Executive Council Minutes Submitted by: Meg Goldberg, EC Secretary In Attendance: Executive Council Members: Bronson Potter–President; Sojo Hendrix–Vice-President; Terry Donahe– Treasurer; Meg Goldberg-Secretary; Judith Baker, Heather Campbell, Kate Evans, Joan Zuber. Lee Davis, Executive Director. Absent: Amy Mendenhall Sojo Hendrix, chairing, called the meeting to order at 6:30 p.m. The minutes of the March 11, 2014 meeting minutes were approved. Membership Report: Oral report by Meg Goldberg. There were 21 applications for membership, 17 reinstatements, 0 resignations, and 1 deceased (Peter Heitkemper (1970) with a net change of 37 members. Total membership as of March 31, 2014 was 3,234 showing a net increase of 25 members since March 31, 2013 Treasurer’s Report: Filed for audit. New Business Diane Girard, Insurance Broker, Durham and Bates: Diane Girard updated council on the changes to the existing insurance premiums and recommendations for two additional policies. The current estimated annual premium increase is $2638 for the 2014-15 year. Diane recommends that Mazamas acquire 1. “hired and non-owned auto liability” in amount of $1,000,000 limit at the estimated cost of $2,988 plus $339.47 in taxes and fees and 2. “Sexual abuse and Misconduct” coverage in the amount of option 1–$3M or option 2–$1M. Bronson Potter moves that the Mazamas acquire auto and the option 1 sexual abuse/misconduct polices. Motion seconded. Motion passed. Motion approved. Executive Director’s Report: Oral Report by Lee Davis. Lee’s complete report is
April 8, 2014
available for the membership on page 3. Written Committee Reports Pre-Submitted: • Annual Celebration • Conservation • Education • Governing Docs • Library • Lodge • Nominating Committee Bronson Potter moved to accept the consent agenda. Motion seconded. Motion passed. Action: Approved. Regular Committee Reports Lodge: Lodge requests $12,500 for purchase of a log splitter ($1,200), AED ($500), a Pellet Stove ($3,800), and painting the exterior sprinkler pipes and metal stairway to basement ($7,000). Heather Campbell moves to approve $8,700 for lodge capital expenses for the log splitter, AED and painting. Motion seconded. Motion passed. Motion approved. Council requests Lodge to furnish more specifics on the costs of the pellet stove, permits, installation, and inspection and bring back to Council. Publications: Kristie Perry, new chair for publications introduced herself to council and asked to be approved as new chair for the committee. Judith Baker moved to approve Kristie as new publications chair. Motion seconded. Motion approved. Action: Passed. Research: Committee requests approval of use of $16,000 from the Research Committee budget. See page 20 for details on projects funded. New Business Mazama Families: Bob Murphy and John Rettig: The Mazama Families Committee is requesting that Council approve the “Age Requirements for Mazamas Physical Activities.” Risk Management reviewed
MAZAMA Bulletin
and recommended the policy. The Climb Committee also reviewed it. The policy was reviewed by Governing Documents and rejected. Families Committee brought the proposed policy to Council since final approval authority for new or revised Policies and Procedures is Executive Council. It was determined that Governing Documents review is limited to Title selection and assuring that basic requirements and style guidelines are met. Bronson Potter moves to approve the Age Requirements for Mazamas Physical Activities Policy. The motion was seconded. The motion was amended to include a one year sunset to provide for a mandatory review. The amended motion was seconded. Motion approved. Action: Passed. Respect Now Update: Kati Mayfield, Volunteer Manager, reported that the “respect now” task force has met twice and is working on crafting a code of conduct based on core values and a disciplinary plan. The next task force meeting is set for April 24, 2014. Summer Intern: Kati Mayfield requests approval for a $2,500 stipend for a summer intern. This stipend will come from the development budget. Judith Baker moves to approve $2,500 stipend for a summer intern. Motion seconded. Motion approved. Action: Passed. Draft 990 and Financial Review: Motion by Judith Baker to approve financial statement and filing of 990. Motion seconded. Motion approved. Action: Passed. Mid-Year EC Retreat: Lee Davis. The mid-year EC retreat is scheduled for April 19, 2014 from 8-5:30 at 415 W. 6th St. Vancouver, WA. Meeting adjourned at 9 p.m. Next Executive Council Meeting: Tuesday May 13, 2014 at 6:30 p.m. at the MMC.
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