FAI BOD Minutes: July 2017

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse (2889 Alexander Street SE. Smyrna, GA) at 1:00 pm on July 15, 2017, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Michelle Waymire, David Stabler, Daniel Draven, Mary Robb, Chad Jones

The following Officers were present: Michelle Waymire (President), Mary Robb (Vice President), Daniel Draven (Treasurer), Chad Jones (Secretary)

The following members of the community were present: Rachel Mosley, Llucas Chizek, Heather Jensen

The President called the meeting to order at  1:22 PM.

OLD BUSINESS

  1. President’s Report (Michelle)
    1. Decided to postpone vote to have Ryan replace Michelle until next meeting.
  2. Michelle motioned for executive session at 1:45pm. The board exited executive session at 2:20pm
  3. Committee Updates
  1. Public Works Committee (Michelle)
    1. Moved items into storage containers.
  2. Event Committee (Draven)
    1. Tentative dates for Alchemy 2017 are Oct 19-22
    2. Land visit scheduled and contract drafted.
    3. Council is still looking into regulations in Chattooga county.
    4. There are still no guarantees for the land or county.
    5. Asked about proposing $10,000 for land.
    6. Need to get FLOW out to the property for assessment.
    7. Proposed attendance cap at 2,000 people is being asked to drop to 1,500.
    8. Ask for a possible extendable cap of 500 tickets.
    9. What is expected org contribution?
    10. AAF contract signed and paid for.
  3. Communications Committee (Michelle)
    1. Website work still continuing. Michelle moving forward.
  4. Home Committee (Draven)
    1. Land visit scheduled
    2. Request for $5,000 for supplies and community goodwill in Summerville.
  5. Conduct Committee (Chad)
    1. Charter will be updated for review over the next month.
  6. Elections Committee (Michelle)
    1. Election is moving along.
  1. Improving committee structure
    1. All charters are in progress!
    1. PWC (Voted to approve)
    2. Events (Revisions postponed until after Alchemy)
    3. Communications/TechOps (Voted to approve)
    4. Home (Incomplete)
    5. Conduct (Draft completed and voted on)
    1. Bylaws review – Postponement of review cancelled. Bylaws to be reviewed over the next month.
  1. Nondisclosure agreement for board, chairs, and major leadership
    1. Draven to print physical copies for us to sign at next BOD meeting and EL meeting
  2. 501c3 Update – Chad and Draven to contact Ryan Marosy about next steps
  3. Issuing 1099s – Tabled to next meeting
  4. Midyear update on budget (Draven)
  5. Action Items from June Meeting

NEW BUSINESS

  1. D&O insurance update
    1. Application has been filed; still waiting to hear back from carrier
  2. Election Candidates – discussed via executive session at beginning of meeting
  3. Bank Statement (as of June 17,2017)
    1. Org: $38,063.40
    2. Alchemy Event: $15,216.02
    3. Euphoria Event: $18,882.38
    4. Art Fundraiser Event: $4,070.00
    5. PWC: $1,292.38
    6. Money Market (Op Reserves): $55,045.22
    7. Promissory Note Reserves: $0

ACTION ITEMS FROM JUNE:

  • Get storage container contract to Mike D. (Michelle)
  • Contact Mike D. about potential Alchemy dates (Mary)
  • Edit FAI website wireframes (Ryan)
  • Build FAI website in WordPress (Michelle)
  • Vote on TechOps and PWC Charters (Michelle to set up in Yahoo Groups)
  • Draft Home Committee Charter (Mary/Draven)
  • Finalize launch of Conduct Committee language (Chad)
  • Print physical copies of non-disclosure agreement and bring to next BOD meeting and first EL meeting (Draven)
  • Continue writing Institutional Knowledge base. (David)
  • Look into options for 501c(3) application (Draven)
  • Review event procedures with eye for ADA – fully due when afterburn report is published. Will have review completed by July Meeting (Mary)
  • Clean up Google drive (Everybody)
  • Research automated payroll systems –  Gusto and competitors (Michelle)
  • Board offboarding best practices (Draven)
  • Finalize D&O application and file (David)
  • Midyear budget update (Draven)

ACTION ITEMS FOR JULY:

  • Make sure cards for Euphoria are cancelled and Cards for Alchemy are created and distributed. (Draven)
  • Bylaw review. (Everybody, notes to be written by August 2 Hangout – to be discussed on that call)
  • Get storage container contract to Mike D. (Michelle)
  • Build FAI website in WordPress (Michelle)
  • Draft Home Committee Charter (Mary/Draven)
  • Print physical copies of non-disclosure agreement and bring to next BOD meeting and first EL meeting (Draven)
  • Continue writing Institutional Knowledge base. (David)
  • Look into options for 501c(3) application and contact Ryan Marosy about next steps (Chad/Draven)
  • Review event procedures with eye for ADA – fully due when afterburn report is published. Will have review completed by July Meeting (Mary)
  • Clean up Google drive (Everybody)
  • Research automated payroll systems –  Gusto and competitors (Michelle)
  • Board offboarding best practices (Draven)
  • Midyear budget update (Draven)

Meeting adjourned by consensus by  PM.

FAI BOD Minutes: June 2017

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse (2889 Alexander Street SE. Smyrna, GA) at 1:00 pm on June 17, 2017, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Michelle Waymire, David Stabler, Daniel Draven, Mary Robb, Ryan King

The following Officers were present: Michelle Waymire (President), Mary Robb (Vice President), Daniel Draven (Treasurer)

The following members of the community were present: N/A

The President called the meeting to order at 1:10 PM.

In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:

  • Voted to approve Conduct Committee charter
  • Authorized General Council to investigate potential host counties’ ordinances and permitting requirements for Alchemy 2017

OLD BUSINESS

  1. President’s Report (Michelle)
    1. Nothing to report.
  2. Committee Updates
  1. Public Works Committee (Michelle)
    1. Inventory weekend is taking place over the weekend of June 17-18 to consolidate storage units and save monies
    2. Jacob sent over a draft contract for containers at LBJ – Michelle to review and send to landowner
    3. Draft is complete. Pending board approval, which will take place over email.
  2. Event Committee (Draven)
    1. Event and Team Lead Selection – Selections are in process. The rest of the EC is filling out their ranks based on the applications
    2. Voted to authorize General Council to start permitting process for Carroll County for Alchemy 2017. Mary to confirm potential dates with landowner
    3. Voted to approve the new date (July 29) and venue (Quaker Meeting House) for Alchemy Art Fundraiser.
  3. Communications Committee (Michelle)
    1. FAI Website – we are moving forward on building it in house. Ryan to edit wireframes, Michelle to build website
    2. Marketing plan and social media guidelines – Done, and in the Google drive.
    3. Charter has been revised and proofread. Pending board approval, which will take place over email.
  4. Home Committee (Draven)
    1. Committee charter – in progress. Mary and Draven to draft.
    2. Jacob is currently investigating permitting issues for three primary counties of interest.
    3. Draven to follow up with Cat about leading the Committee and setting a meeting to discuss additional next steps
  5. Conduct Committee (Chad)
    1. Charter has been approved. Public launch will happen shortly.
  6. Elections Committee (Michelle)
    1. Callout and application have been released. Things are on track and on time so far, with nominations through June, voting through July, and new Board Members selected by the beginning of August
  1. Improving committee structure
    1. All charters are in progress!
    1. PWC (Draft complete – needs voting)
    2. Events (Revisions postponed until after Alchemy)
    3. Communications/TechOps (Draft complete – needs voting)
    4. Home (Incomplete)
    5. Conduct (Draft completed and voted on)
    1. Bylaws review – Revisions postponed until after new board gets elected
  1. Nondisclosure agreement for board, chairs, and major leadership
    1. Agreement has been drafted.
    2. Voted by consensus to approve non-disclosure agreement
    3. Draven to print physical copies for us to sign at next BOD meeting and EL meeting
  2. Business cards – done, ordered, and should be here soon!
  3. 2016 FAI Annual Report. Done and ready to go on the new FAI website
  4. Issuing 1099s – Research still in progress
  5. Action Items from May Meeting

NEW BUSINESS

  1. D&O insurance update
    1. In the process of filing the application with amendment for risk of lawsuit
  2. Midyear update on budget
    1. Did not get done for today. Draven to prepare prior to July meeting to give board members time to review before the July meeting
  3. Truck accident and payment – everything has been resolved
  4. Bank Statement (as of June 17,2017)
    1. Org: $38,814.07
    2. Alchemy Event: $18,259.97
    3. Euphoria Event: $19,202.38
    4. Art Fundraiser Event: $5,000.00
    5. PWC: $1,694.21
    6. Money Market (Op Reserves): $55,043.41
    7. Promissory Note Reserves: $0

ACTION ITEMS FOR MAY:

  • Call out form for Alchemy Event leads (Mary)
  • Continue writing Institutional Knowledge base. (David)
  • Look into options for 501c(3) application (Draven)
  • Review event procedures with eye for ADA – fully due when afterburn report is published. Will have review completed by June Meeting (Mary)
  • Write up doc for CommComm procedures and how to’s (David)
  • Produce second draft of social media policy with admin and moderator roles (Michelle)
  • Create a marketing plan and communication guidelines for the org (Michelle)
  • Clean up Google drive (Everybody)
  • Ask Eugene about forms (Michelle)
  • Engage Ryan and Ivan (Lance) about website.
  • Finish 2016 Annual report (Michelle)
  • Publish 2015 annual report (Michelle)
  • Provide bylaws edits by June 2017 meeting (All)
  • Research automated payroll systems –  Gusto and competitors (Michelle)
  • Add recommendation for annual strategic planning meeting to Leadership Code of Conduct (Mary)
  • Board offboarding best practices (Draven)
  • Ask home committee to look into 4 properties. (Draven)
  • Reach out to Jacob about permitting for Carroll county and property for Walker county. (Mary)

ACTION ITEMS FOR JUNE:

  • Get storage container contract to Mike D. (Michelle)
  • Contact Mike D. about potential Alchemy dates (Mary)
  • Edit FAI website wireframes (Ryan)
  • Build FAI website in WordPress (Michelle)
  • Vote on TechOps and PWC Charters (Michelle to set up in Yahoo Groups)
  • Draft Home Committee Charter (Mary/Draven)
  • Follow up with Cat about Home Committee (Draven)
  • Finalize launch of Conduct Committee language (Chad)
  • Print physical copies of non-disclosure agreement and bring to next BOD meeting and first EL meeting (Draven)
  • Continue writing Institutional Knowledge base. (David)
  • Look into options for 501c(3) application (Draven)
  • Review event procedures with eye for ADA – fully due when afterburn report is published. Will have review completed by July Meeting (Mary)
  • Clean up Google drive (Everybody)
  • Research automated payroll systems –  Gusto and competitors (Michelle)
  • Board offboarding best practices (Draven)
  • Finalize D&O application and file (David)
  • Midyear budget update (Draven)

Meeting adjourned by consensus by 2:48 PM.

FAI BOD Minutes: May 2017

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at the Old Smyrna Firehouse at 1:00 pm on May 20, 2017, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Michelle Waymire, Daniel Draven, Chad “Cinnamon” Jones, Mary Robb, David Stabler

The following Officers were present: Michelle Waymire (President), Mary Robb (Vice President), Daniel Draven (Treasurer)

The following community members were present: Ivan (Lance), Cat, Ed Bentley, Jeff, Llucas, Ryan King, puppies, Heather (HBomb), Anna

The President called the meeting to order at 1:07 PM.

In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:

  • Combined Land Search and Community Outreach committees into single Home Committee.
  • PWC has been formed and members appointed.
  • Board voted to cancel Euphoria due to permitting issues.
  • Refund process was approved, and has gone public.
  • Budget for demolition of effigy at LBJ approved and project completed by PWC volunteers. The board extends its thanks to the volunteers who took care of that.
  • Approval of April Minutes – passed by consensus

OLD BUSINESS:

  1. President’s Report (Michelle)
    1. The president thanks everyone for their patience with regards to the canceling of Euphoria and the refund process.
  2. Committee Updates
  1. Public Works Committee (Michelle)
    1. Effigy has been torn down.
    2. For now containers will remain on LBJ.
    3. Contract has been sent to Jacob for review.
    4. Plan is to consolidate storage units at Candler road into the on 10’x30’ unit.
    5. Inventory move scheduled for mid June.
    6. Charter still in progress.
    7. PWC liaisons to EC approved.
    8. PWC requests to have Liaisons on Home committee.
      1. Mary motioned, Chad seconded, Approved by consensus.
  2. Event Committee (Draven)
    1. Need event lead for Alchemy
    2. Need to determine schedule for Alchemy and drop dead dates.
    3. Need drop dead dates for finding event lead(s)
    4. Chas & Sarah suggest Casey Davis as Art Fundraiser Event Lead.
    5. Need to adjust dates for Art Fundraiser.
  3. Communications Committee (Michelle)
    1. FAI Website progress. Contract renegotiation. Michelle will Follow up. Suggested we give him until end of June.
    2. Alchemist.
    3. Marketing plan and social media guidelines.
    4. Charter. (Moved to discuss over email)
  4. Home Committee (Draven)
    1. Members coming together, have a number of potential members with interest, goal of 12 members.
    2. Committee charter. Daniel to work on this.
    3. Structure definition. (under PWC, Independent?)
  5. Conduct Committee (Chad)
    1. Charter is ready for review, and committee is ready for public launch.
  6. Improving committee structure
    1. All charters are in progress!
      1. PWC (Incomplete)
      2. Events (Incomplete)
      3. Communications (Incomplete)
      4. Home (Incomplete)
      5. Conduct (Incomplete)
      6. TechOps (Incomplete)
      7. Elections (Incomplete)
    2. Bylaws review has also been tabled until June.
  7. Nondisclosure agreement for board, chairs, and major leadership
    1. Believed to be completed. Mary
  8. Business cards.
    1. Michelle to reach out to Ash to check progress on this and other action items.
  9. 2016 FAI Annual Report.
    1. Still in progress. Need to complete.
  10. Issuing 1099s
    1. Punted. To discuss in June meeting and implement prior to Alchemy.
  11. Action Items from April Meeting

NEW BUSINESS:

  1. Discuss Election committee members. Ivan (Lance) and Cat volunteered.
  2. Alchemy Dropdead Date.
  3. Chad motioned to appoint Ryan King to open non-voting board seat, Mary seconded, passed by consensus.
  4. Alchemy Lead/Colead prospects.
  5. Select lead for Art Fundraiser
  6. Select date Art Fundraiser (60 days from event proposed)
  7. Website renegotiations
  8. Election timelines
    1. Moving up election timeline to allow for more onboarding of new board members.
    2. Replacing Ash and three seats
  9. Bank Statement (as of 20 May 2017)
      1. Org: $154,000
      2. Alchemy Event: $32,000 (Loaded from Euphoria for potential refunds)
      3. Euphoria Event: $19,000 (will likely reduce as refunds are dispersed)
      4. Art Fundraiser Event: $5,000
      5. PWC: $1,700
      6. Money Market (Op Reserves): $55,000

Draven motioned to enter executive session, Chad seconded, Approved by consensus at 3:30pm

Board exited executive session at 4:35pm

ACTION ITEMS FROM APRIL

  • Make Facebook event for the Town Hall (Chad)*
  • Roll land search under PWC (Michelle)*
  • Reach out to Ash about status of action items and business cards (Michelle)*
  • Look into options for 501c(3) application (Draven)
  • Review event procedures with eye for ADA – fully due when afterburn report is published. Will have review completed by June Meeting (Mary)
  • Send call out for Alchemy Art Fundraiser (Michelle)*
  • Write up doc for CommComm procedures and how to’s (David)
  • Produce second draft of social media policy with admin and moderator roles (Michelle)
  • Create a marketing plan and communication guidelines for the org (Michelle)
  • Clean up Google drive (Everybody)
  • Complete Conduct Committee charter (Chad)*
  • Ask Eugene about forms (Michelle)
  • Finish 2016 Annual report (Michelle)
  • Publish 2015 annual report (Michelle)
  • Provide bylaws edits by June 2017 meeting (All)
  • Research automated payroll systems –  Gusto and competitors (Michelle)
  • Start writing institutional knowledge base (David)*
  • Add recommendation for annual strategic planning meeting to Leadership Code of Conduct (Mary)
  • Callout for Election committee (Michelle)*
  • Board offboarding best practices (Draven)

ACTION ITEMS FOR MAY

  • Call out form for Alchemy Event leads (Mary)
  • Continue writing Institutional Knowledge base. (David)
  • Look into options for 501c(3) application (Draven)
  • Review event procedures with eye for ADA – fully due when afterburn report is published. Will have review completed by June Meeting (Mary)
  • Write up doc for CommComm procedures and how to’s (David)
  • Produce second draft of social media policy with admin and moderator roles (Michelle)
  • Create a marketing plan and communication guidelines for the org (Michelle)
  • Clean up Google drive (Everybody)
  • Ask Eugene about forms (Michelle)
  • Engage Ryan and Ivan (Lance) about website.
  • Finish 2016 Annual report (Michelle)
  • Publish 2015 annual report (Michelle)
  • Provide bylaws edits by June 2017 meeting (All)
  • Research automated payroll systems –  Gusto and competitors (Michelle)
  • Add recommendation for annual strategic planning meeting to Leadership Code of Conduct (Mary)
  • Board offboarding best practices (Draven)
  • Ask home committee to look into 4 properties. (Draven)
  • Reach out to Jacob about permitting for Caroll county and property for Walker county. (Mary)

Michelle motions to adjourn. Passed by consensus. Meeting adjourned at 4:50 PM.

FAI BOD Minutes: April 2017

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at the Lobby of the Downtown Hilton hotel at 1:00 pm on April 18, 2017, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Michelle Waymire, Chad Jones, Daniel Draven, Mary Robb

The following Officers were present: Michelle Waymire (President), Mary Robb (Vice President), Daniel Draven (Treasurer)

The President called the meeting to order at 1:07 PM.

In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting: Ash Monogue has stepped down from the FAI Board of Directors and his role as Secretary. We accept his resignation and thank him for his service.

Old Business:

  1. President’s Report (Michelle)
    1. The President officially thanks the community for their patience as we figure out how to make our events more ADA compliant. In addition, a big thank you to the rest of the Board of Directors for maintaining professionalism and composure under fire, and to Cinnamon, who brought cheez-its to this meeting. *insert praise hands emoji here*
  2. Committee Updates
    1. Public Works Committee (Michelle)
      1. Everything has been inventoried. Only data entry remains.
      2. Two shipping containers have been purchased and placed at LBJ. Need to make sure storage contact is good to go as well.
      3. Moving day is Saturday, April 22. All Hands on Deck.
      4. Adding 2 PWC liaisons to the Event team as well.
      5. Charter pending; was punted to accommodate inventory.
    2. Event Committee (Draven)
      1. Went to the meeting last week to talk ADA stuff and leadership turnover and sit in on planning process. Events are overall in good shape.
      2. Still waiting for signed land contract. Insurance and permits in progress.
      3. Alchemy Art Fundraiser – Call out to be distributed in next Alchemist.
      4. Hosting Town Hall on Saturday at Center Camp at the burn. Time TBD. Be on the lookout for Facebook event.
    3. Communications Committee (Michelle)
      1. FAI Website in progress. Waiting on second round of invoice from web designer.
      2. Alchemist has resumed normal schedule, finally! We apologize for the delay in news.
      3. Still waiting on marketing plan and social media guidelines. Event stuff has eclipsed year round governance.
    4. Community Outreach Committee (Draven)
      1. Event stuff has eclipsed year round governance. Meeting with Bowdon officials on Monday to build bridges.
    5. Land Search (Michelle)
      1. No progress made because of Euphoria planning.
      2. Motion to roll this function into PWC. Passed by consensus.
    6. Conduct Committee (Chad)
      1. Reporting form is set up and ready to go. Will embed into new FAI site. Press release is drafted as well. Charter is in progress.
      2. Committee takes an official hiatus two weeks before and two weeks after the event. Forms will be available on site at Rangers station to process new cases as needed.
  3. Improving committee structure
    1. All charters are in progress!
    2. Bylaws review has also been tabled until May.
  4. Promissory Note to Alchemy, LLC.
    1. Note has been paid.
  5. Nondisclosure agreement for board, chairs, and major leadership
    1. Also in progress.
  6. Business cards.
    1. Michelle to reach out to Ash to check progress on this and other action items.
  7. 2016 FAI Annual Report.
    1. Still in progress. Need to complete.
  8. Issuing 1099s
    1. Punted. To discuss in May meeting and implement prior to Alchemy.
  9. Action Items from March Meeting – SEE BELOW.

New Business

  1. Motion to accept Chad as acting secretary. Approved by consensus.
  2. Budget for FB Promotions
    1. May boost posts the week before the event if tickets are still available.
  3. Election timelines
    1. Moving up election timeline to allow for more onboarding of new board members.
    2. Replacing Ash and three seats, plus board intern.
    3. Callout for Election committee in next Alchemist

Bank Statement (as of April 18, 2017)

Org: $48,934.17

Alchemy Event: $3,198.17

Euphoria Event: $49,129.76

Art Fundraiser Event: $5,000.00

PWC: $2,962.80

Money Market (Op Reserves): $55,039.73

Promissory Note Reserves: $0

Action items from March:

  • Post Feb minutes to website (Michelle)
  • Reach out to Jeff and Justin about being Chair and vice-Chair for PWC (Mary)
  • Schedule PWC meeting to review charter and figure out everything (Mary)
  • Still need to pay Smokey for container storage and get circus tent pole from Tareq’s (Michelle, Mary)
  • Plan and execute an inventory weekend (Michelle, Mary)
  • Look into options for 501c(3) application (Ash, Chad)
  • Review event procedures with eye for ADA (Ash, Mary)
  • Send call out for Alchemy Art Fundraiser (Ash)
  • Write up doc for CommComm procedures and how to’s (David)
  • Produce second draft of social media policy with admin and moderator roles (Michelle)
  • Create a marketing plan and communication guidelines for the org (Michelle)
  • Clean up Google drive (Everybody)
  • Complete Conduct Committee charter (Chad)
  • Ask Eugene about forms (Ash)
  • Ash to order business cards, Draven to pay (Ash, Draven)
  • Finish 2016 Annual report and publish 2015 annual report (Michelle)
  • Provide bylaws edits by April 2017 meeting (All)
  • Visa Gift card usage guidelines for the event budget (Draven)
  • Draft responses to other property options (Draven)
  • Draft Conduct Committee best practices for conveying information about complaint status (Draven, Chad)
  • Euphoria 60 day report (Ash)
  • Research automated payroll systems –  Gusto and competitors (Michelle)
  • Follow up on land contract with Jacob and draft revised version for visit on March 26 (Michelle)
  • Cross train Draven and Ash to submit Euphoria insurance (David)
  • Start writing institutional knowledge base (David)
  • Add recommendation for annual strategic planning meeting to Leadership Code of Conduct (Mary)

Action Items for April:

  • Make Facebook event for the Town Hall (Chad)
  • Roll land search under PWC (Michelle)
  • Reach out to Ash about status of action items and business cards (Michelle)
  • Look into options for 501c(3) application (Draven)
  • Review event procedures with eye for ADA – fully due when afterburn report is published (Mary)
  • Send call out for Alchemy Art Fundraiser (Michelle)
  • Write up doc for CommComm procedures and how to’s (David)
  • Produce second draft of social media policy with admin and moderator roles (Michelle)
  • Create a marketing plan and communication guidelines for the org (Michelle)
  • Clean up Google drive (Everybody)
  • Complete Conduct Committee charter (Chad)
  • Ask Eugene about forms (Michelle)
  • Finish 2016 Annual report and publish 2015 annual report (Michelle)
  • Provide bylaws edits by May 2017 meeting (All)
  • Research automated payroll systems –  Gusto and competitors (Michelle)
  • Start writing institutional knowledge base (David)
  • Add recommendation for annual strategic planning meeting to Leadership Code of Conduct (Mary)
  • Callout for Election committee (Michelle)
  • Board offboarding best practices (Draven)

President motions to adjourn. Meeting adjourned at 2:56 PM.

FAI BOD Minutes: March 2017

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse (2889 Alexander Street SE. Smyrna, GA) at 1:00 pm on March 18, 2017, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Michelle Waymire, Ash Monogue, David Stabler, Chad Jones, Daniel Draven, Mary Robb

The following Officers were present: Michelle Waymire (President), Mary Robb (Vice President), Daniel Draven (Treasurer)

The following members of the community were present: H-Bomb, Jenn, Jeff, Dingo, Annette, Zilah, Noel

The President called the meeting to order at 1:18 PM.

In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting: Vote to Accept Contract from Eugene Jiang for Website Design for www.flashpointart.org

Old Business:

  1. President’s Report (Michelle)
    1. Nothing significant to report
  2. Committee Updates
    1. Public Works Committee (Mary)
      • First draft of charter finished and ready for review
      • Jeff nominated as chair/public works director, Justin nominated as vice chair – Mary to reach out via email to confirm
    2. Event Committee (Ash)
      • Event Proposal – Motion to accept Ghini’s event proposal. Approved by consensus.
      • Accessibility/Service Dogs – Want to provide as much reasonable accommodation as possible during our events. To facilitate this, we need to review existing policies (Placement, Medicine, Service Dogs, How to handle dogs at gates, ranger policy for if you see a dog, etc.) and make suggestions for new procedures.
      • Motion for Ash to be secretary ending 12/13/2017. Approved by consensus.
      • Mary Robb volunteers to serve as compliance officer to help oversee procedures. Approved by consensus.
      • Reviewed and voted on Service Dog policy, pending legal approval
      • Alchemy Art Fundraiser – Call out is complete and ready to go. Passed by consensus.
    3. Communications Committee (Michelle)
      • Flashpoint website launch update – Eugene should have what he needs, we will be on the lookout for additional emails.
      • David met with Ghini to discuss how to do stuff on the TechOps site. Needs a follow up meeting to go over a couple additional items. David to write up procedures.
      • Committee charter in progress from David Stabler
      • Social media admin policy – Michelle drafted, but will revise to also include who is an admin vs. moderator
    4. Community Outreach Committee (Draven)
      • Want to create a call out for a chair and committee members. Looking for 5-7 people total.
    5. Land Search (Ash)
      • Still looking for a chair. Membership roster has been finalized.
      • Included as a subcommittee of PWC in the charter
    6. Conduct Committee (Chad)
      • Charter still in progress. Also approved a confidentiality agreement. Currently finalizing form questions for the website so that people can submit conduct violations online.
      • Submitted two committee recommendations to the board. Tabled for online discussion.
  3. Productivity tools
    1. Need to ask Eugene about form software (Wufoo, Survey Monkey). Ash to do further research. Other debate tabled to online discussion.
    2. Jacob still working on recommendations for secure file storage options
  4. Improving committee structure
  5. Charters are in progress, per above updates
    1. Meeting template has been drafted – Ash to email. Goal is to have every committee send their minutes via form to secretary@flashpointart.org
  6. Promissory Note to Alchemy, LLC.
    1. Follow up once more with recipient to confirm payment of promissory note
  7. Nondisclosure agreement for board, chairs, and major leadership
    1. Mary wrote a second draft. Passed by consensus.
  8. Business cards.
    1. Design approved. Ash to order; Draven to execute payment.
  9. 2016 FAI Annual Report.
    1. In progress. Draft to be completed by April meeting.
  10. 2017 Bylaws review.
    1. Board members to submit comments to Bylaws by April meeting. Recommend changes to be distributed to the public, published at Connexus to get community feedback, and then vote at the May board meeting.
  11. Status of Action Items from February Meeting (see below)

New Business:

  1. Issuing 1099s
    1. Need to research payroll systems. Tax guy recommended Gusto – Michelle to research alternatives
  2. Land contracts
    1. Michelle to follow up with Jacob and draft revised version for land visit on March 26
  3. Euphoria insurance
    1. David reached out to Anna regarding 2016 forms. David to cross train Ash and Draven to submit application for Euphoria 2017
  4. Budget for FB Promotions
    1. Not yet boosting posts for Euphoria ticket sales at this time
  5. Assistant Secretary
    1. Michelle to fill in for Ash in the event that he can’t take notes at a meeting
  6. Election timelines
    1. Considering starting the election process in August so that we can get a slate of board members by October–and allow for voting and a town hall at Alchemy to increase participation. (Election Committee will require callouts in July)
  7. Bank Statement (as of March 18, 2017)
    • Org: $60,721.68
    • Alchemy Event: $1,000.00
    • Euphoria Event: $5,000.00
    • Art Fundraiser Event: $5,000.00
    • PWC: $7,500.00
    • Money Market (Op Reserves): $55,036.42
    • Promissory Note Reserves: $14,898.30

Action Items from February

  • Make sure Ghini has Thundertix access (Ash)
  • Accept Transfer Alchemy Ticket & Rideshare Group (Ash)
  • Plan and execute an inventory weekend (Michelle, Mary) – In progress pending container transition.
  • Official TechOps hand off (David)
  • Post old minutes (Michelle)
  • Create a marketing plan and communication guidelines for the org (Michelle) – In progress
  • Need to establish who clearly manages social media channels — who’s an admin, vs. who moderates threads (Michelle)
  • Call out for Community Outreach chair and committee members (Draven) – In progress
  • Distribute press statement for EOY donations on LinkedIn (Michelle)
  • Create Conduct chair email for GJ (Ash) 
  • Complete Conduct Committee charter (Draven, Chad) – In progress
  • Sign up for software to store conduct violation-related documents, per Jacob’s recommendations (Ash) – In progress
  • Use the committee template to make new drafts of committee charters. (All) – In progress
  • Second draft of Leadership Code of Conduct (Mary)
  • Research alternative storage options (Michelle)
  • Change locks on storage units (Michelle)
  • Visa Gift card usage guidelines for the event budget (Draven) – Not yet started
  • Still need to pay Smokey for container storage and get circus tent pole from Tareq’s (Michelle, Mary) – In progress
  • Follow up with web designers (Ash)
  • Arrange a meeting with LBJ to discuss potential Alchemy dates (Ash)
  • Draft responses to other property options (Draven) – Not yet started
  • Draft Conduct Committee best practices for conveying information about complaint status (Draven, Chad) – In progress
  • Set up private FAI calendar (Ash)
  • Create organizational charts for committee (Ash)
  • Create a committee meeting minutes template (Ash)
  • Follow up with Jacob re: Promissory note (Michelle)
  • Transfer $5000 from Org account to Reserves for 2016 reserves (Draven)
  • Euphoria 60 day report (Ash) – In progress
  • 2016 Annual Report draft (Michelle) – In progress

Action Items for March

  • Post Feb minutes to website (Michelle)
  • Reach out to Jeff and Justin about being Chair and vice-Chair for PWC (Mary)
  • Schedule PWC meeting to review charter and figure out everything (Mary)
  • Still need to pay Smokey for container storage and get circus tent pole from Tareq’s (Michelle, Mary)
  • Plan and execute an inventory weekend (Michelle, Mary)
  • Look into options for 501c(3) application (Ash, Chad)
  • Review event procedures with eye for ADA (Ash, Mary)
  • Send call out for Alchemy Art Fundraiser (Ash)
  • Write up doc for CommComm procedures and how to’s (David)
  • Produce second draft of social media policy with admin and moderator roles (Michelle)
  • Create a marketing plan and communication guidelines for the org (Michelle)
  • Clean up Google drive (Everybody)
  • Complete Conduct Committee charter (Chad)
  • Ask Eugene about forms (Ash)
  • Ash to order business cards, Draven to pay (Ash, Draven)
  • Finish 2016 Annual report and publish 2015 annual report (Michelle)
  • Provide bylaws edits by April 2017 meeting (All)
  • Visa Gift card usage guidelines for the event budget (Draven)
  • Draft responses to other property options (Draven)
  • Draft Conduct Committee best practices for conveying information about complaint status (Draven, Chad)
  • Euphoria 60 day report (Ash)
  • Research automated payroll systems –  Gusto and competitors (Michelle)
  • Follow up on land contract with Jacob and draft revised version for visit on March 26 (Michelle)
  • Cross train Draven and Ash to submit Euphoria insurance (David)
  • Start writing institutional knowledge base (David)
  • Add recommendation for annual strategic planning meeting to Leadership Code of Conduct (Mary)

Michelle motions to adjourn. Passed by consensus. Meeting adjourned at 4:48 PM.

Date:
Sunday, 9 April 2017

FAI BOD Minutes: February 2017

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse (2889 Alexander Street SE. Smyrna, GA) at 1:00 pm on February 18, 2017, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Michelle Waymire, Ash Monogue, David Stabler, Chad Jones, Daniel Draven, Mary Robb

The following Officers were present: Michelle Waymire (President), Mary Robb (Vice President), Daniel Draven (Treasurer)

The following members of the community were present: Mike Alberghini

The President called the meeting to order at 1:43 PM.

In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:

  • Vote to pay for renewal of Georgia Corporation Annual Registration and all associated fees (Passed by Consensus)
  • Renewal of Domain Names

Old Business:

  1. President’s Report (Michelle)
    1. Thanks to the current board for your productivity and respectfulness so far this year.
  2. Status of Action Items from January BOD Meeting
    • Creating a marketing plan and communication guidelines for the org (Michelle) – In progress. Due at March BOD meeting.
    • Need to establish who clearly manages social media channels — who’s an admin, vs. who moderates threads (Michelle) – In progress. Due at March BOD meeting.
    • Send Anna an email to ask her if she wants to be Community chair (Draven) – Complete. Anna  will serve on committee but not as chair. Will hold call out for chair.
    • Distribute press statement for EOY donations on LinkedIn (Michelle)
    • Review Conduct Committee applicants, recommend a Committee chair, recommend Committee members, and prepare official charter to get Conduct Committee started (Chad and Daniel) – Named members and chair. Charter is in progress.
    • Ask Jacob for recommendations on how to store conduct violation-related documents (Ash) – In progress. Jacob is working on this based on what we need.
    • Get EC to set up an Art Fundraiser Event Lead team (Ash) – Call out form was created and sent out for review.
    • Follow up on action items addressed in PWC chair’s resignation email (Michelle and Mary) – Mostly complete.
    • Request a 2016 membership roster of PWC members to follow up on membership status of rest of committee (Michelle) – Complete.
    • Reach out to potential land search members to affirm 2016 membership status (Ash) – Complete, but still looking to establish a chair.
    • Preparing recommendations on committee update structure (Ash) – First draft complete. Committees to use template to make new charters.
    • Draft Leadership Code of Conduct (Mary) – First draft complete. Need to prepare a second draft with responsibilities for team leads, a section for leaving the organization, and authorship and copyright guidelines.
    • Get quotes for FAI website launch (Ash) – Complete.
    • Handle set-up of three event sub-accounts (Michelle and Draven) – Complete.
    • Write up meeting review (Draven) and send via Alchemist (Michelle) – Complete.
  3. Committee Updates
    1. Public Works Committee (Mary)
      • Officially transferred leases to SpaceShop and Uncle Bob’s/LifeStorage. Looking into options for business storage and pod storage to avoid individual names and facilitate movement of belongings.
      • Scheduled time for Monday at 8pm to meet with former members to debrief and discuss committee best practices.
      • Cancelled cards for old PWC members. Will also change locks to storage units.
      • Still need to pay Smokey for container storage and get circus tent pole from Tareq’s
      • Need to redraft committee charter (Mary)
    2. Event Committee (Ash)
      • Alchemy Ticket & Rideshare Group proposal. Ash motions for it to become an official group, Mary seconds. Passed by consensus. Ash will let current admins know of the decision.
      • Update from Ghini: Vast majority of team leads have been chosen for Euphoria. Doing some interesting conclave things with volunteers. Safety class with Robert Harrison on inspecting flame effects. Planning on running ICS training as well. Need an inventory weekend soon.
      • Need to talk to landowner to confirm cost of land rental for Euphoria, but land cost will be covered in the org budget again this year.
      • Also need event proposal draft soon.
    3. Communications Committee (Michelle)
      • Flashpoint website launch update.
      • Ash motions to hire Eugene Jiang to complete his complete website proposal at a cost of $1750. Michelle second. Passed by consensus.
      • Email addresses for Board members and committee chairs. First round of board members are complete. Need to create email addresses for additional chairs as they come onboard.
      • David to set a meeting with Ghini to hand off rest of committee and cross train Michelle and Chad
    4. Community Outreach Committee (Draven)
      • Want to create a call out for a chair and committee members. Looking for 5-7 people total.
    5. Land Search (Ash)
      • Membership list has been solidified.
      • Still examining options for Alchemy. Two additional leads have been submitted; committee is following up on those as well.
    6. Conduct Committee (Chad)
      • Moved to executive session from 3:51 PM to 4:17 PM.
      • Committee team solidified. Gina named as chair. Meeting every two weeks.
      • Working on charter and establishing best practices for disseminating information.
  4. Future and direction of art fundraiser – tabled to online discussion
  5. 2017 budget discussion.
    1. Ash motions to accept budget as is. Mary seconds. Passed by consensus.
  6. Productivity tools – tabled to online discussion
    1. Paid form software (Wufoo, Survey Monkey)
    2. Event budgeting
    3. Budgeting software
    4. Freedcamp
  7. Improving committee structure
    1. Committee charter template – draft is drafted. Committees to prepare their charters.
    2. Organizational Chart – Ash to create
    3. Conflict resolution (intra/inter-committee; committee and board)
    4. Committee reporting norms – included in charter template
    5. Need to create a committee meeting template (Ash)
  8. Promissory Note to Alchemy, LLC. – No claims to be made against the money at this time.

V.     NEW BUSINESS

  1. Nondisclosure agreement for board, chairs, and major leadership. In progress. Tabled to online discussion.
  2. Business cards. In progress. Tabled to online discussion.
  3. 2016 FAI Annual Report.
    1. Templates for the FAI Annual report and 60 day event reports are in the Google drive.
    2. Ash to write Euphoria 2016 report.
    3. Michelle to write FAI Annual Report
  4. 2017 Bylaws review. In progress. Tabled to online discussion.
  5. Bank Statement (as of February 18, 2017)
    • Org: $25,047.10
    • Alchemy Event: $46,129.96
    • Euphoria Event: $4,898.22
    • Art Fundraiser Event: $5,000.00
    • PWC: $5,144.18
    • Money Market (Op Reserves): $50,036.42
    • Promissory Note Reserves: $14,898.30

VI. ACTION ITEMS

  • Make sure Ghini has Thundertix access (Ash)
  • Accept Transfer Alchemy Ticket & Rideshare Group (Ash)
  • Plan and execute an inventory weekend (Michelle, Mary)
  • Official TechOps hand off (David)
  • Post old minutes (Michelle)
  • Create a marketing plan and communication guidelines for the org (Michelle)
  • Need to establish who clearly manages social media channels — who’s an admin, vs. who moderates threads (Michelle)
  • Call out for Community Outreach chair and committee members (Draven)
  • Distribute press statement for EOY donations on LinkedIn (Michelle)
  • Create Conduct chair email for GJ (Ash)
  • Complete Conduct Committee charter (Draven, Chad)
  • Sign up for software to store conduct violation-related documents, per Jacob’s recommendations (Ash)
  • Use the committee template to make new drafts of committee charters. (All)
  • Second draft of Leadership Code of Conduct (Mary)
  • Research alternative storage options (Michelle)
  • Change locks on storage units (Michelle)
  • Visa Gift card usage guidelines (Draven)
  • Still need to pay Smokey for container storage and get circus tent pole from Tareq’s (Michelle, Mary)
  • Follow up with web designers (Ash)
  • Arrange a meeting with LBJ to discuss potential Alchemy dates (Ash)
  • Draft responses to other property options (Draven)
  • Draft Conduct Committee best practices for conveying information about complaint status (Draven, Chad)
  • Set up private FAI calendar (Ash)
  • Create organizational charts for committee (Ash)
  • Create a committee meeting minutes template (Ash)
  • Follow up with Jacob re: Promissory note (Michelle)
  • Transfer $5000 from Org account to Reserves for 2016 reserves (Draven)
  • Euphoria 60 day report (Ash)
  • 2016 Annual Report draft (Michelle)

Ash motions to adjourn. Mary seconds. Passed by consensus. Meeting adjourned at 4:39 PM.

Date:
Wednesday, 22 March 2017

FAI BOD Minutes: January 2017

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse (2889 Alexander Street SE. Smyrna, GA) at 11:00 am on January 14, 2017, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Michelle Waymire, Ash Monogue, David Stabler, Chad Jones, Daniel Draven, Mary Robb

The following Officers were present: Michelle Waymire, Vice President

The following members of the community were present: N/A

The President called the meeting to order at 11:00 am.

Executive session to discuss status of committees took place from 11:26 am – 12:18 pm.
In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:

  • December 8, 2016 – Voted to renew FAI Thundertix account to the amount of $1,995.
  • December 10, 2016 – Voted to accept Mike Alberghini’s proposal to act as Event Lead for Euphoria 2017.
  • December 10, 2016 – Vote to accept Rebecca Rea’s resignation as a 2017 Board of Directors member, effective December 31, 2016, in order to act as Event Lead for Alchemy 2017, effective January 1, 2017.
  • December 10, 2016 – Voted to appoint Mary Robb to complete Rebecca Rea’s term as a Board of Director, effective January 1, 2017 and concluding December 31, 2017.
  • December 22, 2016 – Voted to appoint Ash Monogue and Daniel Draven to the FAI Board of Directors, with terms beginning January 1, 2017 and ending December 31, 2018, or until their replacements are named.
  • January 6, 2016 – Voted to appoint Chad Jones to fill Dusty Graham’s empty seat on the FAI Board of Directors for the remainder of his term ending December 31, 2017, or until elections are held.

Old Business:

  • President’s Report – Our old president, Dusty Graham, has resigned from the board, his position as president, and all FAI committees. The board accepts his resignation and thanks him for his service. Acting president is Michelle Waymire, Vice President.
  • Committee Updates
    • Communications/TechOps Committee (Michelle)
      • Primary Liaison – Michelle; Secondary Liaison – Chad
      • David Stabler accepts Chair of Committee position
      • Ash makes a motion to hire a web designer to get the FAI website off the ground quickly. Chad seconds. Decided to table until budget discussion in New Business section
      • Ash makes a motion to buy email addresses for board members and committee chairs. Chad seconds. Decided to table until budget discussion in New Business section
      • Wufoo forms for paid accounts – to be used for each committee to submit monthly updates, contact forms for website, to replace Census tool, elections, and give Events form access for proposals and registrations, keep a centralized record of everything in one place vs. current disparate system. Ash motioned, Chad seconded, tabling until budget discussion.
      • Michelle will be creating a marketing plan and communication guidelines for the org.
      • Need to establish who clearly manages social media channels — who’s an admin, vs. who moderates threads. Also: LinkedIn
    • Community Outreach Committee (Daniel)
      • Primary Liaison – Draven; Secondary Liaison – Ash
      • Ash nominates Anna Holladay for Community Outreach chair. Draven seconds.
      • Goal is to establish feasibility of new land sites from an outreach standpoint and begin building bridges with local communities
      • Donated $10,000 to local Atlanta groups at end of 2016. Major kudos and love from Pride School this year <3
    • Conduct Committee (Chad)
      • Primary liaison – Chad; Secondary – Daniel
      • Moved to executive session to discuss applicants from 1:53 pm – 2:14 pm.
      • Chad and Daniel to vet applicants, establish a Committee chair, select Committee members, and prepare official charter to get Conduct Committee started
      • Motion to establish secure location for storing conduct violation-related documents – Chad motions, Draven seconds. Tabling until budget discussion.
    • Event Committee (Ash)
      • Motioned and seconded via email. Voted online to accept Mike Alberghini’s proposed Department Leads for Euphoria 2017. 3 yea, 2 yea with rights. David Stabler, non-voting member, did not vote. Yea with rights: Ash accepts the slate but believes Mike should nominate a Structure lead from existing slate or new candidate, as well as clarify chain of command for Art Department leads in the event of an onsite incident. Yea with rights: Mary approves slate but cites same reasons as Ash.
      • Ash motions to discuss event budgeting. Mary seconded. Discussion tabled to budget.
      • Moved to executive session to discuss appointing a non-board chair. from 2:39 pm – 3:03 pm.
      • Ash motions to direct the Events Committee to create a third Event Lead team, to be placed in charge of the 2017 Alchemy Art Fundraiser, to be selected via community call out. Seconded by Chad. Passed by consensus.
    • Public Works Committee (Mary)
      • The chair of the Public Works Committee has resigned via email. Draven motions to accept resignation. Ash seconds. The board accepts his resignation by consensus and thanks him from his service.
      • Michelle and Mary to follow up on action items addressed in chair’s resignation email
      • Michelle to request a 2016 membership roster of PWC members to follow up on membership status of rest of committee.
    • Land Search (Ash)
      • Ash to reach out to potential members to affirm 2016 membership status.
  • 2016 budget review and financial update – Chair motions to table to online discussion
  • Future and direction of art fundraiser – Addressed as part of EC discussion.

New business:

  • Motion to select officers for the 2017 calendar year. Passed by consensus.
    • President: Michelle Waymire
    • Vice President: Mary Robb
    • Treasurer: Daniel Draven
    • Secretary: TBD
  • Meeting schedule for rest of 2017
    • Standing monthly meeting scheduled for third Saturday of each month from 1-4 PM unless otherwise scheduled. Location TBD.
    • Monthly standing board Hangout scheduled for first Wednesday of every month at 9:00 PM.
  • 2017 Budget discussion – tabled to online discussion
  • Promissory note to Alchemy, LLC
    • Reached out to Jacob regarding best practices for payment of promissory note.
    • Executive session at 3:40 PM. Closed at 3:42 PM.
  • Technology and tools – tabled as part of the online budgetary discussion
    • StrengthsFinder
    • Budgeting Software
    • Freedcamp
  • Improving committee structure – tabled to online discussion. Ash to assume responsibility for preparing recommendations on structure.
    • Committee charter template
    • Organizational Chart
    • Conflict resolution (intra/inter-committee; committee and board)
    • Committee reporting norms
  • Email addresses for Board members and committee chairs
    • Ash motions to approve $750 per year to create email accounts for board members, officers, and committee chairs. Chad seconds. Passed by consensus.
  • Leadership Code of Conduct for board, chairs, and major leadership
    • Mary to draft policy for review at next meeting
  • 2016 FAI Annual Report – tabled to online discussion
  • 2017 Bylaws review – tabled to online discussion
  • Flashpoint Website launch
    • Finances discussed as part of Committee updates
    • Ash to get quotes for wireframes
  • How the event budgeting is being handled
    • Ash motions to create three sub accounts to the master account for each of the three event teams. Draven seconds. Passed by consensus.
  • Bank Statement (as of January 14, 2017)
    • Org:            $52,290.17
    • Event:             $46,129.96
    • APW:            $5,144.18
    • Money Market:        $50,034.72

Action items:

  • Creating a marketing plan and communication guidelines for the org (Michelle)
  • Need to establish who clearly manages social media channels — who’s an admin, vs. who moderates threads (Michelle)
  • Send Anna an email to ask her if she wants to be Community chair (Draven)
  • Distribute press statement for EOY donations on LinkedIn (Michelle)
  • Review Conduct Committee applicants, recommend a Committee chair, recommend Committee members, and prepare official charter to get Conduct Committee started (Chad and Daniel)
  • Ask Jacob for recommendations on how to store conduct violation-related documents (Ash)
  • Get EC to set up an Art Fundraiser Event Lead team (Ash)
  • Follow up on action items addressed in PWC chair’s resignation email (Michelle and Mary)
  • Request a 2016 membership roster of PWC members to follow up on membership status of rest of committee (Michelle)
  • Reach out to potential land search members to affirm 2016 membership status (Ash)
  • Preparing recommendations on committee update structure (Ash)
  • Draft Leadership Code of Conduct (Mary)
  • Get quotes for FAI website launch (Ash)
  • Handle set-up of three event sub-accounts (Michelle and Draven)
  • Write up meeting review (Draven) and send via Alchemist (Michelle)

Meeting adjourned by consensus at 4:14 PM.

FAI BOD Minutes: December 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse at 8:00 pm on December 9, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Michelle, Anna

The following Officers were present: Michelle, vice-president.

The following members of the community were present: too numerous to list

The Vice-President called the meeting to order at 8:00 pm.

Typical operating business was replaced by the annual FAI Meet the BOD Candidates town hall. The following candidates were present to discuss their views on leadership, board service, and strategic vision for Flashpoint Artists Initiative:
David Stabler
Mary Robb
Daniel Draven
Ash Monogue

We thank them for their willingness to speak in front of our community!

Meeting adjourned by consensus at 9:30 pm.

Date:
Friday, 17 March 2017

FAI BOD Minutes: November 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse at 4:00 pm on November 13, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Dusty, Rebecca, Michelle, Anna, Aislinn.

The following Officers were present: Dusty, president; Michelle, vice-president.

The following members of the community were present: Citrus Blossom, Justin, Ash, Robert, Mary, Jeff

The President called the meeting to order at 4:16 pm.

The minutes were approved as amended by consensus after a motion from the chair.

In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting: N/A

Old business:

  • Committee Updates
    • Public Works Committee – Slight delays on event-related reporting due to illness. Finalizing replacement purchases before end of year.
    • Event Committee – Working on the event reports. Working with Team Leads to get sections together.
    • Communications Committee – Elections has pushed work on the FAI website aside. Alchemist chugging along as always.
    • Community Outreach committee – Submitted callout for donations to next 11/20 Alchemist. Next week is a Burner Business Social.
    • Land Search Committee – Exploring an alternate location in Chattooga County for future events. Land visit went well and site is promising, but due diligence is not yet complete.
    • Conduct Committee – Callout for volunteers to go out in 11/20 Alchemist.
    • Elections Committee – Callout has gone out. Application is live. Town Hall is scheduled for December 9, 2016 at Old Smyrna Firehouse from 7:30-9:30 PM.
  • Event Committee Structure
    • Last month, we voted to give each event its own Lead and Department heads to help prevent burnout. However, we need a structure that allows for BOD oversight and a primary point of contact with landowners, city officials, etc. Rebecca and Dusty presented a plan to address these issues.
    • Key points of plan:
      • Two voting board members sit on EC to provide training and oversight to Event Leads.
      • BOD holds callouts for Event Leads, who then hold callouts for Department and Team Leads.
      • BOD chairs handle year-round county and community relations. ELs handle relations on site.
    • Motion to accept proposal by Rebecca. Seconded by Michelle. Passed unanimously.
  • Taxes – Michelle to call tax people re: IRS late fees to check on waiving.

New business:

  • Money
    • Money Market – $50,031.38
    • Org – $68,270.45
    • Event – $48,169.12
    • PWC – $5,984.18

Action Items:

  • Rebecca to write ELT call out
  • Rebecca to call LBJ re: potential Euphoria dates
  • Rebecca to prepare Alchemy Event Report
  • Michelle to reach out to potential new tax preparer
  • Anna to look into Chattooga County land due diligence

Meeting adjourned by consensus at 5:48 pm.

Date:
Friday, 17 March 2017

FAI BOD Minutes: October 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Old Smyrna Firehouse at 2:00 pm on October 30, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Dusty, Rebecca, Michelle, Anna, Aislinn.

The following Officers were present: Dusty, president; Michelle, vice-president.

The following members of the community were present: Nathan Thacker, Brian Marino, Ash Monogue, Ashta Monogue, Patrick Flaherty, Sara H, Justin Stroup, Sarah Griffith, Trevor Register, Robert Harrison, Ean, and 4 more people who did not report names for the record.

The president called the meeting to order at 2:15 pm.

The reading of the minutes of the last regular meeting was tabled as they had been presented for review too late for proper consideration.

In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:

Oct 26: The Board voted to pay $16,000 in 2016 sales tax for Alchemy 2016. This expenditure is accounted for within the 2016 budget.

Old business:

  • Committee’s Reports –
    • Event Committee – Full post-budget not completed yet; receipts are still being submitted. Pyrotechnics line item will come down in cost as they were not used at the event. There is an anticipated 10.6% increase in expenditures for Alchemy 2016 vs Alchemy 2015. Moving the infrastructure to and from event locations accounted for about 5% of the increase. One sound complaint was made during Alchemy. Neighbor was amenable to solutions if Little Big Jam is used in the future. EC is planning further improvements to SOPs in response to owner and local law enforcement feedback. The burn ban that prevented the effigy burn at Alchemy 2016 may impact future events. Georgia is in its worst drought in 5 years and the burn ban will be extended indefinitely.
    • Land Search – Visit to Chattooga County planned for November 12.
  • Taxes – 2014 taxes paid in an amount under $5,000 and under budget.
  • Governance – elected or appointed board.
    • BOD went into executive session 4:15-4:46
    • No vote on governance for this sitting board.
  • Money
    • Money Market – $50,002.32
    • Org – $68,000
    • Event – $48,000
    • PWC – $6,400

New Business:

  • 2017 Events
    • Motion: Should FAI sponsor Euphoria 2017? Motion passed: one nay, three yea, and Michelle voted yea with rights: originally leaning towards nay, but the unscientific poll of committed volunteers present at the meeting swayed her vote.
    • Motion: Should FAI sponsor Alchemy 2017? Motion passed unanimously.
    • Motion: Dusty moves that we split events out under their own leadership teams under the Event Committee umbrella. Motion passes unanimously.
  • Chairing Committees and BOD Voting Rights
    • Motion: Should voting BOD members be precluded from other executive committee leadership? Motion passes; three yea, two nay.
  • 2017 Elections Committee
    • Ad hoc committee formed by volunteers present: Michelle Waymire (chair), Patrick Flaherty, Sara H, Llucas Chizek, Anna Stroup.
  • Adjourned 5:14 pm.
Date:
Friday, 17 March 2017