MINUTES OF AVP/USA BOARD AND ANNUAL MEETING
DICKINSON, TEXAS
SEPTEMBER 4-8, 1998
MINUTES OF BOARD MEETING
OF AVP/USA
Dickinson, Texas
September 7, 1998
PRESENT:
Rick Krouskop, Val Liveoak,
Chelsea Kesselheim, May Margaret Economy, Diana Couch,
Janet Lugo, Pat Wixom, George Sinnott, Eduardo Diaz,
Henry M. Bernstein, Marian Klosterman, John Shuford, Jan
Krouskop, Lloyd Bailey, Grace McGrath, Robin Willets,
Ellen Flanders, Marjorie Kerr, Tom Truitt, Toby Riley,
Ed Sweeney
AGENDA PREVIEW
Diana Couch began the agenda preview to
open the meeting at 9:15 a.m.
GATHERING
May Margaret Economy: Something people
don’t know about me is _____.
John Shuford read a letter from Peter
Laughingwolf (attached).
COMMUNITY COMMITMENTS
Val Liveoak facilitated creation of
community commitments.
- operate by consensus
- moments of silence
- honor time limitations
- speak loudly, not too often or
too long
- follow basic w/s AVP
commitments
- honor those in and not in the
room
- air & resolve conflicts here
- allow playfulness
- honesty and integrity
- ZZZZZ’s = break
- use "I" statements
EXECUTIVE DIRECTOR’S REPORT
Marjorie Kerr proposed that we
undertake a census of our facilitators. She has talked to a
statistician and we can do a valid census based on a sample. It
would be confidential and detailed. This will give us a picture
of who we are. Questions included issues of need or not need for
confidentiality; should this be labeled a census or survey; and
is this data required by funding agencies. Marjorie also noted
that the project would allow for multiple heritages or ethnic
identifications. Other issues include workload for her, costs of
project and volunteer help. Reservations of the board were
whether the board needs to address this and does the ED have
time to accomplish. With the reservations noted, Marjorie will
go forward with project. She also described that she is
developing the Management Support Team that was authorized
previously. Most of the members are not AVP facilitators. We
have gotten the donated copier down to Houston. It is neither
fast nor high quality, but it helps. She has traveled to locals
in various areas, facilitated a workshop at Folsom Prison,
visited a support group at San Quentin, and attended a
facilitator meeting with the Bay Area locals.
APPROVAL OF MINUTES
The minutes from the Board Meeting at
Purchase Friends Meetinghouse, Purchase, N.Y. were approved with
the following changes: Correct Ann Ward’s name (Ward for Wood),
and note that Chelsea Kesselheim was present as Rocky Mountain
Regional Representative.
FOCUS GROUP ON REMOVAL FROM OFFICE
John Shuford reported for group. He
read the proposed policy statement. It was agreed to amend it to
substitute "appropriate efforts" for "appropriate attempts." The
lack of process for Board removal was noted and he explained
that the focus group’s intent was for the Leadership Team to
take action first followed by Board consideration. Another issue
was lack of specificity on the steps to be taken as "appropriate
efforts." Val Liveoak agreed to work with John Shuford on
elaborating steps for further policy additions. Consensus
occurred on adopting the proposed policy statement with the
change of "attempts" to "efforts".
ELECTION OF OFFICERS
Jan Krouskop on behalf of the
nominating committee presented the slate of officers: Rick
Krouskop, Chair; Diana Couch, Vice-Chair; Janet Lugo,
Corresponding Secretary; Henry Bernstein, Recording Secretary;
and no candidate for Treasurer. The nominated persons left the
room and, after discussion, were accepted. The Leadership Team
was authorized by the Board to select an interim or permanent
Treasurer.
EXECUTIVE DIRECTOR’S REPORT (continued)
Marjorie Kerr made a special report and
recommendation. The national office was created four years ago.
However, funding has been problematic all four years. Payment of
her salary was caught up in January 1998 but again suspended in
July 1998 for lack of funds. Funding is still a problem. She
recently surveyed the committee chairs and leadership team. A
bigger problem to her is the drop in volunteerism, productivity
of committees, and enthusiasm. With the stress of those
declines, the people involved are stretched and stressed. The
tendency is for our volunteers who are stretched thin to lean on
the National Office which then looks for volunteers to help it
and the cycle continues. Our planned funding efforts depended on
volunteers who did not come forward. We have been handicapped in
applying for grants due to lack of statistics from the locals.
As the current system is not working, she suggests, unless
something significant happens in the interim, that the board
direct that the Winter Board Meeting adopt a plan to shutdown
the National Office and discontinue the salaried staff position.
Her intent is that the shutdown, if necessary, be done in an
orderly manner to minimize the damage to the organization by
doing so hurriedly and at a higher price tag.
The Board meeting was recessed for
lunch.
The meeting reconvened at 1:10 p.m
AGENDA PREVIEW AND GATHERING
Henry Bernstein reviewed the agenda and
lead the gathering: Right now I feel . . . .
STOCK BROKERAGE RESOLUTIONS
The next item of business was approving
resolutions relating to opening brokerage accounts at A.G.
Edwards and First Albany to hold or receive stock donations
respectively. After discussion, the resolution authorizing the
opening of the A.G. Edwards account was approved by consensus.
Then the resolution authorizing the opening of the account at
First Albany was approved by consensus.
INTERNATIONAL NETWORK REPRESENTATIVES
Jan Krouskop on behalf of the
Nominating Committee proposed Steve Angell and Marjorie Kerr as
our representatives to the International Network. Discussion
about the International Network moving to allow regional and
individual representatives as well as national representatives.
Eduardo Diaz offered to also serve if needed. Discussion around
what our representation is and the International Network’s
request for one representative from AVPUSA and the board chose
to designate a delegate and an alternate. After discussion,
Marjorie Kerr was designated as our representative and Steve
Angell as our alternate on the International Committee. It was
suggested that Marjorie and Steve be appointed for one year
terms and that was approved by consensus.
FUNDRAISING AND FINANCE COMMITTEE
REPORT
Lloyd Bailey reported for the
committee. Ann Ward is Clerk and she is disappointed that she
could not be here. He reported that the committee feels it
cannot do both fundraising and finance. Marjorie Kerr reviewed
four key points from the Winter Board meeting at Purchase, N.Y.
They were that we have worked out the confusion over our ability
to fund-raise in New York State. The phonathon scheduled for
this spring was canceled due to lack of volunteers. The donor
drive is in the draft stage and some materials have been
prepared. Grants and proposals are stalled due to lack of
supporting information such as the audit and annual report.
Lloyd Bailey noted that Ann Ward believes she can send grant
proposals to foundations when she gets material she needs.
Discussion around our lack of follow-through on our commitments.
It was emphasized that fundraising is most effective with one to
one contact, in person if possible and by mail otherwise. We are
not getting the information from locals we need. Tom Truitt
proposed for the committee that we active seek data collection
using a new simplified form that the workshop leader can fill
out quickly and return to both a central location and to the
local organization with central location compiling data and
returning to the local. Consensus was reached on adopting a form
and having workshop leaders send the form to a central location.
During the Fundraising and Finance Committee report, there was
discussion on distributing our manuals on disk and also around
copyrighting our material. The suggestion is that we copyright
our material and grant permission to use in AVP workshops and
require prior permission for use in different programs. Other
benefits of distributing manuals on disk were pointed out
including quicker revisions, annotations for material. Negatives
were loss of contact between local and AVPUSA office when
ordering, cash flow for AVPUSA. Concerns about the use of
electronic media excluding certain participants or groups
surfaced. No decision was reached and no assignment or further
action committed.
OUTREACH COMMITTEE
John Shuford reported for the
committee. The committee of he and Henry Bernstein are working
on draft brochures and updating the organizing kit. Lloyd Bailey
suggested that AVP create a poster.
EDUCATION COMMITTEE
Grace McGrath reported for the
committee. The Youth Manual is moving slowly toward completion.
Most of the committee’s effort is being directed toward revision
of the Basic Manual. Three new committee members are: Chelsea
Kesselheim, Darrell Hefte, and Cynthia McBain.
PUBLICATIONS COMMITTEE
No report.
ACCESS TO MEETINGS FOCUS GROUP
No report.
ALIGNING WITH OTHER GROUPS FOCUS GROUP
The group reported via Val Liveoak that
they recommend a policy that AVP/USA not proactively seek
alignment but encourage joint endeavors at the local level to
see what the experience will be. They recommend no action from
the National organization. Alignment may be worth doing and
should be tried on the local level.
INSURANCE FOCUS GROUP
The group reported that we need to
review our health insurance when traveling and to inform
international travelers to determine what coverage is available.
American citizens traveling abroad may not realize the
difference in medical treatment and other nationals traveling
here may assume, for example, that medical treatment is social
benefit as in their homeland. The Board by consensus accepted
the report as a board recommendation to facilitators traveling
on behalf of AVP.
LIGHT AND LIVELY
Scream.
1999 WINTER BOARD MEETING
Diana Couch noted that we need a
conference committee. Janet Lugo volunteered for the committee
and offered to chair the committee. The meeting will be February
19-21, 1999 in Albany, New York. Ellen Flanders also volunteered
to serve on committee as well as Diana Couch.
REORGANIZATION OF NATIONAL ORGANIZATION
AND NATIONAL OFFICE
Tom Truitt proposed a task force to
look at alternatives to shutdown of National Office. He
suggested the Structures Committee address the issue with
additional volunteers: Lloyd Bailey, George Sinnott, John
Shuford, Ed Sweeney, Toby Riley, and Ed Ducree. That was
approved by consensus. Marjorie Kerr’s proposal that the next
board meeting agenda be focused on developing a plan for the
closing of the national office and discontinuation of salaried
staff should that become necessary was approved by consensus.
The Leadership Team was directed to work on a shutdown plan
while the other group will work on reorganization alternatives.
ALIGNMENT WITH OTHER GROUPS
Returning to this topic, the Board
agreed that affiliations with other organizations should be
initiated on a local level through a practical collaboration
which might evolve as a model for other groups.
The Meeting was adjourned.
ANNUAL MEETING OF
AVP/USA
Dickinson, Texas
September 8, 1998
PRESENT:
Lloyd Bailey, Rick Krouskop, Jan
Krouskop, Leon Ray, Ed Ducree, Ellen Flanders, Fred Feucht,
Robin Willets, Grace McGrath, Henry Bernstein, Tom Truitt, Dotty
Joos, Pat Wixom, Val Liveoak, May Margaret Economy, Diana Couch,
Steve Angell, Marjorie Kerr, John Shuford, Toby Riley, George
Sinnott, Bob Barns, and Janet Lugo
1997 MINUTES
Presented by Henry Bernstein and
approved without change.
GATHERING
Grace McGrath lead the gathering which
was a non-verbal gesture representing: My connection with the
spirit of AVP.
INTERNATIONAL REPORT
Bill McMechan and Eduardo Diaz
reported. The news is encouraging. There is a good deal of
activity; a web site has been created; and an international
directory has been produced. AVP International is seeking a
loose structure and wants to give support to other groups around
the world. They are seeking a means of sharing information and
exercises and want equality of access to all things. The
International Network hopes to have an annual report soon. The
next International Network meeting will be in the year 2000 in
England at Woodbrooke. There is now an International Network
Coordinator, namely Bill McMechan. They want a group to support
him and have formed a Council of Support with representatives
from areas. The current representatives are: Michelle Karshan
from the Caribbean Basin; Oscar Escobar from Central and South
America; Eileen Schott from England, Scotland and Western
Europe; Istvan Fedor from Eastern Europe and Russia; Ara
Williamson from Australia, New Zealand and Asia; Theresa Edlmann
from Africa; and a representative from the United States. They
want to support new groups. With agreement from the trustees of
AVP Britain, they will set the site and time for the next
International meeting. The Network wishes to schedule the
meeting during the off season to reduce travel costs. The next
meeting will be 2002 and New Zealand wishes to host it.
AUDIT REPORT
Rick Krouskop presented the report
which. Regarding IRS reporting requirements, we have had a tax
specialist advise us to properly file in future as the liability
versus the fine does not justify not reporting. He noted that
the audit is a step in the right direction since it does fulfill
our auditing by-law requirement but is not a CPA audit as
required by some granting organizations. The report is attached
to the minutes.
BUDGET
Rick Krouskop noted that there is not a
proposed budget.
REORGANIZATION (continued)
Additional discussion around committees
working on plans for next board meeting. There will be at least
two groups: The Structures Committee as originally constituted
with a specific charter to give advice on reorganization to
interested persons and an Imagine a New Society Committee with
the members being those proposed in Board Meeting as additions
to Structures Committee. The committees can review AVP
administration, management and governance. The Leadership Team
was directed to establish a time line for groups to draft
proposals for the Winter Board meeting. Tom Truitt offered to
serve as Treasurer if needed.
BUDGET (continued)
Returning to the subject of the budget
for the next year, the budget from 1997-1998 was adopted as the
budget for 1998-1999 by consensus.
BY-LAWS AMENDMENT ON REMOVAL FROM
OFFICE
The proposed amendment to the By-Laws
relative to removal from office was adopted by consensus. The
Policy Statement that accompanied the amendment was adopted with
one change. The Policy Statement, as adopted, reads as follows:
"Within AVP, diversity is to be
encouraged and different thinking is to be supported and
welcomed. On rare occasions, however, an officer or a
member-at-large of the Board, may by their actions or
lack of actions, create or significantly contribute to a
condition which seriously impedes the functioning of the
Leadership Team, the Board or AVP in general. With this
in mind, and after appropriate efforts consistent with
AVP/USA policies have failed to remedy the problem, the
officer or member-at-large Board member may be suspended
from office by a decision of the Leadership Team
(excluding the person being suspended from office). This
suspension shall be brought before the Board at its next
meeting for a decision to remove or reinstate. A person
shall not be removed from office or the Board simply
because of a difference of opinion or style."
NOMINATIONS COMMITTEE
The Nominations Committee proposed the
following members for the Board: Khaki Sjogren and Janet Lugo,
both for terms expiring in 2001. Candace Mayer LaRue has asked
to not be reappointed to the Board as described in her letter.
Janet Krouskop and Kathy King are approved for the Nominations
Committee for 1998-1999.
The Meeting was adjourned.
Emergency Fund:
While in Haiti facilitating AVP workshops, Janet Lugo of New
York, became seriously ill. Because of the complexity of the
situation, her doctors in Haiti wanted to send her to the states
for emergency surgery. However, the expenses involved in the
transfer were not affordable and Janet had to have the surgery
done in Haiti...paid for on the credit card of another
facilitator from the states. Fortunately, everything went well
and Janet’s health is recovering. However, this health emergency
will place her under financial stress for some time.
Although not common, there are occasional incidents that can
create financial emergencies for our facilitators, especially
when facilitating internationally or otherwise "away from home"
workshops. It has been suggested that a special fund be
established to help meet some of these emergency needs.
The Leadership Team determined that something was needed to meet
the immediate situation of Janet Lugo and to meet the needs of
others in the future. Consensus was reached to establish an
Emergency Fund to assist facilitators experiencing a financial
emergency while volunteering for AVP workshops.
The disbursements from this fund are intended to be repaid.
However, under unusual circumstances, funds may be dispersed as
a grant. Contributions directed to this fund (not to any
individual) may be sent to AVP/USA.
Until the Annual Meeting/Board Meeting in September, the
Leadership Team will approve any disbursements from the fund. As
such, the Leadership Team has approved Janet Lugo as the first
recipient of a loan from this fund, at whatever level is
available from contributions sent in. It is anticipated that
Janet’s needs may completely deplete the initial contributions
to the fund, until repaid.
The Annual Meeting/Board Meeting in September should address the
following issues: Who should have the ongoing responsibility for
disbursements from the fund? What mix of loans vs. grants is
appropriate, and what would be the criteria for each? Should the
fund be available for only emergencies in overseas workshops,
for "away" workshops within the US, or even for emergencies at
home? What kind of International Network
coordination/cooperation do we want? Will we direct general
funds (as well as dedicated contributions) into the Emergency
Fund?
We welcome your comments and thinking, and, of course, your
contributions. Please ensure that all contributions are noted
with "emergency fund".
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