FAI BOD Minutes: Apr 2018

04/28/18 5pm, Old Smyrna Firehouse
In attendance – Mary, Aly, Ryan, Chad, Draven, Stabler

President’s Unusually Long Statement
We saw an unprecedented effort by this entire organization to save Euphoria 2018. Ultimately, we were unsuccessful in having the event, but the concerted effort by this dedicated group of all volunteers must not go unrecorded. On March 23, 2018, we received word that on March 21, Chattooga County Sole Commissioner Jason Winters signed a new permitting ordinance pertaining to land in Chattooga County outside of separate city limits. This ordinance was targeted at our organization, and was passed at such a time as to make our compliance with the deadlines imposed impossible. Nevertheless, on March 26th, we developed a solid action plan, delegating assembly of all required documentation to those organization members having the most ready access to each specific item. The response was amazing to witness. Each requested document was provided quickly and completely, with no infighting or other drama. The permit application was assembled in record time, and all 94 pages were submitted, in person, by me, on April 6, 2018, at 1:20pm. Despite the absolute thoroughness of the permit application, which addressed each and every item listed in the ordinance, the permit was summarily denied the following week. During that time, former Board member, Anna Stroup, forwarded to us an email detailing a 2016 site visit to a property in Chattahoochee Hills, Bouckaert Farms. In 2016, the property was deemed more than adequate for our needs, and complete contact details for every aspect of the permitting process were included in the email. However, at that time, the property was, for several reasons, cost prohibitive, and the then-sitting Board had to decline. Acting on the information in the email, we initiated contact with Chattahoochee Hills and Bouckaert Farms, in a last-ditch, Hail Mary effort to save the event. The effort was beyond heroic, and I could not be more proud to be part of this organization. Land arrangements were made, and a permit application put together in a few days, a team dispatched to Summerville, loaded our inventory into trucks and brought it to Chattahoochee Hills, to be ready in the event we managed a miracle. This was an incredibly exciting adventure, one that many of us later remarked was completely worthwhile, regardless of the final outcome. Had we had just a few more days, Chattahoochee Hills would have worked with us to get the permit approved, but given the very short window we all had to work with, all safety concerns could not be adequately addressed, and we were unable to get the permit in place. However, we were able to move our storage containers to Bouckaert Farms, as we have been welcomed by both the property owners, managers, and the city authorities for our future events. Chattahoochee Hills has provided everything we need to submit a successful permit application, and the intention is to begin working on that immediately. We wish to have a permit in hand at the time we announce ticket sales, and it looks like that is a feasible goal. We learned quite a bit trying to work with Chattooga County, and henceforth will not be considering property in sole commissioner counties, or counties with no solid permitting ordinance already in place and functional. As I have already said, although we did not get to hold Euphoria 2018, the immense disappointment and feelings of loss were tempered by witnessing and being a part of the amazing collective effort of our community to save the event. I am humbled and grateful to be a part of this organization.

2018 April Board Meeting

Called to Order 5:10pm

Due to the hasty nature of this BoD meeting, the minutes will not follow our standard format.

In light of cancelling Euphoria:


Refunds – recommended policy –

Refunds issued by a date certain only if the request form is filled out, and the full refund option chosen. It was ultimately decided that ticketholders would also have the option to donate their ticket cost, or retain their Eu18 tickets, and exchange them for full value with an additional discount of half the price difference, against a guaranteed ticket to Alchemy 2018. It was also proposed that no discount be offered, just the guaranteed ticket, and credit for the purchase price. This option was rejected as being insufficient incentive to forgo an immediate refund.

Amendment – the following Monday, April _, 2018. The issue of whether to offer any discount along with price credit for Alchemy ticket switches was reopened. After many hours’ debate, it was decided that how to handle the refunds is actually an EC decision, and it is their call.

The question of whether to honor Eu18 Scholarship and Artist tix at Alchemy 2018 was discussed, and the Board approves, but this is ultimately an EC decision. A18 EC ultimately opted to carryover all scholarship and artist tix upon request of the ticketholder.


Chattahoochee Hills – A18 Permit Application, needs to begin immediately. We must have a permit in hand prior to announcing ticket sales and location.

The main person we need to interface with on the permit app is the fire chief, as his were the major concerns.

The next City Council meeting in CH is May 1, and Chad and Ryan will attend to get a feel for the dynamics.

We have cleared the original A18 date, Oct. 4-7, with the landowner/manager.

We also received a very nice email from the mayor, thanking us for our professionalism and stating they are looking forward to working with us! Very different from Chattooga.
If PWC needs access to the containers on the property, Jeff should call Hugh at the number on the Bouckaert Farms webpage.


Regarding Summerville –

We are all sad about the way things went with the government there, because the actual citizens were so friendly and helpful, and the economy could really use the boost.

Someone voiced a desire to meet with the mayor of Summerville and get their take on the situation.

Draven proposes we still have a booth at the Chattooga County Ag Fair, so people get some idea who we really are. I agree with this idea.

It was also pointed out that CH needs resources as well, and if they welcome us, we should really allocate the majority of our community relations resources in that direction.

There is still $10K outstanding, that was given to Dalon as deposit on the property. The plan was the entire K was cancelled if we did not get the permit. We need to contact Dalon about this.


Home Committee –

Needs to be fully mobilized, and also warned against making statements as representatives of the org, as they are not authorized to bind the org, and we do not want to risk confusion in that area.


EU18 Post Mortem and Plus/Delta –

This meeting will be arranged, and attended by EC, PWC and Board Liaisions.

Also, we still need a post burn from A17, ask Jules if she can do this, as right now all we have are photos of the plus/delta white boards.


Org Debit Cards –

Per Draven, Staff can hold their cards, and Draven will deactivate, as the same people will likely cycle into A18 Leadership, and need the cards anyway.

I returned all the “spare” debit cards to Draven for safekeeping.


New Board Secretary –

Bubbles has resigned, so we need one.

Perhaps start with the applicant names from Draven’s Asst Treasurer search

We need someone who can create “living documents” for us, like Leadership interest forms, so we have a ready source of that information as soon as we need it.

The secretary should also be able to manage the Google Drives and create an orderly and properly accessible file and nomenclature system.


Bylaws –

We still need to review and announce and change the “shall” to “may.”

Assistant Treasurer –

We still need one.  Draven’s first pick backed out.

BMO –

We are working on re-establishing affiliation/ sanctioning, and need to set up a meeting with Jim, and the other RC.  Amsterdam has resigned.

501(c)(3) –

We need to move forward with this immediately. I will take point, as I have the most knowledge, and free time. Need to get in contact with our CPA to see if he can handle 501c3 accounting and assist with setup.


Attendance –

We are required to vote on whether to retain Chad on the Board, as he has missed quite a few meetings due to work commitments, of which we were all previously aware, so the vote is a formality. Vote to retain Chad is unanimous.


Meeting adjourned at 6:13

  • Old Business
    • HRC – Move to table
  • New Business
    • Sanctioning
    • Attendance
    • CI Grants
    • Greeters Monkey Huts – separate fund-raising
    • Hoodies – org purchases all
    • Time Capsule
    • Sanctioning
  • Committee updates
    • Home Committee (Draven & Mary)
      • Status of school donations (standing by, being handed off)
    • Conduct Committee (Draven or Chad)
    • Tech-Ops (Need to get them going)
    • PWC (Mary)
    • “EC” (Mary & ?) Status of callouts for Euphoria EL?
    • Figure out com for Aly and Ryan
  • Board Retreat
    • Reschedule or not YES!!
    • Invite Jacob
  • 501c3 – Table for Retreat
    • Update and how to move forward
  • Any other points from Members
  • What we need to be working on
  • What we can do to improve
  • Closing

FAI BOD Minutes: Mar 2018

March 17, 2018
President’s Statement
(president forgoes statement)

2018 March Board Meeting 1:34 CTO

  • Old Business
    • HRC – Move to table
  • New Business
    • Sanctioning – Table until May, right now build positive relationships
      • Mary: Are we responsible for what Alchemy, LLC did?
      • Draven: if we want sanctioning, let BM ask the questions
      • Ryan: Thinks it’s a good idea to manage perception prior to application
      • Chad: Their perceptions are swayed by how they feel about us, and we will have a chance to change that at SERT and others
      • Draven: We are working towards gap-compliant financial reporting
    • Request from a Camp Diplomatic Immunity that we familiarize ourselves with the Vienna Convention on Diplomatic Relations 1961 – Abi
      • Rangers must be invited in
      • No touchy touchy, detention, etc
      • Immunity from criminal prosecution
      • Immunity from most civil suits
      • Sparkle Pony Permit
    • Attendance – Executive Session 1:54 – 2:03
    • CI Grants – 3 Candidates –
      • Lost-n-Found Youth,
      • Cooking Matters,
      • Art Smith – FL Cooking Schools taught to underprivileged youth.
    • Greeters
      • Monkey Huts – separate fund-raising
        • Safety
        • Putting up
        • Storage
        • Ownership – liability
        • Who’s responsible for this? Rella’s idea, Ashe and Annika are taking it over.
        • Pie party not an FAI-sanctioned activity.
        • Can’t use Greeters and Education
        • Alchemy-Burn Gateway Project – Independent art project?
        • Reach out to Dax and require sign – Mary
    • Ashe wants structures we don’t have –
      • Reach out to her about liability
      • Make sure she knows her new structure is 18 x 30
    • Hoodies – long-term plan
      • Motion that org purchases all hoodies – nope
      • EC in charge of art
      • Everyone pays for their own hoodies?
      • EC can manage hoodies any way they want
      • No one is entitled to a free hoodie
      • Resolution: EC may pay for the hoodies for event leadership with event funds. EC may include other leadership (officers) at its discretion. EC has the option to fund the additional hoodies, or they may be paid for out of the committee funds, budgets permitting, or officers may purchase their own with their own funds. In short, how hoodies get paid for is up to the EC.
        • Draven, Mary, Chad, Aly approve
        • Ryan 0
      • Dumpster – lesson learned?
    • Time Capsule
  • Committee updates
    • Home Committee (Draven & Mary) – No updates
    • Conduct Committee (Draven or Chad) – No updates
    • Tech-Ops (Need to get them going) – Victoria is interested in helping and knows how to do it. Ghini is working with her and can also learn to do this for Dale.
    • PWC (Mary)Review PWC Charter, change name and save to Committee Folder.
      • Report from PWC –
        • Structures ordered, delivered
        • Pipes going in
        • Dalon will be ordering chert for fill
        • May affect how greeters and gate are placed
        • Question about procedure for PWC review of EC budgets for asset purchases PWC will have to manage, prior to
    • “EC” (Mary & ?)
      • Llucas needs to finish afterburn report – ask him about it – Mary – give him a timeline. FU with him in 2 days.
      • Figure out com for Aly and Ryan
  • Board Retreat – tabled
    • Reschedule or not – after Euphoria
    • Specific focus – strategy going forward
    • Invite Jacob
  • 501c3 – Tabled for retreat
    • Update and how to move forward
  • Any other points from Members
    • What we need to be working on
      • Mary
        • Reach out to
          • HBomb
          • SERT attendees
          • Llucas
          • Bubbs
          • Ashe
          • Dax
          • Aly
    • Review
      • PWC Charter
      • EC Charter
      • Home Charter
  • What we can do to improve
  • Closing
  • Adjourned at 3:49.

FAI BOD Minutes: Feb 2018

02/17/18
President’s Statement 1:26
(President makes eloquent statement)
President acts as Secretary

In attendance:
Mary Robb
Daniel Draven
David Stabler

  • 2018 February Board Meeting
    • President notes no quorum present, meeting will cover old business and updates.
    • Discussion about tending to old burn scar – it was not handled properly after Alchemy.
    • Interburn Wormhole with Constellation open a dialogue
    • Conduct Committee Radical Inclusion – how do we increase our practice of radical inclusion?
      • We proactively only exclude only people under felony indictment for specific offenses against the consent of others if it is reported to us. We only act on what can be verified. This must be done privately, and in a non-punitive manner. Upon resolution of case, they can contact us for review. The Board then can decide whether there is a danger, and justify its decision.
    • Financials (Draven) Budget for 2018
      • Move from annual to monthly budget – everyone got Draven’s document.
      • Trying to make a report the first weekend of the month, and will include committees with budgets. PWC and Home Committee
        • $1,000 to Beltline
        • Paid our attorneys
        • Projected to end 2018 as of now to end $10K ahead of where we are now.
        • Went over format of monthly reports
    • PWC –
      • Discuss making some roads and proposed costs
      • How screwed are we if we get a rainstorm in the middle of the burn?
        • Should be fine/better
          • Gravel holding from last event
          • Grass taking root
          • Big thing will be stopping traffic – EC may not want to shut down roads timely. Board will try to influence EC to follow PWC’s instructions – we have to trust them to ruin the burn.
          • We can only override the EC if Jacob comes to me and tells me to fire them all because something catastrophic happens.
            • Three possible responses we get
              • OK
              • We dont recommend it
              • You’re fired
        • Make sure EC knows they are responsible for the property during teardown as well.
    • HRC – Remains tabled
  • Committee updates
    • Home Committee (Draven & Mary)
      • Donations to drop off next week
      • $900 collected in tier one this time
      • Is VFD doing a boot drive for Euphoria?
    • Conduct Committee (Draven or Chad) – See above
      • There is one outstanding case, which will be posted on Yahoo, because we have no quorum.
    • Tech-Ops (Need to get them going) subset of Communications
      • Ryan and Chad to find a new chair – direction by President to meet and establish chair ASAP
    • PWC (Mary + Draven) – See above
      • There are new members who are showing up
      • There was a January meeting, for which I need minutes
    • “EC” (Mary & Aly) We have a team, and it is populated. They are meeting regularly.
    • Elections – Mary and Chad will be liaisons because not up for re-election
      • Need to decide when elections will be.
  • Board Retreat – Tabled indefinitely
    • Reschedule?
      • Longer range vision for permanent residence at Pettigrew
      • 501c(3)
      • Elections
      • Proposed ByLaw amendments
      • Alchemy pre-planning – master timelines
    • Invite Jacob
  • 501c3 – Tabled – no quorum
    • Update a nd how to move forward
  • Any other points from Members
  • 2:23 Executive Session open
    • Executive Sessio n closed 2:26
  • Closing – Adjourned 2:27

FAI BOD Minutes: Jan 2018

President’s Statement 1:34
(President makes eloquent statement)
President acts as Secretary

In attendance:
Mary Robb
Daniel Draven
Alyson Brown
Ryan King
David Stabler

  • 2018 January Board Meeting
    • 2018 First Meeting – Appoint Officers – Offices will all vacate at the end of this meeting.
      • Draven moves to propose slate of officers, and Mary seconds – passed by consensus
        • Mary Robb, President & Compliance Office
        • Daniel Draven, Treasurer
        • Rachael Mosley, Secretary
        • David Stabler, non-voting board member & Parliamentarian
        • Chad Jones, Vice President
        • Mary moves to create the office of Parliamentarian, Legal Liaison, and Chief Pony Wrangler – Passed by consensus.
      • Welcome back, Stabler!!!!!
      • Financials (Draven) Budget for 2018
        • Move from annual to monthly budget
        • Biggest line items
          • PWC
          • Professional Fees – very high in 2017,
          • Taxes – no Federal due to operating losses in 2017
          • New – Proposed to add $150 per month for social events
          • Misc – shit happens
          • Ryan requests a total at the bottom of the budget sheets, which Draven agreed with.
          • Communications expenses for starting the year as detailed in the budget
          • Home Committee – $3,000 per year
            Conduct Committee – Training budget for committee
          • Elections –
          • Org contributions as detailed in the budget.
          • Feedback and concerns? No
          • Motion to accept by Draven, second by Aly, Accepted by consensus
          • Stabler objects to lack of ponies in the budget
    • Event Proposal, Draven moves to accept. Aly seconds, Passed by consensus.
    • Land Cost Issue/ Contract
      • HBomb cannot announce the property until we have a signed a K
      • Can announce ticket prices and sale dates.
      • Draven updated HBomb
  • HRC – Move to table – tabled by consensus
  • Committee updates
    • Home Committee (Draven & Mary)
      • Status of school donations (standing by, being handed off)
      • Agree to give donation to Boy’s and Girl’s Clubs
    • Conduct Committee (Draven or Chad) – voted to accept proposal
    • Tech-Ops (Need to get them going) subset of Communications
      • Stabler refuses to chair Tech Ops. Need new chair
      • Ryan and Chad to find a new chair
    • PWC (Mary + Draven) – Bubbs as inventory manager on PWC, can she do that and be APW lead? We need to keep lines of reporting separate – not reporting to both EL and PWC Chair
      • Jeff proposes separate tear down manager who is part of PWC and does not work during the event.
      • Jeff proposes to hand off to APW on Friday of Build Week, as opposed to PWC to keeping it and handing over at the start of the event.
      • Aly proposes EC attend Feb Board Mtg, and Draven counterproposes conference call among PWC, EC Liaisons, and HBomb and Brian to discuss how to integrate PWC/APW/EC 12-1 at the Feb Board mtg
    • “EC” (Mary & Aly) Status of callouts for Euphoria EL? Has ELT, and now needs team leads.
    • Figure out com for Aly and Ryan
  • Board Retreat
    • Reschedule?
      Longer range vision for permanent residence at Pettigrew
    • 501c(3)
    • Elections
    • Proposed ByLaw amendments
    • Alchemy pre-planning – master timelines
    • Invite Jacob
  • 501c3 – Table for Retreat
    • Update and how to move forward
  • Any other points from Members
    • What we need to be working on
      • Alchemy preplanning
      • We can do callouts ahead of time for the 2019 events if we have dates
    • Can we have event leads in place one or more burns in advance?
      • Draven proposes 2019 event dates
      • March 30, April 6 Euphoria start date (20th is Frolicon), or
      • April 27, May 4 (build, burn, resp) (assuming no burn ban issues) – that’s right in the middle of finals week.
      • Confer with Fire Departments for preferred date
      • Sept 28, Oct 3-6 for Alchemy
    • What we can do to improve
  • Closing – Adjourned 3:46

FAI BOD Minutes: Nov 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 November 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: Daniel Draven, Mary Robb, Chad Jones, Alyson Brown

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

The following members of the community were present: None

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

OLD BUSINESS

  1. President’s Report (Mary)
    1. We did the thing.
    2. We did the thing well, for what time we had
  2. Committee Updates
    1. Public Works Committee (Mary)
      1. None
    2. Event Committee (Draven)
      1. None Plus Delta Meeting
    3. Communications Committee (Michelle)
      1. None
    4. Home Committee (Draven)
      1. Gave Cassondra all of the donations for schools, and she is working on getting them to the proper places
    5. Conduct Committee (Chad)
      1. Cases where we don’t have enough material to recommend action to the board
      2. Send email from Conduct@ to the person doing the harm, to let them know to not engage with person who reported.
      3. If contact is confirmed, action may be taken
      4. What is the standard
      5. How involved?
      6. Committee has to agree that the conduct has been against the rules laid out in notice
      7. Amend the Charter to say that they are Autonomous with sending the emails. (?)

NEW BUSINESS

  1. Post Alchemy Update
    1. Nothing horrible happened.
    2. High level issues for next time
      1. Planned to have people to have as Event Leads
        1. More cultivation of leadership, less throw them in the deep end.
        2. More of a rotation
    3. Schedule for Alchemy with more time
      1. Plan to have leadership for both at the same time, so when Euphoria ends, Alchemy is in full swing
      2. Have Alchemy Event Leads for following year in Place before Alchemy of this year.
      3. Annual plan instead of piece meal plan.
      4. Trying to use the callouts to staff both burns at the same time
      5. Ryan creates project plan for both events, check in on that
    4. Too much responsibility for Board
      1. Less involvement in the Events, More overhead
      2. No board Radio?
      3. They knew where to find us, if they needed us
        1. Disconnect from operational standpoint, not from PR perspective
      4. System for being able to find Board members at the events, without having them on at all times
        1. IF they have a radio, Use their own channel, Like 9 or 10, so people can’t just accidentally flip to it
    5. EC conflicts
      1. Should we keep doing it?
        1. We should keep it open so that people know they can come to us with interpersonal problems
    6. VC is a year round position, not just burn by burn
      1. Make SURE that there is a VC to help with HR problems and checking in with everyone
      2. Hippie Resourcing Department
    7. Burner socials/why people burnout
      1. They don’t quit because they fear they won’t see their friends
      2. Support level for using Board meetings into community gatherings.
        1. Financial issues
      3. Reaffirming the sense of cohesion in our Volunteer base
        1. Operational investment in our people
      4. EC needs to have a record of who did what the year before
    8. Public announcement
      1. Before afterburn report
      2. Thanks for everything
    9. Executive Session started at 1:50 pm
      1. Closed at 2:15pm for recession
      2. Reconvened at 2:35 pm
    10. Sara, Brian, Heather, and Chaz
      1. How to prevent burnout
        1. Not by stepping back fully
        2. Willing to train, but it may be more taxing
        3. Change the Form into a Leadership Interest Form, making a pool of people
        4. Leadership Interest Event
        5. Not One and Done, will make things more difficult
          1. Not to decrease burnout
          2. STOP REINVENTING THE WHEEL
          3. Made for the Event Lead, not Everyone
        6. What could work better
          1. Not sure what the better solution is
          2. Shouldn’t be there just because someone is under preforming.
          3. Can’t put of the hard conversations anymore
    11. Re-instate Executive Session at 3:08 pm
      1. Exit 3:16 pm
  2. By-Law Review and Retreat
    1. Nothing but executive Session, at Jeju (?)
    2. What the committees will look like, Who will be on what committee
    3. Strengths Finder for Rachael, Alyson, and Ryan (Before Retreat)
    4. Discuss By-Laws
    5. 501c3
    6. Everyone
      1. Look over the bylaws, printed copies for everyone
      2. Ideas or topics and make the Agenda with time frame (Rachael)
    7. Motion to have the Board Retreat on the weekend of December 2nd, at Jeju Sauna.
      1. Check with Ryan about the Date
  3. Pettigrew Property
    1. We want to make it easier on everyone and help pay for the Easement on the property.
    2. Motion on Policy to help pay for the Easement on the property, work out details on what is the best way to do that. (Draven)
      1. Seconded
  4. Callouts for Leadership
    1. Set dates for Euphoria and Alchemy for Next year
      1. For the Vesting Argument
    2. Do callouts ASAP for both events next year
  5. Euphoria and Alchemy Dates
    1. Euphoria
      1. Build Weekend 4/20 and 4/21
      2. Actual Event 4/26 through 4/30
    2. Alchemy
      1. Build Weekend 9/29 and 9/30
      2. Event 10/04 through 10/08
    3. Motion to approve dates for both events (Mary)
      1. Seconded by Draven, Chad, and Alyson

ACTION ITEMS FROM LAST MEETING:

  • Clean up Google drive (Rachael)

ACTION ITEMS FOR END OF YEAR:

  • Read the By Laws and work on What we think should change before the retreat
  • Get the ELT in place for Euphoria
  • Change the form for Interests to include both events (Rachael)
  • Clean up Google Drive with help from Ghini (Rachael)
  • Make schedule for Retreat on 12/01 (Rachael)

Meeting adjourned by consensus by Mary at 4:22 PM.

FAI BOD Minutes: Sep 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 September 16, 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: David Stabler, Daniel Draven, Mary Robb

The following Officers were present: Mary Robb (President), Daniel Draven (Treasurer), Rachael Mosley (Secretary)

The following members of the community were present: Alyson Brown, Heather Jensen, Jeff Ensing

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

Old Business:
Report of the President:
Any sort of rift between PWC and EC is fixed. Meeting Start
Report of the Committees:
PWC: Questions about if payment was made to Container Movers and Logan
Paid already.
4×4 rental for Event
Event Committee: Lucas has had luck with the neighbors, don’t seem to be a problem, will monitor. Effigy burn on Saturday, and possibly temple on sunday. Defer to PWC and APW for that call. Things are falling into place. We are looking at booms. Want big boom., Make sure to let neighbors know about that. Requests from EC for ban of Shane Nix, runner at TTM
Comm. : Everything is going well, doesn’t know if the website transition is going well. Update on Website from Ryan at later date.
Conduct: Nothing new to present.


Draven presents the master budget to other members

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.