Overview

Zoom

Current Board Members

Board Members Attending

Upcoming Board Meetings

• Sunday October 4^th

Meeting Agenda

Review Prior Meeting Minutes

• Reference  Board Meeting Notes Review Procedure  
• August 2026 Minutes:  ⁠⁠August 2026⁠ 
• Motion by Dave second by Whatever, approved unanimous.

Proposals

• Event procurement proposal still in process
• Needs a champion
• For PDF a new lead has expressed interest in covering some of this work
• Lot of interesting feedback at PDF retreat on how to shrink the WWW and reduce the scope of the task - see August notes
• Not high priority at the moment
• Generative AI proposal
• Ross is current champion - no update.
• Proposal for event harm reduction from Sanctuary team (table until September)
• How FPCS could provide test info & materials for harm reduction purposes
• Lots of great info, need to discuss in detail in September (will need lawyer review!)
• May need a different legal contact than Hazmat's
• CHORE: Hazmat to find both a PA and a MD lawyer(s) since we host events in PA and are incorporated in MD Reached out, no response yet. Update next month.
•  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

New Business

• Producer Assignment Policy Communication
•  https://docs.google.com/document/d/1zTlAToc8Y2nVDRtE_qv9_NhXCdXnDtzoI0zOZNOGYVM/edit?tab=t.0 
• Producer feedback and board dissent may mean softening this policy going forward
• Goal is really to acknowledge that we have responsibility for the events
• CHORE: Everyone to go offline and propose a modifications that may clarify/simplify/soften the process
• Board Elections
• Proposed schedule
• Open nominations 9/21 (CHORE: Wax to handle)
• Close nominations 10/16
• Community feedback 10/19 - 11/7
• Interview nominees 11/8 - 11/22
• Vote in special meeting prior to Dec meeting (12/13)
• Determine date & time at Nov meeting 11/1

Old Business

• Projects Review  🐴⁠⁠2026 Projects⁠ 
• Unified Photo, Video and Media Policy
•  https://docs.google.com/document/d/10CkJikmE9ZmUtYpU2y1HSW1Fxs25RB3ptuIOjO-cv6I/edit?usp=sharing 
• Hatter was working on last comment, should just be a typo fix
• FPCS's unofficial photographer requested a chance to provide feedback to make sure in lines up with how he operates
• CHORE: Hatter to catch up with interested photographer participant
• BAM "Scholarship" Tickets (needs decision!)
• Leadership Conference run by regional community
• November 7-8 Pittsburgh, PA
• Purchased 6 tickets, how to distribute?
• Producers have put forward 4 names of leads who should attend
• Hatter I confirming with those folks before announcing
• Leaves 2 slots for the BOD. Tickets are still available for additional BOD/leads
• Hatter II and JaydeRaven will represent the BOD
• Will have other coordinators/producers representing FPCS as well
• CHORE: Hatter to put together a short waiting list of folks to go if someone else's plans fall through
• Annual reports
•  2025 Annual Report 
• CHORE: Assignments to be sent by WaWax in September
• Long-term Land Lease
• Famous Reading Outdoors is open to a multi-year lease, however, unable to commit to a single property in the portfolio. Famous Reading Outdoors represents the second largest land owner in the Commonwealth of Pennsylvania, and is second to only the Commonwealth itself.
• Have not discussed a multi-year lease with CB landlord
• CHORE: Hatter to reach out to them about properties
• Evacuation Plans and Communications
• Tabled till end of burn season
• CHORE: Hazmat to work on it, check back in next board meeting
• Board Discretionary Fund
• Plan is to use these funds in 2026 to cover Constellation infrastructure and retreat
• There's a lot of interest in how these funds are used
• Multiple community emails asking about CACE grants
• CHORE: Tovia to talk with Ross

Events

MALC (BLAST)

• Meetings continue - Semi-weekly on Mondays at 8 PM (need to get exact days)
• Wax setup email list for them  blast@firepony.org 
• Need to determine how we want to be involved
• Sponsor (money/resources only)
• Official event (elect producer, etc)

Playa Del Fuego 2026

• Waiver
• Can we get an updated waiver sorted now to preload for next year?
• CHORE: Hatter to find, Wax to add to Peacock
• Retrospective (Board + Producers)?
• Retreat was producers + departments
• CHORE: Wax to reach out to producers for interest/scheduling

Constellation 2026

• Producer Assignment Discussion
• Vote wanted/needed? (currently in a legacy state, production is currently focused on the retreat for now)

From procedure to Appointment of Producers and Co-producers

The Event’s Planning Committee identifies and selects a candidate it deems as both interested and qualified;
If no Producer Candidates are presented by the  Planning Committee, the BOD may nominate one.
Nominee accepts nomination
The Planning Committee presents the candidate to the Board for review;
The Board is afforded the opportunity to interview the candidate;
Any Board member may call for a vote to pass or reject the candidate, if they believe the candidate is not suitable;
Passage requires a majority vote with quorum;
After voting, notification of the candidate and the Planning Committee
After passage, communication of the appointment to the FirePony community.

• Leadership Retreat (Cancellation)
• Friday Oct 9 - Sunday Oct 11
• Land contract status? Needs final review/approval. CHORE: Andy to plug in insurance number ($2 million overall liability) and get with Whatever to push contract to Teaberry.
• Insurance status - Proposal received - $867.50, to be paid
• Portos status - paid $636 (1 accessible, 3 regular), confirm cleaning
• Waivers - CHORE: Wax adding feature on Peacock

Committees

Governance & Finance

Accounting and Treasury Operations
Most recommendations for changes to Financial Statements suggested back in February 2025 have not been implemented!
Plan for implementation is to implement in lieu of exerting effort to support a full Constellation Burn Event in October
Taxes
Working to prepare and file the IRS Form 990 by the November 15 filing deadline
Investments
Monitoring the FSA account
Wilkes to set annual meeting with FSA
State of funds
Current Funds 



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Comments

• Funds remain well diversified and fully under FSA Management at Schwab
• 8.8% of position is in cash
• Investment yield for past six months of 2026 = 5.2%

Monitoring the Wells Fargo Operating account
State of funds
Current Funds 



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Comments

• Operating account balance is below established target
• Position deemed satisfactory by Assistant Treasurer at July Board meeting
• Revalidate sufficiency in light of BAM

Safety

• Meeting re: ejection procedures August 23
• Lotus, JaydeRaven attended (+ community leaders)
• Process discussion - who is involved an how (Actual, Rangers, etc)
• When/how to contact LEO
• How to handle participants too intoxicated to be ejected safely
• Comes down to risk/liability

Technology

• Peacock updates moving along
• All security updates done - finally found Paypal bug!
• New UI 80% done
• First new update, general legal agreements (bulk sending, etc)
• Then conduct-related additions
• Wax may apply for Green Regional Grant for LED lanterns for Constellation

Conduct

• Discussion of draft adult activity and content policy, still in progress
• START EXECUTIVE SESSION
• END EXECUTIVE SESSION

Bike Rack

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