SC Conference Call Minutes

C*UUYAN Steering Committee Conference Call
Wednesday, October 8, 2008

Present: Andrew Mertz, Linnea Huston, Liz Weber (Facilitator), Sadie Kahn-Greene, Tom Bozeman

Agenda:
•    GA YAC Funding
•    Sponsored organization check in
•    Summer conferences check in
•    YAMO Training check in
•    Fall meeting dates

Decisions:
•    Allocate an additional $500 for a total thus far of $1000 committed to the GA Young Adult Caucus
•    We will discuss C*UUYAN support of the YAC further at our Fall Meeting
•    TB will communicate our concerns for YAC’s sustainability to DM and RF
•    Fall meeting to be held either Dec 19-21 or Nov 22 weekend in Boston

Continuing discussions for email:
•    Summer conferences

Action items:
•    TB will tell DM and RF that SC has allocated $1000 to the GA YAC for 2009, and will continue their discussion about YAC and sustainable funding sources
•    LW will set Fall Meeting date and inform SC of which weekend by the evening of Sunday, Oct 12

Minutes

Check-in

GA YAC fund allocation
TB:  I talked to each of you individually about general YAC stuff.  I’m not getting a lot of direction from Royal and Danny b/c we haven’t really established how we’re working together and the relationship of YAC and C*UUYAN.  Those are important conversations that need to happen in person, so I’m excited about discussing that at Fall Meeting.  That seems like it will be late, though, and DM and RF would like to know what their funding is sooner, really ASAP.  Propose agreeing on a set amount that we can up later if we want to.  Propose $1000.  Partly because there are lots of really wonderful places that YAC could go with or without our help but I would like to move towards us having as mutually beneficial of a relationship as possible.  I think it would be a good way of throwing our support in.  And there could even be some kind of strings attached in terms of how we want the money spent, etc.  That involvement doesn’t have to be just giving money—I think it would be really good for us to have a good, strong presence at YAC this summer.
AM:  I like maybe $500 w/o strings attached and another 500 or 1000 with strings: this must be used for certain type of program or something that is in line with C*UUYAN’s mission and what we’re trying to accomplish.
LH:  Clarifying question:  Was there an amount they’ve asked for, or are those numbers TB came up with?
TB:  They have a list of things they would like to do and they asked for some amounts for that.  The other things they most want to do are: picnic for community building (guess $300?), bridging celebration ($500?), travel and expenses for three staff.  Their current funding might cover the staff.  There is more they want: guest speaker, subsidize YA food somehow (unsure how), evening entertainment activities (free or not?).
LH:  I’m feeling good about TB’s and AM’s suggestions.  $500 or 1000 to start.  I do like the idea of starting from one place and possibly adding more later.  I feel good about that.
SKG:  I like the proposal.  Just to clarify, the extra $1000 would go above and beyond travel, picnic, and bridging?
TB: If we give $1000 total, that would go toward bridging and picnic and maybe other stuff.
SKG:  So money they have now covers…
TB: T&E
SKG:  I support the $1000 for those recommendations.  I also like the idea of subsidizing food for YAs.  I’m not sure if that should come from our pot, if it addresses our vision, or if it should come from elsewhere, but I like the idea.
LW:  I like the idea of giving them maybe $1000 now so they have something to start with.  I know they did not get what they had hoped for from GAPC this year, and know that any extra funding we can contribute would be appreciated.  I think opening the discussion again during Fall Meeting is a good idea, especially b/c we may have a better idea then of our budget for the year.  I heard $1000 or $1500.  Let’s discuss that amount then discuss whether there should be any requirements for how we want that money used.
AM:  Either, prefer $1000, but either’s fine.
LH:  $1500 is good.
SKG:  $1500 or 1000.
TB:  $1500, would prefer 1000 because I feel like it gives us more room to add on later, after we talk about it more fully.
LW:  $1000 now is something that they can start to plan with, which we can up later.  Consensus for SC decisions, so can we hear concerns around $1000?
LH:  I said $1500 thinking more in terms of… I thought the question was what are we thinking overall, because I think $1000 now and then most likely another $500 later.  Maybe in time they might figure out goals that we have that we might want to recommend that the additional $500 be put toward.  I’m not sure I’m out of agreement with the group b/c I understood the question differently.  Fine with $1000 now.
SKG:  Also cool with $1000 now and adding more later.
LW:  Ask for consensus to give GA YAC $1000 now and also discuss the decision more at Fall Meeting.
AM: Yes
LH: Yes
SKG: Yes
TB: Yes
LW: Yes.  Consensus.  TB, are you comfortable conveying that info to DM and RF?
TB: Yes
LW:  Initial thoughts about having any recommendations or requests for how the $1000 be used.
AM:  I think it would be nice to give $500 with no strings attached and another $500 with a broad restriction.  Something like furthering the relationships among YAs.  It can be vague and something that they would probably use it for anyway, but it would be a good follow-up.
LH:  I think the first $1000 I would feel comfortable letting them run with that.  It sounds like they have quite a bit of a plan that all sounds like it’s good.  And for us, it would be good to think about maybe a goal that our group or C*UUYAN would have for GA, in regards to YAC, that might be influential for them for another $500 that we might give them.
SKG:  Agree with LH about giving them the initial $1000 based on their request for what they want to use that money for.  I think adding strings attached is something we would decide later (at the meeting).
TB:  I’m okay with either of the proposals so far but my preference would be to have some sort of broadly defined “string.”  Whether that be something as general as what AM was saying or just specifying the things they proposed stuff for and that our expectation is that it be used for what they asked for it, or something more structured like, “We will give you funding for the following activities up to $1000,” or even matching funds.  But my preference would be for some sort of acknowledgment of what we’re giving them the money for.
LW:  I’m fine without strings attached.  I feel like they’ve given us a clear list priorities and I trust that they will use the money to further the purposes of the YAC, whether the exact activities are feasible or not.  I heard mixed voices, so let’s go around again.
AM:  Haven’t changed but am not really strongly attached to having the strings attached.
LH:  Opinion is the same.  I do see the value in saying that we assume they will do A, B, and C with this money because that’s why they requested it.  But again, my opinion is what I said the last round.
SKG:  I don’t feel strongly either way, so I could go either way.
TB:  I like your suggestion or at least what I got from it of just kind of having a general statement of the intent of it.  I think that would be good as a statement to them and also as a statement of the C*UUYAN position in regards to the YAC going forward.
LW:  Think that was AM’s suggestion.  [restated my opinion]  Based on what I’ve heard, can first agree that we aren’t going to have specific requirements (i.e. money is to be used for picnic, evening entertainment, and bridging celebration)?
AM:  Yes
LH:  Yes
SKG: Yes
TB:  Yes.  I like the second option you said of we would like it to be used for things other than staff T&E.
LW:  Yes.  Let’s go around and say a preference for (1) no strings attached, (2) stating the money is for YAC activities, or (3) something a bit more specific like stating that they money is for YAC activities above and beyond staff T&E.
AM:  General strings.  I like the idea of it being not for T&E, for general YAC expenses, but I’m not strongly committed to that.
LH:  Leaving it open, but I am not wedded to that.
SKG:  Agree with AM but could go either way.
TB:  I have a moderately strong preference to specify that it go towards programming.
LW:  Do you have a sense that the YAC budget right now will cover T&E for 3 staff, without our contribution, which is I believe $3000.
TB:  There is enough for 2, but beyond that I’m not sure.
LW:  Given that info, I would really recommend giving $1000 with no strings attached.  It may be that they would feel like they could put on a better YAC with 3 staff fully reimbursed than with 2 staff working hard to put on programming that was paid for.  I would want to leave that to their discretion to work out.  Also, since it’s money for YAC, it’s implicit that the money is going to be used to better the YAC somehow—I’m not as concerned about how.  Have any opinions changed knowing their budget constraints?
AM:  I don’t want to tax two folks, but I think the money for a third would be better spent for having programming.  Like the money could be used for a staff person who will be wholly devoted to programming.  I think there are a lot of volunteers who are likely to go.  I would like to have the strings attached.
LH:  Agree with LW.  I’m feeling on the side of erring more in their discretion and what they think is necessary.
SKG:  I don’t feel strongly either way.
TB:  I guess I should have explained a little more earlier that my reasoning for wanting it to go towards programming is that I trust their discretion but I think that specifically because there isn’t a history of C*UUYAN funding them and there won’t necessarily be a future of that.  So for me it’s a statement of “We support you… but for your own sustainability, it would be better if you also looked elsewhere for funding.”
LW:  SC has never directed how that money is used for other conferences.  We’ve always allocated and had it be up to the conference deans or chairs how it is budgeted out.  On the other hand, we don’t have a history or necessarily a future with GA YAC in terms of funding.  So would it allay your concerns, TB, to say “Here’s $1000 for the betterment of GA YAC.  Know that it may be a one-time contribution.” ???
TB:  I want it to be clear that we think they should be moving towards their own sustainability because it’s unclear where C*UUYAN will be in coming years and I don’t want the relationship to be too overly fluid before we’ve had a chance to talk about how it is or could be.
AM:  I don’t need to block consensus.  I’m fine.  I think we have bigger concerns.
LW:  Can we give $1000 and ask TB to craft a statement around sustainability?
AM: Yes
LH: Yes
SKG: Yes
TB: Sure
LW: Yes.  Consensus.  Anything else around this for the time being?
No

Sponsored organization discussion
LW:  I wanted to bring this up because Spons Org is the relationship with the UUA and specifically the YAMO, and I was wondering whether we wanted to talk with folks on the UUA Board about it if there’s an opportunity during their meeting next weekend.  (I’m going to part of it that Karina can’t attend and would be available for more if need be.)  I think that the right approach is to talk with Nancy and Erik first, but I also see the opportunity to open discussion with the BOT.  Thoughts?  Anything for me to bring to that meeting?
AM:  Take good notes and if there’s something about the discussion around the resolution of support for YaYA ministry… pay special attention to that.
LH:  For me it was really helpful to get that factual history.  It’s changed a lot of my opinions.  I’ve been meaning to write you guys an email about that.  I still mean to because it’s late and I don’t want to start rambling.
SKG:  Agree.  One thing that jumped out at me is the letter from Sept 2006 and my understanding is that we haven’t responded to that.  I think that should be a major thing we work on next.  But not at the meeting, just based on my reading.
AM:  I would say yes it’s true that we haven’t responded with a like letter, but the office has been with us through our visioning and everything, so they’re fully aware that the visioning and the steps we’ve been taking for the last year or longer are so we can fully answer that letter.
TB:  I don’t have anything in particular.  Still reviewing the docs and look fwd to talking about them.

Summer conferences check in
LW:  Since time is late, I just want to really ask everyone to please read the email I sent and respond to it.  We really need to get discussion rolling on this.

YAMO Training check in
LW: LH, TB, and LW are going.  Does anyone have questions about the event that I might be able to answer?  Or anything folks who aren’t going want us to bring?
AM:  No.  Learn some good stuff; I wish I could be there.
LH:  I don’t really know what to expect, but I haven’t been to an actual training per se before, so I’m looking fwd to it.
SKG:  If there’s time during the training when you’re working together, I’m comfortable with you coming up with ideas and working together and some good stuff for C*UUYAN might come up so I invite you to see what might happen and then come back and let us know.
TB:  Yeah, don’t know what to expect.
SKG:  Wondering if it would be helpful to have the pre-GA meeting minutes at the meeting?
LH will download from uuyan.org so they’re on hand.
LW:  Excited that there are three of us going.  I would add that we need to keep in mind to speak in one voice.  That it’s great to vision, brainstorm, etc, but that we need to be mindful of speaking as one.
AM:  I’m less concerned with that with this group b/c it’s professionals, but just like a senator is always seen as a senator no matter where he is or what he’s saying.  But also do speak from your experience and express more but be mindful of how and what you say that will reflect on C*UUYAN.

Fall meeting dates
LW:  Hold Dec 19-21.  May be able to do Nov 22 weekend.  Will let everyone know which date by Sunday pm.

Set next conference call
Wed 10/22, 9:30 pm

Check-out

Policy on Alcohol and Substance Use

Revised Sept. 21, 2008

C*UUYAN is committed to providing intentionally drug- and alcohol-free community space for young adults. This arises out of both the nature of our community (including people under 21) as well as our commitment to creating safe community space for all. Official C*UUYAN conferences and events will therefore be drug- and alcohol free.

Recognizing that the settings where C*UUYAN events happen are not always themselves drug- and alcohol-free, the following policy was created to raise awareness of the time and money invested in the staff of these conferences, as well as their influence as leaders. Those elected and appointed leaders of C*UUYAN whose presence has been made possible by the support and (direct) financing of C*UUYAN are expected to:

• Adhere to local, state/province and federal laws regarding the purchasing, possession and consumption of illegal drugs, alcohol and other controlled substances, including the misuse of prescription drugs.
• Refrain from the legal consumption of alcohol in all C*UUYAN spaces. C*UUYAN spaces are any spaces which have been partially or totally funded by the UUA or C*UUYAN for C*UUYAN purposes.
• Consume alcohol responsibly outside of C*UUYAN spaces. This includes, but is not limited to: choosing to abstain from alcohol, choosing designated drivers, refraining from alcohol consumption to a point where one’s leadership ability is impaired, maintaining the ability to respond to emergency situations as a leader, being aware of one’s own limitations, and respecting that our community includes those under legal age as well as those in recovery.
• Remove themselves from situations in which illegal or irresponsible consumption of illegal drugs, alcohol or other controlled substances is taking place. Leaders are also expected to use discretion in reporting potentially unsafe situations.

It is expected that conference leaders follow these guidelines for the entirety of their conference, as well as immediately before and afterwards. Recognizing that they are representatives of C*UUYAN and can be perceived as such at all times, leaders should make responsible and accountable choices regarding boundaries, especially around controlled substances.

This policy was created to preserve the investment in C*UUYAN staff so that all aspects of their abilities may be utilized during conferences and meetings, and therefore applies only to official C*UUYAN events. This policy should not be used against a volunteer leader (staff member) who commits a legal infraction or shows poor judgment regarding drugs and alcohol outside of this community and its events.

Conference Call Minutes: 09.21.08

C*UUYAN Steering Committee Conference Call
Sunday, September 21, 2008

Present: Andrew Mertz, Linnea Huston, Liz Weber (Facilitator), Sadie Kahn-Greene, Tom Bozeman

Agenda:
• Check-in
• Fall mtg dates
• Alcohol policy revisions
• Money update
• YAM Office training/event
• Summer conference(s)
• GA YAC fund allocation
• Conference call schedule
• Check-out

Decisions:
• Adopt revisions to Alcohol and Substance Use policy
• Fund as many SC members as are interested and available after YAM Office scholarship options are exhausted
• Allocate $500 to GA Young Adult Caucus

Continuing discussions for email:
• Alcohol policy ending
• Sexually inappropriate behavior policy
• Annual conferences, particularly Opus and ConCentric, particularly for 2009
• Relationship with and further funding of GA YAC

Action items:
• All: hold Nov 7-9 for fall meeting
• All: Next conference call is Wed, Oct 8 at 9 pm
• SKG: Decide whether you can go to the YAMO event Oct 9-12
• LH: Decide whether you can go to the YAMO event Oct 9-12
• TB: Decide whether you can go to the YAMO event Oct 9-12
• LW: Decide whether you can go to the YAMO event Oct 9-12, and check in with Erik about logistics and funding for SC members
• LW: Check in with Conferences Task Force folks about their plans for the coming year
• LW: Check with work scheduler in hopes of making Nov 7-9 work
• LW: Continue discussion with Erik about C*UUYAN funds

Minutes
Check-in
Fall meeting dates: Hold Nov 7-9, 2008, Boston

Alcohol policy revisions:
With the following exceptions, revisions accepted by consensus. See end of minutes.
• “It is expected that conference leaders follow these guidelines for the entirety of their conference, as well as immediately before and afterwards. Recognizing that they are representatives of C*UUYAN and can be perceived as such at all times, leaders should make responsible and accountable choices regarding boundaries, especially around controlled substances.”
This is accepted by consensus, but we want to add something that leaders should make responsible and accountable choices regarding boundaries, especially around controlled substances in C*UUYAN spaces. And in general, something more about trusting our judgment, so that it doesn’t feel like “I’m not allowed to drink.”
• “However, the C*UUYAN community reserves the right and responsibility to hold accountable individuals whose history (recent or otherwise) proves they have difficulty making ethically correct decisions. This includes but is not limited to 1) sexually inappropriate behavior, 2) the distribution of illegal drugs to minors, or 3) any other likelihood of posing direct danger to C*UUYAN and its participants. The community may take action by utilizing the election process, the Volunteer Dismissal Policy, direct communication with the YAM office or similar institution, or another route.”
This revision does not pass. (No consensus.) We will continue discussing it over email. There are concerns around whether sexually inappropriate behavior fit in an alcohol and substance use policy. There are further concerns around whether this section is too over-arching, claims power to act on hearsay, etc, and is unclear about what folks are being held accountable to and for.

Money update
LW: Email from Erik. “Nancy and I have met with Javier Caban (the UUA’s Controller) about C*UUYAN finances. Requests for C*UUYAN funds should come from you and you alone and be sent to Nancy and I…. Our office will process the paperwork, but we do not have direct oversight of your funds.” Questions: What exactly our finances are (vicinity of $40,000, but exactly…?) Will we get statements? How often? We also said at our last call that we would like a written statement that it’s C*UUYAN money. Other questions?
TB: Will YAMO keep any records, and what steps would we need to take to access those records?

YAM Office training/event
LW: October 9-12. Email from Erik invites us as SC members. Also had nice phone conversation with him on Friday before I got his email. The goal is for the weekend to be a place for deeper conversation than the standard YACM trainings. A big part would be based on what participants are interested in discussing. Who wants to go?
AM: Interested but not available
SKG: Interested but probably not available
LH: Will look at schedule
TB: Would love to go and probably can
LW: Could go
LW: Will get back to Erik
Consensus: To fund as many SC members as are interested and available after YAM Office scholarship options are exhausted.

Summer conference(s)
LW: I think we need to hold all three summer conferences this year for several reasons. We need to provide gathering space for the community, for continuity/sustainability’s sake. We need to keep up the status quo of having our traditional conferences until the conferences task force has completed their work on making them more sustainable, etc. We need to be in compliance with our by-laws. We should check in with the conferences task force to see whether they would like to take responsibility for planning conferences this summer, but if they don’t, that’s something that we need to take on. We wouldn’t necessarily have to plan them ourselves, as five folks on SC, but we are ultimately responsible for ensuring that they happen. What do you all think?
AM: Agree that sustainability is important and that GA does not make sustainability for a community. When I arrived, my understanding was that we were not having sustainable conferences in the first place. My sense is that the Conferences TF is taking that on so that it is not part of our responsibility in the first place. Maybe we should check in with the large TF to see whether they think there should be a continental conference happening. If so and the CTF isn’t hosting it, then we should maybe put on conferences. But I don’t have a strong conclusion yet.
SKG: Agree with AM about not wanting to step on the toes of the TF that’s looking into this and how to do it sustainably. Doing things all around the country, that’s going to take a lot of work. I’m not sure that’s a SC type of program. I think we’re more big picture people right now.
LH: I wouldn’t want to feel like we’re nudging the CTF in any kind of way. I know that part of what they were charged with is exploring how to go about conference planning and maybe not getting one together for next summer, so I don’t want us to come out with a strong statement that we should have a conference next summer because that maybe pushes them in a direction that they wouldn’t have necessarily gone. But this is a huge question because it’s related to what we wish C*UUYAN to be. One hand: that the conferences are our identity and maybe that’s why C*UUYAN exists. Then, yes, we should get conferences together. But maybe that’s not what it should be, in which case it might be a distraction to push for the conferences. There are very different angles here, but ultimately, I’m not wanting to nudge the CTF in any way. I want to know what they come up with through their own exploration.
TB: I’m having a hard time thinking how to respond without first having a conversation with the CTF, so my main response is that I’m intersted in talking with them and seeing where their thinking is at right now.
LW: Definitely agree to check in with CTF first, to ask them what they would like to have on their plate for the coming year. Don’t want to step on their toes. If they want to plan conferences for 2009, they should by all means. If they don’t, I don’t want to tell them they should. I don’t see hosting summer conferences as precluding the work of either TF. I see it as holding the status quo so that there is momentum in the community to build off of when the work of the TFs is done. Also, part of our responsibility as SC is to ensure that the by-laws are upheld, that there is space for the community to gather. We don’t have to plan it ourselves, but do have to ensure that it’s there (ie could appoint others to plan).
AM: Generally agree, probably need to go over the notes again. Nothing jumped out at me that I disagree with, but it seems that what you laid out is a process for the next couple months or so. May or may not agree on that process, step by step, as it arises, but there’s no point in talking about the process until we come to each step.
SKG: Agree with AM.
LH: Agree.
TB: Process sounds okay. Part of my reaction is being reminded over the last week how new I am and how helpful outside voices are, so that’s a concern for me.
LW: Thanks for being open to beginning this conversation, especially over conference call. Action steps sugested: I will get in touch with CTF folks, cc’ing SC, to ask what they would like on their plate. I will also re-state my thoughts so we can continue this over email.
AM: Sounds good.
SKG: Yes.
LH: Yes
TB: Yes

GA YAC fund allocation
LW: Former consensus over individual phone calls to give $500. SKG interested in talking about whether to give more.
SC: Reaffirm consensus at this point to allocate $500 to GA YAC.
TB: Attended YA part of GAPC meeting. Royal Forest attended entire meeting. RF and Danni Maitland asked for $5000 from GAPC. (Transportation, lodging, YAC events and staff.) Some confusion about what was provided in the past, including YAC being a C*UUYAN project, etc. In 2007, weird funding allocation included $3000 for bridging worship (not YAC). YACM Office provided money for staff needs. Confusion about where to go from here. TB asked for more info from Nancy and Erik. This year, GAPC is allocating $3500 to worship and $2000 for YAC. $2000 will cover two staff (RF and DM) but no programming. They would like to do big picnic, perhaps build strength as a voting bloc, have a big event after the bridging cermony. Would like to bring a speaker, subsidize YA food, have evening activity. Bigger question of C*UUYAN, YAC relationship, and TB’s role.
LW: Again to clarify that the $3500 for worship is not something that YAC folks will touch.
SKG: Because that’s allocated to YAM Office?
TB: Because it’s for worship. RF said that the YAC role in that is something that’s still up in the air. So… should I be an advocate, relaying info… what? Larger relationship, GA as a decision-making body, with the possibility of building a large YA community to have a strong voice, and esp because GA’s upcoming theme is intergenerational ministry. With $40,000 in the bank, do we want to play a larger role in this, or set our sights elsewhere?
First reactions:
AM: Will have to review notes.
SKG: Sounds good [info]. I think that our connection with GA will naturally be part of our larger relationship conversations.
LH: Also will need to review the notes for a more full reaction. Agree with SKG.
LW: It’s a good question. We do have $40,000. It’s for forever. We could use it up quickly if we’re not careful about how we choose to use it, but it’s also there for whatever we do choose to use it for.
LH: Is this urgent? Does anything need decided now?
TB: No.
LW: Clarification that GAPC funding is allocated and will not change for 2009. Whether there is any possibility of funds from the YAM Office is a separate conversation that RF and DM could have with them. Likewise, the funding C*UUYAN could allocate is a third conversation.
TB: Would like to list the specific questions for email and our next conference call. Larger issues of how we’ll relate to the YAC will probably need to wait for an in-person meeting (Nov).

Conference call schedule
LW: Preference of monthly longer (2-hrs) or every two weeks shorter (1 hr)?
AM: Shorter more frequent. Also might want to use the pre-GA model of “monthly” big picture, etc, and “in-between” for day-to-day business, so that the “in-between” might not even last a full hour.
SKG: Shorter
LH: Monthly because of scheduling, but something like AM’s suggestion sounds reasonable and doable, but prefer monthly
TB: AM’s suggestion
LW: Definitely would let a call end naturally (not artifically stretch to any given time frame), and am fine with AM’s suggestion, but would also not want that to preclude either type of business from being discussed at either call. LH, would you be willing to try shorter more frequent calls given that it seems to be where the group’s headed?
LH: Willing to try
LW: thanks. Wednesday, Oct 8, 9-10 pm next call.

Check-out

C*UUYAN Policy on Alcohol and Substance Use
Original text with Accepted revisions in blue italics and rejected revision struckthrough in red

C*UUYAN is committed to providing intentionally drug- and alcohol-free community space for young adults. This arises out of both the nature of our community (including people under 21) as well as our commitment to creating safe community space for all. Official C*UUYAN conferences and events will therefore be drug- and alcohol free.

Recognizing that the settings where C*UUYAN events happen are not always themselves drug- and alcohol-free, the following policy was created to raise awareness of the time and money invested in the staff of these conferences, as well as their influence as leaders. Those elected and appointed leaders of C*UUYAN whose presence has been made possible by the support and (direct) financing of C*UUYAN are expected to:

· Adhere to local, state/province and federal laws regarding the purchasing, possession and consumption of illegal drugs, alcohol and other controlled substances, including the misuse of prescription drugs.

· Refrain from the legal consumption of alcohol in all C*UUYAN spaces. C*UUYAN spaces are any spaces which have been partially or totally funded by the UUA or C*UUYAN for C*UUYAN purposes.

· Consume alcohol responsibly outside of C*UUYAN spaces. This includes, but is not limited to: choosing to abstain from alcohol, choosing designated drivers, refraining from alcohol consumption to a point where one’s leadership ability is impaired, maintaining the ability to respond to emergency situations as a leader, being aware of one’s own limitations, and respecting that our community includes those under legal age as well as those in recovery.

· Remove themselves from situations in which illegal or irresponsible consumption of illegal drugs, alcohol or other controlled substances is taking place. Leaders are also expected to use discretion in reporting potentially unsafe situations.

It is expected that conference leaders follow these guidelines for the entirety of their conference, as well as immediately before and afterwards. Recognizing that they are representatives of C*UUYAN and can be perceived as such at all times, leaders should make responsible and accountable choices regarding boundaries, especially around controlled substances.

This policy was created to preserve the investment in C*UUYAN staff so that all aspects of their abilities may be utilized during conferences and meetings, and therefore applies only to official C*UUYAN events. This policy should not be used against a volunteer leader (staff member) who commits a legal infraction or shows poor judgement regarding drugs and alcohol outside of this community and its events. However, the C*UUYAN community reserves the right and responsibility to hold accountable individuals whose history (recent or otherwise) proves they have difficulty making ethically correct decisions. This includes but is not limited to 1) sexually inappropriate behavior, 2) the distribution of illegal drugs to minors, or 3) any other likelihood of posing direct danger to C*UUYAN and its participants. The community may take action by utilizing the election process, the Volunteer Dismissal Policy, direct communication with the YAM office or similar institution, or another route.

Conference Call Minutes: 08.06.08

CUUYAN Steering Committee (SC) Conference Call Minutes
Wednesday, August 06, 2008

Agenda:
Check-in, introductions
SC Covenant
SC Email Update
Appoint the Board of Trustees (BOT) Observer
C*UUYAN-GA Young Adult Caucus relationship
Bank account
Fall meeting
C*UUYAN’s relationship with the Task Forces formed at the pre-GA meeting
C*UUYAN-YAM (Young Adult Ministries) Office and C*UUYAN-UUA relationship

Present: Andrew Mertz (AM), Linnea Huston (LH), Tom Bozeman (TB), Sadie Kahn-Greene (SKG), Liz Weber (LW)

Decisions:
• Anyone can now email SC at cuuyan-sc@yahoogroups.com
• Karina Leppik reappointed for one-year term as Board of Trustees Young Adult Observer
• To ask the UUA to continue managing our accounts in a way consistent with tax law, but to ask for a written statement that the moneys belong solely to CUUYAN.
• Aiming for meeting Fri night (arriving with after-work flights), Sat all day, Sun afternoon and/or eve, probably in October

Action Items:
• Liz: Send out Code of Ethics (CoE)
• Everyone read CoE and “sign on”
• Liz: Notify Karina of reappointment
• SC will allocate funds and notify RF/DM by Sept 1st at the latest
• Question: Can BoT dissolve CUUYAN if we ask?
• AM will coordinate meeting date in Oct
• LW will email all TF conveners to begin conversation about TF-CUUYAN relationship
• AM verbal check-in about TF-CUUYAN relationship with Nattie.
• AM will copy binder from Fall 2007 meeting and email as PDF
• LW will send stuff from this year
• AM: personal commitment to contact Meadville about archives
• TB: working on going to GAPC meeting in Sept

Minutes
“Chalice” lighting
Introductions and check-in

Covenant:
• Respect
• Speaking from our own experiences; use “I” statements
• Assume best intentions
• Speak with one voice: take things to group, acknowledge that we hold the power of our leadership at all times.
• Address conflict directly and lovingly
• Abide by Code of Ethics
• If one must back out of a commitment, find someone else to follow through
• Put reply expectation in email subject if less than a week (default reply time: one week).
• If not able to use email, alert list or tell Liz so she can alert the list.
• Agenda items for calls/meetings submitted 1 week in advance, final agenda 5 days in advance.

• Executive session/concerns time available at each meeting/call (includes check-in and check-out).

Anyone can now email SC at cuuyan-sc@yahoogroups.com

Appoint the Board of Trustees (BOT) Observer
• We ask that reports be posted to list directly
• Concensus to reappoint Karina Leppik

Royal Forest and Danny Maitland join us for discussion on GA Young Adult Caucus (YAC) and C*UUYAN
• Royal will go to Boston for GA Planning Committee (GAPC) meeting Sept 11-12
• RF and DM shared some early visioning for GA YAC, including using meal times for YA connections
• RF/DM don’t know how many workshop slots the GA YAC will have, what’s up with the Fri night intergenerational worship, etc
• Programming: DM/RF want info from C*UUYAN; goal for YAC of empowering YAs and giving them a voice at GA. Workshop: Open dialogue workshop.
• How to get YAs into Caucus sessions? The needs of YAs will be different depending on what other summer conferences are happening.
• LH: One reason folks didn’t come to Caucus is scheduling (Same time every day is good, but 1 pm is a prime workshop slot—too much competition for attention).
• Financial/accountability: The funding source will lead to lines of accountability
• One workshop costs, three staff ($1000 each): estimate $3000-4000
• Money would be helpful, but the power of YA is that congregations want to hear from us
• SC will notify RF/DM of funding allocation decision by Sept 1st at the latest

Money allocation: SC will find out whether the Conferences TF is planning to host any summer conferences, and if so how much funding they expect to need from us; we will discern whether we ourselves will be hosting summer conferences; we will use this information to decide whether and how much money to allocate to GA YAC.
• AM: yes
• LH: agree, but want a more sound reason for having conferences than simply b/c the bylaws say to
• TB: agree
• SKG: where did money come from in the past?
• LW: we traditionally had $12,000 and 16,000 from the YAM office at the beginning of year
• Concensus for above allocation decision process? YES

Money: We traditionally had $12,000 and 16,000 for ConC and SC purposes, respectively. This money was held for SC at the beginning of the fiscal year. We have no money allocated to us for 2008-2009. We have no promises of moneys for coming years, but know that it’s possible to open that conversation again.
• AM: We need to find out whether the UUA BoT can indeed dissolve CUUYAN if we ask
• TB: Prefer to continue deeper discussion at in-person meeting

Bank account: The UUA treasurer found a problem with the way the UUA manages funds for C*UUYAN. As a sponsored organization, CUUYAN is considered an independent entity with a unique relationship the UUA, which has included use of the UUA’s tax ID number for C*UUYAN’s accounts. This is not allowed under tax law. The accounts are legally UUA accounts and we cannot have separate bank accounts like this that do not show up in our financial statements. This issue needs to be resolved ASAP. Our options include asking the UUA to continue to mangage our accounts (they would still be ours, untouchable by the UUA) or to set up our own independent accounts. If the UUA continues to manage our accounts, we will go through them to access our moneys, but we will not have to worry about having a treasurer, who can write checks, etc. If we establish independent accounts, they would be independent of the UUA, but it would take a long time and many steps to get a Taxpayer ID Number, become a recognized non-profit org, etc, and we would then need to have a designated treasurer, etc.
• AM: Would like to continue in UUA accounts, but would like a written statement from them that this is CUUYAN money, untouchable by the UUA
• LH: how did this happen? Why was it set up this way?
• LW: We don’t really know. It has been this way and comfortable for years, but the UUA’s financial advisor recently caught the situation.
• AM: It happened to us and another random organization
• LH: Is it hard to go through the UUA to get moneys?
• AM/LW: Not particularly
• LH: Then best seems to not start taking steps to become a non-profit right now b/c of the flux we’re in
• TB: agree
• SKG: agree
• Decision: To ask the UUA to continue managing our accounts in a way consistent with tax law, but to ask for a written statement that the moneys belong solely to CUUYAN. Consensus? YES
Fall meeting: I (LW) think a fall meeting would be invaluable b/c we can have face-to-face, deeper, longer conversations as well as get to know one another better so that our non-facetime work runs more smoothly.
• AM: fall meeting is invaluable and would also be easier, personally, than phone/email. I also support including TFs
• LH: ditto on TFs, but without losing our own time
• TB: yes meeting
• SKG: yes meeting in theory, but when and where?
• LW: Boston seems best, financially. Andrew, you had an offer…?
• AM: Could meet where I’m house-sitting through Oct, but Boston seems better financially.
• LH, TB, SKG: Boston
• LW: Andrew, will you meeting wizard for Sept/Oct weekends?
• LH: new job means difficulty with traditional work hours. Best is flying in Fri eve, back Sun night.
• TB: Doodle.ch is better than meeting wizard
• Aiming for meeting Fri night (arriving with after-work flights), Sat all day, Sun afternoon and/or eve
• AM will coordinate meeting date

Task Force-CUUYAN Relationship: While the TFs are looking within and beyond CUUYAN, having them under the aegis of CUUYAN will give them accountability and clout
• AM: I think the bigger TF should be supported by us, not under us. That will give them more clout b/c they have the backing of the larger group that created them. But not sure yet. Definitely need a relationship with them, though. Needs to be an open conversation.
• LH: Ditto. Undecided right now about what the relationship should be.
• TB: It would be up to them to decide whether they were under our aegis or not. Not sure if we have the authority to make that call. We need to have a conversation with them.
• SKG: Agree with Tom
• LW: I misspoke. Not that they have to “do what we say,” but that the pre-GA meeting was a CUUYAN meeting, so they are a CUUYAN-commissioned body, and could use the CUUYAN name for name-recognition, etc. Definitely needs to be a two-way conversation.
• TB: Needs to be a conversation. No dialogue so far, so it feels weird to “decide” how we think it should be.
• LW: Had suggested this as a way to begin the conversation, so we’re coming with one SC voice rather than 5 varied perspectives
• SKG: Say that “we have a relationship with the TFs b/c chartered the CUUYAN body,” as a way to begin the conversation about our exact relationship.
• CONCENSUS on that.
• LW will contact TF chairs.
• AM: Nattie Everett one of three conveners for “large” TF. Lives near-by, so offering to start check-in.
• LW: Let’s do both, written email to all conveners, and AM verbal check-in with Nattie.
YAM/UUA: CUUYAN is one of two Sponsored Organizations of the UUA. (YRUU is the other.) However, that relationship has never been clarified, leaving a legacy of confusion, assumptions, and often CUUYAN’s over-reliance on the Office. With both CUUYAN and the Office in such flux this past year, the relationship has gone from miscommunication to near non-communication.
• LW: I need to be in touch with the Office
• TB: What has been done to centralize archives/history?
• LW: Relationship has a few docs (Sponsored Org proposal and revision, staff-volunteer policy/covenant). General history is well-documented but not centralized. Meadville Lombard has (or had?) some of our archives. There was an Opus “how-to” binder that has been lost. Other minutes, docs, etc are available but not well-organized.
• SKG: Invite Office to part of Fall Meeting?
• LW: Traditionally, a YACMO rep has been present throughout meetings. We can discuss whether we would like to have a rep at the whole meeting or only part of it. However, I agree that having designated time in agenda for discussing our relationship is a good idea.
• TB, AM: Agreed. (LH had left the call.)
• AM: Request LW to send detailed notes from conversations with YAMO to SC
• LW: Was planning on it
SC commitment:
• SKG: What are expectations for SC members?
• LW: Monthly conference calls, emails, fall and/or spring meeting, any CUUYAN summer business meeting

Check-out

Elections

June 18, 2008
Dear C*UUYAN,

This letter reaches you with information about elections at the Pre-GA Meeting and as a call to anyone who may be interested in leadership, regardless of whether you are able to join us next week.

We are quickly approaching Fort Lauderdale! We are looking forward to visioning together ways to improve our organization, and appreciate that this may include making changes to our governance structures. We have prepared an elections process to accommodate this state of potentiality. The process is not perfect, but it is designed to be simple, efficient, and flexible; we humbly present it with the best intentions for the good of our community.

On Tuesday night at the Pre-GA Meeting, we will be examining what form of leadership will work best for C*UUYAN for the coming year as well as the future. Possible outcomes to this session include deciding to keep the Steering Committee and/or Conferences Planning Committee as is, forming a task force to address specific issues from the Meeting, or creating a brand new governance structure. Thus, the elections process and elected positions that follow are subject to change in accordance with the community’s decisions. If any changes are necessary, they will be announced at the close of Tuesday night.

Elections will be held Wednesday afternoon. As of now, we are planning to elect the Steering Committee Facilitator and two At-Large Representatives for the Steering Committee. Elections will run position by position. Each candidate will be asked to give a short speech (two minutes). There will then be a brief question and answer period, followed by voting. As in years past, we will use instant run-off voting (IRV). For an interactive explanation of IRV, see www.chrisgates.net/irv/. Barring any changes from Tuesday’s meeting, we will first elect the Facilitator and then the At-Large Reps.

Along with updates and minutes from the meeting, we will post an announcement of open positions online on Tuesday night at www.uuyan.org. Candidates are welcome to run in absentia. Anyone running in absentia needs to submit a printed “speech” to futureofcuuyan@gmail.com and to a meeting participant who will read for them at the meeting. Candidates are invited to be available by phone or online chat for the question and answer session. Unfortunately, due to logistics, voting is limited to those physically present at the meeting.

In preparation for the meeting, we invite you to continue thinking about these questions for C*UUYAN: Who are we? Who do we serve? What is our reach? What do we need? We look forward to discerning some of the answers to these questions with you next week. Please contact us with any questions or comments in the meantime. You can email us at ideas@uuyan.org.

In faith,
The C*UUYAN Steering Committee
Andrew Mertz
Anthony Severe
Liz Weber
Mary Manchester
Raegan Bricks