| 2008 Retreat Agenda Draft |
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| Written by Brian Shaw | |
| Sunday, 14 September 2008 | |
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Playa del Fuego Board of Directors 2008 Retreat Table of Content Schedule Retreat Agenda Appendix A: Bylaws Articles of Incorporation Appendix B: Past Board Meeting Minutes Appendix C: Past Retreat Minutes Appendix D: Burn Budgets Balance Sheets Appendix E: Art Grants Playa del Fuego Board Retreat Schedule Friday 7:00 pm on: Set up camp/social hour/brainstorming Saturday 8:00 am - 8:30 am: Breakfast 8:30 am – 9:00 am: Information/Orientation for New Board Members 9:00 am – 10:00 am: Board Structure and Responsibility 10:00 am – 12:00 am: Financial Status and Planning (Jamie and Dave) 12:00 pm – 1:00 pm: Lunch 1:00 pm – 3:00 pm: Strategic Planning 3:00 pm – 4:00 pm: Afternoon Break 4:00 pm – 6:00 pm: Communication, Website and Wiki Content, Forums (Bink) 6:00 pm – 7:00 pm: Dinner 7:00 pm – 9:00 pm: PDF Community Involvement and Interaction - General 9:00 pm – on: Socialize and sleep Sunday 8:00 am – 8:30 am: Breakfast 8:30 am – 9:30 am: Formal Committee Reports/Review 9:30 am – 10:30 am: Community Involvement with and Accessibility to the Board (Maya) 10:30 am – 12:00 pm: Land Purchase and Site Search (Booger) 12:00 pm – 1:00 pm: Lunch 1:00 pm – 2:00 pm: Managing Volunteer Committees and Coordination 2:00 pm – on: *Open for Other Topics* A. Information/Orientation for New Board Members: A1. Preparing an orientation and information packet for new members B. Board Structure and Responsibilities: B1. Review current responsibilities as per the bylaws and previous retreat B2. Discuss responsibilities. Are we doing to much in some areas or not enough in others? Mayor, Regional Representatives, Department Liaisons B3. Discuss complaints of the community and what action to take. C. Financial Status and Planning: C1. Review expenses and income C2. Review maximum allowance for event budgets C3. Discuss projections for expenses and income C4. Discuss uses and budgeting for income over expenses D. Strategic Planning: D1. Review and assess organization goals D1a. Overall organization goals as a nonprofit D1b. Goals set in 2, 5, and 10 year plan at last retreat D2. Discuss progress and priority of goals D3. Discuss any new goals E. Communication, Website and Wiki Content: E1. Improving communication for planning committee, board of directors and community in general E2. Making planning meetings more accessible E2a. Holding meetings outside Balt-Wash area E2b. Improving communication technology (open meeting, streaming, etc) E3. Website review and progress E4. Website vs. Wiki, which should go on which E4. Forums vs. Email E5. Persons to communicate with outside media E6. Communication Plan – Who communicates what and when. E6a. Art Grants E6b. Tickets E6c. Changes in event. F. PDF Community Involvement and Interaction – General: F1. Discuss getting the PDF community more involved with itself F2. Discuss involvement between the PDF and other burns F3. Discuss involvement with larger local communities G. Formal Committee Reports/Review: G1. PDF Art Grants (Andy) G2. Outside Art Grants (Magorn) G3. Communications (Bink) G4. Finance (Jamie) – may not be necessary depending on C G5. Land Search (Booger) – may not be necessary depending on D H. Community Involvement with and Accessibility to the Board: H1. Review and formalize open nomination process H2. Discuss more board involvement and visibility at the event and year-round H3. Discuss the possibility of elected seats on the board H3a. Viability of electing board members H3b. Number, duties and requirements of elected positions H3c. Mechanism for elections – how to make fair and secure H4. Review board event and planning participation I. Land Purchase and Site Search: I1. General discussion and review of land purchase goals and requirements I2. Discuss strategy for buying land I3. Discuss land management and work load I3. Make action list for groundwork including financing options J. Managing Volunteer Committees and Coordination: J1. Review approval and dismissal of volunteer team leads. J1a. Develop a formal process. J2. Responsibilities of the board, planning committee and team leads |
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