Overview

Zoom

Current Board Members

Board Members Attending

• Wax
• JaydeRaven
• Hatter
• David
• Hazmat
• Whatever
• Tovia (temporarily)

Upcoming Board Meetings

• April 13 @ 8:00pm

Meeting Agenda

Review Prior Meeting Minutes

• Develop written policy to redact board minutes for posting to website
• G&F committee to handle
• 1 - David, 2 - Wax - all approved (Tovia abstain)

Proposals

• David has two proposals from G&F
• Process for handling no-confidence votes for board members
• Handling COC violations, repetitional risk, board agreement, etc.
• Order of operations, timeline, personal
• Handle resolution of process
• To be reviewed and voted on Slack
• Sweeping excess cash to investment accounts
• Moving excess balances from Wells Fargo and PayPal to Schwab money market account
• Rules for how we handle process - estimate cash needs and move excess cash to investment account
• David to add language on funding discretionary funds
• To be reviewed and voted on Slack
• Limiting the amount of funds in the Wells and PayPal accounts limits our exposure to fraud/risk
• FSA has much tighter controls than either other account
• Wax's policy proposals
• Event Procurement Policy
• Work in-progress at the moment
• Aiming for a draft by April
• AI Art Policy
• Need to restructure this in a more positive way
• Want a place for people to put their digital assets

New Business

• AI Transcription
• FPCS Tech tested the Zoom AI Transcription
• Summary was useful and may be worth having
• Was not laid out logically enough to be a replacement for the meeting notes
• Would need to set a policy of turning this off/on around executive session
• Privacy concerns around those transcripts
• Are they Zoom property from then on
• Are there folks who have access to Zoom who aren't BOD
• Smiles for burner banter hour
• Fiona
• CHORE: Wax will research privacy of Zoom AI Transcripts
• CHORE: Wax/Whatever to look into Zoom permissions for multiple rooms, meeting owners
• AWS
• Wax has been working on cleaning up AWS
• There are different AWS pricing tiers that could save a significant (30-40%) amount
• Our needs are variable but quite predictable
• Database costs already stepped down

2. Off-boarding Smiles

• Wax completed Slack, GDrive, Slite, and Keeper
• Cycling passwords
• With Miles, Smiles, and m4 off the board, need to cycle any passwords they had access to in keeper
• CHORE: Whatever to see where her address was in use

Old Business

1. Annual Reports

• Wax will be getting started on this in March, initial draft for filling in details by next meeting

2. Chores List

• Please keep up to date and mark items as complete when done

Events

MALC

• Tickets are on sale
• Some confusion about what folks are buying tickets for
• Multiple people have bought MALC when they thought they were buying PDF
• May set up a splash with links to the events in the future
• Currently PDF is sorted to the top of the page
• Venue contract is signed for Saturday night
• Deposit is paid
• Organizers are aware of the restrictions
• Insurance quote is requested
• CHORE: Dave to forward insurance quote to  treasurer@firepony.org 
• MALC received a BWB Ignition grant
• CACE Grant process write-up exists
• May not be detailed enough to be actionable
• Follow-up and ownership of the process is not explicit
• Dave and Hazmat is interested in shepherding this process if necessary
• Wax adding CSV export to Peacock

Playa Del Fuego

• Round 1 ticket sales were sold out quickly. Peacock ran wonderfully again
• Round 2 is set to Open March 27^th @9pm
• Reserved Tickets are under way and will end March 22nd.
• Hatter reached out to land owners about the contract, no response. Will call on Monday
• Work weekend is March 28-30th
• Hatter will reach out to land owner to confirm someone will meet us on site
• Hatter can no longer attend and will work with Jayde Raven to make sure anything the team would have needed from him is handled
• Art Grant acceptance letters went out
• Hazmat setting up a meeting with a lawyer to review art grant contract
• Whatever to provide notes

Constellation

• Fusion is ready to start, has a number of requests from the BoD
• Fusion is also requesting in general
• POC for each need from the BOD
• RACI diagrams between the CB Leads and the BOD at each of those points
• Tech support
• Requested higher permissions on the Google group
• Planning move to Slack, needs channels created (or the ability to make them)
• Needs a process for how to add members to Slite
• May involve providing a list to Wax
• CHORE: Wax to do the above
• Team structure
• Having heard not feedback on his proposal, Fusion is assuming he is free to re-structure the team as he sees fit
• Need to reach out to Dave and Heidi
• Who is taking point - Whatever and possibly Aye
• Do we have issues to bring up with them, or requests for the contract
• CHORE: Whatever to make a change list for Teaberry contract, start there
• CHORE: Whatever Send first e-mail to Teaberry, include JaydeRaven

Committees

Governance & Finance

• Account Access
• Off-boarding is complete
• Schwab
• access in progress for all BOD
• Quickbooks
• Dave is requesting a higher access level in Quickbooks
• CHORE: Whatever to bump up Dave's access
• CHORE: Whatever/Dave to meet on state of Quickbooks
• Wells
• Jayde Raven needs to follow up with Wells
• Hatter is filling out paperwork and setting up an appointment at his local branch
• D&O
• CHORE: Whatever/Wax to follow up with D&O

Operations

• Not expecting meetings, but do need procedure and policy
• What worked
• What didn't work
• Why
• CHORE: Whatever/Hazmat to set up account with United Rentals
• Would get us coverage under UR insurance
• Tools
• What should we start buying/renting
• CHORE: Hazmat to finalize this list
• Issue especially with  batteries 

Safety

• No formal meetings yet
• CHORE: Hazmat/Tovia to meet
• Hazmat and Critter working on burn plan template
• Medical provider requirements formalized
• Rangers have been reaching out for standardizing rangering and safety plan
• CHORE: Tech to create  safety@firepony.org 

Technology

• Penguin
• Conduct forms development may have applications to other form-based tasks
• Re-imbursement
• Art Grant applications
• Invoicing
• CHORE: Whatever to look into Quickbooks invoicing tools
• PROJECT: Flamingo
• Pink Lamp 2.0 prototype in progress
• Wax has designed cards and carriers to slot in for the radio battery
• Peacock
• Planning to build out more during PDF and Constellation

Conduct

Bike Rack