Present:      Peggy, Jackie, Rick, David, Kevin G, Warren, and John!  (Carlo) and Orlene in Spirit!

 

Votes taken in this meeting:

  1. KG – Motion to separate out the festival Videography from the fundraising video piece, to close the festival books.   DH – Seconds.  MOTION CARRIED UNANIMOUSLY.
  2. JD – I move that we pay 50% gas toward CC trip to Redlands to return Korean pole.  DH – Second.  MOTION CARRIED UNANIMOUSLY.
  3. PF - I make a motion that we have ed. conference in Chicago the weekend of Nov 3-5 2006.  KG – Seconds.  MOTION CARRIED UNANIMOUSLY.
  4. DH – Motions for at least $2000 for social circus educators conference.   JD seconds.  MOTION CARRIED UNANIMOUSLY.
  5. DH – I move that we vote that we exchange affiliate membership with CFA as cited above.   PF- Second.  MOTION CARRIED UNANIMOUSLY.
  6. JD – Motion to pay Orlene the discussed $25K, for the reasons cited, pending the festival budget books closing.   DH – Amends motion that we vote on this right now, regardless of books.   PF- I second David’s motion.    MOTION CARRIED.  RD ABSTAINS citing potential conflict of interest.
  7. KG – I would like to make a motion that – are we posting our minutes on website – that compensation notes be withheld from the website.  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- Proposed procedure:  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.  [THIS WAS APPROVED THOUGH IT APPEARS THE FORMALITY OF A VOTE WAS NOT RECORDED.]
  8. 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 unanimously.  Rick’s revision forthcoming.
  9. RD moves that Kevin George be a signatory on the checks.  Second: PF.  MOTION CARRIED.

 

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 Blame

Don’t tell someone how THEY are feeling

Reflect/Confirm what’s said without having to agree or disagree

Stay on point

Respect each other, even if we do not agree on statement/issue

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

  • Budget request from Board

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

Rick

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!