8:3000 Hi & Check-in (Personal highlights
from the month)
Conference
Call Assignments: Timekeeper Facilitator
(David), Secretary (CarloJackie),
Facilitator Timekeeper (Orlene)
Present: Orlene, Carlo, Peggy, Jackie, Rick, David,
Kevin G, Warren, John!!
Note: Dialing
everyone is taking a ton of time, very complicated. Kevin suggests for next call we use
1-800-conference call service. Everyone
has the same number and they enter a conference code. AYCO gets billed. (Orlene says we used to do that – it was like
$45 for an hour. This way, using cell
phones, it’s free on weekends.)
8:140 Reports-Highlights, decision, what’s
been done, not done
(5 min or less)
·
Festival Update (Peggy & Orlene)
§Workshop:
O: David & I got schedule together. Rick got it online. Jessica doesn’t
like it b/c her kids can’t do everything. Set up so people have choices.
§Production
§Logistics
(including Emergency Plan)
§
Documentation (Peggy)
Peggy: Ashley, who shot the fundraising piece, agreed to put together the show tapes. Carlo has been in touch with her. He has the tapes, and we need to get them to Ashley. I can keep you posted but I just got back on Friday.
§
Show Video (Carlo)
Carlo: I will be
involved in duplication & distribution, but Ashley will make show video
(for Free!)
·
Next board meeting:
OCT 2005 update (Orlene)Website (Rick) Rick wants to put out another page… People should send news to Rick at any time.
·
·
Office (Jackie) Sent roster, please complete.
·
Education (John) Carlo Pellegrini is now on our committee,
sharing resources. Building the mission
statement.
·
Finances (Rick &
Kevin) R-In a nutshell, we
made money! From Jan-Aug. we’ll net
approx. $2,000-3,000. I made a full
report in detail, just emailed today.
More conversation
·
Social Circus
– Lilly Blue will chair, but needs more info… Lilly will be in Australia: perhaps David Hunt!
·
Other?
89:400 Acknowledgments-Successes
·180
+ registrations!!! so far
·
Others?Great
job EVERYONE! The Festival was a huge success!!! – David: Tremendous praises!
·
Carlo Pellegrini is
now on the Education Committee!
·
Others? John – AYCO store made a little money! Rick and I spoke about it, more to come.
·
ORLENE – Carlo – Going to have a
baby! Due End of April!!!
89:405 Discussion (see time allotment for each
item)
Grey = done, purple =
future. We’re looking at white.
·
Task Timeline REVIEW (see below):
Complete table with due dates & assignments 30 20
min
Task Timeline Table
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x = done |
Task |
Timeline (deadline) |
By Whom? |
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BUDGET / Finances |
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Fundraising conflict of interest Discussion -- This was Jessica’s point… to
address later. |
October Board Meeting |
Rick |
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Find & appoint new Finance
committee member Rick; has a friend. Wants to pay him small money
to double-check books. $50. Within allowed amount. -- Rick has set up books in Quicken,
gets info from bank which is downloaded onto software. Wants to give someone on board the
password. KEVIN should get that. Will check with a bookkeeper to see if the
books are checked. |
Oct. 30. Will be ready to transfer the
job to Kevin in Normal. |
Rick |
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Festival finance wrap up.
Kevin, Orlene will meet on post mortem; then will contact Rick. |
Oct. 5 |
Kevin,
Orlene |
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Membership / Communications |
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AYCO Gram: No one submitted
anything. Wants to feature presenters/workshops
with next issue. -- David asks: is the request for news going out to people
at large? -- Rick will send AYCO gram
requesting news for the AYCO gram!
Goal is once per month. David –
This is the first one coming out after the festival. Rick – Everyone send a favorite story -- Use the ones that came by email. Orlene – Mike Gorman invited people
to Circus Chimera from Circus Center, Prescotts, and Trapeze Arts in Oakland.
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Oct. 7, newsletter out by Oct.
15. |
Rick |
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Orlene: send those communications to Rick re:
Chimera. |
Oct 7 |
Orlene |
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David – Maret lost her home and lots
of circus history in New Orleans.
Acknowledgements and call for support for south eastern US/Katrina
victims. |
Oct. 7 |
David |
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Announce transfer of AYCO presidency Include
in welcome packet. Orlene: email. |
Draft by Orlene, edited by
Jackie, sent to Rick for e-newsletter Oct. 7 |
Orlene,
Rick |
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Newsletter sent to printer
Holding for info Orlene – Can we wait and have this on
the agenda for Normal in November… Something by Christmas? And future of printed newsletter in
general. |
ON HOLD |
Carlo
& Orlene |
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Email “organizational membership”
discussion to Board individually to solicit comments |
By Nov. 1 November Board Meeting |
Rick |
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Board—member relations: post minutes
online Secretaries mail the minutes. Warren/Orlene: Sensitive information will be edited at the
discretion of the board, noting that something has been edited (for
transparency.) |
Following each conference call
and meeting: ongoing |
Rick,
Jackie/Carlo |
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Post new web page for Board minutes. |
Oct. 7 |
Rick |
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Education Committee |
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Education Committee Mission Statement Not
complete. Emailed each other, have draft John – Will start this up, Carlo p is
on board; would like to start conference calls. Doyle Ott is offering… Did his PhD in
youth Circus, directed programs with Mega Circus before… did some
education-related writing for conservatory.
John – will follow up with him.
I’d like to have everybody involved with the mission statement. Try to have it together by Normal ACTION: Draft Ed. Com. Mission Statement |
By
November 1 |
John
& Education Committee |
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Contact Doyle Ott to invite him onto
the Ed.Com |
Oct. 7 |
John
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Present draft of Education Committee
mission statement to Board |
Normal Meeting Agenda |
John |
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Social Circus |
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Entering SC roster from SF ; email to
BOARD |
RIGHT NOW 9/25 |
RICK |
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Festival Concessions |
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H2O
bottles, programs, shirts. Jackie missed the notes on this,
sorry. |
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Website Updates |
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Announce festival video & photo CD packet;
create web page for that; set up paypal to take orders. 2 video set + photo CD,
$29.95 (includes 3.5% paypal fee) PLUS S&H. |
Date not determined |
Rick |
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Festival Logistics |
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First Aid/Emergency procedures Orlene – I want to make sure this is
addressed and documented so its not so crazy next time. Jackie had worked on those; we didn’t
implement them. We have what we need
but need to use the ones Jackie edited.
In terms of having a first aid procedure: ACTION: Must budget a medical person, even as a
stipend, whose job it is to staff volunteers or whatever to man the first aid
area. Peggy – Tag in with medical person to
check the liability issues. David – Is the Red Cross for hire for
things like this? We’re a non-profit,
something nice could come out of this. J- I suggest Warren take this on as
part of Safety Committee. David – I’ll take it on with Warren,
put me on that committee |
See safety committee |
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Safety Committee |
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(Note: Warren’s phone had cut out by this point so
he will not know what we’re referring to.)
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David,
Warren |
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Other Festival Activities /
Details |
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Criteria for AYCO Excellence in
Service Award as relates to AYCO mission Peggy:
suggests Kevin & Erin this year. Later, work on criteria. Jackie:
nominate via newsletter |
November agenda
Normal |
Jackie
and Tutti |
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Future AYCO Events Planning |
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Criteria for Regional Festivals (to
qualify as an AYCO event) Jackie – Dic
Wheeler is already willing to serve on this ; I should meet with him and
start pitching ideas. ACTION: JD to pick up thread with Dic
and brainstorm ideas re: AYCO-sanctified regional festivals. John wants to help. |
Oct. 30 |
Tutti
– thoughts ideas to Jackie Jackie |
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Create Regional Festivals Committee |
November Normal |
Jackie*,
John (with Dic?) |
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Send out call in AYCO Gram looking
for people to serve on the Regional Festivals Committee – pending Dic’s
agreement to head this |
pending |
Rick |
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Educator’s
Conference |
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Email Gil’s assistant; 1. Give the
woman our phone numbers; 20asking about previous conference topics, get an
agenda for that meeting on Tuesday. |
RIGHT NOW 9/25 |
Orlene |
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After receiving SC roster from Rick,
quickly and urgently poll the SC round table participants to learn what
topics they would like discussed at a joint AYCO/Cirque social circus
educator’s conference. |
Prior to Tues. 9/27 phone conf.
With Gil |
Orlene |
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AYCO store |
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AYCO store web page – design &
function agreement with AYCO page – Rick – design aspects tabled; talking
about vendor relationship. Vendor relationship Prenuptial agreement still
pending (Jackie thinks this is still a
good idea in that John has stock and if he leaves AYCO what happens to it?;
John wants to do it sequentially and take that on later.) Rick – we don’t’ need a design
agreement, written and signed. If I’m
the webmaster, I do the design, John helps with content, we go back &
forth until it looks good. John – It will be too difficult to
work out individual relationships to the store… Relationship to those vendors
would be such that members get discounts.
Anyone who goes to a website get a 10% discount. Gets the word out about us… Orlene – so give all this in a
report. |
November 4 First
Draft for board review: Dec. 1 Normal |
Rick*
& John John
& Rick Rick & John |
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Work out vendor relationship to AYCO |
Nov. 4 |
John*
& Rick |
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AYCO/AYCO store Prenuptial agreement |
On hold |
John*
& Rick |
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Board Development |
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Outline for board packet to board for
review Orlene – I should be working on this
too. ACTION: present draft of Board packet for incoming board members prior
to Normal meeting. |
Nov. 1 Draft |
Orlene,
Peggy |
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Send names to Orlene for potential
Board Members New nominating committee Bring proposal to the board |
Nov. 4 |
Orlene
(new chair), Peggy, Jessica |
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Standards Project |
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Standards report with update |
Nov. 4 |
Warren |
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Youth
Ambassador |
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Draft responsibilities of Youth
Ambassadors |
Oct. 21 |
David,
Orlene and Peggy |
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Inform YA’s of the aforementioned
responsibilities |
When 10/21 is complete |
Carlo |
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Board Structure / Logistics |
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Create proposal for term limits: how
long? staggering? |
Nov. 4 |
Executive
Committee |
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Board Structure working document |
Nov. 4 |
Executive
Committee |
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Make and mandate formal amendments to
By-Laws for resignation and removal of Board members |
Nov. 4 |
Executive
Committee |
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Board standards for committee
members |
Nov. 4 |
All
Board members |
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Schedule breakout sessions for agenda
in Normal; set in draft of agenda for Normal |
Oct. 15 (for Normal agenda) |
Orlene:
post draft of Normal agenda |
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Strategy assignments |
Oct. conference call |
Peggy,
Orlene |
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Travel
Plans |
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Rent van for Chicago – Normal trip |
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Orlene |
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Plan
to arrive at Midway on Friday, Nov. 4, by 6:00 pm Chicago time. Plan
to return from Midway on Sunday, Nov. 6, late afternoon (Jackie & Rick
departing 6:00 pm.) |
Make plane reservations now |
All board members |
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·
Festival video sales
/ ordering 5 min
Orlene: We needed to have a price and deadline for
orders.
Peggy: We need to contact Ashley with a real
timeline. She will edit the gala tapes
for free!
Rick – will have
online ordering, will take credit cards and paypal service which charges extra
fee. Add 3.5 %.
Two videos With
still, $29.95 + S&H.?
Rick – Build in
credit card fee. Orlene: Rick, go ahead
and start setting that up on the web.
What is the cost: Orlene: Ashley is donating. We’re paying for disks, printing, cases, then
S&H.
·
Next Educator’s
conference & Next Festival hosts 10 min
Orlene: Ed. conference: Gil Favreau is interested in partnering with AYCO on social circus/teacher training. Spoke again on Friday, Cirque is interested, they’re doing their 2006 calendar now. I’d like to meet with David and Gil for a phone conference Tues. Sept. 27, 11:00 am PST, 2:00 EST.
Rick – are they
thinking of hosting it as well?
Orlene – They want to
do this as partners with us; on Tues. we’ll talk about overreaching goals and
global logistics. Where? 2 in 2 locations? Before the fall in 2006… What are our/their
expectations? It would be great now if
you think of something, or email/
Rick- did they have
any idea specifically about how they want to partner – people, money, places,
all of the above?
Orlene – all. They want to make sure its in their budget.
Peggy – Do they
expect us to pay for it?
Orlene – they know we
don’t have any money, we’re all volunteer.
We don’t have a budget for this.
We spoke of this at dinner, with Gil and Kevin O’Keefe.
Kevin – What are the
board’s goals and objectives?
David – Off the top
of my head, American social circus needs infrastructure for statistical data,
assessment re: academics, self esteem… tools for fundraising in general. Also helpful, more resources on working with
kids in difficult situations. None of us
can get a reading on different ways to work…
Peggy – breaking it
out in terms of different populations.
SC covers so many broad areas.
Orlene – David please
email that list to me. So, other things
to talk with Cirque about on Tues is what do they expect from us, what are each
of our respective organizations’ responsibilities; place, and time.
Rick - We can offer communication; and promotion.
Peggy – They have a
specific teacher training that they do and have had a couple conferences. I would guess that there are people who could
present from AYCO membership… Jessica, Aileen, Pickle members who are resources
for presenting.
Orlene – Seems like
the conference would be somewhere in the US.
They might want to reach to those people.
David – Because
they’ve held these before, they can help us plan the overall conference in
general.
Peggy – Could there
be a certificate where by attending this conference you have a paper to attest
to it? Their name carries weight, could
help people get money.
David – In the long
term, AYCO will carry weight…
Jckie – yes,
certificate of participation. Also CEUs
etc.
Orlene – Gil was
asking us what we thought the SC people wanted to talk about. There were many different things. What specific things within social circus do
we want to address? I’ll email Gil’s
assistant, I’ll ask her for the topics they’ve had before.
Kevin – we should
understand what they’ve offered before the meeting.
Jackie – Get the list
of the people from the SC discussion and quickly, urgently poll them about what
they would like to discuss.
RICK - TO DO: see tasks chart
Orlene: Next Festival Host – we are still considering
Normal, that’s why we’re going there.
I’ll also email Ed LeClaire at Smirkus, though it sounds like they’re in
a lot of trouble. Also, Boulder is also
interested. In November we need to
seriously look at some sites.
David – My parents
have offered to host the people who are staying there.
·
AYCO FestivalBoard
development 10 min
Welcome packetCarlo
Pellegrini Orlene:
I talked for 1.5 hours with Carlo, he’s interested not just education
but in fundraising, he would train people to write grants. Can’t make it to Nov. 6 meeting; we’ll be in
touch with him. Must discuss this later
(time constraints).
§
§
Next Steps?Karen
McCarty – She’s with Big Apple, … must discuss this later (time constraints).
§
Bobby Hartman? Maybe for education committee? (Jackie – we have enough people on education,
can he serve elsewhere?) For later discussion.
·
Travel to Normal /
Scheduling 5 min
Orlene: I’ll rent the
van, everyone needs to be at Midway NOT O’HARE by 6:00 pm. Chicago time.
Coming back ? Look
for action item on return flight.
·
Youth Representatives Title, Liaison
& Responsibilities 10 min
CARLO is volunteering to be the board rep to them. AMBASSADORS.
Carlo will contact them.
Action – David, Orlene and Peggy to draft
responsibilities. Oct. 21.
Carlo to contact the youth thereafter.
·
Strategic Planning 10 min
David is attending a board governance conference in a few
weeks. Orlene too.
Peggy: CC is entering
a strategic planning process, get us copies!
·
Other items?
Festival finance wrap up. KEVIN – ACTION: Oct. 5 Kevin, Orlene will meet on post mortem; then will contact Rick.
9:4555 Reminders
·
Review Task Timeline regularly to
complete tasks
·
9:5750 Announcements
§·
Next Conference Call
date: 23 OCT 2005 (4th Sunday of the month);
8:00 p.m. EST
(Conference call was aborted suddenly before date and
time was finalized but this should work.
Jackie will try to make the call from Mechanicville NY but may not be
able to participate in this conference.)after Festival
·
Others?
From Secretary of
these minutes: As call was suddenly cut
off, I’d like to say Thank You to David for ably facilitating our discussion;
and Welcome to Kevin G to his first phone conference; and YAHOO to Carlo and
Orlene on being selected by a certain Celestial Circus Being to be his/her
parents in this lifetime!
10:5500 Adjourn