Overview

Zoom

Current Board Members

Board Members Attending

Upcoming Board Meetings

Meeting Agenda

Review Prior Meeting Minutes

• April board minutes for posting
• Please reference  FirePony BOD Meeting Minutes Review Procedure 
•  DRAFT FOR PUBLIC April 2025⁠ 
• Wax moves to approve, Dave 2nd
• Unanimously passed

Committees

Conduct (moved to accommodate scheduling needs)

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
• CHORE: Dave Wilkes to update document
• Tabled for the July Meeting
• Status of Board Meeting Notes Review Procedure - Drafted
• Review postponed
• Resolve to vote via Slack
• Status of procurement proposal - quick discussion re: specific design need for events
• Related to AI proposal, see below
• Status of Generative AI proposal - quick discussion re: procurement of design work
• Constellation feel a need for Generative AI assets for marketing
• Need to come up with clear guidance for next cycle so events can pay for branding and graphics if desired, without resorting to AI
• Need to provide a path to reimburse an artist interested in providing design assets for the burns to um ok
• Wax volunteers to take point
• Hatter you're muted
• Hatter you're muted
• May structure this as an art grant
• Needs clear requirements, deliverables, whatever
• CHORE: Wax to reach out to PDF signage lead to help draft a contract for what they have been doing to unify graphic design
• CHORE: Wax wants an astronaut action figure

New Business

• Chore list - is it working?
• Move to Slack canvas/lists?
• Slack tool is new
• lol CHORE: Wax to look into moving CHORES to Slack
• Whatever has a hard time using Slite Chore list on mobile, makes it difficult to add chores
• Hard to filter, know when you've had stuff added ← Hatter
• Radio replacement
• Nearly all event radios stolen from Whatever's truck in early June
• Replacements have been ordered
• Whatever's insurance covered replacement materials
• Wax to have event at his house to unwrap and prepare new radios

Old Business

• Annual reports
• 2023 report status
• Ready to publish, probably
• CHORE: Whatever, Wax to double check that's definitely the case
• 2024 report status
• Outline created
• CHORE: Wax to pass out assignments to go out this month
• FPCS stickers at PDF
• Handed out a LOT
• Overall good impression!
• Still have business cards as well

Events

MALC

• Anything outstanding?
• MALC Grants are in limbo
• CHORE: Wax to follow up with MALC planning committee to move things along

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
• Event retrospective (board responsibilities)
•  What worked well?
• Updated insurance
• Quail-based volunteer hours logging seems to have worked well
• Straw vendor in town
• In future if we need straw we'll need to consider how we'd retrieve it without the Haztruck
•  What didn't work so well?
• Contractor pickup/drop-off
• Tell contractors dropoff NOT BEFORE noon Tuesday, PICKUP BY noon Tuesday
• Callboxes aren't really usable by non-speaking people
• We have no idea who has left/returned during the event
• Consider asking security/gate to track wristbands that have left/been let back in
•  What needs changing?
• Owner reps at gate checking participants IDs
• Board Actual roles & responsibilities
• Take notes on what you did on site for the event, consider if it was explicitly BOD or event ops/safety
• Changing insurance model
• Potentially moving insurance to a year-round policy that could cover work weekends/meetups in addition to main events
• PDF/CB would be an additional rider
• Better messaging pre-event on event boundaries
• Create/update petty cash ledger on QBO

Constellation

• Timeline
• Contract is under review by landowners now
• Draft is in Whatever's drive due to file-sharing issues
• Fusion would like to set first ticket sale date in late July
• Recruiting
• Team is filling out
• Constellation lead may need help vetting new volunteers
• Tech stack
• Google security groups!

Committees, cont.

Governance & Finance

• With respect to securing access to our accounts over at Wells Fargo,
• Tovia, Hatter, and JaydeRaven have completed the on-boarding process

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 lead again
• 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

Technology

• Using Quail on-site at PDF seemed successful, need to discuss use Constellation
• Difficulty with Sanctuary being so separate from other locations
• Working to update Peacock libraries prior to Constellation sales
• Starting work on Conduct tool (Penguin) and self-serve Zoom meetings in July
• Starting to implement groups/security groups model for Constellation
• Producer can add/remove from groups
• Groups BOTH add to mailing list AND give access to Google drive resources
• TechSoup
• AWS, Zoom, etc. renewal coming up in a a few weeks
• CHORE: Wax and Whatever to look into what else needs to be moved to TechSoup
• Might already be a CHORE for this

Bike Rack

• Nothing