Aloha All!
Andi Cuniberti has recently retired from the board of KP. Thanks for all your hard work Andi! Mac Kaul has taken over as the President Pro-tem for the board. We are in the process of reorganizing and seeing who in the community would be interested in helping out. For starters, the web site will be in the process of being updated and will be kept current. We will still have the Facebook page for Ka Pilina as well.
We have started our new board with some recent meetings. In the spirit of transparency, here is the latest board meeting minutes.
Minutes from Ka Pilina Board Meeting
Wednesday, May 9, 2012
7:50 pm—10:00 pm
Attendees: Christine, Mac, Nathan, and Seth; Dave at the start, but had to leave early; and Freddi joined via phoned at 8:30pm.
Approval of minutes from the last meeting on 4/29/12
The minutes were approved by all members at the meeting.
Ground Rules
Meeting location: We discussed the possibility of rotating the meeting location to a different Board members house each time. Nathan offered his house as the meeting place, if others were okay with it. He has the space and doesn’t mind. All agreed that Nathan’s house will be the regular meeting place for now. We have the option to have it at another member’s house, later if they want to.
Be realistic when accepting follow up tasks: Everyone should commit to what they say they can do. Do not commit unless you can.
Share responsibility: Be responsible. Do not take everything on, nor expect others to. There should be a balance of duties distributed among members.
Confirm Board members:
Seth is a short-term Board member. He wants to help with the reorganization. After the reorg is complete, Seth and Nathan will look for a replacement for his position.
Mac will contact Trey on Maui soon.
Freddi informed us she is considering leaving the Board soon, too. It is has a potential for becoming too overwhelming. There is not a balance of duties among members. Mac and others hope that the new org will be better about sharing responsibility.
Geoff Hearl, former Vice President:
We should have a written proxy in place from Geoff allowing another to vote for him, until we change the filed registration.
We all agreed we to send Geoff the minutes from this and the last meeting.
We unanimously voted to let Geoff know in person what’s happening with the reorganization. If he wants to stay on with the Board, we will vote on him like we did with everyone else.
Seth and Christine will meet with Geoff to inform him of the happenings and to ask for his signed resignation. Nate will author the resignation – a form that can be used in the future as well.
Mac will contact Andi and ask for his signed resignation.
Description of Duties
Communication
Minutes will be posted to the website within 48 hours of meetings: Christine will type them and post them. Mac will show Christine how to post to the website. She has instructions from Andi, but still has to figure out the password. The password is written down, but cannot be deciphered. Mac will work on figuring it out.
We need to update the website. We should recruit skilled individuals to redesign the site.
Mac knows someone who will do graphic design for the website. Nate knows a web designer, Michelle from LA. Nate will contact her to see if she is interested in doing the work in-kind (free).
The website redesign discussion will continue by committee.
All the Board members should review the website and provide feedback and suggestions.
The website is dysfunctional for emails.
We will use Google Groups for Board member communication.
Seth will set up Mac on Google Groups.
We will also utilize the Ka Pilina Facebook page.
We can post minutes to Google Docs and then get the public link and post the link to the Ka Pilina Facebook page.
All Board members will have Admin rights to the Facebook page.
Freddi can also use the Facebook site for the Big Island communication, as well.
It would be good to designate who is posting.
Mac will send an email to the list of all emails the org has acquired from sign ups at various events, announcing the changes in the organization and let everyone know we intend to continue strongly.
Seth will work with Henri and Freddi to get them on Skype. Mac will send Freddi’s phone number to Seth.
Using technology is important for organization communication. Members need to be okay with it.
All Board members must check emails at least 1 to 2 times a week.
Communication will be the theme of our next meeting. The goal is to get Freddi, Henri, and Steven online.
All Island Event Communication:
Freddi informed us that she having a clubhouse style meeting every 3rd Thursday on the Big Island.
Freddi will contact Part-Time to find out about Kona events on the Big Island, such as the Kava gathering and other things.
Nate suggested we develop a policy and procedure for communicating events. We should list the what, when, where, and website or link for all Ka Pilina events on all islands.
This lead to a discussion about also posting or endorsing other events outside of Ka Pilina, such as Burning Man events. But how do we determine an event is a Ka Pilina endorsed event? What would we call these outside events: Burner-friendly (this was not liked by most members), Ka Pilina Endorsed (this will not carry any weight or meaning for at least 2 years), etc. We need to discuss this further.
Monthly reports will be required from all island reps, to be reported orally at regular Board Meetings.
Lawyer and Accountant possibilities:
Accountant
Dave Kaul informed us that his potential accountant, Jeff, is leaving for Korea for 3 months. He has not committed to being our accountant and may not. We need to keep searching.
Seth suggests that we keep good records of receipts and transactions and then when we acquire an accountant they can do a report for us. An accountant does not have to be available at all times.
Lawyer
Seth informed us that his prospective lawyer candidate, Liam Skilling, is going on a trip for 3 weeks. When he returns, Seth will discuss the possibility with him. Seth doesn’t know if he will accept the position or not.
Board Indemnity/Liability Insurance
Mac acquired one quote from an insurance agency of $700.00. Mac will continue to shop and get more quotes.
Business Registration and Tax Status
Dept of Commerce and Consumer Affairs (DCCA): Mac registered and paid the $5.00 fee for 2012, and 2009. We are now current with Business Registration with the DCCA.
She is okay with covering the cost for now, but this cannot become a regular occurrence. The org should pay for it.
IRS Tax Filing
Mac requested tax returns from previous years. Dave Shapiro has them.
Nate suggested we call Dave Shapiro and ask for all past tax returns. We only file the “postcard”. Mac will get Dave’s phone number from Andi and make the request.
Bank of Hawaii Account: Mac and Andi are working on transferring the account from Andi to Mac. They just need to visit a branch together. It will happen very soon.
The DCCA recommended that we wait to update the officers on the business form until after we update the organization address on file. We may as well wait until we get officers in place for full-term , rather than the temporary officers we intended to register.
General Excise Tax: We need to:
Know how we have been filing in the past
Accrual or
End of year
We have to continue filing that way or formally change it.
Storage
Currently we have equipment and supplies being stored at various people’s homes. Mac has a list of the items from Andi.
There is a box of swag at Geoff’s house that Seth and Christine will go pick up.
We discussed possible storage options. Seth offered to temporarily pay 80% of a storage facility cost until the org is financially sound. Other suggestions, such as storing items at friend’s houses were discussed. These were not agreed upon.
We all agreed on Nathan’s offer to store the items at Nathan’s house. He has an outside area on the side of the house, as well as a storage space under his house. Things should placed in airtight containers to avoid rust and mold.
Future
Seth suggested we do a fundraising Decompression at Camp Timberline on a weekend one or two months after Burning Man this year. He is working with Severino, a Timberline employee.
Mac suggested we inquire about getting our money back from Camp Timberline – we paid for 150 campers for Collidiscope and only 115 actually showed up. Seth suggested we could possibly get credit to apply for the next event.
Freddi will set up a Facebook page for the Big Island.
Rebirth sites are being sought by Freddi. Freddi was suggesting September 2013 may be a good time to do the Rebirth event. We need to have the lease signed and then about 9 months to make it happen.
“Lost” Members: Freddi offered to contact “lost” members on the Big Island and tell them we are making changes and see if they are interested in coming back on board. She will also offer her support in their projects, in hopes they will reciprocate.
Nate suggested we start an event calendar to facilitate goals and expectations for each island. By informing the entire organization about events – tentative or not – we can better work together on projects rather than competing. We should allow at least a month in between events to ensure that we can help each other. We should also check with other similar event owners outside of our org to be sure we are not competing with them, too.
Fundraising: We should have a fundraiser in the next 2 or 3 months to put towards our debt.
Seth and Nathan suggested a Firejam collaboration with Jim Abrahms and Jeremiah. We would split the funds 50/50. We could do it at Bar 35 on a ‘boring’ weekend.
Business cards: If you would like a Ka Pilina business card, contact Mac with your contact info.
Swag: We should redesign the Ka Pilina T-shirt and the stickers. We will revisit the swag redesign discussion in 1 to 2 months.
Acculturation: Educate people on “Burning” culture through art and inclusive events. Bring Burning Man culture to the community.
Restart the Meet ‘n Greets soon, but right away. We are not quite ready, but it is a goal.
Next Meeting: Date: Wednesday, May 23
Time: 7:30pm
Place: At Nathan’s house
Nathan will provide dinner, others should bring drinks and other things that will compliment the meal.
Main focus: Reporting on tasks given today
Set new tasks.
XI. Adjourn
