Agenda for 7/30/06 General Meeting

[HerrHerr]

like any well-bonded troupe should.

Nope, doesn't sound gay to me one bit.

[xaq]

We always check the forums TOGETHER, like any well-bonded troupe should.

Well you *do* have the all-encompassing iconic image.

[deroosisonfire]

just a reminder to submit more agenda items. here is the rough agenda at the moment:

- poor show attendance
- AIC sponsorship of OoB
- revamping of 3-fer
- president
- host troupe responsibilities
- box office duties

anything else?

[arclight]

I propose we adopt more formal rules of procedure for meetings (Sturgis) and the minimal number of roles (officers) required to keep the meeting on track (secretary, chair, parliamentarian, etc.)

I propose we begin compiling a list of members so we can figure out who gets to vote at meetings and who the AIC represents. This is separate from any discussion of dues and responsibilities. I think that we should have a membership list by 10/1 at which point we can define rights & responsibilities.

I propose that solicit volunteers to 'own' each show slot and act as producer to ensure shows are properly staffed and managed.

I propose we replace the current 'nightly house troupe' system with individual availabilities and assignments managed by each show producer.

I propose that we solicit volunteers from classes or the general public to perform certain tech/house duties (mainly sound, light, and door/usher/cleanup) to grow the organization and pool of support personnel, draw people into classes, and to free performers from tech duties. Remuneration can be via comps, class discounts, t-shirts, etc. To avoid problems, box office should be done by or with an AIC person.

(Note: the "I propose..." keywords indicate an formal agenda item to be voted on vs "Wouldn't it be great if..." or "I think that..." which usually just start a discussion. "I propose..." is kinda stilted but it makes your intention clear.)

[Wesley]

I would like to propose that I step away from whatever leadership role I had on the advertsing committee and that someone else with more time step up to carry the banner for a while. Also, that we further define the responsibilities of such roles.

I will still be as involved as I can, but I have increasingly less time for it as far as organizing meetings and events and whatnot.

[erikamay]

i posted this earlier, but i think the site outtage issues/restores may have deleted my post.

so - i definitely want to discuss finances for 10-15. here is an overview of my talking points/updates:

1. Review of AIC balance to date. I will provide updates on cash that I have received thus far from the Hideout. Because Andy is out this week, this balance may not reflect a few weeks of show cuts.

2. Update on account status. I had planned to convert the AIC account from Compass (where it was set up with my social/personal info) to Prosperity (where the ACOT account will be). After emailing Andy on this, it seems like there are some outstanding items to complete to get this set up, which he said he will tackle on Monday (7/31).

proposal
For the time being, I propose to keep the funds as they are.

3. Summer camp checks/payment. Jeremy let me know that he has 3 checks written to the AIC. Until we can access the Prosperity account, there is no way to deposit these checks.

proposal 1
I propose we hold the checks, and payout camp teachers as discussed in Summer Camp meetings (which I was not privvy to the planning for payment, but it seems like the people involve should be compensated as was originally agreed upon?) in anticipation of having the account accessible no later than Tuesday, 8/1.

proposal 2
I also propose that any additional conversation on payment for teachers, etc. be agreed by the larger AIC, and not at the committee level to prevent confusion by all parties involved/keep it professional. This isnt a criticism of ANYONE - we all work hard with effort and sweat to make the place great. This is just a "lesson learned". Edited to add: this is also in keeping with our Feb 2006 agreement that any expenses paid by AIC over $50 must be approved in advance by AIC.

4. Discuss OoB proposal of taking all cagematch OoB cuts. This was proposed by Shannon earlier. Lets discuss and decide.

[beardedlamb]

president proposal coming tomorrow in the late evening hours. sorry for the delay.

beard

[shando]

What time is this meeting happening on Sunday?

[deroosisonfire]

1pm-4pm at the hideout.

(agenda to be posted today at some point).

[ratliff]

since that's at exactly the same time as shana's improvised singing class, i think the two should be combined into one activity.

we'll learn a lot about aic governance, and you'll have to make all your points in song, which will probably shorten the meeting. it will definitely make it more entertaining.

[Dave]

Rachel and I will be landing at the airpirt at 1. We will try to make it late if we are not bushed.

Dave

[deroosisonfire]

agenda is done. and it is here.

of course, any additions or corrections are welcome.

and a few notes:
- does anyone other than andy have the host troupe duties to announce at the meeting? he won't be there.
- we're going to talk about rules of order for the meeting. this was brought up at the march meeting and discussed at the april meeting. we need to make a decision or stop bringing it up.
- i added action items from last month's meeting to the end of the agenda so we can follow up and make sure things are happening.
- sorry i'm only doing half my secretary job. i'll do it all at the august meeting.

[nadine]

I'll be picking up Andy from the airport, if he arrives on time (1 pmish?) we should be at the meeting late.

[arclight]

The agenda has been wikified

[beardedlamb]

here she is. i think this is going to get voted on at this meeting so if you want to be heard and you are out of town, please speak here. i realize it's long, but i wanted to be specific.


"president" proposal July 27, 2006 – drafted by bearded lamb

i propose before this body of dudes and dudettes that the austin improv collective hire, assign, and designate a president (or other similar title that doesn't scare people) to oversee all of the collective's operations. this proposal does not have to be voted on as is. changes can be made before a vote occurs.

reasons to have a president:
- makes one person responsible for the general occurences of the collective. This makes one person the end of the line so that the accountability is no longer a circle. If something doesn't go right, they will be the fallguy and responsible for mending the situation
- it centralizes a lot of the decision making. rather than a lot of decisions being left up to committees that never meet or don't meet often enough to act fast, the president can act fast to capitalize on certain situations.
- technically speaking, if the collective elects someone the majority thinks will act as they would, things should be getting done according to the majority's needs and desires.
- a president eliminates some of the red tape that comes from having too many indian chiefs and not enough indians. in other words, we can't all be the leaders of the group. this is the cause of much of our current troubles.
- it's okay to have a hierarchy among the ranks. it doesn't mean one person has all the decision powers.
- a diffusion of responsibility occurs in the collective model. a group makes decisions based on different parameters than an individual. this is a psychological principle. people assume someone else will do whatever task the group has decided needs to be done. and when it isn't done, there is no one to reprimand for dropping the ball because everyone would have to point the fingers at themselves and everyone else.
- it is normal for a non-profit of our size to have a specific leader with over-arching powers. it is in fact an anomyly for a business of this size to not have a designated "president."
- I cannot think of any other successful artistic group that has no distinct leader. the closest is the Playground theatre in Chicago which is a co-op of sorts. But they elect a President and several officers, I think on an annual basis. the co-op part of it refers to the labor of maintaining and running the space. the shows are typically lightly attended and the theatre takes the entire door.
- behind every great group is a great leader.

examples from the artistic community:
- Bonnie Cullom for the Vortex Theatre
- Jason Neulander for Salvage Vanguard
- Ron Berry at The Blue Theatre
- Charna Halpern at Improv Olympic
- Zach Ward with Dirty South Improv
- Shannon Sedwick with Esther's Follies

duties:
- general overall supervision of the collective's activities.
- attends as many committee meetings as possible.
- participates as a committee member in the actions of any committee, as in, flyers whenever possible, helps clean the theatre as needed, helps schedule teachers and shows, etc.
- maintains open dialogue with committee chairs to make sure initiatives are followed through to their completion.
- maintains relationship with the various groups of the AIC and checks in periodically to get feed back from them on the operations.
- arranges and runs a monthly meeting with the committee chairs to check in and act as consultant. in this way, the president is the person who knows a little bit about everything, but specializes in nothing. the pres will see the accounting, the advertising, the education, the marketing, the show branding, the scheduling, and the maintenance of the space.
- develops and presents new initiatives and ideas to the collective at the general body meeting.
- develops a monthly report given to general bodiers about how things are going.
- evaluates the work done by committees and their chairs. reports to the general body about how things in each committee are going.
- evaluates the show producers (as in Roy and Kaci for Double Barrel) and reports to the general body about how the shows are going.
- oversees the duties and operations of the Hideout house manager as well as any interns the AIC hires.
- maintain bookkeeping for the shows.
- divides monies up for the groups.
- deposits monies into the bank.
- pays whatever bills the collective accrues, i.e. advertising, credit card, etc.
- coordinate with Hideout staff to make sure the theatre is cleaned and maintained on a regular basis.
- in general, to make sure someone else is doing what needs to be done in a timely manner or to do it themdamnselves if it isn't getting done.

specific powers:
- has access to the AIC bank account and AIC check book.
- has access to the Hideout Office.
- has the ability to recommend the removal of someone from the collective as proposed at a general body meeting, i.e. a show producer or delinquent troupe the pres. feels is lacking.
- has access to a petty cash account for collective emergencies.
- hires and fires any paid employees on behalf of the collective, right now the only one being the house manager.

pay:
president will be paid a stipend of $100 a week and will be expected to work 20+ hours, with the PLUS being emphasized.

checks and balances:
- reports to the general body meeting.
- can not spend over $50 without prior approval from four committee heads.
- can not make certain moves as stated elsewhere in this proposal without approval from the general body.

term limits:
- president will maintain the title for one year after which point the collective will decide if they should continue as the president.
- president can resign with one month's notice.
- president can be removed by the general body at any general meeting if a vote of 80% or more dictates such. quorum must be met for this to hold. quorum should be some percentage of acting committee heads and general AICers. (maybe from 50-80%)

probationary period (just for first president):
- the general body will create an evaluation for the president at 3 months and present it at the next upcoming general body meeting.
- the first president will serve for a probationary period of no less than 6 months after which the collective will decide if the person should continue as president or if the the job should be dissolved altogether.

This list may not be the total scope of duties and powers given to the president. If any question of this proposal's scope arises, hopefully better judgement by the pres. will prevail.
As I've said, it's not unusual for a group of our size and scope to have a president or likewise titled position. It centralizes the decision making, makes one person accountable, and should improve the general operations of the collective over time. Continuing to operate in our current state, means we will constantly be frustrated with the work ethic of others, and unable to feel satisfied that any initiative will be carried out properly.

Thank you for listening/reading.
Jeremy