Table of Contents

Minutes 4 October 2016

Friends Peace Teams in Asia West Pacific
Working Group Minutes and Agenda
Skype Meeting Tuesday/Wednesday October 4/5, 2016

Present: Josh Albertson, Jane Drexler, Nadine Hoover, Gay Howard, Fenna Mandolang, Tom Martin, John Michaelis, Deb Wood, Jenna Morales

Apologies/Regrets: none

Agenda Preview:

Check In Sentence
Questions and Feedback on News and Updates
Reports:
Initiative Coordinators
Communications
Treasurer
FPT Council
Resources Needed
Decisions/Actions/Consideration:
Do Friends approve the U.S. AWP Budget?
How do we want to handle our carried over reserve funds?
Will we skip an appeal letter for the fall mailing this year?
If time: Share any new Friendship Letters. What is alive for you in our work? What stories have you been sharing about FPT-AWP? Any issues, concerns, or questions?
Closing Word
Nadine offered to take minutes as long as Petrus does not sign in and need translation. Ebere did not respond this month, so we are not sure why he’s not with us taking minutes today.

The meeting opened with a moment of silence.

Check in sentence:
Josh Albertson: Moved into a new house a couple weeks ago and enjoying Minneapolis.
Jane Drexler: I go to S Africa next week to visit my mother who is not well, and I’m catching up on all my work before I go.
Sisca Friend: Not with us, but organizing a FPT-AWP table at her city-wide peace event.
Nadine Hoover: Sarah Mandolang and I did Power of Goodness events with Friends Meeting School, Friends Community School, Power of Goodness Working Group, and Friends Meeting of Washington family First Day School. It was wonderful, hard work. Writing this winter, Indonesia in Feb, Philippiner
Gay Howard: I attended the Power of Goodness meeting on Saturday and it was so interesting and evolving and doing new things.
Fenna Mandolang: I was at the Power of Goodness meeting on Saturday, it was great to be in Janet and ollie Moles home and be part of Quaker history. I just found out that my bathroom and plumbing renovations are going to be $2,000 less than expected, so I’m pleased.
Tom Martin: I am successfully on the phone!. In the last six weeks I’ve had about a dozen life changing events, and I will say I have an unbelievable guardian angel who is working overtime in my behalf: After a family vacation, we bought a new house, sold our house, and will be moving in a couple weeks!!!
John Michaelis: Busy time for me, I’m in US now, but going to Vancouver, then to Taiwan for two weeks for business, then back to the US and then to Australia, so it’s a hectic time. I’ll miss the call next week. I’m doing well and managing the business fairly well.
Deb Wood: Bought a new printer, and it’s only working periodically with great effort on my part, which is frustrating for me. I am part of Purchase Quarter and Sarah and Nadine are coming next month to lead Power of Goodness Storytelling with our NYYM children.
Jenna Morales: I was lucky enough to fly down to DC to meet face to face with people, which was wonder experience and I’m glad I had that chance.
Questions and Feedback on News and Updates:
Friends Peace Team in Indonesia and the Philippines with Nadine Hoover and Valerie Joy will be February 9 – March 3, 2017 in Indonesia, and March 4 – 18 in the Philippines.
MARK YOUR CALENDARS: AVP-International November 5-11, 2017 in Nepal!
More short news in the News and Updates link

Nepal – no update this month

Reports:
Initiative Coordinators: Subhash asked for a visit this coming November, but that will not happen, so has been postponed to March. Bev and John hope to both be able to go in March 2017, overlapping some. Let’s be sensitive that the Fiscal Year is Nov – Oct and we need to review the finances to have a good annual report.

Communications: In addition to the routine tasks, I spent much of September on the Fall Mailing.
Requests for the Working Group
none

People who have expressed an interest:
none

Sustainers due (contact month listed as October):
Laurel Buckwalter
0 new sustainers in September
14 current sustainers
4 late sustainers (over 12 months, but less than 24 months, since last donation)
Nancy and Thomas Fennell
Amy Rakusin
Barbara Thomas
Kim Tsocanos
4 lapsed sustainers (over 24 months since last donation)
Paul Culley
Toni Melamed
Donna Poulos
Jane & Paul Simkin

RiseUp Members ADDED this month:
none
RiseUp Members asked to be REMOVED this month:
none
RiseUp Members deleted due to bouncing email:
none

 

Treasurer: Nadine would like to review the year’s assignment of transactions to be sure the final reports are accurate. Jane reported AU$1,300 (US$1,000) from Victoria Regional Meeting in the past month, so that is very good. Jane met with Jenna to record the sustainers accurately. Jane would like confirmation that the Working Group agrees that Jane shares the FPT-AWP with the FPT Council, yes and please ensure they understand that the Australian funds are not the responsibility of the US office or tax reporting in the US, and please share the FPT-AWP Funds google doc with the FPT Council Finance Committee so they have most recent figures.
FPT-AWP FUNDS Fiscal Year 2015-16

FPT-AWP FUNDS Fiscal Year 2015-16

USA Balances

Aus Balances

Nepal Balances

Total

Aus Balances

Nepal Balances

USA updated 04 October 2016

USD

USD

USD

USD

AUD

NPR

Exchange rates

1 AUD = 0.761 USD

1 NPR = 0.00939 USD

1 USD = 1.314 AUD

1 USD = 106.440 NPR

Sustainer Funds Received Y-T-D

$9,003.36

$456.54

$9,459.90

$600.00

Sustainer Expenses Y-T-D

$13,507.17

$0.00

$13,507.17

$0.00

Sustainer BALANCE

-$4,503.81

$456.54

-$4,047.27

$600.00

Undesignated Indiv. Income Y-T-D

$3,104.95

$2,294.75

$5,399.70

$3,015.84

Meeting Donors

$175.00

$1,521.80

$1,696.80

$2,000.00

Other Expenses (approved) Y-T-D

$0.00

$711.44

$711.44

$935.00

Net Other Income Y-T-D

$3,279.95

$3,105.11

$6,385.06

$4,080.84

Total Earmarked/Designated Funds

$15,035.95

$10,150.41

$4,357.21

$29,543.56

$13,340.00

463780.8

USA Commerce Account

Australia Account

Balance AWP Bank Account

$13,812.09

$13,712.06

$27,524.15

$18,020.84

BREAKOUT: Designated/Earmarked Funds

USA Undesignated Funds Used

Indonesia

$604.08

$0.00

$604.08

$0.00

Peace Place

$6,401.85

$2,663.15

$9,065.00

$3,500.00

Nepal

$6,030.02

$7,487.26

$4,300.00

$17,817.28

$9,840.00

463780.8

Philippines

$0.00

$0.00

$0.00

$0.00

Bhutanese-US

$0.00

Scholarships

$2,000.00

$0.00

$2,000.00

$0.00

Total Earmarked/Designated Funds

$15,035.95

$10,150.41

$25,186.36

$13,340.00

SUMMARY:

Balance AWP Bank Account

$13,812.09

$13,712.06

$27,524.15

$18,020.84

Designated Funds Total

$15,035.95

$10,150.41

$25,186.36

$13,340.00

AVAILABLE FUNDS

-$1,223.86

$3,561.65

$2,337.79

$4,680.84

AVAILABLE FUNDS

31 August 2016

-$1,274.27

$3,595.59

$2,321.32

$4,680.84

FPT Council: David Zarembka is resigning October 31, 2016, as Coordinator of AGLI, and from the Council. The Council accepted his resignation with thanks for his years of service and the AGLI Working Group is looking for a new coordinator. Please hold the AGLI Working Group in the Light as they go through this transition and resolve their financial concerns. Roy Zatcoff is the new FPT Treasurer. FPT Annual Face-to Face Meeting on May 18 -20, 2017 in Cambridge, MA, please mark your calendar. Hayley Hathaway, a Friend, an AVP facilitator, and former head of Friends House in Mexico City, part of Pacific YM, will begin as FPT Communication Specialist on December 1, 2016.

Resources Needed:
Working group call host/technician on Zoom or other software.
Peace Place Land purchase remaining balance. Jane will follow up on the AYM Peace and Social Justice Committee proposal, and with Blue Mountain if that feels appropriate.
International Peace Training in February 2017 dates set for Feb 12th – 18th, visit Feb 9-23 at Peace Place in Pati, Central Java; visit Feb 23 – Mar 3 in the Mentawai Islands, West Sumatra; visit Mar 3-18 in Manila and Tagbilaran City in the Philippines. Now that dates have been set, we could explore whether we could bring some of the Afghani trainers to Indonesia. Valerie spoke with Rosemary who said a couple Afghani men might come, but not likely. Nadine wrote to Ann and Joe DiGarbo about who to invite from Palestine, who directed her to speak with Welsh Friend, Jane ____. Nadine will follow up again. Petrus is seeking a couple Papuan participants who Helen and Jim may wish to fund. Nadine will extend an invitation to the Koreans.
AWP Working Group communication support: Please give Jenna more content, about Quaker peace work in the world and our approach to the Peace Testimony in our active service and how it makes a difference in our lives.

Resources Met:
Recording Clerk — Valerie Joy and Ebere Joseph have volunteered. THANK YOU!!! Fenna will follow up with Ebere to see if he’s still interested.
AWP Working Group writers for the joint FPT PeaceWays articles–Petrus drafted something, Nadine translated and edited, and send to Caroline Lanker and Vidya, answered questions and did all the follow up with Caroline.

Decisions/Actions:
Do Friends approve the U.S. AWP Budget?
Friends Peace Teams Council approved cash accounting, noting funds carried over from one year to the next. They asked us to include a spending plan for the carryover funds. The FPT Council does not expect the income and expense to balance to zero, as we should be spending the carry over as well as the income. Therefore, the budget this year includes more than just the Working Group’s basic commitments that we hope sustainers will cover.
Peace Activities and Scholarships Expenses are outside of the Working Group’s responsibilities, they are covered by donations for individuals and meetings.
Commitment to Relationships and Administration of AWP are the Working Group’s responsibility, and will hopefully be covered by sustainer donations (pledges to raise $500/year). In FY 2015-16, we had 20 sustainers of the necessary 28 to cover about $14,000 expenses, which went a long way to cover the Working Group’s responsibilities, and undesignated funds easily covered the difference. If we found eight more sustainers next year, sustainers would cover our minimum required expenses to keep the program alive.
Australia collects some sustainer funds used to reimburse one visit per year to each of our locations, but most Australian funds are used for peace activities as needed and raised, not for Working Group obligations. These funds are reported each month to the Working Group. Therefore, an additional budget does not seem necessary unless the Australian Treasurer or other member feels the need for one.
Two items that changed in this budget that are the responsibility of the Working Group, and therefore need Working Group decisions are:
Jenna does not want to be an employee, and Roy Zatcoff says that FPT does not need for her to be an employee. That saves us about $700/year. She has not had a raise since she began three years ago in July 2013. This budget reflects a raise to $20.00/hour maintaining her average number of hours worked. $11,350 (up $2,850, well worth it since she has become so efficient). Friends approved (with gusto!).
We are spending much more on outreach since we’ve organized our mailings and included Friends Meetings in affiliated Yearly Meetings whether they give or not. $4,000 (+ $1,800 for next year) YMs are often tiny and often do not even have a consistent mailing address, but our Monthly Meetings are long-term, vital, and critical homes for Friends and it’s good to be present and share the Friends Peace Teams witness work in the world–if we can afford to do this I’m all in favor of that. Friends approved.

Remaining items will only be spent as they are needed and raised, so they are just our best estimates of peace activities and scholarships, not obligations or responsibilities of the Working Group, notably:
We’re planning to raise about the same as this year, but to seek out 5 – 10 new Sustainers.
Extra expenses on the Indonesian trip will be needed because we are going to the very isolated, Christian communities of the Mentawai Islands. They have sent participants to Peace Place for the last two years at great expense to themselves. We would like to reciprocate attention. They suffer religious prejudice and still operate based on a relatively violent family, feudal culture. $2,000
We have saved earmarked funds to send representatives to AVP-I Gathering. Those tickets can be purchased as early as December 2016 for the gathering in November 2017, if the individuals are designated and passports and visas clear. $1,820
Jamuna is reaching out to Bhutanese communities in the US. If she gets two or three invitations to come to connect these communities to local Friends and AVPers, Nadine Hoover will host her to attend the FPT Face to Face Meeting and AVP-USA National Meeting, visit Friends meetings and AVP groups and attend the Conscience Studio summer training. We would anticipate many trauma resiliency workshops in the post recovery period in Nepal, although that is contingent on the discernment of the Nepali. $5,000
We would like to invite Palestinians, Israelis, Afghans, Chechens, and Papuans to the International Training at Peace Place. $4,000
Scholarships have come down as Mislan, Egi, and Suci all graduate in December 2016, which was paid in the last fiscal year. Dita is the only remaining student in Barak Induk and Erni and Nanik are teachers at Peace Place who wanted to pursue further college education. Nanik only needs two years to complete her Early Childhood degree, as she already has an Elementary Education bachelor’s degree. Erni is a new undergraduate and will require four to five years to complete her degree. $1,500
Jenna does not want to be an employee, and Roy Zatcoff says that FTP does not need for her to be an employee. That saves us about $700/year. She has not had a raise since she began three years ago in July 2013. This budget reflects a raise to $20.00/hour maintaining her average number of hours worked. $11,350 (up $2,850, well worth it since she has become so efficient).
We are spending much more on outreach since we’ve organized our mailings and included Friends Meetings in affiliated Yearly Meetings whether they give or not. $4,000 (up $1,800)
A budget is a PLAN, as long as our expenditures stay within our funds raised, it’s okay to estimate our plan in the budget, but spend what we receive responsibly. Friends approved the FPT-AWP Budget.
How do we want to handle our carried over reserve funds?
Reserve funds have been carried over from year to year in the U.S. at about $5,000 – $10,000, which covers about one quarter of our annual expense obligations. Does the Working Group recommend continuing this practice, increasing the reserve, or spending down all our funds?
We need the flexibility to do no trips in a year and two the next year, so carrying over funds makes sense. We should not spend down funds just to spend them down, we should spend them when they are needed, but keeping 20% of obligated budget items (currently $5,000) in reserve would be wise. Friends approved that if undesignated funds fall below 20% of the Sustainer Budget [Commitment to Relationships + Administration], then the treasurers are asked to bring it to the attention of the Working Group for review
Will we skip an appeal letter for the fall mailing this year?
Fenna was not able to coordinate with Ebere on the appeal letter for the fall mailing. Since we added so many pieces, we don’t know if the postage can take another piece of paper. The fall mailing includes an Accomplishments report, Peace Place special report, International Peace Training and Peace Team Flyer, Video postcard, a brochure and remittance envelope. Do we still want an appeal letter in the fall mailing or should we not do it this year? Jenna will send the items to Tom immediately for his review and comment and he’ll write an appeal letter by or before October 14.

Closing word:
Josh Albertson: Nice to hear everyone, keep doing good things.
Jane Drexler: What progress!
Nadine Hoover: Lovely to do peace work together
Gay Howard: Good work
Fenna Mandolang: Heartbeat
Tom Martin: Grateful
John Michaelis: Encouraging
Jenna Morales: Happy
Deb Wood: Good work

 

NEXT CALL November 1/2 2016
People not on the call with whom to follow up: Sisca Friend, Chris Hughes, Margie Hunter, Ebere Joseph, Valerie Joy, Subhash Kattel, Petrus, Ludwig bon Quirog, Vidya Sutton