Minutes of Meeting 06-07-05

From YAHWiki

June 7, 2005 Meeting Minutes:

Present: Jen Buz Birget Matt Jim Jonah Angel Andrew Ann

Notes from pre- formal start of business:

Sustainability binder Jennifer: has a binder of stuff we've done. The binder goes through March. Ken maintained after that (lost apparently).

Things Ken left that need to be retrieved:

Final cut version of first show Notes

Promo: Need to make.

Minutes:

6:30 - 6:58: We fill out surveys & self evaluation

6:58: We review meeting minutes Clarification: What does it mean that Jen's role is ending? Jen: CCTV has limited resources, Idea was to devote a staff member (Jen) to get things started, then get the group to sustain itself. Jen will be staying at CCTV (permanently in fall) Jen will be able to attend meetings, but will have limited time offline.

7:05: We approve meeting minutes subject to the following changes:

• corrections to Jim's wacky spelling of "Agenda."
• Buz: clarification to minutes: He likes the way credits were done. Shots

chosen went well with text.

Jen: Ken didn't report roles (last week's action items) Jen wrote up her take on what Ken's role was.

Jen: Ken sent email to list noting that he was retiring. Expressed interest in not being contacted (by staff?). Jen suggests that Ken may be more responsive to individuals requesting information than CCTV staff.

Ken's contact info: 617-864-8675. ken@gottadance.org

Corey is in Italy. Not likely to play a large role in near future. May be back in September.

Ann: Proposal: postpone next show deadline. We will discuss after check-in.

Need clarification on promo responsibilities. Jim dolled out without getting adequate buy-in. Need to re-allocate this task.

7:19: Discussion of evaluation and survey Jen: First two pages are focused on self eval. Second two: Susan interested in result, CCTV/group interest.

Roles: Jen hands out voting stickers, 5 each, we rate top five Executive Producer (EP) and Administrative Coordinator responsibilities per role (roles listed on large sheets, one sheet per job)

Some debate over how to guide this process. Buz: Why are we doing this: Jim: At a point where we need to select new leadership. Good time do (re?)define or clarify roles before that kind of selection.

Jim proposes taking two minutes to optionally sticker list (and stop debate on good/bad idea), then go item by item as group (this approach has more buy-in).

7:37: Dot placement ends, Jen collects paper

Roles with no dots: EP: Draft mission/vision Marketing/publicity

3 roles get lots of votes: (essential) Check in to ensure progress Check in to ensure continuity Edit together final show

Jonah's observation: seemed like ken took on too much, overwhelmed.

Andrew : More roles might be better, make more people interested in taking on responsibility.

Jonah: since all segment producers have interest in getting stuff done, we should divide these responsibilities as equally as feasible.

Some gravity towards having one EP, but much of work is delegated.

Ann: We really had four people in leadership roles, and even they were stretched. More roles good.

Andrew : Roles defined makes people more willing to volunteer for those roles. Angel agrees:

Jen: Renaldo expressed interest in being editor.

Birget: Collaborative editing good, with someone ultimately responsible.

We discuss what small roles could be easily divided.

EP, Editor.

Matt: Would be good to get more communication as we approach deadline. What overall status of projects is.

Ann: Hope for more democratic group.

Andrew: single person responsible for each "section" of responsibility. Could be several people, but one person should be in charge.

Discussion about lower third graphics: Some problems with allocation of responsibility. Not clear who was accountable.

Ann: EP should be a "check-in" master

Jim, Ann: Real decisions should be group decisions, EP keeps track of what has been allocated and what is missing.

Ann, Andrew: We have to get ppl to volunteer, Use EP to police.

Buz: EP should be able to make decisions in emergencies

Jonah: as long at it doesn't involve forcing others to do things. Not likely to be possible

Jonah: Meetings are place to do check-in.

Buz: website good for keeping tabs.

8:05: lets do more role defining:

Ann: EP and meeting facilitator - same thing?

Ann: Meeting role - (shelved for now)

Editing role: Responsible for editing, may delegate. Andrew: editing coordinator. Helps editing individual pieces. This prevents surprises (late/long pieces).

other people like this.

Matt: editor should get more feedback from group on "final look" of show.

Jim: rough assemble possible if editor.

Buz: Ken assembled on paper, then did Final Cut timeline after submissions complete.

Jonah: needs to leave, has stuff he wants to show. Tuesday NG. Monday ok.

Andrew: can we roll up many other responsibilities into a single role? Ann: some lumping good, but more division good Andrew agrees.

Need for content overseer: make sure we follow rules, keep on task with "mission." Edie did a lot of this. Ann: Who has journalism skills? Andrew: I have some experience.

News Director role?

Angel: Multiple ppl with same title confusing.

Matt: too fine a role allocation won't generalize as group membership changes.

Andrew: check-in master should be executive role.

Ann: When we make changes to direction/focus, EP brings to groups attention.

Buz: who is in group that couldn't come today? Moogie, Steve. more?

Ann: Who decides on branding? Do we need to change this? Ann: also, branding? marketing/outreach? publicity?

Ann: proposes meeting leader role is a weekly rotating one Jonah: Want someone who is good at running meetings. May not be good for everyone.

Is timekeeping good for EP?

Angel: timekeeping & meeting minutes can't go together.

Ann: Rotating role could be good to keep people involved.

Jim: Want to take minutes, may not be best person for meeting manager role.

Angel: Meeting maker could be responsible, allocate minutes to others if needed.

Meeting Person should be given authority to table issues, keep on schedule.

Open studio coordination responsibility: Can be done through the EP.

Evaluation of content of show responsibility? Check / balance on group process.

Jim: News director could be responsible for making sure evaluation gets done. Check on EP.

9:04

Question: How to do meeting management in interim?

Buz: proposal: Adgenda starts with minutes review, agenda bashing, circulate roles, decide how to choose leaders. Check-in, Old business, Screenings. Jennifer will circulate complete agenda via email.

We decide to do another show "July 15th." Will revise this deadline after check-in next week.

Next meeting will be held Monday, 6:30 PM.

Meeting ends at about 9:10.

Jim took some notes on jobs and responsibilities delegated by those jobs.

EP role: Keep track of what has been done. Keep ppl accountable. Help people find crew (via CCTV liason) and help ppl find ways to meet other production needs. Outreach for news related classes (gives John an easy contact point)

Editing role: Edit final show Check in with segment producers to keep tabs on progress. Possibly allocate editing sub-tasks.

News Director role: Keep tabs on professional integrity.

  -Story leads
  -Good writer
  -following the rules
  (may coordinate reporters roundup)
  Delegate role of evaluating past shows, general state of show, process

Outreach director

  Marketing, Publicity
  New member outreach, recruitment

Meeting manager

  Maintain contact list
  Meeting reminders
  Agendas
  Handouts
  Archiving minutes
  Space reservation
  Timekeeping, meeting manager
  Minutes

Staff Liaison:

  Newsgroup maintenance - needs to be CCTV staff
  Access CCTV database to get crew contact info
  Announce classes

Agenda items not discussed at this meeting:

TODO: Finalize/approve mission TODO: branding