M. PST
Location: Virtual via Zoom

ATTENDANCE

Attendance:
Board Members Present: Tamara Buchanan, Markos Weiss, Karen Roe, Michael Yeaman, Oliver Harwood, Ellie Hochman, Aerin Sizelove
Absent Board Members: None
Quorum: Yes
Guests: Cyra Jane Hobson, Carmen Chacon
Staff: Renee Roberts

CALL TO ORDER
A meeting of the Board of Directors of NWSSA was duly called to order on 6/11/2025 at 6:29 P.M. PST. Tamara Buchanan (President) called the meeting to order.

Consent Agenda/ Minutes Approval
A motion was made to approve the consent agenda and minutes (Ellie), seconded by Markos. Approved unanimously.

Reports:

SOP’s in place for Pilgrim Firs: Cyra –  Documents are currently in place that outline operating procedures. Cyra will review, update, and organize in a calendar type format to include timelines and procedures that are necessary for smooth operations of the symposium. 

Grants: Cyra – 4 Culture grant money is coming in. BOD members are asked to come up with ideas on how to utilize this money for public projects specifically in King County. These dollars can be spent on signage, security, and other items that support NWSSA shows in King County.
Action Item: Assign a board member to be a liaison to work with Cyra on grant related decisions.

Stipend for Services: Aerin – It was decided that $125 will be the stipend for pedestal set up. Grant money can be used for pedestal set up for King County events. For Everett events the cost will come out of the general budget. 
Motion: A motion was made (Markos) for approval of funds to pay for NWSSA costs for the Everett Arboretum event, to include security costs of approximately $500.00. The motion was seconded (Aerin) and approved unanimously.

Old Business:

Website Report – Aerin: A text from Zoey was reviewed that addressed her concerns regarding the issues of the website. Discussion followed. It was decided that the board explore hiring a website management firm/team. Aerin will do the research and report back at the next board meeting with a list of potential website firm candidates. Aerin will discuss this change with Zoey and ask if she is willing to provide her support during the transition period.

Action Item: Hire new website management firm, located in King County, with possible transition in August.

Membership Update: Beth is the new membership coordinator. She has begun reaching out to new members to offer support and answer questions they may have regarding membership benefits, etc.

Insurance Inspection at Pilgrim Firs: Cyra and Oliver will attempt to get more information from the insurance firm as to what to expect on inspection day. Oliver will assist as necessary during the inspection along with Cyra and Ben.

Auditor Update: Levels of the type of audit needed were discussed. Detail to be revisited at a later date.

New Business:

1. Winter Party: Aerin and Markos will be the Winter Party co-coordinators. We hope to use the same venue as last year. The date will be chosen at the next meeting. 
2. BOD Fall Retreat  – Members are asked to check their calendars for the dates they are available to attend the retreat in October or November and come prepared to discuss at the next board meeting.
3. Farewell to Ellie: The board gave Ellie a fond farewell as this will be her last BOD meeting. She was thanked for serving 6 years on the board. She will be missed!

Next Board Meeting has been scheduled for July 16, 2025, at Camp Pilgrim Firs Immediately following the General Membership Meeting

Meeting Adjourned at 7:55 P.M.                                                                              

Minutes respecfully submitted by Secretary Karen Roe