Future Planning

Note: This page includes both the revised text for recommendations one and two (which were discussed in February), and the text for recommendations three and four, which were discussed in March.

From: Bob McNally <bobmcnally@me.com>

Date: February 6, 2019 at 3:28:17 AM EST

To: FP Board <fullboard@folkproject.org>

Subject: Future Planning 1A and 2A as passed

Here is the revised wording of the motion as passed, for minutes and filing in the Back Office, and for board members not present.

It occurs to me it might be nice to publish these 2 in the newsletter for the membership.

Future Planning Committee Recommendations Part A. V1.1 2/5/2019

Motion to the board:

1. That we commit the Folk Project to the twin goals of Sustainability and Growth.

2. That the FP Board adopt this Statement of Intentions, specifically “To celebrate, nurture, and provide access to both making and listening to Folk music, Acoustic music and “Music that people make”, plus related activities (such as dance) and to Sustain, Refine, Develop, and to Maintain the special brand of Music, Fun, Community and Happiness, for which we have become known”. The Folk Project will use this Statement of intentions as part of the evaluation process for ideas and propositions before the board. Included footnote: “Acoustic” refers to a broad category of music, it does not refer to the type of instruments used in creating music.

Bob McNally, for the Future Planning Committee

From: 'Robert McNally' via Fullboard - Current and some former board members <fullboard@folkproject.org>

Sent: Sunday, February 17, 2019 2:46 AM

To: FP Board <fullboard@folkproject.org>

Subject: March Future Planning Recommendations

Here are the Recommendations P art A #3 & #4 by the Future Planning Committee. This sums up the best thinking of the whole Committee. As planned, they will be presented, discussed and voted on at the March Board meeting. We have included the Recommendations (to be made as one motion) and explanatory background material (not formally part of the motion but should be retained to advise future boards about our thinking in 2019). Paul, please add to Agenda for March .

Thanks,

Bob

#3. Our Third recommendation is that the well-being and enthusiasm of volunteers be added to the list of our intentions, and be a key aspect of all decision making. “If the volunteers aren't happy, nobody will be happy.”

Background, Recommendation #3. In the course of our (exhaustive) look into our activities, programs, resources and processes, it has become abundantly clear that volunteers (of all stripes) are the lifeblood, the measure of health, and the predictors of success for any of our ventures. Venue Staff, Venue Chairs, Champions, Board members, Officers and committee chairs and committee workers, staff and sound…even attendees who help kitchen cleanup or stacking chairs. It requires literally thousands of people/hours to do everything the FP does.

As we look at the reality of this, we see that the FP presently has no stated policy for generating, nurturing, and retaining volunteers. We also observed that there are behaviors and decisions that sustain and improve the morale of volunteers, and also behaviors that demoralize and discourage volunteers.

Maintaining volunteer enthusiasm and the avoidance of unnecessary discouragement need to be a conscious part of our decision making. It should influence communications among Board members and Committee/Venue chairs.

#4. Our Fourth recommendation is that the Folk Project recognize the “Requirements for Success” (here listed) as valid guides for successful FP activities, and use them to plan new activities and to maintain ongoing activities. These are intended as guidelines, not rigid policy, but we recognize that these factors have historically been successful for Folk Project endeavors. Namely: Vision, Champion/s, Enthusiastic Volunteers, Board Support, Board Oversight, Financial Support as needed, Outcome Assessment, and Audience. Exactly how and when they are implemented is a matter for the Board to consider and determine for each activity.

Background for Recommendation #4. Sustainability and Growth are partners. Healthy growth cannot occur without a foundation of sustainability. Further, sustainability in a changing environment cannot be maintained without adaptive and healthy growth. Sustainability and Growth share many requirements. For activities (new or ongoing in the Folk Project) those are:

Vision

Champion/s

Enthusiastic Volunteers

Board Support

Board Oversight

Financial Support as needed

Outcome Assessment

and Audience.

These 8 elements may be called the “Requirements for Success” for Folk Project Activities (whether new or old).

Some Term Explanations:

The requirement Board Support suggests there is sufficient affirmation (by the board, and by extension, the membership) of the value of a given activity in forwarding the Intentions and Goals of the Folk Project.

The requirement Board Oversight implies, in general, that the Board keeps an eye on the longer term effectiveness of an activity in forwarding the Intentions and Goals of the Folk Project. It does not imply micro-managing or interference in the many detailed decisions that an activities champion(s)/chair/manager make in the conduct of the activity. Saying this another way: The Role of the Board in oversight is observational, and advisory when needs be, not routine management. If the Board, by vote, feels an activity is not forwarding the Intentions and Goals of the Folk Project in a valuable way, it is within the purview of the Board to recommend or require changes, or to withdraw support for an activity.

The requirement Financial Support may be seed money to begin or maintain an activity. It could also be growth support money to expand or improve an ongoing activity. It can also be subsidizing activities that do not profit or break even if the board feels the activity is a valuable contribution to forwarding the Activities Vision, and forwarding the Goals of the Folk Project.

Outcome Assessment is paying attention to details like attendance, income, cash flow, volunteer enthusiasm, and to how well the activity is meeting its intentions and forwarding the Intentions and Goals of the Folk project