Alchemy board meeting minutes

May 18, 2010

All in attendance

Starting at 7:35pm

Lovelace facilitating. To-dos are in BOLD. Dependencies are in italics.

Beginning new business

Troy: concern about lack of responsiveness of BOD

Get a newsletter out as a solicitation for puzzles and to advertise the art fundraiser ASAP

Move for Troy to deal with the puzzle stuff w/out further board approval. All approved.

Brief discussion about using Paypal as the payment method. Some burns have had issues with this – we haven’t so we will stick with it.

Old business from last meeting

In/Out tokens: (((redacted)))

Reports on recent purchases:

New truck – license and insurance purchased.

Agreement to park the truck at CoLab –

Proposal: $10 per month to park it at CoLab, CoLab can park it wherever it wants. CoLab isn’t responsible for damages to the vehicle or theft or anything like that. CoLab can move it if it needs to. Troy, as rep of both Colab and Alchemy will keep possession of the keys. Reps of Alchemy can gain access to truck as often as they want, with reasonable notice.

Rebecca to type up and get official doc by Thursday.

Tent discussion

Total price is supposed to be $4800. We will get a couple of discounts. Waiting on final bill. Discount for prepaying and then getting it in June, and also because it has been committed to use at Bonnaroo. They are splitting the rental fee for the use there, and there will be no damage. This = around $350 discount for the rental fee and another consideration for prepayment. They have been really responsive. It’s a good deal, and will have everything we need to put it up. Troy intends to see if someone in Asheville will go and video it being installed. Will include LED lighting setup. Waiting on the invoice so we can pay and we can close out for the year. Have to run up and get it. Troy will continue on this.

Laptop and projector for Connexus

Troy is going to put this in the budget when he does his budget.

Work play weekend: Troy will call Smokey to figure out.

Options: July 3 – 4 (preference)

July 31-Aug 1

August 7-8

August 14-15

Container: need to scope out where to put it on Smokey’s land, and make contract b/t us and Smokey. 53’ container. Tunna to provide the total net for the container.

Team leads:

Prompt Keith to submit a proposal for temple – Tunna or Clove

Approve Troy for event lead? All yes

Approve Tunna for Effigy and APW? All yes

(((Team lead discussion redacted)))

To fill

Greeter – possibly Jenn Dorr

First Aid

Rangers – Pete – Troy will contact

Fire Safety

Web

Connexus- Sparr? Pauly?

Center Camp

Temple

Rebecca will continue work on the Web team until we have someone step up.

Board members should send a call out for each of these. Dawn will do Connexus call out. Clove will do Center Camp. Lovelace will do First Aid.

Troy to get newsletter out by Friday.

New stuff

Art Fundraiser update

R and Troy met with Danielle on Sunday to discuss the Fundraiser. Troy is doing the task of the fire watch and the insurance for the Fundraiser. The initial call for submissions has gone out. We have encouraged her to take the lead – she came up with the raffle idea. Clove to send out on the ATL announce list.

Volunteer Form: Rebecca will check it.

Email addresses: update them for current team leads (Troy)

Put links on the website for positions that haven’t been filled. (Troy will do)

Board bios: put them up. Get new ones from Tunna and Lovelace, post Dawn’s. (Rebecca will do)

Rebecca to update bylaws and get to the Board by tomorrow evening.

Overall event budget: Troy will try to get first budget in by end of May.

End of meeting: 8:42pm