BURNT ENTITY FORMATION PROPOSAL

May 8, 20102 – 4 PM

Let’s make this meeting flow smoothly

EASY HOUSE RULES

PLEASE… Hold questions and comments until the end (take

notes)• Clarifications are OK

Turn off cell phones and other electronics

Try not to disrupt the meeting when taking washroom breaks

Keep in mind that this is just a proposal. No decisions have been made.

Respect the “talking stick” and keep comments and questions friendly

LET’S LIGHT THIS FIRE! Thank you for pARTicipating Agenda:

• Why are we here?• What is the “Entity Team”?• Why did we do this?• What are we talking about today?• What are we not talking about or doing at this meeting?• Next Steps and Timing• Question & Answer Period

• Social!

WHY ARE WE HERE? Present “Entity Team” recommendations for

formalization of BurnT What is the “Entity Team”?

• Not an elected body• Comprised of volunteers; anyone can participate• Went through an iterative discovery and definition process

good learning• Spent 9 months in 2008; picked up again 2010• Membership and level of involvement varied

Where we all want to be

WHY DID WE DO THIS? We had lots of spare time and thought we’d burn

that time by sitting around pontificating about our favourite past time

Seriously… We’re at the 3rd stage of group development• Forming• Storming• Norming• Performing!

WHY DID WE DO THIS? Define, clarify and get agreement on what BurnT is

and what it’s pARTicipants stand for

Identify, agree on and establish ways to make different types of decisions

Identify what types of decisions BurnT needs to make and how

Identify what roles we need; define the purpose and scope of the roles

Ultimately manage liability & risk

WHY DID WE DO THIS? Open opportunities to access benefits & resources

(i.e., for non-profits)

Figure out whether, and how to acquire and manage assets (e.g., generators, lights, storage space)

Surface other interests and concerns that hadn’t been previously considered

Because we love our community!

WHAT ARE WE TALKING ABOUT TODAY? Mission, Vision, & Strategy

Guiding Principles

Governance Structure - roles & responsibilities• Bylaws, rules, codes (e.g., of conduct)

Membership

Decisions and Decision-making 

Legal entity type

What needs to be done next

WHAT ARE WE NOT DOING AT THIS MEETING?

Talking about specific events, past, present or future

Addressing Burning Man/other organizational affiliations

Making decisions

Voting

Setting anything on fire!

MISSIONWhat is our purpose?

A MISSION STATEMENT DEFINES THE PURPOSE OF AN ORGANIZATION.

BurnT's Mission is to pARTicipate, collaborate and foster:

sustainable community --- art --- events --- projects

self-expression --- mutual celebration --- self-reliance

information-sharing --- gifting

fun --- creative --- respectful --- responsible --- civic-minded

in a manner that is…

through…

VISIONWhere do we want to go?

A VISION STATEMENT DESCRIBES AN ORGANIZATION'S GOALS AND ASPIRATIONS.

BurnT's Vision is to: • continue to grow in a sustainable manner beyond our current membership

and volunteer community through radical community leadership while supporting an annual outdoor event, an indoor fall event and outreach events (e.g., newbie picnic)

• evolve beyond an event-oriented community to include more continuous forms of participation (e.g., special interest groups like DON (Department of Nerdery))

• direct community resources (e.g., assets, documented learnings) towards artistic expression that continues to be showcased beyond the BurnT community

• produce more and more performance and installation art that ultimately encourages participation

create and maintain space for networking and community building, such as: - communications tools (e.g., websites, listservs, wikis) - workshop space

• put the ART in pARTy!

ARE WE ON THE SAME PAGE AND RIGHT PATH?

The Mission and Vision• Were written in 2008 and presented at the December 1st BurnT

Town Hall meeting• Reflected the entity team and community’s sentiment at the time• Were well-received by the community• Were not tweaked or edited except “civic-minded” was added• Were put on hold to work on other important topics like decision-

making

Ask yourself• Do the Mission and Vision still work for BurnT in 2010?• Do revisions or additions need to be made?

Note• Becoming a fund-raising group and Burning Man franchise were

specifically excluded. • Does this still reflect the wants and desires of the community?

STRATEGY

How are we going to get there?

A STRATEGY LISTS THE SPECIFIC ACTIONS REQUIRED TO ENABLE THE LONG-TERM GOALS OF THE VISION.

1. Get Organized • Establish a decision-making process ASAP • Form an organizational & governance structure (e.g., Board of Directors,

committees, subgroups)- Identify & agree on structures - Describe roles, responsibilities & accountabilities (e.g., Managing body, Team leads, Ombuddies, Listserv moderators)

2. Formalize Operations • Register legal entity • Elect a Board of Directors and Team of Functional Representatives• Establish policies, guidelines, bylaws, etc. • Obtain insurance as required • Manage finances, membership, communications, etc.

3. Secure Infrastructure & Equipment • Venues • Tools & materials • Workshop space/clubhouse to work in and display projects

GUIDING PRINCIPLESRoots for laying a stable foundation

GUIDING PRINCIPLESThe following list is not definitive, but rather some sample principles that were discussed and recommended for adoption:

Most of Burning Man’s 10 Principles apply as-written• Need to consider spirit and practicality of “radical inclusion”• Ask: Should we follow a “one degree of separation” approach?

Politics and religion should remain out of the scope of community -related discussions, events and decisions

Membership growth should be manageable and sustainable • Ask: Does size matter and how big is big enough for BurnT and its

events? BurnT should be operated for fun not as a business with

similar motives as, or in competition with other professional party or art groups

A “prudent reserve” to bootstrap BurnT-sanctioned events and fund future events’ creative projects that are in-line with our Mission and Vision should always be maintained (e.g., $5,000)

GUIDING PRINCIPLES “Fundraiser” events should be clearly designated and

promoted as such, and be for specific projects The entity should be strictly staffed and run by volunteers who

choose to contribute of their own volition up to their financial, material, and other abilities• Ask: Should volunteers should be compensated to

pARTicipate? E.g., “comp-ing” or otherwise funding performers, leads, etc.

• Advanced emergency services and security services may be paid for at the discretion of the elected BurnT representatives (not event team)

While civic or charitable work is not a core objective, it is not out of scope should a community member wish to organize this type of effort and rally the community around it (e.g., Habitat for Humanity)

BEYOND BASIC GUIDANCE… Bylaws, codes, rules, etc. still need to be explored

and established This should be done throughout the rest of the year

and presented to the community• Ultimately should be put in place by the elected

community representatives

GOVERNANCE STRUCTUREWhat roles do we need to get things done?

PROPOSED GOVERNANCE STRUCTURE

The “A” Team (5 – 9) “Bobble Heads” (~12)

Committees, Teams, Special Interest Groups BurnT Community

= Principal Lines of Communication

THE “A” TEAM• Commonly known as the “Board of Directors” (BOD)• 5 – 9 members• Elected by the community• “Trusted servants”• 1 or 2 year-term• Set community policies, bylaws, etc. with Community Managers• Make wide-reaching, persistent decisions• Define financial targets, allocate and manage budget• Final decision-making authority (if necessary)• Legally responsible for the community also must file taxes; deal

with lawyers, insurer, landlord, etc.• Meet periodically to discuss key community matters• Accountable to community• Ensure accountability of Community Managers, committees, etc.

THE “BOBBLE HEADS” Commonly known as the “Officers” Typical positions: President, vice-president, secretary, treasurer

• For BurnT, no “president” or VP “Trusted servants” Develop policies and procedures with BOD Manage the day-to-day activities of the community Appointed by BOD or elected by community (TBD) Accountable to BOD and community 12 Positions:

Treasurer

Secretary/ Administrator

Communications

Coordinator

Art Coordinator

Ombudsperson/Referee

Archivist/ Librarian

Events Coordinator

List Moderator

Public Relations/Med

ia Coordinator

DON ChiefCommunity

Safety Manager

Quartermaster/Goods Manager

COMMITTEES, TEAMS, SPECIAL INTEREST GROUPS

• Address specific purpose (e.g., an event, website, project) • “Trusted servants”• Could be formed on ad hoc basis• Volunteers just sign up• No specific term• Follow community policies, bylaws, etc.• Overseen by the “Bobble Heads”• Accountable to “Bobble Heads” and community• Request budget from, and manage budget allocated by “Bobble

Heads”• Make decisions of for specific event or purpose

Could be of limited temporal duration (e.g., event theme) or longer term (e.g., website functionality)

• Depending on the type of decision, must seek “Bobble Heads” and possibly community approval

OTHER ROLES Ombudsman/Ombudswoman/“Ombuddy”

• addresses issues that require discussion and mediation • an independent advocate• similar to a Ranger

Auditors• As required to vet operations and practices

Expert Service Providers• As required (E.g., EMS, security, accounting, legal)

Members!

DECISION-MAKINGSeeking systematic ways to achieve agreement

DECISION TYPES By Community Wide-reaching with significant, persistent impact

• E.g., how we will make decisions; legal entity to form; elections• Made by Referendum, elections or similar votes with a significant

substantial majority (i.e., with minimum quorum)

By Committee/Team Purpose/event-specific, limited temporal or reaching impact• E.g., mOOseman/T-Comp theme; venue selection• Made by event organizers with input from the community

By Elected Representative/Agent• E.g.,

i) “Bobble Head” appointments Made by The A Team (Note: could also be voted in by community-

wide election) ii) New events to sanction

Made by The Bobble Heads iii) Wristband colour

Made by event team lead

COMMUNITY-WIDE VOTING APPROACH

A minimum number of voting members will be required to vote to form a decision by majority

Everyone

All eligible voterse.g., 100 members

1/2

“Quorom” of voters50 members

(1/2 of all eligible voters)

2/3

Majority vote33 or more members

(2/3 of Quorum)

DECISIONS AND DECISION TYPESThe following is a list of decision categories in the order of priority they need to be dealt with that was identified by the Entity Team:

Leadership and Management Funds and Assets/Financial Management Art Grants Principles Code of Conduct Communication Event Types, Themes Official vs. Non-official Status (e.g., for the Burning Man LLC) Usage of Non-BurnT Expert Services (e.g., accounting, sound equipment set up) Schedules Accountability

A long list of actual specific decisions that fall under each category was drafted and is available for further discussion. Some of these decisions are listed on the following slides.

SAMPLE BURNT-SPECIFIC DECISIONS What governance structure, guiding principles,

bylaws, codes, etc. to adopt Which roles, responsibilities and accountabilities to

implement Terms of positions How to run elections How to set event objectives, leadership,

management, approach, date, format, budget, etc.• mOOseman• T-Comp• Newbie picnic

How to determine which new events to sanction, fund, etc.

SAMPLE BURNT-SPECIFIC DECISIONS How to manage BurnT “brand” logos, symbols, tag

lines, protection of brand, representation How to communicate internally and outwardly How to associate with BMHQ and other groups Whether, which and how to engage

professional/expert services Which and how to fund community skills

development, projects, groups Whether, which and how to acquire assets and how

to use them How to allocate art grants

MEMBERSHIPWho gets to vote?

ARE YOU IN? What does it mean to be a member?

• Opportunity to pARTicipate in community decision-making• Must have pARTicipated in at least one past BurnT activity (e.g., mOOseman, T-Comp,

Town Hall) • Must register each year (on a TBD renewal date)• No minimum pARTicipation requirement, but pARTicipation is encouraged

What does one need to do to become a member?• Just sign up!

Provide name and an email List past BurnT activities State why do you want to be involved? No fees or red tape

The initial list as identified by us• Based on past participation, known affiliation email invites will be sent

Membership Wrangler/Manager will manage the membership list until a Secretary can be identified

WHAT TYPE OF LEGAL ENTITY AND WHY

To incorporate or not to incorporate? Is that the question?

Recommendation due to fit for our type of community and the benefits it will provide us

OPTIONS AND RECOMMENDATION Looked at other BM communities and other similar local groups Entity types considered:

• Coop• Collective• Society• Corporation

For profit Non-profit

There are legal requirements that must be met pre- and post-incorporation (details later…)

Let’s lock down the cornerstones of who we are, what we stand for and how we operate before incorporating

NEXT STEPSWhere to from here?

NEXT STEPS Review and revise timeline (See next slide) Flesh out Guiding Principles, Bylaws, etc. Sign up members Establish a mechanism(s) for voting Make Big Decision about making decisions Agree on governance structure and elect A Team,

Bobble Heads Create “shell” non-profit for mOOseman and

TComp??? Discuss topics on BurnT list, at events, etc. Send specific feedback or questions to email

address: • burntentity@gmail.com

2010 TIMELINE

• May 8 – BurnT BFM• May 8 – Membership registration for voting purposes begins• June 3 & July 8 – Town Hall meetings with Q&A about proposal• July 15–Push for Membership and voter registration to participate in initial

vote ends• July 21 – August 4 – Vote on proposed Decision-making Methods• August 5 – Town Hall meeting to reflect on mOOseman and present

outcome of Decision-making vote• July and August – Tweak proposed Governance Structure with feedback

from the community• October 7 – Town Hall to present final proposed Governance Structure• October 20 – November 3 – Vote on proposed Governance Structure• November 4 – Town Hall meeting to present outcome of Governance

Structure vote• December 2 – Town Hall to reflect on T-Comp and present initial

candidates• January 6, 2011 – Town Hall to present final list of candidates • Mid-January 2011 -- Elections

June July August September October November DecemberMay

Elections, BurnT Entity Up and Running in early

2011!

QUESTIONS AND ANSWERS

So what do you think?