Mainely Men Board Meeting Minutes - March 18, 2006
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Agenda set by K. Prairie
Minutes taken by R. SanGiovanni
Timekeeper: G. Cousins
K. Prairie opened meeting after a group circle with the agenda for the meeting asking if anyone wanted to add to the agenda, their topic and how much time they might need. He also asked if everyone had received the agenda via e-mail.
K. Prairie read the old minutes from the last board meeting (Jan. 14th 2006). S. Mairs was the only one absent from that meeting. K. Prairie said that the agenda and location of the next meeting was covered. Next board meeting at MM gathering in May 2006 (time). Brochure to be reviewed today at this meeting before sent out.
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It was discussed the idea of having two board meetings at the spring MM49 gathering in May.
One meeting would be a MM50 Planning (Brainstorm) Meeting at Luchtime on Saturday of the gathering. The intention was agreed to have it open to the public (facilitated by S. Mairs (upon acceptance)) with a free-form style that would seek imput about MM50 (firewalk, etc.) amongst other topics.
The second meeting would be a traditional MM Board Meeting that would again happen at MM49 but would be a business meeting run by the board but with the public open to attend. That meeting would take place at 7:30 am Sunday morning and would be a "working breakfast" style meeting. One subject would be the date, time and location of the summer MM Board Meeting, typically held in August.
Tor S. provided data that John Bly would attend MM49 & MM50 and would provide "Sweat Lodge" ammenities for MM attendees at both gatherings. It was confirmed that J. Bly's registration fees or his attendance at MM49 & MM50 were waived and Ashley Lenartson agreed to organize help for J. Bly to get his supplies (tarps, sapplings, etc.) off the truck and to the island for the sweat. Tor S. also said that grapefruit size rocks (not from river beds) "dry" were requested by J. Bly to be brought by attendees.
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Joe Minott presented the financial data concerning MM. K. Prairie brought up the fact that it cost $50 to rent the Allen Avenue UU Church for the meeting and that he was willing to pay up to $25 out of his own pocket. J. Minott offerred $20, G. Cousins offerred $2 and T. Smith $10. (K. Prairie would then have to kick in $18).
J. Minott discussed information about buying long-term (1 year) CD's with "extra" MM funds. He said CD rates are low (4-5%) and require $1000. He said more info could be received from Jack Weinstein (Treasurer). G. Cousins offerred that there were not enough funds to make it useful or prudent and said MM should have at least 5K in reserve which is the funds needed to do One gathering at Pilgrim Lodge. J. Minott said that on Nov. 8, 2005, MM had $6078 in funds and on Jan. 14, 2006 MM had $6153.
It was agreed that it would be ideal to have a 10K buffer (enough money to do two gatherings.) It was also agreed that MM is a non-profit and having 10K in the bank could be construed as excessive. It was agreed that profit from CD 's is minimal and that it would be better to find CD's that allowed access tom our money when we needed it, every six months.
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G. Cousins gave an update about Rob Perkins (lifeguard) who will confirm his availability for MM spring gathering shortly. Hours would be 8am-5pm Sat and 8am 2pm Sun. Lifeguard must be hired due to insurance reasons and has to be there even for canoers whether there are swimmers or not.
G. Cousins also reported that the first part of the spring gathering mailing of brochures had gone out to Database of MM attendees (985 pieces). He said that the remaining 3100 would be sent out soon to professionals (no specific date given). He also said the "Third Wave" would be to send out an electronic letter (e-mail) to state media outlets (TV, Radio & Cable Groups) who could get the word out about MM 49 with a cost-free PSA (Public Service Announcement). G. Cousins also said he has invited Bill Green from WCSH but has had no response.
Ashley Lenartson suggested that everyone forward the e-mail flyer to everyone they can in order to get a response and that idea was debated.
Robert Paradis brought up the idea of contacting Chip Edgar ( producer of "HomeDads" on WMPG) and he and Roy Nellis agreed to follow through with that piece of promotion. There has been a previous interview or plug about MM done in the past and it was agreed another one would be good.
It was discussed the idea of putting A. Lenartson's idea about forwarding the flyer and/or the e-mail at the bottom of the flyer although it was not finalized whether or not it would happen.
G. Cousins reported also that he had approached Brian Breault (Pilgrim Lodge Director) about a "Work Weekend", a chance for MM to support Pilgrim Lodge with free labor on specified projects. Referring to the them of the spring weekend, "Home", G. Cousins said "We don't do enough---We've neglected our Home." Those in attendance agreed to the importance of the idea and it was discussed that it could most likely happen before season in the spring or after season in the fall or during the MM gathering due to liability. G. Cousins said he and Brian had been playing phone tag but he will keep the board posted when he connects with Brian.
Robert SanGiovanni added information about another Men's gathering in Maine (MCM -Mid Coast Men) who support the 4H club (Tanglewood) in Lincolnville Maine, the home of their semi-annual gathering. He said he heard from his men's group that they are now rebuilding a wood-fired sauna hut which they had originally built as a permanent structure for all of the camp's attendees to use yearlong.
R. SanGiovanni also asserted that MM benefits immensely by having our gathering at Pilgrim Lodge as it has very good name recognition throughout Maine and further.
G. Cousins reported that Alan Littlefield is very excited about MM50.
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A. Lenartson suggested an idea of passing the basket at the beginning or end of MM gatherings to raise money for MM. Others debated that idea for several reasons. It was tentatively agreed that a jar could be available all weekend for people to put money into but nothing was finalized.
Roy Nellis took this opportunity to move into the related topic of "Annual Giving" and urged that All MM Board Members give and that 100% participation was a vital necessity. R. Nellis said about board participation in annual giving, "We get more active and it connects us." He said that board giving would be noted at the top of the annual giving letter which traditionally has gone out in December (Christmas time).
There was talk that maybe there is a better time of the year to send out the annual appeal for donations, perhaps right after the Fall gathering when as Tor Smith said, "The energy from MM is still strong." G. Cousins added data that annual mailing does cost money as it is 1000 piece mailing so it would be prudent to look at when we send it. Robert Paradis expressed the concept of "Leadership by giving."
G. Cousins added that the idea of MM keeping, "Our own house in order, "and 100% participation by Board is a way to address that concept. G. Cousins also said he is on the board for 4 or 5 other organizations and that this idea of 100% participation in annual giving is standard in all. R. Nellis asserted that the policy would be "Give what you can," meaning there would be no specific amount that had to be given, but that the point was that all give something.
R. Paradis asserted the premise that, "We (MM Board Members) will not solicit funds from any source outside until we have 100% participation from the board." Robert SanGiovanni asked how it would be monitored as to who has given and who has not. Joe Minott said that it would be the "Honor System," where the question would be asked of the board, "Has everyone given?"
R. SanGiovanni asked about having a jar at gatherings specifically for The Dodd Roberts Memorial Scholarship Fund and asked if the money that people donate to that fund is kept separate. G. Cousins asserted that the monies collected from MM are all probably pooled together in one giant fund. It was discussed whether or not it is ethical to pool monies that were given specifically for The Dodd Roberts Memorial Scholarship Fund. G. Cousins said he would have to find out and ask Jack Weinstein.
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R. SanGiovanni spoke briefly about the possibility that he might not be able to attend MM gatherings 49 and 50 and said he would let the Board know ASAP. His tasks that he volunteered to do at MM49 would have to be reassigned. Those tasks are Recycling Coordinator; Firewood Coordinator (Main Lodge), Composting Coordinator (with Robert Paradis(Robert2)) and helping Tor Smith (MM49 Pinkie) with The Men's Group Board.
Discussion moved into MM49 pinkied by Tor Smith. Sweat lodge will happen Saturday morning (bring dry rocks). The theme for MM49 is HOME. Program Coordinator is Steven Mairs. As per idea by G. Cousins, to create a backbone of programming for the weekend, it is encouraged that the board offer workshops at every time slot.
Workshop time slots for shorter 3 day Spring gatherings are 2 on Sat. morning, then lunch and 1 slot in the afternoon followed by the "Angelwalk." The game "Spaceball" will happen at some point depending on weather and time. One workshop happens on Sunday Morning.
G. Cousins and R. Nellis will offer "Have you ever" ( a game workshop) during the first Sat. slot. In the second Saturday slot, A. Lenartson will offer a workshop entitled, "What does home mean to me?" The 3rd Sat. Slot will have R. Paradis offering a workshop entitled, "Home is where the Heart is." The Sunday morning slot sees R. SanGiovanni offering a mindfulness workshop entitled, "Beyond Cave Dwelling."
R. Nellis offered an idea that he would like to see happen; a Vocal Percussion Workshop which he may offer on Saturday Afternoon. R. SanGiovanni offered an idea for another MM Food Fight which happened awhile back and involved soft dry things like marshmallows and bread...easy clean up and lots of fun.
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A. Littlefield will be the chef for MM49 but is beginning his transition into not doing that anymore. Sign up to help in Kitchen at all shifts will be posted at the event and policed by Pinkie (T. Smith).
G. Cousins will bake bread for the closing circle but may not make it an actual workshop although others can join in.
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R. Nellis will be the DJ for the dance and R. Paradis will be the emcee for the Cultural event. A long discussion ensued about starting the Cultural event earlier so that the dance could start earlier and gain some attendees which has been somewhat of a problem. Most agreed that that was a good idea although some said let what will be, be. There was also a discussion about limiting people to one performance in the Cultural Show to cut its length down. That responsibility would fall on R. Paradis to police that. A larger discussion developed into T. Smith's idea of moving the dance into the Dining area where the coffee and snacks would be. Most liked that idea.
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R. SanGiovanni asked about when MM50 flyers would be ready and was told by G. Cousins traditionally in August but that maybe we could speed that process up a bit for promotional reasons. R. SanGiovanni offered the idea of having the date and theme of the next gathering printed on the current flyer to help people prepare even though as it was said it is always Mother's Day weekend and Columbus Day Weekend.
T. Smith offered the idea of disposable cameras at every table which everyone liked, although it was said that permission would have to be received from everyone whose photo was taken. R. SanGiovanni offered an idea about making a video for promotion but permission seems to be a snag here as well as who actually owns the footage. R. SanGiovanni offered that the video could play on a TV at our Common Ground Fair Table (run by T. Smith) and also as a podcast on the MM website (managed by Vince Dufort). Those ideas were seen as good but feasibility and cost may be factors as well.
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A long discussion ensued about having a fire-walk at MM50. It was agreed that getting info about facilitators’ availability and cost would be good even if we choose not to do it. R. SanGiovanni offered to do that as he knows two men who are Fire-walk presenters, Ed Lueddke & Lawrence Green. Also based on feedback, it was agreed that the presenter of the fire-walk needs to keep the energy of fire-walk in check with the larger scope of the whole weekend knowing that others may not want to attend the fire-walk. Optional programming would be good to have for people who choose not to participate in the fire-walk.
It was agreed that these issues and others could be discussed in a larger forum during the "Brainstorming" session to happen Sat. Morning at MM49 hosted by S. Mairs (upon his agreement)
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The final issue that was passed around before the close of the MM Board meeting was the issue of amending the bylaws of the MM Board to change the 3 year commitment of Board members to be more open. The thought is that men are so burned out after 3 years that they often disappear for years after their commitment ends. This is an attempt to alter that pattern and to perhaps alleviate the stress of Board Members and to perhaps make it less daunting for non-board men to consider joining. There was no official vote but the idea seemed like a good one to most.
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Group Hug, Moment of Silence....End of Board Meeting
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Minutes faithfully submitted by R. SanGiovanni on 3/22/2006 at 10:58 am
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*amended on 03/23/2006