Van Slam Family Meeting on June 14th

[ms_spelt]

"to be clear?"
what's clear to me is this-
warren has given us a timeline that raises some questions.
questions i will be asking at the mtg of our leadership.
warren can't be at the mtg where we are finally willing to hear him
and that's regrettable-but frankly given the last minute addition of him to the agenda he's not to be faulted for that.
but right now he has my sympathy.
I am deeply concerned that talented people are being alienated from this family.
and I am one of them.

[Shannon]

I would potentially be in favour of hiring a videographer for our big shows - playoffs and specialty shows, perhaps.

Cool. 

Not sure if you know this or not, but Warren *is* a videographer, has a degree from one of the film schools.

[Shannon]

This is kind of weird...

Is this your proposal that we were going to see later today? Was the proposal submitted in December approved at the Van Slam Family meeting?

Since Warren in on tour for 12 more days, I thought I'd share with you, what little I know in case heads are still being scratched with questions. 

It is my understanding that this proposal that Warren posted is the one he had submitted upon request LAST DECEMBER.  I don't remember where he sent it, but I know that it was asked for by one of the commmittees or perhaps just by a member of the Poetry House and he sent it to where ever it was mentioned that it should go. 

One of the major reasons to pay for the time/expertise of some one with experience such as Warren or someone will similar qualifications (compared to the idea of purchasing a camera) is that someone with experience (such as Warren) can edit the evening in a way that highlights the best of the evening.  This is much more interesting from a promotional perspective than to put on the web everything from the evening, or just certain pieces.

His mash up pieces does a great job both highlighting the evening and making the Van Slams look like a great place one would want to feature at or read a poem at.

Other valid reasons to pay for a professional (instead of buying a camera) is that: *A LOT* of work, time, energy and skills go into the whole process.  Including:
- being available every Monday night
- purchasing and maintaining equipment
- filming of the entire night
- editing and post production work (up to 2 days of editing)
- and down loading onto the internet.  WAiting for film to upload to YouTube takes CONSIDERABLE amount of time.

[admin]

Just a quick note that the CD budget was approved with some minor amendments. I'll start mixing it with Trevor in the upcoming weeks.

I will need all the poets in team playoffs to sign an A/V release form as they did last year. Artists retain all rights to their work. Basically, we are asking for the permission to use the audio recording of their poem in the playoffs, once on this CD. Poets can opt out of the CD, but it is a great chance for exposure and to get your work to a much broader audience. Poets are not paid royalties, however, each poet will receive a free CD, as they did last year. The reason they don't receive royalties is because this project is a fundraiser for the Van Slam.

Minutes from the Van Slam meeting are still in process, but I think they will be posted here shortly.

[Shannon]

JPoets are not paid royalties, however, each poet will receive a free CD, as they did last year. The reason they don't receive royalties is because this project is a fundraiser for the Van Slam.

Great! Is it too late to pick up a CD from last year?  I never got my 'free CD'. 

[Lisa]

Minutes from Van Slam Family meeting
June 14, 2009
6pm @ The Grind Gallery

In Attendance: Sue McIntyre (chair), Sean McGarragle, Lisa Slater (recording), Jasleen, Angus Adair, Duncan Shields, Kyle Mallinson

Welcome and introductions were made by the chair. The agenda was reviewed and "slam t-shirts" and "election of international slammaster" were added.

Informational Reports:
1) Report on PSI/NPS from Lisa
PSI is doing the heavy lifting this year in organizing NPS. They are running the tournament and most of the side events, not the host city. There are over 60 teams registered, which may not be enough to do a profitable NPS. Angus is concerned about the selection process for host cities, and recommends that all cities wanting to bid on an NPS do a smaller festival first (a PSI indies festival or a large regional tournament). Our team is doing well, rehearsing regularly, and will be ready for NPS. The plane tickets have been bought, and the hotel and registration fees have been paid.

2) Report on CFSW from Sean
There will be 11 teams plus a wild card at this festival. 2010 will be in Montreal, and there will be 16 teams. We are going to try to send a crew of folks from Vancouver to the festival in Victoria this year. Sean will look into hotel costs and potentially bundling them with a festival pass.

3) Financial Reports for the year to date from Sean
The grant that we received from the Canada Council for the Arts was really helpful last year. We have about $15,000 in our bank account, although we have $6,000 in outstanding items that have been paid for and need to be reimbursed. Even if we didn't have the grant, we'd still be making money.

4) Report on last year and this year's Van Slam CD from Chris and a proposal for the production of a new Van Slam CD

The slam CD from the 2008 playoffs is selling slowly, but it's selling. We still have lots left. Chris Gilpin submitted a proposal to do another Van Slam CD. Trevor will mix and master it, and Duncan will do the artwork for the CD. The original proposal involved giving people free entry to the slam as payment, but there is some concern around what that means for access. Overall, we prefer to pay people for professional services going forward.

Lisa moves that we spend $750 for production of the CD from the 2009 playoffs, including up to $250 in labour for Trevor Spilchen to mix it. Duncan seconds. Passed unanimously.

5) Finding a new merch coordinator for the slam

6) Proposal from Warren for recording all the slams during the season.
Carried forward until Warren is available to make his proposal in person at one of the meetings.

7) Slam T-shirts
Duncan proposes that we spend $450.24 to have t-shirts professionally made, at a cost of $9 a shirt. Proposed selling price is $15, or $10 for limited income. There was consensus that we prefer the VPS crest to be small and on the front breast, and have the large "Ruining it for everyone" text on the back. Sean moves to approve the expenditure of the funds for the project, and Angus seconds. Passed.

Discussion if possible on
1) Whether or not the slam should be moving venues
It was agreed that this was a very large discussion, and that for now we would like to stay at Cafe Deux Soleils.

2) What should the family's focus be in the next year (more events, merchandise, hosting a festival, etc.)
Not covered.

Next meeting will be August 23, 6-7:30pm, at a location to be confirmed later. At the next meeting, we will be discussing changes to the proposed selection process, promotion of the honour code and the Van Slam constitution, and we will be having an election for the International Slammaster role, which is currently held by Lisa Slater. Lisa announced that she will not be seeking re-election to the International Slammaster position. A list of current responsibilities will be posted on the forum soon, and any and all interested parties are encouraged to speak to Lisa and/or Sean about their candidacy. If you wish to nominate someone, please clear it with them first, and then we welcome your nominations.