Present: Peggy,
Jackie, Rick, David, Kevin G, Warren, and John!
(Carlo) and Orlene in Spirit!
Votes taken in this meeting:
8:00 Hi
& Check-in (Personal highlights from the month)
Conference
Call Assignments: Facilitator
(David), Secretary (Jackie), Timekeeper (Kevin)
8:10 AYCO
Board Guidelines
Listen with Heart and Eyes
Take Risks
Don’t tell someone how THEY are
feeling
Reflect/Confirm what’s said without
having to agree or disagree
Stay on point
Take turns, Give turns
Have Accountability (Follow through)
Communicate outcomes: How? Why?
Amplify
Don’t interrupt
Don’t negate; Don't block
Be part of the Solution
Delegate
Gather ALL opinions before deciding
Don’t Pounce. Reflect!
Give benefit of the doubt: Ask
Questions / Not Attacking
Engage in Non-violent Communication
Email correspondence should be
limited as much as possible to information/facts
The only dumb question is the one
you don’t ask
8:15 Reports-Highlights
– not listed in task list for discussions
(2 min or less)
DH – Thanks for getting reports out,
yay!
·
AYCO
STORE – JW: Thanks Rick for new code… I
will try to implement on my side. Added
direct support to alleviate bank charges, merchant fees. Peggy, water bottles and shirts?
·
PF
– Someone needs to pick up the Korean plank at Redlands. If someone’s going, can you meet them? I’ll Call you tomorrow.
·
FESTIVAL
VIDEO REPORT – JW: I do have a picture
CD in my hands. Looking for jewel cases
for CDs, pushing to get them out to the people who ordered them, 7 orders? Leery about waiting… for new discs. We can go a better way in the future.
·
WEBSITE
– RD – my report is complete, unless there are questions.
·
HUNT’s
“SAY THANK-YOU, AYCO” DH – Peggy helped me assemble a care package to my folks
for hosting – they appreciated it, loved having us there.
·
AYCO
ACCOUNT REPORT – KG – In our BOA account, including the Ringling 26,2109.00
We have $220.00 in our Paypal account; we have an undeposited $700.00
check for the Ringling ad. Don’t have
the grant that KOK got for $1,000.00.
We’re looking at a balance of about $28K. Outstanding bills less that $100.00.
·
OTHER? KG needs to send email address to group.
·
DH
– Did Everyone receive Carlo’s email? We
want to acknowledge his resignation form the board; his work was invaluable, we
will miss him. Warren’s email speaks for
all of us. Sounded realistic, good
judgment. We’re going to miss him.
8:25 Acknowledgments-Successes
·
$5K
from Ringling – YAY Kevin O’Keefe! And
$1,000 from Slifka, yay Kevin O’Keefe!!
·
WB
– Explains history of Slifka as related
to Big Apple .
·
CFA
Relationship!
·
Dialogue
with Boulder! DH – Great to expand our
options.
·
Continued
planning for Educator’s Conference – DH – Moving along well.
·
Smirkus? RD – Yes, they’re going to have a season this
summer. Another hurdle 6 months from
now. Rob is confident. They’ve definitely lost their academy in
Burlington. It lives on as formed by the
parents but is not a Smirkus company.
Touring show is Smirkus; the academy has ceased to be owned and operated
by the parents. Summer camp and
residencies are rolling. YAY!
·
OTHERS?
8:35 Task Reviews and Discussions (see
time allotment for each item)
·
Discuss topics and tasks as we move through the list below: Complete table with due dates
& assignments
Task
Timeline + Topic Table
|
x = done |
Task |
Timeline (deadline) |
By Whom? |
|||||
|
|
REVIEW TIMELINE REGULARLY. Follow through! |
posted |
ALL |
|||||
|
BUDGET / FINANCES (5 – 7 MIN) |
||||||||
|
|
Invoice
all outstanding festival moneys |
Before China DONE |
Orlene |
|||||
|
|
Festival
finance wrap up. Kevin:
few things left to do (videographer, invoice people who didn’t pay for ads
yet); Sara Hylas Peggy:
videographer (Ashley Beam not charging us for services) Let’s say $500. Pre-festival
accounts were ±17K. KG – We
had some balances in 3 areas; ads for
handbook. Closing off Kezar. Third was Videography expense. Orlene has sent off invoices. Bindlestiff and Clean, Well-lit Space have
paid but we can’t track where they are.
PF – Will
ask in Circus Center office. KG – re:
Kezar, we show that we owe $4,100.00.
Orlene sent letter to clarify if they had received our deposit of
$2,000. Re: Videography , we had put
in a line item for $1,000.00. PF-
Ashley is out of the country. Are we
square with Puja Donak, performance videographer. KG – I’ll
email Orlene for an update. PF – You
want to close out the festival, right/
The one that’s going on now is a fundraiser tool. Can we close the books out on the festival
and have the other come out of a fundraising budget? KG –
Motion to separate out the festival Videography from the fundraising video
piece, in terms. DH –
Seconds. RD – We
should do this, because our fiscal year ended in November and should have
been closed then. MOTION PASSED. PF – Has
Sara Hylas been paid yet? KG – I’ll
follow-up with Orlene, I think we did pay her in full. … If we don’t have to pay the $4000 for
Kezar, we will have made $2000 . RD – I
just checked, we did not pay Sara, at least by check, or any cash that came
through me. DH –
Short conversation: part of festival
wrap up, to see if we can get a number of what AYCO cost the Circus Center,
to go into future festival planning we should have that. I can send an email requesting that. PF – Send
that, and I’ll ask him at CC tomorrow. |
Ongoing. Update at January meeting. |
Kevin, Orlene |
|||||
Membership / Communications
|
||||||||
|
|
Research
affiliate membership that IJA has as model For AYCO membership RD – I’ve
done that, will make a verbal report.
IJA has 2 organizational memberships:
affiliate, and chapter. Af. Is
very informal, if you’re a group with 5 members, you can be an Af. Nominal fee, I think $25.00, one time
nominal. You can retain that simply be
reporting the members every year.
Benefit is you get to use their logo and have a listing on IJA’s
website, that’s it. The CHAPTER
relationship is very interesting, just developed. Something we might look at. TO become a chapter, must be a non-profit,
or a regular organization. You have to
fill out some forms involving the government.
Under IRS “Group Exception Letter”
-- you can assume non-profit status under the umbrella of IJA. You can use bulk-rate mailing permit… 3rd benefit of Chapter is you
can come under their general liability insurance policy. I am most curious – I phoned and email the
affiliate program manager, Rick Pertee, he hasn’t responded. I pointedly asked him about the general
liability insurance policy. AYCO might
want to do this, have 2 levels of organizational membership; affiliation and chapter, which would offer
great benefits. DH – If
there’s any easy cut and paste stuff, please forward to board. RD –
IJA’s website doesn’t have anything on there, I gleaned it from their form
letters. I’ll phone and get more info. |
Update Next meeting March 5 |
Rick |
|||||
Education Committee
|
||||||||
|
|
Present
draft of Education Committee mission statement to Board + Vision Statement DH _
Thanks for your report, John, flesh that out? JW – It’s
difficult to understand Rick and Jackie… Appreciate… [mostly unintelligible] Vision statement
and Mission statement are needed before committee becomes active. [Mentions 3 groups, local to John]… Jackie
is busy with her circus, will contact her after that. Have yet to talk with Kevin Okeefe. Doyle Ott, Carlo Pellegrini… have to talk
with them. Will compile and print and
get it to the board. Talked about the
differences between AYCO and the Education Committee. Will help the membership understand what
the committee is working on. … Went to
CAPHERD Conference last year, will go again this year. Want to borrow banner. All fees have been paid. Where is the banner, SF? PF – I
don’t know where the banner is, Orlene probably does. DH – I think it’s at the school, I’ll email
Orlene. RD – I will be going to the
Eastern District of AAHPERD in Hartford, next month. I can use some AYCO materials.
JW – We
need a packet of materials, info re: AYCO, membership brochure. RD – I
should work on this and bring them with me.
PF _ This might be expensive to ship, but we have tons of boxes of
programs in the basement. JW - I’ll take whatever I can get, programs,
Tshirts, bottles. To give an idea to
folks about what we’re doing. DH – We
should ship one box of those to the AYCO office. Or two!
JW – I’m
setting up to do regional shows this summer, this stuff would be handy to
give to libraries. PF – We’re hoping
to send up a van, can AYCO kick in to support that trip? WB – Yes,
AYCO should contribute gas money. JD – I
move that we pay 50% gas toward CC trip to Redlands to return Korean
pole. DH –
Second. PF – This
is good insurance, if CC is not going up, someone else will. MOTION PASSED. JD –
Let’s talk about the national AAHPERD conference in Baltimore MD in March,
2007. DH –
Great, send stuff to the board. JW _ This
looks like it might be an important part of our connection to the outer
world. Last year AYCO generously
covered a third of the costs for this thing.
Moral support from Carlo and Orlene was great, esp. the proximity of
the festival to the event. There is an
expense. Can we come up with some
guidelines for things like this, to help cover costs for people who are
attending these things. It’s good that
we have people in the area. How to
fund outreach and education? KG – This
should be part of an outreach program, we can agree as a board to attend a
few of them and decide which ones. Dh – Make
it part of our annual budget, booth
fees. The person who sits there, pay
their expenses. Can someone compile
the list of conferences that are coming up? JW – I’d
be willing to help do that for sure.
We need to create materials for these DH –
Let’s move on. The action is
development of promotional materials, compile conferences for next 12 months,
and cost of them JW – And
list of goals, what constitutes AYCO involvement. |
Jan 22 New date? DH – Find banner, Materials
together. Ship boxes |
John |
|||||
|
AYCO STORE |
||||||||
|
|
AYCO
store web page – design & function agreement implementation DH – We
saw the report. Comments? RD – I
came up with revised draft of store page, did I email the address? It’s not
yet linked up to the site. I emailed
the code, John will upload it to his server (AYCO store website.) The page has an integrated look with
regular website, has photos next to description. Not done yet. Next step.
I found a free way to have a shopping cart, review shopping card,
submit credit card, pay online, verified, etc, all through Paypal. I’ve researched that, just need time to do
it. Getting close, really close! DH –
Thank you Rick! |
Jan 22 |
Rick* & John |
|||||
|
Standards Project |
||||||||
|
|
Standards
report with update WB –
Project still on hold. Feels he needs
help when he has time to regroup.
After February 9 when heading home.
|
On Hold |
Warren |
|||||
AYCO Events Planning (15 min)
|
||||||||
|
|
Criteria
for Regional Festivals (to qualify as an AYCO event) + Regional Planning JD – I haven’t done a
thing. DH – John spoke about
Imagination Celebration. JW – I was
thinking that we could make this year’s IC festival a regional AYCO
festival. Could be a preview for
future official regional festivals.
The way it looks now, we’ll have local circuses participating. Redlands has been here; if Fern Street and
Jumbo Shrimp come on board, we’ll have the 3 major circuses. We can lay down some of the criteria that we
can approve as a board to make it an official AYCO festival. At this point it would not be a regional
AYCO festival. There’s work being
done. JD _ And Dic Wheeler is
standing by to help. DH – We are taking on a
tremendous amount as it is, working in a lot of different directions. Regionals can almost happen organically…
Festival coming up in April could be a model.
I want to caution us not to push too much right now. JW – Agreed. |
Jan
22 |
Jackie + John |
|||||
|
|
Send out
call in AYCO Gram looking for people to serve on the Regional Festivals
Committee – pending Dic’s agreement to head this DH- |
pending |
Rick |
|||||
|
|
Follow up
with Al Light, need specific answers to questions about costs DH – Al
Light has not responded with more info. PF –
Orlene asked me to call Al, I did.
Facilities manager at Illinois State has changed; he was supposed to
get that info. He’s still excited and
interested, things are shifting. I’ll
give him a poke. JD –
Boulder’s application is literally in the mail. |
Unspecified (must be soon) Jan 23 – Nudge Al Light |
Kevin + Orlene
Peggy |
|||||
|
|
2007 FESTIVAL SITE DECISION DH- Until
we have more information, we need to wait. |
Feb 1 |
Board |
|||||
Educator’s Conference: Social
Circus
“Youth
Development through The Circus Arts” ( >20
MIN) (9:10pm) |
||||||||
|
|
Conference
Schedule + Planning DH – I
sent out an email re: planning. Will
be meeting with Paul and hopefully Karen.
Programming: what do we want? The AYCO community’s information is driving
that. Planning a caucus. John and I planning a schedule. Haven’t heard from Cirque. I want approval for the dates: Nov. 2-5, Friday through Sunday. Lock that in, make it a go ahead. PF - I
make a motion that we have ed. conference in Chicago the weekend of Nov 3-5
2006. KG –
Second MOTION
CARRIED! |
ongoing |
David |
|||||
|
|
Conference Budget Planning
DH – We
want this to pay for itself. Paul and
Donna and ________ agree that we need to add some perks for the
presenters. Meals, weekend pass for
local transportation, and $100 that they can use for pocket or travel. I presented it to the Board – are we
willing to commit $2000.00 so we can do this an offer this perk. TO give us something in the bank. KG – This wouldn’t be spent now, but we agree
to spend it. DH - I make a motion for Board to do this. PF- I
think we should definitely do this, then we can fundraise by having the bios
for presenters, people like to contribute… Like, would you support Reg Bolton
with $100 to come? RD – I
agree. I amend the motion to say we
allocate AT LEAST $2000 for this purpose, because if we raise more, the
benefits package can go higher. DH _
Thank you Rick. I’m trying to be
frugal. AYCO is doing well, but I said
$2000. KG – I
can say let’s commit to the $100, I feel good about this package. RD – By
adding the words “At least” if we raise more and can afford to give more, we
can give more. DH – This
gives us the seed money. JD – I
second the motion. DH – Any
more comments? WB – This
is exactly what we should be doing, spending money to make money. DH – All
in favor for at least $2000 for educators conference. MOTION CARRIED! |
Ongoing |
ECON Committee |
|||||
|
|
Conference Fundraising DH – Can we brainstorm? How can we raise $? Paul will lock in some cash in Chicago, Chicago loves him. But we need to do it too. Is there anyone on the board who wants to jump in on this one? RD – I
want to step up to the plate and do all I can to help. Will discuss with my proposal. PF – I
would also like to step up, 2 things;
Someone help me with a letter, a pitch, to articulate what I’m asking
for to support. DH – Yes,
Donna and Paul can help in their description. PF –
Secondly, this piece that Ashley is doing – another month at least – the
footage that we shot was specifically for this purpose. DH –
Thank you. Karen also has a tremendous
amount of experience and can help out. |
ongoing |
Board |
|||||
|
Board Development |
||||||||
|
|
board
packet creation/production DH – This
has been pushed back to the 30th. AI -
Orlene to complete by Jan 22; Peggy to print out, put in folders, send out. JD –
What’s the status on Carlo Pellegrini?
We need another Carlo (!). PF – We
had discussed having a committee.
Karen McCarty is also a candidate.
We need to ask Carlo to be on a committee. JD – So
that stalled. Too bad, he was really
keen. PF – We
have to be ready so we can articulate what it is that they’re coming
into. Right now, of course we need
more people but need to be sensible about process. DH –
True. We’re working on it, board
packet, structure. Looking at other
boards will be helpful as a model. WB –
[unintelligible] DH – We
need to take this up in a deep way, to get this board business ready. PF_ Great
idea. When we have these things we can
go forward. JD –
There’s no longer an off-year, but we’re in a relative lull so this is the
time to work on board logistics. JW – We
should work on that as hard as we can when we get on the phone, finish it off
and get it done as soon as possible. DH –
We’re talking about spending this month getting board development together. |
Jan 22
|
Orlene, Peggy |
|||||
|
|
Send
names to Orlene for potential Board Members New
nominating committee Bring
proposal to the board |
ONGOING
|
Orlene (new chair), Peggy, Jessica |
|||||
|
Board Structure / Logistics (15 MIN) |
||||||||
|
|
Board
Structure working document |
Jan 2006 Feb. DH will follow up with Orlene |
Executive Committee |
|||||
|
|
Make and
mandate formal amendments to By-Laws for resignation and removal of Board
members |
December 2006 Feb. DH to followup |
Executive Committee |
|||||
|
|
standards for
committee members JD –
Forget it! |
Jan 22 April 06 |
Jackie |
|||||
|
|
add “correspondence
limited as much as possible to information/facts for the most part” to
Guiding Principles (formerly Ground Rules) |
Before China |
Orlene |
|||||
|
|
Research
model self-evaluations PF – I
found a magic website with free information for boards. There are multiple choices for all these
things. I’ll email this website
tomorrow. |
Jan 23
|
Peggy |
|||||
|
|
Research
other organizations for removal of board procedure RD-
DONE! Summarize: I looked at 5 –6
organizations. Came up with 5
basic: 1. who can be removed?
Anyone? Just executives? 2. who can
raise the issue? 3. what grounds for dismissal? 4. What procedure to take to
remove member. 5. What is the
determining factor. How many people
vote yes, simple majority, ¾, 2/3?
This is in the txt. I suggest
we take this next month to look. JD – That
precisely is the homework for the next month.
Feedback at next meeting. |
Jan 22
Done. All to review this for next month’s meeting |
Board |
|||||
|
|
Add
Resignation/Removal procedure to Board Standards / Board Packet. |
Jan 22
|
Orlene |
|||||
|
|
research
IJA Excellence Award in Education JW –
We’re waiting still to hear from them. |
Jan 22
|
John |
|||||
|
|
Create
committee on Vision / strategic planning statements [Intense
interference on the line: Warren has
to sign off] PF _
Kevin, how can we do this with Orlene in china? KG- Carlo
is looking at some kind of voice messaging. PF- Maybe
we can get something started and present it to Orlene? KG- Next
week would be great. PF – Ice
cream! |
Report to Board moved to next meeting
|
Orlene, Kevin, Peggy |
|||||
CFA(10 MIN) |
||||||||
|
|
Contact
CFA President. Mary-Jane Foote; research local CFA tents in Chicago (Paul
Miller?) DH – I
make a motion for proceeding on this.
Is there any question why we shouldn’t? PF – Neil
says this is a wonderful thing. There
are movers and shakers; they aren’t all like that. Average age is 70. Very traditional circus, they’re not into
Cirque. He suggested that we get very
clear about their objectives to them, and make sure we have an AYCO
conference and CFA conference at the same time. Both Neil and Herb willing to be consulted
on this. JD –
Young people today don’t know about traditional circus. RD –
Precisely why our connection with CFA is critical. History is history, the
youth members will benefit. PF –
Maybe a goal of this is to bring what’s new and old to share, and inform each
other. CFA members went to circus
before we were born. Circus is circus! RD – I’m
strongly in favor of this and want to go through with it. Not only with CFA, but all connections, we
need and AYCO liaison to go to. Right
now, if the Australian group wants to contact us, who should it be? Orlene? KG –
Shouldn’t they contact Jackie? JD – It’s
happening organically. When I get
inquiries I will forward, different board members can take on the role of
liaison. I am the point person for
CFA. RD – What
if CFA wants our list, what do we do? KG – Do
we have a privacy policy? RD _ IJA
has an official policy. When you
become a member, you go on a roster that is available to other IJA members
but to nobody else. Al Light asked for
AYCO’s list for his German wheel camp.
I didn’t send it. I didn’t send it; I told him I’d put it on
the website and in the AYCO gram. We
definitely cannot give out email. But
we can make it that people have to agree to let out their address to other
members. … This
may be a bigger question. JD –
Isn’t that one of our questions? RD – I’ll
make a proposal for the next meeting, based on what I know about mailing laws
and email etiquette. Iron is hot with
CFA , we should agree. JD – SO
what are we agreeing to? DH –
Everyone seems to be in agreement that we proceed with this affiliation with
CFA, continue to foster a working relationship with them. Swap links to website, exchange affiliate
organizational membership. Work
together to see circus preserved for youth. RD – He
also said that any CFA individuals would have to pay for their
membership. Ditto for us, as
individuals in CFA. DH – I
move that we vote that we exchange affiliate membership with CFA as cited
above. PF-
Second. MOTION
CARRIED. (JD
double checks that we actually have quorum.
We do!) |
Jan 22
|
Orlene |
|||||
|
|
Talk with
Neil Cockerline and Herb about the benefits of CFA relationship |
Jan 1
|
Peggy |
|||||
|
|
Vote/ discuss partnership |
Jan 22 |
Board |
|||||
Other |
||||||||
|
|
give
personal check for Smirkus to Rick Davis today or mail to AYCO office by 20
NOV 05 RD –
Done. Thanks to everybody who did
that. Let me know if Smirkus doesn’t
send you a letter for tax purposes. |
Nov 20
|
ALL |
|||||
|
|
Email
AYCOcore site criteria DH –
Looks great. |
ongoing
|
ALL |
|||||
|
|
Send CC
binder and thank you card to Al Light PF –Done! |
Nov. 23
|
Peggy |
|||||
|
|
Send
Peggy Al’s address DONE |
Nov. 23
|
Orlene |
|||||
|
|
Send Al a
receipt for Festival so he can be reimbursed by University RD -
Done. |
Nov. 23
|
Rick |
|||||
|
Youth Ambassador |
||||||||
|
|
Inform
YA’s of the aforementioned responsibilities DH – I’m
a dweedle because I didn’t. |
DH-Jan 22 Feb. 1 |
David. |
|||||
Additional Discussions
DH – Anything else?
Time check.
·
AYCO
Contract Work (Paying individuals) – for Festival 2005 (10
MIN)
DH – I went back and read the minutes. There was a request that Orlene receive some funds, ranging between $1,000 and $5,000. Rick stated that money that was originally budgeted but removed for erroneous reasons should be put back in. He also said he is comfortable not being paid now. The erroneous information was that board members shouldn’t be paid. DH should not be paid for this one, this was a learning process, shouldn’t be paid this time. Can we go around and restate?
PF – I do feel it’s really important – and I appreciate you
and Rick waving yours – since Orlene is the last one on that list. The original budget we were looking at
$5000. The amount of work that she did,
and which interfered in her getting other work, means that she should be paid.
… Because we didn’t make the money that we hoped to make, I might bring the $5K
down a little, but at least $3K.
JD – I feel we should pay Orlene whatever the group agrees.
RD – I’d like to add something. Orlene agreed to do the festival, she agreed
to be the president, at a time when it was understood that that was a position
to that would be paid. When that
changed, she was caught. She couldn’t
quit and had to go forward without being paid.
She was tremendous for doing that.
We should be true to our original intent. I agree, should be $3K if we can’t do $5k.
KG – It’s difficult for me because I wasn’t here when this
was first discussed. I know she did a
lot. I think $5k is a lot. A lot of the burdens she brought on herself
had to do with her perfectionism, she re-did a lot of work. If we had an 80/20 mentality there wouldn’t
have been as much. Some bad decisions
were made… fiscal responsibility. I
recommend that Orlene should be paid but suggest not more than $2,500. And please put in the notes that I love
Orlene with all my heart.
PF – With AYCO you’re dealing with so many volunteers, you
have to supervise the volunteers.
DH – Orlene went into this thinking she would be paid, and
because money has been raised, and the account is pretty strong right now, I
would agree to Orlene getting paid.
Amount, I don’t know.
KG – I feel uncomfortable using money we just received
paying for old tasks. I’d say we pay her
out of the money that we made. Right now
we still have $4100 as an expense that we may not have to pay, with some
receivables that we may have received at
CC, and we’ll split up the video money.
If all that comes through, we should make about $2000. I’d be happy to give that to Orlene, not to
exceed $2500.
PF – Didn’t we start with $ in the bank?
RD/KG – We started with $15K, then at the end we’re at
$17k. If we owe Kezar $14K, we’ll have
$13K.
RD – On Jan 1 we had $12,346. Splitting hairs.
KG – I was tracking it.
John – I want to make sure that we’re going about this the
right way. This might look like we’re
putting payment for a job… using proceeds from the event to pay them to do the
job. One thing that was confusing from
the beginning… [difficult to hear ] Looks like a mistake was made in the
beginning; she thought she would be paid when she took on the job. Festival organizer was to get $5K, was
rescinded; now we’re looking for money to fulfill that to come out of what was
left over. I’m wondering, seems like $5
should be secured before, not dependant on whatever we make… Final point, can’t
come to a decision, until some things are complete.
KG – This is just for discussion. Had we kept the $5K for Orlene, we wouldn’t
have agreed to spend $20K on food.
That’s why I wanted her to be fiscally responsible. Stage manager and a few others were said to
be paid; Warren and others said nobody should be paid. The Board was concerned about doing
that. What I’m trying to do is look at
how the board is feeling about paying Orlene, I’m swayed emotionally more than
rationally to help her out. I want to
figure out what is the next step to take.
JW – I think we should do the best thing in this situation
and prevent something like this from happening in the decision. I don’t think this caused Carlo to pull out,
but I can see how this might effect people in the future. We should find a policy that helps in the
future and not lose people over this.
KG – I agree 100%. I
witnessed it. Can’t even imagine what
Rick did, what David did. In the future
we’re all acknowledging people should be paid.
JW – I’m trying to talk with IJA to find out about how they
handle this, if I can find something.
RD - I did research
IJA last week. They have a board where nobody is paid. Their budget is $169K, and almost half is for
“professional services” money paid to
their 2 membership directors, festival director, webmaster. So people are paid for certain tasks, but not
to be a board member going to meetings and voting. It’s interesting, the president of IJA is
also the webmaster. I think he’s paid as
webmaster but not as president.
JD – Motion to pay Orlene the $25K, pending the festival
budget books closing. We can’t not pay
her.
DH – I’d like to re-motion that we vote on this right now,
regardless of books.
PF- I second David’s motion.
RD – When you drink from the glass, you’re not just drinking
the top of the glass. The Ringling money
is part of the bigger glass. Now – if we
had $100K, this wouldn’t be a question.
What’s causing the backup is the worry that if by paying her $5K we’ll
jeopardize the social conference, so Kevin’s point is well taken. We should wait about Kezar, do some
fundraising… Can we say we’ll pay her $25K now, and possibly more if we get
more in the future.
KG – It’s not really clean.
I’d like to close the festival.
I’d motion that we pay her $25K.
It’s too taxing to keep talking.
Moves the question.
DH – All in favor – pay Orlene $25K for the 2005 festival.
All in favor: JD, KG,
DH, JW, PF vote in favor.
RD abstains because the issue of me being paid was part of
all this, so I abstain to avoid a conflict of interest.
MOTION CARRIED.
DH – If we need to discuss this more, let’s stay open. If we need to devote board time, let’s. Precedents.
Speak up in the future if anyone wants to come back to it. To keep transparency.
KG – I would like to make a motion that – are we posting our minutes on website – that compensation notes be withheld from the website.
PF – I started worrying about quoting Neil.
RD-I move that the board minutes be emailed to the
board; One week period when any
individual can request anything to be removed from the minutes; and that the
board be informed of these omissions.
KG – How will this be removed? Agreement?
DH –
PF – I suggest that we take this discussion about Orlene out
of these minutes. This is the reason we
had a consultant. Email is
dangerous. What goes into the minutes.
RD – Robert’s rules – after the minutes are created, the
board has to vote on them We vote at the
next meeting.
JD – Do we have to indicate where we pull something out of
the minutes?
KG – Yes, it should be mentioned that we took something out.
JD- Secretary emails minutes to board; edits minutes as per
board request; re-issues edited minutes for board approval at next
meeting. Alumni board members do not
receive minutes; they can access them online.
·
Rick’s
Proposal (10 –15 Min)
DH – We’re behind.
Rick’s proposal. Can we go over
this, each person spend 1-2 minutes to speak to it in discussion, thoughts and
questions. Allow Rick to comment on the
comments. Then wrap it up there; just
look at this as a discussion.
RD – Opening statement.
I put this out bc I think AYCO is a great organization and has a great
cause. We have non-profit status, track
record, and social circus. Funders have
reasons to give us money, but we need to move on this. I know I can put together grant proposals and
would like AYCO to have a development officer and I’m willing to do that.
PF – I think that Rick has unique knowledge, he’s been with
this since the beginning. Understand our
money over the years, and our membership.
No one is better qualified to do this.
I think it would be incredible.
DH – I think AYCO needs somebody now. Most non profits, their first employee is an
office manager, handling the day to day stuff.. Looking at the tasks to be
accomplish between now and May, it’s HUGE.
And really overwhelming. I got
dizzy. I’d like to propose: that we the board create the position of
Office Managers, that would include a certain number of itemized tasks: membership, website, office &
administration, and what’s under -------
except maybe newsletter. I
propose that the fee for this would be $400 per month. Then the registration, which occurs only at
certain times of year, can be paid separately.
But what should be fundraising and development – foundation, etc –
should be taken out. Or, hire a
professional fundraiser. So those are my
thoughts.
KG – I agree that all the activities on here need to be
done. Rick, I don’t know what your
experience is with grants and fundraising.
What is your experience?
RD _ Your point is well taken. I don’t have much experience, only in
research. I’ve attempted to write grants
for individual projects Yes, if AYCO can
get a better grant writer, I’m all for that.
Basically, I feel that I can do it.
Can’t say I’ve done it in the past.
Counting on Carlo Pellegrini, who has done a lot of this… he’s not
willing to do the actual legwork but would be a willing advisor. If AYCO can find someone who’s willing to do
this for low pay, I would endorse that.
In the absence of that I’m willing to do it.
KG – The activities you’ve got here. I don’t know what it costs for webmaster
RD – between $25-$125 per hour.
KG – My initial thoughts are,, this is a lot of stuff, if
you want to do the grant thing, pay per performance, we pay if you’ve
succeeded. Maybe a trial investment, see
how it goes.
RD – The $3K would be seed money, any future money for grant
writing would be written into the grant itself.
JW – I’d like a chance to look at it further. You’ve taken this in the right
direction. Commitment, I support you.
RD – I see that the position that I’m proposing would
eventually be handled by more than one person.
For now, I could do it as a one-person thing. As for grant writing, I’m not suggesting I
raise the money for everything that’s listed.
Just for initiating the development office.
JD – I support the idea…
RD – My situation between now and May is, I have 12 weeks
that are open, with 6 weeks of work.
When I’m not working, I can pull long days for AYCO . During residencies I can still do hours but
after school hours. With compensation I
can commit.
KG – Does anyone want to make a motion?
RD _ I agree with pay for performance. If we invest in a grant writer, money needs
to come in. One more comment – When
you’re writing a grant, you have an operational budget and a projects
budget. You have to put a percentage of
the salary of someone working on the project based on the percentage of time
they’re working on the project. If you
pay a secretary $30K a year; if you say that person has to spend 10% on a
project, you budget 10% of the salary on that.
If I’m paid $100 per week, the salary is $5,200 per year, and I can
write, if I’m working 100% on grant writing, I can put that in the grant
proposal.
JD – Are you proposing 100% of your time on grant writing?
RD – Of all 7 the things I mentioned, starting with
development, I would still be able, between January and May, communication,
membership, website… Not sure I can do insurance.
PF – As far as grant writing goes, especially with Carlo’s
(P) help, you make a boiler plate, you can just send them out. Just knowing
someone’s on it, and Rick would be great.
DH – I make a motion that Rick would not be an employee, he
would be contract work. Office manager,
restate $400 per month, plus 10% of any grant that he brings in to AYCO. As office manager will look after
communications, membership, website, and office administration, and
registration for upcoming social circus conference. I’d like to cross out the insurance thing,
it’s on hold right now – too huge, down the line, a bigger group effort. Any grant $ brought in for AYCO that Rick
secures, he gets 10%.
JD – Is that normal, is that the right amount?
RD –
KG – Is it standard that they would include the salary for
the grant writer?
RD – It’s a percentage of time usually.
JD – May I restate the motion, that AYCO pays $100 /wk, and
that grants is treated as a separate issue.
RD – During February I’ll talk with Carlo Pellegrini, take a
weekend course in Boston. It’s a month
we can’t wait.
JD – Can AYCO pay to train someone?
KG – Yes, absolutely .
DH – This is the first time AYCO is hiring someone. I would like to wait until we get a vote from
Orlene and Warren, it’s exciting and we should make them a part of it.
PF – Add that this is not the addition of a development
person. I’m nervous about everyone
shooting off in a billion directions without us connecting. If you could be the point person for moneys…
We need to coordinate, our voice should come as one, regarding money.
DH – We are all working together as a team
PF – With Rick as our hub
RD – Kevin Okeefe is going really well, Kevin G …
PF – But if 2 of you are asking the same person it could
blow up. So you’d be the development
hub.
RD – I don’t see this as employee… It’s subcontracting. And just for Jan-May, then revisit.
JD – JD moves, with help and revisions from DH and others,
that the Board recommend, for Orlene’s and Warren’s consideration, the following
revision of Rick’s proposal, which the Board (less Orlene and Warren) have
already approved: That the Board hire
RD, as an independent contractor, to be its Office Manager, to look after
communications, membership, website, and office administration, and
registration for upcoming social circus conference. He will be paid $100.00 per week, starting in
January and continuing through May (possibly June), at which time the position
will be formally revisited and reviewed, though either party may revisit at any
time during the trial period.
MOTION FOR REVISED PROPOSAL
is passed. (See proposal.)
RD – We’ll say that for Jan-June, if any party wants to
revisit, we can revisit. And, a
technicality, we have to put in the minutes that KG is a signatory on the
checks. I move that Kevin George be a
signatory on the checks.
Second: PF. MOTION
CARRIED>
10:15 Reminders
·
Review
Task Timeline regularly to complete tasks
·
Next
weekend retreat Board meeting (possible dates): May, June, July 2006? What’s
possible? Plan on deciding in February!
·
Next
meeting: JD’s AAHPERD proposal. Major board structure work as top priority.
10:17 Announcements
·
Next
conference call: Sunday, MARCH 5, 5:00 PM pacific / 8:00 PM eastern
·
Ponder next retreat meeting: May,
June, or July weekend. When? TBA
·
KG
– Maybe have a social circus planning meeting around our board meeting, in
Chicago.
10:20 Adjourn – Adjourned 11:02 pm EST!