Wax, David, Lotus, Hatter, Whatever, Tovia, Hazmat, JaydeRaven, Ross, Andy
Wax, David, Hatter, Whatever, Tovia, Hazmat, JaydeRaven, Ross, Andy
- Event procurement proposal still in process
- No updates
- CHORE: Wax to work through PDF PC Coords to get feedback from current graphic designer - started chatting with PDF signage team recently
- Much deeper than expected, but PDF signage team are willing to help draft that
- Processes are changing as tech changes, especially with introduction of Dust
- See Dust section in Technology Committee
- Generative AI proposal
- No real progress expected until Spring
- Existing policies at other burns are stricter than we want
- Tending to be self-enforcing for most participant-produced art
- Still need to define a policy for departmental graphics and for art grants
- BRC DMV has just posted a policy
- Largely to discourage outlandish, unbuildable vehicle proposals
- There is some well thought-out discourse out there around this policy
- BRING MORE JANKY ART
- AI-generated art sets a high aesthetic bar and discourages new artists making art as they learn
- New proposal for event harm reduction from active volunteers
- How FPCS could provide test info & materials for harm reduction purposes
- Lots of great info, need to discuss in detail in June (will need lawyer review!)
- https://docs.google.com/document/d/1JbgaxMz_8kL6o5Fikt4Rq8_snC4lMjBKeN1EqzeZv2k/edit?usp=sharing
- Camps/participants/individuals can do what they will. As an organization we have been more cautious about what we sanction/post publicly due to the RAVE act
- Unified Photo, Video and Media Policy
- Hatter dropped the ball but will jump on reviewing and implementing suggestions prior to June meeting.
- Projects Review 🐴2026 Projects - let's review all in June!
- Producer assignment policy & procedure
- https://docs.google.com/document/d/1zTlAToc8Y2nVDRtE_qv9_NhXCdXnDtzoI0zOZNOGYVM/edit?tab=t.0
- Comment period mostly asked for additional details in the future
- Online vote was held, but wasn't unanimous
- Bylaws currently require unanimous decision for online votes
- To date events have selected their leads without board interference
- Other than the 2024 cohort, selection of producers has been informal, generally by being recruited by sitting producers or BOD
- Rather than a vote by the planning committees or a decree by the BOD, can we capture how the current process works
- In consultation with the BoD and community, the planning committee will select an event coordinator
- The bylaws state we may do any number of things to decide, but ultimately BoD holds the authority to appoint an event producer
- We don't want to be unprepared in the circumstance that we have an event that is lacking competent/non-existant leadership
- Motion to accept (Dave/Ross)
- Motion to table till June (Dave/Tovia)
- 8 For, 1 Against
- Adjust bylaws for term length
- https://docs.google.com/document/d/1LLNMhoHe6ooioqKG_pJO9VyhePsYitSg/edit
- Online vote was held, but wasn't unanimous
- Motion (Ross/Dave)
- Approved Unanimously
- Unified Photo, Video and Media Policy
- https://docs.google.com/document/d/10CkJikmE9ZmUtYpU2y1HSW1Fxs25RB3ptuIOjO-cv6I/edit?usp=sharing
- See above
- BAM "Scholarship" Tickets
- Leadership Conference run by regional community
- November 7-8 Pittsburgh, PA
- Purchased 6 tickets, how to distribute?
- Board interest: Hatter I, Ross/Hatter II, Dave
- CHORE: Hatter I to come up with a plan for distribution of tickets, after PDF
- Annual reports
- 2024 Annual Report
- Awaiting final review and publishing
- 2025 Annual Report
- CHORE: Assignments to be sent by WaWax post PDF
- MALC + SERT planning continuing for 2027
- Site and date were slected
- July 30 - Aug 1st, 2027
- Ramblewood
- Meeting to discuss initial marketing plan June 8th (5 Ps)
- Should settle on FPCS expectations soon
- MALC looking to FPCS as a financial guarantor
- I missed what else was said
- It's almost here!
- Need to adjust schedule in case Tovia can't attend
- Wax trying to keep his schedule open in case of Ranger gaps
- Can split the Sunday 10a-10p shift
- Can we stage a call in the middle of Jayde's wedding?
- Contract
- Contract is still waiting on one signature
- Have signatures from RAC
- Need signature from FRO
- Waiver
- Will know if we need to roll out a waiver change tomorrow
- Several small changes, biggest is adding Coal Creek Ranch as a party
- Could possibly handle this with a big ass sign at gate
- "By passing this point you agree to ___"
- CHORE: Hazmat to consult a PA lawyer on this as an option
- Wax ready to roll out an updated waiver digitally
- CHORE: Hatter following up on Contract and Waiver tomorrow with FRO
- Service Animals
- All we can do is ask the two ADA questions at the gate
- Is this animal required because of a disabilty?
- What's the animal trained to do?
- See Q7 here
- Should implement new procedure for assignment of Producer on this event
- Andy and Tovia to take up Liaison role
- JaydeRaven forwarded email from Teaberry re: updated lease fee and planned land improvements to Tovia and Andy
- JaydeRaven has reached out to Teaberry, have not heard back about contract
- Financial Performance
- Good investment performance in April
- No pending liquidity needs
- Contact at FSA has changed
- Hoping to set up a meeting with our new account manager soon
- Planned some new financial controls, still working on rolling them out
- Tax filings
- MD Tax filing for 2025 submitted
- IRS tax extension filed, new deadline for FY2025 is once again Nov 15, 2026
- Meeting currently scheduled for Thursday of the event
- Dave to draft the agenda we would have met to discuss and send them to the committee for asynchronous review
- Dave will be working for the Gerlach Regional again this year
- May need someone else to chair the meetings for July/August/September
- Andy and Tovia to be liaisons for Constellation 2026
- Coordinate with Hatter to pass on best practices for liaison role
- Safety meeting held today for PDF
- May need to review Lost Child procedure Friday morning at the leadership meeting
- CHORE: Wax to poke PDF PC about adding this to the agenda
- Concerns about Rangers at PDF, may end up being better staffed than in the past despite leadership changes
- Wax purchased 2x generic WiFi/Cellular hotspots with PAYGO SIMs
- Gate and Participation Station (Quail) can now be online
- Fully charged for 2026 events
- 2027 events will require new SIMs - $40-60 for both events
- Hatter has a draft of volunteer signup in Peacock
- Dust
- Use of Dust at CB25 and PDF26 is showing some gaps in the application
- Dust is open source . Might be able to make our own changes
- Even if open source, currently events are hosted on Dust servers