Wax, David, Lotus, Hatter, Whatever, Tovia, Hazmat, JaydeRaven, Ross, Andy
Wax, David, Jayde, Whatever, Hatter, Lotus, Andy, Hatter II a.k.a. Ross, Tovia
- Sunday April 12th, 8pm
- Note this is the Sunday of the PDF work weekend
- CHORE: Wax to look at what dates could work
- Event procurement proposal still in process
- No updates
- CHORE: Wax to work through PDF PC Coords to get feedback from current graphic designer
- Generative AI proposal
- No real progress expected until Spring
- Existing policies at other burns are stricter than we want
- Unified Photo, Video and Media Policy
- Comments / Concerns... Should we publish?
- https://docs.google.com/document/d/10CkJikmE9ZmUtYpU2y1HSW1Fxs25RB3ptuIOjO-cv6I/edit?usp=sharing
- Planning an asynchronous vote so that new BoD members (and any who haven't yet) can have a chance to review
- CACE
- Tovia to restart and chair CACE committee
- Ross - interested in co-chair
- Projects Review 🐴2026 Projects
- Long term agreement with Coal Creek Ranch
- Communication in progress. Meeting being scheduled for this upcoming week
- Coal Creek is not interested in a long-term contract (see below in PDF section)
- Peacock updates / Penguin
- All packages updated, in the process of updating actions and UI
- Should be deployed for Constellation
- Medical outsourcing
- No update since February
- Most recent quote was both more than we're able to spend, but also for considerably more services than we think we need
- Dialing back quote to something more reasonable, not expecting to put this into action until 2027 at the earliest
- Community member has put forth other options to explore
- Evacuation plans + comms
- No update
- Payment process update (QBO)
- No update - work on post Constellation 2026
- Participant removal procedure
- No update
- Art grant contract review
- No update
- PDF Contracts need to go out soon, promised end of March to Art Grant committee
- Risk management plan (insurance coverage)
- No update
- Financial controls implementation
- Awaiting finalization of 2025 financials with recommended changes fully incorporated.
- Board Discretionary Fund Fund, CACE Restart
- Tovia starting to recruit for committee, meetings/structure to start this spring
- Producer assignment policy & procedure
- Planning a comment period by existing production staff
- https://docs.google.com/document/d/1zTlAToc8Y2nVDRtE_qv9_NhXCdXnDtzoI0zOZNOGYVM/edit?tab=t.0
- Adjust bylaws for term length
- Ready for Vote by Board
- Changes were to capture the case where a new board member comes on outside January
- https://docs.google.com/document/d/1LLNMhoHe6ooioqKG_pJO9VyhePsYitSg/edit
- Unified photography policy
- See above in proposals
- BAM "Scholarship" Tickets
- Leadership Conference run by regional community
- November 7-8 Pittsburgh, PA
- Purchased 6 tickets, how to distribute?
- Board interest: Hatter I, Ross/Hatter II, Dave
- CHORE: Hatter I to come up with a plan for distribution of tickets, after PDF
- Annual reports
- 2024 Annual Report
- Awaiting completion of open items (Wilkes, Hatter, Whatever)
- 2025 Annual Report
- CHORE: Assignments to be sent by WaWax soon
- Done before PDF is the goal!
- Wax plans to distribute this one more
wildly widely than the past few
- Should implement new procedure for assignment of Producer on this event.
- Still trying to get an agreement from Reading. We received an email last week pretty much stating that they are not interested in entering into a multi-year agreement and " I do not believe that we can agree with some of the other requested revisions". We are working on getting a meeting together this coming week to discuss the requests (road maintenance, new outlet, onsite storage) and to see if there is any multi-year type of agreement we could enter into.
- Should implement new procedure for assignment of Producer on this event
- Need to start reaching out to Teaberry Productions fairly soon
- Andy and Tovia to take up Liaison role
- JaydeRaven forwarded email from Teaberry re: updated lease fee and planned land improvements to Tovia and Andy
- CHORE: Whatever to send draft 2026 contract to new liaisons
- Continuing final valuation of Land fund and Board Discretionary fund as part of continuing 2025 FirePony financial statement completion
- CHORE: Whatever to verify the split between board and land funds matches the analysis done by Miles
- Met with Mike Zerelli at FSA Advisors to discuss potential shift in profile to match market risk exposure of investments in light of anticipated use of Land fund and Board Discretionary fund
- Mike said that withdrawing 3-4% of the Board fund would be a reasonable baseline to be able to do in perpetuity without eating into the corpus
- https://fsawealthpartners.com/
- Mike offered to meet again in six months
- Liquidity at high levels in wake of PDF Round 1 and Reserve sales events.
Emergecny Fund - $53k (money market)
Board Fund - $354k (2/10 risk posture, up to 50% stock)
Land Fund - $368k (4/10 risk posture, up to 100% stock)
Paypal - $66k (ticket income)
Wells Fargo - $10k (operations)
- Andy and Tovia to be liaisons for Constellation 2026
- Coordinate with Hatter to pass on best practices for liaison role
- PDF safety team met, lot of discussions on improved process & procedures
- Reaching out to ??? (PA harm reduction group) to discuss our options (Narcan, fentanyl test strips, drug interaction charts, etc)
- CHORE: Hazmat to reach out to a lawyer in licensed in NY/PA about quote
- Investigating FPCS owned tech for internet at gate & participation station
- Current hotspot won't work outside of Verizon PAYGO ($ + inconvenient)
- Possible option for mini WiFi router with online PAYGO provider for both - $50-$100 each for 2x hardware $20-$30 each for internet per event
- Added per-month data spreadsheet data export for events for Whatever
- Next meeting April 1
- Working to wrap backlogged cases from last year
- Working to update conduct policy
Andy to dump his questions in Slack
Adjourned 21:31