Don Breuer, George Bunyea, Larry Brown, Steve O Dell, Darcy Higgins, Kerry Easter

Board Meeting Part 1 11/12/16 In attendance: Don Breuer, George Bunyea, Larry Brown, Steve O’Dell, Darcy Higgins, Kerry Easter Absent BOD: Stephen Martin

Start time: 12:56pm I. Committee Head Updates

a. Oak Scouts

a.i. Kerry motions that Stephen Martin to be head of Oak Scouts programming, which she states Stephen authorized her to do in his absence. Steve seconds. All remaining vote yes.

a.ii. Kerry states the board approved a $100/year budget for Oak Scouts two years ago, which will remain available pending sufficient funds.

b. Entertainment committee:

b.i. Elbee moves we change name of committee to reflect that is responsible for more activities than just performances. Elbee amends to move to change the description to include workshops, bardic circles, and all non-ritual festival activities to the work of the entertainment committee. Steve seconds. All remaining vote yes.

b.ii. Darcy moves that Kerry be head of entertainment committee. Don seconds. All in favor.

c. Land management

c.i. Kerry motions that Don become head of land management committee. Kerry will stay on as advisor/support to Don. George seconds. All in favor.

d. Outreach

d.i. Elbee is working on list of events to go to for 2017. He states he will have the list by Jan. 1.

d.ii. Kerry motions for the following policy: Whoever makes first contact with outside rentals must bring the proposal to the board for approval before a contract is signed or money is exchanged. Any new renters must be presented with our laws. Darcy seconds, all in favor.

d.iii. Darcy motions that there be a head of outside rentals. Others say that there is not enough board staff to do that. No second. d.iv. Kerry motions that each board member commits to soliciting at least 1 group for outside rentals a year. Don seconds. All in favor.

d.v. Darcy motions that she update event registration system, due to the current inefficiencies of multiple forms and dysfunctional online PDFs. Steve seconds. All in favor.

d.vi. Elbee is head of outreach, and Darcy is also on committee.

e. Policy and Procedure Committtee is still headed by Kerry

f. Forestry is still managed by Badger Johnson

II. Haunted Forest Committee and Volunteers

a. Kerry is investigating policy and procedure, including insurance and legalities. Elbee and Steve estimate a need for 30 volunteers to run the event.

b. Kerry motions that we get a volunteer list before appointing a head. Elbee seconds. (Was a complete vote taken?)

c. Elbee has a suggestion that if you buy a ticket to Haunted Forest, you get a free ticket to Witch Con.

III. Festival Volunteers and Comp Admissions

a. Comp status. Elbee suggests we wean away from comp status, as there are other pagan events that do not grant comp admission to anyone, including presenters/performers.

b. Kerry objects that we get much value from volunteers at the event, and we would lose much of the work and draw created by volunteers if we were to dispense of comp admissions altogether. She also notes that many people could not attend without this possibility. Others note that some types of volunteer work should be done by all event attendees, and that there is the possibility of earning work vouchers independently of comp statues.

c. Kerry motions that there is a cap of 10 people granted comp status per festival. No second.

d. Kerry and George suggest that all attendees sign up for volunteer slot at registration. Darcy will incorporate this into the updated registration process.

e. Elbee moves to table the issue. Steve seconds. All agreed.

IV. Don and Madeleine’s utilities debt. Kerry motions that Steve find current balance and Kerry will write up a payment agreement with Don and Madeleine. Darcy seconds. All in favor. V. Kerry motions that deck cleaning of retreat center count towards land steward hours. Steve seconds. All in favor.

VI. Don motions he have authority to acquire furniture and curtains and decorate walls. Elbee seconds for acquiring curtains and comfortable seating, and putting Don in charge of it. All in favor.

VII. Clergy Proposals

a. Kerry motions tabling the head of clergy proposals from Johanna Givens and Mike Sager for 30 days to give board chance to review, discuss online and interview Johanna and Mike.

b. Kerry states there is a need for standard policy on clergy, including issues such as who teaches classes, who can facilitate Esbats and Sabbats, who is eligible for head clergy status, etc.

c. Kerry motions that to be considered for Head of Clergy position, a candidate must have been official OSS clergy for a minimum of a year and a day. Darcy seconds, all in favor.

d. Kerry motions tabling other questions about OSS clergy policy until Head Clergy proposals have been reviewed. Darcy seconds. All in favor.

VIII. Insurance Update

a. Steve moved ahead on a previous board decision to obtain insurance for OSS property and liability. He has a quote of approximately $853. It is unsure whether it can be paid in installments or must be paid in a lump sum.

b. Steve motions to increase credit card limit from $5000 to $8000. Kerry seconds. All in favor.

IX. Steve motions creating a online crowd fundraiser to pay off remaining balance on Hidden Meadow. Kerry seconds. All in favor.

X. Elbee introduces new topic of self-protection in current social and political climate. How will we protect the church?

XI. Following the neighbor’s target shooting at Samhain, Darcy found the original document of restrictions on uses of Renaissance Ridge. Independently of the church’s natural laws, it states that no firearms may be discharged on the Ridge, nor is hunting allowed except to deal with “pestiferous” and dangerous animals. George brings up that we must legally post a sign stating that guns are not allowed on land, due to changes in Missouri law.

XII. Kerry motions that we make Kenny Easter and Mike Sager Oak Spirit Guardians, allowed to make some decisions about land protection and management without going to board members first. Darcy seconds. All in favor. Kerry will write an SOP of what Oak Spirit Guardian status means and propose to board. Note: Kerry noted after the meeting that Kenny’s OS Guardian status will need to wait until Ostara, the next chance for him to receive his pre-requisite Oak Spirit certificate before becoming an OS Guardian.

XIII. Steve brings up question of whether Kenny’s re-admittance to land is conditional on him not drinking any alcohol or not drinking specifically whiskey. The decision needs to be checked. Darcy will look for decision record from last Harvest.

Kerry motions to close meeting at 2:15pm. Darcy seconds. Adjourned.

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Open Board meeting 11/12/16 Attendees: Kerry Easter Mike Jason Cook Amy Aldridge Larry Brown Mike Sager George Bunyea Steve O’Dell Darcy Higgins Krista Murray Absent: Don Breuer (arrives at 4:10p) Stephen Martin Start time: 3:29

I. Kerry reviews the minutes from the 1pm meeting with new attendees.

II. Kerry will give details on Oak Spirit Guardian status to Mike Sager when the description of the status is approved. Mike expresses interest in the status and hopes to organize people to support some of the improvement projects he is doing on the land.

III. Kerry updates that Badger Johnson has spoken to the forester about taking more timber, although it is unclear whether more timber is available to be taken, and shares the board’s previous decision that any such money would go to a shower house. Mike express interest in working on clean water act bath house compliance

IV. The laundry machine is broken. Mike and George state they will look at siphon out the water today, with the possibility of George and Don working on it more on Tuesday V. There is tongue and groove flooring available that has not been laid down. It could be put in the bedroom and/or the hallways. Kerry motions to remove carpet from hallway and stairs this winter and put down the tongue and groove if possible, and finish the mason work. Elbee seconds. Darcy, George, Steve vote yes.

VI. Children

a. Kerry motions that either children start attending community meeting or that we host a children’s community meeting at events to ensure they know rules/expectations for behavior. Darcy seconds and suggests that the Oak Scouts under Stephen Martin’s direction decide how to and manage implementing it. All in favor.

b. There is much discussion about kids: Steve O’Dell suggests having parents take turns supervising kids, but Kerry notes it might not be manageable. George mentions having separate family camp areas, and Elbee shares that parents complained previously about being too far from party fire, and instead there was a curfew after which kids had to be supervised by children. Kerry is concerned that kids getting into the vending booths at previous events will discourage vendors. Krista suggests having consequences for children breaking rules, and Kerry agrees that the Oak Scout committee should set consequences. George points out that having structure for kids during day will help support kids’ behavior. Darcy states we should be sure to share this conversation with Stephen and support him in implementing Oak Scout programs ant events as a priority.

c. Jason agrees to help Stephen make a new Oak Scout website.

d. 4:10 pm Madeleine, Don join meeting

VII. Jason explains that as a non-profit we can get free online access to Microsoft Office. For $4 a month we can do more. Darcy motions to apply for free version of Microsoft Office, George seconds. All in favor. Darcy will look for EIN to give to Jason to put in application.

VIII. Mike Sager’s proposal of projects for the year will be discussed by Kerry, Don and hopefully Badger Johnson as part of land management committee planning.

IX. Larry encourages everyone to be very conscious of safety and staying aware of suspicious situations on the land, and wants to consider policies for security here, given recent trespasses and political climate. George suggests putting up mug shots of people known to be troublemakers here.

X. There is interest in building bunk beds in the guest bedroom, from Jason and Steve. The issue will be revisited after floors have been done this winter.

XI. Krista asks if there is a plan for cutting back poison ivy, especially during the plant die-back this time of year. Mike details how constantly he has worked at cutting it all year. Larry moves to paint poison ivy stumps with herbicide. Darcy states that the Renaissance Ridge rules likely forbid it, and will check and tell Larry.

XII. Kerry asks George to contact Catherine about the cabin on behalf of the board, and its potentially hazardous condition.

XIII. Review of recycling systems from Darcy.

XIV. Kerry moves to adjourn at 4:27pm. Larry seconds. Meeting adjourned.