Meeting Minutes

June 16, 2001

Recorded by Erica Babad

The meeting was held at 11 a.m. in the law office of Weiss & Weiss (Eric Weiss) in NYC. Mark Lawrence opened with 2 pieces of "advice" from Ernst:
1. Don't panic. (Everyone else will, and you will be at an advantage!)
2. If you can laugh, do.

The first order of business was to look at the prototype of the alumni web site (domain name registered as www.bucksrockalum.com.) The links, though not currently active, are:
What is Buck's Rock?
About the Alumni Association
News of the Alumni Association
Scholarship fund
Forum - message board and chat room
Listing of Alumni works, performances, exhibitions
Link to the Contact List on the "unofficial" alumni page
Ernst - writings by and about him, maybe even a video
The first financial need of the Alumni Association was identified as money for web hosting, so we can eliminate the banner ads on the site.

We began the meeting by introducing ourselves.
Juliet Ross ('91-'99, camper, CIT, JC, in Jewelry, Wood, and Dance)
L. Mark Lawrence (Construction crew supervisor in 1952, and came back to visit with Ernst every year after that) - Mark described Ernst as his "true north," which he kept coming back to reaffirm. He wants to give something back that he got from camp - to communicate, live together, and make this a better world.
Stephanie Segal Hartman (oops - missed the exact dates - mid 80's, i think. sorry, stef!) - wants to help people connect, because "it's the next best thing to being there."
Steven Leif ('82-'87) - He and his sister were both campers, CIT's, and JC's, and his parents had attended too.
Nat Budin ('95-'99 camper and MuShed CIT , Computer JC since then)
Erica Babad ('68-'72, camper CIT and JC on the farm; '78-'96 [with a year off here or there] CIT/guidance/clown/mime/puppetry counselor.) - So much of me was shaped by Buck's Rock, and I want to continue the experience and help bring it to others.
Alexis Greer ('93-'94 camper and lone print shop CIT) - came because of curiosity, and because BR was such a strong influence in painting, music, and poetry.
Eric Weiss (mid '60's to early '80's, started as a staff kid. Parents Ira and Phyllis Weiss were counselors till late 80's) - wants to help the Alumni Association get off the ground. He represents some nonprofit groups, and can offer advice and action to get the Alumni Assn. as an official and legal entity.
Laura Kasper (by conference call. only one summer as guidance for GT, 1999) - That was a transition summer. She is a "recovering management consultant." BR gave her the space to enter a new world. Is now getting her Ph.D in psychology, making important connections, happier)
Charlie Ledley (by conference call. 1985-on and off till present. Clown CIT/JC, later CIT guidance) - BR is an amazing community, more a home than anyplace else in the world.
Lisa Wanderman ('64-'73, camper/CIT/JC in costume, now specializes in clothing/ merchandising and internet sites)
Jeffrey Paul Bobrick (camper late '80's early '90's, video counselor "97 - present) - concluded introductions. He wants to include people who are far away, because camp has touched so many people's lives in the same way. Expressed the frustrations of not being able to do in the "real world" what he can at camp. He had gotten to know Ernst quite well through interviews, and made a chronicle video, "The Story of Buck's Rock" He also lived with Ernst the last 2 summers, and helped take care of him. He thanked Nat for doing the work on the website, and Eric for the legal research and conference room.

Jeffrey's Opening Remarks:
Described how he came to the idea of a formal alumni association. Many of us have expressed disappointment with the lack of racial and economic diversity at Buck's Rock, and a scholarship fund could help this situation. He reported that Mickey and Laura are supportive of the idea of an alumni association and recommended that the association and scholarship fund be a completely separate entity, business-wise, from Buck's Rock. The purpose of this meeting is to hear each other's ideas, the pragmatic and realistic, as well as the idealistic.

Charlie presented his research on camp scholarship funds:
He had spoken to the director of Camp Winnebago, which has had a nonprofit scholarship fund in effect for 20-25 years. They have set up a separate corporation as a 501C3 tax-exempt entity, which means that contributions are tax-deductible, and the corporation pays no tax.
They send 10 kids per summer at 85% of full tuition if the camp enrollment is full, and 25% if it is not full. They focus on people of color who are also financially in need.
For years, the selection process was informal, relying on a loose network, which they have recently professionalized. They go through HEAF, the Harlem Education Activity Fund, headed by Dan Rose. It is a year-round program, which also contributes to camp tuition. The camp can veto the group's candidates, but HEAF makes the recommendations.
Winnebago has had good luck with integrating the kids into camp life. They provide scholarships for multiple summers, and have found many great kids. They are open to working with us as a resource to starting our own scholarship fund.
He spoke with Mickey, who said that camp has been full in July, but low-enrollment for boys in August.

Discussion:
Stephanie proposed including a stipend for canteen and camper account, and Charlie responded that Winnebago has the family contribute something, and perhaps it would be that amount.

Juliet proposed partnering financial support with emotional support for the campers for being in such a minority at camp.

Charlie said that Mickey knew this had been a problem, from conversations with Lou Simon, who had brought many students from LaGuardia. Jeffrey said that Lou is excited about the possibility of an alumni association, and will be happy to be consulted.

Discussion of other possible resources to find kids with the interest and discipline to experience the freedom of Buck's Rock - the teacher from the movie "Music of the Heart," Lois Weisberg, Studio in the Schools, Jon Metric

All agreed that a contact person is a good idea to help campers on scholarship with orientation and adjustment, before and during camp.

Lisa proposed a big brother/sister program with an alum (different from the one that exists with the campers and CIT"s), which may be a good way for an older camper to get support for their work.

Stephanie stated the importance of keeping contact and continuity, to make sure that the first summer and winter are connected. Mark responded with the suggestion of a continuing mentor program; a way that alumni could be of service to the present Buck's Rock community. HEAF has some of this in place in their program.

Eric reported some details of getting 501C3 status - how to set it up legally, so that we can realize our goals. This involves:
Set up a nonprofit corporation to enable us to do business, write checks, etc. This costs about $300-400 to set up.
In order to accept donations, we must get nonprofit status with the IRS. Then people's donations will be tax deductible.
The application can take 3-6 months to process, then the IRS asks for clarification of various things, such as what money will be coming in and how will it be spent, fund raising methods, donation of services...

IRS gives a preliminary ruling, and then back-date it so that tax deductions can be taken this year. This means that if we file soon, we can start raising money during this summer season.
Both the association and Buck's Rock will sign an agreement about how the scholarship fund will function, and the role or presence of the association at camp. (forums, concerts, a table at festival?)

Charlie estimated that we need to raise $2000 to get the alumni association started. People could then write donation checks to an escrow account through Weiss & Weiss, and disbursement checks could be made from it. It would be made clear that we have filed for tax-exempt status and expect to get it, but that there is no guarantee it will come through. Perhaps those who took the risk at the beginning would be "founding members?"

A committee will decide which services should be paid for by the association; probably legal representation and web design. (Eric will work at a reduced rate.)

We need to find volunteers to handle many things. Importance of newsletter for finding people!

We will need to establish a board of directors. (Anyone who is paid will not be on the board.)

There is some concern that there may be some criticism by other alumni about the decisions made by the board. Is this to be a direct democracy, representative democracy, or a benevolent dictatorship? Charlie and Eric agree that ultimate authority of the board is part of the legal template for nonprofits, so we don't have too much choice in regards to this.

It was agreed that we spend the $2000 start-up funds for Weiss & Weiss to file for nonprofit status and to draft any necessary agreements.

Definition and Formation of Committees:
By-laws Committee: (Jeffrey, Eric, Charlie, Lisa, Laura, Steve, Stephanie)
Write mission statement (Jeffrey has a rough draft.)
Define structure of the association - how it is run, who is paid, who votes
Scholarship Fund Committee: (Charlie as chair; same people as above?)
Newsletter Committee: (Roberta Berger, Juliet , Erica)
Website Committee: (Nat Budin, chair; Lisa, Alexis)
Executive/Legal Committee: (Eric, Charlie, Jeffrey)
Fund Raising Committee/Publicity: (Stephanie, Mark, Erica, Lisa, Charlie, Juliet). Subcommittees to target large or small donors (corporations, alumni)
Special Events/Outreach - Not for fundraising, but to share ourselves!
Possible lecture/concert series, alumni evenings, exhibitions, at camp or elsewhere. Presence at festival or counselor seminars?
Networking/mentoring - Career/college information, how alumni have integrated a Buck's Rock spirit into their work lives

Mark suggests a "phonathon" to contact alumni, try to update mailing list, generate ideas and funding.

We agree to donate and collect enough money to get the website up and running ($15-20 per month).

Any donations should be sent to Eric Weiss, Weiss & Weiss, 708 Third Ave., 14th Floor, NYC 10017. These will be used first toward legal and filing fees and website hosting. Any funds in excess of this will be saved for the scholarship fund.

Dates are set for the next meetings:
By-laws Committee - Wed., June 20, 1 p.m., at Weiss & Weiss
General Meeting (all are welcome) - Tues, July 31, 6 p.m., location TBD

Interested people should contact Jeffrey and Charlie.

Meeting was adjourned at about 2 p.m.