October 2019 Open Meeting Summary
Tribal Open Meeting Summary 10/4/2019 held at the Tribal Office in Aynor, SC
CM’s Susan, John, Marion, Alan, Dalton, and CoC Rick present. Elders Avalene, Glenn T, Ronnie, Becky, and Dan present. 2C Cheryl present.
Financial Report
General Fund: $9647.73
Building Fund: $450.55
Online Votes
9/26 Accept September minutes with changes
Susan-yes, John-yes, Marion-yes, Alan-yes, Dalton-yes, Rick-yes
Receipts
Boy Scouts
Rick: Wayne, Richie, Billy Joe brought food, but more people showed than anticipated; cost $195
John: it wasn’t supposed to cost us anything
Dalton motioned to pay Wayne the $195 for food; Alan seconded
Susan-yes, John-yes, Marion-yes, Alan-yes, Dalton-yes, Rick-yes
Susan: next time, put it out on the internet for a vote
2C Cheryl: receipt for canteen
Leftover items to sell during other events, not just grab here in the office
$86.70 authorized by CoC Rick
Old Business
Carla Goodson
Dalton: she called about 4:30 today; still planning to go to reservations next week and looking for supplies for 40-50 families
Posted event on Facebook for her; please share it publicly
New Business
Receipts
Fuel: $81.44
Susan-yes, John-yes, Marion-yes, Alan-yes, Dalton-yes, Rick-yes
Chief Hatcher: Clyde was going to donate cutting grass here; he cut grass at Ridge Rd
Committee Reports
Buildings & Grounds: Glenn
Weed eating
10/5 & 10/16: bleachers, paint, glue, wood
Arts & Crafts: Susan
Probably hold classes after the first of the year
Want to use a projector for videos
Chief Hatcher: hold classes specifically for kids
Need Council feathers
2C Cheryl: Chris Hatcher is still wondering about his app
Susan: I told him what to do and he hasn’t done it; will re-forward information to him
Pauwau: Dalton
Looking for volunteers; have some from CCU, Scouts, HGTC
Governing Body: send up to 4 people’s names to get in free
Begin submitting stories and pictures for next year’s program book today
Meetings are the 2nd Thursday of the month at 6pm at the tribal office
We will have Square available this year
Marion: will Robert be there?
Rick: as far as I know
Program book has been sent to printer
2C Cheryl: policy on free book?
Susan: 1/2 page ad or better
Getting ice from Mr Newton for free
Susan: $2165: vendors, $2700: ads; $275: camping, with several due in
John: due vendors have to be native?
Susan: they have to be tribal-affiliated; only exception is food
Rick: fire: schedule days between Robert & Marion
Marion: need more than 2 days notice
Chief Hatcher: Earl & Little Bear will be here too
John: does tribal Firekeeper tend from first lit to extinguish?
Marion: No, someone did day; another did night
John: what about John Cox?
Dalton: Robert had a problem with him
Chief Hatcher: will talk to him; he knows Robert doesn’t want him here
Rick: will talk to Mark Williams too
Dalton: need young kids to take up Firekeeper and other duties
Glenn C: Larry J has a horse for the Pauwau
Larry J: Want to tell what horse means to natives
Needs a spot to let kids pet
Glenn C: suggest behind Bill & Susie, between them and fire
Dalton: can you come to the next Pauwau meeting?
Larry J: yes
Michelle: we will discuss it
Chief Hatcher: suggest around Ronnie Floyd’s tent
Glenn C: he needs access to water
We are adding Ronnie’s demonstrations to schedule of events
Drum: Rick
Played at CCU Cultural Celebration Event
Cub Scouts: Rick, Chris H, Trevor, others drummed
Campground: John T
Called zoning office on rural tourism; 3rd reading is 10/15
Chief Hatcher: can get a loan for it or credit card with 24 months no interest
Alan F: are there grants for development?
Chief Hatcher: we’ll look into it
Dalton: talk to Rick Elliott
Have him do $100/ plate dinner for rich people to benefit natives
Files: Susan
Propose Tribal Council, genealogists, filekeeper have access to the files
Alan F: Clarify: to look at, not change?
Susan: just to view
Rick: there’s an audit of files now
Susan: we’ve looked at files (Susan, Rick, Michelle, John)
2C Cheryl: but nothing was done
Susan: 5-6 files were missing & not surfaced yet, but ID cards were made for them
Files belong to Tribal Council;
Marion C: as union, federal guidelines let officers into things
Dalton: audit doesn’t freeze activity
Changes are limited to filekeeper and those she designates
Alan F: not saying Tribal Council will change files; they are view-only
Rick: why does Tribal Council need access?
Susan: because I need to complete genealogy for projects with Patty
2C Cheryl read an email from Patty to 2C Cheryl
Chief Hatcher: how long will it take to complete the audit?
Dalton: everyone backup emotionally from the issue
Right now, only the filekeeper can make physical changes
Read-only access should go to anyone
Non-Council members would need a Council member with them to view files
As far as federal recognition, it’s reasonable that we get questions from people about their file
No reason for a file to go home with anyone: make a copy of it
Decide on who has access to look at the files
No problem with Tribal Council looking at files
No need for power struggle issues
Rick: idea came from Chief Hatcher
Chief Hatcher: break it down into steps; make a coordinated effort to get files done
Okay with limited access and putting Susan’s proposal in place
Rick: okay with revisiting after audit
Chief Hatcher: there’s also the privacy act
Files belong to Council; they can already look at files unless they move otherwise
Dalton: don’t need to litigate this based on a specific circumstance
Do it based on who needs access and why
Susan: I was asked to do work by someone who does have access
2C Cheryl: email says differently
Susan: will call these people to verify by word-of-mouth
Chief Hatcher: propose that you provide Susan with the code and after audit open it to all of Tribal Council; Dalton seconded
Susan-yes, John-yes, Marion-yes, Alan-yes, Dalton-yes, Rick-no
Marion: thinking about future Tribal Council & looking at files
2C Cheryl: Tribal Council appointed a filekeeper to limit access to straighten out disarray
John: Governing Body should have access to all of it
John T: do we need a policy on planting memorial trees?
Dalton: yes, especially where
John: will consult with Buildings & Grounds
Elections next year: Elders need to begin working on guidelines
Cemetery: Brother put ashes in the fire; want to move parents to the cemetery
Do we need a separate 501(c)(3) for the cemetery?
Chief Hatcher: no
John: are there policies & procedures for the cemetery?
Is there a cemetery manager?
Are there plans for growth/ a budget
Do the trustees come up with the policies & appoint a manager?
Avalene: we have policies and procedures
John: can you get us a copy so we can make our own?
Chief Hatcher
10/17: Myrtle Beach to speak about Columbus Day
Christian Academy wants us to come back and do a presentation; open to all
School books: we will be in a book; Carson will be in it
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.