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:

1. Secretary to distribute unedited minutes to board for confidential records; will create edited version to be ratified by board and then posted on website.
2. Every board member will be responsible to raise $300 each to contribute toward the Ed Con.
3. Next conference call: Sunday, May 21 5:15 PM pacific / 8:15 PM eastern

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

x = done		Task		Timeline (deadline)			By Whom?
		REVIEW TIMELINE REGULARLY. Follow through!		posted			ALL
BUDGET / FINANCES (2 MIN)
		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!		Done APR 30			Kevin, Orlene Rick
Membership / Communications (2 MIN)
		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
Education Committee (10 MIN)
		CAPHERD AND AAHPERD upcoming conferences. Jackie – Action Item – John & Jackie: Get the mission statement together and get this on track for all teachers. With 2007 AAHPERD conference in mind, : Determine AYCO costs Determine AYCO’s call to action to PE teachers Determine AYCO’s services to PE teachers Define vision and mission of education committee Define proposal for Board review 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
AYCO STORE (2 MIN)
	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
Standards Project (2 MIN)
	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
AYCO Events Planning (15 min)
		Contact Dic Wheeler		ON HOLD? in Parking Lot.			Jackie/John
		Criteria for Regional Festivals (to qualify as an AYCO event) + Regional Planning		ON HOLD? in Parking Lot.			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		DONE!! Last Ayco Gram			Rick
		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
		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 1^st		? 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
Educator’s Conference: Social Circus “Youth Development through The Circus Arts” (15 MIN)
	Conference Schedule + Planning				Ongoing	David
	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
	Conference Budget Planning [Jackie missed this – was difficult to understand and then conversation moved on. Sorry -- ]					David + Orlene
	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
Board Development (2 MIN)
		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
		Send names to Orlene for potential Board Members New nominating committee Bring proposal to the board		?			Orlene (new chair), Peggy, Jessica
Board Structure / Logistics (5 MIN)
		Board Structure working document		Board retreat			Executive Committee
		Standards for committee members		June conf. Call.			Jackie
		Research model self-evaluations		June –review models for board structure meeting			Peggy
		Add Resignation/Removal procedure to Board Standards / Board Packet.		May 30			Orlene
		research IJA Excellence Award in Education contact Laura Green		May Conf. call			John
		Create committee on Vision / strategic planning statements		Board Retreat			All, Orlene
CFA (2 MIN)
			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
			Vote/ discuss partnership Linking of websites		Ongoing Done			Board Rick
Other (6 MIN)
			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
Youth Ambassador (2 MIN)
		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!			David
Videography/Documentation (2 MIN)
		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

OTHER (2 MIN)
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	Rick Orlene Jackie

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