Tag Archives: Dewan Minutes

March 15, 2019 General Meeting Minutes

General Meeting 03/15/2019 7:16 PM

 

Opened with moment of silence for Christ Church.

 

Members Present:

Ida Cantrell

Rachman Cantrell

Elijah Gullixson

Rayma Norton

Halstein Stralberg

Marston Gregory

Ramon Hildreth

Sebastian Tedrow

Oswald Norton

Debbie Machado-Santos

 

Agenda passed out, all in agreement on agenda items.

 

Sewer Update:  2017 job only did video out to the cleanout, not all the way to the street.  We need to line the sewer from the cleanout to the street.  Paid 50%, we will get 20-year warranty.  March 27th the work will be done

 

Painting Update: Accepted bid from Owl Painting, $13,000 borrowed money to cover it.  Doing fundraising to help pay it back.  The colors will be put out by Insiah so we can vote on what colors to use.

-Creekside Green

-Beige

-Mystery Color (Insiah’s choice)

 

Airbnb: Over 1000 reviews still with Superhost status

 

Fundraising.  Daniella brought a money tree and was able to raise 337 + 500 special donation towards the sewer project.

 

Another 500 special donation was made for the painting project.  Marston will put up some visual aids to show what has been raised for both sewer and painting projects.

 

Possible Susila Dharma fundraiser in the spring – Debbie might work on this (Spring?)

 

 

 

 

 

ON April 28th after Latihan near earth day Marston said there will be a garden and cleanup day – we need a truck to cart away the garbage in the back.  Ramon will provide this.

 

 

Helper Report: Sebastian thinks we need to start talking about getting a Kedjiwaan event scheduled.  Will start the conversation with other helpers.

 

Financial Report: Positive at the moment.  Oswald is going to attempt to split out the cost between the running of Airbnb versus the costs of using the facility for latihan as members.  The report Oswald presented is a draft.  He will do further work on it.

 

New Business: Discussion on the needs of the group. Oswald summarized the needs of the group based on the testing that was done 2/23.  This was listed on the Agenda.

 

Discussion about how to best provide space for members needs after latihan – perhaps this can be worked out at the next Kejiawaan day.  Sebastian agreed to write an article that can be posted that can be way to invite members to engage helpers.

 

Summer Picnic:  Find a park with shelters that we can reserve.  A Saturday in August is the target.

 

Oswald made a motion to close the meeting. Passed with no opposition at 9:51 PM.

 

Item Assigned Target Actual
Post article on Garden cleanup day Rachman 04/15/2019
Update Financial Report Oswald By next General meeting (next month)
Article on engaging the members in testing an ‘invitation’ Sebastian 03/26/2019
Put small whiteboard on the men’s and women’s latihan hall Marston
Reserve a spot for the summer picnic Debbie 03/19/2019

 

 

 

 

 

 

 

 

 

Dec 07, 2019 Dewan Minutes

Dewan Meeting 12.07.2019

 

Meeting called to order at 10:47 AM after Dewan Latihan

 

Present:

Jim O’Halloran            Chair

Bhakti Watts               Vice Chair

Oswald Norton           Treasurer

Ramon Hildreth          Secretary

Lucinda O’Halloran     Helper

Sebastian Tedrow       Helper

Elisha Gullixson           Helper

 

Moment of Quiet…

 

Review of minutes.  Oswald moved we approve minutes as amended, Bhakti seconded.  All were in favor.

 

Budget:

Reviewed 2020 budget and approved to present at next General Meeting.  The SGS contracts and 2020 goals will be covered in a future executive session.

 

Ramon moved that we address funding and approving special projects in the following manner.

 

  1. Fund the building maintenance fund by allocating 25% of all general donations.
  2. Get approval from the members in a general meeting on how to specifically spend the building fund.
  3. If needed request matching funds from the region for that project.

 

Bhakti seconded the motion. Jim called the question.  All in favor. Motion carried.

 

 

Staffing Report:

 

Quick/Easy Actions:

Switch to ECO friendly soap

Dryer/Washer maintenance

 

Discussion on how the centerprise is managed and the approach to contract renewals.

 

Budget discussion will continue in another meeting.

 

Jim moved we adjourn, Bhakti seconded, all in favor.

Meeting closed at 12:48 PM.

Nov 02, 2019 Dewan Minutes

Dewan Meeting 11.02.2019

 

Meeting called to order at 10:41 AM

 

Present:

Jim O’Halloran            Chair

Bhakti Watts               Vice Chair

Oswald Norton           Treasurer

Ramon Hildreth          Secretary

Lucinda O’Halloran     Helper

Sebastian Tedrow       Helper

 

Moment of Quiet…

 

Review of minutes.  Bhakti moved we approve minutes as amended, Oswald seconded.  All were in favor.

 

Fund to send people to Subud gathering:  Jim discovered there is a regional fund for regional activities.  Oswald suggested we contribute to the regional funds in lieu of creating a local fund.

 

Bhakti would like us to make sure this fund can be used for events outside of Menucha.

 

Locust roots.  Oswald paid the bill after confirming with Marston the work was done correctly.

 

Helper Reports:

Sebastian:

-now will be full active center helper.

-Candidate Helper

-Candidate Member

 

Lucinda:

-Helper Meeting last Sunday and the next 2 meetings have been scheduled

-Nov 17, Dec 15 are the dates.

-Women helpers are working out coverage monthly for the Tuesday latihans

 

Financial Report <insert Oswald’s report here>

Adding additional info with a budget column.  We will go to executive session after this meeting to discuss 2020 budget.

 

Payments to region.  Will propose at next general meeting to raise our monthly contribution to $800.  (from $710)

 

Oswald moved to that at the next general meeting we recommend giving the region an additional $1000 donation at the end of the year.  Jim seconded. All were in favor

 

Website: Initial work completed.  Need to focus now on SSC.  Need to work with Debbie and Paul to see what they think will need to do that will best benefit the centerprise.

 

Invitation to MSF.  Oswald suggested we ask for a commitment by a certain date in order for us to reserve rooms just like any other large client.  Jim will ask Debbie and Paul to determine what the costs would be.  Additional discussions to come.

 

Holiday party, December 22nd.

 

Jim moved we adjourn, Bhakti seconded, all in favor.

 

Meeting closed at 11:56 PM.

 

 

 

 

 

 

 

 

 

Oct 12, 2019 Dewan Meetings

Dewan Meeting 10.12.2019

 

Meeting called to 10:41 AM

 

Present:

Jim O’Halloran            Chair

Oswald Norton           Treasurer

Ramon Hildreth          Secretary

Marston Gregory        Building Manager

Rayma Norton            Helper

Lucinda O’Halloran     Helper

 

Debbie Machado-Santos

Marston Gregory

Paul Nelson

Sebastian Tedrow

 

Moment of Quiet…

 

Review and Agree on agenda.

Oswald made a motion to approve minutes with the corrections Jim sent yesterday.  Bahkti seconded, Ramon called the question.  All approved.

 

Bank Account:  Oswald working with Tech Support to get control of our automatic payments again. This went away during the transfer.

 

Increase SUBUD PNW monthly amount.  Will be part of the financial report below.

 

No response yet on a volunteer to manage a fund / process for helping members financially who can’t afford registration of various SUBUD events.  There might be a regional fund for this, Jim will ask at the next regional board meeting.

 

Maximizing house income. VRBO calendar sync issues.  Haven’t yet booked a listing – revisit this next month.

 

Events: lets post signs at least three weeks before events.  Rayma suggested a text tree – Rayma will explore this.  Jim will put this on the General Meeting agenda.

 

Peerspace – deferring this discussion until 2020

 

Website Maintenance – Ramon/Jim will communicate with David Innes for a final proposal

And prioritize the recommendations. We will communicate via email prior to

 

Alternative Latihan locations.  Let’s continue to emphasize our current Eastside options and Tuesday Seattle times.

 

Reports:

Helpers:

Women (Rayma) Not enough women helpers that are available for the Tuesday Latihans. Will work on getting more helpers scheduled for Tuesdays.  No applicants at this time.

 

Men (Sebastian) New candidate helper.  Arkash. New member has been coming Tuesday Latihans. Tuesday Latihans going strong. Evan has been doing Latihan with Halstein on Friday mornings.

 

Helper meeting (Men & Women) October 27th.

 

Financial <will insert Oswald’s report here>

 

Jim will let regional board now we are looking at increasing our monthly regional contribution, but need to understand some upcoming expenses first. Need some assistance from regional treasurer to understand those.

 

Airbnb Report <will insert Paul’s report here>

We are Superhosts again!

 

Rental Report <will insert Debbie’s report here>

 

Facilities Report <will insert Marston’s report here>

 

Next General Meeting will be scheduled Nov 15th on Eastside.

 

Dewan meeting – Ramon will send out poll to schedule this next week.

 

Oswald moved that we adjourn.  Ramon seconded.  All in favor.

Meeting closed at 12:21 pm.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

August 20, 2019 Dewan Minutes

Dewan Meeting 08.20.2019

 

Meeting called to order 7:36 PM

 

Present:

Jim O’Halloran            Chair

Oswald Norton           Treasurer

Ramon Hildreth          Secretary

Marston Gregory        Facilities Manager

Rayma Norton            Helper

 

Minutes – Ramon moved to approve.  Oswald seconded. All in favor. Minutes approved.

 

Fundraising Matching:  Pending

Hadijah wanted a formal request from Jim.   Jim will either to send it to the regional board or work with Hadijah.

 

Email subscription form – Ramon will work with Paul to get reoriented with the website. Report out next meeting on progress.

 

Increasing monthly donation amount to the region: Pending. Until insurance, taxes and matching fund request are addressed.

 

Paul’s year end square-up.  Oswald is planning for this, and Plans to start the square up process in October.

 

Deck non-skid coating.  Sample completed.  Marston will ask Paul Truitt if he can do the entire ramp.  Ramon will show Marston the products that are needed.

 

Helper Report

Rayma – Did some testing with some members that are passing through from Germany and Hawaii.  No current candidates.

 

Financial Report <insert Oswald’s report here>

 

Oswald thanks all members who have been continuing to contribute and have also increased to help cover painting.

 

Jim moved to approve financial report with corrections.  Ramon seconded.  None opposed. Financial report approved.

 

Building Report <insert Centerprise Reports>

 

VRBO – Jim will ask Paul Nelson for proposal on this topic with an AirBnb comparison

Peerspace – Jim will ask Debbie for a proposal on this topic.

 

New Business:

 

Webmaster – Jim will ask David Innes for a quote on doing webmaster duties for SGS.

 

Jim:  Put upcoming events on whiteboards.  Put notices on bulletin board.

 

Oswald:  short agenda for general meeting

 

Menucha Nov 7th – 10th

 

Ramon moved we close the meeting.  Jim seconded. None opposed meeting closed @ 9.16pm

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

June 22, 2019 Dewan Minutes

Dewan Meeting 06.22.2019

 

Meeting called to order 10:57 after Latihan by Jim

Jim O’Halloran                 Chair

Bhakti Watts                    Vice Chair

Oswald Norton                Treasurer

Ramon Hildreth               Secretary

Lucinda O’Halloran          Women’s helper

Elisha Gullixson                Men’s helper

 

Minutes approved.

 

Gardening day update, sprinklers have been fixed

Fundraising – online?

 

Oswald recommends continuing the practice of setting up automatic withdrawals from members who are donating monthly.  He will send a writeup to Rachman.  Will include the fact that we will eventually setup an online way to do donations.

 

Reviewed matching proposal – Jim will present this to the committee and send Ramon an electronic copy to insert into the record.

 

Email subscription page – Ramon will complete this by next Dewan meeting.

 

Ramon to reorganize the website to clean up the navigation sidebar overtime – continue to post approved minutes.  Minutes will be posted on the minutes page.  Will also create a training document for the Secretary that follows.

 

Helpers Report:

Lucinda: No applications at this time. Kedjiwaan day was a success based on feedback from members.

 

Elisha: Kedjiwaan day was productive.

 

Financial Report:

 

<insert Oswald’s report and summary here>

 

Insurance Update – Oswald will pay our portion of the bill to the region.

 

New Business:

Increasing AirBnb cleaning fees – will not increase at this time.

 

Oswald mentioned he would like us to start thinking in the long term on how we would continue the enterprise if we didn’t have the same resources available.

 

Increasing Loan Payments: Table this issue for future discussion after gathering more information.

 

Bank Account:  Oswald will continue to educate people on what to put on checks.

Subud PNW Seattle Center.

 

Century Link:  renewing our 2-year contract, will get a faster modem and no equipment fees for this term.

 

Scholarship Fund:  Oswald – if we want to do this, we need a member to lead this effort as a fund-raising goal.

 

Upcoming Meetings

Friday August 30th General Meeting

 

Ramon will send out another survey for the next Dewan meeting.

 

Oswald. Moved to close the meeting. Ramon seconded none opposed.

 

Meeting closed with no objections at 12:23PM.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

May 15th, 2019 Dewan Minutes

Dewan Meeting 05.15.2019

Meeting called to order 6:38 by Jim

Jim O’Halloran       Chair

Bhakti Watts       Vice Chair

Oswald Norton       Treasurer

Ramon Hildreth       Secretary

Marston Gregory       Facilities Manager

Rayma Norton       Ladies Helper

Debbie Machado-Santos  Rental Coordinator/Housekeeping

Reviewing minutes Correct minutes – stump statements add Oswald’s corrections in and post minutes.  Minutes approved with corrections

Bhakti moved to approve minutes, Oswald seconded, all in favor

Sewer Project: Done, camera verified. 20 year warranty.

Gardening Day:  Great day, large turnout.  Got rid of a lot of junk from the back.

Hopefully we can make this an annual event.  Ramon and Leandra did a great job in the back clearing out the junk.   Jim plans to repair the sprinklers.

Email captua.  Ramon will complete by next week.

Doodle, Ramon will create a google spreadsheet doc using the Doodle concept. We will not buy the monthly Doodle access.

Insurance: Farmers – region has the documents needed except claim history ,once that is provided the quote will be issued.

Rental Coordinator/Housekeeper Contract:  Generally the same as previous contract except additional language about cleaning expectations after member events and latihan.

Jim will make some edits and have Debbie sign it.  Debbie is agreement with the contract as presented.

Oswald moved to approve contract as presented, Bhakti seconded, all in favor.

Helper Report:

Rayma:  Upcoming helpers meeting on Sunday, will discuss the Kedjiwaan day.

Financial Report:

Oswald will make some minor corrections to the text of the report.

Oswald proposed we continue the fundraising efforts with a goal of reaching an additional $4626.00.  If we do this we can return the loan we received from the region.   

Od proposed we continue the fundraising efforts with a goal of reaching an additional $4626.00.  If = we can return we received from the region.

Oswald proposed we continue the fundraising efforts with a goal of reaching an additional $4626.00.  If we do Ramon moved to approve financial report, Jim seconded, all in favor

AirBnb Report: Submitted by Paul.  Cleaning fees.  Jim would like to look at the raising the cleaning fee.  Jim will contact Paul to discuss this.  We will make a decision at the next meeting.

Facilities Manager Report: Submitted by Marston.  Jim would like Ramon and Paul T. to discuss the best way to add a nonslip surface to the ramp.

Rental Coordinator/Housekeeper Report: Submitted by Debbie

Announcements: SUBUD PNW needs a secretary.  Jim will ask Paul to post this on the SPNW website.

General Meeting Friday May 17th.

Oswald proposes to close meeting, Bhakti seconded, all in favor

April 11, 2019 Dewan Minutes

Dewan Meeting 04/11/2019 6:32 PM

Meeting called to order 6:32

Present:

Jim O’Halloran Chair

Bhakti Watts Vice Chair

Oswald Norton Treasurer

Ramon Hildreth Secretary

Lucinda O’Halloran Helper

Halstein Stralberg Helper

Agenda approved.

Minutes:  Corrections: General Fun(d) Typo.  Census is complete.   Oswald moved, Bhakti seconded – approved (with above corrections)

April 17th new date for Sewer.  No early check-in on 4/18. Rooms blocked out – no water use for that day.

Confirmed stump has been grinded away when tree was removed.  Keep on the lookout for any additional roots.

Online Fundraising: Oswald researched online payment options – there will be a fee for any type of web payments.  Ramon and Oswald will present additional options at the next meeting.  Marston mentioned there is a deposit feature currently on the website.   Oswald will follow up with Sherwin.

Email list needs captua added.

Whiteboards/Done

Contact Info/Done

Helper

Committee

Helper Report:

Lucinda.  Helpers met on Sunday, next meeting May 19th.  Kedjiwaan day June 9th.  Halstein mentioned Regional & National helpers may attend.   Lucinda:  Helpers would like to know in advance when committee meetings will be held to be sure there is a helper representation at the meetings.

Financial Report: <insert financial report>

Oswald will come back with a proposal of the timing of payments for the painting.

Oswald presented a 10/90% breakdown of occupancy costs split between the group and the enterprise.  Jim proposes another number to be determined.  Jim will take on the calculation and give the new number to Oswald.

Oswald will correct the

Taxes: Sherwin will continue to work with KC on property tax question.  Waiting to hear back from KC.

Insurance: waiting to hear back from Farmers insurance on possible coverage for Airbnb and hall rentals.  Oswald’s nephew is the insurance agent – Sherwin will work with him to get the quotes.

Airbnb Report: 2019 in trending higher.  Discussion on raising prices.  Oswald proposed that the Housing team come up with a proposal for raising prices.  Jim asked if the Housing team could take a look at the average length of stay in their considerations.

Sewer repair ready to roll.

Painting: Samples – Marston will put the samples on one board for review and voting

Rental Report <insert rental report here>

New Business.

Doodle – Ramon will take on the management of doodle

Debbie’s Contract – Oswald: Do we want to formalize the contract? We will talk about this later.  Marston noted that the contract should make clear the Debbie is a independent contractor in the language.

Jim moved that we offer office space to SPLAB in the SUBUD house for 1 year  2nd passed with 1 abstention.

Ramon will continue to work on organizing the minutes on website.

Ramon will send in the Picnic application for shelter 3 & 4.

General Meetings:

April 14th Meeting.  May 17th Eastside,  June 23rd Seattle,  August TBD

Meeting closed with no opposition.

Jan 01, 2020 Dewan Minutes

Dewan Meeting 01.26.2020

Meeting called to order at 12:08 PM after Dewan Latihan

Present:
Jim O’Halloran Chair
Bhakti Watts Vice Chair
Oswald Norton Treasurer
Ramon Hildreth Secretary
Elisha Gullixson Helper
Paul Nelson Rental Agent
Debbie Machado-Santos House Manager
Marston Gregory Facilities Manager
Hadijah Gregory Member

Moment of Quiet…
Review of Agenda and agreement.

Review of minutes. Bhakti moved we approve minutes as amended, Oswald seconded. All were in favor.

Old Business:
We agreed last meeting on putting aside 100/month for assisting SGS members to attend Subud Events.

Alternative Latihan space – the committee has decided to table this topic.
MSF Invitation: MSG will be holding their meeting in Chile

Maintenance: <summarize this from agenda>. Basically, maintenance policy is built into the
2020 budget. Non-essential items should be categorized as Routine Maintenance.

Floors need to be refinished due to wear and increased traffic. Jim will bring this up at the next regional conference call – requesting a match for this project. We are tentatively scheduling this for mid-November or December. Marston will check with the contractor on the scheduling.

Helper Reports:
Women: No applicants at this time. Just two Women’s helpers available to cover Sunday Latihan. Danella might be able to help cover latihan.

Men: Two candidates at this time. One candidate is about to complete their probationary period. One other new candidate just started the process.

Next Helper meeting 3rd Sunday in February. Kejiawaan being planned for March 13th.

Treasurers Report: (available in Dropbox)

Group has approved the budget for 400/month, not 25%, amend the motion from the previous motion made 12/07/2019

We are looking to the region for advice on how to file taxes and maintaining our non-profit. Jim will bring this to the region.

Jim presented 2020 Contracts for SSC Staff.

Annual General Meeting:
Possible Agenda
What did we do in 2019
Helpers/Committee/Rentals/AirBnb

Friday January 31st.

SPNW Regional Congress – tentatively scheduled in Portland.

Security Incident & Responsibility: Standard Procedure is to call 911 for any issues and to recommend that the guests also call 911 immediately instead of trying to reach us through the
App, emails or phone calls.

Recommend the lock reminder sign be simplified for greater compliance. Recommend a ‘smile you on camera sign’

Next General meeting February 23rd.
Dewan meeting: Ramon will send out emails to explore dates

Oswald moved we adjourn, Ramon seconded, all in favor.

Meeting closed at 13:33 PM.

Dec 07, 2019 Dewan Minutes

Dewan Meeting 12.07.2019

Meeting called to order at 10:47 AM after Dewan Latihan

Present:
Jim O’Halloran Chair
Bhakti Watts Vice Chair
Oswald Norton Treasurer
Ramon Hildreth Secretary
Lucinda O’Halloran Helper
Sebastian Tedrow Helper
Elisha Gullixson Helper

Moment of Quiet…

Review of minutes. Oswald moved we approve minutes as amended, Bhakti seconded. All were in favor.

Budget:
Reviewed 2020 budget and approved to present at next General Meeting. The SGS contracts and 2020 goals will be covered in a future executive session.

Ramon moved that we address funding and approving special projects in the following manner.

1. Fund the building maintenance fund by allocating 25% of all general donations.
2. Get approval from the members in a general meeting on how to specifically spend the building fund.
3. If needed request matching funds from the region for that project.

Bhakti seconded the motion. Jim called the question. All in favor. Motion carried.

Staffing Report:

Quick/Easy Actions:
Switch to ECO friendly soap
Dryer/Washer maintenance

Discussion on how the centerprise is managed and the approach to contract renewals.

Budget discussion will continue in another meeting.

Jim moved we adjourn, Bhakti seconded, all in favor.
Meeting closed at 12:48 PM.