Location: Winterfest Retreat Meeting

In Attendance: Hawthorn Circle, Apollo 77, Shady Grove, Dancing Dragons, Pan’s Patch, Nono, Spider

Agenda:
501C3 - State of Oregon
Dividing Accounts
Organizing Paperwork
Sunfest 2004
Festival Packet Planning
Open Ways Ads
Insurance
Fundraising
Storage
Treasurer Report
Mission Statement
Status of Houses – observers
Winterfest Ritual
Committee Assignments/Development
Contact Information

Called to Order: 10:30 AM

501C3: We have applied for our EIN# and have it. We have not filed our 501C3 with the State of Oregon yet but will be very soon. We need to verify bylaws before we apply to the State. Reading of the bylaws.

Dividing Accounts: Discussion as to what types of accounts to set up. Suggested an investment account, active/operating account (festival costs), and charitable/community assistance account. Insurance costs approximately $1200 yearly and would come out of the operating account. Nono to gather information for investing part of our funds. All agreed that 50% of all profits would go into the investment account. Account set up will be as follows: 50% Investment account (roll over acct) includes all donations, 10% Charitable/Community Assistance, 40% Active/Operating.

Organizing Paperwork: We will be revising the master notebook. Sections will be set up by the committees associated with each section. Each section will have its own manual with the master information being kept in the Master Notebook. (Example: Registration Notebook, Site Coordinator Notebook, etc.) We will design the book for Sunfest, utilize it and make adjustments as necessary. Each group will include an “after festival” review for their section.

Sunfest 2004:
Event/Site Coordinator: Carol (backup Nathan)
Registration/Gatekeeper: Tina (backup Wendy)
Ritual: Cheryl Ruff
Workshop Coordinator: Tina
Quartermaster: James (backup Brian)
Slave Driver: Joel (backup Spider)
Children’s Activities: Tina (backup Jennifer)
Fundraiser/Vending: Not assigned
Hosting: Nathan
Festival Packet Planning: Tina isworking on it.

Open Ways Ads: Michael will work on ad for Sunfest. Carol, Tina and Wendy suggested utilizing a year-long page in Open Ways. We would be able to advertise our festivals and other functions of OWOW. We are already utilizing almost a year’s worth of ads for festivals. All agreed. When we set up committees, the Advertising Committee will be responsible for this ad space.

Insurance: Wendy to look for package pricing to cover all festivals for a year at a time.

Fundraising: Carol suggested we start on a book to be published. As we have some incredible Ritual writers, this book would include rituals from/for all types of rituals for both solitary and covens and groups practitioners. Tina talked more about the Service Auction we will hold for Sunfest.

Storage: Brian, James, Michael and Nathan to meet with Aaron this weekend to schedule a convenient time to move OWOW stuff.

Treasurer: Wendy found a notice for a bounced check from Sunfest 2002. Secretary to compose a letter to ask for payment arrangement. This person will not be allowed to pay with check; must use money order, cash or cashiers check. This person will not be allowed to attend festival until payment is made on bounced check.

Mission Statement: Discussion to add wording about community service and outreach. All agreed to leave as is.

Status of Houses: Both observers are still considering their involvement with OWOW. They are both interested in contributing to festivals and community. Spider is interested in joining an already established House. First attended meeting: 10/25/03

Ritual: Ritual will be at 5:00 p.m. in the chapel with dinner at 6:00 p.m. Set up of Tantric Temple will be considered work exchange for “Shrine Set-up”. We are not advocating or encouraging the use of the “Tantric Temple”, only allowing for a “Shrine-Set-up.”

Committee Assignments: Must have a minimum of three persons on each committee with at least one member being a voting House of OWOW.
Advertising: Michael (OWOW), Joel (OWOW), Carol (OWOW), Nono (Observing)
Festival Packet: Tina (OWOW), Jen (Sponsored), Joel (OWOW)
Fundraising: Carol (OWOW), Nathan (OWOW), Brian (Sponsored), Nono (Observing), Spider (Observing)
Website: Tina (OWOW), Jen (Sponsored), Christine Kennedy (Community Member)
Land Research/Land Trust: Michael (OWOW), Nathan (OWOW), James (OWOW), Spider (Observing)
Pagan Life Committee: Wendy (OWOW), Tina (OWOW), Jen (Sponsored), Nono (Observing), Spider (Observing) Subcommittees: Family, Childless (this committee to present a workshop at Sunfest)
Community Outreach: Wendy (OWOW), Joel (OWOW), Tina (OWOW)
Each committee to meet and determine their goals and function.

Contact Info: All persons to update their contact information. The updated sheet will be available at the next meeting.

Next meeting: February 21, 2004, 9:30 a.m., Pan’s Patch

Adjournment: 12:40 p.m.