07/13/2025 Leadership Team Meeting Minutes*
- approved 09/17/25
Convened: July 13, 2025, 7:04 PMÂ
Attendance: Fabian Aruquipa (Secretary); Jon Fenner (Comms); Sam Fenner (Executive Director); Janet McKeehan-Medina (Chair); Kimre Moore (Board); Suzanne Guess (MSR); Monte Mann (Finance)
1. Approval of Previous Minutes
Approval of the June 8 meeting minutes was postponed. Members had not yet reviewed the document in full.
2. Board Seat Vacancy
Following Jane Nevins’s departure, Kimre Moore was unanimously approved to fill her vacant board seat.
3. MSR (Mud Season Review) Update – Suzanne Guess
- Submission period remains open through the end of July.
- Poetry editor is stepping down; possible replacements have been recommended by the outgoing editor.
- Managing editor has resigned; search ongoing since March. Suzanne will send resumes to Jon for vetting.
- Guest editors for the next issue will be Daniel and Rebeca.
- One editor shared concerns about AI-generated content and has provided tools and resources to detect AI use.
- A discussion followed about incorporating an AI attestation checkbox in Submittable.
4. CLA (Cold Lake Anthology) Book Launch – Jane
- 21 in-person attendees, 5 online; 9 people read.
- 25 author copies were distributed or sold.
- Plans to sell remaining copies underway.
- Suggestion made to send a newsletter and hold a workshop to help writers polish work for CLA or understand the submission process.
5. Communications – Jon Fenner
- Updates; hybrid CLA launch noted.
- Website redesign in progress. Members asked to test site functionality and report any issues.
6. Finance Report – Monte Mann
- As of midyear, the bank balance stands at $4,500—down from the start of the year.
- Two CDs are held as financial stability buffers.
- Submittable fees have increased by 30% this year for the same level of service.
7. Executive Director Update – Sam Fenner
Promoting manuscript review and feedback offerings for added member value and engagement.
Poetry Path:
Selected poems are ready.
Help needed installing panels.
Ethics & Conduct:
2023 ethics group has been reevaluating complaint procedures and rewriting the code of conduct to streamline reporting.
A situation was described where a member disobeyed instructions repeatedly, and the host took no action. The board discussed email-based approval for urgent ethics cases.
Leadership & Admin:
Still seeking a funding manager to assist with grants and development.
Annual meeting planned for Sunday, November 9.
Seeking ways to streamline communication and scheduling.
Volunteer Initiatives:
