MINUTES OF THE WINTER BOARD MEETING OF
AVP/USA, INC.
February 12-15, 1999
Place: Albany,
New York Friends Meetinghouse
The meeting was conducted following
AVP's Advanced Workshop format with the focus topic: What should
AVP/USA look like in the future? No separate business
session was held. Instead, the routine business was
conducted at various times throughout the weekend.
Facilitators: Rick Krouskop, Kaki Sjogren, Henry Bernstein,
Marjorie Kerr, and Janet Lugo.
FRIDAY EVENING:
COMMUNITY BUILDING
Gathering: What
rewards I get in AVP/USA.
Guidelines
Bingo
Adjective Name Crossword
The Riddler
Evaluation & Closing
SATURDAY MORNING:
WHAT ARE OUR GOALS?
Present on Saturday were: Rick
Krouskop, Diana Couch, Janet Lugo, Marjorie Kerr, Henry M.
Bernstein, Tom Truitt, Jan Krouskop, Fred Feucht, Ann Ward,
George Sinnott, Candace LaRue, John Shuford, Ellen Flanders,
Toby Riley, Robin Willetts, Lloyd Bailey, Richard Nethercut,
Steve Angell, Pat Beetle, Khaki Sjogren, and Grace McGrath.
Gathering
Elders Circle
Brainstorm Mission and Goals
Life Auction
A short time was given to business and,
during that, Fred Feucht reported on the status of the
Transformer. He has an issue just about ready. We lost our grant
for printing services when the printing company that had awarded
us the grant was bought out by another firm. He proposed sending
the next issue to all facilitators with an appeal for
subscriptions. The question of funding printing and postage
expenses came up. Tom Truitt committed to finding the funding
for a future issue of the Transformer with the focus on youth
workshops.
SATURDAY AFT: WHAT
ARE OUR IDEAS FOR CHANGE?
Gathering: My Truth
song
Open presentation of proposals.
The group heard the various proposals
for reorganizing AVP/USA's internal structure.
From Another Point of View
During this exercise, the groups
reported good points they found in each of seven proposals.
Following that report, the group checked to see if there was
consensus on making the decision regarding closing the national
office. The group had not reached consensus at that point. We
recessed for supper.
SATURDAY EVENING: FATE
OF THE NATIONAL OFFICE
Gathering:
Fishbowl on Blocks to Decision
The fishbowl lead into discussion of
closing the national office which culminated in the group
reaching consensus to close the national office. The board then
recessed until the next morning.
SUNDAY MORNING:
GENERAL BUSINESS
The meeting reconvened Sunday morning
at 9:30 a.m. at Parson Childrens and Family Center
Present were: Rick Krouskop, Marjorie
Kerr, Diana Couch, Khaki Sjogren, Tom Truitt, Lloyd Bailey,
George Sinnott, Grace McGrath, Henry M. Bernstein, Robin
Willetts, Steve Angell, Ann Ward, John Shuford, Pat Beetle, Toby
Riley, Richard Nethercut, Candace LaRue, Janet Krouskop, Ellen
Flanders.
Gathering:
The board addressed several routine
business items beginning with a review of the following
Leadership Team's decisions since the previous meeting in
Dickinson, Texas:
October 7, 1998
Leadership Team agreed on conducting the Winter Board Meeting in
a workshop format. The Leadership Team considered Tom Truitt's
offer to act as interim Treasurer of AVP USA. Due to the limited
time that Tom was able to give to this task, it was felt that he
could not satisfactorily fulfill the requirements of the
position, and so reluctantly felt constrained to decline his
offer, with thanks for his consideration.
October 29, 1998 The
Leadership Team authorized Marjorie Kerr to apply for a credit
card arrangement with Wells Fargo Bank and sign any agreements
necessary.
November 30, 1998 The
Leadership Team decided to postpone reprinting manuals at this
time and to encourage local organizations to reproduce manuals
locally in the interim. The Leadership Team noted a recent
donation of stock in Royal Dutch Shell and decided to not sell
it at this time.
December 13, 1998 The
Leadership Team discussed how to handle agreements concerning
translation and publication with AVP organizations in other
countries and responded to an inquiry from Russia by expressing
concerns on several issues. The Team authorized an expenditure
of $200 from the Ambassador Fund to support Val Liveoak
participating in the team going to Cuba. In the absence of any
offers to host the National Meeting, September 1999, the
Leadership Team investigated the availability of Burlington (NJ)
Conference Center (site of the 1997 Meeting). It was available,
and a verbal reservation was placed pending final decision at
the Winter Board Meeting.
Following discussion, the Board
ratified these decisions.
EXECUTIVE DIRECTOR'S REPORT
Marjorie Kerr then reviewed the
Executive Director's report including a financial report.
The meeting then recessed so that participants could attend
religious services.
SUNDAY AFTERNOON:
ANALYZE AND MELD IDEAS
The meeting reconvened at 1:30 p.m. at
the Meetinghouse.
Gathering: A moment of
silence
Executive Director's Report
Marjorie Kerr continued the Executive
Director's report.
Small Groups:
The meeting then chose to break into
two small groups, one to focus on the tasks and activities
identified by the previous exercises and the other to focus on
the structure and governance of AVP/USA. The two groups reported
back before supper.
The Tasks Group
presented the following outline:
- Committee of Committees
- Policy
- Financial budgeting
- Committee coordination
- Strategic planning
-
- Treasurer
- Bookkeeping
- Checking
- Regulatory reporting
- Fund-raising
- Communication Technology & Policy
- Website
- Telephone
- Listserve
- E-mail
- U.S. Postal
- Database development &
maintenance
- Advisory
- Regional representatives
- Respond to inquiries
- Quality assurance
- Conflict management
- Products Distribution
- Materials
- Archive maintenance
- Networking
- Regional & Local communication
- Activity report
- Conference Planning (ad hoc)
The meeting then recessed for supper.
SUNDAY EVENING:
ANALYZE AND MELD IDEAS--PART 2
Following supper, the group returned to
the Task and Governance small groups for further work. The
groups reported back.
The Task Group had
completed a list of timeline components for the transition
period.
- Create new organizational
structure & governance--when, who?
- Task ID & prioritization
- Tasks assigned to committees
- Populate committees & find chairs
- Notify locals of AVP transition
plan
- Committees develop and present
plans & deadlines
- Assign coordinators of transition
(they budget)
- Coordinate transfer of tasks &
deadlines with Marjorie Kerr
- Transfer materials from Texas to
committees
- Committees take charge May 1, 1999
- Employee severance package
- Find Treasurer and Products person
The Governance Group
then reported as follows:
- Regional Support Committee
- Responsibility to empower
regions and ensure participation
- Serves communication function
- Supports creation of new
regions
- Nominates chair of corporation
- Conference Planning Committee
- Education Committee
- Newsletter/publications Committee
- Finance & Fund-raising Committee
- Communication Committee
- New Groups Committee
- Technical Assistance Committee
- Technology
- Other forms as appropriate
- Committee of Committees
- Information sharing and
coordination
- Officers are nominated by specific
committees and approved by Annual Meeting
- Policy making done by Annual
Conference
- Committee of Committees with
officers serves as Board of Trustees to fulfill fiduciary
responsibilities
- Each committee will have co-clerks
- People can serve on two committees
and consult on others if asked
- Transition Process
- Every existing board member
makes a commitment to at least one committee
- Before end of this meeting,
committees have appointed conveners
- Existing Leadership Team will
continue until annual meeting (9/99) with charge of
devolving
- Maintain 501(c)(3) status
- Insure new structure does not
increase legal liability exposure of officers
- Day-to-day decision will be made
at the committee level.
- Each officer must be a member of a
committee.
- Decision-making remains at the
committee level.
- Officers are responsible for only
those legally required duties.
- Major energy will be given to
empowering the regions.
The meeting then recessed for the
evening.
MONDAY MORNING:
FINALIZE AND IMPLEMENT PLAN
Gathering:
The Board first took up the balance of
general business items.
NATIONAL CONFERENCE
National Conference Site (Labor Day
1999) Approved to be held at Burlington Conference Center. NJ
AVP has agreed to host the meeting and is requesting the
sponsorship of Philadelphia Yearly Meeting on our behalf.
PYM sponsorship reduces our costs and insurance burdens.
Tom Truitt said that were NJ AVP unable to obtain sponsorship,
Community Peace Trainers would approach PYM, as well.
EDUCATION COMMITTEE
Candace reported that the Youth Manual
might be ready by the National Conference. The Basic Manual
probably won't be ready that soon. We will ask locals to
photocopy manuals and will look into printing a small number of
current Basic Manuals pending publication of the new manual.
Leadership team was given authority to undertake this interim
printing.
TRANSFORMER
Local councils will be asked to furnish
names for group subscriptions ($10 each). People will look at
editorial content. Ellen Flanders will try to get AVP/NY to help
pay for the next edition. Tom Truitt and Steve Angell guaranteed
that funds would be found.
INTERNATIONAL
Marjorie Kerr proposed that a $5/person
fee (voluntary) be added to every AVP/USA general meeting to
finance the Ambassador Fund. Approved.
GENERAL
Toby Riley introduced a project he is
working on: To track released inmates to keep them apprised of
AVP functions and resources in their area. He will get compose a
release form for inmates to sign, giving local groups permission
to contact them following release. He asked for the Board's
feedback and permission to pursue the matter further. Lloyd is
interested in helping on the project. There are issues to be
considered. Toby was listened to and given encouragement to
proceed.
Minutes of the Board and Annual
Meetings, September 1998 approved.
PERSONNEL
Marjorie Kerr noted that many tasks
must be continued. She will have to orient people, divide up
tasks, and organize things. This will be very time consuming.
The Board agreed that she must be paid for shutting down, and it
will be her only job. She will get tools out to people. In
order to not lose all we have done in the last 10 years, we have
to get things done. It will be frustrating and painful.
She will need much practical support. After everyone's
tools are out, she will become a consultant. Any unpaid,
volunteered activity she performs will be by her priorities.
Rick Krouskop proposed that the
National Office be closed on May 31, 1999, at which time the
position of Executive Director will be terminated. A
financial termination package was proposed and with revision,
the final package is (in round figures):
1. Contractual salary obligation
through May 31 $ 5400
2. Accrued vacation time (3 weeks)
1000
3. Additional 1 years vacation time
(never used) 1000
4. Pay way to year 2000 International
Conf. 1000
5. Donation of office computer and
copier
6. Expression of extreme gratitude and
appreciation of all
her work, with hope for long
continuing relationship
TOTAL
$
8400
Leadership team was authorized to
negotiate disposal of any other equipment. Board members
will need to be involved in Fund-raising to meet the salary and
termination package. Starting June 1, through Labor Day,
Marjorie act as consultant (up to $30/hour), with specific tasks
contracted by Leadership Team.
Having concluded the remainder of the
general business items, the group then returned to the
reorganization and transition discussion. The board took
the Task and Governance groups work products and melded them
into the following:
INTERIM
REORGANIZATION PLAN
TECHNOLOGICAL ASSISTANCE
Committee's function to be consultation and technical
assistance.
Email manual
Voicemail mailbox
Members: George Sinnott, convener, Toby Riley, Khaki
Sjogren
REGIONAL SUPPORT & NETWORKING
Committee Charge:
Confidential & public communication, assist locals to create
new regions, empowers each region and assures that each
region is represented, nominates a committee member to serve
as Chair of AVP/USA, compiles yearly activity report,
arranges "gatekeeper" function (voice and USPO mail). Two
associated working groups will be: communication &
Transformer, advisory (elders with wisdom and advice, not
policy setters). A member will sit on the Committee of
Committees. Membership to be representation from each
region.
Interim (pending regional
appointments) membership: Candace LaRue (convener), Ellen
Flanders, Janet Krouskop, Lloyd Bailey, Fred Feucht, Grace
McGrath, Robin Willetts, Khaki Sjogren, Tom Truitt (activity
report). Kaki, Lloyd, and Candace will explore
gatekeeping.
FINANCE AND FUND-RAISING
Raises funds, financial oversight
in conjunction with the Committee of Committees, finalizes
budget to present to annual conference, nominates a
committee member to serve as Treasurer
Members: Ann Ward (convener), Lloyd
Bailey, Tom Truitt, Steve Angell
COMMUNICATIONS
Physical production and
distribution of manuals, products, and mass mailings,
maintenance of the database/mailing lists. Janet Lugo and
Diana Couch will continue to manage the database.
Members: Diana Couch (convener),
Alan Taplow (products), Janet Lugo
CONFERENCE PLANNING
Plans and facilitates conferences,
including materials. Interim function: develops minimal
bylaws changes needed by reorganization, that will allow us
to function (need to send out at least 30 days in advance of
Sept. Annual Meeting).
Members: Rich Nethercut (convener),
Fred Feucht, Toby Riley, John Shuford, Steve Angell
COMMITTEE OF COMMITTEES
Committee is charged with
information sharing and coordinating only, not policy
decisions. Performs strategy planning, facilitates
inter-committee consensus, proposes budget to Finance
Committee, creates policy proposals.
Members: Chairs of committees; not
populated at this time.
EDUCATION COMMITTEE
LEADERSHIP TEAM
In the interim, the Leadership Team
will be responsible for fiscal decisions and will serve as
liaison between the Executive Director and Committees,
particularly as to coordinating the Executive Director's
time. Additionally, the Leadership Team will deal with
defining the interim gatekeeper functions.
After September 6, the LT will cease to
exist and all decisionmaking is with the committees. Each
committee is charged to come to Annual Conference with
recommendations on how to continue. Current approach is to
minimize damage and then build for the future.
Following this, we returned to the
business agenda.
The Board accepted Tom Truitt as
Treasurer for a term lasting until the next Annual Meeting in
September 1999. The Board then approved a general form of
banking resolution authorizing Tom Truitt to establish a new
bank account, and authorized the execution of agreements
necessary to carry that out.
The Governance and Tasks Groups will
co-author an article for the Transformer on the reorganization
and transition. Candace LaRue and Khaki Sjogren will be
primary authors. There will be more than one Transformer
before the Annual Conference. This will begin to give people
information on what's happening and where to go for items they
were getting from the national office.
The Workshop was then adjourned
Submitted:
Henry Bernstein,
Recording Secretary
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