Overview

Zoom

Current Board Members

Board Members Attending

• Wax
• David
• Hatter
• Lotus
• Hazmat
• JaydeRaven
• Whatever
• Smiles

Upcoming Board Meetings

• Sunday March 2, 8pm

Meeting Agenda

Review Prior Meeting Minutes

• November Meeting Posted to Website
• Motion to approve Dec 2024 minutes:
• 1-Dave/2-Smiles
• Motion passed unanimously

Proposals

• Discussed upcoming draft of policy proposals, but no new proposals offered at this time

New Business

• Incident(s) at Transformus
• Are we properly protecting ourselves from a similar incident?
• How can we do better?
• JaydeRaven & M4 looked into local laws in Tamaqua:
• "In Pennsylvania, it is generally legal to possess and consume alcohol on private property if the property owner or resident permits it. However, there are some exceptions. 
• Exceptions
• Public view: The law prohibits open containers on private property that is open to the public, such as a commercial establishment or event venue. 
• Driving or riding in a vehicle It is illegal to have an open container of alcohol in a vehicle while driving or riding in a moving vehicle. This applies to both public and private property. 
• Public property It is illegal to have an open container of alcohol on public property, including streets, alleys, and thoroughfares. 
• Public view within five feet It is illegal to discard alcohol containers or wrappers within five feet of a public way on private property."
• Bedford - CB possibly discuss long-term leases
• David - possibly best to investigate long-term leases with renewal options
• Hazmat to specifically investigate PA specific liquor laws
• Hazmat proposed having "external liaison officer"
• Assigned to interact with local authorities ahead of time
• Know and have contacts with those offices
• Reviewing D&O insurance

Old Business

1. Annual Board Retreat

• Thanks everyone - super productive!
• Move into Slite is moving forward
• Chores page getting populated!
• Committees need meeting schedule & goals for 2025
• Schedule will get posted live on the FPCS page for transparency
• Goals should be achievable, measurable, whateverable
• Show what we are trying to do
• Board commitment forms - please sign!

2. Annual Reports

• PDF24 and CB24 Burning Man Afterburn reports are submitted
• Firepony 2023 Annual Report is ready
• Should copy and update this for a 2024 organization report
• In the past this has been Ursula and then Smiles as President
• One person drives, the whole board contributes where necessary
• Pare down afterburn reports from dumping the entire form output into the report to a summary for each event, say 2-3 stop/start/continue
• CHORE for [Wax]: Create skeleton, draft ready by April 1

3. Events

Playa Del Fuego

• Event May 22-26 2025

Constellation

• Fusion wants us to review & comment on reorg plans ASAP to start recruiting
• CHORE: Wax to post

MALC

• Event April 4-6, Philadelphia
• Break-even draft budget created
• Intended to be self-funding, with expenditures substantially covered via ticket sales
• Estimated tickets for planning, totaling $5,600
• 50@$100
• 10@$60
• Key expenses include
• $1,800 for 2 breakfasts
• $1,800 for 2 socials
• $1,200 for HVAC

4. Committees

Governance & Finance

• Need updated committee meeting pattern for 2025
• Targeting 4^th Monday of each month
• Two drafted policies will be sent to Board members this week for approval
• Policy for sweeping of excess liquidity into Money Market Fund
• Dave and Whatever met FSA
• Adjusting criteria for process
• Policy should be ready for voting soon, Dave to handle
• Procedure for removing a sitting Board members
• Policy ready for voting soon on Slack, Dave to handle

• Taxes Due Date
• MD Annual Report due April 15
• Federal Return due April 15, usually request extension
• Forms 1099 issued timely on January 31
• Still need to submit to DC and MA
• Work to align financial results in process. Will demonstrate results at March meeting
• Delineate who needs access to accounts at Wells, FSA, and Schwab
• CHORE: Whatever to provide updated access list to FSA for investment and Schwab
• CHORE: Dave to work with JaydeRaven to get her added to WellsFargo
• CHORE: Wax to work with Dave to get meeting on calendar

Operations

• Updates
• New Business
• Created a new channel on Slack to start discussing breakdown and what Ops is responsible for.
• We still need to establish a meeting day
• Hatter has reached out to the land owner and confirmed land use for the dates of the event as well as the work weekend day.
• Hatter worked on altering the contract and worked with Wax and Whatever to confirm it is ready to go. It'll be sent out to the Land Owner tomorrow
• RIDE application went out, Hatter confirming Aye's connected to it
• Aye provided form to Finkle et al to post
• JaydeRaven spoke to porto company (Biros) with concerns, they will address for this year
• CHORE: PDF M&M Storage should be updated, JaydeRaven checking in
• Clarification needed regarding land search
• Is work to identify contingency site? Is work to identify alternative site (for Fort Royal Farm?)
• I don't believe land search is part of ops?
• Do want to capture the work done as part of the land search for posterity
• What were our requirements for land? We should phrase this in a way that it could be provided to a real-estate agent (e.g. no burner jargon)
• Old Business

Safety

• Updates
• Conversation on folks to add, not scheduled meetings yet
• Split between the board-only folks and the wider event folks
• Want one of the first goals to be a unified, simplified safety plan
• Start to migrate fire safety equipment into event budget
• This may even take the form of inviting the local fire co
• lakes does this, CB tried the first year and they never came back
• the Almond fire department (Portal) was very nervous about this and we were able to prove to them they didn't have to
• New Business
• Old Business

Technology

• Updates
• Meeting on Jan 31 (Last thursday of the month)
• Updates to Peacock (coupons)
• Potential tool for tracking conduct cases (Penguin)
• Gathered requirements from Lotus
• Potential tool for letting community donate media (Magpie)
• If we don't want to use GenAI, let's do better
• Easy to upload, tag, attribute, and promote
• Working on goals for 2025
• New Google Calendar - "FPCS Meetings" install & add meetings please!
• Updating PinkLamp camps
• Need for some replacement parts (no budget yet)
• Working with Whatever on custom boards
• New Business
• Need to purchase UPS for Quail ($50 on Amazon, don't need much)
• Does Quail need a rack case? No
• CHORE: Cramer set up tax-free amazon
• CHORE: Cramer buy it
• Old Business
• TechSoup AWS - June 7th
• TechSoup Zoom - 1/2 off 1 year - whenever we want
• CHORE: Cramer verify QBO, adobe, whatever, on teksop

Conduct

• Updates
• <Begin executive session>
• <End executive session>
• CHORE: Wax put this ^ section every time
• New Business
• Next meeting is Wednesday, Feb 5
• Old Business
• Interviews for reports submitted from Constellation 2024 are in process, hoping to have everything wrapped up before PDF

5. "Miles Fund"

• Does anyone have a proposal yet?
• PDF is about to have a proposal to do center camp iirc
• Hazmat is going to take a stab at a proposal

6. Bike Rack

• there's a bluesky account
• it's official