Our next meeting will be the picnic at the Dryer's home on Sunday, July 17th. As there seems to be a lot of business to discuss, and I don't want to spoil the afternoon with a lot of talk, I plan to prepare several papers to pre-brief you so that you can air your views without too much preamble.
The picnic meeting will start at 3pm. Please call Cel Ziemer (434-589-2896) or Kathy Saurman (434-589-3456) to coordinate what food you will be bringing. Barbecued pork and hot dogs will be provided.
Bring a chair and your own drinks - soda, wine, beer etc. Guest are welcome, but please advise in advance.
Each year, the Treasurer produces a budget as a guide to the Board as to the funds we bring in, and how we spend that money. Since I have been associated with Friendship Force, that budget has been based on the previous years activities, with only minor variations to suit current policies. As a result, our income and expenditure tend to be very much "the mixture as before."
I would like to take a fresh look at how we should be spending our funds, and then determine what we need to raise to achieve this.
Operating Expenses:
. . . . Postage, newsletters, incidentals etc. lets say $200 per year.
Advertising and Promotion:
. . . . We need new members, and funds spent for this purpose bring their own reward in increased
membership dues. As each member brings in about $20 per year, and 20 new members would be a desirable
target, allow $400 per year.
Exchanges:
. . . . We have allowed a contribution towards improving the quality of inbound exchanges of $500 per
exchange. This seems to be about right, so we should allow $1000 per year for this purpose.
Scholarship Program:
. . . . In the past we allowed $ 100 per year for this purpose. This seems somewhat paltry nowadays,
and I suggest should be raised to $ 500 per year.
Assistance to attend Conferences:
. . . . As discussed separately (see Attendance at FF Conferences) I believe that we should be budgeting
for $ 2650 for this purpose.
Contributions to FFI:
. . . . As an ongoing part of the FFI Legacy Campaign that has the aim of raising funds for the
establishment of more clubs in countries that do not have them, and in providing leadership training,
we are asked to contribute $500 per year for the next two years.
If the above figures are agreed, we should be spending $5250 each year.
Income:
Membership dues:
. . . . When the fees due to FFI are deducted, our income per member is approximately $20 so the present
intake is about $ 1240 per year.
Fundraising:
. . . . That leaves approximately $ 4000 to be raised by other means. Our two main sources for
fundraising are Fridays after Five, which could bring in about $960 per year, and gift wrapping at
Barnes and Noble which brings in about $800. Other new fundraising efforts to bring in about $2240
per year will be required.
If you agree that the above figures are reasonable, and should be a target for future years, it is clear that we will need to increase our efforts at fundraising considerably, and this will mean a concerted effort by all members to contribute ideas and energy to this end. The fundraising committee will have to be strengthened, and new sources sought out.
From time to time, Friendship Force International, and the various regions within the United States hold Regional, National and International conferences.
These conferences provide the energizing force and exchange of ideas which help keep up the momentum of individual clubs, and the organization as a whole, and it is important that we should have representatives, both to contribute by their presence and experience, and to bring back to our members the substance and conclusions of the discussions and presentations.
It has been a concern of mine for some time, that some members are not able to attend these conferences because of the cost involved in travel, accommodation, fees etc. Although exact figures are impossible to predict, because of the varying locations and extent of future conferences, it would not be unreasonable to estimate that to just send one representative to a Regional conference, and one to a National or International conference each year would cost at least $1325.00 in travel and fees alone. Two representatives (whether a couple, or two singles) would cost twice as much, i.e. $2650.00 per year.
The present bylaws (section 7) state that "the Club President or another designated member of the Board should plan to attend the annual International Conference if feasible. Wherever possible the club treasury will assume the cost of both the travel and conference expenses. If the club is unable to bear the full cost of the conference, the Board will decide the appropriate amount"
At present, we have only two means of obtaining funds: membership dues (less the fees that we pay to FFI per member), and fundraising.
Although we have a substantial Bank balance at the present time, this has been achieved by the hard work of our fundraisers, and the contributions from our members over the past few years, and I do not believe it would be right or fair to "spend down" these funds on "ongoing expenses" without making any provision for replacing them.
It is therefore proposed that future budgets should provide an item for the financial support of two or more representatives to attend Regional, National, and International conferences up to a total of $2650 subject to a reasonable expectation that that amount can be raised by fundraising efforts.
It is also proposed that the bylaws should be amended to permit the above expenditure, subject to availability of funds. In the case of more than two representatives wishing to travel, it should be left to the Board to decide on the precise distribution of the funds.
In return, representatives that are supported from the club funds should be required to prepare and deliver a report on the proceedings to our members, and where appropriate initiate a project (such as fundraising, membership drive, publicity etc.) based on the theme of the conference.
You will be asked to vote on the above proposals at the next meeting, but it should be noted that a YES vote will have no value unless there is a concerted effort by all members to contribute ideas and assist in the significantly increased requirements to raise the necessary funds. This will also necessitate an increase in the Fundraising Committee led by Cheryl Kasper, and additional volunteers will be required.
This proposal should be read in conjunction with the overall analysis of the proposed budget, provided separately.
Our published exchanges with Murray Bridge, Australia, (inbound) in May 2006 and Adelaide, Australia (outbound) in October 2006 have been "matched", and I have been in touch with their clubs. I note that the next International Conference will be held in Ireland in October 2006, so it may be convenient to suggest delaying the exchange until November.
While it is still too early to find out who may be going on these exchanges, we need to determine the Exchange Directors soon, and I will be asking for applications from interested members at the meeting.
I can envisage the possibility that we may not be able to fill the outbound exchange from our own club and rather than risk the possibility of cancellation we may offer some space to other clubs in the region. It will be important to do this early if it is to be of significant value to other clubs, so an expression of interest by our own members will be requested in order to gauge the proportion we offer elsewhere.
The outbound exchange to Zutphen, Netherlands in July 2006 has not yet been "matched", but if all goes well and we are matched, we hope to combine this exchange with one to Besancon, France, to initiate the new club there.
The question was raised a the last general meeting that our membership dues were too high and should be reduced by the cost of the FFI Magazine ($ 15.00 per year.) While the two items used to be related by the fact that FFI added the cost of the magazine to their fees (and everyone got the magazine) this policy was changed a few years ago to make the magazine optional. Only a few people were prepared to spend the extra $ 15.00 for four issues of the magazine.
FFI member fees became $16 per family and $12 for a single and an optional $15 for the magazine.
As a result, FFC adjusted its member dues to $50 per couple and $27 per single, the current rate. At the beginning of this year, FFI reduced its fees to $10 per family, and $6 per single. FFC has not yet followed suit.
As a result of some discussion at the Mid-Atlantic Conference, members are beginning to realize the benefits of having a more permanent "glossy" magazine to keep, refer to and show around as excellent promotional material. However, they still appear to want it at zero net cost.
While I was in Atlanta, I discussed this at length with George Brown, and suggested to him that every member/couple should receive the magazine as part of their membership. With a guaranteed circulation of the full membership (English speaking) the production cost per issue could be reduced and some further savings achieved by advertising and sponsorship, leading to an annual cost per issue of about half its present rate. This would be recovered by an increase in fees to FFI.
He agreed to consider this seriously, and present it to the Board, but there are some complications such as the FFI policy of trying to treat all members, worldwide, the same, and this would create an exception to that rule. However, the FFI Board is in the process of reviewing their entire administrative fee structure with recommendations to be presented in a report at the next meeting in September.
The argument was made that our dues were higher than anyone else in the region. While this may be so, a survey I carried out while in Atlanta showed that we were not the highest of the clubs surveyed. We were just slightly higher per couple than the average, and exactly average per single member.
It is arguable that lower dues would encourage more members to join. I doubt that the difference between, say $35 and $50 per couple would discourage anyone from joining the club.
In the light of the present and proposed demands on our budget, it is the opinion of the Board that we should not change our dues at this time. Any effect would not be felt until next year anyway, and we should await the results of the review and recommendations of the FFI Board before taking any further action.
This program has been on and off, as we waited for the new club at Besancon, France to decide whether they could manage an exchange this fall. They have finally decided that it would be too soon this year, but still look forward to entertaining us next year.
As a result, FFI have asked us to take part in the Open World program once again, and although the timing did not permit a full discussion among our membership in advance we hope that you will support this useful and rewarding endeavor. The Board has agreed that it would be logical to use a similar program to the one we used in 2002 on the theme of Health and Social Services.
For those of you who are not familiar with this program, it is an initiative originated and funded by the Library of Congress, where specially selected potential leaders throughout Russia are assembled into groups depending on their skills and professions, and brought to the States, first to Atlanta for orientation, and then to selected FF groups for an eight-day homestay which includes a working week of introduction and instruction from the local Health and Social Services organizations. A typical group will consist of twelve "students" with three facilitators and two interpreters. The students will probably not speak any English, but the facilitators and interpreters will.
As a club, our commitment is to provide accommodation, arrange a program and transportation, facilitate shopping and social activity as required, and hold a welcome reception and farewell party.
Further details will be available in due course, but volunteers will be required for the provision of accommodation and the organization of some support activities.
The dates are expected to be October 15th to 23rd .
The 29th International Conference will be held in Sao Paulo, Brazil, Thursday November 3rd through Sunday November 6th. We are looking forward to a great conference! With the help that is being provided by our leaders in Sao Paulo, we know it will have a very distinctive Brazilian character that you won't want to miss.
The cost for the full conference registration is $500 US and includes two banquets, three breakfasts, one lunch, coffee breaks, all plenary sessions and workshops, conference materials, and three nights accommodation (double occupancy) at the Grand Melia WTC Hotel. For those who prefer to arrange their own accommodations, the "conference only" registration fee is $335 and includes all items listed above except for hotel accommodations.
A four-night homestay is being offered by the clubs surrounding Sao Paulo from the 6th -10th of November. The cost is $160 and includes the FFI administrative fee, the host fee and transportation from the Grand Melia WTC Hotel to the host city and return transportation to Sao Paulo International airport.
We have arranged an optional post-conference five day/four night tour to Buenos Aires, Argentina with two different departures: The first departure is November 6-10, immediately following the conference. The second departure, November 10-14, is for those remaining in Brazil for the post-conference homestay. The tour includes hotel accommodations at Hotel NH City based on double occupancy for 4 nights, a full breakfast each morning, dinner on the day of arrival at the hotel, a city tour with snack at Café Tortoni, a lunch and folklore show at an estancia, a dinner and a tango show. The "land only" cost of the tour is $550, with participants making their own travel arrangements from Sao Paulo to the hotel in Buenos Aires.
This year we are also offering an all-inclusive package from Miami that includes: (a) overnight flight on November 2 on TAM Brazilian Airlines from Miami to Sao Paulo, (b) the full conference registration package, including three nights at the Grand Melia hotel, (c) airport transfers and flight from Sao Paulo to Buenos Aires, (d) full Buenos Aires tour program, and (e) transfer and flight back to Miami. This inclusive package can be purchased either with or without the post-conference homestay. For those including the homestay, the package price is $1,750, and for those going on the tour immediately following the conference without the homestay, the price is $1,590.
Silent Auction: Many thanks to all the FFC members who contributed items and services to the Silent Auction, who bid on items at the Auction, and who sent donations. We had a generous turnout and many items from FFC members. All said they had an enjoyable evening. We raised just over $3000. Most of the money will be given to "Help Winneba Read" for the library in Ghana. 5% of the proceeds will be given to the Friendship Force Legacy Fund.
Fridays After Five: We are continuing our participation in staffing the soda concession at Fridays After Five. Thus far we have had 3 scheduled dates - May 6, June 3 (rained out) and July 1. If you wish to participate (and we hope you will) and didn't sign up at the last FFC meeting, please contact Cheryl Kasper at 589-6148.
March 30th and 31st 2006 has been established for a Mid-Atlantic President's Round Table, here in Charlottesville. Bob Schwagerl, who is organizing this event has asked if we could provide homestay accommodation for 10 couples over this period.
I shall be asking for volunteers to provide homestays for this event, at the next meeting. If you are not able to be at the meeting, and would like to volunteer, please call me at 434-589-9573.
The Friendship Force of Charlottesville meeting was called to order at 6:30 pm, May 3, 2005 at the Ponderosa Steak House.
Our guest speaker, Hugh Ragsdale, spoke prior to the meeting. Mr. Ragsdale is a Specialist in Russian foreign policy. He has a Ph.D. from UVa and has spent much time living and researching in Russia. He spoke on the current political situation in Russia, an appropriate subject relating to our upcoming exchange to Moscow and St. Petersburg.
The 50/50 was won by Lynda Johnson.
New badges have arrived for Jim and Joel Arvin and for Barbara Kelshaw.
Minutes of the last meeting were accepted without being read. Extra copies were passed around for review.
Dee Schwagerl inquired whether we could mail newsletters since people are not reading their e-mails. She made a motion to go back to mailing them. The cost is $14.75 per month. Also, we would continue to e-mail them as well.
Treasurer's report: We had balance of $5746.30 as of April 1, 2005. Income is $32.00, Expenses $563.75, (inbound exchange, $500) for a total on hand of $5252.55.
Fund Raising: Fridays After Five: We have May 6 and June 3rd. Sign up sheet was passed around. It will be held on Garret St. at the corner of Gleason St. They are requesting 5 people per night. We may ask for 1 extra for relief.
Silent auction for Winneba, Ghana Library. Will be held on May 13 at 7:00 at the Trinity Episcopal Church on Preston Ave.
JAG School: The lst group of 5 students has gone. Bob Schwagerl said that there may be as many as 40 next year.
Russian Exchange: Darrell said that there are 15 Ambassadors signed up. 8 from our club and 7 from a club in NJ. There are other inquiries from other states. We might be able to take a downtown tour of Helsinki between our flight from the U.S. and our connecting flight to Moscow. We need to find out about getting Visa.
Inbound Exchange: Mark Dryer summed up our successful exchange in the newsletter. He has received several letters commending the club on the exchange from the Great Falls people. Dee requested the any outstanding bills be submitted promptly. LeRoy has included many of Arlene Bandy's photos taken during the exchange, on our e-mail web site.
Upcoming Inbound Exchanges: Besencon, France will be coming here in the the fall of 2006. A FFI president has already been named. The Alliance Francais of Charlottesville is going to visit Besencon this summer.
Murray Bridge, Australia will be coming in 2006. They will be visiting several clubs in the U. S. on their tour.
Upcoming Outbound Exchange: Adelaide, Australia in Oct. 2006. We hope to combine it with some other visits.
Bob Schwegerl said that at the District Meeting in Harrisburg, Charlottesville and Charlotte, NC had the greatest growth success, based on membership, recruiting and increased membership. We had 12 members attend. There will be a golf outing in Wilmington, NC, September 7, 8, 9. Entry fee is $149.
There is going to be another Russian Open World Leadership Program similar to the one we participated in 2 years ago with the Russian doctors.
Frank Saurman made a motion to change the dues structure. Reduce the fee to $35 plus $15 for the magazine. Ila Porter seconded the motion. John Webster recommended that this be discussed further.
John feels that our excess funds should be used to subsidize members going to conferences. This will be taken to the board for future deliberation.
Chuck Johnson commented that the magazine has less in it and arrives late. Bob Schwagerl said that Atlanta is working on this problem.
Peggy Smith commented that new members don't know what is expected of them as hosts or ambassadors. She suggested a review of what they should be doing as a host.
Nana announced again about the silent auction for the Ghana Library. The architectural plans have been approved. They have 480,000 books in storage to be shipped over to Africa.
The meeting was adjourned.
Respectfully submitted,
Lynda M. Johnson, Secretary
The Ambassador Friendship Force of Charlottesville, Virginia LeRoy Moyer, Editor 1863 Thomas Jefferson Parkway Charlottesville, VA 22902-7520