Notes taken at meetings held at the 2016 Conference

Post date: Jul 05, 2016 4:0:52 PM

Conference Committee Meeting, May 29, 2016 at Denver

Attending: Chris Campbell, Alice Waco, Belinda Watson (Denver), Nancy Shippen, Nancy Hutchins, Margaret Browne (Denver), Eleanor Novek, Dawn Addy, Bronwen Hillman (AVP-I) Notes by Nancy Hutchins

What went well, specifically mentioned. LOTS of things went well):

• • Good team of 5 or 6 people. The Prison Arts Festival people were in on the planning and integrated AVP offerings into the program.

  • The local committee met monthly with 10 - 15 other people involved in things such as developing the theme, producing the logo. Board members of New Foundations also participated.

  • Valuable breakout sessions with enough choices.

  • The Plenary panel was interesting (but too many).

  • Peace Fellows were a wonderful addition of information and energy

  • Very nice site

  • Great attendance: 95 residents and 30 commuters (to be confirmed)

  • Space for announcements on Saturday morning was available before plenary and needed to tell people of changes

  • A more formal closing would be nice

Concerns or things to watch out for:

• • Co-leaders for any function is a valuable model. Could have used another person on registration desk

  • Would a plenary session on Sunday-even if short--be helpful as a way to get everyone together?

  • The Saturday plenary was perhaps too lengthy (keynote and panel).

  • Need some built-in transition time between things

  • More L and L

  • Do more to welcome new people

  • Belinda noted that it was difficult to get all the needed information for breakout sessions and that process needed one person to follow up. Should be the same person from start to finish to keep track.

  • Might suggest that the Board hold its pre-session workshop daytime on Friday instead of Thursday, as some people had little to do Friday if they did not get into the prison.

  • May need someone to coordinate communications with registrants. Need better access to registrants information (?)

Scholarship committee:

• • The new committee needs to re-evaluate priorities.

  • Follow-up on recipients had to be picked up by the local committee this year.

  • There is additional $ budgeted for 2017: $6,500

Conference Committee: May 29, 2016 continued

Other Topics:

Bronwen presented the case for making the 2017 conference a regional conference (Canada, USA, English-speaking Caribbean). AVPUSA scholarship fund would not be used for international participants. There would be need for people from other areas to help plan.

The unresolved question of whether and how to involve people under 18 was noted, but there was little time to discuss. It seems that if underage people were to attend, it would require separate housing with dedicated chaperones.

Conference Breakout Report - C of C Board Meeting, Monday, May 30

Two sessions were available: attending (with apologies to others) were

Chris Campbell, Nancy Shippen, Rick Krouskop, Terry Kayser, Dave Hutchins, Jessica Farley, Martin Kraft, Roger Kluck

Youth under 18 at the Conference. Much of the time was spent trying to understand what changes would be needed in order to invite these youth, what benefits, and what impact it might have on the general mission of the conference.

• • The only mandated description of the Annual Conference is that the AVPUSA business meeting take place. The rest of the process is cultural, though we think it includes networking, learning, and building community. How would these goals be affected by the presence of those under 18 (may also apply to regional conf.)?

  • The 2017 Conference is in fairly close proximity to several youth-centered programs in NJ and NY.

  • Jessica noted that Amnesty International has high school students at their conference.

  • Roger noted that AVPUSA has a long history of involvement with the prison population.

  • Concern that having people under 18 might mean some formerly incarcerated would be unable to attend.

  • Martin felt it would important for the youth to have an opportunity to present if they attend.

  • Special programming likely needed.

  • Possible directions: 1) Try to find appropriate location (with nearby housing or separate housing on site, assuming insurance in not an issue), and proceed if these issues can be worked out (Could include youth attending less than full conference); (2) Find a team to host a separate regional Youth Conference not connected to the Annual Conference.

International Regional Conference.

• • Is this a good year to do this since the International Conference is in the fall?

  • Would AVPUSA be able to get its work done?

  • Would we need to extend the conference to accommodate multiple goals - an extra day? a week long conference?

  • If we proceed with this direction, Jessica offered to assist.

  • Use visual presentations and video to help introduce different areas to each other (rather than depending on plenary? or in addition to)

Other ideas:

• • Seek opportunities for returning citizens to speak authoritatively. Former conferences have used "inmate panel"

  • Entertainment idea: A story-telling session (Moth-type). Would give a forum to a variety of voices.

  • More AVP-type activities , such as concentric circles

  • More affirmation

  • Peace Fellows: plenary? whole breakout session?

  • More time for networking

  • Why did some of us not feel welcomed?

  • Look into author Vandercoake, "The Body Keeps Score"

The Conference Committee asks: Who sets the vision for this next conference?

There is currently no consensus on the issues regarding these major changes to the conference.

Notes by Nancy Hutchins