FAI BOD Minutes: January 2017

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

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse (2889 Alexander Street SE. Smyrna, GA) at 11:00 am on January 14, 2017, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Michelle Waymire, Ash Monogue, David Stabler, Chad Jones, Daniel Draven, Mary RobbThe following Officers were present: Michelle Waymire, Vice PresidentThe following members of the community were present: N/AThe President called the meeting to order at 11:00 am.Executive session to discuss status of committees took place from 11:26 am - 12:18 pm.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:

• December 8, 2016 - Voted to renew FAI Thundertix account to the amount of $1,995.
• December 10, 2016 - Voted to accept Mike Alberghini's proposal to act as Event Lead for Euphoria 2017.
• December 10, 2016 - Vote to accept Rebecca Rea's resignation as a 2017 Board of Directors member, effective December 31, 2016, in order to act as Event Lead for Alchemy 2017, effective January 1, 2017.
• December 10, 2016 - Voted to appoint Mary Robb to complete Rebecca Rea's term as a Board of Director, effective January 1, 2017 and concluding December 31, 2017.
• December 22, 2016 - Voted to appoint Ash Monogue and Daniel Draven to the FAI Board of Directors, with terms beginning January 1, 2017 and ending December 31, 2018, or until their replacements are named.
• January 6, 2016 - Voted to appoint Chad Jones to fill Dusty Graham's empty seat on the FAI Board of Directors for the remainder of his term ending December 31, 2017, or until elections are held.

Old Business:

• President’s Report - Our old president, Dusty Graham, has resigned from the board, his position as president, and all FAI committees. The board accepts his resignation and thanks him for his service. Acting president is Michelle Waymire, Vice President.
• Committee Updates
  • Communications/TechOps Committee (Michelle)
    • Primary Liaison - Michelle; Secondary Liaison - Chad
    • David Stabler accepts Chair of Committee position
    • Ash makes a motion to hire a web designer to get the FAI website off the ground quickly. Chad seconds. Decided to table until budget discussion in New Business section
    • Ash makes a motion to buy email addresses for board members and committee chairs. Chad seconds. Decided to table until budget discussion in New Business section
    • Wufoo forms for paid accounts - to be used for each committee to submit monthly updates, contact forms for website, to replace Census tool, elections, and give Events form access for proposals and registrations, keep a centralized record of everything in one place vs. current disparate system. Ash motioned, Chad seconded, tabling until budget discussion.
    • Michelle will be creating a marketing plan and communication guidelines for the org.
    • Need to establish who clearly manages social media channels -- who’s an admin, vs. who moderates threads. Also: LinkedIn
  • Community Outreach Committee (Daniel)
    • Primary Liaison - Draven; Secondary Liaison - Ash
    • Ash nominates Anna Holladay for Community Outreach chair. Draven seconds.
    • Goal is to establish feasibility of new land sites from an outreach standpoint and begin building bridges with local communities
    • Donated $10,000 to local Atlanta groups at end of 2016. Major kudos and love from Pride School this year <3
  • Conduct Committee (Chad)
    • Primary liaison - Chad; Secondary - Daniel
    • Moved to executive session to discuss applicants from 1:53 pm - 2:14 pm.
    • Chad and Daniel to vet applicants, establish a Committee chair, select Committee members, and prepare official charter to get Conduct Committee started
    • Motion to establish secure location for storing conduct violation-related documents - Chad motions, Draven seconds. Tabling until budget discussion.
  • Event Committee (Ash)
    • Motioned and seconded via email. Voted online to accept Mike Alberghini's proposed Department Leads for Euphoria 2017. 3 yea, 2 yea with rights. David Stabler, non-voting member, did not vote. Yea with rights: Ash accepts the slate but believes Mike should nominate a Structure lead from existing slate or new candidate, as well as clarify chain of command for Art Department leads in the event of an onsite incident. Yea with rights: Mary approves slate but cites same reasons as Ash.
    • Ash motions to discuss event budgeting. Mary seconded. Discussion tabled to budget.
    • Moved to executive session to discuss appointing a non-board chair. from 2:39 pm - 3:03 pm.
    • Ash motions to direct the Events Committee to create a third Event Lead team, to be placed in charge of the 2017 Alchemy Art Fundraiser, to be selected via community call out. Seconded by Chad. Passed by consensus.
  • Public Works Committee (Mary)
    • The chair of the Public Works Committee has resigned via email. Draven motions to accept resignation. Ash seconds. The board accepts his resignation by consensus and thanks him from his service.
    • Michelle and Mary to follow up on action items addressed in chair’s resignation email
    • Michelle to request a 2016 membership roster of PWC members to follow up on membership status of rest of committee.
  • Land Search (Ash)
    • Ash to reach out to potential members to affirm 2016 membership status.
• 2016 budget review and financial update - Chair motions to table to online discussion
• Future and direction of art fundraiser - Addressed as part of EC discussion.

New business:

• Motion to select officers for the 2017 calendar year. Passed by consensus.
  • President: Michelle Waymire
  • Vice President: Mary Robb
  • Treasurer: Daniel Draven
  • Secretary: TBD
• Meeting schedule for rest of 2017
  • Standing monthly meeting scheduled for third Saturday of each month from 1-4 PM unless otherwise scheduled. Location TBD.
  • Monthly standing board Hangout scheduled for first Wednesday of every month at 9:00 PM.
• 2017 Budget discussion - tabled to online discussion
• Promissory note to Alchemy, LLC
  • Reached out to Jacob regarding best practices for payment of promissory note.
  • Executive session at 3:40 PM. Closed at 3:42 PM.
• Technology and tools - tabled as part of the online budgetary discussion
  • StrengthsFinder
  • Budgeting Software
  • Freedcamp
• Improving committee structure - tabled to online discussion. Ash to assume responsibility for preparing recommendations on structure.
  • Committee charter template
  • Organizational Chart
  • Conflict resolution (intra/inter-committee; committee and board)
  • Committee reporting norms
• Email addresses for Board members and committee chairs
  • Ash motions to approve $750 per year to create email accounts for board members, officers, and committee chairs. Chad seconds. Passed by consensus.
• Leadership Code of Conduct for board, chairs, and major leadership
  • Mary to draft policy for review at next meeting
• 2016 FAI Annual Report - tabled to online discussion
• 2017 Bylaws review - tabled to online discussion
• Flashpoint Website launch
  • Finances discussed as part of Committee updates
  • Ash to get quotes for wireframes
• How the event budgeting is being handled
  • Ash motions to create three sub accounts to the master account for each of the three event teams. Draven seconds. Passed by consensus.
• Bank Statement (as of January 14, 2017)
  • Org:            $52,290.17
  • Event:             $46,129.96
  • APW:            $5,144.18
  • Money Market:        $50,034.72

Action items:

• Creating a marketing plan and communication guidelines for the org (Michelle)
• Need to establish who clearly manages social media channels -- who’s an admin, vs. who moderates threads (Michelle)
• Send Anna an email to ask her if she wants to be Community chair (Draven)
• Distribute press statement for EOY donations on LinkedIn (Michelle)
• Review Conduct Committee applicants, recommend a Committee chair, recommend Committee members, and prepare official charter to get Conduct Committee started (Chad and Daniel)
• Ask Jacob for recommendations on how to store conduct violation-related documents (Ash)
• Get EC to set up an Art Fundraiser Event Lead team (Ash)
• Follow up on action items addressed in PWC chair’s resignation email (Michelle and Mary)
• Request a 2016 membership roster of PWC members to follow up on membership status of rest of committee (Michelle)
• Reach out to potential land search members to affirm 2016 membership status (Ash)
• Preparing recommendations on committee update structure (Ash)
• Draft Leadership Code of Conduct (Mary)
• Get quotes for FAI website launch (Ash)
• Handle set-up of three event sub-accounts (Michelle and Draven)
• Write up meeting review (Draven) and send via Alchemist (Michelle)

Meeting adjourned by consensus at 4:14 PM.

FAI BOD Minutes: December 2016

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

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse at 8:00 pm on December 9, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Michelle, AnnaThe following Officers were present: Michelle, vice-president.The following members of the community were present: too numerous to listThe Vice-President called the meeting to order at 8:00 pm.Typical operating business was replaced by the annual FAI Meet the BOD Candidates town hall. The following candidates were present to discuss their views on leadership, board service, and strategic vision for Flashpoint Artists Initiative:David StablerMary RobbDaniel DravenAsh MonogueWe thank them for their willingness to speak in front of our community!Meeting adjourned by consensus at 9:30 pm.

Date:

Friday, 17 March 2017

FAI BOD Minutes: November 2016

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

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at The Old Smyrna Firehouse at 4:00 pm on November 13, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Dusty, Rebecca, Michelle, Anna, Aislinn.The following Officers were present: Dusty, president; Michelle, vice-president.The following members of the community were present: Citrus Blossom, Justin, Ash, Robert, Mary, JeffThe President called the meeting to order at 4:16 pm.The minutes were approved as amended by consensus after a motion from the chair.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting: N/AOld business:

• Committee Updates
  • Public Works Committee - Slight delays on event-related reporting due to illness. Finalizing replacement purchases before end of year.
  • Event Committee - Working on the event reports. Working with Team Leads to get sections together.
  • Communications Committee - Elections has pushed work on the FAI website aside. Alchemist chugging along as always.
  • Community Outreach committee - Submitted callout for donations to next 11/20 Alchemist. Next week is a Burner Business Social.
  • Land Search Committee - Exploring an alternate location in Chattooga County for future events. Land visit went well and site is promising, but due diligence is not yet complete.
  • Conduct Committee - Callout for volunteers to go out in 11/20 Alchemist.
  • Elections Committee - Callout has gone out. Application is live. Town Hall is scheduled for December 9, 2016 at Old Smyrna Firehouse from 7:30-9:30 PM.
• Event Committee Structure
  • Last month, we voted to give each event its own Lead and Department heads to help prevent burnout. However, we need a structure that allows for BOD oversight and a primary point of contact with landowners, city officials, etc. Rebecca and Dusty presented a plan to address these issues.
  • Key points of plan:
    • Two voting board members sit on EC to provide training and oversight to Event Leads.
    • BOD holds callouts for Event Leads, who then hold callouts for Department and Team Leads.
    • BOD chairs handle year-round county and community relations. ELs handle relations on site.
  • Motion to accept proposal by Rebecca. Seconded by Michelle. Passed unanimously.
• Taxes - Michelle to call tax people re: IRS late fees to check on waiving.

New business:

• Money
  • Money Market - $50,031.38
  • Org - $68,270.45
  • Event - $48,169.12
  • PWC – $5,984.18

Action Items:

• Rebecca to write ELT call out
• Rebecca to call LBJ re: potential Euphoria dates
• Rebecca to prepare Alchemy Event Report
• Michelle to reach out to potential new tax preparer
• Anna to look into Chattooga County land due diligence

Meeting adjourned by consensus at 5:48 pm.

Date:

Friday, 17 March 2017

FAI BOD Minutes: October 2016

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

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Old Smyrna Firehouse at 2:00 pm on October 30, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Dusty, Rebecca, Michelle, Anna, Aislinn.The following Officers were present: Dusty, president; Michelle, vice-president.The following members of the community were present: Nathan Thacker, Brian Marino, Ash Monogue, Ashta Monogue, Patrick Flaherty, Sara H, Justin Stroup, Sarah Griffith, Trevor Register, Robert Harrison, Ean, and 4 more people who did not report names for the record.The president called the meeting to order at 2:15 pm.The reading of the minutes of the last regular meeting was tabled as they had been presented for review too late for proper consideration.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:Oct 26: The Board voted to pay $16,000 in 2016 sales tax for Alchemy 2016. This expenditure is accounted for within the 2016 budget.Old business:

• Committee’s Reports –
  • Event Committee – Full post-budget not completed yet; receipts are still being submitted. Pyrotechnics line item will come down in cost as they were not used at the event. There is an anticipated 10.6% increase in expenditures for Alchemy 2016 vs Alchemy 2015. Moving the infrastructure to and from event locations accounted for about 5% of the increase. One sound complaint was made during Alchemy. Neighbor was amenable to solutions if Little Big Jam is used in the future. EC is planning further improvements to SOPs in response to owner and local law enforcement feedback. The burn ban that prevented the effigy burn at Alchemy 2016 may impact future events. Georgia is in its worst drought in 5 years and the burn ban will be extended indefinitely.
  • Land Search – Visit to Chattooga County planned for November 12.
• Taxes – 2014 taxes paid in an amount under $5,000 and under budget.
• Governance - elected or appointed board.
  • BOD went into executive session 4:15-4:46
  • No vote on governance for this sitting board.
• Money
  • Money Market - $50,002.32
  • Org - $68,000
  • Event - $48,000
  • PWC – $6,400

New Business:

• 2017 Events
  • Motion: Should FAI sponsor Euphoria 2017? Motion passed: one nay, three yea, and Michelle voted yea with rights: originally leaning towards nay, but the unscientific poll of committed volunteers present at the meeting swayed her vote.
  • Motion: Should FAI sponsor Alchemy 2017? Motion passed unanimously.
  • Motion: Dusty moves that we split events out under their own leadership teams under the Event Committee umbrella. Motion passes unanimously.
• Chairing Committees and BOD Voting Rights
  • Motion: Should voting BOD members be precluded from other executive committee leadership? Motion passes; three yea, two nay.
• 2017 Elections Committee
  • Ad hoc committee formed by volunteers present: Michelle Waymire (chair), Patrick Flaherty, Sara H, Llucas Chizek, Anna Stroup.
• Adjourned 5:14 pm.

Date:

Friday, 17 March 2017

FAI BOD Minutes: September 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Rebecca’s house at 2:00 pm on September 11, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Dusty, Rebecca, Michelle, Anna, Aislinn.The following Officers were present: Dusty, president; Michelle, vice-president.The president called the meeting to order at 2:00 pm.The reading of the minutes of the last regular meeting was waived as they had been presented for review online. The minutes were approved as amended by consensus after a motion from the chair.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:

1. September 7 - 2015 taxes paid.

Business (Meeting was focused on governance issues; notes reflect a break from regular discussion structure):

1. Proposed restructure of BOD and election process
   1. Move from elected to appointed board. Appointed board provides more stability and appointment of qualified persons into specific roles (eg, finance, governance, etc.). Proposal includes:
   2. Unanimous appointment by the board for each member
   3. Require an application process to become a board member.Call out will contain specific skill sets sought.
   4. Five year term, renewable by application after one year break.
   5. Incoming board members suggested to shadow current members for one year (barring emergency appointments)
   6. Communication to community
      1. September Alchemist
      2. Town Hall at Alchemy in Center Camp on Saturday - Post Facebook event.
2. Proposed restructure of Event Committee - Rebecca’s proposal
   1. Separate teams for Euphoria, Alchemy, and Art Fundraiser
   2. SOP for each event”s organization
   3. 1-3 Board appointed event lead
   4. Proposal required for the application process
   5. ELs need to be covered by D&O
3. Community Building Opportunities
   1. Monthly micro-events at Old Smyrna Firehouse - potluck; organized by different team/theme camp/committee to showcase work of entity.
4. Communications Committee - solicit blog posts, Facebook posts/answers/events,
5. Land - Visit to potential property in Chattooga County scheduled for October 2.
6. Conduct Committee - Solicit applications for members and appoint after Alchemy.

Meeting adjourned 6:15 pm.

FAI BOD Minutes: August 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Anna’s house at 2:14 pm on August 13, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Dusty, Rebecca, Michelle, Anna, Aislinn.The following Officers were present: Dusty, president; Michelle, vice-president.The president called the meeting to order at 2:14 pm.The reading of the minutes of the last regular meeting was waived as they had been presented for review online. The minutes were approved as amended by consensus after a motion from the chair.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting

1. July 27 - Made payment to Jacob Davis, Lazega & Johanson LLC, to continue FAI legal representation.
2. July 27 - 2014 taxes paid.
3. July 27 - Art fundraiser checks to artists written; sent pending receipt of W-9s from artists.
4. August 11 - Approved participant waivers for Alchemy 2016.
5. August 11 - Approved contract between FAI and Little Big Jam to rent property for 2016 Alchemy.

Old business:

1. President’s report - 2016 Euphoria waivers will be sent to Jacob for archive. Reaffirm with the committees that discretionary team-building funds cannot be used to purchase alcohol due to insurance requirements.
2. Committee’s Reports
   1. PWC – Infrastructure in storage units at two different locations. One is climate controlled, the others is not. The split was done to save on cost. PWC will  not be able to do a full inventory pre-Alchemy.
   2. APW - Is asking for a $500 overage to cover some of the extra costs. Suggestion is to approve the overage, but to limit the spending per card to $500. There is still a container, shelves, and a truck at Cherokee Farms. FAI will pay Smokey storage fees for these items and arrange to move items as soon as possible. Container is considered  “cargo” due to cut door on side. A separate container will need to transport items. The existing container should be offered for sale or scrap.
   3. Event Committee
      1. BOD reviewed Alchemy budget draft.  Rebecca acknowledged Dawn’s good work on assisting with the budget draft process.
      2. Vote: FAI approves budget as presented to Board of Directors on August 13, 2016. Four members vote yea; Rebecca abstained. Motion carried.
      3. Land contract was approved via online vote. Rebecca will sign contract, take it to owner for his signature at the August 21 land visit.
      4. Perimeter team has a new plan in place for 2016 Alchemy. A back up plan is also in place.
      5. Art fundraiser checks were mailed to artists.
      6. Conduct Committee - BOD approved the interim process to handle conduct complaints received before the final formation of the Conduct Committee.In cases of protective orders, FAI will cooperate to the fullest extent of the law. A copy of the permanent order must be available for FAI records.
      7. Communications Committee – New Alchemy website has been working well. FAI tabs need  the bylaws posted.Cheesepants has declined the role of editor of the Alchemist. Michelle is acting editor.
      8. Outreach – Hungry Caterpillar will be at 2016 Alchemy to collect food donations.
      9. New Venue – Three potential properties are identified. Anna is tasked with contacting the owners.
      10. Committee charters – tabled
      11. Insurance – Paperwork has been submitted, bids are being sought for Alchemy.
      12. Taxes – paid retainer, paid 2014 taxes, requested 2015 tax update.
      13. Bylaws – tabled

• Money
  • Bank Statement
  • Org:  30,346.78
  • Event: 151,980.91
  • APW: 11,086.27
  • Money Market:  50,026.31

Action Items:

• Dusty -  Contact Tunna and the FAI organizing attorney about promissory note for truck. David does not have it. Jacob does not have it.
• Aislinn - contact past leadership over past five years to get feedback on the organization structure.
• Aislinn - Committees are encouraged to send one member to attend board meetings as a representative for ease of communication between board and committees.
• Rebecca – Contact Sarah about Art Fundraiser money transfer to bank account.
• Michelle - FAI website:   Solicit and add  burner businesses to the website; blog from FAI leadership giving updates to special projects and efforts.
• Michelle – Scan IRS document for Stacia’s signature.
• Rebecca - Confirm leadership ticket link was sent to leadership.
• Rebecca - Contact Smokey within the next few weeks about items at Cherokee Farms.
• Rebecca - Contact the Alchemy LLC attorney to see if he has a copy of the truck promissory note.
• Michelle - Move $60,000 from event account.
• Anna - Host dinner for BOD to discuss tabled items.
• Anna and Aislinn - Finalize letters in response to conduct complaints .
• Rebecca - Send parcel # for parking land rental to Anna.
• Rebecca - Sign and take land contract to LBJ on August 21.
• Aislinn -Compile a roster of committee members and team members
• Meeting adjourned 4:44 pm.

FAI BOD Minutes: July 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Rebecca’s house at 11:00 am on July 9, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Dusty, Rebecca, Michelle, Anna, Aislinn.The following Officers were present: Dusty, president; Michelle, vice-president.The following members of the community were present: Corey Ann, Jhenah.The vice-president called the meeting to order at 11:25 am.The reading of the minutes of the last regular meeting was waived as they had been presented for review online. The minutes were approved as amended by consensus after a motion from the chair.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:1. Tunna resigned as a director to the board on Wednesday, June 22, 2016. The Board accepted his resignation.2. Per FAI By Laws, the Board voted to name Aislinn to fill Tunna’s seat for the remainder of his term ending December 31, 2016.3. The Board voted to approve the 2016 Alchemy Event Proposal on June 22.Old business:

1. President’s report
2. Committee’s Reports –
   1. PWC – Move from Lavendar Farms to in-town storage will be completed on July 9.
   2. Event Committee – Alchemy Tier 1 sold out in 19 minutes. Thundertix performed well. Art fundraiser money has not been received yet. Need this in order to send checks to artists.
   3. Conduct Committee
      1. Two board members will be appointed as committee liaisons, but will not count toward the total number of committee members.
      2. Experts/training – Still seeking a good provider for volunteer training.
      3. Jacob will review the document.
   4. Communications Committee – New Alchemy website is live! Ghini and Plurphy did awesome work on it.
   5. Outreach –Small number of art grants eligible to FAI. Committee is understaffed.
   6. Land Search – committee formed. Preliminary work has begun.
   7. Committee charters – table
   8. Insurance – Anna has an application in for Alchemy
   9. Taxes – Document must be signed and returned to IRS.
   10. Bylaws – tabled
   11. Money:
       1. Money Market - $50,024
       2. Org - $51,071
       3. Event - $7,580
       4. APW – 12000

Action Items:Dusty - Contact Tunna and the FAI organizing attorney about promissory note. David does not have it. Jacob does not have it.Aislinn - contact past leadership over past five years to get feedback on the organization structure.Committees will be contacted with a reminder that all financial negotiations, agreements, and promises must be negotiated by the board. Committees are encouraged to make recommendations to the board, but should not make contractual agreements with vendors or partners without board approval.Committees are encouraged to send one member to attend board meetings as a representative for ease of communication between board and committees.Rebecca – Contact Sarah about Art Fundraiser money transfer to bank account.Michelle - FAI website: Add burner businesses to the website; blog from FAI leadership giving updates to special projects and efforts.Michelle – Scan IRS document for Stacia’s signature.Adjourned 2:10 pm.

FAI BOD Minutes: June 2016

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

The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Scott’s house at 6:00 pm on June 19, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.

The following Directors were present: Dusty, Rebecca, Tunna, Michelle, Anna

The following Officers were present: Dusty, president; Michelle, vice-president;

The following members of the community were present: Justin, Jen, H-Bomb, Brian M., Brian C., Sarah, and Trevor.

The president called the meeting to order at 6:24 pm.The reading of the minutes of the last regular meeting was waived as they had been presented for review online. The minutes were approved with the amendment of striking the subject information of the executive session.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:May 25, BoD Hangout

1. Alchemy 2016 dates are October 12-16.

The following old business was discussed:

1. President’s Report - Dusty has stepped down from the EC

2. Committee Updates​

   1. PW Committee

      1. Storage Fees @ Smokey -

         1. Tunna will talk to Smokey next weekend person, there several items still onsite,including a truck.

         2. Moving the container is on the back burner until we have a place to go. Mileage and time frame determine cost

      2. Move from LF- scheduled for 7/9 at 11:00 am. 2 trucks plus pickup will be needed, pricing truck options

      3. New Storage and Impact to Budget - Storage costs for July-December are $2,640. Currently this payment is coming out of PWC budget. PWC will be reimbursed at a later date, if necessary.

      4. Who owns the budget for the move from In-Town to Bowden? - Events Committee

      5. Do we need new tablets - Move to Tech-ops

3. Event Committee

   1. Euphoria post event reports - 60 day report first draft due 7/1, format in Google Drive

   2. Euphoria Financials -Some outstanding checks still to be cashed, Dusty to get with Stacia to confirm numbers

   3. Alchemy event proposal - Very nearly ready. Numbers must be re-looked out because of increased transit costs

4. Communications Committee - Alchemy website launch - 6/22 projected for site launch

   1. Distribution channels of info- Michelle met with Cheesepants to talk about operational channels to make Alchemist to be more efficient. Will put out communications process and org chart for that committee.

5. Community Outreach Committee - The project to place a piece of art made by the community at Woodlands Garden is still underway. Meeting with Garden on 6/21. Seeking grants for funding.

6. Land Search - Will PWC head it again? Anna will chair and PWC will partner.

   1. Options - public call outs in the next Alchemist regarding all options of rental or buying

   2. Requirements - Board needs to set guidelines, if PWC will to take the lead on vetting

7. Sexual Consent/Harassment Committee - Policy/process formalization -  Proposal submitted, board to review feedback by July 3rd

3. Budget

   1. Organization Mid-Year Review -Board to review budget --aim for next weekend to vote on mid-year budget

   2. Confirm Organization Contribution Expected from Alchemy -  $70k Alchemy contribution is what Michelle is comfortable with. Board need to vote on mid-year budget

4. Committee Charters - tabled - outstanding conduct committee will go to board

1. Template

2. Organizational Chart

3. Conflict resolution (intra/inter-committee; committee and board)

4. Committee report template

5. Event insurance - Anna - will apply as soon as new land contract is signed

6. FAI Annual Report - tabled

7. 2014 and 2015 Taxes - concerned about position with Luce & Assoc, consider switching providers in 2016. Considering alternatives. Charges $600 for tax return, ongoing consultation is free

1. 2014 completed? Almost done

2. 2015 status - Michelle will keep us posted.

8. By-Laws - Who votes in these elections? How to confirm attendance at events? Tabled

9. Alchemy Event Site Location

   1. Contract Review - review and vote on Wednesday

10. Art Fundraiser

    1. Financial report - Will meet budget. 167 people to buy tickets | 180 ballots were cast | $300 in cash taken in | $7,321 taken in  |$2,700 in auction

    2. Future and direction

V.     NEW BUSINESS

1. Board Member Participation  - Tunna resigned, effective immediately. Will stay on to through the week to wrap things up

   1. Who wants to be here?

   2. Too Disconnected to see the big picture? (thinking before acting)

   3. How much supervision does everyone need?

2. Event Lead Roles (How do we support those carrying the biggest load?)

3. LF Contract - Letter to Hallman’s sent  and received

4. Potential Legal Action/Costs RE: LF Contract

5. Meeting Schedule - moved to online discussion

   1. 7/10 - Stephanie Memorial

   2. October - Alchemy Build Weekend

6. BOD Attendance @ Stephanie Memorial - Anna, Rebecca and Michelle will attend

7. Attorney Retainer Renewal Coming up - waiting on number

8. Attorney/Client Privilege and Org Accounts (What needs to be protected?) - Rebecca to ask Ash for documents

9. Alchemy Banking Housekeeping

   1. Adding Rebecca as Signatory on Event Account - Dusty put forth, Rebecca recused passed by consensus

   2. Ordering Debit cards for New Purchaser and Rebecca on Event Account

10. Political Campaigns @ the Burns. - Dusty to draft Alchemist article

11. Bank Statement (06/19/2016 @ 14:08)

    1. Org:            38,600.20

    2. Event:             21,906.58

    3. APW:            13,497.16

    4. Money Market:        50,022.14

VI. ACTION ITEMS

VII. ADJOURN

FAI BOD Minutes: May 2016

MINUTES OF THE REGULAR MEETINGOF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Anna’s house at 2:00 pm on May 15, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Dusty (via Google Hangout), Rebecca, Tunna, Michelle, Anna.The following Officers were present: Dusty, president; Michelle, vice-president; Jacob Davis, general counsel; Aislinn, secretary.The following members of the community were present: Justin, Cheesepants, Dawn, Lily, Matthew, Sarah, and Trevor.The vice-president called the meeting to order at 2:19 pm.The reading of the minutes of the last regular meeting was waived as they had been presented for review online. The minutes were approved as amended by consensus after a motion from the chair.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:

1. April 13, BOD Hangout:
   1. Board adopted FAI equipment lease agreement form. Other regional burns will be required to sign the lease agreement when using borrowed FAI infrastructure.
2. May 4, BOD Hangout:

1. Loss of Stefanie Roberts - Board approved retaining a grief counselor. Michelle is researching candidates. With the family’s and organizer’s permission, arrangements about memorials will be publicized to the community.
2. Euphoria waivers are being retained.

The following old business was discussed:

1. President’s Report - Tabled.
2. Committee Updates

1. PW Committee - Euphoria rental property returned. Art fundraiser will require some items.
2. Event Committeei. Alchemy leadership transitions - Rebecca will work with Dawn to train her in the capacity of Alchemy lead.

FAI BOD Minutes: April 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Lavender Farm at 2:00 pm on April 10, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Dusty, Rebecca, Tunna, Michelle, Anna (arrived 2:50 pm)The following Officers were present: Dusty, president; Aislinn, secretaryThe following members of the community were present: Lauren, Thomas, Paul, Ryan, Leo, Karissa, Justin, Jhenah (sexual consent committee)The president called the meeting to order at 2:15 pm.The reading of the minutes of the last regular meeting was waived as they had been presented for review online. The minutes were approved as amended by consensus after a motion from the chair.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:

1. Motion by Tunna (Rebecca second): To approve Robert’s Timber to complete Option A of their contract. Passed by consensus.
2. Motion by Tunna (Rebecca second): To approve the FAI 2016 budget, with edits. Passed by consensus.
3. Motion by Tunna (Michelle second): To approve a $90,000 organization contribution from the Event Committee for the Alchemy Burn. Passed by consensus.

The following old business was discussed:

1. President’s Report – There were two fraudulent checks written on the FAI account. It was caught quickly. Dusty has worked with the bank to protect the accounts.
2. Committee Updatesa.       PW  Committee – Roads, ants, and a culvert remain issues. Efforts are underway to handle them. New generator and canopies are ordered.b.      Event CommitteeAlchemy leadership transitions - Rebecca will assume an official event lead position for Alchemy. Dawn will continue as a event co-lead.Volunteer shifts – there are more volunteer shifts than there are attendees. 40% are filled. Review is needed.June 11 is date for the Alchemy Art Fundraiser. Lucas and Casey will be running the fundraiser. Matt Thompson will be handling the spreadsheets.c.       Communications Committee – In person meeting on 4/6. Alchemy website work is underwayAlchemist - Ben Cheesepants is taking over as managing editor from Ghini. Michelle will do the Alchemy Survival Guide.e.      Sexual Consent/Harassment Committee - First Draft submitted for BOD review on April 4. Tabled for review Google Hangout on Wed, Apr 13.
3. d.      Community Outreach Committee – Plan to bring back the Hungry Caterpillar. Dusty will deliver food to local food bank after Euphoria.
4. Gate ticketing system – saw a demo. Did a test run and things worked well. There will be another test run to make sure everything works properly.
5. The board is very happy with how the Event Committee is working together, especially given all the change and upheaval this year.
6. Effigy is underway. It may need to shift position for a safe fireline. Cannot be within 100 feet of a treeline.
7. Ticket prices -$99 for Alchemy.

3.                   Budget – Michelle Completed via earlier Hangout
4.                   Committee Charters – Tabled
5.                   Event insurance – Anna Completed.
6.                   FAI Annual Report - Michelle (posted for review on 3/23) table until Wed 4/13 Hangout
7.                   2014 and 2015 Taxes – Filed extension.

The following new business was discussed:

1.       Check fraud update – Stated in the president’s report.
2.       Credit Card Fees – Dusty needs to get a letter from the bank to switch the accounts.
3.       BOD Meeting Schedule – Next meeting on May 15 at 2 pm at Anna’s house.
4.       By-Laws- Tabled
5.       PO Box – Michelle renewed FAI PO box.
6.       Bank Statement – Michelle will send via e-mail. Euphoria, at this time, is in the black.
7.    Org:
8.   Event:
9.    APW:
10.   Money Market:

 ACTION ITEMSTunna will arrange move of second container from Cherokee Farm to Lavender Farm. Due by April 15.Rebecca – Will delegate researching Eatonton outlets to find good retail partners.Board - Review Rebecca’s committee charter templateTunna - Contact Jacob about U-Haul truck promissory note and title. Transfer ownership to FAI.Rebecca -follow up on ant hills.Tunna – roads contractors.Board – after Euphoria, review governance/operational structure. Now that we are no longer pursuing 501c3, do we need to operate the way we are now? Is there a better structure?Volunteer vs organization intellectual property – who owns it?Michelle - review ticketing system.Michelle - ensure Alchemy site launch will not conflict with Arts Fundraiser on June 11.Dusty -  get a letter from the bank to switch the accounts for credit cards fees.Board- review Rebecca’s draft contract for infrastructure borrowing by Wed 4/13 Hangout.Meeting adjourned at 3:45 pm.

FAI BOD Minutes: March 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC. The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Rebecca’s home at 2:00 pm on March 13, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Dusty, Anna, Rebecca, Tunna, Michelle (via Hangout)The following Officers were present: Dusty, president; Aislinn, secretaryThe following members of the community were present: AshThe president called the meeting to order at 2:09 pm.The reading of the minutes of the last regular meeting was waived as they had been presented for review online. The minutes were approved by consensus after a motion from the chair.In notice to the community, the Board submits this record of business taken in session by the Board since the previous meeting:1. Approval of a loan to the Event Committee for $10,000 to be repaid immediately after ticket sales. Passed: 4 votes yea; one abstention (Dusty).2. Approval of an accidental medical insurance policy through September 20, 2016. Passed by consensus.3. Publication of a pro tem Privacy Statement to FAI websites.4. Transfer of ticket sales income from ticket sales vendor  to FAI organization account.5. Approved the use of Leadership Ticket revenue to be used to cover ordinary budget expenses, instead of reserving exclusively for Risk.The following old business was discussed:

1.    Committee Updatesa.    PW Committeei.   Leadership transition - The board accepted Jamie’s resignation as committee chair. The board accepted the committee’s nomination of Robert Dukes as the new chair.ii. Equipment loans to other regional burns - The board drafted a new policy for loaning FAI infrastructure to other regional burn organizations.  A signed contract will be required.iii.      Budget - The board reviewed the committee budget. Some redundant items were removed. Dusty called for a motion to approve the amended budget: approved by consensus.iv.     Second container - Tunna will arrange the move of the second container from Cherokee Farms to Lavender Farm.
2.      Event Committeei.   Leadership transitions. Ash resigned from the committee but will continue in his role through Alchemy. A succession candidate is being trained. Seth Williams will be stepping down after Alchemy. A succession candidate is being trained.ii. Event permits - Burn permit is in process.iii.   Gate and security - Several vendors have been approached, but have been slow to respond. Vendors will be given a deadline of Friday, March 18 to finalize contracts.iv.  Effigy team - Sourced reclaimed materials from several locations. The board is pleased with these efforts and encourages more crowdsourcing.v.    Volunteer system - The new volunteer system is working well and volunteer participation has increased by 2%.vi.      Alchemy - Planning has begun. Events Committee needs the board to finalize the budget. Lead call outs, etc, will go out by the end of March.
3.       Communications Committee - Tabled.
4.      Community Outreach Committee - Tabled.
5.      Sexual Consent/Harassment Committee - The committee is very excited about this work. The policy is on track to be drafted for board review by the deadline of April 1.
6.        Budget – Michelle submitted a fourth draft. The board is tasked with finalizing the budget no later than Friday, March 18.
7.       Committee Charters - Tabled.
8.      General Liability insurance - Euphoria event insurance is secured.
9.         FAI Annual Report - Tabled.
10.        2015 Event Reports - Tabled.
11.       501(c)(3) Status -After careful consideration and consultation with tax and legal counsel, FAI will not pursue 501c3 status. At some point in the future, FAI can establish a 501c3 nonprofit foundation to donate from event profits.

Motion: FAI will not pursue 501c3 status. FAI will continue to operate as a Georgia nonprofit but will pay Federal taxes. FAI will consider partnering with a nonprofit 501c3 foundation in the future. Rebecca calls for the vote, Anna seconds. Approved by consensus.Next steps: Refile 2014 tax return; file 2015 estimated tax by March 15, 2016.

18.         Roads - Two quotes received to install roads at Lavender Farm. The board requires more information from one vendor before making final decision. The board pledges to make the final decision by Friday, March 18.

The following new business was discussed:

1. Sales Tax - The board agrees to pay the sales tax out of the event account instead of the organization account.
2. Credit Card Fees - The board agrees to pay the ticketing credit card fees out of the event account instead of the organization account.
3. Euphoria Medical Team Selection - FAI sought competing  bids for 2016 events. FAI will sign with Event Committee's selection.
4. Contracted Improvements at Lavender Farm - Dusty and Rebecca will meet with the landowners.
5. BOD Meeting Schedule - Alternate summer locations will be sought.
6. By-Laws - Tabled.
7. PO Box - Dusty will ask Lee to arrange a new shipping PO Box.
8. BOD on-comm - Board members do not need to be on-comm at event. Board members will give their camp addresses to Events Committee. Rebecca will be board contact for outside officials at the Euphoria.Bank Statement:Org: $68,122.88Event: $30,054.78APW: $1,701.89Money Market: $50,015.85

Action items of note:Rebecca will draft a contract for other regional burns  borrowing infrastructure from FAI. Due by March 26.Tunna will talk to Smokey about portapotty fee and moving second container. Due by April 15.Tunna will arrange move of second container from Cherokee Farm to Lavender Farm. Due by April 15.Anna will send out a scheduling poll for a weekly board Google Hangout. Due by March 17.Rebecca and Dusty will meet with the land owners by April 1.Tunna will call vendor company to get a firm contract proposal with specified work to be performed. Due by March 16.The board will make a decision by March 18 on the road vendor.Michelle will contact Jennifer Luce about refiling 2014 taxes and paying 2015 taxes.Dusty will renew the org PO Box; he will advise Lee to get a shipping PO Box through 2016.Michelle will send updated budget.The board will have a final budget approved by March 18.Rebecca will follow up with Patrick about the status of the event permits.Meeting adjourned at 6:42 pm by consensus.

FAI BOD Minutes: February 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Rebecca’s home at 1:30 pm on February 14, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Dusty, Michelle, Rebecca, TunnaThe following Directors were absent: Anna (excused)The following Officers were present: Dusty, president; Michelle, vice-president; Aislinn, secretaryThe president called the meeting to order at 1:30 pm.Motion to approve the January 23, 2016 minutes made by Dusty. Amended to list Jacob Davis as general counsel. Seconded by consensus. Approved as amended.RECORD OF BUSINESS TAKEN IN SESSION BY BOARD SINCE LAST MEETING

1. Board approved access to equipment (chairs, tables, etc) to Southeastern Roundtable.
2. Sexual Consent/Harassment Committee formed: Gina Juhan, Andrew Chou-Chambers, Kisha Bertrand, Seth Williams-Welch, Evelyn Olansky, Tristan Stone, Rebecca Rea (board liaison).

OLD BUSINESS

1. President’s Report - Received new debit cards.
2. Committee Updates
3. PW Committee - Storage move is 85% complete. A second move to consolidate remaining items will occur before June. Inventory will be completed by end of the week. An updated budget for Euphoria has been submitted.
4. Event Committee - First tier tickets went on sale Feb. 10. Tickets sold out in 18 minutes. Up to four medics will be on site at a time. Dusty will ensure that FAI will pay for additional insurance on any rental trucks. Art online fundraiser closed. The board notes that the Event Committee members is working very well and are pleased with the collaboration of its members.Tunna moves that the following standing committees receive access to leadership tickets: Events; PWC; Outreach; and Communications receive access to leadership tickets. Michelle seconded. Passed by consensus.
5. Communications Committee - The new Euphoria website launched! The board recognizes and appreciates the hard work of everyone involved, especially during the final sprint before the launch. The Alchemy website will be launched in March and a FAI website will be launched in May.
6. Community Outreach Committee - Anna submitted a report in absentia, read by Michelle.

1. Eatonton - Rebecca has compiled a list of outlets in the Eatonton area for food, supplies, and other event needs. She will vet the list to find good partners in order to guide hungry/needy hippies and turn it over to the committee.

1. Sexual Consent/Harassment Committee - Anna submitted a report in absentia. The committee will submit a  policy recommendation by April 1.

1. Budget – Michellea. Meeting with Jennifer Luce, tax consultant will occur on Wednesday, February 17  at noon in Clarkston. We may need to either a) back file 2014 taxes due to filing them under the assumption FAI should pursue 501c3 or b) file for 501c3.

1. Michelle will submit an updated budget following the meeting with the tax consultant on Wednesday.

1. Committee ChartersProposal: Look at committees we have; make sure they are meeting FAI’s needs; clearly delineate/describe committee functions. Develop template and organizational chart before March meeting. Feedback will be requested from committees during this process. This will be a major focus at the next board meeting.
2. Event insurance - Anna submitted a report in absentia, read by Michelle. The board will review the policy Anna forwarded.
3. 501(c)(3) Status - Discussion tabled until after meeting with tax consultant.

• NEW BUSINESS

1. FAI Annual Report - Michelle created a first draft on Google Drive.
2. 2015 Event Reports - FAI will focus on a 60 day report. Michelle will present a proposed Event Report template at March board meeting.
3. Bank Statement

299. Org: $63,299.45
300. Event: $95.39
301. APW: $1,701.89
302. Money Market: $50,013.89

4. Safety Side - Board decided not to approve request for individual funding.
5. Passwords housekeeping: Michelle is handling updating all passwords on financial accounts.
6. U-haul - A tag renewal notice for the U-Haul truck was found; it is in Alchemy LLC’s name. Tunna will contact Jacob about the  title and promissory note and then arrange the transfer.

V. ACTION ITEMSDusty -  Contact Authorize.net re: ticket proceeds.Dusty - Ensure Dwayne will purchase additional insurance coverage for all rental trucks.Aislinn - Create contact list with roles/responsibilities/authorizations noted.Rebecca - Vet list of Eatonton outlets to find good retail partners. Submit it to Community Outreach.Michelle and Dusty - Meet with Jennifer Luce, tax consultant, on 2/17/16.Board - Review Rebecca’s committee charter template; clarify committee functions/processes; seek committee feedback.Board - Review insurance policy submitted by Anna.Michelle - 2015 FAI board report template.Michelle - Update passwords on financial accounts.Tunna - Contact Jacob about U-Haul truck promissory note and title. Transfer ownership to FAI.

5. ADJOURNDusty moved to adjourn at 4:05. Passed by consensus.

FAI BOD Minutes: January 2016

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at Rebecca’s home at 1:30 pm on January 23, 2016, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Anna, Dusty, Michelle, Rebecca, TunnaThe following Officers were present: David, board president; Jacob, general counsel; Aislinn, secretaryThe following members of the community were in attendance: Ash, Jaime, Justin, Matthew, VanessaThe reading of the minutes of the last regular meeting are approved as presented by consensus.In notice to the community, the Board submits this record of Business taken in session by the Board since the previous meeting:

1. By-Law Amendments proposed and published to community.
2. Euphoria 2016 Event Proposal – Motion to approve (Dusty); 4 votes yea; one abstention. Proposal is approved.

The following old business was discussed;

1. President’s Report - David’s board term concluded on December 31, 2015; he will vacate his seat as president at the end of the January meeting.
2. Regional Status – Tabled by consensus.
3. Committee Updates
4.    PW Committee
5.     A preliminary budget is submitted. An amended budget will be submitted at a later date. In lieu of total budget approval, BOD approves request for $2,000 to PWC to cover immediate storage/moving expenses.
6.    Event Committee
7.    Ticket cap, amount, and sale dates announced. Team leads are selected.
8.     Reviewing bids for golf carts and portapotties. BOD recommends that references be checked for final choice of vendors. Request for funds for deposit requirements approved.
9.  Communications Committee
10.   Updated list of committee members is available.
11.    Website, credit card, and ticketing software. Communications Committee and Event Committees will work together to limit problems with implementing new payment system.
12.    Community Outreach Committee
13.   Researching funding Beltline art projects; hoping to get some media coverage if donations are made to Beltline projects
14.    Budget increase request was tabled for online discussion.
15.       Budget
16.      2015 budget - $25,000 of net profits will be moved to reserves account.
17.     2016 budget proposal - Due to new land and infrastructure expenses, the proposed budget is $30,000 more than the previous year. The board will closely review the budget with an eye on decreasing expenditures where possible. Board discussion will continue online through the end of the week (January 30). Final budget will be submitted online for vote the first week of February.
18.       Financial accounts transfer - Anna and Michelle are going to the bank this week to get dual cards.
19.       Sexual Harassment Policy - A consent council was discussed at the BOD retreat. A motion was made by Anna to task an advisory committee of concerned community members to draft a policy and grievance procedure. Motion raised by Anna; voted:  passed by consensus.
20.       Committee Charters - Updates completed to half of the committees.
21. General Liability insurance – Jacob presented counsel on liability insurance. Anna will work with insurance agent to compare two options: 1) general liability insurance or 2) event insurance specifying a time period covering work weekends with riders to cover liability.
22.       By-Laws Amendments
23.       Proposed Change #1: Reduce the number of board members required on each committee.

 In Section 3.9:“The Board of Directors may, by resolution adopted by a majority of the entire Board, designate from among its members one or more committees, each consisting of two or more Directors, which, to the extent provided in the resolution, shall have and may exercise the powers of the Board of Directors.”with:“The Board of Directors may, by resolution adopted by a majority of the entire Board, designated from among its members one or more committees, each with at least one Director as a member, which to the extent provided in the resolution, shall have and may exercise the powers of the Board of Directors.”Motion to approve (David). Vote: all opposed. Not approved, by consensus.

1.      Proposed Change #2: Limit the terms of officers in the organization to only one year at a time.

In Section 4.1 replace:“The officers shall each serve a term of two (2) years and until their successors have been elected or they have resigned or been removed from office as set forth herein.”with:“The officers shall each serve a term as established by vote of the Board of Directors at the time of appointment that does not exceed 12 months and until their successors have been elected or they have resigned or been removed from office as set forth herein.”Motion to approve (David); Vote: passed by consensus.

1.       Proposed Change #3: Set a twelve (12) month maximum term for Directors for seats six (6) and seven (7).

In Section 3.2 replace:“The number of Directors on the Board of Directors shall be the number, not less than one (1) nor more than seven (7), fixed from time to time by resolution of a majority of the entire Board of Directors, or as otherwise provided for in these Bylaws. Directors shall serve for a term of two (2) years and until their successors have been elected or they have resigned or been removed as set forth herein, such terms normally commencing on the next January 15 following their appointment as specified herein, or on such other date as may be determined by Resolution of the Board of Directors or as otherwise mandated by these Bylaws. Directors may serve terms in succession. The initial directors may also serve a shorter term at the discretion of the Incorporator. “with:“The number of Directors on the Board of Directors shall be the number, not less than one (1) nor more than seven (7), fixed from time to time by resolution of a majority of the entire Board of Directors, or as otherwise provided for in these Bylaws. Directors, for seats one (1) through five (5) shall be appointed pursuant to Section 3.3a of these Bylaws, and shall serve for a term of two (2) years and until their successors have been elected or they have resigned or been removed as set forth herein, such terms normally commencing on the next January 15 following their appointment as specified herein, or on such other date as may be determined by Resolution of the Board of Directors or as otherwise mandated by these Bylaws. All Directors may serve terms in succession. The initial directors may also serve a shorter term at the discretion of the Incorporator. “Then following this paragraph with the additional sentences added to the section:“Directors for seats six (6) and seven (7), appointed by Section 3.3b of these Bylaws, shall serve for a term as established by Resolution of the Board of Directors at the time of appointment that does not exceed 12 months or until they have resigned or been removed as set forth herein. Such terms shall begin and end at the dates as determined by Resolution of the Board of Directors at the time of appointment, or if no time is specified at the time of appointment, such terms shall last for 12 months.”In Section 3.3b replace:"For seats six (6) and seven (7), the Board of Directors may, but is not required to, appoint individuals at its discretion to fill these seats, and such appointment or term shall commence at the date determined by the Board of Directors at the time of appointment."with:"For seats six (6) and seven (7), the Board of Directors may, but is not required to, appoint individuals at its discretion to fill these seats, and the term of such appointment to be as specified in Section 3.2, above."Motion to approve (David). Vote: Passed by consensus.

10.   501(c)(3) Status
11.       Accountant has finalized the application; Board of Directors needs to review it.
12.      Applying for Federal 501(c)(3) status is tabled. Board will operate FAI within 501(c)(3) business practices to streamline any future decision to pursue the status.
13.   Changing the name of EMS department – Motion to approve (Rebecca). Vote: Passed by consensus.
14.   YahooGroups alternative - Tabled.

The following new business was discussed:

1.       Officer transitions, as voted and or appointed by the Board:

Board President – DustyBoard Vice-President – MichelleTreasurer – StaciaSecretary – Aislinn

2. Appointment of two board liaisons to Event Committee – Dusty and Rebecca.

3. 2016 Calendar – Board meetings will be conducted every second Sunday, 1 pm-4pm.

4. 2016 Southeast Roundtable – Majority of board will be in attendance; costs will be covered personally.

5. To the Moon Burn – Request from Rebecca to use FAI Fire Safety equipment for training at the new burn. Motion to approve (Dusty). Vote: approved by consensus.
6. Bank Statement, current as of 1/23/2016
7.       Org:                    $90,039.75
8.      Event:                          $500.00
9.       APW:                        $508.00
10.      Money Market:             $25,012.57
11.      PayPal (transitioning to Authorize.net):     $0

Action Items of Note:

• Update amended Bylaws online.
• Update 2016 board meeting calendar - Aislinn
• Change Paypal to Authorize.net under bank statement
• Add Michelle and Dusty to accounts; Anna and Michelle will get dual cards for the accounts.
• Contact community members interested in creating a sexual harassment policy/procedure – Anna
• Set up an e-mail account for receipts@flashpointartists.org for all invoices/receipts to be sent from vendors.
• Board will discuss budget items online.
• Michelle will submit final budget the first week of Feb for an online vote
• BOD will review committee charters on Drive and consider some basic requirements for charters/membership.
• Jacob will send Anna updated insurance waivers. Anna will try to pursue the general liability insurance and get something finalized by the end of the week.
• BOD is tasked with reviewing 501c3 status requirements and developing programming proposals for programming to achieve this goal.

 Confirmation of Upcoming Meetings:February Meeting Date – Rebecca's house, February 14, 1 pm.Meeting adjourned at 6:25 pm by consensus.

FAI BOD Minutes: December 2015

MINUTES OF THE REGULAR MEETING OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC. The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at 7:10 p.m. on December 18th, 2015, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Anna, Tunna, Michelle, Jessica, David, Tareq, AshThe following Directors were excused:The following Directors were absent:The following acted as secretary for the meeting: DavidThe following members of the Community were in attendance: Rebecca, Dusty, Dawn EdmondsThe reading of the minutes of the last regular meeting was waived as they had been presented for review online.  Minutes approved by consensus.In notice to the community, the Board submits this record of Business taken in session by the Board since the previous meeting:Approval of use of Oh La La Lavender Farms as the new events property for FAI for the 2016 fundraising yearApproval of the Lease agreement between Oh La La Lavender Farms and FAI, starting 18 Dec 2015 Old Business

1. President’s Report - Secretarial Appointment
2. Regional Status - Tunna
   1. no updates, need to have a meeting with Jim, potentially after the holidays
3. Committee Updates
   1. PW Committee
      1. Working on 2016 budget, intown storage options, quotes for professional road construction for new site, equipment movement; need to work out how to update committee membership; charter edits are done and will be sent to the Board
      2. Land Search (sub)Committee
         1. We got land!  Reviewing property in conservancy, the property is likely to be removed as a result of communication with the commissioner; renamed to “Land Committee”
   2. Event Committee Updates
      1. Dates announced, callouts announced, effigy and temple design proposals out, interest is coming back, working on event calendar (annual), working on Euphoria Event Proposal, next meeting 20 Dec (Sunday); Finances for Alchemy are done; finish up AfterBurn Report, send out thank-you cards
   3. Communications Committee Update
      1. Sent out Alchemist on 18 Dec, checking in with web-team to work to get site up fast, will wrap up and pass along to the 2016 board, notice of user-purge for unauthenticated accounts, ticket system review done, fixing email forwarding for consolidated functions; Knowledge Training for “How To Send Out The Alchemist” is an upcoming thing.
   4. Community Outreach Committee Update
      1. Lots of opportunities, more in new business
4. Budget
   1. CFO Tareq is working on the budget now, hopes to have prelims on Monday based on 2015 numbers; looking at expenses for last half of year since first half precedes his term.  Working on a sustainable ongoing Budget system that can be maintained.  Working on a manual for the new CFO.
5. Sexual Harassment Policy
   1. talked about during the retreat; Tabled to the 2016 board.
6. Committee write ups
   1. tabled to online discussion and reading for January vote.
7. Retreat
   1. Survey overview; responses were mostly positive, wanted things to be longer and include more social time, closer to Atlanta; Some wanted a second between the major events; Jessica will type up prelim Strategic Plan from the notes of the Board breakout
8. Length of President’s term [Officers terms, Bylaws sec 4.1]
9. Treasurer - offer assistance to Stacia if she desires it

1. NEW BUSINESS

1. Approval of Outreach Committee EOY donations
   1. $10,000 in donations
   2. Passed by Consensus (Tunna absent)
2. Changing the name of EMS
   1. Work with the teams to find a better team name
3. Conflict resolution policy
   1. Board will act as intermediaries, if needed.  Otherwise act as chairs to work via intra-committee communication
4. Annualized General Liability insurance
   1. Investigate the cost of a GL policy on an annualized basis
5. Appointment of three new voting Directors

Pursuant to Section 3.3 (a)(ii) -- appointment to membership on board of community representatives brought forth by referendum, the chair callsDusty GrahamRebecca ReaMichelle WaymireWith terms beginning Jan 1, 2016, and ending Dec 31, 2017, with a periodof transition, as new voting Directors.Passed by Consensus

1. Thundertix 12/24/2015 Renewal
   1. Renewal on 12/24; Proof of Concept for offline scanner system being analyzed.  Brown Paper Tickets and ThunderTix both seemed good, but the difference in the two was how they assess cost, and who back-end processing can be.  Possibility of doing named tickets. Tix wasn’t all that good.
      1. Motion by Jessica to change Credit Card Processors to Authorize.Net; Seconded by Anna; Passed by Consensus
      2. Motion by Communications to allow ThunderTix to renew; Passed by Consensus
2. 2016 Calendar
   1. First date is to close the calendar changes on 21 Dec 2015; 2016 EC is working on their calendar and can add dates to the Board calendar, too.
   2. Board needs to read and review and add or adjust dates as soon as possible.
3. Notice to Amend:

The Board serves notice under 8.1.1 of the Bylaws of the intent to amend the bylaws of the organization, as follows:Amend Section 3.9 to strike the phrase “each consisting of two or more Directors,” and replace with “each with at least one Director as a member,”Amend section 4.1 to strike “of two (2) years” and replace with "to serve a term as established by vote of the Board of Directors at the time of appointment that does not exceed 12 months"Passed by Consensus

1. Bank Statement - Current as of 12/18/2015

1. Org $66,959.89
2. Event: $34,367.56
3. APW: $2,775.76
4. Money Market: $25,011.51
5. Paypal: $0.00
6. President suggesting NLT $15,000 Reserve Contribution

CFO would like to sweep the money from all side accounts to the Org account for re-disbursement in 2016. Action Items of Note: Jessica to reach out to Rachel Smith and Alison House 12/30Tareq to reach out to Stacia 12/30Anna and David to work on Annualized GL policy 12/30Tareq to complete Budget 12/30Anna and Michelle to do ByLaw Notification Publication 12/30 Confirmation of Upcoming MeetingsJanuary Meeting Date - 23 Jan 2016, 1pm, at Rebecca Rea’s House, (address forthcoming) Meeting adjourned at 9:15 pm by Consensus 

FAI BOD Minutes: November 2015

MINUTES OF THE REGULAR MEETINGOF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at 1:15 p.m. on November 14th, 2015, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Anna, Ash, David, Michelle, TunnaThe following Directors were excused: Jessica, TareqThe following Directors were absent:The following acted as secretary for the meeting: DavidThe following members of the Community were in attendance: Alison, AislinnThe reading of the minutes of the last regular meeting was waived as they had been presented for review online.  Minutes approved by consensus.In notice to the community, the Board submits this record of Business taken in session by the Board since the previous meeting:

1. Selection of 2016 EC, to be appointed at time certain: 11/14/2015
2. 30 Day BMorg Report

The following old business was discussed:

1. Board Secretary Process - David
   1. Two candidates in attendance
2. Regional Status - Tunna;
   1. had a nice long phone call with Sauce, BM is aware of issues with our relationship.  We are continuing to work through the path to find options for future agreements together.
3. Committee Updates
   1. PW Committee;
      1. looking into transportation options for new site, ballpark on cost
      2. Land Search (sub)Committee;
         1. reviewing land sites, going on site 11/15 for first site, setting date for second site (hopefully before retreat date)
   2. Event Committee Updates;
      1. 2015 EC wrapping up, published 30 day report, finalizing budget and 90 day report, paying final big bills, swag being finalized;
      2. 2016 EC meeting 11/15, going over basic structure, basic bookkeeping setups in place; Leadership and Budgets meetings will be in-person meetings, but working on e-meetings as appropriate;
   3. Communications Committee Update;
      1. Alchemist publishing schedule looks to be the 1st and the 15th.
      2. Website coming soon
   4. Community Outreach Committee Update
      1. Callouts for donations for end-of-year
   5. Elections Committee
      1. Election closes tomorrow, results posted soon, everyone technically elected
4. Budget
   1. Tabled to online discussion and retreat
5. Sexual Harassment Policy
   1. Tabled to retreat
6. Retreat
   1. Topics
      1. Sent to the Board for review
   2. Topic Leaders
      1. Board should self-select and prepare presentations (15-45 mins), with guidance from Anna and Michelle
   3. Budget
      1. $1260 for the space, need to work out food
   4. Logistics
      1. Arrival Friday night, plan to arrive NLT 5pm for earliest person
7. Financial Closure of 2014 - Taxes
   1. Best practices being put in place to make 2015 move smoother

The following new business was discussed:

1. Length of President’s term [Officers terms, Bylaws sec 4.1]
   1. Open discussion concerning the one versus two year term limit concept
2. Board Advisors
   1. Consider an advisory committee to the Board, to allow discussion of sensitive topics with past members during the year following their exit from office
3. Bank Statement - Current as of MM/DD/YY
   1. Org $
   2. Event: $
   3. APW: $
   4. Money Market: $
   5. Paypal: $
4. Appointment of the EC as selected
   1. Discussion about the methods of transition of seats so as to allow this to happen properly
   2. Ash resigned as Non Voting Board Member of 2015 - accepted
   3. Incorporator appointed David Stabler to EC twice, and resigned, accepted twice, pursuant to Bylaws 3.3 in order to collapse final Incorporator appointment powers.
   4. Ash to  be appointed to the EC Non-Voting Board Member seat 15 Nov 2015 to 01 Nov 2016
   5. Board confirms vote to appoint the EC for 2016 to end 01 NOV 2016
5. Open online discussion of the EC Board slot
   1. Currently held by Tareq

Action Items of Note:Michelle/Anna, Retreat Plan 11/17Callout for Charity to Alchemist 11/16Tareq and Michelle to talk about Budget Items 11/16Confirm Taxes were paid - David 11/14APW Committee Writeup Updates - Tunna 11/20Email about Board Budget Process for Review - Tunna 11/20Anna to send out a Doodle about December Meeting 11/16Confirmation of Upcoming MeetingsDecember Retreat -  04-05 December in Sautee, Georgia / ClarkesvilleDecember Meeting Date - TBD, Week of 12/13-12/19Meeting adjourned at 3:40 pm by Consensus

FAI BOD Minutes: October 2015

MINUTES OF THE REGULAR MEETINGOF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at 1:50 p.m. on October 12th, 2015, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Anna, Tareq, Ash, Jessica, David, Michelle, TunnaThe following Directors were excused:The following Directors were absent:The following acted as secretary for the meeting: DavidThe following members of the Community were in attendance: Rebecca, Ashta, Uber, SunnyThe reading of the minutes of the last regular meeting was waived as they had been presented for review online.  Minutes approved by consensus.In notice to the community, the Board submits this record of Business taken in session by the Board since the previous meeting:

1. Set dates for 2016 Alchemy and Euphoria, with flexibility
2. Approved General Counsel to open discussions with Walker County Attorney

The following old business was discussed:

1. Board Secretary Process - David, Anna will reach out to other candidates
2. Regional Status - new events policy from BM needs further review (Regional Use Agreement) but we’ll talk about status again. Considering November.
3. Committee Updates
   1. PW Committee - new gate system was awesome (for a day), came in under budget for generator repairs, lost greeters structure to weather, Last LNT cleanup went well.
      1. Leadership changing within APW finally, time to revisit how committee structure is set up; new charter will come to Board for review soon.
      2. Land Search (sub)Committee
         1. Need to have exclusionary dates
         2. Price maxima
         3. Ordinance considerations
   2. Event Committee Updates
   3. It was muddy, but went very well otherwise.  Working to clarify vendor issues.
   4. Motion - Upgrade Mail Chimp Account to Featured Paid Account, Jessica, Seconded by Tunna; passed by consensus
   5. Last Team Lead meeting 18Oct 5pm
   6. Collecting afterburn reports
   7. Setting Alchemist agenda for rest of year
   8. Looking for places to donate to by end of year
   9. Working on new volunteer system, date to be live pre-Euphoria
   10. Website to go live by EOY (maybe November)
   11. New backend-processing considerations for ticket management
   12. Board requests recommendation on ticket vendor solution before Euphoria sales to start
   13. Callouts are out; good numbers are putting in applications; webcast opportunity might be worthwhile; APW should have gear.  1pm on Saturday, go as long as the convo goes.  Location: 2889 ALEXANDER STREET SE SMYRNA GA 30080
   14. Communications Committee Update
   15. Community Outreach Committee Update
   16. Tech Ops Committee Updates
   17. Elections Committee - elections@flashpointart.org
4. Budget
5. Sales taxes need to be paid for last ticket round
6. Paypal account for Art Fundraiser vs tickets
7. There is a strong need to formulate an active events management policy under extended discussion that meets community standards and intra-board communication needs.  Referring to the Board retreat, Michelle and Anna to build plan for that discussion.
8. Merge Techops and Communication
9. Merge Outreach and Programs (pending) and Leadership Development (pending)
10. Merge Public Works and Venue (pending)
11. All new committees tasked with naming and charter rewrites for online discussion and approvals, seconded Sunshine, approved by Consensus
12. Committee Names are:
    1. Elections
    2. Events
    3. Community Outreach
    4. Communications
    5. Public Works
13. Where do we put this committee?  Outreach?  Events?
14. How does it start the callouts for Temple/Effigy?
15. Will we put other large art projects here?  How will this not take away from the Art Fundraiser?
16. Sexual Harassment Policy
17. Committee Mergers
18. Grants Committee

The following new business was discussed:

1. Post-Alchemy Discussion
   1. 30 day report pending
2. Retreat
3. Dec 4-5
4. Attendees: Incoming board members, Events Committee, Current Board, Select Leadership….  Approx 25 people
5. Schedule/Agenda planning
6. Org $80,483.00
7. Event: $48,747.86
8. APW: $2,784.30
9. Money Market: $25,009.42
10. Paypal: $235.76
11. Bank Statement - Current as of 10/18/2015

Action Items of Note:Michelle/Anna, Retreat Plan 11/14David/Anna, contact Secretary Candidates 10/25Jessica, Alchemist Schedule 10/25Ash, Tech-Ops Ticket Proposals 12/1David/Anna, List to APW for Elections Needs 10/25Ash/Tareq, 30 day report due 11/5Tareq, Tax check ASAPTareq, Tax payment dates 10/31Tareq, Costing for Land 10/25Ash, Absolute “No” Dates for Land Use 10/25Tunna, Rewrite of APW charter 10/31Tunna, Work with United Rentals on relationship 10/31Confirmation of Upcoming MeetingsEC Selection Meeting, Google Hangout - 24 Oct, 12:30pm and ongoingNovember Meeting Date - 14 November at 1pm -- 3102 Buford Highway NE, Apt C, Atlanta GA 30329 (Michelle’s House)Meeting adjourned at 4:30 pm by Consensus

FAI BOD Minutes: September 2015

MINUTES OF THE REGULAR MEETINGOF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at 1:30 p.m. on September 12th, 2015, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: Michelle, Tareq, Jessica, Ash, Tunna, Anna, DavidThe following Directors were excused:The following Directors were absent:The following acted as secretary for the meeting: DavidThe following members of the Community were in attendance: Lisa, JustinThe reading of the minutes of the last regular meeting was waived as they had been presented for review online.  Minutes approved by consensus.In notice to the community, the Board submits this record of Business taken in session by the Board since the previous meeting:

1. A resolution was presented to create a document ensuring that FAI will provide defense and other items in the event that certain personnel are arrested or fined while performing event duties.  Passed by consensus.

The following old business was discussed:

1. Board Secretary Process - Anna
   1. Three people have expressed interest, Lisa has shown up and will give us our first trial run
2. Regional Status - new events policy from BM needs further review (Regional Use Agreement) but we’ll talk about status again. Considering November now that BM is over.
3. Committee Updates
4. PW Committee
   1. Buying all the things!  Getting ready for the event upcoming;
   2. Location being reviewed for future options
5. Event Committee Updates
6. Property is being mowed and gravel going down;
7. Tons of theme camps, concerns of sound issues
8. Last team meeting 9/13,
9. Effigy for Euphoria app to go up before Alchemy
10. Board attendance for wrapup meeting at Alchemy desired
11. Early-entry, build weekend being sorted out
12. Purchasing is almost done
13. Alchemist has gone out
14. Website pushed out a week
15. Beltline parade tonight / Lamplighters (20-25 people)
16. New volunteer system ready for December rollout
17. Website Content positions being created for publishing management
18. Email addresses may be a significant cost; will review group fees
19. Three people showed interest, ready to compose
20. Communications Committee Updates
21. Community Outreach Committee Updates
22. Tech Ops Committee Updates
23. Creation of Elections Committee
24. Expenditures need to be added in for reconciliation in accounting
25. Some legal fees came in
26. D&O paid
27. Meetings held; relationship being managed by ELT
28. Reviewing policies of other organizations
29. Transitioned to online discussion
30. Merge Techops and Communication
31. Merge Outreach and Programs (pending) and Leadership Development (pending)
32. Merge Public Works and Venue (pending)
33. All new committees rewritten, online for review and discussion pending approval
34. put on hold for a moment, pick back up after Alchemy
35. Budget
36. Relationship with LEO in Walker County
37. Sexual Harassment Policy
38. Committee Mergers
39. 501(c)(3)

The following new business was discussed:

1. Ticket for Elan of Beltline
   1. Arranged from reserve pool
   2. Motion to offer Elan a ticket from the reserve pool (Anna), seconded by Jessica; vote is 3-1-1, passed.
2. Date for Strategic Planning Session
3. 24th October, 1-4pm
4. Temple and Effigy are art projects, but could start earlier if managed differently
   1. Also leadership building
5. structured under Outreach
6. Grants Committee
7. Org $8,130.42
8. Event $210,665.10
9. APW $7,105.53
10. Money Market $25,008.39
11. Paypal $0.00
12. Intown location for additional storage being researched
13. Bank Statement - Current as of 9/12/2015

Action Items of Note:Ash - set up email addresses 9/19Anna - Elections committee activation 9/16Tareq and Tunna - writing up Grants Committee 10/24Anna - sending ticket info to Elan 9/14Anna - finding location for Strategic Planning Meeting 9/16Anna - responding to Jacob 9/16Confirmation of Upcoming MeetingOctober Meeting Date - 10 October at 01pm at Tareq and Jessica’s House 1680 Newton Ave SE, Atlanta, GA 30316Meeting adjourned at 4:05 pm by Consensus

FAI BOD Minutes: August 2015

MINUTES OF THE REGULAR MEETINGOF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at 3:15 p.m. on August 16th, 2015, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: David, Anna, Tareq, Jessica, Ash, MichelleThe following Directors were excused:The following Directors were absent: TunnaThe following acted as secretary for the meeting: DavidThe following members of the Community were in attendance: Brittany, JustinThe reading of the minutes of the last regular meeting was waived as they had been presented for review online.  Minutes approved by consensus.In notice to the community, the Board submits this record of Business taken in session by the Board since the previous meeting:  NONEThe following old business was discussed:

1. Board Secretary Process - Anna
   1. Two additional names applied for the secretary position.  Will reach out to have them come try out recording minutes for the September meeting.
2. Regional Status - new events policy from BM needs further review (Regional Use Agreement) but we’ll talk about status again.  Action to contact BMORG to set up meeting. Considering November
3. New Venue Committee - two applicants; moving to public works; transferred to PWC for further management
4. Committee Updates
5. PW Committee
   1. Uber’s budget went out for review
   2. Adjusted to reflect changes in material needs after effigy change
   3. Motion - To transfer $5844.67 from General Fund to PWC Fund pre-Alchemy purchasing for repairs and needed gate acquisitions. - PWC
      1. Budget to use a simplified gate system
      2. Passed by consensus
   4. Tabled remainder of the budget until after Alchemy
   5. Renewals on storage units will occur near the end of the year
6. Event Committee Updates
7. Transition in Effigy Team Leadership
8. More theme camps registered than ever before (120)
9. More registered art for placement than ever before (45 so far)
10. Staffing prepared early for Wednesday
11. Begun purchasing
12. Website update - updating Alchemy and Euphoria websites, adding an umbrella website for board-level site over the top.  Adding CRM workflow for publishing management.  Euphoria page going live 9/11, announced 9/15.
13. Went to Figment, attendance appeared to be a few hundred; considering offering FAI to run Figment.
14. Lantern Festival - Lamplighters; lots of interest so far
    1. Motion: To reassign money from Board refreshments to Community Outreach for the purposes of acquiring a vinyl banner for FAI for the festival and for reuse -- Jessica, seconded, Anna
       1. To be stored in town
       2. Passed by consensus
15. Event Outreach to Burning Man
16. Motion: to offer BMRCs tickets to FAI events -- Anna, seconded, Jessica
    1. Traditionally, no free tickets given other than scholarship tickets
    2. Amended/rewrite: To offer Georgia BMRCs the right to buy one 2015 Alchemy ticket per RC in a special sale - Anna; passed by consensus
    3. Amended: the option to buy - Tareq; passed by consensus
    4. Motion -- To offer Georgia BMRCs the option to buy one 2015 Alchemy ticket per RC in a special sale
    5. Passed by consensus
17. Who will be willing to work on this?
18. Callouts would happen now
19. November for the event?
20. Push to 2016 schedule?
21. Decomp like event this year - is this something the community would like?
22. Had a good meeting; website and volunteer system rollout in the forefront.
23. Wants to get timelines in place faster.
24. Communications Committee
25. Community Outreach Committee Updates
26. Tech Ops Committee Updates

5. Budget
   1. Final ticket sales money needs to finalize to allow total income calculations
      1. Last tier still in Paypal
   2. 2014 Alchemy Financials statement about to be completed
   3. Working with Stacia
6. Relationship with LEO in Walker County
7. Still being evaluated and discussed
8. Going into the survival guide
9. Notes will be made available to the community, writeup to be added
10. To be added into the meetings and in an augmented meeting with Michelle to extend the strategic focus of the Board.
11. Stacia meeting, narrative handoff happened, reports being created as required.
12. Organization document rewrites in progress.
13. Drones
14. Global Leadership Conference Report
15. Strategic Planning Goals Progress
16. 501c3 Application Status
17. Committee Mergers

The following new business was discussed:

1. Insurance for Alchemy
   1. $5379 premium
   2. Motion to pay $5379 for Insurance, from the chair; passed by consensus
2. Jacob’s Retainer
3. Approved to pay, so Tareq will pay.
4. To be researched by Ash, brought to the board for review and revision and then passed to legal for second check.
5. ELTs would like this in writing from the Board that we will provide defense support should the Officers require it in the execution of their duties
6. What information does the Board require from the ELTs
7. Tareq will provide a survey to get the feel from the board
8. Operational Board Processes regarding scheduled meetings to be defined and published so that rescheduled meetings follow a clear process that is visible to the community.
   1. Initially: A cancelled meeting will be replaced by a meeting held the following Wednesday at 8pm, location TBD
9. Election timelines need to be published soon for community awareness
10. Community Committee to run everything should be called soon
11. Alchemy Exodus signs to inform people of leadership needs?
12. Sexual Harassment Policy
13. Defense Resolution
14. Afterburn Report
15. Process Plan
16. Elections and Callouts
17. Bank Statement - Current as of 8/16/2015
18. Org $ 24,871.91
19. Event $ 174,420.07
20. APW $ 2,327.03
21. Money Market $ 25,006.33
22. Paypal $ 60,994.06

Action Items of Note:Committee Document rewrites - Anna [by 31 August]Correct Anna’s card to have higher limit to pay insurance - Tareq [ASAP]Payment of Jacob’s Retainer - Tareq [17 Aug]Survey to find out what the Afterburn Report needs to have in it - Tareq [31 August]Writeup of GLC - MichelleLetter from Board about Support of the ELT - MichelleReachout to GA BMRCs - AnnaConfirmation of Upcoming MeetingSeptember Meeting Date - 12 September at 01pm at Ash’s House 5400 Memorial Drive, Apt 19B, Stone Mountain, GA 30083Meeting adjourned at 6:05pm by Consensus

FAI BOD Minutes: July 2015

MINUTES OF THE REGULAR MEETINGOF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.The regular meeting of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at 6:10 p.m. on July 12th, 2015, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: David, Anna, Tareq, Jessica, Ash, Michelle, TunnaThe following Directors were excused:The following Directors were absent:The following acted as secretary for the meeting: DavidThe following members of the Community were in attendance:The reading of the minutes of the last regular meeting was waived as they had been presented for review online.  Minutes approved by consensus.In notice to the community, the Board submits this record of Business taken in session by the Board since the previous meeting:

• Approved retainer for Counsel representation (pending minor edits to document to reflect new business address, etc)
• Approved purchase of Directors and Officers Insurance in the amount of $1995.40 for a two year policy:
• The Alchemy 2014 Afterburn report was submitted to the Board for review

The following old business was discussed:

1. Board Secretary Process - Anna (no applicants at this time)
2. Regional Status - new events policy from BM needs further review (Regional Use Agreement) but we’ll talk about status again.  Action to contact BMORG to set up meeting; still trying to get everyone to coordinate a date; considering November
3. New Venue Committee - applications have been made from good people interested in land usage
4. Committee Updates
   1. PW Committee - committee is training new people for upcoming leadership roles; inventory update happened; need to consider purchasing scaffolding towers
   2. Event Committee Updates - budgets coming in; ticket sales going well; purchasing to start soon; published new scholarship guidelines;
   3. Communications Committee
      1. Website update - being tested, volunteering system is being tweaked before going live so Alchemy 2015 may stay on old templates.  Flashpoint and Euphoria site to go live first.  Alchemist publishing schedule released.
   4. Community Outreach Committee Updates - continuing to stay in touch with Counterpoint for next May opportunities, authorized visit by outreach team; Lamplighters to consider September 12th Lantern parade; Hoop and Moop spin and park cleanup
   5. Tech Ops Committee Updates - no new projects that the board knows of.  Ash to reach out to rest of committee to talk about projects and web sites.
5. Budget - working to create an operational voted vs spent vs overage reporting budget for ongoing analysis; working with Sunshine and Stacia about previous operations, CPA relationship, etc.
6. Relationship with LEO in Walker County - Call was made to LEO and Counsel will follow up with letter to determine process for interaction requirements.
7. Drones - continuing to be researched for survival guide with community
8. Global Leadership Conference Report - tabled pending submission
9. Strategic Planning Goals Progress - scheduling a strategic goals meeting to bring up goals with new board member Michelle
10. 501c3 Status - going to work with CPA to get a professional view of the paperwork
11. Committee Mergers - in progress
    1. Merge Techops and Communication
       1. Ash, David, Michelle
    2. Merge Outreach and Programs (pending) and Leadership Development (pending)
       1. Anna, Jessica, Michelle
    3. Merge Public Works and Venue (pending)
       1. Tunna, Ash
12. NEW BUSINESS
13. Needed in writing: Jacob being Mel's attorney if she is arrested and bail (we need this for the future ELT too), such as for noise complaint issues
14. Afterburn Report - first draft has been created, being cleared for second round and final publication; working on a template to standardize reporting; Tareq will put together a survey to assess what the final format should look like.
15. Media Request from Liz Turcotte from RSVPATL
    1. Outreach to contact to discuss media requirements, publishing, review of materials, presentation without appearing as an event review
16. Permanent Build Space offer from Tim Wheelock
    1. an alternative offer has been tendered to the board at this time for the current needs, but looking at the opportunity is important to the board
17. Use of a technology for password management for centralized clearance, considering LastPass.
18. Setting a Sexual Assault policy, outside of legal limitations, concerning active response and what to put in the book, and how a policy on ejection and banning participants would be designed before needed, if warranted.  Reaching out to other orgs to see how this is managed.
19. New Google Drive location for Institutional Knowledge created for storage of primary information.
20. Bank Statement - Current as of 7/12/2015

1. Org $ 24,559.91
2. Event $ 203,113.69
3. APW $ 2,327.03
4. Money Market $ 25,006.27
5. Paypal $ 0.00

1. ACTION ITEMS

Schedule meeting with Tech Ops -- Ash, by 20 July 2015Schedule Strategy Meeting - Jessica, by 17 July 2015Ask Jacob what the process is for representation D&O in service related functions -- David, by 20 July 2015Reaching out to other orgs about their harassment/assault and banning policies - Ash, by 15 July 2015VII. CONFIRM UPCOMING MEETINGJuly Meeting Date - 09 August at 03pm at Anna’s House; 58 Fenwick Place NE, Sandy Springs 30328VIV. ADJOURNMeeting adjourned at 9:00pm by Consensus

FAI BOD Minutes: June 2015 Special Session

MINUTES OF THE SPECIAL SESSION OF THE MEMBERS OF FLASHPOINT ARTISTS INITIATIVE, INC.A special called session of the Directors of FLASHPOINT ARTISTS INITIATIVE, INC. was held at 8:20 p.m. on June 25th, 2015, as a scheduled meeting by general consent of the board instead of the registered office of the corporation, pursuant to the bylaws of the corporation and by notice given to the community through all normal channels.The following Directors were present: David, Anna, Tareq, Jessica, TunnaThe following Directors were excused: AshThe following Directors were absent:The following acted as secretary for the meeting: DavidThe following members of the Community were in attendance: Michelle WaymireThe following New Business was discussed

1. Consideration of Michelle Waymire to fill the term of Sunshine Davidson
2. Consideration of moving the July meeting to the 12th of July, 5 or 6pm

EXECUTIVE SESSION TO DISCUSS THE MERITS OF THE APPOINTEEEND EXECUTIVE SESSION

1. Vote taken to approve appointment of Michelle Waymire to the Board, passed by consensus
2. The President appoints Michelle Waymire to the Board to fill the unexpired term of Sunshine Davidson, pending her acceptance of the position, effective immediately upon her acceptance.

1. ACTION ITEMS

Jessica will convey our thanks to Michelle for her attendance to the special session and her answers to our questions and will notify her of the appointment, and will relay to the Board her answer regarding the appointment.Jessica will relay to the Board the best time to meet on Sunday the 12th of July after checking conflicting board schedules she has.  The appropriate time/date will be published upon confirmation.VII. CONFIRM UPCOMING MEETINGJuly Meeting Date - 12 July at 5pm or 6pm at David’s House, final time to be determinedVIV. ADJOURNMeeting adjourned at 8:25pm