FAI BOD Minutes: May 2019

FLASHPOINT ARTISTS INITIATIVE, INC.
BOARD OF DIRECTORS MEETING
May 18, 2019
AGENDA/Minutes

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

Meeting Location: Mary’s House; 3327 Hidden Acres Drive, Atlanta, GA 30340
Meeting Time: 1pm-4pm

Meeting called to order at 1:35 PM.

  • TAKE ROLL
    • Board members present:
    • Officers present: (President), (Vice-President), (Treasurer), (Secretary) Everybody
    • Community members present: Craig, Cinnimini
  • APPROVAL OF PAST MINUTES
  • RECORD OF BUSINESS TAKEN IN SESSION BY BOARD SINCE LAST MEETING
    • Item 1 – Building permit for effigy
    • Item 2 – Tori/Tyberg Issue – save for executive session at end of meeting
    • Alchemy 2019 Dates – Oct 3-6, 2019
    • Future event dates – Recommended –
      • EU20 Apr 2-5 – Have EU next year? Exec Session
      • A20 Oct 1-4
      • EU21 April 15-18 –
      • A21 Sep 30-Oct 3 –
      • Move to accept these dates as our next two years’ events dates – Mary
      • Approved by Consensus.
      • Ryan to approach Hugh about the dates. Aware we need K for A19 ASAP.
    • Need to increase numbers to meet CHE expectations. Hugh wants it to grow. We need to perhaps make a baseline minimum payment – Approved by Consensus
  • OLD BUSINESS
    • President’s Report (Mary)
    • Action Items from last month’s BOD Meeting (Date of Last Meeting 04/27/19)
      • Shoot for 501c3 change on January 1. Get with Draven and the accountant. Move forward as a single unit – moved. Approved by Consensus
      • Make sure EC is fully aware that they have to give their Event Report at the June BoD meeting. Mary to email ELs about same. Ryan and Stabler to call in. Get agenda out ahead of time.
      • Consider a partnership arrangement with FLOW to perhaps use Euphoria for training and development in exchange for a discount. Maybe able to staff Eu with fewer paid people. Put together Flow’s prices over time. Draven will put this together along with attendance data.
      • Year-Round Insurance Model – Draven to check on this.
      • Fund people bringing in art instead of cross-pollination –
      • Try to get Incendia back for Alchemy
      • How do we get more money for art grants? Can we designate certain percentages to impermanent art (food, burnable art), existing art transport and maintenance and reach out to some local artists
      • Alchemy something or other sell Stabler’s ponies to the Alpo plant.
      • Luis – met a community service group that does parks restoration and maintenance – we could partner as a way to get people into LNT. Do one where they are and then ask to do one in CH… Luis has their info. Wants to make a series of events sponsored by the A19 EC, and possibly some of the TCOs. Cost is about 200-300. Other org provides all the equipment. Maybe Home Committee? Luis will reach out to Park Pride and get their requirements. Luis’s group had about 30-35. Park Pride has enough stuff to cover about 40 people or fewer. Luis will get in touch for tentative dates and projects.
    • Committee Updates
      • Public Works Committee (Liaison Mary)
        • Craig is here to give us an update on PWC – 4 new generators. Exploring how to streamline inventory process to make load-in the inventory process, would free inventory weekend for team building and so on. They are looking at barcoding. He has chatted with Uber about it, who feels strongly both ways. Maybe
        • Update 2 – if we are going to continue renting structures, we ought to relieve ourselves of some of those – also need to replace wall that was damaged at gate.
        • Craig will check in with Karen about flame rating for the Circus tent.
      • Event Committee (Liaison Mary)
      • Communications Committee (Liaison(s) Chad)
        • Update 1 Work on Alchemy site should begin soon – FAI will be third. Need content migration – someone needs to read the pages from the old site and making sure it is accurate to send to Liz – no technical knowledge required.
      • Home Committee (Liaison(s) Ryan and Luis) –
        • schedule meeting with Cass – I will reach out to Cass
        • Ryan wants to get our community involved with CH.
      • Conduct Committee (Liaison(s))
        • Committee on indefinite hiatus
  • V. NEW BUSINESS
    • Put a line item on the tickets for art donations?
    • A line item for infrastructure (Showers)? Maybe a poll to see if people will be willing to pay extra for showers, and how much –
    • Prelim Shower research – Units with anywhere from 1 – 28 shower heads are available for rent. City water hookup is cheaper, but the can fill onboard water tanks, if necessary. Need electric, and can run on generator. Gray water is stored in tanks, and can be removed as necessary, unless there is a sewer hookup available. City water and sewer greatly reduce cost. We would need an ADA.
    • All Conduct Agreements need revision – I think we ought to add a TCO conduct agreement as well, and I think it should be rigorously enforced esp for BoD members’ camps. Past perception is that BoD members’ camps get away with a lot more stuff. Executive.
    • Treasurer’s Report – in this morning’s email.
      • Org:
      • Alchemy Event:
      • Euphoria Event: It appears Euphoria may have come out a few hundred ahead?? There may be some upcoming expenses.
      • Art Fundraiser Event:
      • PWC: 3352 for 4 generators (3,500)
      • Money Market (Op Reserves):
      • Available Credit Line: same
  • VI. ACTION ITEMS – Will be sent in email.
  • VII. ADJOURN
    • Motion to Adjourn: (Movant) Move to adjourn and move to exec session after a break.
    • Second (Secondary Movant)
    • Vote:
    • Time:

FAI BOD Minutes: Apr 2019

April 27, 2019

Called to order at 12:16
Present:
Ryan
Luis
Stabler
Me

Absent:
Chad
Duane – pending acceptance of resignation

Officers-
Me

Officers Reports-

Fire Safe Cabinets – Look for used ones after Euphoria

Question for Rangers – If it weren’t at a burn, would you call LEO. We support calling LEO.

No other committees present

Treasurer not here – can submit after the fact.

Ask HBomb and Ghini about extending ticket sales until Monday or Tuesday

Business taken outside of session – record in absence of meeting. Save the permit odyssey for the photo album

Old Business

We will come up with a Drone policy after this event

New Business –

Accept Duane’s resignation – Move to accept – Accepted by 3/5 plus Stabler. We thank Duane for his service.

Shoot for 501c3 change on January 1. Get with Draven and the accountant.

Talk up special event at the event

Luis will set up the special election – shoot to announce week after Euphoria.

Make sure EC is fully aware that they have to give their Event Report at the June BoD meeting.

Consider a partnership arrangement with FLOW to perhaps use Euphoria for training and development.

Year-Round Insurance Model –

Fund people bringing in art instead of cross-pollination
Try to get Incendia back for Alchemy

Restaurant depot

How do we get more money for art grants?

Put a line item on the tickets for art donations

A line item for infrastructure (Showers)

Alchemy something or other

Luis – met a community service group that does parks restoration and maintenance – we could partner as a way to get people into LNT. Do one where they are and then ask to do one in CH…

FAI BOD Minutes: Mar 2019

FLASHPOINT ARTISTS INITIATIVE, INC.
BOARD OF DIRECTORS MEETING
MARCH 23, 2019
AGENDA

“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 1:35 PM.

  • TAKE ROLL
    • Board members present:
    • Officers present: Mary (President), Chad (Vice-President), (Treasurer), Duane(Secretary) 2:20 Duane called Ryan after he remembered, Luis called in at 1:42
    • Community members present: Alex Bottems – Gracie’s Safety Co-Lead
  • APPROVAL OF PAST MINUTES
  • RECORD OF BUSINESS TAKEN IN SESSION BY BOARD SINCE LAST MEETING
    • Risik Settlement Negotiations -Exec.
    • Modifications to our event security and safety measures from Chatt Hills meeting
      • Firearm policy
      • Drug Policy
    • Cleaning the Circus Tent – unless we talked about that in Feb
  • OLD BUSINESS
    • President’s Report (Mary)
      • Thank you for your productivity and respectfulness.
      • It’s been a busy month. We’ve (Jenn Thompson, Jamie Ouderkirk, and Myself) met with the Fire and Police Chiefs, as well as the City Manager for Chatt Hills. The meeting went incredibly well, and the EC are working diligently to provide all requested information.
    • Action Items from last month’s BOD Meeting (02/16/19)
      • Make sure EC knows we need an afterburn report – Tweak them again, and make sure they know the dates
      • Make sure FLOW knows we need EMT/incident reports/summary and SOP
      • Require review of afterburn reports at Nov and June BoD meetings
      • Let them know everything that has to included and what our expectations are
      • Vote Wed on the PWC budget and Event proposal. Stabler says they are ok.
      • Remind CHFD to have a boot drive – they just had to buy a new fire truck.
      • Ryan asks to identify a champion for 501c3 Draven is on it.
      • Chad has updated the strengths finder spreadsheet – check it – Chad says in looking at some of the traits, Duane and Luis round out some of the strengths of the BoD – encourages everyone to look at the sheet. Chad gave one to Aly as well. Stabler has not done his. We still have one or two licenses left.
    • Committee Updates
      • Public Works Committee (Liaison Duane, Mary)
        • Annika requests a membership at Restaurant Depot for volunteer support stuff – have them find out the details, and Alex will check with his Sysco rep.
        • Archive management and Corporate Record protection/preservation. Tori suggests a technology roundtable – Duane will ask Tori to set up a meeting with her, Chad and Ghini
        • I asked PWC vols to organize paper waivers for scanning and archiving they did that!
        • Update re Circus Tent
        • PWC is putting gravel around the containers. Need to ask Ed if we can use gravel from onsite
        • Craig is getting us four-seater carts for the event – in the event of an emergency, they will be surrendered to EC
      • Event Committee (Mary)
        • Impending Firesuit Purchase – Can they be rented? Alex is asking Cat to get rental info
        • Waiting mainly on structures info
        • Alex will be leading Safety with Gracie at the Safety Training and EU19
      • Communications Committee (Chad, Ryan, Luis)
        • Website is up!!
        • Chad is putting together a PR policy and guidelines for volunteers, and BoD, and so on. Sara will help Chad with that.
        • Communications request that we communicate with communications – let them know when meetings are, etc, and for clarification as to who is responsible for getting BoD info to them for posting, FB, the Alchemist. We need to communicate back and forth, to ensure that things both happen. Sara suggests cross-committee meetings. Let our committees know to communicate with communications – may show up to bod meetings.
      • Home Committee (Mary)
      • Conduct Committee (Liaison(s))
        • Committee on indefinite hiatus – motion to remove update section from minutes until hiatus ends. OK to remove.
  • V. NEW BUSINESS
    • Executive Thread Modification  – have a regular chat, and open an executive section as needed and then delete when it is finished.
    • Proposal for Electronic Waivers Ryan estimates 500-1000 year for EW, and they will store them
    •    Also are they legally sufficient?  What is required?  ID scan as well?
    • File Nomenclature and Management
    • Protocol for Annual Report Document Submission – if everything has been recorded and properly saved and named, everything except last minute financials should be able to be assembled before EOY. Need to establish a file nomenclature that we can use for everything.
    • EU19 Status Update
    • Contacts list – All our contacts in one place – maybe a spreadsheet we can separate into sheets
    • Need to make templates so new leads, etc are not typing over old Google docs and inadvertently changing the originals. A project to create this, and link from the Project Plan – which has not been created.
    • Need to announce Alchemy dates at this meeting. Give the EC permission to announce/remind.
    • For me – ask HBomb about FLOW shadowing for a few hours, and maybe hit them up about e waivers.  
    • Vaccination policy
    • Waiver updates – Jacob
    • Drone Policy – Jacob
    • SERT – ask about e waivers and contact mgt. Looks like we can have about ten people – they are planning on us being there, but we won’t get the official invite until we post the stuff on the website.
      • What about a swag swap at SERT? OK. Get a list together – Event Leads, PWC Chairs, BoD, EC –
      • Chad
      • Ryan
      • Draven
      • HBomb
      • Brian
      • Jeff
      • Craig
      • We have three more spots for who EC needs
      • FART – Flashpoint Artists Round Table
    • Art Fundraiser matching. Looks like we’ve done about 5,000 last two years. Ask Draven about the funds. Mandate requirements for check dispersal
    • Chain of custody documents, major assets,
    • Not conduct codes – memoranda of understanding.
  • Treasurer’s Report
    • Org:
    • Alchemy Event:
    • Euphoria Event:
    • Art Fundraiser Event:
    • PWC:
    • Money Market (Op Reserves):
    • Available Credit Line:
  • VI. VOTES AND RESOLUTIONS TAKEN AT MEETING
  • VII. ACTION ITEMS
  • VIII. ADJOURN
    • Motion to Adjourn: (Movant)
    • Second (Secondary Movant)
    • Vote: Consensus.
    • Time: 3:25