Minutes of NWSSA BOD Meeting 11-08-2025

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

ORGANIZATION NAME: NWSSA 

Date: 11/08/2025
Time: 4:00 P.M. PST
Location: In Person, Markos Weiss Residence, Seattle, 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: None
Staff: Renee Roberts

CALL TO ORDER
 meeting of the Board of Directors of NWSSA was duly called to order on 11/08/2025 at 4:00 P.M. PST. Tamara Buchanan (President) called the meeting to order.

Approve Consent Agenda: The consent agenda and minutes from the 9/17/2025 BOD meeting were approved unanimously. There was no meeting held in October.

Reports:

Kubota Garden – It was confirmed that NWSSA will participate in the Kubota Garden Event in the fall of 2026. Markos will notify and confirm dates with The Kubota Garden Foundation board. 

Everett Arboretum –  Motion: A motion was made (Ken) that we no longer pursue participation in the Everett Arboretum show. The BOD will reevaluate if things change in the future. The motion was seconded (Aerin), the motion passed unanimously. Tamara will notify Constance of the decision.

Winter Party Update – Aerin is following up with the banquet permit and event insurance.The 1/24/2026 date has been confirmed with the venue. Ken is confirming the insurance coverage.

Old Business:

Website report– Aerin reports the new website is progressing well and should be launched around December 4th. There will be artist profiles for members; registration for the women’s hand carving event; journal articles and many other features. The new logo will also be up.

Bylaw Update/Events Committee – It was discussed that an Events Committee be created as the need exists to have consistency providing the oversight and the planning of the various NWSSA events. Discussion followed. It was decided that the Events Committee will become a Standing Committee. Markos and Aerin will Co-Chair and write the description to be used in the Bylaws.

The Bylaws will continue to be reviewed with the goal of having the finished Bylaw package ready to present to the membership at the WA Symposium and Suttle Lake, and then the specific changes published in the Journal. All BOD members will review their roles in the document and have comments ready by the January 2026 BOD meeting.

Succession Planning: Qualified candidates for upcoming elections are needed. BOD members are encouraged to brainstorm names of potential candidates. Markos will contact potential candidates to see if they are interested and report at Jan. BOD meeting. The list of names will be ongoing for recent and future elections. Succession of officers and board members was discussed.

New Business:

• Hold Harmless/Release Form – NWSSA members who display art at shows should be made aware of NWSSA’s hold harmless statement and also be made aware to obtain their own insurance. It’s noted that not all events will need this type of coverage. Renee suggests this info be included in a proposed future workshop ”Pricing, Selling and Insuring Your Art”.
• Need for Donations Manager – This would be a member who handles donated items such as stone and tools from an estate or retiring carver. It was discussed that the association already deals with this as needed and at this time we do not need a specific person assigned to do this. We will revisit in the future if necessary. There is a donation form to give donors that Renee will update and/or revise as needed.
• Technology Liaison – Aerin is the Technology Liaison and has made a list of the technology liaison responsibilities which are located on the shared drive.
• Administrative Assistant Contract: Renee’s work load, work history, monthly hours worked and the current monthly stipend paid, was reviewed and discussed in depth. It was determined there needed to be an adjustment. Motion: A motion was made (Ken) that once the Administrative Assistant’s contract is finalized, the stipend of $900.00 per month will be included in the contract. The motion was seconded (Markos) and motion was approved unanimously.

Tabled Items

1. Discussion of Oregon Events: Including number of events, membership growth, participation and financial issues.
2. Bylaws Update – Ongoing revisions
3. Admin Assistant’s Contract: Finalization and signing

Next Board meeting January 14, 2026 at 6:30 PM  

Adjournment: Time: 6:45 PM, Minutes respectfully submitted by Karen Roe, Secretary