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October 2019 Open Meeting Summary


Tribal Open Meeting Summary 10/4/2019 held at the Tribal Office in Aynor, SC

  1. CM’s Susan, John, Marion, Alan, Dalton, and CoC Rick present. Elders Avalene, Glenn T, Ronnie, Becky, and Dan present. 2C Cheryl present.

  2. Financial Report

  3. General Fund: $9647.73

  4. Building Fund: $450.55

  5. Online Votes

  6. 9/26 Accept September minutes with changes

  7. Susan-yes, John-yes, Marion-yes, Alan-yes, Dalton-yes, Rick-yes

  8. Receipts

  9. Boy Scouts

  10. Rick: Wayne, Richie, Billy Joe brought food, but more people showed than anticipated; cost $195

  11. John: it wasn’t supposed to cost us anything

  12. Dalton motioned to pay Wayne the $195 for food; Alan seconded

  13. Susan-yes, John-yes, Marion-yes, Alan-yes, Dalton-yes, Rick-yes

  14. Susan: next time, put it out on the internet for a vote

  15. 2C Cheryl: receipt for canteen

  16. Leftover items to sell during other events, not just grab here in the office

  17. $86.70 authorized by CoC Rick

  18. Old Business

  19. Carla Goodson

  20. Dalton: she called about 4:30 today; still planning to go to reservations next week and looking for supplies for 40-50 families

  21. Posted event on Facebook for her; please share it publicly

  22. New Business

  23. Receipts

  24. Fuel: $81.44

  25. Susan-yes, John-yes, Marion-yes, Alan-yes, Dalton-yes, Rick-yes

  26. Chief Hatcher: Clyde was going to donate cutting grass here; he cut grass at Ridge Rd

  27. Committee Reports

  28. Buildings & Grounds: Glenn

  29. Weed eating

  30. 10/5 & 10/16: bleachers, paint, glue, wood

  31. Arts & Crafts: Susan

  32. Probably hold classes after the first of the year

  33. Want to use a projector for videos

  34. Chief Hatcher: hold classes specifically for kids

  35. Need Council feathers

  36. 2C Cheryl: Chris Hatcher is still wondering about his app

  37. Susan: I told him what to do and he hasn’t done it; will re-forward information to him

  38. Pauwau: Dalton

  39. Looking for volunteers; have some from CCU, Scouts, HGTC

  40. Governing Body: send up to 4 people’s names to get in free

  41. Begin submitting stories and pictures for next year’s program book today

  42. Meetings are the 2nd Thursday of the month at 6pm at the tribal office

  43. We will have Square available this year

  44. Marion: will Robert be there?

  45. Rick: as far as I know

  46. Program book has been sent to printer

  47. 2C Cheryl: policy on free book?

  48. Susan: 1/2 page ad or better

  49. Getting ice from Mr Newton for free

  50. Susan: $2165: vendors, $2700: ads; $275: camping, with several due in

  51. John: due vendors have to be native?

  52. Susan: they have to be tribal-affiliated; only exception is food

  53. Rick: fire: schedule days between Robert & Marion

  54. Marion: need more than 2 days notice

  55. Chief Hatcher: Earl & Little Bear will be here too

  56. John: does tribal Firekeeper tend from first lit to extinguish?

  57. Marion: No, someone did day; another did night

  58. John: what about John Cox?

  59. Dalton: Robert had a problem with him

  60. Chief Hatcher: will talk to him; he knows Robert doesn’t want him here

  61. Rick: will talk to Mark Williams too

  62. Dalton: need young kids to take up Firekeeper and other duties

  63. Glenn C: Larry J has a horse for the Pauwau

  64. Larry J: Want to tell what horse means to natives

  65. Needs a spot to let kids pet

  66. Glenn C: suggest behind Bill & Susie, between them and fire

  67. Dalton: can you come to the next Pauwau meeting?

  68. Larry J: yes

  69. Michelle: we will discuss it

  70. Chief Hatcher: suggest around Ronnie Floyd’s tent

  71. Glenn C: he needs access to water

  72. We are adding Ronnie’s demonstrations to schedule of events

  73. Drum: Rick

  74. Played at CCU Cultural Celebration Event

  75. Cub Scouts: Rick, Chris H, Trevor, others drummed

  76. Campground: John T

  77. Called zoning office on rural tourism; 3rd reading is 10/15

  78. Chief Hatcher: can get a loan for it or credit card with 24 months no interest

  79. Alan F: are there grants for development?

  80. Chief Hatcher: we’ll look into it

  81. Dalton: talk to Rick Elliott

  82. Have him do $100/ plate dinner for rich people to benefit natives

  83. Files: Susan

  84. Propose Tribal Council, genealogists, filekeeper have access to the files

  85. Alan F: Clarify: to look at, not change?

  86. Susan: just to view

  87. Rick: there’s an audit of files now

  88. Susan: we’ve looked at files (Susan, Rick, Michelle, John)

  89. 2C Cheryl: but nothing was done

  90. Susan: 5-6 files were missing & not surfaced yet, but ID cards were made for them

  91. Files belong to Tribal Council;

  92. Marion C: as union, federal guidelines let officers into things

  93. Dalton: audit doesn’t freeze activity

  94. Changes are limited to filekeeper and those she designates

  95. Alan F: not saying Tribal Council will change files; they are view-only

  96. Rick: why does Tribal Council need access?

  97. Susan: because I need to complete genealogy for projects with Patty

  98. 2C Cheryl read an email from Patty to 2C Cheryl

  99. Chief Hatcher: how long will it take to complete the audit?

  100. Dalton: everyone backup emotionally from the issue

  101. Right now, only the filekeeper can make physical changes

  102. Read-only access should go to anyone

  103. Non-Council members would need a Council member with them to view files

  104. As far as federal recognition, it’s reasonable that we get questions from people about their file

  105. No reason for a file to go home with anyone: make a copy of it

  106. Decide on who has access to look at the files

  107. No problem with Tribal Council looking at files

  108. No need for power struggle issues

  109. Rick: idea came from Chief Hatcher

  110. Chief Hatcher: break it down into steps; make a coordinated effort to get files done

  111. Okay with limited access and putting Susan’s proposal in place

  112. Rick: okay with revisiting after audit

  113. Chief Hatcher: there’s also the privacy act

  114. Files belong to Council; they can already look at files unless they move otherwise

  115. Dalton: don’t need to litigate this based on a specific circumstance

  116. Do it based on who needs access and why

  117. Susan: I was asked to do work by someone who does have access

  118. 2C Cheryl: email says differently

  119. Susan: will call these people to verify by word-of-mouth

  120. Chief Hatcher: propose that you provide Susan with the code and after audit open it to all of Tribal Council; Dalton seconded

  121. Susan-yes, John-yes, Marion-yes, Alan-yes, Dalton-yes, Rick-no

  122. Marion: thinking about future Tribal Council & looking at files

  123. 2C Cheryl: Tribal Council appointed a filekeeper to limit access to straighten out disarray

  124. John: Governing Body should have access to all of it

  125. John T: do we need a policy on planting memorial trees?

  126. Dalton: yes, especially where

  127. John: will consult with Buildings & Grounds

  128. Elections next year: Elders need to begin working on guidelines

  129. Cemetery: Brother put ashes in the fire; want to move parents to the cemetery

  130. Do we need a separate 501(c)(3) for the cemetery?

  131. Chief Hatcher: no

  132. John: are there policies & procedures for the cemetery?

  133. Is there a cemetery manager?

  134. Are there plans for growth/ a budget

  135. Do the trustees come up with the policies & appoint a manager?

  136. Avalene: we have policies and procedures

  137. John: can you get us a copy so we can make our own?

  138. Chief Hatcher

  139. 10/17: Myrtle Beach to speak about Columbus Day

  140. Christian Academy wants us to come back and do a presentation; open to all

  141. School books: we will be in a book; Carson will be in it

  142. Original book had Catawba & Cherokee in it

Rick motioned to close the meeting; Dalton seconded.

Meeting adjourned at 8:24 pm.

Respectfully submitted by Michelle Hatcher on 11/23/2019 at 6:53 pm.

#meeting #minutes

Phone (843) 358-6877

591 Bluewater Rd, Aynor, SC 29511, United States