591 Bluewater Rd, Aynor, SC 29511, United States

Phone (843) 358-6877

December 2019 Open Meeting Summary

January 3, 2020

 

Tribal Open Meeting Summary 12/6/2019  held at the Tribal Office in Aynor, SC

  1. CM’s Marion, Alan, John, Robert present. Dalton served ACoC. Elders Becky and Dan present.

  2. Financial Report: Not available

  3. Online Votes

    1. 11/3 Pay Little Bear for bringing Earl Manyskins to Pauwau

      1. Robert-yes, John-no, Alan-yes, Marion-absent, Dalton-yes

      2. Rendered moot; 2C Phil came in during Pauwau & said Chief would pay it out of his pocket

    2. 12/2 Accept October minutes

      1. Robert-abstain, Marion-yes, Alan-yes, John-yes, Dalton-yes

  4. New Business

    1. MS Office: Dalton

      1. Would like authorization for 6 accounts of MS Office Nonprofit

        1. Allow us to post database online

        2. Encrypted & backed up

        3. $3/ user

          1. Alan: do you need more than 3 users?

            1. Dalton: yes

          2. John: can you add as you go?

            1. Dalton: yes

        4. Yearly registration; will pay my own

          1. Think tribe should pay for Filekeeper, Secretary, and Genealogists

        5. Plan to create a committee, preferable those familiar with database management

        6. Our current version of Office 365 doesn’t have the 1 app that we need

        7. John: do we need MS Office & NeonCRM? Seems like they overlap

          1. Dalton: with Neon, every line is a user & costs extra money after 1000 users

            1. Not sure you can use Neon in the same way as MS Office

              1. Stats, labels, mail merge, etc…

            2. Neon is set up to be the backend of a website

              1. General members can see what they owe, receive alerts, pay fees, check events

            3. We can get Neon’s changelog to update MS Office

              1. Alan: can Neon be merged to MS Office?

                1. Dalton: believe it can be exported

              2. Dalton: I’m looking 20 years down the line- tribe will double, which increases lines and cost

            4. Dalton: if I could figure out how to get us to one, I would

              1. If I could, I would get us away from both

          2. John: funding authorization

            1. Dalton: 4 users

              1. John: motion to fund MS Office; Alan seconded for 4 users ($144/ year)

                1. Marion-yes, John-yes, Alan-yes, Robert-yes, Dalton-yes

              2. John: suppose we could incorporate policy regarding cemetery

                1. Can we add it into MS Office

                  1. Dalton: not limited by the number of spots

                2. John: can we add resolutions in to it

                  1. Dalton: would like to put all of our information in one spot  

    2. Overnight Deposit Bags: Dalton

      1. Choice of bags: disposable plastic & permanent

      2. No fee if we use disposable bags

      3. If there is a discrepancy, they will either deposit & tell you or they will call you to come recount it (you decide which one)

        1. Starla: 2 people open the safe and count separately with cameras watching

      4. Marion: motion we use overnight bags; John seconded

        1. Marion: no problems using it over 9 years myself

        2. Marion-yes, John-yes, Alan-yes, Robert-yes, Dalton-yes

    3. Resolution: DH-12-06-2019-001: Rules governing the creation & maintenance of the Files Committee: 1st reading

      1. Alan: do you know where everything is at with the files?

        1. Starla: no; 2C Cheryl & Marie have been going through them

        2. Think access should be limited even more than what is written here

          1. Dalton: to maintain files, they need access

        3. Would Office 365 let anyone get access to a file?

          1. Dalton: would like every paper we have to be there, but you can limit people’s abilities like in Drive (view, comment, edit capabilities)

        4. Want to limit access to the physical files

          1. Dalton: they may need to get to the written file to update it if we change membership agreements, as an example

          2. Marion defended the number of users for a quorum; not necessarily all have access, but can make decisions

      2. John: which file would be the go-to file?

        1. Dalton: would change the information digitally, but also note it on the written file

          1. John: if someone makes a change, is there a changelog?

            1. Dalton: yes

          2. John: could you run a report to see what they were doing?

            1. Dalton: I believe so; will look into it

        2. Dalton: the most current version of a file would probably be the one online; official one would be the written file

          1. Committee would make policy letters

      3. Dalton: would like to skip the 3-reading rule since it doesn’t affect the general membership

        1. John motioned to waive the rule and vote; Robert seconded

          1. Marion-yes, John-yes, Alan-yes, Robert-yes, Dalton-yes

    4. Receipts

      1. Glenn C: reimburse PW and B&G expenses: $972.27 Check 783

        1. Robert-yes, Marion-yes, Alan-yes, John-yes, Dalton-yes

      2. John T: reimburse food expenses: $200.23 check 782

        1. Robert-yes, Marion-yes, Alan-yes, John-yes, Dalton-yes

      3. Fuel: $37.27 check 781

        1. Robert-yes, Marion-yes, Alan-yes, John-yes, Dalton-yes

    5. Committee Reports

      1. Building & Grounds: Glenn C

        1. New calendar ready: solstice/ equinox events, work days, PWs on there

          1. Send dates for Family Day and other events to Glenn or Michelle

          2. Dalton: email me a copy

        2. Extended thanks to everyone for work throughout the year

          1. Total of 1027 man-hours spent in just B&G time

        3. New projects to come

          1.  Other trailer- kitchen or bath house/ showerroom

            1. We need to get sewer done

            2. Going to try to get items donated for a kitchen

          2. Drum Arbor

            1. Raise it up, add a floor

            2. Chief said someone (Miller from Hardeeville PW?) will build a permanent structure for the Chiefs tent

          3. Build up circle

          4. Dirt: Donnie had a friend bring topsoil in for free

            1. If we could get pledges and ask him for more items, we could get it done quicker

          5. Pond: dig more

          6. Drainage: need to dig places for water to run to

      2. Campground: John T

        1. Rural tourism was passed, so we don’t have to be rezoned

          1. $250 permit, no licenses

          2. Wouldn’t have to deal with DHEC

        2. Glenn C: would like my fundraiser to go toward B&G

      3. John: lots of projects to prioritize; send it to Council

      4. Pauwau: Dalton

        1. Financial breakdown available on handout, still being worked on as receipts come in

        2. Volunteers: sign up; sign in/out at PW to receive credit

          1. Glenn C: we will assign people to jobs & thanks Kayla for help at drink tent

        3. Program book: would like Elders to share stories about themselves or others

        4. Ads: we sold enough to pay for the program book

          1. Cutoff date is 8/15

        5. Larry J: can we put an ordinance on dogs?

          1. Dalton: service animals can go around grounds but not in the circles

            1. Only dogs and mini horses are covered under ADA

            2. They don’t have to have papers or a vest

            3. You can ask if it’s a service animals and what function it serves, but not the person’s disability

        6. John: can we get a count on the people coming in?

          1. Dalton: we’ve tried; Elders are supposed to count wristbands before and after their shift

        7. Glenn C

          1. Thanks to Bill & Susie for all they do; they give almost all of their money back

            1. Starla: including the flag, sage, etc

          2. Do we have another donation account?

            1. Dalton: we can use Square

              1. Glenn: can we set up a Paypal account?

                1. Dalton: will check through Facebook

          3. Ms. Carol Harmon (sp?) at site 1: sending money in for next year in the same site

          4. Lack of security around the circle; most were in one spot

            1. David W should give policy letters to Council, especially concerning how to become a Constable

          5. Alan: make sure all wristbands are given out at the gate

          6. Larry J: have tribal members wear security shirts

            1. Dalton: constables are SLED-licensed & have their own shirts

              1. Volunteer shirts would be nice (ex: Staff)

      5. Drum

        1. Drummed for School Day

    6. John T: is there a policy letter on planting memorial trees?

      1. Alan: think the trees should be indigenous to this area

        1. John: no one’s planting them now, why would it matter?

          1. Alan: just like  Arts & Crafts, it should be traditional/ indigenous to this area

      2. Dalton: think they should get approval for the location & type of tree

    7. John: we need to work on tribal development

      1. Feel we’re more a tribe of 40 than 287

      2. We should work on that with federal recognition

      3. Youngest here tonight is 45

      4. Dalton: since we aren’t federally recognized, people have to go to where the work is

      5. John: we need to have a Council Work Day for this

      6. Think we should have classes, lectures, etc

    8. John: Fear tribe will dissolve if Chief hatcher passes

    9. John: Need Council attendance guidelines: also for Council Work Day

    10. John: Elders, elections are coming up

      1. Do we need more guidelines?

      2. Do we have to change the guidelines?

        1. Example: participate in X number of meetings?

        2. Dalton: think it would be a constitutional question for Elders

    11. John: Members being paid for work

      1. Can understand paying people for purchasing supplies

      2. Should Robert/ Marion be paid too since Manyskins was paid?

      3. Should Bill & Susie be paid and not Ronnie F?

      4. For Council Work Day

    12. John: Why do we give money away to other charities (example: Ms. Goodson)?

      1. Alan: we try to help other Natives out

      2. Dalton: for me, example: if I were a poor farmer, I’d still give my neighbor some food so he wouldn’t starve & I’d be willing to put up with the hardship myself

        1. As for Ms. Goodson: I saw houses on I-40 made of cardboard; I’m willing to give up blankets 

      3. Marion: church gave us money; we gave them money, end result was 0

      4. Dalton: part of our mandate is to help Natives, not just ourselves

    13. John: Trustees Cemetery Guidelines

      1. There are none

      2. Add to Council Work Day

    14. Michelle: Council, Family Day is coming up, you need to plan

      1. Dalton motioned to have Family Day 2/15; Alan seconded

        1. Robert-yes, Alan-yes, John-yes, Marion-yes, Dalton-yes

    15. John: solstice 12/21

      1. John: do we have an allotted amount of money for food?

        1. Michelle: per policy letter, events excluding Pauwau have up to $200 budget

    16. Glenn/ Starla

      1. Thanks for letting us use the grounds for wedding

      2. Thanks to all who shared the day with us

      3. Thanks to Chief Hatcher, Marion for fire, Susan, Lindsay for pictures

      4. Donated $100 to tribe; gave to Chief Hatcher

      5. We’re going to stop selling goodies

        1. Collected $170 and are donating 1/2 back to B&G account

    17. Larry J: Homer mentioned he’d like to see horses on the PW grounds

      1. Dalton/ Michelle: it was a big hit at the PW; people loved it

    18. Ray A: such thing as a complete calendar?

      1. Glenn: we can share it through Drive

    19. Marion: thanks to Glenn for showing guidance to all of us on work days & to everyone who took part in the pauwau

    20. Dalton: thanks to everyone who worked at the Pauwau, to Glenn for all he’s done as an effective & long-lasting B&G manager

 

Alan motioned to close the meeting; Robert seconded.

Meeting adjourned at 9:03 pm.

Respectfully submitted by Michelle Hatcher on 1/2/2020 at 7:29 pm.

 

 

 

 

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