Author: mcmadmin

Members Present: John B (host), David H, Tomas L, Brad P, and Ian C

1. Check-In
2. Process May 2019 Retreat
3. Treasurer’s Report (Ian): $3178.00 Total receipts from registration and auction
   a. $1320.00 Invoice from Tanglewood
   b. $500.00 Invoice for food
   c. Ian didn’t have current balance at this time
   d. How much was used in Scholarships this retreat? Don’t have figures handy – Need to keep tally of how much is used for scholarships
   Proposal (David): “Any new man has the option of paying the full retreat fee or having the fee waived”. Passed by members present.
4. Communication between board members
   a. Encourage communication between board members
   b. When replying to emails, it is suggested to reply only to that one person versus “replying to all”; hopefully, this will cut down on unnecessary email traffic.
5. Upcoming Fall Retreat – Quilt Curator (Tomas) Tomas may be there or he may not be there – he is responsible to make sure that the quilt is there at the retreat even if he is not there.
6. Website – Dan K offer
   a. Dan K has offered to help Tom B maintain and update the MCM website.
   b. How can Dan and Tom work together on the website? There should be 2 people responsible for the website.
7. Mailing list needs another person to back-up Maine Bob; need to have 2 people able to update the master mailing list. Tomas volunteered to back-up Maine Bob.
8. Meals at MCM retreat
9. Tasks list: send blurb out to regular attendees: “hey, we need someone to do the dinner on Saturday night at the upcoming retreat – can you do it?”
10. Suggestion: kitchen cooking workshop (15 mins) right after Saturday lunch – Brad will do it
11. David to add to facilitator duties
12. Review minutes of Business meeting at Retreat. Minutes reviewed and approved w/corrections: Joss Coggeshall’s name is incorrectly spelled in minutes.
13. Group Photo and possible short movie YouTube
14. John to get Retreat attendees list to David
15. Someone? Volunteered to do short YouTube video of retreat? Do we need Tanglewood’s approval? People in the video – do we need release from them? Privacy? Confidentiality?
    a. Brad and Tomas to assist George A in the video. David will initiate the call.
16. Retreat “getting ready” (John)
17. Have MCM Mission Statement as a banner to hang over the entrance to the Tanglewood lodge. John to check on cost of banner from Staples.
18. Have “registrar” or “registration” table-top board or poster to direct arriving men to registration table.
19. Schedule all board members and “hosting” men to arrive at Tanglewood at 3pm on the Friday of the retreat to go over any changes to facilities, schedules, etc; to relax and to check-in.
20. Attendees strongly advised not to show up until 4pm, or if they do show up early, they will have to wait until 4 pm to check-in so as to allow the “hosts” to be complete w/preparations.
21. Change the registration form to a full sheet to accommodate more information and potentially more release of liability language. We no longer send out just a tri-fold; we use envelopes. The retreat flyer could be one 2-sided document. The registration form could be a completely separate document.
22. Steve A – we (David) has not heard from him even after trying to contact him several times.
    Proposal (David): “Remove Steve A from the Board”. Passed by members present.
23. Other:
    a. Transgender individuals – board needs to have a discussion on this issue (at next meeting?)
    b. The Non-profit MCM 501-C3 needs a corporate secretary – John S?
    i. Non-profit letter?
    c. Do we hire a professional corporate secretary? (hold on that idea) – Ian to look into it.
24. Review and discuss Survey from May retreat

Question 1 – Registration Process

Suggestions: “Add 2 retreats” to MCM business/information card; board members reviewed the card and felt there was really no room to add additional type so it was suggested to keep the card as it is. John B suggested creating a glossy picture poster rather than ink and pen drawings as in the past – “MAINE COAST MEN AT TANGLEWOOD” would be the headline over a picture of a man walking in the woods at Tanglewood. The ‘theme’ would be whatever the program committee had planned. The poster wouldn’t necessarily be the one sent out in the initial mailing but would be posted around the local towns as advertisement about the upcoming retreat. John B will check with Staples on the feasibility and cost of doing this poster at Staples. Do we need approval from Tanglewood to use their name and locale? Ian to check w/Patti at Tanglewood on this?

Question 2 – Cost of the Retreat

Suggestions: keep the cost at $100.00 (if men set aside 55 cents/day for only 180 days, they would have the $100.00 fee); keep the $10.00 discount for early registrants; encourage men to pay more if they can; discussion about new men for free – would we have the space and the finances to host a weekend with 10-20 new men @ no charge? Brad related his meditation weekend “donation vs fee” idea.

Question 3 – How are the workshops?

Suggestions: Encourage stretching/meditations (could be before each meal – moment of silent gratitude for the fellowship and the meal; could be offered as a mini-workshop at set times during the weekend; lots of possibilities); encourage men to approach Board members for help if they want to host a workshop during the weekend; “Pop-up” workshops concept – add this idea to the agenda for the next Board meeting; more movement workshops; a workshop on doing workshops (see Board members).

Question 4 – Feedback on the Meals

Suggestions: Friday night potluck – meat served at last retreat due to generosity of Tanglewood – allow the practice of eating meat to continue? “If you bring a meat dish to the potluck, you need to label it as such”. Focus is still on being a vegetarian weekend. Board talked about food issues, allergy issues and was the information on the registration and/or the confirmation letters? Revisit this issue at the next Board meeting.

Questions 5 and 6 from survey will be covered at next Board meeting.

25. Next meeting set for June 25^th (Tuesday) at Ian’s house 6-8 pm.
Meeting Adjourned.

Submitted by Registrar John Bangeman on 5/17/2019 Minutes approved on 6/25/19 by the MCM Board

1. Introduction of MCM Board members
2. Treasurer’s report — balance on hand (not counting registration receipts or auction receipts from this retreat) = $3,633.92
3.  Questions raised about finances, the auction, Holbrook asked about leaving a legacy for MCM
4. MCM Corporate Secretary position needs to be filled — Ian and Ham will look into the 501-C3 requirements
5. Common Ground Fair — discussed and decision made to NOT have a MCM booth at this year’s fair.
6. VOLUNTEER LIST (See list below)
7. MCM Business Cards:
   Suggestions to put on the card: “2 retreats a year”; from Ham Niles: “we support emotional growth of our members – we do this by 2 weekend retreats”.

• MCM Minutes will be on MCM Website.  Green MCM manual is available electronically, contact David
• Ben Rehmeyer request:
  Request that any and all of the old group photos from the beginning of MCM be brought to him — he will create a photo gallery of the retreats. Ben has offered to be the MCM Pictorial Historian.

Holbrook suggested for the group photo that we have the possibility of individual photos of each member.

1. Remove from the master mailing list the names of the men who have passed on.
2. MCM Mission Statement Revisions: Passed as submitted by vote of attending members. The Mission statement is as follows: “The mission of MCM is to create a space where all men can gather to explore issues that are important to self and others in an encouraging and confidential environment”.
3. MCM Confidentiality Agreement Revisions: Passed by vote of attending members with the following changes: “Once a man leaves the retreat, it can be challenging, at times, to share with loved ones accounts about growth they experienced without using a story or details on how the growth occurred … Names, age, situations, jobs, or anything that could identify a specific man is not acceptable to be shared.”
4. MCM Statement to Welcome all Men Revisions: Passed as submitted by vote of attending members. The Statement reads: “We, members of MCM, welcome all self identified men with respect and good will to be part of Maine Coast Men” 
5. Meeting Adjourned.

Submitted by Registrar John Bangeman on 5/7/2019

Minutes approved by board on May 14, 2020

MCM Jobs and Tasks:
October 18, 19 20 2019

Program Committee: Michael Scott, Dan Kirchoff, Hank Lunn
Weekend Facilitators: ??? Lew (Board Member) May (2020 Lee Smith)
Fri Night Pot Luck: Joss Coggleshell, John McBee
Sat Breakfast: Daniel Wendel, Gregg Lewis
Sat Lunch: ???
Sat Dinner: John Bangeman, Giovanni Carbone, Hank Lunn, Tom Jamrog
Sun Breakfast: Daniel Wendel and Phil Elkin
Sun Lunch: Ham Niles
Variety Show: Hank Lunn
Auctioneer: Phil Elkin  
Auctioneer Assistant/Recorder: Charles Guilford (recorder)
Coffee Meister: Parker W
Workshop Organizers: Charles G., John McBee            
Registrar: John Bangeman, Back Up: Maine Bob
Treasurers: Ian Collins,  Tomas Levesque     
Post Master General
Maine Bob O’Conner    Tomas
Food Master Chef: Brad Purdy, Vincent  Dufort       
Master of the Kitchen: Brad Purdy, Vincent  Dufort       
Dishwasher Meister:Lew McGregor, John Bangeman
Med Kit Supervisor: Joss Coggeshall  Back Up: Phil Elkin
Quilt Curator: Tomas Levesque
Tanglewood Liaison: Tom Jamrog    Back Up: David Hanc    
Brochure: Tom Beal,  back up; Vincent Dufort   
Brochure Proof Reader: MCM Board
MCM Artist: Dan Kirchoff
Fire keeper: Holbrook Williams, Joss Coggleshell      
Keeper of the MCM Bocce Balls: David  Hanc
Bell Keeper: Charles Guilford, Holbrook Williams
MCM Drum Keeper: Charles Guilford
MCM Signs: John Bangeman
Photographer: Maine Bob O’Connor, Backup: David Hanc
Website Guru: Tom Beal, Dan Kirchoff volunteered as back up
Website Managers: Tom Beal, Maine Bob O’Connor
Facebook Managers: Dan Kirchoff    Advisor Maine Bob (Board Agenda)
Keeper of the Mailing Lists: Maine Bob. (Board Agenda) – 2^nd person?
Pictorial Historian: Ben Rehmeyer

Date: March 19, 2019
In Attendance: David, John B., Lew, Tomas, Jonathan P
Place: Jefferson
Minutes Submitted by: David and John B

1. Check In. (Fold and Stamp Brochures 4:30-6)
2. Treasure’s Report: Balance is $4,141.92
3. Minutes from 1/16/19 discussed, reviewed, and approved with minor changes
4. The Weekend Retreat
   1. Brochures are ready to be send out March 25 — David
   2. Dan K will be contacted by Lew to send out info to newspapers, radio, etc.
   3. Website Update — David will contact Tom B to update the website. In the future we need to update the website in a timely manner. New dates to be added as soon as possible with a mention that the new theme will be posted soon.
   4. David will contact Tom B and encourage him to send out the Retreat information to all men via the “mail chimp”.  Maine Bob may be asked to assist.
   5. Other advertising opportunity: The Buzz, Rockland’s local newspaper — David
   6. Poster and business cards: Board members will post these on bulletin boards in the area they live. Posters will be sent out with the Brochures asking men to post them in their communities.
   7. Letter of Confirmation — John B will work with Tom Beal in developing this letter.
5. Initial discussion was help on active fund raising and how we would use the funds generated. Since we are nonprofit we need to look at the guidelines as to how MCM could be a beneficiary of an estate.  MCM could also put on a community dance to raise money. When MCM does have funds to spare we need to develop protocol on how to use the money.  Brainstormed ideas to consider in the future: Provide additional money to men to create programs at the retreat, waved fees for all new men, use the money to plan events to reach out to the community, giving to community projects, giving money to people or organizations in need, stipends for MCM president and or other officers, board members dining out once a year as a thank you for the work being done. It was agreed that we need to develop this plan carefully and set guidelines. Further discussion at future regular board meetings will be held.
6. The “MCM Mission Statement”, “Confidentiality Agreement” and “Statement to Welcome all Men” were reviewed. Below is the Mission statement with proposed changes (in red). At the retreat in May this will be presented to the men asking for suggestions and comments. If appropriate a vote will be held to accept the revised statement.

Proposed  changes to “Mission Statement”, “Confidentiality Agreement” and “Statement to Welcome all Men”  (Changes in Red)

“The mission of MCM is to create a space where all men can come and gather to explore issues that are important to self and others in an encouraging and confidential environment”. (**10/18/2015 – #6)

Confidentiality Agreement:

 “It is essential that confidentiality be a top priority at MCM weekends retreats so men can feel safe to share and experience self growth in a caring, supportive environment.

Once a man leaves the weekend retreat it can be difficult challenging at times to share with loved ones around the growth they experienced without using a story or details on how the growth occurred.

If a man needs to share an experience it must be done in a way that protects the identity of the men at the weekend.  Names, age, situations, jobs or anything that could identify a specific man is not acceptable.

If a person wants/needs to share a story or the experience of another man outside the weekend retreat it is appropriate to ask that man for permission. (5/17/2016 – #7)

Statement to Welcome all Men

• The Board will add the following statement to the by-laws as well as future flyers: “We, the MCM board, members of MCM, welcome all self identified men with respect and good will to be part of Maine Coast Men”  (6/18/2017 #1)
• Specific groups will not be targeted to be invited but rather a general invite to all self-identified men will be used as in the past. (1/16/2018 #13b)
• Registrar position: John B. has agreed to be the registrar for the Spring retreat. At the General Meeting we will ask for volunteers to be the registrar as well as a backup for the fall and beyond.
• Reviewed lists for descriptions of jobs for the manual.  David will remind men to write a job description of the duty they perform. The hope is that this description will help get volunteers to fill positions if men know what is expected of them.
• The board is currently working on a yearly timetable of dates when things need to be accomplished. Examples are: paying insurance, when to contact Tanglewood, send out brochures, filling out forms for nonprofit etc. David will put together what we currently know and this will be reviewed at our next regular board meeting.
• By-laws need to be reviewed and updated yearly. Secretary John Sommo will be asked to lead this initiative. It was suggested we have a separate special board meeting to accomplish this or to have a subcommittee to take on this task. This will be discussed at the next regular board meeting.
• Discussion was held as to how to “streamline” general board meeting at the retreat. The job lists will be posted along with a blank list of jobs so men can be encouraged to sign up before the meeting on Sunday.
• Other:
  • The Board will discuss all concerns or questions brought to them and respond to that person in a reasonable amount of time.
  • Soon after the retreat the following will be sent out in an email:
    • The group picture and contact list
    • A statement about the weekend to wrap up this experience (the Program Committee may want to write this)
    • Dates for the next 2 MCM retreats
    • A list of positions that are still open for the next retreat
    • Lost and found items
  • Holbrook has an open invitation for MCM to join him in his radio broadcast to promote our efforts. Lew will consider this and call Holbrook.
  • At the next General Meeting we will brainstorm “How the men at the weekend can promote MCM for the future”
• Next Meetings:
  • General Meeting at the May 2019 Retreat
  • Next board meeting Wednesday, May 15, 2019  6-8. John Bangeman’s house

Minutes approved by the board in using e-mail April 12, 2019

Date: Jan 16, 2019
Place: John Sommo’s home
In Attendance: Tomas, Ian, Jonathan P, David, John S, Giovanni, John B, Brad, Robert
Minutes Submitted by: David assisted by John S

1. Check in / Minutes from Dec 5, 2018 Board Meeting were read, corrections made and minutes accepted.
2. Treasure’s report
   1. 9090 forms filed for 2019
   1. $4141.92
3. New Man’s Initiative — The board voted to continue the practice of waiving the fee for the first 3 new men to sign up for the Spring MCM Retreat. Scholarship are also available by calling the registrar.
4. Ideas to use money to further support MCM membership —
   1. Before spending any money, we should decide what the message is that we want to send out. The Mission Statement will be reviewed and discussed at the next board meeting.
   1. John S will work on developing ads.
   1. No additional money will be spent at this time for advertising.
   1. Advertising — be sure we contact Dan K, about the “Free Press”, etc.
5. The Program Committee for spring weekend is “Healthy Risk Taking”. The committee plans to tweaking the weekend with unexpected pleasant surprises.
6. Registrar: John B will take on the role for this spring but requested we ask the membership for help. John will write up a job description.
7. E-mail from Charlie: Charlie will donate 75 $.44 stamps to MCM. The master list needs to be updated with this past weekend’s names. John B will contact Charlie to get the master mailing list for labels, the donated stamps and printed return address labels. 
8. Common Ground Fair: Discussion was held about the effectiveness of our presence to attract new members. There are pros and cons. The decision was  to not attend this year (2019).  If we get involved in another year we need to develop an outline of what men will share so we are all on the same page. Also volunteering needs to be addressed as a few men needed to be at the table for long hours.
9. Time tables:
   1. Brochures go out March 25, 2019
   1. Blurbs for the weekend — Program Committee will be contacted by David for 3 blurbs to go out in E-mail one in each month: Feb, March and April
   1. Insurance Payment – Due in March
   1. Tanglewood number of campers need to be sent in by end of the week from MCM Weekend.
   1. IRS Form 9090 gets sent in each January
   1. David will message Tom Jamrog and ask him to contact Tanglewood about future dates for MCM Retreats.
10. 2018 fall weekend and Picture — David will contact Maine Bob to remind him to get it out.
11. Keeper of the official mailing lists — Maine Bob and Tomas. Tomas will contact Bob and get an updated list. Charlie may also be a resource for this list.
12. MCM Manual is a working document and will be continually updated.
    1. Need description of 501c3 — Ian will write up a blurb and what is needed in the future
    1. Descriptions for Manual from Job Lists (review at next board meeting)
    1. Please bring the “MCM Manual” to future board meetings
13. Other:
    1. John S volunteered to be the Secretary for MCM
    1. Safety Deposit Box — John B and David
    1. Changing MCM Banks — Ian and Tomas
    1. Keeper of the Mailing Lists. Currently Maine Bob has the list. Tomas volunteered to be back-up. This is important so the list does not get lost.
    1. It was decided that we have the Stamp and Fold Party before the next board meeting starting at 4:30

Next Board meeting will be March 19, 2019, from 6-8 at Ian house (David is backup)

Stamp and Fold Party will be from 4:30-6 on March 19 before the board meeting

Minutes approved 3/19/2019 by the MCM Board Members

Date: December 5, 2018
In Attendance: Brad, Ian, Jonathan, Tomas, John S, David
Minutes Submitted by: David, assisted by John S

1. Check In
2. Review of Fall Weekend: Positive feedback on theme. – There are concerns about men coming prepared with presentations vs discussion topics to fill the slots at the last minute. (This will be brought up to the Program Committee for them to decide how they how or if they want to actively elicit presentations.) – The weekend program worked out fine even though 2 of the 3 PC members were unable to be present (Nice job Lew) We had about 30 people in attendance.
3. Treasure’s report:
   1. Currently MCM has $5672.29 before expenses for the weekend are paid. An update of the finances will be presented at the next board meeting. $694 was made at the auction. Expenses are estimated to be about $2000 for Tanglewood. Registration fees need to be added.
   1. Authorization was given to Ian and Tomas to close the MCM account at Bangor Savings and open an account at the TD Bank.
   1. Ian has been authorized to transfer the funds from TD to Bangor Savings Bank by the board.
   1. Discussion was held on different ways to offer the incentives for the: “New Man’s Incentive”.  For the May weekend we will offer 3 weekend slots for the first 3 new men to sign up for the spring weekend. (This will be confirmed next meeting once we know what we have in the bank account) Scholarships are still available as in the past. MCM members will be asked for input at the next weekend.
4. MCM Manual was shared and discussed. It needs to be posted on the MCM website. David will work with Tom Beal to update all the minutes and post the procedure manual so it can be used by men interested in knowing how we operate. Also, job descriptions need to be completed so men who volunteer know what their responsibilities are .  Information on 501c3 needs to be part of this manual.
5. Steve Case has resigned from the board. The board appreciates his work and enthusiasm.
6. Jeff K, a member at the weekend asked the board to discuss finding a different place to have the weekend to possible save money as well as the topic of philanthropy to groups of people or organizations.

Place to hold weekend:

1. Tomas will check out the price at “Hidden Valley” which is close to him
   1. Blueberry Cove will probably be the same price as it is owned by the University. It may be more as we are grandfathered into the rules and prices offered Tanglewood due to our long-time association.
   1. Discussion was held as to the sacredness as well as comfort level we have developed over the years at Tanglewood. Every weekend men speak to the specialness of being at Tanglewood. Tanglewood has not raised their prices since we have been a long-time member and they do not require a deposit. Tanglewood has also said that if MCM needs to cancel a weekend no fee will be charged as they do for any other organization.

-The board has decided to continue having the weekends at Tanglewood but will be open to discuss other options to save money.

Philanthropy

-At this time the board has decided that we will continue to use any money earned at the weekend to support the goals of MCM. Just a few years ago we were close to financial ruin and want to be sure that we have the funds for future weekend. Advertisement of some sort was suggested to use our funds to attract new members and keep the weekends going. MCM feels fortunate to having money in the bank to protect our interests.

Volunteerism as a way to give back to the community.

-MCM needs to be careful of offering out the services of its members to help out the community who are asking for volunteers. We have been asked in the recent past and 2 men showed up. It is very difficult to get men to commit to give time to these events. MCM is open to discussing this topic in the future and will continue efforts to get men to volunteer when asked.

• Registrar — David will call John B to see if he would be interested in being the registrar for the May weekend. Maine Bob is the back-up person but will need to be asked if he is available as well. At the spring weekend we will put out a call for a member to take over this task. A person does not need to be on the board to be the Registrar. A job description needs to be developed for this position. (next Agenda)
• Passwords and Mail-Chimp — David will contact Maine Bob and ask him to change the password. David volunteered to learn how to use mail chimp so we have more than one person on the board able to access this tool.
• “A Time to Reach Out” … Can this be added to the theme of the weekend or be used in some way to get men thinking about reaching out to others? David will suggest this to the Program Committee.
• Common Ground Fair — Tabled until next meeting to gather more input.
• Evaluation Forms: MCM board decided not to send an evaluation sheet out about the past fall weekend. We need to decide “What do we want to know?”  For the spring weekend a “Suggestion Box” will be used to solicit feedback.  Blank sheets as well as a few questions could available for men to fill out.
• Mini-Workshops: A new concept for men to try. In the confirmation letter it will be suggested that men prepare a 45 min mini presentation. This idea can also be floated in the e-mail blurbs encouraging men to sign up.
• Other:
  • Bandanas. Ian will check out the price to have them printed at Liberty Graphics.
• Next meeting:  Jan 9, 2019. Snow date Jan 16, 2019.  Place: John Sommo’s house

Minutes Approved on Jan 16, 2019 by the board

Date: 10/14/18
In Attendance: Men at the Oct MCM Weekend Retreat
Minutes Submitted by: David

1. The MCM board members were recognized for their efforts. Special thanks to Carl Stoddard who has resigned from the board after many years of service. Charlie resigned as the registrar. We appreciate Charlie for all the work and energy he has given to MCM.
2. The volunteers for this weekend were recognized and thanked for their efforts.
3. Charles Gilford and Jonathan Purinton volunteered to join the board of MCM- Thank You.
4. May 3,4,5, 2019 weekend Program Committee are Tom Beal, Hank Lunn, Phil Elkin.
5. Volunteering was discussed; attached to these minutes is the list for the May 3, 4, 5, 2019 Retreat. Thank you, gentleman, it takes many people to develop and run these wonderful weekends.
6. Treasury report: As of 9/5/18 MCM has $3,696.24 in the bank.
   1. Auction this weekend was a success. The members were asked for input about continuing the auction and it was felt that it is a positive fun way to support MCM and it should continue.
   1. New Man Initiative: Received very positive feedback but the board was asked to consider other ways to split the money such as a 50% discount. (Agenda item)
   1. Scholarships: Any man is eligible for scholarships. Please contact the treasurer (Ian) or the registrar. At this time, money should never be the reason a man chose not to attend.
7. EIN Number needs to be written on the contribution forms if people are going to use this tax write off option. Our MCM number is: EIN 82-3008054
8. The MCM Manual is a working document that is ready for use. It will be posted on the MCM website. This manual has procedures, ideas and decisions made by MCM since Oct 2014. Men should feel free to read it and offer suggestions to the board for improvements.
9. Survey – The board will discuss if we should send out a fall survey to all the men or to the ones at the weekend for feedback.
10. Next weekend retreat is May 3,4,5, 2019. A phrase that should be considered “A Time to Reach out” (Board Agenda Item)
11. Website: Thanks go to Tom Beal for your continued efforts in keeping the site current. David will check the minutes that are posted and forward any that are not on the website at this time. The board should also update its contact list. (Board Agenda)
12. Common Ground Fair – Thanks go to Charlie and Maine Bob for organizing the efforts to have our presence at the fair. Charlie asked that the board consider not doing the CGF in the future as he was not sure it is worth the effort. (Board Agenda)
13. Evaluation Forms were suggested that they go out with the picture to gather feedback from the weekend. (Board Agenda)
14. It was asked that we have a “Suggestion Box” at the weekend as a way to provide feedback to the board. (Board Agenda)
15. The volunteer list takes a large portion of the General Meeting. The board is being asked to discuss other ways of doing this. (Board Agenda)
16. Mini workshops  (Pop Workshops)  (Board Agenda)

MCM Jobs and Tasks:
May 3, 4 & 5 2019

Program Committee: Tom Beal, Hank Lunn, Phil Elkin
Weekend Facilitators: Phil, David (Board Member)
Fri Night Pot Luck: Tomas, David Hanc
Sat Breakfast: Tomas, Tom Jamrog
Sat Lunch: Jonathan Purinton, John McBee
Sat Dinner: Tom Beal, John Giovani Carbone
Sun Breakfast: Maine Bob O’Connor, Daniel Wendel
Variety Show: Hank Lunn, Holbrook Williams
Auctioneer: Phil Elkin Auctioneer Assistant/Recorder: Tom Beal (recorder)
Coffee Meister: Parker Waite, Tomas Levesque
Workshop Organizers: Charles G, John McBee            
Registrar: John Bangeman. Back Up: Maine Bob
Treasurers: Ian Collins, Tomas Levesque 
Post Master General; Maine Bob O’Conner
Food Master Chef: Brad Purdy, Vincent  Dufort       
Master of the Kitchen: Brad Purdy, Vincent  Dufort       
Dishwasher Meister: Lew McGregor, John Bangeman
Med Kit Supervisor: Joss Coggeshall  Back Up: Phil Elkin
Quilt Curator: Tomas Levesque
Tanglewood Liaison: Tom Jamrog    Back Up: David Hanc  
Brochure: Tom Beal, Vincent Dufort   
Brochure Proof Reader: MCM Board
MCM Artist: Dan Kirchoff
Fire keeper: Hartley Spencer, Holbrook Williams
Keeper of the MCM Bocce Balls: David Hanc
Bell Keeper: Charles Guilford, Holbrook Williams
MCM Drum Keeper: Charles Guilford
MCM Signs: John Bangeman
Photographer: Maine Bob O’Connor    Backup: David Hanc
Website Guru: Tom B.  
Website Managers: Tom Beal, Maine Bob O’Connor
Facebook Managers: Dan Kirchoff     Advisor Maine Bob (Board Agenda)
Keeper of the Mailing Lists: Maine Bob. (Board Agenda) – 2^nd person
Common Ground Fair Coordinators: (Board Agenda) Maine Bob O.
2018 Set-up Thursday:
2018 Take Down Sunday:

Minutes accepted by the board on December 5, 2018

In Attendance: David, Bob, John B, Tomas, John S
Minutes Submitted by: David (assisted by John S)

1. Check in

2. Carl asked to resign from the board at this time. Carl was recognized as a valued member of the board and will be missed.

3. Minutes from June 27 were reviewed and accepted

4. Treasure’s Report: Current balance is 3,696.24
a. Request from Ian to change banks from TD bank to another bank that is more convenient. The request was granted with Ian and Tomas will discuss which bank would be best and make the change.
b. John B and David will get together and rent a bank safe deposit box for the important papers of MCM. The cost in minimal.

5. MCM Weekend
a. Jobs and Tasks:
b. Tomas volunteered to be Weekend Facilitator Back Up
c. Auctioneer will be determined at the weekend
d. Survey will be discussed at the weekend business meeting. Suggestion is that we develop a survey to be sent to all men after the Oct weekend retreat.
e. Bandana’s discussion is on hold until we see how much money is in the treasury after the weekend. We still need to find out the cost to have them printed with the MCM logo.
f. If young men come to the retreat, all board members will make it a point to help them feel welcomed.
g. Mentoring – Charlie will be reminded to set up mentors using the members of the board. He will send us the contact info. (David will contact him)
h. New Man’s Initiative – 3 will be given out for this retreat. The board understands that this will bring us below the $3500 amount we set as an amount to keep in the bank.
i. Tanglewood Liaison – David will fill in until a new man volunteers. Tom J is next on the list, David will contact him.

6. Common Ground Fair:
a. David will order an additional banner indicating that we are “Building a Community of Men”.
b. Bob and Charlie will set up the table and banners. They will also coordinate the volunteer times. A mail chimp blurb will be sent out asking for more volunteers.
c. Discussion about the materials that we have at the table. The poem was discussed and will again be used along with posters, brochures and business cards.

7. The MCM manual is now complete. This manual will be posted on our website to assist anyone to put a weekend retreat on as well as all decisions that have been made by the board since October 2014. This is a working document with many more things to be added. Each Board member will receive a hard copy.

8. For Future meetings – Tabled items form past meetings are: Web site managers, website guru, Facebook Managers roles need to be clarified. Keeper of the Mailing Lists as well as Post Master General roles also need to be defined. Creating a Communications Director, what would be the responsibilities?

9. Other:
a. John will try to write something up for a public service announcement as to what we do.
b. Dan Kirchoff will be notified to get the info to the radio and newspapers contacts about the weekend retreat.

Minutes accepted Dec. 5, 2018

In Attendance: Bob, Carl, John B, John S, David
Place: David’s House in Jefferson
Minutes Submitted by: David, assisted by John S

1. Check in

2. Review and accept minutes from 5/18/2018
a. Carl will check with Tanglewood if the Epipen located in the kitchen can be used by MCM in the event that it is needed. Would MCM be responsible for replacing it or is it part of our fee for renting Tanglewood. The Defibrillator also needs to be checked for any updates.

3. Treasure’s Report: Current balance is 3,696.24
a. Reserve of $3500 has been met
b. New Man’s Initiative – It was decided that MCM would again sponsor 3 new men at the Fall weekend. A member donated $100 to support a new man attending.
c. John suggested that we work on a plan to slowly separate the reserve account from the monies used to put on a weekend. Further discussion is need on this idea.

4. Website Updates: David will contact Tom B to discuss putting up the dates of the next weekend as well as getting information to him in the future. Tom would prefer having one person e-mailing him information to post. David will do this at this time. The board will need to discuss a “Communications Director”.

5. 2018 Weekend Oct 12, 13, 14, 2018
a. Theme: Carl, Lew and Ian are discussing theme around, trauma, loss, celebration, etc.
b. The Program Committee is responsible to contact Dan ASAP and discuss the theme so he can do the artwork.
c. The write up for the weekend will be sent to David and then on to Tom for posting on the web.
d. Blurbs for the mail chimp emails should go out in July, August and September. A strong emphasis will be placed on encouraging men to develop a workshop as well as bringing a friend. The Program Committee is responsible for these blurbs.
e. Mailing date for the brochure is August 31 or right after Labor Day on Sept 4.
f. Stamp and Fold Party: Lew felt he could call on a few men in his area to stuff the envelops and get them in the mail.
g. Address labels: Bob will print labels and get them to Lew in August.
h. Tom B will continue doing the brochure. He will need all info by August 12. David will work with the Program Committee to help facilitate this.
i. Charlie, registrar, will need to be filled in on any information about the weekend he may need. John B will do this for the group.

6. Common Ground Fair: Bob will organize the times that men will need to be at the table. If we need more men, a request should be sent out using the mail chimp or by making personal contacts by phone.

7. Secretary Position: Lew agreed to temporarily take this position on. Currently we do not have a job description however Charlie stated that the by-laws has this information. By laws may need to be updated.

8. How to bring in new men to the weekend? A survey was suggested for the men at the next weekend to solicit new ideas and get everyone involved. This will be further discussed at the next board meeting.

9. 501 c3. John is the agent for MCM. He has the incorporated certificate. John suggested we spend $25 a year and get a safe deposit box for our important papers. The board agreed. John and the current president, David will get together to make this happen. These men will have the keys to the box and the keys will be passed on at appropriate times.
a. EIM number: John will ask Charlie for the form that he created. Bob has the software to open it and put our EIM number on it so we can use this at the next weekend. This is important so when people donate that can receive a slip to claim the donation on their taxes.

10. Tabled items form past meetings: Web site managers, website guru, Facebook Managers roles need to be clarified. Keeper of the Mailing Lists as well as Post Master General roles also need to be defined. Creating a Communications Director, what would be the responsibilities?

11. David passed out the current MCM Manual, He will continue working on updating it.

Next meeting is September 5, 2018 at John B house in Union from 6-8.

Minutes accepted by board on September 5, 2018