FAI BOD Minutes: January 2015

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 1:15 p.m. on January 17th, 2015, 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: David, Dusty, Tareq, Jessica, Sunshine, Tunna, Anna, Ash

The following Directors were excused:

The following Directors were absent:

The following acted as secretary for the meeting: David

The following members of the Community were in attendance: Ean Loire

The reading of the minutes of the last regular meeting was waived as they had been presented for review online.  The minutes were approved as presented by consensus after a motion from the chair, seconded by Anna.  The minutes for the Alchemy meeting will be submitted to the board for review by February.

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

  1. Approved Tareq as signatory on the events Account – passed by consensus

The following old business was discussed:

  1. Overdue Minutes – missing Feb/Mar/Apr; will try one more attempt to reach out to get whatever notes we can — Jessica
  2. Board Secretary Process — will reach out to Courtney to set deadline to get in minutes to us (two weeks prior to the next meeting).  — David
  3. Regional Status — no movement, tabled until retreat
  4. New Venue Committee — pending callout
  5. Committee Updates
    1. PW committee – proposal shared, 3 person team + 1 board liaison (could be double duty); description of team to be reset to standard communication document;
    2. Event Committee — Euphoria callouts, scholarship apps, and other initial announcements have been made; Team meetings are happening, including effigy planning; moved DMV under arts dept; Euphoria proposal submitted; next meeting 25th Jan at 3pm, venue TBD; started on Alchemy proposal; working with property conflict issues;
    3. Communications and Community Outreach Committee Updates — two drupal designers in contact for website redesign; outreach and donations list ready for publication; Trees Atlanta day upcoming; potential co-chair interest
    4. Tech Ops Committee Updates — MailChimp set up and template in place (97 people signed up so far); password changes to be scheduled;
  6. Board Retreat
    1. Doodle for scheduling
    2. Investigation of Organizational Development Consultant for strategic planning
    3. Probably going to happen in March, pending location determination
  7. 501(c)(3) Status
    1. Met with council, determined 501(c)(3), 501(c)(4), 501(c)(7), split criterion are options; best option really is direct application as a private educational foundation with fundraising events and outreach; app has to be available for public inspection; 990 has to be available for public inspection; annual financial audits must be available for public inspection
  8. Community Art Grant Program – tabled by request
  9. Financial Officer transition – pending election
  10. Southeastern Leadership Conference (February 7 & 8 in Charlotte, NC)
    1. Board suggests the EC submit any attendees they want
  11. Writeup for Property Loss public statement

The following new business was brought before the board:

  1. Approve Euphoria Event Proposal
    1. Motion to approve by EC, seconded by Tunna; approved by consensus
  2. Motion to approve the TLs as to be selected by the EC on 18Jan2015 upon notification of selection – Tunna, seconded by Sunshine; passed by consensus
  3. Assign New Co-Chairs to Committees
    1. Vote to approve Tunna as Board Liaison to Public Works Committee, and Jaime as Director, with training of new quartermaster and new director by the existing leadership – seconded by Anna; passed by consensus
    2. Tech Ops – Sunshine and David – seconded by Tunna; passed by consensus
    3. Communications – Ash and Jessica – seconded by Tunna; passed by consensus
    4. Community Outreach – Anna and Jessica – seconded by Sunshine; passed by consensus
  4. Vice President & CFO
    1. Vice President Dusty Graham submits his resignation
    2. Chair accepts resignation and thanks him for his year of service
    3. Anna nominated Sunshine to the position of VP, appointed by acclamation
  5. Transition of Financial information to new CFO
    1. to be done on 20Jan2015
  6. Set meeting schedule for 2015
    1. 2nd Saturday of every Month, 1pm
      1. 21 Feb
      2. 14 Mar
      3. 11 Apr
      4. 09 May
      5. 13 June
      6. 11 July
      7. 08 Aug
      8. 12 Sept
      9. 10 Oct
      10. 14 Nov
      11. 12 Dec
  7. Budget determination and design – to be returned by CFO to online discussion
  8. 501(c)(3) status application determination – Will of the Board to proceed, motion to apply by Tunna, seconded by Jessica, approved by consensus
  9. Moving official “Doing Business In” location to a USPS or UPS facility – tabled pending budget; UPS store preferable, closest to storage facility probable location
  10. Bank Statement – Current as of 17Jan15
    1. Org –  $17,709.65
    2. Event –  $28,509.48
    3. APW –  $83.07
    4. Reserve – $25,000.07
  11. Services Accounts – by TechOps, TBD by BOD email list
    1. Update current accounts
    2. Change passwords
    3. Determine access to passwords
  12. Taxes
    1. Smokey w9 for land rental so we can get a 1099 mailed
    2. Citron and Andrew w9 needed
    3. CNC guy, LLC or personal?  Possible 1099.
    4. 1099s for Reimbursements, based on tax status?  To be reviewed.
    5. CPA Meeting?

The board generated the following ACTION ITEMS

Reach out concerning old missing minutes — Jessica / 30Jan15

Reach out to Courtney concerning new Secretary position — David / 20Jan15

Contact Jacob concerning committee minute records — Anna / 20Jan15

Get names of EC people interested in SLC — Tareq / 23Jan15

Notify Jacob to update Secretary of State with change of VP – David / 20Jan15

Begin 501(c)(3) application – Jessica / 30Jan15

Look for closest UPS store to Storage Facility for permanent address – Tunna / 23Jan15

Investigate Business License requirements by county in Metro Area with Jacob – Anna / 23Jan15

Begin Budgetary Process for 2015 Outstanding – Sunshine / 17Jan15

Writeup for property loss statement to share with Jacob – Ash / 23Jan15

The board confirmed the upcoming meeting:

February 21st  – 1pm ; Location:  Sunshine’s House [6380 Dodgen Road, Mableton, GA 30126]; remanded to TechOps for publication

Motion to Adjourn,  4:10 pm, by Anna who was impatient with the Chair, seconded by; Tunna,  passed by consensus

FAI BOD Minutes: December 2014

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 7:15 p.m. on December 23rd, 2014, 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: David, Dusty, Tareq, Jessica, Sunshine (online), Nugget (online)
The following Directors were excused:
The following Directors were absent:
The following acted as secretary for the meeting: David
The following members of the Community were in attendance: Courtney Cadle, Anna Stroup, Tunna Kerosene, Ash Monogue
The reading of the minutes of the last regular meeting was waived as they had been presented for review online.  The minutes were approved as presented by consensus after a motion from the chair, seconded by Dusty.  The minutes for the Alchemy meeting will be submitted to the board for review by January.

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

  1. Selection of ELT Chair and approval of committee members – by consensus
  2. Approved extra funds for purchase of new APW storage unit – by consensus

The following old business was discussed:

  1. Overdue Minutes (Dusty found personal notes for 18May and 16June)
    1. Priority to get the minutes recreated before January
  2. Board Secretary Process
    1. Courtney Candle will be taking her copy of the minutes and submitting them for review to support her BOD Secretary application
  3. Regional Status
    1. No communication at this time from the BMRCs since the most recent letter sent by FAI
  4. New Venue Committee
    1. Ready to put in a callout for the committee members for Board approval
  5. Committee Updates
    1. PW Committee –
      1. New storage unit secured – Old unit closed –
      2. Focusing on purchasing replacement and other items from APW Year-Round budget
      3. Prepare New PW committee appointments for January meeting
      4. Committee Writeup to be recovered and published
    2. Event Committee Updates
      1. Alchemy 2014 Report write-up needs to be completed.
      2. 2015 EC already working to get meeting schedule worked out
      3. Setting up for the Team Lead callouts, to be more efficient
      4. First ELT meeting scheduled for 7 or 8 January 2015
      5. First TL meeting scheduled for 25 January 2015
      6. Earthskills Conflict with Build Weekend, want to share property
    3. Communications & Community Outreach Committee Updates
      1. Specs for the new website have been submitted to prospective designers – have reached out to 4 burner contacts
      2. Working with graphic design to improve the Alchemist
      3. Annual Report – work will begin in January. Need year end financials.
        1. Stacia is ready to hit it as part of new year.
        2. Dusty will have all his side done soon, too.
  1. Tech Ops Committee Updates
    1. Minutes have been added to website
    2. Ghini and CCOC have been working on layout
    3. Minor website update to make sure ThunderTix is connected properly
  1. Container Investigation – Dusty
    1. Will have from Jacob by end of week
  2. United Rental – unable to transfer to FAI, next event FAI should resubmit paperwork at local branch
  3. Year End Purchasing (Org Level)
    1. Web Hosting – 720.00 credit (1 year @ $60/month)
  1. Domain Registrations – 333.60 (all domains for 2 years, to 2017)
  2. CPA – No new money, overage useful for audit and end-of-year report
  3. Attorney – One phone conversation and two email followups generated no invoice. Tabling til June 2015.
  4. Ticking – $1995 for 5000 tickets.
  5. Storage Unit – 3814.70 (1 year til 12/31/2015)
  6. No charge for MailChimp at this time

9. Board Retreat – Working on scheduling
10. 501c3 Status – sitting down with Jacob in January for requirements
11. Community Art Grant Program – tabled

The following new business was brought before the board:

  1. Bank Statement – Current as of 12/23/2014
    1. Org –  21,096.08
    2. Event –  59,136.00
    3. APW –  972.16

Assignment of money to Reserve, Donation, and Tax line items
Motion by Chair, seconded by Sunshine, passed by consensus

  1. Reserve Allotment – 25,000
  2. Donation Allotment – 10,000
  3. Taxation Buffer – 21,000
  1. Appointment of two new members to the Board, non-voting status

Whereas the Events Committee members have been selected from a strong group of candidates, and

Whereas the Events Committee has two co-chairs that will be communicating between the Board of Directors and the Events Committee, and

Whereas the Bylaws of FAI, Section 3.9, designates that committees with the Powers of the Board to enter contracts and conduct business should have two Board members in membership, and

Whereas the Bylaws of FAI, Section 3.3 (b), allows for the appointment of non-voting Directors,

Be It Resolved that the Board of Directors of FAI appoint Ash Monogue & Tareq Fayyad to non-voting Board seats to end after one year of service or at the selection of new co-chairs for the Events Committee

On this day, the 23rd of December, 2014.

Jessica calls for a vote on the Resolution

  1. Appointment of two new members to the Board, voting status

Pursuant to Section 3.3 (a)(ii) — appointment of the members brought forth
by referendum, the chair brings forth

Anna Stroup
Tunna Kerosene (Sanders)

With terms beginning Jan 1, 2015, and ending Dec 31, 2016, with a period
of transition, as new voting Directors.

No opposition from the Board, appointed by President

  1. Organizational Development consultant
    1. Networking to get a Strategic Planning Consultant
    2. Looking to find a budget amount
  2. Transition plan for Financial Officer
    1. Getting accounts and signing authority transitioned to new FA
    2. Temporarily assigned to Sunshine pending election in January
  3. Southeastern Leadership Conference (February 7 & 8 in Charlotte, NC)
    1. Theme is Civic Activation
    2. Five slots available
  4. Bylaw amendment discussions – pursuant to OCGA 14-3-804(b), et al.  Board sees no change to make at this time, under advice of council.

The board generated the following ACTION ITEMS
Missing Minutes for Feb, March, April
APW Committee Charter to be rewritten with Committee input for recertification
Onboarding Anna and Tunna to the mailing lists
Onboarding Tareq and Ash to the mailing lists
Offboarding Nugget and Dusty from appropriate areas

The board confirmed the upcoming meeting:

January 17th  – 1pm ; Location: Tunna’s  House [2396 Lavista Rd, Atlanta, 30329]
Motion to Adjourn,  9:00 pm, seconded by Jessica; passed by consensus

FAI BOD Minutes: November 2014

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 1:15 p.m. on November 15th, 2014, 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: David, Dusty, Tareq, Sunshine; online: Jessica
The following Directors were excused: Jessica (attending as possible)
The following Directors were absent: Nugget
The following acted as secretary for the meeting: David
The reading of the minutes of the last regular meeting was waived as they had been presented for review online.  The minutes were approved as presented by consensus after a motion from the chair, seconded by Sunshine.  The minutes for the Alchemy meeting will be submitted to the board for review by December.

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

  1. Vote to approve MailChimp for distribution system; Approved by consensus

The following old business was discussed:

  1. Overdue Minutes
    1. Minutes to be completed as a best effort for publication by December
  2. Board Secretary Process
    1. Courtney is trying the position
  3. Regional Status – next steps
    1. Submitted letter to BMRC
  4. New Venue Committee – Status
    1. Needs an entry developed for publishing in the Alchemist
  5. Committee Updates
    1. PW Committee
      1. Represented by Dusty; team searching for new container location; producing a shopping list for new items to be purchased by Alchemy
    1. Event Committee Updates
      1. Good after-event meeting with great ideas
      2. Mentoring went well
      3. Internal documentation being used for the first time
      4. TL callouts in mid-December
      5. Restructuring Effigy Callout process (incl budgeting) as an Effigy community subcommittee
      6. Finishing up reports and budget
      7. Adding kept knowledge about construction equipment rentals
      8. Attempted chargeback going in FAI favor
    2. Communications & Community Outreach Committee Updates
      1. New website meeting was productive, proposal being generated
      2. Year-end report for FAI in the works
      3. Townhall location has been secured
    3. Tech Ops Committee Updates
      1. Server reimage has been completed
      2. Alchemist re-enable delayed but has been completed
      3. MailChimp account has been activated, proactive signup plan
      4. Voting form ready to be set up with candidate info/app content
      5. Voting pushed to 19th
  1. Container Investigation – Dusty
    1. Buried again; needs to put info in Counsel
  2. Board Retreat – Tabled for transition meeting
  3. Election Scheduling and New Events Committee
    1. Voting pushed to the 19th, per Tech Ops
  4. 501c3 Status
    1. Process will be ready to proceed in January
  5. Community Art Grant Program – tabled
  6. ELT/Board Event Debrief / Townhall Status
    1. Location selected, time picked
    2. Online potential limited, public call for volunteers
    3. Future TownHall planning to be handled by C&CO

The following new business was brought before the board:

  1. Bank Statement – As of 11/15/2014
    1. Org – 25,855.73
    2. Event – 66,673.99
    3. APW – 452.96
  2. Community Space Considerations
    1. When, where, how?
  3. Prepayment of 2015 expenses as possible
    1. CPA
    2. Counsel
    3. Internet/DNS
    4. Storage Containers

The board generated the following ACTION ITEMS

Create Venue Committee Callout — Jessica
PW shopping list and call to Alchemy for expenses — Dusty
Contact BM Gate Rep to find out how Blacklists are handled — David
Conversation with BOD applications about limitations on Strategic Function — David
Townhall Proposal — Jess and Tareq
New Website — Sunshine
Workspace Rental — Tareq
Publishing Minutes — David and Secretary

The board confirmed the upcoming meeting:

December 20th – 1pm ; Location: Jessica and Tareq’s House

Motion to Adjourn,  2:45 pm, seconded by Dusty; passed by consensus

FAI BOD Minutes: October 2014

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 1:30 p.m. on October 18th, 2014, 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: David, Dusty, Sunshine, Jessica, Tareq

The following acted as secretary for the meeting: David
The reading of the minutes of the last regular meeting was waived as they had been presented for review online.  The minutes were approved as presented by consensus after a motion from the chair, seconded by Dusty.  The minutes for the Alchemy meeting will be submitted to the board for review by November.

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

  1. Approved expenditures for Census

The following old business was discussed:

  1. Regional Status – next steps in response to BM
  2. Overdue Minutes
  3. Board Secretary – set up application for individuals showing interest and move forward with selection process
  4. New Venue Committee – Approval of committee pending community announcement
  5. Insurance Update – high-risk policies are all we have available
  6. Public Works Committee – Will need to invest in new batteries for the events, need new lights for Lighters of the Loo, Lamplighters need more lamps to replace missing lamps
  7. Event Committee Updates –
  • Build was well attended
  • Structural issue with effigy revealed on Monday but redesign fixed it, special thank you too all of the volunteers who worked hard all week
  • Early entry had about 600 passes issued, and 341 actual arrived – need additional formal volunteers on Wednesday for next time, no amplified sound on Wed
  • The early entry system was a success!
  • ELT worked well, only a few noise complaints, few medical issues
  • On Saturday night, one vehicle on site hit vehicles in parking lot, was pursued by security, but drove off-site. Police were engaged, a board statement needs to be made about the accident.
  • More details of the event’s successes and challenges will be listed on the event report
  • Currently working on completing the Burning Man 30-day report
  1. Communications & Community Outreach Committee Updates
  • Last Alchemist was done by the committee
  • Putting together another Alchemist with recap+photos, as well as outreach to the community (Care Mission, Flucks Off, Little 5 Points Halloween Parade)
  • Next steps: working on year-round education; branding assets; improving leadership onboarding process
  1. Tech Ops Committee Updates – kickoff meeting set for Tuesday, 10/21, will begin website redesign soon
  2. Container Investigation – writeup will be submitted by Dusty
  3. Board Retreat – set transition meeting timeline, will include current board and new board, in January/February
  4. FAI Website – Jessica is working with front-end and graphic design to develop new branding, Sunshine will work with TechOps on the back end
  5. Email Systems (for sending The Alchemist) – review options – Jessica will submit a report
  6. Document Storage Options (Online Doc Vaulting) – suitable systems pending review; Ash and Tareq working on a sharable file for event leadership; expanding for SOPs, manuals, etc;
  7. New Storage Unit Location – want to look for new location, pending post-event review.

The following new business was brought before the board:

  1. Security Issues at Alchemy – security company pursuing Saturday night issues outside org, EC will gather info on all actual reports made to police department, Board advisory to be drafted on filing with the police.
    1. Dusty moves to a vote; seconded Jessica – is it the will of the Board to press charges concerning Criminal Trespass after review with Counsel?  Pass by consensus.

Move to Executive Session.
Return from Executive Session.

  1. Election Scheduling & Selection of New Events Committee – Callout dates
    1. Callout for EC and Board by Oct 27th
    2. Closing by Nov 17th
    3. Election start 18th-to 24th of Nov (probably 22nd)
    4. Town hall 22 or 23 November, TBD, probably at C4.
    5. Announce by November 24th for EC
    6. Election to BOD on December 5th, Announce Immediate
  2. 501c3 Status
    1. Motion – It the will of the board to research Filing for 501c3 Status; Motion by Jessica, Seconded by Dusty; passed by consensus.
    2. Jessica will present a report to the board on the process of filing for 501c3 status.
  3. Community Art Grant Program – tabled until later meeting
  4. ELT/Board Event Debrief – handled under old business, Tareq will set a date for the meeting
  5. Bank Statement – As of 10/18/2014
    1. Org – 25,899.55
    2. Event – 67,607.47
    3. APW – 2,116.39

The board generated the following ACTION ITEMS

Callouts for EC – Tareq
Callouts for Board Election – Jessica
Tech Ops Committee Meeting – Sunshine
Communication concerning Alchemist submissions and publication – Jessica
Tech Ops to work out voting system – Sunshine
Flashpoint Letterhead design – Jessica
Poke APW about physical storage – Dusty
Alchemy Incident Statement – Jessica
New Venue Committee – Dusty
Secretary Application – Jessica
501c3 research – Jessica
Put all dates on the website calendar – Sunshine

The board confirmed the upcoming meeting:

November 15, Saturday meeting 1pm at Jessica’s House.

Motion to Adjourn, 3:40 pm, seconded by Sunshine- passed by consensus

December 13th
Times: 1 o’clock sat. 3o’clock sun (unless rescheduled, usually later)

FAI BOD Minutes: September 2014

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 3:15 p.m. on September 14th, 2014, as a scheduled remote 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: David, Dusty, Nugget, Sunshine, Jessica

The following acted as secretary for the meeting: David
The reading of the minutes of the last meeting was waived as they had been presented for review online.  The minutes were approved as presented by consensus after a motion from the chair, seconded by Nugget.

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

1) Approved Alchemy Budget – by consensus

The following old business was discussed:

  1. Regional Status – may be close to being approved – hinging on website completion, we’re told.  If BM wants us to be sanctioned, they will need to reach out with clear requirements.
    1. Sunshine to set up conference call with BMORG/Regional Team
  2. New Venue Committee – Approval of committee pending
  3. Insurance Update – applications out, no underwriting yet; pending reviews.
  4. Technical Committee update – working on websites, re-branding, and transfer

after Alchemy

  1. PW Committee update – purchasing some replacement tools
  2. Event Committee Updates – Quartermaster doing lots of purchasing; teams

are excited, effigy is built, budget is solid, event will likely come in under budget.  Build and Teardown are tight lists to encourage ACTIVE participation – great to see so much volunteer involvement

  1. Communications & Community Outreach Committee Updates – initial meeting with

comm and outreach people was held on 9/10, solid team assembled with specialties in social media, writing, etc. Looking at projects such as web content, social media management, updating web presence, org charts, etc.  Ready to publish memberships.  Talking to Media Mecca, working on media kits, etc.

  1. Past due minutes – one more outreach effort before batch summary.

Other minutes need publishing.

  1. Board Secretary – needs to be republished as a need.
  2. Container Investigation – Dusty – publishing the story with picture of our person

of interest about lost property. APW looking for new container pending end-of-year budgets.

  1. Euphoria 2015 – Dates ( 30Apr – 03May )
  2. Alchemy 2015 – Dates ( 01Oct – 05Oct )
  3. Adding Photo release to waiver (for FAI use by FAI staff only) – transfer to Jacob
  4. Email Systems (for sending The Alchemist) – reviewing of options ongoing
  5. Document Storage Options (Online Doc Vaulting) – reviewing by Comm Committee
  6. Mermaid Float in east Atlanta Strut/burner artists feature on hold; build weekend.

The following new business was brought before the board:

  1. FAI Website – explore options for design; work with internal people.
  2. Alchemy Waiver – Jacob produced a short form!  Handed to ELT for approval.
  3. Board Retreat – Mission, Vision and Strategy – post Alchemy, Nov timeframe
  4. Bank Statement (balances as of 9/14/2015)
    1. Org – 26,291.01
    2. Event – 146,569.80
    3. APW – 1,694.21
  1. Census costs – remand project for clarification, vote to be taken later; good idea.
  2. Data Entry for Elections – list of valid voters from waivers; handed to Tech Ops

The board generated the following ACTION ITEMS

Nugget to reach out to Anna about Census
Nugget to post approved minutes
Sunshine to set up meeting with BMORG/Metas/Board
Sunshine to be doing Data Entry for elections
Dusty to get waivers ready
David to bug insurance companies for updates
Jessica to do facebook policy, secretary callout, schedule for board retreat
Dusty to do press release concerning property loss
Dusty to get Euphoria/Alchemy dates in Alchemist
Sunshine to review Email Marketing Software

The board confirmed the upcoming meeting:

October 3rd, Friday, 6pm at Scheherazade Hookah Lounge (Alchemy)
October 18th, Saturday, 1pm at David’s House

Motion to Adjourn, 4:20pm, seconded by Nugget – passed by consensus

Notice of upcoming meetings:
October 3rd
October 18th
November 16th sunday meeting
December 13th call for Election.
Times: 1 o’clock sat. 3o’clock sun (unless rescheduled, usually later)

FAI BOD Minutes: August 2014

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 1:30 p.m. on August 16th, 2014, as a scheduled remote 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: David, Dusty, Jessica
The following Committee representatives were present: Patrick (Internet)

The following acted as secretary for the meeting: David
The reading of the minutes of the last meeting was waived as they had been presented for review online.  The minutes were approved as presented by consensus after a motion from the chair, seconded by Jessica.

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

1. Approved Technical Operations Committee
a. consensus
2. Tunna to have authority to spend up to $6000 (Level 1) account with financial oversight from the Event Committee / Finance Officer.
a. consensus
3. Voted on FAI Logo
a. (4 yeas, 1 yea with rights)
b. David indicated that the circular logo was the one most likely to see general use, as it met more of the overall needs of the org, and was the one he preferred overall.

The following old business was discussed:

  1. Regional Status – may be close to being approved
  2. New Venue Committee – Approval of committee pending
  3. New Committee Position Callouts – under review by Committee leads, need to reply
  4. Insurance Update – paperwork filed, reviewed
  5. Internet team update- all good
  6. PW Committee- no attendance
  7. Event Committee Updates – on track; budget close to BOD approval; ready to spend money
  8. Euphoria Event Report – published
  9. Past due minutes for March, April – need executive summaries
  10. Board Secretary – approved Heather for Sept meeting
  11. Alchemy Budget Approval – pending submission by 05Sept14
  12. Container Investigation – Dusty – no progress; need to reach out
  13. Euphoria 2015 – Dusty / First weekend of May?

The following new business was brought before the board:

  1. FAI Committees – Review Applicants, Next Steps
  2. Email Systems (for sending The Alchemist)
  3. Document Storage Options (Online Doc Vaulting)
  4. FAI Website, Rebrand, Communications Strategy (in progress for upcoming update)
  5. Cory Photo Policy (needs releases for any people in pic)
  6. Adding Photo release to waiver (for FAI use by FAI staff only)
  7. New Storage Unit Location (want to look for new location)
  8. Mermaid Float in east Atlanta Strut/burner artists feature (help in recruiting)
  9. Bank Statement
    1. Org – 30,565.98
    2. Event – 178,488.73
    3. APW – 1,702.10

The board confirmed the upcoming meeting:
September 14th meeting Sunday — 3pm
Location: TBD; Probably at David’s house since it won’t be filled with Playa.

The meeting was adjourned at 1:45 – chair motion to adjourn; second by Dusty, approved by consensus.

FAI BOD Minutes: June 2014

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 1:30 p.m. with the start of operational business at 1:53pm on June 14th, 2014, at the house of BOD Member Sunshine at 6380 Dodgen Road, Mableton, GA 30126 and via Electronic connection for non-attending BOD members 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 in person: Sunshine
The following Directors were present electronically: David, Dusty, Jessica
The following acted as secretary for the meeting: David
The reading of the minutes of the last meeting was waived under motion by Dusty, seconded by Sunshine, and passed by consensus.  The chair remands the minutes to be published to the community at the earliest possible opportunity.

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

  1. Approved Technical Operations Committee
    1. Vote — approved by consensus
  2. Tunna to have authority to spend up to $6000 (Level 1) account with financial oversight from the Event Committee / Finance Officer.
    1. Vote — approved by consensus
  3. FAI Logo submission
    1. Vote — 4 yeas, 1 yea with rights, approved with feedback to designer

The following old business was discussed

  1. Regional Status & Sunshine’s response to Ra$pa
    1. nothing has changed
  2. New Venue Committee
    1. no proposal received, but Jacob Davis considering submitting
  3. New Committee Position Callouts
    1. Will be done for callouts in upcoming Alchemist
  4. D&O Insurance
    1. David – initial review was far too expensive for our needs.  Kicking back for a re-review.
  5. Internet team update
    1. Sunshine in contact with Patrick
    2. Logons being consolidated to enable effective evaluation.
    3. Considering inclusion of rudimentary content management system distribution
  6. PW Committee
    1. Dusty to write up for votes, still pending
  7. Euphoria 30-day report
    1. sent to RCs, still pending feedback
    2. Minor changes and potential Org financial details requested
  8. Event Committee Updates
    1. Alchemy – 2nd round of tickets sold out; 2nd Team lead meeting went well. Amber and Age selected for Temple.  Evan’s crew incorporating [Architect] to make a stronger design.  Looking at designs for swag; looking at quotes for EMS and Security.
    2. Some bumps as people learn how to deal with a consolidated team approach (ex: Fire Safety team having oversight)
    3. Art Fundraiser — is a go, the team still needs to understand centralization and responsibilities.  Insurance still pending.  Given out cross pollination grants, leaves $18000 for new art across 36 applications. Will be using Paypal at the event with a laptop.
  9. Past due minutes for March, April, May
    1. need executive summaries
  10. Board Secretary
    1. Publish callout for new Secretary in Alchemist
  11. Budget vote – online vote closed
    1. Vote — approved by consensus of voting members (1 abstention)

The following new business was brought before the Board:

  1. FAI Logo
    1. Sending back feedback about positioning and structure to creator for consult
  2. FAI Website, Rebrand, Communications Strategy
    1. Sunshine and Jessica will be working closely to rebrand everything to create a distinction as part of initiating community outreach.
      1. Rebranding Alchemist, new design and format, keeping old name
      2. New community outreach strategy
      3. Establishment of standard business/art program visibility
      4. Website rebuild for stronger professional message
  3. BOD Focused Alchemist
    1. What to include?
      1. Events Committee Restructure
      2. Other Committees
      3. Publish YTD financials
      4. Publish a link to the Budget

EXECUTIVE SESSION ENTERED
RETURN TO NORMAL SESSION

  1. Events Committee —
    1. Euphoria 2015 – Dusty, suggested dates
    2. Need input from Jacob’s Committee (get him rolling faster)
  2. Bank Statement
    1. Org – $35,564.36
    2. Event – $123.667.64
    3. APW – 3169.03
    4. Agree to publish final financials after Bookkeeper Review

VI. CONFIRM UPCOMING MEETING
July 18th, 2014  2pm  // Hosted by Tir Na n’Fir at Transformus

VII. ADJOURN
Adjourned at 3:18pm

FAI BOD Minutes: May 2014

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 1:30 p.m. on May 18th, 2014, at the house of BOD Member Jessica at 1680 Newton Avenue SE, Atlanta, GA 30316 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 in person: David, Dusty, Jessica, Sunshine, Nugget, Tareq

The following acted as secretary for the meeting: David
The reading of the minutes of the last meeting was waived as they were not available at the time of meeting.

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

  1. Approved Events Committee pursuant to the outcome of the April meeting
    1. Vote — approved by consensus
  2. Approved Vote to appoint the following to the Events Committee: Robert Lucas, Ash Monogue, Melissa Roberts, and Jason Sanders.
    1. Vote — approved by consensus, 1 vote with rights, no discussion submitted
  3. Approved Communications Committee pursuant to the outcome of the April meeting
    1. Vote — approved by consensus
  4. Approved Outreach Committee pursuant to the outcome of the April meeting
    1. Vote — approved by consensus

The following old business was discussed

  1. Regional Status
    1. nothing has changed, more communication ongoing
  2. New Venue Committee
    1. no proposal received; will reach out to those showing interest to see if this is going to happen as a community effort or should it be an official FAI committee.
  1. Financial Update- Provided by CFO Dusty
    1. Account Totals

Org 4949
Event 2017
APW 195
PayPal 81551 (Alchemy T1)

  1. Comm team/positions – Jessica
    1. time to do a callout for the jobs associated with these two committees
  2. Tech teams/positions – Sunshine TechOps Committee Description
    1. will write up final requirements and submit extra-session for a vote
  3. D&O Insurance – David
    1. insurance company interested, doing underwriter’s eval
  4. Internet team update- if available- Nugget
    1. no update
  5. PW Committee-
    1. Dusty to write up for votes to create in the same structure as other committees
  6. Liberty Bottles continued discussion
    1. David to call to get pricing/ timelines to see if these will work for Art Fundraiser
  7. TL/ELT staff review question
    1. Board suggests hierarchical review structure, notified Event Committee
  8. Euphoria 30-day report
    1. sent to RCs, pending feedback
  9. Proposal to authorized Tunna (Event Committee member) to have authority to spend up to $6000 (Level 1)
    1. Vote to approve via extra-session; Mind of the Board is that this authority to spend money from the Event Account with financial oversight from the Event Committee / Finance Officer is reasonable.

The following new business was brought before the Board:

  1. Art Fundraiser/Insurance
    1. David working with agent to get a quote for extra-session approval
  2. Art Fundraiser update – Event Committee
    1. Lucas/Sarah/Trevor to organize, getting venue and dates (3rd or 4th weekend of June)
  3. Past due minutes for February, March
    1. reaching out to Carissa for executive summary minutes, recognize that we may need to recreate these for expediency.
    2. Any votes on the recreated minutes will be done extra-session.
  4. Ra$pa email to the Board and Sunshine, and FAI Board response
    1. Board nominates Sunshine to be the Burning Man Liaison (not advisory position)

Vote – Passed by consensus
Sunshine to write response as liaison, send to EVERYONE

  1. Incendia Proposal
    1. Nugget and Tareq will get a message to Cory (proposer) — unfortunately this is not something we can do at this time, but it really sounds cool.
  2. Budget vote
    1. online vote coming after updated doc to board.
  3. Secretary position
    1. Board assigns responsibility for agenda creation
    2. A request for hiatus email received from Carissa for personal reasons
    3. Board to thank for services, put out a new call for Secretary….
      1. Nugget moves to put out a new call / Dusty Seconded
      2. Vote – consensus
      3. Nugget to handle thank-you communication, wish her well in getting things on-track for herself, and acquiring outstanding correspondence.
  4. Vice president position
    1. Position required by Bylaws
    2. Chair suggests that CFO and Vice President role be merged
      1. Vote – consensus
    3. Board nominates Dusty to VP position
      1. Vote – consensus
  5. Invoice for next block of tickets from Thunder Tix
    1. Invoice listed Alchemy, LLC as the client
    2. Nugget will request have FAI added, not ALLC, as billing entity
    3. New invoice will be presented to the Board extra-session for vote and payment.
  6. Team Lead callouts are out, closing soon (from Events Committee)

VI. CONFIRM UPCOMING MEETING
June 14th, 2014  1pm  // Hosted by Sunshine 6380 Dodgen Road, Mableton, GA 30126

VII. ADJOURN
Adjourned at 2:35pm