Workgroups at the Forge (Charters listed below for each group)
Infrastructure: Ron (Lead) , Jeff, John, Steve, Dugo
- Bringing in tools &materials – do we want it? Can we use it?
- Keeping inventory sheet up to date
- taking care of facility needs/working with landlord as needed
- office supplies
Workshop development, calendar and support: Yvon, Al (Lead), Robin, Marie
- manage workshop proposals – first pass for workshop acceptance
- work with facilitators/teachers in developing a workshop
- solicits input from larger membership regarding appropriateness of given workshop if in question
- manage yearlong calendar
- tracks MYM nights
Workshop support: above, Kris, Shai, Tricia
- Registers attendees in workshops, tracks payment
- make sure a member or two is scheduled to help begin/end workshops (sign ins, payment, releases if needed)
- Supports facilitator/teacher, esp. if from out of town
Communications: Janet (lead), Ramsey, Wisecat, Oscar, (Kara-board liaison)
- Brainstorms ways to stay visible and/or participate in larger community
- Does promotion for workshops and events (develop plan and checklist for where info can be sent, placed, etc.)
- Makes sure promotion happens in timely manner to ensure success of workshops or events.
- Solicits help from larger membership as needed.
- Website-Tristan/constant contact member newsletter -to be filled
- Public newsletter – Brandy
Membership: Sharon, Karen , Valerie, Brandy and Glenn
- Does new member orientation
- Logs volunteer hours (Valerie) and logs certifications
- Keeps member info up to date
- Organize and keep calendar of ad hoc presentations
- One person designated as “historian”, takes/keeps/organizes photos and timeline of our growth.
- Assigns Mentors
- Finding appropriate members…
Maker In Residence: Bhakti Banning
Aesthetic coordinators: Valerie (Lead), Guilia
Communications HUB: Candace Walsh
TBD: Brad, Amaru
Board Members: Carlos (Pres), Liam, Al, Candace (Sect), Therese (Treasurer)
CF Admin: Kara
Infrastructure Workgroup Charter
Mission Statement Seek out the needs and desires of the membership and greater community and develop and present a safe workspace to empower each member to explore new materials and processes, learn new skills and perspectives in a safe, creative, ecologically minded, and self-directed way.
Why we need an Infrastructure Workgroup The workspace is crucial to our members, the community and our maker space because it empowers us, provides tools, equipment, materials, workspace, storage space, and chill space.
Goals The goal of the infrastructure group is to oversee the organization, acquisition and maintenance of equipment, tools and space to accommodate a diverse range of activities in a safe, collaborative and non-interfering way as possible. Organize tools, equipment, & consumables for ease of finding, using, and maintaining.
1. Getting Stuff Done Determine what Infrastructure changes members want or need through Index Cards, monthly meetings, direct contact with members, and just plain making stuff up. Come in to Forge and do stuff and track time for the member monthly volunteer hours. Members of the Infrastructure Workgroup can spend up to $25 per month for tools and materials, and submit receipts for reimbursement without pre-authorization
2. Optimize Workspace The Infrastructure Workgroup should develop a space utilization optimization plan to revise and improve the workspace to facilitate member use and to support workshops.
- Develop a floor plan
- Create a map of stuff in the Forge
- Create tool storage to facilitate ease of access
- Identify tools needed to support members projects and workshops
- Maximize space utilization and flexibility, everything on wheels where possible
- Remove unused / unneeded equipment and furniture
- Provide personal storage space
- Provide project storage space
- Encourage donations, loans, purchase
- Organize activities into the appropriate place
3. TLC Days Hold regular scheduled TLC days to encourage all members to build a better workspace for everyone. Infra group to meet ahead to plan and prepare for TLC days. Prepare for TLC day by identifying items that are not being used and label them so members can claim them, take them home temporarily, or even be disposed of.
4. Inventory Our goal is to insure we know what is in the Forge, who owns it, it’s status, with sufficient detail to replace, or compensate for loss. Perform periodic audits to confirm tools and equipment are properly inventoried. Filename = Inventory in Google Drive shared to Infrastructure Workgroup and Board. Monitor and triage incoming material and tools for acceptance by the Forge. Encourage donations and loans of equipment, and provide receipts for such. Inventory, identify, and track consumables usage to determine use rate to anticipate need before items run out.
5. Index Cards Index cards are the single source for identifying, tracking, and statusing infrastructure changes. Index card use:
- 3 bins for cards – Blank, in-work, and completed.
- Fill out an index card when an Infrastructure need or desire is identified. Include as much information as possible, including name of member initiating the card ( so we can get back to them for details if needed)
- Pick up cards to work on item and add information if something is needed to complete the task.
- When action completed, identify who completed the action and place card in completed box.
All members – Fill out new cards as needed. Pick up in-work cards to see if there is something you can do to resolve the item, complete cards when task is done. Infrastructure Workgroup additional responsibility – Check on in-work cards for any actions that need low-cost tools or materials, and obtain needed items. Check completed cards and provide important updates to members via the monthly newsletter.
6. Support Workshops We want to insure that the infrastructure need for each workshop is met or exceeded for all participants. Be available for workshop developers to assist in obtaining what they need for workshops on a temporary basis. Plan for acquisition of stuff for permanent workshop use by the Forge.
7. Display Space Develop display plan and space for member projects. There is currently insufficient space to display multiple member projects of any size. In lieu of displaying projects, we encourage the use of a photo notebook in addition to the existing photo wall. If members lack photo taking or printing capabilities, ask other members for assistance.
Membership Workgroup Charter
The Membership Workgroup is Member focused, in respects to all aspects of membership at The Curious Forge. The Membership Workgroup strives to: -engage individuals considering membership, through both outreach and follow up -facilitate new member orientation to the space -connect members within The Curious Forge community -put systems in place to improve our membership retention
Engage individuals considering membership, through both outreach and follow up -Create a Greeter’s Guide to the space -Create a Potential Member Packet (see separate list) to hand out
Facilitate new member orientation to the space Initiation and introduction… how do we get people working in the space? -Make new members feel welcome, generate an air of excitement and potential through welcoming ceremonies, Goodie Bags (see separate list) -Interview/survey new members: what skills they want, what projects they want to start, etc. (this may tie in with the Buddy or may be conducted by a Membership Workgroup member to help in choosing an appropriate Buddy) -Set up each new member with a Buddy who will orient them to the space using the Orientation Checklist (in process, see separate list) -The Buddy will also help to pair new members with projects if they don’t have their own project they want to start right now -Provide each new member with a Membership Packet (in process, see separate list) -Phone tree (provide more detail about this) -Do we need a starter project for each new member which will also help with an overview of tools and get them working in the space? (note: this could also be used for current members who aren’t working in space a lot)
Connect members within The Curious Forge community -Create a system of individual member boards (like a forum or chat room in the space), like communication white boards in the space to encourage discussions and connections, and so each member has a space for their own voice. -Create a Current Member & Skills Board (see list below). -Membership Newsletter (in Kathy’s hands) rather than group emails
Put systems in place to improve our membership retention Developing and empowering members, both old and new. -Carlos is providing reports on member usage in the space. If a member’s hours are low, a Buddy, Board Member, or Membership Workgroup Member will call the member to conduct a casual interview to find out what’s going on, set up a play date, find out what they need and how to help. (Note: what is the system for deciding who needs to be called, who instigates & sets this in motion… is this Board directed? etc.) -Consider a Buddy system for all members… so helpful for making Occupy Nights happen, keeping motivation going, helping to finish projects, etc. -Interview/survey members: what skills they want, what projects they want to start, etc. (this may tie in with the Buddy or may be conducted by a membership Workgroup member to help in choosing an appropriate Buddy) -support Meet your Maker nights -Celebrate volunteer hours… do we want awards? How to highlight contributions of current members? __________________________
Greeter’s Guide needs to be done
Potential Member Packet -Curious Card -Specific member/tour guide contact info -Get the interested person’s contact information and pass to Kara to add to The Curious Forge email list for newsletter
Goodie Bag Ideas name tag project work apron coupons simple tools
Membership Packet New Member Orientation Checklist separate page for this in member section
Current Member & Skills Board -recognizable photo of member -tracking system of the skill and certifications they have on specific equipment is the space -who can use what and who can TRAIN on equipment -space for notes about other skills they have -space for notes about skills they want to acquire -any set time they regularly come to space -what Workgroup they are a part of -upcoming Occupy Night: date and topic -what group projects you are part of/helping with/have helped with
Other Member Information to Track (not sure if this should be on the Skills Board?) -have monthly dues been paid -Occupy Nights… should average 1 every 3 months or 4x/year -Volunteer hours… meeting minimum?
Workshop Workgroup Charter [includes both workshop dev. and workshop support] Mission Statement Seek out the needs and desires of the membership and greater community and develop and present learning and sharing opportunities that empower each to explore new materials and processes, learn new skills and perspectives in a safe, creative, ecologically minded, and self-directed way.
Why we need workshops Workshops are important to our members, the community and our maker space because it empowers us, funds our space and promotes recycling and reuse of our limited resources. Workshops also allows us to develop our own expertise and self through workshop development and member facilitating. Additionally, new members are readily identified through workshops participants since
- Participants are makers and therefore potential members demonstrated by their attendance
- We get a chance to work with potential members and see their attitude and social interactions
- Potential members get a chance to see what a maker space is all about and interact with us
Goals The workshop goals are to produce and support workshops through interaction with other workgroups.
Workshop Development Focus
- Develop a wish list of skillsets and materials knowledge by inquiring with the Membership and community on their needs and desires
- Identify facilitators within the maker space and the community, that can fulfill these needs
- Contact facilitators ( using workshop development form ) and inquire into their interest
- Identify expenses, compensation and profitability expectations by working with board, membership and facilitators
- Review/Develop workshop with facilitators to meet the needs of the participants
- Communicate goals, skills, materials and end project to PR workgroup for marketing materials
- Receive and communicate feedback from participants and facilitators on improving workshops
- 1. Develop wish list
- Inquire at monthly meetings what members are wanting
- Use sign up sheet or other mechanism
- Gather community suggestions for workshops
- Website email form specifically for suggestions
- Create a suggestion list and have members rank and rate
- 2. Identify Facilitators
After identifying member/community needs and desires, the Workshop work group will try to find a facilitator. We seek to find one in house and if no one is available then we will look outside the Forge in places such as
- Friends and family of members
- Artists/Maker listings
- Chamber of commerce
- Art Supply businesses
- Open studio brochure
- Yellow Pages
- Business listings
- Personal mailing lists
- Other maker spaces
- Other continuing educational organizations
- E.g.Crucible, sierra college, Learning exchange
- Clubs, professional organizations, associations
- E.g.Ca blacksmith Association,
- 3. Contact Facilitators
The next step is to contact the facilitator and explain who we are, what our mission is and see if there is an interest and then follow up. If this facilitator is not interested or doesn’t have the time, we can ask them for other potential facilitators
- Call the facilitator and inquire about their interest and include benefits of a being a facilitator
- Service to community
- Exposure to a wider audience
- *** Ability to take classes within a month of facilitating in the Forge
- Exposure to other facilitators
- Workshop development skill building
- Email our Workshop Facilitator Contact Packet ( produced by PR ) which should contain
- Our mission statement
- Contact information of the workshop producer
- Past workshop information ( to include photos and quotes )
- Workshop Development Worksheet
- Follow-up with a personal phone call to
- Answer questions and concerns
- Clarify any question we may have on their Workshop Development Worksheet
- Talk about dates / times
- Negotiate facilitator fees
- Setup a meeting to go over their outline of the workshop and insure it meets the Curious Forges Standards
- Clear goals
- Skills taught
- Completed projects
- Clear goals
- Well organized and timeliness
- Flow of workshops including breaks
- Appropriate level of information / skills
- Necessary type and quantity of equipment
- Correct number of participant numbers
- 4. Identify expenses, compensation and profitability expectations
Our goal here is to insure we know what the outlay of the Forge will be. Not all workshops will be profitable but we want to know ahead of time what expenses and revenues will be
- Using Workshop development worksheet identify special equipment, tools and materials
- Identify whether the facilitator is
- a member
- a member who substantially makes their living doing this activity
- an outside facilitator
- an outside facilitator who is a professional or with some renown in their field
- Identify what the Curious Forge will be providing
- Identify what the participants will be providing
- Identify what the Facilitator will be providing
- Identify the number of hours / days the workshop
- Identify facilitators desired compensation will be
- 5. Review/Develop workshop with facilitator
We want to insure that each workshop is a great experience for all participants and that we exceed everyone expectations. It is essential, especially with outside facilitators, that we review the workshop.
- Work with the facilitators to identify their requirements, special equipment, skills or conditions they require or will bring
- Work with facilitator to insure
- Well organized – clear instructions, adequate handouts, good flow of information
- May include doing an occupy night or outline review
- Safe – all participants are qualified on all equipment used and there is a safety brief on any questionable equipment, materials or practices
- Timely – good pace with enough breaks
- Insure enough equipment is on hand to support participants
- Communicate the workshop goals, skills and benefits to PR workgroup to enable them to create marketing materials
- Well organized – clear instructions, adequate handouts, good flow of information
- 6. Receive and communicate feedback
Successful workshops evolve over time. We want to capture lessons learned, what made the workshop successful, moments of serendipity, and how we can retain the parts that worked and improve that parts that didn’t.
- At the end of each workshop, have the participants fill out a feedback form
- Follow up with each participants on any outstanding issues
- Examine critiques for themes
- Have facilitator fill out a feedback and follow up on outstanding issues
- Give feedback findings to board, participants and facilitators
Workshop Support Focus
The mission of the Workshop Support Committee is to assist in creating successful, enjoyable workshops for all concerned. This includes support of the facilitator and assistants with all specifics regarding the workshop, communicating and following up with PR to help “get the word out”, contacting and enrolling attendees from sign up lists and other avenues, collecting fees, and making sure that all materials and paperwork are ready for use at the workshop.
- Communicate with facilitator, PR and support person/team to create a successful workshop.
- Contact interested parties from sign-up sheets; and otherwise enroll attendees communicating about payment and receiving and logging same.
- Make sure that all materials are ready for workshop, including paperwork for support person.
- One month prior to workshop:
- Confirm all details with facilitator. If the Forge is supplying materials, tools, etc. begin collecting these, or getting membership assistance with this.
- Contact membership for support person/team volunteers, as needed
- Send completed workshop Excel sheet to PR and Facilitator with all details. Also, contact PR Lead person to confirm.
- Send emails and/or phone people who have expressed interest in the workshop (from sign up sheets)
- As people respond to emails, PR pieces, etc.:
- Collect payment
- Create list of attendees
- Two weeks prior:
- Confirm workshop support person/team and discuss details
- One week prior:
- Confirm attendees
- Send specific workshop info (what to bring, wear, etc.)
- Create registration list
- Make sure that we have enough printed materials (release form, CF info, safety sheet) for each participant
- Follow up with anyone who has not yet paid
- Make sure that all materials, tools, etc. are ready
- One to two days prior:
- Deliver required printed materials to workshop support person/facilitator (registration list, release form, CF info, safety sheet, etc.)
Communications Workgroup (mission statement needs completion)
- One month prior to workshop:
- Nuts and Bolts: Promotion of workshops and events thru PSA’s on KVMR and KNCO, and the community calendar at The Union. 2 weeks prior to any event.
- Further visibility:
- creating signage for events or ongoing presence
- creating flyers/brochures for posting virtually and physically
- posting on our Facebook page, and on NC Peeps, Gold Country Burners as appropriate
- maintaining Website
- public newsletter (constant contact)
- create meetup groups
- getting radio interviews
- creating articles to submit to the paper