AYCO BOARD MEETING MINUTES 10/1/2006
(Anne Weshinsky is an AYCO Hero for helping the Very Special secretary with these)
Present: John, Orlene, David, Jackie, Rick, Warren, Peggy, Kevin (Timekeeper)
Hi and personal highlights from the month:
Central time noon and home after 6:00.
50 miles south of Tuxalusa.
Orlene due on 25th, could happen anytime.
Carlo and Orlene’s car was stolen and they took the AYCO t-shirts and water bottles. Orlene is taking hypno birthing.
Rick competed in a harp competition. He’s moved up to a higher level.
Meeting Agenda:
Evaluation of labor day board meeting with consultant Carlo Pelligrinni
Educators Conference
Reg Update
Festival 2007
Treasurers report
Fundraising
Board Development
Future meetings list
Review account balance
Meeting called to order by Orlene
5:15 ish meeting comes to order
Motion: That the board meeting minutes be simplified to the meeting agenda, motions that are made and what passed to be posted on the internet.
Discussion
Board needs complete minutes. Rick makes motion—2 sets of minutes,
#1 detailed for board #2 Agenda, motions, and what passed
Jackie 2nds, passed.
Relevant Discussion: June minutes. Are they ready to post? Post June board minutes to web that Jackie revised. For Labor day weekend board minutes Orlene will send to Rick with motions and decisions from conference meeting to post on web
(The new format)
Discussion : Pro’s and Con’s of Labor day weekend board meeting and working with Carlo Pellagrini.
What went well on the Labor day weekend board meeting:
Mixture of bones, and muscle, core values, mission, got clear, dealt with a lot.
Liked working with Carlo. Methodology makes great sense. Philosophical standpoint as well as practical. Carlo facilitated well, really good at getting us to focus. WE did a good job. Great that we all got to participate. Appreciate how we look at stratagem, how far you want to take the drill down, clearity. AYCO covering expenses was really helful and important. Everyone did a good job of planning their trips and came in at a low fee. Got our money’s worth with Carlo. WE got something of value. And we can draw on his offer to help us. More down time was good, didn’t try to take on way too many subjects.
Con’s of Labor day weekend board meeting:
Some hungering for more information about juggling matrix. We needed more time to work on strategic planning. On the micro level to identify priorities, budget of the festival, instilled a process. Highlight priorities.
List of parking lot items are on one list.
Lack of leadership at some times.
Carlo worked intuitively—liked that.
Improve on the ability to triage issues and tasks for priorities.
Educators Conference—
David -Teacher training—which teachers have accepted, we
have people on the waiting list.
Logistics: Paul Miller meeting,
touched base about touching base, will meet in the upcoming week. Teacher training will be in a different
location. We need to contact and inform
Cirque. People from
Rick—12 people signed up for weekend 25 for the training. 37 total people.
Question about food. $60 fee for the weekend. $500 provided by people attending the training. Cirque gives us donation for $2000. They have not sent the check. 2 meals a day. Rick does not have any information about the people coming for teacher training. Rick will be the one person contacting people about money. Orlene will provide Rick with contact information. Rick will include email list.
Ask Marybeth to extend the deadline at Best Western. Olene will contact Marybeth.
Reg update
Peggy will call
Festival 2007
Rick has been trying to contact Mary Blvain. Will talk to her at the conference. Rick and Orlene will work on that. Rick needs festival Job Description to announce that we are looking. Orlene and Rick will talk about this.
We have confirmation from Al, no contract yet, no dates
yet. Al is going to contact Juventas and
Orlene gave
Rick has finished the bones of a proposal. Rick and Orlene will discuss how best to approach Cirque for the ED position.
Treasurer Report
Kevin sent update of financial report to Board:
July 31—$23942.92
BA in
Fundraising—
Annual presidents fundraising letter Orlene and David will write it.
Peggy will call Carlo by Oct. 6th about auction. Me page be created to let people know about AYCO and what we are offering one time a year? John suggests that we pay shipping for the auction out of the proceeds .
Peggy will call Karen Santos /Circus world museum for auction items.
Board Development
Carlo P. declined ,is on advisory board member, and the ed community.
Donna Wood Babcock would be open to joining the board. John sent her vision statement. Donna’s hands are full right now with Jumbo. Looks positive. John will stay in touch.
Diana Crug says she is overwhelmed with work, volunteering at daughters school. Will continue to support AYCO and help at festivals.
Rick Asked a parent who runs computer repair business, Alixis Pittman, is waiting to hear.
Orlene asked long time friend of Carlo PHD degree has written lost of grants. James Klosky. Waiting to hear.
Rick—Suggests James Sharpe high energy guy. Former performer father of Diablo perf. On Smirkus.
Future meetings
March Board meeting change
2007 weekend April 13, 14, 15. Try for Prescotts or Trapeze Arts to host.
Conference Nov. Boulder 2007
April mid 11,12,13 2008
October 2008 mid april
2009