Archive:Board10/2010-5-02

SFC Board transition conf call June 2nd, 2010

attendees:
 * Parker Phinney
 * Parker Higgins
 * Aditi Rajaram
 * Kevin Donovan
 * Ben Moskowitz
 * Kevin Driscoll
 * Adi Kamdar

wiki page: http://wiki.freeculture.org/Board10/2010-5-02 we'll copy/paste these notes to this wiki page at the end of the mtng.

agenda: X* finalize agenda X* Recent work of the outgoing board (Faculty Advisory Board, fundraising, etc.) X* Alumni advisory board?
 * "Everyday" tasks for the Board
 * Long-term tasks for the Board - order of importance too: what needs to happen soon? what do we need to keep in mind for the next year?
 * SFC "Census"
 * We don't know these SFC Details - size (# of folk), spread (# of schools)
 * Details gathered about SFC... size? membership? spread?
 * Treasury tasks: monies (# of monies)
 * Incorporation tasks: 501c(3)
 * Recent Board work - faculty contacts, maintaining relations, etc?

the meeting will be over when we finish addressing each of the agenda items

Faculty Advisory Board

 * First step toward hiring, fundraising
 * Long-term benefit: formalizing relationships, intellectual kinship
 * Good asset for approaching donors, grant applications
 * Commitment: phone call every 6 mos
 * Short-term goal: get FAB on phone w/ incoming board
 * Might have to wait til fall semester

Board of Trustees

 * Responsible for fundraising
 * Timeline?
 * Hoped to do it before new board
 * But more time-consuming than we thought
 * Short term? 6 mos?
 * Take advantage of summer
 * Important for grant proposals
 * List of potential trustees are in a gdoc
 * Next steps?
 * Need assets: flyer about free culture with clear vision, history, accomplishments, etc.
 * Essentially a strong "pitch" + talking points;
 * See gdocs regarding vision and "one pagers"

Progress toward establishing organizational structures

 * Advising from Public Knowledge
 * See gdocs regarding vision and "one pagers"

Web refresh

 * Timeline: before December
 * Current site doesn't communicate who we are, what we're doing
 * Need to bring on-going campaigns "front and center"
 * Integrate identwittica, revive planet.freeculture.org?
 * Next step: "re-map" brainstorm

"Everyday" tasks

 * First step: Review last 12 mos of email and list the little everyday tasks
 * Some of these could be broken down and assigned to just one person
 * Second step: New board parses list / creates roles / something?
 * Simplify, clarify
 * n-step: Hiring someone to take on these daily tasks (see below)

Long-term Tasks

 * Hiring someone to take on these daily tasks
 * Figuring out the details of their position.
 * How to find them?
 * How to pay them?
 * Note: this is *in* the bylaws already
 * Some materials (gdocs) already exist

Conference 2011
Decide by July 1st


 * Where?
 * When?
 * Start early... at least 4 months before. 6 months is ideal.
 * Focus?
 * Include election in the conference agenda?
 * Historically: fall election, spring conference (historically = one-time precedent)
 * But totally up for revision
 * Might be the same event

Election

 * Need to create position / committee outside of board to manage this
 * Would be great to have these folks make decisions about running the election
 * Completely off the plate of the board

Census

 * 38 people emailed us about starting new chapters this year
 * How can we bootstrap this?
 * Revive "Year One"? This could be a group of SFC people outside of the board?
 * Next step: follow up with new chapters
 * Next step: follow up on existing chapters
 * Ask questions:
 * What resources do you need?
 * What sorts of things/activities/events have you been doing?
 * What materials can we send?

Monies + Nonprofit

 * We have money
 * We were underbudget for the conference; we were able to fly a lot of folk
 * We need to do 501c(3) stuff this summer

Alumni connections

 * Alumni Advisory Board?
 * Alumni network? Mailing list?
 * Task for new board

Paid web support

 * Few hours a week
 * Separate paid position from the coordinator
 * Assuming that the coordinator does not necessarily have the tech skills

Merch

 * Assess current tshirt situation
 * How much do we owe to Fred?
 * Can we simply buy him out? We have the cash.
 * Tshirts, buttons, etc?
 * can we get girl-cut tshirts?
 * Donovan has a bunch of shirts
 * CC (in SF) has a bunch of shirts and we might need to get them back from them
 * Aditi can get some of the shirts from Fred if he has any still

New chapters

 * Registration help
 * Organizing support ("year one")
 * Follow up, conact
 * "Buddy system"?

TODO

 * Ben M will give everyone access to the appropriate gdocs
 * Ben will spearhead re-imagining the web site
 * Potential NYC ("secks n teh city") f2f/afk/irl hack sesh, Parker + Ben + Aditi + ?
 * Driscoll can lead the "everyday tasks" review
 * Donovan will follow up on people on the new chapter list (this is in a gdoc, too)
 * By July 1: Determine rough date / location for 2011 conference
 * Driscoll leading conversation around "Year one" support for new chapters
 * Andrea will come up with a proposal for merch
 * Driscoll and Aditi will reimburse Fred for all the monies we owe him
 * Update website and announce new board
 * EVERYONE: send Ben a boom-headshot / glamour shot
 * Parker adds new people to board@

Next meeting

 * July 1, 5pm PT / 8pm ET