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Retreat 2008
Follow-up Notes
November 9, 2007 – 10 am to 4 pm
Stewart Mineral Springs
Facilitator/Trainer: Diane Strachan 926-1546
Attending: Board and Volunteers – Approx. 17 Participants
“Building our Foundation Together…”
OUTCOMES:
- 5 year Vision Shared
- Draft 2008 Goals Created & Prioritized
- Volunteer Development Discussed
- Roles Clarified – Individual and organizational partners
- Board/Staff/Volunteer functioning skills strengthened and MCTV Team feeling renewed & clear
State of the Organization
Audra presented her personal experience that the organization is in a state of precarious change. “It’s like we are falling in to a hole.” With the absence of regular volunteers, John, Shirley, Brendon and Yammi, our “business as usual” has changed to a situation of responding to emergencies. Stress is taking its toll on staff and volunteers, much of day to day operations decisions are being made in a vacuum by staff. Compassion, cooperation, can clear communications are needed. Finding a way to respond to volunteers with a positive attitude is essential. Personality conflicts need to be addressed. Audra announced she will serve as President through her term ending February 2008, at which time she will continue on the board, but not in the office of President. She is committed to finishing the term with strong leadership, and with the help of those present who obviously care about the organization, move to action to move things forward. Change is constant, change is good.
NEXT STEPS:
ACTIVITIES/TASK
Share meeting content with Operations Manager - John/Audra - asap
Mary Anne will volunteer to be Volunteer Coordinator - Mary Ann? - Now?
Draft Control Room Use and Schedule Plan (schedule, Groundrules /guidelines, expectations) - John - Jan. Mtg.
“Holding/Crossover Plan” draft - Mary Ann? - Nov. 12
Exchange Equipment List - John - Tues. 13
Advise Board on Job Descriptions - Ron - As needed
Lead internship effort - Steve
Finalize existing projects: Edit Mercy, Voice over museum, JEDI art, Script resources - Terez
Review MCTV 15 policies - Mary Ann?
BOARD ACTIVITIES FOR DEC. 4TH BOARD MEETING
- Create a Flagship Show Plan (define it with criteria, identify benefits, costs, etc.) - Todd
- MOU with COS Renewal - Audra
- Policy Review Process - Barbara
- Staffing Plan (draft decisions) - Audra
- 1st Draft “Holding Plan” (new name under consideration) - Audra
- Clarifying Roles & Responsibilities – Board - Steve
- Develop plan for data assessment and audience research - Judith
- Begin Fundraising Plan - Board
- Finalize 2008 Goals - Audra
DIANE’S ORGANIZATIONAL CYCLES OUTLINE:
Note: All organizations go through predictable cycle like this. At any one time an organization is in all areas and there is one predominate area to pay attention to and focus resources on for short term and long term success.
- . Focus: Vision, Ideas
- . Focus: Energy, Resources, Structure, Capacity (MCTV now)
- . Focus: Actions, Services, Products
- . Focus: Evaluation, Reflection, Renewal, Redesign (MCTV now)
- . Back to Re-visioning and Ideas
REALITY CHECK COMMENTS:
- We have astonishing quality
- We need to tend to old business
- Productions take time – always
- Communication issues with COS, we need a way to work on line
- We have friction and personality problems
- Need to create a tool to support each other – COS and MCTV
- COS is supplying lots of resources
- MCTV will not go away. The hole will be filled
- Need to look at what our core business is – are we volunteer or business?
- Too few people doing to many things – maybe need a hierarchal structure and paid staff
- Organization could be ready to not have the board and staff make all the decisions, i.e. producers
- Need to work out COS agreement – service fee?
- Need clarity on roles
- Each time MCTV in shift we come up with a new idea that works
- We need structure – stability helps others be spokespeople
- We have lots of passion – does public perceive it? Can producers do more?
- Implement existing structure
- Recognize that things are still moving
- Need an Executive Director
- Need clarification of Flagship Program
- Need: expedite productions – too long
- Equipment system needs to exist with oversight
- Make an advertisement to offer people how to learn on the screen
COMMENTS ON GOALS:
- Goal 1: Unrealistic at $50,000, put salary in perspective, seems too much
- Small non-profits can always expect change
- Get good job descriptions for Exe. Director
- Internships can fill lots of roles
- Push job description to later date
- Goal good – rename “holding plan”
- Need to assess current level of services – need a way to measure
5-YEAR VISION COMMENTS:
- Government relationships are clear and popular
- 2 full operational studios
- Executive Director and 3 staff
- 2 full time employees
- Most content is on internet
- Funding sources: Government, Cable TV, Public
- Constant stream and flow of interns with certification so they can get mainstream jobs
- Video archive – students – lots of educational pieces
- On internet: content about training
- Streaming capability
- MCTV is “go to” place for companies and communities
- MCTV is interactive, available and financially secure
- Easier way to film events and get on air w/o editing – generates income
- Students produce 6 to 12 shows per semester
- At least one student tutoring other students
- Students in 1 to 2 community programs
- Student get interested in MCTV projects outside of their class responsibilities
- Vibrant media service
- Community participation with 2 live telethons a year
MCTV Mission and Values
The mission of MCTV is to encourage and support the use of media for sharing events, thoughts and opinions by and for the people of Siskiyou County.
Equality, Integrity, Tolerance, Respect, Service
Agenda
10:00
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- Welcome & Start-Up
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- Check-in & Introductions: Name and your priority/interest for the Retreat
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- Overview: Current State of MCTV : :Reality Check: Retreats, Long Term Success, and Capacity Building
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- Review 2008 Draft Goals (Group Provides Input for Board)
12:30
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- L U N C H
1:15
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- Clarifying our Roles/Needs: Organizationally and Individually : :MCTV Visions Shared
2:00
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- Break-out Groups:
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- Board:
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- Generate Board Decisions & Task List for Dec. 4th : :Volunteers:
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- Task 1: Positive “Holding Plan” Strategies Brainstorm
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- Task 2: Growing our Volunteer Base Brainstorm
3:00
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- Break-outs Report-out to Large Group
3:30
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- Next Steps; What, Who, By When, How?
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- Team Summary
4:00
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- Adjourn and Thank You!
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