Trinity Life’s Combined Arts Organization and Ministries

Project Name: Trinity Life’s Combined Arts Organization and Ministries Inc. 501 (c) (3)

Prepared By: Thomas C. Van Dyke- Chairman, Steering Committee

Primary Functions

The primary function of the Steering Committee is to take responsibility for the feasibility, business case, and the achievement of outcomes of the Trinity Life’s Combined Arts Organization and Ministries Inc., 501 (c) (3), (also referred to as Trinity Life), and the development of an international combined arts outreach organization and ministry regionally headquartered in the Calhoun County, labama

geographical location. Trinity Life’s Combined Arts Organization and Ministries Steering Committee will initiate, execute research, coordinate with subject matter experts and specialists, monitor, and review the project status, as well as provide oversight of the project deliverable rollouts.

The Steering Committee will provide a stabilizing influence in order that Trinity Life’s organizational concepts and directions are established and maintained with a visionary view. The Steering Committee will provide insight on long-term strategies in support of legislative mandates. Members of the Steering Committee will ensure business objectives are being adequately addressed and the project remains under control. In practice these responsibilities are carried out by performing the following functions in addition to the establishment of an official Steering Committee hierarchy/chain of command:

· Monitoring and reviewing of the project at regular and special Steering Committee meetings;

· Providing assistance to the project when required;

· Controlling the project scope as emergent issues force changes to be considered, ensuring that the scope aligns with the agreed business requirements of project sponsors and key stakeholder groups;

· Resolving project conflicts and disputes, reconciling differences of opinion and approach;

· Formal acceptance of project deliverables.

Approval Responsibilities

The Steering Committee is responsible for addressing and approving major project elements such as:

· Prioritization of project objectives and outcomes;

· Deliverables;

· Budget, ensuring that effort, expenditures and changes are appropriate to stakeholder expectations;

· Schedule;

· Risk management strategies, ensuring that strategies to address potential threats to the project's success have been identified, estimated and approved, and that threats to the project are regularly re-assessed;

· Project management and quality assurance practices.

B Steering Committee

Membership

The Steering Committee will initially consist of the Chairman-Thomas Van Dyke, and other appointed committee members having an exclusive interest, and investment in the concepts, purposes, and programs for which Trinity Life’s Combined Arts Organization and Ministries is formed to accomplish. Other members will be added from time to time on a case by case and/or specialty needs basis. A Vice Chairman for this Steering Committee will also be appointed.

Role of a Steering Committee member

It is intended that the Steering Committee will leverage the experiences, expertise, and insight of key individuals, municipal, commercial, ministries, and private organizations that are supportive and committed to the projects vision. Steering Committee members may from time to time be directly responsible for managing certain project activities, however, most times Steering Committee members will provide support and guidance for those who do. Thus, individually, Steering Committee members must:

· Understand the strategic implications and outcomes of initiatives being pursued through project outputs;

· Appreciate the significance of the project for some or all major stakeholders and represent their interests;

· Be genuinely interested in the initiative and be an advocate for broad support for the outcomes being pursued in the project;

· Have a broad understanding of project management issues and the approaches being adopted. In practice, this means:

· Reviewing the status of the project;

· Ensuring the project's outputs meet the requirements of the sponsors and key stakeholders;

· Help balance conflicting priorities and resources;

· Provide guidance to the project team and users of the project's outputs;

· Consider ideas and issues raised;

· Check adherence of project activities to standards of best practice both within Trinity Life’s Combined Arts Organization and Ministries, and in a wider context;

· Foster positive communication outside of the committee regarding the project's progress and outcomes;

· Report on project progress to those responsible at Trinity Life Combined Arts Organization and Ministries and higher levels, such as municipal executive management groups, heads of agencies, and other supporting ministry organizations.

C Steering Committee Meetings

Meeting Schedule and Process

The committee will at meet at least twice monthly or as required to keep track of issues and the progress of the project’s implementation.

The Chairman of the Steering Committee will facilitate and preside over the Steering Committee Meeting. In the absence of the chairman, the Vice Chairperson will preside over the meeting. In the absence of both the chairman and Vice chairperson, the Steering Committee Secretary will preside. The Steering Committee will follow modified “Roberts Rules of Order” in the conduct of meetings, motions, discussions and voting.

**The “Robert's Rules of Order” are a set of rules defining a method of parliamentary procedure. It is used to structure and organize meetings of people by providing a set of consistent rules. These rules describe the proper methods of:

Presenting a motion (a proposal for the group's consideration)
Handling debates over motions
Choosing leaders
Voting by members
Deciding whether to continue debating a motion or to 'table' it - i.e. drop it for the moment
Behavior in the meeting for all concerned

Meeting Agenda

At each Steering Committee meeting, minutes will be reported to the committee by the appointed committee secretary using an agenda outline such as the following:

Introductory Items such as:

· Standard Introductory Statements and call to order

· Review of Minutes and old business from last meeting

· Review of actions arising from previous Steering Committee meetings.

· New business discussions

Agenda to also include current project statuses to include but not limited to: Overall status, schedule status, budget status, reasons for deviations if applicable, and new issues arising since the last committee meeting.

Agenda may also include but not be limited to Milestone reviews, formal acceptance of deliverables, consideration of other items relevant to the project, a review and summary of new actions from this meeting and, the plans, date, and location for next meetings.

Agenda may also include but not be limited to: Review and approval of project change orders, and budgetary requirement discussions.

The creation of a plan for Trinity Life’s Combined Arts Organization and Ministries is the result of a planning process that takes stock of not only the regional or community's arts and cultural assets, needs, opportunities, and available resources, but it also takes into consideration the establishment of an international presence with an active agenda for the future.

The planning process must be inclusive to ensure that all viewpoints are represented: i.e.. community, and regional officials, artists, cultural groups, members of the public, business owners, students, participating ministries, and so forth.

Throughout the planning process, "Cultural/Creative" is defined in the broadest sense of the term: from music, performing, and the fine arts, to amateur crafts, heritage, humanities, dance, theatre * drama, martial arts, visual and graphic arts, and all other manners of ethnically diverse and cultural expressions.

The Creation of a plan for Trinity Life’s Combined Arts Organization and Ministries will utilize a MODIFIED 4-step process modeled after successful planning efforts in other cities and regions.

4 Step Process

Formation of a Steering Committee to oversee the planning process. Committee members will be asked to serve based on their potential interest in the region's ministry, cultural development, and/or the possibility they could offer strategic and or professional assistance during the Plan’s implementation.

Preliminary research and input. Surveys of ministry, arts and cultural organizations will be conducted. A market analysis will be undertaken and key informant interviews will be conducted to gain input on existing ministry, and cultural programs, needs and interests of various municipal, ministry, sponsor, and "stakeholder" groups, having an interest and impact on ministry and the arts.

Utilize "Open Space Forums" and meetings to formulate recommendations for Goals & Objectives related to particular subject areas. Goals may include the development of new programs, ways to nurture partnerships and collaborations, etc. Objectives will entail task-oriented steps to carry out the Goals. The recommendations are summarized by the consultants for the consideration of the Steering Committee.

Implement the adopted Plan. Using the proposed recommendations, research findings and consultant feedback, the Steering Committee will develop a prioritized list of overall goals.

The process of setting priorities will be done through planning workshops and will involve Steering Committee decision-making based on identified regional needs, potential for implementation, and the vision of the ministry, arts, and cultural stakeholders.

Trinity Life’s Combined Arts Organization and Ministries plan is a plan for ministry, and cultural development of an entire region and eventual international ministry expansion, not just a plan for local artists, ministries, or arts and cultural organizations limited to a small city.

While ministry, and arts representatives are an integral part of a region’s ministry, and cultural development, there are also many other parties and entities whose input, investment, and energy will help develop and implement the plan on a larger geographical scale. However,, the broader the participation from the local community and region, the more "actionable" the Plan will initially be. By involving representatives from local and regional businesses, ministries, educational institutions, social service agencies, tourism, and public sectors, the needs of community and regional ministries, and individual artists, and arts organizations will be better served when it comes time to implement the Plan's goals and objectives. The "Buy-in" from the community and region, and the process of planning will help foster partnerships and facilitate networking to assist artists in carrying out their missions to create, perform and present art for the community, region, nation, and world.

Further case studies will be conducted on community, regionally, nationally, and internationally center-based commercial and ministry organizations and programs that are similarly structured in concept, purpose, and/or operation.

TASK FORCE TASK FORCE

STEERING COMMITTEE

TASK FORCE TASK FORCE

RECOMMENDATIONS TO MUNICIPLE, MINISTRY, AND THE

APPROPRIATE REDEVELOPMENT AGENCIES

INITIAL TASK FORCES, BOARD of ADVISORS, and internal committee support operations:

President/CEO, Chairman/Executive Director

Vice Chairperson/Executive Assistant Director

Committee Recorder/Secretary

Committee Treasurer

Computer Graphics and Administrative Assistant

Finance/Accounting Task Force

Fund Raising Task Force

Concept/Vision Task Force

Facility Task Force

Governance and Legal Task Force

Education/Public Programs Task Force

Music and Performing Arts Liaison Task Force

Cultural/Creative Arts Liaison Task Force

Martial Arts, Wellness, & Fitness Liaison Task Force

Allied Arts Liaison Task Force

Ministry Liaison Task Force

Other Necessary Steering Committee Task Forces (PRN)

The Steering Committee, with assistance from appropriate professionals will develop/prepare designs, and budgets for purchase or renovation of the proposed facility.

The Steering Committee with assistance from appropriate professionals will develop/prepare an example Proposed Annual Activity Calendar for use in planning the annual operating budgets for Trinity Life’s Combined Arts Organization and Ministries.

The Steering Committee with assistance from appropriate professionals will prepare a Proposed Sources of Annual Revenue and Projected Annual Expense Sheet for Trinity Life’s Combined Arts Organization and Ministries to include but not limited to the following:

-Fund Drives and grants for brick and mortar renovation and or completion of proposed facility

-Fund Drives, for operating expenses

-Revenue sharing agreements with local and regional performing and visual art’s groups.

-In kind donations of goods and services.

-Revenue sharing agreements with municipal, ministries, and or private resources.

-Building maintenance and operating expenses

-Organizational operations and personnel staffing expenses

The Steering Committee with assistance from appropriate professionals will conduct an official “Needs Analysis” and “Feasibility Study” which includes surveys, marketing analysis, and a business plan.

The Steering Committee will also Investigate the possibility of utilizing acquired Real Estate Deeds w/ Reversion Clauses as a security device for potential investor and/or sponsor sources.

CONTACT and BRIEF BIO INFORMATION:

Thomas C. Van Dyke

256-831-0040 256-454-0570

Chairman Steering Committee

Trinity Life Combined Arts Organization and Ministries Inc. 501 (c) (3)

OFFICIAL WEBSITE

www.thomasvandyke.org

FACE BOOK-

www.facebook.com/trinitylifecombinedarts