Minutes of NWSSA BOD Meeting 03-12-2025

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

ORGANIZATION NAME: NWSSA 

Date: 03/12/2025
Time: 6:30 P.M. PST
Location: Virtual via Zoom

ATTENDANCE

Board Members Present: Tamara Buchanan, Markos Weiss, Michael Yeaman, Oliver Harwood, Aerin Sizelove 
Absent Board Members: Karen Roe and Ellie Hochman
Quorum: Yes
Guests: Ben Mefford
Staff Present: Renee Roberts

CALL TO ORDER
A meeting of the Board of Directors of NWSSA was duly called to order on 3/12/2025 at 6:30 P.M. PST. Tamara Buchanan (President) called the meeting to order.

Consent Agenda/ Minutes Approval
Motion: 2/5/2025 BOD meeting minutes Motion to approve (Tamara), seconded (Markos).

Reports:

Best of the Northwest – Aerin. We have scheduled 4 Youth stone carving classes. Volunteers are still needed to assist. Aerin proposes offering a stipend for pedestal management. The Board debates whether to set a precedent for paying volunteers and how to handle event budgets.
Action Item: Aerin and Markos, as event managers, should consult with Pat, then create a proposal for a specific amount (flat fee or hourly) for the stipend. They are to report back to the BOD on their decision..

Kubota Garden – Markos. No requests from BOD based on submitted report.

Women’s Retreat – Ellie. BOD encouraged to read Ellies notes on the event. Discussion at April BOD meeting.

Old Business:

Website Report – Aerin. The Board discussed concerns about the website development process, issues with deadlines, communication, and professionalism.
Action Item: Aerin and Renee create a worksheet to set specific deadlines and expectations.
Action Item: Aerin to work with Zoey using the worksheet to guide Zoey to projects that need to be completed or worked on. They also acknowledged the lack of a contract with Zoey and the need for a more structured approach. Aerin suggested Zoey should send an invoice with billable hours.
Action Item:Michael to contact Zoey and request in the future all billing from her to include billable hours and projects worked on.. The team decided to monitor the situation for another month before considering any changes and  agreed to offer support to Aerin to help her manage the website project effectively.

Donations Lead Manager – Tamara. BOD members were encouraged to identify members who would be a good fit for this position. Michael suggested Sharon Feeney for the role.

Membership Outreach – Tamara. Introduced Beth Kreibele as the new membership outreach person.
Action item:find a volunteer to handle simple data management tasks in support of Renee.

Grant Manager – Tamara.The Board discussed the possibility of hiring a grant manager to handle grant applications and management. Cyra proposed a rate of $50 an hour with a 2-hour minimum for each application or report, estimating 10 to 15 hours per grant. The team agreed to continue the conversation with Cyra, with the work expected to start in April.
Action item: Tamara to contact Cyra to confirm an arrangement as Grant Manager. 

Journal/Arliss – The Board also discussed the need for a new editor for the Fall Newsletter, with the current editor, Arlis, planning to retire from the role.
Action item: BOD. Find a Journal Editor. 

New Business: 

Organization Bylaws – The last revision of our Bylaws was in 2009. BOD members are asked to review a section of the current bylaws and be prepared to discuss any needed revisions.
Action Item: Read an article. Any needed changes? Article I – Ellie, Article II – Aerin, Article III – Tamara, Article IV – Karen, Article V – Oliver, Article VI – Markos, Article VII – Michael, Article VIII & IX – Ellie. Suggestions will be discussed at May BOD meeting, 

4 Culture Grant Allocations -Board discussion grant management and allocation for NWSSA. They agree that if Cyra will be the new grant manager, she will be responsible for obtaining grants and ensuring compliance with grant rules. The board will collectively decide how to allocate grant funds, with input from event leaders and committees.
Action item: Aerin will create a spreadsheet for members to add ideas for grant usage. The group plans to continue budget and funding discussions next month, aiming to finalize plans by June.

Canadian Support – Oliver raises concerns about Canadian members feeling affected by U.S. Administration actions and suggests showing support.
Action item: Renee to use a draft statement written by Cyra/Ben Mefford of support for Canadian members, with Michael proposing a quick voting system to gather and signify member support.

Tabled Items: to be revisited in the future:
Ellie: Women’s Retreat April meeting

Rachell: Suttle Lake May meeting

Michael: Budget April meeting

Michael: Progress on finding Auditor

Next Board Meeting has been scheduled for April 9, 2025, 6:30 – 8:00 pm.
Meeting Adjourned at 8:01 P.M.                                                                              

Minutes respecfully submitted by Renee Roberts and Tamara Buchanan