Alchemy BOD Minutes: December 2012

Meeting Open: 1:17pmRoll Call:BoD members present: Sarah, Dawn, Age and Trevor. Jonathan, who will arrive 1 hour late.Participants: Mak, Hugs, Rebecca, Jacob, Chw, Jenn, Sage, Dani, Clove, Jim, Hogleg, Karrin, Carly, Adam & Baby Swag + a couple of Freeside personnel.Old BusinessOctober minutes - Ready for approval?Age, Trevor, Sarah, Jonathan & Dawn consent. Jonathan arrives later and lets us know he hasn’t yet read the updates and would like time to review.Note: He approves via email after the meeting.November minutes - Ready for discussion?Timeline - Discuss minutes throughout the week. Goal to have minutes ready for a poll on Friday. Poll to end Sunday. Hopefully we can submit finished minutes to the new BoD by Monday, 12/17.Note: We still do not have a version of the November minutes that are approvable by all 2012 BoD members. This continues to be a work in progress.Alchemy Event Report - Age to provide status and overviewMight not be able to finalize this before elections close on 12/17. Focus on doing it as quickly as possible, online and possible via conference call.Note: The Event Report is currently being reviewed by the 2013 BoD. We expect to make our deadline of 12/31/12.Alchemy FinancialsThe Alchemy 2012 Event Report currently under review contains an Income Statement. More detailed financials will be shown to the BoD for approval and uploaded to the website. We’ll go over financials at the same rate as the Event Report.Status of Reimbursements - AgeAll Team Lead Reimbursements requested have been paid. All Team leads have been notified. No more reimbursements accepted.Some Decomp reimbursements still out, but because Cory hasn’t submitted.Update on Bank Account issuesJonathan lets us know that he and Chw have the passwords for the AAA bank accounts and are monitoring it. They will transfer these passwords once the new BoD sits. Chw clarifies that he doesn’t have control over the money, but monitoring only. Trevor asks them to clarify is they have the ability to move money, not that they would, or view only. They have full privileges, but are only monitoring and printing out accounts. Age is still a signer and Rebecca is still the owner.Trevor states that while he’s happy with the current state of the money, he’s unhappy with how it all happened, without Board notification or consent. This is especially important since we confirmed the RCs don’t just have view only capabilities, but full privileges and could theoretically transfer money. Chw responds that he agrees with Trevor and he doesn’t like how it was handled at all. He didn’t receive notification of the change until 2 weeks in.Age explains that the majority of the money sits in the AAA bank account, rather than the LLC bank account. This was mostly done to avoid some of the risk, as no current BoD members own the LLC.2013 Event Dates - AgeProposed Euphoria date, June 13-16, is open. All targeted September/October dates are currently full. For reference, those dates were:September 26-30 (probably during CounterPoint, if they keep their weekend)We ruled out October 3-7 entirely, because we don’t want to conflict with Flux. Not conflicting did wonderful things for our art this year and we’d like to continue that trend.Also, Cherokee Farms might not be available for our use this year, pending resolution of org issues. General discussion on different potential properties and our storage container which currently lives on Cherokee Farms. The greater concern is Euphoria: where to host, if not Cherokee Farms & who will lead. Trevor states he knows 2 or 3 people who are currently working on applications for ELT.New Business:Jim T, Clove, and ChwThey’re offering to help smooth the transition, to help moderate, to locate resources as they are needed. Resources = talking to other burns, best practices, bylaws, that sort of thing. Not here to direct, but to help when needed. We’ll be receiving an email from them with more details, soon, likely after the election ends.Community Service Opportunities - Jim T and Age

1. Do something within gov’t structure and/or parks - long term for some sort of art placement. Finalizing year end would help financial tax obligation. Bureaucracy makes this complicated for this option. A good long term option, but not by 12/31. Sitting with Fulton Art Council at the first of the year.
2. Scholarships for Savannah College of Art and Design - Suggests 2 2,000 scholarships, years.
3. Atlanta Beltline - Beltline contact is from SCAD, so has those contacts. They’d love to work with Alchemy. A couple of burner artists are already doing work for the Beltline. They would accept the money, prior to 12/31, if approved. Along with that money would come a letter of agreement, containing certain stipulations: they choose a specific focus, materials that can be used. Right now they’re focusing on railroad tiles and steel.

Alchemy would facilitate a call out for artists. They understand the burner community and how it would be involved in what that art would be. Timeline: End of the first quarter. Perhaps we could wrap in voting for the funded Beltline artists to the Art Fundraiser to let the community decide.Alchemy BoD would have to be responsible for all signed off on changes financially. If the artist goes overbudget due to changes we approve, then we’re responsible to cover the overage.Age points out the the LLC end of fiscal year is 3/31. Some discussion about the repercussions of the money in the AAA bank account and what that means legally. We’ll be consulting with professionals soon who can help us clarify this.This is also good in that it leaves plenty of time for community feedback. Keep in mind that this is a great project, but it’s one of many possible projects. Several options in LaFayette, for example. We need to look into these options and present them to the community to see which has the most support.Mak talks about his park in LaFayette idea. He’d like to see us build something to show that we’re artists and craftsman. Hugs comments that regardless of whether or not we continue to hold events there, it would be a nice legacy and possibly an olive branch. Mak talks about how we could build something for the community each year. He’d like to attempt to work with the community members to build, too, so we get to know the community that hosts us.New BoD Agenda Item: Follow up on Beltine project.Age, Sarah, Dawn, Jonathan & Trevor are all interested in this project and would like to move forward with getting more info, via Jim.Age suggests initiating community polling, now, to get ideas for what they’d like to see as far as community projects.Action Item: Sarah and/or Trevor to work on the community poll this week.Note: This didn’t happen due to lack of time and information on a few topics. It will be taken up by the 2013 BoD.Status of talks with GA LawyerDawn, Age, Sarah, Jonathan & Trevor can do Friday afternoon at 3:30pm. Jacob suggests talking to the lawyer and discerning who she’d like to have available for this conference call. We’d also like to schedule another conference call directly after the new BoD sits.Note: The meeting did happen, but as the lawyer was running late, only Sarah and Trevor were still available. We asked many questions and provided information. Her first order of business is to investigate the status of the LLC and recommend several options moving forward. We should hear back from her after the holidays.Motion to hire a bookeeper?Several community recommendations. Age missed that email. I’ll re-bump it for him. We’d like to get a list ready for the new BoD to review.Long Term Storage options discussion - TrevorThe unit down from Charlie’s is available for 20,000K/year for 5800 sq feet. Trevor thinks it might be too big or too expensive. Age says it’s not a great price, but might not be too big at all. It has a bathroom & sprinklers. No central heat or air, but the last renter had computers in there with no problem.

• Pros of Met: Secure. Artists community
• Cons: Expensive. Is it big enough to build an effigy.

Table Met decision for new BoD. Perhaps they’d like to see and assess themselves. Also looking into other properties referred from Charlie Smith and Alan Fay.Action Item: Trevor to follow up on leads and report back.Other comments from those observingFire Safety and Burn Bans - Patrick F.If we lose Cherokee Farms, we could begin to have significant burn ban problems. It hasn’t been an issue while we worked with Smokey, the owner of Cherokee Farms, because he’s well connected. The EPA Ordinance is in effect: May 1st - September 30th in a county with less than 65,000. Anything smaller might have burn ordinance issues and the fire department would likely not approve an event like ours. From a fire standpoint, Northeast, Northwest North & North Central Georgia are our best bets. Here’s a website with more info.Jacob asks about the legality of fire performance and fire art and whether or not marshalls be required? Would it mean more regulations and organization throughout the burn?Patrick F. says the more rural areas are going to be the easiest to work around this sort of thing. He said that when he went in to talk to the local FD this year, he learned no one from Alchemy had talked to them in 3 years. He had to build that relationship from scratch. Obviously the fire incidents complicated things in future.Jim T. reminds us that our regional status was contingent on getting all financials resolved by 12/31. Age said that shouldn’t be a problem.Board meeting ends at 2:30pm.Setting up Tech for the Town Hall begins.Decision made online between the November and December 2012 Meeting:

• Approved the "Incidents at Alchemy" statement including Karrin's one sentence edit.
• Approved Shawman as moderator of the November 2012 Town Hall.
• Approved Shawman as the moderator for the "Meet the Candidates" community-submitted questions for the 2012 BOD candidates.
• Approved Georgia RC's Jim Taflinger and Chw Joiner as moderators of the December 2012 Town Hall.
• Approved a procedure for allowing participants that hadn't created accounts on the Alchemy website prior to Alchemy 2012 to create an account in order to vote in the 2012 BOD election.
• Approved the sending of 2 issues of The Alchemist.
• All of these decisions were consensus based, though Age abstained from decisions related to the Elections, as he was running.

Alchemy BOD Minutes: November 2012

After due review of the available documents and records and after a reasonable investigation, there exist no records or accurate recollection from which accurate minutes for that meeting can be reasonably ascertained, and that all that can be ascertained with certainty as to that meeting is:(1)    That the Board chose to rescind the previous vote from October, 2012 to transfer or otherwise liquidate assets to transition towards Alchemical Arts Alliance, Inc.;(2)    That the Board unanimously accepted the resignation of Rebecca Rea from the Board;(3)    That the Board agreed by consensus, following Ms. Rea’s resignation, to pay $75.00 to explore getting a lawyer from Georgia lawyers for the Arts;(4)    That the Board agreed by consensus, following Ms. Rea’s resignation, to the special election for Ms. Rea’s seat that was held, and in the manner the election was ultimately held; and(5)    That the Board agreed by consensus, following Ms. Rea’s resignation, to have Age write a $300.00 check to Smokey; and(6)    That all of these decisions were made with a quorum present and while the meeting was in session.And that said items shall be deemed to be the minutes for the November 12, 2012 meeting.

Alchemy BOD Minutes: October 2012

October 13, 2012Meeting start: 3:18pmAttendees: Sarah, Trevor, Age, Rebecca, Jonathan, Dawn, Joy, AllenDiscussion on use of recorded media at AAA Events:The BOD has received two requests for permission to utilize photographs from AAA events and AAA projects at other events (CORE effigy at BM 2011). In one instance (CORE) the photo is being used for a book, in the other photos from Alchemy will be used on a blog which does generate some ad revenue.Decisions: BOD has approved both requests, and will evaluate further requests on a case by case basis. BOD also retains dual ownership of recorded media as per the waivers signed by all participants at AAA events.Alchemy 2012 Updates: Age & Rebecca (Alchemy ELT members)Burn Injuries: Total of 8 burn related injuries, 5 of which were transported off-site. 1 still in hospital at time of meeting (since been released). The ELT has prepared a PR statement regarding the issue. PR statement to be issued to team leads, event leads, and BOD. Will also be published to the website.ELT Model Discussion: Feeling of ELT members present (Rebecca and Age) is that the current structure for the ELT did not work well, which mimics the feedback from the Euphoria ELT member present (Rebecca): In short, with no defined hierarchy within the ELT it was difficult to reach critical decisions in short order as some ELT members were hard to reach at various points. In addition some ELT members did the bulk of the work, while others did very little before or during the event.Other Board members expressed the desire to talk to the rest of the Alchemy and Euphoria ELT members and Team Leads before making any decisions on next year's model.Event Report for Alchemy 2012: In progress. Financials are in progress, and the event appears to have stayed on budget. Team reports are incoming, and ELT will prompt for the remaining outstanding reports. In addition, only two ELT members (Age and Rebecca) have completed ELT reports.Decisions: BOD approved PR statement prepared by EMS and ELT.Action Items: Completion of the Event Report.Tabled Items: Discussion on ELT StructureCommunity Center / Warehouse:One of the primary goals of the Alchemy Event was to raise funds for the establishment of a burner community center in Atlanta. We cannot commit until financials are complete and Decomp has occurred, but all signs point to AAA having the money to pursue it. Discussion on current options.Action Item: Age to follow-up with listing agent for the primary property the BOD is considering, as well as doing another round of research on additional available properties.Georgia Decompression 2012:As the Decomp ELT was finalizing plans for the Decomp event on November 17, the North Carolina BM RC announced an Asheville Decomp event on the same date. Discussion on whether to try and move the event at the last minute, or whether we are too far into plans to change. After internal discussion and discussion with the NC BM RC, the BOD decided to keep the November 17th date. Both Decomp events will do cross promotion of the events, and cooperate to make both events as successful as possible.Decisions: Decomp date is November 17. Ticket cap is 400, ticket price $15.Potential 2013 Event Dates:Euphoria 2013 - Brief discussion by BOD on dates.Decisions: BOD selects June 13 - 16 as the first choice date for Euphoria 2013Action Items: Rebecca to confirm dates with land owner.Alchemy 2013 - Brief discussion by BOD on dates. Desire to be a couple more weeks removed from Burning Man, not compete directly with the established dates for Flux, and if possible not be the same weekend as Counterpoint (if it returns). Additional discussion as to whether the Alchemy Event can continue to be held on the same property. Problems with law enforcement have reached a point where staying on the same property is difficult.Decisions: BOD selects October 11 - 14 as the first choice date for Alchemy 2013Action Items: Rebecca to confirm dates with land owner.Alchemy, LLC to Alchemical Arts Alliance, INC changeover:Decisions: BOD votes unanimously to transfer all assets and liabilities from the LLC to AAA on Dec 31.Org structure discussion: Lengthy discussion as to potential changes to the structure of the organization as we move to the new non-profit corporation. Discussion focuses on issues related to being a non-member corporation, which means the new BOD is appointed not elected.In order to maintain the community elected leaders, which all agree is important, a proposal is made to minimize the role of the new BOD to only legal/financial roles, and have an elected Committee and Sub-Committees which manages the various events and projects. Additional discussion on requirements to be a member of an ELT.Sarah, Trevor, and Dawn express concerns that the full details and ramifications of the incorporation of Alchemical Arts Alliance, Inc. were not adequately explained and communicated to the entire BOD before the vote to dissolve Alchemy, LLC and transfer assets to AAA was made.Decisions: To be considered for an ELT position going forward the applicant must have been a Team Lead at a prior event.Action Items: BOD members Rebecca and Age to document the discussed approach to org structure for review by the rest of the BOD.Tabled Items: New org structure decisions have been tabled. Additionally, elections may need to be postponed.Content for next two issues of The Alchemist:Upcoming Alchemist: Details for Decompression Event.Following Alchemist: Call out for Art Fundraiser Event Lead Team, link to the press release, postponement of election if necessary, moop map from Alchemy if ready.Meeting end: 8:30PM

Alchemy BOD Minutes: September 2012

September 16. 2012Meeting Begins at 5:00pmPresent: All Board Members + Tunna, Karrin, Tareq & Jessica SealesAlchemy 2012Financial StuffRebecca has saved every receipt and has financial documentation for every expense. She’s happy to share them with anyone interested. She will have it all reconciled before we go onsite and then the onsite purchases will be added immediately after by Age. That will be publicly available with the Afterburn Report, which should be ready within 30 days after the event. The financials might be available earlier.Numbers are approximate: Currently $33,000 in the black. Once everything is factored in, we should be a good $10,000 in the black, not counting the remaining $7,000 (which was left over after all budgeted expenses) and $20,000 set aside for special project. We’ve only had 1 rush charge so far, which was a vendor error.TABLED - Bookkeeping/Accounting discussion - October BoD MeetingLaFayette RelationsStopped at Walmart and the Gas Station and talked to them about our event, recommended products to stock and generally did some community outreach. Patrick also has good relationships with Fire Department in LaFayette and they seem to feel positively about the event. Patrick also consulted with the Chief Medical Examiner for the State and made sure we had everything in place for First Aid and EMT. Rebecca believes we’re much more prepared and she’s no longer concerned about EMS. The procedures are all in place, much more so than they ever have been before.ELT OverallBecky quit. She decided she didn't have enough experience or understanding of Alchemy stuff, and that she should have started as a team lead. She didn't leave upset, she just never participated much and wanted to get out of the way.Rebecca is getting her debit card at the event. We’ll be asking Becky for a write-up of her experience.VolunteersDefinitely some critical areas of need, but we’re much better off than we were last year. Everyone is the most concerned about Parking, but the lanes should help significantly.DecompJustin has primarily been doing the location spotting, as Cory’s been busy with the Effigy. Current top choice is next to the B Complex. No grassy area outside, but plenty of camping area both outside and inside. Might be too expensive. Owner keeps quoting different prices, but Cory thinks he’d be happy with a check in his hand. Rebecca doesn’t want to spend more than $1,000. Age says he could spend $1,200 for the venue if it’s all weekend.Age says assume $20 ticket price and 300 people, which gives us $6,000. If we cap it at $3,000, then we have $3,000 left over for the Art Fundraiser.Cory says 3 big expenditures are venue, light/sound and fire (last 2, less than 1,000). AAA will cover insurance. Rebecca says they should budget money for potties. We talked about approving the total budget top number and let them make the decision on how to spend it.VOTE: $3,000 budget for Decomp? All - YES.Finalized top budget number as $3,000. We’ve chosen the first weekend of November, provided the venue is available then. We won’t set cap until we secure the venue. Whatever the venue’s cap is should be our cap.Cory will talk to Justin and see if they can sort it out before Alchemy. Rebecca is willing to give them a check if the venue is secured before the event.Decomp 2011 Afterburn Report - for reference.Town HallSame weekend as Decomp - in same announcement. Not necessarily beginning of elections.TABLED: Elections conversation for October MeetingACTION ITEM: Trevor to source people to broadcast Town Hall Meeting.Art Fundraiser Event LeadsSage has applied. App seems solid, but we don’t know much about him, as he’s new. Trevor will share his application with us.TABLED: Discuss Art Fundraiser further in October Meeting.TABLED: Call out for Alchemy & Euphoria Event Leads in October Meeting. Team Lead experience is now a requirement.ACTION ITEM: Trevor to write a blog entry about his Art Fundraiser experience and call out for more lead apps via blog, using FB group to point.Warehouse - Potential Special ProjectWarehouse: After looking through many ads online, 4 places were chosen. We cruised around and looked at them. There was only one that was viable, and it's in East Point. It's 10,000 square feet, has a small part that is HVACed. It's in an industrial area, no residential neighbors.$30,000 overage set aside for community project. The preferred warehouse is exactly at $30,000. Plan to pay the rent for the whole year, but try to bargain to get the rent less as it’s paid yearly. Based on current projected budget, we should have enough to pay rent for the year and pay the utilities for the whole year? What about repairs and improvements needed, like sprinklers?This removes need for intown storage, which saves us money. It should be up and running for the Art Fundraiser, which saves us as much as $2,000. Could also use the space to host community events and take small amount of rent to cover costs.Age corrects numbers: Commitment to AAA was 20% of $150,457 (Alchemy Gross Ticket sales) $120,365.60 total budget + 10% overage. $33,000 (20%) was commitment. Top number $45, 000 to get a warehouse, lease it for a year, and pay for the utilities. Based on current expenditures, we should have that whole $45,000, maybe plus a couple of thousand. That’s speculation, but we definitely have enough to pay rent. We should assume, for due diligence, that we don’t have that extra $15,000 until after Alchemy’s final numbers are ready for review.If we rent the warehouse and move in before year’s end, we’ll end the tax year with anywhere between $4,000 - $15,000 in the bank.Everyone seems interested in moving forward on warehouse, given that we have enough money left post-Alchemy. We all need to visit that, and possibly other warehouses, before finalizing. We’ll also need to get quotes for sprinklers and any other needed improvements, talk to the local government and to speak with the neighbors about parking.General FinancialsRebecca is okay with an accountant and believes that we’ve already signed up for that by deciding to shoot for 501c3. She feels that paying $45/hr for an bookkeeper isn’t a good idea, because they’ll mostly just be double-checking the purchasing ELT Member’s work.ACTION ITEM: Source the community for a bookkeeper who is willing to donate their time - post-Alchemy, that won’t begin work until 2013.Rebecca feels like this is a need that varies depending on the ELT and how comfortable they are with handling financials. Alchemy financials are pretty much done. Cory feels confident handling the financials for Decomp. Financials end at the end of the year. In January, we need to hire an accountant.Rebecca is showing us the books today and will bring every other bank statement to every BoD meeting for everyone to see.TABLE: Financials conversation until post-Decomp.ACTION ITEM: Trevor to contact Barbara and let them know that we’re not interested in their services.UpdatesChange of name on website - Patrick says he can do it post-burn, so the site won’t be down. The domains have already been purchased and are waiting for the change over.Euphoria Event report was added to the website.Regional Status has been temporarily reinstated, based on the transparency of 2012’s financials so far. It’s very important that Alchemy 2012’s Event Report and Financials are done within a month for BM and community review, if we want to keep this status.Ra$pa has spoken with Troy and Troy has committed to provide them with the financials.Meeting adjourned at 6:46pm, as Rebecca shows us the books.

Alchemy BOD Minutes: August 2012

Alchemical Arts Alliance, Inc. Board of Directors August 12th, 2012Meeting start: 12:46pmIn attendance: Rebecca Rea, Jonathan LaLiberty, Dawn Flury, Age Ginsburg, Sarah Griffith, Trevor Register, Jessica Seales, Becky Katz, Tareq Fayyad BookkeeperTrevor: Talked with Barb at MomTalent about hiring a part time bookkeeper, had a few people in  mind that might work for us, wanted to set up an interview. Age agreed to conduct the interview  with Trevor. Age to look up pricing for upgrading our Quickbooks license to allow for online.  Trevor emailed two other bookkeeper/accounting firms, no response yet. Trevor - Action Item BudgetSarah: Corrected small mistakes on Greeter’s budget. Rebecca: Can safely assume sellout => ~$150k to work with. Subtracted paypal fees (~$4k),  took off 20% to put towards AAA (~$30k), took off another 10% for overage/wiggle room  (~$13k). Initially put in each team’s ‘blue sky’ amount, then went in to consolidate things like teams  requesting duplicate items and any inventory we already have. Age: after trimming/consolidating team budgets = ~$28k Rebecca: We’ll have an extra ~$3k that hasn’t been allocated towards anything. Recommends  that it not be allocated unless in an emergency. Age: If we stick to just the operations and team budgets, we can fund the event from current  ticket sales. Rebecca: We wanted to give the teams lots more room in the budget to let them be more  creative. Rebecca: Wants to move the rest of the Alchemy, LLC money to the Alchemical Arts Alliance  accounts, $629.96 BoD consents. Rebecca moved the money.Age: Effigy budget may seem to be much higher than last year’s, but if you take into account  last year’s higher pyro budget, we’re only spending about $1k more than last year. Sarah: JamCare isn’t in the budget. Would it be added later if you decide to go with them? Rebecca: Yes. JamCare is a medical provider. All certified medical professionals. Would hire  them to work 8pm - 8am. They have independent insurance up to $3 million, doctors on staff,  provide own tent and other infrastructure. ELT is not sure that they will do this yet.Other notes on JamCare: Want to talk with more than just one vendor, but not a lot of time to  shop around. They have worked with another regional burn, and they are highly recommended.  Does not want them advertising their services at the burn. Wants to designate a First Aid team lead to be a liaison with JamCare. Wants to sit down with JamCare and write up a contract with specific details on how they  interact with participants. Don’t have a pricing quote yet. Would still hire an EMT. Will keep the BOD in the loop with details as they develop. Age: Different levels of liability and negligence. For volunteers within our organization, we are  liable for our volunteer’s actions. If we hire a separate organization with their own insurance, we  are not liable for their actions; they are liable for their own. This means that providing volunteers for JamCare would pierce that liability veil and make us  liable. Wants Board to approve the Operational + Team budgets now ($105k). Would need to go to the  Board to spend any more than that. Whatever money from ticket sales is left over goes to AAA. The ELT presented a preliminary budget of $103,619.64 for the operations budget for  Alchemy 2012. The Board approved a maximum of $105,000. Art FundraiserRebecca: Gave checks to Trevor for Art Fundraiser projects.. Trevor: Checks were mailed out to the artists on Thursday, August 9th. Regional statusJonathan: BMORG wants last year’s financials to be put together in a way that’s more clear and  concise. Also wants tax records from last year. Rebecca: We can’t provide any more details unless Troy releases them to us. The only records  we have are what’s already published. Troy has not filed taxes for Alchemy, LLC. Sarah: Should we be concerned about our regional status for this year if we can just turn in a  report and get our regional status back for next year? Age: Should take total Alchemy operating budget + team breakdowns + CORE expenses and  add that to the Alchemy event report. Trevor: I have lots of free time. I can do this. Trevor - Action item - ASAP.Rebecca: Send new email to BMORG + Georgia RC’s to include updated 2011 Alchemy event  report, 2012 Euphoria report, and the 2012 Alchemy budget. Show that we’ve been diligently  working on fixing the problem. We should show them that there’s a clear difference in how  we’ve operated in 2011 and in 2012. Requests that we have 60 days for the report instead of  30. Sarah: Encourage team leads to write as much of their team reports as they can before the  event. Alchemy website name changeChange to Alchemyburn.com?  Board consents to have Internet team purchase Alchemyburn.com and other derivatives and  have Alchemyfestival.com forward to Alchemyburn.com. Trevor emailed the internet team about  this. Trevor emailed the internet team about having the Euphoria 2012 Event Report added to the  Euphoria website. Meeting ended at 3:02pm.

Alchemy BOD Minutes: July 2012

Meeting Start:  1:10 PMAttendees:  Rebecca, Age, Sarah, Dawn, Trevor, Jonathan, plus Jim (GA RC) Old Business:Euphoria Afterburn report update:● Not completed yet, should be completed tonight.  Still missing a few team lead reports.Long term storage from Public Works:  There was some confusion with who was supposed to take the next action. PW thought that the BoD was still considering the options presented, and the BoD thought that PW was to research new options. BoD will ask PW team to resend the options they’ve researched.● Discussion about getting a new warehouse as an alternative to storage.  This could provide artist space to work on burn related projects, such as the effigy and temple.● By next month's meeting APW needs to submit a new proposal, either for public storage options or the potential to get a new warehouse.● BoD stressed that this item needs traction.  After significant effort to centralize Alchemy property and remove from high risk environments, inventory is again starting to get stored in multiple locations, including BOD members living rooms.Monies owed to Alchemy:● Rebecca and Amsterdam each owe $39.60, the overage from airfare to the BM Regional Summit● Troy Cobb  used $500 without BoD approval for a personal purchase and has not returned the money.  All detailed financial records and the corporate accounting files from 2011 have been taken by Troy Cobb, who has resigned from the BoD and become unresponsive for continued requests for these records.New Business:Updates and discussion with Jim (GA RC):● Jim wants to have a regular meeting schedule, maybe quarterly, like a meet and greet outside of BOD meetings● One of the things the RCs have just secured from BMORG is the ability to use the BWB logos and videos, etc.  Jim to provide additional information as he has it.● Nick from Camp Dirago works for CrisKids, and thinks it would be a good place to start in terms of community engagement/civic projects.● Wants to get some of the AIDSwalks / Hunger walks groups organized.  We know there are a few teams of burners, wants to combine, also add BWB type signage, and have a bigger representation.● Wants to do a clothes drive at Decomp.  Justin chimed in that we could also offer an incentive of a buck or two off admission to Decomp if you bring socks/clothes/underwear, etc.  BoD is interested in this, and will discuss and address as Decomp gets closer.● Wants to set up a BWB area at Alchemy, to get the word out and get some interest in them.● Infusion Festivals Update:  Chw reached out because they were advertising as being affiliated  with BM, and had pictures of BM, etc…  They have no affiliation to Burning Man or any regional burn.  It's a sticky situation, and the RCs are working with BMORG regarding these folks.  They  have since added language on some pages saying they are not directly affiliated with BM, but  they still have more language implying they are a "burn" than clarifying that they are not.  Jim  clarified that this discussion was just to keep the Alchemy BoD updated, he understands that the  BoD has no direct involvement or responsibility in regards to the Infusion Festival● Newbie Burner/BRC meet and greet is coming up.  Will be held in a meeting room behind Radial,  and will include some discounts from Radial.  August 4th.Decomp discussion with Justin:● Decomp Event Lead Team (DELT) is looking at two primary venues:  2 High Studios, and Blue Mark.● DELT has contacted 2 High, and is working with them so far.● DELT would also like to look at the space next to B-Complex, working on contacts● DELT wants to potentially do a full immersion style event, with a Decomp party in the middle of  it.  If the venue allows.  BoD is interested in this possibility, and will wait to hear options from  the DELT.  It would represent a significant budget increase for Decomp, but could also get more  of the community engaged in the event.● DELT is targeting 2, 3, and 5 weeks after Alchemy.  Want to stay away from Halloween weekend.● Jim pointed out that 2nd weekend of Oct is Pride, which might allow for more people in town  for Pride to attendUpdate on the Online Fundraiser:● Camp Dirigo has been fully funded, Offroad wheelchair project met minimum, and then did a  fundraiser to meet their recomputed maximum● All other projects are still working on funding as of the meeting date.● Fees from paypal related to the fundraiser are turning out to be higher than expected.   Speculation that using a separate account lowered any discounts normally applied due to scale.   BoD still discussing how to handle PP fees.Update on Art Fundraiser Event Report:● Still pending.  Team reports and a few other pieces are still outstanding.  Trevor has a lot of the  budget side, the SOPs and advice for future years.  Trevor will push to get everyone's reports in  soon.  Chelsea is working on a whole new process for artist submissions, funding requests, etc● Rebecca would like us to get to a serious SOP discussion once the report is final.  We all agree  the old model doesn't work with the new online fundraiser, fund matching, etc.● Trevor has started collecting artist contracts.  Has 4 or 5 out of 17 total needed.Status update on Alchemy 2012:● Team leads have been chosen and announced.  Still missing LL Lead, but expect to get an  application in soon from two potential co-leads.● First TL meeting is Saturday the 28th at Famous Pub.● TL e-mail groups have been set up for each team (except LL and a new creative team yet to be named).● Goal is to have budgets done for next BOD meeting.  We'll be sending out preliminary numbers  to each team as a starting point shortly.Next meeting will be August 12, at Dawn's house, at noon.  601 Wesley Plantation Dr, Duluth, GA  30096Meeting adjourned:  2:12 PM

Alchemy BOD Minutes: June 2012

Alchemy Board of Directors Meeting Sunday, June 24, 20126:30 p.m.Attending members:Trevor RegisterSarah GriffinAge GinsburgRebecca ReaDawn FluryAttending Burning Man Regional Contacts:Tunna KeroseneJim TaflingerOld Business:Who has account access and who should have access to the Alchemy accounts?       Rebecca Rea is currently on all three accounts as is Age Ginsburg.  This is currently non-negotiable, as Rebecca was responsible for the creation of the three accounts and all the accounts are linked in the banks system.       Rebecca has stated that she believes the current situation is fine and wants to avoid adding other people and potential confusion to the accounts bookkeeping.       Trevor has raised the issue that having only two people on the accounts, who in this case, live in the same house and frequently attend the same events such as this past weekend’s Serendipity Festival may potentially cause issues in the future in the event that neither person can be contacted in case of banking emergency.       Rebecca states that the Event Leads having proper card set up for each event in the future will prevent this situation from occurring. As an example: Sarah had to purchase several items for the Art Fundraiser out-of-pocket because of a problem with an incorrect PIN number on her card. In this case, there was nothing that either Rebecca or Age could have done about the situation even if called.       Sarah states that she would prefer to go to a bookkeeper system that places another individual in control of the accounts in case of emergency.       Our current system leaves Rebecca on all three accounts, as she was the one to open them.  Age, as our CFO and board member, also remains on the accounts; in the event the CFO changes after this year’s elections that person will be placed of the accounts.       Rebecca also states that the person named as cardholder on any card can call the bank, using the 800 number on the back of the card, if there are any problems with the card ( demagnetized strip, PIN questions, etc.).       At Age’s suggestion, we have agreed that a finance section should be added to future board meeting so that the entire board can track purchasing, payments and the general state of the Alchemy accounts.       All current Alchemy ELT’s have proper cards at the moment.  As a board, we are considering the merits of acquiring an additional card for miscellaneous expenses.  Rebecca will check to see if doing so will result in any additional fees.Status of finding an official bookkeeper for the Alchemy finances.              Sarah has received recommendations from Karrin about a possible bookkeeper but has not received anything from Jessica yet. Sarah had also committed to procuring more recommendations and presenting them to the board as she gets them.Insurance Coverage              Rebecca states that the Fundraiser has insurance and that she will deal with the insurance issues for the rest of the year and report back any relevant information.       Our insurance fee structure has changed since last year and increased.  Our current insurance broker is looking for a better deal.       The board also notes that potential work weekends will not be coveed by insurance until this matter is resolved.Money Owed:Get us checks Hippies!       Troy - $500 for trailer       Jonathon - $39.60 (airfare overage)       Trevor - $39.60 (airfare overage)       Rebecca -$39.60 (airfare overage)Euphoria Report:       This year event was largely drama free!  No major ranger issues reported.  We are currently awaiting Lee’s final report.       Team Lead reports are not yet in but we expect them to be complete by the next meeting of the board.       Sarah would like to send out a survey to the Team Leads, in the interest of getting as much feedback as possible.  Sarah has offered to create the survey and forward it to the board before sending it out to the Team Leads.       The board is also creating a listing of the current and past volunteers, what they have volunteered for and any problems with their performance.Art Fundraiser Report from Trevor              Trevor states that the event was a success.  The artist had their funding money by 2 a.m. and we had cleared the building by 2:38 a.m.21 projects were submitted for the event.The sum total for the minimums of the projects was $14,500The sum total for the maximums was $27,500Six projects were at least minimally funded with fund matching:       The Lighthouse       The Yurt       Circus Combustus       The Fire Garden       The Power Bright 5,000       Watch Our City GrowTwo projects were maximally funded with fund matching:The Power Bright 5,000Watch Our City GrowThe combined income from the bar, ballets and auction was $3770 The board spent $1700 on the FundraiserChelsea Darling, was present and raised these suggestions for the board. In the future she would like to see the Fundraiser be held earlier in the year so as to not conflict with other weekend events.  This would also give artists more time to build larger projects. She also believes that perhaps artists seeking funding should be given the option to lower the minimum amount they are willing to accept to bring their work to the event, in the event they do not get their original minimum amount.Age proposes that next year we attempt to hold the Fundraiser on the Vernal Equinox, March 6th, if possible, as an overnight event.Trevor will have his event report on the Fundraiser at the end of July and will also write a detailed SOP for the event to be used by future Event Leads.It has been decided that there will also be an online fundraiser for those who are interested and who were not fully funded by the event. Online fundraiser artists will return the dollars given to them if they do not make their minimum online.  This is a serious point of contention for the board members.In hearing that moneys were distributed to artist who did not meet their minimum, Age points out that giving funds to those who did not make their minimum is not in keeping with our previous procedures and is not allowing the community to choice the art that they feel deserves to be funded.Sarah states that the online auction is also an arm of the Burner community and that our previously agreed upon fund matching will cover a certain amount of the funding.Trevor states that he feels there is no current standard model for the fundraiser.Sarah states that we have previously committed to an online fundraiser model.Rebecca points out that there is no guarantee that an online fundraiser will be successful and that we cannot promise these artists that it will raise their minimum needed to fund their projects.  We as a board cannot commit to raising money for these artists. Rebecca also points out that this decision to hand money over to these artists was made on the fly, without the approval or input of three of the five board members.Age and Rebecca both agree that the fact funds were distributed to artist who did not meet there minimum is a violation of previous policy, and believe that the money should have been held until the entire board could discuss the matter and agree on a plan of action.       Age states, we now need to create a procedure for the collection of the funds that have been distributed that might not be bringing art to Alchemy.  We do not need the community and artists asking were the money went if this proposed art does not come to the event.       Trevor states that he believes we should extend the amount of matching funds to cover the online fundraiser as well.  This  is approved by all board members.       Trevor states that the online fundraising will be headed up by Patrick.  This is also approved by all board members.       Discussion now begins on where the money from the online fundraiser will go. Rebecca favors a Kick-Starter like set up (not Kick-Starter, only similar).  This would have us moving away from Paypal and getting our own “swipe” though our bank.  Note:  This cannot be done until after Alchemy because we are currently in mid-ticket sales.  Trevor will talk to Patrick about the full online fundraiser set, with the money taken in going to the Alchemy account.  This should be the easiest way to track the money and which project it is intended for.       Trevor believes that a month to a month and a half will be enough time for the online fundraiser.       Rebecca also wanted all involved artists to know that they will need to raise as much money for themselves as possible in this amount of time.Action ItemsSarah – put minutes up on websiteSarah – bookkeeper recommendationsSarah – Create a survey to acquire feedback from the Euphoria Team LeadsRebecca – money owedRebecca – additional charges for additional cards?Troy – money owedTrevor – money owedJonathon – money owed? – Creation of an SOP for the proper distribution of fund from Art FundraiserItems Currently on the Agenda for July MeetingJuly Meeting currently scheduled for July 15th, at Rebecca & Age’s house.Rebecca will facilitate.Decomp report from Cory & Justin (they will be attending the meeting to get a rough budget)RCs – What can we do for you?Items Currently on the Agenda for August MeetingArt Fundraiser Team - ProposalCreate a Decomp SOP to be used for future events

Alchemy BOD Minutes: May 2012

Attendees:Trevor, Sarah, Age, Dawn from BOD + Jessica Seales (Alchemy ELT) Old Business: Bank Account / Financials discussion:Recommendation from Age to break roles into three positions:1. Treasurer - someone from the BOD who will handle monetary transfers, and certain decision makinga. No decision made on whether to make this an official title.1. Bookkeeper - prefer to be a hired party, who will handle entering receipts and reconciliations to Quickbooks, etca. Sarah to get recommendations from Karrinb. Jessica to check with her employer (a non-profit) for recommendationsc. Age to continue bookkeeping until a separate one is found1. Accountant - Year end audit and tax preparationa. Need and choice to be determined toward end of year. Sarah voiced concerns regarding there only being two persons on the BOD with ability to transfer money  and access online banking, and both of those living in the same household.  Would prefer the backup be  from a different household, primarily because the house tends to travel together.  No decisions made,  tabled until full BOD can participate in the discussion.  Alchemy 2011 Afterburn report and financials:BoD votes to give up on getting any financial details for 2011 from Troy Cobb, including bank  statements, accounting files, or the detailed financials to publish to the community.  A multitude of  efforts to get any financial detail or perform confirmatory audits of the books continue to be blocked by  Troy Cobb and has become completely unresponsive to further requests from the BoD for these details. BoD votes to publish the limited financials that we have.  Internet team to publish 2011 financial summary. BoD votes to give up on getting  a final Event Report for Alchemy 2011.  A multitude of attempts over  the prior 6 months to get the Event Report from Troy Cobb have been entirely unsuccessful, and  after resigning from the BoD in March under pressure to complete the event report, Troy has become  completely unresponsive.  Trevor has volunteer to contact each team lead from Alchemy 2011 to get individual reports resent, and  compile into report. Sarah will get this year's limited financials to Patrick to post. Age to do reconciliation of monies owed to Alchemy by individuals. Troy Cobb  used $500 without BoD approval for a personal purchase and has not returned the money.Euphoria budget has been submitted and reviewed.  A few items of note were brought up, and Age will work with Lee to resolve those items offline so budget can be approved.Euphoria ELT: No updates, no ELT members present. Alchemy ELT: Updates - review of current team lead applicants, ticket sales.  Some team leads have not  been applied for, only a few have more than one.  Theme is selected as "Choose Your Own Adventure",  and will be announced in next newsletter.  Art Fundraiser:Deposit check has been mailed to the venue.  Contract is pending receipt. Fundraiser team is working on budget.  Trying to find lower prices on items like portapotties, etc. Discussion on whether to serve alcohol.  Due to licensing issues, decision is to not serve alcohol.  A new newsletter is written, waiting to be published.  Trevor to send to Patrick. Meeting adjourn 6:22 PM

Alchemy BOD Minutes: April 2012

Alchemy, LLC Board of Directors MeetingApril 15th, 2012Meeting Begins at about 3:00pmPresent:  Rebecca Rea, Age Ginsburg, Sarah Griffith, Trevor Register, Dawn Flurry, Jonathan LaLiberty, Jessica Seales, Tareq Fayyad, Lee Watts, Tunna Kerosene, Chw Joiner, & Mel RobertsOld BusinessEuphoria Afterburn Report FinancialsCompleted and closedAlchemy Afterburn Report and FinancialsACTION ITEM -Nothing new from Troy received, still awaiting detailed financials and completed event report, contact Troy - Sarah or Rebecca to contact for updateBookkeeper Update/DiscussionRebecca hasn’t had the time to further pursue this after initial research and contact with Whalen, Age volunteered to take this up. Age also volunteered to do the bookkeeping until we hire one. - ACTION ITEMInsurance Update/DiscussionRebecca - two different types of insurance, Event (volunteers, event leads, event volunteers) and “D and O” (“Directors and Officers”, covers board members, other official corporation positions). Moving from an LLC to a non-profit requires a change how we insure the organization.Bank Account Update/DiscussionRebecca - Chase has a system such that we can use their credit card processing instead of Paypal’s. Using this system will cut down on interchange fees. We’d pay them a certain amount of money per month based on number-of-transactions. Chase will not hold funds because we have an account with the bank, unlike Paypal. We would also get the funds immediately as opposed to waiting 3-5 business days. Having this with the bank allows for much greater flexibility.Sarah - less fees is appealing.Who has access to which of the three accounts?Point of information: With the new account setup, there are three bank accounts. A revenue account, to which all ticket sales will initially go, and two expense accounts, one for Alchemy and one for Euphoria. Funds will be moved from the revenue account into the expense accounts.Rebecca - difference between signatories and cardholders. Signatories - control over checking accounts, move money between accounts, open/close account, shouldn’t have more than 2 people on the account. We can issue as many as 8 cards per account, and we can set limits on each card. For example, if Public Works needed money for a work weekend, we can go to Chase and have them issue a card in one of their names as well as set a spending limit. The card would be listed to a specific person, that person cannot spend more than the limit, and the board can view the account use. For future projects, we could set the limit again. This allows for project-by-project budgets. Rebecca thinks it’s “fucking fantastic”, and the room nods their collective head in approval.Age - for account security concerns, recommends no more than two signatories per account (standard practice). One main card for revenue account, project-specific cards as-needed. Suggests 1 board member, 2 ELT members for each expense account.Sarah - PROPOSAL: cardholders for Euphoria account: Board member: Rebecca, ELT: Lee and Tareq.Sarah - need to create and document processes for all of this for future boards/ELTsRebecca - would like to get 1 or 2 more cards issued with low limits for convenience such as daily PW runs, other on-the-spot, unexpected expensesRebecca - since we can set the limits for the cards on our phones, we can set up safe, limits on-the-flyRebecca - haven’t closed Alchemy, LLC account, leaving it open for now due to inventory weekend expenditures (waiting for check to clear)Sarah - for closing accounts, do all signatories have to agree on account closure? Rebecca - Yes, but doesn’t prevent one signatory from moving money around.Revenue account - Age - all incoming ticket sales. Should only ever pay AAA expenses (no event-specific expenses) or transfer into the even specific expenditure accounts, shouldn’t have more than 1 debit card,Rebecca - doesn’t want to make final decisions now, need to determine the difference between AAA expenses and event-specific expenses. Need to start thinking of assets that cover the corporation instead of assets for each event. How do we decide how to paid for assets shared among events.Examples of things that wouldn’t be shared: golf carts for events, porta-pottiesShared assets: insurance, shade structuresAge - need to start viewing each event as a fundraiser for the non-profit. Goal of any fiscal year is to do all events such that we can raise enough money for other things like civic projects, public art projects, CORE, etc, which would be funded by AAA.Rebecca - needs to be a process in place to determine for long-term assets (identified by ELT) and the board can decide to allow AAA to cover those assets as opposed to the specific event.Expenditure accounts - Euphoria/Decomp, Alchemy/Art FundraiserDeciding how to distribute ELT cardsRebecca/Tunna - let ELT decide since board/signatories can control money flowTrevor - ELT proposes, board approves, board is accountableLee - being trusted to run the events should be enough, chance of someone running off with a ton of money is an important situation to consider, but not very likelyAge - money moved from revenue  to expense accounts based on monthly reports and budget requests. Does NOT recommend all revenue moves to expenditure account after ticket sales close. This then reduces further the chance of someone “running off with all the money” Rebecca, Trevor, Sarah, OK with this model assuming more money can be transferred to the board quickly, i.e., within 24 hours. Believes proper reporting and monitoring will ensure account integrityRebecca - would like more time to think, table general discussion of distributing ELT cards. Room agrees. TABLEDACTION ITEM - EELT will discuss amongst themselves and get back to the board within one weekPaypal/ThundertixRebecca - contacted Troy to get paypal login, awaiting his reply. Will transfer all money collected thus far into the revenue account, will change to new password and allow all board members access will write up report for all purchases/expenditures she’s done thus far - ACTION ITEMNew BusinessYear End Corporate FinancialsWaiting on TroyTaxesTroy will be handlingBoD/ELT Duties & ResponsibilitiesThe BoD and several members of both Euphoria and Alchemy ELT’s discussed at length about the causes of friction between the BoD and ELT’s and ways to alleviate that friction. There was a consensus that much of this is caused by there not being some kind of SOP (standard operating procedures) for each team including delineated responsibilities. The RACI model was also discussed (Responsible, Accountable, Consulted, and Informed).TABLEDTruckLee - will do cost analysis of renting vs buying/maintaining a new truck vs short term leases (e.g. 2 months)Euphoria UpdateBudget - working with one other team to finalize their budget so they can finalize the Euphoria budget, still expect to meet 4/18 deadline, will let board know then if they need more time. - ACTION ITEMArt Fundraiser UpdatePossible fund matchingRebecca - decide how much total we want to allocate, use only to help artists reach minimumTunna - total budget for Art Fundraiser including fund matching, limits on how much spent on actual event, taxes would need to be taken into consideration for fund-matching money.Note: taxes do not need to be considered on money from gate sales or auction proceeds since it never enters AAA’s bank accountRebecca - Propose to spend up to $10K for fund matchingAge - this would be an AAA expenseSarah - wait until first set of tickets go on sale to announce full limit of funding, for now, announce that we’re fund matching up to a certain amount and announce that certain an amount after 1st tierDawn - announce now to spark interest, announce specific dollar amount laterAPPROVED - Allocate up to $10,000 for fund matching at the Art Fundraiser.Include this announcement in the next Alchemist - ACTION ITEM - TrevorStatus of Art Fundraiser PlanningTrevor - still looking for a venue, Blue Mark Studios quoted me at $1000 for 8 hours including setup/breakdown. Waiting for responses from 3 other venues. Goat Farm, Blue Tower, and Little Tree have already been contacted and are unavailable. Teams/Volunteer positions identified, awaiting venue confirmation before moving further on anything else. Trying to keep venue cost at less-than $1000, total event budget less-than $1300.Chw - meeting with owner of B-complex this week. Owner is familiar with burners and Chw has a good feeling about this venue.Other possible venues: Wrecking Bar, Village Theater, 103 West, Andrews Arts District, **Land Trust**Process for expenditures for the FundraiserAge - give card to ELT with dollar limit, go to board if checks are requiredHiring SecurityRebecca - put into budget as potential issue, try to find venues where external security isn’t required, contact her if we need to hireAlchemy UpdateStatus of Alchemy website - readiness for ticket sales?Tunna - P’trix PLURphy sent rough design to ELT, working with webhost to ensure no capacity issuesTrevor - ACTION ITEM - determine scholarship ticket winners, report to AELTJess - social mediaProposal - migrate to facebook ‘page’ for official announcements, official answers to questions, all information comes from ‘one’ person as opposed to different board members/ELTs.Jessica will present a formal proposal to the board. - ACTION ITEM - May 13thAccessibility thing - AgeAge - what are putting ourselves liable for if we talk about being an Accessible Place (i.e., being ADA compliant) or having an official Accessibility Team. What language should we use?Mel - need a lawyerDawn - probably impossible to be completely compliant with ADABurning Man - Accessibility team is a theme camp, not an official teamTrevor - If Accessibility Team is a theme camp as opposed to an official team, do we still have liability? Room: NoEELT is working on how to handle this issue.Give us monies!Jonathan - $39.60 (airfare overage)Sarah - $39.60 (airfare overage) - PAIDTrevor - $39.60 (airfare overage)Rebecca - $39.60 (airfare overage)Chw - PAIDHas Troy paid the $500 for the trailer yet? NoFuture Agenda Items:How can the RC’s most help us?  (Jim’s suggestion, so include him in that meeting.)Invite Justin and Corey to a meeting to discuss decomp.Meeting ended at approximately 7:45pm

Alchemy BOD Minutes: March 2012

Alchemy LLC Board of Directors MeetingMarch 18, 2012 Meeting Begins at about 3:20pmPresent:  Troy Cobb, Rebecca Rea, Age Ginsburg, Sarah Griffith, Trevor Register, Jonathan LaLiberty, Jessica Seales, Tareq Fayyad, Jim Taflinger, Scott Whitfield & Mel Roberts Alchemy Event Report and FinancialsTroy sent breakdown via email yesterday.  He’s categorized Alchemy by team or project.  Working on a PDF, but didn’t happen in time.  He has handout for us today.  We’re near break even for the year, mostly due to CORE costs.  Must be wrapped up in the next 2 weeks, by the end of the fiscal year.  Preliminary Financials can be found here.Current Bank Account:  $5000 check for Euphoria account that still hasn’t been cashed.  $7400 in the bank, including current outlays for Summit.  Tunna’s hasn’t been purchased yet.  Chw’s is still pending, but should clear tonight.Troy believes we must have a bookkeeper by April 1st.  Rebecca and Troy both commit to spending lots of effort to get this resolved.  Rebecca has a contact she plans to feel out for recommendations.Troy wants to clear up any concerns about whether or not official funds were used for Schizofrenzy.  The cube and all other expenses were on Troy’s account.  He brought some paperwork relating to some of those items.  He did pull $500 out of the Alchemy account to replace the broken trailer, planned to pay that back and forgot about it.  He apologized profusely and will now pay back the full amount.Bookkeeper/monitoring cash flow, QuickbooksTroy thinks we need one by 4/1 and he and Rebecca are prepared to devote some time to finding one.Troy resigns from the BoD and Alchemy ELTHe announces his decision and reads his prepared statement. He plans to still be involved and be a resource whenever needed and hand things off.  He thinks this is a good time to do a reset.  Here’s Troy’s statement.At this point, Troy excuses himself from the meeting.  Sarah makes a phone call to Dawn Flurry, who is the alternate, based on votes in the 2011 elections. According to our ByLaws, the seat goes to Dawn.  She accepts the seat and will attend next month’s meeting, catching up on the list in the meantime.Interviews for Event Lead Team MembersApplicants:  Jessica Seales, Trevor Register, Scott Whitfield, Cory Glenn, Justin Majors, Miranda Covington, Kaylie-Jade “Bug” & Tracy Finnemore.Jessica Seales “Bama”She’s been Alchemy LLC’s Volunteer Lead for 2011.  She currently works in marketing & special events at the Atlanta Community Food Bank, where she serves as a Project Manager.  She also executed events during her time at Planned Parenthood.  Most recently, she was responsible for organizing all route entertainment at the Hunger Walk/Run, an event with over 15,000 people in attendance.  She originally applied for the Art Fundraiser, but is most interested in serving on Alchemy’s ELT.  Rebecca has every confidence in Jessica on Alchemy’s ELT.Trevor Register “BullTits”In 2011, Trevor led Euphormance at Euphoria and Fire Conclave for Euphoria and Alchemy.  He also led a significant portion of the onsite Effigy construction and was essentially the construction Co-Lead for the Temple, both for Alchemy.  He was also elected to the BoD.He’s learned quite a bit about his strengths and weaknesses.  Trevor says he’s charismatic, motivated and excels at delegation.  We feel confident that he’d do a great job running either Art or Decomp.   He feels he won’t be able to do Alchemy, as he’ll be starting a demanding program in July.  We’ll use him where he’s most needed and he’s fine with that.Scott WhitfieldScott is currently a virgin, looking forward to attending his first burn in 2012.  He doesn’t have a ticket for Euphoria, at this point.  He plans to attend Alchemy.  He’s been to camping festivals and loves what he hears about burns and wants to volunteer, in a big way, right from the start.His professional background is in live event production and he owns a company in Atlanta called Imagination & Technology.  He’s been in this industry since 1981. Much of what he does is production design for large events like arena shows and festivals.  His role typically includes project management and production supervision.  These could be for anything from a single performance stage to a multi-tier experience event.  His company just wrapped up the Bassmaster Classic in Shreveport - The Super Bowl of bass fishing.  He runs the company with a partner who’s more the big-idea guy.  It’s Scott’s job to figure out the real-world logistics of actually creating the big ideas.  He calls himself the reality police.We talk about how burns are different than many other events and how we’d prefer him to have attended one before he leads.  We do love his experience running events.   Rebecca suggests he lead a team first, possibly Connexus.  Age thinks he’d be a good fit on the Effigy team, both with the build (if that’s in his skill set) and with the Pageant, which is very much in line with his experience.  He will get back to Rebecca if he manages to score a Euphoria ticket.Cory GlennCory leads one of the bigger theme camps, Conglomerate.  He’s also responsible for the awesome Square Grouper.  He’s got some land called Fatality Farm up in Athens and a good amount of experience throwing events within the community.  He was unable to make the meeting because he was running an event but is very interested in leading Decomp.  Everyone seems to feel positively about Cory and that idea and agree we know him well and don’t need to interview him further.Justin MajorsJustin is a Director of the FLAME Festival.  He also runs his own events through iOpener and helps organize many other music events.  He led Decomp several years ago.  In addition, he has a management position professionally.Justin is very interested in leading Decomp.  He’d be happy to help with the Art Fundraiser, but isn’t as available to lead in June.  He was unable to make the meeting, but we already know him quite well and feel very comfortable with him in a lead position.Miranda CovingtonNo show.Kaylie-Jade “Bug”No show.Tracy FinnemoreNo show.ELT DiscussionShould RCs be on an ELT?  Is there a conflict?  Age thinks time is a concern.  Regionals are becoming more important – will their jobs get bigger?  RCs by design represent BM, not our region.  You’re BM’s rep to us, not the other way around.   What if an issue comes up and the ELT’s consensus isn’t how BM feels it should be done?  While we agree that this may become cause for concern, we don’t like the idea of removing anyone after they’re already chosen.  We’ll see how it goes this year and might make a change in future years.Vote:Do we want Rebecca on Alchemy’s ELT?Yes.Do we want Jessica on Alchemy’s ELT?Yes.Do we want Age on Alchemy’s ELT?Yes.Do we want Trevor on the Art Fundraiser’s ELT?Yes.Do we want Justin on Decomp’s ELT?Yes.Do we want Cory on Decomp’s ELT?Yes.We’d like Trevor to seek out a Co-Lead for the Art Fundraiser.  Do we agree to Trevor choosing his own Co-Lead?Yes.Trevor later notifies us that he’s chosen Shannon Joiner aka Chw.  Chw has been involved in the Atlanta burn community for years.  He’s organized many events and fundraisers for art.  Trevor is very excited to have him on board!Event Lead TeamsThe Art FundraiserTrevor Register “BullTits”Shannon Joiner “Chw”AlchemyTunna KeroseneBecky KatzRebecca ReaAge GinsburgJessica SealesDecompressionJustin MajorsCory GlennELT expenditure processEuphoria plans to have a google doc where every purchase will be listed, so they have very close to live financials available.  Any participant should be able to check and see where we are financially.They’ll also meet 3 to 4 days before each BoD meeting and be ready to update the BoD monthly.  They’ll present what they expect to spend + 10%.   They should have a budget by the first week of April for Euphoria, once TLs turn in their budgets.Process for moving money from income account to separate Euphoria/Alchemy expenditure accountsRebecca hasn’t started CU accounts and still has $5K check.  She’s not pleased with how her CU has handled things.  They’re not designed for small business accounts.She’s talking to Steve with Chase.  It would possibly ease things to have a personal contact, especially when changing signatories.  She’d like one more week to hammer things out with Chase and see if it can work.Either way, the plans are to have a revenue account and an account for each event.  That will make it much easier to be aware of how much each event is spending.  Euphoria plans to have a google doc where every purchase will be listed, so they have nearly live financials available.Rebecca will sit down and think about what she plans to do in what order and hopefully send an email this week.  The whole process should be complete by 4/1.Euphoria 2011 FinancialsEuphoria was closer to break even than expected for two reasons:1) Scanners were only used for Euphoria, so were put on Euphoria’s financials.  The original plan was to use them for both events and have Alchemy cover that expense.  That didn’t happen.2) The Euphoria financials also didn’t account for taxes, so those had to be added.PR/Communications teamThings have been working well.  This year’s Board has been communicating well.  Also, Jessica Seales is no longer available to lead and she’s the one who submitted the proposal.  Sarah offers to draft a quick public statement for the FB pages, post to list for approval this week.-TABLE with expectations.Year-round team proposalsWe’d like to have a sit down with them soon to discuss the year-round team.  Euphoria met and came up with a solution for the PW team.  The leads are going to manage certain very specific contracts with each burn.  Then there’s the year-round team, which handles broader things and could have a different lead.  The Leads are going to manage certain very specific contracts with each burn.  We also need a schedule of specific dates with regards to when things are going "

Alchemy BOD Minutes: February 2012

February 2nd, 2012 - Meeting Agenda and MinutesMeeting Open: 3:25 PMBOD present: Troy Cobb, Trevor Register, Rebecca Rea, Jonathan Laliberty, Sarah Griffith, Age GinsburgAlso present: Gorey Glenn, Lee Watts, Karrin Duncan, Jessica Seales, Alex AldermanArrived later: Meghan Rutigliano from BMHQOld Business1. Euphoria 2011 Final ReportRebecca reports that everything is complete except Lowe's/Home Depot purchase information from the work weekend before Euphoria. Troy will send Alchemy debit card reporting from that period, after which Rebecca will update the report based on this information.2. Alchemy 2011 EventTroy reports that the Alchemy 2011 event report is nearing completion and currently sits at greater than 50 pages. Financials are also mostly done, with a new commitment to try to finished them by Friday.3. Decomp Event ReportThe Board consents to publish the Decomp Event Report as is, even thought it does not contain detailed information about the service fee cost for invitations sold.4. BOD Schedule of Tasks/EventsRebecca was to produce. The board consents that we will de-emphasize the need for this until org transition to a non-profit. Immediate requirements are being handled by separate ELTs as needed. We expect to produce this calendar retrospectively before the board transition for 2013. Item to be tabled until last meeting of the year.5. 2012 Scholarship TicketsThe Board consented to provide scholarship invitations to just Euphoria and Alchemy this year. Scholarship invitations will be awarded by a random drawing among those submitting to participate. We will suggest that winners record/photograph their experiences.We will award 7 scholarship invitations to Euphoria and 13 to Alchemy.Trevor will contact Internet team for infrastructure to handle submissions, and reporting on how to handle randomness.Deadlines: For Euphoria scholarships, callout to go out on 15th, open submissions 15th, close on Feb 28th, announce on Feb 29th.Alchemy deadlines will mimic Euhporia's once invitation sale dates are established.6. 2012 BM Regional SummitAge and Rebecca were already considering going on their own dime. The Board feels strongly that the Regional summit would be of benefit to all organizers of the event. This year in particular, because we're converting to 501c3, implementing a cap for the first time. As such, the Board consented to cover up to $500 in expenses for each elected Board member and for up to three Georgia RC's. The max outlay for the organization is $4000. The expenses to be covered include airfare, entry fees, and hotel, up to the stated amount per person.Troy to organize airfare purchase and to send reminder details.All those attending from Alchemy will be required to produce a team presentation of our learnings for delivery to the broader community.7. 501(c)(3).Rebecca reports that there is a 45 day timeframe from State registration submission to submit forms to IRS. Rebecca plans to clear up any outstanding questions within the week. The Board also discussed financial logistics, with the current plan to leave our merchant processing for Alchemy LLC with Paypal until the new organization non-profit designation is confirmed by the IRS. Then obtain a new Authorize.net account under the new entity and switch ticket processing over to that. Age will reach out to Storm (Burnt Oranges) for details about their initial submittal to IRS and other guidance they may have.8. PR/Communications team discussionAfter extensive discussion, the Board agreed to table this consideration for a few weeks to discuss composition of team and specific roles, etc. Rebecca will work up a rough draft of communications team guidelines for consideration. Others may do so as well and discuss on list. All discussion points should be posted to the list NLT Feb 26th.9. FLAME request to rent structuresBoard consents to deny this request at this time due to a lack of process or understanding of the true risks. We will agree to rethink this decision after the new non-profit entity is formed.10. APW long-term storage proposalsThere are a number of options under consideration, with no firm suggestion at the time. The team is looking for climate controlled space with work area, but is finding little at ground level. A hybrid solution may be proposed.In addition, we discussed the panel truck, which is currently still broken down at Cherokee Farms. Lee will find a mechanic to review the condition of the truck and quote repairs. She will also find a towing company to get this to the mechanic. Target for all of this is to coincide with the APW March inventory plans.11. The Board confirmed the following items voted online in the past month:a. Approve Internal Board Use Only minutes from January 15, 2012 meeting?i. ALL: Yes.b. Euphoria ELT decides on ticket cap for Euphoria 2012?i.Troy and Trevor: Noii.Rebecca, Age, Sarah and Jonathan: Yesc. If approved, forward all other applications for Web Team to Russ, allowing him to select his own team.i. ALL: Yesd. Approve the creation of a year round Public Relations Team? (note: this does not include choosing anyone specific as the lead)i. Age and Troy: Yesii. Rebecca and Jonathan: No but not blockingiii. Trevor and Sarah: No, blocking for further discussione. Final meeting schedule for 2012: Do you approve the (hopefully final) proposed meeting schedule for 2012? February 12, March 11, April 1, May 20, June 24, July 8, August 12, September 16, October 14, November 11, December 9.i. All: Yesf. June 23 for Art Fundraiser?i. Trevor, Sarah, Jonathan, Age, Rebecca: Yesii. Troy: Abstaing. If created, approve Jessica Seales as Lead for PR Team?i. Rebecca: No - not blockingii. Trevor, Troy, Sarah: No - blocking - more discussioniii. Age, Jonathan: Yesh. Black out the Alchemy and Euphoria websites on January 18th for 12 hours in protest of SOPA?i. All: Yes (hooray!)i. Additional meeting: Sunday, January 29th? Location and time can be decided after this poll.i. Rebecca, Sarah, Trevor, Age: Yesii. Jonathan, Troy: No New Business1. Euphoria 2012The Board discussed ticket pricing, ticket tiers, and attendance caps in detail. The Event Lead team proposed an attendance cap of 750 attendees for aesthetic reasons (to preserve the smaller burn feel). We identified no infrastructural reasons for the cap. After extensive discussion, the ELT and Board agreed on the following structure:

• 751 Attendee cap
• $35 Invitation price, no pricing tiers
• 7 Scholarship Tickets
• Remaining Invitations to be released in two batches for sale
• March 1, 2012: 372
• March 17, 2012: 372

Invitations will remain on sale until they sell out, or until midnight before the event begins.2. Year round teamsThe Board discussed establishing some teams as year-round, rather than event oriented. The following teams were proposed and discussed:

• Communications/PR
• Web/Internet
• Inventory & acquisitions / Quarteremaster
• Legal
• Financial
• Volunteering

Age agreed to write up proposals for year-round teams, especially as involved with APW/Quartermaster, so that we might discuss this division of labor with the current APW volunteers and team leads.3. Web Update/StatusRebecca reports that the Euphoria website is in progress, with a volunteer database in place.There is no tight integration with our ticketing provider, Thundertix, as yet.Troy offered to reach out to the Web team to help coordinate potential integration points with Thundertix as he has had this discussion with our vendor already.4. Finances and Handling of money by ELTsDay-to-day finances will become much more tricky this year with multiple individuals potentially purchasing items. The Board believes that adding professional bookkeeping will help. We will also explore making the Quickbooks cash-flow reporting options more available to all board members, potentially by using the online service. At the very least, ELTs will need to rework event budgets to include timing requirements, so those purchases can be made appropriately against cashflow.Troy will research our online Quickbook options, before next meeting.Age offered to review purchase requests and match against cash-flow.Euphoria ELT to rework budget to include timed-basis, by March 1st.5. The ""Facebook thing"" and social mediaThe Board consented to no longer actively moderate the Facebook group, and only take action if our very small set of rules are violated (blatantly illegal activity discussed, for instance). We will also move toward an announce-only type setup on Facebook, stemming from our official pages.Troy will research using a Facebook page versus our own custom websites (with the Facebook Graph integration) to see if using our current custom website will still allow us the flexibility we'd have with a Facebook page.6. Alchemy-related invitation and attendance cap detailsThe Board consented to table this until the Alchemy ELT presents a proposal, which will come no later than next meeting.7. Additional NotesMeghan Rutigliano noted that all of the Board members would be invited to attend the Regional summit. She also requested that we consider several presentation possibiities at the event, including presenting on our Art Fundraiser innovations. She asked that we write up a one-page description of our Art Fundraiser with a concentration on how it is unique and it's successes.No deadline was set and no one volunteered to do this.The Board meeting ended at approximately 8:20pm.The next Board meeting will be held at Colab. Troy will chair, Sarah will take notes.

Alchemy BOD Minutes: January 2012

January 14 2012 - Meeting Agenda and MinutesMeeting Open: 3:15 PMBOD Present: Troy Cobb, Trevor Register, Rebecca Rea, Jonathan Laliberty, Sarah Griffith, Age GinsburgEvent Lead Team Applicants present - Russ Baughcum, Alex Alderman, Tunna Kerosene, Becky Katz, Tareq Fayyad, Michael HarrisonI. Event Lead Team (ELT) ApplicantsEach ELT applicant was provided an opportunity to talk about their qualifications, their vision for what they would change or how they would shape the events they wish to lead, and any other items they would like to bring forward. The BOD and others present also interviewed Lee Watts and Robert Dukes via phone as they could not attend in person.Final Event Lead Teams for Euphoria and Alchemy:Euphoria: Rebecca Rea, Alex Alderman, Tareq Fayyad, Lee WattsAlchemy: Troy Cobb, Becky Katz, Tunna KeroseneII. Euphoria 2011 - Event report/financialsRebecca Rea (Euphoria 2011 Event Lead) has submitted the event report for Euphoria 2011 to the BOD for review. Upon review a few minor corrections were noted, as well as one still pending item to be gathered. Rebecca will make the corrections and submit a new version prior to the next BOD meeting.III. Alchemy 2011 - Event reports/financialsThe Alchemy 2011 event report and end of year report for the LLC are not complete and were not submitted to the BOD prior to the meeting. Troy Cobb (Alchemy 2011 Event Lead) is targeting the next BOD meeting (Feb 12) to have both reports submitted.IV. Georgia Decompression 2011Tareq Fayyad (Decomp 2011 Event Lead) has submitted the event report for Decomp 2011. Upon review a few minor corrections were identified. Troy and Tareq will work together to make the corrections and provide an updated report to the BOD prior to the next meeting.V. General BoDa. Board Meeting Schedule for 2012Full year schedule pending resolution of conflicts with certain dates. Next meeting of Feb 12 approved.b. Board Calendar of Important DatesRebecca is drafting a calendar for annual BOD milestones, to help the BOD identify what items should be discussed, decided, or resolved at each meeting to stay on track for the year. Rebecca hopes to have a draft for BOD review within 2 weeks.c. Publishing of MinutesMinutes of each BOD meeting will be published to the community within 2 weeks of the meeting.d. 2012 Scholarship programThe BOD has voted to change the scholarship program for 2012. Instead of buying one ticket each to a small number of other burns, the LLC will institute a scholarship program for tickets to Euphoria and Alchemy. Details of how the program will function are pending further discussion.V. Change of LLC to a 501(c)(3)The BOD approved the specifics to begin the process of creating a new 501(c)(3) organization, which will replace the LLC. Rebecca Rea will lead the effort.VIII. Euphoria 2012The BOD voted to extend the Euphoria event to 4 days, and approved the dates of June 7 - 10, 2012. Euphoria ELT will put together a proposal of their desires for other specifics.IX. Web TeamRuss Baughcum chosen as one of the Web Team Leads. Russ provided other applicants to choose team and possible co-lead(s).Meeting Close: 9:15 PM

Alchemy BOD Minutes: December 2011

Start time: 3:14pmPresent: All past board members except Clove, all current board members and guestsPresiding: AgeMinutes: RebeccaIntroduction from Age to guests about etiquette at BOD meetingsI. 2011 EventsA. Euphoria  i. Lacking event report    1. Get by next official board meeting (Rebecca)  ii. Financials    1. Pending a couple of charges from (Troy)  iii. Any last things for next year?    1. Euphoria was a new team lead selection model – keep that in mind for the next year, as it went pretty well.      a) Challenges – nepotism      b) Give event lead room to participate in choosing their teamsB. Alchemy  i. One team report missing: gate (Rebecca) – get by next meeting  ii. (Troy) is ¾ of the way done with event report and financials for Alchemy – by next meeting as long as he gets reports from Rebecca  iii. Money from art project that wasn’t done was returned to Alchemy and put in to our account    1. What happens to this money? Put it back in to the art fundraiser the next year? (vote: unanimous yes)  iv. Sarah asked about the chaos right before Alchemy – what were event lead responsibilities and what were the Board’s responsibility.    1. Troy says this was the first year he was second guessed.    2. There are now interests in milestones for Alchemy, to see when certain things have been done.    3. The Board had no idea what was going on, and that’s a problem.    4. Over all to-do lists, from event leads and from team leads so people can know what’s going on and what they can be doing.      a) Taking over a team is nearly impossible if you don’t know anyone.      b) This should be discussed as a part of the Afterburn event.      c) Standard team lead guide?      d) Last year’s team lead train next year’s?      e) This has been an oral tradition mostly. The organization needs to mature and have documents, but there are drawbacks – the more you write down, the more people will stick to exactly what is written down and will lose some of its fluidity.      f) Google doc so it is a living document? At least a tool of some kind that prompts people to share this information.      g) Key dates, other teams that they need to work with, etc. are bare minimum      h) mentorship  C. Final financials for 2011 – (Troy)  D. Decomp    i. Need final event report and financials (Tareq)  E. Art Fundraiser    i. Need to set the date and keep it set next year.    ii. Earlier in the year?    iii. Find other ways to send out messages other than Facebook  F. Table everything else until we get final reportsII. Other team lead info  A. Team lead meetings  B. What about out of towners? Web casting?III. Event leadingTraditionally, each event has been lead by one person. Do we want to change this?General discussion among board members:- We need to have more people involved in event leading.- Troy feels that there has needed to be someone to be the overall visionary person at the top.- There has to be someone who looks down on all of that to make sure it all goes.- The grand three year plan was to get back to the early Burning Man and get participants involved in building the burn. This is done now.- Maybe Euphoria can be the crazy experimental burn.- Can we do this with multiple event leads? Do we keep the one person as the top visionary person or project manager?- We need to put a call out to the wider community and let people know how to get involved.- In order for people to lead, there has to be room for them to lead.- Small group of people who can event lead?- committee of people to run the event- maybe a committee for each event  o keep them separate so the events remain different- But there needs to be some consistency among the events. For example, APW considered it separate events even though there was some cross over stuff.  o Maybe have a year round APW team  o We need inventory and ways for team leads to reserve things- If two committees for each event, then they should still talk to each other.General proposal:Shared responsibility for event leadingtwo separate teams – one for Euphoria and one for Alchemy, maybe some overlapHow do we get to what number of people event leading? Set an upper number or a lower one?Shouldn’t be more than 5, open call out, separate teams for Euphoria and Alchemy, and then however many leads for Decomp and Art Fund that are outside Euphoria and Alchemy lead teams.How do we recruit for this? Open it up to the world?Prerequisites? Qualifications?IV. Discussion regarding what things the BOD should decide:For any event that falls under AAA (except work weekends) - Ticket caps - Ticket open and close dates - Price - Length of event - Dates - LocationVote: AAA will now decide all of these for each event. Unanimous.V. Euphoria 2012Discussed possible ticket capTicket end dateLength of Event - (Rebecca): Call Smokey and reserve that weekend before Euphoria for build weekend. Length of the event is dependent on this.Table all this stuff for further discussion.VI. Alchemy 2012We need more time to think about this.VII. Communications LiaisonJessica’s proposal, which was sent to the BOD via email.Should it be a team? Should the volunteer be under this?Board agrees that this should be two separate teams. Communication Liaison and Volunteer.Tabled with expectations.VIII. Web team discussionSend out request for team leads (Jessica?) – Do we need to get together a list of requirements?Next Meeting: January 15, 2011 3pmSarah’s house3210 Ethan DriveMarietta, GA 30062"

Alchemy BOD Minutes: October 2011

BOD Meeting October 16th - Following Team Lead MeetingIn attendance: Troy, Tunna, Clove, Lovelace, Dawn, Age, and AmsterdamClove announced that she will be stepping down from the board, and Amsterdam will be taking her seat as Alchemy’s Burning Man liason.ElectionsWe didn’t collect email addresses at the gate this year, which is how we normally register people to vote. Troy proposed allowing people to register online, similar to the first time that we held online elections. The motion passed with a unanimous vote.Timeline10/19: Email announcing elections to go out

1. Timeline
2. How to sign up to vote
3. How to self nominate
4. responsibilities and expectations of board members
5. Nominations open on this date

11/5: Nominations close11/6: Town Hall Meeting

1. Election kickoff
2. Candidates present themselves, make statements, answer questions by those in attendance
3. Election website goes live
4. Voting begins
5. Responsibilities

1. Troy: tech
2. Tunna: logistics
3. Age: moderator

11/19: Decompression

1. 12 pm: elections close
2. 2 pm: announcements sent out to all media
3. during decom: formal announcement of new BOD

11/20: Decompression

1. Meet the new board

12/11: Incoming/Outgoing BOD MeetingAt the end of the meeting, Jessica proposed that she take the position of Communications Liason. She knows how to get the word out, and will be happy to start by keeping people informed about the election process through Facebook, Alchemy Talk, announcement lists, etc.

Alchemy BOD Minutes: September 2011

BOD Meeting, September 11thAll Present.  Meeting Starts 5:25pm.No August meeting.July Minutes – Dawn will set up a poll and we will vote tonight.AlchemySchwag – Troy had a helix design.  Wouldn’t work in pewter – too complicated.  3000 ordered, approx. $1/each.   1000 will arrive by Wed of Alchemy – guaranteed.  More ball chain to be ordered.Portajohns – Ordering 32 portapotties, 2 handicapped.  32 up from 29, with double the dumps.Golf Carts – 11 on order, twice as many as last year:  2 six-passengers – 1 shuttle, 8 regular & 1 utility.  Discussed distribution and use of carts.DMV – Will discuss cars with owners and tape to cars.  R to draw up agreement.Gate – Discussed layout – Check Point Charlie.  Tunna to  look at high powered base station for First Aid, Check Point Charlie.Insurance – All good.  Need to update them when we have date for Decomp.Shade Structures – APW needs to source and order 2 sets of polls and repair tarp holes from Euphoria’s Effigy fire.Build – This Friday evening through build week.Pageant – 4-5 min ariel fireworks & 2 20-gallon fire bombs.  Lighting the effigy discussed.  $7K.Gate – They will have contractor passes, not tickets.  T negotiating cost with contractors:  $4500, they want $6000.  15-20 people.  Wed 9am – Mon am, exit only after 8pm Sat.  Less than $800 for 2 Android pads and scanners.Perimeter – Cost should be the same as last year - $1500 to land cost.  Thurs pm – Sat night.Greeters – Working until 3am, located at old Gate.  They will distribute schwag and survival guides.  Need 62 total volunteers – 10 current for Greeters.Signage – Troy will order reusable signs from UFO sign company.  Troy to get sample of signs to Tunna for testing.Wireless – Main field, Center Camp, Connexus, Greeters  - computers and projector at Greeters.  It will be a live version of Camp Placement.  $1900 for open wireless – dynamic site that anyone can access.Lamplighters – Purchases submitted.  Signage good.  Have some poles to make.APW – Discussed portajohn screens.  New generators & extended fuel tanks – 72 hrs constantly running. – Have plenty of genies.  Discussed needed equipment for APW.Rangers – wants to be near First Aid.  10x10 next to stage.Effigy – New design.  Troy to talk to Smokey about grading and will update by week end.  We have 6 volunteers for the Effigy – each weekend discussed.Temple – Purchase list into Troy.  Starting build this/next weekend.  Doing as much pre-build as possible pre-burn.Center Camp – Amber needs access to her email – Alchemy Team Lead.  Doesn’t need volunteers.  Would like an extra shade structure, if possible.  Have acts, need schedule.Lamplighters – Asking for 1 big tent.Connexus – Has wireless set-up, tent, etc.Art Team – Doesn’t need much.Fire Team – Needs some tools, fire suit, etc.  Needs cart only on burn night.LNT – Mostly just needs signage.First Aid – Nuggets requesting more cots.  Rambo – hired EMT, approx. $1000/weekend.Rangers – Asked about carding at bars – bartender’s responsibility.  Discussed perimeter needs.Fire Conclave – Being handled by Trevor.Placement?  Theme Camp Coordinator?   Liason with large theme camps – perhaps have areas that are placed and others that are not placed.Vote:  No.Team Lead meetup?  Nothing formal – this weekend or the weekend after.  Troy -> Team Leads to coordinate.Community Outreach – Rebecca to approach Walmart, Chamber of Commerce and let them know what type of things burners need, etc.Vote:  Rebecca good to move forward.Decomp – Yes.  Location – TBD.  Date, Lead, etc?  Tareq to lead.  Will look into sites.EuphoriaMay 11-13 – Tentative date pending Event Report.Ends 8:15pm

Alchemy BOD Minutes: January 2011

BOD meeting January 16th 3:48In attendance Dawn, Gbear, Clove, Rebecca, Troy, TunnaFinancial update will be done by Monday -by TroyEvent Report is waiting on the financials and last team lead reports, looking like Wednesday -Troy  -Tunna to make sure Apw and effigy reports are sent to troyElections using Dawns copy, with a January 31st  deadline from today for board member nominations, and a voting from the first to the tenth of February. We will use the same voting system as last year.  Changes in the Bylaws to reflect the way we actually run elections. **Vote to suspend section IV-C pending a rewrite to reflect the actual way we do elections, and any other relevant sections relating to elections**  all vote ayeTown hall meeting on the Feb. 13th at colab, Rebecca will announce the meeting.  We will announce the new board members and have our first board meeting. Team leads call out should be put out by the new board, tabled till feb. meetingTickets design call out by Troy tonight. deadline march 1st.Our Discussions on how to improve ticketing, gate and greeters.Changes to Ticketing- add a bar-code, in place of the gate code. Digitize the waiver to speed up intake. Start working on the system, testing etc.Moving greeters to gate? swag at greeters should make people more inclined to stop. then greeters would have to be open all hours that gate is.Gate changes, lanes to speed up, dedicated exit lanes, maybe use the back road as an exit.Our discussion on how to improve relation with LEO/fire and the indigenous population, especially as it relates to noise complaints.  Noise complaints and road blocks might be less of an issue if we improve how we work with the LEO/fire and local businesses to show that we are a good thing to the community.  Extend Community effort to include the Lafayette community.  A little PR will go a long way. Maybe a gift basket to LEO/fire just before eventTicket prices for 2011 fall eventFive dollar tickets for the first 500 tickets, Total loss of 15000. maybe a special ticket to denote the five dollar ticket.  Table the vote till after the financial update is completedNonprofit status Table the creation of a nonprofit Alchemy corp. till new board is seated.  If we create a new company and dissolve the current LLC, as per the bylaws the board can transfer all assets to the new nonprofit.Newsletter- town hall, nominations, ticket design, ticket pricing and sale dates by RebeccaAn action Item for new board another newsletter with introductions, call out for team leads, art fundraiser, reminder about ticket design and pricing. Spring burn, memorial day weekend/first weekend in may? Possible not at Cherokee farms,  size limit? Reusing the infrastructure that we already have, to maximize the investment.  Something with lower infrastructure and lower overhead.  need to secure land and a date**vote to explore locations and dates for a spring burn** all vote aye APW Off season budget generator, shelving, etc. Tunna will have a budget for the Feb. board meetingBurning Man Regional meeting April 1st weekend.  Possibly a presentation on Colab and alchemy art fund raiser, our board elections, and Kids policy.Tabled items for February Team leads applicationsnews letter with board introductions, team lead call out, ticket design reminder, ticket prices and sale dates

Alchemy BOD Minutes: July 2011

"BOD Meeting July 10thAttending: Tunna, Troy, Age, Dawn, Lovelace, CloveAlso present: Sarah Griffin, Joey FossRebecca is still working of event report for Euphoria, she expects it should be in the black financially, no outstanding comments.There is a serious bug in ticketing system for Euphoria regarding the sites timeclock, at midnight the system resets and lists the event as no longer being ‘open’ which causes problems and confusion. A total of 492 tickets were sold for Euphoria 2011.Ipod 1 and wand scanners in the works for the check in at Alchemy according to Troy.  This system would use electronic signatures and hopefully speed up our check in time even more. Troy intends to purchase 4 of these scanners for the event.Art fundraiser149 persons in and voting ($2200)Bar $700~ inAuction $1400~Of the art projects submitted 4 of 10 received 100 percent of the funds they asked for.  All of the remaining 6 projects at least made the minimum funding amount they requested.Discussed needed website updates. Deadline for updating website, posting the past notes, etc. by Wednesday per Troy. Estimates for providing internet connectivity between connexus and greeters are ~ $700. We need to get this rolling to have it ready in time for Alchemy.  Alchemy Budgets requests should be received from team leads in the next few days.  Lamplighters will be lower than expected previously since they will not be used as many lanterns as initially expected.  The biggest expense for lamplighters is planned to be a few new robes. Replacing the  poles for the shade shelters is a critical repair and should be handled as soon as possible.  Repair or replacement of Trevor’s Ephormance shelter cover needs to be done as it sustained damage from flying embers when the wind shifted during the effigy burn.  We need a few extra golf carts for this years Alchemy and have also talked about letting some people with injuries rent their own carts.High Techs Special Effects will be doing the fireworks again for this years effigy burn and may be doing something on Friday night as well.  Troy is in talks with them he will get the proposed budget for the fireworks to the board in the next few days..Other concerns for this years Alchemy are the addition of a few more porto johns and have twice daily dumps to accommodate the larger attendance.  We are opening the octagon field for camping as the parking area is too hilly for for comfortable tent placement.  This presents us with the challenge of closing off the additional roads leading in and out.  Sarah will be doing greeters, not 24/7 as originally discussed but at closing at 3am to 8am leaving gate open.  Gate will be paid again this year; we are in contact with a professional crew to do this.  Gate needs to be more effective this year.  Kegas is dealing with vehicles/art cars as safety and “fit” have become an issue as the burn has grown.  We do need to get actually measurements of some clearances on the site so we know what can get through and what will cause problems. We have also decided to acquire 2 large golf carts for parking team to ferry people around to and from parking and to deface cars parked too long in the general camping area.Tickets sales for alchemy are currently at 800~  this means its time to start a push to promote alchemy on facebook, burner lists, etc.CORE project:  Core is being run by Betty-June.  Tunna is contemplating a redesign of the effigy to make the cuts easier, truncated sections instead of full pyramids.  The container leaves in 35 day  (the 14th)  Action packers are strongly recommended.  Bikes must be boxed. Space will be sold at $5 a cubic foot.  Tickets sales for alchemy are currently at 800~  this means its time to start a push to promote alchemy on facebook, burner lists, etc.Alchemy Effigy The plan was a submission by Brian Mclean.  It will be a tower with a helix structure.  The biard has decided to look into grading the hill each year and have a firm structural base at Cherokee Hills.  Troy will discuss this with Smokey.  May minutes approved vocally by all board members.The next board meeting will be the second Sunday of August at CoLab 3pm to be moderated by Troy, Clove will take notes.Finished at 6:30"

Alchemy BOD Minutes: May 2011

BOD Meeting May 18thAttending: Tunna, Age, Troy, DawnClove via web. Lovelace not attending.Troy is working on insurance for events using the same company we have dealt with in the past. Paperwork has been sent, no problems are expected.Art Fundraiser will be at Little Tree Studios, in Decatur. Worst case scenario for cost of renting the space for the event is projected to be $275 Troy is angling for the space to be given to us for free, updates to be given to board as they develop. The Little Tree Studios space will hold 200 or 300 attendees max.  We are not anticipating problems do to a conflict with event “E-volver” also being held in Atlanta that evening.Newsletter will be sent out tonight by Troy, with updated info and a call for volunteers and the few lead positions still open: Greeter, Art team, EMT, Fire.Call out will be sent for budgets for events by TroyAvailable board members and Event Lead, Rebecca will make a field trip to Cherokee Farms the first weekend of June first weekend to check property and decide which fields to use for Euphoria.  *Later changed to Memorial Day weekend.Tunna is pricing new genny and fuel storage container and the increase in the lamps needed for lighting new fields.  He will report finding to the board at our next meeting.The board also discussed the possibility of creating 3 or 4G internet access for the events.  This may not be ready in time for Euphoria, but we would like to test the system at Euphoria if at all possible, with plans to be online by Alchemy.EuphoriaBarcode scanners will be up and ready in time for Euphoria and will have touch screen, waiver signing available (we hope).Decision was made to plan for roughly 600 attendees for Euphoria and thus, 16 post-o-johns.Rebecca announced that there will be swag for Euphoria. Swag will be donated by several CoLabers and other artists.  It will be a little clay Euphoria symbol.EMT is covered by Flounder for Euphoria.  Flounder will also check the supplies for the event and inventory and see what we need to replace/add.  Ranger sashs will be screenprinted with Euphoria logo for the event as well.Nexxus-con are in talks with us over the gate issue.  They would be used for both events if they are available.  Age will be the contact with Nexxus153 tickets sold for Euphoria at this point.  The board has decided that we want a presence for Burners Without Borders at the event and at all future events.  This may be something as simple as a board with information/photos/sign up sheets or may evolve into something larger using new media that will be available to us in Connexus. Clove is the current contact for our region.We have decided to NOT mail out tickets this year.  Souvenir tickets will be handed out at the gate when you get in with your barcode.  This will save us the mailing costs and hopefully diminish the confusion we deal with every year with people unsure of exactly which document will get them into the event. CoreThe board discussed the rental of a 40 foot container to get the effigy to burning man, we can rent out the extra space to ATL to Burning Man people to help defray the cost.  Tunna will ask about getting water delivered to the playa for Troy’s theme camp.  Other Burning Man talk tabled until we survive Euphoria.

Alchemy BOD Minutes: April 2011

BOD Meeting April 10thIn attendance, Troy, Dawn, Age, Tunna, Clove and Lovelove via call in.*Troy to post minutes from last month.*Euphoria ticket price @ $30, budget considered and ticket price approved.*Alchemical Arts Alliance as name for non-profit approved.  Troy to send announcement for Alchemy going to 501c3 and moving to a non-profit. Call out for logo design.*Reblip-- Troy to send out newsletter regarding all the things we need to make public.... the AAA info, Team Leads already going and those left to fill.*Action item for Dawn to speak to Jon about EMT for Alchemy.*Joey mentioned he knows a group who might be interested in gate. Age also knows people w Nexacon. Look into this group for possible paid gate personnel. Age to reach out to them.*Discussion on how to staff gate numbers wise.*Consensus on hiring for gate and perimeter staff.*Discussion on where to place greeters. Midway between gate and corner where Connexus used to be. Have greeters give out schwag and be aggressive about LNT/MOOP and discuss the Principles before moving along.*Consider to moving all parking, gate and etc forward to accommodate higher population. Potentially put gate front up onto turn to Walnut Row. Greeters where gate used to be.  Parking in front field. Want to walk thru land to verify this is doable.*Potentially need shuttle to run those from parking to burn field once cars have parked for the event after unloading.*Work weekend: Install shelving into the container-- make sure all is in working order. Tunna wants to Circus Tent with others to show how it works.*CORE proposal -- Tunna. Waiting on transportation costs.*Agreement to use Alchemy resources for CORE project transport and use.*Action item for Clove-- contact accountant for office to see if interested to doing accounting for AAA.Concluded meeting at 5:35pm."

Alchemy BOD Minutes: February 2011

BOD 2/13/2011 Meeting MinutesFinancials:  Troy - Financials are provisional. Need a little polish, but correct at top and bottom lines.Event report also needs polishing. Will send out tomorrow afternoon.Text for Team Lead Callouts.  Suggested by Tunna: short paragraph “if you see something that should be on this list, let us know. . .""Conclave Debate:  Discussed fine tuning language when someone comes forward with “an idea”. Alchemy will not fund it/have an official _____, but you can create a theme camp.Table the issue.Team Lead Callout needs to go out.  Lovelace to take last year’s list w/ descriptions, send to board list – this evening.  Everyone to look at list by Wednesday, adjust the text and have send the call out by Saturday.Non-profit Status - Vote to start 501c3 process started. Unanimous in favor.Tunna volunteering to be Alchemy Quartermaster. Troy - Let’s think about what that means.Euphoria:  Rebecca - Team leads to be approved by event lead.  Board to discuss in conference call this week and vote by end of week.Whatever we decide will need to be notated in the ByLaws.Lovelace to facilitate next meeting.Troy to take notes.At Lovelace’s house.