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