Saturday, June 29, 2003
4:00 pm
Meeting was led by Akosua.
1. Memberships
Since the Web is now a 501(3)© non-profit organization, there is a membership fee, which is $1. Membership drive starts today and runs for six weeks.
An interim Board of Officers is needed, or a Nominating Committee can be set up to come up with a Slate of Officers to be presented for voting at the October meeting (date to be announced). It was decided to try and see if there were any volunteers to be interim Board members first, so Akosua opened up the floor for questions and volunteering.
Treasurer – Rhonnie House volunteered, seconded and approved.
Chairperson – Rosewycke volunteered, seconded and approved.
Vice-Chair – StoneLight Weaver (Deb) volunteered, seconded and approved, and she will also head up the Nominating Committee to present the Slate of Officers for voting.
Secretary – Myriah volunteered, seconded and approved.
- Raven expressed appreciation from the SummerFest Set-Up Committee for everybody’s hard work!
- 501(3)©
The Web’s 501(3)© status has been approved by the State! The next step is the tax exempt status from the Fed. We needed the Interim Board for paperwork for that and to complete the yearly reports (forms) needed.
One of the big advantages of this is we can now file for grant programs.
- Newsletter
Has not been done in a while. Usually done every other month. A Coordinator/Editor is needed for this for a year. Juggler John volunteered! The mailing list will be gotten to him. (coordinate with the Secretary)
- Postage
Donations or assessment? Some discussion ensued. It was decided that the Board needs to assess this and make a recommendation on how to raise funds.
One suggestion was maybe advertising?
- Fund Raising
This needs to be looked at because the number of scholarships given for various events/classes is growing.
A Fund Raising Committee needs to be recruited.
Reporting for this and other in other areas needs to be more formal.
- Next Year’s Dates
Next Year is The Web’s 10th Anniversary! The theme will be “Home Coming!”
Planning needs to start now!
Discussion of potential dates:
Last weekend in June (24-27)
4th of July weekend (1-4)
a show of hands indicated the last weekend in June
There was then further discussion and the idea of July 8 – 11 was suggested.
After more discussion, it was recommended that we postpone selecting the actual date right now, and let the New Planning Committee take a look at potential dates, and make a recommendation to the membership.
- What worked this year?
- bringing own plates/silverware/cups, etc.
- barn kitchen
- use of group list for information updates
- bulletin board
- auction & raffles
- workshops
- bonfires
- KiaMarie
- Vending
- Weather magick – no flies!
- Mowed area is larger
- Food – menus
- Clear area demarcations
- Everybody helped out
- Eric’s Work!!
- What didn’t work?
- signs for trash disposal/recycling needed (Bekki volunteered)
- clean-up crews
discussed making assignments as folks send in registrations instead of volunteering
higher overall price for event, then giving a discount for signing up for work details.
- area “policing” – bottles, etc. left lying around, more trash cans, individual responsibility
- Meal Captains
o Group meeting and orientation to areas
o Floor plan
o What it means to be a meal captain
- Information posting
- Questions not answered
- Newcomer’s sign
- Welcoming Committee
- Registration packet
- Kids/child care? – worked, but not – needed more than just during workshops
- Website? With festival info? Committee? Juggler John volunteered to start a website
- Message Board in Main tent with daily updates
- Cars moving back and forth in camping areas – parking areas? Traffic patterns?
- Keep lunch simple
Clean-Up Crew Coordinator?
- miscommunication about food standards
- clean up crew should be separate from setup crew
There was then questions and discussion about folks providing their own meals.
The ideal behind having communal meals is for creating community.
- not enough space in the kitchen for people to be doing their own individual cooking.
- Fire hazards
- Liability issues of cooking in tent areas
- This is a family/small scale event, and some things cannot be done.
How about a lesser price for providing own food or an optional meal plan?
- meal plan might reduce the number of scholarships necessary
Kitchen Check-list
More people need to be familiar with kitchen areas.
Info/emergency contact people by “shifts”
Staff!!
Event Criers
As a part of looking at some of these issues, we need to look at:
- What direction do we as a community want this event to go in?
- Why are we doing this?
- What’s our ethic? Our purpose?
- Workshops for Next Year
- Massage
- Aimed at teens
- Tarot
- Yoga (Alexis volunteered to do this!)
- Next Year’s SummerFest Committee
Opened up the floor for volunteers to work on the planning committee for next year’s event:
Akosua
George & Phyllis (child care)
Jessie
Dove
The Houses
Joanna
Dorothy
Peg
Eric
- Dates for Future Meetings and Events
- Date for Council Meeting
- Fall Event
- Winter Event
- Jan. 1 Family Meeting
It was decided that the Board would meet to discuss these dates and make announcements as soon as possible.
Meeting adjourned at 6:15 pm.
Respectfully submitted,
Myriah/M’Lyssa
(Mary)
