1.1 Intro – What do you want from INW. What do you want from the retreat? 1.2 Membership 1.3 Non-Event Based Granting 1.4 Fundraising 2 INW Board Retreat – Fall 2009 – Sunday 10/7/09 2.1 Budget Overview / Projection for 2010 – Marco 2.2 Elections 2.3 Membership – Action Items 2.4 Granting – Action Items 2.5 Smaller Line Items 3 ACTION ITEMS 3.1 Membership 3.2 Grant Cycles 4 Communications Plan

INW Board Retreat – Fall 2009 – Saturday 10/7/09

Present: Stuart, Phill, Tabasco, Kay, Q, Bucky, Craig, CC, Marco

Absent: Dane, Tumbleweed

Intro – What do you want from INW. What do you want from the retreat?

• Why are you here?

• What do you want to do with INW?

• What do you want to accomplish at the retreat?

• Craig:
  
  
  
  • I see INW as an advocate for something near to my heart: art in the community
  
  
  • Accomplish: I want to volunteer / lead something: Have a representative of INW who is public face – goes to meetings, gatherings, events and takes an active role towards expanding membership and generating excitement.

• Bucky:
  
  
  
  • I want the muggles of the world to be exposed to more amazing Burner art
  
  
  • Two modes: 10000’ view and 5’ view.
    
    
    
    • Little goal: I want everyone in PNW burner community to know that the answer to burner-related questions is on the INW site.
    
    
    • Big goal: within two years, a pad at SAM sculpture park curated by INW
  
  
  • Everyone to work on personal goals over the next six months, a process for reviewing and validating those goals, and tangible plan of action to blow community’s mind.

• Q:
  
  
  
  • Why here / Want to do? I want to bring a broader spectrum of art to the greater community, outside of the two events. Work on grant cycles, develop new type(s) of events (such as gallery-style wine-cheese events).
  
  
  • Accomplish: develop tangible action items to achieve those two items.

• Kay:
  
  
  
  • I’m here because I love weekend meetings, feel that this community and work being done is near to my heart. I enjoy volunteering on a business level.
  
  
  • Want to do: be able to step back a bit, see people other than Kay / Phill take reins a bit more, seeing newer board members take ownership and steer direction.
  
  
  • Accomplish: develop tangible goals and action items for membership, granting and events.

• Phill:
  
  
  
  • Why here? I’m fulfilled and energized by being a part of something bigger than self. BM principles, how they are expressed generally and in specific in NW, are a way to lead a good life.
  
  
  • What do? I want INW to be resource for community, whether someone is an artist, DJ, no matter what they do or how they live. I want to define and develop policies and programs to encourage and inspire people. More focus on community rather than art.
  
  
  • Accomplish: I want new board to leave with a unified vision and focus, and leave with goals and action items. I want other board members to step into leadership positions and ensure that we have direction in order to see the organization survive.

• Tabasco:
  
  
  
  • Why here? All my friends were doing it?! I’ve been an active member of the community for a really long time, and wanted to be involved with INW. Had to step away from community for a while due to work and other commitments. Now I have time to come back and feel that I have a lot to offer the community.
  
  
  • Want to do? Developing artist relations – grant cycles, creating resource lists, finding ways to help people do what they want (not just grants). Create a ‘database’ of artists, networks, available resources (both physical resources ie welder and soft resources ie skills)
  
  
  • Accomplish? Gain a greater understanding of processes, develop organization-wide goals and support each other in achieving those goals.

• CC:
  
  
  
  • Why here? This is one of two annual retreats that I find very important to attend. As for INW, this community is important to me, and I want to help the community grow.
  
  
  • Want to do? I am a very structured / logical person. I see the need for someone who is on top of documents, processes, structures so that everyone is on the same page and things get done: elections, producer calls, etc.
  
  
  • Accomplish? Tangibles – grant cycle, processes, etc.

• Stuart:
  
  
  
  • Why here? The reason I ran for INW is that I wanted to see us do more around art than simply providing grants to bring art to CM and Sea Comp. The direction I’ve taken with that up to this point is to focus on the Pratt scholarship
  
  
  • Want to do? In my final year of the board is to basically take the process I’ve started developing and hand them off new leadership and serve as a resource and to a lesser degree helping the new leadership accomplish their goals
  
  
  • Accomplish?
    
    
    
    • Find out who that new leadership is – have good idea
    
    
    • Start discussion on how the work I’ve begun continues and is supported
    
    
    • Grant cycles – in a larger scheme, an expansion and continuation of what I’ve started
      
      
      
      • Grant cycles in particular, gives us a change to say we have this much $$ to support ….
      
      
      • Scholarship based programs
      
      
      • Defining programs

• Tumbleweed (by proxy from Bucky):
  
  
  
  • Want to do? Create community resources, strengthen community through common work space, storage space etc, eventually buy a building where people can work on projects, have storage, and offer classes.

Membership

• We’ve discussed this issue at nearly every retreat, and always get stuck on the following issues:
  
  
  
  • What is a member?
  
  
  • Why would someone want to be a member?
  
  
  • Why do we want members?

• Currently the benefits of INW membership are:
  
  
  
  • Voting rights
  
  
  • Eligibility for Pratt scholarship

• Why do we want to change this?
  
  
  
  • Craig: We need to seek members. Members represent legitimacy for the board, which creates weight and the possibility to drive change. Membership implies collusion, agreement. Think of it as a voting bloc, it provides weight to the organization.
  
  
  • Tabasco: membership implies an interest in paying attention to what the organization is doing.
  
  
  • Bucky: A way to support what the community is doing, gain the ear of the community, create culture-bearers for the community ethos. Remind people that they are banner- carriers.
    
    
    
    • Q: Is that not more a role of BMS rather than INW?
      
      
      
      • Bucky: I think leading is important – standing for something. It’s not us being parental, it’s more about supporting a consistent message of community mores, reminding them of the principles to which they are committed.
  
  
  • Craig: Notes that the only required question on ‘Join INW’ page is ‘Do you agree to the Ten Principles?’.
  
  
  • Tabasco: what sort of community support resources (mini- grants, supporting potluck, etc) can we make available?
  
  
  • Does anyone feel that we don’t need to actively grow membership?
    
    
    
    • Stuart: I don’t understand the specific value to either INW or the individual other than the items outlined previously. Until I do have that understanding I don’t see a compelling argument for growing membership.
    
    
    • Bucky: greater membership does provide weight; that would provide leverage and opportunity (example: meeting with fire marshal to drive for more fire activity in Seattle)
      
      
      
      • Stuart: we clearly represent a larger group than our voting members, based on attendance at our events.

• Craig: event attendance does not equate to support for the organization. We should drive to increase awareness of INW at our events.
  
  
  
  • 
    
    
    
    • 
      
      
      
      • Tabasco: Experience, not numbers, provides that sort of leverage and audience.
    
    
    • Phill: increased membership makes us a more effective organization – by providing more direct access to the people we claim to represent.
    
    
    • Kay: summarizing – Increasing membership provides a more directed communication stream with more actively engaged members of the greater community.

• Why would someone want to become a member?
  
  
  
  • This has been heavily discussed in the past, with no real consensus.
  
  
  • There’s no real two-way communication with the board from the community.

• Kay: We need to develop tangible value to being a member: Let’s start developing a plan for WHY we want members, WHAT VALUE we offer to members, and HOW we execute on that growth.
  
  
  
  • Information drive / fundraiser.
    
    
    
    • Q: this is the type of event that I’ve been wanting to create, increasing awareness outside of the boots-pants community.
  
  
  • Bucky: We need to work on the “What’s in it for me?”, and drive towards engaged members.

• “What’s in it for me?” (as a potential member) – brainstorming
  
  
  
  • Highlighted indicates things we’re already doing, bold-highlighted indicates something we can do better, bold indicates something we’d like to do.
  
  
  • Art
    
    
    
    • Eligibility for art grants
    
    
    • Free
    
    
    • Representation to greater community
    
    
    • Direct contact – information – mainline
    
    
    • Opportunities
    
    
    • Resources, physical and educational
    
    
    • Access to grants, scholarships, workshops in the greater world
    
    
    • Vehicle for individual to fulfill artistic intentions
    
    
    • Access to a community of artists / labor pool
    
    
    • Ability to umbrella (fiscally)
    
    
    • Networking with other (local / national) artists
    
    
    • Vehicle for funding art – financial support and enablement
    
    
    • Opportunities to show work to general public
    
    
    • Art consumer has opportunity to access more art
    
    
    • Support artists within community – financially, volunteering
    
    
    • Fire art / sculptural
    
    
    • Education and training – increasing skills
    
    
    • Skills sharing (as an artist offering to teach others)
    
    
    • Apprenticeship / internships
    
    
    • Access (for INW) to endowments, grants, regional or national recognition
  
  
  • Community development
    
    
    
    • Direct access
    
    
    • Membership in a community that also follow the ten principles
    
    
    • Social network / friends
    
    
    • Safety net (as in, my house burned down)
    
    
    • Business networking – access to potential clients
      
      
      
      • Represented as links to Biznik, BMS, etc
    
    
    • Events
    
    
    • Calendar
    
    
    • Safe zone – let your freak flag fly
    
    
    • Hand-me-downs / sharing stuff / baby clothes
    
    
    • Belonging to something bigger than yourself
    
    
    • Intentional engagement in community (local)
    
    
    • Communication (lists, etc)
    
    
    • Shared resources
    
    
    • Collaborators
    
    
    • 365 burn – staying connected year-round
    
    
    • Cooperative opportunities
    
    
    • Connection to Burning Man
    
    
    • Communication between members

• 
  
  
  
  • Business
    
    
    
    • Client / customer base
    
    
    • Institutional advocacy
    
    
    • Business skill-building
    
    
    • Referral network
    
    
    • Development / Advertising
    
    
    • Opportunity to try new businesses / testing ground
    
    
    • Support for life-change events
    
    
    • Networking
    
    
    • Employee / employer base / labor pool
    
    
    • Certification – bartending, social work, licenses
    
    
    • Business listings – Awareness of BOBs (burner owned businesses)
    
    
    • Make more (or more meaningful) money
    
    
    • Ethical business

• 
  
  
  
  • Advocacy (analysis postponed for now, until possibly next retreat)
    
    
    
    • Visibility to greater organizations (such as Chamber of Commerce)
    
    
    • Discussing civic development
    
    
    • Raising awareness of community interests to local / regional political entities, arts organizations
    
    
    • Safety
    
    
    • Ten Principles
    
    
    • Supporting granted artists to fulfill goal agreed to with grant award
    
    
    • Interaction with BMORG
    
    
    • Interaction with local / regional civic authorities (police, fire, etc)
    
    
    • Facilities negotiation (for events, etc)
    
    
    • Commemoration (example: Seattle Memorial Temple)
    
    
    • Financial advocacy and support (example: Groovik’s Cube)
    
    
    • Education – share how this is done
    
    
    • Resource for other communities
    
    
    • Organizational development in other communities (around the nation)

• (Remainder of Membership notes below taken by Q)

• Kay: agenda update
  
  
  
  • membership for another hour
  
  
  • What kind of membership people get
  
  
  • Rest of day on granting
  
  
  • Tomorrow more on granting
  
  
  • Elections
  
  
  • Town hall

• Craig – asks, can we breakout at home to continue discussion

• Stuart – we do have a board meeting once a month

• Kay – yeah, sure

• Message with 3 or 4 bullets

• Regroup visually

• this is what we do

• this is what we’re doing, and want to do better

• this is what we want to do

• As an INW member I get? What’s in it for me?

• 365 (INW culture)
  
  
  
  • Membership is Free
  
  
  • Represents to greater community
  
  
  • Belong to something bigger than self
  
  
  • Participate in intentional community
  
  
  • Burn Night
  
  
  • Member only events
  
  
  • Education & Training
  
  
  • Radical Self Expression
  
  
  • Social Networking
  
  
  • Calendar
  
  
  • Communication, announcements
  
  
  • Communication between members
  
  
  • Communication, resources

• Create Art (realize artistic vision)
  
  
  
  • Access to grants
  
  
  • Opportunity create art
  
  
  • Fiscal partnership
  
  
  • Financial support
  
  
  • Vehicle to Fulfill artistic intentions
  
  
  • Presentation opportunities
  
  
  • Education & Training
  
  
  • Shared resources
  
  
  • Access to a community of volunteers

• Experience Art (I want to see, participate and support art)
  
  
  
  • Sea Comp
  
  
  • Critical
  
  
  • Fire Festival
  
  
  • Opportunity to see art
  
  
  • Access to community of artists
  
  
  • Support art
  
  
  • Fire Art
  
  
  • Public Art

• Motion to table Stump Speech; Let it percolate over night to allow for CC, Stuart and Marco into the conversation.

• End of notes taken by Q.

Non-Event Based Granting

• Why is this important to you? What does success look like?
  
  
  
  • Craig: It validates INW as a real entity and gives credibility to the organization. Success looks like having money in the bank to grant.
  
  
  • Bucky: Validation and motivation – validates the organization, supports overall goals and message. Success is twofold: internally, a broader range of art being funded / performed; outside the org, a successful grant program will increase standing within Big-A art community
  
  
  • Marco: Granting is part of our core mission – the money raised from the community should be returned in the form of art pieces. Success looks like two public non-event art pieces in the next year.
  
  
  • Q: granting is important in that it allows us to give back to the community. Success: broader access to the work that our community creates; recognition from organizations and communities outside of our own (LA & NYC are looking at us, SF thinks we’re crazy). Maybe this looks like a private collection, an INW-curated gallery of art for purchase.
  
  
  • Tabasco: INW should be creating opportunities, and grants are a large part of this. People in the community should have access to grants for creation. This brings our community closer together, presents opportunities for the community, and generates value that INW offers to the community.
  
  
  • Kay: Granting is part of our mission, is one of the reasons that this organization was created. It’s the right time – we’ve figured out the administrative issues and event production, now we can focus on this aspect which will be beneficial to our community. Success looks like an understandable outline on the website so that anyone interested can easily find out how to approach INW for grants for art, educational opportunities.
  
  
  • Stuart:
  
  
  • Phill: Important because it fulfills one of our main goals (supporting burner-based art in the NW) and is growing in need and interest outside of our events. Win looks like a policy that addresses the needs of community artist while maintaining community control and stewardship of funds.

• Q: Thoughts on grant process
  
  
  
  • We have money, it is our mission and responsibility to support art. We need to come up with an annual budget, schedule and “let’s go to dad” attitude with asking INW for project funding.
  
  
  • We’re at a place where we know how much we have to give away, figure out how to do so, and determine policies regarding how grants will be made available. Policy will create transparency.
  
  
  • Budgets generate opportunity for us to drive fundraising opportunities.
  
  
  • Scholarships are an additional category, and we can focus separately on fundraising for that particular category.

• Stuart: we should consider looking at granting – particularly budget decisions – holistically, so that we’re making budget decisions for both event and non-event granting at the same time.

• Bucky:
  
  
  
  • I don’t think that we should separate scholarships and grants for the time being.
  
  
  • I’d prefer a more ad-hoc system rather than structured periods (2x / 4x per year) which limit peoples’ opportunities to apply for grants.
  
  
  • Tabasco: Idea – deadlines, but with some floating money to accommodate emergency / missed-deadline requests

• Phill:
  
  
  
  • Cycle – whether ad-hoc or calendar based, we should have an eye to the artistic cycle of the year. No matter when we start, a calendar-based cycle will inconvenience someone. Perhaps we have a grant-cycle appeal process, but we also encourage artists to pay attention.
  
  
  • Combining / separating event, non-event, scholarships – view holistically but administer separately. Example: we have a hypothetical 100k to give away for the year, for entire grant pool. For ease of execution and clean book-keeping, we split that out into separate percentages for event, non-event and scholarships, each of which is administered separately.

• Marco: I think we should maintain scholarships / education opportunities from art grants as separate line items in the budget, but should consider event / non-event holistically.
  
  
  
  • We should study art grant opportunities – survey, find out when opportunities are available. Also, ask community what sort of opportunities would be useful. Should we discuss at Town Hall?
    
    
    
    • Phill – I think rather than Town Hall, we should consider focus groups along the lines of the Strategic Plan process.

• Goals:
  
  
  
  • Tabasco: Pilot plan – find some money and spend it on grants, as a educational opportunity and training wheels for determining process and evaluating how the initial process works.
  
  
  • Phill: Make decision about how to go about this, determine what processes need to be in place, what information needs to be gathered in order to move forward. I’m reticent to vote on spending money on a pilot program by the end of this retreat.
  
  
  • Marco: Identify public art opportunities for INW-funded art to be placed, use that as a driver for a pilot plan.
  
  
  • Bucky: In line with the pilot plan idea, we need to come up with a message out of this retreat that says we will grant x amount of money in y time frame.
  
  
  • Craig: I don’t understand the need for a cycle. Why not just let people come to us with requests when they need it?
    
    
    
    • Q: calendar is de rigeur – it’s how this is done.
    
    
    • Stuart: grant cycles are proven to work for INW – look at CM. It allows for scheduling / calendaring, planning.
    
    
    • Tabasco: opportunities do not come up equally throughout the year.
    
    
    • Phill: virtually every organization that gives away money uses a grant cycle. It’s industry standard. We do everyone a disservice by coming up with something non-standard.

• Kay: based on the amount of work we have to do for current granting and scholarships, we don’t have time. We should look at the INW unified theory, and figure out where the hole is. One grant cycle for the coming year that fits into a calendar hole.
  
  
  
  • Stuart: spin up the art committee to broker this process.
  
  
  • Q: Fire festival got funding yanked
  
  
  • Tabasco: SeaCompression, Fire Festival, CM as three event- based grants, and then another non-event based

• Proposal: (Stuart)
  
  
  
  • Come up with a framework for two buckets of money – educational opportunities and art grants. Art grant bucket is for both event and non-event grants, educational opportunity budget.
  
  
  • Determine rough ideas about cycle.

• Phill: Anything we can do at this retreat outside of general goals is somewhat arbitrary, as we don’t have enough information.

• Bucky: What if we gave event producers the responsibility of budgeting art and granting decisions instead of holding them separately and administering through INW.
  
  
  
  • Stuart – there have been issues of having the production team involved in granting process.
  
  
  • Phill: Producer has enough responsibility already; we need equity both actual and flamboyantly apparent, which is served by separation of production staff and art committee; I don’t necessarily feel that someone good at event production would automatically be good at art curation / granting decisions.
  
  
  • Tabasco: Separation helps to avoid decisions being made on theme issues, avoids issues of artists feeling jilted.
  
  
  • Q: I think it’s irresponsible to delegate that much to an unpaid position.
  
  
  • Marco: If the production job were for hire, I can see this change being worth considering.
  
  
  • Stuart: We have a process that works well now. Why throw it up in the air?

• Q: What information are we missing?
  
  
  
  • Phill:
    
    
    
    • legalities involved with creating a grant cycle
    
    
    • criteria for granted art
    
    
    • what are we defining as art for the purpose of this yet- to-be-defined grant process
    
    
    • what level of engagement do we have with the artist? Is there an advocate? If so, INW or third-party?
  
  
  • Tabasco:
    
    
    
    • What kind of applications will we be doing?
    
    
    • What do we need the art to do?
    
    
    • Determine what contracts look like, and whether they can be extended.
    
    
    • Grant decision process – some things might be bigger than CM grant requests.
    
    
    • How much money is available?
    
    
    • Deadlines?
  
  
  • Phill:
    
    
    
    • What do artists in the community need and want?
    
    
    • What cycle do they work on currently?
  
  
  • Bucky:
    
    
    
    • Hearing two types of things: specific things that our current system needs to address; what is in the new system (makeup of committee, etc). Process is separate from execution. We should sever items into columns for process vs. execution.
  
  
  • Tabasco:
    
    
    
    • Do we want to make this available to installation type projects (example: placing an Iron Monkeys tree in the pea-patch)?
      
      
      
      • Bucky: Proposal: When we receive a non-event art grant (as a member of INW); the AGC chair would then pass it on to the committee if it passes an initial scan.
  
  
  • Q:
    
    
    
    • Installation processes – what follow through is required (install / deinstall)? Passage is a great example of this.
  
  
  • Tabasco:
    
    
    
    • Better contracts / different considerations required for installation, etc.
  
  
  • Q: When a piece is granted, installed, de-installed, who owns it afterwards?

Fundraising

INW Board Retreat – Fall 2009 – Sunday 10/7/09

Budget Overview / Projection for 2010 – Marco

• Overview of event income / expenses / profit for events 2007-2009 Attach documents to notes

• Recommendation: make program granting decisions for a given year based on percentage of income from prior year, keeping a rough buffer to fund both events for the upcoming year.

• Accounts (round numbers are approximate):
  
  
  
  • Massive (Chase?) – 7,000
  
  
  • BECU Checking – 28,000
  
  
  • BECU Savings – 14,795
  
  
  • Chase Savings – 12,188
  
  
  • Chase Checking – 14,000 (some earmarked for B/IAS)

• Things that need to happen:
  
  
  
  • Determine what’s up with Massive account
  
  
  • Treasurer / B/IAS lead meet to determine what’s left in allocation (Chase Checking), transfer remainder to BECU
  
  
  • Annual Report

Elections

• Officers
  
  
  
  • President
    
    
    
    • Nominations: CC, Q
    
    
    • Elected: Karie Burns (CC Sallie)
  
  
  • Vice-President
    
    
    
    • Nominations: (deferred)
    
    
    • Elected:
  
  
  • Treasurer
    
    
    
    • Nominations: Marco
    
    
    • Elected: Marco Mazzoni
  
  
  • Secretary
    
    
    
    • Nominations: Bucky
    
    
    • Elected: Christian Jacobsen

• Committee Chairs
  
  
  
  • Arts: Qathi Hart (Q)
    
    
    
    • Interested Members: Tabasco, Bucky, Stuart
  
  
  • Events: (deferred)
  
  
  • Communications: Christian Jacobsen (Bucky)

• Marco: Recommendation: log all hours volunteered on INW business, and collect this as a budget line item.

Membership – Action Items

• Craig: recap of yesterday’s information
  
  
  
  • All: discussion / clarification of building membership framework and collateral materials, rather than building immediately towards a membership drive.

• Tangible goals:
  
  
  
  • Phill:
    
    
    
    • Coming up with pithy, repeatable definitions of what we already do
    
    
    • Determining how to make plans for programs in which we intend / hope to engage.
  
  
  • Tabasco:
    
    
    
    • Come up with a description for each item on our on- going project / program list
  
  
  • Bucky:  ?
  
  
  • Stuart: we need to focus on information architecture first and then various presentation formats (web, print, etc)
  
  
  • Kay: let’s focus on presenting that we’ve got our shit together. Let’s develop a goal for this process and start working on collateral materials.
    
    
    
    • Bucky: schedule suggestion
      
      
      
      • Oct 13th – draft of WIIFM
      
      
      • Oct 20th – board provides feedback on WIIFM, decides how to begin printing message
      
      
      • Oct 23rd – updated WIIFM content presented to board
      
      
      • By SeaCompression – develop materials delivery in print, web and/or other formats.
    
    
    • Marco: dead trees bad, printed materials will go to waste
    
    
    • Tabasco: this is a lot of information, we should focus on tangible information about what we’re doing now and where we plan to go with it.
    
    
    • ALL: discussion of extending INW brand as the ‘spark’ which drives the ‘engine’ of art opportunities.
    
    
    • Q: INW booth / self-portrait studio. Gives an opportunity to talk to people AND have a tangible takeaway (photo)
  
  
  • INW Booth / Q’s Self-Portrait Studio
    
    
    
    • Lots of interest
    
    
    • Printed / laminated materials
    
    
    • Membership sign-up opportunity?
    
    
    • Bucky / Q co-ownership of booth
      
      
      
      • Bucky owns communication
      
      
      • Q owns artistic face

• Potential future goals:
  
  
  
  • Membership drive – (tabled)

• See action items

Granting – Action Items

• ALL: open discussion

• Kay: we need to focus on dependability, repeatability, consistency and enabling success
  
  
  
  • Bucky: the existing process already covers all these.

• Q: we should develop focus groups, and engage with knowledge leaders in the community (Jordan Howland, Barbara Luecke, Rodman Miller). There are a lot of questions unanswered, and probably more we don’t yet know we need to ask.

• Marco: do we have an archive of all our granted art projects?
  
  
  
  • Stuart: That archive does not exist at the moment, but could be created at least for CM back to 2007. We should do this.

• Craig: There will always be people who say that we’re doing it wrong. We can’t respond to that, have to approach community in good faith. We can’t fear “you’re doing it wrong”, rather we need to welcome that (as artists and arts supporters / administrators).

• Phill: First off, I don’t care what people say (re “You’re doing it wrong”). My reticence (re perception) is that we float a pilot program without answering questions:
  
  
  
  • Spending the community’s money
  
  
  • Attempting to ensure that we are effective out of the gate.
  
  
  • It is results that win people over, not intentions.
  
  
  • If we come out with something ineffective or semi-effective, people won’t come back around.
  
  
  • Proposal: look at questions generated, have people step up to generate answers to these questions by 10/20 board meeting, by Nov board meeting have a vote on pilot program.
  
  
  • Stuart: propose that Art Committee begin the process for developing focus groups and engaging with though leaders. Bring proposal to the Nov board meeting.

• Bucky: Currently we have ~70k in the bank, soon that will approach 100k. I hear concerns about messaging.
  
  
  
  • Proposal: in the near future, there will be a SeaCompression art committee. If we expand that slightly, and encourage people to consider creating art for both SeaCom and after.
    
    
    
    • Stuart:
      
      
      
      • Pilot program is cart before the horse
      
      
      • I feel that we should NOT piggy-back an initial non-event grant offering on existing event-based granting processes.
  
  
  • Tabasco: I agree with Stuart’s proposal, but would amend to suggest that framework is presented by Oct board meeting.

• See action items

Smaller Line Items

• SeaCompression Producer process
  
  
  
  • CC: It went well. It would be useful to have a more standardized set of questions. I’ll be curious after SC to hear how they felt the process went.
  
  
  • Phill: Re Producer / Technical Director / Volunteer Coordinator – do we have information online that these are now peer roles and that these individuals are responsible for reporting outcome of their respective positions?
    
    
    
    • CC: they weren’t billed as either hierarchical or peer roles. They should be in contact with Veep / Event Chair.
      
      
      
      • Kay will contact

• Storage: Tumbles and Dane are absent, so tabled

• Pratt: How did it go?
  
  
  
  • Stuart: Went well! Cyra’s taking classes now, funding went smoothly.

• Contracts:
  
  
  
  • Bucky:
    
    
    
    • B/IAS deinstall contract has been reviewed by lawyer and Shunpike. Absent a few minor issues to resolve, it’s basically done.
    
    
    • We need to acquire legal representation for contract development.
    
    
    • Marco: We should contact Washington Lawyers for the Arts.
    
    
    • Bucky: contact WLA
    
    
    • Stuart: contact Kira
    
    
    • Kay: we should develop an internal page of contact resources. Phill and Kay will do it (just friends!).

• Shunkpike:
  
  
  
  • Bucky is new liaison. Nothing major on the burner with them at the moment.
  
  
  • Marco: re Groovik’s Cube – they will need to provide receipts for disbursement requests. We didn’t make this clear in advance. Corprew has been notified of this and taken this information back to the project team.
  
  
  • Kay: Yes, we need to strengthen our accountability systems around documentation and contractual obligations with artists who fall under our (Shunpike’s) umbrella.

• Sound: (Tumbleweed)
  
  
  
  • Marco: Harley’s system was purchased. TW wants to pay for repair of a subwoofer that stopped functioning at CM. We would take ownership of the equipment at that point.

• Town Hall:
  
  
  
  • We’ve had a lot of luck doing this on Monday nights, but we’ve also had well-attended events on Tuesday night (despite potluck).
  
  
  • Oct 26th

• 
  
  
  
  • Contact the following potential speakers:
    
    
    
    • Maria Partridge (Reno BRAF) – Tabasco
    
    
    • Danger Ranger – Bucky
    
    
    • Marian Goodell – Phill
    
    
    • Diem (BWB event) – CC

• Increasing retreat budget
  
  
  
  • Proposal: $1250 per event / $2500 annually
  
  
  • Phill: I think this represents a miniscule portion of our budget compared to benefits to community and organization.
  
  
  • VOTE: Proposal to raise annual event budget to $2500 (Kay raises motion)
    
    
    
    • Phill second
    
    
    • In favor: Q, CC, Phill, Kay, Tabasco, Bucky, Stuart, Craig
    
    
    • Opposed: Marco

• Scholarship for high school that created art at B/IAS?
  
  
  
  • Tabled to future board meeting

ACTION ITEMS

Agenda – particularly with large survey questions to be answered – should be sent out in advance.

Membership

• Oct 13th – Draft of WIIFM (Bucky / Phill / Craig) delivered to board electronically

• Oct 20th – Board provides feedback on WIIFM, decides how to begin disseminating message

• Oct 23rd – Finalized WIIFM content presented to board electronically (Bucky / Phill / Craig)

• By SeaCompression
  
  
  
  • Develop materials delivery in print, web and/or other formats. (Bucky / Phill / Craig)
  
  
  • Develop plan for INW booth (Bucky / Q)

Grant Cycles

• Oct board meeting: (Q / Art Committee) – thumbnail sketch

• Nov board meeting: (Q / Art Committee) – proposal

• Winter: enact proposal (focus groups, information gathering, etc)

• TBD: announce non-event granting program (at most optimal time – with Spring Town Hall as placeholder)

Communications Plan

• Town Hall announce – as soon as location is determined Officer announcements – once Veep role is filled INW booth / Self-Portrait Studio for SeaCom – soon