Minutes of NWSSA BOD Meeting 03/11/2026 DRAFT

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

ORGANIZATION NAME: NWSSA 

Date: 03/11/2026
Time: 6:30 P.M. PST
Location: via Zoom

ATTENDANCE

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

CALL TO ORDER
A meeting of the Board of Directors of NWSSA was duly called to order on 3/11/2026 at 6:31 P.M. PST. Carmen Chacon (Vice President) called the meeting to order.

Approve Consent Agenda
A Motion was made (Ken) to approve the consent agenda and minutes from the 2/11/2026 BOD meeting, the motion was seconded (Markos). The minutes were approved unanimously.

Events Reports:   

Pilgrim Firs – Ben reported registration is ready, but not yet opened. The guest artists will be Amy Brier, John Fisher and Sharon Fullingim which will work as a team and carve limestone. A shipment of limestone has been ordered for use at camp. The registration rates for PF will be increased by 7% due to the host camp’s need to raise rates due to their increased costs of running the camp.

Best of the Northwest Show April 11th and 12th: Aerin stated sign-ups are slow and requested help with getting the word out for volunteers to work as well as show their pieces. Markos will assist with reach-out.

Banner Design/Stickers/Signage Discussion: Aerin and Renee will compile a list of quotes for ordering the banners and signs for the various events as well as the small sticker packs. Sticker orders will include bumper stickers, vinyl car window clings, and small stickers with the NWSSA logo. These will be sold at various NWSSA events. Proceeds from sales will go into the general fund.

Supplies for Stone Carving kids classes – Stone carving kits are approximately 11.00 each plus shipping. Aerin will get a quote from Oliver and kits will be ordered soon, to be here for the Best of the West show.

Old Business:

1)  Website report – Aerin reported there were some navigation issues at the site but they have been resolved.

2)  Domain Name status – Renee reports this issue is clarified and resolved.

3)  Nomination Committee – Markos reported the good news that he has received positive responses from 3 people who will run for positions on the Board. He is continuing to reach out and is attempting to find candidates in WA, Oregon and Canada.

4)  Donation (Hard Goods) Manager – This person will respond back to donations of stone and tools, etc. Michael has a person in mind for this position that he will contact.

5)  New position to take over for Pat B. – Aerin will review the volunteer sign-up sheet as well as review the questionnaire that was sent out to NWSSA members, looking for potential volunteers to fill Pat’s position. The survey results have been forwarded to BOD for review.

6) Bylaw Update: Events Committee Charter – All feedback has been received. 
Motion. A motion was made (Markos) to approve the Bylaw around the events committee as it was written. The motion was seconded (Aerin) and approved unnanamously. 

7)  OnBoarding packet for new BOD update: Renee states the recruiting packet is ready. She is in the process of adding the current Conflict of Interest policy to the packet. 

8)  Continuing Discussion of our goals and issues to resolve 2026: Discussion revolved around the process for finding hosts of new events and workshops. Aerin is looking for help to contact members who may be able to host studio talks and/or workshops. Carmen volunteered to assist Aerin, who is compiling the data on a spreadsheet. This will be an ongoing process as more member’s talents and willingness to volunteer are received. Aerin encouraged BOD members to add to this sheet when they have ideas about venues for workshops, etc.D. 

New Business:

• Tamara announced she will be on medical leave with the goal of returning to her board duties sometime in June. Carmen and Markos will share her position until her return.
• Creation of Advisory Council – Tamara explained how helpful it would be to have an advisory counsel in place for times when the BOD seeks expertise in certain situations. This discussion will be continued and is tabled to April’s BOD meeting.
• Website Review – Is ongoing – reach out to Aerin and Renee if any problems arise.
• Journal – Request to add 4 pages: Leah’s proposal was reviewed and the cost of adding 4 additional pages was discussed. Funds are available to cover the expense and it was agreed to support a 1 year trial. 
  Motion: A motion was made (Ken) to approve funding for the additional pages in the Journal for 1 full year. The motion was seconded (Markos). The motion passed unanimously. Carmen will contact Leah to give her the go-ahead to add the pages.
• Suttle Lake Symposium: Progress, Plans, Changes for 2026: Rachell was not present to give her report. Carmen will reach out to Rachell to get a progress report. 
• Ben Mefford/request for donation: A donation of $2000.00 is requested for supplies of soap stone kits for a children’s summer arts camp in Oregon. Discussion followed. It was stated there are surplus funds that may be available and this request does align with the NWSSA Mission Statement. NWSSA recognition would be a favorable part of the donation and this donation specifically focuses on Oregon and supports youth carving.
  Motion: A motion was made (Ken) that NWSSA will donate $2000.00 to Ben’s organization for the purchase of supplies for the children’s summer stone carving classes. The motion was seconded (Aerin/Michael). The motion was passed unanimously. Ken will notify Ben and discuss the financial details.

Tabled Items

1. All: Be prepared to discuss OR Events – Member Participation, # of events. Are we wanting to encourage membership growth in OR (or OR/CA) ? Why? Is there enough interest to warrant an effort this way? Fire danger is always a concern.
2. Continue to discuss our goals and issues to resolve 2026 – April  BOD meeting
3. Creation of an Advisory Council – Tabled to April BOD meeting

Adjournment: Time: 8:00 PM

Next Board meeting April 8, 2026

Minutes respectfully submitted by Karen Roe, Secretary