Ignition NW Board Retreat 09/15/07

Attending: Phill, Heather, Dane, Corprew, Brian, Marco, Stuart, Ali, Erin, Kay, and Ivan.
(Thanks to Marco and Phill for taking notes.)

Agenda:

  1. Discussion Ground Rules
  2. Goals
  3. Overview –
    • Where are we at
    • What have we done
    • Big goals
    • Role of the board to community
    • Exec committee
  4. Town Hall Logistics
  5. Strategic Plan - timeline logistics, etc,
  6. Austin/Art/Infrastructure
  7. Communication Plan –
    • What we have
    • What we need
    • Habitual patterns
    • Consequences of communication breakdown
  8. Town Hall agenda items discussion
  9. Board Packet/Manual
  10. Financial State - structure, working/not
  11. Events –
    • Goals
    • Takeaways
    • SeaComp '07/'08
    • Critical '08
    • Newbie Picnic '08
  12. Local community infrastructure
  13. Grant Process –
    • Projects
    • Partnerships
  14. Beyond TEITD
  15. Action Items


1) Discussion Ground Rules

Plea from Kay that we all acknowledge frustrations and be professional about it.

Raise your hand to speak.


2) Goals –

Not waste volunteer time – re: Communications group project that got canned.

Better defined communications process that will be followed.

A way forward – progress and not just change.

Why are we broken and frustrated? How can 'I' fit in and contribute.

Soapbox time – to understand the frustrations of the other board members.

Clear Action Plan regarding what needs to be done and who will do what.

Come out of this retreat, unified, energized, and cohesive.

What is Ignition NW is and why the community should care.

Improved communication plan.



3) Where are We At –

Accomplished quite a bit last year, mostly the Strategic Plan document, discussions led by Eric of Shunpike.

Good to be looking forward by planning future events.

Produced 2 events successfully

BRAF Project: Working w/SF, Mendocino, and San Rafael to place playa art in temporary locations, began discussions about bringing that kind of art to other places. Dane created a proposal to bring something to Burien with the cooperation of Ignition NW, Burien city council, and BRAF.

Goals: our two events.

Role of the INW Board, responsibilities to the community.

4) Town Hall Meeting Date: Wed, 10/10 at 7:30. Next Ignition NW meeting 2nd Thursday. Agenda Planning meeting Thursday Sept. 25th at 22 Doors on 15th Ave.


5) Strategic Plan – summarized and read aloud. Corprew will create/distribute a summary document which will be handed out at the Town Hall Mtg. Strategic Planning Committee split into 2 groups, one went to other groups for feedback (and got none), the other group put together some focus groups consisting of active members in the local Burner Community, John Q. Burner (not as active a participant), then 'Burn-curious'. These groups reviewed the strategic plan and their feedback was incorporated. Ali will have something on the calendar by 9/21.


6) Austin/Arts/Infrastructure –

Austin group who produces Flipside is making a bunch of money and is investing in infrastructure that they would like to share with other organizations like ours. One item is a national radio license that can be loaned out to Ignition NW for producing our events. Stuart offered to attend Flipside to be our liason. Heather reminded that we have as a goal the establishing of relationships between our group and other arts organizations. Corprew explained the structure of the Flipside org and offered to be the 'point person' in communication between our two organizations. Phill proposed the Corprew, Dane and Stuart be our orgs' reps. Corprew will create a 'letter of introduction' for us and will send it out by Oct. 1st.


7) Officer Positions –

President: In charge of the Art Committee (open to community, art granting, projects, galleries)

Also the public face of INW, calls the meetings, runs the meetings, assembles the

agenda, and delegates everything.

Vice President: In charge of the Events Committee.

Secretary: Chairs Communications Committee, takes minutes etc. (internal vs. external)

Treasurer: Insures there no conflict of interest in any expenditure of funds. A key member of

communications committee.

Phill gave a candidate's statement as to why he would like to be President and the Board agreed that he could have that role.

Ali offered to continue in her role as Treasurer which was agreed upon.

Corprew wants to be Veep due to his experience in dealing with the BM.org but he may not be available for the entire year.

Erin suggested that Brian consider the VP job. He doesn't think he could devote the time/energy required to do the role justice.

Dane has quite a bit of event production background but his day job is about to get intense.

He is worried that his duties with the Burien Arts Council may conflict.

Corprew then argued that Kay should step up to the Veep role. She seemed to accept her

destiny.


New Board Officers:

President: Phill Arensberg

Vice President: Kay Morrison

Secretary:

Treasurer: Ali Hosler


Snack Break


Meeting con't

Discussion about the Secretary position and the passing of the password/keys. The position

needs to be settled by Town Hall.

Duties: putting out the minutes of the meeting, put out a questionnaire to the community

If you think our communications aren't serving your needs, then what would?

Announce the Town Hall.

Brian put forth a motion to postpone the selection of Secretary until the next INW board

meeting.

Corprew countered with another motion that the role stay as is due to the password issue.


What steps do we need to take to effect change in our communication strategy.

Kay proposed a SWOT analysis – Strengths, Weaknesses, Opportunities, Threats.

Division of Internal vs. External communication.

Channels:

Existing – Lists and Emails (1 to Many and Many to Many)

BC/WA, SeaVent, Seattle Announce, Themecamp Lists, BM Van, PNW Crew,

MassEvents, Local Volunteer Org lists, Geographic Lists (Rat City Burners, BT-

Talk), UW Social Planning Lists, NW Tekno,


Lists we're not on: FAC, Party Volcano, OLY and PDX lists. Dorkbot, Oracle,

Biznik,


Websites: INW.org, BurningMan Seattle, Tribe, LiveJournal, Friendster,

Facebook, MySpace, BizNik, BurningMan.com, MeetUp, Upcoming,

Seattle Times, Crosscut, SLOG, CNET, CHAC, YouTube, BlackRockCity.org,

BurningRingOfFire.org, Youngstown, Massiveburn.org, WikiPedia, 43Places,

RealityAllStars.com, CouchSurfing.com, CurrentTV, general web-based media.

Events are also another channel for communication.


Potential: paper, direct mail, mainstream media, podcasting,


Brian wants to know what the channels are from the community to the INW board.

Corprew feels that we don't have enough of a 'conversation' with our community.

Heather has thought about this

1) Announcements and calls

2) Community needs to be able to come to us somehow

3) Community interaction – many to many

4) Board Member to Board Member


Heather proposes: everything we do needs to have a communication plan, communication schedule, single point of contact, identify the channels to be communicated to, and the target audience.

Dane proposes that we have a communication agenda item at the end of every board meeting – what needs to be communicated.

Marco proposed that all the events that Ignition NW board members show up be communicated to the community somehow – BeerFriday, Burn Nights @ the Lower Level, the Burner Salon. Corprew chimed in that the Rangers have something like this.

Kay agrees that we all need to get out into the community and make ourselves available for feedback.

Email is great, but it is not always the best way to communicate – somethings take a long time and a lot of work. Create a "Last Days" for BC/WA – Jackass was nominated to be the first scribe or 'BC/WA Ombudsman' – distill down the most random or sublime things that happen on the list each week. Brian would also like to see a 'photo of the week' posting – or get people to tag their pictures on Flickr so they can show up on the site (moderated of course) – and there needs to be some kind of written policy regarding the presentation of these photos.

There were other suggestions for DJ mixes, artists showcase, etc.

Suggestion about using "BaseCamp" as a lightweight project management tool.

Heather and Stuart will investigate some kind of project management solution by Halloween.


8) Financial Position:

Bank: approx $22k in the account.

We don't have a lot of overhead expenses, taxes, ShunPike, not much.


9) Events:

SeaComp '07 – location is secured, need to pay our deposit of $575 which is overdue.

last year's budget will be a starting point and the Producer will try to trim out as much as

possible. Will need to get strict about implementing a Zero Comp Policy. Phill discussed the

tiered ticket prices for volunteer, performer, participant, and full retail. Proposal was voted on

and accepted, but the topic will be discussed further at future meetings. Ivan will come up with

some suggestions.


Budget: $10k for venue, Lighting/elec $2000, overall $20k spent, brought in $28k.


SeaComp '08 – discussion about making it a street fair in Georgetown. Kay and Dane offered

to help research that.


Critical Massive '08: Proposed space is not a

permitted site that is 'under the radar' Discussion followed about keeping our event and

organization 'legit'. Phill wants to know can we find a long term use venue so we can have the

event year after year. Suitable spaces are hard to find.


Kay suggests that we have an event site search committee and keep track of different sites

investigated. 3 types of space: Critial camping site, SeaComp venue site, workshop/clubhouse

space.

Discussion ensued about the Exec Producer selection process and the 'submarine' announce-

ment of an event producer at last year's Town Hall. So Kay will start the actual process for

selecting a producer and announce that to the community. Erin suggest that we all read

through the 'Event Producer Selection' document.


Volunteer Management – Corprew feels we've treated our volunteers badly. Could be a mix of

systemic problems and individual issues. Perhaps a workshop for 'Volunteer Mgm't' would be

useful. Erin will set up something before SeaComp. Workshop could happen before every

event. Board and Team leads will attend this workshop.


10) Strategic Plan: reviewed the work in progress. Enact new programs and services, grant program,

locating space for the community. How do we raise money for arts related events beyond our

normal events. A meeting will be set up w/Eric of Shunpike to discuss this. Brian knows of

many individuals who have fund raising experience who want to contribute their skills to INW

but we need to be able to direct them toward some agreed upon goal. Stuart would like to see

a scholarship program to send someone to Pratt to take whatever class they want.


Erin volunteered to work on a 'volunteer' database cataloguing skills of the community.

Corprew mentioned that Biznik is already a repository of skills and talents. BurningMan

Seattle also has this kind of database. Brian suggests that neither of these are a good

example of what Ignition NW is trying to do. Stuart will put together a proposal for a Pratt

scholarship.


Erin mentioned 'The Fish List' email that goes out in Vancouver listing events and needs for

those events.


Last: Communication Plan recounting what went on at the INW meeting. 1st task is the 'Basecamp'

info setup and Stuart will ask for 10-15 minutes on the agenda of the 9/27 meeting to bring

people up to speed. http://www.basecamphq.com/

1) Letter to the community: recap of the major goals from the retreat, announce Town Hall,

discuss upcoming events, officer elections, Critical Event producer search (not related to the

retreat), also announce the 'board@ignitionnw.org' email address. Kay wants INW Board Bios



Action Items


  1. ACTION ITEM – Corprew will write to Flipside to start process by 10/1 *


  1. ACTION ITEM – Corprew, Heather & Ivan will meet to define Comm role and present to the board on the meeting of the 27th *


  1. ACTION ITEM – Corprew to talk to Jackass about becoming BCWA Ombudsman by 10/12 *


  1. ACTION ITEM – Corprew will send out SP summary by Saturday 9/23 *

Summary will be a hand out at Town Hall


  1. ACTION ITEM – Brian will approach photographers about regular site photos and design process for crediting, submitting and posting peektoors. Initial outline by 9/27 *


  1. ACTION ITEM – Heather & Stuart will investigate project management software by 10/31 *


  1. ACTION ITEM – Ivan to design the tiered pricing system/volunteer reimbursement for SeaCom '07*


  1. ACTION ITEM – Brian, Erin, Kay & Marco will develop space acquisition process and present to INW board on 10/27 *


  1. ACTION ITEM - Kay will begin producer search for CM, completed by Town Hall


  1. ACTION ITEM – INW Board will review and vote on producer selection process online by 10/1 *


  1. ACTION ITEM – Erin will develop a volunteer management workshop by 10/27*


  1. ACTION ITEM – Ali to call meeting w/ Shunpike to discuss adoption of SP and address revenue and arts development/funding – on calendar within the week *


  1. ACTION ITEM Stuart to take point of fund development of Pratt scholarship program by 10/27 – Proposal must include a selection process *


  1. ACTION ITEM Erin to investigate the creation of fund raiser/volunteer/technical skills/resources data base (as per SP item #4) by 10/27 *


  1. ACTION ITEM - Stuart will set up action items on Base Camp and will demo at 10/27meeting


  1. ACTION ITEM – All INW board members to create bios by 10/27


  1. ACTION ITEM – Communications plan result:

Retreat Update to come from the President

CM Producer call to come from VEEP

Communications update to come from Secretary

 
 
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