Austin Improv

Hey all,

We want to reschedule the April general body meeting for Sunday, April 8 from 1pm-3pm. No silly meeting on Improm day! Yay!

Also, if you have something you want on the agenda, please post it here or PM me by Sunday, April 1 at noon. Thanks!

hearts,
Mme Secretary

The 8th is Easter.

Damn those bunnies.

Heathens!

Let's please have this meeting some other weekend. Easter's going to be a really awful day for lots of people to come.

I know a lot of people might not celebrate this holiday, but there are some of us with families who do which include yearly gatherings.
Improm is of less importance than Easter in this situation.

I think Asaf is actually out of town on the 1st, and since he's basically heading things up we probably shouldn't have it on the 1st.
I'd say the 8th or 15th, with the understanding we'd be having another meeting on the 6th of May regardless.

There are 11 confirmed for the meeting on the 8th. It is a go. If you also plan to attend but have not emailed me about it, please do.

omg an agenda. this one's a little different, folks. our new md and our marketing chair have a list of proposals for us to vote on. they are listed below. many of them are in parts, so you don't have to vote down the whole because you dislike one clause. if you can't make it to the meeting feel free to send me your votes in advance and i'll be your proxy. if anonymity is a concern lemme know and we'll figure something out.

PROPOSAL A – Marketing
The AIC needs to up its profile in the Austin Arts community as a viable entertainment option. It is of the opinion of myself as Managing Director and Wes as Marketing Director that a huge leap needs to be taken to get the name of the AIC out there. This would require an increase in funding from the $50 typically allotted. Marketing should be the highest priority of the AIC as it will directly impact the revenue that AIC is currently building on.


Marketing Proposed Budget Plan for April-June

1) Ad buying funds
$250 (month)
plus
$1600 up front ($400 a month for four months to buy Onion ad *if* we can strike a deal with CTT or on our own)
This would be money solely used to buy print ads in local papers like the Chronicle, the Onion, and the Daily Texan (probably focusing on the two latter until school lets out). These ads would focus on advertising the website over specific shows and times.

2) Internal Flyering (a la Motorlbade)
$100 ($50 bi-weekly)
or
$50 a month (once a month run)
This would be used to pay someone within the AIC to serve as an internal Motroblade service. They would spend 4 hours every other week or once a month (depending on which plan is voted into place) posting flyers for all AIC shows and troupes around town. They would present a list of all the places they visited before being paid. Any AIC troupe could utilize this service.

3) Vinyl signs
$150 (approximate)
For 2-3 AIC vinyl signs with the AIC name, website, and logo on them for hanging at AIC events and shows.

4) AIC posters
$20 stipend for design work
plus
$20 for printing
For posters relating to the new ad campaign on helping out the AIC, for posting in the Hideout and CTT initially, and elsewhere as funds become available.

All prices are subject to some change based on various factors, such as timing, availability, and inflation. Allow 10% leeway in prices.

The Advertising Committee reserves the right to make changes to the proposal through Wednesday; so check back Thursday-Saturday before Sundays meeting.



PROPOSAL B – Venue Contracts
Contracts with the venues would alleviate two recurring issues in the AIC: 1) it would better delineate what it is that the AIC contributes from what the venues contribute, and 2) there would be expiration dates which would create a solid commitment to shows like Double Barrel and Threefer, thus alleviating the concern of these shows being suddenly terminated in favor of newer projects. These contracts would cover, but not be limited to, the following points:
1. Time limits on all shows with a chance for renewal or to opt out by either the AIC or the venue. Time limit minimum would be 4 – 6 months.
2. Delineate the tasks regarding marketing and staffing to the separate entities
3. Set in writing the split of the door
4. Establish guarantees from the performers to the venues in regards to attendance and maintenance
5. Establish liability for repairs to space

VOTE #B1: Should there be a contract with each of the venues?
VOTE #B2: Should this contract include time limits with a minimum of 4-6 months?
VOTE #B3: Should the contract include terms regarding liability in case of damage to space?
VOTE #B4: Should the contract include terms regarding performer guarantees of audience and maintenance?
People should feel free to contribute other items that should be included on these contracts, though I am not sure what the process would be on including them.

PROPOSAL C – Incorporation
Upon review of ACoT’s membership materials, it is the opinion of the Managing Director that the AIC should develop a path of self-sufficiency. The main reason for this is that ACoT seems incredibly disorganized and we would do best to protect ourselves and our assets if our bank account was not connected with them. The first in this step would be incorporating as a Not-For-Profit company. This would require a small fee $25 and would allow the AIC to open a bank account under its own Tax ID number as opposed to the ACoT number it is currently using. This would also set the foundation for the AIC filing for its own 501©3 status.

VOTE #C1: Should the AIC spend the $25 to incorporate itself independently as a not-for-profit status corporation?

PROPOSAL D – Consolidation of Events
There are a number of events that are not currently AIC events that include but are not limited to Wafflefest, LAFF, Iron Improviser and Same Year’s Eve. The AIC would benefit by having its name on these events as it builds its portfolio of accomplishments (which will be useful in the search for grants and donations). The events could benefit from being umbrellaed by AIC for the 501©3 status and the tax exemption that comes with it. This means, for example, that Wafflefest could receive in-kind donations such as the cooking materials or items for raffling for added revenue. In addition, all expenditures by the events committees (i.e. printing costs, equipment rental, etc.) would be cheaper through the tax exemptions.

VOTE #D1: Shall the AIC allow events to be umbrellaed under AIC’s 501©3 status in return for a portion of the door and the mandatory inclusion of the AIC logo on all event publicity materials?

PROPOSAL E – Membership
The work of the AIC is currently done as such: 20% of the members do 80% of the work. This is an inevitable dynamic as there will always be conflicts and priorities that will get in the way of deeper participation for many. There has been talk of punishments for not fulfilling certain tasks, but it is the opinion of the Managing Director that would be counter-productive. This proposal would instead be for a system of rewards. The steps of implementing this system would be as follows:
1. All current memberships would be voided at a certain date in the future.
2. All duties that currently exist (i.e. flyering, staffing of shows, clerical work, design, etc.) would be broken down and the specific tasks would have point values. For example, doing tech for a Friday night show would be 1 point., participating in a flyering run would be 2 points, etc. These points would serve as a currency that would give certain bonuses to the member troupes. Please note that for this:
a. Staffing of AIC shows would now no longer be done by the Scheduling Department.
b. The opportunity to perform would no longer require a hosting obligation. Groups could perform regardless of AIC membership.
c. Those without a current project would be able to register for an individual membership.
d. Side projects would be required to have a minimum number of AIC members involved to receive AIC benefits.
3. AIC members would then be given the opportunity to opt back into membership with the following requirements in place:
a. The inclusion of an AIC and/or ACoT logo on all troupe publicity materials.
b. Troupes would need to accrue a minimum number of points per troupe member per month of membership (The work required to attain these points would be comparable to the hosting duties currently being performed by troupes). These points would be transferable within the troupe. Unused points can be rolled over to the next month but cannot be counted towards the minimum for that next month.
4. Benefits of membership – It is proposed that these benefits be rewarded automatically with membership regardless of points accrued:
a. Access to 501©3 status and tax exemption.
b. Free admission to AIC events and shows.
c. Inclusion on the AIC homepage. Non-member projects would still be listed on the AIC calendar.
d. Banner ads on the AIC site.
e. Personal troupe site on the AIC server.
f. AIC member rates for certain classes.
5. Added benefits. Members may earn more points than the minimum to be used for added benefits. The hopes is that this will a) inspire some to step up more on tasks, b) reward those that tend to participate more, and c) make certain resources available through barter systems. Here is what that might look like:
a. In order to help meet or surpass my minimum point requirement, I offer free coaching to an AIC troupe for a set number of points. The troupe can pool their points together to meet the requirement and I can put the points I earn towards other rewards. People can offer other services such as web design, videotaping of shows, etc to earn points. These barter would have to go through the AIC to create a unified system.
b. The venues can become members of the AIC as well and enter the bartering system. For example, The Hideout can offer a select number of class slots for a designated point value. It can then cash in those points to do things such as get regular staffing for Saturday nights.
c. It is the hopes that as the AIC develops, so will its coffers. It is part of this proposal that in the future remaining points would equal a percentage of that monthly revenue. Thus, the more you work for the AIC, the bigger a slice of the pie you would receive on a monthly basis.

VOTE #E1: Should the AIC institute a point system in place of the current volunteering system which would be initiated no sooner than June 1, 2007?

VOTE #E2: Does the membership agree to roll back membership at a set date no sooner than June 1, 2007 in full recognition that this will eliminate certain benefits? Please note that this will not affect any troupe’s eligibility for performing in AIC slots.

Each benefit that stands to be rolled back should be voted on separately:
VOTE #E2a: Banner ads on AIC Site?
VOTE #E2b: Inclusion on the AIC homepage? (this would not affect inclusion on the AIC calendar
VOTE #E2b: Free admission to all AIC shows?
VOTE #E2b: Admission to all AIC events (i.e., Improm, Same Year’s Eve, etc.)?

I have a few questions that I'd like clarifications on, either here or in the meeting:

4) AIC posters
$20 stipend for design work

Are we hoping to have this designed internally? I hope so, because $20 for designing a poster is basically an insult.

4. Establish guarantees from the performers to the venues in regards to attendance and maintenance

I don't understand what this means. Is this implying that the performers will "guarantee" X number of audience members per show? If that's the implication, it seems a little...far-fetched. I don't need something in writing to motivate me to get butts in seats, nor do I feel that I should be punished for lack of audience (beyond the inherent punishment of having so few people seeing my show, and not taking much money from the show)

If the individual venues would like to start telling the performers to draw an audience or find a new place to perform, so be it.

Kareem, that piece is there for the benefit of the venues and is one of the reasons that they might choose to opt out of the agreement. It is basically putting in writing what is probably thought about anyway. Owners look at numbers while the performers do not. And numbers of a consistently low range could result in termination of a show. The difference in having it in writing is as it stands now, the venues could pull the plug at any time, and with a contract it gives the AIC time to turn numbers around. It is long-term thinking vs. the short-term operations that are currently in place.

I do not know, btw, what the specifics of those terms would be. My hope would be to have a commitee of people that would review the text on behalf of the entire AIC community.

I love to see all the work that has gone into this. I love that it is very thorough. However, if we're breaking sections B-E into different vote items, should we not do the same for the marketing proposal items in section A? I am in favor of the value in some of those things, but not others.

Also, is the yearly marketing budget going to be set at the dollar amountslisted for the months of April-June? Are those percentages of the funds we've earned/raised so far? I would prefer they be listed as a percentage of the AIC funds, and then show that the percentage comes out to be that amount. What happens in subsequent months when we may or may not have that much money?

Yes, you should vote individually on A1 through A4.

As for percentages, I need to talk to Erika about our finances and see what could work. But even with a percentage, there has to be a minimum to cover some cost. Right now, the advertising budget is $50 which is not enough to get anything.

Very nice work Asaf, I have a question about the membership which is probably muddying the waters without being asked but so be it.
On reading the point system, I have to admit I found it complicated and confusing. I can barely keep up with my phone minutes let alone this. This of course could just be motherhood and blonde hair dye making me dumb, but I got lost in there.
I’d prefer that troupes be responsible for hosting as they have been and perhaps some other level of support as yet to be named. I think a different system is needed, but this seems really complicated to me. I’d almost rather see a monetary system in place where a troupe could join for X amount per year but also agrees to host etc. The money could be used for marketing and jobs that people don’t like doing thereby eliminating those jobs. Individuals could also join but for less money. Like $100 per troupe, $25 per individual. Benefits would be listed per how much was paid for. (maybe gold membership, silver etc...)
Many political orgs do it this way and often non-profit boards demand their members pay dues.
Like I said, I'm butting in where not asked.....But if that option isn't open to negotiation that's cool.
The rest of AIC may not agree with me anyway, mean old Jules asking for people to part with their troupe cash!.

Great work Asaf!

I would like some clarification of the point system before I vote on it.

If the scheduling committee is no longer in charge of staffing then who will be?

The system for staffing the Friday shows with member troupes hosting, works very well. It increases motivation to show up and generally makes it more fun. I hope whatever replaces it will keep that aspect intact.

I agree with Julie that dues used for marketing would be nice.

Can you get points for staffing non AIC shows? Like the Saturday shows or side project shows?