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.
Alchemy BOD Minutes: March 2010
Alchemy Board Meeting 2010.03.14 Present: Dawn, Troy, Rebecca, Lovelace, Clove, TunnaStart: 3:18 pmRebecca facilitating.Old businessAfterburn Report: Troy – never put the work into it. Will have it done Monday evening.Action: Troy afterburn report Shipping Container – Tunna: maintenance on a trailer $800/year$380 to move from Colab to Cherokee Farms and back.$2000 – container (8 x 40)$3000 – 48 foot trailerTunna will have estimate report to the boardBig Tents: Troy: people in Asheville have two tents for sale right now.Single peak: $4500Smaller: $2500, but material is not firecode rated Tunna will get the container info by end of week. Decision by Tuesday.Set deadline for Tent decision after getting info for container.Review BylawsInput in by end of the month.Update on official status – CloveYes, we’re official.Revival of the newsletter – RebeccaWe need to start including things like “LNT Guidelines” or educational stuff, etc.Troy: We should do a joint effort to create some text based content for release by end of week.Action: Rebecca to create collaborative Google Doc.Team LeadsKat – yes. She put her own structure together.Janine – yesTroy to put another call out for Team lead apps, requested deadline: next board meeting.In/Out Tokens, Pageant, etc.People to contact for making puzzles:SparRyan mathernFreesideCamp scienceCall for puzzle people?VOTE: Skeleton key as In/Out Tokens? yesAction: March 31 – have token designedArt Fundraiser: June 19thMeeting over: 4:13
Alchemy BOD Minutes: July 2010
7/12/2010Meeting started at 7:35All BOD in attendanceHeld at Colab~~~~~Container-- No charge from Smokey to host on land. Write intocontract. Deliver at anytime.Date to retrieve tent--Troy emailed guy, waiting to hear back.$100-$120 to learn to set-up by actual demo. Troy to try torenegotiate learning set-up fee.Public-ness of Burn Plan-- Troy working on written part of of this.Troy to finish composing and will send to board tomorrow.Puzzle Update---happenedArt fundraiser update-- Those who wanted paid via paypal, were paidtoday. Some refused money that were below their minimum. Otherrequested checks, Troy to mail out.Schwag-- Sparr willing to do model. Once we have the model, Troy canget the quoteFirst aid--Lovelace looked for staffing agencies who could cover firstaid. Quote for Fri-Sun. $20-$30 per hour.Chancelor interested in First aid and one other, Alchemy newbieFire Safety-- Lo and Eli sent info on this year's needs from Troy.Waiting for reply on agreement to this year's plan.Center Camp and Connexus still open for team leadsTeam lead meet and greet-- need to schedule, BBQ one evening at Colab or ZenDen.Need to schedule in town work times, Temple, Effigy pre-build etc.**Troy to send out email to gate people from last year.**Tunna to get Troy budget for APW/Effigy by week's end.Conclave-- advertise time for a fire conclave from 9-945 pm on Sat.Add this into language of write about publicity of Effigy burn.""Saturday night Pageant fire conclave""Monetary discussion about land payment happened. This will be includedin submitted budget by Troy (once he gets it typed up)Newsletter with new language regarding conclave, Effigy, open teamleads, puzzles, etcPay security for perimeter in discussion. Smokey has people that do italready for other events on 4-wheelers. Checking into thispossibility.Check with Smokey about firewood--already chopped or haul inMeeting over at 8:35 pm
Alchemy BOD Minutes: June 2010
Alchemy Board Meeting MinutesJune 11, 2010All members in attendanceRebecca facilitatingBeginning at 3:35 p.m.Old business from May 18 meetingMinutes from May meeting need to be redactedWeb updates and financial reports discussed in previous meeting arestill unfinished but expected by the end of the week (May 25th)New BusinessContainer:Votes are still out of the proposal of a container purchase. Currentestimated cost is ~4500. A board member needs to discuss both the costof having the container on Cherokee Hills land and exactly what accesswe will have to the container with Smokey. Troy has volunteered to dothis.Tent:The current expenses for the new tent are at ~4300. A similar tentwill be raised in Asheville and the sellers would like us to have thechance to watch and videotape the work involved. This will happenduring the time of the Alchemy Art Fundraiser Event at CoLab sosomeone else needs to be found to videotape this. Arlo may be apossibility. Troy will contact him and discuss the possibility ofsending up a video camera.Team Leads:The positions for team lead of Center Camp, Connexus, First Aid & FireSafety are still unfilledTangent has been voted in for CoLead of the GreetersRanger Rack will ask if Michelle is interested in a CoLead position.Leads for the openings in First Aid & Fire Safety will be shelveduntil the July meeting.Troy will contact potential web-lead about additional experienceneeded for position.Budget:The new budget is still being worked on but will be ready by the Julymeeting. The approximate cost of the Effigy is proposed to be $2000.Lamplighter Update:Subleads are filled. A kitchen area and chapel are planned for thisyear. The number of lamps leading up to the effigy will be doubled andnew lamps will be added to back pocket areas. Current budget is at~$2400 and 16 more robes have been ordered.APW Update:Projects for this year include the screening of more Porto-Johns andthe painting of supports for ease of identification. The blueprint ofthe effigy is ready. Keith described the temple design using visualaids and will have a blueprint shortly along with a more detailedbudget. Proposed date of June 24th.Puzzles for Alchemy 2010:DASH: a large scale scavenger huntSurvival Guide for 2010:Rebecca will head up this project with a projected send out date of late August.Insurance:Insurance for the event has been applied for from the same companypreviously used, Gold Coast. Events covered will be the ArtFundraiser, Alchemy itself and the Decompression.Work Weekend:No current dates for Work Weekends.Tickets:Tickets will be organized and prepared for mailing this Thursday 22nd,8:00 p.m. at CoLab.Police Interactions during the Art Fundraiser:As was last year, the Art Fundraiser will sell cups but provide freealcohol, which has been donated to the bar.CoLab improvements include a private windscreen and a decibel meter.Rebecca will write a contract between the Alchemy Board and CoLabRepresentatives for the Fundraiser. The Board has voted and will bailTroy out of jail in the event it becomes necessary due to the event.Fire Approval for the Fundraiser is expected to clear on Monday 19th.It has been decided that Alchemy will proceed with filing for 501c3 status.
Alchemy BOD Minutes: May 2010
Alchemy board meeting minutesMay 18, 2010All in attendanceStarting at 7:35pmLovelace facilitating. To-dos are in BOLD. Dependencies are in italics.Beginning new businessTroy: concern about lack of responsiveness of BODGet a newsletter out as a solicitation for puzzles and to advertisethe art fundraiser ASAPMove for Troy to deal with the puzzle stuff w/out further boardapproval. All approved.Brief discussion about using Paypal as the payment method. Some burnshave had issues with this – we haven’t so we will stick with it.Old business from last meetingIn/Out tokens: Troy bought a 3D model of a skeleton key to getstarted. He has been working on the model to make it look right – willhopefully have it done by Friday. Then he will call for Alpine Castingto work out price.Reports on recent purchases:New truck – license and insurance purchased.Agreement to park the truck at CoLab –Proposal: $10 per month to park it at CoLab, CoLab can park itwherever it wants. CoLab isn’t responsible for damages to the vehicleor theft or anything like that. CoLab can move it if it needs to.Troy, as rep of both Colab and Alchemy will keep possession of thekeys. Reps of Alchemy can gain access to truck as often as they want,with reasonable notice.Rebecca to type up and get official doc by Thursday.Tent discussionTotal price is supposed to be $4800. We will get a couple ofdiscounts. Waiting on final bill. Discount for prepaying and thengetting it in June, and also because it has been committed to use atBonnaroo. They are splitting the rental fee for the use there, andthere will be no damage. This = around $350 discount for the rentalfee and another consideration for prepayment. They have been reallyresponsive. It’s a good deal, and will have everything we need to putit up. Troy intends to see if someone in Asheville will go and videoit being installed. Will include LED lighting setup. Waiting on theinvoice so we can pay and we can close out for the year. Have to runup and get it. Troy will continue on this.Laptop and projector for ConnexusTroy is going to put this in the budget when he does his budget.Work play weekend: Troy will call Smokey to figure out.Options: July 3 – 4 (preference)July 31-Aug 1August 7-8August 14-15Container: need to scope out where to put it on Smokey’s land, andmake contract b/t us and Smokey. 53’ container. Tunna to provide thetotal net for the container.Team leads:Prompt Keith to submit a proposal for temple – Tunna or CloveApprove Troy for event lead? All yesApprove Tunna for Effigy and APW? All yesGreeter: Janelle - no response all no. Rebecca contacted Jenn Dorrfor this – awaiting response.Rebecca contacted Amber for Center Camp: she’s not availableLovelace contacted his lady for medic: she doesn’t want to be a teamlead for her first AlchemyKrystal Light? Maybe good for fire safety or possibly for medic.Ky for first aid? Let’s look for someone who may be medicallycertified. Lovelace will put out the call by Friday. Possibly talk toEric and Charlee.Ranger: Ranger Rack – Michele discouraged Troy from contacting herTo fillGreeter – possibly Jenn DorrFirst AidRangers – Pete – Troy will contactFire SafetyWebConnexus- Sparr? Pauly?Center CampTempleRebecca will continue work on the Web team until we have someone step up.Board members should send a call out for each of these. Dawn will doConnexus call out. Clove will do Center Camp. Lovelace will do FirstAid.Troy to get newsletter out by Friday.New stuffArt Fundraiser updateR and Troy met with Danielle on Sunday to discuss the Fundraiser. Troyis doing the task of the fire watch and the insurance for theFundraiser. The initial call for submissions has gone out. We haveencouraged her to take the lead – she came up with the raffle idea.Clove to send out on the ATL announce list.Volunteer Form: Rebecca will check it.Email addresses: update them for current team leads (Troy)Put links on the website for positions that haven’t been filled. (Troy will do)Board bios: put them up. Get new ones from Tunna and Lovelace, postDawn’s. (Rebecca will do)Rebecca to update bylaws and get to the Board by tomorrow evening.Overall event budget: Troy will try to get first budget in by end of May.End of meeting: 8:42pmFor next meeting, June 13 @CoLab, Facilitating: Tunna | Note taking: Dawn
Alchemy BOD Minutes: April 2010
Board Meeting, 4/11/2010All members in attendanceAfterburn report- text done. Troy to send text out today, finish YE financials ASAPBylaws- some review done, Rebecca to re-review bylaws alsoNewlsetter- awaiting Dawn's voteInvitation- agreed on Keith's submissionphotos within the next days2500 ticketsprint job out by end of the weekIn/Out Tokens- work w/ Tunna on Wednesday on designNew truck- still needs license plate and insuranceWork day/weekend- retrieve storage unit stuff, either during week or April 25th- need work weekend in July/AugustTruck- establish agreement to park truck @ CoLabTent- need to go to Asheville to receiveTeam Leads- LNT- Lamplighters- Greeters, Janel Caudel, email to get details on application, Dawn may have co-lead potential- Rangers, talk to Michele to get Ranger Rack's info- Medical -- recruit Krystal Light- Art - Michele?- Web team - ?- Connexus - make map electronic, etc.- Center Camp - Amber?- Temple -- Effigy -- Fire Safety - talk to Crystal about other names?Purchases- laptops for gate, connexus- need projector for connexusBudgets- want budgets put together by May 15thNext meeting, May 9th. Rebecca take notes, Lovelace facilitates
Alchemy BOD Minutes: February 2010
Feb. 21 board meetingPresent: Dawn, Rebecca, Clove, Lee, Troy, Lovelace and Tunnameeting called to order at 3:25 Welcomed New and returning board members- Review of Board Procedures- Discussion on how we use consensus to reach unanimous decisions on the board.- Review of Board list, online polls, other board procedures and our transparency plan- General Operations Of Alchemy LLC- The board manages the off site concerns, direction of the event and the selection of team leads- The event Lead is responsible for all things at the burnAfterburn Reports and Financial- The Event Afterburn is waiting on reports from Fire Safety and Web Team, Financial Reports need to be brought current- *AI* Troy is going to bring Financial reports up todate and post them to the Board list, and complete the Afterburn report- We didnt increase ticket prices over the past two years, and wouldn't increase them this year either. We believe that we are the least expensive event in the Southeast- The LLC has approximately 7-8 thousand dollars surplus after last years event, we would like to spend down what we can to prevent paying taxes on it- Ideals on what to spend that money on- A Freight Container or a semitrailer, for storage of infrastructure on site year round- *AI* Tunna will work with Lee and price out both options and transport costs, and present findings to board- A larger tent for Center Camp- *AI* Troy was going to price out options for the boardBylaw Review- Board Members should review Bylaws, and disscuss any changes they can think of on Board email list.- We will open Bylaw review to the Community- *AI* Rebecca will email alchemy talk list about the bylaw reviewTeam Leads- After a discussion about how the gate/greeters/connexsus worked at the event last year, and the option of splitting greeters from connexus, allowing connexus to focus more on ""playa info"" kind of role at the event. All voted aye.- after the last two years the temple has become a fixture, and since alchemy funds the temple it is only prudent that we have team lead to be responsible for the temple. all voted aye- *AI* Troy is going to write up descriptions for the new teams, and post to board list, so we can review by end of week- *AI* Rebecca to update website and the volunteer sign up database- We should get the call out by next sundayTicket Design- Again we will open a Ticket design to the community, entries to be received by March 30th- *AI* Lovelace to email Alchemy talk, and include theme write upOpening Ticket Sales- We will open ticket sales on April 1st, as we have in years past, and see no need for a sales cap, at this or any time- Following the growth trends of the past years we should expect around 1500 tickets sold this yearEffigy and In/out tokens - Discussions tabled till next meeting(East Coast/East of the Mississippi) Super regional- Is Alchemy willing to loan our infrastructure to a super regional?- Currently the Alchemy board supports the idea of a supper regional as it goes forward and will address any infrastructure loans as event planning progressesBeing Official- Clove informed the board that she completed the necessary web form with BMHQ for us to be an official BM sanctioned event.Meeting closed at 4:12
Alchemy BOD Minutes: September 2009
Alchemy Board MinutesSeptember 13, 2009Overall to do items:Troy: a) to follow up re: pyro license; b) send wording for filmdocumentary people to Board and then to filmers; c) create lamenants;Rebecca: a) re-work waiver for lamenants and for gate and submit toBoard; b) waiver for Smokey's people; c) talk to Scarlett about movingConnexus stuff to Co-Lab next weekendLee: a) contact Scott and deal with Survival Guide; b) talk to Robertre: temple wood orderTunna: a) check on container prices; b) check on rental truck prices;Clove: a) add stuff to Atl announce; b) contact fundraiser artists tofollow up with them on progress; c) follow up with Aislinn re:distribution of moneyJoshua: take pictures of fundraiser artist art at event.In attendance: AllBegin time: 11:13 amUp to judge to determine if this requires a pyro license of $1,000 (wewould only have to pay for a local shooter who has their own license).Our people are not licensed in GA – they are licensed in TN. We haveto apply with probate judge – they have to decide if we need a localshooter. Application costs $10. We may have to have a standby firewatch. Could go as high as $5,000, which was our budget.Contractors are not participants and do not need invites. They areallowed on site for a period of time before and after their contractedjob. Subjective. Can be ejected by 3 team leads. In/out policy doesn'tapply to contractors.Lamenants – for gate people and for pyro people, potty people andSmokey's guests. Waivers for contractors. (Rebecca: review waiver toput on back of lamenant and get a thing for Smokey to sign)Waiver changes:not necessarily the best waiver – Rebecca will re-work and submit this week.Invitations sales:At last glance, 622. That puts us at 992 estimated. Not at the pointwhere all our budget items will be paid for, but we are close.Survival Guide:Lee will connect with Scott to get updates done. Board to get updatesby midnight tonight. Lee to submit recommendations by tomorrow. Maygive us time to get the map together.Storage Unit/Container:We will have more stuff this year than will fit in our storage unit.We either have to get a second storage unit, which doubles our cost($90 prepaid, so it would be $200/month), or we can get a storagecontainer and leave it on Smokey's land. If we put a storage containeron his land, we need a lease with him. Saves us money for moving thecontainer back and forth ($~400 + either way). We may not have moneyright now – we will have to see. We go month to month automatically atthe storage unit.If we can time it so we have a storage unit on site at the end of theevent, we won't need a moving truck, etc. Tunna to check on numbersagain for container.Pre-work weekend.Next weekend, 18-20. Talk to Scarlett about moving Connexus stuff toCo-Lab. We have a lot of tasks left – try to centralize all the stuff,even personal projects. Troy to talk to Scarlett about moving Connexusstuff. Clove to include in Atl Announce (along with gate open timesfor Alchemy).Effigy and Temple build.Temple-Saw designs for Temple. Need wood order. Lee will talk to Robert aboutlack of wood order. No plan to pre-build until Build weekend.Effigy-Green needs to order wood for facing. Troy to follow up with Green forwood order. We can rent a 10” saw, here in town. Encourage Green towork at Co-Lab.Truck rental.We will probably have to rent truck anyway. U-Haul is good because wecould drop off at storage unit. Tunna to get updated quote for truckrental.Art Team.Clove to follow up with artists from fundraiser to see what theirstatus is. Rebecca to send email list to Clove. Artists invited tofinish projects at Co-Lab next weekend. Clove to email Aislinn onemore time to distribute her $135. Joshua will take pictures of fundedart and document it. Rebecca to put on web.In/Out schwag.We paid the money to Rick Barry to cover CAD costs. Total cost is$1850 for 1500 of items. Status: model is back, this week they'rebuilding mold. Next week they are doing casting. We have to decide onfinish. Antiquing, matte, and super shiny. Samples have beenrequested. Hopefully we will get them on build weekend.Request for documentary filmmaker.Tell people BOD retains rights to info – final product must bereviewed by BOD. Don't film people who are naked or intoxicated w/outpermission – get releases from people you film, and we get finalreview. Troy to send wording to Board first, then to filmers.Adjourned – 12:19.
Alchemy BOD Minutes: August 2009
Action ItemsTroy:1. Send email to APW outlining your ideas about the work weekend2. Send email to Fire Safety regarding the issue with the sled.Rebecca1. Send email to TL's no later than 8/10 regarding the Survival Guide2. Research screen printing on the in/out tokens3. Look up legalese for the wording of the rental policyTunna1. Etching of the bullets completed by drop dead date of a week from todayMeeting Minutes:Locale: The Reef, Puzzle's house, Woodstock, Ga.Members in attendance: Clove/Buttercup, Joshua/Try Me!, Lee/Puzzle,Rebecca, Troy/Runaway, Tunna KeroseneWork WeekendWork completed: Spars for the effigy cut and assembled, stored inseveral pieces. Boards for the effigy bar cut. Potty shades partlyassembled. Identified areas where we can improve, will be sharing thatwith the APW team leads.Site ChangesRoad in front of the stage will be closed. Road rerouted to the roadat the bottom of the hill. Will use barricades to block off the oldroad.Justin has asked to keep the circus tent where it, in the field to theright of the stage.Connexus will move to the new fork in the road.Fire Team RequestThe Fire Safety made the request to us a 'sled' owned by Vespa to usefor fire control at the effigy and at the other fires at the event.Vespa has requested compensation for his gas expenses to bring thesled to the event. In keeping with our historical policy to notcompensate volunteers for travel expenses and after conversation aboutour rental policy, Troy will ask the Fire Team to define the issuethey are trying to solve and come up with ways we can solve the issuethat is more in keeping with the philosophies of the LLC.Rental PolicyFire Team's request brought up a discussion of whether or not we wouldbe willing to compensate a participant as a rental vendor. Afterdiscussion, it was decided that we would stick with our current policy of not compensating volunteers for travel expenses and we would word our rental policy to ensure that we rent only from vendors who can provide full support for the product being rented.Invitation/Budget ReportCurrent sold: 459On target to hit a total attendance of 1100 if last year's numbers hold.$12K in the bank, looking at what from our budgets can be purchased.Budget reports now available with the other financial reports.In/Out tokensHAHa you cant know 'cause its a surprise!!!PageantHaHa you also can't know 'cause its another surpriseSurvival GuideRebecca will post topics to the team leads no later than 8/10Submission deadlines by 8/20Ready to publish by 9/1Gate TeamTroy will be meeting with the hired gate RV couple at the end of next weekStorage UnitCurrent contract with the storage place up in October, can go month by month.Idea of buying a storage container (approx $2000) seems to be where wewant to go. Have to price them out and figure out where to store it.Information we need to gather:Store it at Cherokee Farms, land leaseStore it at Colab, dependant on Colab being a reality and givingprices on how much the storage fees would bePrice to ship it from Atlanta?How much more work will get done if we house in Atl and ship to LaFayette?Spring EventDiscussion of Spring Event. Will discuss on Alchemy Talk to see whatthe reaction is.Next Mtg- Rebecca, note taker. Joshua, facilitate.
Alchemy BOD Minutes: July 2009
Meeting starts 4:10 PM. Present are Rebecca, Troy, Joshua, Tunna, Lee, Clove.1. Information Flow and Approval: “The board decided X because” is a trigger phrase… wording similar to this must be approved by board. Decided to continue discussion of this topic with all members present at next board meeting.Basically dismissed the topic, leaving it as concluded last month. Troy: People are going to say what they're going to say, and it's probably not actually creating enough of an issue outside the board to devote this much energy to it.2. Update re: Fundraiser. Rebecca submitted 1st draft of wrap-up report to art team. Waiting on responses from team members to complete. Further discussion? Art team to determine how to distribute Aislinn's money. Also, Troy needs receipts for reimbursements if they're out there. Need to get newsletter out soon with work weekend etc... would like to have art team report in there. Rebecca will try to get wrapped up by Friday at the latest.3. Gate Manual Review notes, if any.Gate staffing. Troy has gotten plenty of responses from RV workers who can staff the gate. All in price range. All are 2 people for the whole weekend. Question as to whether 2 people will be enough for the busiest times. Will supplement RV workers with volunteers at busy times. RV workers to be ultimately responsible for following procedures r.e. waivers, ID checking etc... Volunteers to be managed by RV workers. Suggest that volunteers handle less critical tasks and RV workers focus on critical stuff like waivers, ID checking etc...To discuss by Friday...ish. Online. Lee has edits to add, but hadn't added them yet.4. Troy Action item from last meeting: Weekly log of changes to web site sent to board. Incomplete, needs to be done. Carry over action item to next meeting.5. Bylaws. Submitted to the community for comment, comments have been incorporated. Troy sent copy to Raspa and Andi Grace for review/comment, got no response. Vote to approve: All vote yea. Bylaws in effect immediately.6. Troy: Parkchase wants to do census as his personal project. Should we send census info to ticket-holders' list? Only want to use ticket-holders' list for information directly related to ticketing, event, not for art projects or other ancillary stuff. For one thing, the ticket-holders' list isn't easy to opt out of, so we don't want to send stuff they might not want. Don't want to open the floodgates to other projects basically spamming that list.Adjourn at 4:58 PM.
Alchemy BOD Minutes: June 2009
6/14/2009 Board Meeting, started 4:10pm, ended 5:54pmLee, Tunna, Clove, Troy, Rebecca in attendanceInformation Flow and Approval“The board decided X because” is a trigger phrase… wording similar to this must be approved by board. All Agreed.Decided to continue discussion of this topic with all members present at next board meeting.Have website change log sent weekly to board list. All Agreed.- Troy action item: make that happenBoad to continue reviewing The Alchemist. All Agreed.BylawsAll agreed to suggested changes: Change The Georgia burn to The Georgia Burn (all initial case)All agreed to suggested changes: Remove references to Yahoo! and instead use online email group- Rebecca to repost the edited Bylaws for continued community feedbackEarly Setup DetailsThe board agreed that everyone is invited to help at the pre-event work weekend. We will emphasize that the weekend is for WORK, but that they're also allowed to setup their camps, too. However, only specifically verified folks may stay through the week (after Sunday). Team leads will give out the in/out token schwag early as indication that the person is verified to stay.Everyone will be invited to setup early starting Wednesday at 9am. Early setup means that in/outs are okay until the gates officially open for all participants on Thursday. However, anyone who comes early must keep their ticket on them for each in/out.This also means that we'll move the gate team to being work on Wednesday morning.Art Fundraiser Update15 volunteers, a little short of volunteers for takedown11 artist proposals were submitted on timeGiven the total funds requested (4 times the total last year), not all artists will get fully funded. Therefore, it is important to establish a minimum funding level by which the artist still commits to bringing the art to Alchemy.Rebecca will ask each artist what is their minimum? If the artist does not receive their minimum, then then money will not be distributed to them.Gate Staff SOP ManualBoard please review before next board meeting.July 31 – Aug 2 Work WeekendAPW to send Troy a lumber request for purchase before the work weekend. Drop dead date is July 17th for lumber needsStorage Unit Space85% fullOne solution may be a 20’-45' shipping container, $1500 + $300 deliveryConsidering leaving on Cherokee Farms (with land lease)Next meeting, July 12, Domus in Flagrante DelictoNext Facilitator: Rebecca CobbNext notetaker: Puzzle
Alchemy BOD Minutes: May 2009
May 2009 Alchemy BoD MtgAll in attendance. Mtg start at 4:20pmArt Fundraiser update and budget discussionBudget might be too high at a 25% increase from over last year. We will review again as the event draws closer.Issues with the insurance and the fire watch: Troy to check into an additional policy on our event insurance. Fire Marshall needs it to do Fire Watch. Depending on cost we will have additional discussion of the cost/benefit analysis of allowing fire at the event.Without doubling the people on the shifts, we need 33 volunteers for the full event.Currently, three artists have applied for entrance, but the applications are incomplete. Cut off of June 14th for artists' submission.Cancellation policy on the venue- Clove will get in touch with the venue to see.On the cut off date, if the artists submitted are requesting at or less than the budget set for the event general consensus is that we would forgo the event for giving that money to the artists. We decided last year that the reason we were doing this was for the immediacy, but also so that more artists could be funded then what we would have funds for.BylawsRebecca has incorporated the decision of the Board about the ownership model. Rebecca will repost the link to the bylaws. By Wednesday 5.20.09 we will have all discussion about the bylaws complete and will be ready to send the bylaws to the community.Website redesignUpdating to the new site design will require a site outage for a couple of hours. Board all approve outage. New site up soon.Logo release textJoshua to post to the BOD list about the copyright/release.Work WeekendTroy will email Smokey about which weekends in July would be available. Our preference would be for the last weekend in July tentatively.BudgetsTroy has posted to the link to the budget.Took every teams budget as submitted.In the process of making the attendance step-ups from last year.Whole budget figured at a breakeven point of approx. 725 participantsAt 750 people our land cost goes up by $5 per person.Tentative approval by Wednesday 5.20.09 by BoDOutstanding Team Lead openingsGate: most concerned about this one. Looking to possibly having to hire someone to run it. Troy will confirm the cost and add it to the budget. Board decides unanimously that this is the way we would prefer to do it as it ensures consistency of all legal documents and ticket handling.ACTION ITEM: Gate wiki- look at the SOP manual and edit as needed.Talk about it in a week onlineAdding greeting to the Connexus Team as they were doing it last year and it would help make Connexus the central information hub.LNT: still missing, unless we find someone motivated to do this, we will allow the participants to police themselves. APW will make sure that sweeps are done daily and at the close of the event.LAYOUT: officially removing this team entirely in lieu of allowing camps to place themselves, with signage to indicate which areas are not available for sound camps due to the noise issue and the curfew in Walker Co. All areas will be first come, first serve.ACTION ITEM: Rebecca will take down layout information on the website, put up new information.Anyone can come up the weekend prior to install their camps. On Thursday morning prior to the event we will clear the land of all people, head ot the gate and ‘cross the line' turning in tickets and signing waivers.10 lanyards will be created and given to Smokey to use at his discretion. This will make all land owner visitors easily identifiable.Art Usage release agreementRebecca will post the derivative works agreement by Friday 5.22.09. To be agreed my Bod by the following Monday.In/Out tokensHahaha this is a surprise. But boy oh boy are they cool!NewsletterAround the first of June for publication date.139 invitations sold. This is about on track to where we were last year.Adjourned 6:13pm
Alchemy BOD Minutes: April 2009
4/12/2009, began meeting @ 4:15In attendance: Rebecca, Joshua, Lee, Tunna, Clove, Troy via iphone and KeithTroy to do details for team lead meeting/work time in May at their house.By-laws, Rebecca & Troy's idea... suggest if Alchemy dissolves---liquidate everything and donate. Write into by-laws to donate for local usage?Co-op model-- Lee suggests no need for co-op model if approach to by-laws are as above.Rebecca to do write up on all over policy to recognize membership of Alchemy.questioning participation by Joshua and Tunna. Lee suggests coming up with policy to include with by-laws. Show up to vote? Is presence necessary?Put the sign-up on the waiver at the festival. List of people who attended the event or list of those who paid, previous two years. Possible form on website to opt in?Continue with waiver for 2009...then proceed with waiver only for following years.Work on by-laws online. Rebecca to go through by-laws and revise to include the above, along with Tunna's document.Regional status email--- Troy to send out asapTroy has financials done, will send when access to internetArt fundraiser-- need to firm date. make note in next Alchemist and website to push for artist submissions. Submissions to be in by 7th if 20th, and 14th by 27th.Newsletter-- mostly ready except, waiting on date for fundraiser. template needs to be re-worked?? maybe make it more like Jack Rabbit, more info--less fluff.Clove to email Lee the how it works on the fundraiser and also send to Rebecca for websiteLee to send to BOD for approval/format then get out.Team leads-- Troy to meet with Green and get verbal synopsis on his idea, versus continuing to wait for proposal on paper.Gate, LNT, Internet still needs leads.Logo, creative commons-- One commercial attribution, work on wording for artistic use, but non-commercial use. Non-commercial use allowed (not for profit)Burning Man policy--- use of logo for anything coming on site or gifts only, outside of that, all things are licensed.FAQ on creative commons website states commercial vs. non-commercial fine line....do not defineLimited license-- meet specific criteria.Make clear gifts, items to come to Alchemy etc do not need license. Write up those things that would need by exampleArt limited usage-- need to include note of derivative works. everyone needs to readEnd of meeting, Keith brings up use of logo in his art. Requests license. need to figure out a way to apply license to Keith as we would any one else who would request one for the same instance.Come up with standard to apply towards anyone.From now on caveat for Keith? Anything previously created non issue? Not breaking guidelines as no guidelines have been created yet.Decision to not protect logo at all. Trademark ""Alchemy, The Georgia Burn""This puts creative commons discussion right out.Joshua to write up announcement of this.Rebecca to make copy of letter of understanding to Keith.meeting concluded 5: 35pm
Alchemy BOD Minutes: March 2009
Meeting minutes for Alchemy LLC Board of directorsMarch 8th, 2009Meeting called to disorder at 4:12In Attendance:Board Members:Lee, Troy, Rebecca, Clove, Joshua, TunnaCommunity Members:Keith, RobertCurrent Financial Standing*Troy will have a up to date statement done later todayCurrently 3,754.81 in Coffers, less than 50$ in petty cashA majority of this needs to be spent by the end of fiscal yearTix printing 250$Generators 2500$*Troy knew of a store that should have the model wanted on sale, if so he will purchase*Tunna will see if the radios found earlier are still on-sale/ in stockTicketingLast years tix. process had issues with transfers and lost ticketsTroy plan for this year is to have physical tickets and codes both correlated with the purchaser, and a computer at the gate to maintain the database of ticket info.ID's will be checked at the gate this year, the indemnification should be on every web page dealing with ticket codes*Troy will work at the coding to have in place by April 1 for tix salesTicket Time line- the printer can be paid in advance and once the proofs are up loaded the turn around should be less than a weekHelp will be needed to help stuff ticketsTicket design Contest- thank you to those that submitted their designsKeith's was voted as the winner and will be used on this years ticket* Rebecca will draw up a artist release and limited use agreement for all artists , proof to board by Tuesday* Joshua will take a high-quality photo of the paintingFuture uses for ticket images; visual elements to be used in a redo of alchemy website, unveiling of painting at art fundraiser, submissions not used for tickets will be blown up an used at the gateTeam LeadsThe applications received and approved:Bubba John/ First AidTroy/ Event ProducerKat and Age/ Lamp LightersPauly/ ConnexusClove/ Art TeamTunna,Lee,Robert/ APWJoshua/ RangersKeith/ EffigyClove and Tunna gave a short presentation about the Regional Summit last weekend in SFAlchemy image usagepursue the avenue of Creative Commons license to protect the image from abuse*Joshua to see if Creative Commons would work as image use agreement*Clove to ask BM how they handle protection of their logoThe Alchemist* Lee will get a new version out on April 1st to correspond with start of ticket sales, sent to board for approval priorTabled itemsbylawsco-op modelart fundraiserwork weekends
Alchemy BOD Minutes: February 2009
February 8, 2009Tunna, Troy, Rebecca, Joshua, Lee, Clove in attendance, meeting begins 16:07Old business:* Event Report• Need to finalize event report. Troy will edit chandler and financial section, save as PDF• Rebecca will post to website• Troy will send link to interested parties, Raspa, BROF• Clove will send link to Regional listsNew business:* Team Lead DescriptionsBoard spent the remainder of the meeting editing team descriptionsAction Items:* Lee: massage team descriptions and send edits for approval to board list by Wednesday, February 11. Board to review and agree by Friday* Troy: Invitation to apply for team leads should be sent out as soon as possible, to be reviewed by board. Invitations to be sent out NLT Feb 16Meeting adjourned 18:30