8:30 Hi
& Check-in (Personal highlights from the month)
Conference
Call Assignments: Facilitator
(Orlene), Secretary (Jackie), Timekeeper (Peggy)
Present: Peggy,
Jackie, Rick, David, Kevin G, John, Orlene and Warren.
We have everyone!! Welcome back Orlene!
Starting late. Taking attendance. Condolences to John for the passing of his
mother.
Motions/decisions made in this
meeting:
8:40 AYCO
Board Guidelines
Listen with
Heart and Eyes J Take Risks J
Don’t Blame J Don’t tell someone how THEY are feeling J
Reflect/Confirm what’s said without having to agree or disagree J
Stay on point J Respect each other, even if we do not agree
on statement/issue J Take turns, Give turns J
Have Accountability (Follow through)
J Communicate
outcomes: How? Why? Amplify J
Don’t interrupt J
Don’t negate; Don't block J Be part of the Solution J
Delegate J Gather ALL opinions before deciding J
Don’t Pounce/Reflect J Give benefit of the doubt: Ask Questions /
Don’t Attack J Engage in Non-violent Communication J
Email correspondence should be limited as much as possible to
information/facts J The only dumb question is the one you don’t
ask J
8:45 Minute
Ratification
JD- I propose 2 sets of minutes. One complete to the board, unedited; one edited.
WB – Ratify the minutes in detail; also the edited version.
ALL IN AGREEMENT.
ACTION – JD to emend minutes; send both copies. Board to ratify both versions; Rick to
publish edited on web.
8:50 Reports-Highlights
– not listed in task list for discussions
(2 min or less)
·
ED
CONFERENCE – DAVID Discuss later.
·
INSURANCE
(including lead from Kevin O'Keefe) – RICK
Rick submitted – no need to discuss.
·
OTHER?
JD – Spoke for hour with Jim Cole and Bruce Johnson about
AYCO/CFA PR video. ACTION: JD will submit report; everything is very
positive.
9:00 Acknowledgments-Successes
·
AYCO
store looks great! Kudos to Rick!
·
Continued
planning for Educator’s Conference David
is working very hard on that!
·
OTHERS? DH – To acknowledge Rick’s wonderful job
on the AYCO gram, people love it, great response! Thank you thank you thank you!
RD – I’m planning to do this every 3 months or so. AYCO GRAM!
WB – Tap into CircusNews and CfA for publicity on ed con.
OG – I’M PREGNANT!!
I’m really fat! I just did the
table for the last time.
9:05 Task Review’s 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
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x = done |
Task |
Timeline (deadline) |
By Whom? |
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REVIEW TIMELINE REGULARLY. Follow through! |
posted |
ALL |
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BUDGET / FINANCES (2 MIN) |
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Festival
finance wrap up. Kevin-Payment to
videographer: fees to Kezar: the publicist: David
Perry Close books OG: Did everyone see the report that Kevin Emailed? KG: We’re finalizing action items. 1. Kezar stadium fees of almost $4000. Haven’t heard back, we assume that is closed. [jd missed 2 & 3] 2. 3. 4. One other adjustment, we have a notation for scholarships that were granted to some of the participants, I included it as a memo and not an expense. It wasn’t an expense, it was foregone revenue. NET income: $7,906.19. OG – Did Circus Center receive ½ ticket sales? KG – 50% of profit and expenses associated with the production, CC portion is negative $3257.44 OG – For the record, we didn’t ask CC to pay any of that. KG – 50% tickets, 50% concessions, … everyone has a copy of the detail. RD – Question re: food concessions. The total was $2206, and we get half of that, right? I never recalled getting that into our account. There’s no entry. KG – I thought that was part of all the cash from your last deposit. Diana Krug or someone gave us the money. RD – ACTION - I’ll go back and double check. KG – I checked it, it seems realistic. JD – Books are closed! Huzzah! |
DoneAPR 30 |
Kevin,
Orlene Rick |
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Membership /
Communications (2 MIN)
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Affiliate
and Chapter membership options. Report RD –
Let’s talk about this later. The 2
main issues are unresolved: whether or
not to have organizational membership, and how to have a chapter relationship
with AYCO like IJA. The status of that
is the same as before when I gave the report. |
Ongoing updates |
Rick |
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Education
Committee (10 MIN)
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CAPHERD
AND AAHPERD upcoming conferences. Jackie –
Action Item – John & Jackie: Get
the mission statement together and get this on track for all teachers.
OG –
Reports: JW –
I’ve been off duty with my mother’s death.
Let’s defer to next conference call. OG –
Between you and Jackie, if you break up the action items and distribute. JW –
We’ll have report, and what we’re doing. JD – I
am planning to give a presentation anyway; whether AYCO is officially present
or not remains a subject for discussion. WB –
presence at a national conference is extremely important. Jackie will be a
rep for AYCO, we might support Jackie, how can we help her. JD – I
plan to go anyway DH –
Would you be able to represent AYCO; speaking on behalf of AYCO. JD –
It comes back to what do we have to offer after we drum up the business? DH –
Is it possible, Jackie & John tell me, worthwhile to work with other
people in the same field? Connect with
others who might be attending there.
Network? Dave Finnegan? People that focus on juggling? JD –
Can go to www.aahperd.org to see what
they’re doing this year. OG – I
never got to say, I meant to talk about Carlo Pellegrini. Look for that e-mail. |
New deadline:
May Conference Call |
John & Jackie
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AYCO STORE (2 MIN) |
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Discuss
Pricing KG – We need to discuss transfer of… OG – ACTION JOHN, talk to Kevin before next call. Private discussion between you and Kevin and bring back to report. OG – ACTION John will also give a report on
AYCO store in general and about CAHPERD specifically. |
May conference call May conference call |
John, Kevin John |
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Standards Project (2 MIN) |
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Standards
report with update WB – In his work with Risk Management Assessment, will be able to give report and presentation at ed con in Nov. and how that plays into the insurance issue. PF – Great way to approach it. OG – No longer on hold. ACTION: presentation on risk assessment at ed con. KG – requests report JD – CFA in person of Jim Cole is standing by to help
get youth circus out there and deal with the insurance issue. |
On Hold |
Warren |
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AYCO Events
Planning (15 min)
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Contact
Dic Wheeler |
ON
HOLD? in Parking Lot. |
Jackie/John |
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Criteria
for Regional Festivals (to qualify as an AYCO event) + Regional Planning |
ON
HOLD? in Parking Lot. |
Jackie + John |
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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 |
DONE!! Last Ayco Gram |
Rick |
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Follow up
with Al Light, need specific answers to questions about costs PF- We need talk to Al. He’s overwhelmed. OG – I told Peggy and Kevin and David, we should start coming up with a plan, like we did for ed con, and create a committee with tasks etc. and a sound budget to show Al that we have people to take things on and he’s not expected to do everything. PF – Great idea. OG – I’m hoping to get everything together by May. PF – So we wait for Al OG ACTION: Proposal and point people for Al Oct.
24-25, baby due! |
DONE! May 10 |
Kevin + Peggy, Orlene
Orlene; Peggy, Kevin |
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2007 FESTIVAL SITE DECISION AND
PLANNING PEGGY – will call Jessica, Betty,
but first I’ll call Orlene, and then call AL
DONE PF : I called Neil and Jessica. Did not yet speak to Betty, but her input is critical for Al. ACTION: Peggy to call Betty David – I’ll call Paul DH – Was generally supportive but did not promise everything.PF –
Can we call some of his people specifically for help? The proximity would be hugely helpful. Marketing. PF –
One thing we’re talking about, the big hangar would be available. We spoke about bringing a tent. Jessica suggested whether Circus Flora
would rent or loan theirs. WB –
Saw the Hannefords, is friends with them, they might be possible tent
option. I will be in St. Louis, will
talk with Jessica then. OG –
Please follow up, that would help with one of our issues. ACTION: Warren will speak to Hanneford’s about
renting their tent. DEADLINE
FOR NORMAL DECISION - May 1st |
? DONE May Meeting Will try by May conf. call Depends on us showing AL that we
have it together. MAY 30 |
Board, need lead person Peggy WARREN ORLENE |
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Educator’s
Conference: Social Circus
“Youth
Development through The Circus Arts” (15 MIN) |
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Conference Schedule + Planning
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Ongoing |
David |
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Associated Cirque S.C. Training.
Board Participation in participant selection. Report and Discuss. DH- Looking
at programming. Karen McCarty and
others helping, putting together workshops and round tables. Put call out to presenters, applications
are coming in slowly. Now that AYCO
Gram went out, people are paying attention.
Coming together nicely. Paul
helping with logistics, housing, transportation, food, coming together
affordable. Cirque training is
definitely happening, fees are being determined. Lots of requests are coming in. Determine timeframe OG –
Confirming participation in review who will be invited to participate in
teacher training.: Peggy, David,
Kevin, Orlene. Rick wants to but cites
conflict of interest. DH –
We’ve outlined the qualifications.
Will be hard. TIMELINE: Application available for Cirque teacher
training Applications
due: Will decide by next conf. Call. |
May 2 May Conf.
Call |
David David + Orlene |
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Conference Budget Planning [Jackie
missed this – was difficult to understand and then conversation moved
on. Sorry -- ] |
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David + Orlene |
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Conference Fundraising Plan/Timeline DH –
Discussion about performance to raise funds.
Tony, works with outreach, very enthusiastic about social circus. Working on marketing; Spectacle, weblist,
White Tops. Wants ACROSPORTS to get
involved, circus community in Bay Area.
Will do fundraising letter. Want
to ask the Board – if each of us could raise $300… Say by second week of Sept, or Oct. 1. Not a lot for each of us to raise. OG –
Let’s go around about $300: RD –
My short answer is YES. JW –
Is it appropriate to pull out of AYCO store. DH -
No, I’m asking the board as a group of individuals. Hmm, what would others say? JD –
would set a precedent. PF – I
need a letter and I need it soon.
Everything has already gone out, we’ll lose people who are hit too
often. I’m worried about that, need a
tool. WB – I
agree with Peggy. I don’t have the
community to attach. With a tool, I’ll
do it; will come up with it or will pay out of pocket. KG –
I’ll do it. DH –
Yes. OG –
me too. ACTION - Gimme letter. ACTION
– List of Talking points. RD – Can
we put this money in the budget? DH –
not yet. OG –
I’ll send out a budget with particular line items. WB –
Will this be tax-deductible? KG –
Orlene and I will include that in the fundraising letter. |
April 30 April 30 April 30 |
Board David Orlene,, Kevin Orlene,, Kevin Orlene |
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Board Development (2 MIN) |
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board
packet creation/production OG –
If things don’t have a deadline, we’ll move them to the May conference
call. Might move them to the board
retreat. |
May 30
|
Orlene, Peggy, DH |
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Send
names to Orlene for potential Board Members New
nominating committee Bring
proposal to the board |
?
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Orlene (new chair), Peggy, Jessica |
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Board Structure / Logistics (5 MIN) |
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Board
Structure working document |
Board retreat |
Executive Committee |
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Standards for
committee members |
June conf. Call. |
Jackie |
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Research
model self-evaluations |
June
–review models for board structure meeting |
Peggy |
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Add
Resignation/Removal procedure to Board Standards / Board Packet. |
May 30
|
Orlene |
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research
IJA Excellence Award in Education contact
Laura Green |
May Conf. call
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John |
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Create
committee on Vision / strategic planning statements |
Board Retreat
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All, Orlene |
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CFA (2 MIN)
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Contact
CFA President. Mary-Jane Foote; research local CFA tents in Chicago (Paul
Miller?) DH –
Worthwhile to pursue. ACTION: call her JD –
Talking with Jim Cole, we could try to connect our two organizations. They’re having their national event in
Sept. in Chicago, we just missed them with our ed con. OG –
We could still try to be there to promote it. |
May Conf. Call
|
David
Call Jim Cole |
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Vote/ discuss partnership Linking of websites |
Ongoing Done |
Board Rick |
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Other (6 MIN)
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Organize
Spring/Summer Retreat – Chicago?? OG – Seems like no one is available. I would propose, late August. PF –
Can’t do. In NY Aug. 21-Sept. 4 WB –
Booked from June 20 – Aug. 1 OG – I
propose the weekend of the CfA conference in Sept. 6-10. Get in the same room. Discussion
re: benefits of face-to-face connection. Attend a lunch. BOARD IS FREE; ACTION:
SEPT 8-10 retreat, Chicago, CfA conf. ACTION:
Organizing retreat, logistics etc. |
July 15 |
Orlene, Kevin |
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Youth Ambassador (2 MIN) |
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Inform
YA’s of the aforementioned responsibilities DH – Cornell is impossible, he should be fired. Never responded. Work in progress. Both reps were contacted via e-mail |
DONE!
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David |
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Videography/Documentation
(2 MIN) |
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Jackie
& Peggy set meeting to discuss any cross over) ACTION:
Jackie to send CfA video report to BOARD, then JD send times to Peggy
to meet. ACTION: JD
& PF to have real time talk |
May Conf Call
May Conf
Call |
Jackie, Peggy Jackie, Peggy |
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OTHER
(2 MIN) |
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OG – Rick, not all the emails for AYCO gram went through. Let’s snail mail it; We have no budget for postage. ACTION
– Rick comes up with budget for mailing, talks to Kevin ACTION
– Research other ways to make conference calls. ACTION – JD to emend minutes; send both copies. Board to ratify both versions; Rick to
publish edited on web. |
May 8
May Conf.
Call May 24 |
RickOrleneJackie |
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Warren’s
new phone number 407 580 4826 [Folks – this is the same one I have
from before. jd ]
10:15 Reminders
·
Review
Task Timeline regularly to complete tasks
10:17 Announcements
·
Orlene
has new video online of table act! Go to
Fooltime Circus and look at booking link.
·
Next
conference call: Sunday, May 21 5:15 PM pacific / 8:15 PM eastern
DH – Can we research a better way to make conference
calls?
OG – It was always fine when I used my own phone; I can
research it.
10:41 Adjourn