Author: mcmadmin

Date: March 30, 2017 
Place: Charlie’s house 
In Attendance: Maine Bob, Carl. John B, Charlie, David 
Minutes submitted by: David and Charlie 

1. Check in 

2. Treasurer’s Report: 
a. Starting Balance $2655.47 (Printing of brochure and posters $287.89, Postage $127.50) Current Balance $2243.47. 
b. Yearly insurance Jan to Dec. will be one bill to match our contracts with Tanglewood 

3. Minutes from Nov 15, 2016 and Jan.31, 20017 accepted with minor spelling corrections. 

4. Buying MCM Coffee Pumps: Carl, Coffee Meister will explore the possibility of buying coffee from Bill’s coffee if he will lend us pumps for the weekend. Carl will also explore the cost of 3 pumps. Carl will e-mail the board if he needs a decision on purchasing the pumps. Carl will contact Tanglewood reps to see if they can provide pumps that work or a coffee machine that will make pumps unnecessary. 

5. Cloud Update: MCM data will be saved to Google Drive. MCM will also purchase a 16 GB drive as a back up. Currently David will keep a paper copy of minutes and manual. Maine Bob will keep an electronic copy of photos as well as the current mailing lists. Charlie will gather data and set up the Google Drive and will instruct the MCM board on how to access it. 

6. Phone-a-Thon update was a success. Approximately 1/3 of the numbers we had were no longer in use. It was decided to send all men on the mailing list a post card asking for updated address, contact number, e-mail etc. Any man who was not contacted by the phone a thon efforts that does not respond to the post card will be dropped. MCM will use the men who have been present for the past 5 years at any one of the weekends as a base for the mailing list. 

7. WERU — Carl, Maine Bob and Charlie will represent MCM on Holbrook’s show on April 20 to inform and advertise for the weekend. 

8. Upcoming MCM Weekend May 5, 6 and 7 
a. Job Responsibilities review 
i. Bob will contact Joe R and Charles G the workshop organizers 
ii. Need to contact Dan to be sure road signs are in place 
iii. Check with Alan to be sure Med Kit is at the weekend 
b. Auction — Program Committee will decide the format as to how this will work 
c. Tanglewood Liaison Meeting. Carl will call Steve and be this contact for information about Tanglewood for the weekend 
d. Saturday one day experience for youth. Charlie will guide the young men in the morning. Brad will guide them in the afternoon. 
e. Sweat — Carl will meet with Rich to find several possible spots for the sweat should we have one. Concern was discussed that if we have 25 men show for the weekend and 12 decide on the sweat will there be enough men for other workshops. The seat typically takes 6 hours. Carl will follow up with John B. 
f. MOFGA Booth has been requested for the Common Ground Fair 

9. Articles of Incorporation — Discussed, revised and approved. The Board approved and will move forward so we can be incorporated. 

10. By-Laws — Discussed and approved. These will be submitted as part of the incorporation process. Incorporation and By laws will be discussed at the MCM General Meeting on May 7. Members will be informed that changes to these documents can be made at any time by submitting an amendment. Suggestions for these documents are always welcomed by the board from its membership for discussion. 

11. Manual Update was passed out for review. Please send any corrections to David as we would like to present this our membership at the May weekend. 

12. Other: 
a. Vincent will host our Website. Thank You Vincent. 

Next Meeting will be the Weekend General Meeting on May 7, 2017 

Minutes Accepted by e-mail vote April 20, 2017 

Date: Jan 31, 2017 
Place: Charlie’s House 
In Attendance: Carl, Bob, John, Charlie and David 
Minutes submitted by: David assisted by Charlie 

1. Check In 

2. Minutes from Nov. 15, 2016 were not reviewed, as copies were not available by meeting time. David will send out copies using e-mail to be reviewed and accepted. 

3. Treasurer’s report: Currently we have $2657.47. Insurance is due in April ($400). 
a. Don resigned as Assistant Treasurer due to health reasons. Thank you Don for the many years of service. 
b. Jim D. is longer an Assistant Treasurer. 
c. The contract from Tanglewood is a yearly contract for the Spring/Fall weekends. Tanglewood has asked that we synchronize our insurance policy so it also covers the calendar year. The reason for this is so that we can show one “Proof of Insurance” that will cover us for both events. (Attention: Ian) 

4. May Weekend Information: 
a. Bob and Thomas met and the theme is “Share Your Wisdom and Your Passion” 
b. Important Dates: 
i. 2/14/17 Theme defined for advertising, e-mail blurb etc. (Charlie and
Thomas) 
ii. 2/21/17 E-mail Blurb to MCM members (Charlie) 
iii. 2/28/17 Brochure to be completed for review by board (Charlie) 
iv. 3/20/17 Stamp and Fold party 
v. 3/27/17 Mail out Brochure and Poster 
c. Men will be asked to bring something that they value to be auctioned off at the weekend. The item should be worth over $10. Each man will be given $10 in MCM one-dollar bills to be used. Any other money raised will be used in our Scholarship General Fund. 
d. Joe R and Charles G (workshop coordinators) will be invited to the next Program Committee meeting to coordinate efforts for the weekend. (Bob) 
e. Holbrook invited MCM to be guests on his Radio show to talk about MCM and the weekends. Carl and Charlie will represent MCM on this show. Carl will call Holbrook and discuss the possibility of 2 or 3 men attending and possibly bringing their wives to add to the discussion. Charlie will back Carl up on this advertising venture. 
f. The brochure will encourage men to sign up early as we need the numbers for food, supplies etc. 

5. Stamp and Fold Party will be at Charlie’s House on 3/20/17 at 6:00 PM 

6. Cancellation of Weekend, Financial Responsibilities: 
a. Carl, our Tanglewood liaison, asked Patti from Tanglewood if we were financially obligated if we had to cancel a weekend. We are grateful that there will be no charge if we cancel one week before. 
b. We need a minimum of 10 men signed up by April 29, 2017 which is one week before the weekend in order to hold the event. Money will be returned to the people who signed up in the event we need to cancel. 

7. Posting on Web — 
All items posted on the website will need board approval before
posting. (9/25/2014 -#8, 12/9,2014 -#10, 3/4/2015 – #4d) 
Charlie who is doing the write ups and posting on the web requested that it would be easier for him to post something on the website and let the board know he has done so. The board would then be asked to check the site and if changes need to be made, e-mail Charlie and the board with the changes. This procedure will make posting on the website quicker and less cumbersome. 

8. Manual Update — David reports that changes are being made and that it is being worked on. No date for it ‘s completion has been set. 

9. Common Ground Fair. MCM will commit to getting a table at the Common Ground Fair to pass out information and talk about our organization. Charlie has agreed to follow up with Mainly Men to see if they would like to join us. Bob will find out the date we need to commit by and any costs and e-mail this info to the board. 

10. Phone-a-Thon: Charlie will update the lists and send up the group of names we are to call. We need to check address, e-mail, and ask if they would like to stay on the list. WE need to provide info on next weekend, the theme, the website and encourage men to stay involved. David will write up a format to ask questions as well as a sample script. The Phone-a-thon calling should start the week of Feb 14. All calls should be completed by March 10, 2017. 

11. Plans to increase membership: Contact Veterans for peace with info on who we are, Use local Bulletin Boards on Facebook or on the web, Post information on our MCM Facebook page, Provide a poster and 2 brochures to men by snail mail, Post dates on Maine Public Bulletin Board. 

12. 501-C3 Charlie’s work and Gregg’s response: Thanks go out to both men for their diligent work. Charlie will clean up the document, possible check with Gregg and we will discuss this at out next board meeting. 

13. Other: David will print copies of information for board meetings at his home and be re-reimbursed for ink and paper. David no longer lives by a print shop where past information was copied for board meetings. 

14. Next Board Meeting will be on Friday March 10 at John B’s house, Charlie’s house is back up. 

Accepted March 30, 2017 

Place: Charlie’s House 
In Attendance: Maine Bob, David, Brad, Carl, John B., and Charlie 
Minutes submitted by: David / Charlie 

1. Check In 

2. Positive weekend all around. Theme with follow up workshops worked well. We would like to see more men attend. Attendance will be worked on for the next weekend by the board. Posting the “Jobs” listing during weekend saved a lot of time during General Meeting … this practice should continue. Having children at the weekend on Saturday was uncomfortable for some men. This was probably a one time event so no action at this time. 

3. Minutes from Sept 20 and the General Meeting were accepted with minor grammatical and spelling corrections. 

4. Treasures Report – Ian was unable to be at this meeting. The Treasure’s report will be inserted in to these minutes at a later time. 
a. From Ian (Nov 17, 2016 revised): 
Fall 2016 Fall Weekend Accounting 
Income Expense 
Registration $2,165.00 
T-wood $1,260.00 
MMG Insurance ½ annual $200.00 
Stamps $117.50 
Printing $258.54 
Food $500.00 
Program $43.40 
Coffee $59.93 
Total $2165.00 $2,439.37 
Loss – $274.37 
Current balance as of Nov 17, 2016: $2673.47 

5. Program Committee and workshops 
a. Once the Program committee decides on a theme the board will e-mail a blurb to men on our list to encourage them to plan a workshop with regards to the theme. A blurb will also be placed in the brochure asking men to develop a theme related workshop. The board will brainstorm ideas for workshops and send this list out to the general group as possible suggestions 
b. Program committee members need to contact Workshop Coordinators and discuss how one can help the other. Workshop Coordinators are also free to contact the Program Committee members before the weekend. 
c. Should the workshops be planned for men who attend? Lively discussion about going to the weekend to do your own thing or to have the day activities planned out for you. There are advantages and disadvantages to both. The Program Committee would need to decide if this fits their theme and be willing to coordinate this effort. 
d. Physical Contact and Omming — Any man should feel free to start an ommm or initiate group contact. The Program Committee needs to also look at this and see where or if it fits into their vision. It was felt that more of both is needed. 

6. Photo and Contact list will be made available ASAP and e-mailed out to members who attended the weekend. 

7. E-mail Blurb about last weekend will go out with the photo and Contact List 

8. The board was directed by the membership to decide what the minimum number of men should be to hold the weekend event. The board decided 10 would be the number as long as the treasury had the money to meet expenses. The decision to hold the weekend will be decided by the board one week in advance. Carl, Tanglewood Liaison, will talk with Pattie from USM to see the cost of canceling the event. The Board will continue discussion of this topic at our next meeting. 

9. Saturday Only attendance. The cost will be set at $30. If they stay overnight an additional fee will be added depending on where they stay, cabin or parking lot. 

10. The board was asked to discuss young men coming on Saturday to see what the weekend is about. Men already have the choice of bringing young men for a part time experience. We could offer young men age 12-15 an opportunity to come from Lunch (morning) though Dinner. We would need to advertise this and have a coordinator to be sure activities were set up for them. Brad offered to get them involved in the kitchen for Dinner. This concept will be further discussed at our next meeting. 

11. Holbrook invited a Board Member to his radio show in the spring. This issue has merit and has been tabled while we seek a volunteer. 

12. Website — Charlie has been working with Tom and has made some positive changes. David will send updated minutes to be posted on the site. The dates need to be checked for future weekend. 

13. By-Laws — Alan has been working on these. This issue will be added to next agenda 

14. MCM Manual descriptors — Each person who has a Job/responsibility/position for the weekend or on the board is asked to write up a short blurb describing what they do and send it to David for the Manual. 

15. Common Ground Fair — Carl will contact Mainly Men and discuss if this is possible. People need to man the booth during the fair. Carl will coordinate this effort if we decide to do it. 

16. MCM needs a mailing address if we are to be incorporated. John B said we could use his at this time since it has been used for the registrations. 

17. Weekend Job List Volunteers — It was decided that this not be posted on the website or in the minutes but will be sent out in an e-mail blurb before the weekend as well as putting a copy in volunteer’s snail mail brochure. 

18. Other: Phone-a-Thon — Maine Bob and Charlie will work on the list of men we have and be prepared to split up with Board members willing to call. They will decide the questions to be asked and we will discuss how to update this info into the MCM Membership Bank. The phone a thon is slated for this winter. 

19. Next meeting will be January 10, 2017 at Charlie’s House. Snow date is the 17th. If the weather looks questionable David and Charlie will decide and send an e-mail out by noon on Jan 10. 

Accepted March 30, 2017 

Date: October 16, 2016 weekend 
Place: Tanglewood 
In Attendance: Men attending weekend/ Board members 
Minutes submitted by: David/Charlie 

1. Welcome: The current board was acknowledged, and we let men know MCM has 2 slots open on the board. 

2. Treasure’s report: $2,360.81 before weekend. We are in good shape but do need to strive to get more men at the weekends for their participation as well as our financial future. Tomas has agreed to be added to the Treasures list of people who can sign checks and deal with the bank. Tomas and Ian will get together to sign necessary papers for the bank. David will contact Jim D to see if he is still interested in pursuing being a back up treasurer. 

3. Registration numbers: The fall brochure was sent out six weeks before the weekend, 12 men signed up the first week and then no word until the week before the weekend when the rest signed up. The board asked when do we consider cancelling the weekend due to low numbers. Several members spoke to have the weekend with as little as 10 members while keeping a close eye on the financial impact. Rent of Tanglewood remains consistent and we pay extra for each man that stays overnight. 

4. Carl, Tanglewood Liaison will talk with Patti and see what it would mean financially if we had to cancel. Carl will find out what their policy is and the board will discuss. 

5. The board felt that using envelopes to send brochures was worth the effort as well as the cost. Two brochures as well as a poster will be included for the Spring weekend as it was this past fall. 

6. Charlie reported on his visit to Mainely Men meeting. MCM board members can attend their weekends for free. The board will pursue setting up a table at Common Ground Fair with Mainely Men. 

7. A suggestion that men could come for Saturday only at a reduced price. It was also suggested that kids could come for Saturday only and activities could be set up for them. The board will discuss these options. 

8. Holbrook has invited anyone who would like to join him on his radio show as a guest speaker. He would need 8-day notice. The board will consider sending someone before the next weekend to promote MCM. 

9. Updates on the by-laws and 501c3 were provided. Alan has taken on the task of re-writing the “found old bylaws” and adding what is needed for board approval. Charlie has agreed to help him. MCM hopes to have 501c3 status before the next weekend. 

10. The Program committee was recognized … Thanks goes out to John B, Ivan, Charlie, Ham, and Dan. 

11. The board is planning a Phone-a-Thon for January and February 2017. The purpose is to encourage men to attend as well as get accurate information for our database. 

12. The Job list for the Spring 2017 weekend was reviewed and people signed up for the different responsibilities. (See List) 

13. The board will consider a request that we buy our own coffee pumps instead of depending on Tanglewood. 

14. Any man is welcome to attend a board meeting. Please contact David or any board member to find out the next date. Dates change so it is the responsibility of the person making the request to keep in touch with the board about the next meeting. 

15. Next Board Meeting November 15, 2016 at Charlie’s house 

Minutes accepted by the board on Nov 15, 2016 

Date: September 20, 2016 
Place: Ian’s house 
In Attendance: Bob, Charlie, Brad, John, Ian, David, Alan 
Minutes submitted by: David / Charlie 

1. Check In 

2. Minutes from July 12, 2016 reviewed and accepted 

3. Treasure’s report: $2741.84 

4. Mainly Men invited MCM Board members to attend their weekend Oct 7-10, 2016. Charlie has agreed to attend on Sunday. Charlie will bring up the idea of a joint booth at 2017 Common Ground Country Fair as well as inviting men to our weekend. 

5. Update on 501-C3. Ian has spoken to a CPA. David asked if someone could take over the writing of the by-laws committee. Alan agreed to take on this role. David will send him the information he has collected. Charlie is willing to help Alan with this endeavor. He will send Alan copies of by-laws from other organizations. We need MCM by-laws in order to apply for 501-C3 status. The plan is to complete this task and apply for this status as soon as possible. 

6. Charlie will send out another copy of the Google account instructions and passwords to the board. 

7. Update on MCM Manual. The manual is on hold until after the weekend. 

8. Registration update: we have 14 men signed up so far and with 4 board members sending in registration, this will bring number to 18. 

9. Oct 14 weekend 
a. General Meeting Agenda: David will set this and e-mail to board if he is unable to attend 
b. Streamline General meeting. David will make a poster with job lists to post. Current men have first dib to continue. Encourage men to sign up before the general meeting 

10. Other: 
a. Board member should work on a paragraph describing their responsibilities Ex. Coffee Meister, Treasurer, Medical kit Supervisor, etc. Get these to David for the Manual. 
b. David will print 3 copies of minutes, Confidentiality agreement, Mission Statement for the weekend for men to enjoy. 
c. David will write another e-mail blurb and send it to Charlie. Charlie will edit and send it off by e-mail to past attendees. 

11. Next Meeting will be the General Meeting at the weekend 

12. Next Board meeting will be Oct 25 at Charlie’s in Hope from 6-8. 

Note: Oct 25 meeting postponed to Nov 15, 2016 

Accepted by Board Nov 15, 2016, 2016 

Date: July 12, 2016 
Place: David’s House in Thomaston 
In Attendance: Charlie, Bob, Carl, Alan, Brad, David 
Minutes submitted by: David and Charlie 

1. Check In 

2. Reviewed and accepted minutes from May 17. 

3. Treasure’s Report: Total Cost of the May 2016 weekend was $2145.25. Cash in the bank $2743.84. 

4. E-mail summer blurb to encourage men to bring someone to the next weekend will go to the past 2 groups that attended. The blurb will go out in Early August and in September before the brochure is sent. David will write these and get them to Charlie to be sent. 

5. List of Names that go out after the weekend. A sentence will accompany the list and the group picture and will emphasize confidentiality. This will also be mentioned at the General Meeting at the weekends. 

6. Brochures will be mailed out by September 2, 2016. Last day for discount is September 16. 

7. Stamp and Fold Party will be August 30 at 6:00 PM at David’s house in Thomaston. 

8. A new position, Post Master General, was discussed. Maine Bob will be responsible to keep the name list updated and to be used for brochures. Charlie will be the Assistant Post Master General. 

9. How to bring new men to the weekend was discussed. We will encourage men through e-mails. Posters and an additional brochure/registration will be sent in the mail to members so they can be shared. 

10. Scholarship Fund: The board has decided to wait until we have 501-C3 status before we ask for donations. This status will allow people to write off the donations at tax time. 

11. Website Update: The new and improved website is up and running with new dates of the weekend. Poster and brochure information will be added as soon as they are ready. The minutes will be posted on the website as men have been asking that we do this for some time. It was felt that men that are interested can see the work that the board is doing “behind the scenes” to make our weekends and organization successful. This will also help men feel connected during the year. 

12. E-mail for board members: Charlie will set up e-mails for board members username@mainecoast.net. He will explain these and how to access them at the next board meeting. 

13. Cloud Update: Charlie has set up a Goggle Drive account for the archives. He will discuss this with Charles G our historian. 

14. 501-C3. Ian has taken the lead on helping the board with the paperwork. No update at this time. 

15. Phone-a-Thon has been postponed until January 2017. With all the political phone calls that are being received it was felt that we would have better response from men after the election. 

16. Manuel update: David has received 2 responses from the readers so far. No further work has been done on it. Bylaws were worked on using a computer-generated questionnaire. Once completed the company asked for money to be able to print it out. David will work on re-typing these. By-laws need to have President, Secretary and Treasurer named in the document. David will be President, Charlie will be the Secretary and Ian will be the Treasurer. 

17. Other: 
a. Carl is the new Tanglewood liaison. He will contact and Rich from Tanglewood and they will discuss a site in the event a sweat will be taking place. 

Next Board meeting will be from 6-8, Sept 20, 2016 at Ian’s house 

Minutes Accepted Sept 20, 2016 

Date: May 1, 2016 
Place: Tanglewood 
In Attendance: See attendance list from weekend 
Minutes submitted by: David, taken by Charlie 

1. Acknowledgements and thanks to present Board Members. Ham and Ward were recognized for past service on the board. We have 11 active members and have 2 open spots on the board. Any man is welcomed, contact David or any board member with your interest. 
Board meetings are open to all men. Contact any board member to find out next date of board meeting. New website will have this information. 

2. Treasure’s report: Exclusive of weekend income and expenses we have $1,893.71. We will continue to strive to get and keep $3000 in the bank for future weekends. It was suggested that we have a separate line for scholarships and donations. This will be put on the board agenda as it involves the status of 501-C3. 

3. Confidentiality Statement was reviewed. Suggestions for board to consider: 
a. Keep in mind that a man may not be in the same place when he is contacted outside the weekend 
b. Simplify to one sentence 
c. “What happens at Tanglewood stays at Tanglewood” 
d. “A man’s story is his own, not yours to share.” 
e. Be more specific 

4. Sweats — Out of 19 men 9 said they would participate. Suggestion was to have the option on the brochure. Board will discuss. 

5. 501 C-3 was discussed. The membership moved unanimously to have the board go forward and incorporate to have a non-profit status. 

6. Procedural Manual — Members were asked to volunteer to be readers and make suggestions on what we have so far. Ian, Joe, R, Alan, Dan, Charlie and John B will work with David on this. 

7. Membership was asked about electronic registration and payment. Small interest in this happening. Board will discuss. 

8. Curator: Charles G. will work on this. Charlie C will set up account on the cloud and contact Charles G. 

9. Joe R will write a job description for Quilt Curator. 

10. Board to get out “snarky e-mails” during the summer to remind men to find new men and plan to attend fall weekend. Board will discuss who will do this. 

11. Photograph and weekend men’s list. It was asked that this be set out soon after the weekend as possible. Men appreciated the names on the picture and asked that this continue. Thanks goes to Maine Bob for doing this. 

12. New Men mentoring should continue as it has for the past few weekends. 

13. Brainstorming “How to get new or more men to attend” 
a. Phone-a-Thon 
b. Posters 
c. Call the men you missed or would like to see there 
d. Talk about it with friends 
e. Press releases 
f. Common Ground Fair Booth with Mainely Men 
g. Sandwich board on streets handing out brochures 
h. Free tickets on radio to bring in more men 
i. Contact Mainely Men and invite them to MCM weekend 

Minutes Accepted by board May 17, 2016 

Date: April 5, 2016 
Place: Thomaston, David’s House 
In Attendance: Don, Brad, David, Ian, Charlie, Carl, Jim 
Minutes submitted by: David 

1. Check In 

2. Minutes from 2/23/2016 were reviewed and accepted 

3. Treasure’s Report $2747.71 is current balance 

4. Tanglewood Contract — MCM is grandfathered in on several aspects. Current rental price for Kitchen Dining Hall is $800. MCM gets charged $600 plus $20 per person per night in cabins and $10 per person/night in tents (which includes sleeping in vehicles). MCM does not have to send in a $100 deposit to reserve date nor a $250 damage deposit. MCM does not need to provide the first half of the cost of the weekend 30 days prior to the event. MCM has and will continue to pay for the weekend as soon as possible after the weekend. MCM sends the total amount of men that were present and where they slept and the University bills us. Contract requires comprehensive auto insurance – Ian will check with our agent to see if we are covered. 
a. Swimming is not allowed 
b. Quiet times are between 9PM and 7AM 
c. Smoking is allowed in designated outdoor areas only. (This has been at the outside fireplace located on the right side of the field when viewed from the lodge porch). All evidence of smoking must be destroyed or removed. 
d. Fires at designated spots only. Approval must be asked for from camp host for any fires. 
e. Other rules are available by asking MCM board. 

5. Brochure and Mailings update: 172 were mailed on March 20. After additional work by Bob to reinstate the 108 that had been deleted, he did a second mailing on April 4. We thank you Bob for this work. As of April 5 we had 10 people enrolled. 

6. Posters for the weekend. We will use the brochure as a poster to post in places in our towns. Board members are asked to post these where appropriate. We will seek to have a poster made in the future to advertise the weekend. 

7. Sweats at weekends. John B will think about this and is willing to work MCM to plan sweats in the future. The board felt it is important to find out from the men at the next weekend how much interest there is in having a sweat. This is a time consuming workshop that is labor intensive. This will be discussed at the business meeting. Brad is willing to lead this discussion. 

8. 501-C3/ Insurance/non-profit information and recommendations from Gregg who is a lawyer: Gregg read the contract and strongly encouraged us to speak to our insurance agent to see if we are covered in the event of an incident. Ian met with our agent and our current policy did not meet the requirements of the University. Ian was able to up the amount of our policy to make it comply without any additional costs. If our main concern is protecting individuals on the board or MCM from being sued we should strongly consider becoming incorporated as a non-profit. There is a cost to this process with annual reports to be filed. The board will further discuss this at the next regular board meeting as well as inform the general membership this is the direction in which we are heading. (additional information came from a follow up e-mail to the board from Ian after he checked with the insurance agent.) 

9. Curator and items to be saved for the future of MCM. It was decided that minutes that we have from Aug 28, 2014 to the present and minutes from all future meetings would be archived. If anyone has any minutes from past meeting that are in digital form these can also be saved. Photos and programs should also be kept safe. Costs for the weekends should be in the minutes to be saved. A procedure manual is being developed. This information has been written up before and has been lost. For this reason this information will be kept in a hard copy form by the curator as well as a copy on a cloud account. Charlie offered to look into setting up this account. David will contact Charles G our current curator and discuss this information. It was decided that board members and the curator will have access to the cloud account. The Board will approve all items that will be stored on the cloud. Names of participants will not be on the cloud but held by the registrar and the computer person working with the lists. 

10. Facebook Account: We need to find out who has administrator rights to this account and determine who from the board will manage this tool. Moved to next regular board meeting. 

11. MCM weekend: 
a. Board member will do a general welcome and reminder of “check in” parameters 
i. Charlie will work with Dan to do a short write up for the men to read
when signing in that will inform men of the theme and possible
check in topic 
b. Medical presentation will be Saturday morning after breakfast. Defibrillator, Heimlich maneuver and First aid kit will be discussed. 
Constant bell ringing will occur should there is an emergency to alert the medical personnel on the grounds. If necessary 911 will be called without delay. 
c. New Men’s meeting will be held in the kitchen/office run by Brad after supper. Any man is welcomed to attend. 
d. Workshop to discuss ideas on how to bring in new men. This topic will be discussed at the business meeting on Sunday. Brad will address this at the closing circle and have men visualize who they will attempt to bring to the next weekend. 
e. Napkins will not be provided but we will continue to use the paper towel roll provided by Tanglewood. 

12. Weekend Facilitator: Charlie volunteered to facilitate the weekend with David as a backup. The description of this position located in the Policy and Procedure Manual was discussed. David, the Board Facilitator, will run the business meeting. 

13. Phone a Thon — we will continue to work toward having a phone-a-thon in the future. 

14. Website Update: Charlie contacted Vincent to get the keys to the DNS name server. Tom Beal has offered to host the website and donate it annually. Renovations on the website will be made by Tom and Charlie and presented to the board. Contact information will be on the site of board members and we will need to decide if a “General Contact” person should be selected. 

15. Procedure Manual Update: This is a work in progress. The goal is to have a manual in place that will address the needs of the group and have them used and saved so items do not have to be re hashed out each time the board changes or decisions had been forgotten. Any item in the manual can be up for review by the board or the membership. David has put this together and will present it to the group. He will ask for 3-4 readers to go though the manual and offer suggestion as to additional items to be added that have been important in the past and are not addressed. If we decide to apply for non-profit status we will need to write up by-laws. 

16. Item for business meeting. A reminder that men can request funds to buy materials for a workshop. The treasurer can grant amounts up to $25 without board approval. 

17. Picture statement from Board Meeting Dec. 9, 2014 item 3. The statement “If men decide to share (pictures, stories etc,) discretion is encouraged as always.” This will be changed as Confidentiality will be discussed at the business meeting that address this issue. The Confidentiality statement will be shared and discussed at the weekend. 

18. Other: 
a. Bocce Balls: Have been painted with stripes for better identification 
b. A request was made to allow two 16 year olds to attend without accompanying adults (One has been at the weekend twice before). It was reiterated that an adolescent (14-17) must have an accompanying adult to monitor them and the youth can attend at no cost. It was decided that if a man brings a young man who is not their legal guardian a note from a parent or guardian must accompany the adolescent allowing them to attend. Men 18 and older pay full price unless they request money from the scholarship fund. 

19. Next meetings: 
a. General Business meeting on May 1 at the weekend 
b. Board Meeting will be on May 10, 2016 Place: TBA 

Minutes accepted by E-mail responses on April 28, 2016 

Date: February 23, 2016 
Place: David’s house in Thomaston 
In Attendance: John B., Lew, Ian, Charlie, Carl. Bob, David 
Minutes submitted by: David 

1. Check In 

2. Minutes from 1/19/2016 were accepted with minor spelling errors corrected 

3. Treasure’s Report: $2748.91. The bank now charges a $2 fee for paper statements. E-mail statements are free. Ian will set up the email option.  The e-mails will be sent to Ian, Don, Jim D, and myself 

4. Jim Derby has accepted the position of being co-treasurer and has also joined the MCM board. Thank you and welcome. 

5. Insurance Policy review: MCM is required to carry a standard insurance policy to cover itself as well as Tanglewood while we are there on weekends. The cost is $400 a year. A copy will be sent to Ham to forward to Gregg to look over and interpret. 

6. Ham has send an e-mail to Gregg, who is a lawyer, asking if he is willing to look into what liabilities MCM has in the event of a situation. We have offered to pay Gregg for his services. Ham will follow up on this and report to the board. Thanks Ham. 

7. Contract from Tanglewood: The University of Maine has send out a detailed contract for us to sign for the use of Tanglewood. This is the first time a contract has been sent in 25 years that we know of. David will contact Patricia Chapman with questions about it or what is the procedure to sending it back. The contract looks reasonable. The quote for the facilities is $800 but they are charging us $600. Also fires can only be in designated areas. This may eliminate the possibility of a sweat lodge unless we receive special permission. David will clarify. Ian will share a copy with the Allen Agency to be sure our insurance policy covers what they are asking of us. 

8. 501 C3 – Issues to consider: 
a. Presently MCM cannot provide documentation if a person wants to donate money and claim it on taxes without us having a 501-C-3 status. 
b. Someone would have to manage this as well as report yearly to the IRS what our holdings are. 
c. Will being a 501 C-3 protect us against any law suit or does what we have now with insurance and the waver we all sign enough. This is one issue that is being explored with a lawyer. 

9. Website Update: The date will be corrected. Charlie is working on adding a tab for Board Members and expanded contact info. Board Members are asked to send to Charlie information on how they prefer to be contacted (phone or e-mail). Board members can also choose not to list contact information if they want. Charlie feels that we could be ready for on-line registration at this time. The board felt that this should be explained at the next weekend business meeting to the men. Plans are to make this option available for the fall weekend in 2016. 

10. Phone-a-Thon Update — Issues are still present with the current data base. Bob will work on this and get out lists of men to be called out to board member willing to call along with the questions to be asked to update this file. We will start this process once the list is ready so we can be accurate with the information collected. No date has been set for this to begin, in the meantime we will use the list of 275 names that we currently have. 

11. Board Role Names — “Board Facilitator” will be used as the title of the person who creates the agenda, runs the board meeting and send out the minutes. “Weekend Facilitator” will be the person who keeps the weekend agenda moving along. The Board Facilitator will run the business meeting at the weekend. David is working on a set of Policy and Procedures that MCM is currently following. Roles and responsibilities will be a part of this document. Decisions as well as procedures used will also be in this manual. 

12. Charlie will work with Dan to add a statement in the brochure to encourage men to give a little “extra” if able to help us reach our goal of $3000 in the bank. This money will be used to continue offering scholarship as well as guarding us against a weekend that is poorly attended. It has been estimated that we need 31 men at a weekend to break even. 

13. Confidentiality statement reviewed. The statement below was worked on at our last board meeting in January. The board felt that this statement was ready to present to the membership present at the Spring Weekend for review. The reason this was done was because the board was asked to define what “Confidentiality” meant at the last business meeting in the fall. The following will be discussed at the Spring 2016 business meeting: 
“It is essential that confidentiality be a top priority at MCM weekends so men can feel safe to share and experience self growth in a caring, supportive environment. 
Once a man leaves the weekend it can be difficult at times to share with loved ones 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 confidentiality 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 it is appropriate to ask that man for permission. 

14. Donations to Tanglewood — The board would like to recognize Alan Pooley who donated $100 to Tanglewood in the name of MCM. The board’s policy is that we will not give money out until we reach our $3000 goal for our organization. Tanglewood sent a request for funds to this organization. The money Alan sent has been earmarked for direct help to the Tanglewood facility. The address to donate to Tanglewood will be provided to the men at the next weekend if individuals would like to help out. 

15. Stamp and Fold Party — The board is committed to getting the brochure out 6 weeks before the next weekend. The S&F Party will be at David’s house on March 15 from 6-8. This is not a mandatory board meeting however the more the merrier and board items may be discussed. David will e-mail the board if any items need immediate attention so that members can give their opinions by e-mail if unable to attend. 

16. Other: 
a. Curator: David will contact Charles who volunteered for this position to begin discussion on what and how information should be stored. 
b. David will write a blurb that will go with the Fall MCM Weekend picture that Bob will send out 
c. Mentor program will continue. John will send a request for archived information to David if he cannot locate it. 
d. Charlie will work with John and send a message to Dan about the wording for an Emergency Contact for men who attend the weekends 

17. Next Board Meeting : 

April 5, 2016 6-8 at David’s house at 261 Main Street, Thomaston 

Accepted April 5, 2016 

Date: 1/19/2016 
Place: Bob’s house in China 
In Attendance: John B., Ham, Carl, Bob. David 
Minutes submitted by: David 

1. Check In 

2. Minutes from 10/27/15 accepted 

3. Treasure’s report — $2491.15. (Treasurer unable to be at meeting) 

4. No update on Jim.D status to be on MCM bank accounts working with Ian and Don. (Tabled) 

5. Many thanks go out to Mike S and Ham as they have retired from the board. The board would like to thank them for their service at the meetings and at the weekends. The board is seeking new applicants to fill these vacancies. 

6. MCM picture with its’ new format to include the names of men will be sent out to the men at the last weekend later this week. Thanks Bob. 

7. Electronic Payments/and brochures. Charlie was unable to be at this meeting so this item is tabled. It was decided that they would not be used for the spring weekend. This will be a priority for the board to explore for the fall of 2016. 

8. Website Update 
a. Charlie has offered his help to update and work with Tom and Bob to make changes necessary to bring website up to date. 
b. Charlie sent in a long list of suggestions to help the website be more user friendly and up to date. The board decided to take it in steps and do what we already agreed upon. The items that need to be added will be a tab for Minutes, tab for Board members with contact information, and dates for future weekends. More changes to come. 
c. Bob will contact Tom and discuss adding himself and Charlie to the administrative side of this website so they could make the necessary changes. 
d. Charlie and Bob will make the changes necessary and let the board know when they have been completed. The board will be asked to check the website. At the next meeting further changes will be discussed. 
e. Board role names were discussed. Suggestions such as President, Chairman, Facilitator, Coordinator will be decided on at the next meeting 

9. The next MCM Weekend is April 29, 30, May 1. Brochures will be sent out on March 21. The Stamp Party will be the week of March 16. That date will be set at the next meeting. David will contact Dan who is taking on the task of developing a program for the weekend. Dan has also volunteered his expertise to put the brochure together. Thank You Dan. 

10. Sliding Scale. Currently we need 31 paying members to break even for he weekend. It was decided not to develop a sliding scale and keep the fee at $100. It was also decided to put a statement in the brochure that we are trying to build the MCM treasury up and would encourage men who feel they could pay more to do so. We encourage men to use the Scholarship fund if funds are tight. No man should miss a weekend due to financial restraints. 

11. Should we file for 501 C-3 status (Discussion Tabled). 
a. Ham will call Greg and ask if we are in any way liable for men who attend the weekends. 
b. We will ask Ian to bring our Insurance policy to the next meeting so we can discussed what we are cover for. 

12. Phone –A–Thon: 
a. David will e-mail board to find out who will be able to make calls. 
b. Bob will develop excel sheet to be used when asking questions. 
c. Bob will divide up the names and send them to the phone callers by Feb 15 
d. Phone-a-Thon will be conducted the last two weeks of February. 
e. The board will do the best it can for this go around and may need to take more time to complete the entire list. 

13. Confidentiality Statement. Men at the last weekend asked the board to develop a statement that will explain confidentiality. The statement below is being worked on… The board will have further discussion before bringing it to the weekend for discussion. 
“It is essential that confidentiality be a top priority at MCM weekends so men can feel safe to share and experience self growth in a caring, supportive environment. 
Once a man leaves the weekend it can be difficult at times to share with loved ones 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 confidentiality 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 it is appropriate to ask that man for permission. 

14. The procedure for men to identify an Emergency Contact for the weekend will be decided on by Charlie and John B to be used at the Spring Weekend. 

15. David contacted Tanglewood on how MCM could help in fixing the posts that were loose on the porch of the main lodge. The issue is that it is not just the post but the floorboards/supports are rotting as well. Tanglewood has a plan in place to fix this situation. 

16. David shared the task list and the board realizes this will change after each weekend. (See attached). David is working on a document that will simplify the Practices and Procedures of MCM. 

17. Sweat Lodge opportunities at the weekend (tabled — Ian will discuss with John Bly and report out to the board) 

18. Other: 
a. Tanglewood asked for a $100 donation for their general fund. The board had agreed that until we have a savings of at least $3000 in the bank we would not consider requests. Current balance is below that amount. The request was denied however individual members should feel free to donate and send a check to Tanglewood to help them out. 

19. Next Board Meeting will be: Tuesday Feb 23 and the Snow Date will be Tuesday March 1 at David place at 261 Main Street Thomaston 

Accepted February 23, 2016, by the MCM Board