FAI BOD Minutes: Jan 2019

FLASHPOINT ARTISTS INITIATIVE, INC.
BOARD OF DIRECTORS MEETING
January 2019

“The mission of Flashpoint Artists Initiative is to encourage growth & development of a community that promotes artistic creativity and freedom of expression.”

Meeting Location: 3327 Hidden Acres Drive, Atlanta, GA 30340
Meeting Time: 1pm-4pm

Meeting called to order at 1:11 PM.

  • TAKE ROLL
    • Board members present: Mary, Ryan, Duane, Luis, Stabler, Chad on Conference Call
    • Officers present: Mary (President), Chad (Vice President), Draven (Treasurer)
    • Community members present: Jeff, Aly, Tom
    • Hbomb and Uber arrived 1:19
  • APPROVAL OF PAST MINUTES
    • a) Deferred
  • RECORD OF BUSINESS TAKEN IN SESSION BY BOARD SINCE LAST MEETING
    • We have a land contract and awaiting a COI
    • Draven has an insurance quote
    • Reached out to Chief Brett re Meeting
    • Draven proposed slate of 2018 donation candidates – remains open – we can introduce and vote on today.
    • Personnel Issues are handled without alienating anyone – Speaking with Hbomb and Uber later.
  • OLD BUSINESS
    • President’s Report (Mary)
      • Thank you for your productivity and respectfulness.
      • Welcome New BoD Members
      • Hbomb and Uber are the official Events
    • Action Items from December BOD Meeting
      • Reach out to Jim Taflinger about renewed sanctioning. Send 2017 year-end report.
      • Set up strengthsfinder for BoD members. – Chad
      • Thank Abi for inviting us to SERT – Chad will pass along.
      • Dale to get with Ed to determine areas to clear out for forest camping.
      • Draven to move money to reserves – currently at $72K – ~60% Total Cash on Hand
      • Follow up with Ed about proposed Land Agreement – Done – Contract is signed and awaiting COI –
      • Follow up with Chief Brett about permit and his action items from last event – Sent email requesting meeting with ELs, Safety, and Myself AI
      • Set up an email for Craig as PWC Chair – Done PWCChair @ Flashpointart.org – if he creates files he needs to transfer ownership to BoD email address – Flashpointartistsinitiative@gmail.com – if anyone finds anything they own – transfer to that one.
      • We are out of emails. Chad is going to try to use Michelle’s old address to create a group.
      • ELs should have an email address for the duration of their terms – creates a delineation between rep and non-rep.
      • May need to add a few more addresses – $5 per month.
      • Reach out to Cass to start up Home Committee and ask her to delegate alternate site researcher – Mary needs to do that more officially.
      • Reach out to Hbomb to OK Uber, and discuss any of her needs to produce the event proposal – Hasn’t accrued all the cost info to make the proposal. I will get them the tent rental info.
      • Get insurance for Euphoria – Draven to make sure Gaia, LLC – Dalton and Classic Tent are additional insureds – Draven will double check.
      • Get Craig an org card and add him to PWC account – not yet
      • Craig to get list of proposed PWC members – Meeting here tomorrow at noonish
      • Check on year-round umbrella coverage
      • Ask Hbomb to ask Uber about docs – Done, Uber has passed along what he has
      • Get Square Space up and running so Ghini can create website? Up, going, paid for, looking great, have a lot of stuff up an running.
      • Remind Hbomb to include a PWC Liaison – Done, but will double check
      • Purchase flasks for Robert’s appreciation gift – Who was on this Chad will order. Org will pay
      • Talk to Jacob about putting a lien on the property – can’t do it
      • Find Code of Conduct Draft and share
      • Email action items list to BoD – forgot to do
    • Committee Updates – and liaison appointments
      • Public Works Committee (Duane) Mary both volunteered and rage quit on the same day.
        • Need a sit down with Craig to go over how to do the budget, and some other to-dos – Probably Duane and Jeff in conjunction with tomorrow’s first PWC meeting – here.
        • ii. Need to redraft committee charter (Mary)
        • iii. Craig has been issued new keys for PWC, Duane (liaison), and Jeff
        • iv. Duane and Draven and Jeff working on new key policy.
        • EC only has access during the events, PWC has access at all times
      • b. Event Committee (Mary & Duane)
        • i. Team Leads mostly chosen
        • ii. Onboarded at meeting here, next Sunday
        • iii. Started a process to create SOP for the EC – Uber is focused on collecting institutional knowledge with Chas.
        • iv. Ticket prices will probably
    • c. Communications Committee (Chad & Ryan)
      • i. Chad met with Sara and the Communications Committee last Sunday (01/13/19) – need an update
      • ii. Committee up and running, Sara is the chair, Jessica Goth, Hbomb, Ghini were there
      • Approved Jessica and Liz Lanius as Comm Committee Members
      • iii. Recommends approving Sara’s choices for Communications Committee members.
      • iv. Go to Communications Committee Folder and read the BM PR Guidelines. Suggests a chain of command for information receipt and dissemination. Once we have that in place, we can make sure EC is aware of how to handle requests for communication.
      • v. Sara proposes bimonthly meeting with committee leads for updates.
    • d. Home (Ryan & Mary)
    • e. Conduct Committee (Chad) –
      • Indefinite hiatus.
    • f. Need a monthly Alchemist
    • g. Secretary works with Communications to Set Events for the BoD meetings.
    • Improving committee structure
      • Committee charter template -prepare and present for next meeting for vote.
    • Thank you to all our 2018 Officers. Y’all were great. And at the end of the meeting you quit.
  • V. NEW BUSINESS
    • A1. New Officers –
      • Chad will accept VP – approved by acclamation
      • Draven will accept Treasurer – approved by acclamation
      • Duane will volunteer as Secretary – prepare Agenda, take minutes and write up for approval, then submit to Ghini, document resolutions and votes, Duane to get with Stabler to see how to do that. Once a year, update the SoS records, and get the fee paid. No other volunteers. Accepted by acclamation.
      • Parliamentarian – Stabler approved by acclamation
        • President – Mary will accept – approved by acclamation
      • All appointments terminate at end of First BoD meeting in January.
    • Duane sworn in as secretary.
    • A. Committee Assignments – Handled during Committee Reports
    • B. Housekeeping-
      • 1. Board Expectations –
      • a. Information Sharing and Documentation
      • b. Attendance
      • c. Unilateral actions
      • d. Expenditures less than $500 don’t need pre-approval, but do require notification. ($1,500 per month aggregate limit)
      • d. Need new Code of Ethics and Conduct – Chad found it, it is in the Drive,
      • 01 Board of Directors/Copy of Board Code Draft 1.
      • There is also a folder called Planning and Strategy. With a 2019 Retreat Folder.
    • C. Upcoming Retreat Plans and Update – Duane has been getting quotes
      • Proposed total head-count 18
      • 7BoD (Incl Draven and Stabler)
      • 2EL
      • 2PWC
      • 5EC
      • 2 Extra
      • 2 Cabins, one larger with space for meetings
      • Can fix everything in one spot
      • Find a situation that works for everyone.
      • Ask Treasurer if we have the money – Tentative amount – $4-5K
      • Need to discuss year-round EC to get a better head count.
      • Plan for a retreat in the Fall, so we can put out callouts for next Alchemy, and for Euphoria (appointed after EU19) – Day-long.
    • D. Secretary Call-out – Duane is doing it. Hooray!!!!
    • E. Hbomb’s Proposal for Year-round EC – discussion – approved by consensus.
      • Need Alchemy ELs
      • Duane suggests New EC Starts Dec. 1, runs through Nov. 30, retreat in January, meet BoD, learn what’s expected, prepare to start Euphoria prep after the January retreat.
      • Redevelop our development team
      • Need to have a Euphoria go through, and an event on the same property twice in a row
      • How do we get people interested again?
      • Need to avoid the Douche-Clique issue
      • Avoid issues with people getting pushed
      • Need to add as part of training signing code of conduct
      • Draven proposes we wrap BoD elections and announcements by a date certain.
      • Ryan moves elections Nov 1 and announce by Nov 15 – approved by consensus.
      • Mary Seconded.
      • Need to create an elections committee. Do this at the Feb meeting.
      • Break at 3pm 2:58 back 3:13 Three minutes late.
    • F. Aly’s Proposal RE: Volunteers and Community Engagement
      • Wants to work on year-round community engagement.
      • Create different events on a monthly basis and revolving to keep people getting together, as opposed to informal sporadic activities that do not foster inclusion.
      • Monthly sponsored event
      • Crafts market once per quarter
      • Skill sharing
      • Other recurring ways to use the principles
      • Adopt a highway in our host community
      • Maybe find a location where the org could help organize a flow jam
      • Make it mobile so more people have convenient access
      • Create environments where burners artists can get together and share ideas
      • Uber – Petrie Dishes – Principle-based volunteer events – volunteer, maybe with a 501c3 and then have a party
      • Burn Shop –
      • Learn a thing – 101-based workshops in basic skills, very cheap – anything involving the burn bubble.
      • Build a thing – help local artists involved in BM style art projects – work to learn experience
      • Be a thing – host classes that would give a real certification – first aid, pyrotechnics, CERT, Ryan asked the mayor and ? of CH for ways to get involved – can this do that?
      • Luis says fun with a purpose is more appealing
      • Aly is willing to sit on the Home Committee and/or to keep them informed of things they are doing that involve CH.
      • Aly is commissioned to do the thing.
      • Aly also returns her checks to Draven.
    • G. EC and Team Leads Chosen
      • Ops – Brian and Motorcycle Wife
      • Safety – Jenn Mitchell
      • Info – Ollie
      • Art – Kat Yates, with help from Totoro
      • Hbomb will email the team lead lists
    • H. Predator Page and other potentially libelous social media
    • I. Personnel
    • J. Goals/Goal Setting
    • K. Ryan proposes adding an infrastructure fee to create funds for showers, etc. –
    • Move to table until next meeting, once we have an event proposal.
    • We would have to add that as an ask.
    • L. Insurance offer – It’s about 3600, a little less than half than Alchemy. Stabler says restrictions are as expected. Move to accept quote contingent upon adding Gaia and Classic – Approved by consensus. Direct Draven to write the check.
    • VI. ACTION ITEMS
      Set Goals
      Ask Draven to correct our address of record with DoR and so on.
      Hbomb and Uber as co-leads,
      Start Effigy and Temple call-outs
  • VII. ADJOURN – 3:56

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