Kelvy Bird, Matt Carrano (president of the SOS board), listed other board members, introduced Mary Curtin. Thanks to Susan and Michelle for letting us have the meeting and pancake breakfast here. [ran through agenda] There is a sign-up sheet -- what's this for? If you want to be involved, please sign up; if you have some idea of your involvement level please put that down. Introductions going around the whole circle will be done at the end.
Matt, history of SOS. At end of 1998 a group of artists came together to talk about running a city-wide open studio for the first time. Previously there had only been Brickbottom and Vernon St open studios; many artists weren't in those buildings. Approached the arts council about doing a mailing; about a dozen people showed up and were enthusiastic about a grass roots effort. First event in May of 1999, about 85-90 artists at 25 sites. Last year we had 340 artists in 100+ sites. In 2004 we formed a corporation, Somerville Open Studios Inc as a nonprofit entity to back and support this event and provide a legal entity as needed for certain kinds of activities; 501(c)3 designation from the IRS as of last year. Last year we were really challenged to make the event happen due to turnover and other life priorities of the people who've been doing this all along. We have the nonprofit organization but we need to reinvent the organization and the event and get back to where we started from as a grass-roots organization of people who will give of themselves to make this happen. We do have some infrastructure in place -- nonprofit, website, database -- but it's really key that we can form a committee that can take this event forward.
Kelvy, extras like trolleys, museum show, the event has grown but the board has shrunk. we're one community, board is just there to support. Just because something has been in the past doesn't mean it has to be that way going forward, but we've listed out some roles without which the event will not be able to run. Matt as President of the Board is here to support whatever efforts the artist community wants to make in support of the SOS mission; the board is flexible about how this should work. Kelvy brings up the bubble chart and explains what everything is: volunteers, membership, fundraising, creative design, communications, extras, director. Specifics called out include map distribution, print and online registration, sponsorship, PHP programming. Kelvy to support a new membership chair, not yet identified. Early years had co-directors, could have an assistant director. Flexible about co-heads or structures for other areas too. Anyone here who has interest in any of these areas, lots of possibilities. Different amounts of time commitments for different jobs. Mary: there's an assumption that SOS just happens, even the extras, all by magic, but really it's a lot of work. There might be more expectations to make it more extra, but if we don't have the support mechanism in place then it will be hard to have those fireworks. We've gotten so large that people don't realize what it takes to pull this off. Have to really let people know what it takes. Kelvy: Because it was so complex, even the volunteers didn't have a good idea how much work it was taking. This is a transition point; it's ours to make of it what we want.
Q: what makes someone a board member? Is this the same as the heads of the big areas? A (Matt): some overlap but not necessarily the same people. Board went from 11 to 4. Will be rebuilding the board but the immediate focus is the event. Board has been more than just an advisory board and does participate; everyone on the board has worked on the event at some point. If you're interested please talk to Matt about that, but today we need to put together a committee to make the event happen. Mary: board members can be exhibiting artists. Rachel: but they don't have to be. Stan: Board has to get people involved to refresh itself, and having board meetings be open would help. Jo: the board is a side-effect of getting non-profit status. Being on it does not get you extra privileges. Rachel: the board does not run the event; they just make sure the event committee is in place and then shuts up and gets out of the way. Matt: Trying to take SOS in a direction where power is devolved from the board so that people don't have to go to the board meetings to be in touch.
Q: will committee members have input into the process, and particularly the budget? A (Kelvy): whatever ideas you have, definitely open to input, sponsorship could be totally reinvented. We do have some experience to tap into, and some things like the online registration system don't need to be reinvented necessarily, but if someone is willing to take responsibility for an area then they will have freedom to do it how they like. Rachel: With budget specifically, that is approved by the board as an overall big-picture document, but the particular budget ideas already come from the volunteers, and new ideas that cost money are not necessarily impossible. Kelvy: timing matters on that. Mary: we have all kinds of lovely bells and whistles in the map booklet, which made it cost more, so we had to raise more money. Selling ads isn't easy; we wound up doing it on 10% commission last year and sold a whole bunch of ads that way. We don't have to do that this year, but it's an example of an out of the blue idea that can be brought in from the volunteers rather than the board. All sorts of ways to shake things up if you want to.
Q (Francisco): purpose of this meeting is just to build a committee, not to dream up what we're going to do? A (Kelvy): Right. We'll have another meeting to figure out who's doing what and then go from there.
Q: Date? How much time do we need? A (Kelvy) we pretty much want to get started now for a May event. Q: And does this meeting decide for sure we're going to do it? A: next meeting. Q (Jo): still first weekend in May? A (Matt): We'd need some good reason to move off the first weekend in May, so that's the default. Spring around here is only 6 weeks and that weekend is available if only because people expect us then and stay away from the weekend.
Q: Which positions are filled? A (Kelvy): Volunteer coordinator (Rachel), Creative Design (Jenni), Treasurer (Marie, but some flexibility there). Lots of high and mid level roles open.
[signup and small group chatting]
Announcement: Next meeting Nov. 7. We plan to have all the coordinator roles filled by then; if you can't make it and might be interested please email sos@somervilleopenstudios.org. Mail about support positions is also useful so that people thinking of taking a role will know they have some backup and won't be stuck with the entire job.