July 2019 Meeting Summary
Tribal Open Meeting Summary 7/12/2019 held at the Tribal Office in Aynor, SC
CM’s Dalton, Alan, Susan, John, Marion, and Rick present. 2C Cheryl present.
Financial Report
General Fund: $7,623.78
Building Fund: $450.55
Online Votes
6/27 Accept June Summary
Alan-yes, Marion-yes, Susan-yes, John-yes, Dalton-yes, Rick-absent
Old Business
Donnie’s AC: ductwork incomplete
New Business
Receipts
Fuel: $76.43 Check 751
Committee Reports
Buildings & Grounds: Glenn C
Work Day 7/13- bleachers
Asked Chief for letterhead
Arts & Crafts: nothing new
Pauwau: Michelle & Dalton
SCAC is giving us $4000 to help with the Pauwau
Bleachers request: allow Glenn C to work on them now before budget is approved
Marion motioned, Dalton seconded to allot up to $350 for bleacher work
Alan-yes, Marion-yes, Susan-yes, John-yes, Dalton-yes, Rick-yes
Square: 3 ordered; Cost $21.60
Glenn C will also allow us to use his
Can send email receipts if people want on during Pauwau
Sill need: volunteers, ads, stories/ pictures for program book
John T: can we do ads on the website?
Dalton: it would be fine; have to get in touch with Doug
John T: was thinking more of a list of supporters with their website link
Dalton: put it on the Facebook event and all who click the even will be able to click the links
Patty B: up to when will you take money?
Dalton: through the Pauwau
Michelle: if you want it in this year’s book, 8/15
John T: my wife may be interested in helping with the website
Need to update Tribal Council on the website
John T: thoughts on something going on before Grand Entry?
Susan: always things to do before Grand Entry: games, stories, survival skills
Susan: 4 RV spots left
Glenn C: Ms. Tina mailed her application today; she will be here
Chief Hatcher: have you done anything about food vendor pricing for Pauwau?
Susan: it’s on the application to send us their menu with prices
Drum: nothing new
Susan: the UMC will give us $500 for the drum
Elder Doug asked to use the office 8/10 for family reunion
Dalton motioned; Alan seconded to allow Elder Doug to use the office for free on 8/10
Alan-yes, Marion-yes, Susan-yes, John-yes, Dalton-yes, Rick-yes
2C Cheryl
Financial Report
Need to show money for Neon
Resend deposit slips 6/4-6/21
Dalton: what’s happening with our retainer?
2C Cheryl: we have to ask for it
Rick motioned; Dalton seconded to ask the lawyer for the retainer back
Alan-yes, Marion-yes, Susan-yes, John-yes, Dalton-yes, Rick-yes
HH-VCC-06-12-2019-001: Hunka Membership Management: 1st Reading
2C Cheryl: it’s at the discretion of the Chief if they receive a card
Glenn C: the card says they have no privileges
Patty B: wouldn’t give them a card
Rick H: think a card implies membership
2C Cheryl: would give them a certificate & have a ceremony
Chief Hatcher: want to establish all Chiefs conferring on hunka memberships
NeonCRM
Marie is almost through the files
Some don’t have a date for when their ID card was removed
Expired cards as of 8/13/2012 should be inactive
Dalton H: Inactive is 90 days & then removed (retired) if nott fixed
Deceased Numbers should be retired
Need a policy on membership status
Dalton: status list: active, inactive, retired (includes deceased), resigned
If someone loses their number because of status, they will get a new number
John T: I think deceased should be its own category because their spirit is still part of the tribe
Marion C: if someone loses their membership, do you throw the file away?
Dalton/ 2C Cheryl: no, we keep them forever
Susan: we keep the actual file
Starla: what is the definition of good standing?
Dalton: up to date on dues, no under an order from Tribal Judge
Dalton to write a letter out with list of statuses:
Active: current
Inactive: problem with 90 days to fix
Resigned: didn’t fix problem with Inactive status or voluntarily resigned
Retired: Were a member who passed on
Judgement: under order from Judge
Neon CRM is in process of being set up; first is membership
Set up payment processor; fee: credit cards 2.6% + 0.30/transaction
Check draft: 1% +$1/ transaction
Set up as a valid non-profit
Susan: do we have to be linked to Quickbooks?
2C Cheryl: it syncs to Quickbooks, but Dori isn’t using Quickbooks
Dalton: see if we can use Square as our processor
2C Cheryl: read samples from list; Square isn’t on it
Dalton: use current database structure
Patty B: another genealogy class 8/4, 9/15 at 1pm
2C Cheryl: Indigeonous Women’s Alliance: cooking BBQ 9/7
Is everyone ok with women drumming?
No complaints voiced
Chief Hatcher
Patty, are you going to go back & certify the core people?
Patty B: I can
Chief: I will have you look at Hatcher & Dimery books
All additions will go through Patty B
Patty B: I have research on paper, Susan will check for errors, then I will compile on big genealogy book of core
Chief Hatcher: we need to put book numbering on ID too
Chief Hatcher: what about non-core?
Patty B: you don’t need anything; just keep % 's right
Chief Hatcher: would like Starla V & Patty B to keep count of core/ non-core percentage
Susan suggested going back to 2017 & give people 6 months to fix expired cards
Allow them to pay past dues & we will renew the card
Patty B: I’ve seen it work some in libraries
Chief Hatcher: we don’t have a historian doing work; we need an active one creating articles
Rutland/ Chavis Cemetery in Norway, SC
Around 1864, a man was buried on his own land and then more people were buried there with stones to mark the graves
About 2 years ago, Mr. Barr bought the land. His house overlooked the graves, so he bulldozed them down
Pat Hallman’s relatives are buried there & he’s now stopped from going to the cemetery
State law says it’s a felony to desecrate a graveyard
2C Cheryl: H3806, 2019, session 123, Gilliard et al
Preservation of cemeteries
It’s illegal to stop people from visiting a cemetery
501c (3) can do business with surplus stores
Unless you’re Native, then you have to live on a reservation
Award: Carolina Celebration of Freedom
Need to write letters about issues we care about
Letter should say you are a citizen
Dalton: use billboards if not too expensive
Gov. McMaster: we were supposed to meet, but his advisors/ staff said he had a meeting with NAACP, Hispanics, but wouldn’t have time for use
Marie & Starla V did lots of work; found wrong addresses in files
Call people; send letters: John T, Marie, Starla
2C Cheryl: Neon CRM will send mail merge with individual names on letters
Susan: use Facebook page/ messenger
Dalton: send mail through tribal secretary
Tubby West passed away
John T
Rent RV campsites as-is: $35/night
Concerns: credit card payment
Need camping prices on website with pictures
Establish a method of reservation
Email; call to confirm
Need a contact list of people taking reservations
Do a test run
Dalton: talk to a travel agent for advertising
Volunteers: John, Glenn C
Let John know if you’re interested
Pricing: RV & tent
Check on insurance policy
Chief Hatcher: get an attorney to write a letter releasing us of liability
Susan: the only time they can’t be here is during Pauwau
Dalton: or increase the cost during the Pauwau
Glenn C: 14 sites available
John T motioned to move forward with camping and make adjustments as we go; Marion seconded
Alan-yes, Marion-yes, Susan-yes, John-yes, Dalton-yes, Rick-yes
John to initiate WIP Campground Setup
Chief Hatcher to check on insurance
Rick: do we need a license? Check with county first
Membership Renewal Coordinator
We should be taking in $875/ month in fees; willing to call or email them
Are we willing to remove them for lack of payment?
Dalton: by 8/1, $50/year or $5/ month, no penalty for not paying until renewal date
John: would like a $50 card renewal fee/ 2 years
John motioned to close the meeting; Alan seconded.
Meeting adjourned at 9:20 pm.
Respectfully submitted by Michelle Hatcher on 7/25/2019 at 4:43 pm.