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Minutes, March 2005

 

Minutes of the PHANA Council Teleconference
 March 22, 2005 7-9 pm EST

Present:  Roddy Duchesne;  Ann Norfolk;  Jan Rigsby;  Cynthia Schwartzberg;  Dottie Titus

1.   Attunement

2.   Chair and secretary for the teleconference.

      Jan chaired the meeting.   Ann acted as secretary and prepared these minutes.

3.   Member check-in

      The check-in served to connect us for the meeting and to bring any last-minute topics to the agenda.

4.   Next meeting will be May 9th 7-9 pm EST.  Jan agreed to  arrange the teleconference bridge phone and pin details.

5.   Minutes from January 17, 2005  were approved and we agreed to send them to members by email.

6.   Email Motions approved between the meetings of January 17 and March 22, 2005 were formally approved as worded in Jan’s email of March 22, 2005 10:47 pm titled “Email motion.”   See ATTACHMENT A.

7.   The proposed agenda was prioritised.

8.   Dottie’s changing role with PHANA council:  Dottie will resign as a voting council member.  She will serve as a staff member to PHANA and will implement and maintain the “Bulletin Board” on the PHANA website.  She will continue to load some remaining translation PTH material onto the website.  She will remain on the Topica email for “FYI” purposes and the council welcomes her comments.  Jan will confer with PWP about finding a new manager for the PTH project.  Roddy and Dottie will clarify some website maintenance issues, especially ones concerning the “Bulletin Board.”  Dottie will not do the main website maintenance.  The council will review Dottie’s role in May and she will participate in the conference call.

9.   Complex Membership Application:  Without a clear response from the NY region concerning the application from a former member of that region, PHANA will send a package to the helper clarifying that the helper needs to abide by all the PHANA ethics and also soliciting from the helper his help to create a process by which his application can be handled cleanly and thoroughly.  The council will create this package through Email conferencing.

10.  Focus of Mission:  The following mission items were reviewed:

11.  PHANA Dues:  Voted to reduce dues to $55 since the coordinators honorarium is no longer a budget item.  It was later clarified by email that this fee would be the same for Helpers and Apprentices. 

12.  Mailings: Jan agreed to create letters for

She generously offered to pay the postage of these.  Ann agreed to send labels to her California office right away so that the letters could be timely to announce several “sweeteners” of PHANA membership in time for people to take advantage of the reduced NAPA conference fee for PHANA members.  The letters were approved through Email conferencing and sent by April first as agreed.

13.  NAPA Liaison:  Roddy will continue liaise between NAPA and PHANA since he is a member of both.  Either Jan or Cynthia will serve as liaison when PHANA needs to present an issue for consideration to NAPA since it would be a conflict of interest situation for Roddy.  They will make a determination about this and report back to PHANA council later.  Roddy  and Jan will communicate to NAPA that PHANA desires to have an opportunity to meet with people during the NAPA conference in August and begin to make arrangements for that.

14.  Financial Reports will be discussed later.

15.  Action List:  Jan created an action list from this meeting.  It was approved by Email.  See ATTACHMENT B.

 

ATTACHMENT A

Email Motions approved between the meetings of
January 17 and March 22, 2005 teleconferences.

1. Ann to maintain email list of members.

2. After approval by PHANA council, member notices are to be sent via email with regular post to any members for whom we do not have email addresses (requesting them to consider forwarding email addresses if and when available). Jan to send final approved version of any member communications to Ann via Topica email as a formal authorization for her to forward them.

3. PHANA Council Minutes to be sent out to members once they have been approved as final. (Please note: we may want to change this to after the formal approval at the next council meeting, but that will make the minutes old news.) We may also wish to create a member's version of the minutes that is shorter, noting that the full minutes are available on the website. This would allow for a short note to be attached that is more oriented towards the general membership.

4. Copies of all PTH documents to be sent out on CDs to all PHANA members.

5. Membership dues to be reduced based upon change in budget due to removal of the Coordinator's honorarium. With this announcement of reduction should go an explanation of why and a thank you for the founding members who supported the startup budget.

6. Member benefits:
Establishment of professional criteria for use of the title 'Pathwork Helper', specifically based upon the 4 stages of commitment and offering arbitration and conflict resolution based upon disagreements or concerns between members or regarding application for PHANA membership.
On-line register of PHANA members by name, state or province, alternate languages or means of communication (such as telephone sessions or working via email).
Information and documentation regarding all NA Helpership Trainings and possibly PTPs.
PTH
Practical assistance re: website design, group liability insurance
Networking, such as an online forum
Representation of needs of individual helpers to NAPA

Other items that were discussed and agreed upon in principle are still active agenda items, such as communicating PHANA missions statement, creating an online forum, and re-organizing PTH on the PHANA website.

This is a repeat of a sample letter (that needs to be updated) that might be sent to our members about the above services::

Greetings!

We invite you to join the Pathwork Helpers Association of North America, representing individual Helpers and Helpership students within the US and Canada.
Over the past 5 years, PHANA has moved mountains one pebble at a time. The results of our work can be found on the Phana.org website; if you print all these documents out, the result with be over 1" thick and rather dull reading. It's much more pleasurable to list our accomplishments:

1. Established professional standards for Helpers that serve as the criteria for PHANA membership.
2. An on-line register of 31 Pathwork Helpers at Phana.org, linked to Pathwork.org, which allows people to locate Helpers nearby. The register lists by name, by state or province, and also Helpers who can work in languages other than English.
3. Adopted a Code of Conduct for PHANA members, after wide consultation with members and regional leaders.
4. Documentation of all NA Helpership training groups. Responsibility for authorizing new Helpership Trainings and developing training standards has been turned over to the Helpership Advisory Group (HAG), a subcommittee of the North American Pathwork Associations (NAPA).
5. Co-developed - with the Pathwork Press - the Pathwork Teachers Helper (PTH), a web-based service for sharing Pathwork teaching materials. This service is free to PHANA members.
6. PHANA was also instrumental in establishing the North American Pathwork Association (NAPA) which will be holding a North American leadership conference in August 2005. Besides encouraging cross-fertilization between North American Pathwork groups (such as the Pathwork Emissary program starting in July at Sevenoaks) NAPA follows the models of continental councils already begun within South America and Europe.
7. At Phana.org, members will find information on discounted web services and logo design, PTH information, copies of all formal documentation including the Code of Conduct, PHANA membership criteria and forms, and an extensive history of PHANA council's activities over the past 5 years.

The punch line to an old joke goes, 'Yeah - but what have you done for me lately?

The following "Services and Mission" document list what PHANA council feels it can do for its members. Yet we also wish to acknowledge that the most labor-intensive part of our work - developing an association for individual Helpers - is now complete. As we transition into member-oriented services (versus organizational set-up responsibilities) our budget needs will decrease dramatically. We now offer membership in PHANA for two years instead of one.
We ask you to renew your membership in / become a member of PHANA so that we may continue to represent the needs of individual Helpers and Helpership students, interconnection with leadership bodies, and a greater sense of community in the North American Pathwork.

ATTACHMENT B
ACTION LIST

 -----Original Message-----

From: Jan Rigsby [mailto:rigsbyjan@aapt.net.au]
Sent: Thursday, March 24, 2005 2:18 AM
To: PHANA

Subject: Action list from our meeting 

These are the action items from our teleconference.  I realized when writing them down how many extra details need to be ironed out, ergo
the notes.

A. LETTERS

Goals: Jan to create 3 letters by March 26th,  PHANA council to approve final version(s) prior to April 1st:

 Letter #1: To all those on our mailing list who have never become members.  This letter will be an invitation for membership, noting the NAPA conference discount possible plus the availability of the PTH CD to encourage them to join.

      Once the letter is written and approved, I'd like to send it via email with a hard copy mailed as a follow-up. To do this, I need labels for all on this list.  I strongly prefer to send individual emails for this and I volunteer for the task of both sending and responding. There might be a number of responses and / or questions, and so this might be very time consuming (as opposed to just sending out form letters in a batch).  To do this, I will need the email addresses for all three categories.  I have one master list sent by Ann last week, but it does not distinguish members, renewal dates, etc.

      Need one set of labels for the physical letter, which I hope will help as a reminder and as a support for the upcoming deadline for the NAPA discount.  Plus, it will create 2 moments of contact for those who have email.

Letter #2: To those who were members but whose membership has lapsed

      I'd like to form a slightly different letter to former members, thanking them for their previous support.  I would also like to offer them a PTH CD because I feel they already paid for it via previous membership.  Again, send individual emails.

      Will need 2 sets of labels for this group, one for the actual letter and one for the PTH CD (in case they request it).

 Letter #3: To current members.

      Since all current members are on email, I suggest that we send only email.  The other 2 letters have priority because they create income and involve a deadline (the NAPA conference discount).  This letter may not get out until later in April, as it may involve some extended discussion about focus, benefits, etc.

      I need one set of labels for the PTH CD.

B. LABELS: Ann to create sets of labels and mail to Jan's CA office.

(Please label carefully which group is which, since they won't be able to recognize the names).

      Rigsby 1815 West 205th St. #211 Torrance Ca 90501 (310) 781-9020

C. PTH CD: Dottie to create master PTH CD (dated mm/yy) and send to Jan's office.  Staff there will make copies from master PTH CD and send  out to former and current members.

      After our conference, my inclination is to ask in the letter that they request a copy rather than just send them out.  This would allow savings for us and avoid sending what might be perceived as unwanted mail.  A request would also create a brief connection with members.  

      I hope to have a draft of all 3 letters for approval by your Friday evening.  I would hope that we could agree on a final version prior to April 1st.  IF the labels have arrived at my California office by then, any approved letters could mail within a day or so.  IF the CD is by request only, we should be able to post them as I forward requests to my office.

Jan