FAI BOD Minutes: Nov 2017

MINUTES OF THE REGULAR MEETING
OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse (2889 Alexander Street SE. Smyrna, GA) at 1:00 pm on November 18,2017, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Daniel Draven, Mary Robb, Chad Jones, Alyson Brown

The following Officers were present: Mary Robb (President), Chad Jones (Vice President), Daniel Draven (Treasurer), Rachael Mosley (Secretary)

The following members of the community were present: None

The President called the meeting to order at 1:18 PM.

OLD BUSINESS

President’s Report (Mary)
1. We did the thing.
2. We did the thing well, for what time we had
Committee Updates
1. Public Works Committee (Mary)
  1. None
2. Event Committee (Draven)
  1. None Plus Delta Meeting
3. Communications Committee (Michelle)
  1. None
4. Home Committee (Draven)
  1. Gave Cassondra all of the donations for schools, and she is working on getting them to the proper places
5. Conduct Committee (Chad)
  1. Cases where we don’t have enough material to recommend action to the board
  2. Send email from Conduct@ to the person doing the harm, to let them know to not engage with person who reported.
  3. If contact is confirmed, action may be taken
  4. What is the standard
  5. How involved?
  6. Committee has to agree that the conduct has been against the rules laid out in notice
  7. Amend the Charter to say that they are Autonomous with sending the emails. (?)

NEW BUSINESS

Post Alchemy Update
1. Nothing horrible happened.
2. High level issues for next time
  1. Planned to have people to have as Event Leads
    1. More cultivation of leadership, less throw them in the deep end.
    2. More of a rotation
3. Schedule for Alchemy with more time
  1. Plan to have leadership for both at the same time, so when Euphoria ends, Alchemy is in full swing
  2. Have Alchemy Event Leads for following year in Place before Alchemy of this year.
  3. Annual plan instead of piece meal plan.
  4. Trying to use the callouts to staff both burns at the same time
  5. Ryan creates project plan for both events, check in on that
4. Too much responsibility for Board
  1. Less involvement in the Events, More overhead
  2. No board Radio?
  3. They knew where to find us, if they needed us
    1. Disconnect from operational standpoint, not from PR perspective
  4. System for being able to find Board members at the events, without having them on at all times
    1. IF they have a radio, Use their own channel, Like 9 or 10, so people can’t just accidentally flip to it
5. EC conflicts
  1. Should we keep doing it?
    1. We should keep it open so that people know they can come to us with interpersonal problems
6. VC is a year round position, not just burn by burn
  1. Make SURE that there is a VC to help with HR problems and checking in with everyone
  2. Hippie Resourcing Department
7. Burner socials/why people burnout
  1. They don’t quit because they fear they won’t see their friends
  2. Support level for using Board meetings into community gatherings.
    1. Financial issues
  3. Reaffirming the sense of cohesion in our Volunteer base
    1. Operational investment in our people
  4. EC needs to have a record of who did what the year before
8. Public announcement
  1. Before afterburn report
  2. Thanks for everything
9. Executive Session started at 1:50 pm
  1. Closed at 2:15pm for recession
  2. Reconvened at 2:35 pm
10. Sara, Brian, Heather, and Chaz
  1. How to prevent burnout
    1. Not by stepping back fully
    2. Willing to train, but it may be more taxing
    3. Change the Form into a Leadership Interest Form, making a pool of people
    4. Leadership Interest Event
    5. Not One and Done, will make things more difficult
      1. Not to decrease burnout
      2. STOP REINVENTING THE WHEEL
      3. Made for the Event Lead, not Everyone
    6. What could work better
      1. Not sure what the better solution is
      2. Shouldn’t be there just because someone is under preforming.
      3. Can’t put of the hard conversations anymore
11. Re-instate Executive Session at 3:08 pm
  1. Exit 3:16 pm
By-Law Review and Retreat
1. Nothing but executive Session, at Jeju (?)
2. What the committees will look like, Who will be on what committee
3. Strengths Finder for Rachael, Alyson, and Ryan (Before Retreat)
4. Discuss By-Laws
5. 501c3
6. Everyone
  1. Look over the bylaws, printed copies for everyone
  2. Ideas or topics and make the Agenda with time frame (Rachael)
7. Motion to have the Board Retreat on the weekend of December 2nd, at Jeju Sauna.
  1. Check with Ryan about the Date
Pettigrew Property
1. We want to make it easier on everyone and help pay for the Easement on the property.
2. Motion on Policy to help pay for the Easement on the property, work out details on what is the best way to do that. (Draven)
  1. Seconded
Callouts for Leadership
1. Set dates for Euphoria and Alchemy for Next year
  1. For the Vesting Argument
2. Do callouts ASAP for both events next year
Euphoria and Alchemy Dates
1. Euphoria
  1. Build Weekend 4/20 and 4/21
  2. Actual Event 4/26 through 4/30
2. Alchemy
  1. Build Weekend 9/29 and 9/30
  2. Event 10/04 through 10/08
3. Motion to approve dates for both events (Mary)
  1. Seconded by Draven, Chad, and Alyson

ACTION ITEMS FROM LAST MEETING:

Clean up Google drive (Rachael)

ACTION ITEMS FOR END OF YEAR:

Read the By Laws and work on What we think should change before the retreat
Get the ELT in place for Euphoria
Change the form for Interests to include both events (Rachael)
Clean up Google Drive with help from Ghini (Rachael)
Make schedule for Retreat on 12/01 (Rachael)

Meeting adjourned by consensus by Mary at 4:22 PM.