Meeting Minutes

July 31, 2001

Recorded by Juliet Ross

Speaker noted as follows: “speaker: comment or summary of comment”

In attendance: Jackie Keveson, Debby Urken, Alex Saltzman, Catherine Cohen Topp, Blake Goldmerstein, Mark Lawrence, Marc Ritcher, Stephanie Segal Hartman, Charlie Ledley, Lisa Wanderman, Jeffrey Paul Bobrick, Juliet Ross

Pre-agenda items:
Jeffrey: informal account of life at Buck’s Rock this summer. There are plans for videos produced in the Video shop (where I am the head of shop), including a Mushed performance: “Requiem” by Fauré accompanied by pictures of Ernst and images of Buck’s Rock.

History of BRAA— The idea of a Buck’s Rock Alumni Association and Scholarship Fund is one I have had for a long time. I felt that many others must have wanted something similar in the past, and I wanted to try to get this started for all of us. I spoke with Charlie in 1999 about finding the right time, also spoke with Lou Simon, Bob & Pam Dicke, the Bergers, and a few other trusted Buck’s Rock friends. Ernst’s death inspired more talking, and the Memorial seemed like a good opportunity to reach out to the Buck’s Rock Community and start the organization. It would honor Ernst’s memory, and he was pleased with the idea when he was alive. I met with Mickey & Laura Morris, who were very supportive. Charlie was especially interested in the scholarship fund and there was a positive response at the Memorial. Many others became involved, and have been working to form the Association. The bylaws were drafted in committee.

Marc R.: How separate is this organization from Buck’s Rock?

Jeffrey: Completely separate, non-profit. People can donate money to the scholarship fund for a tax write-off. Charlie will explain how the camp and the Association are separate but cooperative.

1. Adoption of Mission Statement
Stephanie: This is a draft of the mission statement:

“The Buck’s Rock Alumni Association, founded in June 2001, is a non-profit organization dedicated to promoting the educational ideals and life philosophy established by the founders of Buck’s Rock Work Camp in 1942.

“The Association is a separate entity from the camp, now known as Buck’s Rock Creative and Performing Arts Camp, with two primary goals: enhancing alumni’s current ties to the Buck’s Rock community locally and worldwide and establishing an Alumni Scholarship Fund.

“This Fund would bring adolescents to the camp that would otherwise not have the opportunity to attend, empowering them with a sense of self-worth that will assist them in attaining their life goals.”

[There were nods of approval from the group.]

2. Report on 501 C(3) Status—Eric Weiss, Esq.
Eric: There are two goals, legally, for the association.
1.Form itself as a non-profit association so we can have a bank account, write checks, exist as an association for other logistical purposes. This is not done yet
2.Establish non-profit status with the IRS. Prove that the association qualifies. This enables tax-deductible donations and provides for other things like reduced cost mailings.

Blake: What state will this be established in?

Eric: probably New York, but undecided.

3. Web Site Status
Jeffrey: Nat Budin is working on the Web site but he is at Buck’s Rock for the summer and couldn’t attend today’s meeting. Nat is responsible and wonderful. There is a prototype for the Web site, which lots of people have worked on. There is room for more work.

On the Web site so far are photos taken by Mike Ubell, an alum, from the memorial. He donated them. There is a Quote of the Day, so far all of them have been submitted by Jeffrey, but he hopes that more quotes will be submitted by others in the future. Quotes of the Day include Ernst quotes and Buck’s Rock quotes. A web site committee will form to work on all of this.

Lisa: There should be a commerce server built into the site to use in fundraising.

Jeffrey: we are looking into the paypal service

Charlie: we are also looking into an alumni contact database. We are linking to Dan Grossman’s unofficial site.

Jeffrey: Dan and I tried to reach each other over email for awhile, and by the time we did, both sites were up and running, so we are trying to work together.

Marc R.: Dan Grossman has about 90 people already listed—it’s great.

Jeffrey: Other things on the Web site:
About Buck’s Rock
About the Alumni Association
Alumni artwork, music, etc.
Scholarship fund
Ernst—history of Ernst and Ilse
Perhaps with downloadable video footage
The prototype is viewable at . You can’t click on anything, but you can see it.

Charlie: There will also be a calendar of alumni events

Jeffrey: and a message board and chat room

Blake: will you be able to donate online?

Jeffrey, Lisa, Eric explain paypal:
The service allows you to have people make online payments, for a percentage.

4. Outline of Association’s Organizational Structure, including an explanation of each committee

Jeffrey: Many of us have been working to draft bylaws to the Association. Stephanie will explain.

Stephanie: There will be an alumni council, and that includes all alumni and their parents. There is also an executive committee, including an executive director, directors of all committees, and up to 3 at large members. Thirdly, there will be a board of directors made up of prominent alumni, parents of alumni, interested parties with no ties to Buck’s Rock, and the members of the executive committee. The executive committee is nominated and voted on by the alumni council. The board is nominated by the executive committee and voted on by the alumni council. Everyone is subject to removal or can resign voluntarily.

Note that those who participate in meetings by phone are responsible for paying for their own calls. So far there have been one general alumni meeting and two bylaws committee meetings.

The Board president, vice president, treasurer, and secretary of the board of directors will be elected by the Board.

Executive committee and board members serve for two years, but the president, vice president, treasurer, and secretary of the board of directors serve only one year as officers. Board of Directors elections will be held every year. The directors will be elected in staggered terms to maintain continuity with freshness. There are up to 18 board members but it can also be smaller. The executive director of the alumni council and the director of the scholarship fund are automatically on the board of directors. The executive Director oversees everything on a day-to-day basis.

Jeffrey: the members at large help the executive director and are as important in the running of the association as any committee chair and the executive director. They keep things balanced and working.

Stephanie: The Scholarship Fund brings people to Buck’s Rock who wouldn’t otherwise have the opportunity. There is the possibility of partnering with other non-profit organizations that are already established in order to identify candidates for scholarships. For example, the Harlem Education Assistance Fund (HEAF). They are already partners with some other camps. Also Laguardia and the American Camping Association are possibilities. Somebody really has to know the kids.

Jackie: Jon Metric has access to kids

Charlie: there has to be enrichment throughout the year, touchpoints.

Mark L.: and mentoring

Charlie: there’s the question of evaluating kids and their financial need. It would behoove us to go through an experienced organization and to separate the process from our organization as much as possible.

Marc R.: What about the Josh Neretin Scholarship Project in honor of Claire Neretin?

Juliet: Don’t know the status but we should look into it.

?: what about the other costs at camp?

Lisa: Music & Art pays for some of that stuff

Jeff & Charlie: HEAF makes a substantial contribution

Marc R: We have to be careful who the kid is and whether they will feel comfortable with being at camp. [Some stories regarding scholarship kids at Buck’s Rock in the past.]

Juliet: National Dance Institute/Jacques D’Amboises. Check out article in New York times from this spring. Also can contact old friend who might still work there.

My sister is a program director for a camp in Maine and she brought a child who lives in a homeless shelter for the summer. The camp gave her a full scholarship and obviously she could not pay for things she needed to have for camp—clothes, toiletries, etc. when she got to camp, the camp treated her to a trip to Kmart. It worked very well. Perhaps something like that is an option.

Stephanie: It’s important to have continuity and to send the kids to camp for several years in a row

Charlie: the camp wants to make sure they have the opportunity to interview the kids and to make sure that they are specifically interested in the arts. HEAF and camp Winnebego involve more kids who are attracted to sports.

Stephanie: what about Ballet Hispanico, Julliard, and other organizations as resources to tap into?

Jackie: My son goes to a performing arts school

Stephanie: Our personal ability to identify kids will get better. At first, we’ll need help

Charlie: We need to find kids who would otherwise be unable to come or have no access to Buck’s Rock. There is currently a scholarship fund of approximately $50k, that goes to about 15-20 kids, mostly who are returning but can no longer afford it for one reason or another and receive partial or full scholarships. The camp receives approximately $5k in donations annually.

The meeting returns to the agenda, discussing the committees.

Stephanie: the newsletter committee will determine the content of the newsletter, but the council will determine how often it comes out. The newsletter will cost members who want it a nominal fee to cover costs.

Lisa: is the newsletter on the web too?

Jeffrey: Perhaps it will be put on the newsletter after the newsletter has been sent out. This is something that needs to be worked out. The web site and the newsletter should be separate but go hand in hand.

Lisa: branding is very important. There needs to be a consistent corporate image

Juliet: but I don’t think we should stifle anyone’s creativity. We are coming together here from a creative place and I think different people should be able to pursue different ideas whenever possible.
Also, if we wanted to print the newsletter at my father’s office, we could probably do it there. We can use the space on a weekend and have access to computers, copiers, postage meter, etc. and if it’s not ridiculously large, he would probably donate the resources.

Jackie: I’m interested in the newsletter and website

Stephanie: the newsletter should be story-like, the web site should have a calendar. I think they have different needs

Jeffrey: all the committees should work hand in hand and know what the others are doing

Stephanie: we need a logo to keep consistency

Juliet: maybe we need a creative director

Lisa: the newsletter person could develop a corporate look, branding. If we look serious, people will give us serious money

Jackie: it should be in vector art so it is reproducible in many media. It seems like everybody wants to be on every committee

Stephanie: the web site we already covered, but the other committees are:
Fundraising and publicity committee: oversees all fundraising, merchandising, etc. these are currently one committee but will be two. They will plan and execute any event with fundraising purposes. And the Events Outreach Committee: handles special events for alumni with no fundraising purpose. The fees will only be to cover the costs of the events

Lisa: I think we should do lectures at camp to enrich the experience

Stephanie: also visits to camp, the New Milford 8, pub crawls

All: tailor events to age groups. No campers at pub crawl. Questions arise regarding when campers become alumni and therefore eligible to participate in events.

Stephanie: and now we’d like to take nominations for executive committee

Juliet: can you read the list of positions one more time?


Stephanie:
Executive Director
Director of the Scholarship Fund
Director of the Web Site
Director of the Newsletter
Director of Fundraising and Publicity
Director of Events Outreach
And Three Members at Large from the general alumni council who want to take leadership roles and help everybody. They will assist all directors, especially the executive director. They’ll act as liaisons, as glue.

7. Vote for Executive Committee

Nominations by the group:
Executive Director—Jeffrey Paul Bobrick: elected
Director of the Scholarship Fund—Charlie Ledley: elected
Director of the Web Site—Nat Budin: elected
Director of the Newsletter—Jackie Keveson:elected
Director of Fundraising and Publicity—Mark Lawrence: elected

Stephanie: Mark would you like to say a few words.

Mark L: I’ve already put together an initial calendar plan for fundraising, a framework. It includes pages for publicity. We need to gain credibility. We need a fact sheet for press and a press release when the non-profit has been created. I have a rough draft and it will be ready in September or October. We need stationery. It needs to include a toll-free number where people can ask questions and leave messages. I think we should send the press release to the New York and Fairfield Press. Also letters to alumni, corporations

Eric: especially corporations headed by alumni. There is a time lag with the 501 status with the IRS. We can say it’s pending, that we are awaiting IRS approval. Donations that pre-date that approval may become tax-exempt.

Lisa: where does this fit in? we need a database for fundraising. We’ll have to set it up, format it, and enter the info

Eric: can we go through old directories?

Jeffrey: maybe that should be a branch of fundraising/publicity? We might also be able to get some help from the camp. There’s the 1992 50th anniversary directory and the directory from Ernst’s memorial. The camp is developing a database and will make it available when it’s ready. I have about 200 collected thus far, including a list from Mickey of approximately 100 e-mail addresses.

Juliet: what happens if we send a mass chain email?

Eric: we have a lot of digging to do

Charlie: we should find alumni with technical training, like Noah

Lisa: we can use pre-packaged software to create a database.

Mark L.: I know someone who might be able to help

Marc R: do we have the money for this?

Eric: so far we have $850. We need $2000 just to file with the IRS.

Charlie: we can all let friends know they can send a check to Eric Weiss as attorney for the BRAA.

Jeffrey: Nat Budin could design a database program

Eric: the problem is verifying everything that goes into it

Lisa: and making sure it includes all the right information

Return to Nominations:
Director of Events Outreach—Lisa Wanderman: elected
And Three Members at Large—there are four nominees and Eric Weiss, Esq., would also like to serve on the Committee.

Stephanie: read statement from Laura Kasper: [summary] I want to be a member at large, to give something back to Buck’s Rock. I was a management consultant for 7 years and I am now a psych doctoral student because Buck’s Rock changed my life.

Charlie: Laura has made great contributions so far and really helped to get the ball rolling.

Other nominees: Marc Richter, Stephanie Segal-Hartman, Juliet Ross

Charlie: What about Eric? Is he a member at large or legal council who can attend executive committee meetings?

Lisa: As legal counsel, I think he should serve as a member of the executive committee.

Stephanie: in the by-laws, there is something about a contract for services. If any board member who is employed by buck’s rock, they are not allowed to vote while employed by camp. Likewise, legal council could serves on the executive committee but not vote while under contract. This would be a new position.

Group: discussion about the new position, about voting on the spot or over email, about having 4 members at large. Ultimately, the group votes to create a new legal counsel position and to have 4, rather than 3, members at large. Thus, Eric Weiss is legal counsel and the members at large are Laura Kasper, Marc Richter, Stephanie Segal-Hartman, and Juliet Ross are elected to the Executive Committee.

8. Volunteers to join committees
Scholarship Committee: Debby Urken, Catherine Cohen-Topp, Blake Goldmerstein
Web Site Committee: Jackie Keveson, Ian Schlieffer, Lisa Wanderman
Fundraising/Publicity Committee: Jackie Keveson(limited), Catherine Cohen-Topp, Blake Goldemerstein, Charlie Ledley, Lisa Wanderman
Events Outreach Committee: Debby Urken, Marc Richter, Bari Cayne, Lewis Frisch, Juliet Ross
Newsletter Committee: Roberta Berger, Juliet Ross

9. Festival—August 18, 2001
Charlie: it’s the culmination of camp. There are lots of alumni and parents there. Mickey and Laura offered us the hamburger stand booth for fundraising and related facilities, also purchasing food from their suppliers.

?: to solicit donations, we need a fact sheet and a form

?: in terms of selling the video from the memorial, we can at least take orders

Mark L.: I need a short bio from everyone on the Executive Committee. You can email it to

10. Nominations by Executive Committee for Board Members

Stephanie: we can nominate at a later date and vote via email among the 50 or so people who are involved.

Charlie: The executive committee will run the day-to-day operations versus the board of directors, which is mostly a formality. It includes prominent people for fundraising

Stephanie: there’s the question of whether we can use Ernst’s image. I spoke with Peter Bulova and the family is ok with our using his words and image. There’s just one more aunt I have to check with

Juliet: aren’t words in the public domain?

Eric: no, words are not in the public domain.

Mark L.: we need a membership form, (Stephanie produces a sample form to be critiqued) and a pledge form

Blake: I’ll do the pledge form and the receipt form

Lisa: we should add space for friends’ contact info on the member form.

Charlie: from a business point of view, the camp raises about $5000 a year. Our fundraising could eat into their fundraising because parents are resistant to writing checks to a for-profit entity. But they might write big checks to a non-profit. We will need to discuss what will happen if we cut into their funds.

Group: some suggestions for not competing with them. Can’t do it legally but maybe we can work it out verbally

Charlie: we will work out payments for scholarship campers with Mickey and Laura.

11. Adjournment!