Reflect, realign, plan 

Matthew Andrews · Board President and Executive Director

Every year the AVI USA board meets in person to reflect, realign, and plan for the future. This year’s meeting took place at Sri Aurobindo Sadhana Peetham in Lodi, California, during the second week of September.

We discussed our process for collecting annual reports from our partners, and are planning to take things forward by meeting with key administrative bodies in Auroville to try to align our processes and reduce the reporting burden for our partners. We will also be looking into software solutions that could simplify the process overall without compromising the quality of information.

We discussed our privacy and record retention policies, how to share our work and distinguish what we do from the work our partners are doing, and reviewed the scope and value of the Career Development Scholarship Fund, which will be fully allocated soon. And we had Zoom calls with several Aurovilians to feel the pulse of life in Auroville and understand the larger issues impacting our partners and our scope of work.

Grounded, together 

Maggie Greer · Treasurer

Maggie Greer working through partner reports

I always look forward to our Face to Face meeting each year. The whole experience is so grounding: a chance for all of us on the board to be in the same place at the same time, rather than coast to coast on Zoom. For the third year, we went to the Sri Aurobindo Sadhana Peetham Ashram outside Lodi, California, again at the beginning of September.

Each morning after breakfast we met in the Meditation Room to share a Savitri reading and a short meditation. Then the working day began. Sometimes we met inside, more often outside under the trees, watching birds and insects flit around as we discussed the topic for that session.

The agenda is different every year, based on what needs to be discussed, experienced and decided. It is always interesting and often challenging. This year we again had Zoom visits with various people in Auroville. These are always heartwarming and enlightening, and I’m grateful to those in Auroville who either got up early or stayed up late so we could visit with them and hear firsthand about Auroville’s development.

I must say, too, the vegetarian food was excellent (thank you Penny, et al.). Mealtimes were a chance for everyone to sit and visit. They tended to be fairly long, full of laughs, lots of stories, and some serious conversations, too. The longer we were there, the longer we all lingered after eating.

Mealtimes were a chance for everyone to sit and visit. The longer we were there, the longer we all lingered after eating.

Maggie Greer

Two sessions stood out to me. The first was quite enlightening, sometimes intense, and yet eventually brought us all together with a focus on the future. The topic as given was: “What is AVI USA? What is our relationship with Auroville? What is our relationship with our partners, our donors, and the broader Auroville community? What would we like others to know about us and our work?” The topic was intentionally broad yet focused, like a funnel from the top down, and the discussion led to complex conversations that will guide the organization into the next year and beyond.

The second was, I must admit, arduous but extremely helpful. We were each assigned at least five of our Auroville partners and asked to go through all of the materials they had submitted. Our task was to evaluate whether each partner had fulfilled their project according to their proposal, and whether the money we sent was used correctly. We examined the narrative, the photos and videos of activities, the budgets (the hardest part), and any metrics. The overarching question was, “How did this benefit Auroville?”

We then each shared what we learned about our five projects. I learned an immense amount about the projects I reviewed and those reviewed by the others, above all just how much, and in what ways, these projects contribute to Auroville. That supports the direction AVI USA has taken in the last few years.

So what wasn’t there to like about this year’s Face to Face? Nothing. Why do I so look forward to being with these wonderful people, in this beautiful and spiritual place, helping to plan the future of the organization? Because I become grounded. I get and give lots of loving hugs. I get to experience the atmosphere of the ashram as a whole, and the meditation and relics room especially. I get to learn more about the organization and our partners. I get to help evaluate where we’ve been, and decide where we go next and how we get there.

I am just one cog in this wheel, but I value being that cog and hope I contribute as much as I receive. Already looking forward to our next Face to Face.

Seventy partners, in their own words 

Bill Leon · Secretary

Working through partner reports around the table

The AVI USA Board reviewed many of the 70 reports from AV partner organizations detailing their activities and accomplishments over the past year. Bill (a professional evaluator) and Alex (an AV newcomer and research scientist) led the process of designing the data collection tools, which are very thoughtful and specific, providing data that can be summed or compared across partners. The tools also encouraged qualitative reflections on what really worked and what really changed in people’s lives, landscapes, and communities. All Board members reviewed and commented on the process.

Alex has been working directly with each partner to help the staff collect and report the data requested. For many, this process is new and difficult, and we knew we needed to have staff in AV to assist. We are very fortunate to have such a skilled and well-organized researcher on the ground to help in person. He has also assembled the data into formats that make our reviews easier and will allow us to analyze the data more systematically.

The thoughtfulness and details provided by our partners in AV paint beautiful pictures of what is happening so far away.

Bill Leon

We also had several video conferences with partners in AV to discuss their work directly and get their insights on AV in general. They all shared photos or videos and sometimes their own, more detailed annual reports with even more data and insights than we were seeking. They shared accounting data as well. The reports also allow the partners to identify ways to improve their work and outcomes and what they need to flourish. This feedback will allow AVI USA, donors, supporters, and the partners to improve planning for future successes. We are already using some of the reports to enhance our funding requests to foundations.

This work is a major improvement on AVI USA’s and our partners’ evaluation efforts. When you consider the number and diversity of projects we are funding and evaluating, this is a significant evaluation process. Over the next couple of months, Bill, Alex, and others will be analyzing the data, and we will share results with all partners and donors. We are also working on ways to simplify the data collection process and make it easier for partners to store and use data for ongoing program improvement.

The lore behind the spreadsheets 

Jack Alexander · Board Member

Recently I was plunged into the “meat and potatoes” (my mid-Western roots showing here) of our collective work with Auroville projects and the evolution of our staff and its programs. It might be me or it might be the presentations and methodology, but after decades on the AVI USA Board, I got to really see what has been going on recently and how we have been getting into seven-figure territory in our “Cash to AV” endeavor.

We were given firsthand, real-time, video-enhanced meetings with the people involved—newcomer Alex, for instance—and saw how he was working in the field, helping correct missing pieces of reports or clarifying descriptions of projects. Or we dug through our records of projects. My assignment was to read through several projects and their outcomes, in copiously prepared reporting, for one of my favorite AV institutions: Auroville Language Lab and their experimental building aimed at using technology to cool without air conditioning. Loved it!

The efficiency frequently left us with great spreadsheets, but I wanted the lore—and presto! I got what I wanted! Thanks to all!

Jack Alexander