Dear TKMA Members,
The By-Laws provide that the TKMA President is responsible to appoint committees. Thanks to all for your input; I have prepared the following draft.
The goal of this effort is to provide clear separation and accountability for the myriad of TKMA tasks, and to facilitate volunteers who repeatedly ask for concise assignments. Our goal will only be achieved when this document answers the two questions: “Who is responsible for XYZ?” and “Which other committees are involved with XYZ?”
I hope that having all of this typed in a searchable Word document will facilitate communication/coordination. For example, although one committee is responsible for the printed festival programs, a search on the word “program” will find references within the text of other committees, such as the Sponsorship Committee or the Line-up Committee, with which the Program Committee must interface.
Respectfully,
Larry Kraus
TKMA Committees & Organization – Proposal 02/27/07 – Update 03/12/07
Committee oversight structure. In an attempt to divide and conquer the challenge of having over three dozen committees with often overlapping responsibilities and activities, I propose segregating all committees into three distinct categories, with the objective of minimal overlap and dependency …eventually none. Specifically, I would like to propose these three main categories, which I will call (for now) Oversight Segments:
§ Business Management & Planning Committees (MGT)
§ The Public Relations Committees (PR)
§ The Festival Production Committees (FEST)
Interlocking committee membership. While it is a goal to clarify and separate committee responsibilities and tasks, it is advantageous (essential!) to have individual TKMA members/volunteers/officers/board members serving on multiple committees within each of the three Oversight Segments. For example, while one committee should own managing our overall sponsorship program goals and execution, it may often be the case that a member or chairperson of one of the Festival Production committees may have a personal/business relationship key to securing a given sponsor.
Specific Committees. While there is no compelling reason to create a specific number of committees, we should start with fewer…if for no other reason than to maximize limited resources and to minimize interface confusion.
Therefore, I propose the following Sixteen (16) committees (Chairpersons may decide how to manage items in parentheses, at their option by appointing subcommittees):
Business Management & Planning Committees (MGT)
§ Membership & Data Base
§ Secretary & Archive (History) (By-Laws) (Insurance) (Guidelines)
§ Treasurer (Tax) (Budget) (Cashbox) Volunteer Process
§ Store Operations (Products) (consignments) (Asset accounting & storage)
§ Communications (Web)
The Public Relations Committees (PR)
§ Sponsorship (Planning/Goals & Programs) (Advertisers) (Grants)
§ TKMA Publicity & Advertising (Press)
§ Calendar (Non-Festival Events, Parties. Fund Raisers, important deadlines)
§ Publishing (Event Programs & Newsletters, Flyers, PRESS, “Copy”, printing, distribution, pricing?)
§ Community Liaison
(Community calendar coverage: Gem Show, Rodeo Days, Tour de Tucson et al) (Other associations: Music, public, private, Holiday Homeowners, (Extra-TKMA Musician Bookings )
§ Music In The School (MITS)
The Festival Production Committees (FEST)
§ Application Committee (Musician applicant criteria & review & database, Contests, Headliner contracts)
§ Scheduling : Festival programming/scheduling (Workshops)
§ Festival Logistics (Sound, decorations, cleanup, facilities, safety, security, alcohol)
§ Vendor contacts & logistics interface (Raffle)
§ Volunteers (assign, train, supervise, recognize)