Wax, David, Lotus, Hatter, Whatever, Tovia, Hazmat, JaydeRaven, Ross, Andy, Tovia
Wax, Andy, Lotus, JaydeRaven, Hatter, Whatever, Hazmat, Tovia
- Event procurement proposal still in process
- Design team has retired from PDF signage (first need for this idea)
- But, they are willing to help draft process for event "branding"
- 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
- Bare minimum seems to be a map with list of camps
- Lots of alternatives were proposed for tracking events: a dance card, passport booklet w/ stamps/stickers
- Many versions of a central or multiple kiosks with lists of events
- Dust doesn't character limit event descriptions. May be an easy way to reduce size of the WWW
- May be possible to put some infrastructure around Dust to control the information that goes into the system
- WWW is currently 2% of the PDF budget, may be a more cost effective way to meet the need
- Not high priority at the moment
- Still on hold due to more pressing concerns
- Generative AI proposal
- Ross is current champion
- Tabled till next meeting
- 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
- 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
- Producer Assignment Policy Communication
- Voting on new Producers
- 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
- Projects Review 🐴2026 Projects
- Producer assignment policy & procedure
- https://docs.google.com/document/d/1zTlAToc8Y2nVDRtE_qv9_NhXCdXnDtzoI0zOZNOGYVM/edit?tab=t.0
- Done and voted on, see above
- Unified Photo, Video and Media Policy
- https://docs.google.com/document/d/10CkJikmE9ZmUtYpU2y1HSW1Fxs25RB3ptuIOjO-cv6I/edit?usp=sharing
- Hatter I 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
- BAM "Scholarship" Tickets (needs decision in August)
- Leadership Conference run by regional community
- November 7-8 Pittsburgh, PA
- Purchased 6 tickets, how to distribute?
- Board interest: JaydeRaven, Wax, Hatter I, Ross/Hatter II, Dave
- 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
- 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
- Have not discussed a multi-year lease with CB landlord
- Evacuation Plans and Communications
- Tabled till end of burn season
- Board Discretionary Fund
- Plan is to use these funds in 2026 to cover Constellation operations and retreat
- There's a lot of interest in how these funds are used
- Wax connected with acting MALC producer
- Shared producer framework, overall positive reception (selection process might need some work to soften)
- Wax to join bi-weekly meetings as available
- Seemingly strong interest from BMOrg and other regionals
- Transition from previous MALC leads to current leads was not smooth
- MALC would continue to need support from FPCS to continue
- Not every MALC needs to try to absorb SERT like the next one is trying to
- Would like MALC to be a self-sufficient event rather than needing to be subsidized by board/donors like past events
- Current proposed venue would put the event out of reach of many participants financially
- We currently hold 3 internal leadership retreats, could we merge one or more with MALC
- Tovia may volunteer to do the food for a modest fee
- Waiver
- Can we get an updated waiver sorted now to preload for next year?
- Retrospective?
- Whoops, still need to do this
- Would like to get as close to 100% attendance as possible for this
- Will probably need to wait till post-Burning Man
- Retreat
- Attended by Whatever, Wax, Hatter, JaydeRaven, Andy
- PDF Retreat went exceptionally well, lots of excitement and engagement
- Constellation is hoping to run their retreat following the PDF retreat framework
- Production changes
- Producer team is restructuring slightly - a single producer with two assistants rather than two co-producers
- Small advisory group of some BOD, some leads, is helping the current producer
- Always Be Recruiting, especially for a junior producer(s)
- Leadership Retreat
- Friday Oct 9 - Sunday Oct 11
- Still need to firm up headcount to work with Teaberry
- Will also need a small number of portos
- Probably going to meet at the Stage
- Need to order 1:20 portos to attendees assuming daily servicing
- Meeting re: ejection procedures August 23
- Peecock updates moving along
- POrtal is interested in adopting a Quail as well as Peacock
- POrtal has already forked Peacock into "Jackalope" and added their own features
- Want to start working together with them more
- POrtal is jealous of our radio use? Tech in general
- BAM conference is Wax's deadline for Peacock/Penguin/Quail work
- Goal is to open-source it by BAM
- May want to find a lawyer with software/tech experience as well to make sure we have the right license: both open source, and limited to non-profit use
- PDF had 7 total reports on 4 incidents
- All cases have interviewers assigned
- Expecting to have a recommendation ready for the BOD by September
- Tovia will be out of town for September meeting