3.4.07 General Body Meeting

[deroosisonfire]

Starting the agenda here. Deadline is midnight on Saturday, February 24.

- we'll be voting on a Managing Director. The job is solely oversight. It is salaried at $100/month, beginning at completion of the first month. Submit candidacy here.
- we're going to discuss the AIC leaving show production. To officially vote on anything we need proposals on the agenda. I'll start a thread for this discussion, and request that only the final proposals be put here.

What else?

[deroosisonfire]

I will run for the Managing Director position. My agenda is to stop taking on cool AIC projects that nobody will really complete. I want us to do fewer things and do them better, so that the AIC is a support structure for improvisers and not a source of guilt and/or stress. Plus I am already secretary, so I am already extremely familiar with the structure of the AIC.

hearts,
CdR

[Wesley]

I would like to propose we discuss the media storage capabilites of the AIC (i.e. a central repository for image and video storage instead of everyone's individual accounts) / an organized effort to populate any existing system with content.

I would also like to talk about the Informal Class Process (though that will fall under the Advertising Committee update portion).

I'll also provide an Advertising Committee update on what we talk about in our Monday meeting.

[deroosisonfire]

bump! get agenda items to me by sunday.

[deroosisonfire]

Austin Improv Collective Meeting Agenda,
March 4, 2007
1:00pm – 4:00pm

I. Finance (Erika) 1:10 – 1:20
a. Monthly report

II. Social (Valerie) 1:20 – 1:30
a. Improm plans!

III. Scheduling (Roy) 1:30 – 1:35
a. Monthly report

IV. Advertising (Wes) 1:35 – 2:05
a. Monthly report

V. Fundraising (Julie) 2:05 – 2:10
a. Monthly report

VI. LAFF (Julie) 2:10 – 2:15

VII. AIC Structure 2:15 – 2:30
a. Committee definitions (CdR)
b. MD election

VIII. Informal Classes (Wes) 2:30 – 2:40

IX. AIC Media Storage (Wes) 2:40 – 2:50

X. Improv in high schools (Asaf) 2:50 – 2:55
a. Update

XI. New business

[Wesley]

I'll have my Advertising Committee description rewritten today.

If you could include on the printouts so I don't forget under Advertising:
a. monthly report
b. budget
c. helping the advertising committee
d. Informal Classes update
e. Flyering Roundtable recap and next roundtable discussion topic

Under Fundraising, please include:
a. Monthly Report
b. ACOT contact update

Under Media Storage please include:
a. General graphics and raw files (AIC, Theater, troupe logos, etc)
b. Media photos
c. general photos
d. Advertising archive (old show flyers, etc)

Under New Business, please include me for:
a. O. Henry Pun-off show
b. Create Austin Initiative Update
c. New troupe Incubator Page
d. Something else I meant to speak about but cannot remember now.

[Roy Janik]

Okay, due to IBM sending me to Raleigh for a week starting Sunday, I'm not going to be able to attend the meeting. Therefore, here's my update on Scheduling.

*TRANSITION*
I've now officially taken over scheduling from Dave Buckman. Orf and Sara Farr are also assisting when/where applicable. Buckman is still responsible for booking TNA, but I will coordinate with him where appropriate.

I plan to keep the basic process Dave Buckman used before. That is, the schdule will be posted both to the AIC Schedule forum and sent out to a large e-mail list of AIC members and related people. In addition, I'll be making the schedule availabe via Google Docs. This is the preferred way to view it.

*ORDER*
In the next schedule MAY/JUNE, I'd like to start scheduling the order troupes perform as well as the overall lineup. This is to avoid last-minute confusion the night of a performance, and to give the shows some shape. Obviously, the show order might change if circumstances dictate that they do. For the current schedule, I took a stab at coming up with a show order for 3-fers and The Double Barrel. Feel free to use this as a starting point for show order during the next 2 months.

*ONLINE CALENDAR*
I'd like someone to take responsibility for keeping the austinimprov.com calendar up to date. This has been talked about, but I don't think anyone's taken responsibility for it. Ideally, there'd be someone who would spring into action whenever the new schedule is posted.

*HOSTING QUESTION*
Ted proposed on the forums that troupes be scheduled to host the night that they're performing. This would enable improvisers whose "nights out" are limited to take a more active role in hosting.

Logistically this is somewhat difficult, though not impossible.

I personally prefer to keep my hosting and performance nights seperate.

Thoughts?

*CAGEMATCH*
What help, if any, does Coldtowne need from the AIC for hosting the Cagematch, now that it's moved?

*SPACE*
Space in the schedule is more limited than ever. In general, troupes are getting about 2 slots in the schedule. This isn't likely to change without some restrictions being placed on smaller troupes, one-offs, or out of town visitors. But what those would be or if they'd be a good idea is anyone's guess. Troupes looking to have more shows can look to TNA, Encore, or the Cagematch.

[improvstitute]

*HOSTING QUESTION*
Ted proposed on the forums that troupes be scheduled to host the night that they're performing. This would enable improvisers whose "nights out" are limited to take a more active role in hosting.

not just for those of us with limited nights out, but to lighten everyone's improv load to make a little more room for all the other things we all want to do, but don't have time for...just to clarify

[Jules]

Fundraising Report
3/4/07

DSI Fundraising Event
Not AIC aligned BUT raised over $1000 for two troupes
Charged $15 for every seat
Obtained donations
Relentless tip jar action

Very good example of an organized effort on a short time line
The place for improvement is that guests could not write off any donation they made.

Garage Sale is being held on March 11, 2007 at Coldtowne 10:00 am
Jeremy Lamb is leading this effort
Flyers are designed
Jeremy is picking up materials this weekend.
He needs volunteers to help make this sucessful

Wes Bain and Julie Lucas are arranging a meeting with ACOT

Michael McGill will utilize information from the ACOT meeting to move on a comprehensive data base.

Julie has begun discussions with Andy to ask for sponsorships for Wafflefest.

[deroosisonfire]

Members present: Valerie W, Christina dR, Wesley B, Julie L,
Andy C, Asaf R, Kristin F


Improm
- we’ll be in CTT
- late March or early April
- Sunday evening
- Tami and Val are co-coordinating
- medieval prom theme
- will spend within budget,natch

Scheduling
(written by Roy, in his POV)
*TRANSITION*
I've now officially taken over scheduling from Dave Buckman. Orf and Sara Farr are also assisting when/where applicable. Buckman is still responsible for booking TNA, but I will coordinate with him where appropriate.

I plan to keep the basic process Dave Buckman used before. That is, the schdule will be posted both to the AIC Schedule forum and sent out to a large e-mail list of AIC members and related people. In addition, I'll be making the schedule availabe via Google Docs. This is the preferred way to view it.

*ORDER*
In the next schedule MAY/JUNE, I'd like to start scheduling the order troupes perform as well as the overall lineup. This is to avoid last-minute confusion the night of a performance, and to give the shows some shape. Obviously, the show order might change if circumstances dictate that they do. For the current schedule, I took a stab at coming up with a show order for 3-fers and The Double Barrel. Feel free to use this as a starting point for show order during the next 2 months.

*ONLINE CALENDAR*
I'd like someone to take responsibility for keeping the austinimprov.com calendar up to date. This has been talked about, but I don't think anyone's taken responsibility for it. Ideally, there'd be someone who would spring into action whenever the new schedule is posted.
Andy will post on the forum asking someone to take it on for 6 months.

*HOSTING QUESTION*
Ted proposed on the forums that troupes be scheduled to host the night that they're performing. This would enable improvisers whose "nights out" are limited to take a more active role in hosting.
Logistically this is somewhat difficult, though not impossible.
I personally prefer to keep my hosting and performance nights seperate.
Thoughts?
Troupe can express preference and Roy will take this into consideration in scheduling.

*CAGEMATCH*
What help, if any, does Coldtowne need from the AIC for hosting the Cagematch, now that it's moved?

*SPACE*
Space in the schedule is more limited than ever. In general, troupes are getting about 2 slots in the schedule. This isn't likely to change without some restrictions being placed on smaller troupes, one-offs, or out of town visitors. But what those would be or if they'd be a good idea is anyone's guess. Troupes looking to have more shows can look to TNA, Encore, or the Cagematch.
Up to Roy’s discretion. Use the shows for what they were designed for.

Finance
- Erika’s report
- payouts in cash but have been recorded in excel spreadsheet to keep track of payments to artists
- wants funds to purchase Quikbooks Pro for non-profits for $150
- proposed new budget
- CdR will post pertinent things on the forums

Advertising
- only Wes and Andy attended the last advertising meeting
- has attempted to split the committee into positions, but has had little response

[deroosisonfire]

We spent the rest of our time discussing why so few people were at the meeting. The former leaders are all burnt out. Nobody wants to step up and take leadership positions.

The result of our discussions is that Asaf has volunteered to take on the position of MD for a period of 2 months. He will be contacting individuals in charge of AIC projects. I'll let him talk about his plans for growing the community.

[Asaf]

Hey all,

My main projects for this week are as follows:

1. Learn what projects are currently running under the AIC banner and define the milestones for those projects and help the people involved with them create realistic deadline schedules.

2. Learn where there are holes in the workforce and make proposals on prioritizing the projects more effectively as well as breaking down tasks into so that troupes can more easily help with a more manageable commitment.

Through this I am hoping we can better structure the way that tasks are assigned, managed, and most importantly completed.

Also, there will be better light shed on what the role of the AIC is in all of this.

I will be scheduling meeting with the various department heads as well as anyone who manages projects. If you happen to be that person, feel free to contact me to schedule a quick phone session or face-to-face. I guarantee to keep each meeting a strict cap which we will decide beforehand.

I can be reached via yesandasaf[at]gmail[dot]com or 917 851 8728.

[Miggy]

We spent the rest of our time discussing why so few people were at the meeting. The former leaders are all burnt out. Nobody wants to step up and take leadership positions.

Leading Brands and, I believe, IFE were on camping trips (separartely). Sorry for not being in attendance.

The burn out issue seems ever present. I know I am burned out with another organization I manage - all organizations have these ebbs and flows - new folks eventually fill the bench with energy and old-timers once given a break can come back with greater vigor. It happens. I'm lining up and training my replacement on that board now and I would argue that that pipeline was harder to fill. The AIC is a lot more interesting work so we should be able to deepen our bench here with time and effort.

I guess my reponse, in short, is: don't despair.

-Mike