HEM BOD Meeting Minutes
8-12-05
On site at the Pickathon

All board members were invited, Jonerick Romans was unable to attend as he was in CA, Laural Wiley was also unable to attend, and Todd Schaff was unable to attend, in the process of moving. In attendance were Ted Robinson (TR), Jeff Sutton (JS) and Charlie Thompson (CT). Adult beverages were served in the beer tent, and the meeting opened.

The following motion was made by TR and seconded by JS:

Reimburse JS for receipted medical expenses up to $45.

Approve $150 receipted expenses for food from vendors from petty cash.

Approve an additional $50 expenses for food vendor voucher at this show to be reimbursed to CT.

· $300 in receipted expenses to purchase additional staff t-shirts
· $40 receipted gas expenses for JS
· $25 receipted gas for CT
· $25 receipted gas for TR
· $up to $40 receipted cell phone for TR
· Authorize CT to pursue a contract for the Shakedown festival, most likely as crisis adjunct to other medical teams
· $20 receipted gas to Lowell, RN.

All motions passed unanimously.

We met a CPA at the table, and arranged possible volunteer involvement to run the finances and fill out tax forms. His name was Paul Kingsland, and his email is PaulK@Kingslandcompany.com.

Meeting Adjourned.

Minutes taken and typed by TR

HEM BOD meeting 7-20-05

In attendance: Jon Eric Romans (JR), Ted Robinson (TR) and Jeff Sutton (JS). Todd Schaff (TS) is in California, Charlie Thompson (CT) was not available, nor was Laural Wiley (LW), and all absent were excused after they were notified of the meeting and reported they were unavailable.

Agenda:
Finalize past financial transactions that were authorized by these same board members authorized verbally while at NWSS.

Authorize future financial transactions for the NW Reggae Festival

Properly amend the finalization of HEM bylaws as prepared by Non-Profit Support Services.

Minutes:

TR made a motion to repay the following list of items, as were previously verbally approved at NWSS for the following items:

· Gas re-imbursements for the Board of Directors attending NWSS as well as road crew responsible for transporting gear and equipment to NWSS (in specific Justin Ostendorf) to not exceed $30 per person w/ receipt (this was originally $20 approved).

· Reimburse LW not more than $550 for herbs, tinctures, supplements and other holistic medical supplies w/ receipt.

· Reimburse Jonerick not more than $350 for sweatshirts reimbursed with receipt.

· Reimburse up to $100 of receipted expenses for food purchased by JE.

· Spend from the checking account no more than $800 for food vouchers, electrical hard wares, tables, chairs and tents, with receipt.

JS seconded, and it was approved unanimously.

TR made a motion for the following future and ongoing expenses to be approved:

· Spend from the checking account no more than $200 on decorative items such as tapestries flags and other art work designed to enhance the clinic atmosphere of the medical tent. CT will submit receipts for reimbursement.

· We are in need of paying are annual dues to the non-profit lawyer. They will be billing us soon and we will have to pay no more than $350. Bill to be accepted as receipt and paid upon arrival

· Jeff is reimbursed no more than $100 for overages due to phone use for event coordination, w/ receipt.

· Jonerick be reimbursed no more than $40 for trip to Horning’s Hideout to retrieve tents unexpectedly due to problems between Washington Co. and HH., w/receipt.

· Up to $250 in receipted expenses for medical and food and miscellaneous supplies (including a receipt book) to be purchased by TR and JR for the NW Reggae festival.

· Gas for all HEM board members and road crew (specifically Justin Ostendorf) who attend the NW Reggae Festival, not to exceed $25/per person reimbursed by receipt.


Seconded by JR and unanimously approved by a verbal vote.

End of meeting.

Harmony Event Medicine
Board of Directors Meeting
6-4-05

In attendance; Laurel Wiley, Jeff Sutton, Todd Shaff, Ted Robinson.

Agenda:
Review and approval of minutes
Authorize/ Clarify financial officers
Hanging MD need for NWSS
Summer Contracts
New $ authorizations
Shirt purchases
Update in 1st aid training
NWSS
Next meeting

Minutes from previous meeting reviewed and approval

Agenda agreed upon

MD need:
Apparently, the promoter and property owner have received notice that the county plans to apply the mass gathering rules laid out in the OAR, most difficult will be obtaining 24 hour coverage by an Oregon MD, licensed. Todd stated that he could access an exam bed with stirrups. Everyone agreed to strongly pursue MD coverage and report to Jeff Sutton (JS). Ted Robinson (TR) will continue high level of communication with site owner Bob Horning and Producer Pat McCarville.

Financial:
Todd Shaff (TS) made a motion to clarify that Charlie Thompson and Jeff Sutton continue as the financial representatives, in particular in relation to our accounts at Pacific Continental Bank. TR seconded and it was passed unanimously by oral vote.

Summer Contracts:
As Jonerick Romans (JR) was absent, it was verbally agree upon that JR report to the BOD via email with an update to the contracts.
JS stated that we had 4 shows at Secret house, Lucinda Williams, Indigo Girls, Floater and Michael Franti etc.

New $ Auths: TR motioned that HEM advance $400 to LW (as sufficient funds are available) to LW for receipted supplies (plus whoever she wants to have help her), JS seconded, passed unanimous by oral vote.

JS motioned that JR obtain $125 reimbursement for receipted purchases (pending funding availability in HEM resources) for as many T-shirts as possible in the following sizes: XL, XXL and XXXL. Passed unanimously by verbal vote.

1st aid training: TS reports a very successful training today, with a $185 receipted cost that provided training and certification to 13 people. All agreed that TS did a great job. TS reported that instructor is likely to join the ranks of our volunteers.

Northwest Sting Summit (NWSS):
JR is to cover everything. JS motion for $25 receipted for gas (pending availability of funds) for all BOD members. TR seconded, all unanimous by oral vote.

Details: JS will track supplies for NWS and other events. He isn’t responsible for storage, just for knowing where stuff is.

Reminder: all contracts must have final clearance through JR unless passed otherwise.

End of Meeting

Typed: TR
Notes; TR

Harmony Event Medicine
Board of Director’s Meeting
3/30/05

In attendance: Jeff Sutton (JS), Ted Robinson (TR), Todd Schaff (TS). Laural Willey (LW) Absent Charlie Thompson (CT) and John Eric Romans (JE). JE arrived at end of meeting.

Minutes from last meeting, motion to approve by JS, second by TS, unanimous pass.

Agenda:

Summer Shows
General Membership meeting
Obtaining a debit card for bank account
Scheduling CPR/1st aid training
“Hoodies”
HEM specific trainings
HEM BOD yahoo group
Billing for the McDonald


Minutes:

Opening group cohesion session initiated, beverages provided.

Announcements:
Seth is back from the war. No other news at this point.

TS is donating a trailer

Summer Shows:
We have been approached by Les Scwab amphitheater. They want 18 or so shows. JS informed them that we are not ready to be able to tackle that significant of a commitment. He offered to do a few shows, but have not heard back from them.

Fairy fest has approached JE. They will be located at the secret house winery, not Horning’s. No overnight coverage needed. Dates are unavailable at this time.

Reggae on the River. No updates, would be working during the days after the show. Should be a big contract. 8/5-10. 12 staff. TR motion for JE to negotiate, JS second, unanimous.

Art in the Vineyard, 4th of July Weekend, in Eugene. No overnight. CT is pursuing this contract. TR proposed the following motion, ”we allow TS to pursue and obtain a contract with Art in the Vineyard for this year on behalf of HEM.” Seconded by TS, approved unanimously. Initial offer is suggested $150/day

Eugene Celebration: No date clear, mid September. Big Green production has gotten the contract. They definitely want us, so we will be in negotiation soon. TR made a motion stated as follows, ”JS and CT negotiate the contract on behalf of HEM for the 2005 Eugene Celebration.” LW seconded, and all voted for it unanimously.

Upcoming McDonald: Moe, STS9, and 2 hip hop shows. For STS9 LW, TR, JS and TS will work, so it is full.

Horning’s shows:
String Summit: 6/24-26. It’s almost ours, they chatted with us, trying to lower costs. They are also looking to lower the number of staff. TR motion for JE to negotiate, TS second unanimous.

Northwest Reggae Fest: July 22-24. JS will contact promoter tonight. TR motion, LW second, unanimous


Billing for the McDonald:

We need to contact Kip’s sister. JS has tracked down the correct contacts. JS will pursue billing with them.

General Membership Meeting
We will have a general membership meeting for all HEM staff to prepare for the summer. Will be at TR and JE house. Tentative for 4-30, pending JE OK. BOD meeting 1st, then general membership then a party! Potluck for BOD meeting. (later amended to the next weekend after consultation with JE).
Obtaining a debit card
JS would like a debit card to facilitate spending. TR motion, TS second that JS and CT obtain cards and follow all guidelines for use. Unanimous.
CPR/First Aid Training
TR motion, LW second that TS have up to $250 receipted expenses for coordinating CPR/1st aid classes as possible.
“Hoodies” (the sweatshirts with HEM logo)
We have them! TR motion that JS is in charge of distributing them, LW second, unanimous.
HEM Specific Trainings
TR will facilitate and arrange a crisis training before the first summer show.
LW will coordinate medical training (non CPR).

HEM BOD Yahoo group
TS and LW aren’t on yet. JS will facilitate that at the end of the meeting.

End of meeting!

Harmony Event Medicine
Board of Directors Meeting
2-17-05

In attendance: Laurel Wiley, Jeff Sutton, JonEric Romans, Ted Robinson

Meeting followed a brief clarification of bylaws with attorney, Bylaws to be reviewed at next meeting.

A brief review of current funds was presented by Jeff.

Motion by Ted: Allow Kenyan (co-worker of Charlie Thompson) to create our web site and provide up to $200 of expenses to be reimbursed with receipts. Site to be approved by BOD prior to posting. Motioned seconded by Jeff, passed unanimously following discussion.


Motion by Ted: Allow up to $225 to be reimbursed for 10 hooded sweat shirts with HEM logos etc for members of HEM selected by the BOD. Specifics to be handled by JE. Seconded by Laurel and approved unanimously following discussion.

Motion by Jeff: Advance $200 to Laural to allow for the purchase of needed products for the summer season, with an emphasis on homeopathic medications. She will consult with JE to insure no duplication. Remaining funds and receipts to be returned prior to the next multi-day contract. Seconded by Ted and passed unanimously following brief discussion.

Motion by Ted: Allow Yoel to create a medical policy manual to be approved by the BOD prior to implementation. Seconded by Laural and approved unanimously.

HEM BOD mtg
6/9/04
Jeff Sutton (JS), JonEric Romans (JE) and Ted Robinson (TR)

Last weeks notes reviewed and approved.

Recent phone call with BOD member Alicia S reviewed. Concerned that she may feel at risk regarding liability as several objectives have not been met. Members discussed, all agreed to support any transitions necessary to reduce her liability.

TR stated that he spoke to Jude and confirmed that she would be involved, as well as Shawn. JS confirmed confirmations.

Obtained disc from Laural with photos, will sort through and forward to JS mom for web site.

Motion by TR, second from JE and all approve reimbursing JS for receipted costs of medical supplies up to $500 to be paid once we have received 1st ½ of SS money.

List update: Contacts are strong, looking like a good crew. JS filled out Alicia’s excel sheet and emailed to her. Looks like there is still space to fill with additional folks.

Motion by TR, second by JS and all approved to use HEM funds, once SS deposit has arrived, to purchase 50 shirts, of design to be finally chosen by JE for a cost not to exceed $300. Design to be based similar to ones discussed in previous meetings.

JE updated DD info. Verbal negotiated to a tentative agreement $2400, although some last minute low attendance clauses may go into place.

Computers: Ted and JE online again. TR new email: RockMedTed@hotmail.com

Application created and will be attached. It is only until any other, better application is approved by the BOD. TR made motion to accept, JE seconded all approved.

Mission statement created, is as follows:

Our mission is to coordinate volunteer providers of basic life support, first aid and other associated treatments, as well as to provide the needed support services for them to operate at mass gatherings such as musical festivals.

Mission statement nominated by TR, seconded by JS and all approved.

JE will transport copy of financial documents to Alicia Friday. Other expenses are those noted above. Only income so far is last year SS and AsOne fest funds.

On that note, TR made motion for JS to purchase a receipt book for a price not to exceed $20 and to be reimbursed with a receipt. JS seconded and all approved.

JS and JE will have SCI weekend off and will be working on final issues.

Meeting adjourned

TR:6-9-04

HEM BOD mtg
5-26-04
Located at TR and JE’s new place

In attendance: Ted Robinson (TR), Jeff Sutton (JS) and JonEric Romans (JE)

Reviewed last weeks notes.

DD Fest in the Forest 8-20-22 (primarily JE reporting…)
-They need 24hr coverage, it’s required by Bob.
-General agreement should be an offer in the $2.5K, with $750 up front.
-Suggestion to counter-offer with $1k minimum and $100 for every 100 attendees for a sum up to $2.5K, since it is a new festival
-Any way around, looking for 40 tickets.

SS review: (again, JE initiating)
-6/8 (or 6/15?) $ arrives
-JS shows off the banner second look, positive reception
-Reviewed list of equipment

Reggae on the River:
-possible need for us as additional provider due to recent need.
-JE will look into what the need is and level of care required.

Computers:
-Hopefully, we will all be online soon, but no one is now.

Ted still needs to do insurance quotes

Letterhead:
-Need it
-JS will get computer file with the HEM logo that was on the banner.

Cards:
-JS mom is on it, awaiting same file for logo

Call for tapestries and washable blankets for the festivals.

Identified a need to have a clear area and protocol to use as helipad
-JS joked we should offer to have Mercy Flights drop by if returning from a drop

Meeting adjourned

TR:6-9-04

HEM BOD mtg
6/2/04
At JS’s place

Jeff Sutton (JS), JonEric Romans (JE) and Ted Robinson (TR) in attendance.

Last weeks notes reviewed.

JS showed off a great amount of gear he obtained .
-Approximately $300 expense
-very thorough, includes a $0.50 toothbrush that has rave lights in it!

Discussed trying to locate Jude and Shawn, phone call made and message left.

JS list update
-currently amoebic
-names reviewed

Equipment update
-JS will get through his work lamp, lights, tarps, radios, tables and chairs

Suggestion was made to try and arrange a time when BOD member Alicia can meet the Wednesday before SS contract in PDX.

We need to create a formal application and start to collect fees.

Meeting adjourned

TR:6-9-04

HEM BOD notes
5-19-04

In attendance: Jeff Sutton (JS), JonEric Romans (JE) and Ted Robinson (TR)

Ted forgot the notes from last week, therefore not reviewed.

Quick discussion regarding 8/20-22 Festival in the Forest (Horning’s)
-Non profit group
-$100 ticket
-Promoter expects 2K-3K attendance
-coverage requested only during the music
-Possible negotiate price offer at $1000-$750, 50 tickets
-Motion, second and unanimous vote to have JE pursue negotiations

Quick discussion of Fairy Fest:
-may be interesting
-they are not organized enough yet to negotiate

Banners/T-shirts:
-Motion, second and unanimous vote to authorize $50 to purchase a banner
-T-shirt estimate at $5-6 per shirt for approximately 40 shirts, rough budget estimate of $200-240.

Ted still needs to do insurance quote.

String Summit (SS) meals:
Only get fried identified, JE will check in with food vendors at WVFF to see if any of them will be at SS

JS confirmed free stuff located, in contact with NWRM to access their stuff, will shoot for 6/15 acquisition.
JS states equipment price estimate is coming.
JS stated he obtained cheap (free) chairs for HEM.
JS identified that we may need to purchase tent and chairs
JS stated he had lighting we need
JS confirmed that medical staff were moving along
JS displayed a beautiful new banner, all praised it.
Due to lack of computer access, JS will attempt to coordinate computer issues in the near future


Where art thou doc hunter?

Meeting ended
TR:6-9-04

HEM meeting notes
5-12-04

In attendance: Ted and Jeff

Updates:

Ted: Have located a CPR trainer, will shoot for a training on Friday of SS for 8-9 people. Confirmed that he has a good crisis team with multiple extra crisis ready folks, therefore he offered to have his extra staff work for medical.

Several people have responded an interest to work graveyard shift, including Allen.
Allen inquired to what level where allowed. Ted will explore.
Ted has yet to get secondary insurance quote.

Jeff’s update:

Contacted several doctors and networking with medical staff.
JS mom is working on making a web site, is waiting on pics realizes that the site is conditional BOD approval before posting.
Will send email gear request.
Will meet with TR and JS to make gear list.

In other news:
Identified that no BOD member in Eugene had internet access, will try and correct with long term solution.

BOD would need to identify a backup address and phone for contact.
Concerns with no BOD contact with Doc Hunter, TR and JS will increase attempt contacts.
Will need to refer to bylaws how to address this issue.

Meeting concluded.

TR:typed 6-7-04