2010 05-08-burn t-entity_formation_proposal-final


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  • See http://en.wikipedia.org/wiki/Forming,_storming,_norming_and_performing
  • Removed at Chloe’s request: mOOseman and T-Comp should be set up to earn enough revenue that is sufficient to cover their costs and replenish or moderately grow a “prudent reserve” post-event   driving large profits should not be a key objective
  • The board of directors – typically responsible for governing, not direct day to day managementBoard of directors being re-elected on a regular basis is common but not requireddecide every so often to have elections, members can run and can serve as officersmembers elect board of directors, directors typically appoint the officers, officers managedirectors can meet once a month, check in, make sure things are running smoothly.  problems must be fixed if they come up (people to be removed from the group, etc. if they threaten the status)  example - storage space - quartermaster - keep tabs of what we own, issue monthly report, indicate any problems. directors are legally and financially liable, must stop illegal activities if they are aware of them(example - if someone puts something in to print that is slander or libel)Insurance can be purchased (expensive) if there is a chance of something going in to writing - blogs, newsletters, etc.  if you have a non profit formed and showed responsibility, liability is removed.directors will only be pursued legally if negligence is involved.  It has to be shown that the individuals were being negligent for people to be charged not the company.
  • 2010 05-08-burn t-entity_formation_proposal-final

    1. 1. BurnT Entity Formation Proposal<br />May 8, 2010<br />2 – 4 PM<br />
    2. 2. Let’s make this meeting flow smoothly<br />Easy House Rules<br />
    3. 3. Please…<br />Hold questions and comments until the end (take notes)<br />Clarifications are OK<br />Turn off cell phones and other electronics<br />Try not to disrupt the meeting when taking washroom breaks<br />Keep in mind that this is just a proposal. No decisions have been made.<br />Respect the “talking stick” and keep comments and questions friendly<br />
    4. 4. Let’s Light this Fire!<br />Thank you for pARTicipating<br />Agenda:<br />Why are we here?<br />What is the “Entity Team”?<br />Why did we do this?<br />What are we talking about today?<br />What are we not talking about or doing at this meeting?<br />Next Steps and Timing<br />Question & Answer Period <br />Social!<br />
    5. 5. Why are we here?<br />Present “Entity Team” recommendations for formalization of BurnT<br />What is the “Entity Team”?<br />Not an elected body<br />Comprised of volunteers; anyone can participate<br />Went through an iterative discovery and definition process  good learning<br />Spent 9 months in 2008; picked up again 2010<br />Membership and level of involvement varied<br />
    6. 6. We had lots of spare time and thought we’d burn that time by sitting around pontificating about our favourite past time<br />Seriously… We’re at the 3rd stage of group development<br />Forming<br />Storming<br />Norming<br />Performing!<br />Where we all want to be<br />Why did we do this?<br />
    7. 7. Why did we do this?<br />Define, clarify and get agreement on what BurnT is and what it’s pARTicipants stand for<br />Identify, agree on and establish ways to make different types of decisions<br />Identify what types of decisions BurnT needs to make and how<br />Identify what roles we need; define the purpose and scope of the roles<br />Ultimately manage liability & risk<br />
    8. 8. Why did we do this?<br />Open opportunities to access benefits & resources (i.e., for non-profits)<br />Figure out whether, and how to acquire and manage assets (e.g., generators, lights, storage space)<br />Surface other interests and concerns that hadn’t been previously considered<br />Because we love our community!<br />
    9. 9. What are we talking about ToDay?<br />Mission, Vision, & Strategy<br />Guiding Principles<br />Governance Structure - roles & responsibilities<br />Bylaws, rules, codes (e.g., of conduct)<br />Membership<br />Decisions and Decision-making <br />Legal entity type<br />What needs to be done next<br />
    10. 10. What are we not doing at this meeting?<br />Talking about specific events, past, present or future<br />Addressing Burning Man/other organizational affiliations<br />Making decisions<br />Voting <br />Setting anything on fire!<br />
    11. 11. What is our purpose?<br />Mission<br />
    12. 12. A mission statement defines the purpose of an organization.<br />BurnT's Mission is to pARTicipate, collaborate and foster: <br />sustainable community --- art --- events --- projects<br />through… <br />self-expression --- mutual celebration --- self-reliance<br />information-sharing --- gifting <br />in a manner that is… <br />fun --- creative --- respectful --- responsible --- civic-minded <br />
    13. 13. Where do we want to go?<br />Vision<br />
    14. 14. A vision statement describes an organization's goals and aspirations.<br />BurnT's Vision is to: <br />continue to grow in a sustainable manner beyond our current membership and volunteer community through radical community leadership while supporting an annual outdoor event, an indoor fall event and outreach events (e.g., newbie picnic)<br />evolve beyond an event-oriented community to include more continuous forms of participation (e.g., special interest groups like DON (Department of Nerdery)) <br />direct community resources (e.g., assets, documented learnings) towards artistic expression that continues to be showcased beyond the BurnT community<br />produce more and more performance and installation art that ultimately encourages participation<br />create and maintain space for networking and community building, such as: - communications tools (e.g., websites, listservs, wikis) - workshop space <br />put the ART in pARTy!<br />
    15. 15. Are we on the Same page and right Path?<br />The Mission and Vision<br />Were written in 2008 and presented at the December 1stBurnT Town Hall meeting<br />Reflected the entity team and community’s sentiment at the time<br />Were well-received by the community<br />Were not tweaked or edited except “civic-minded” was added<br />Were put on hold to work on other important topics like decision-making<br />Ask yourself<br />Do the Mission and Vision still work for BurnT in 2010?<br />Do revisions or additions need to be made?<br />Note<br />Becoming a fund-raising group and Burning Man franchise were specifically excluded. <br />Does this still reflect the wants and desires of the community?<br />
    16. 16. How are we going to get there?<br />Strategy<br />
    17. 17. A strategy lists the specific actions required to enable the long-term goals of the vision.<br />1. Get Organized <br />Establish a decision-making process ASAP <br />Form an organizational & governance structure (e.g., Board of Directors, committees, subgroups)- Identify & agree on structures - Describe roles, responsibilities & accountabilities (e.g., Managing body, Team leads, Ombuddies, Listserv moderators)<br />2. Formalize Operations <br />Register legal entity <br />Elect a Board of Directors and Team of Functional Representatives<br />Establish policies, guidelines, bylaws, etc. <br />Obtain insurance as required <br />Manage finances, membership, communications, etc. <br />3. Secure Infrastructure & Equipment <br />Venues <br />Tools & materials <br />Workshop space/clubhouse to work in and display projects<br />
    18. 18. Roots for laying a stable foundation<br />Guiding Principles<br />
    19. 19. Guiding Principles<br />The following list is not definitive, but rather some sample principles that were discussed and recommended for adoption: <br />Most of Burning Man’s 10 Principles apply as-written<br />Need to consider spirit and practicality of “radical inclusion”<br />Ask: Should we follow a “one degree of separation” approach?<br />Politics and religion should remain out of the scope of community -related discussions, events and decisions<br />Membership growth should be manageable and sustainable <br />Ask: Does size matter and how big is big enough for BurnT and its events?<br />BurnT should be operated for fun  not as a business with similar motives as, or in competition with other professional party or art groups<br />A “prudent reserve” to bootstrap BurnT-sanctioned events and fund future events’ creative projects that are in-line with our Mission and Vision should always be maintained (e.g., $5,000)<br />
    20. 20. Guiding Principles<br />“Fundraiser” events should be clearly designated and promoted as such, and be for specific projects<br />The entity should be strictly staffed and run by volunteers who choose to contribute of their own volition up to their financial, material, and other abilities<br />Ask: Should volunteers should be compensated to pARTicipate?<br />E.g., “comp-ing” or otherwise funding performers, leads, etc. <br />Advanced emergency services and security services may be paid for at the discretion of the elected BurnT representatives (not event team)<br />While civic or charitable work is not a core objective, it is not out of scope should a community member wish to organize this type of effort and rally the community around it (e.g., Habitat for Humanity)<br />
    21. 21. Beyond Basic Guidance…<br />Bylaws, codes, rules, etc. still need to be explored and established<br />This should be done throughout the rest of the year and presented to the community<br />Ultimately should be put in place by the elected community representatives<br />
    22. 22. What roles do we need to get things done?<br />Governance Structure<br />
    23. 23. Proposed Governance Structure<br />= Principal Lines of Communication<br />The “A” Team (5 – 9)<br />“Bobble Heads” (~12)<br />Committees, Teams, Special Interest Groups<br />BurnT Community<br />
    24. 24. The “A” Team<br />Commonly known as the “Board of Directors” (BOD)<br />5 – 9 members<br />Elected by the community<br />“Trusted servants”<br />1 or 2 year-term<br />Set community policies, bylaws, etc. with Community Managers<br />Make wide-reaching, persistent decisions<br />Define financial targets, allocate and manage budget<br />Final decision-making authority (if necessary)<br />Legally responsible for the community  also must file taxes; deal with lawyers, insurer, landlord, etc.<br />Meet periodically to discuss key community matters<br />Accountable to community<br />Ensure accountability of Community Managers, committees, etc.<br />
    25. 25. The “Bobble Heads”<br />Commonly known as the “Officers”<br />Typical positions: President, vice-president, secretary, treasurer<br />For BurnT, no “president” or VP<br />“Trusted servants”<br />Develop policies and procedures with BOD<br />Manage the day-to-day activities of the community <br />Appointed by BOD or elected by community (TBD)<br />Accountable to BOD and community<br />12 Positions:<br />Secretary/ Administrator<br />Communications Coordinator<br />Events Coordinator<br />Quartermaster/Goods Manager<br />Treasurer<br />Public Relations/Media Coordinator<br />DON Chief<br />Community Safety Manager<br />Art Coordinator<br />Ombudsperson/Referee<br />Archivist/ Librarian<br />List Moderator<br />
    26. 26. Committees, Teams, Special Interest Groups<br />Address specific purpose (e.g., an event, website, project) <br />“Trusted servants”<br />Could be formed on ad hoc basis<br />Volunteers just sign up<br />No specific term<br />Follow community policies, bylaws, etc.<br />Overseen by the “Bobble Heads”<br />Accountable to “Bobble Heads” and community<br />Request budget from, and manage budget allocated by “Bobble Heads”<br />Make decisions of for specific event or purpose <br />Could be of limited temporal duration (e.g., event theme) or longer term (e.g., website functionality)<br />Depending on the type of decision, must seek “Bobble Heads” and possibly community approval<br />
    27. 27. Other Roles<br />Ombudsman/Ombudswoman/“Ombuddy”<br />addresses issues that require discussion and mediation <br />an independent advocate<br />similar to a Ranger<br />Auditors<br />As required to vet operations and practices<br />Expert Service Providers<br />As required (E.g., EMS, security, accounting, legal)<br />Members!<br />
    28. 28. Seeking systematic ways to achieve agreement<br />Decision-making<br />
    29. 29. Decision Types<br /><ul><li>By Community  Wide-reaching with significant, persistent impact
    30. 30. E.g., how we will make decisions; legal entity to form; elections
    31. 31. Made by Referendum, elections or similar votes with a significant substantial majority (i.e., with minimum quorum)</li></ul>By Committee/Team  Purpose/event-specific, limited temporal or reaching impact<br />E.g., mOOseman/T-Comp theme; venue selection<br />Made by event organizers with input from the community<br />By Elected Representative/Agent<br />E.g., <br />i) “Bobble Head” appointments <br />Made by The A Team (Note: could also be voted in by community-wide election)<br />ii) New events to sanction<br />Made by The Bobble Heads<br />iii) Wristband colour<br />Made by event team lead<br />
    32. 32. Community-wide Voting Approach<br />A minimum number of voting members will be required to vote to form a decision by majority<br />Everyone<br />1/2<br />2/3<br />All eligible voters<br />e.g., 100 members<br />“Quorom” of voters<br />50 members<br />(1/2 of all eligible voters)<br />Majority vote<br />33 or more members<br />(2/3 of Quorum)<br />
    33. 33. Decisions and Decision Types<br />The following is a list of decision categoriesin the order of priority they need to be dealt with that was identified by the Entity Team: <br />Leadership and Management<br />Funds and Assets/Financial Management<br />Art Grants<br />Principles<br />Code of Conduct<br />Communication<br />Event Types, Themes<br />Official vs. Non-official Status (e.g., for the Burning Man LLC)<br />Usage of Non-BurnT Expert Services (e.g., accounting, sound equipment set up)<br />Schedules<br />Accountability<br />A long list of actual specific decisions that fall under each category was drafted and is available for further discussion. Some of these decisions are listed on the following slides.<br />
    34. 34. Sample BurnT-specific Decisions<br />What governance structure, guiding principles, bylaws, codes, etc. to adopt<br />Which roles, responsibilities and accountabilities to implement<br />Terms of positions<br />How to run elections<br />How to set event objectives, leadership, management, approach, date, format, budget, etc.<br />mOOseman<br />T-Comp<br />Newbie picnic<br />How to determine which new events to sanction, fund, etc.<br />
    35. 35. Sample BurnT-specific Decisions<br />How to manage BurnT “brand”  logos, symbols, tag lines, protection of brand, representation<br />How to communicate internally and outwardly <br />How to associate with BMHQ and other groups<br />Whether, which and how to engage professional/expert services<br />Which and how to fund community skills development, projects, groups<br />Whether, which and how to acquire assets and how to use them<br />How to allocate art grants<br />
    36. 36. Who gets to vote?<br />Membership<br />
    37. 37. Are you in?<br />What does it mean to be a member?<br />Opportunity to pARTicipate in community decision-making<br />Must have pARTicipated in at least one past BurnT activity (e.g., mOOseman, T-Comp, Town Hall) <br />Must register each year (on a TBD renewal date)<br />No minimum pARTicipation requirement, but pARTicipation is encouraged<br />What does one need to do to become a member?<br />Just sign up!<br />Provide name and an email<br />List past BurnT activities<br />State why do you want to be involved?<br />No fees or red tape<br />The initial list as identified by us<br />Based on past participation, known affiliation  email invites will be sent<br />Membership Wrangler/Manager will manage the membership list until a Secretary can be identified<br />
    38. 38. To incorporate or not to incorporate? Is that the question?<br />What Type of Legal Entity and Why<br />
    39. 39. Looked at other BM communities and other similar local groups<br />Entity types considered:<br />Coop<br />Collective<br />Society<br />Corporation<br />For profit<br />Non-profit<br />There are legal requirements that must be met pre- and post-incorporation (details later…)<br />Let’s lock down the cornerstones of who we are, what we stand for and how we operate before incorporating<br />Recommendation due to fit for our type of community and the benefits it will provide us<br />Options and Recommendation<br />
    40. 40. Where to from here?<br />Next Steps<br />
    41. 41. Next Steps<br />Review and revise timeline (See next slide)<br />Flesh out Guiding Principles, Bylaws, etc.<br />Sign up members<br />Establish a mechanism(s) for voting<br />Make Big Decision about making decisions<br />Agree on governance structure and elect A Team, Bobble Heads<br />Create “shell” non-profit for mOOseman and TComp???<br />Discuss topics on BurnT list, at events, etc.<br />Send specific feedback or questions to email address: <br />burntentity@gmail.com<br />
    42. 42. 2010 Timeline<br />Elections, BurnT Entity Up and Running in early 2011! <br />May 8 – BurnTBFM<br />May 8 – Membership registration for voting purposes begins<br />June 3 & July 8 – Town Hall meetings with Q&A about proposal<br />July 15–Push for Membership and voter registration to participate in initial vote ends<br />July 21 – August 4 – Vote on proposed Decision-making Methods<br />August 5 – Town Hall meeting to reflect on mOOseman and present outcome of Decision-making vote<br />July and August – Tweak proposed Governance Structure with feedback from the community<br />October 7 – Town Hall to present final proposed Governance Structure<br />October 20 – November 3 – Vote on proposed Governance Structure<br />November 4 – Town Hall meeting to present outcome of Governance Structure vote<br />December 2 – Town Hall to reflect on T-Comp and present initial candidates<br />January 6, 2011 – Town Hall to present final list of candidates <br />Mid-January 2011 -- Elections<br />May<br />June<br />July<br />August<br />September<br />October<br />November<br />December<br />
    43. 43. So what do you think?<br />Questions and Answers<br />