Meeting ID: 750 660 4772
Wax, David, Lotus, Hatter, Whatever, Tovia, Hazmat, JaydeRaven
Wax, David, Lotus, Tovia, Hazmat, JaydeRaven, Whatever
- Sunday December 7th, 2025 @ 8pm
- Event procurement proposal still in process
- No updates
- Generative AI proposal - tabling until post-Constellation
- Reach out from other burn (WaWax to fill in details)
- Small retirement gift for Aye - WaWax will coordinate on Slack
- Orange cat related - Jayde's idea!
- Request to sponsor an Afrikaburn project (financial pass-through for donations?)
- Tovia's involved with an art project
- "Karoo Meermin" - burnable art for Afrika Burn 2026
- Concern with how we could do this from a legal standpoint
- Medical Contractors
- We struggle with a stable solution to medical support on-site
- None of the organizations assessed so far has been up to the standard we were able to offer with volunteers
- Alchemy hired a company that provided a high level of care
- Outlier spun off from volunteers at conventions and burner-adjacent events
- Alchemy is a 3,000 person event for reference
- Jam Care (Portal vendor) requires a lot of support from the event staff
- Outlier was extremely self-sufficient, could provide 1-2 people per shift
- What is our actual need? Right now, medical is on-call and first-aid station is self-serve
- Issue is a lack of confidence in our ability to respond to a significant emergency
- Paid staff would mean needing a pool of 6 people to staff 2 per shift, rather than the wider pool to cover medical through volunteers
- We rely on a very small group of highly experienced medical volunteers
- We may not always get lucky, see CB25 where several were unable to attend
- This is a significant cost, and we have thus far been able to make ourselves radically inclusive by keeping costs low
- Having non-burner folks on-site has an historic issue with PDF and the vets. Need to consider what this means to the event
- Alchemy handled this by inviting folks to attend the event when off-duty as participants
- Alchemy selected their staff carefully, found responsible folks who understood the culture
- Hazmat looking to begin conversations with Outlier about a quote for medical coverage
- Outlier is Atlanta-based, may have issues operating in PA
- Costs may be significant bringing resources from GA
- Plum may have some companies to recommend
- Hazmat has approached JamCare, Firefly's folks (informally calling up off-duty EMTs), SafeSpace
- May also want to talk to Arise who does TFus
- Ballpark looking at approximately $10k-$25k for 2 people, 24/7, for 5 days, not including transportation
- May want to look at hybrid solutions as well, a mix of volunteer and paid employees
- Need to consider what who this frees up, if there's value
- Other than staff, a private company means potentially providing equipment and infrastructure, coordinating staff be they paid or volunteer
- Vote to approve Hazmat seeking quotes for medical contractors (Wax/Dave)
- Voted in favor unanimously
- CHORE: Hazmat pursuing quotes for medical care at events
- Project: Develop Site Specific Evacuation Plans
- Shelter in place and evacuation plans were discussed in the past. As well as certain communication plans (How we communicate it out).
- CHORE: Hazmat has much more bandwidth to tackle - he'll lead this effort
- Project: Updated universal photography/videography policy
- Hatter is working on this, will circle back in December
- Board nominations
- WaWax will break out the nomination form and work on it this week (for real!)
- Wax thinks he's going to do this instead of being sick while being out sick tomorrow
- Annual reports
- 2023 Annual Report
- Ready to publish - chore for WaWax
- 2024 Annual Report
- Assignments sent out - how are they going?
- Wilkes acknowledges assignment of 2024 Financial Overview section. Will await final numbers for 2024 used in preparation of the 2024 tax return prior to composing.
- CHORE: ALL Please take a pass at it this week, goal is to release it THIS MONTH
- 2025 Annual Report
- Assignments to be sent by WaWax in November
- (Wilkes)
- Exploratory discussions underway with Sharon' Giggles and Disciple Dave with the leadership of the annual (Southeast Regional Roundtable (SERT) to explore desirability and potential of hosting united Eastern Regionals events in years 2026 and beyond.
- Exploration discussion meeting to be held Monday 11/10 as guests of SERT
- SERT is chartered to meet annually
- DD and MALC coordinators planning to attend
- Not sure how to make these conferences more appealing/accessible
- Lodging and travel are more significant than ticket price
- Could potentially nominate Board Members or leads to be sponsored to attend SERT or BAM
- May be a good use for the Community Fund
- Should probably table this discussion for the annual meeting
- Planning Committee Meetings have started
- Need to start contract negotiations
- Leadership Changes/Recruiting
- Afterburn Meeting
- Sought board input a few times
- Mentioned the board is considering shrinking the event
- Talked about some improvements in terms of signage
- Subcommittee members met 11/6 to Kick off an Initiative aimed at building an Audit function within the G&F Committee.
- Initiative will have two pieces starting now
- to address balance sheet and income statement accounts in QuickBooks for 2024 (and in some cases earlier, and some for 2025 as well)
- Clean up / Simplify
- Validate balances
- Baseline
- Tie accounts to third party source documents and reconcile
- Followed by Audit Activity procedure development and implementation
- Tax filing extensions come due for filing by 11/17
- Whatever has point, Wilkes supporting
- Believes extended filing will be timely
- Expecting a draft P&L and filing out for review early tomorrow
- Financial Condition
- Overall, we remain in excellent financial health, with strong performance returns on our investments, while remaining within our risk tolerances
- We maintain sufficient liquidity beyond our foreseeable needs
- Our Programs continue to operate at or very near break-even. Final report to be updated as we complete 2025.
- Burning Man Annual Recap
- Traditionally assembled by Board Liaison and Producer/Event Leads
- CHORE: DD taking point to assemble answers for both events
- DCompression (Wilkes)
- Event date 11/15/2025, 3pm-?!
- A Burningman Org Project Officially approved decompression.
- Created by DC Regional Contacts
- First BRC-sanctioned decompression event in DC
- Tickets being sold now
- Lot's on FB. Wilkes posted to Virginia Announce (RC Channel) and posted to PDF and Constellation FB sites.
- PDF Meetup (unofficial)
- Atlantic City, 11/22/2025
- Tropicana Hotel
- Talk to Fiona
- Wax hoping to do more online outreach with videos and such outside of FB
- Wax working on updates to Peacock and open sourcing it and the Flamingo boxes
- May migrate to Stripe from PayPal
- Bunch of small bugs/features that need to be incorporated
- Only 4 reports from CB 25
- One submitted by BOD
- Several cases still in work from prior events, going back to CB24
- New committee fully on-boarded
- Discussing consent leads, education/outreach programs for TCOs
meeting adjourned at 21:30