Overview

Zoom

Current Board Members

Board Members Attending

Upcoming Board Meetings

Meeting Agenda

Review Prior Meeting Minutes

• June board minutes for posting
• Please reference  FirePony BOD Meeting Minutes Review Procedure 
•  DRAFT: June 2025 minutes for posting⁠ 
• Motion to accept: Dave, 2^nd Wax
• In favor: 5
• Abstaining: 1
• Motion passes

Proposals

• Status of No Confidence proposal? - Drafted, started voting then stopped. Issue: When to engage full Board about a complaint received against a Board Member that could result in removal of Board membership https://docs.google.com/document/d/1eCb5GhE4KoLPrd18FE0lWOboEI-_100kmwLt5D6pYm0/edit?usp=drive_link 
• Dave assigned in June to update
• Chore: Hatter to review, Wax to setup vote in September
• Status of Board Meeting Notes Review Procedure - Drafted  https://docs.google.com/document/d/1JJ8OPdCKWQ2jUeOxlAIHcN2q6JiPACnCyDh6FVZzh_4/edit?usp=drive_link 
• Review postponed, resolved in June to vote via Slack
• Chore: Wax to setup vote for minute review procedure
• Status of procurement proposal
• Status of Generative AI proposal - quick discussion re: procurement of design work
• Wax took point on this in June
• Not a priority, will revisit after Constellation
• Events are handling the AI art issue themselves
• Constellation is soliciting art submissions from community with Google Drive

New Business

• Callbox Replacement
• :(
• Callbox custom circuits were stolen in May along with the radios
• Need to be re-ordered and re-built before Constellation
• May be more expensive than original buy due to tariffs
• PCBs are ordered
• Electronics parts need to be translated to a Digikey order

Old Business

• Annual reports
• 2023 report status
• CHORE: Whatever, Constellation P&L has errors, needs to be fixed
• 2024 report status
• Outline created
• CHORE: Wax to create framework in August, send assignments in September
• Radio Replacement
• Radios are all replaced and ready
• CHORE: Wax to buy new foam for some of the cases

Events

MALC

• Reimbursements almost complete
• Two performers outstanding
• Grants are in progress
• MALC leadership following up with grant monitoring/completion
• CHORE: Dave/Wax to follow up in September
• Donor
• Need to send a thank you to anonymous donor
• CHORE: Wax recalls sending this, needs double check
• Leadership for 2027
• CHORE: Wax to discuss expectation for event leadership role with potential leader

Playa Del Fuego

• Finance
• Need to send final check to landowner for folks admitted during event
• Art grant final payments have not been sent yet
• Working with art grant coordinator, as of meeting 11 artists have submitted
• PDF Coordinators have requested event actuals by June meeting on 22nd
• Retreat planned for first weekend of August
• Define a standard calendar for ticket sales, art grants, etc
• Takes the form of 1^st Wed in Month, 2 weeks before event, etc rather than hard dates
• Want to avoid conflicts between events, and avoid Constellation being compressed

Constellation

• Timeline
• Contract is out for signature, currently waiting for Wax
• In light of Summerisle 2025 Afterburn, Wax talking to land owners about expectations for event before moving contract forward
• First ticket sale set as July 30th
• Recruiting
• First all-hands was held July 14th
• Team is filling out
• Fusion requested help vetting new volunteers
• Fusion has been holding office hours Mondays @ 8
• CHORE: Whatever, add to BOD calendar
• Tech stack
• Google security groups!

Committees

Governance & Finance

• Financial accounts at Charles Schwab total $684,000 as of July 14, of which $62,000 is held in cash.
• Our account balances at Wells Fargo operating account total $20,000. It is believed that most all expenses associated with the May PDF event have been paid.
• Nearly all MALC expenses have been paid.
• Started initiative to implement controls over cash and disbursements. Tovia and Disciple Dave have met and agreed to the objectives and targets of periodic reviews and the requirements for retaining documentation, evidence, and reporting of results / findings. Establishing access for Tovia to Schwab, Wells. and QuickBooks accounts for Tovia to implement reviews. Review procedures remain in draft.
• New on Radar:
• Procedure creation to govern the assignment and transfer of Event Producers
• PDF, Constellation, MALC
• Report on Investment Performance at FSA / Schwab
• Quite the turnaround for stocks—one of the quickest round trips we’ve seen in the past 50 years. In just seven weeks, stocks fell more than 20%, only to recoup those losses in the following eleven weeks. 
• Through FSA Advisors, at the start of the second quarter, we had raised cash allocations significantly in response to the sharp market sell-off. As markets rebounded in May and June, we gradually returned portfolios to fully invested positions.
• It may seem inefficient to sell equities during the downturn only to buy them back shortly afterward. However, it’s important to remember that every 40% bear market begins as a 10% correction.
• In order for FSA to protect the portfolios from losses greater than 10% to 15%, we have to take action BEFORE markets are down more than 10%.
• Our primary goal is to avoid large drawdowns that could jeopardize our goals, and accept the occasional whipsaw in pursuit of steady returns and protection from severe market downturns like the 2000 tech bubble or the 2008 financial crisis.
• From a technical standpoint, the market looks resilient. Stocks have recovered from the spring sell-off and are now above key trendlines
• Fundamentally, uncertainty remains.
• Tariffs are still in play
• President Trump continues to press the Federal Reserve to lower interest rates,
• Economic indicators on employment and inflation offer mixed signals.
• The recently passed “Big Beautiful Bill” will need time to reveal its effects
• These uncertainties are likely to keep investors on edge and markets volatile through the second half of the year.



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• We have to Governance documents that have been stuck in Review Status. Will ask to move to online vote in follow-up
• Policy - Unseat sitting Board Member with Case
• Procedure - Review Board Meeting minutes

Operations

• Going to recommend duplicating the PDF medical equipment for Constellation
• Goal is to have consistent equipment between events
• Also to avoid relying on Hazmat, and to minimize the temperature-sensitive stuff that can't go into storage

Safety

• Hoping to start meeting regularly
• Planning to also rent water trailer, like at PDF
• Rangers
• May need to tap last year's ranger lead
• Want to make ranger training a once-a-year thing for FPCS events
• Need a way to track who has been trained in order to trust this
• Might be a good application for a  Baserow.io  uhhhh
• Could alternatively extend Peacock to provide this
• Or a spreadsheet(s)

Technology

• Portal Peacock appears to be going well
• Quail on-site at PDF seemed successful, need to discuss use Constellation
• Difficulty with Sanctuary being so separate from other locations
• CHORE: Wax to talk with Constellation Navigator and Tech Committee
• Working to update Peacock libraries prior to Constellation sales
• Constellation Website
• A little rough
• Mostly ready?
• CB tech folks working on prettifying it, may need to punt till after burn season
• Conduct tool (Penguin)
• Self-serve Zoom meetings in Whenever
• Definitely want to get this working so CB leadership can use it
• Security groups model for Constellation working well
• TechSoup
• Punted till later, Wax and Whatever already have a chore

Bike Rack

• Producer Vetting Process
• G&F establishing a process for vetting/interviewing leads
• Want to codify how leadership roles are passed to new leads
• Need to make the event (not dept) lead/producer role more similar to BOD
• On/off boarding process
• Contract/Committment letter
• Apogea & Lakes of Fire
• Participant passed away this year at lakes
• Apogea had to decide to cancel the event this year
• Not clear we have a process ready for major events like a death or cancellation
• What should we be prepared to do
• Safety plan covers some cases for this
• What happens after the immediate Incident has been handled
• What is said to the press, the leads, the community
• CHORE: Wax this offline to slack as an operations discussion